Agenda packet — South Pasadena City Council, December 7, 2022 (part 1 of 4)

City of South Pasadena Page 1

CITY OF SOUTH PASADENA

CITY COUNCIL

AMENDED AGENDA

SPECIAL MEETING

CLOSED SESSION
WEDNESDAY, DECEMBER 7, 2022
6:00 P.M.

AMEDEE O. “DICK” RICHARDS JR. COUNCIL CHAMBERS
1424 MISSION STREET, SOUTH PASADENA, CA 91030

Pursuant to Assembly Bill 361 Government Code Section 54953, subdivision (e)(3), the City Council may conduct its meetings remotely and may be held via video conference.

Public Comment regarding items on the Closed Session Meeting agenda will be taken at the beginning of the meeting. The public will be released from the meeting so that the City Council may convene Closed Session discussion of items allowed under the Government Code. Any reportable action taken in Closed Session will be reported by the City Attorney during the next Open Session meeting. A separate Zoom link will be provided for the Open Session for the public to attend.

Public Participation may be made as follows:
 In-Person Hybrid – Council Chambers, 1424 Mission Street, South Pasadena, CA 91030  Via Zoom – Meeting ID: 226 442 7248
 Written Public Comment – written comment must be submitted by 12:00 p.m. the day of the meeting

1. Go to the Zoom website, https://zoom.us/join and enter the Zoom Meeting information; or

2. Click on the following unique Zoom meeting link:
https://us06web.zoom.us/j/2264427248?pwd=aEFuSGszQ2I5WjJkemloTms0RTlVUT09 or

3. You may listen to the meeting by calling: +1-669-900-6833 and entering the Zoom Meeting ID listed above and Passcode when prompted.

CALL TO ORDER: Mayor Michael Cacciotti
ROLL CALL: Mayor Michael Cacciotti
Mayor Pro Tem Jon Primuth
Councilmember Jack Donovan
Councilmember Diana Mahmud
Councilmember Evelyn G. Zneimer
South Pasadena City Council December 7, 2022

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CLOSED SESSION AGENDA ITEMS
A. CONFERENCE WITH LEGAL COUNSEL: EXISTING LITIGATION
(Government Code Section 54956.9(d)(1))

1. Shahid Abbas v. City of South Pasadena (LASC Case No. 22STCV19084)

2. James v. City of South Pasadena (CDCA, Case No. 2:21-cv-08256-DSF-KK)

3. Lucina Demirjian v. City of South Pasadena (WCAB Case No. ADJ16479017)

4. City of South Pasadena v. California Department of Transportation (LASC Case No. 21STCP01779)

5. Justin Miller v. City of South Pasadena (WCAB Case No. ADJ 16011558)

CERTIFICATION OF POSTING
I declare under penalty of perjury that I posted this notice of agenda for the meeting to be held on December 7, 2022, on the bulletin board in the courtyard of City Hall located at 1414 Mission Street, South Pasadena, CA 91030, and on the City website as required by law, on the date listed below. 12/05/2022 /S/
Date Desiree Jimenez, CMC, Chief City Clerk

PUBLIC COMMENT
City of South Pasadena Page 1
CALL TO ORDER: Mayor Michael Cacciotti
ROLL CALL: Mayor Michael Cacciotti
Mayor Pro Tem Jon Primuth
Councilmember Jack Donovan
Councilmember Diana Mahmud
Councilmember Evelyn G. Zneimer
PLEDGE OF ALLEGIANCE: Councilmember: Diana Mahmud

CITY OF SOUTH PASADENA

CITY COUNCIL

A G E N D A

REGULAR MEETING
WEDNESDAY, DECEMBER 7, 2022, AT 7:00 P.M.

AMEDEE O. “DICK” RICHARDS JR. COUNCIL CHAMBERS
1424 MISSION STREET, SOUTH PASADENA, CA 91030
South Pasadena City Council Statement of Civility
As your elected governing board, we will treat each other, members of the public, and City employees with patience, civility, and courtesy as a model of the same behavior we wish to reflect in South Pasadena for the conduct of all City business and community participation. The decisions made tonight will be for the benefit of the South Pasadena community and not for personal gain.

NOTICE ON PUBLIC PARTICIPATION & ACCESSIBILITY
The South Pasadena City Council Meeting will be conducted in-person from the Amedee O. “Dick” Richards, Jr. Council Chambers, located at 1424 Mission Street, South Pasadena, CA 91030. Pursuant to Assembly Bill 361 Government Code Section 54953, subdivision (e)(3), the City Council may conduct its meetings remotely and may be held via video conference.

The Meeting will be available:
• In Person Hybrid – Council Chambers, 1424 Mission Street, South Pasadena, CA 91030 • Live Broadcast via the City website -
http://www.spectrumstream.com/streaming/south_pasadena/live.cfm • Via Zoom – Webinar ID: 825 9999 2830

To maximize public safety while still maintaining transparency and public access, members of the public may observe the meeting via Zoom in one of the three methods below:

1. Go to the Zoom website, https://zoom.us/join and enter the Zoom Meeting information; or

2. Click on the following unique Zoom meeting link:
https://us06web.zoom.us/j/82599992830 or

3. You may listen to the meeting by calling: +1-669-900-6833 and entering the Zoom Meeting ID listed above.

Regular Meeting Agenda December 7, 2022

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1A. RECOGNITION OF ASSEMBLYMEMBER CHRIS HOLDEN
1B. WELCOME AND INTRODUCTION OF ASSEMBLYMEMBER MIKE FONG

STATE OF THE CITY / PRESENTATIONS

2. 2022 STATE OF THE CITY PRESENTATION BY MAYOR CACCIOTTI

PUBLIC COMMENT GUIDELINES
The City Council welcomes public input. Members of the public may comment on a non-agenda subject under the jurisdiction of the City Council or on an agenda item. Members of the public will have three minutes to address the City Council, however, the Mayor and City Council may adjust the time allotted, as needed. You may participate by one of the following options:

Option 1:

Participate in-person at the City Council Chambers.

Option 2:

Participate via Zoom.

Public comment speakers are able to speak by going to the Zoom webinar controls and clicking on the “Raise Hand” icon. The Meeting Host will be notified that a hand has been raised and speakers will have their microphone un-muted by the Host during the appropriate Public Comment period.

Option 3:

Email public comment to [email protected].

Public Comments received in writing will not be read aloud at the meeting, but will be part of the meeting record. Written public comments will be uploaded to the City website for public viewing under Additional Documents. When submitting a public comment, please make sure to include the following:
1) Name (optional), and
2) Agenda item you are submitting public comment on.
3) Submit by no later than 12:00 p.m., on the day of the City Council meeting. Correspondence received after this time will be distributed the following business day.

PLEASE NOTE: The Mayor may exercise the Chair's discretion, subject to the approval of the majority of the City Council, to adjust public comment time limit to less than three minutes, as needed.

Pursuant to State law, the City Council may not discuss or take action on issues not on the meeting agenda, except that members of the City Council or staff may briefly respond to statements made or questions posed by persons exercising public testimony rights (Government Code Section 54954.2).

Staff may be asked to follow up on such items.

CLOSED SESSION ANNOUNCEMENTS

3. CLOSED SESSION ANNOUNCEMENTS

PRESENTATIONS
Regular Meeting Agenda December 7, 2022

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PUBLIC COMMENT

4. PUBLIC COMMENT – GENERAL (NON-AGENDA ITEMS)
General Public Comment will be limited to 30 minutes at the beginning of the agenda. If there are speakers remaining in the queue, they will be heard at the end of the meeting. Only Speakers who submit a Public Comment card within the first 30 minutes of Public Comment period will be queued up to speak.

5. SOUTH PASADENA TOURNAMENT OF ROSES COMMITTEE RAFFLE

6. PRESENTATION OF A CERTIFICATE OF APPRECIATION TO CALIFORNIA PROTECTIVE PARENTS ASSOCIATION AND ANA ESTEVEZ IN HONOR OF “PIQUI’S LAW,” KEEPING

CHILDREN SAFE FROM FAMILY VIOLENCE

7. PRESENTATION OF A CERTIFICATE OF APPRECIATION TO THE MEASURE LL COMMITTEE FOR EFFORTS TO PLACE AN ITEM ON THE NOVEMBER 8, 2022 GENERAL

MUNICIPAL ELECTION BALLOT TO EXTEND THE SOUTH PASADENA LIBRARY SPECIAL

TAX TO REMAIN IN EFFECT UNTIL OTHERWISE TERMINATED BY A MAJORITY VOTE OF

THE SOUTH PASADENA ELECTORATE

8. DEPARTMENT HIGHLIGHT VIDEO: MANAGEMENT SERVICES DEPARTMENT

9. STAFF INTRODUCTIONS/RECOGNITION
Finance Department:

Kenneth L. Louie, Deputy City Manager/Interim Finance Director Hsiulee Tran, Deputy Finance Director/Controller
Public Works Department:

Maizon Van Zandt, Maintenance Worker I

COMMUNICATIONS

10. COUNCILMEMBER COMMUNICATIONS
Time allotted to speak per Councilmember is three minutes. Additional time will be allotted at the end of the City Council meeting agenda, if necessary.

11. CITY MANAGER COMMUNICATIONS

12. REORDERING OF, ADDITIONS, OR DELETIONS TO THE AGENDA

CONSENT CALENDAR

OPPORTUNITY TO COMMENT ON CONSENT CALENDAR
Items listed under the Consent Calendar are considered by the City Manager to be routine in nature and will be enacted by one motion unless a public comment has been received or Councilmember requests otherwise, in which case the item will be removed for separate consideration. Any motion relating to an ordinance or a resolution shall also waive the reading of the ordinance or resolution and include its introduction or adoption as appropriate.

PRESENTATIONS CONTINUED
Regular Meeting Agenda December 7, 2022

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13. APPROVAL OF PREPAID WARRANTS IN THE AMOUNT OF $80,967.15; GENERAL CITY WARRANTS IN THE AMOUNT OF $728,953.77; VOIDS IN THE AMOUNT OF ($374.04); ONLINE PAYMENTS IN THE AMOUNT OF $11,669.35; TRANSFERS IN THE AMOUNT OF $47,313.19; PAYROLL IN THE AMOUNT OF $793,400.62
Recommendation
It is recommended that the City Council approve the Warrants as presented.

14. SECOND READING AND ADOPTION OF AN ORDINANCE AMENDING ARTICLES XI (“PURCHASING”) AND XIII (“AWARDING PUBLIC WORKS CONTRACTS”) OF THE SOUTH

PASADENA MUNICIPAL CODE PERTAINING TO PURCHASING POLICIES

ORDINANCE

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SOUTH
PASADENA, CALIFORNIA, AMENDING SECTION 2.99-29 OF ARTICLE XI RELATING TO “PURCHASING PROCEDURES”, AND SECTIONS

2.99-35 AND 2.99-37 OF ARTICLE XIII “AWARDING PUBLIC WORKS CONTRACTS” OF CHAPTER 2 OF THE SOUTH PASADENA MUNICIPAL CODE
Recommendation
It is recommended that the City Council conduct a second reading and adopt the ordinance of the City Council of the City of South Pasadena, California, Amending Section 2.99-29 of Article XI Relating to “Purchasing Procedures”, and Sections 2.99-35 and 2.99-37 of Article XIII “Awarding Public Works Contracts” of Chapter 2 of the South Pasadena Municipal Code.

15. APPROVAL OF A DISCRETIONARY FUNDS REQUEST FROM COUNCILMEMBER DIANA MAHMUD IN THE AMOUNT OF $250 FOR THE SOUTH PASADENA TOURNAMENT OF

ROSES FLOAT
Recommendation
It is recommended that the City Council:

1. Find that the requested allocation of Discretionary Funds to support the South Pasadena Tournament of Roses (SPTOR) float is consistent with the findings required pursuant to the Guidelines for the Application of City Council Discretionary Budget Accounts adopted by Resolution No. 7174; and

2. Approve the requested allocation in the amount of $250 by Councilmember Mahmud to support the SPTOR float.

16. APPROVAL OF A PROFESSIONAL SERVICES AGREEMENT WITH TRUEPOINT

SOLUTIONS, AN ACCELA LICENSING/SUBSCRIPTION AGREEMENT, AND AN

ASSOCIATED LASERFICHE AGREEMENT TO IMPLEMENT AN ACCELA-BASED PROJECT

MANAGEMENT AND CASE MANAGEMENT ON-LINE PERMITTING SYSTEM Recommendation
It is recommended that the City Council:

1. Review and approve the Professional Services Agreement with TruePoint Solutions for the purchase and implementation of an Accela-based case management and on-line permitting system for a total not-to-exceed amount of $252,567;

2. Review and approve a three-year Accela licensing/subscription agreement for a first year notto-exceed amount of $28,800 and a three-year not-to exceed amount of $90,792;

3. Authorize the City Manager to execute the necessary subscription agreement with Laserfiche in support of the on-line permitting system in an amount not to exceed $11,388 for the first year; and
Regular Meeting Agenda December 7, 2022

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4. Authorize the City Manager to execute any other documents related to this Agreement and enter into a Professional Services Agreement with TruePoint Solutions, sign the Accela licensing agreement, and execute a Laserfiche subscription agreement for the implementation of an Accela-based case management and on-line permitting system for the Community Development Department.

17. APPROVAL OF RENEWAL OF ANNUAL AGREEMENT WITH DIGITAL MAP PRODUCTS, L.P. FOR GOVCLARITY
Recommendation
It is recommended that the City Council approve the renewal agreement with Digital Map Products, L.P. in an amount not-to-exceed $26,114 for GovClarity, a map-based location information license and application, for the term of October 1, 2022 through September 30, 2023.

18. AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT AMENDMENT FOR THE

PROFESSIONAL SERVICES AGREEMENT WITH CATALYST CONSULTING FOR A

COMMUNITY SERVICES DEPARTMENT ASSESSMENT
Recommendation
It is recommended that the City Council authorize the City Manager to execute the first amendment for the professional services agreement with Catalyst Consulting - Recreation Services for the Community Services Department Assessment for additional analysis in the amount of $5,850 for a total not-to-exceed amount of $30,150 and extend the contract until March 31, 2023.

19. RECEIVE AND FILE AN ANNUAL REPORT FOR THE FISCAL YEAR 2021-2022 LIBRARY

SPECIAL TAX
Recommendation
It is recommended that the City Council receive and file a report on the Fiscal Year 2021-2022 Library Special Tax, per the requirements of the State of California Local Agency Special Tax and Bond Accountability Act.

20. REINSTATEMENT OF CONCEAL CARRY WEAPON PERMIT FEES AND ESTABLISHMENT

OF RECURRING APPROPRIATION OF GENERAL FUND RESERVES FOR DIFFERENCE IN

COST FOR APPLICANT PSYCHOLOGICAL EXAM
Recommendation
It is recommended that the City Council:

1. Approve the recommended edits to the City’s Fee schedule and establishment of the following fees: $317.16 Conceal Carry Weapon (CCW) application fee, $35.00 CCW permit clerical fee, $150.00 CCW psychological evaluation fee, $20.00 CCW amendment fee.

2. Approve an appropriation of $4,500 from General Fund Reserves to Special Department Expense Account 101-4010-4011-8020 for an estimated annual processing of 15 CCW permits within the City, in order to address the difference between cost and reimbursement of applicant psychological exams.

21. APPROVAL OF TRANSPORTATION PROGRAM MANAGER JOB DESCRIPTION Recommendation
It is recommended that the City Council approve the revised job classification for the Transportation Program Manager position.

Regular Meeting Agenda December 7, 2022

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22. APPROVAL OF A PROFESSIONAL SERVICES AGREEMENT WITH CAROLLO ENGINEERS, INC. TO PROVIDE SEWER CONSENT JUDGMENT RELATED REPORTS
Recommendation
It is recommended that the City Council:

1. Authorize the City Manager to enter into a Professional Services Agreement with Carollo Engineers, Inc. (Consultant) to assist the City in submitting required reports to the Los Angeles Regional Water Quality Control Board (RWQCB) Enforcement Unit to comply with an existing Consent Judgment. The Professional Services Agreement is in the amount of Sixty-Six Thousand Dollars ($66,000), including $59,968 for the proposed work, and $6,032 (approximately 10%) as a contingency;

2. Authorize an appropriation of $66,000 from the Sewer Reserves Fund 210 to Public Works Sewer Maintenance Professional Services Expenditure Account No. 210-6010-6501-8170- 000 for this work; and

3. Authorize the City Manager to execute all related documents on behalf of the City.

23. ADOPTION OF URGENCY AND SECOND READING AND ADOPTION OF REGULAR ORDINANCES BY REFERENCE OF THE 2023 LOS ANGELES COUNTY BUILDING,

RESIDENTIAL, ELECTRICAL, MECHANICAL, PLUMBING AND EXISTING BUILDING

CODES WITH CERTAIN AMENDMENTS, ADDITIONS AND DELETIONS THERETO BY AMENDING CHAPTER 9 ARTICLE 1 OF THE SOUTH PASADENA MUNICIPAL CODE AND ADD NEW SECTION TO ARTICLE 2 OF CHAPTER 9 TO COMPLY WITH AB 1236 AND AB 970 TO EXPEDITE PERMITTING FOR ELECTRICAL VEHICLE CHARGING STATIONS

ORDINANCE

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SOUTH

PASADENA, CALIFORNIA, AMENDING THE CITY OF SOUTH
PASADENA MUNICIPAL CODE BY MODIFYING CHAPTER 9 ARTICLE I THEREOF ADOPTING BY REFERENCE THE 2023 LOS ANGELES
COUNTY BUILDING CODE (TITLE 26), ELECTRICAL CODE (TITLE 27), PLUMBING CODE (TITLE 28), MECHANICAL CODE (TITLE 29),
RESIDENTIAL CODE (TITLE 30), AND EXISTING BUILDING CODE (TITLE 33) AND BY MODIFYING ARTICLE II THEREOF ADDING

EXPEDITED PERMITTING WITH CERTAIN AMENDMENTS, ADDITIONS

AND DELETIONS THERETO

URGENCY ORDINANCE

AN URGENCY ORDINANCE OF THE CITY COUNCIL OF THE CITY OF

SOUTH PASADENA, CALIFORNIA, AMENDING THE CITY OF SOUTH
PASADENA MUNICIPAL CODE BY MODIFYING CHAPTER 9 ARTICLE I THEREOF ADOPTING BY REFERENCE THE 2023 LOS ANGELES
COUNTY BUILDING CODE (TITLE 26), ELECTRICAL CODE (TITLE 27), PLUMBING CODE (TITLE 28), MECHANICAL CODE (TITLE 29),
RESIDENTIAL CODE (TITLE 30), AND EXISTING BUILDING CODE (TITLE 33) AND BY MODIFYING ARTICLE II THEREOF ADDING

EXPEDITED PERMITTING WITH CERTAIN AMENDMENTS, ADDITIONS

AND DELETIONS THERETO

PUBLIC HEARING
Regular Meeting Agenda December 7, 2022

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Recommendation
It is recommended that the City Council:

1. Hold a Public Hearing to hear any objections to an Ordinance and Urgency Ordinance both adopting by reference and amending the 2023 Los Angeles County Building, Residential, Electrical, Mechanical, Plumbing, and Existing Building Codes;

2. Read by title only and waive further reading for the second reading of an Ordinance adopting by reference and amending the 2023 Los Angeles County Building, Electrical, Plumbing, Mechanical, Residential, and Existing Building Codes;

3. Read by title only and waive further reading of an Urgency Ordinance adopting by reference and amending the 2023 Los Angeles County Building, Electrical, Plumbing, Mechanical, Residential, and Existing Building Codes;

4. Find that adoption of the proposed Ordinance and Urgency Ordinance are exempt from the provisions of the California Environmental Quality Act because such actions Section 15061(b)(3) of Title 14 of the California Code of Regulations;

5. Adopt the Ordinance on Second Reading; and

6. Adopt the Urgency Ordinance.

24. ADOPTION OF A RESOLUTION ELECTING AN ALTERNATE COUNCILMEMBER TO

REPRESENT CITIES WITH PRESCRIPTIVE PUMPING RIGHTS TO THE SAN GABRIEL

BASIN WATER QUALITY AUTHORITY

RESOLUTION

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTH

PASADENA, CALIFORNIA, CASTING ITS VOTES FOR

COUNCILMEMBER TO REPRESENT CITIES WITH PRESCRIPTIVE

WATER PUMPING RIGHTS AS AN ALTERNATE MEMBER ON THE

BOARD OF THE SAN GABRIEL BASIN WATER QUALITY AUTHORITY
Recommendation

1. It is recommended that the City Council take a vote to determine who they wish to elect to the San Gabriel Basin Water Quality Authority; and

2. Waive further reading, read by title only and adopt Resolution entitled, "A RESOLUTION OF

THE CITY COUNCIL OF THE CITY OF SOUTH PASADENA, CALIFORNIA, CASTING ITS

VOTES FOR COUNCILMEMBER TO REPRESENT CITIES WITH PRESCRIPTIVE WATER

PUMPING RIGHTS AS AN ALTERNATE MEMBER ON THE BOARD OF THE SAN GABRIEL BASIN WATER QUALITY AUTHORITY".

25. ADOPTION OF THE CITY OF SOUTH PASADENA UPDATED EMERGENCY OPERATIONS

PLAN ALONG WITH AN EARTHQUAKE ANNEX AND A HEAT EMERGENCY ANNEX Recommendation
It is recommended that the City Council adopt the updated Emergency Operations Plan and associated Annexes.

PUBLIC COMMENT – CONTINUED

26. CONTINUED PUBLIC COMMENT – GENERAL
This time is reserved for speakers in the Public Comment queue not heard during the first 30 minutes of Item No. 4. No new speakers will be accepted at this time.

ACTION / DISCUSSION
Regular Meeting Agenda December 7, 2022

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ADJOURNMENT

FOR YOUR INFORMATION

FUTURE CITY COUNCIL MEETINGS

PUBLIC ACCESS TO AGENDA DOCUMENTS AND BROADCASTING OF MEETINGS City Council meeting agenda packets, any agenda related documents, and additional documents are available online for public viewing on the City’s website:
www.southpasadenaca.gov/CityCouncilMeetings2022
Regular meetings are live streamed via the internet at:
http://www.spectrumstream.com/streaming/south_pasadena/live.cfm

AGENDA NOTIFICATION SUBSCRIPTION
If you wish to receive an agenda email notification please contact the City Clerk’s Division via email at [email protected] or call (626) 403-7230.

ACCOMMODATIONS
The City of South Pasadena wishes to make all of its public meetings accessible to the public. If special assistance is needed to participate in this meeting, please contact the City Clerk's Division at (626) 403-7230 or [email protected]. Upon request, this agenda will be made available in appropriate alternative formats to persons with disabilities. Notification at least 48 hours prior to the meeting will assist staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting (28 CFR 35.102-35.104 ADA Title II).

CERTIFICATION OF POSTING
I declare under penalty of perjury that I posted this notice of agenda for the meeting to be held on December 7, 2022, on the bulletin board in the courtyard of City Hall located at 1414 Mission Street, South Pasadena, CA 91030, and on the City website as required by law, on the date listed below. 12/01/2022 /S/
Date Desiree Jimenez, CMC, Chief City Clerk
December 21, 2022 Regular City Council Meeting – City Council Reorganization 7:00 p.m.

January 4, 2023 Meeting Cancelled Due to the Winter Holiday Closure January 18, 2023 Regular City Council Meeting 7:00 p.m. ~
DATE:

FROM:

PREPARED BY:

City Council
Agenda Report
December 7, 2022
Armine Chaparyan, City Manager �
ITEM NO. 13
Kenneth L. Louie, Interim Deputy City Manager-Finance
----1
SUBJECT: Approval of Prepaid Warrants in the Amount of $80,967.15; General City Warrants in the Amount of $728,953.77; Voids in the Amount of ($374.04); Online Payments in the Amount of $11,669.35; Transfers in the Amount of $47,313.19; Payroll in the Amount of $793,400.62 Recommendation
It is recommended that the City Council approve the Warrants as presented.

Fiscal Impact
Prepaid Warrants:

Warrant# 315522-315528 $ 32,218.44
ACH $ 48,748.71
Voids $ 0
General City Warrants:

Warrant# 315529-315634 $ 428,469.45
ACH $ 300,484.32
Voids $ (374.04)
Payroll Period Ending: 11/11/2022 $ 789,511.93
Payroll Period Ending: 11/18/2022 $ 3,888.69
Wire Transfers Out - To (LAIF) $ 0
Wire Transfers In -From (LAIF) $ 0
Wire Transfers (RSA) $ 0
Wire Transfers Out-To (Acct# 2413) $ 47,313.19
Wire Transfers Out - To (Acct# 1936) $ 0
Online Payments $ 11,669.35
Prepaid Warrants $ 0
General City Warrants $ 0
Total $ 1,661,930.04
13 - 1
Approval of Warrants
December 7, 2022

Page 2 of 2 ends

Commission Review and Recommendation
This matter was not reviewed by a Commission.

Explanation of Terms
Warrant – Directs the Finance Department to pay a sum of money out of the City’s funds to bearer of claim/invoice (named individual, company) also known as a payable. The warrants (payments) are only released after City Council approval.

Warrant Summary – Summarizes all of the payments prepared during a specific cycle. The beginning of the cycle is the period after the last set of warrants were approved by Council and released as payment. The end of the cycle is the last date of invoice processing. All the warrants for the current cycle are summarized and the detail of warrants provided to Council for review and approval.

Prepaid Warrant List - A Prepaid Warrant directs the Finance Department to pay a sum of money out of the City’s funds to bearer of claim/invoice (named individual, company) also known as a payable. The Prepaid Warrants (payments) are released prior to City Council approval, however reported to City Council as a Prepaid. Prepayments are generally time sensitive and would incur additional charges if not paid within a specific time frame.

General City Warrant List – Detailed listing of all payments made for a specific cycle. The beginning of the cycle is the period after the last set of warrants were approved by Council and released as payment. The end of the cycle is the last date of invoice processing.

Online Payments – Payments made online. These are typically for time sensitive utilities, credit card payments, and sometimes require the use of the payee’s portal (SCE, So Cal Gas, Amazon, etc.).

Voids – Checks that were issued and voided. Examples of such instances would be lost checks that were mailed out. Checks that were on a warrant that did not get approved by Council.

Payroll – All payments made related to payroll, such as payroll taxes, retirement benefits, CalPERS, Garnishments, payroll etc.

Attachments:

1. Warrant Summary

2. Prepaid Warrant List

3. General City Warrant List

4. Online Payments

5. Voids

6. Payroll
13 - 2
ATTACHMENT 1
Warrant Summary
13 - 3
City of South Pasadena
Demand/Warrant Register Date 12/7/2022
Recap by fund Fund No.

Prepaid Written
General Fund 101 30,901.41 538,728.72
Insurance Fund 103 6,702.07 2,074.40
Street Improvement Program 104 - 9,786.00
Facilities & Equip.Cap. Fund 105 - -
Programs and Projects 107 - -
Local Transit Return "A" 205 - 3,149.17
Local Transit Return "C" 207 355.88 3,079.15
TEA/Metro 208 - -
Sewer Fund 210 355.84 4,816.42
CTC Traffic Improvement 211 - -
Rogan HR5294 Grant 214 - 11,833.31
Street Lighting Fund 215 355.84 8,586.94
Public, Education & Govt Fund 217 - -
Clean Air Act Fund 218 - -
Business Improvement Tax 220 - 21,000.00
Gold Line Mitigation Fund 223 - -
Mission Meridian Public Garage 226 - 804.13
Housing Authority Fund 228 - -
State Gas Tax 230 355.88 763.30
County Park Bond Fund 232 - 2,466.42
Measure R 233 - -
Measure M 236 - -
Road Maint & Rehab (SB1) 237 - -
MSRC Grant Fund 238 - -
Measure W 239 - 46,411.75
Measure H 241 - -
Prop C Exchange Fund 242 - -
Bike & Pedestrian Paths 245 - -
BTA Grants 248 - -
Golden Street Grant 249 - -
Capital Growth Fund 255 - 1,461.31
CDBG 260 - 10,664.50
Asset Forfeiture 270 - -
Police Grants - State 272 - -
Homeland Security Grant 274 - -
Park Impact Fees 275 - -
Historic Preservation Grant 276 - -
HSIP Grant 277 - -
Arroyo Seco Golf Course 295 - -
Sewer Capital Projects Fund 310 - -
Water Fund 500 711.68 47,291.43
Water Efficiency Fund 503 - 16,036.82
2016 Water Revenue Bonds Fund 505 - -
SRF Loan - Water 506 - -
Water & Sewer Impact Fee 510 - -
Public Financing Authority 550 - -
Payroll Clearing Fund 700 41,228.55 -
-
Column Totals: 80,967.15 728,953.77
Recap by fund Fund No.

