St. Helena City Council
July 22, 2025

City of St. Helena
Regular City Council Meeting
Tuesday, July 22, 2025 @ 6:00 PM
Vintage Hall Board Room - Second Floor
465 Main Street, St. Helena

PLEASE NOTE: Any person who wishes to speak regarding an item on the agenda or make a comment under the "Oral Communication" portion of the agenda may do so, but please observe the time limit of four minutes. The Mayor may reduce the four minute time limit for all speakers in circumstances where a large number of citizens intend to make public comment.

The City Council meeting will be live-streamed on Comcast 28 and on the City's website Public comment for meetings will be accepted via email to [email protected]. All public comments must be received three hours prior to the meeting. All other public comments received after the deadline will be attached to the item the next business day or soon thereafter. Public comments will not be read out loud but will be publicly available and attached to the on-line agenda.

The schedule of upcoming meetings and published meeting agendas can be found on the City of St. Helena website at https://sthelena.civicweb.net/portal/.

Page

1. CALL TO ORDER

2. ROLL CALL
Mayor: Paul Dohring, Vice Mayor: Michelle Deasy, City Council Members:

Aaron Barak, Kate Spadarotto, Billy Summers

3. PLEDGE OF ALLEGIANCE

4. ADOPTION OF THE AGENDA

5. APPROVAL OF THE MINUTES
Estimated start time: 6:05 p.m.

5.1. Consideration and proposed approval of Regular Meeting Minutes of June 10, 2025 and June 24, 2025.

Regular City Council - 10 Jun 2025 - Minutes
Regular City Council - 24 Jun 2025 - Minutes
11 - 32

6. PUBLIC FORUM:

Members of the public are entitled to speak on matters of municipal concern not on the agenda during Public Forum. Each person’s comments shall be limited to 4 minutes. Each person is entitled to speak on any non-agendized item only once at any meeting. Brief questions by Council Members for clarifications may be posed and answered, and Council Members may make requests that items be placed on future agendas, but in accordance with state law, no substantive discussion or action may take place unless and until the matter properly appears on the agenda.

Estimated start time: 6:10 p.m.

6.1. Public Comment.Leslie Stanton 33

7. REPORTS BY STAFF AND CITY COUNCIL, FUTURE AGENDA ITEMS, AND AB 1234 REPORTS:

Reports by staff and/or Council Members on items of general interest. Brief questions for clarification may be posed and answered, and Council Members may request that items be placed on a future agenda. Except under certain circumstances, the Brown Act prohibits any other discussion or action by the City Council.

Estimated start time: 6:20 p.m.

8. PRESENTATIONS AND PUBLIC RECOGNITIONS

8.1. Proclaiming July as Parks and Recreation Month
Parks and Recreation Month Proclamation
35 9. STAFF BRIEFING

10. CONSENT ITEMS
Members of the Council or the public (present at the meeting) may ask that any items be considered individually for purposes of considering alternative action, for extended discussion, or for public comment. Unless that is done, one motion may be used to adopt all recommended actions. (Roll Call Vote) Estimated start time: 6:30 p.m.

10.1. Consideration and Approval of a new three-year contract with UpValley Centers Family for Coordination Management of a Juvenile Diversion Program and Drug/Alcohol Prevention Education Program,
commencing July 1, 2025, through June 30, 2028, for a total contract amount not to exceed $90,000 (annual contract amount of $30,000).

CEQA Determination: Exempt
Prepared By: Justin Tharp, Lieutenant
Recommendation:

Recommend approval of attached Resolution.

Staff Report - Juvenile Diversion Program Contract - Pdf 37 - 70

10.2. Approval of a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with PublicPay for a full Classification and Compensation Study for an amount not-to-exceed $44,800.

CEQA Determination: Not a CEQA project
Prepared By: Mandy Kellogg, Administrative Services Director Recommendation:

Staff recommends approval of the attached resolution.

Staff Report - Class & Comp Study PSA Award - Pdf
71 - 130

10.3. Approval of Resolution Authorizing the City Manager to Execute Professional Services Agreement with Blackberg Group LLC. for an Efficiency and Business Transformation study in an amount Not-To131 - 212

Exceed $100,000.

CEQA Determination: Exempt
Prepared By: Andrew Bradley, Program Manager
Recommendation:

Adopt a resolution authorizing the City Manager to execute a professional services agreement with Blackberg Group LLC. to conduct the City’s Efficiency and Business Transformation Study, in an amount not-to-exceed $100,000.

Staff Report - Efficiency and Transformation Study - Pdf

10.4. Authorization of a Resolution approving a Professional Services Agreement in the amount of $160,000 between the City of St. Helena and the St. Helena Chamber of Commerce for FY 2025-26.

CEQA Determination: Not a CEQA project
Prepared By: Mandy Kellogg, Administrative Services Director Recommendation:

Staff recommends approval of the attached resolution.

Staff Report - Chamber of Commerce Contract Approval - Pdf 213 - 227

10.5. Adopt a resolution authorizing the City Manager to execute a Professional Services Agreement with Albion Surveys, Inc. for topographic surveying services at Bell Canyon Reservoir, as part of the Bell Canyon Intake Tower Replacement Project (CIP W-109), for an amount not to exceed $15,000.

CEQA Determination: Not a CEQA project
Prepared By: Lesley Milton, Deputy City Manager
Recommendation:

Adopt a resolution approving the contract.

Staff Report - Bell Canyon Survey For W-109 - Pdf
229 - 249

10.6. Authorize the City Manager to execute payment of outstanding invoices for generator rental services and approve additional funding for continued emergency generator rental services at the Wastewater Treatment Plant (WWTP), for an additional $47,904.78 increasing the not-to-exceed total to $286,425.

CEQA Determination: Not a CEQA project
Prepared By: Lesley Milton, Deputy City Manager
Recommendation:

Staff recommends that the City Council authorize the City Manager to execute payment of outstanding invoices for generator rental services and approve additional funding for emergency generator rental services at the Wastewater Treatment Plant (WWTP), increasing the not-toexceed total to $286,425.

Staff Report - CD Power Rental Costs WWTP - Pdf
251 - 254

10.7. Adopt a resolution authorizing the City Manager to execute a Professional Services Agreement with Dr. Water Well for video inspection, cleaning, and sanitizing of Stonebridge Well 2 for a not-toexceed cost of $14,700. 255 - 273

CEQA Determination: Not a CEQA project
Prepared By: Lesley Milton, Deputy City Manager
Recommendation:

Execute a Professional Services Agreement with Dr. Water Well for video inspection, cleaning, and sanitizing of Stonebridge Well 2 for a not-to-exceed cost of $14,700.

Staff Report - Well inspection and cleaning services Well 2 - Pdf

10.8. Consideration and Proposed Approval of a Resolution Authorizing the City Manager to execute Professional Services Agreement with Operational Technical Services (OTS) in a not-to-exceed amount of $180,000 for six-months of temporary Wastewater Treatment Operator with SWRCB Wastewater Treatment Grade 4 Certification or higher and authorize the expenditure of $66,224.08 of underbilled expenses.

CEQA Determination: Not a CEQA project
Prepared By: Stephanie Killingsworth, Public Works Financial Analyst Recommendation:

Staff Recommends Approval of the Attached Resolution and authorization to execute the contract.

Staff Report - OTS Operator for WWTP FY26 - Pdf
275 - 305

10.9. June 2025 Review and Forecasting of City Water Supply Availability.

CEQA Determination: Not a CEQA project
Prepared By: Ian Dale, Environmental Services Tech
Recommendation:

Receive and file.

Staff Report - Water Supply and Forecasting - June 2025 - Pdf 307 - 312

10.10. Adopt a Resolution to authorize the City Manager to enter into a professional services agreement with Precision Wireless Service in an amount not to exceed $14,007 for the procurement and installation of a replacement radio repeater to restore critical emergency communications infrastructure lost in the Glass Fire.

CEQA Determination: Not a CEQA project
Prepared By: Lesley Milton, Deputy City Manager
Recommendation:

Staff recommends that the City Council adopt a Resolution to authorize the City Manager to enter into a professional services agreement with Precision Wireless Service in an amount not to exceed $14,007 for the procurement and installation of a replacement radio repeater.

Staff Report - Communications Repeater replacement - Pdf 313 - 330

10.11. Consideration and Proposed Adoption of a Resolution Accepting the Work and Directing the Filing of the Notice of Completion for C22-03 Jacob Meily Park Drainage Site Survey and Installation of New Turf and Upgrade Irrigation.

CEQA Determination: Class I Categorical Exemption under Section 15301 of CEQA
331 - 335

Prepared By: Mario Traverso, Project Manager, Stephanie Killingsworth, Public Works Financial Analyst
Recommendation:

Staff Recommends Approval of the attached Resolution.

Staff Report - NOC - C22-03 Jacob Meily Park - Pdf

10.12. Consideration and Approval of a License Agreement with BodeEV for the Design, Construction, Operation, and Maintenance of Public Electric Vehicle Charging Stations at Four City-Owned Locations Project funded by grants and BodeEV Inc.

CEQA Determination: Class I Categorical Exemption under Section 15301 of CEQA
Prepared By: Andrew Bradley, Program Manager
Recommendation:

1. Approve a License Agreement with BodeEV Inc. for the design, construction, and ongoing maintenance and management of public EV charging stations at four City-owned sites.

2. Authorize the City Manager to take all other necessary actions to implement the project and meet grant deadlines .

Staff Report - Level 2 EV Charging for City Hall, Corp Yard, Crane Park, St. Helena Public Library - Pdf
Public Comment.Christopher Warner
Public Comment.Christopher Warner2
Public Comment.Christopher Warner attachment
337 - 391

11. PUBLIC HEARINGS
Estimated start time: 6:40 p.m.

11.1. Introduction and Waiver of First Reading of Ordinance Reimplementing Penalties for Delinquent Water and Sewer Bills.

CEQA Determination: Not a CEQA project
Prepared By: Martin Beltran, Finance Manager
Recommendation:

That Council introduce and waive the first reading of the proposed Ordinance amending Sections 13.04.100 and 13.04.130 of Article 1, Chapter 13.04, Title 13 of the St. Helena Municipal Code and Section

13.20.020 of Chapter 13.20, Title 13 of the St. Helena Municipal Code regarding procedures for delinquent water bills and provisions for the disconnection of water service, and procedures for handling delinquent sewer accounts.

Staff Report - Update on Utility Billing Penalties - Pdf 393 - 407

12. OLD BUSINESS
Estimated start time: 6:50 p.m.

12.1. Consideration of a resolution authorizing (1) temporary closures of portions of Adams Street, Allyn Avenue (local traffic only), Kearney Street, Stockton Street, and Tainter Street from 11:00 a.m. to 6:00 p.m. on Sunday, September 28, 2025, for the proposed Saint Helena 409 - 457

Porchfest; and (2) authorizing mobile food vendors to operate on the closed portions of the event footprint.

CEQA Determination: Not a CEQA project
Prepared By: Dave Jahns, Director of Community Services, Rebecca White, Administrative Assistant
Recommendation:

Review the event proposal and consider approval of the attached resolution.

Staff Report - St. Helena Porchfest 2025 - Pdf
Presentation
Public Comment.Jennifer Johnston
Public Comment.Josh Phelps
Public Comment.Leslie Wilks
Public Comment.Bonnie Storm

12.2. Discussion and Direction from City Council regarding treatment of covered balconies, porches, decks and other structures for purposes of calculating gross floor area under the City’s Zoning Ordinance.

CEQA Determination: Not a CEQA project
Prepared By: Ethan Walsh, City Attorney
Recommendation:

Receive direction from City Council on how they would like to treat covered balconies, porches, decks and similar structures under the Zoning Ordinance. City staff anticipates that after receiving direction, they will prepare an ordinance amending to the Zoning Code to carry out proposed direction of the Council, which will go to the Planning Commission for recommendation, and then return to Council for adoption.

Staff Report - Discussion and Direction regarding the treatment of covered balconies, porches, decks and other structures - Pdf Presentation
Public Comment. Kara Smith
Public Comment. Matthew Walter
Public Comment.Kendra Craven
Public Comment.Michelle Covell 1
Public Comment.Michelle Covell 2
Public Comment.Michelle Covell 3
Public Comment.Joshua Parke
Public Comment.Daniel Hale
Public Comment.Christine Hale
Public Comment.Deborah Claymon Boeschen
Public Comment.Charles Covell 1
Public Comment.Charles Covell 2
Public Comment.John Skupny
459 - 517

12.3. Consideration and proposed adoption of a Resolution authorizing the execution of a license agreement with Tauzer Apiaries, Inc., for access to a portion of City property at 1 Chaix Lane for the placement and maintenance of honeybee hives.
519 - 598

CEQA Determination: Not a CEQA project
Prepared By: Ian Dale, Environmental Services Tech
Recommendation:

Approve the attached resolution.

Staff Report - License Agreement with Tauzer Apiaries Inc. - Pdf Presentation
Public Comment.CA State Beekeeper Association
Public Comment.Judy Ahmann
Public Comment.Stephen McPherson
Public Comment.Trevor Tauzer
Public Comment.Elaine de Man

13. NEW BUSINESS
Estimated start time: 8:30 p.m.

13.1. Consideration of a resolution appointing applicants to the Planning Commission
CEQA Determination: Not a CEQA project
Prepared By: Erika Opp, Administrative Analyst
Recommendation:

Staff recommends adopting a resolution appointing applicants to the Planning Commission.

Staff Report - Appointing applicants to the Planning Commission - Pdf Public Comment.Brian Carroll
Public Comment.Claire Pott
Public Comment.Claudia Schmidt
Public Comment.Dana Johnson
Public Comment.Elizabeth Anne Clough
Public Comment.Heather Wright Foye
Public Comment.Jennifer and David Risher
Public Comment.Jesse Clifton
Public Comment.Jim Fassio
Public Comment.John Harrington
Public Comment.Kara Smith
Public Comment.Kelleen Sullivan
Public Comment.Pierette Titus
Public Comment.Agnessa Todorova
Public Comment.Andrea Jane York
Public Comment.Andrea Minoo
Public Comment.Beth Cook
Public Comment.Michelle Liu Covell
Public Comment.Mimi Martin Katz
599 - 649

14. CITY COUNCIL REPORTS:

14.1. A. Association of Bay Area Governments (ABAG) - Executive Board B. Association of Bay Area Governments (ABAG) - General Assembly C. Napa Valley Tourism Corporation (Umbrella for Napa County)

D. League of California Cities – North Bay Division
E. Napa County City Selection Committee
F. Napa County Flood Control and Water Conservation District G. Napa County Local Agency Formation Commission (LAFCO) H. Napa Valley Transportation Authority (NVTA)
I. Napa County Watershed Information Center & Conservancy (WICC) J. Upper Valley Waste Management Agency
K. Napa County Groundwater Sustainability Plan Advisory Committee L. Napa County Regional Climate Action Committee
M. Council Ad Hoc and Standing Committee Reports

15. ADJOURNMENT
The next Regular City Council meeting is scheduled for August 12, 2025, at 6:00 p.m.

This agenda was posted at City Hall, 1088 College Avenue, and at Vintage Hall, 465 Main Street, St. Helena, California on July 17, 2025.

Erika Opp, Administrative Analyst
In Compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please call the City Clerk’s Office (707) 967-2792. Notification 72 hours prior to the meeting as required by Section 202 of the Americans with Disabilities Act will enable the City to make reasonable arrangements to ensure accessibility to this meeting.

CHALLENGING DECISIONS OF CITY ENTITIES
The time limit within which to commence any lawsuit or legal challenge to any quasi-adjudicative decision made by the City of St. Helena is governed by Section 1094.6 of the Code of Civil Procedure, unless a shorter limitation period is specified by any other provision, including without limitation Government Code section 65009 applicable to many land use and zoning decisions, Government Code section 66499.37 applicable to the Subdivision Map Act, and Public Resources Code section 21167 applicable to the California Environmental Quality Act (CEQA). Under Section 1094.6, any lawsuit or legal challenge to any quasi-adjudicative decision made by the City must be filed no later than the 90th day following the date on which such decision becomes final. Any lawsuit or legal challenge, which is not filed within that 90-day period, will be barred. Government Code section 65009 and 66499.37, and Public Resources Code section 21167, impose shorter

limitations periods and requirements, including timely service in addition to filing.

If a person wishes to challenge the above actions in court, they may be limited to raising only those issues they or someone else raised at the meeting described in this notice, or in written correspondence delivered to the City of St. Helena, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies.

SUPPLEMENTAL MATERIAL RECEIVED AFTER THE POSTING OF THE AGENDA
Any supplemental writings or documents distributed to a majority of the City Council regarding any item on this Agenda, after the posting of the Agenda, will be available for public review in the City Clerk’s Office located at 1088 College Avenue, St. Helena, California, during normal business hours and by appointment. In addition, such writings or documents will be made available on the City’s web site at https://sthelena.civicweb.net and will be available for public review at the respective meeting.