Prepaid Written
RSA 227 - -
RSA Report Totals: - -
City Report Totals: 809,920.92
Payroll Period Ending: 11/11/2022 789,511.93
Payroll Period Ending: 11/18/2022 3,888.69
Wire Transfer Out - To LAIF -
Wire Transfer In - From LAIF -
Wire Transfer - RSA -
Wire Transfer Out - To Acct. # 2413 47,313.19
Wire Transfer Out - To Acct. # 1936 -
Online Payments 11,669.35
Voids - Prepaid -
Voids - General Warrant (374.04)
Grand Report Total: 1,661,930.04
Amounts
Michael A. Cacciotti, Mayor
Chief City Clerk
Amounts
Kenneth L. Louie, Interim Deputy City Manager-Finance
13 - 4
ATTACHMENT 2
Prepaid Warrant List
13 - 5
Accounts Payable
Check Detail
User: ealvarez
Printed: 11/28/2022 - 4:56PM
Check Number Check Date Amount
CLIFWSNI - Snider III, Owen Clifford
315522 11/16/2022
Inv LA-CE-1180-M
Line Item Date Line Item Description
11/16/2022 Settlement 3,467.09
Inv LA-CE-1180-M Total 3,467.09
315522 Total: 3,467.09
CLIFWSNI - Snider III, Owen Clifford Total: 3,467.09
Total: 3,467.09
AP-Check Detail (11/28/2022 - 4:56 PM) Page 1
13 - 6
Accounts Payable
Check Detail
User: ealvarez
Printed: 11/28/2022 - 4:58PM
Check Number Check Date Amount
AFLA7010 - AFLAC
0 11/28/2022
Inv 496675
Line Item Date Line Item Description
10/28/2022 Employee Optional Insurance October 2022. 1,070.09 Inv 496675 Total 1,070.09
0 Total: 1,070.09
AFLA7010 - AFLAC Total: 1,070.09
AME0229 - Ameritas
0 11/28/2022
Inv November 2022
Line Item Date Line Item Description
11/01/2022 Employee Vision Plan Premiums November 2022. 3,284.44 Inv November 2022 Total 3,284.44
0 Total: 3,284.44
AME0229 - Ameritas Total: 3,284.44
PRPHTBD - Bolden, Prophet
315523 11/28/2022
Inv 100
Line Item Date Line Item Description
11/22/2022 DJ Entertainment for Halloween Spooktacular. 250.00 Inv 100 Total 250.00
315523 Total: 250.00
PRPHTBD - Bolden, Prophet Total: 250.00
CSD3014 - Ca. State Disbursement Unit
315524 11/28/2022
AP-Check Detail (11/28/2022 - 4:58 PM) Page 1
13 - 7
Check Number Check Date Amount
Inv PR 11/11/2022
Line Item Date Line Item Description
11/09/2022 PR Batch 11112.11.2022 - Garnishment Case # FAMSS-1406906 814.15 Inv PR 11/11/2022 Total 814.15
315524 Total: 814.15
CSD3014 - Ca. State Disbursement Unit Total: 814.15
CAEN9297 - Carollo Engineers
0 11/28/2022
Inv FB23392
Line Item Date Line Item Description
05/17/2022 Hydraulic Model Analysis for 815 Fremont. 4,995.50 05/17/2022 Hydraulic Model Analysis for 815 Fremont. 4,995.50 05/17/2022 Hydraulic Model Analysis for 815 Fremont. -4,995.50 Inv FB23392 Total 4,995.50
Inv FB23393
Line Item Date Line Item Description
05/17/2022 Hydraulic Model Analysis for 1101-1105 Mission. 4,960.75 05/17/2022 Hydraulic Model Analysis for 1101-1105 Mission. 4,960.75 05/17/2022 Hydraulic Model Analysis for 1101-1105 Mission. -4,960.75 Inv FB23393 Total 4,960.75
Inv FB24582
Line Item Date Line Item Description
05/17/2022 Hydraulic Model Analysis for 1101-1105 Mission. 2,289.75 05/17/2022 Hydraulic Model Analysis for 1101-1105 Mission. 2,289.75 05/17/2022 Hydraulic Model Analysis for 1101-1105 Mission. -2,289.75 Inv FB24582 Total 2,289.75
Inv FB24583
Line Item Date Line Item Description
05/17/2022 Hydraulic Model Analysis for 815 Fremont. -3,001.50 05/17/2022 Hydraulic Model Analysis for 815 Fremont. 3,001.50 05/17/2022 Hydraulic Model Analysis for 815 Fremont. 3,001.50 Inv FB24583 Total 3,001.50
0 Total: 15,247.50
CAEN9297 - Carollo Engineers Total: 15,247.50
DEL0771 - Delta Dental of California
315525 11/28/2022
AP-Check Detail (11/28/2022 - 4:58 PM) Page 2
13 - 8
Check Number Check Date Amount
Inv BE005175609
Line Item Date Line Item Description
10/01/2022 Employee Dental Premiums for October 2022 11,483.01 Inv BE005175609 Total 11,483.01
Inv BE005213360
Line Item Date Line Item Description
11/01/2022 Employee Dental Premiums for November 2022 12,340.32 Inv BE005213360 Total 12,340.32
315525 Total: 23,823.33
DEL0771 - Delta Dental of California Total: 23,823.33
ITCR2501 - Intercare Holdings Insurance Services
0 11/28/2022
Inv 76-009536
Line Item Date Line Item Description
10/31/2022 Workers Comp Admin Fees - October 2022. 3,234.98 Inv 76-009536 Total 3,234.98
0 Total: 3,234.98
ITCR2501 - Intercare Holdings Insurance Services Total: 3,234.98 VRMZ7000 - Munoz, Valerie
315526 11/28/2022
Inv PR 11/11/2022
Line Item Date Line Item Description
11/09/2022 PR Batch 11112.11.2022 - Garnishment 750.00
Inv PR 11/11/2022 Total 750.00
315526 Total: 750.00
VRMZ7000 - Munoz, Valerie Total: 750.00
SOU5435 - S.P. Police Officers Association 700-0000-0000-2246-000 0 11/28/2022
Inv November 2022
Line Item Date Line Item Description
11/09/2022 PR Batch 11112.11.2022 SPPOA Insurance 2,309.26 11/09/2022 PR Batch 11112.11.2022 SPPOA - Union Dues 3,257.45 Inv November 2022 Total 5,566.71
AP-Check Detail (11/28/2022 - 4:58 PM) Page 3
13 - 9
Check Number Check Date Amount
0 Total: 5,566.71
SOU5435 - S.P. Police Officers Association Total: 5,566.71 SOU5451 - S.P. Public Service Employees Association 700-0000-0000-2248-000 0 11/28/2022
Inv November 2022
Line Item Date Line Item Description
11/09/2022 PR Batch 11112.11.2022 SPPSEA - Union Dues 1,410.00 Inv November 2022 Total 1,410.00
0 Total: 1,410.00
SOU5451 - S.P. Public Service Employees Association Total: 1,410.00 CEAP7000 - S.P. Public Service Employees Association-PT 700-0000-0000-2249-000 0 11/28/2022
Inv November 2022
Line Item Date Line Item Description
11/09/2022 PR Batch 11112.11.2022 PART TIME ASSN. DUES / FEE 272.00 Inv November 2022 Total 272.00
0 Total: 272.00
CEAP7000 - S.P. Public Service Employees Association-PT Total: 272.00 SOU5230 - S.P.Firefighters L-3657
0 11/28/2022
Inv November 2022
Line Item Date Line Item Description
11/09/2022 PR Batch 11112.11.2022 FFA Fire Rec Fees 90.00 11/09/2022 PR Batch 11112.11.2022 Firefighters 3657 - Union 1,925.00 11/09/2022 PR Batch 11112.11.2022 Fire Assn. Insurance 177.42 Inv November 2022 Total 2,192.42
0 Total: 2,192.42
SOU5230 - S.P.Firefighters L-3657 Total: 2,192.42
SSDV2018 - Sandoval, Sheila
0 11/28/2022
AP-Check Detail (11/28/2022 - 4:58 PM) Page 4
13 - 10
Check Number Check Date Amount
Inv PR 11/11/2022
Line Item Date Line Item Description
11/09/2022 PR Batch 11112.11.2022 - Garnishment 110.63
11/09/2022 PR Batch 11112.11.2022 - Garnishment 956.03
Inv PR 11/11/2022 Total 1,066.66
0 Total: 1,066.66
SSDV2018 - Sandoval, Sheila Total: 1,066.66
SOGA6501 - SoCalGAS
315527 11/28/2022
Inv 10/1/22-11/1/22
Line Item Date Line Item Description
11/07/2022 CNG for City Vehicles (PW and Transit) 10/1/2022-11/1/2022 164.86 11/07/2022 CNG for City Vehicles (PW and Transit) 10/1/2022-11/1/2022 164.86 11/07/2022 CNG for City Vehicles (PW and Transit) 10/1/2022-11/1/2022 164.88 11/07/2022 CNG for City Vehicles (PW and Transit) 10/1/2022-11/1/2022 164.86 11/07/2022 CNG for City Vehicles (PW and Transit) 10/1/2022-11/1/2022 164.88 11/07/2022 CNG for City Vehicles (PW and Transit) 10/1/2022-11/1/2022 164.86 Inv 10/1/22-11/1/22 Total 989.20
Inv 6/1/22-7/1/22
Line Item Date Line Item Description
07/01/2022 CNG for City Vehicles (PW and Transit) 6/1/22-7/1/22 191.00 07/01/2022 CNG for City Vehicles (PW and Transit) 6/1/22-7/1/22 191.00 07/01/2022 CNG for City Vehicles (PW and Transit) 6/1/22-7/1/22 190.98 07/01/2022 CNG for City Vehicles (PW and Transit) 6/1/22-7/1/22 190.98 07/01/2022 CNG for City Vehicles (PW and Transit) 6/1/22-7/1/22 190.98 07/01/2022 CNG for City Vehicles (PW and Transit) 6/1/22-7/1/22 190.98 Inv 6/1/22-7/1/22 Total 1,145.92
315527 Total: 2,135.12
SOGA6501 - SoCalGAS Total: 2,135.12
COBR7131 - The Advantage Group
0 11/28/2022
Inv 150371
Line Item Date Line Item Description
11/19/2022 HRA - Administration Fee 318.00
Inv 150371 Total 318.00
Inv November 2022
Line Item Date Line Item Description
11/19/2022 HRA - Retiree Benefits November 2022 15,085.91 AP-Check Detail (11/28/2022 - 4:58 PM) Page 5
13 - 11
Check Number Check Date Amount
Inv November 2022 Total 15,085.91
0 Total: 15,403.91
COBR7131 - The Advantage Group Total: 15,403.91
HAFR7000 - The Hartford
315528 11/28/2022
Inv 085039416312
Line Item Date Line Item Description
11/01/2022 Employee Life Insurance Benefits - November 2022 978.75 Inv 085039416312 Total 978.75
315528 Total: 978.75
HAFR7000 - The Hartford Total: 978.75
Total: 77,500.06
AP-Check Detail (11/28/2022 - 4:58 PM) Page 6
13 - 12
ATTACHMENT 3 General
City Warrant List
13 - 13
Accounts Payable
Check Detail
User: ealvarez
Printed: 11/29/2022 - 9:35AM
Check Number Check Date Amount
ACHG2013 - A-Check Global
315529 12/07/2022
Inv 59-0691537
Line Item Date Line Item Description
11/19/2022 Pre-employment Screening 406.28
Inv 59-0691537 Total 406.28
315529 Total: 406.28
ACHG2013 - A-Check Global Total: 406.28
ATGC8530 - Acorn Technology Services
0 12/07/2022
Inv 96325
Line Item Date Line Item Description
11/01/2022 Management of IT Services for Network Administration October 22 30,276.53 Inv 96325 Total 30,276.53
0 Total: 30,276.53
ATGC8530 - Acorn Technology Services Total: 30,276.53
AIRT5150 - Air-Tro, Inc.
315530 12/07/2022
Inv 426152
Line Item Date Line Item Description
09/21/2022 HVAC EmergencyAC/Heater Wall Unit Mayor's Conf. Room 453.60 Inv 426152 Total 453.60
315530 Total: 453.60
AIRT5150 - Air-Tro, Inc. Total: 453.60
ALH0179 - Alhambra Car Wash
315531 12/07/2022
AP-Check Detail (11/29/2022 - 9:35 AM) Page 1
13 - 14
Check Number Check Date Amount
Inv August
Line Item Date Line Item Description
09/13/2022 Car Wash - PW Inspector Truck 13.00
Inv August Total 13.00
Inv May & June
Line Item Date Line Item Description
07/08/2022 Car Wash - PW Inspector Truck 26.00
Inv May & June Total 26.00
Inv October 2022
Line Item Date Line Item Description
11/07/2022 Alhambra Car Wash October 2022 221.00
Inv October 2022 Total 221.00
Inv September
Line Item Date Line Item Description
09/13/2022 Car Wash - PW Inspector Truck 13.00
Inv September Total 13.00
315531 Total: 273.00
ALH0179 - Alhambra Car Wash Total: 273.00
ACMT2920 - All City Management Services, Inc.
315532 12/07/2022
Inv 80982
Line Item Date Line Item Description
11/11/2022 Crossing Guard Services: 10/16/2022-10/29/2022 11,746.57 Inv 80982 Total 11,746.57
315532 Total: 11,746.57
ACMT2920 - All City Management Services, Inc. Total: 11,746.57 AIS0107 - Alliant Insurance Svcs,Inc.
0 12/07/2022
Inv 2121019
Line Item Date Line Item Description
10/27/2022 Special Events Coverage - Art Crawl 524.00
Inv 2121019 Total 524.00
AP-Check Detail (11/29/2022 - 9:35 AM) Page 2
13 - 15
Check Number Check Date Amount
0 Total: 524.00
AIS0107 - Alliant Insurance Svcs,Inc. Total: 524.00
AMAZONCP - Amazon Capital Services, Inc.
0 12/07/2022
Inv 11CW-13K1-K764
Line Item Date Line Item Description
11/19/2022 Employee Engagement Activity 123.85
Inv 11CW-13K1-K764 Total 123.85
Inv 13NW-W3PY-JL9R
Line Item Date Line Item Description
11/07/2022 Fire Department Supplies - Black Long Flat Hook 36.77 Inv 13NW-W3PY-JL9R Total 36.77
Inv 14WT-7K4K-1Y3T
Line Item Date Line Item Description
10/31/2022 4 copies of "I'm Glad My Mom Died" 76.20
Inv 14WT-7K4K-1Y3T Total 76.20
Inv 1CQ1-PQVL-FVWP
Line Item Date Line Item Description
11/14/2022 City Manager Office Furniture 241.45
Inv 1CQ1-PQVL-FVWP Total 241.45
Inv 1FP4-GLH3-731P
Line Item Date Line Item Description
11/19/2022 Employee Engagement Activity 16.26
Inv 1FP4-GLH3-731P Total 16.26
Inv 1K6D-RW1H-Y9DG
Line Item Date Line Item Description
10/31/2022 Fire Department Supplies - Bug Zapper 75.04
Inv 1K6D-RW1H-Y9DG Total 75.04
Inv 1PHN-MCJJ-FYFR
Line Item Date Line Item Description
11/14/2022 Touchless Bottleless Water 132.29
Inv 1PHN-MCJJ-FYFR Total 132.29
Inv 1VJW-6KDM-FPGG
Line Item Date Line Item Description
AP-Check Detail (11/29/2022 - 9:35 AM) Page 3
13 - 16
Check Number Check Date Amount
10/17/2022 Remotes for Stoney Dr. Yard Gate & PWD cells Hardware protection 135.82 10/17/2022 Remotes for Stoney Dr. Yard Gate & PWD cells Hardware protection 135.82 10/17/2022 Remotes for Stoney Dr. Yard Gate & PWD cells Hardware protection 135.82 10/17/2022 Remotes for Stoney Dr. Yard Gate & PWD cells Hardware protection 67.91 10/17/2022 Remotes for Stoney Dr. Yard Gate & PWD cells Hardware protection 693.35 10/17/2022 Remotes for Stoney Dr. Yard Gate & PWD cells Hardware protection 203.79 10/17/2022 Remotes for Stoney Dr. Yard Gate & PWD cells Hardware protection 339.55 Inv 1VJW-6KDM-FPGG Total 1,712.06
Inv 1Y3Q-Y4JR-MMR9
Line Item Date Line Item Description
10/17/2022 Office Supplies for Department 29.32
Inv 1Y3Q-Y4JR-MMR9 Total 29.32
0 Total: 2,443.24
AMAZONCP - Amazon Capital Services, Inc. Total: 2,443.24 RatPactI - ASM Industrial Corp.
315533 12/07/2022
Inv 13545
Line Item Date Line Item Description
10/21/2021 Gopher Abatement-Oct 2022 500.00
10/21/2022 Gopher Abatement-Oct 2022 500.00
Inv 13545 Total 1,000.00
Inv 13556
Line Item Date Line Item Description
11/03/2022 Gopher Abatement-Extra Services 1,150.00
Inv 13556 Total 1,150.00
Inv 13563
Line Item Date Line Item Description
11/04/2022 Gopher Abatement-Extra Services 1,300.00
Inv 13563 Total 1,300.00
315533 Total: 3,450.00
RatPactI - ASM Industrial Corp. Total: 3,450.00
AT&T5011 - AT&T
315534 12/07/2022
Inv 33184107563432
Line Item Date Line Item Description
10/07/2022 An 331-841-0756-343-2 Services Through 10/7-11/6/2022 78.48 AP-Check Detail (11/29/2022 - 9:35 AM) Page 4
13 - 17
Check Number Check Date Amount
11/07/2022 Account # 331 841-0756 343 2 (11/7/22-12/6/22) 102.97 Inv 33184107563432 Total 181.45
Inv 33184108023436
Line Item Date Line Item Description
11/07/2022 Account # 331 841-0802 343 6 (10/7/22-11/7/22) 33.97 Inv 33184108023436 Total 33.97
315534 Total: 215.42
315535 12/07/2022
Inv 000018975383
Line Item Date Line Item Description
10/27/2022 AN 9391036943 (9/27-10/26) RD 1801 Mission, PD Dispatch 441-1194 1,290.76 Inv 000018975383 Total 1,290.76
Inv 000018980392
Line Item Date Line Item Description
10/27/2022 AN CLAPDSOPAS (09/27/22 - 10/26/2022) PD Phone Services 644.61 Inv 000018980392 Total 644.61
315535 Total: 1,935.37
ATCN9011 - AT&T Total: 2,150.79
CIN4011 - AT&T Mobility
315536 12/07/2022
Inv 118886X11102022
Line Item Date Line Item Description
11/02/2022 AN 287312118886 (10/03/2022-11/02/2022) SPPD 1,876.68 Inv 118886X11102022 Total 1,876.68
Inv 287269956155x10
Line Item Date Line Item Description
10/06/2022 An 287269956155 Services Through 9/7-11/6/2022 Fire and Pd 616.79 Inv 287269956155x10 Total 616.79
Inv 287288006612X10
Line Item Date Line Item Description
10/02/2022 Acct # 287288006612 - Oct 2022-Sewer 40.76
10/02/2022 Acct # 287288006612 - Oct 2022-Admin 614.06
10/02/2022 Acct # 287288006612 - Oct 2022-Water Prod. 160.55 10/02/2022 Acct # 287288006612 - Oct 2022-Water DIst. 225.06 AP-Check Detail (11/29/2022 - 9:35 AM) Page 5
13 - 18
Check Number Check Date Amount
Inv 287288006612X10 Total 1,040.43
Inv 984615X11102022
Line Item Date Line Item Description
11/02/2022 AN 287297984615 (10/3-11/2) SPFD + PD Chief 291.91 Inv 984615X11102022 Total 291.91
315536 Total: 3,825.81
CIN4011 - AT&T Mobility Total: 3,825.81
AXON4010 - Axon Enterprise Inc.
315537 12/07/2022
Inv INUS107511
Line Item Date Line Item Description
10/11/2022 Year 1 of agreement for taser and body worn camera purchase 72,953.16 Inv INUS107511 Total 72,953.16
315537 Total: 72,953.16
AXON4010 - Axon Enterprise Inc. Total: 72,953.16
BFWB4011 - Badge Frame, Inc.
0 12/07/2022
Inv 39900
Line Item Date Line Item Description
09/28/2022 Sergeant Bob Bartl Retirement Presentation 79.20 Inv 39900 Total 79.20
0 Total: 79.20
BFWB4011 - Badge Frame, Inc. Total: 79.20
BAK0369 - Baker & Taylor Books
0 12/07/2022
Inv 2037035267
Line Item Date Line Item Description
10/25/2022 Library Books 314.77
Inv 2037035267 Total 314.77
Inv 2037045920
Line Item Date Line Item Description
10/31/2022 Library Books 711.96
AP-Check Detail (11/29/2022 - 9:35 AM) Page 6
13 - 19
Check Number Check Date Amount
Inv 2037045920 Total 711.96
Inv 2037062407
Line Item Date Line Item Description
10/25/2022 Library Books 345.20
Inv 2037062407 Total 345.20
Inv 2037066175
Line Item Date Line Item Description
10/21/2022 Library Books 43.20
Inv 2037066175 Total 43.20
Inv 2037073704
Line Item Date Line Item Description
10/19/2022 Library Books 363.33
Inv 2037073704 Total 363.33
Inv 2037076568
Line Item Date Line Item Description
10/24/2022 Library Books 207.30
Inv 2037076568 Total 207.30
Inv 2037094504
Line Item Date Line Item Description
10/31/2022 Library Books 477.99
Inv 2037094504 Total 477.99
Inv 2037102738
Line Item Date Line Item Description
10/24/2022 Library Books 62.13
Inv 2037102738 Total 62.13
Inv 2037104604
Line Item Date Line Item Description
10/24/2022 Library Books 36.13
Inv 2037104604 Total 36.13
Inv 2037107157
Line Item Date Line Item Description
10/26/2022 Library Books 41.59
Inv 2037107157 Total 41.59
AP-Check Detail (11/29/2022 - 9:35 AM) Page 7
13 - 20
Check Number Check Date Amount
Inv 2037121975
Line Item Date Line Item Description
11/01/2022 Library Books 101.94
Inv 2037121975 Total 101.94
0 Total: 2,705.54
BAK0369 - Baker & Taylor Books Total: 2,705.54
BAK0366 - Baker & Taylor Entertainment
0 12/07/2022
Inv H62805310
Line Item Date Line Item Description
10/25/2022 DVDs/CDs 18.19
Inv H62805310 Total 18.19
Inv H62818130
Line Item Date Line Item Description
10/26/2022 DVDs/CDs 128.94
Inv H62818130 Total 128.94
Inv H62836350
Line Item Date Line Item Description
10/26/2022 DVDs/CDs 199.08
Inv H62836350 Total 199.08
Inv H62848620
Line Item Date Line Item Description
10/27/2022 DVDs/CDs 334.46
Inv H62848620 Total 334.46
Inv H62858600
Line Item Date Line Item Description
10/27/2022 DVDs/CDs 80.95
Inv H62858600 Total 80.95
Inv H62885500
Line Item Date Line Item Description
11/02/2022 DVDs/CDs 49.37
Inv H62885500 Total 49.37
Inv H62944240
Line Item Date Line Item Description
AP-Check Detail (11/29/2022 - 9:35 AM) Page 8
13 - 21
Check Number Check Date Amount
11/07/2022 DVDs/CDs 45.44
Inv H62944240 Total 45.44
Inv H62946210
Line Item Date Line Item Description
11/07/2022 DVDs/CDs 263.45
Inv H62946210 Total 263.45
Inv T24155320
Line Item Date Line Item Description
10/18/2022 DVDs/CDs 14.04
Inv T24155320 Total 14.04
0 Total: 1,133.92
BAK0366 - Baker & Taylor Entertainment Total: 1,133.92
TYBL7000 - Borrello, Tyler
315538 12/07/2022
Inv 11/03/2022
Line Item Date Line Item Description
11/15/2022 Driver Training Reimbursement for Cpl. Borrello 11/03/22 20.13 Inv 11/03/2022 Total 20.13
315538 Total: 20.13
TYBL7000 - Borrello, Tyler Total: 20.13
CAL5236 - CA Linen Services
315539 12/07/2022
Inv 2042120
Line Item Date Line Item Description
11/03/2022 Fire Department Linen Rental and Cleaning Services: FY22-23 114.85 Inv 2042120 Total 114.85
Inv 2048002
Line Item Date Line Item Description
11/17/2022 Fire Department Linen Rental and Cleaning Services: FY22-23 35.00 Inv 2048002 Total 35.00
315539 Total: 149.85
AP-Check Detail (11/29/2022 - 9:35 AM) Page 9
13 - 22
Check Number Check Date Amount
CAL5236 - CA Linen Services Total: 149.85
CAL8012 - Califa Group
315540 12/07/2022
Inv 6093
Line Item Date Line Item Description
11/08/2022 12 Month Library Subscription for LOTE4Kids 675.00 Inv 6093 Total 675.00
315540 Total: 675.00
CAL8012 - Califa Group Total: 675.00
CPO4011 - California Police Officers' Association
315541 12/07/2022
Inv 363020
Line Item Date Line Item Description
10/03/2022 Department Membership 01/01/2023-12/31/2023. 1,150.00 Inv 363020 Total 1,150.00
315541 Total: 1,150.00
CPO4011 - California Police Officers' Association Total: 1,150.00 CAN0607 - Cantu Graphics Inc.
315542 12/07/2022
Inv 20862
Line Item Date Line Item Description
05/26/2022 Department Sign 52.86
Inv 20862 Total 52.86
Inv 21053
Line Item Date Line Item Description
09/22/2022 Business cards for Librarian Alexis Mendoza 55.07 Inv 21053 Total 55.07
Inv 21075
Line Item Date Line Item Description
11/09/2022 SC 11x17 Foambaord with easels 62.02
Inv 21075 Total 62.02
Inv 21126
Line Item Date Line Item Description
AP-Check Detail (11/29/2022 - 9:35 AM) Page 10
13 - 23
Check Number Check Date Amount
10/06/2022 Social Services and Social Justice Forum Supplies 125.69 Inv 21126 Total 125.69
Inv 21145
Line Item Date Line Item Description
10/28/2022 Mobile Crisis Media Day Signage 39.82
10/28/2022 Councilmember Donovan Business Cards, District Town Hall Signage 81.95 Inv 21145 Total 121.77
Inv 21150
Line Item Date Line Item Description
11/02/2022 Business Cards for Alison Becker 38.53
Inv 21150 Total 38.53
Inv 21160
Line Item Date Line Item Description
11/04/2022 Business cards for Detective Valdez 27.51
Inv 21160 Total 27.51
Inv 21172
Line Item Date Line Item Description
11/11/2022 CM Conference Room Canvas Prints 132.19
Inv 21172 Total 132.19
Inv 21180
Line Item Date Line Item Description
11/16/2022 Supplies for City Clerk Division 357.21
Inv 21180 Total 357.21
Inv 21186
Line Item Date Line Item Description
11/11/2022 Business cards for Officer Perez 33.02
Inv 21186 Total 33.02
Inv 21187
Line Item Date Line Item Description
11/17/2022 Business Cards 99.06
Inv 21187 Total 99.06
315542 Total: 1,104.93
CAN0607 - Cantu Graphics Inc. Total: 1,104.93
AP-Check Detail (11/29/2022 - 9:35 AM) Page 11
13 - 24
Check Number Check Date Amount
CRSC2013 - Capital Research & Consulting LLC
315543 12/07/2022
Inv 3084
Line Item Date Line Item Description
10/17/2022 Quarterly fee for overseeing Empower 457 Deferred Compensation 2,781.29 Inv 3084 Total 2,781.29
315543 Total: 2,781.29
CRSC2013 - Capital Research & Consulting LLC Total: 2,781.29 CWNC2501 - Carl Warren & Company
0 12/07/2022
Inv 2026760-2026784
Line Item Date Line Item Description
11/05/2022 Legal Matters 1,550.40
Inv 2026760-2026784 Total 1,550.40
0 Total: 1,550.40
CWNC2501 - Carl Warren & Company Total: 1,550.40
GBCL4010 - Carrillo, Gilbert
315544 12/07/2022
Inv 11/09/2022
Line Item Date Line Item Description
11/15/2022 Ripa Summit Training Reimbursement for Cpl. Carrillo 40.75 Inv 11/09/2022 Total 40.75
Inv 11/10/2022
Line Item Date Line Item Description
11/15/2022 Driver Training Reimbursement for Cpl. Carrillo 20.13 Inv 11/10/2022 Total 20.13
315544 Total: 60.88
GBCL4010 - Carrillo, Gilbert Total: 60.88
ASHCASE - Case, Ashley
315545 12/07/2022
Inv AC514
Line Item Date Line Item Description
AP-Check Detail (11/29/2022 - 9:35 AM) Page 12
13 - 25
Check Number Check Date Amount
11/14/2022 Closed Water Account Refund 0.60
11/14/2022 Closed Water Account Refund 9.14
11/14/2022 Closed Water Account Refund 28.28
11/14/2022 Closed Water Account Refund 200.00
11/14/2022 Closed Water Account Refund 104.00
11/14/2022 Closed Water Account Refund 2.12
Inv AC514 Total 344.14
315545 Total: 344.14
ASHCASE - Case, Ashley Total: 344.14
CBSE6010 - Cell Business Equipment
315546 12/07/2022
Inv 77782023
Line Item Date Line Item Description
11/01/2022 Contract No. 25334839 Acct No. 857406 Svcs for 10/1-10/31/2022 266.00 Inv 77782023 Total 266.00
315546 Total: 266.00
CBSE6010 - Cell Business Equipment Total: 266.00
TIM4011 - Charter Communications
315547 12/07/2022
Inv 0052005092622
Line Item Date Line Item Description
09/26/2022 An 8448-20-899-0052005 Internet for City Facilities 3,472.86 Inv 0052005092622 Total 3,472.86
Inv 0052005102622
Line Item Date Line Item Description
10/26/2022 An 8448-20-899-0052005 Internet for City Facilities 3,472.86 Inv 0052005102622 Total 3,472.86
Inv 0224964100822
Line Item Date Line Item Description
10/08/2022 An 8448-30-008-0224964 Services for 10/8-11-7/2022 103.38 Inv 0224964100822 Total 103.38
Inv 0251967102222
Line Item Date Line Item Description
10/22/2022 An 8448-30-008-0251967 Services For 10/22-11/21/2022 1102 Oxley 102.71 Inv 0251967102222 Total 102.71
AP-Check Detail (11/29/2022 - 9:35 AM) Page 13
13 - 26
Check Number Check Date Amount
Inv 0357905110522
Line Item Date Line Item Description
11/14/2022 Acct # 8448 30 008 0357905 - 11/05/22-12/04/22. 130.52 Inv 0357905110522 Total 130.52
315547 Total: 7,282.33
TIM4011 - Charter Communications Total: 7,282.33
CINTAS - Cintas CORP No. 2
315548 12/07/2022
Inv 5132530490
Line Item Date Line Item Description
11/14/2022 First Aid Cabinet & AED Monthly Servicing - FY2022-2023 35.72 Inv 5132530490 Total 35.72
315548 Total: 35.72
CINTAS - Cintas CORP No. 2 Total: 35.72
ALPD4010 - City of Alhambra Police Department
315549 12/07/2022
Inv October 2022
Line Item Date Line Item Description
11/16/2022 Inmate housing for October 2022 3,612.00
Inv October 2022 Total 3,612.00
315549 Total: 3,612.00
ALPD4010 - City of Alhambra Police Department Total: 3,612.00 CIV2123 - CivicStone, LLC
0 12/07/2022
Inv 2018-194
Line Item Date Line Item Description
10/10/2022 Caltrans Housing Consultant - September 2022 5,637.50 Inv 2018-194 Total 5,637.50
0 Total: 5,637.50
CIV2123 - CivicStone, LLC Total: 5,637.50
AP-Check Detail (11/29/2022 - 9:35 AM) Page 14
13 - 27
Check Number Check Date Amount
CHWP2010 - Colantuono,Highsmith & Whatley,PC
0 12/07/2022
Inv 53922
Line Item Date Line Item Description
11/22/2022 General Services - October 2022 10,017.57
Inv 53922 Total 10,017.57
Inv 53923
Line Item Date Line Item Description
11/22/2022 Labor & Employment - October 2022 4,263.00
Inv 53923 Total 4,263.00
Inv 53924
Line Item Date Line Item Description
11/22/2022 Water & Utilities - October 2022 1,198.50
Inv 53924 Total 1,198.50
Inv 53925
Line Item Date Line Item Description
11/22/2022 Special Projects - October 2022 53,005.86
Inv 53925 Total 53,005.86
Inv 53926
Line Item Date Line Item Description
11/22/2022 Litigation - October 2022 1,298.50
Inv 53926 Total 1,298.50
Inv 53927
Line Item Date Line Item Description
11/22/2022 Litigation - October 2022 1,347.50
Inv 53927 Total 1,347.50
Inv 53928
Line Item Date Line Item Description
11/22/2022 Litigation - October 2022 3,361.00
Inv 53928 Total 3,361.00
Inv 53929
Line Item Date Line Item Description
11/22/2022 Litigation - October 2022 10,563.81
Inv 53929 Total 10,563.81
AP-Check Detail (11/29/2022 - 9:35 AM) Page 15
13 - 28
Check Number Check Date Amount
Inv 53930
Line Item Date Line Item Description
11/22/2022 Litigation - October 2022 10,473.11
Inv 53930 Total 10,473.11
Inv 53931
Line Item Date Line Item Description
11/22/2022 Litigation - October 2022 637.00
Inv 53931 Total 637.00
Inv 53932
Line Item Date Line Item Description
11/22/2022 Litigation - October 2022 6,091.15
Inv 53932 Total 6,091.15
Inv 53933
Line Item Date Line Item Description
11/22/2022 Litigation - October 2022 3,516.25
Inv 53933 Total 3,516.25
0 Total: 105,773.25
CHWP2010 - Colantuono,Highsmith & Whatley,PC Total: 105,773.25 KRSCOLE - Cole, Kristy
315550 12/07/2022
Inv KC645
Line Item Date Line Item Description
11/14/2022 Closed Water Account Refunds 17.37
Inv KC645 Total 17.37
Inv KC646
Line Item Date Line Item Description
11/14/2022 Closed Water Account Refunds 4.93
Inv KC646 Total 4.93
315550 Total: 22.30
KRSCOLE - Cole, Kristy Total: 22.30
ROSCLLR - Collier, Rosalyn B.
315551 12/07/2022
AP-Check Detail (11/29/2022 - 9:35 AM) Page 16
13 - 29
Check Number Check Date Amount
Inv RC429
Line Item Date Line Item Description
11/14/2022 Closed Water Account Refund 45.15
Inv RC429 Total 45.15
315551 Total: 45.15
ROSCLLR - Collier, Rosalyn B. Total: 45.15
CORE6011 - CoreLogic Information Solutions, Inc.
315552 12/07/2022
Inv 50032523
Line Item Date Line Item Description
11/08/2022 Subscription Renewal - Public Record Database 3,600.00 Inv 50032523 Total 3,600.00
315552 Total: 3,600.00
CORE6011 - CoreLogic Information Solutions, Inc. Total: 3,600.00 COR7788 - Cornforth, Robert Darren
0 12/07/2022
Inv 8736
Line Item Date Line Item Description
11/10/2022 Contract Class Instructor Tennis - Beginner 9AM 624.00 Inv 8736 Total 624.00
Inv 8737
Line Item Date Line Item Description
11/10/2022 Contract Class Instructor Tennis - Intermediate 11AM 624.00 Inv 8737 Total 624.00
Inv 8762
Line Item Date Line Item Description
11/10/2022 Contract Class Instructor Tennis - Beginner 12PM 624.00 Inv 8762 Total 624.00
Inv 8826
Line Item Date Line Item Description
11/10/2022 Contract Class Instructor Tennis - Intermediate 10AM 624.00 Inv 8826 Total 624.00
AP-Check Detail (11/29/2022 - 9:35 AM) Page 17
13 - 30
Check Number Check Date Amount
0 Total: 2,496.00
COR7788 - Cornforth, Robert Darren Total: 2,496.00
CRDA1021 - Corodata Records Management
0 12/07/2022
Inv RS4838653
Line Item Date Line Item Description
09/13/2022 AN No. 042023 for records storage for period of 9/1/-9/30/2022 413.78 Inv RS4838653 Total 413.78
0 Total: 413.78
CRDA1021 - Corodata Records Management Total: 413.78
CRSR2010 - Corodata Shredding Inc.
0 12/07/2022
Inv DN1376320
Line Item Date Line Item Description
08/31/2022 Shredding Services for Oxley St And Library/Ansd041103 280.30 Inv DN1376320 Total 280.30
Inv DN1380601
Line Item Date Line Item Description
09/30/2022 Shredding Services for Oxley St And Library/Ansd041103 175.56 Inv DN1380601 Total 175.56
Inv DN1384776
Line Item Date Line Item Description
10/31/2022 Shredding Services for Oxley St And Library/Ansd041103 175.56 Inv DN1384776 Total 175.56
0 Total: 631.42
CRSR2010 - Corodata Shredding Inc. Total: 631.42
MNBL8170 - Crestline Software, LLC dba MuniBilling
0 12/07/2022
Inv 16814
Line Item Date Line Item Description
10/12/2022 Open House Flyers 815.89
10/12/2022 Open House Flyers 3,916.25
Inv 16814 Total 4,732.14
AP-Check Detail (11/29/2022 - 9:35 AM) Page 18
13 - 31
Check Number Check Date Amount
Inv 16963
Line Item Date Line Item Description
11/11/2022 Contract Services OCT & Lock Box SEPT 25,606.50 11/11/2022 Credit Card & Return Fees SEPT 11,010.34
Inv 16963 Total 36,616.84
Inv 17072
Line Item Date Line Item Description
11/12/2022 Printing & Postage Fees SEPT 2,051.84
Inv 17072 Total 2,051.84
0 Total: 43,400.82
MNBL8170 - Crestline Software, LLC dba MuniBilling Total: 43,400.82 CSGCONLT - CSG Consultants, Inc.
315553 12/07/2022
Inv 46737
Line Item Date Line Item Description
10/14/2022 Entitlement Expediting Services (181,185,187 Monterey) 7,170.00 Inv 46737 Total 7,170.00
315553 Total: 7,170.00
CSGCONLT - CSG Consultants, Inc. Total: 7,170.00
CSULB40 - CSULB Foundation
315554 12/07/2022
Inv 2825
Line Item Date Line Item Description
11/15/2022 Field Training Program for Lt. Jacobs And Cpl. Carrillo 908.00 Inv 2825 Total 908.00
315554 Total: 908.00
CSULB40 - CSULB Foundation Total: 908.00
DROW8010 - D & R Office Works, Inc.
315555 12/07/2022
Inv 0125661-IN
Line Item Date Line Item Description
10/14/2022 Office Furniture for Garfield Reservoir 40,000.00 AP-Check Detail (11/29/2022 - 9:35 AM) Page 19
13 - 32
Check Number Check Date Amount
10/14/2022 Office Furniture for Garfield Reservoir 2,385.26 Inv 0125661-IN Total 42,385.26
315555 Total: 42,385.26
DROW8010 - D & R Office Works, Inc. Total: 42,385.26
SZDELG - Delgado, Suzanna
315556 12/07/2022
Inv 126766
Line Item Date Line Item Description
11/17/2022 Partial refund for gazebo reservation due to patron cancellation 62.50 Inv 126766 Total 62.50
315556 Total: 62.50
SZDELG - Delgado, Suzanna Total: 62.50
DIG0800 - Digital Telecommunications Corp
0 12/07/2022
Inv 46514
Line Item Date Line Item Description
11/01/2022 Monthly Services Contract for December 2022 984.00 Inv 46514 Total 984.00
0 Total: 984.00
DIG0800 - Digital Telecommunications Corp Total: 984.00 DDLP8010 - Dr. Detail Ph.D
0 12/07/2022
Inv 2699
Line Item Date Line Item Description
11/09/2022 Dial-A-Ride Fleet Washing and Santizing 1,040.00 Inv 2699 Total 1,040.00
0 Total: 1,040.00
DDLP8010 - Dr. Detail Ph.D Total: 1,040.00
JESDUBOI - Dubois, Jessie
315557 12/07/2022
AP-Check Detail (11/29/2022 - 9:35 AM) Page 20
13 - 33
Check Number Check Date Amount
Inv JD499
Line Item Date Line Item Description
11/14/2022 Closed Water Account Refund 25.59
Inv JD499 Total 25.59
315557 Total: 25.59
JESDUBOI - Dubois, Jessie Total: 25.59
EBS1007 - EBSCO - Accounts Receivable
0 12/07/2022
Inv 0495993
Line Item Date Line Item Description
11/04/2022 Annual Renewal for Subscription of Periodicals. 3,966.80 Inv 0495993 Total 3,966.80
Inv 2201931
Line Item Date Line Item Description
01/13/2022 CREDIT - Annual Renewal for Subscription of Periodicals. -22.33 Inv 2201931 Total -22.33
Inv 2202256
Line Item Date Line Item Description
02/13/2022 CREDIT - Annual Renewal for Subscription of Periodicals. -32.48 Inv 2202256 Total -32.48
Inv 2203456
Line Item Date Line Item Description
06/13/2022 CREDIT - Annual Renewal for Subscription of Periodicals. -49.95 Inv 2203456 Total -49.95
0 Total: 3,862.04
EBS1007 - EBSCO - Accounts Receivable Total: 3,862.04
ECMS5010 - ECMS, Inc.
315558 12/07/2022
Inv INV643907
Line Item Date Line Item Description
10/25/2022 FireFighter Turnout Clothing & Gear Repair and Cleaning. 1,023.83 Inv INV643907 Total 1,023.83
AP-Check Detail (11/29/2022 - 9:35 AM) Page 21
13 - 34
Check Number Check Date Amount
Inv INV646297
Line Item Date Line Item Description
10/31/2022 FireFighting Turnout Clothing & Gear Repair and Cleaning. 620.70 Inv INV646297 Total 620.70
315558 Total: 1,644.53
ECMS5010 - ECMS, Inc. Total: 1,644.53
EMPRINT - EM Print Studio
315559 12/07/2022
Inv 2105
Line Item Date Line Item Description
10/15/2022 PW Operations and Water Division Staff Cotton/Poly Blend T-Shirt 75.63 10/15/2022 PW Operations and Water Division Staff Cotton/Poly Blend T-Shirt 423.75 10/15/2022 PW Operations and Water Division Staff Cotton/Poly Blend T-Shirt 64.43 10/15/2022 PW Operations and Water Division Staff Cotton/Poly Blend T-Shirt 145.59 10/15/2022 PW Operations and Water Division Staff Cotton/Poly Blend T-Shirt 222.65 10/15/2022 PW Operations and Water Division Staff Cotton/Poly Blend T-Shirt 377.77 Inv 2105 Total 1,309.82
315559 Total: 1,309.82
EMPRINT - EM Print Studio Total: 1,309.82
EVGI8520 - Emergency Vehicle Group Inc.
315560 12/07/2022
Inv 41452
Line Item Date Line Item Description
11/09/2022 Vehicle RA781 - Troubleshoot & repair crank and A/C unit 2,552.89 Inv 41452 Total 2,552.89
315560 Total: 2,552.89
EVGI8520 - Emergency Vehicle Group Inc. Total: 2,552.89 ENT5426 - Entenmann-Rovin
315561 12/07/2022
Inv 0169294-IN
Line Item Date Line Item Description
10/28/2022 Flat badge and duty badge for Detective Pech 257.44 Inv 0169294-IN Total 257.44
AP-Check Detail (11/29/2022 - 9:35 AM) Page 22
13 - 35
Check Number Check Date Amount
Inv 0169345-IN
Line Item Date Line Item Description
11/01/2022 Retired flat badge for Sgt. Bartl 84.97
Inv 0169345-IN Total 84.97
315561 Total: 342.41
ENT5426 - Entenmann-Rovin Total: 342.41
EXHBITA - Exhibit A Discovery, LLC
0 12/07/2022
Inv INV-001200
Line Item Date Line Item Description
11/22/2022 General IT Consulting Services 9,946.93
Inv INV-001200 Total 9,946.93
0 Total: 9,946.93
EXHBITA - Exhibit A Discovery, LLC Total: 9,946.93
FDBC8025 - Fast Deer Bus Charter Inc.
315562 12/07/2022
Inv 157513
Line Item Date Line Item Description
11/15/2022 Charter Bus Services for Senior Excursion Program: 11/17/2022 1,127.00 Inv 157513 Total 1,127.00
315562 Total: 1,127.00
FDBC8025 - Fast Deer Bus Charter Inc. Total: 1,127.00
FED1109 - FedEx
315563 12/07/2022
Inv 7-944-12237
Line Item Date Line Item Description
11/17/2022 Shipment of parking control cite machine for repairs 21.14 Inv 7-944-12237 Total 21.14
315563 Total: 21.14
FED1109 - FedEx Total: 21.14
AP-Check Detail (11/29/2022 - 9:35 AM) Page 23
13 - 36
Check Number Check Date Amount
GLBMSRHT - Global Music Rights, LLC
315564 12/07/2022
Inv INV-GMR-64510
Line Item Date Line Item Description
11/07/2022 Licensing to use music during City events 850.00 Inv INV-GMR-64510 Total 850.00
315564 Total: 850.00
GLBMSRHT - Global Music Rights, LLC Total: 850.00
NCGY7000 - Godoy, Nicholas
315565 12/07/2022
Inv 11/08/2022
Line Item Date Line Item Description
11/15/2022 Report Writing Training Reimbursement for Officer Godoy 85.63 11/15/2022 Report Writing Training Reimbursement for Officer Godoy 9.25 Inv 11/08/2022 Total 94.88
315565 Total: 94.88
NCGY7000 - Godoy, Nicholas Total: 94.88
HAA5569 - Haaker Equipment Company
315566 12/07/2022
Inv C1A1Z0
Line Item Date Line Item Description
09/27/2022 Automotive Safety Reflector 14.88
Inv C1A1Z0 Total 14.88
Inv C1A1Z1
Line Item Date Line Item Description
09/27/2022 Filler Oil Cap 131.38
Inv C1A1Z1 Total 131.38
315566 Total: 146.26
HAA5569 - Haaker Equipment Company Total: 146.26
HDLC3011 - HdL Coren & Cone
315567 12/07/2022
Inv SIN022390
Line Item Date Line Item Description
AP-Check Detail (11/29/2022 - 9:35 AM) Page 24
13 - 37
Check Number Check Date Amount
10/24/2022 Contract Services - Property Tax: Quarterly (Oct-Dec2022) 3,249.26 Inv SIN022390 Total 3,249.26
315567 Total: 3,249.26
HDLC3011 - HdL Coren & Cone Total: 3,249.26
MOBPLAN - Henninger, Grant
315568 12/07/2022
Inv 165
Line Item Date Line Item Description
11/08/2022 Housing Element Conultant - 09/16/22-11/2/22 7,989.50 Inv 165 Total 7,989.50
315568 Total: 7,989.50
MOBPLAN - Henninger, Grant Total: 7,989.50
JENHO - Ho, Jennifer
315569 12/07/2022
Inv 126540
Line Item Date Line Item Description
11/03/2022 Refund for gazebo reservation due to Covid. 168.00 Inv 126540 Total 168.00
315569 Total: 168.00
JENHO - Ho, Jennifer Total: 168.00
IASPEVIN - Internal Association for Property and Evidence Inc 315570 12/07/2022
Inv LI964604
Line Item Date Line Item Description
11/15/2022 Evidence Management Course for P.A. Zavala 395.00 Inv LI964604 Total 395.00
315570 Total: 395.00
IASPEVIN - Internal Association for Property and Evidence Inc Total: 395.00 JSAR4011 - Jack's Auto Repair
315571 12/07/2022
AP-Check Detail (11/29/2022 - 9:35 AM) Page 25
13 - 38
Check Number Check Date Amount
Inv 17819
Line Item Date Line Item Description
11/14/2022 Police Department Unit # 1404 - Replacement of Radiator 627.91 Inv 17819 Total 627.91
Inv 17827
Line Item Date Line Item Description
11/04/2022 Police Department Unit # 1703 - Testing of Battery 38.59 Inv 17827 Total 38.59
Inv 17830
Line Item Date Line Item Description
11/09/2022 Police Department Unit # 198 - Oil and Filter Change 100.00 Inv 17830 Total 100.00
Inv 17842
Line Item Date Line Item Description
11/15/2022 PD Unit # 0317 - Oil Change, Ignition Coil, Brakes 720.68 Inv 17842 Total 720.68
315571 Total: 1,487.18
JSAR4011 - Jack's Auto Repair Total: 1,487.18
JHMS8020 - JHM Supply
0 12/07/2022
Inv 308591/1
Line Item Date Line Item Description
10/17/2022 War Memorial Building Irrigation Repairs 52.73 Inv 308591/1 Total 52.73
0 Total: 52.73
JHMS8020 - JHM Supply Total: 52.73
JHA307 - John L. Hunter and Associates, Inc.
315572 12/07/2022
Inv SP1FOG12204
Line Item Date Line Item Description
06/06/2022 FOG Control Program 1,020.00
Inv SP1FOG12204 Total 1,020.00
AP-Check Detail (11/29/2022 - 9:35 AM) Page 26
13 - 39
Check Number Check Date Amount
Inv SP1FOG12205
Line Item Date Line Item Description
11/16/2022 FOG Control Program 1,821.25
Inv SP1FOG12205 Total 1,821.25
Inv SP1FOG12208
Line Item Date Line Item Description
10/31/2022 FOG Control Program 357.50
Inv SP1FOG12208 Total 357.50
Inv SP1FOG12209
Line Item Date Line Item Description
11/10/2022 FOG Control Program 467.50
Inv SP1FOG12209 Total 467.50
Inv SP1MS412204
Line Item Date Line Item Description
06/06/2022 MS4 NPDES Stormwater Compliance & Monitoring 2,382.00 Inv SP1MS412204 Total 2,382.00
Inv SP1MS412205
Line Item Date Line Item Description
11/16/2022 MS4 NPDES Stormwater Compliance & Monitoring 4,232.81 Inv SP1MS412205 Total 4,232.81
Inv SP1MS412209
Line Item Date Line Item Description
11/10/2022 MS4 NPDES Stormwater Compliance & Monitoring 10,367.69 Inv SP1MS412209 Total 10,367.69
315572 Total: 20,648.75
JHA307 - John L. Hunter and Associates, Inc. Total: 20,648.75 JCRS5011 - Jones Coffee Roasters
315573 12/07/2022
Inv 58343
Line Item Date Line Item Description
11/08/2022 Fire Department Coffee Supplies (FY22-23) 162.67 Inv 58343 Total 162.67
315573 Total: 162.67
AP-Check Detail (11/29/2022 - 9:35 AM) Page 27
13 - 40
Check Number Check Date Amount
JCRS5011 - Jones Coffee Roasters Total: 162.67
KOAC6010 - KOA Corporation
315574 12/07/2022
Inv JC1i001-3
Line Item Date Line Item Description
11/17/2022 Engineering Design Services for North-South Corridor 1,461.31 11/17/2022 Engineering Design Services for North-South Corridor Project 11,833.31 Inv JC1i001-3 Total 13,294.62
315574 Total: 13,294.62
KOAC6010 - KOA Corporation Total: 13,294.62
CUR7778 - L.N. Curtis & Sons
315575 12/07/2022
Inv INV643655
Line Item Date Line Item Description
10/24/2022 FireFighter GPS Response Ready Coats Qty # 4 8,797.64 Inv INV643655 Total 8,797.64
315575 Total: 8,797.64
CUR7778 - L.N. Curtis & Sons Total: 8,797.64
LDCR6410 - LandCare USA LLC
0 12/07/2022
Inv 539507
Line Item Date Line Item Description
07/30/2022 Water Distribution-July 2022 1,669.68
07/30/2022 Park Maintenance Contract Services-July 2022 17,223.90 07/30/2022 Landscape and Lighting Maint. District 4,227.30 07/30/2022 Prop A Park Maintenance-July 2022 1,233.21
Inv 539507 Total 24,354.09
Inv 558270
Line Item Date Line Item Description
09/30/2022 Landscape and Lighting Maint. District-Sep 2022 4,227.30 09/30/2022 Water Distribution- Sep 2022 1,669.68
09/30/2022 Park Maintenance Contract Services-Sep 2022 17,223.90 09/30/2022 Prop A Park Maintenance-Sep 2022 1,233.21
Inv 558270 Total 24,354.09
AP-Check Detail (11/29/2022 - 9:35 AM) Page 28
13 - 41
Check Number Check Date Amount
0 Total: 48,708.18
LDCR6410 - LandCare USA LLC Total: 48,708.18
LEE1111 - Lee, Richard
315576 12/07/2022
Inv 11/02/2022
Line Item Date Line Item Description
11/15/2022 Benelli M1, M2 & 4 Training Reimbursement for Det. Lee 76.54 Inv 11/02/2022 Total 76.54
315576 Total: 76.54
LEE1111 - Lee, Richard Total: 76.54
DEBLWS - Lewis, Deborah
315577 12/07/2022
Inv 7
Line Item Date Line Item Description
11/17/2022 2 Notary Services For 2 Police Officer Recruit Applicants 65.00 Inv 7 Total 65.00
315577 Total: 65.00
DEBLWS - Lewis, Deborah Total: 65.00
LXNX4010 - LexisNexis Claims Solutions Inc,
315578 12/07/2022
Inv C10021520221031
Line Item Date Line Item Description
10/31/2022 Annual DeskOfficer Online Reporting System: 10/01/22-09/30/23. 7,387.28 Inv C10021520221031 Total 7,387.28
315578 Total: 7,387.28
LXNX4010 - LexisNexis Claims Solutions Inc, Total: 7,387.28 LIFE822 - Life-Assist Inc.
315579 12/07/2022
Inv 1264962
Line Item Date Line Item Description
11/03/2022 Fire Department Medical Supplies - FY 22-23 887.77 AP-Check Detail (11/29/2022 - 9:35 AM) Page 29
13 - 42
Check Number Check Date Amount
Inv 1264962 Total 887.77
315579 Total: 887.77
LIFE822 - Life-Assist Inc. Total: 887.77
BLPN8267 - Lipson, Bob
315580 12/07/2022
Inv 1116
Line Item Date Line Item Description
11/16/2022 Thanksgiving Luncheon Music 250.00
Inv 1116 Total 250.00
315580 Total: 250.00
BLPN8267 - Lipson, Bob Total: 250.00
LACG1011 - Los Angeles Community Garden Council
0 12/07/2022
Inv Item # 14
Line Item Date Line Item Description
11/16/2022 Council Member Mahmud Discretionary funds at S.Pas. Com. Garden 1,750.00 Inv Item # 14 Total 1,750.00
0 Total: 1,750.00
LACG1011 - Los Angeles Community Garden Council Total: 1,750.00 MCAD1021 - MCA Direct LLC
315581 12/07/2022
Inv 2022192
Line Item Date Line Item Description
11/09/2022 Late Fee for Inv2022160 For Elections Supplies 207.61 Inv 2022192 Total 207.61
315581 Total: 207.61
MCAD1021 - MCA Direct LLC Total: 207.61
SCML5010 - McLellan, Scott
315582 12/07/2022
Inv P24414
Line Item Date Line Item Description
AP-Check Detail (11/29/2022 - 9:35 AM) Page 30
13 - 43
Check Number Check Date Amount
11/08/2022 Paramedic License Renewal 250.00
Inv P24414 Total 250.00
315582 Total: 250.00
SCML5010 - McLellan, Scott Total: 250.00
EVLMCNT - McNett, Karin
315583 12/07/2022
Inv 126751
Line Item Date Line Item Description
11/17/2022 Reund due to incorrect fee provided by instructor. 31.00 Inv 126751 Total 31.00
315583 Total: 31.00
EVLMCNT - McNett, Karin Total: 31.00
MER2145 - Merit Oil Company
315584 12/07/2022
Inv 743096
Line Item Date Line Item Description
11/09/2022 3,000 Gallons of Unleaded Gas (Octane 87) 13,709.57 Inv 743096 Total 13,709.57
315584 Total: 13,709.57
MER2145 - Merit Oil Company Total: 13,709.57
MMV9126 - Mission Meridian Village POA
315585 12/07/2022
Inv 331-101 - Nov22
Line Item Date Line Item Description
11/28/2022 Mission Meridian HOA Hospital Dues: 09/01/22-10/20/22 804.13 11/28/2022 Mission Meridian HOA Parking Dues: 09/01/22-10/20/22 1,730.17 Inv 331-101 - Nov22 Total 2,534.30
315585 Total: 2,534.30
MMV9126 - Mission Meridian Village POA Total: 2,534.30
MMA2011 - MMASC
AP-Check Detail (11/29/2022 - 9:35 AM) Page 31
13 - 44
Check Number Check Date Amount
315586 12/07/2022
Inv 5942
Line Item Date Line Item Description
10/17/2022 Annual dues for MA Wehrle 90.00
Inv 5942 Total 90.00
315586 Total: 90.00
MMA2011 - MMASC Total: 90.00
MOR2900 - Morrow & Holman Plumbing Inc
315587 12/07/2022
Inv P-10-19812
Line Item Date Line Item Description
09/30/2022 Emergency Plumbing Repair-Orange Grove Park Mens Restroom 1,249.93 Inv P-10-19812 Total 1,249.93
315587 Total: 1,249.93
MOR2900 - Morrow & Holman Plumbing Inc Total: 1,249.93
MWSI2029 - Multi W. Systems Inc.
315588 12/07/2022
Inv 32231156
Line Item Date Line Item Description
09/26/2022 Emergency Services to Repair Sewer Lift 500.00 Inv 32231156 Total 500.00
315588 Total: 500.00
MWSI2029 - Multi W. Systems Inc. Total: 500.00
NAT4011 - Nat'l Emblem Inc
315589 12/07/2022
Inv 399220
Line Item Date Line Item Description
11/14/2022 Police Department Patches 599.69
Inv 399220 Total 599.69
315589 Total: 599.69
NAT4011 - Nat'l Emblem Inc Total: 599.69
AP-Check Detail (11/29/2022 - 9:35 AM) Page 32
13 - 45
Check Number Check Date Amount
TORNATSU - Natsuki, Toru
315590 12/07/2022
Inv 126749
Line Item Date Line Item Description
11/14/2022 Refund due to incorrect fee provided by instructor. 30.00 Inv 126749 Total 30.00
Inv 126750
Line Item Date Line Item Description
11/14/2022 Refund due to incorrect fee provided by instructor. 31.00 Inv 126750 Total 31.00
315590 Total: 61.00
TORNATSU - Natsuki, Toru Total: 61.00
OREI6711 - O' Reilly Automotive Inc.
315591 12/07/2022
Inv 3213-275555
Line Item Date Line Item Description
09/14/2022 Street Division Automotive Supplies 55.65
Inv 3213-275555 Total 55.65
Inv 3213-278685
Line Item Date Line Item Description
10/06/2022 Street Division Automotive Supplies 354.91
Inv 3213-278685 Total 354.91
315591 Total: 410.56
OREI6711 - O' Reilly Automotive Inc. Total: 410.56
OLNP8010 - Outlook Newspapers Group
315592 12/07/2022
Inv 76590
Line Item Date Line Item Description
11/09/2022 20 Column-inch display ad(South Pasadena Review) Sr. Lifestyle 225.00 Inv 76590 Total 225.00
315592 Total: 225.00
AP-Check Detail (11/29/2022 - 9:35 AM) Page 33
13 - 46
Check Number Check Date Amount
OLNP8010 - Outlook Newspapers Group Total: 225.00
OVDR8011 - OverDrive Inc.
0 12/07/2022
Inv 01148CO22399888
Line Item Date Line Item Description
11/01/2022 eBooks / eAudiobooks 448.54
Inv 01148CO22399888 Total 448.54
Inv 01148CO22407512
Line Item Date Line Item Description
11/08/2022 eBooks / eAudiobooks 1,538.55
Inv 01148CO22407512 Total 1,538.55
Inv 01148CO22407513
Line Item Date Line Item Description
11/08/2022 eBooks / eAudiobooks 417.15
Inv 01148CO22407513 Total 417.15
0 Total: 2,404.24
OVDR8011 - OverDrive Inc. Total: 2,404.24
PHS4011 - Pasadena Humane Society
315593 12/07/2022
Inv NOV2022SoPas
Line Item Date Line Item Description
11/03/2022 Animal Control Services: November 2022 14,456.90 Inv NOV2022SoPas Total 14,456.90
315593 Total: 14,456.90
PHS4011 - Pasadena Humane Society Total: 14,456.90
PSLSV802 - Pasadena Live Scan Service
315594 12/07/2022
Inv 1074
Line Item Date Line Item Description
11/19/2022 Pre-employment Live Scan Services - October 2022 550.00 Inv 1074 Total 550.00
315594 Total: 550.00
AP-Check Detail (11/29/2022 - 9:35 AM) Page 34
13 - 47
Check Number Check Date Amount
PSLSV802 - Pasadena Live Scan Service Total: 550.00
CRPC7000 - Pech, Carlos
315595 12/07/2022
Inv 11/07-08/22
Line Item Date Line Item Description
11/15/2022 Two Day Search Warrant Training Reimbursement For Det. Pech 544.99 Inv 11/07-08/22 Total 544.99
315595 Total: 544.99
CRPC7000 - Pech, Carlos Total: 544.99
WENDPHLL - Phillips, Wendy
315596 12/07/2022
Inv Lustig688
Line Item Date Line Item Description
11/14/2022 Closed Water Account Refund 96.00
Inv Lustig688 Total 96.00
315596 Total: 96.00
WENDPHLL - Phillips, Wendy Total: 96.00
PNCR8025 - Phoenix Cars LLC
315597 12/07/2022
Inv S1862
Line Item Date Line Item Description
11/16/2022 Dial-A-Ride Vehicle Maint. of Unit # 80 1,868.35 Inv S1862 Total 1,868.35
315597 Total: 1,868.35
PNCR8025 - Phoenix Cars LLC Total: 1,868.35
PHOE4610 - Phoenix Group Information Systems
315598 12/07/2022
Inv 102022184
Line Item Date Line Item Description
11/15/2022 Citation Processing October 2022 5,976.40
Inv 102022184 Total 5,976.40
AP-Check Detail (11/29/2022 - 9:35 AM) Page 35
13 - 48
Check Number Check Date Amount
315598 Total: 5,976.40
PHOE4610 - Phoenix Group Information Systems Total: 5,976.40 POS5265 - Post Alarm Systems
0 12/07/2022
Inv 1523845
Line Item Date Line Item Description
11/14/2022 Post Alarm Services for War Memorial Building 54.33 11/14/2022 Post Alarm Services for Orange Grove Recreation Center 54.33 Inv 1523845 Total 108.66
Inv 1532490
Line Item Date Line Item Description
11/14/2022 Post Alarm Services for War Memorial Building 54.33 11/14/2022 Post Alarm Services for Orange Grove Recreation Center 54.33 Inv 1532490 Total 108.66
0 Total: 217.32
POS5265 - Post Alarm Systems Total: 217.32
PUBRSKAG - Public Agency Risk Management Association
315599 12/07/2022
Inv 174870
Line Item Date Line Item Description
10/18/2022 Risk Management Conference for HR Staff 700.00 Inv 174870 Total 700.00
315599 Total: 700.00
PUBRSKAG - Public Agency Risk Management Association Total: 700.00 RCSI2013 - RCS Investigations & Consult. LLC
315600 12/07/2022
Inv 5028
Line Item Date Line Item Description
02/16/2022 Professional Services - Investigation 6,700.00 Inv 5028 Total 6,700.00
315600 Total: 6,700.00
AP-Check Detail (11/29/2022 - 9:35 AM) Page 36
13 - 49
Check Number Check Date Amount
RCSI2013 - RCS Investigations & Consult. LLC Total: 6,700.00 REGUCLA - Regents of The University of California
315601 12/07/2022
Inv 6618306
Line Item Date Line Item Description
09/23/2021 Assault medical exam medical 991.00
Inv 6618306 Total 991.00
315601 Total: 991.00
REGUCLA - Regents of The University of California Total: 991.00 RTPC5500 - Regional TAP Service Center
315602 12/07/2022
Inv 6017975
Line Item Date
11/15/2022 292.00
Line Item Description
Metro 30 day Senior Bus Pass October
2022
Inv 6017975 Total 292.00
315602 Total: 292.00
RTPC5500 - Regional TAP Service Center Total: 292.00
BT4U8180 - Revolution Foods, PBC
315603 12/07/2022
Inv 0922-3319
Line Item Date Line Item Description
11/10/2022 Meals for Onsite and Home Delivery - September 2022 4,945.00 Inv 0922-3319 Total 4,945.00
Inv 1022-3319
Line Item Date Line Item Description
11/10/2022 Meals for Onsite and Home Delivery: October 2022 5,719.50 Inv 1022-3319 Total 5,719.50
315603 Total: 10,664.50
BT4U8180 - Revolution Foods, PBC Total: 10,664.50
RIN7777 - Rincon Consultants, Inc.
0 12/07/2022
AP-Check Detail (11/29/2022 - 9:35 AM) Page 37
13 - 50
Check Number Check Date Amount
Inv 31440
Line Item Date Line Item Description
06/25/2021 #31440 82.50
Inv 31440 Total 82.50
0 Total: 82.50
RIN7777 - Rincon Consultants, Inc. Total: 82.50
RHCC7101 - Rio Hondo College
315604 12/07/2022
Inv F22-153-ZSPS
Line Item Date Line Item Description
11/15/2022 Driver Training Course for Officers Valdez and Hand 10/05/22 50.00 Inv F22-153-ZSPS Total 50.00
315604 Total: 50.00
RHCC7101 - Rio Hondo College Total: 50.00
ACTM3010 - Robert Half International, Inc.
0 12/07/2022
Inv 0194189C
Line Item Date Line Item Description
11/19/2022 Professional Services - Temporary Staffing 480.30 Inv 0194189C Total 480.30
Inv 60929254
Line Item Date Line Item Description
11/19/2022 Professional Services - Temporary Staffing 1,921.20 Inv 60929254 Total 1,921.20
Inv 60961451
Line Item Date Line Item Description
11/19/2022 Professional Services - Temporary Staffing 1,921.20 Inv 60961451 Total 1,921.20
Inv 61010224
Line Item Date Line Item Description
11/19/2022 Professional Services - Temporary Staffing 1,921.20 Inv 61010224 Total 1,921.20
AP-Check Detail (11/29/2022 - 9:35 AM) Page 38
13 - 51
Check Number Check Date Amount
0 Total: 6,243.90
ACTM3010 - Robert Half International, Inc. Total: 6,243.90 SSSS8267 - Round Star West, LLC
0 12/07/2022
Inv 8801
Line Item Date Line Item Description
11/10/2022 Contract Class Instrructor-Soccer Class 448.50 Inv 8801 Total 448.50
Inv 8802
Line Item Date Line Item Description
11/10/2022 Contract Class Instrructor-Soccer Class 1,196.00 Inv 8802 Total 1,196.00
Inv 8803
Line Item Date Line Item Description
11/10/2022 Contract Class Instrructor-Soccer Class 448.50 Inv 8803 Total 448.50
0 Total: 2,093.00
SSSS8267 - Round Star West, LLC Total: 2,093.00
RTTKLLP - Rutan & Tucker, LLP
315605 12/07/2022
Inv 927179
Line Item Date Line Item Description
05/06/2022 Holy Family Church Specific Plan 1,440.00
Inv 927179 Total 1,440.00
Inv 938006
Line Item Date Line Item Description
09/08/2022 Holy Family Church Specific Plan 1,770.00
Inv 938006 Total 1,770.00
Inv 940928
Line Item Date Line Item Description
10/07/2022 Holy Family Church Specific Plan 3,570.00
Inv 940928 Total 3,570.00
AP-Check Detail (11/29/2022 - 9:35 AM) Page 39
13 - 52
Check Number Check Date Amount
315605 Total: 6,780.00
RTTKLLP - Rutan & Tucker, LLP Total: 6,780.00
SGVE2011 - San Gabriel Valley City Managers' Association 315606 12/07/2022
Inv 11162022
Line Item Date Line Item Description
11/09/2022 SGVCMA Lunch Meeting 11-16-22 70.00
Inv 11162022 Total 70.00
315606 Total: 70.00
SGVE2011 - San Gabriel Valley City Managers' Association Total: 70.00 SAN4961 - San Gabriel Valley Council of Governments
315607 12/07/2022
Inv VMT-MitFee-23
Line Item Date Line Item Description
08/26/2021 San Gabriel Valley Regional VHT Mitigation Fee Program 5,000.00 Inv VMT-MitFee-23 Total 5,000.00
315607 Total: 5,000.00
SAN4961 - San Gabriel Valley Council of Governments Total: 5,000.00 SCF1400 - SC Fuels
315608 12/07/2022
Inv 2264793-IN
Line Item Date Line Item Description
11/09/2022 2,287 Gallons of Diesel # 2. 11,832.47
Inv 2264793-IN Total 11,832.47
315608 Total: 11,832.47
SCF1400 - SC Fuels Total: 11,832.47
SDSI0107 - SDS Security Design Systems
315609 12/07/2022
Inv 239121
Line Item Date Line Item Description
11/01/2022 SDS Security Design Systems - December 2022 NM486 65.18 AP-Check Detail (11/29/2022 - 9:35 AM) Page 40
13 - 53
Check Number Check Date Amount
Inv 239121 Total 65.18
Inv 239122
Line Item Date Line Item Description
11/01/2022 SDS Security Design Systems - December 2022 NM315 217.46 Inv 239122 Total 217.46
Inv 239123
Line Item Date Line Item Description
11/01/2022 SDS Security Design Systems - December 2022 NM316 113.00 Inv 239123 Total 113.00
Inv 239124
Line Item Date Line Item Description
11/01/2022 SDS Security Design Systems - December 2022 L84979 30.00 Inv 239124 Total 30.00
315609 Total: 425.64
SDSI0107 - SDS Security Design Systems Total: 425.64
SEITECIN - SEITec, Inc.
315610 12/07/2022
Inv 1027-002-1
Line Item Date Line Item Description
11/16/2022 City Hall Stormwater Project 11,942.45
Inv 1027-002-1 Total 11,942.45
Inv 1027-003-1
Line Item Date Line Item Description
11/15/2022 Huntington Drive Stormwater Project 17,486.80 Inv 1027-003-1 Total 17,486.80
Inv 1027-004-1
Line Item Date Line Item Description
11/15/2022 South Pasadena Recycled Water Supply Project 14,527.60 Inv 1027-004-1 Total 14,527.60
315610 Total: 43,956.85
SEITECIN - SEITec, Inc. Total: 43,956.85
SHO7777 - Showcases
AP-Check Detail (11/29/2022 - 9:35 AM) Page 41
13 - 54
Check Number Check Date Amount
0 12/07/2022
Inv 324824
Line Item Date Line Item Description
10/26/2022 DVD cases 216.00
Inv 324824 Total 216.00
0 Total: 216.00
SHO7777 - Showcases Total: 216.00
SHRLGNA - Shura Laguna LLC
315611 12/07/2022
Inv Laguna096
Line Item Date Line Item Description
11/14/2022 Closed Water Account Refund 30.88
Inv Laguna096 Total 30.88
315611 Total: 30.88
SHRLGNA - Shura Laguna LLC Total: 30.88
MLSN8264 - Snyder, Melissa
315612 12/07/2022
Inv 101522
Line Item Date Line Item Description
11/01/2022 Reimbursement for SC holiday decorations 281.03 Inv 101522 Total 281.03
315612 Total: 281.03
MLSN8264 - Snyder, Melissa Total: 281.03
SCOT8300 - So Cal Office Technologies
315613 12/07/2022
Inv IN2989359
Line Item Date Line Item Description
11/04/2022 AN Co72:2l124-002-S Black/ Color Copies For Xerox Machines 8,402.46 Inv IN2989359 Total 8,402.46
315613 Total: 8,402.46
SCOT8300 - So Cal Office Technologies Total: 8,402.46
AP-Check Detail (11/29/2022 - 9:35 AM) Page 42
13 - 55
Check Number Check Date Amount
STPD - South Pasadenan
315614 12/07/2022
Inv 3530
Line Item Date Line Item Description
11/12/2022 Publication for Elections Notices 100.00
Inv 3530 Total 100.00
315614 Total: 100.00
STPD - South Pasadenan Total: 100.00
SOU3232 - South PasadenaTournament of Roses Association 315615 12/07/2022
Inv Item # 20
Line Item Date Line Item Description
11/16/2022 Donovan discretionary funds for float - ( Item # 20 - 11/16/22) 300.00 Inv Item # 20 Total 300.00
315615 Total: 300.00
SOU3232 - South PasadenaTournament of Roses Association Total: 300.00 CHA3010 - SPCC Corporation
0 12/07/2022
Inv 8416
Line Item Date Line Item Description
11/15/2022 Business Improvement Tax Allocation - FY 2022-23 Payment 2/4 21,000.00 Inv 8416 Total 21,000.00
0 Total: 21,000.00
CHA3010 - SPCC Corporation Total: 21,000.00
SGMC2013 - St. George's Medical Clinic
0 12/07/2022
Inv 133509
Line Item Date Line Item Description
09/01/2022 Employee Pre-Employment Physical 175.00
Inv 133509 Total 175.00
Inv 138575
Line Item Date Line Item Description
AP-Check Detail (11/29/2022 - 9:35 AM) Page 43
13 - 56
Check Number Check Date Amount
09/01/2022 Employee Pre-Employment Physical 175.00
Inv 138575 Total 175.00
Inv 138744
Line Item Date Line Item Description
09/01/2022 Employee Pre-Employment Physical 175.00
Inv 138744 Total 175.00
Inv 138777
Line Item Date Line Item Description
09/01/2022 Employee Pre-Employment Physical 75.00
Inv 138777 Total 75.00
Inv 138869
Line Item Date Line Item Description
09/01/2022 Employee Pre-Employment Physical 175.00
Inv 138869 Total 175.00
Inv 138964
Line Item Date Line Item Description
09/01/2022 Employee Pre-Employment Physical & Hep B 375.00 Inv 138964 Total 375.00
Inv 99214
Line Item Date Line Item Description
09/01/2022 Employee DMV Physical 120.00
Inv 99214 Total 120.00
0 Total: 1,270.00
SGMC2013 - St. George's Medical Clinic Total: 1,270.00
STA5219 - Staples Business Advantage
0 12/07/2022
Inv 3516632399
Line Item Date Line Item Description
08/30/2022 Water Conservation Supplies 24.22
Inv 3516632399 Total 24.22
Inv 3516932780
Line Item Date Line Item Description
08/31/2022 Office Supplies for Management Services 97.80 AP-Check Detail (11/29/2022 - 9:35 AM) Page 44
13 - 57
Check Number Check Date Amount
Inv 3516932780 Total 97.80
Inv 3517426227
Line Item Date Line Item Description
09/07/2022 Office Supplies for Management Services 36.55 Inv 3517426227 Total 36.55
Inv 3517719424
Line Item Date Line Item Description
09/10/2022 Office Supplies for Management Services 157.35 Inv 3517719424 Total 157.35
Inv 3517719425
Line Item Date Line Item Description
09/10/2022 Office Supplies for Management Services 201.52 Inv 3517719425 Total 201.52
Inv 3520686876
Line Item Date Line Item Description
10/15/2022 Office Supplies for Management Services 113.97 Inv 3520686876 Total 113.97
Inv 3521161067
Line Item Date Line Item Description
10/20/2022 febreeze, pens, safety pins, paper, glue sticks 61.99 Inv 3521161067 Total 61.99
Inv 3521304963
Line Item Date Line Item Description
10/20/2022 magnets 15.04
Inv 3521304963 Total 15.04
Inv 3521304964
Line Item Date Line Item Description
10/20/2022 HDMI cable 40.78
Inv 3521304964 Total 40.78
Inv 3521447791
Line Item Date Line Item Description
10/26/2022 Office Supplies-Paper, Memo Book, Index Card, Post It 94.70 Inv 3521447791 Total 94.70
AP-Check Detail (11/29/2022 - 9:35 AM) Page 45
13 - 58
Check Number Check Date Amount
Inv 3521447792
Line Item Date Line Item Description
10/26/2022 Office Supplies-Paper, Sheet Protector 71.96 Inv 3521447792 Total 71.96
Inv 3521447793
Line Item Date Line Item Description
10/26/2022 alcohol pads, drawer organizer, wrist pad, file folders, markers 108.08 Inv 3521447793 Total 108.08
Inv 3521447794
Line Item Date Line Item Description
10/27/2022 Office Supplies for Management Services 128.84 Inv 3521447794 Total 128.84
Inv 3521447796
Line Item Date Line Item Description
10/27/2022 PD office supplies 297.33
Inv 3521447796 Total 297.33
Inv 3521447797
Line Item Date Line Item Description
10/27/2022 PD office supplies 620.02
Inv 3521447797 Total 620.02
Inv 3521447798
Line Item Date Line Item Description
11/03/2022 Dial-a-Ride office supplies 136.08
11/03/2022 Senior Center office supplies 6.18
Inv 3521447798 Total 142.26
Inv 3521534045
Line Item Date Line Item Description
10/26/2022 Office Supplies-Lined Notepad 3x5 9.01
Inv 3521534045 Total 9.01
Inv 3522261341
Line Item Date Line Item Description
10/26/2022 megaphone 51.81
Inv 3522261341 Total 51.81
Inv 3522261343
Line Item Date Line Item Description
AP-Check Detail (11/29/2022 - 9:35 AM) Page 46
13 - 59
Check Number Check Date Amount
11/01/2022 Office Supplies for Management Services 44.64 Inv 3522261343 Total 44.64
Inv 3522261344
Line Item Date Line Item Description
11/03/2022 Dial-a-Ride office supplies 34.72
Inv 3522261344 Total 34.72
Inv 3522327824
Line Item Date Line Item Description
11/02/2022 Social Services and Justice Forum Supplies and CM Office Supplie 63.95 Inv 3522327824 Total 63.95
Inv 3522327825
Line Item Date Line Item Description
11/02/2022 PD office supplies 584.14
Inv 3522327825 Total 584.14
Inv 3522395402
Line Item Date Line Item Description
11/03/2022 PD office supplies 19.10
Inv 3522395402 Total 19.10
Inv 3522852979
Line Item Date Line Item Description
10/27/2022 PD office supplies 252.11
Inv 3522852979 Total 252.11
Inv 3522852980
Line Item Date Line Item Description
11/03/2022 Senior Center office supplies 17.62
Inv 3522852980 Total 17.62
Inv 3522916447
Line Item Date Line Item Description
11/11/2022 PD office supplies 67.77
Inv 3522916447 Total 67.77
Inv 3523198568
Line Item Date Line Item Description
11/17/2022 Desktop Keyboard replacement for Recreation Office 70.50 Inv 3523198568 Total 70.50
AP-Check Detail (11/29/2022 - 9:35 AM) Page 47
13 - 60
Check Number Check Date Amount
0 Total: 3,427.78
STA5219 - Staples Business Advantage Total: 3,427.78
SUN8556 - Sun Badge Company
315616 12/07/2022
Inv 412061
Line Item Date Line Item Description
09/28/2022 Challenge Coins for PD 1,026.03
Inv 412061 Total 1,026.03
315616 Total: 1,026.03
SUN8556 - Sun Badge Company Total: 1,026.03
SCRR4010 - Superior Court of California, County of LA
315617 12/07/2022
Inv October 2022
Line Item Date Line Item Description
11/14/2022 October 2022 Parking Citations Revenue Distribution 6,688.50 Inv October 2022 Total 6,688.50
315617 Total: 6,688.50
SCRR4010 - Superior Court of California, County of LA Total: 6,688.50 SWCAINC - SWCA, Incorporated
315618 12/07/2022
Inv 151783
Line Item Date Line Item Description
09/01/2022 Historical Resources Evaluation 1023 Adelaine Avenue. 5,379.75 Inv 151783 Total 5,379.75
Inv 153993
Line Item Date Line Item Description
10/19/2022 Historical Resources Evaluation 1023 Adelaine Avenue. 144.75 Inv 153993 Total 144.75
315618 Total: 5,524.50
SWCAINC - SWCA, Incorporated Total: 5,524.50
AP-Check Detail (11/29/2022 - 9:35 AM) Page 48
13 - 61
Check Number Check Date Amount
THCS8170 - Thales Consulting Solutions for Government
315619 12/07/2022
Inv 2954
Line Item Date Line Item Description
07/22/2022 FY 2021 SCO Report 2,200.00
Inv 2954 Total 2,200.00
315619 Total: 2,200.00
THCS8170 - Thales Consulting Solutions for Government Total: 2,200.00 PTSP2011 - The Print Spot
315620 12/07/2022
Inv 5973
Line Item Date Line Item Description
11/14/2022 Peafowl Volunteer Trappers Flier and Mailer District 1. 5,593.31 Inv 5973 Total 5,593.31
315620 Total: 5,593.31
PTSP2011 - The Print Spot Total: 5,593.31
TSCS8030 - The Sauce Creative Services
315621 12/07/2022
Inv 5769
Line Item Date Line Item Description
11/16/2022 Mobile App Street Banner 1,345.96
Inv 5769 Total 1,345.96
315621 Total: 1,345.96
TSCS8030 - The Sauce Creative Services Total: 1,345.96
LEBE8032 - The Skateside, LLC
315622 12/07/2022
Inv 8835
Line Item Date Line Item Description
11/10/2022 Contract Class Instrructor-Soccer Day Camp 283.50 Inv 8835 Total 283.50
315622 Total: 283.50
AP-Check Detail (11/29/2022 - 9:35 AM) Page 49
13 - 62
Check Number Check Date Amount
LEBE8032 - The Skateside, LLC Total: 283.50
CLEMTSY - Tsay, Clement
315623 12/07/2022
Inv Tsay738
Line Item Date Line Item Description
11/14/2022 Closed Water Acct Refund 25.58
Inv Tsay738 Total 25.58
315623 Total: 25.58
CLEMTSY - Tsay, Clement Total: 25.58
UCL6115 - UC Regents
315624 12/07/2022
Inv 3013-301
Line Item Date Line Item Description
10/24/2022 Fire Department Continuing Education - October 2022 2,281.47 Inv 3013-301 Total 2,281.47
Inv 3013-325
Line Item Date Line Item Description
11/01/2022 Fire Department Continuing Education - November 2022 2,281.47 Inv 3013-325 Total 2,281.47
315624 Total: 4,562.94
UCL6115 - UC Regents Total: 4,562.94
UQMS8010 - Unique Management Svcs Inc.
0 12/07/2022
Inv 6106318
Line Item Date Line Item Description
11/01/2022 Library Agency Recovery Services: FY 2022-23 120.10 Inv 6106318 Total 120.10
0 Total: 120.10
UQMS8010 - Unique Management Svcs Inc. Total: 120.10
UPP7789 - Upper San Gabriel Valley MWD
315625 12/07/2022
AP-Check Detail (11/29/2022 - 9:35 AM) Page 50
13 - 63
Check Number Check Date Amount
Inv SoPas-10.11.22
Line Item Date Line Item Description
10/11/2022 MWD Co-fund for designated devices rebate. 1,485.00 Inv SoPas-10.11.22 Total 1,485.00
315625 Total: 1,485.00
UPP7789 - Upper San Gabriel Valley MWD Total: 1,485.00
TLC2155 - VCA TLC Pasadena Veterinary Specilaty & Emergency 315626 12/07/2022
Inv 5418601434
Line Item Date Line Item Description
11/16/2022 Medical Expenses for K9 737.54
Inv 5418601434 Total 737.54
Inv 5418601681
Line Item Date Line Item Description
11/16/2022 Medical Expenses for K9 52.65
Inv 5418601681 Total 52.65
Inv 5418601863
Line Item Date Line Item Description
11/16/2022 Medical Expenses for K9 115.24
Inv 5418601863 Total 115.24
315626 Total: 905.43
TLC2155 - VCA TLC Pasadena Veterinary Specilaty & Emergency Total: 905.43 VMIS8011 - Venmill Industries
315627 12/07/2022
Inv 16819
Line Item Date Line Item Description
10/28/2022 VMI-2500 Platen Pad 27.50
Inv 16819 Total 27.50
315627 Total: 27.50
VMIS8011 - Venmill Industries Total: 27.50
VERW6711 - Verizon Wireless
AP-Check Detail (11/29/2022 - 9:35 AM) Page 51
13 - 64
Check Number Check Date Amount
315628 12/07/2022
Inv 9918929135
Line Item Date Line Item Description
10/23/2022 AN 571839627-00001 (09/24/2022-10/23 /2022) PD 16.03 Inv 9918929135 Total 16.03
Inv 9919135432
Line Item Date Line Item Description
10/26/2022 AN 270619951-0004 (09/27/2022-10/26/2022)PD 11 lines 1,031.84 Inv 9919135432 Total 1,031.84
Inv 9919492958
Line Item Date Line Item Description
11/01/2022 AN 542443342-00001 (10/02/2022-11/01 /2022) CD Direct Cell 51.21 Inv 9919492958 Total 51.21
Inv 9919511635
Line Item Date Line Item Description
11/01/2022 AN 642443919-00001 (10/02/2022-11/01 /2022) CD, Code, CM,FD 1,211.07 Inv 9919511635 Total 1,211.07
315628 Total: 2,310.15
VERW6711 - Verizon Wireless Total: 2,310.15
WEFN6501 - Water Environment Federation
315629 12/07/2022
Inv RE90BE
Line Item Date Line Item Description
10/01/2022 CWEA Certification/Training Membership for Richard Arriola-Sewer 332.00 Inv RE90BE Total 332.00
315629 Total: 332.00
WEFN6501 - Water Environment Federation Total: 332.00
WIL2010 - Willdan Engineering
315630 12/07/2022
Inv 00417575
Line Item Date Line Item Description
08/17/2022 On-Call Construction Mgmt. - Fair Oaks Signal Project 6,144.00 Inv 00417575 Total 6,144.00
AP-Check Detail (11/29/2022 - 9:35 AM) Page 52
13 - 65
Check Number Check Date Amount
Inv 00417666
Line Item Date Line Item Description
09/19/2022 On-Call Construction Mgmt. - Fair Oaks Signal Project 3,642.00 Inv 00417666 Total 3,642.00
Inv 00713656
Line Item Date Line Item Description
10/24/2022 Historical Resources Planning Services 67.50 Inv 00713656 Total 67.50
315630 Total: 9,853.50
WIL2010 - Willdan Engineering Total: 9,853.50
WIT6353 - Wittman Enterprises LLC
315631 12/07/2022
Inv 2209059
Line Item Date Line Item Description
11/09/2022 FY 2022-23 Paramedic Billing Services: September 2022 4,008.12 Inv 2209059 Total 4,008.12
315631 Total: 4,008.12
WIT6353 - Wittman Enterprises LLC Total: 4,008.12
XRXF5010 - Xerox Financial Services
315632 12/07/2022
Inv 3545676
Line Item Date Line Item Description
10/11/2022 Contract No.010-0061587-001 Svcs. for 10/10-11/09/2022 1,906.08 Inv 3545676 Total 1,906.08
Inv 3556274
Line Item Date Line Item Description
10/17/2022 Contract No.010-0061587-002 Svcs for 10/06-11/05/2022 275.05 Inv 3556274 Total 275.05
315632 Total: 2,181.13
XRXF5010 - Xerox Financial Services Total: 2,181.13
INTC7101 - YourMembership.com, Inc.