MINUTES
City of St. Helena
Regular City Council Meeting
Tuesday, June 10, 2025 @ 6:00 PM
Vintage Hall Board Room - Second Floor
465 Main Street, St. Helena
A complete video recording of this meeting, except for closed session, can be found at https://sthelena.civicweb.net/Portal/ or by calling the City Clerk at (707) 968-2742. The City Council video is the official record of the Council meeting.

Present: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, and Council Member Kate Spadarotto

Absent: Council Member Billy Summers

1. CALL TO ORDER
Mayor Dohring called the meeting to order at 6:05 p.m.

2. ROLL CALL

3. PLEDGE OF ALLEGIANCE
Mayor Dohring led the Pledge of Allegiance.

4. ADOPTION OF THE AGENDA

4.1 Council Member Aaron Barak moved to adopt the agenda. The motion was seconded by Council Member Kate Spadarotto and on roll call carried by the following vote:

AYES: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, and Council Member Kate Spadarotto
NOES: None
ABSENT: Council Member Billy Summers
ABSTAIN: None
RECUSE: None

5. APPROVAL OF MINUTES

5.1 Consideration and proposed approval of Regular Meeting Minutes of May 27, 2025.

Council Member Kate Spadarotto moved to approve the Regular Meeting Minutes of May 27, 2025. The motion was seconded by Council Member Aaron Barak and on roll call carried by the following vote:

AYES: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Agenda Item #5.1.

Regular City Council
June 10, 2025
Aaron Barak, and Council Member Kate Spadarotto
NOES: None
ABSENT: Council Member Billy Summers
ABSTAIN: None
RECUSE: None

6. PUBLIC FORUM:

Tom Belt addressed the City Council.

7. REPORTS BY STAFF AND CITY COUNCIL, FUTURE AGENDA ITEMS, and AB 1234 REPORTS:

City Attorney Ethan Walsh reported on the Closed Session meeting of June 10, 2025 and noted there was no reportable action.

8. PRESENTATIONS AND PUBLIC RECOGNITIONS

9. STAFF BRIEFING

10. CONSENT ITEMS
Members of the Council or the public may ask that any items be considered individually for purposes of considering alternative action, for extended discussion, or for public comment. Unless that is done, one motion may be used to adopt all recommended actions. (Roll Call Vote)

10.1 Consideration of a Resolution to set a Public Hearing for 6:00 p.m. Tuesday, August 12, 2025, to consider objections to the proposed annexation of the property known as, 945 Main Street, St. Helena, CA (APN 009-263-007), into the St. Helena Municipal Sewer District No. 1, MSD Annexation No. 152.

CEQA Determination: Not a CEQA project
Prepared By: Rebecca White, Administrative Assistant
Recommendation:

It is recommended City Council approve the Resolution and set a Public Hearing for August 12, 2025, to consider objections to the proposed annexation of the property known as 945 Main Street (APN 009-263-007), into the St. Helena Municipal Sewer District No. 1, MSD Annexation No. 152.

10.2 Adoption of a resolution authorizing execution of a Construction Agreement with MG Masonry Inc., a fully licensed contractor, for the construction of a waste, recycling, and composting enclosure at Crane Park, in an amount not to exceed $41,640.

CEQA Determination: Not a CEQA project
Prepared By: Lesley Milton, Deputy City Manager
Recommendation:

Agenda Item #5.1.

Regular City Council
June 10, 2025
Approval for resolution authorizing a Construction Services Agreement with MG Masonry Inc. for Construction of a Waste, Recycling, and Composting Enclosure at Crane Park.

10.3 Approve a Resolution authorizing the purchase of additional RF-friendly Nicor Read-Rite meter box lids from PACE Supply for CIP Project W24-04 Smart Meter Deployment, in an amount not to exceed $48,066.

CEQA Determination: Not a CEQA project
Prepared By: Lesley Milton, Deputy City Manager
Recommendation:

Approve the attached Resolution authorizing the purchase of additional RFfriendly Nicor Read-Rite Lids from PACE Supply for CIP Project W24-04 Smart Meter Deployment.

10.4 Approval of a resolution authorizing the City Manager to execute a change order with Bobcat of Santa Rosa in the amount of $5,900. This change order accounts for sales tax that was inadvertently omitted from the original agreement. The revised not-to-exceed contract amount is $79,213.

CEQA Determination: Exempt
Prepared By: Carlos Uribe, Assistant Public Works Operations Manager Recommendation:

Approval of the attached resolution.

10.5 Approve a Resolution authorizing the purchase, delivery, and installation of two custom metal utility buildings at the Corporation Yard from Pro Metal Buildings Inc. in an amount not to exceed $33,663, to be funded from existing appropriations.

CEQA Determination: Not a CEQA project
Prepared By: Lesley Milton, Deputy City Manager
Recommendation:

Staff recommends approval of the attached resolution.

10.6 Resolution of the City Council of the City of St. Helena Authorizing the City Manager to Execute Amendment 02A To Professional Services Agreement with Economy Lock and Key, Inc.; STH Contract No: 2023-018 For Security Associated with the Napa Valley College Tenant Improvement Project (NVC-Ti) for an Additional $15,994 for a Total Not-To-Exceed Amount Of $84,518.

CEQA Determination: Not a CEQA project
Prepared By: Lesley Milton, Deputy City Manager
Recommendation:

Staff recommends Approval of Contract Amendment 02A with Economy Lock & Key Inc. for Fire Department Door Lock Replacement for an additional Agenda Item #5.1.

Regular City Council
June 10, 2025
$15,994.00 and a not to Exceed cost of $84,518.

10.7 Consideration and adoption of a resolution authorizing amendment #3 to Professional Services Agreement with Kosmont STH Contract 2023-050 for Real Estate Advisory Services for an additional $75,000 for a contract amount not to exceed $200,000.

CEQA Determination: Not a CEQA project
Prepared By: Maya DeRosa, Community Development Director Recommendation:

Staff recommends the City Council adopt the attached resolution.

Vice Mayor Michelle Deasy moved to approve the consent calendar items 10.1 through 10.7. The motion was seconded by Council Member Aaron Barak and on roll call carried by the following vote:

AYES: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, and Council Member Kate Spadarotto
NOES: None
ABSENT: Council Member Billy Summers
ABSTAIN: None
RECUSE: None

11. PUBLIC HEARINGS

11.1 Appeal (APP25-002) filed by Caroline Hernandez of Outstanding in the Field and Jorge Hernandez, Property Owner, to uphold the May 20, 2025 approval of the application for a Temporary Use Permit (TUP25-005) in order to allow for the private Andrea Bocelli dinner and entertainment event to be held the Monte Olivos estate, located at 2500 Spring Mountain Road, St. Helena, within the Twenty-Acre Agriculture zoning district with a maximum attendance of 600 persons and to be held on June 20, 2025.

CEQA Determination: Exempt
Prepared By: Jackie Oneal, Senior Planner
Recommendation:

It is recommended that the City Council:

1. Determine that the project is exempt from the requirements of CEQA pursuant to CEQA Guidelines Section 15304(e); and

2. Approve a resolution upholding the Planning Commission’s approval of TUP25-005 in order to allow the Andrea Bocelli dinner and entertainment event with up to 600 guests on the Monte Olivos estate located at 2500 Spring Mountain Road.

Senior Planner, Jackie Oneal presented on the item.

Agenda Item #5.1.

Regular City Council
June 10, 2025
Mayor Dohring opened the Public Hearing. Andrew Clements, representing the appellant, made a brief presentation. The attorney representing the Hernandez family followed presentation, and assured Council and public on behalf of his client that the family would not host any future events that would go beyond family related affairs.

Public Comment was received by Michael Haley and Carrie Thatcher.

Police Chief, Chris Hartley and Fire Chief, John Sorensen made comments to the council.

Council Member Aaron Barak moved to approve staff's recommendation. The motion was seconded by Council Member Kate Spadarotto and on roll call carried by the following vote:

AYES: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, and Council Member Kate Spadarotto
NOES: None
ABSENT: Council Member Billy Summers
ABSTAIN: None
RECUSE: None

11.2 Request by Brodie Group on behalf of the property owners, Fulton Junction Partners LLC, for approval of General Plan Amendment (GPA 2025-001) and Zoning Map Amendment (ZMA 2025-001) to change the property's land use designation from Service Commercial to Agriculture and to concurrently rezone the site from Service Commercial (SC) to Twenty-Acre Agriculture (A-20) to accommodate the future construction of a single-family home at 1030 Fulton Lane (APN 009-194-005).

CEQA Determination: Exempt
Prepared By: Jackie Oneal, Senior Planner
Recommendation:

1. Find that the proposed changes to General Plan Figure 2.1 and the City’s Zoning Map are in compliance with the California Environmental Quality Act pursuant to Section 15303, Class 3; and

2. Adopt the attached resolution approving General Plan Amendment 2025-001 to update General Plan Figure 2.1 to change the General Plan land use designation of the property located at 1030 Fulton Lane from Service Commercial to Agriculture; and

3. Introduce and waive first reading of the attached Ordinance for Zoning Map Amendment ZMA 2025-001 to rezone the property located at 1030 Fulton Lane from Service Commercial to Twenty-Acre Agriculture and incorporate these changes into the General Plan and Zoning Maps.

Agenda Item #5.1.

Regular City Council
June 10, 2025
Senior Planner Jackie Oneal presented on the item.

Mayor Dohring opened the Public Hearing; Eric Lundquist spoke on behalf of the applicant.

Discussion was turned over to Council. Questions and comments were made.

Vice Mayor Michelle Deasy moved to approve staff's recommendations. The motion was seconded by Council Member Kate Spadarotto and on roll call carried by the following vote:

AYES: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, and Council Member Kate Spadarotto
NOES: None
ABSENT: Council Member Billy Summers
ABSTAIN: None
RECUSE: None

11.3 Introduce and waive the first reading of an ordinance adding Chapter 8.44 to Title 8 of the St. Helena Municipal Code adopting the Fire Hazard Severity Zones as recommended by CalFire and to provide authorization for fees for the inspection of properties that are sold in high or very high fire hazard severity zones.

CEQA Determination: Exempt
Prepared By: John Sorensen, Fire Chief
Recommendation:

Recommend that the City Council:

1. Introduce and waive the first reading of an ordinance adding Chapter 8.44 to Title 8 of the St. Helena Municipal Code adopting the fire hazard severity zones; and

2. Provide authorization for fees for the inspection of properties that are sold in high or very high fire hazard severity zone.

Fire Chief John Sorensen presented on the item.

Mayor Dohring opened the Public Hearing; no public comments were made.

Discussion was turned over to the Council.

Council Member Kate Spadarotto moved to approve staff's recommendations.

The motion was seconded by Vice Mayor Michelle Deasy and on roll call carried by the following vote:

AYES: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, and Council Member Kate Spadarotto
Agenda Item #5.1.

Regular City Council
June 10, 2025
NOES: None
ABSENT: Council Member Billy Summers
ABSTAIN: None
RECUSE: None

12. OLD BUSINESS

12.1 Proposed Approval of a Resolution Adopting the FY 2025-26 and FY 2026-27 Biennial Budget.

CEQA Determination: Not a CEQA project
Prepared By: Mandy Kellogg, Administrative Services Director Recommendation:

Staff recommends approval of the attached resolution.

City Manager Anil Comelo and Administrative Services Director Mandy Kellogg presented the item.

Mayor Dohring opened Public Comment; public comment was received by Marcus Marquez and Amy Carraba-Salazar
Following staff's presentation, the discussion was turned over to Council.

Council Members asked questions and provided comments. It was the consensus of the Council to adopt the budget as presented by staff.

Additionally, when the Chamber contract is brought back for consideration, staff would increase the funding to $160,000 and make the necessary budget adjustment.

Council Member Aaron Barak moved to approve the resolution. The motion was seconded by Vice Mayor Michelle Deasy and on roll call carried by the following vote:

AYES: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, and Council Member Kate Spadarotto
NOES: None
ABSENT: Council Member Billy Summers
ABSTAIN: None
RECUSE: None
Mayor Dohring called for a 10-minute break at 8:30 p.m.

Council resumed at 8:40 p.m.

13. NEW BUSINESS
Agenda Item #5.1.

Regular City Council
June 10, 2025

13.1 This item was not heard.

Approval of Resolution Authorizing the City Manager to Execute Professional Services Agreement with Matrix Consulting Group for an Efficiency and Business Transformation study in an amount Not-To-Exceed $90,960.

CEQA Determination: Exempt
Prepared By: Andrew Bradley, Program Manager
Recommendation:

Adopt a resolution authorizing the City Manager to execute a professional services agreement with Matrix Consulting Group to conduct the City’s Efficiency and Business Transformation Study, in an amount not-to-exceed $90,960.

14. CITY COUNCIL REPORTS:

14.1 A. Association of Bay Area Governments (ABAG) - Executive Board B. Association of Bay Area Governments (ABAG) - General Assembly C. Napa Valley Tourism Corporation (Umbrella for Napa County) D. League of California Cities – North Bay Division
E. Napa County City Selection Committee
F. Napa County Flood Control and Water Conservation District G. Napa County Local Agency Formation Commission (LAFCO) H. Napa Valley Transportation Authority (NVTA)
I. Napa County Watershed Information Center & Conservancy (WICC) J. Upper Valley Waste Management Agency
K. Napa County Groundwater Sustainability Plan Advisory Committee L. Napa County Regional Climate Action Committee
M. Council Ad Hoc and Standing Committee Reports

15. ADJOURNMENT
Mayor Dohring adjourned the meeting at 8:44 p.m.

Agenda Item #5.1.

Regular City Council
June 10, 2025
APPROVED:
______________________________
Paul Jamison Dohring, Mayor
ATTEST:
_________________________
Erika Opp, Acting City Clerk
Agenda Item #5.1.

MINUTES
City of St. Helena
Regular City Council Meeting
Tuesday, June 24, 2025 @ 6:00 PM
Vintage Hall Board Room - Second Floor
465 Main Street, St. Helena
A complete video recording of this meeting, except for closed session, can be found at https://sthelena.civicweb.net/Portal/ or by calling the City Clerk at (707) 968-2742. The City Council video is the official record of the Council meeting.

Present: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, Council Member Kate Spadarotto, and Council Member Billy Summers

Absent:

1. CALL TO ORDER
Mayor Dohring called the meeting to order at 6:00 p.m.

2. ROLL CALL

3. PLEDGE OF ALLEGIANCE
Mayor Dohring led the Pledge of Allegiance.

4. ADOPTION OF THE AGENDA
Acting City Clerk Erika Opp noted that Item 7.2 would not be heard.

Council Member Aaron Barak moved to approve amended agenda. The motion was seconded by Council Member Kate Spadarotto and on roll call carried by the following vote:

AYES: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, Council Member Kate Spadarotto, and Council Member Billy Summers
NOES: None
ABSENT: None
ABSTAIN: None
RECUSE: None

5. PUBLIC FORUM:

Carl Dene addressed the City Council.

Agenda Item #5.1.

Regular City Council
June 24, 2025

6. REPORTS BY STAFF AND CITY COUNCIL, FUTURE AGENDA ITEMS, and AB 1234 REPORTS:

Community Services Director, Dave Jahns gave a brief update on the Summer Concert Series and invited the community to attend the 4th of July celebrations.

7. PRESENTATIONS AND PUBLIC RECOGNITIONS

7.1 Parks and Recreation Chair Report
Parks and Recreation Commissioner John Thompson made a brief presentation to the City Council.

7.2 This item was not heard.

Measure H Oversight Committee Chair Report

8. STAFF BRIEFING

9. CONSENT ITEMS
Members of the Council or the public may ask that any items be considered individually for purposes of considering alternative action, for extended discussion, or for public comment. Unless that is done, one motion may be used to adopt all recommended actions. (Roll Call Vote)

9.1 Consideration and Proposed Adoption of a Resolution Adopting a List of Projects for Fiscal Year 2025-26 funded by SB1: The Road Repair and Accountability Act of 2017.

CEQA Determination: Not a CEQA project
Prepared By: Stephanie Killingsworth, Public Works Financial Analyst Recommendation:

Staff recommends approval of the attached resolution.

9.2 Approval of a Resolution Establishing Appropriation Limits for Fiscal Year 2025-26 and the Selection of Current Year Adjustment Factors.

CEQA Determination: Not a CEQA project
Prepared By: Mandy Kellogg, Administrative Services Director Recommendation:

Staff recommends approval of the attached resolution.

9.3 Consideration and proposed adoption of a Resolution accepting the work and directing the filing of the Notice of Completion for the S24-01 Closed-Circuit Television (CCTV) Inspection Program, Phase 1 Project.