AP-Check Detail (11/29/2022 - 9:35 AM) Page 53
13 - 66
Check Number Check Date Amount
315633 12/07/2022
Inv R60280092
Line Item Date Line Item Description
10/26/2022 Comm Dev. Job Advertising - International Code Council (ICC) 229.00 Inv R60280092 Total 229.00
315633 Total: 229.00
INTC7101 - YourMembership.com, Inc. Total: 229.00
ZAVA4011 - Zavala, Jeanette
315634 12/07/2022
Inv 11/09/2022
Line Item Date Line Item Description
11/15/2022 Ripa Summit Training Reimbursement for P.A. Zavala 40.75 Inv 11/09/2022 Total 40.75
315634 Total: 40.75
ZAVA4011 - Zavala, Jeanette Total: 40.75
Total: 728,953.77
AP-Check Detail (11/29/2022 - 9:35 AM) Page 54
13 - 67
ATTACHMENT 4
Online Payments
13 - 68
Date Vendor Amount Description
11/14/2022 So Cal Gas $662.44
Online Payment for City's So Cal
Gas Accounts: 09/15/22-
10/14/22.
11/15/2022 So Cal Edison $11,006.91 Online Payment for various City Owned So Cal Edison Accounts.

Total: $11,669.35
Online Payment Log
13 - 69
City of

SOUTH PASADENA
ATTACHMENT 5
Prepaid &Warrant Voids
13 - 70
Accounts Payable
ealvarez
11/21/2022 - 5:24PM
V
User:

Printed:
oid Check Proof List
Batch: 00003.11.2022
Account Number Amount Invoice No Inv Date Description Reference Type PONumber Close PO? Line Item Task Label AMZN8030 Amazon/SYNCB Vendor:

Check No: 315438 Check Date: 11/16/2022
1K6D-RW1H-Y9DG 75.04 Bug Repellants No 0 10/31/2022
101-5010-5011-8120-000

75.04 Check Total:

Vendor Total: 75.04
INTC7101 YourMembership.com, Inc. Vendor:

Check No: 315469 Check Date: 11/16/2022
R60280092 299.00 Job Advertisement - Communy Development No 0 10/26/2022 101-2030-2034-8040-000
299.00 Check Total:

Vendor Total: 299.00
Report Total: 374.04

Page 1 ends

13 - 71
ATTACHMENT 6
Payroll Summary
13 - 72
Payroll
Payroll Summary Report
Payroll Date: 11/11/2022 Regular
Checks $ 1,159.64
Direct Deposits $ 507,335.26
IRS Payments $ 112,173.54
EDD - State of CA $ 34,178.42
PERS Pension $ 116,774.26
Deferred Comp $ 17,890.81
PERS Health $ -
Subtotal: $ 789,511.93
Payroll Date: 11/18/2022 Off-Cycle
Checks $ -
Direct Deposits $ 3,871.73
IRS Payments $ 16.96
EDD - State of CA $ -
PERS Pension $ -
Deferred Comp $ -
PERS Health $ -
Subtotal: $ 3,888.69
Grand Total: $ 793,400.62
13 - 73
DATE:

FROM:

PREPARED BY:

SUBJECT:

Recommendation
City Council
Agenda Report
December 7, 2022
Armine Chaparyan, City Manager ft(.;
Ken Louie, Deputy City Manager - Finance
Andrew L. Jared, City Attorney
ITEM NO. 14
Second Reading and Adoption of an Ordinance Amending
Articles XI ("Purchasing") and XIII ("Awarding Public Works Contracts") of the South Pasadena Municipal Code Pertaining to Purchasing Policies
It is recommended that the City Council conduct a second reading and adopt the ordinance of the City Council of the City of South Pasadena, California, Amending Section 2.99-29 of Article XI Relating to "Purchasing Procedures", and Sections 2.99-35 and 2.99-37 of Article XIII "Awarding Public Works Contracts" of Chapter 2 of the South Pasadena Municipal Code.

Background
The City of South Pasadena (City) has perennially received audit findings with regards to the lack of financial policies and procedures. In Fiscal Year 2021-2022, the City, through the approval of the Finance Commission and City Council, secured the services of Management Partners to perform an independent analysis of the Finance Department's workflow/activity and provide recommended/updated policies for the following processes: General Accounting, Payroll, Accounts Receivable, Accounts Payable, Purchasing, and Water Billing. These policies either did not exist or had not been updated since 1987.

Recent History
In Fiscal Year 2021-2022, the City secured the services of Management Partners to create comprehensive financial policies and make recommendations to the Finance Commission and ultimately the City Council. Management Partners held meetings with staff to review workflow/activity and ascertain appropriate policies and procedures given the City's logistics and staffing. Management Partners then finalized their recommendations and, in conjunction with staff, presented recommendations to the Finance Commission at the April 28, 2022 Meeting. On June 1, 2022 the City Council received a presentation by Management Partners at the City Council Meeting. At that meeting, the City Council also received recommendations from the Finance Commission. The City Council voiced supported the Finance Commission's lower threshold increases and requested that some additional wording and modifications be made to the policy. The City Council adopted the policy, with amendments, at the 14 - 1
-I
Purchasing Code Amendment -- Second Reading and Adoption December 7, 2022

Page 2 of 5 ends

regularly scheduled City Council meeting of September 7, 2022. As part of the 2022 Finance Policies and Procedures, Pages 9-22 addressed policies specific to the procurement and award of contracts for good, services, professional services, and certain public works contracts.

The Purchasing Policy establishes efficient procedures for the purchase of goods and services, exercises positive control over purchases, clearly defines authority for the purchasing function, and assures the quality of purchases. The changes in this Purchasing Policy also makes revisions to the purchasing thresholds that were established in 1997, 2001, and 2016 by Ordinances No’s. 2048, 2096, and 2299, respectively.

On September 7, 2022, the City Council adopted the 2022 Finance Policies and Procedures in order to, among other things, establish rules and regulations to establish efficient procedures for the purchase of supplies, services and equipment at the lowest possible cost commensurate with quality needed, to exercise positive financial control over purchases, to clearly define authority for the purchases function, and to assure the quality of purchases. Pages 9-22 of the Finance Policies and Procedures are included as Attachment C (“Purchasing Policy”).

On November 2, 2022, Councilmember Diana Mahmud asked that the Purchasing Policy be brought back for slight amendments as well as the ordinance relating to “Purchasing Procedures”. She asked for the consideration of giving her time to make suggested amendments that would assist the Policy and Ordinance with being in greater line with respect to the Public Contract Code.

On November 16, 2022, the City Council conducted the first reading of the Ordinance.

There were no Council comments or modifications.

Discussion/Analysis
Tonight, staff is proposing the second reading and adoption of the ordinance. At the last meeting, the City Council had no changes and moved to conduct the first reading. 14 - 2
Purchasing Code Amendment -- Second Reading and Adoption December 7, 2022

Page 3 of 5 ends

The change in purchasing thresholds are summarized in Table 2 in the Policy, which is presented here:

Table 2:

Competitive Bidding and Contract Award Thresholds Accepted by the City Council The changes to the Purchasing Policy necessitates changes to two Articles of the South Pasadena Municipal Code.

Those changes are summarized as follows:
- Article XI Purchasing Procedures
o 2.99-29(1) Purchasing System Adopted: Additions required to reflect new policy statements from Purchasing Policy.
o 2.99-29(2) Definitions: Changes required to reflect new terms in Purchasing Policy.
o 2.99-29(3) Purchasing Department Established: No change o 2.99-29(4) Purchasing Agent Designated: Changes required to reflect new policy statements from Purchasing Policy.
o 2.99-29(5) Filling Estimated Requirements: No change
o 2.99-29(6) Exemptions: No change
14 - 3
Purchase Category Revised Thresholds Solicitation Method Award Authority Up to $2,500 Quotes Optional Dept. Director
$2,501 to $10,000 3 Written Quotations Dept. Director
Goods and/or General $10,001 to $30,000 3 Written Quotations Purchasing Agent Services
Greater t han $30,000 Formal Contract Authorized City Council Approval by City Council (Sealed
Bidding)
Up to $30,000 Exempt from Bidding, Less City Manager
Professional Services
than 3 quotes requires
justification
Greater t han $30,000 Exempt from Bidding, Less City Council than 3 quotes requires
justification.

Public Works Projects Up to $50,000 CUPCCAA, Public Contr. City Manager Greater t han $50,000
Code 22000 et seq.1
City Council
1 The California Uniform Construct ion Cost Accounting Act (CU PPCA, Public Contract Code sec. 22000 et seq.) provides for alternat ive bidding procedures for public works contracts up to $200,000 in value. When public works cont racts are above $200,000 in value, formal bidding procedures pursuant to Article XIII and t he Public Contract Code are required.

Purchasing Code Amendment -- Second Reading and Adoption December 7, 2022

Page 4 of 5 ends

o 2.99-29(7) Public Projects Exemptions: Changes required to clarify intent that certain portions of Purchasing Policy apply to public works contracts. o 2.99-29(8) Local Vendor: Change to reflect increase to local preference adjustment in Purchasing Policy.
o 2.99-29(9) Competitive Bidding: Changes required to address general conditions common to all competitive bidding procurements in Purchasing Policy and existing city code.
o 2.99-29(10) Goods and/or General Services: Changes required to address changes to procurements processes, and award authority at new contract value thresholds in Purchasing Policy.
o 2.99-29(11) Best Value Procurement and Qualifications Based Selection:

New section required to address new procurement requirements in Purchasing Policy.
o 2.99-29(12) Professional Services. Changes required to address clarification made in in Purchasing Policy.
o 2.99-29(13) Encumbrance of Funds: Addressing clarification made in Purchasing Policy.
o 2.99-29(14) Inspection and Testing: No changes
o 2.99-29(15) Surplus Supplies and Equipment: No changes o 2.99-29(16) Splitting Orders: Minor change to address clarification in Purchasing Policy.
o 2.99-29(17) Equipment Leasing Agreements: Minor change to address applicability of leasing to other leasing opportunities. o 2.99-29(18) Maintenance Agreements: No changes.
o 2.99-29(19) Non-competitive Procurements: Change to reflect name change and clarifications in Purchasing Policy.
o 2.99-29(20) Library Books and Periodicals: No Change. o 2.99-29(21) Best Interest of the City: No Change.
o 2.99-29(22) Purchase Utilizing Federal Funding: Added to reflect new policy statement regarding procurement and use of federal grant funding. - Article XIII Awarding Public Works Contracts
o 2.99-35 Public Projects: Changes to update limits on award thresholds of public projects by City Manager or City Council as stated in Purchasing Policy; Incorporate updated CUPPCA limits.
o 2.99-37 Informal Bidding Procedure: Changes to update limits on award thresholds of public projects by City Manager or City Council as stated in Purchasing Policy; Incorporate updated CUPPCA limits.

Changes have been presented in strikethrough/underlined (e.g., redline) format with comments in Attachment B to clarify where current code has been moved or deleted, and where new Purchasing Policy statements necessitate changes in the city code.

Conclusion
The adoption of this ordinance will allow for the full implementation of the Purchasing Policies. Without adoption of the proposed ordinance, the Purchasing Policies will be in conflict with the adopted code.
14 - 4
Purchasing Code Amendment -- Second Reading and Adoption December 7, 2022

Page 5 of 5 ends

Fiscal Impact
There is no direct fiscal impact associated with the adoption of the proposed ordinance.

Attachments:

A. Draft Purchasing Policy Revisions
B. Draft Purchasing Ordinance
14 - 5

ATTACHMENT A
Draft Purchasing Policy Revisions
14 - 6

PURCHASING
A. Introduction
The purpose of this section is to provide information for procuring goods and services consistent with adopted policies and procedures and best practices. This section is intended to provide sufficient information to enable employees to be fully aware of and comply with City purchasing policies and to effectively participate in the purchasing system. This system was adopted to:
• Establish efficient procedures for the purchase of goods and services at the lowest possible cost commensurate with the quality needed.
• Exercise positive control over purchases.
• Clearly define authority for the purchasing function. • Ensure the quality of purchases.

The City’s purchasing system is codified in Articles XI (Purchasing) and XIII (Awarding Public Works Contracts) of Chapter 2 (Administration) of the South Pasadena Municipal Code (municipal code).

The City’s purchasing policy places an emphasis on competitive bidding to ensure best value in exchange for public funds, to facilitate fair and open competition, and to uphold the integrity of the purchasing system. However, there are alternatives to competitive bidding that may be used if appropriately justified, as explained in the Purchasing Related Programs, Procedures and Requirements subsection below.

B. Purchase Categories
City purchases generally consist of the following categories for which different procurement methods may apply.
• Goods. The purchase of goods consists of materials, equipment and supplies needed by any department, including those items purchased with City funds and furnished to contractors for use with public projects. For contracts providing a mixed procurement of goods and services, the Purchasing Agent shall make a determination which category shall apply based on the totality of the circumstances related to that procurement. • Services. City staff may require contracts for services, which fall into two categories:
 General Services. General services are defined as services rendered by independent contractors such as custodial, building/equipment maintenance and machinery/ equipment rental, excluding contracts to construct public projects.  Professional Services. Professional services are those rendered by engineers, architects, accountants, attorneys, doctors, and other individuals or businesses with specialized scientific, expert, technical or other skills of a similar nature. • Public Works Projects. Public works projects pertain to the construction, alteration, repair, painting, or improvement of any publicly owned, leased or operated facility, structure, building, road, or other public improvement of any kind, including demolitions, the construction and installation of drainage systems, lighting and signaling systems, sewer and water systems, and park and recreational facilities. (see Pub. Contract Code sec 22002(c)).

Maintenance required to preserve a public improvement is not considered a public work. (see Pub. Contract Code sec 22002(d)).
14 - 7
Public works projects are awarded in accordance with Article XIII commencing with section

2.99-34 and the requirements of the Uniform Public Construction Cost Accounting Act (CUPCCAA, Public Contract Code sections 22000 et seq.)
C. Purchasing Authorities, Roles and Responsibilities
The South Pasadena Municipal Code establishes the following authorities, roles and responsibilities associated with the purchasing system.

Purchasing Agent
The Finance Director is designated as the Purchasing Agent and may delegate purchasing responsibilities to another staff person. The Purchasing Agent is responsible for:
• Contracting for quality equipment, supplies and non-professional services at the least expense and/or best quality to the City.
• Where competitive bidding is required, ensuring that it is conducted with full and open competition and in full compliance with applicable law. • Where competitive bidding is not required, ensuring that the City's procurement of services is undertaken in a fair and transparent manner, based on demonstrated competence and qualifications, at a fair and reasonable price.
• Preparing and recommending purchasing policies and procedures in accordance with best practices.
• Prescribing and maintaining forms necessary to effectively administer the purchasing system.
• Keeping informed about procurement trends, market conditions, and new products to maximize value.
• Overseeing the disposal of surplus equipment and supplies that have become unsuitable for city use.