CEQA Determination: Not a CEQA project
Prepared By: Mario Traverso, Project Manager
Agenda Item #5.1.

Regular City Council
June 24, 2025
Recommendation:

Approve the Resolution.

9.4 Consideration of a resolution approving (1) a temporary closure of Tainter Street between Kearney Street and Oak Avenue on Sunday, July 20, 2025, from 6:00 a.m. to 6:00 p.m.; and (2) authorizing possession of open alcoholic beverages and the operation of mobile food vendors on this public street for the Guelaguetza St. Helena 2025 event scheduled for Sunday, July 20, 2025, from approximately 11:00 a.m. to 6:00 p.m.

CEQA Determination: Not a CEQA project
Prepared By: Rebecca White, Administrative Assistant
Recommendation:

Approval of the attached resolution.

9.5 May 2025 Review and Forecasting of City Water Supply Availability.

CEQA Determination: Not a CEQA project
Prepared By: Ian Dale, Environmental Services Tech
Recommendation:

Receive and file.

9.6 Consideration of a resolution authorizing the purchase of a Bobcat 24" HighFlow Planer for a total not-to-exceed amount of $20,950 for Public Works Operations.

CEQA Determination: Not a CEQA project
Prepared By: Juan Gonzalez
Recommendation:

Approval of the attached resolution.

9.7 Second reading and adoption of an ordinance adding Chapter 8.44 to Title 8 of the St. Helena Municipal Code adopting the Fire Hazard Severity Zones as recommended by CalFire and to provide authorization for fees for the inspection of properties that are sold in high or very high fire hazard severity zones.

CEQA Determination: Exempt
Prepared By: John Sorensen, Fire Chief
Recommendation:

Recommend that the City Council:

1. Conduct the second reading and adopt an ordinance adding Chapter 8.44 to Title 8 of the St. Helena Municipal Code adopting the fire hazard severity zones; and 2. provide authorization for fees for the inspection of properties that are sold in HIGH or VERY HIGH fire hazard severity zones.

9.8 Approval of a resolution authorizing the purchase and installation of new perimeter security fencing at the Corporation Yard from R & S Erection of Agenda Item #5.1.

Regular City Council
June 24, 2025
Richmond, Inc. for an amount not-to-exceed $151,580, including tax and contingency, to be funded from the FY2024/25 Public Works Administration budget.

CEQA Determination: Not a CEQA project
Prepared By: Lesley Milton, Deputy City Manager
Recommendation:

Staff recommends that the City Council approve the construction contract for the purchase and installation of new perimeter security fencing at the Corporation Yard for an amount not-to-exceed $151,580, including tax and contingency, to be funded from unspent professional contracts in the Public Works Administration budget.

9.9 Approval of Resolution authorizing a cost-sharing model and Memorandum of Understanding between the City of St. Helena and the St. Helena Unified School District with a three-year term, in which the District will fund 75% of the cost of a School Resource Officer, reimbursing the City approximately $160,000 annually.

CEQA Determination: Exempt
Prepared By: Justin Tharp, Lieutenant
Recommendation:

Staff recommends that the City Council approve the cost-sharing model and Memorandum of Understanding (MOU).

9.10 Proposed Approval of a Resolution:
(1) Approving Amendment #4 to the Memorandum of Understanding Between the City of St. Helena and the Police Officers' Association (POA) for a Oneyear Contract Commencing on July 1, 2025 and expiring on June 30, 2026; and
(2) Approving the Memorandum of Understanding Between the City of St.

Helena and the St. Helena Employees Association (SHEA) for a One-year Contract Commencing on July 1, 2025 and expiring on June 30, 2026; and (3) Approving Amendment #1 to the Memorandum of Understanding Between the City of St. Helena and the St. Helena Professional Firefighters Association (SHPFA) for a One-year Contract Commencing on July 1, 2025 and expiring on June 30, 2026; and
(4) Approving Amendment #12 to the Unrepresented Compensation Program for a One-year period Commencing on July 1, 2025 and expiring on June 30, 2026; and
(5) Adopting and Approving the Publicly Available Pay Schedules in Accordance with the Requirement of California Code of Regulations, Title 2, Section 570.5, for members covered under the Police Officers' Association (POA), St. Helena Employees Association (SHEA), Unrepresented Compensation Program, and certain Part-time Classifications.

CEQA Determination: Not a CEQA project
Agenda Item #5.1.

Regular City Council
June 24, 2025
Prepared By: Mandy Kellogg, Administrative Services Director Recommendation:

Staff recommends approval of the attached resolution.

9.11 Consideration and Proposed Approval of a Resolution Rescinding Resolution No. 2019-109 and Adopting the Amended Investment Policy P-FI-0002 for the City of St. Helena.

CEQA Determination: Not a CEQA project
Prepared By: Mandy Kellogg, Administrative Services Director Recommendation:

Staff recommends approval of the attached resolution.

9.12 Consideration and Proposed Approval of a Resolution Extending the Waiving of Sign Fees for Businesses.

CEQA Determination: Not a CEQA project
Prepared By: Jackie Oneal, Senior Planner
Recommendation:

Staff recommends the City Council approve the attached resolution.

9.13 Adoption and second reading of an Ordinance approving an amendment the Zoning Map to rezone the property at 1030 Fulton Lane from Service Commercial (SC) to Twenty-Acre Agriculture (A-20) to accommodate the future construction of a single-family home.

CEQA Determination: Exempt
Prepared By: Jackie Oneal, Senior Planner
Recommendation:

Adoption by title only and waive the second reading of the proposed Ordinance to:

1. Find that the proposed changes to General Plan Figure 2.1 and the City’s Zoning Map are in compliance with the California Environmental Quality Act pursuant to Section 15303, Class 3; and

2. Adopt the attached resolution approving General Plan Amendment 2025-001 to update General Plan Figure 2.1 to change the General Plan land use designation of the property located at 1030 Fulton Lane from Service Commercial to Agriculture; and

3. Introduce and waive first reading of the attached Ordinance for Zoning Map Amendment ZMA 2025-001 to rezone the property located at 1030 Fulton Lane from Service Commercial to Twenty-Acre Agriculture and incorporate these changes into the General Plan and Zoning Maps.

9.14 Consideration and adoption of a Resolution: (1) Awarding the R25-79 Pavement Restoration Project to JD General Engineering Corp in the amount of $1,420,640; (2) Authorizing the City Manager to execute the Construction Contract with JD General Engineering Corp; (3) Authorizing the Director of Agenda Item #5.1.

Regular City Council
June 24, 2025
Public Works to approve Change Orders not-to-exceed 15% of the contract amount; (4) Allocating a Portion of the Contract Work and Funding to Project R19-05 (Crane Portion) to Achieve Cost Savings; (5) Determining the Project to be Exempt from the Requirements of the California Environmental Quality Act (CEQA); (6) Requesting a budget increase for project R19-05 of $324,539; and (7) Requesting budget amendments to properly account for purchases in the Operating Budget.

CEQA Determination: Class I Categorical Exemption under Section 15301 of CEQA
Prepared By: Mario Traverso, Project Manager, Stephanie Killingsworth, Public Works Financial Analyst
Recommendation:

Staff recommends approval of the attached Resolution.

9.15 Consideration and proposed adoption of a Resolution authorizing the City Manager to execute Amendment No. 4 to Professional Services Agreement STH Contract: FY 2019-017 in the amount of $486,900 with HydroScience Engineers for services to fulfill CIP Project No. S-52 Wastewater Treatment and Reclamation Plant Project for a total not-to-exceed amount of $2,507,296 and approve updated budget for CIP Project S-52 reallocating funds from FY2025-26 GO Bond Funds to FY2024-25.

CEQA Determination: Not a CEQA project
Prepared By: Stephanie Killingsworth, Public Works Financial Analyst Recommendation:

Approval of Amendment No. 4 and updated CIP Budget.

9.16 Consideration and proposed adoption of a Resolution authorizing the City Manager to execute Amendment No. 2 to Professional Services Agreement STH Contract: FY20204-091 in the amount of $18,700 with Oscar Larson & Associates for services to fulfill CIP Project No. W-101 Tank 2 Rehabilitation Project for a total not-to-exceed amount of $63,000.

CEQA Determination: Not a CEQA project
Prepared By: Stephanie Killingsworth, Public Works Financial Analyst Recommendation:

Staff recommends that the City Council authorize the City Manager to execute Amendment No. 2 to the existing contract with Oscar Larson & Associates for an additional $18,700 for the Water Tank #2 Rehabilitation (W-101) for a total not-to-exceed $63,000.

9.17 Consideration and Proposed Adoption of a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with Oscar Larson & Associates, in an amount not-to-exceed $123,800 for Capital Improvement Project W24-02 Napa Intertie Pump Station (Rutherford) Replacement.

Agenda Item #5.1.

Regular City Council
June 24, 2025
CEQA Determination: Exempt from the requirements of CEQA pursuant to Section 15301, Class 1, which exempts the operation, leasing, or minor alteration of existing facilities
Prepared By: Stephanie Killingsworth, Public Works Financial Analyst Recommendation:

Staff recommends that the City Council authorize the City Manager to execute the Professional Services Agreement with Oscar Larson & Associates for a not-to-exceed amount of $123,800 for CIP Project W24-02 Napa Intertie Pump Station (Rutherford) Replacement.

Council Member Kate Spadarotto moved to adopt the Consent Calendar items

9.1 through 9.17. The motion was seconded by Council Member Aaron Barak and on roll call carried by the following vote:

AYES: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, Council Member Kate Spadarotto, and Council Member Billy Summers
NOES: None
ABSENT: None
ABSTAIN: None
RECUSE: None

10. PUBLIC HEARINGS

10.1 Approval of a Resolution adopting new Planning Fees in response to new planning application types.

CEQA Determination: Not a CEQA project
Prepared By: Martin Beltran, Finance Manager, Maya DeRosa, Community Development Director
Recommendation:

Staff recommends approval of the attached resolution adopting the new planning application fees, which will take effect on September 1, 2025.

Community Development Director, Maya DeRosa reported on the item.

Mayor Dohring opened the Public Hearing; Elaine de Man made a public comment.

Discussion was turned over to the Council where comments and questions were made.

Council Member Aaron Barak moved to approve the resolution with amended fees noted. The motion was seconded by Council Member Kate Spadarotto and on roll call carried by the following vote:

Agenda Item #5.1.

Regular City Council
June 24, 2025
AYES: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, Council Member Kate Spadarotto, and Council Member Billy Summers
NOES: None
ABSENT: None
ABSTAIN: None
RECUSE: None

10.2 Introduction and Waive of First Reading of Ordinance Reimplementing Penalties for Delinquent Water and Sewer Bills
CEQA Determination: Not a CEQA project
Prepared By: Martin Beltran, Finance Manager
Recommendation:

Adoption by title only and waive the first reading of the proposed Ordinance amending Sections 13.04.100 and 13.04.130 of Article 1, Chapter 13.04, Title 13 of the St. Helena Municipal Code and Section 13.20.020 of Chapter 13.20, Title 13 of the St. Helena Municipal Code regarding procedures for delinquent water bills and provisions for the disconnection of water service, and procedures for handling delinquent sewer accounts.

Finance Manager, Martin Beltran presented on the item.

Mayor Dohring opened the Public Hearing; no public comment was received.

Discussion was turned over to the Council. It was determined that item would be brought back to Council

11. NEW BUSINESS

11.1 Discussion and Direction Regarding the Use of Modular Housing Units at the Water and Wastewater Treatment Plants for Staff Housing.

CEQA Determination: Not a CEQA project
Prepared By: Lesley Milton, Deputy City Manager
Recommendation:

Staff recommends that the City Council discuss and provide direction regarding the installation of modular, premanufactured housing units at the Water Treatment Plant (WTP) and Wastewater Treatment Plant (WWTP) to support the recruitment and retention of staff and use Water/Wastewater Enterprise Funds for this purpose.

Deputy City Manager, Lesley Milton presented the item.

Mayor Dohring opened public comment; public comment was received by Agenda Item #5.1.

Regular City Council
June 24, 2025
Elaine de Man and Carl Dene.

Discussion was turned over to Council. The council directed staff to take a look at doing two two-bedroom units; one at the water plant and one at the wastewater treatment plant to be funded from the water fund and prioritized for employees at those facilities.

Mayor Dohring called for a 10-minute recess at 7:46 PM. Council resumed at 7:57 p.m.

11.2 Appeal of utility bill by Dene Properties LLC
CEQA Determination: Not a CEQA project
Prepared By: Martin Beltran, Finance Manager
Recommendation:

Staff is seeking direction from City Council regarding the appeal. A single resolution with 3 options has been provided for Council consideration/direction:
(1) Deny the appeal; OR (2) Grant appeal for full refund; OR (3) Grant appeal for partial refund.

Finance Manager, Martin Beltran reported on the item.

Mayor Dohring opened up public comment; The appellant, Carl Dene spoke on the matter.

Discussion was turned over to Council where the determination was made to grant 50% of the appeal for a partial refund.

Council Member Aaron Barak moved to approve resolution granting appellant 50% of the appeal for a partial refund. The motion was seconded by Council Member Billy Summers and on roll call carried by the following vote:

AYES: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, Council Member Kate Spadarotto, and Council Member Billy Summers
NOES: None
ABSENT: None
ABSTAIN: None
RECUSE: None

11.3 Review and discussion of the proposed temporary street closures and operation of mobile food vendors for the 2025 St. Helena Porchfest on Sunday, September 28, 2025.

CEQA Determination: Not a CEQA project
Prepared By: Dave Jahns, Director of Community Services, Rebecca White, Agenda Item #5.1.

Regular City Council
June 24, 2025
Administrative Assistant
Recommendation:

Review the event proposal and provide feedback and direction to staff. Based on feedback and direction received, Staff anticipates bringing forward a formal request for approval or denial of the road closure requests at the July 22, 2025, City Council meeting.

Director of Community Services, Dave Jahns made presentation on the item.

Following Director Jahns, Porchfest organizers, Rachael Clark and Alex Weeks presented.

Mayor Dohring opened up public comment; public comment was received by John Haniford, Elaine de Man, David Kearney Brown, Katherine Gold, Graham Jones and Katherine Dann.

Discussion was turned over to the Council for direction. At 9:00 p.m. Mayor Dohring asked for a motion to continue to 9:30 p.m. Vice Mayor Deasy made motion to extend to 9:30 p.m. The motion was seconded by Council Member Summers and by voice vote all were in favor.

The council recommended that the organizers continue to meet with the Community Services Director and return with assurances of their ability to perform, or clear evidence demonstrating such capability. This should be accompanied by the conditional requirements set forth by the Parks and Recreation Commission, and the exact dollar amount for the required insurance coverage, and a more detailed understanding of the financials involved.

11.4 Approval of a resolution appointing applicants to the Active Transportation & Sustainability Committee, Parks and Recreation Commission, Library Board of Trustees and consider leaving the recruitment open for the unfilled terms of office until filled.

CEQA Determination: Not a CEQA project
Prepared By: Erika Opp, Administrative Analyst
Recommendation:

Staff recommends adopting a resolution appointing applicants to the following committees:

Active Transportation Sustainability Committee
Library Board of Trustees
Parks & Recreation Committee
Agenda Item #5.1.

Regular City Council
June 24, 2025
Mayor Dohring introduced the item.

No public comment was made.

Mayor Paul Dohring moved appoint the following applicants to Boards, Committees and Commissions:

Jeff Farmer and John Zimmerman to the Active Transportation and Sustainability Committee, Gillian Casey, Jonathan Furuta and Juana Navarro to the Library Board of Directors and Julie Jenanyan to one of two spots open on the Parks and Recreation Commission
The motion was seconded by Council Member Billy Summers and on roll call carried by the following vote:

AYES: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, Council Member Kate Spadarotto, and Council Member Billy Summers
NOES: None
ABSENT: None
ABSTAIN: None
RECUSE: None

12. CITY COUNCIL REPORTS:

12.1 A. Association of Bay Area Governments (ABAG) - Executive Board B. Association of Bay Area Governments (ABAG) - General Assembly C. Napa Valley Tourism Corporation (Umbrella for Napa County) D. League of California Cities – North Bay Division
E. Napa County City Selection Committee
F. Napa County Flood Control and Water Conservation District G. Napa County Local Agency Formation Commission (LAFCO) H. Napa Valley Transportation Authority (NVTA)
I. Napa County Watershed Information Center & Conservancy (WICC) Agenda Item #5.1.

Regular City Council
June 24, 2025
J. Upper Valley Waste Management Agency
K. Napa County Groundwater Sustainability Plan Advisory Committee L. Napa County Regional Climate Action Committee
M. Council Ad Hoc and Standing Committee Reports

13. ADJOURNMENT
Mayor Dohring adjourned the meeting at 9:30 p.m.

APPROVED:
______________________________
Paul Jamison Dohring, Mayor
ATTEST:
_________________________
Erika Opp, Acting City Clerk
Agenda Item #5.1.