Other City Departments
To ensure that the purchasing system is efficiently and effectively administered, staff in City departments are responsible for:
• Preparing cost estimates of their purchase requirements. • Clearly identifying procurement needs and funding availability. • Submitting accurate and concise purchase order requisition forms. • Preparing and maintaining bidder’s lists, as requested or required. • Soliciting and evaluating bids and proposals as required. • Inspecting goods delivered and/or services performed in a timely manner to verify conformance with bid specifications and contractual obligations. • Authorizing payment for conforming goods and/or services. • Reporting surplus property to the purchasing agent for disposal.

Ability to Legally Bind the City
To exercise positive control over purchases using public funds, the ability to legally bind the City (award contracts, sign written agreements on behalf of the City, and approve purchase orders) is limited to the City Council, City Manager, Finance Director (Purchasing Agent) and department directors, in accordance with the purchase types and dollar thresholds in accordance with Section E 14 - 8
(Competitive Bidding and Contract Award Thresholds) below. Once codified by the City Council, those principles in Section E shall take full effect.

Unauthorized Purchases
Purchases not approved by the designated award authorities are unauthorized and do not constitute a valid charge against City funds. The City is under no obligation to pay vendors for unauthorized purchases, and employees who make or authorize such purchases without proper authority will be subject to disciplinary procedures in accordance with the City’s personnel policies, may be subject to criminal sanction, and may be required to provide reimbursement.

Encumbrance Requirement
Except in cases of emergency, or as approved by the City Manager, and later ratified by the City Council, the Purchasing Agent cannot issue a purchase order for goods or services purchased unless there is a sufficient budget appropriation against which the purchase would be charged. Emergency transactions may be subject to Public Contract Code Sections 1102 and 22050.

D. Ethical Conduct
All employees are responsible for impartially ensuring fair competitive access to procurement opportunities by responsible suppliers and contractors. City officers and employees are prohibited from having financial interests in contracts made by them or by any board or body of which they are members. (Gov. Code sec. 1090). Additionally, all employees will conduct themselves in a manner that avoids any impropriety, or appearance of impropriety, and that fosters the highest level of public confidence in the integrity of the City’s purchasing system.

1. Code of Conduct and Conflict of Interest. No employee shall participate in a procurement when the employee knows:
a. The employee or employee’s spouse, domestic partner, dependent relative (dependent child, stepchild, parent, or stepparent) will benefit financially from the procurement, and/or
b. The employee or employee’s spouse, domestic partner, dependent relative (dependent child, stepchild, parent, or stepparent) is negotiating or has an employment arrangement contingent on or will be affected by the procurement.

Upon discovery of an actual or potential conflict of interest, an employee shall immediately withdraw from further participation in the procurement. Notwithstanding the forgoing, nothing in this policy shall abrogate the common law rule of necessity, or the statutory exceptions of remote interests and non-interests as expressed in Gov. Code sec. 1091 et seq.

2. Gifts and Gratuities. No City employee shall solicit, demand, accept or agree to accept a gift of goods or services, payment, loan, or employment offer presented, promised in return for, or in anticipation of favorable consideration in a City procurement. Unsolicited gifts sent to City employees by prospective or existing vendors shall follow the reporting requirements for public officials established by the California Fair Political Practices Commission (FPPC) (https://www.fppc.ca.gov/)

3. Conduct with Vendors. Conduct with vendors who provide goods or services to the City shall be fair, open, and transparent. City employees must refrain from showing favoritism to vendors, safeguard confidentiality when required, and select vendors only on the basis of appropriate and fair criteria.
14 - 9
E. Competitive Bidding and Contract Award Thresholds
The City has established the competitive bidding and contract award thresholds shown in Table 2 below.

Table 1. Competitive Bidding and Contract Award Thresholds* Purchase Category Estimated Value Method Award Authority Goods and/or General
Services
Up to $2,500 Written quotations are
encouraged but not
required
Department Director
$2,501 to $10,000 Written quotations Department Director $10,001 to $30,000 Written quotations Purchasing Agent
Greater than $30,000 Sealed bidding City Council
Professional Services
(Architects and
Engineers)
Any Value Qualifications Based
Selection**
City Manager (up to
$30,000)
City Council (greater than
$30,000
Professional Services
(Other)
Any value If 3 bids are not obtained,
a justification of the
selection must be
provided
City Manager (up to
$30,000)
City Council (greater than
$30,000)
Public Works Projects In accordance with the values and methods pursuant to CUPCCAA, Public Contract Code sections 22000 et
seq. and Article XIII commencing with section

2.99-34
City Manager (up to
$50,000)
City Council (greater than
$50,000; up to $200,000)
*Note: Award thresholds to be reviewed annually to account for changes in the economy and/or consistency with industry trends
**Note: Qualifications Based Selection methods are explained in the Best Value Procurements section below.

Prohibition on Splitting
Purchases of goods and services cannot be split or separated into smaller components to avoid the City’s competitive bidding requirements or more rigorous purchasing procedures. The only exception to this requirement would be to comply with diversity and inclusion goals required by federal or state grants.

Competitive Bidding Procedures
Whether soliciting price quotations or conducting sealed bidding, it is a best practice to provide notice to as many qualified bidders as possible to ensure fair and open competition. It is the policy of the City that a minimum of three quotations must be solicited whenever possible.

If less than three quotes are received, the using department must provide a written explanation with the purchase requisition to the awarding authority that good faith efforts were made to obtain the required number of quotations. The requisition must also include documentation of the good faith efforts, i.e., vendor “no bid” response, email(s) sent to prospective vendors, etc.

The competitive bidding dollar thresholds shown below apply specifically to goods and general services as defined above. While professional services are exempt from competitive bidding under the City’s purchasing policy, proposals should be solicited from at least three sources to ensure best value and/or to comply with federal or state law as required. 14 - 10
Purchases up to $2,500 (Over the Counter)
For purchases up to $2,500 for goods and/or general services, written quotations are not required but are strongly encouraged. The award authority is granted to the department director.

Purchases Between $2,501 and $10,000 Department Directors (Open Market Procedure) For purchase of goods and /or general services between $2,501 and $10,000 written quotations are required. Written quotations must be submitted to the department director, and routed to the Purchasing Agent for final verification. The award authority is granted to the department director.

Purchases Between $10,001 and $30,000 Purchasing Agent (Open Market Procedure) For the purchase of goods and/or general services between $10,001 and up to $30,000 written quotations are required, to be solicited by written notice inviting quotations. Written quotations will be reviewed by the Purchasing Agent for final verification. The award authority is granted to the purchasing agent.

Purchases Greater than $30,000 (Formal Sealed Bidding)
Purchases greater than $30,000 require sealed bidding using the City’s standard bidding template(s) and associated product specifications and/or scope of services. All purchases greater than $30,000 must be approved by the City Council, after having been reviewed and authorized to proceed by the department director, Purchasing Agent, and City Manager.

Notification to prospective bidders must be provided by issuing a notice inviting bids. This must be published at least ten days before the date of bid opening in a newspaper of general circulation in the City. The notice inviting bids must include the following:
• General description of the items to be procured,
• Information on how to obtain the bid document and associated specifications, and • Time and place for the bid opening.

The notice inviting bids must be sent to a bidder’s list, if one has been prepared and maintained for the items being procured.

Bidder’s Security
When required, bidders must submit a bid security (bid bond) in an amount not to exceed 10% of the bid price, in further accordance with the instructions to bidders in the City’s standard bidding template(s). A bid bond is a guarantee by a bidder that they will execute a contract if deemed to be the lowest responsive and responsible bidder. This entitles the City to compensation if the low bidder fails to execute a contract and the City must award a contract to a higher bidder. (The entitlement is the difference between the lowest responsive and responsible bidder and the bidder ultimately awarded a contract.)
Bid Opening Procedure
Unless otherwise specified, bids will be publicly opened by the City Clerk at the time and place stated in the bid notice, with each bid read aloud, and an apparent low bidder announced. If a bid bond was required as part of the solicitation requirements, the staff member opening the bids must verify that it was received for each submitted bid (a bid submitted without a bid bond, if required, cannot be accepted).
14 - 11
Following the bid opening, a bid tabulation sheet must be prepared and available for public inspection as soon as practical and in accordance with public records disclosure requirements.

Lowest Responsible Bidder
Contracts resulting from competitive bidding will be awarded by the appropriate award authority based on the lowest responsible bidder who submitted a bid that was responsive to the solicitation request. A bid is considered to be responsive if it conforms in all material respects to the solicitation requirements; minor defects may be waived by the Purchasing Agent.

A bidder is considered to be responsible if they possess the demonstrated ability, capacity, experience and skill to provide the goods and/or services required by the solicitation.

Best Value Procurements
Some procurements may require the use of a best value process where factors such as vendor qualifications and/or product or system functionality are evaluated in addition to low bid pricing.

This means that a higher price can be paid for goods and/or services if the overall best value to the City can be justified.

When using the best value procurement method, the solicitation documents must include descriptive information that explains the evaluation process and criteria being used to award a contract. This type of solicitations is typically done using a request for proposals (RFP) process.

Note: When conducting a best value solicitation, the submitted proposals are not publicly opened and information on pricing is not read aloud (the evaluation process is confidential until a contract is awarded).

Qualifications Based Selection Process
Federal and state laws require that contracts for professional services provided by architects, engineers, land surveying and construction management firms be awarded based on demonstrated competence through a Qualifications Based Selection (QBS) process (see Section 4525 et. seq. of the California Government Code or its federal counterpart for federal aid projects, the Brooks Act). Such services shall be obtained at a fair and reasonable price. Staff will ensure that services are engaged on the basis of demonstrated competence and qualifications for the types of services to be performed.

Payment and Performance Bonds
Depending on the type of goods and/or services being procured, payment and/or performance bonds may be required. A payment bond ensures that the prime contractor pays its subcontractors.

A performance bond guarantees contractor performance in accordance with the City’s specifications and contract terms and conditions. Bonds are typically set at 100% of the bid price.

If bonding is required, the bond form(s) and specified amount must be described in the notice inviting bids and sample forms included in the solicitation document.

Bidder’s Lists
Establishing and maintaining lists of prospective bidders can be an effective way of facilitating open competition for planned purchases of goods and services where open market procedures and/or sealed bidding is required. Using departments are encouraged to establish/maintain such lists where 14 - 12
it makes sense to do so. In any event, using departments should keep records of prospective bidders who contact the City to specifically request being included on a bidder’s list for future business opportunities. The department should review and update the bidder’s list annually.

Note: Given the City’s participation in CUPCCAA, the Public Works Department is required to establish and maintain lists of qualified contractors, identified by category of work, and provide notice to them of bidding opportunities for construction projects.

Recordkeeping
Using departments must retain bid documents in accordance with the City’s records retention schedule.

Competitive Bidding Solution (E-Procurement)
As part of the City’s efforts to continually evaluate processes and procedures for efficiency improvements, Finance Department staff will partner with the City Clerk and other staff members to assess e-procurement solutions to determine whether such a system should be procured for administering competitive bidding processes. Any such system shall adhere to the purchasing requirements specified in this document.

F. Purchasing Related Programs, Procedures and Requirements This section of the manual includes information on purchasing-related programs and procedures.

Purchase Requisition and Purchase Order Required
Unless procured by City-issued purchasing card, all purchases of goods and services greater than $2,500 require the submittal of a properly completed purchase requisition form and approval of a purchase order by the Purchasing Agent. Purchasing agent shall develop workflow processes.

Use of Blanket Purchase Orders
Blanket purchase orders are term contracts (usually for one year) for goods and/or services that can be purchased as needed throughout the year, as opposed to purchase orders that are used for onetime purchases. Blanket purchase orders are typically used for operational supplies such as hand tools, equipment, parts for equipment, etc., but can also be evaluated for other supplies that are required by using departments.

Local Vendor Purchasing Preference
Purchases from South Pasadena vendors are strongly encouraged where competitive prices and quality are apparent. When general funds are used for a purchase, local (in-city) vendors will be given a five percent preference of the quoted price. The cost of doing business in the City of South Pasadena is acknowledged to be considerably higher compared to the cost of doing business outside of the city. As further rationale for local preference is that one percent of the sales tax on most acquisitions returns to the City General Fund as revenue, effectively reducing the procurement cost.

Cooperative Procurements (“Piggybacking”)
The use of cooperative purchasing programs is encouraged as a way to obtain goods and/or services by aggregating volume, securing value pricing and reducing administrative overhead. Cooperative purchasing methods generally include the use of another public entity’s (local or state) competitive bidding process to establish a contract with that agency’s awardee (also known as “piggybacking”). 14 - 13
Additionally, there are numerous regional and national purchasing cooperatives that offer cost free memberships to access databases of available goods and/or services. Examples of state contracts and purchasing cooperatives include:
• California Multiple Award Schedules (CMAS) of the Department of General Services (DGS), • OMNIA Partners, Public Sector (formerly U.S. Communities), • Sourcewell (formerly National Joint Partners Alliance), • NASPO ValuePoint (formerly WSCA-NASPO, or the Western States Contracting AllianceNational Association of State Procurement Officials), and • nppgov (national cooperative based in Seattle, WA)
Non-competitive Procurements
Non-competitive procurements represent purchases made without competitive bidding where it may otherwise be required. Examples of such procurements are provided below. • Sole source. A sole source procurement represents a purchase that can only be obtained from a single source.
• Single source. A single source procurement represents a purchase that can be obtained from more than one source, but a decision is made to source the purchase based on compelling factors such as price/value, degree of specialization or technical expertise, or product standardization.
• Cooperative procurements. Cooperative purchases leverage competitive bidding conducted by another agency, as specified above.

The City Manager or designee may authorize the purchase of goods and services up to $30,000 without competitive bidding if it is in the best interest of the City. The purchasing department must provide a written description explaining why competitive bidding is not in the City’s best interest.

Sourced purchases of goods and services greater than $30,000 must be approved by the City Council.

When submitting a purchase requisition for a sourced purchase, using departments must provide a written justification that explains why the procurement cannot be competitively bid.

Procuring Goods or Services During Emergencies
Emergency events that pose threats to life or property may require immediate purchases without complying with competitive bidding or other policy requirements. Requirements for making purchases in emergency situations are contained in Articles XI (Purchasing) and XIII (Awarding Public Works Contracts)
(https://www.codepublishing.com/CA/SouthPasadena/#!/SouthPasadena02.html). Emergency contracts may be subject to Public Contract Code Section 1102 and 22050.

Note: During declared disasters where the City may seek reimbursement from the Federal Emergency Management Agency (FEMA), many purchases must be procured using competitive bidding methods as established by the granting agency.

Environmentally Preferable Purchasing
In seeking to encourage the preservation and improvement of the environment, the City is establishing an Environmentally Preferable Purchasing Policy (EPP). The overall objective of the EPP is to help ensure that City purchases:
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• Conserve natural resources,
• Minimize environmental impacts such as pollution and use of water and energy (Energy Star and Low Emission Vehicles),
• Strive to procure electric vehicles whenever reasonably feasible with regard to its intended function,
• Eliminate or reduce toxins that create hazards to workers and the community, • Support strong recycling markets (recycled content paper), • Reduce materials that would otherwise go to a landfill, and • Increase the use and availability of products that protect the environment.

Additional EPP Resources
The Procurement Division of the California Department of General Services (DGS), as the lead state agency for implementing EPPs at the state level, can be used as a resource for best practice information on "buying green."
City Purchase Cards
The City has established a purchase card program whereby authorized employees may use a cityissued credit card for small dollar purchases of certain goods and services costing less than $1,000.

As part of the program, the Finance Department has a purchase card available for “checkout” with department director approval. Use of purchase cards is governed by the City’s Purchase Card Use Policy.

Usage of a city-issued credit card is determined by the City Manager or Finance Director based on operational need for employees who are granted purchasing authority. Cardholders are required to sign an agreement that acknowledges the obligation to comply with the purchase card and purchasing policies with the understanding that policy violations can lead to disciplinary measures, including termination of employment. Under no circumstances can the purchase card be used for personal purchases.

Note: Purchase card transactions are reviewed each month by the Finance Director to ensure policy compliance. Additionally, the purchase card program is periodically reviewed by an independent party.

Detailed information such as allowable/prohibited uses, cardholder responsibilities, authorizations, conditions of use and penalties for incorrect use are provided in the Purchase Card Use Policy.

Amazon Business Account
The City has an online business account with Amazon, Inc. to facilitate the purchase of goods and/or services costing less than $1,000 that are not available through other procurement means. Use of the Amazon business account is at the discretion of the Finance Director to employees who are granted purchasing authority.

Accountholders are required to sign an agreement that acknowledges the obligation to comply with all applicable City policies and procedures and will be subject to disciplinary procedures for policy violations, including termination of employment and/or criminal prosecution.

Prohibited uses include:
• Purchase of items for personal use,
• Splitting purchase transactions to circumvent policy requirements, 14 - 15
• Sharing the account with unauthorized users, and
• Failure to follow City purchasing policies.

Authorized account users must obtain transaction receipts and forward them, along with any required documentation, to the department head for approval.

Procurement Risk Management
Every purchase made by staff members carries an element of risk that must be mitigated through the use of contract terms and conditions that limit liability and/or through insurance requirements that vendors must meet to conduct business with the City.

Insurance Requirements
Typically, insurance is required for general services and public works construction where contractors are working on City property or in rights-of-way. Insurance is also required for professional services contracts.

Insurance is not typically required for goods purchases, unless there is a services component that requires onsite work such as installation or ongoing maintenance, or for off-site services or memberships.

The City Clerk is responsible for tracking insurance certificates and ensuring they are up to date.

However, the using department responsible for procuring the services must ensure that insurance requirements are initially met when establishing a contract. This includes verifying that insurance certificates include policy endorsement pages and appropriately insure the City. Given that contract terms rarely match up with insurance coverage terms, the points of contact for service contracts must collaborate with the City Clerk to ensure coverage is maintained at all times.

Making Purchases that Utilize Federal Grant Funding
When purchasing goods and services that utilize federal grants funds, the City is required to follow the Uniform Guidance requirements contained in the Code of Federal Regulations at 2 CFR 200.318 through 327.

Disposal of Surplus Supplies and Equipment
Using departments are required to notify the Purchasing Agent when supplies and equipment are no longer needed or have reached the end of their useful life. With the concurrence of the Purchasing Agent, if the item is not reassigned to another department then the using department has the authority to dispose of the item consistent with the Surplus Disposal Methods found in the Fixed Assets section of this manual. City Manager approval is needed for the sale of any surplus items for which the estimated value exceeds $10,000.

Depending on the estimated dollar value and other factors, the Purchasing Agent may require surplus supplies or equipment to be competitively bid or publicly auctioned.

Surplus items with no salvage value shall be disposed of in a manner that salvages recyclable components if practical.

No surplus supplies and equipment shall be purchased by any City officer, employee or agent, except at public auction conducted by a third party. Surplus items with no salvage value shall not be acquired by any City officer, employee or agent, except at public auction conducted by a third party. 14 - 16
Notwithstanding the foregoing, upon the approval of the department head and City Manager, sworn public safety personnel may acquire service firearms and other equipment used in their service with the City may at the time of retirement or time of end of useful life of such equipment acquire such equipment at the then fair market value for such item, as determined by the Purchasing Agent. 14 - 17

ATTACHMENT B
Draft Purchasing Ordinance
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ORDINANCE NO. ______

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SOUTH
PASADENA, CALIFORNIA, AMENDING SECTION 2.99-29 OF ARTICLE XI RELATING TO “PURCHASING PROCEDURES”, AND SECTIONS

2.99-35 AND 2.99-37 OF ARTICLE XIII “AWARDING PUBLIC WORKS CONTRACTS” OF CHAPTER 2 OF THE SOUTH PASADENA

MUNICIPAL CODE
WHEREAS, on September 7, 2022, the City Council adopted the 2022 Finance Policies and Procedures (the “Purchasing Policy”) in order to establish rules and regulations to establish efficient procedures for the purchase of supplies, services and equipment at the lowest possible cost commensurate with quality needed, to exercise positive financial control over purchases, to clearly define authority for the purchases function, and to assure the quality of purchases; and
WHEREAS, the City Council has previously established by ordinance the Purchasing System codified in the South Pasadena Municipal Code at certain through the South.

NOW THEREFORE, THE COUNCIL OF THE CITY OF SOUTH PASADENA DOES ORDAIN AS FOLLOWS:

Section 1. Section 2.99-29 of the South Pasadena Municipal Code is hereby amended to read as follows with additions denoted in underline and deletions noted in strikethrough:

2.99-29 Purchasing System
(1) Purchasing System Adopted—Purpose. In order to establish efficient procedures for the purchase of supplies, nonprofessional services and equipment at the lowest possible cost commensurate with quality needed, to exercise positive financial control over purchases, to clearly define authority for the purchasing function, and to assure the quality of purchases, a purchasing system is adopted. (a) Authority to legally bind. The authority to legally bind the city is limited to the City Council, City Manager, Finance Director (Purchasing Agent) and department directors, in accordance with the purchase types and dollar thresholds in accordance with this Chapter and the adopted purchasing policy. (b) Unauthorized Purchases. Purchases approved by anyone other than the designated award authorities are unauthorized and do not constitute a valid charge against City funds. The City is under no obligation to pay vendors for unauthorized purchases, and employees who make such purchases will be subject to 14 - 19
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disciplinary procedures in accordance with the City’s personnel policies and may be required to provide reimbursement.
(c) All employees are responsible for impartially ensuring fair competitive access to procurement opportunities by responsible suppliers and contractors. All employees shall abide by the ethical conduct standard stated in the purchasing policy.
(2) Definition of Terms. The following terms, whenever used in these procedures, shall be construed as follows:
(a) “Bidders’ List” means a current file of sources of supply of articles for each category of commodities repetitively purchased for city use. (b) “Department” means any department, commission or other unit of the city government, which derives its support wholly or in part from the city. (c) “Lowest responsible bidder” means in addition to price, the “lowest responsible bidder” will be determined after the following factors have been considered:

1. The ability, capacity and skill of the bidder to perform the contract or provide the service required;

2. Whether the bidder has the facilities to perform the contract or provide the service promptly, or within the time specified, without delay or interference;

3. The character, integrity, reputation, judgment, experience and efficiency of the bidder;

4. The bidders record of performance of previous contracts or services;

5. The previous and existing compliance by the bidder with laws and ordinances relating to the contract or services;

6. The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the services;

7. The quality, availability and adaptability of the supplies, equipment or services to the particular use required;
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8. The ability of the bidder to provide future maintenance and services for the use of the subject of the contract;

9. The number and scope of conditions attached to the bid. (d) “Open market” means and pertains to purchases or transactions that are executed without recourse to formalized purchasing procedure. (e) “Over the counter” means and pertains to purchases or transactions that are executed without recourse to competitive bidding and without a purchase order. (f) “Professional services” means services of engineers, architects, accountants, attorneys, doctors, and other persons or businesses with specialized scientific, expert, technical, or other skills of a similar nature. (g) “Purchases.” Purchases of supplies, equipment and personal property shall include leases or rentals as well as transactions by which the city acquires ownership.
(h) “Purchase order” means a document which authorizes the delivery of specified merchandise or the rendering of certain service and the making of a charge for such merchandise or service.
(i) “Requisition” means a written demand or request from the using department to the purchasing agent for specified article or service.
(j) “Responsible bid” means an offer, submitted by a responsible bidder to furnish supplies, equipment or services in conformity with the specification, delivery terms and conditions and other requirements included in the invitation for bids. (k) “Responsible bidder” means a bidder who submits a responsible bid and who is not only financially responsible, but is possessed of the resources, judgment, skill, ability, capacity and integrity requisite and necessary to perform the contract according to its terms.
(l) “Services (general)” means any and all services rendered by independent contractors not otherwise specified including but not limited to the following:
custodial services, building/equipment maintenance, the repair or maintenance of equipment, machinery and other city-owned or operated property. The term does 14 - 21
not include services rendered by city officers or employees, or professional services which are in their nature unique and not subject to competition. This definition excludes contracts to construct public works projects addressed in Chapter 2, Article XIII commencing with section 2.99-34. Public works projects pertain to the construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind, including demolitions, the construction and installation of drainage systems, lighting and signaling systems, sewer and water systems, and park and recreational facilities. Maintenance required to preserve a public improvement is not considered a public work. (m) “Specification” means a formulated, definite and complete statement of what is required by the city of the vendor, in the way of composition, construction, utility, durability, efficiency, texture, shape, form or dimension. (n) “Supplies and equipment” means any and all articles or things which shall be furnished to or used by any Department, including all printing, binding, publications, stationery, forms, journals or reports.
(o) “Using department” means the department that uses the supplies, equipment or services obtained pursuant to a particular requisition. (p) “Goods” means materials, equipment and supplies needed by any department, including those items purchased with City funds and furnished to contractors for use with public works projects.
(q) “Purchasing policy” means the South Pasadena Finance Policies and Procedures Manual, as adopted by the city council on September 7, 2022, and as may be amended from time to time by action of the city council. (3) Purchasing Department Established. There is created a centralized purchasing department, in which is vested authority for the purchase of supplies, nonprofessional services and equipment.
(4) Purchasing Agent Designated—Powers and Duties.
(a) The director of finance is designated as purchasing agent. The director of finance may delegate the routine administrative responsibilities as specified in this section, the purchasing policy, or in any other applicable purchasing regulations, to another 14 - 22
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staff person. The purchasing agent shall be the head of, and have general supervisory duties over, the purchasing department. The duties of the purchasing agent may be combined with those of any other office or position.
(b) The purchasing agent shall:

1. Negotiate where appropriate and purchase and contract for equipment, supplies (other than library books and periodicals), nonprofessional services or services not involving peculiar ability required by any office or department of the city in accordance with purchasing procedures prescribed by this section, and such other rules or regulations as shall be prescribed by the city council;

2. Act to procure for the city at least expense and/or best quality to the city the needed quality in equipment, supplies, nonprofessional services or services not involving peculiar ability;

3. Where competitive bidding is required, ensure that it is conducted with full and open competition and in full compliance with applicable law. Where competitive bidding is not required, ensure that the City's procurement of services is undertaken in a fair and transparent manner, based on demonstrated competence and qualifications, at a fair and reasonable price.

Discourage uniform bidding, and endeavor to obtain as full and open competition as possible on all purchases;

4. Prepare and recommend to the city manager and city council rules governing the purchase of supplies, services and equipment for the city in accordance with best practices;

5. Keep informed of current developments in the field of procurement trends, purchasing prices, market conditions and new products;

6. Prescribe and maintain such forms as are reasonably necessary to effectively administer the operation of this section and other rules and regulations;

7. Oversee the disposal of surplus equipment and supplies that have become unsuitable for city use. Recommend the transfer of surplus or unused supplies and equipment between departments as needed, and the sale of all supplies 14 - 23
and equipment which cannot be used by any department, or which have become unsuitable for city use.
(c) The responsibility of staff in other departments in support of the efficient and effective administration of the purchasing system may be identified through the purchasing policy.
(5) Filing of Estimated Requirements. Each city department shall file detailed estimates of their requirements in supplies, services and equipment in such manner, at such time, and for such future periods as the purchasing agent shall prescribe. (6) Exemptions from Centralized Purchasing. The purchasing agent may, in writing and with the approval of the city manager, authorize any city department to purchase or contract for specified supplies, services and equipment independently of the purchasing department, but the purchasing agent shall require that such purchases or contract be made in conformity with the procedures established by this section, and shall further require periodic reports from the department on the purchases and contracts made under such written authorization.
(7) Public Works Projects Exemptions. This section, except subsections (1) through (4) hereto, is expressly made inapplicable to bids for public works projects, governed by the procedures in Public Contract Code Sections 20100 and 22000 et seq. Public works projects shall be awarded according the procedures of Chapter, Article XIII, Awarding Public Works Contracts.
(8) Local Vendor Purchasing Preference. Local preference is the practice of procurement from South Pasadena vendors because they are also local taxpayers.

Purchases from South Pasadena vendors are strongly encouraged where competitive prices and quality exist. With all specifications and conditions equal except price, a preference will be given to in-city vendors equal to five percent of the quoted price when general fund monies are used for the acquisition. The rationale for local preference is that one percent of the sales tax on most acquisitions returns to the city general fund as revenue, effectively reducing the cost of acquisition. (9) Competitive Bidding
(a) Contracts resulting from competitive bidding will be awarded by the appropriate award authority based on the lowest responsible bidder who submitted a bid that 14 - 24
was responsive to the solicitation request. A bid is considered to be responsive if it conforms in all material respects to the solicitation requirements; minor defects may be waived by the purchasing agent. A bidder is considered to be responsible if they possess the demonstrated ability, capacity, experience and skill to provide the goods and/or services required by the solicitation.
(b) Whether soliciting price quotations or conducting sealed bidding, it is a best practice to provide notice to as many qualified bidders as possible to ensure fair and open competition. It is the policy of the city that a minimum of three quotations must be solicited whenever possible; provided, however, all quotations may be dispensed with in an emergency, or where said goods and/or services can be obtained from only one source. With regard to emergency purchases, Public Contracts Code sections 1102 and 22050 may apply and if applicable, shall be followed. (c) If fewer than three quotes are received, the using department must provide an explanation with the purchase requisition that good faith efforts were made to obtain the required number of quotations. The requisition must also include documentation of the good faith efforts, i.e., vendor “no bid” response, email(s) sent to prospective vendors, etc. Though professional services are exempt from competitive bidding under the City’s purchasing policy, proposals should be solicited from at least three sources to ensure best value and/or to comply with federal or state law as required. (d) The city council may authorize purchase of supplies, equipment and services of a value greater than thirty thousand dollars without complying with the above procedures when in the opinion of the council, compliance with competitive bidding is not in the best interest of the city.
(e) Conditions

1. Bid Security. When deemed necessary by the purchasing agent, bidders’ security shall be required. Bidders shall be entitled to return of bid security upon execution of the contract or upon the readvertisement for bids; provided, that a successful bidder shall forfeit his bid security upon refusal or failure to execute the contract within ten days after the notice of award of contract has been mailed, unless the city is responsible for the delay. The awarding authority may, on refusal or failure of the successful bidder to execute the contract, award it to the next lowest responsible bidder. If the awarding 14 - 25
authority awards the contract to the next lowest bidder, the bidder first awarded the contract shall forfeit only the portion of his security, which is equal to the difference between his bid and the bid of the next lowest responsible bidder. If the next lowest bidder is awarded the contract and he fails or refuses to execute the contract, he shall forfeit his entire bid security.

2. Bid Opening Procedure. Sealed bids shall be submitted to the purchasing agent, and shall be identified as bids on the envelope. Bids shall be opened in public at the time and place stated in the public notices. A tabulation of all bids received shall be open for public inspection during regular business hours for a period of not less than thirty calendar days after the bid opening.

3. Rejection of Bids. At its discretion, the awarding authority may reject any and all bids presented, and re-advertise for bids.

4. Tie Bids. If two or more bids received are for the same total amount or unit price, quality, service and delivery being equal, and if the public interest will not permit the delay of re-advertising for bids, the awarding authority may accept the one it chooses, or accept the lowest bona fide offer by negotiation with the tie bidders at the time of the bid opening.

5. Payment and Performance Bonds. The purchasing agent shall have authority to require a performance bond before entering a contract, in such amount as it shall be found reasonably necessary to protect the best interests of the city. If the purchasing agent requires a performance bond, the form and amount of the bond shall be described in the notice inviting bids.

6. Purchases of goods or services that can be obtained from only one source may be made by the purchasing agent without advertising and after approval by theawarding authority.
(10) Goods and/or General Services: Competitive Bidding and Contract Award Thresholds
(a) Purchases up to $2,500 (Over the Counter). Purchase of goods, supplies, equipment, or services not involving a unique ability and not exceeding an estimated value of up to two thousand five hundred dollars may be made by the department 14 - 26
director over the counter. Quotations are encouraged. Purchases may be made by the relevant department director.
(b) Purchases between $2,501 and $10,000 (Open Market Procedures). Purchase of goods, supplies, (other than library books and periodicals), equipment, or services not involving a unique ability with an estimated value above two thousand five hundred dollars and not exceeding ten thousand dollars may be made by the department director in the open market after obtaining written quotations. Written quotations shall be submitted to the department director, and routed to the purchasing agent for final verification. Purchases are awarded by the department director. The City Attorney shall determine whether the required written agreements for the purchase shall be in purchase order or contract form. (c) Purchases between $10,001 and $30,000 (Open Market Procedures).

Purchase of goods, supplies, (other than library books and periodicals), equipment, or services not involving a unique ability with an estimated value above ten thousand dollars and not exceeding thirty thousand dollars may be made by the purchasing agent in the open market after obtaining written quotations solicited by written notice inviting quotations. Written quotations shall be submitted to the department director, and routed to the purchasing agent for final verification. Purchases are awarded by the purchasing agent. The City Attorney shall determine whether the required written agreements shall bein purchase order or contract form. (d) Purchases above $30,000 (Formal Sealed Bidding).

Purchase of goods, supplies (other than library books and periodicals), equipment, or services not involving a unique ability and exceeding an estimated value of thirty thousand dollars shall be made by formal sealed bidding, using city’s standard bidding templates, associated product specifications, and/or scope of services, except as otherwise provided herein. Notification to prospective bidders must be provided by issuing a notice inviting bids, published and processed in accordance with the procedures identified in the purchasing policy, and sent to names on the bidders’ list. Award of contract shall be made by the city council. Written contracts shall be required for purchases made under this section, and reviewed by the city attorney. The purchasing agent is authorized to execute such contracts on behalf of the city, attested to by the city clerk.
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(11) Best Value Procurement and Qualifications Based Selection Best value procurement and qualifications-based selection shall be undertaken in accordance with the purchasing policy.
(12) Professional Services.

Contracts for services of specially trained and professional persons or businesses shall be exempt from bidding. No solicitation method is required but quotations are encouraged; Contracts for architects and engineers shall be on a qualifications-based selection process. If the contract is equal to or below thirty thousand dollars, the contract shall be reviewed by the City Attorney and require the approval of, and be executed by, the city manager. All contracts exceeding thirty thousand dollars must be reviewed by the City Attorney and approved by the city council.
(13) Encumbrance of Funds.

Except in cases of emergency and as approved by the City Manager and later ratified by the City Council, the purchasing agent shall not issue any purchase order for goods, supplies, equipment, non-professional services or services not involving a unique ability for which there is an insufficient appropriation in the budgetary account against which said purchase is to be charged. Emergency transactions may be subject to Public Contract Code sections 1102 and 22050.
(14) Inspection and Testing of Materials and services
The purchasing agent may inspect supplies and equipment delivered, and determine their conformance with the specifications set forth in the order or contract. The purchasing agent shall have authority to require chemical and physical tests of samples submitted with bids, and samples of deliveries, which are necessary to determine their quality and conformance with specifications.
(15) Surplus Supplies and Equipment. All using departments shall submit to the purchasing agent, at such times and in such forms as he shall prescribe, reports showing all supplies and equipment which are no longer used or which have become obsolete or worn out. The using department, with the concurrence of the purchasing agent, shall have authority to sell all supplies and equipment which cannot be used by any department, or which have become unsuitable for city use, or to exchange the same for or trade the same 14 - 28
in on new supplies and equipment. City Manager approval is needed for sale of supplies and/or equipment when the total estimated value exceeds ten thousand dollars. The purchasing agent shall also have the authority to make transfers between departments of any usable surplus supplies or equipment.
(16) Splitting Orders to Avoid Competitive Bidding or More Rigorous Purchasing Procedures Prohibited. Purchases of supplies, materials, equipment or services shall not be split into smaller orders or components for the purpose of avoiding competitive bidding or more rigorous purchase procedures.
(17) Equipment Leasing Agreements.
(a) As used in this section:

1. “Leasing of non-purchasable equipment” means equipment which is available through “lease only” plans;

2. “Leasing purchasable equipment” means equipment which can be acquired through “lease with option to purchase” type plans;
(b) Equipment Leasing. Leasing of purchasable or non-purchasable equipment shall be in accordance with subsections 7, 8, 9, 10 and/or 19 of this section. (18) Maintenance Agreements.
(a) As used in this section, “maintenance agreements” means agreements with maintenance service providers for the maintenance of city equipment in good operating condition subject to terms and conditions agreeable to both the provider and the city.
(b) Maintenance agreements shall be signed or terminated before agreement expiration by the purchasing agent with prior approval of the department head responsible for the equipment.
(19) Non-competitive Procurements. Nothing contained in this section shall prohibit procurement made by sole source, single source, or cooperative procurement methods as addressed through and in accordance with the purchasing policy, where competitive bidding may otherwise be required.
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(20) Library Books and Periodicals. The city librarian may purchase library books, periodicals, audiovisual, CD-ROM, and electronic format materials in accordance with the budget approved by the city council.
(21) Nothing contained in this section shall prohibit the city from purchasing supplies, services or equipment, without complying with the herein bidding procedure, from a supplier who offers the same or better price, terms and/or conditions as the supplier previously offered as the lowest responsible bidder under competitive procurement conducted by another city or public agency, provided that the competitive procurement process of the other agency meets or exceeds the standards of the city, is for like or greater quantities and that, in the opinion of the purchasing agent, it is in the best interest of the city.
(22) Purchases Utilizing Federal Funding. Uniform Guidance requirements contained in the Code of Federal Regulations at 2 CFR 200.318 through 327 shall be followed when purchasing goods and services that utilize federal grants funds.

Section 2. Section 2.99-35 of Article XIII of Chapter 2 of the South Pasadena Municipal Code is hereby amended to read as follows with additions denoted in underline and deletions noted in strikethrough:

2.99-35 Public works projects.
(a) Except as provided in subsection (e) of this section, the city manager may cause public works projects of $50,000 or less to be performed by employees of the city by force account, by negotiated contract, or by purchase order. Public works projects in excess of such amount shall be awarded by city council. (b) Except as provided in subsection (e) of this section, public works projects of $200,000 or less may be let to contract by informal procedures as set forth in SPMC

2.99-37.
(c) Except as provided in subsection (e) of this section and SPMC 2.99-37(e), public works projects of more than $200,000 shall be let to contract by the formal bidding procedure outlined in SPMC 2.99-38 and 2.99-39.
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(d) The term “public works project” shall have the definition set forth for “public project” in Public Contract Code Section 22002.
(e) The dollar limits set forth in subsections (a), (b), and (c) of this section, and subsection (e) of section 2.99-37, shall adjust without city council action as necessary to comply with any adjustment mandated by the State Controller pursuant to the authority granted by Public Contract Code Section 22020.

Section 3. Section 2.99-37 of Article XIII of Chapter 2 of the South Pasadena Municipal Code is hereby amended to read as follows with additions denoted in underline and deletions noted in strikethrough:

2.99-37 Informal Bidding Procedure.

The following apply to informal bids for public works projects:
(a) Notice Inviting Informal Bids.
(1) Required Noticing. When a public contract is to be bid pursuant to the procedures in this section, a notice inviting informal bids shall be mailed to all construction trade journals specified by the Commission in accordance with Public Contract Code Section 22036.
(2) Optional Noticing. Notification may be also provided to the contractors on the list created pursuant to SPMC 2.99-36 for the category of work being bid, and to any additional contractors and/or construction trade journals. (3) Exception. If the product or service is proprietary in nature such that it can be obtained only from a certain contractor or contractors, the notice inviting informal bids may be sent exclusively to such contractor or contractors. (b) Mailing Notices. All mailing of notices to contractors and construction trade journals pursuant to subsections (a)(1) and (3) of this section shall be completed not less than 10 calendar days before bids are due.
(c) Description of Project. The notice inviting informal bids shall describe the project in general terms and how to obtain more detailed information about the project, and state the time and place for the submission of bids.
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(d) Authority to Award Contracts. The city manager is authorized to award a contract if the lowest bid received is $50,000 or less. Contracts valued at more than $50,000 can only be awarded by the city council.
(e) Bids Exceeding $200,000. If all bids received pursuant to the informal process are in excess of $200,000, the city council may adopt a resolution by a four-fifths vote to award the contract at $212,500 or less to the lowest responsible bidder, if it determines the city’s cost estimate was reasonable. Otherwise, the project shall be rebid pursuant to SPMC 2.99-38 and awarded pursuant to SPMC 2.99-38 and 2.99-

39. (f) Award of Contract. The contract shall be awarded to the lowest responsible bidder.

SECTION 4. SEVERABILITY. If any portion or provision of this Ordinance or its application is deemed invalid by a court of competent jurisdiction, the City Council intends that such invalidity will not affect the validity of the remaining portions or provisions or their application and, to this end, the provisions of this Ordinance are severable.

SECTION 5. CERTIFICATION AND PUBLICATION. The City Clerk shall certify to the passage and adoption of this Ordinance and shall cause this Ordinance to be published within 15 days after its passage, in accordance with Section 36933 of the Government Code.

SECTION 6. EFFECTIVE DATE. Unless expressly stated otherwise as to a specific Section of this Ordinance, this Ordinance shall go into effect and be in full force and effect thirty (30) days after its passage.
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PASSED, APPROVED AND ADOPTED ON this 7th day of December, 2022.

Michael A. Cacciotti, Mayor
ATTEST: APPROVED AS TO FORM:

Desiree Jimenez, CMC Andrew L. Jared, City Attorney
Chief City Clerk
I HEREBY CERTIFY that Ordinance was duly approved and adopted at a Regular meeting of the City Council on this 7th day of December, 2022, by the following votes as the same appears on file and of record in the Office of the City Clerk.

AYES:

NOES:

ABSENT:

ABSTAIN:

____________________________________
Desiree Jimenez, CMC
Chief City Clerk
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City Council
Agenda Report
DATE: December 7, 2022
FROM: Armine Chaparyan, City Manager�
PREPARED BY: Sheila Pautsch, Community Services Director ITEM NO. 15--
SUBJECT: Approval of a Discretionary Funds Request from Councilmember Diana Mahmud in the amount of $250 for the South Pasadena Tournament of Roses Float
Recommendation
It is recommended that the City Council:

2. Approve the requested allocation in the amount of $250 by Councilmember Mahmud to support the SPTOR float.

Background
In September 2004, the City Council approved the creation of discretionary spending budgets that allow each Councilmember the opportunity to fund projects or purchases that might not otherwise be funded in the approved budget. Discretionary funds must be used for a public purpose benefiting the City. On August 17, 2011, the City Council approved Resolution No. 7174, establishing guidelines for the application of City Council discretionary budget accounts. It requires that use of such funds may be used if findings can be made by the City Council. Resolution No. 7174 states that all funds not expended during the fiscal year shall be carried over to subsequent fiscal years, up to a maximum carryover amount of $10,000 per Councilmember account. The allocated funds need not be encumbered by a purchase order to be carried over to the following fiscal year. In Fiscal Year (FY) 2019-20, the Budget included $20,000 of Discretionary Funds, which amounts to $4,000 per Councilmember which was a decrease from $25,000 in prior years. Each Fiscal Year since, the budget has remained at $20,000 for Discretionary Funds.

Analysis
The City Council receives an annual discretionary fund and shall make the following specific findings before recommending the use of any funds in a discretionary account for City-related projects or purchases: a) The expenditure has a public purpose benefitting the City; b) The expenditure is free of any conflicts of interest that may arise 15 - 1
Discretionary Funds Request from Councilmember Mahmud
December 7, 2022

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from the use of City funds; and c) The expenditure is not a gift to any individual, corporation, or municipality, but is only used to benefit the general public of the City.

The following table displays the current discretionary fund balances:

City Councilmembers Discretionary Funds
District 1 District 2 District 3 District 4 District 5
Zneimer Donovan Primuth Cacciotti Mahmud
Current Year Allowance Beginning Balance $4,000 $4,000 $4,000 $4,000 $4,000 Date
Pledged Description
10/11/2022 Three new raised garden beds for $1,750
South Pasadena Community Garden
11/2/2022 South Pasadena Tournament of Roses Float $300 12/7/2022 South Pasadena Tournament of Roses Float $250 YTD Appropriations $0 $300 $0 $0 $1,750
$0 $0 $2,912 $0 $0
Available 12/07/2022 $4,000 $3,700 $6,912 $4,000 $2,250 Fiscal Year 2022-23
Carry Over Funds FY 21/22
On November 10, 2022, Councilmember Mahmud requested approval and received a second from Councilmember Donovan to use Discretionary Funds in the amount of $250 to assist with the SPTOR float. This request supports a public purpose benefitting the City in the promotion of the City before an international audience; There are no known or anticipated conflicts of interest that may arise from the use of City funds, and this request is not a gift but is to benefit the general public of the City.

Fiscal Impact
Sufficient funds are available in the FY 2022-23 City Council Discretionary Budget Account No. 101-1010-1011-8021.
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--
I
I
City Council
Agenda Report
DATE: December 7, 2022
FROM: Armine Chaparyan, City Manager -�
ITEM NO. 16
PREPARED BY: Angelica Frausto-Lupo, Community Development Director Ben Jarvis, Interim Senior Planner
SUBJECT: Approval of a Professional Services Agreement with TruePoint Solutions, an Accela Licensing/Subscription
Agreement, and an associated Laserfiche agreement to
Implement an Accelabased Project Management and
Case Management On-line Permitting System
Recommendation
It is recommended that the City Council:

2. Review and approve a three-year Accela licensing/subscription agreement for a first year not-to-exceed amount of $28,800 and a three-year not-to exceed amount of $90,792;

3. Authorize the City Manager to execute the necessary subscription agreement with Laserfiche in support of the on-line permitting system in an amount not to exceed $11,388 for the first year; and

Background
On August 21, 2019, the City Council adopted a resolution to authorize staff to file an application for the Senate Bill 2 (SB2) Planning Grants Program. The purpose of the Planning Grants Program is to provide financial and technical assistance to local governments to accelerate housing production, streamline the approval of housing development, facilitate housing affordability, and to promote the development of housing.

Several types of projects were eligible for SB2 grant funds, and the City of South 16 - 1
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Pasadena opted to use its grant to implement an on-line case management and permitting system for the Community Development Department.

On August 6, 2020, the California Department of Housing and Community Development (HCD) executed a contract with the City in the amount of $160,000 to reimburse expenses associated with eligible projects, and specifically, the City’s proposed case management/on-line permitting system. Funds were originally required to be expended by June 30, 2022, however, due to the COVID-19 pandemic, that deadline was extended to September 2023. On October 6, 2022, HCD approved a revised project schedule that reflects the new deadlines. Under the revised schedule, the initial implementation tasks are scheduled to be completed by August 31, 2023. The proposed tasks and deadlines from the revised HCD agreement can be found in Table I below:

Table I: Department of Housing and Community Development Approved Timeline Task Date Status
Write and Release an RFP March 31, 2022 Complete
Select Vendor and Prepare Contract October 15, 2022 Complete City Council Contract Approval December 31, 2022 In Process Workflow Needs Assessment March 15, 2023 Pending
Purchase Electronic Permitting System March 31, 2023 Pending Phase-In Implementation June 30, 2023 Pending
Final Launch/Quality Control July 31, 2023 Pending
First Annual Subscription Fee August 31, 2023 Pending
The City is working within a tight timeline, and intends to have the first phase of the new system operational by the end of July 2023. The HCD-approved scope of work and timelines are general benchmarks, and specific tasks may be completed before or after the time estimate. As long as all work is completed by August 31, 2023, and the appropriate documentation is submitted to HCD for reimbursement by the State deadline, the City will comply with the approved contract and grant obligations, and be eligible for reimbursement through the SB2 Planning Grants Program.

Request for Proposals
On February 22, 2022, the City released a Request for Proposals (RFP) through PlanetBids to implement a Community Development Case Management and On-line Permitting System (System). Specifically, the RFP sought firms that could competently transition the Community Development Department from a paper-based record keeping and permitting system to an electronic permitting system. The System was expected to include modules that could improve the customer service experience for applicants and that would increase efficiency in the City’s permitting process. The RFP stated that vendors should have demonstrable, successful expertise and experience in developing, implementing, and maintaining community development management software. The System was expected to be able to manage tasks pertaining to land use, permitting, project/case management, code enforcement, and citizen requests. The RFP listed the 16 - 2
Professional Services Agreement with TruePoint Solutions December 7, 2022

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features that were expected to be included in the software, a conceptual scope of work, project timeline, and scoring criteria. The proposal window closed on March 28, 2022, and the City received proposals from the following nine firms: Brightly, Camino, Citizenserve, Edgesoft, GeoCivix, Maintstar, TruePoint Solutions, Tyler Technologies, and ZipFlow.

The proposals were reviewed and scored in August 2022, by a Selection Committee that included staff members from the Community Improvement (Code Enforcement), Planning, and Building & Safety Divisions, and also from the Public Works Department.

Based on its initial review, the Committee deemed two proposals as non-responsive to the RFP. The Committee determined the remaining seven proposals were responsive, and addressed the minimum requirements of the RFP. All proposals were scored regardless of their responsiveness, and the Committee opted to interview four firms that scored at least 65 points in the initial round. Table II below contains the initial scores of the proposals:

Table II: Initial Proposal Scoring
Firm Name Score Responsive to RFP
Brightly 68 Yes
Camino 53 No
Citizenserve 72 Yes
Edgesoft 58 Yes
GeoCivix 57 Yes
Maintstar 70 Yes
TruePoint Solutions 79 Yes
Tyler Technologies 61 Yes
ZipFlow 38 No
Firms that were selected for interviews included Brightly, Citizenserve, Maintstar, and TruePoint Solutions. On September 14, 2022, the firms not selected for interviews were sent letters informing them of the City’s decision.

Analysis
The Committee interviewed four firms on September 27 and 28, 2022: Brightly, Citizenserve, Maintstar, and TruePoint Solutions. Based on the interviews and the submitted proposals, TruePoint Solutions was determined to be the best-qualified firm to meet the City’s needs in implementing an on-line case management and permitting system.

TruePoint Solutions proposes to use Accela, a web-based land management software program; TruePoint Solutions installs and maintains Accela systems and is not the owner of the platform. The initial estimated cost of TruePoint Solutions’ proposal was $308,640, with an implementation timeline of 12 months, $28,800 per year for the first year Accela subscription with an ongoing cost associated, and a 5% annual increase. This cost 16 - 3
Professional Services Agreement with TruePoint Solutions December 7, 2022

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includes 10 Accela licenses, the minimum number required in the RFP. When the City checked references, each agency spoke highly of TruePoint Solutions’ technical abilities and customer service, particularly its technical support function. Each agency also spoke highly of the Accela platform, sharing that the software met their expectations and was able to adapt and expand to meet their changing needs. One agency implemented Accela a decade ago and intended to replace the system in FY2023/2024. While that agency budgeted for replacement of the system, Accela has continued to run smoothly and there is no reason to replace the system, which has resulted in a cost-savings. The reference agencies were unanimous in their satisfaction with both Accela and TruePoint Solutions, and encouraged the City to consider using TruePoint Solutions to implement Accela. The initial TruePoint Solutions’ proposal can be found in Attachment 2.

Based on the original proposal, the interview, and reference checks, TruePoint Solutions/Accela is the most qualified firm and data management system to meet the City’s needs. The firm had unanimous positive responses from the references provided, and the Committee found the TruePoint Solutions proposal was the most realistic in terms of timeline and cost. Additionally, Accela is used by multiple agencies, which means the applicants who have done work in other Accela cities would be familiar with the system once it is up and running in South Pasadena. Some nearby agencies that use Accela include the cities of Eastvale, Moreno Valley, Ontario, Palmdale, Rancho Cucamonga, San Diego, Santa Clarita, Santa Monica, South El Monte, Torrance, and Whittier. Another advantage to using Accela is the fact that the platform that can be configured by any consultant who is familiar with the software. This will allow the City more options and flexibility in working with third-party contractors on future Accela projects, should such projects be necessary.

Given the shortened timeline and refined work plan that was recently approved by HCD, TruePoint Solutions provided a revised cost estimate and scope of work. That proposal can be found in Attachment 3 and will serve as the Scope of Work for the contract. The total contract amount is $252,567, which includes the required work tasks, the first year subscription to both Accela and Laserfiche, plus a contingency of $25,559. As TruePoint Solutions is an Accela implementor and not the owner of the Accela software, The City will also need to enter into a licensing/subscription agreement with Accela. That agreement can be found in Attachment 4 and lists the annual subscription costs as $28,800 for the first year, $30,240 for the second year, and $31,752 for the third year (total amount for the three-year agreement: $90,792). The total TruePoint Solutions contract amount ($252,567) includes the first year Accela subscription, which will be paid on a pass-through basis.

Accela has superior capabilities compared to the other software platforms that were reviewed, is familiar to applicants who use the system in other cities, and can grow and adapt as the City’s needs change. Therefore, staff recommends the approval of the Professional Services Agreement with TruePoint Solutions for a total not-to-exceed amount of $252,567 (Attachment 5), to authorize the City Manager or designee to execute the Accela licensing/subscription agreement for 10 annual staff licenses, and to execute 16 - 4
Professional Services Agreement with TruePoint Solutions December 7, 2022

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any other documents or agreements associated with the project, such as the Laserfiche subscription agreement, associated with the project.

Fiscal Impact
Expenses associated with this project in the amount of not-to-exceed $252,567 will be paid from the Community Development Professional Services Account No. 101-7010- 7011-9186-000. This expense was identified in the budget process ($160,000) and the City is eligible for state reimbursement of up to $160,000 based on the signed HCD Agreement No. 19-PGP-14277 (Attachment 5). Additional funds will be required during the midyear budget process. Upon implementation, there will be an ongoing cost to the City based on the annual subscriptions to Accela, Laserfiche, and other related applications.

Attachments:

1. TruePoint Solutions Initial Proposal

2. TruePoint Solutions Revised Proposal

3. Accela Licensing Agreement

4. Professional Services Agreement for TruePoint Solutions

5. HCD Agreement No. 19-PGP-14277
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ATTACHMENT 1
TruePoint Solutions/Accela Initial Proposal
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TruePoint SoluƟons Proposal
Attachment 1
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Solutions
March 28, 2022
3262 Penryn Rd.

Suite 100-B
Loomis, CA 95650
{916) 259-1293
TruePointSolutions.com
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City of South Pasadena, CA
Request for Proposals to
Implement a Community Development
Case Management System
Submitted by:
3262 Penryn Rd.

Suite 100-B
Loomis, CA 95650
Submittal Due
4:00PM (PST)
March 28, 2022
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iii

1. Cover Letter
March 28, 2022
Margaret Lin
Project Manager
Community Development Department
1414 Mission St.

South Pasadena, CA 91030
RE: RFP to Implement a Community Development Case Management System Dear Ms. Lin and Evaluation Committee:

TruePoint is proud to present our response to the City of South Pasadena’s (the City) Request for Proposals (RFP) to Implement a Community Development Case Management System.

Our proposal is based upon our significant experience working on engagements of similar size and scope with Agencies very much like South Pasadena at numerous agencies over the last 30 years. We hope to demonstrate this expertise in implementing and supporting the Accela Civic Platform on the following pages.

We would like to take this time to thank you for your consideration in allowing us to demonstrate TruePoint’s successful strategy to implement a businesscritical solution for the City. We look forward to working with you and to the prospect of building a long-term relationship.

Regards,
Kent Johnson
TruePoint Solutions
(916) 259-1293 office
(916) 607-4490 mobile
(916) 256-1975 fax
www.truepointsolutions.com

COMPANY OVERVIEW
• TruePoint Solutions
Incorporated:
• 2004
• 48 employees
Professional Services:
• Business Analysis
• Configuration
• Data Conversion
• Report Development
• Event Scripting
• Interface Development
• Consulting
• Training
Industry:
• State and Local
Government
Industry Focus:
• Land Management and
Permitting
• Business and Trade
Licensing
• Code Enforcement
• Asset Management
• Electronic Document
Review
• Utility Billing
• IT Consulting
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4 Table of Contents

1. COVER LETTER...................................................................................................................................................III TABLE OF CONTENTS.......................................................................................................................................................4

2. SCOPE OF WORK ................................................................................................................................................5 A. SYNOPSIS OF THE PROJECT ............................................................................................................................................5 B. BREAKDOWN OF TASKS – IMPLEMENTATION APPROACH ....................................................................................................7 Task 1 Project Initiation/Administration ...............................................................................................................7 Task 2 Needs Assessment......................................................................................................................................8 Task 3 To-Be Analysis and Configuration Document ............................................................................................8 Task 4 Case Management System ........................................................................................................................9 Task 5 Case Management System Data Conversion ..........................................................................................11 Task 6 Report Analysis and Development ..........................................................................................................12 Task 7 Accela Citizen Access Configuration.........................................................................................................13 Task 8 Accela Mobile Deployment ......................................................................................................................14 Task 9 Staff Training ...........................................................................................................................................14 Task 10 Staff Training .........................................................................................................................................15 Task 11 Deployment / Customer Service and Maintenance ...............................................................................15 Task 12 Public Presentation ................................................................................................................................16

3. PROJECT SCHEDULE.......................................................................................................................................... 17 PROJECT SCHEDULE ......................................................................................................................................................17 a. Overall Project Schedule .................................................................................................................................17 b. List and Description of all Final Products. .......................................................................................................18

4. PROJECT BUDGET............................................................................................................................................. 21

5. PROJECT TEAM................................................................................................................................................. 22 A. PROJECT MANAGER AND STAFF PROPOSED....................................................................................................................22 B. NAMES, RESUMES, AND PROFESSIONAL TITLES...............................................................................................................23 C. RESPONSIBILITY AND AVAILABILITY ...............................................................................................................................36 Staff Availability ..................................................................................................................................................37

6. REFERENCES..................................................................................................................................................... 38 16 - 12
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5 2. Scope of Work
A detailed proposal describing each milestone of the work as described including the following:
a. Synopsis of the project
Synopsis of the project based on the description and your team’s experience working on similar projects.

The City of South Pasadena seeks a partner to provide and implement an Implement a Community Development Case Management System for the Planning and Community Development Department (including Planning, Building, and Code Enforcement Divisions). The new system will replace the City’s existing paper system to provide a streamlined planning and approval process for development projects. The new system should also include a broad array of configurable tools or modules including project management, reporting, mapping, record retention, interdepartmental communication, ability to accept online payments and provide web-based public access to property information and other public documents.

We are proposing the Accela solution, and we are confident that Accela can provide the desired functionality listed above in addition to a multitude of other features which will benefit the City.

TruePoint Solutions has the depth and breadth of knowledge sought by the City in the area of municipal permit processes and permit system requirements, a proficiency which we believe far exceeds the City’s requirements. We have a team of 25 Accela implementation consultants who have worked with over 130 Accela clients across the US.

TruePoint looks forward to working collaboratively with City staff and stakeholders to achieve all desired outcomes. These include, but are not limited to the following:

1. TruePoint will start by conducting a needs assessment based on the current Planning and Community Development organization, applications, workflow, and entitlement processes;

2. We will use the needs assessment to identify bottlenecks and recommend best practices for expedited review;

3. The TruePoint team will provide Accela configurable software and system modules to manage plan submittals, processing, permitting, reporting, workflow management, mapping, code enforcement, complaint management, and web portal for online applications and customer interface;

4. Our project plan incorporates a methodology which requires input from and collaboration with City staff on system integration;

5. The TruePoint methodology also includes training for City staff on the operations and maintenance of the system; and,

6. Part and parcel of our collaboration with the City on this project will be the development of materials and public presentations regarding the new customer interface.

In addition to a robust complement of other features, the Accela system readily fulfills the following City requirements:
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6 General permit (building, engineering, and planning) and land use application (Administrative Decisions, Appeals, Conditional Use Permits, Zoning Code Amendments, Environmental Checklists, Hillside Developments, Lot Line Adjustments, Mills Act, and Variances) management and reporting
Inspection and Code Enforcement
Security and user administration
Public portal with online search functions, permit submittal, and management Geographical Information System integration
Los Angeles County Assessor’s integration (microfiche/microfilm files) Electronic plan acceptance integration
Data conversion capabilities
Ability to integrate with Laserfiche records management database Flexible permit types and numbering system, with annual reset Robust and flexible search, display, audit, and report generating capabilities (including options to exclude specified addresses for specific dates) Ability for users to access across departments
TruePoint Solutions is the most experienced and successful Accela implementation partner.

Having become a certified services partner in early 2005, TruePoint has been engaged on over 130 Accela implementation projects.

TruePoint has a team of 25 Accela implementation consultants who have worked with hundreds of clients across the US. We know that providing superior customer support is the key component to our success. Our goal and objective is to have all of our business relationships produce quality reference accounts. That only happens by delivering exceptional products and services. We accomplish this by taking the time to listen to our clients’ needs and understand the business issues they face; as a result, we can provide appropriate solutions to resolve your business issues in a manner that is supportable, maintainable, and affordable.

Accela’s Civic Excellence
When governments and technology work together, great things happen. For those who serve government, TruePoint understands the power of transforming processes and perceptions. For over 20 years, Accela has been designing modern technologies and secure cloud solutions that help communities thrive. Today, Accela serves thousands of customers and communities and work with trusted partners who are committed to your success.

With Accela solutions, Agencies have the flexibility, options, and scalability to enable innovation over time without the need to invest in new technology. Regardless of agency size or budget, the Accela solutions streamline and accelerate services through online citizen access, mobile solutions, improved workflow, and the elimination of paperwork.

Citizens can engage and have easy access to their government with Accela Citizen Access and mobile apps. They can enjoy two-way conversations with social media integration and citizen engagement apps, track statuses, and take part in the government decision-making process.
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✓
✓
✓
✓
✓
✓
✓
✓
✓
✓
✓
✓
►
►
City of South Pasadena
Community Development Case Management System
7 Partners and Developers can build and deliver innovative solutions and apps that extend the value of our solutions. By taking advantage of Application Programing Interfaces, Software Development Kits, and scripting to help speed deployment, partners can create and deploy, offering the opportunity to build profitable businesses.

Together, TruePoint and Accela envision what is possible today to ensure a better tomorrow.

The heartbeat of government transformation is everywhere. Join us to transform and govern the future together.
b. Breakdown of Tasks – Implementation Approach
Detailed step-by-step break down of tasks with responsible person, anticipated time to complete, and deliverables
Task 1 Project Initiation/Administration
Project initiation is an opportunity to ensure the project starts in a well-organized, structured fashion while re-confirming the Agency and TruePoint expectations regarding the implementation. This task is comprised of project planning activities, core project management documents and templates and the project kickoff.

In conjunction with the Agency representatives, TruePoint will perform the following tasks:
• Finalize staffing for the project teams.
• Conduct a Kickoff meeting. The objective of this meeting is to review the purpose of the project and discuss the project scope, roles and responsibilities, deliverables, and timeline.
• Finalize an integrated baseline project plan that includes resource allocation for all tasks (in cooperation with the Agency Project Manager).
• Conduct Core Team training to prepare the Subject Matter Experts for the To-Be Analysis stage.

TruePoint Responsibilities
• Provide timely and appropriate responses to Agency’s request for information. • Communicate the Accela Implementation Methodology that will be used by TruePoint to deliver Services.
• Complete Baseline Project Plan, Project Status Report Template, and Project Kickoff Presentation deliverables with input from appropriate Agency resources.

Agency Responsibilities
• Identify and set expectations with key resources and subject matter experts for ongoing participation in the project.
• Provide timely and appropriate responses to TruePoint’s requests for project planning input and meeting logistics requests.
• Work with TruePoint PM to schedule remote Project Kickoff and other activities as needed.
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8 Task 2 Needs Assessment
Needs assessment is comprised of the activities required to define the Accela Civic Platform Solution Foundation for the Agency. The key output of the process is the Configuration Document(s), which serves as a ‘blueprint’ for design and baseline configuration efforts throughout the implementation.

The following departments will participate in the Business Analysis (Building and Safety, Planning, Economic Development, Public Works, and Enforcement). The Configuration Document(s) will provide detailed information on the Agency’s business processes to be configured in the Accela Civic Platform Solution Foundation, including the following topics:
• Overall Process Overview
• Intake Process, user defined and required fields
• Required/Optional Review Tasks
• Issuance requirements
• Inspection Types, scheduling and checklists
• Workflow and processing requirements
• Fees – types, processing and schedules
• Citizen Portal (Accela Citizen Access) specific to online submittal, inquiry, inspection scheduling and fee payments.

Task 3 To-Be Analysis and Configuration Document
To develop the content for the To-Be Analysis Document(s), TruePoint will work closely with designated Agency personnel and will conduct analysis sessions to capture the “to-be” required business processes.

In conjunction with the Agency representatives, TruePoint will perform the following tasks:
• Review and understand existing business processes intended for migration into Accela Civic Platform.
• Review the developed business process as a basis for configuration in Accela Civic Platform’s workflow tool.
• Assist the Agency in streamlining current permit types to fit into Accela Civic Applications.
• Collect employee names and associated roles and identify user group setups. • Review the collected document intake requirements, forms, and data fields for each process.
• Review the collected document output requirements (documents/letters/reports). • Review the required fees, fee schedules, and collection procedures for each process. • Review the required inspections and inspection result options for each type.

TruePoint Responsibilities
• Interview staff to understand existing business processes. • Conduct to-be analysis sessions to capture the required business processes to be automated within the system.
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9 • Conduct meetings via email, web conference, phone, and in person to gather and validate analysis input.
• Demo basic prototypes off records for each department.