From: Leslie Stanton
To: City Clerk
Subject: Concerning Old City Hall Main Street
Date: Friday, July 11, 2025 8:32:24 PM
City Clerk please add this email on to the City Council. Thank you. L. Stanton Mayor and City Council Members -
Please, no, don't sell that Main Street property to a hotel developer. We need another halffilled hotel like we need a hole in the head. That prime piece of real estate is community property. Please think of the future and not of some money going to waste in the short term.

Sincerely, Leslie Stanton
Agenda Item #6.1.

Proclamation
City of St. Helena
Designation of July as Park and Recreation Month
WHEREAS, Parks and Recreation is an integral part of communities throughout this country, including the City of St. Helena; and
WHEREAS, parks and recreation promotes health and wellness, improving the physical and mental health of people who utilize parks and participate in community recreational activities; and
WHEREAS, parks and recreation provides public spaces for leisure, enrichment, and gathering opportunities designed to encourage active lifestyles for people of all ages; and
WHEREAS, park and recreation programming and education activities such as out-ofschool enrichment, sports, arts & culture, and environmental education are critical to childhood development; and
WHEREAS, our parks and natural recreation areas ensure the ecological beauty of our community and provide a place for children and adults to connect with nature and recreate outdoors; and
WHEREAS, parks and recreation is fundamental to the environmental well-being of our community; and
WHEREAS, the U.S. House of Representatives has designated July as Parks and Recreation Month; and
WHEREAS, the City of St. Helena recognizes and celebrates the benefits derived from Parks and Recreation resources.

NOW THEREFORE, BE IT RESOLVED that I, Paul Jamison Dohring, Mayor of the City of St. Helena, and the St. Helena City Council, do hereby proclaim that July is recognized as Park and Recreation Month in the City of St. Helena.

Dated: July 22, 2025
______________________________
Paul Jamison Dohring, Mayor
City of St. Helena
Agenda Item #8.1.

Agenda Report to the City Council
Agenda Section: CONSENT ITEMS
Department: Police
DATE: July 22, 2025
FROM: Justin Tharp, Lieutenant
SUBJECT: Consideration and Approval of a new three-year contract with UpValley Centers Family for Coordination
Management of a Juvenile Diversion Program and
Drug/Alcohol Prevention Education Program, commencing
July 1, 2025, through June 30, 2028, for a total contract amount not to exceed $90,000 (annual contract amount of $30,000).

RECOMMENDED
ACTION:

Recommend approval of attached Resolution.

PREVIOUS COUNCIL
ACTION:

Council approved a Juvenile Diversion Contract with Up
Valley Family Center June 9, 2020, by unanimous
approval of the consent calendar per the attached meeting minutes (Exhibit A).

STATEMENT OF THE
PURPOSE:

Enter into a three-year contract with the Up Valley Family Centers of Napa County to provide a Juvenile Diversion
Program and Drug/Alcohol Prevention Education Program.

FINANCIAL IMPACT: The fiscal impact of this contract amendment is minimal.

The total cost of $90,000 ($30,000 per year) over the
three-year contract term is budgeted in the Police
Department’s existing operating budget and will be funded through the General Fund. No additional appropriations
are required.

BACKGROUND:

The Juvenile Diversion Program is a rehabilitation and second-chance initiative offered to first-time juvenile offenders. The program focuses on promoting accountability and positive life choices by providing education in life skills, decision-making, drug and alcohol prevention, and personal responsibility. It also includes counseling services and access to alternative resources for both youth participants and their families. Upon successful completion of the program, all criminal charges are dismissed. The participant avoids entry into the criminal justice system, leaving no record of a criminal offense.

The Juvenile Diversion program was first implemented by the St. Helena Police Department in 2001 and was initially managed in-house. In 2005, as the program expanded. The city entered a collaborative agreement with the Boys and Girls Club and the Calistoga Police Department. Under this arrangement, the Boys and Girls Club Agenda Item #10.1.

provided a dedicated counselor to manage program operations and the case load, with funding responsibilities shared among the three agencies. In 2017, the Cities of St.

Helena and Calistoga transitioned away from the Boys and Girls Club and entered into a new three-year agreement with UpValley Family Centers. This transition enhanced efficiency, program costs. The UpValley Family Centers collaborated to secure a qualified program manager and established a cost-sharing structure, ensuring the continued quality and sustainability of the program. The most recent contract with UpValley Family Centers expired on June 30, 2023, and is due for renewal. Approval of this contract allows the UpValley Family Center to apply for grants to help fund the Juvenile Diversion Program.

DISCUSSION:

The City of St. Helena pays $30,000 annually for the Juvenile Diversion program.

Attached is the Scope of Work and an overview of the Juvenile Diversion program. City staff requests Council approval of a new professional contract with UpValley Family Centers, effective July 1, 2025, through June 30, 2028. The City agrees to pay the Up Valley Family Center $30,000 annually for the next three years for a total not exceeding $90,000. This is a continuation of services already rendered by the UpValley Family Centers and is allocated in the Police Department’s current budget.

ENVIRONMENTAL REVIEW: N/A
GOAL:

Goal 4: Provide Effective Community Information & Opportunities for Engagement Goal 5: Enhance Quality of Life
Goal 7: Enhance Organizational Effectiveness
DOCUMENTS ATTACHMENTS:

Resolution - UpValley Family Centers (002)-c1
Agreement_ St. Helena_ UpValley Family Centers-c1
UVFC Juvenile Diversion scope of work FY26
Prior STH Contract 2017-061-01A 11-17-21 UVFC_Diversioncontract_FY22 Exhibit A - June 9 2020 Approved Meeting Minutes
Agenda Item #10.1.

CITY OF ST. HELENA
RESOLUTION NO. 2025-__
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ST.

HELENA APPROVING A PROFESSIONAL SERVICES

AGREEMENT WITH UPVALLEY FAMILY CENTERS OF NAPA

COUNTY FOR COORDINATION AND MANAGEMENT OF A

JUVENILE DIVERSION PROGRAM AND DRUG/ALCOHOL

PREVENTION EDUCATION PROGRAM SERVICES IN AN AMOUNT
NOT-TO-EXCEED $90,000.

RECITALS
A. On August 1, 2017, the City of St. Helena, City of Calistoga, and UpValley Family Centers entered into an agreement to provide coordination and management of a Juvenile Diversion Program and Drug/Alcohol Prevention Education Program Services; and
B. In April 2025, UpValley Family Centers requested a three-year contract extension for the Juvenile Diversion Program; and
C. The City of St. Helena desires to continue utilizing UpValley Family Centers to provide these services through FY 2027-2028, at $30,000 each fiscal year, for a total not-to-exceed amount of $90,000.

RESOLUTION
NOW, THEREFORE, the City Council of the City of St. Helena resolves as follows:

1. The City Council of the City of St. Helena hereby authorizes the City Manager to execute a Professional Services Agreement with UpValley Family Centers of Napa County through June 30, 2028, for a total contract amount not-to-exceed amount of $90,000 per year; and

2. Funding is as follows:

Description Fund GL Account Amount
FY26 Approved
Operating Budget General Fund 101-49-00-21-30 30,000
FY27 Approved
Operating Budget General Fund 101-49-00-21-30 30,000
Staff will request
during FY28 Budget
Development
General Fund 101-49-00-21-30 30,000
Agenda Item #10.1.

Total 90,000
Approved at a Regular Meeting of the St. Helena City Council on July 22, 2025, by the following vote:

Mayor Paul Dohring:

Vice Mayor Deasy:

Council Member Barak:

Council Member Spadarotto:

Council Member Summers:

APPROVED: ATTEST:
________________________ ________________________
Paul Jamison Dohring, Mayor Erika Opp, Acting City Clerk Agenda Item #10.1.

83578.00010\43962554.1

UpValley Family Centers of Napa County July 22, 2025

AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT, made and entered into on July 22, 2025 by and between the City of St. Helena, located in the County of Napa, State of California (City), and UpValley Family Centers of Napa County, located in in the County of Napa, State of California (Consultant).

RECITALS:

A. Since 2017, the City has retained Consultant to provide coordination and management of a Juvenile Diversion Program and Drug/Alcohol Prevention Education Program Services.

B. City desires to retain Consultant to continue providing professional services in connection with the project described as coordination and management of a Juvenile Diversion Program and Drug/Alcohol Prevention Education Program Services.

C. Consultant has represented that Consultant has the necessary expertise, experience, and qualifications to perform the required duties.

NOW, THEREFORE, in consideration of the mutual premises, covenants, and conditions herein contained, the parties agree as follows:

SECTION 1 – BASIC SERVICES
Consultant agrees to perform the services set forth in Exhibit A, “Scope of Services” and made part of this Agreement.

SECTION 2 – ADDITIONAL SERVICES
Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement that are in addition to or outside of those set forth in this Agreement or Exhibit A, “Scope of Services” (the “Services”), unless such additional Services and compensation are authorized in advance and in writing by the City Council or City Manager of the City.

SECTION 3 – TERM AND TIME FOR COMPLETION
The term of this Agreement shall be July 1, 2025 through June 30, 2028. The time for completion of Services shall be as identified in Exhibit A, “Scope of Services”. The parties expressly agree that time is of the essence in the performance of this Agreement.

SECTION 4 – COMPENSATION AND METHOD OF PAYMENT
A. Subject to any limitations set forth in this Agreement, City agrees to pay consultant $30,000 for each fiscal year, for Fiscal Years 2025-26, 2026-27, and 2027-28. Total compensation shall not exceed $90,000 unless additional compensation is approved in accordance with Section 2.

Agenda Item #10.1.

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UpValley Family Centers of Napa County July 22, 2025
B. Consultant shall furnish to City an original invoice for all work performed and expenses incurred during the preceding month. The invoice shall detail charges by the following categories if applicable: labor (by sub-category), travel, materials, equipment, supplies, subconsultant contracts, and miscellaneous expenses. Each original invoice furnished shall include the expenses incurred during the preceding month, the cumulative Agreement amount, and the amount remaining on the Agreement. City shall independently review each invoice submitted to determine whether the work performed and expenses incurred are in compliance with the provisions of this Agreement. If no charges or expenses are disputed, the invoice shall be approved, and City will cause Consultant to be paid within 30 days of receipt of invoice. If the City disputes any charges or expenses, the City will return the original invoice to Consultant for correction and resubmission. If the City reasonably determines, in its sole judgment, that the invoiced charges and expenses exceed the value of the Services performed to date and that it is probable that the Agreement will not be completed satisfactorily within the contract price, City may retain all or a portion of the invoiced charges and expenses. Within thirty (30) days of satisfactory completion of the project, City shall pay the retained amount, if any, to Consultant.

C. Payment to the Consultant for work performed pursuant to this Agreement shall not be deemed to waive any errors or omissions in work performed by Consultant.

SECTION 5 – STANDARD OF PERFORMANCE
A. Consultant represents that it has the qualifications, experience and facilities necessary to properly perform the Services required under this Agreement in a thorough, competent and professional manner. Consultant shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all Services described herein. For the avoidance of doubt, in meeting its obligations under this Agreement, Consultant shall employ, generally accepted standards and practices utilized by persons in the same or similar geographical area engaged in providing Services similar to those required of Consultant under this Agreement.

B. In order to induce City to enter into this Agreement, Consultant represents that it is duly organized, existing and in good standing under applicable state law; Consultant is licensed to perform all aspects of the Services; Consultant will employ only persons and Subconsultants with all required licenses and certifications; that Consultant is duly qualified to conduct business in the State; that Consultant has duly authorized the execution, delivery and performance of this Agreement and the Services to be performed herein; and that the Agreement does not violate or create a default under any instrument, agreement, order or decree binding on Consultant.

SECTION 6 – INSPECTION AND FINAL ACCEPTANCE
City may accept or reject any of Consultant’s work under this Agreement, either during performance or when completed. City shall reject work by a timely written explanation.

Acceptance of any of Consultant’s work by City shall not constitute a waiver of any of the provisions of this Agreement including, but not limited to, the sections pertaining to indemnification and insurance.

Agenda Item #10.1.

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SECTION 7 – INSURANCE REQUIRED
Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees, as indicated:

A. Minimum Scope of Insurance. Coverage shall be at least as broad as:

1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).

2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto).

3. Workers’ Compensation insurance as required by the State of California and Employer’s Liability Insurance.

B. Minimum Limits of Insurance. Consultant shall maintain limits no less than:

1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations, as applicable. If Commercial General Liability Insurance or other form with a General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.

3. Employer’s Liability: $1,000,000 per accident for bodily injury or disease.

C. Professional Liability Insurance. Consultant shall maintain at least $1,000,000 of professional liability insurance combined single limit for each occurrence, insuring against professional errors and omissions in the Services performed by Consultant under this Agreement, including, without limitation, claims for negligence, misrepresentation, violation of good faith and fair dealing, and inaccurate advise arising out of, resulting from, or in connection with Services performed by Consultant under this Agreement.

D. Sexual Abuse or Molestation ("SAM") Liability: If the work will include contact with minors, and the Commercial General Liability policy is not endorsed to include affirmative coverage for sexual abuse or molestation, Consultant shall obtain and maintain a policy covering Sexual Abuse and Molestation with a limit no less than $1,000,000 per occurrence or claim.

E. Primary Coverage. For any claims related to this contract the Consultant’s insurance coverage shall be primary insurance as respects to City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, Agenda Item #10.1.

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employees, or volunteers shall be excess of Consultants insurance and shall not contribute with it.

F. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions of $25,000 or greater must be declared to and approved by the City.

G. Other Insurance Provisions. The commercial general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:

1. The City, its agent, officers, officials, employees, and volunteers are to be covered as additional insured as respects: liability arising out of work or operations performed by the Consultant or Consultant’s subconsultants; or automobile owned, leased, hired or borrowed by the Consultant.

2. For any claims related to Consultant’s conduct while performing the work of this project, the Consultant’s insurance coverage shall be primary insurance as respects the City, its agents, officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its agents, officers, officials, employees or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.

3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City.

4. Coverage shall not extend to any indemnity coverage for the active negligence of the additional insured in any case where an agreement to indemnify the additional insured would be invalid under Subsection (b) of Section 2782 of the Civil Code.

H. Waiver of Subrogation. Consultant’s commercial general liability, automobile liability, workers’ compensation, and employer’s liability policies shall be endorsed with a waiver of subrogation. The insurance company, in its endorsement, agrees to waive all rights of subrogation against the City, its agents, officers, officials, employees and volunteers for losses paid under the terms of this policy which arises from the work performed by the named insured for the City.

I. The Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A: VII, unless otherwise acceptable to the City.

J. Verification of Coverage. Consultant shall furnish the City with original certificates and amendatory endorsements effecting coverage required by this clause. The endorsements should be on forms provided by the City or on forms that conform to City requirements. All certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications at any time.

SECTION 8 – INDEMNIFICATION
Agenda Item #10.1.

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A. To the fullest extent allowed by law (including without limitation California Civil Code Sections 2782 and 2782.8), as may be applicable, Consultant shall indemnify, defend, and hold harmless City, its agents, officers, officials, employees, representatives, and volunteers from any and all claims, demands, suits, loss, damages, injury, and/or liability (including any and all costs and expenses in connection therewith, including legal fees and expert witness costs) (collectively, “Liabilities”), incurred by reason of any negligent or otherwise wrongful act or omission of Consultant, its officers, agents, employees, subconsultants, and subcontractors, or any of them, under or in connection with this Agreement; and Consultant agrees at its own cost, expense and risk to defend any and all claims, actions, suits, or other legal proceedings brought or instituted against City, its agents, officers, officials, employees and volunteers, or any of them, arising out of, pertaining to, or relating to such negligent or otherwise wrongful act or omission, and to pay and satisfy any resulting judgments.

B. When Consultant under this Agreement is duly licensed under California Business and Professions Code as an architect, landscape architect, professional engineer, or land surveyor (i.e., a “design professional,” pursuant to Civil Code § 2782.8(c)), the provisions of this section regarding Consultant’s duty to defend and indemnify apply only to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of Consultant.

C. If any action or proceeding is brought against Indemnitees by reason of any of the matters against which Consultant has agreed to indemnify Indemnitees as provided above, Consultant, upon notice from City, shall defend Indemnitees at Consultant’s expense by counsel acceptable to City, such acceptance not to be unreasonably withheld. Indemnitees need not have first paid for any of the matters to which Indemnitees are entitled to Indemnification in order to be so indemnified. The insurance required to be maintained by Consultant shall ensure Consultant’s obligations under this section, but the limits of such insurance shall not limit the liability of Consultant hereunder. The provisions of this section shall survive the expiration or earlier termination of this Agreement.