Agency Responsibilities
• Make available the appropriate Agency key users and content experts to provide required information, participate in the configuration analysis and verify the accuracy of the documented workflows, input/output formats, and data elements. • Provide any existing business process documentation, including process flows; fee schedules; commonly used applications, reports and forms; and other relevant information.
• Work with TruePoint PM to schedule participants and meetings for analysis activities.

Task 4 Case Management System
Task 4.1 System Installation
TruePoint will work with Accela to setup the Accela Automation software in the Accela Cloud environment, such that Agency can log into the system and verify that the software is available.

TruePoint will populate the new environment with civic application templates or configuration from other implementations.

Task 4.2 System Integration
TruePoint will provide professional services to develop the Accela Civic Platform Solution Foundation in accordance with requirements established and agreed upon during the execution of the tasks that comprise To-Be Analysis. TruePoint will produce a detailed Configuration Document(s) that represents the entire foundation of the system, for each module. This document will be delivered for review with the completed solution.

Task 4.3 Accela Base Civic Platform Solution Foundation TruePoint will provide professional services to develop the Solution Foundation of the Accela Civic Platform product in accordance with requirements established and documented in the ToBe Analysis Document(s).

The solution foundation will include core Accela Civic Platform features for:
• Modules
• Admin User and User Groups
• Departments/Divisions
• Consoles (Administrator, Daily User, Inspection, and Cashiering) • Portlets (Customized portlets for all Automation Screens) • My Navigation Setup
• Menu Navigation Setup
• Quick Links
• Quick Queries for the Record, Inspection, and My Task Portlets 16 - 17
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10 Task 4.4 Accela Civic Platform Configuration
TruePoint will provide professional services to configure Accela Civic Platform in accordance with requirements established and agreed upon during the execution of the tasks that comprise To-Be Analysis.

The configuration will include Accela Civic Platform features for:
• Users and User Groups
• Record Types (based on Civic Applications)
• Intake Forms
• Workflows
• Fees
• Inspections
• Conditions
• Custom Fields and Lists
TruePoint Responsibilities
• Configure the foundational components as defined in the To-Be Analysis Document(s).

Agency Responsibilities
• Make available the appropriate Agency key users and content experts to participate in solution configuration of the system to learn about the system and facilitate in knowledge transfer.
• Work with TruePoint to verify that the system meets the foundational requirements documented in the To-Be Analysis Document(s).
• The Agency will test the system for purposes of validating the configuration.

Task 4.5 (Optional) Accela Civic Platform Electronic Plan Review Integration DigEplan has become the product of choice for Electronic Plan Review. DigEplan is:
• A true plugin to Accela using the construct API
• 100% integrated to Accela
• 100% integrated to Accela Citizen Access
• 100% cloud based with no desktop install
• 100% integrated to the Accela Standard Comment library • Easy to implement WITHOUT a team of programmers or 3rd part tools and very easy to learn and use
• Leverages Accela for what it does best so no need to create additional workflows, document storages, citizen portals, etc.
• Has a robust set of markup tools
• Has Align, Rotate, Calibrate, Scale, Overlay and Compare tools • Robust Stamp creation tool that can pull data from Accela, barcodes, signatures on to stamps
• An Accela Technology Partner and more Cost efficient than other Accela partner options • Incredible performance with large or small files. Seems much faster than others • And much more
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11 Task 5 Case Management System Data Conversion
Task 5.1 Historical Data Conversion Analysis
Data conversion of historic/legacy data is a critical activity for the success of this project. The TruePoint team is highly experienced in planning for and executing these activities and will work closely with Agency staff to ensure a successful transition of data. For conversions, it is expected and anticipated that the Agency will provide resources knowledgeable with the historical data to assist in the data migration/conversion effort. TruePoint will conduct Analysis/Mapping and Data Conversion Development for the Legacy Data.

TruePoint’s anticipation is to convert all Agency Historic Access DB permit data: Permit History, Status, Address, Parcel, Owner, Custom Fields, Fees, Inspections, as well as all other appropriate data elements into the new Accela configuration.

TruePoint will create a Data Conversion Mapping Document detailing the data conversion process, mutually agreed upon requirements and mapping of Agency’s historical data into Accela Civic Platform.

TruePoint Responsibilities
• Work with the Agency to define and document historical data elements that are required for the conversion.
• Facilitate the data analysis and mapping process
• Complete the Data Conversion Specifications Document.

Agency Responsibilities
• Provide historical data in acceptable formats.
• Provide subject matter experts on the data source to aid TruePoint in identifying key components of the historical data
• Provide subject matter experts on the historical configuration to aid in the data mapping process
Task 5.2 Historical data Conversion development
Upon Agency approval of the Historical Data Conversion Specifications document, TruePoint will provide a program(s) to migrate appropriate historical data into Accela Civic Platform. Upon receipt of the conversion from TruePoint, the Agency DBA will load the data into the TEST environment for validation.

TruePoint Responsibilities
• Provide a program to migrate historical data into the Agency’s AA test database environment.
• Each data conversion will include up to three (3) conversion loads for client testing • Validate the successful completion of the migration of historical data into the Agency’s test environment.

Agency Responsibilities
• Providing the legacy data source in an accepted format. For example, MS Access, Excel or delimited Text formats.
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City of South Pasadena
Community Development Case Management System
12 • Assist in the execution of the data conversion program and provide access to environments as needed
• Provide resources to validate the conversion counts and the quality of the data converted into Accela Civic Platform
Task 6 Report Analysis and Development
Reports are defined as anything that can be generated from the system, including but not limited to, reports, forms, documents, notices, and letters that the Agency wishes to print as identified during configuration analysis. The Configuration Document will define the reports and documents that are required by the Agency to effectively use Accela Civic Platform. These reports will be broken down by level of effort and identified in the configuration document. It is expected that, after the appropriate training on the database and the selected report writing tool is completed, Agency personnel will be able to handle additional and future report requirements.

Reports can be developed using the integral Ad-Hoc Report Writer included with Accela Civic Platform, Microsoft Report Service (SSRS) or Crystal Reports at the Agency’s discretion. Custom reports, whether developed with Ad-Hoc Report Writer, SSRS or Crystal Reports, will be deployed in the Report Manager for use within Accela Civic Platform. The Agency will need to create a local Accela DB environment for use in creating and testing reports in-house. Request for a local copy of the Agency data can be requested through CRC.

Task 6.1 Report Specifications
TruePoint will develop 15 to 20 documents/letters/reports from those identified by the Agency as required for the new system.

Prior to the development of a report the Agency will approve report design specification documents that will be created jointly by the Agency and TruePoint. The approved documents will be used as a basis for determining completion and approval of the reports. Development of each report cannot begin until agreement on each specification is complete.

A proven strategy that combines the use of the Accela Civic Platform Quick Queries, Accela AdHoc reports and custom reports developed by TruePoint, or Agency, can ensure that all required reporting requirements are met.

TruePoint Responsibilities
• Assist in determining level of effort for reports to assist with prioritization • Develop report specifications
Agency Responsibilities
• Make available the appropriate key users and content experts to participate in the report specification
• Provide information and data in the formats specified by TruePoint that will be needed for agreement on the Deliverable
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Community Development Case Management System
13 Task 6.2 Report development
TruePoint will develop custom documents/letters/reports per the specifications developed and approved in the Report Specifications. Changes to the report specifications after approval can negatively impact project progress and the overall schedule.

TruePoint Responsibilities
• Develop reports per specifications in Crystal Report XI server format or later. • Assist in the validation of the reports in test environment Agency Responsibilities
• Make available the appropriate key users and content experts to participate in the report development and validation activities
• Request change order if changes to specifications are required Task 7 Accela Citizen Access Configuration
This task includes setup and configuration of Accela Citizen Access (ACA) per the Requirements gathered in the To-Be Analysis Phase. TruePoint will work with the Agency representatives validate and implement Accela Citizen Access to extend certain aspects of the internal Accela Civic Platform configuration for use by the general public.

TruePoint Responsibilities
• Setup Accela Citizen Access in Dev and Test environments • Assist agency in set up and validation of merchant account integration • Work with the Agency to determine which services to expose to the public via Accela Citizen Access
• Configure the Online Record types defined in the System Configuration Document in Accela Citizen Access
Agency Responsibilities
• Obtain a merchant account, and deploy an internet-enabled payment engine • Validate that the configuration specification for Accela Citizen Access meets Agency requirements based on details from the Configuration phase of the project • Perform testing of all Online Record types for purposes of validating the configuration TruePoint configure Accela GIS to link and leverage existing Agency GIS information, including assistance with establishing the map service to be used in conjunction with Accela GIS. The following are the main objectives being pursued through the implementation of the Accela GIS:
• Look up permit information and parcel information from the Permitting system • View selection, location, and associated GIS information • Select one or more parcels and add new applications to the permit system • Auto-populate spatial attributes for a property in forms • MAP XAPO (external Address, Parcel and Owner like with GIS) data attributes 16 - 21
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Community Development Case Management System
14 TruePoint Responsibilities
• Demonstrate that the Accela GIS applications are operational in the Agency computing environment thus communicating with the Accela Civic Platform system Agency Responsibilities
• Arrange for the availability of appropriate staff for the system setup, testing, and quality assurance throughout the setup process
• Provide information and data in the formats specified by Accela that will be needed for the GIS implementation.

Task 8 Accela Mobile Deployment
TruePoint will setup the Accela Mobile Gateway. As part of this deliverable TruePoint will perform the configuration tasks required to ensure the Accela Mobile Apps interfaces with Accela Civic Platform in both a test and production environment. Using Accela Mobile Apps, an Agency inspector can perform activities such as:
• Result inspections/investigations in either store/forward or wireless mode • Create or Review Record information in the field
TruePoint Responsibilities
• Create configuration specifications for Accela Mobile Office based on analysis with the Agency
• Configure Accela Mobile Apps
Task 9 Staff Training
TruePoint will provide training for Agency staff that focuses on the administration, maintenance, and augmentation of its Accela Civic Platform configuration. Our aim is to educate Agency resources on all aspects of Accela Civic Platform to ensure the Agency is self-sufficient. This allows the Agency to best react to changing requirements and ongoing maintenance, which can allow the Agency to be reactive and significantly reduce system maintenance costs over time.

TruePoint can provide on-site or remote training services as desired by the Agency. With COVID-19 we have adapted to remote web training for most of our customers that has been very successful.

In terms of specific training sessions, the following are recommended:
• Accela Civic Platform - Core Team Training – .5 days (SME’s and Admins) • Accela Civic Platform Admin Training – 2 days (System Admin) • Accela Civic Platform Business Rules Scripting (Basic) – 1 day • Accela Civic Platform Database Schema Fundamentals – .5 day (report writers) • Report Workshop Report Training .5 day of workshop training • Report Workshop Ad-Hoc Report Training 2 (2 hour) remote sessions • Train the Trainer Training Support 4 days
TruePoint Responsibilities
• Coordinate with the Agency to define training schedule and coordination. • Deliver training per the specific requirements listed above. 16 - 22
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Community Development Case Management System
15 Agency Responsibilities
• Select and prepare the power-users who will be participating in the training and subsequently training end users.
• Arrange the time and qualified people for the training who are critical to the project success.
• Provide suitable Agency facilities (this can be remote if necessary) to accommodate various training classes.
• For the Report Workshop agency, will need to provide a local MSSQL environment loaded with a current copy of the configured Data Base.

Task 10 Staff Training
This task is comprised of the assistance TruePoint will provide to allow the Agency to accept that the solution meets the requirements as documented in all the deliverables.

TruePoint will provide support for training, oversight, answering questions and addressing issues discovered in User Acceptance Testing. It should be noted that it is critical that the Agency devote ample time and resources to his effort to ensure that the system is operating per signed specifications and ready for the move to production.

TruePoint will aid the Agency by providing User Acceptance Testing (UAT) support and a defined testing process. TruePoint will address and rectify issues discovered during the UAT process as Agency staff executes testing activities.

TruePoint Responsibilities
• Provide recommendations on testing strategy and best practices. • Lead the Agency in up to [3] weeks of User Acceptance testing effort and the validation of the system configuration and its readiness to be migrated to production for active use.
• Resolution of issues as a result of User Acceptance Testing activities.

Agency Responsibilities
• Make available the appropriate Agency key users and content experts to participate in user acceptance testing as defined and managed by Agency. • Develop the User Acceptance test scripts.
• Utilize the use cases documented in each Configuration Document Deliverable as the basis for the acceptance of this Deliverable.

Task 11 Deployment / Customer Service and Maintenance
Production date is defined as the official date in which Accela Civic Platform moves from the test environment to production for daily Agency usage. This date will be agreed to by both TruePoint and the Agency at project inception. It may be altered only by change order agreed to by both parties. In the weeks prior to moving to Production, TruePoint will assist in final data conversions, system validation, staff preparation assistance and training, and coordination of deployment.
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Community Development Case Management System
16 TruePoint Responsibilities
• Provide on-site or remote resources to support the move to Production and PostProduction Support effort • With assistance from the Agency, lead the effort to transfer the system configuration and any required data from Support to Production
• Assist in the development of a Pre-Production checklist that details the critical tasks that must be accomplished prior to moving to Production
Agency Responsibilities
• Provide technical and functional user support for pre and postproduction Planning, execution, and monitoring
• Provide timely and appropriate responses to TruePoint’s request for information • Assist in the development of a Pre-Production checklist that details the critical tasks that must be accomplished prior to moving to Production
• Make available the appropriate Agency key users and content experts to participate in user acceptance testing as defined and managed by Agency Task 12 Public Presentation
TruePoint will provide two (2) public presentations to the City Council, Planning Commission, and/or community stakeholders to demonstrate the customer interface of the new system. The Vendor will provide a press release and brochure to educate the public about the new system 16 - 24
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Community Development Case Management System
17 3. Project Schedule
Project Schedule
The Case Management System is a high priority project for the City. Proposals should include a schedule based on the deadlines described above or more expedited if Proposer is able to do so.

A detailed schedule for completion of the entire project a. Overall Project Schedule
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Task Name • Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Month 7 Month 8 Month 9 Month 10 Month 11 ~---------------~
" South Pasadena • Case Management System
2 " Initiation
3 Project t(jckoff Meeting
4 " Product lnstallatlon {Accela Hosted}
5 Hosted Environment
6 Setup Configuration Base
7 " Business Analysis / System Prototypes
8 Business Analysis and System Prototypes
9 Core Team Treining
10 BA Sessions
11 BA Sessions
12 BA Sessions
13 Configuration Document Review and Signoff
14 " System ConngurtJtlon
15 Accala Configuration and Automation
16 Configuration Testing
17 Configuration Acceptance
18 " OlgEpllm Integration
19 Project Creation Scripts and Integration
20 • Accela GIS
21 Establish Base Map
22 Accola GIS Setup
23 Accela GIS Testing
24 " Address, Parcel 8nd o wner (XAPO)
25 Base XAPO Configuation and Setup
26 Attribute Field Mapping
27 Test Final XAPO Integration
28 " Accela Citizen Access
29 Define Requlrements
30 Configure ACA and Establish Mercahat Account
31 Build ACA permit and Receipt
32 TestACA
33 " Accela Mobile
34 Define Requirements
35 Establish APP Cloud sne
36 Configure AMO or APPs
37 Test Mobile Solution
38 " Report Development
39 Report List
40 Report Specifications
41 Develop Reports
42 Report Testing
43 " Legacy Conversion
44 Data Mapping
45 Conversion Development
46 Conversion Run 1
47 Test Conversion 1
48 Conversion Run 2
49 Test Conversion 2
50 Final Testing and Acceptance
51 • UAT
52 UAT
53 Functional Acceptance
54 " Training
55 Core Team Training
56 Administrator Training
57 Business Rule Scripting Training
58 Data Base Schema and Report Training
59 Citizen Access Admin
60 Train the Trainer Training
61 End User Training
62 " Production Readiness
63 Move Database and Applications to Production
Environment
64 Go Live
65 " Post Production Support
66 Go Live and Post Go•l ive Support
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City of South Pasadena
Community Development Case Management System
18 b. List and Description of all Final Products.

Accela Civic Platform Hosted Application
Accela provides a market-leading platform of SaaS solutions that empower state and local governments to build thriving communities, attract and grow businesses, and deliver citizen services. From planning, to building, to service request management and more, Accela’s SaaS offerings level the playing field for small and medium governments and enable small agencies to leverage big city technologies.

Accela Citizen Portal
Citizen participation and collaboration is now one of the most urgent needs facing our government. The ability to put processes online greatly assists this mission in two ways - by allowing applicants to take advantage of self-service and by increasing agency staff productivity.

Another obvious advantage is the solution’s inherent ability to address budgetary concerns and help government do more with less.

Accela has long been cognizant of the
need for transparency and
accountability. Elevating citizen service
delivery through a self-service web
portal, Citizen Access extends
government services to the public 24-
hours a day by providing members of
the public with online access to apply for
land development applications, permits,
licenses, schedule inspections, request
services, and perform tasks from the
convenience of their home, office, or
jobsite. This presents a useful way for
public users to interact with your agency in an efficient manner.

Among the many citizen privileges available, external users can take advantage of the following capabilities:

Apply for permits
Research parcels using Esri
Submit complaints
Submit requests for service
Check Status of applications,
permits, and inspections
Upload electronic plans and other
documents or photographs
View solution generated alerts and
notifications
View a history of all
complaints/requests
Conduct searches
Pay whole or partial fees
View data on maps
Search addresses/parcel information
Access government documents
View all parcel history
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City of South Pasadena
Community Development Case Management System
19 Citizen Access inherits the business rules established in our Land Management solution/Building Civic Application/Planning Civic Application. System administrators simply select which service request activities are to be made available to the public. Additionally, Accela’s solutions utilize one central database—data submitted through Citizen Access is immediately available for processing by back office Accela users.

Accela Mobile
Accela Mobile Inspector adds to Accela’s expanding m-government ecosystem, which includes applications, devices and Accela data, all connected through the Accela Cloud. Accela is currently developing versions of Accela Mobile Inspector for Windows Phone 7 and Android devices, as well as a range of other role-based and task-centric apps targeted at the specific needs of various government workers.

As with other Accela mobile solutions, Accela Mobile Inspector boosts productivity by enabling users to perform their role-specific tasks without needing to return to the office. Inspectors using the app on their iPhones and iPads can execute complete onsite inspections—from initial log-in to submittal - and also can view and update their inspection details including checklists, attachments and comments. The app prevents remote data loss in areas with limited or no cellular service by saving all work locally to the device and seamlessly submitting the information when a connection is available.

Accela GIS
Esri GIS integration is critical for agencies to visualize specifics for planning and permitting utilizing maps. It enables agencies to gather, manage and analyze data, helping users make smarter decisions. Through GIS data, users can gain insight into specific land parcels, kick off the permitting process, see zoning and land use entitlements and more. To read about four ways GIS can make your agency smarter, visit https://bit.ly/2xEdY20.

Accela integrates with GIS technology to help users visualize specifics for planning and permitting. Accela offers GIS mapping in the field via mobile devices and is able to link back to Esri’s back-office to supply them with system updates. The technology integration offers governments a geographic view of all land-use, zoning and infrastructure information associated with parcels, permits, inspections, and service requests, and works seamlessly with Esri maps, layering the information for increased visibility.

Accela has been an Esri partner since 1992. This has given Accela access to Esri staff and valuable information for creating tight integration with the GIS industry leading technology. The Accela map component is built using the Esri JavaScript map control and consumes GIS services published from the agency’s ArcGIS Server or ArcGIS Online, as well as can consume Open Geospatial Consortium Web Mapping and Web Feature Service map services.

Accela was selected as the
recipient of the Esri
Partner Conference Award
for Private (Internal) Web
Application for Accela’s
solutions, a GIS-infused
platform for government.

The award is given to the
company that
demonstrates practical yet
innovative solutions with
ArcGIS. Partners were
nominated by various Esri
staff and distributors.
•
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City of South Pasadena
Community Development Case Management System
20 GIS also provides visualization of an agency’s government data geographically by plotting locations of activities captured in our solutions on the map. GIS provides enhanced user experience with:

Optimal server response times
Smooth panning
Context sensitive commands and menu items
Drag and drop functionality
Client side graphic rendering
DigEplan Electronic Plan Review
DigEplan is the product of choice for Electronic Plan Review For Accela Civic Platform customers.

DigEplan is:
• A true plugin to Accela using the construct API
• 100% integrated to Accela
• 100% integrated to Accela Citizen Access
• 100% cloud based with no desktop install
• 100% integrated to the Accela Standard Comment library • Easy to implement WITHOUT a team of programmers or 3rd part tools and very easy to learn and use
• Leverages Accela for what it does best so no need to create additional workflows, document storages, citizen portals, etc.
• Has a robust set of markup tools
• Has Align, Rotate, Calibrate, Scale, Overlay and Compare tools • Robust Stamp creation tool that can pull data from Accela, barcodes, signatures on to stamps
• An Accela Technology Partner and more Cost efficient than other Accela partner options • Incredible performance with large or small files. Seems much faster than others • And much more
Laserfiche Adaptor
Laserfiche Adaptor is Fully integrated into Accela for all document management 16 - 28
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City of South Pasadena
Community Development Case Management System
21 4. Project Budget
A table showing estimated costs for each milestone of the project and hourly billing rates for all members of the team. The schedule should also include a 10% contingency billing amount of the overall cost to accommodate any City-initiated changes to the scope of work. The project budget should identify one-time costs, recurring costs, maintenance schedule, and any additional costs. 16 - 29
1 2
3 4
5 6
7 8
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11 month implementation estimate
Professional Services Tasks
Proiect Manaoement
Aoencv Setu p (SaaSl
Co nfi ouration Analvsis and Prototvoes
Svstem Confiouration
Bus iness Automation Seri al Develooment
Data Conversion
Reoort Creation
3rd Partv lntea rations
Interface ()(APO integration to ESRI) - Addres s, Parcel and Owner Interface - CSLB integrati on
Electronic Plan Review - DigEplan
Financial System Export
7 Acee la Mobile Cloud and APP Setu p
8 1
2 2
22 2
2 2
9 0
1 3
4 5
2 2
2 2
3 3
3 3
3 3
6 7
8 9
0 1
2 3
4 5
Acee la Citizen Access Confi aurati on
Accela GIS Confi auration
Trainina
User Acceotance Testina and Go Live area
Go Live Suppo rt
Professional Services Totals
Travel and Expense Estimate Breakdown
Transportation Expenses oer Tri p
Esti mate Per day on site for Meals, Lodg in g, Transpo rtati on and other Misc. travel expenses
Travel and Expenses Total
Total Services Budaet
Software Subscri ption Pricinq
Department Users (Building, Planning, Enforcement,
Enoineeri nq):

DigEplan - Electric Plan Revi ew Subscri ption
Laserfi che Host ed Service lnteorati on
Total Year 1
Hours Rate Amount Description
140 $165.00 $23 100.00 Proiect Manaoement for th e durati on of th e oroiect 8 $150.00 $1 200.00 PROD SUPP and TEST environments
Analysis for:
160 $150.00 $24 000.00 Plannino Buildino Code Enforcement and Enoineerin o 320 $150.00 $48 000.00
80 $150.00 $12,000.00 Busines s Automation Seri als
300 $150.00 $45,000.00 from Excel fil es
Time for 15 to 20 repo rts, City will also support the Repo rt 80 $150.00 $12,000.00 creation effort
Req uires ESRI ArcGIS
40 $150.00 $6 000.00
8 $150.00 $1,200.00 Usin g CSLB API
120 $150.00 $18 00000 Electro nic Plan Review integ ration with DigEplan 32 $150.00 $4 800.00 Daily payment by Account export
40 $150.00 $6,000.00
Ass uming City will use Acee la standard payment adaptor 100 $150.00 $15,000.00 for Elavon. PavPaJ or Virtual Merchant 24 $150.00 $3,600.00
76 $165.00 $12,540.00 Train th e Train er Aooroach
120 $150.00 $18 000.00
40 $150.00 $6 000.00
1 688 $256 ,440.00
6 $500 $3,000
18 $320 $5 760
$8 760.00
$265 200.00
Year 1 subscripti on, in clu des maintenance (5% uplift 10 $2 880.00 $28 800.00 startino vear 3l
Year 1 subscripti on, in clu des maintenance (3% uplift 5 $828.00 $4 140.00 lvearlvl
Lase rfi che Integration, On-Premise, Subsc ri ption
Accela Civi c Platform t o Las erfi che on premise
integrati on with Gray Quarter platform co nnect or.
1 $10 500.00 Yearlv subscrioti on
$308 640.00
City of South Pasadena
Community Development Case Management System
22 5. Project Team
a. Project Manager and Staff Proposed
Identify the key staff person responsible for general project management and specific staff proposed to work on each phase of the project and describe their relevant experience to demonstrate qualification for this project.

Here we have provided a brief summary of the qualifications and experience of our primary proposed team members for this project. Below this, we have provided full resumes for these individuals.

Project Director
Keith is a senior level manager with thirty years of combined experience in government solutions, professional services and technology. He possesses extensive and proven abilities in, executive management, project management, systems analysis, systems design, team building and successful implementations. Keith has led the Accela Services practice for over 15 years.

Project Manager
As a services director and PM David is experienced in managing multiple groups for implementation and application development in a government environment for over 17 years. David can manage multiple projects in all aspects of execution including budgeting, implementation design, execution, training and post go-live support.

Notable Projects:

Pinal County, AZ , Multnomah County, WA , Cleveland, OH , Tacoma, WA , Guilford County, NC , Moreno Valley, CA , Pima County, AZ , Paso Robles, CA, New York State , El Paso, TX , Santa Monica, CA , Pasco County, FL , Stockton, CA, Queen Creek, AZ , Visalia, CA, Santa Barbara County Fire, CA
Implementation Consultant
Jackie’s has over 10 years of experience in public and private sector service agencies has encompassed various large projects, utilizing her skills in organization and management. From permitting to licensing to mobile applications, she possesses the skills to assist a client in all aspects of an implementation. Jackie originally worked with the City of El Paso, TX as an Accela customer before coming to TruePoint.

Notable Projects:

Tacoma WA, Multnomah WA, Boise ID, State of NV, Taxi Authority, Moreno Valley CA, Menlo Park CA, Implementation/Technical Consultant
Tyler has worked as an implementation consultant specializing in Configuration, Business Automation, Batch Scripting, and Training. For 6 years
Notable Projects
Tacoma WA, Cleveland OH, Visalia CA, Moreno Valley CA, Queen Creek AZ, Washoe County NV, Pinal County AZ, Pima County AZ, Leon County FL
Keith Hobday
Jackie Ramirez
Tyler Suarez
David Brown
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23 Conversion Specialist
Joe has been doing Accela conversions for 13 years and has been a data conversion specialist for over 20 years Notable Projects
City of Seattle, WA, California Department of Water Resources, City of Tacoma, WA, City of Alameda, CA, City of Concord, CA, County of San Diego, CA, City of West Sacramento, CA
Report Specialist
Erin has 10 years of programming and report development experience and has provides reports for all of TruePoint’s current customers. Erin has written thousands of reports for our 120 clients and has a huge library of reports that can be used as a starting point for any reporting need. I think it is safe to say Erin is one of the most experienced Accela report writers in the world.

Notable Projects:

Stanislaus County CA, San Diego County CA, Atlanta GA, Corvallis OR, Clackamas OR, Asheville NC, Pasco County, FL, San Antonio TX, Washoe County NV, Tacoma WA.
b. Names, Resumes, and Professional Titles
Include all project team members’ names, resumes, and professional titles, including relevant work experience/projects
We have provided full resumes for these individuals beginning on the following page.

Erin Griffith
Joe Cipriano
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Community Development Case Management System
24 Keith Hobday

KEITH HOBDAY

PROJECT DIRECTOR

PROFILE
Keith is a senior level manager with thirty-five years of combined experience in government solutions, professional services and technology. He possesses extensive and proven abilities in, executive management, project management, systems analysis, systems design, team building and successful implementations.

PROFESSIONAL EXPERIENCE:

TruePoint Solutions, LLC.

Loomis, CA 01/05 – Present
Partner
A founding member and Principal of TruePoint Solutions, responsible for professional services, corporate leadership, and customer satisfaction.

Responsibilities include:
• Act as the project sponsor, project director, project manager, business analyst, configuration specialist, and/or quality assurance specialist in solo or team projects. • Develop conversion document, programs and test plans
• Develop interface document, programs and test plans
• Develop scripting specification, scripts and test plans • Develop, maintain and implement project timelines and deliverables • Maintain system life cycle procedures and documentation • Manage end user support procedures and productivity
Notable Projects:
• County of Sacramento CA - Project Director, Accela Automation, Wireless, Apps, ACA, and AGIS implementation for Land Management and Business Licensing • Pasco County implementation for Business Licensing
• City of Asheville, NC - Project Director Accela Automation implementation • County of San Mateo - Project Director Accela Automation implementation • County of Stanislaus - Project Director Accela Automation implementation • City of Santa Monica, CA - Project Director Accela Automation implementation • City of Oklahoma City, OK – Project Director Accela Automation implementation • City of Palo Alto, CA – Project Director Accela Automation implementation • City of Tacoma, WA - Project Director, Accela Automation implementation for Building, Land Use and Site Development
• City of El Paso, TX – Project Director, Accela Automation implementation for Building, Planning, Health, Fire and Code Enforcement
• City of Sacramento, CA - Project Director, Accela Automation implementation • City of Alameda CA - Project Director, Accela Automation implementation for the Building, Planning, Code Enforcement, Public Works and Fire departments 16 - 32
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25 • City of Tigard, OR - Project Manager/Implementation Consultant for the Tidemark to Accela Automation implementation
• City of Reno, NV - Implementation Consultant, Tidemark upgrade to Accela Automation • Marion County, GA - Project Manager/Implementation Consultant, Tidemark to Accela Automation implementation
• Napa County, CA - Implementation Consultant, Accela Automation implementation Hansen Information Technologies
Sacramento, CA 03/00 – 02/05
Vice President, Professional Services
Project Management, Consulting, System Integration, Data Conversion, and Training; managed sales and business partnership opportunities, client relationships and product direction Responsibilities included:
• Member of the Hansen Board of Directors working closely with other board members to plan the direction and growth of the company.
• Worked closely with a select group of Hansen’s customers (Hansen Advisory Board) to share ideas, needs and industry direction.

Notable Projects:
• City of Portland, ME - Project Director, Utility Billing implementation. • City of Nashville, TN - Hansen's first Advanced Inventory Control Implementation • City of Bellingham, WA - Project Director, implementing the Sewer, Water, Plant, Street, Fleet, Customer Service, and FieldWORKS modules.
• City of Virginia Beach, VA - Project Manager, Storm, Street, Sewer and Water modules with interfaces to pavement management, bar coding, and GIS. • City of Norwalk, VA - Project Manager, Sewer, Water and Plant modules, with interfaces to SCADA systems, PeopleSoft, and internal accounting systems. • City of Baton Rouge, LA - Project Manager, Sewer system implementation.

SOFTWARE EXPERIENCE:
• Accela Civic Platform
• Crystal Reports
• Tidemark
• Permits Plus
• Hansen
• Kiva
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26 David Brown

DAVID BROWN

PROJECT MANAGER

PROFILE
As a member of the TruePoint team, David is experienced in managing multiple groups for implementation and application development in a government environment. David can manage multiple projects in all aspects of execution including budgeting, implementation design, execution, training, and post go-live support. David is detail oriented and has strong management, communication, and organizational skills.

PROFESSIONAL EXPERIENCE
TruePoint Solutions, LLC.

Tucson, AZ 10/11 – Present
Regional Services Manager
As a Regional Services Manager, David provides management skills to bring a Project to a successful completion.

Responsibilities included:
• Manage a team of Business and Technical Consultants and multiple projects • Perform business analysis
• Identify and Determine current inefficiencies and gaps • Share best practice implementation approaches with each client to increase productivity and gain efficiencies
• Develop configuration and reporting requirements
• Develop As-is and To-be documentation
• Configure software based on approved configuration document • Provide training and guidance on system procedures
• Develop Event Scripts - JavaScript
• Develop Expression Builder Scripts
• Configure AGIS with ArcGIS for XAPO integration
• SSRS report creation/modification
Notable Projects
• Pinal County, AZ
• Multnomah County, WA
• Cleveland, OH
• Tacoma, WA
• Guilford County, NC
• Moreno Valley, CA
• Pima County, AZ
• Paso Robles, CA
• Nevada Taxi Authority, NV
• Queen Creek, AZ
• Santa Barbara County, CA
• New York State
• El Paso, TX
• Santa Monica, CA
• Pasco County, FL
• Stockton, CA
• Queen Creek, AZ
• Visalia, CA
• Torrance, CA
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27 Pinal County
Florence, AZ 04/07 – 10/11
Server Application Supervisor
Responsibilities included:
• Supervise Server Application Specialist in coordinating multiple projects County-wide • Present project schedules and budgetary plans to Department Directors • Review County departments IT requirements and RFP proposals • Determine proper server production hardware requirements for County-wide projects Accela, Inc.