D. The provisions of this section do not apply to claims to the extent occurring as a result of the City’s sole negligence, active negligence, or willful acts or misconduct.

E. Duty to Cooperate. Each party shall notify the other party immediately in writing of any claim or damage related to activities or Services performed under this Agreement. The parties shall cooperate with each other in the investigation and disposition of all Liabilities arising out of the activities or Services under this Agreement.

F. In the event that Consultant executes any subconsulting agreements in connection with the Services performed under this Agreement, Consultant shall place in all such subconsulting agreements, and cause its subconsultants to agree to, the indemnity and insurance obligations in favor of City and other Indemnitees, as provided herein, in the exact form and substance of those contained in this Agreement.

SECTION 9 – INDEPENDENT CONTRACTOR STATUS
A. Consultant is and shall at all times remain a wholly independent contractor and not an officer, employee or agent of City. Consultant shall have no authority to bind City in any manner Agenda Item #10.1.

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or to incur an obligation, debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless such authority is expressly conferred under this Agreement or is otherwise expressly conferred in writing by City.

B. The personnel performing the Services under this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Neither City, nor any elected or appointed boards, officers, officials, employees or agents of City, shall have control over the conduct of Consultant or any of Consultant’s officers, employees or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that Consultant or any of Consultant’s officers, employees or agents are in any manner officials, officers, employees or agents of City.

C. Neither Consultant, nor any of Consultant’s officers, employees or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City’s employees. Consultant expressly waives any claim Consultant may have to any such rights.

SECTION 10 – CONFLICTS OF INTEREST AND ANTI-FRAUD AND ANTICORRUPTION POLICIES A. Consultant covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which would in any way hinder Consultant’s performance of Services under this Agreement. Consultant further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent, or subcontractor without the express written consent of the City Manager. Consultant agrees to at all times avoid conflicts with the interests of City in the performance of this Agreement.

B. City understands and acknowledges that Consultant is, as of the date of execution of this Agreement, independently involved in the performance of non-related Services for other governmental agencies and private parties.. Consultant is aware of any stated position of City relative to such projects. Any future position of City on such projects shall not be considered a conflict of interest for purposes of this section.

C. Consultant understands and acknowledges City maintains an anti-fraud and anticorruption policy to protect the City, its operations, and its employees from and against financial risks, operational breaches, and unethical, fraudulent and corrupt activities. Consultant represents that Consultant, its subcontractor(s) / subconsultant(s) and their respective employees providing Services pursuant to the Agreement are (1) in good standing; (2) have not been previously investigated, convicted, or debarred for fraudulent or corrupt activities; (3) will not participate in fraudulent or corrupt activities, and (4) will take steps to ensure that its employees and subcontractor(s) / subconsultant(s) employees do not participate in any fraudulent or corrupt activities. Consultant acknowledges and agrees further that it has a duty to and will report to City any information or incident(s) about possible fraudulent or corrupt activities Consultant may discover, and will cooperate in any fraud or corruption investigation conducted, with respect to Consultant’s service provided pursuant to this Agreement.

Agenda Item #10.1.

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SECTION 11 – OWNERSHIP OF DOCUMENTS
A. All original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents prepared, developed or discovered by Consultant in the course of providing any Services pursuant to this Agreement shall become the sole property of City and may be used, reused or otherwise disposed of by City without the permission of the Consultant. When requested by City, but no later than three years after project completion, Consultant shall deliver to City all such original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents.

Notwithstanding the foregoing, any reuse or modification of Consultant's and/or its SubConsultants' instruments of service without Consultant's and/or its Sub-Consultants' written authorization and/or adaptation for the specific purpose intended shall be at the sole risk of City and/or any third party and without liability to Consultant.

B. All copyrights, patents, trade secrets, or other intellectual property rights associated with any ideas, concepts, techniques, inventions, processes, improvements, developments, works of authorship, or other products developed or created by Consultant during the course of providing Services (collectively the “Work Product”) shall belong exclusively to City. The Work Product shall be considered a “work made for hire” within the meaning of Title 17 of the United States Code. Without reservation, limitation, or condition, Consultant hereby assigns, at the time of creation of the Work Products, without any requirement of further consideration, exclusively and perpetually, any and all right, title, and interest Consultant may have in the Work Product throughout the world, including without limitation any copyrights, patents, trade secrets, or other intellectual property rights, all rights of reproduction, all rights to create derivative works, and the right to secure registrations, renewals, reissues, and extensions thereof.

SECTION 12 – CONFIDENTIAL INFORMATION; RELEASE OF

INFORMATION
A. All information gained or work product produced by Consultant in performance of this Agreement shall be considered confidential, unless such information is in the public domain or already known to Consultant. Consultant shall not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the City Manager, except as may be required by law.

B. Consultant, its officers, employees, agents or subcontractors, shall not, without prior written authorization from the City Manager or unless requested by the City Attorney of City, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement.

Response to a subpoena or court order shall not be considered “voluntary” provided consultant gives City notice of such court order or subpoena.

C. If Consultant, or any officer, employee, agent or subcontractor of Consultant, provides any information or work product in violation of this Agreement, then City shall have the right to reimbursement and indemnity from Consultant for any damages, costs and fees, including attorneys’ fees, caused by or incurred as a result of Consultant’s conduct.

Agenda Item #10.1.

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D. Consultant shall promptly notify City should Consultant, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed thereunder. City retains the right, but has no obligation, to represent Consultant or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, this right to review any such response does not imply or mean the right by City to control, direct, or rewrite such response.

SECTION 13 – SUSPENSION OF WORK
City may, at any time, by ten (10) days written notice suspend further performance by Consultant. All suspensions shall extend the time schedule for performance in a mutually satisfactory manner and Consultant shall be paid for Services performed and reimbursable expenses incurred prior to the suspension date.

SECTION 14 – COMPLIANCE WITH LAW
Consultant shall keep itself informed of and comply with all applicable federal, state and local laws, statutes, codes, ordinances, regulations and rules in effect during the term of this Agreement. Consultant shall obtain any and all licenses, permits and authorizations necessary to perform the Services set forth in this Agreement. Neither City, nor any elected or appointed boards, officers, officials, employees or agents of City, shall be liable, at law or in equity, as a result of any failure of Consultant to comply with this section.

SECTION 15 – COMPLIANCE WITH CIVIL RIGHTS
During the performance of this contract, Consultant agrees as follows:

A. Equal Employment Opportunity. In connection with the execution of this Agreement, Consultant shall not discriminate against any employee or applicant for employment because of race, religion, color, ancestry, age, sexual orientation, gender, gender identity and gender expression as protected categories specifically and expressively in that category, physical handicap, medical condition, marital status, sex, or national origin. Such actions shall include, but not be limited to, the following: employment, promotion, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rate of pay or other forms of compensation; and selection for training including apprenticeship.

B. Nondiscrimination Civil Rights Act of l964. Consultant will comply with all federal regulations relative to nondiscrimination to federally-assisted programs.

C. Solicitations for Subcontractors including Procurement of Materials and Equipment.

In all solicitations, either by competitive bidding or negotiations, made by Consultant for work to Agenda Item #10.1.

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be performed under a subcontract, including procurement of materials or leases of equipment, each potential subcontractor, supplier, or lessor shall be notified by Consultant of Consultant’s obligations under this Agreement and the regulations relative to nondiscrimination.

SECTION 16 – COMPLIANCE WITH CALIFORNIA LABOR CODE

REQUIREMENTS
A. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). The requirement to submit certified payroll records directly to the Labor Commissioner under Labor Code section 1771.4 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Section 1771.4.

B. If the services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. Notwithstanding the foregoing, the contractor registration requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Sections 1725.5 and 1771.1.

C. This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor that affect Consultant’s performance of services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor.

SECTION 17 – AUDIT AND INSPECTION OF RECORDS
Agenda Item #10.1.

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A. Records of Consultant’s direct labor costs, payroll costs, and reimbursable expenses pertaining to this project covered by this Agreement will be kept on a generally recognized accounting basis and made available to City if and when required for a period of up to 3 years from the date of Consultant’s final invoice.

B. Consultant shall maintain all documents and records prepared by or furnished to Consultant during the course of performing the Services for at least three (3) years following completion of the Services. Such records include, but are not limited to, correspondence, internal memoranda, technical reports and investigations, calculations, books and accounts, accounting records documenting its work under its Agreement, and invoices, payrolls, records and all other data related to matters covered by this Agreement.

C. Consultant shall permit City to audit, examine and make copies, excerpts and transcripts from such records, and the Consultant shall in no event dispose of, destroy, alter, or mutilate said books, records, accounts, and data in any matter whatsoever for three (3) years after City makes the final or last payment or within three (3) years after any pending issues between City and Consultant with respect to this Agreement are closed, whichever is later.

SECTION 18 – LIMITATION OF LIABILITY
A. Consultant agrees that any liability of City arising in connection with this Agreement shall be limited exclusively to the City-entity identified as the “City” under this Contract. Under no circumstance shall any other City-entity be liable to Consultant under any theory, whether in contract, tort, or otherwise, and Consultant waives unconditionally any such claims. Consultant hereby waives and release other City-entities from any liability under this Agreement.

B. Notwithstanding any other provision of this Agreement, in no event shall City be liable, regardless of whether any claim is based on contract or tort, for any special, consequential, indirect or incidental damages, including, but not limited to, lost profits or revenue, arising out of or in connection with this Agreement or the Services performed hereunder.

SECTION 19 – COOPERATION BY CITY
All public information, data, reports, records, and maps as are existing and available to City as public records, and which are necessary for carrying out the work as outlined in the Exhibit A, “Scope of Services”, shall be furnished to Consultant in every reasonable way to facilitate, without undue delay, the work to be performed under this Agreement.

SECTION 20 – NOTICES
All notices required or permitted to be given under this Agreement shall be in writing and shall be personally delivered, or sent by facsimile or first class mail, addressed as follows:

To City: Anil Comelo
City Manager
Agenda Item #10.1.

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City of St. Helena
1088 College Avenue
St. Helena, California 94574
To Consultant: Jenny Ocón
Executive Director
UpValley Family Centers of Napa County
1440 Spring Street
St. Helena, CA 94574
Notice shall be deemed effective on the date personally delivered or transmitted by facsimile, or, if mailed, three (3) days after deposit in the custody of the U.S. Postal Service.

SECTION 21 – TERMINATION
A. City may terminate this Agreement, with or without cause, at any time by giving ten (10) days written notice of termination to Consultant. If such notice is given, Consultant shall cease immediately all work in progress.

B. If either Consultant or City fail to perform any material obligation under this Agreement, then, in addition to any other remedies, either Consultant, or City may terminate this Agreement immediately upon written notice.

C. Upon termination of this Agreement by either Consultant or City, all property belonging to City which is in Consultant’s possession shall be delivered to City. Any amounts the City has paid in advance shall be returned to the City on a prorated basis.

SECTION 22 – ATTORNEYS’ FEES
If litigation or other proceeding is required to enforce or interpret any provision of this Agreement, the prevailing party in such litigation or other proceeding shall be entitled to an award of reasonable attorneys’ fees, costs and expenses, in addition to any other relief to which it may be entitled. In addition, any legal fees, costs and expenses incurred to enforce the provisions of this Agreement shall be reimbursed to the prevailing party.

SECTION 23 – ENTIRE AGREEMENT
This Agreement, including the attached Exhibit, is the entire, complete, final and exclusive expression of the parties with respect to the matters addressed therein and supersedes all other agreements or understandings, whether oral or written, or entered into between Consultant and City prior to the execution of this Agreement. No statements, representations or other agreements, whether oral or written, made by any party which are not embodied herein shall be valid and binding unless in writing duly executed by the parties or their authorized representatives.

SECTION 24 – SUCCESSORS AND ASSIGNS
Agenda Item #10.1.

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This Agreement shall be binding on the heirs, executors, administrators, successors and assigns of the parties. However, this Agreement shall not be assigned by Consultant without written consent of the City.

SECTION 25 – CONTINUITY OF PERSONNEL
Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant’s staff assigned to perform the Services required under this Agreement. Consultant shall notify City of any changes in Consultant’s staff assigned to perform the Services required under this Agreement, prior to any such performance.

SECTION 26 – DEFAULT
In the event that Consultant is in default under the terms of this Agreement, the City shall not have any obligation or duty to continue compensating Consultant for any work performed after the date of default and may terminate this Agreement immediately by written notice to Consultant.

SECTION 27 – WAIVER
Waiver by any party to this Agreement of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any party of any breach of the provisions of this Agreement shall not constitute a waiver of any other provision, or a waiver of any subsequent breach or violation of any provision of this Agreement. Acceptance by City of any work or Services by Consultant shall not constitute a waiver of any of the provisions of this Agreement.

SECTION 28 – LAW TO GOVERN; VENUE
This Agreement shall be interpreted, construed and governed according to the laws of the State of California. In the event of litigation between the parties, venue in state trial courts shall lie exclusively in the County of Napa. In the event of litigation in a U.S. District Court, venue shall lie exclusively in the Northern District of California, in San Francisco.

SECTION 29 – SEVERABILITY
If any term, condition or covenant of this Agreement is declared or determined by any court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Agreement shall not be affected thereby and the Agreement shall be read and construed without the invalid, void or unenforceable provision(s).

SECTION 30 – THIRD PARTY BENEFICIARIES
Consultant’s subconsultants shall agree to be bound to the terms of the Agreement to the extent of their scope of Services, including but not limited to, terms regarding indemnity and dispute resolution, and shall agree that City is deemed an express third party beneficiary of Agenda Item #10.1.

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their subconsultant agreements. Nothing contained in this Agreement, however, shall operate to confer such or similar rights or benefits on persons or entities not party to this Agreement.

SECTION 31 – STATUTES OF LIMITATION
As between the parties to this Agreement, any applicable statute of limitations for action arising out of, pertaining to, or relating to any act or failure to act in connection with this Agreement shall commence to run on the date of said act or failure to act, or termination of this Agreement, whichever is earlier, except for errors, omissions and/or deficiencies, for which the applicable statute of limitation shall begin to run upon discovery of the errors, omissions and/or deficiency and its cause.

SECTION 32 – SPECIAL PROVISIONS
This Agreement is subject to the following special provisions: none.

IN WITNESS WHEREOF, the parties hereto have accepted, made, and executed this Agreement upon the terms, conditions, and provisions above stated, the day and year first above written.

City: Consultant
By: ________________________________ By: ________________________ Anil Comelo Jenny Ocón
City Manager Executive Director
Approved as to Form:

By: _________________________________
Ethan Walsh
City Attorney
Agenda Item #10.1.

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Exhibit A
Scope of Services
UpValley Family Centers of Napa County
Annual Scope of Work for Juvenile Diversion Program
The Juvenile Diversion Program is designed for youth ages 5 – 18 years old who are displaying delinquent behaviors, which have led to contact with the police. In lieu of being processed into the juvenile court and probation system, this is an alternative program that involves but is not limited to counseling, education, community service, consequences (i.e. restitution to victims), behavior modification, and positive activities and lifestyle choices. The Juvenile Diversion Program is a voluntary option agreed to by youth and their parents via a Juvenile Diversion Contract. Failure to complete the contract in its entirety results in processing the juvenile into the juvenile criminal justice and probation system as originally intended. Juvenile Diversion contracts are tailored to the youth based on their needs, the delinquent behavior, and legal requirements (i.e. California Proposition 64 and other legislative requirements).

The Juvenile Diversion Program utilizes public, government, and non-profit agencies and services based on the individual youth needs. Juvenile Diversion contracts are meant to be for a term no longer than 9 months however, juveniles may continue to participate in programing after successful completion of the Diversion contract based on individual needs. The Juvenile Diversion program is managed by the Juvenile Diversion Officer who conducts, coordinates, and oversees the youth's participation in the Juvenile Diversion Program. Some aspects of the Juvenile program, specifically counseling and education services, may be client fee based and the responsibility of the parent/youth as required by the Juvenile Diversion Contract. The Juvenile Diversion Officer and program reports to the Chief of Police.

Services to be provided:

1. Manage and oversee all aspects of the Police Department Juvenile Diversion Program.

Accept referrals from the Police Department, and may accept referrals from school officials regarding youth displaying delinquent behavior which has led to law enforcement contact and a recommendation to offer Juvenile Diversion in lieu of being processed into the criminal justice system. Criteria for referrals (including but not limited to:
a. Involved in and/or accused of criminal activity
b. Defiant and/or disruptive behavior
c. Gang Affiliation
d. Substance Abuse
e. Habitual truancy and exhibits one or more of the above.

Agenda Item #10.1.