San Ramon, CA 08/06 – 04/07
Sr. Implementation Consultant
Among other duties, David was assigned the Contra Costa County project to manage the Accela Automation Project
Responsibilities included:
• Install and configure Accela’s Land Management System along with Citizen Access, AGIS, Wireless, V360, EDMS (Electronic Data Management System) add on modules • Develop EMSE (Event Management Script Engine) scripts to integrate with user input and system configuration
• Write/Publish system configuration enhancements
• Supervise Implementation Consultants on larger projects Notable Projects:
• Contra Costa County
Pinal County
Florence, AZ 02/04 – 08/06
Server Application Specialist
Responsibilities included:
• Configuration, implementation of Accela Automation Permitting System within Thin Client architecture and maintain project scope within Microsoft Project • Configure and maintain SQL Server databases
• Maintain multiple server clusters within an EVA/SAN and load balanced environment • Provide user and administrative technical support with Accela Automation Permitting System and Desktop Computers
• Provide system and database support for Environment Health’s Server/Client tracking system within Citrix environment
• Administer user training classes
• Install, configure & support F5 BigIP LAN traffic load balance server • Plan/Configure version upgrades for supported applications • Plan/Research/Deploy server equipment within development environment Notable Projects:
• Project Manager for Accela Automation Implementation
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28 • Project Manager for Development Services Department - Accela, GIS, and OnBase imaging integration
Packaging Corporation of America (PCA)
Tucson, AZ 11/91 – 12/03
IT/Resource Manager
Management of Information Systems, Purchasing, Scheduling, Customer Service, Shipping/Receiving
Responsibilities included:
• Install/maintain workstations, servers running Novell Netware 5.1, Windows NT, Windows 2000 Advanced Server, Windows 2000 Pro,
• Install/configure tcp/ip protocol on WAN & LAN structure, fiber optic connections • Create/maintain security & users - Novell, Active Directory and local website

LICENSES/CERTIFICATIONS
• CNA-Certified Novell Administrator

SOFTWARE EXPERIENCE
• Accela Automation
• Citrix
• Novell
• MSSQL Server 2005, 2008,
2008R2, 2012, 2016
• MSSQL Server Reporting Services
• Microsoft Office Products
• Active Directory
• OnBase

EDUCATION
• Bachelor of Science, Computer Science
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29 Jacqueline Ramirez

JACQUELINE RAMIREZ

BUSINESS CONSULTANT

PROFILE
Jackie’s 13-year career working with public service agencies has encompassed various large projects, utilizing her skills in organization and management. From permitting, licensing or assets to cutting edge use of mobile and social media applications, she possesses the skills to assist a client in all aspects of an implementation.

PROFESSIONAL EXPERIENCE
TruePoint Solutions, LLC.

Loomis, CA 12/13 – Present
Business Consultant
Since joining TruePoint Solutions, Jackie has been involved in 9 Accela Automation Implementation projects working with over 15 different departments. This has allowed her to utilize her experience and skills to assist clients in achieving a successful and efficient implementation using the latest functionality provided by Accela.

Responsibilities included:
• Perform business analysis
• Identify and Determine current inefficiencies and gaps • Share best practice implementation approaches with each client to increase productivity and gain efficiencies
• Develop configuration and reporting requirements
• Develop As-is and To-be documentation
• Configure software based on approved configuration document • Provide training and guidance on system procedures
• Develop conversion documents
Notable Projects
• Wyandotte County, Kansas – Accela Automation, ACA, Accela Mobile, Conversion • Moreno Valley, CA – Accela Automation, ACA, AMO (Mobile App) Implementation, Permits Plus Conversion
• Socorro, TX – Accela Automation
• Menlo Park, CA – Accela Automation, AMO (Mobile App) Implementation, Data Conversion
• Tacoma, WA -Accela Automation, ACA, AMO Implementation, Tidemark Conversion, SAP Conversion
• Multnomah, WA - Accela Automation and ACA Configuration • Boise, ID – Accela Automation, ACA, Conversion (Tidemark to Accela Automation 9.0) • State of Nevada – Taxicab Authority – Accela Automation, Custom Mobile Apps 16 - 37
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30 City of El Paso
El Paso, Texas 03/10 – 12/13
Departmental Data Management Specialist
Jackie’s quick understanding of departmental functions enabled her to assume project management duties for a variety of implementations in Environmental Services Divisions.

Responsibilities included:
• Plan, analyze, coordinate and maintain information management systems • Project Management – Mobile App development, Department PC Refresh, Website Content Management, Social Media, AVA System, Enterprise Video Conferencing System • Responsible for software configuration, testing, troubleshooting, and implementation. • Perform business analysis and determine future system/hardware needs • Provide training and development of department staff on system hardware and software
• Research, compile and prepare statistical reports and presentations for advisory committees, City Council and department administration
Notable Projects
• Animal Services, El Paso TX – Accela Automation, ACA and AMO Implementation • Environmental Services, El Paso, TX – Video conferencing Project • Solid Waste Collections, El Paso TX – Martindale Data Collection and developed concept for iOS Application for Accela Automation
• Code Enforcement, El Paso TX – Accela Department Administrator • Facilities Maintenance, El Paso, TX – MainStar Work Order Implementation 16 - 38
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31 Tyler Suarez

TYLER SUAREZ

IMPLEMENTATION CONSULTANT

PROFILE
During his six years with TruePoint Solutions, Tyler has worked tirelessly as an implementation consultant specializing in Analysis, Configuration, EDR, EMSE, Batch Scripting, and Training. He is conversant with SAS 9.2, Excel Master Certification Prep, and has passed the Arizona Life & Health Exam in addition to the 13-33, Series 7, Series 66 Exams. Accela Bronze Certified Implementation Professional. W3 Schools JavaScript Development Certification. Tyler graduated from Eller College of Management in the Fall of 2011 with a Bachelor of Science in Business Administration December 2011, achieving Dean’s List Honorable Mention and recognition on the Eller Top 100.

PROFESSIONAL EXPERIENCE
TruePoint Solutions
Tucson, AZ
Implementation Consultant January 2014 to Present
As an implementation consultant on various projects Tyler has the following responsibilities:
• Define and document processes
• Determine inefficiencies
• Share best practice implementation approaches with each client • Develop configuration requirements
• Create As-is and To-be workflow diagrams
• Configure software based on and agreed upon configuration document • Develop EMSE and Batch Scripting
• Determine Reporting needs and create Report Specifications Notable engagements include:
• Cleveland, OH – Analysis, Configuration, EDR, EMSE, Batch Scripting, and Training • Visalia, CA – Analysis, Configuration, EMSE, Batch Scripting, and Training • Moreno Valley, CA – EMSE and Batch Scripting
• Queen Creek, AZ – Analysis, Configuration, EMSE, Batch Scripting, and Training • Washoe County, NV – EMSE and Batch Scripting
• Tacoma, WA – EMSE and Batch Scripting
• Pinal County, AZ – EMSE and Training
• Pima County, AZ – Analysis, Configuration, EMSE, Batch Scripting, and Training • Leon County, FL - EMSE and Batch Scripting

EDUCATION
Bachelor of Science in Business Administration, 2011
University of Arizona (Eller College of Management)
Associates in Business Administration, 2009
Pima Community College
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32 Joseph Cipriano

JOSEPH CIPRIANO

TECHNICAL CONSULTANT

PROFILE
Responsible for the coordination and allocation of personnel resources to individual Land Management projects. Assist and support project managers in overall project management approach & problem solving. Monitor progress and status of projects. Provide technical expertise in the Land Management and Consumption Billing arenas.

PROFESSIONAL EXPERIENCE
TruePoint Solutions, LLC.

Loomis, CA 05/07 – Present
Senior Technical Consultant
As the Senior Technical Consultant at TruePoint Solutions, Joseph has utilized his technical background to assist in large and small implementations with various software products. His attention to detail and his organizational skills result in quality installations.

Responsibilities include:
• Create Report Specification and Reports in Crystal or SSRS • Develop strategies for converting data from legacy systems • Create data conversion documents and data conversion programs • Create interfaces to 3rd party data
• Create JAVA scripting (Event Scripts) to automate business processes • Installation of various products on client’s servers
Notable Projects:
• City of Boise, ID - Converted the city Tidemark Building and Planning data into Accela environment.
• California Department of Water Resources – Converted historical data and documents into Accela Automation.
• City of Visalia, CA – Converted the city Permit Plus data into Accela Automation. • County of Yakima, CO – Develop financial interface to export data from Accela Automation.
• County of Santa Clara, CA – Converted the county historical FileMaker data into their hosted Accela Automation environment.
• Carson City, NV – Converted the city Taxi licensing data into their hosted Accela Automation environment.

Hansen Information Technologies
Sacramento, CA 07/95 – 05/07
Data Conversion Specialist
Joseph was recognized for his technical talents early in his career with Hansen and was assigned many varying tasks on large and small implementations.
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33 Responsibilities included:
• Worked in team environments as either the lead conversion/interface developer or as a member in large conversion/interface implementations.
• Acquire Business processes and procedures at client sites to organize, document and create a functional analysis of business requirements.
• Interface with project managers and clients
• Coordinate and create plans for conversion, data mapping, data formats and implementation plans.
• Implement client data from various sources (text files, Dbase, MS Access, SQL Server and Oracle) using ODBC, MS Access, T-SQL, PL/SQL.
• Convert and preserve decommissioned, legacy system data as part of phased software implementations.
• Perform database tasks such as development of stored procedures, functions, SQL Queries, packages, triggers and creation of database objects such as tables, indexes, and views.
• Provide technical solutions and consultation on the conversion/ interface development needs of a given project.

SOFTWARE EXPERIENCE
• Accela Automation
• Tidemark
• Permit Plus
• Oracle 9i/10g/11g Client and Server
• Oracle PL/SQL development
• Crystal Reports
• Visual Studio
• Windows Operating Systems
• Microsoft Office
• SQL Server 2008 R2 and above versions
• Java Script
• Microsoft Transact SQL development
• SQL Server Reporting
• PL/SQL Developer
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34 Erin Griffith

ERIN GRIFFITH

CRYSTAL REPORTS, SSRS, AND SQL DEVELOPER

PROFILE
Erin came to TruePoint with 10 years of programming and report development experience and has worked on a number of projects over the last nine years for TruePoint.

PROFESSIONAL EXPERIENCE
TruePoint Solutions
Technical Consultant (Reporting Specialist) Jul-2010 to Present As a Technical Consultant on various projects Erin has the following responsibilities:
• Creating report specifications
• Creating reports in Crystal or SSRS in conjunction with PL/SQL or T-SQL queries • Developing strategies for converting data from legacy systems • Training clients on report development
Selected TruePoint Engagements:
• Stanislaus County, CA – Report writer and reporting trainer • San Diego County, CA - Report writer
• Atlanta, GA - Report writer
• Corvallis, OR - Report writer and reporting trainer
• Clackamas, OR - Report writer and reporting trainer
• Asheville, NC – Report writer and reporting trainer
• Pasco County, FL – Report writer and reporting trainer • San Antonio, TX – Report writer and reporting trainer • Washoe County, NV – Report writer
Clear Capital
Crystal Reports Developer Jul-2009 to 2011
Erin was the sole report writer at an extremely fast paced company which deals with mortgage valuation and other real estate products. Most of her work involved PL/SQL ad-hoc queries and packages that are accessed by Crystal Reports. Responsibilities included:
• Working with departments throughout the company to create a suite of reports to meet each group’s needs
• Custom design of customer reports and procedures using mainly Crystal Reports and PL/SQL
• Rewriting and optimizing stored procedures and packages • Developing procedures and packages in Oracle using PL/SQL CorVel, OHSU, Foundation, Integra Telecom, Epiq Systems Crystal Reports/SQL Developer Dec-2005 to Jun-2009
During this time Erin worked on contracts with a variety of companies through Kforce (Integra), ATSI Group (CorVel and Epiq), and OHSU Foundation. She worked mainly as a Crystal Reports Developer with some time spent as a SQL developer as well. 16 - 42
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35 Genesis Financial Solutions, Inc.

Crystal Reports Developer Sep-2004 to Dec-2005
At GFS Erin was the Crystal Reports Developer for a company specializing in debt purchasing and recovery. Erin did everything that goes between the Data Warehousing and the final Crystal Report. This includes managing and coding for the Data Mart, writing and testing the queries for the reports, and development and quality assurance of the reports themselves.

Zoot Enterprises, Inc.

Crystal Reports Developer and Applications Programmer
Bozeman, MT Dec-2000 to Apr-2004
At Zoot Erin was the senior reports developer as well as an applications programmer. She worked on a variety of projects for many of the nation’s top financial institutions. The most challenging of those involved creating custom reports for Bank of America, First Tennessee, and MBNA that cover every aspect of the Credit Analysis process. For Bank of America I led the report development on a web delivered reporting system that takes 60 reports and turns them into over 700 scheduled Adobe and Excel files, covering their entire sales force and all aspects of their business.

TECHNICAL SKILLS
• Software: Crystal Reports 8.0/9.0/10.0/11.0, Crystal Enterprise, Seagate Info Desktop, Seagate Analysis, Microsoft
• Visual Studio 6.0, Microsoft Office programs, Microsoft Access, Raiser's Edge, SSRS, SSIS • Languages: Zootscript, T-SQL, Visual Basic 6.0, PL/SQL • Operating Systems: Windows (2000, XP, NT, 95, 98), UNIX/LINUX • Office Experience: 10-Key, Spreadsheets, Customer Service, Data Entry, Email, Internet, Scheduling
• Other Skills: ODBC Data Sources, CVS, Database Queries, Statistical Analysis, Documentation, Data Mining, Cash Handling, DTS

EDUCATION
• Majored in Mathematics with a Minor in Physics at Montana State University located in Bozeman, Montana. My upper-level course selection indulged a variety of interests with the most emphasis being in Computer Science, Mathematics, Physics, Statistics, History, and Philosophy
• Liberal Studies Degree from Portland State University with a minor in English 16 - 43
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36 c. Responsibility and Availability
Describe the specific responsibility each team member will have on the project and confirm her/his availability to work on this project.

The TruePoint team being proposed will be made available to work on the project. The proposed roles are as follows.

Keith Hobday Executive Oversight
David Brown Project Manager (Regional Services Director) Jackie Ramirez Analysis and Configuration Specialist
Tyler Suarez Technical Specialist
Joe Cipriano Conversion Specialist
Erin Griffith Report Specialist
Below is a list of the typical roles needed by the City team.

City Resources Responsibilities
Project Sponsor • Ultimate responsibility for the success of the project • Creating an environment that promotes project buy-in
• Driving the project through all levels of the City
• High-level oversight throughout the duration of the project • Serving as the primary escalation point to address project issues in a timely manner
Project Manager • Overall administration, coordination, communication, and decisionmaking associated with the implementation • Planning, scheduling, coordinating and tracking the implementation with TruePoint and within the City
• Ensuring that the project team stays focused, tasks are completed on schedule, and that the project stays on track
Division/Departmental
Business Leads
A user representative for each affected department must be appointed to facilitate analysis and configuration and serve as a decision-making entity for that group. These critical appointments may well determine the success of the implementation for their respective areas. Responsibilities include:
• Attending requirements workshop sessions
• Willing and able to gather data and make decisions about business processes
• Assist in the creation of specifications for reports, interfaces & conversions
• Review and test the system configuration, reports, conversion, interfaces • Participating in the implementation of the Accela solution Division/Departmental
Subject Matter Expert
(SME)
Responsibilities include:
• Being trained on the Accela system at a System Administration level • Being fully engaged in the Business Analysis and system configuration activities
• Assist internal efforts towards the creation of reports, interfaces & conversions
• Assist in the review and testing of the system
• Actively participate in the full implementation of the Accela solution 16 - 44
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37 Technical Lead Responsibilities include:
• Primary responsibility for the technical environment during the software implementation
• Act as the primary technical resource for troubleshooting problems • Work with TruePoint technical personnel during implementation Staff Availability
As our references will attest, TruePoint Solutions possesses a robust team of experienced staff, and our deep bench of professional IT resources gives us the facility to easily provide additional staffing resources based on project demands. Below we have provided a listing of TruePoint’s consultants, with notations of individual skillsets.
* Marked individual has been with TruePoint for 10 years or more.

Proj. ManagerBusiness Analysis Accela AutomationCitizen AccessMobile OfficeAccela GISEDRAd-hocCrystal ReportsSSRSEvent ScriptsInterfacesConversionEnd User Training Consultant Primary Role Public Sector
Keith Hobday Implementation Consultant 31yrs. ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ Terry Dunn Implementation Consultant 20 yrs. ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ Cory Probasco Implementation Consultant 23 yrs. ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ Melissa Bouquin Implementation Consultant 20 yrs. ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ David Brown Implementation Consultant 17 yrs. ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ Thomas Hornick Technical Consultant 21 yrs. ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ Joe Cipriano Technical Consultant 22 yrs. ⚫ ⚫ ⚫ ⚫ ⚫ ⚫
Richard Holland Technical Consultant 12 yrs. ⚫ ⚫ ⚫ ⚫ ⚫
Michele Niccore Implementation Consultant 12 yrs. ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ McKenzie Helvick Implementation Consultant 12 yrs. ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ Jay Lum Technical Consultant 31 yrs. ⚫ ⚫ ⚫
Deborah Herman Implementation Consultant 22 yrs. ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ Johnny Guest Implementation Consultant 14 yrs. ⚫ ⚫
Erin Griffith Technical Consultant 14 yrs. ⚫ ⚫ ⚫
Jackie Ramirez Implementation Consultant 10 yrs. ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ Tyler Suarez Implementation Consultant 6 yrs. ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ Ray Schug Implementation Consultant 26 yrs. ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ Erica Rodriguez Implementation Consultant 14 yrs. ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ Greg Lamy Implementation Consultant 3 yrs. ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ Michael Becker Implementation Consultant 5 yrs. ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ Alex Charlton Implementation Consultant 5 yrs. ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ ⚫ 16 - 45
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38 6. References
A list of three to five public sector client references for which related systems have been implemented.
a. Provide name, title, email address, and telephone number of contacts. b. Provide a brief description of the service provided and the dates of the work provided.

Client Contact Description Dates of Work
Moreno
Valley, CA
Kimberly Krueger
14177 Frederick Street
Moreno Valley, CA 92552
951.413.3428, [email protected]
Complete Land Management
Implementation Including Accela
ad-on products. Also have an ongoing support contract in place for as needed support.

Implementation date:

December 2016
City of
Torrance, CA
Stephen Lavey
3031 Torrance Blvd.
310.618.2567
Torrance, CA 90503
[email protected]
Accela Enhancement Services for:

Street maintenance activities,
annual fire inspections, special
event permits, filming permits,
business visit tracking, and permits
for street tree pruning and street
tree removal/replanting.

January 2019, on-going
engagement
City of Visalia Fitz Barrientos
Systems Analyst
707 W. Acequia Ave.
559-713-4496
Visalia, CA 93291
[email protected]
Analysis, Configuration, Scripting,
Permits Plus Conversion, over 60
new Record Types, heavy
automation, Accela Citizen Access.

Accela Automation (Civic Platform)
September 2016 to
Present
City of Santa
Monica
Colin Probert
Lead Systems Analyst
1685 Main St
(310) 458-8381, ext. 5016
Santa Monica, CA 90401
[email protected]
Permits Plus to Accela Civic
Platform upgrade for Building,
Planning, Fire, Code Enforcement,
Public Works. Citizen Access and
GIS integration including CSLB, Hdl
and Selectron integrations.

May 2013 to May 2014
City of
Roseville, CA
Colin Parks
Sr. Dev. Svcs. Analyst
311 Vernon Street
(916) 746-1353
Roseville, CA 95678
[email protected]
Accela migration from Permits Plus
to Accela Automation for
Permitting, Licensing, Planning,
and Fire. Project went live in July
2013. Currently providing ongoing
support services.

Project went live in July
2013. Currently providing
ongoing support services
on-going
City of
Ontario, CA
Jose Andrade
Principle IT Analyst
303 E B Street
(909) 395-2045
Ontario, CA 91764
[email protected]
Accela enhancement services for:

Development Impact Fees, System
Upgrades, online permits for all
modules.

Original Implementation
2012 – Currently for
enhancements and
expansion of Accela
features, on-going
support
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ATTACHMENT 2
TruePoint Solutions/Accela Revised Proposal
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Statement of Work
City of South Pasadena, CA
Accela Civic Applications
for a
Building, Planning, Engineering, Code Enforcement and Electronic Plan Review
10-18-22
TruePoint Solutions
3262 Penryn Road
Suite 100-B
Loomis, CA 95650
Tel: 916-259-1293
Attachment 2
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TABLE OF CONTENTS
TABLE OF CONTENTS ..................................................................................................................................................................... 2 DOCUMENT CONTROL .................................................................................................................................................................... 3 INTRODUCTION ................................................................................................................................................................................ 4 OVERVIEW............................................................................................................................................................................................ 4 CRITICAL SUCCESS FACTORS................................................................................................................................................................ 4 PROJECT ASSUMPTIONS ............................................................................................................................................................... 5 GENERAL PROJECT ASSUMPTIONS........................................................................................................................................................ 5 PROJECT RESOURCING ASSUMPTIONS................................................................................................................................................... 5 ACCELA SOLUTION ASSUMPTIONS......................................................................................................................................................... 6 ADMINISTRATION............................................................................................................................................................................. 6 CHANGE ORDERS ................................................................................................................................................................................. 6 APPENDIX A - ACCELA IMPLEMENTATION APPROACH............................................................................................................. 7 APPENDIX B...................................................................................................................................................................................... 9 BASIC SCOPE OF WORK ................................................................................................................................................................. 9 STAGE 1 - INITIATION....................................................................................................................................................................... 9 TASK 1: PROJECT INITIATION ................................................................................................................................................................. 9 TASK 2: ACCELA ENVIRONMENT DEPLOYMENT........................................................................................................................................ 9 STAGE 2 – TO-BE / BUSINESS ANALYSIS ........................................................................................................................................... 10 TASK 3: TO-BE ANALYSIS AND CONFIGURATION DOCUMENT.................................................................................................................. 10 STAGE 3 – SOLUTION FOUNDATION ................................................................................................................................................... 11 TASK 4: ACCELA BASE CIVIC PLATFORM SOLUTION FOUNDATION .......................................................................................................... 11 TASK 5: ACCELA CIVIC PLATFORM CONFIGURATION.............................................................................................................................. 11 TASK 6: ACCELA CIVIC PLATFORM ELECTRONIC PLAN REVIEW INTEGRATION......................................................................................... 11 STAGE 4 – BUILD.............................................................................................................................................................................. 11 TASK 7: BUSINESS PROCESS VALIDATION AND AUTOMATION (BUSINESS RULE SCRIPTING) ..................................................................... 12 DATA CONVERSION............................................................................................................................................................................. 12 TASK 8: HISTORICAL DATA CONVERSION ANALYSIS............................................................................... ERROR! BOOKMARK NOT DEFINED.

TASK 9: HISTORICAL DATA CONVERSION DEVELOPMENT........................................................................ ERROR! BOOKMARK NOT DEFINED.

SYSTEM INTERFACES .......................................................................................................................................................................... 12 TASK 9A THRU D: INTERFACE ANALYSIS AND DEVELOPMENT................................................................................................................. 13 REPORTS ........................................................................................................................................................................................... 14 TASK 10: REPORT SPECIFICATIONS...................................................................................................................................................... 14 TASK 11: REPORT DEVELOPMENT ........................................................................................................................................................ 15 TASK 12: ACCELA CITIZEN ACCESS CONFIGURATION.............................................................................................................................. 15 TASK 13: ACCELA GIS CONFIGURATION............................................................................................................................................... 15 TASK 14: ACCELA MOBILE DEPLOYMENT.............................................................................................................................................. 15 STAGE 5 – READINESS.................................................................................................................................................................. 16 TASK 15: TRAINING............................................................................................................................................................................. 16 TASK 16: USER ACCEPTANCE TESTING (UAT) AND GO LIVE PREP ........................................................................................................ 16 STAGE 6 - DEPLOY......................................................................................................................................................................... 17 TASK 17: PRODUCTION SUPPORT ........................................................................................................................................................ 17 PROJECT TIMELINE....................................................................................................................................................................... 18 PROJECT SERVICES BUDGET ..................................................................................................................................................... 19 EXPENSES: ......................................................................................................................................................................................... 19 16 - 51
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DOCUMENT CONTROL
Date Author Version Change Reference
10-28-22 Keith v1.0 Initial Draft
V2.0 Remove some scope
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INTRODUCTION

OVERVIEW
The following Statement of Work will detail how TruePoint Solutions will implement the software and services you have purchased.

This Statement of Work (“SOW”) sets forth a scope and definition of the consulting/professional services, work and/or project (collectively, the “Services”) to be provided by TruePoint Solutions (“TruePoint”) to Agency (“City of South Pasadena”).

CRITICAL SUCCESS FACTORS
To successfully execute the services described herein, there are several critical success factors for the project that must be closely monitored and managed by the stakeholders. These factors are critical in setting expectations between the Agency and TruePoint, identifying and monitoring project risks, and promoting strong project communication.
• Dedicated Agency Participation – Agency acknowledges that its staff must be actively involved throughout the entire duration of Services as defined in the agreed upon Project Plan. TruePoint will communicate insufficient participation of Agency resources through Project Status Reports with real and potential impacts to the project timeline. TruePoint will work with the project sponsors and department leaders to determine appropriate team member involvement. This could range from full-time, during early analysis meetings, to part-time during the technical implementation phase.
• Knowledge Transfer – It is critical that Agency personnel participate in the analysis, configuration, and deployment of Accela Civic Platform for TruePoint to transfer knowledge to the Agency. Once Postproduction assistance tasks are completed by TruePoint, the Agency assumes all day-to-day operations of Accela Civic Platform outside of the Support and Maintenance Agreement. The Support and Maintenance Agreement does not cover any Agency manipulation of implemented scripts, reports, interfaces, and adaptors. Key knowledge transfer areas could include:
• Configuration
• Business Rules Scripting
• Interfaces
• Reports and Forms
• Release Management
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PROJECT ASSUMPTIONS

GENERAL PROJECT ASSUMPTIONS
Scope and Timeline
• Scope is based on RFP response and feedback with Agency prior to the SOW development. • Agency and TruePoint will review their responsibilities before work begins to ensure that Services can be satisfactorily completed and in the appropriate timeframe. • Tasks not specifically described in this document are the responsibility of Agency. • “Go live” (system is in production) timeline assumes timely completion of Agency deliverables (including finalization of requirements / use cases), availability of key Agency resources, and collaboration and availability of any third-party vendor resources. Late (per mutually agreed project plan) Agency deliverables may adversely impact overall implementation timeline. • Overall project plan will be mutually agreed to by Agency and TruePoint project managers prior to final Configuration.

Training
• Project assumes that a Train the Trainer approach will be taken during this implementation. The Trainer will train the Agency super users in the day-to-day operation features of Accela. The training will also focus on successful training techniques and styles for training system end users that can be performed via web training sessions.

Testing
• TruePoint is responsible for testing the initial configuration of system along with functional use cases sample input/output for each (as demonstrated on onsite visit). • TruePoint to validate system and interfaces before turning module over to the Agency for testing. • Agency is responsible for User Acceptance Test and System Integration Testing Go Live and Go Live Support
• “Go Live” definition is that the Accela software is up and running in production. If an Agency moves to production, i.e., “Goes Live” it is deemed to have accepted the product and shall comply with any payment obligation for “Go-Live” and/or “Acceptance”.

PROJECT RESOURCING ASSUMPTIONS
Agency Resourcing
• Agency will provide a Project Manager throughout the course of the implementation. • Agency Project Manager will maintain primary responsibility for the scheduling of Agency employees and facilities in support of project activities.
• Agency has committed to the involvement of key resources and subject matter experts for ongoing participation in all project activities as defined in the project plan associated with this SOW. • Agency agrees during the Initiation Phase of the project to assign a designated approver for each major project deliverable. The designated approver will be responsible for overseeing and/or directly participating in the design and development, as well as the approval, of the deliverable. Agency may make changes to designated approvers with written notification to TruePoint a minimum of one month before a deliverable is due.
• Agency will provide access to subject matter experts and decision makers in a timely fashion. 16 - 54
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TruePoint Resourcing
• TruePoint has assumed that project team will need to be on-site as appropriate with-in the expense budget.

Any additional on-site consulting will be at the mutual agreement of Agency and TruePoint Project Manager. All travel expenses incurred for on-site work are per the terms of expense reimbursement outlined above. • In the pricing, TruePoint has assumed the appropriate resourcing to ensure deployment success for the scope outlined. Significant additional support requested by Agency over this level of resourcing would necessitate a change order that could impact the cost of the project. • TruePoint will provide a project manager for services throughout the implementation to plan and monitor execution of the project in accordance with deliverables outlined in the Statement of Work. To support the implementation of the Accela Civic Platform software at the Agency, TruePoint will provide Project Management services throughout the project.
• Changes in project scope or expectations that require additional worked hours over the hours or scope stated in the SOW may require a Change Order.

ACCELA SOLUTION ASSUMPTIONS
General
• TruePoint will implement the most current version of Accela Civic Platform that is available at time of initial installation. This will likely be Civic Platform 22.2.0 • Agency will provide/purchase/acquire the appropriate hardware, software, and infrastructure assets to support all required Accela software products in both support/testing and production environments as defined in the project schedule.
• For use with Accela Citizen Access, Agency will provide/purchase/acquire an Accela supported online merchant account and all related hardware required by the merchant account provider for the handling of credit cards and/or checks.
• Agency is responsible for proper site preparation, hardware, software, and network configuration in accordance with Accela specifications.

ADMINISTRATION

CHANGE ORDERS
To make a change to the scope of Professional Services in this SOW, Agency must submit a written request to TruePoint specifying the proposed changes in detail. TruePoint shall submit to Agency an estimate of the charges and the anticipated changes in the delivery schedule if any that will result from the proposed change in the Professional Services (“Change Order”). TruePoint shall continue performing the Professional Services in accordance with the SOW until the parties agree in writing on the change in scope of work, scheduling, and fees. Any Change Order shall be agreed to by the parties in writing prior to implementation of the Change Order. 16 - 55
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APPENDIX A - ACCELA IMPLEMENTATION APPROACH
TruePoint will deliver its Services to the Agency by employing the methodology detailed in this section. This is a proven methodology that guides the project from inception to deployment, thereby increasing the chances of successfully implementing Accela software products. Project delivery through execution of this Implementation Life Cycle is described below.

IMPLEMENTATION LIFE CYCLE
Thorough execution of these six stages ensures that customers receive high-quality services throughout the project engagement.

As illustrated in the figure above, the stages of project delivery flow in linear direction, although many tasks run in parallel as appropriate to avoid unnecessary project delays. Each stage has pre-defined objectives, tasks, and associated deliverables. Depending on the exact scope of the project, a full complement or subset of all available deliverables will be delivered through the services defined for the project. Employing this deliverables-based approach ensures that TruePoint and the Agency understand the composition and ‘downstream’ impact of each project deliverable to ensure the project is delivered with quality and in a timely manner.

INITIATION
Initiation represents the first stage in the lifecycle. During the Initiation stage, project contracts and the SOW are finalized, project scope and objectives are reviewed, and project planning activities and deliverables are completed.

ANALYSIS
Analysis is the second stage in the lifecycle. During the Analysis stage, TruePoint reviews existing agency documentation, interviews agency staff, and conducts workshops to understand the “To-Be” vision of the Agency that can be executed with the aid of Accela Civic Platform. It is during this Phase that TruePoint gains a deeper understanding of Agency processes and business rules; simultaneously, the Agency begins to gain a deeper understanding of the methodology and Accela Civic Platform capabilities. A key output of this Phase is the To-Be Analysis Document(s) which serve as the ‘foundation’ for configuration of Accela Civic Platform to support germane elements of the Agency “To-Be” vision. Supplementing the To-Be Analysis Document(s) are all other configuration specifications documents related to data conversion, interfaces, reports, and event scripts.

SOLUTION FOUNDATION
Solution Foundation is the third stage in the lifecycle. It begins upon completion of Stage 2 and should be completed prior to the next stage, Build. During the Solution Foundation stage, Accela Civic Platform will be built to match the to-be processes agreed to in the Analysis stage. Essential to this effort is the configuration of the Record (Case, Application, Permit, etc.) types that were agreed to during the Analysis phase.

BUILD
Build serves as the fourth stage in the lifecycle, and execution of this stage overlaps Configuration, but ends after Configuration is complete. During the Build stage, all defined elements during the Analysis stage 16 - 56
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South Pasadena City CouncilDecember 7, 2022

South Pasadena City Council
December 7, 2022