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UpValley Family Centers of Napa County July 22, 2025
All cases will be documented and tracked via a police report number, citation, or issued Juvenile Diversion case number. Meet with youth and parents to develop a contract and to provide case support. Maintain and manage all program files and contracts.

Ensure confidentiality of client information.

2. Assist in the development and presentation of crime prevention programs relating to delinquency, gangs and substance abuse (i.e. DARE, Restorative Justice Process)

3. Represent the Police Department on the Student Attendance Review Board (SARB) or other review processes such as a Restorative Justice Process, etc.

4. Liaison with other law enforcement agencies, county services, schools, counseling services, and other service providers as a means of improving the delivery of services relating to this program

5. Attend and coordinate meetings with school, law enforcement, and other service provider representatives relating to the prevention of crime, delinquency, gang membership, or substance abuse among youth.

6. Provide services, when assigned, to juveniles who are or may be victims of crime.

7. Prepare accurate and thorough reports which document the operations of the program including clients, services, and hours, every 6-months and annually.

8. Perform other related duties as may be required, such as assist with DARE instruction or other outreach programs and presentations.

City of St. Helena Police Department agrees to provide the following:

1. Use of department computers.

2. Provide department email account.

3. Use of copy machine, office space, and office supplies.

4. Use of police department vehicle may be made available on a case-by-case basis.

5. Provide supplemental training required to perform duties as the Juvenile Diversion Coordinator as approved by the Chief of Police.

Agenda Item #10.1.

UpValley Family Centers of Napa County
Annual Scope of Work for Juvenile Diversion Program
The Juvenile Diversion Program is designed for youth ages 12 – 18 years old who are displaying delinquent behaviors, which have led to contact with the police. In lieu of being processed into the juvenile court and probation system, this is an alternative program that involves but is not limited to counseling, education, community service, consequences (i.e. restitution to victims), behavior modification, and positive activities and lifestyle choices. The Juvenile Diversion Program is a voluntary option agreed to by youth and their parents via a Juvenile Diversion Contract. Failure to complete the contract in its entirety results in processing the juvenile into the juvenile criminal justice and probation system as originally intended. Juvenile Diversion contracts are tailored to the youth based on their needs, the delinquent behavior, and legal requirements (i.e. California Proposition 64 and other legislative requirements).

Services to be provided:

1. Manage and oversee all aspects of the Police Department Juvenile Diversion Program.

Accept referrals from the Police Department, and may accept referrals from school officials regarding youth displaying delinquent behavior which has led to law enforcement contact and a recommendation to offer Juvenile Diversion in lieu of being processed into the criminal justice system. All cases will be documented and tracked via a police report number, citation, or issued Juvenile Diversion case number. Meet with youth and parents to develop a contract and to provide case support. Maintain all program files and contracts. Ensure confidentiality of client information.

2. Assist in the development and presentation of crime prevention programs relating to delinquency, gangs and substance abuse (i.e. DARE, Restorative Justice Process)

3. Represent the Police Department on the Student Attendance Review Board (SARB) or other review processes such as a Restorative Justice Process, etc.

4. Liaison with other law enforcement agencies, county services, schools, counseling services, and other service providers as a means of improving the delivery of services relating to this program.

5. Provide services, when assigned, to juveniles who are or may be victims of crime.

6. Prepare accurate and thorough reports which document the operations of the program including clients, services, and hours, every 6-months and annually.

City of St. Helena Police Department agrees to provide the following:

1. Use of department computers.

2. Provide department email account.

3. Use of copy machine, office space, and office supplies.

4. Use of police department vehicle may be made available on a case-by-case basis.

5. Provide supplemental training required to perform duties as the Juvenile Diversion Coordinator as approved by the Chief of Police.

Agenda Item #10.1.

Agenda Item #10.1.

Entered as of the day and year first above stated.

CITY OF CALISTOGA:
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First Amendment to Professional Services Agreement City of St. Helena STH Contract: FY 2017-061 and City of Calistoga Agreement 731 with UpValley Family Centers Agenda Item #10.1.

Agenda Item #10.1.

Agenda Item #10.1.

EXHIBIT A Agenda Item #10.1.

Agenda Item #10.1.

Agenda Item #10.1.

Agenda Item #10.1.

Agenda Item #10.1.

Agenda Item #10.1.

Agenda Item #10.1.

Agenda Item #10.1.

Agenda Item #10.1.

Agenda Item #10.1.

Agenda Report to the City Council
Agenda Section: CONSENT ITEMS
Department: Finance
DATE: July 22, 2025
FROM: Mandy Kellogg, Administrative Services Director
SUBJECT: Approval of a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with
PublicPay for a full Classification and Compensation Study for an amount not-to-exceed $44,800.

RECOMMENDED
ACTION:

Staff recommends approval of the attached resolution.

PREVIOUS COUNCIL
ACTION:

None.

STATEMENT OF THE
PURPOSE:

The purpose of this item is to authorize the City Manager to execute a Professional Services Agreement for a full Classification and Compensation Study, which will include a benefits analysis.

FINANCIAL IMPACT: The total Financial Impact is an amount not-to-exceed $44,800 for a Full Classification and Compensation Study or $26,800 for a Compensation Study only. While this
action requires the use of General Fund reserves, funds were originally set aside in the FY 2024-25 Operating
Budget under GL Account 101-43-10-21-45. However, due
to the timing of the professional services agreement, those funds were returned to General Fund reserves as of June 30, 2025. As a result, there is no impact on the estimated General Fund reserves at the end of FY 2025-26.

BACKGROUND:

The City of St. Helena released a Request for Proposals (RFP) on May 16, 2025, seeking qualified consultants to conduct a Classification and Compensation Study. The objective is to ensure that the City is competitive in the recruitment and retention of qualified personnel. The City recognizes that it is challenging to identify firms similar in size, operations and service area, etc.

The selected firm will, in collaboration with City staff, identify a set of local or regional agencies considered logical and defensible to ensure relevant comparisons on a variety of variables and result in a high-quality compensation and classification study that can be meaningful to employees, management, and elected officials. Variables for comparison could include but are not limited to domicile of potential employees, locations of competing employers, type of operations, scope of responsibilities, etc.

Agenda Item #10.2.

The study is a key priority for aligning compensation (salaries and benefits) with workforce needs including the ability to retain current employee, recruit future employees, and meet community expectations.

DISCUSSION:

The City received eight (8) proposals by the submission deadline of June 6, 2025. A review panel composed of staff and Council-appointed evaluators assessed the written proposals using criteria outlined in the RFP, including:
 Relevant experience and qualifications
 Understanding of project scope
 Proposed methodology and approach
 Value and cost-effectiveness
 Clarity of deliverables and timeline
Following the initial evaluation, four (4) finalist firms were invited to participate in panel interviews conducted during the week of June 30th. The interview questions focused on the firm's methodology, experience, and approach to conducting a classification and compensation study, with particular emphasis on identifying appropriate comparator agencies, ensuring stakeholder engagement and transparency, supporting labor negotiations, and delivering actionable results tailored to St. Helena's unique organizational structure and labor market constraints.

After a comprehensive evaluation process, the panel unanimously recommended awarding the contract to PublicPay. The firm demonstrated exceptional expertise and a strong track record in conducting classification and compensation studies for agencies with organizational structures, staffing levels, and service models comparable to the City of St. Helena. Their proposal reflected a clear understanding of the City's unique needs, a well-defined methodology for engaging stakeholders, and a commitment to delivering defensible and actionable results that support long-term fiscal and operational planning.

While it is generally recommended to conduct both the classification and compensation components of the study together to ensure alignment between job responsibilities and market pay, the City has the option to proceed with only the compensation analysis at this time. This approach can still provide valuable insights into the City's market competitiveness and support labor negotiations, recruitment, and retention efforts.

Should the City choose to defer the classification portion, the compensation study will be structured to remain meaningful and actionable, with the flexibility to incorporate classification updates in the future if needed. Below is the full cost of the two options for consideration:

Option Description Total Cost
A Full Classification and Compensation Study 44,880
B Full Compensation Study 26,800
Agenda Item #10.2.

Staff recommends proceeding with the full Classification and Compensation Study (Option A) to ensure a thorough evaluation of both job responsibilities and associated pay structures. Since the last classification study was conducted in 2019, this is a timely opportunity to assess whether current roles and responsibilities are accurately defined and aligned with organizational needs.

ENVIRONMENTAL REVIEW:

None.

GOAL:

Goal 2: Improve Infrastructure & Further Environmental Sustainability Goal 3: Pursue Water Security & Sustainable Management of Water Resources Goal 5: Enhance Quality of Life
Goal 6: Improve Employee Recruitment, Retention, & Morale Goal 7: Enhance Organizational Effectiveness
Goal 8: Implement Capital Improvement Plans (CIP) Projects Miscellaneous/Other DOCUMENTS ATTACHMENTS:

Resolution - Class and Comp Study
RFP - Class and Comp Study
Public Pay - St Helena Class and Comp Proposal
PSA - Classification and Compensation Study Public Pay
Agenda Item #10.2.

CITY OF ST. HELENA
RESOLUTION NO. 2025-__
Resolution Authorizing the City Manager to Execute a
Professional Services Agreement with PublicPay to conduct a Classification and Compensation Study for a total contract amount not-to-exceed $44,800.

RECITALS
A. On May 16, 2025, a Request for Proposals (RFP) was issued to solicit proposals from qualified firms to conduct a Classification and Compensation Study; and B. The City received eight (8) proposals in response to the RFP by the submission deadline of June 6, 2025; and
C. Following an initial evaluation, four (4) finalist firms were invited to participate in panel interviews; and
D. Based on a comprehensive review of relevant experience and qualifications, understanding of project scope, proposed methodology and approach, value and costeffectiveness, and clarity of deliverables and timeline, staff recommends the selection PublicPay; and
E. The City desires to hire a Consultant to conduct the Classification and Compensation Study not to exceed $44,800.

RESOLUTION
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of St. Helena does hereby authorize the following actions:

1. Authorize the City Manager to execute a Professional Services Agreement with PublicPay for a Classification and Compensation Study for a total contract amount not-to-exceed $44,800; and
Agenda Item #10.2.

2. Funding is as follows:

Description Fund GL Account Amount
Budget Increase -
FY 25-26 Operating
Budget
General Fund 101-43-10-21-45 44,800
Total Not-To-Exceed 44,800
Approved at a Regular Meeting of the St. Helena City Council on July 22, 2025, by the following vote:

Mayor Paul Dohring:

Vice Mayor Deasy:

Council Member Barak:

Council Member Spadarotto:

Council Member Summers:

APPROVED: ATTEST:
________________________ ________________________
Paul Jamison Dohring, Mayor Erika Opp, Acting City Clerk Agenda Item #10.2.

REQUEST FOR PROPOSALS:

REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES
Classification and Compensation Study
DATE ISSUED: Friday, May 16, 2025
DATE DUE: Friday, June 6, 2025, 5PM
CONTACT: Mandy Kellogg, Administrative Service Director [email protected]
The City is only accepting proposals electronically via email to [email protected] CITY OF ST. HELENA
Agenda Item #10.2.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | Classification and Compensation Study PAGE 2

TABLE OF CONTENTS
I. INTRODUCTION ..................................................................................................................................... 3 II. GENERAL INFORMATION ..................................................................................................................... 4 III. SCOPE OF WORK ................................................................................................................................. 4 IV. DELIVERABLES ....................................................................................................................................... 4 V. SCHEDULE ............................................................................................................................................. 5 VI. PROPOSAL SUBMISSION REQUIREMENTS ............................................................................................ 5 VII. EVALUATION PROCESS ........................................................................................................................ 6 VIII. PROPOSAL TERMS AND CONDITIONS ................................................................................................ 6

1. EXAMINATION OF PROPOSAL MATERIALS ............................................................................. 6

2. ADDENDA INTERPRETATIONS .................................................................................................. 6

3. DESIGNATED CONTACT .......................................................................................................... 7

4. PUBLIC RECORDS ..................................................................................................................... 7

5. PROPOSAL COSTS .................................................................................................................... 7

6. RESERVATION OF RIGHTS ........................................................................................................ 7

7. PRODUCT OWNERSHIP ............................................................................................................ 7

8. PROFESSIONAL SERVICES AGREEMENT .................................................................................. 7

9. CAUSES FOR DISQUALIFICATION ............................................................................................ 7 IX. Exhibit A – Professional Services Agreement .................................................................................... 8

EXHIBITS
Exhibit A: Professional Services Agreement

Agenda Item #10.2.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | Classification and Compensation Study PAGE 3
I. INTRODUCTION
The City of St. Helena, California is located in the center of the world-famous wine growing Napa Valley, 65 miles north of San Francisco. The area was settled in 1834 as part of General Vallejo’s land grant. The City of St. Helena was incorporated as a City on March 24, 1876, and reincorporated on May 14, 1889.

The City, from its inception, has served as a rural agricultural center and over the years, has experienced growth and development of the wine industry. The City receives many visitors due to the wine industry and the area’s scenic qualities and history. The City’s goal is to maintain a small-town atmosphere and to provide high quality services to its residents.

The official population of the City of St. Helena as of 2025 is 5,174 (CA Department of Finance). St. Helena is a full-service city employing 90.95 full-time equivalent employees and encompasses an area of four-square miles. The City’s FY 2024-25 General Fund Budget is approximately $22 million.

The City of St. Helena is a General Law City and operates under the Council-City Manager form of government. The City Council is the governing body and has the power to make and enforce all laws and set policy related to municipal affairs. The City Manager is responsible for carrying out the policies of the City Council and for the proper and efficient management of municipal activities. The City Manager directs and manages the various departments and municipal services through appointed Department Heads who directly supervise and administer the various City programs, services, and activities. The City currently has 77 authorized full-time positions, and approximately 91 active classifications.

Over the last several years, the City has internally reviewed and adjusted individual positions and created new classifications as needed. A complete list of all classifications with job specifications may be found on the City’s website at cityofsthelena.gov/hr.

The City’s employees are divided into five categories: Unrepresented (department heads and mid-managers), Miscellaneous Employees of the St. Helena Employees Association (SHEA), Police Officers and Dispatchers of the Police Officers Association (POA), Firefighters of the St. Helena Professional Firefighters Association (SHPFA), and permanent/seasonal part-time employees of human resources, library, recreation, and fire departments.

Employee Type Active Classifications Employees
Unrepresented (Group A) 29 18
Miscellaneous Employee SHEA (Group B) 45 37
Police and Non-Sworn POA (Group C) 5 16
Firefighters (Group D) 3 6
Part-time – Permanent/Seasonal (Group E) 9 39
The St. Helena Employees Association (SHEA) represents miscellaneous employees, the Police Officers Association (POA) represents police officers and dispatchers, and the St. Helena Firefighters Association (SHPFA) through a Memorandum of Understanding, and all other staff are unrepresented. All positions, salaries, and salary grades are authorized through a salary Resolution adopted by City Council as part of the annual budget, changes in pay schedules, reorganization, and/or other actions requiring council action.

Agenda Item #10.2.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | Classification and Compensation Study PAGE 4
II. GENERAL INFORMATION

OBJECTIVE
The City of St. Helena is seeking proposals from qualified consulting firms to conduct a comprehensive citywide classification and compensation study in accordance with this Request for Proposal (RFP.)
The City wishes to be competitive in the recruitment and retention of qualified personnel.

However, it is challenging to identify logical and defensible agencies similar in size, operations and service area, etc.

The selected firm will, in collaboration with City staff, identify a set of local or regional agencies considered logical and defensible to ensure good sound comparisons on a variety of variables and result in a high-quality compensation and classification study that can be acceptable to main line employees, management and elected officials. Variables for comparison could include but are not limited to size of agency, type of operations, scope of responsibilities, community served, etc.

III. SCOPE OF WORK
The scope of work shall include but is not limited to:
 Review background materials including organizational charts, personnel rules, labor and employment agreements, and related information.  When there is significant difference in compensation (according to the City), review job descriptions in sufficient detail to explain the difference in pay ranges and additional compensation.
 Develop and distribute a job analysis questionnaire to each employee as appropriate.
 Conduct internal salary relationship analysis and make appropriate recommendation.
 Recommend relevant salary survey benchmarks.
 Recommend logical and defensible comparable agencies similar in size, operations, and service area.
 Conduct a compensation survey of the agencies identified in the appropriate market. Survey should also include compensation components the City does not offer.
 Recommend changes to existing compensation schedule. This should include changes to pay ranges following the market survey and incorporate best practices strategies.
 Recommend changes to existing classifications or new classifications as appropriate.
 Recommend deletion of outdated and/or unnecessary classifications.

IV. DELIVERABLES
The Consultant shall provide the following deliverables:

Agenda Item #10.2.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | Classification and Compensation Study PAGE 5

1. Final Report summarizing the study’s purpose, methodology, key findings, and recommendations. The report shall include an overview of the classification and compensation analysis, proposed updates to job classifications and salary ranges, and recommendations for implementation. It should also provide supporting data such as market survey results, internal equity findings, and a proposed salary structure. The Final Report shall include a communication and implementation plan, along with relevant appendices such as updated job descriptions, benchmark comparisons, and compensation tables.

V. SCHEDULE
Responses to the RFP must be submitted to the City of St. Helena as outlined in this section.

Responses are due no later than
FRIDAY, JUNE 6, 2025 AT 5:00 PM
Responses received after this date and time will not be considered.

PROPOSED SCHEDULE FOR THE REVIEW AND SELECTION PROCESS

AND DESIRED TIMELINES FOR DELIVERABLES

MILESTONE DATE TIME
Release RFP May 16, 2025 1:00PM
Proposal due date June 6, 2025 5:00PM
Review and scoring of submittals & conduct interviews Week of June 9 Award of Agreement June 24, 2025 6:00 PM
Project Begins July 1, 2025
Project Concludes TBD
The schedule may be modified and/or extended if necessary.

Responses to the RFP must be submitted to the City of St. Helena as outlined in this section.

VI. PROPOSAL SUBMISSION REQUIREMENTS
If interested in this RFP, please notify Mandy Kellogg by email at [email protected] so you may be added to the notification list for addendums.

Failure to notify could result in missing important and required information and could result in disqualification.

Interested firms should submit a proposal that includes:
 Firm background and relevant experience.
 Approach and methodology for conducting the study.
 Detailed project timeline and deliverables.
 Team composition and qualifications.
 Total costs including fee structure.
 References from past clients with similar projects.

Agenda Item #10.2.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | Classification and Compensation Study PAGE 6
All submittals must be received by 5:00 PM on June 6, 2025, via e-mail as follows:

1. Submittals must be e-mailed to: [email protected]

2. Subject line of e-mail must read: RFP – Classification and Compensation Study

3. The submittals shall be in PDF format with search capability to ensure readability and compatibility. All submitted material will be retained by the City of St. Helena and considered public information.

It is the sole responsibility of the Proposer to ensure timely delivery. Late proposals will not be considered.

VII. EVALUATION PROCESS
The proposals will be reviewed by a committee selected by the Administrative Services Director and City Manager and may include members of the City Council. Proposers may be required to make an oral presentation as a supplement to their proposals. The virtual presentation would only be held subsequent to the receipt of the proposals and will be part of the evaluation/interview process to determine the qualifications of the firm.

Evaluation considerations may include, by way of illustration and not by limitation, the following:
a. Responsiveness of the proposal clearly stating the understanding of the work to be performed and in demonstrating the intention and ability to perform the work. b. Consultant’s experience in conducting similar studies. c. Technical experience and professional qualifications of the team. The number and expertise of key and supervisory personnel who will directly participate in the requested services.
d. Cost-effectiveness and value for investment. Although a significant factor, cost will not be the primary factor in the selection of a firm. Since the City is cost conscious, proposals which provide options to perform the work in phases are welcome. e. References and past performance.

VIII. PROPOSAL TERMS AND CONDITIONS

1. Examination of proposal materials
The submission of a proposal shall be deemed a representation and warranty by the proponent that it has investigated all aspects of the RFP, that it is aware of the applicable facts pertaining to the RFP process and its procedures and requirements, and that it has read and understands the RFP. No request for modification of the provisions of the proposal shall be considered after its submission on the grounds the proponent was not fully informed as to any fact or condition.

2. Addenda Interpretations
If it becomes necessary to revise any part of this RFP, a written addendum will be provided to each firm that requested to be added to the notification list and said addenda will be uploaded to the City website. The City of St. Helena is not bound by any oral representations, clarifications, or changes made in the RFP by the City or its agents, unless such clarifications or change is provided in written addendum from the

3. Designated Contact
Agenda Item #10.2.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | Classification and Compensation Study PAGE 7
Any questions concerning the scope of work and the selection process shall be directed to Mandy Kellogg, at [email protected]. Any and all questions and responses concerning this RFP will only be accepted in writing, via email. All questions must be received by May 30, 2025, by 3:00 PM.

Responses to questions will be posted on the City’s website, cityofsthelena.gov/bids, and will become part of the RFP. It is the consultant’s responsibility to check the website for updates.

4. Public records
This RFP document and all submittals in response thereto are public records.

Prospective consultants are cautioned not to include any material into the proposal that is strictly proprietary in nature.

5. Proposal costs
All costs associated with the preparation of RFP submittals shall be borne by the respondent. This RFP does not constitute any form of offer to contract.

6. Reservation of Rights
The City reserves the right, for any reason, to accept or reject any one or more proposals; to negotiate the terms and specifications of the proposal; to modify any part of the RFP; or issue a new RFP.

7. Product Ownership
Any documents resulting from the contract will be the property of the City.

8. Professional Services Agreement
The City shall enter into a Professional Services Agreement with the selected Consultant. A sample of the Agreement is included in Exhibit A. All Proposers must identify in their proposal any terms and conditions of the sample Professional Service Agreement that they wish to negotiate. Liability insurance is required as outlined in Section 7 of the sample agreement.

9. Causes for Disqualification
Any of the following may be considered cause to disqualify a proponent without further consideration:
- Evidence of collusion among proponents;
- Any attempt to improperly influence any member of the evaluation panel. - A proponent's default in any operation of a professional services agreement which resulted in termination of that agreement; and/or - Existence of any lawsuit, unresolved contractual claim, or dispute between proponent and the City.

Agenda Item #10.2.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | Classification and Compensation Study PAGE 8
IX. Exhibit A – City of St. Helena Professional Services Agreement Agenda Item #10.2.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | Classification and Compensation Study PAGE 9

AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT, made and entered into on [ENTER DATE] by and between the City of St. Helena, located in the County of Napa, State of California (City), and [ENTER CONSULTANT NAME] (Consultant).

RECITALS:

A. City desires to employ Consultant to furnish professional services in connection with the project described as Section 115 Trust Pension Services.

B. Consultant has represented that Consultant has the necessary expertise, experience, and qualifications to perform the required duties.

NOW, THEREFORE, in consideration of the mutual premises, covenants, and conditions herein contained, the parties agree as follows:

SECTION 1 – BASIC SERVICES
Consultant agrees to perform the services set forth in Exhibit A, “Scope of Services” and made part of this Agreement.

SECTION 2 – ADDITIONAL SERVICES
Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement that are in addition to or outside of those set forth in this Agreement or Exhibit A, “Scope of Services” (the “Services”), unless such additional Services and compensation are authorized in advance and in writing by the City Council or City Manager of the City.

SECTION 3 – TIME FOR COMPLETION
The time for completion of Services shall be as identified in Exhibit A, “Scope of Services”. The parties expressly agree that time is of the essence in the performance of this Agreement.

SECTION 4 – COMPENSATION AND METHOD OF PAYMENT
A. Subject to any limitations set forth in this Agreement, City agrees to pay consultant the amount specified in Exhibit A, “Compensation” attached hereto and made a part hereof. Total compensation shall not exceed [ENTER COST] unless additional compensation is approved in accordance with Section 2.

B. Consultant shall furnish to City an original invoice for all work performed and expenses incurred during the preceding month. The invoice shall detail charges by the following categories if applicable: labor (by sub-category), travel, materials, equipment, supplies, subconsultant Agenda Item #10.2.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | Classification and Compensation Study PAGE 10
contracts, and miscellaneous expenses. Each original invoice furnished shall include the expenses incurred during the preceding month, the cumulative Agreement amount, and the amount remaining on the Agreement. City shall independently review each invoice submitted to determine whether the work performed and expenses incurred are in compliance with the provisions of this Agreement. If no charges or expenses are disputed, the invoice shall be approved, and City will use its best efforts to cause Consultant to be paid within 30 days of receipt of invoice. If the City disputes any charges or expenses, the City will return the original invoice to Consultant for correction and resubmission. If the City reasonably determines, in its sole judgment, that the invoiced charges and expenses exceed the value of the Services performed to date and that it is probable that the Agreement will not be completed satisfactorily within the contract price, City may retain all or a portion of the invoiced charges and expenses. Within thirty (30) days of satisfactory completion of the project, City shall pay the retained amount, if any, to Consultant.

C. Payment to the Consultant for work performed pursuant to this Agreement shall not be deemed to waive any defects in work performed by Consultant.

SECTION 5 – STANDARD OF PERFORMANCE
A. Consultant represents and warrants that it has the qualifications, experience and facilities necessary to properly perform the Services required under this Agreement in a thorough, competent and professional manner. Consultant shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all Services described herein. In meeting its obligations under this Agreement, Consultant shall employ, at a minimum, generally accepted standards and practices utilized by persons in the same or similar geographical area engaged in providing Services similar to those required of Consultant under this Agreement.

B. In order to induce City to enter into this Agreement, Consultant represents that it is duly organized, existing and in good standing under applicable state law; Consultant is licensed to perform all aspects of the Services; Consultant will employ only persons and Subconsultants with all required licenses and certifications; that Consultant is duly qualified to conduct business in the State; that Consultant has duly authorized the execution, delivery and performance of this Agreement and the Services to be performed herein; and that the Agreement does not violate or create a default under any instrument, agreement, order or decree binding on Consultant.

SECTION 6 – INSPECTION AND FINAL ACCEPTANCE
City may inspect and accept or reject any of Consultant’s work under this Agreement, either during performance or when completed. City shall reject or finally accept Consultant’s work within sixty (60) days after submitted to City, unless the parties mutually agree to extend such deadline. City shall reject work by a timely written explanation, otherwise Consultant’s work shall be deemed to have been accepted. City’s acceptance shall be conclusive as to such work except with respect to latent defects and fraud. Acceptance of any of Consultant’s work by City shall not constitute a waiver of any of the provisions of this Agreement including, but not limited to, the sections pertaining to indemnification and insurance.

Agenda Item #10.2.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | Classification and Compensation Study PAGE 11
SECTION 7 – INSURANCE REQUIRED
Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees, as indicated:

A. Minimum Scope of Insurance. Coverage shall be at least as broad as:

1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).

2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto).

3. Workers’ Compensation insurance as required by the State of California and Employer’s Liability Insurance.

B. Minimum Limits of Insurance. Consultant shall maintain limits no less than:

1. General Liability: $2,000,000 per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations, as applicable. If Commercial General Liability Insurance or other form with a General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability: $2,000,000 per accident for bodily injury and property damage.

3. Employer’s Liability: $2,000,000 per accident for bodily injury or disease.

C. Professional Liability Insurance. When Consultant under this Agreement is duly licensed under California Business and Professions Code as an architect, landscape architect, environmental engineer or other professional engineer, or land surveyor (“design professional”), Consultant shall maintain at least $2,000,000 of professional liability insurance. When Consultant is not a design professional, Consultant shall maintain at least $1,000,000 of professional liability insurance combined single limit for each occurrence, insuring against professional errors and omissions in the Services performed by Consultant under this Agreement, including, without limitation, claims for negligence, misrepresentation, violation of good faith and fair dealing, and inaccurate advise arising out of, resulting from, or in connection with Services performed by Consultant under this Agreement.

D. Excess Limits. If Consultant maintains higher limits than the minimums shown above, City requires and shall be entitled to coverage for the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.

E. Primary Coverage. For any claims related to this contract the Consultants insurance Agenda Item #10.2.

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coverage shall be primary insurance as respects to City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of Consultants insurance and shall not contribute with it.

F. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions of $25,000 or greater must be declared to and approved by the City.

G. Other Insurance Provisions. The commercial general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:

1. The City, its agent, officers, officials, employees, and volunteers are to be covered as additional insured as respects: liability arising out of work or operations performed by the Consultant or Consultant’s subconsultants; or automobile owned, leased, hired or borrowed by the Consultant.

2. For any claims related to Consultant’s conduct while performing the work of this project, the Consultant’s insurance coverage shall be primary insurance as respects the City, its agents, officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its agents, officers, officials, employees or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.

3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City.

4. Coverage shall not extend to any indemnity coverage for the active negligence of the additional insured in any case where an agreement to indemnify the additional insured would be invalid under Subsection (b) of Section 2782 of the Civil Code.

H. Waiver of Subrogation. Consultant’s commercial general liability, automobile liability, workers’ compensation, and employer’s liability policies shall be endorsed with a waiver of subrogation. The insurance company, in its endorsement, agrees to waive all rights of subrogation against the City, its agents, officers, officials, employees and volunteers for losses paid under the terms of this policy which arises from the work performed by the named insured for the City.

I. The Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A: VII, unless otherwise acceptable to the City.

J. Verification of Coverage. Consultant shall furnish the City with original certificates and amendatory endorsements effecting coverage required by this clause. The endorsements should be on forms provided by the City or on forms that conform to City requirements. All certificates and endorsements are to be received and approved by the City before work commences.

The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications at any time.

SECTION 8 – INDEMNIFICATION
The Consultant shall be responsible for its acts of negligence, and the City shall be responsible for its acts of negligence. The Consultant agrees to indemnify and hold the City harmless from Agenda Item #10.2.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | Classification and Compensation Study PAGE 13
any and all claims, demands, actions and causes of action to the extent caused by the negligent acts of the Consultant, its officers, agents and employees, by reason of the performance of this agreement. This indemnity shall not be construed to require indemnification of others.

SECTION 9 – INDEPENDENT CONTRACTOR STATUS
Consultant is and shall at all times remain a wholly independent contractor and not an officer, employee or agent of City. Consultant shall have no authority to bind City in any manner or to incur an obligation, debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless such authority is expressly conferred under this Agreement or is otherwise expressly conferred in writing by City.

The personnel performing the Services under this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Neither City, nor any elected or appointed boards, officers, officials, employees or agents of City, shall have control over the conduct of Consultant or any of Consultant’s officers, employees or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that Consultant or any of Consultant’s officers, employees or agents are in any manner officials, officers, employees or agents of City.

Neither Consultant, nor any of Consultant’s officers, employees or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City’s employees. Consultant expressly waives any claim Consultant may have to any such rights.

SECTION 10 – CONFLICTS OF INTEREST AND ANTI-FRAUD AND ANTICORRUPTION POLICIES Consultant covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which would in any way hinder Consultant’s performance of Services under this Agreement. Consultant further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent, or subcontractor without the express written consent of the City Manager. Consultant agrees to at all times avoid conflicts with the interests of City in the performance of this Agreement.

City understands and acknowledges that Consultant is, as of the date of execution of this Agreement, independently involved in the performance of non-related Services for other governmental agencies and private parties. Consultant is aware of any stated position of City relative to such projects. Any future position of City on such projects shall not be considered a conflict of interest for purposes of this section.

Consultant understands and acknowledges City maintains an anti-fraud and anti-corruption policy to protect the City, its operations, and its employees from and against financial risks, operational breaches, and unethical, fraudulent and corrupt activities. Consultant represents and warrants that Consultant, its subcontractor(s) / subconsultant(s) and their respective employees providing Services pursuant to the Agreement are (1) in good standing; (2) have not been Agenda Item #10.2.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | Classification and Compensation Study PAGE 14
previously investigated, convicted, or debarred for fraudulent or corrupt activities; (3) will not participate in fraudulent or corrupt activities, and (4) will take steps to ensure that its employees and subcontractor(s) / subconsultant(s) employees do not participate in any fraudulent or corrupt activities. Consultant acknowledges and agrees further that it has a duty to and will report to City any information or incident(s) about possible fraudulent or corrupt activities Consultant may discover, and will cooperate in any fraud or corruption investigation conducted, with respect to Consultant’s service provided pursuant to this Agreement.

SECTION 11 – OWNERSHIP OF DOCUMENTS
All original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents prepared, developed or discovered by Consultant in the course of providing any Services pursuant to this Agreement shall become the sole property of City and may be used, reused or otherwise disposed of by City without the permission of the Consultant. When requested by City, but no later than three years after project completion, Consultant shall deliver to City all such original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents.

All copyrights, patents, trade secrets, or other intellectual property rights associated with any ideas, concepts, techniques, inventions, processes, improvements, developments, works of authorship, or other products developed or created by Consultant during the course of providing Services (collectively the “Work Product”) shall belong exclusively to City. The Work Product shall be considered a “work made for hire” within the meaning of Title 17 of the United States Code. Without reservation, limitation, or condition, Consultant hereby assigns, at the time of creation of the Work Products, without any requirement of further consideration, exclusively and perpetually, any and all right, title, and interest Consultant may have in the Work Product throughout the world, including without limitation any copyrights, patents, trade secrets, or other intellectual property rights, all rights of reproduction, all rights to create derivative works, and the right to secure registrations, renewals, reissues, and extensions thereof.

SECTION 12 – CONFIDENTIAL INFORMATION; RELEASE OF

INFORMATION
All information gained or work product produced by Consultant in performance of this Agreement shall be considered confidential, unless such information is in the public domain or already known to Consultant. Consultant shall not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the City Manager, except as may be required by law.

Consultant, its officers, employees, agents or subcontractors, shall not, without prior written authorization from the City Manager or unless requested by the City Attorney of City, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement.

Response to a subpoena or court order shall not be considered “voluntary” provided consultant gives City notice of such court order or subpoena.

Agenda Item #10.2.

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If Consultant, or any officer, employee, agent or subcontractor of Consultant, provides any information or work product in violation of this Agreement, then City shall have the right to reimbursement and indemnity from Consultant for any damages, costs and fees, including attorneys’ fees, caused by or incurred as a result of Consultant’s conduct.

Consultant shall promptly notify City should Consultant, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed thereunder. City retains the right, but has no obligation, to represent Consultant or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant.

However, this right to review any such response does not imply or mean the right by City to control, direct, or rewrite such response.

SECTION 13 – SUSPENSION OF WORK
City may, at any time, by ten (10) days written notice suspend further performance by Consultant. All suspensions shall extend the time schedule for performance in a mutually satisfactory manner and Consultant shall be paid for Services performed and reimbursable expenses incurred prior to the suspension date.

SECTION 14 – COMPLIANCE WITH LAW
Consultant shall keep itself informed of and comply with all applicable federal, state and local laws, statutes, codes, ordinances, regulations and rules in effect during the term of this Agreement. Consultant shall obtain any and all licenses, permits and authorizations necessary to perform the Services set forth in this Agreement. Neither City, nor any elected or appointed boards, officers, officials, employees or agents of City, shall be liable, at law or in equity, as a result of any failure of Consultant to comply with this section.

SECTION 15 – COMPLIANCE WITH CIVIL RIGHTS
During the performance of this contract, Consultant agrees as follows:

Equal Employment Opportunity. In connection with the execution of this Agreement, Consultant shall not discriminate against any employee or applicant for employment because of race, religion, color, ancestry, age, sexual orientation, gender, gender identity and gender expression as protected categories specifically and expressively in that category, physical handicap, medical condition, marital status, sex, or national origin. Such actions shall include, but not be limited to, the following: employment, promotion, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rate of pay or other forms of compensation; and selection for training including apprenticeship.

Nondiscrimination Civil Rights Act of l964. Consultant will comply with all federal regulations relative to nondiscrimination to federally-assisted programs.

Agenda Item #10.2.

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Solicitations for Subcontractors including Procurement of Materials and Equipment. In all solicitations, either by competitive bidding or negotiations, made by Consultant for work to be performed under a subcontract, including procurement of materials or leases of equipment, each potential subcontractor, supplier, or lessor shall be notified by Consultant of Consultant’s obligations under this Agreement and the regulations relative to nondiscrimination.

SECTION 16 – COMPLIANCE WITH CALIFORNIA LABOR CODE

REQUIREMENTS
A. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). The requirement to submit certified payroll records directly to the Labor Commissioner under Labor Code section 1771.4 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Section 1771.4.

B. If the services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. Notwithstanding the foregoing, the contractor registration requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Sections 1725.5 and 1771.1.

C. This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor that affect Consultant’s performance of services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor.

Agenda Item #10.2.

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SECTION 17 – AUDIT AND INSPECTION OF RECORDS
A. Records of Consultant’s direct labor costs, payroll costs, and reimbursable expenses pertaining to this project covered by this Agreement will be kept on a generally recognized accounting basis and made available to City if and when required for a period of up to 3 years from the date of Consultant’s final invoice.

B. Consultant shall maintain all documents and records prepared by or furnished to Consultant during the course of performing the Services for at least three (3) years following completion of the Services. Such records include, but are not limited to, correspondence, internal memoranda, technical reports and investigations, calculations, books and accounts, accounting records documenting its work under its Agreement, and invoices, payrolls, records and all other data related to matters covered by this Agreement.

C. Consultant shall permit City to audit, examine and make copies, excerpts and transcripts from such records, and the Consultant shall in no event dispose of, destroy, alter, or mutilate said books, records, accounts, and data in any matter whatsoever for three (3) years after City makes the final or last payment or within three (3) years after any pending issues between City and Consultant with respect to this Agreement are closed, whichever is later.

SECTION 18 – LIMITATION OF LIABILITY
A. Consultant agrees that any liability of City arising in connection with this Agreement shall be limited exclusively to the City-entity identified as the “City” under this Contract. Under no circumstance shall any other City-entity be liable to Consultant under any theory, whether in contract, tort, or otherwise, and Consultant waives unconditionally any such claims. Consultant hereby waives and release other City-entities from any liability under this Agreement.

B. Notwithstanding any other provision of this Agreement, in no event shall City be liable, regardless of whether any claim is based on contract or tort, for any special, consequential, indirect or incidental damages, including, but not limited to, lost profits or revenue, arising out of or in connection with this Agreement or the Services performed hereunder.

SECTION 19 – COOPERATION BY CITY
All public information, data, reports, records, and maps as are existing and available to City as public records, and which are necessary for carrying out the work as outlined in the Exhibit A, “Scope of Services”, shall be furnished to Consultant in every reasonable way to facilitate, without undue delay, the work to be performed under this Agreement.

Agenda Item #10.2.

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SECTION 20 – NOTICES
All notices required or permitted to be given under this Agreement shall be in writing and shall be personally delivered, sent by facsimile, email, or first-class mail, addressed as follows:

To City: City Manager
1088 College Avenue
St. Helena, California 94574
To Consultant:

Notice shall be deemed effective on the date personally delivered or transmitted by facsimile, email, or, if mailed, three (3) days after deposit in the custody of the U.S. Postal Service.

SECTION 21 – TERMINATION
City may terminate this Agreement, with or without cause, at any time by giving ten (10) days written notice of termination to Consultant. If such notice is given, Consultant shall cease immediately all work in progress.

If either Consultant or City fail to perform any material obligation under this Agreement, then, in addition to any other remedies, either Consultant, or City may terminate this Agreement immediately upon written notice.

Upon termination of this Agreement by either Consultant or City, all property belonging to City which is in Consultant’s possession shall be delivered to City. Consultant shall furnish to City a final invoice for work performed and expenses incurred by Consultant, prepared as set forth in this Agreement.

SECTION 22 – ATTORNEYS’ FEES
If litigation or other proceeding is required to enforce or interpret any provision of this Agreement, the prevailing party in such litigation or other proceeding shall be entitled to an award of reasonable attorneys’ fees, costs and expenses, in addition to any other relief to which it may be entitled. In addition, any legal fees, costs and expenses incurred to enforce the provisions of this Agreement shall be reimbursed to the prevailing party.

SECTION 23 – ENTIRE AGREEMENT
This Agreement, including the attached Exhibits, is the entire, complete, final and exclusive expression of the parties with respect to the matters addressed therein and supersedes all other agreements or understandings, whether oral or written, or entered into between Consultant and City prior to the execution of this Agreement. No statements, representations or other Agenda Item #10.2.

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agreements, whether oral or written, made by any party which are not embodied herein shall be valid and binding unless in writing duly executed by the parties or their authorized representatives.

SECTION 24 – SUCCESSORS AND ASSIGNS
This Agreement shall be binding on the heirs, executors, administrators, successors and assigns of the parties. However, this Agreement shall not be assigned by Consultant without written consent of the City.

SECTION 25 – CONTINUITY OF PERSONNEL
Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant’s staff assigned to perform the Services required under this Agreement. Consultant shall notify City of any changes in Consultant’s staff assigned to perform the Services required under this Agreement, prior to any such performance.

SECTION 26 – DEFAULT
In the event that Consultant is in default under the terms of this Agreement, the City shall not have any obligation or duty to continue compensating Consultant for any work performed after the date of default and may terminate this Agreement immediately by written notice to Consultant.

SECTION 27 – WAIVER
Waiver by any party to this Agreement of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any party of any breach of the provisions of this Agreement shall not constitute a waiver of any other provision, or a waiver of any subsequent breach or violation of any provision of this Agreement.

Acceptance by City of any work or Services by Consultant shall not constitute a waiver of any of the provisions of this Agreement.

SECTION 28 – LAW TO GOVERN; VENUE
This Agreement shall be interpreted, construed and governed according to the laws of the State of California. In the event of litigation between the parties, venue in state trial courts shall lie exclusively in the County of Napa. In the event of litigation in a U.S. District Court, venue shall lie exclusively in the Northern District of California, in San Francisco.

SECTION 29 – SEVERABILITY
If any term, condition or covenant of this Agreement is declared or determined by any court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Agreement shall not be affected thereby and the Agreement shall be read and construed without the invalid, void or unenforceable provision(s).

Agenda Item #10.2.

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SECTION 30 – THIRD PARTY BENEFICIARIES
Consultant’s subconsultants shall agree to be bound to the terms of the Agreement to the extent of their scope of Services, including but not limited to, terms regarding indemnity and dispute resolution, and shall agree that City is deemed an express third-party beneficiary of their subconsultant agreements. Nothing contained in this Agreement, however, shall operate to confer such or similar rights or benefits on persons or entities not party to this Agreement.

SECTION 31 – STATUTES OF LIMITATION
As between the parties to this Agreement, any applicable statute of limitations for action arising out of, pertaining to, or relating to any act or failure to act in connection with this Agreement shall commence to run on the date of City’s issuance of the final Certificate for Payment, or termination of this Agreement, whichever is earlier, except for latent defects and/or deficiencies, for which the applicable statute of limitation shall begin to run upon discovery of the defect and/or deficiency and its cause.

SECTION 32 – SPECIAL PROVISIONS
This Agreement is subject to the following special provisions: none.

IN WITNESS WHEREOF, the parties hereto have accepted, made, and executed this Agreement upon the terms, conditions, and provisions above stated, the day and year first above written.

Consultant: City:

By: ________________________________ By: ________________________ Name: Name: Anil Comelo
Title: Title: City Manager
Approved as to Form:

By: _________________________________
Name: Ethan Walsh
Title: City Attorney

Agenda Item #10.2.

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Task 1-Conduct project initiation meetings *
Task 2-Employees complete questionnaires
Task 3-Conduct job analysis interviews *
Task 4-Prepare and review preliminary classification report Task 5-Prepare class specifications
Task 6-Undertake review process *
Task 7-Finalize classification plan
Task 8-Discuss and document compensation policy *
Task 9-Collect compensation data
Task 10-Compile and format data
Task 11-Audit and finalize compensation data
Task 12-Conduct internal relationship analysis
Task 13-Develop salary recommendations
Task 14-Develop implementation strategies
Task 15-Prepare/review preliminary reports *
Task 16-Prepare and present final reports *
* Anticipated virtual meetings; key milestones shown in blue Agenda Item #10.2.

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2025 PSA - Classifcation and Compensation Study – PublicPay 1 CITY OF ST. HELENA

PROFESSIONAL SERVICES AGREEMENT
Classification and Compensation Study
This Agreement is made and entered into as of July 22, 2025, by and between the City of St. Helena, a public agency organized and operating under the laws of the State of California (“City”), and PublicPay with its principal place of business at 1960 Blue Oaks Blvd. Ste 190, Roseville, CA 95747 (hereinafter referred to as “Consultant”). City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement.

RECITALS
A. City is a public agency of the State of California and is in need of professional services for the following project:

Classification and Compensation Study (hereinafter referred to as “the Project”).

B. Consultant is duly licensed and has the necessary qualifications to provide such services.

C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein.

AGREEMENT
NOW, THEREFORE, IT IS AGREED AS FOLLOWS:

1. Services.

Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.”

2. Compensation.
a. Subject to paragraph 2(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “B.” b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $44,800. This amount is to cover all printing and related costs, and the City will not pay any additional fees for printing expenses.

Periodic payments shall be made within 30 days of receipt of an invoice which includes a detailed description of the work performed. Payments to Consultant for work performed will be made on a monthly billing basis.

3. Additional Work.

If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of Agenda Item #10.2.

2025 PSA - Classifcation and Compensation Study – PublicPay 2 such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement.

4. Maintenance of Records.

Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City.

5. Time of Performance.

The term of this Agreement shall be through the completion of the study, unless earlier terminated as provided herein. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Project. Consultant shall perform its services in a prompt and timely manner within the term of this Agreement and shall commence performance upon receipt of written notice from the City to proceed (“Notice to Proceed”). The Notice to Proceed shall set forth the date of commencement of work.

6. Delays in Performance.
a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the nonperforming party. For purposes of this Agreement, such circumstances include but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; pandemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or judicial restraint.
b. Should such circumstances occur, the non-performing party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement.

7. Compliance with Law.
a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement.

8. Standard of Care; Performance of Employees
a. Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions.

Agenda Item #10.2.

2025 PSA - Classifcation and Compensation Study – PublicPay 3 b. Consultant’s employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Consultant represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License, and that such licenses and approvals shall be maintained throughout the term of this Contract. As provided for in the indemnification provisions of this Contract, Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant’s failure to comply with the standard of care provided for herein. Any employee of the Consultant or its subconsultants who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Consultant and shall not be re-employed to perform any of the Services or to work on the Project.

9. Assignment and Subcontracting
Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates and subcontractors as Consultant may deem appropriate to assist in the performance of services hereunder.

10. Independent Contractor
Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided.

11. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Commercial General Liability
(i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City.
(ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following:
(1) Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent.

Agenda Item #10.2.

2025 PSA - Classifcation and Compensation Study – PublicPay 4 (iii) Commercial General Liability Insurance must include coverage for the following:
(1) Bodily Injury and Property Damage
(2) Personal Injury/Advertising Injury
(3) Premises/Operations Liability
(4) Products/Completed Operations Liability
(5) Aggregate Limits that Apply per Project
(6) Explosion, Collapse and Underground (UCX) exclusion deleted
(7) Contractual Liability with respect to this Agreement (8) Property Damage
(9) Independent Contractors Coverage
(iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement.
(v) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. b. Automobile Liability
(i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City.
(ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto).
(iii) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention.
c. Workers’ Compensation/Employer’s Liability
(i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the Agenda Item #10.2.

2025 PSA - Classifcation and Compensation Study – PublicPay 5 provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement.
(ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section.
d. Professional Liability (Errors and Omissions)
At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. e. Minimum Policy Limits Required
(i) The following insurance limits are required for the Agreement:

Combined Single Limit
Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate for bodily injury, personal injury, and property
damage
Automobile Liability $1,000,000 combined single limit
Employer’s Liability $1,000,000 per accident or disease Professional Liability $1,000,000 per claim and aggregate (errors and omissions)
(ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. f. Evidence Required
Agenda Item #10.2.

2025 PSA - Classifcation and Compensation Study – PublicPay 6 Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25- S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance.
g. Policy Provisions Required
(i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration.
(ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss.
(iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement.

Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement.
(iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide a waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants.
(v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability.

Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law.
h. Qualifying Insurers
Agenda Item #10.2.

2025 PSA - Classifcation and Compensation Study – PublicPay 7 (i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements:
(1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.
i. Additional Insurance Provisions
(i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the provisions concerning indemnification.
(ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement.
(iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor any of its officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement.
j. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants.

12. Indemnification.
a. To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses. Consultant's Agenda Item #10.2.

2025 PSA - Classifcation and Compensation Study – PublicPay 8 obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees, agents, or volunteers. b. If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance of “design professional” services (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault.

13. California Labor Code Requirements.
a. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). The requirement to submit certified payroll records directly to the Labor Commissioner under Labor Code section 1771.4 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Section 1771.4. b. If the services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. Notwithstanding the foregoing, the contractor registration requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Sections 1725.5 and 1771.1. c. This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor that affect Consultant’s performance of services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor.

Agenda Item #10.2.

2025 PSA - Classifcation and Compensation Study – PublicPay 9 14. Safety.

Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and life-saving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures.

15. Verification of Employment Eligibility.

By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and subsubconsultants to comply with the same.

16. INTENTIONALLY DELETED

17. Laws and Venue.

This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a the Superior Court of California for the County of Napa.

18. Termination or Abandonment
a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein.

Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work.
b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant.

Agenda Item #10.2.

2025 PSA - Classifcation and Compensation Study – PublicPay 10 19. Ownership of Documents and Confidential Information. a. All deliverables and other documents generated by Consultant in the performance of the Services, including all work papers, work-in-progress, designs, drawings, documents, data, computations, specifications, studies and reports prepared by Consultant as a part of the Services or authorized Additional Services (“Consultant Work Product”) shall belong to and be subject to the sole ownership and use of City. b. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, drawings and specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. c. During the course of the performance of this Agreement, Consultant may receive written or verbal information from City, its representatives or agents, not in the public domain. Such information may include City’s know how, trade secrets, and other proprietary and confidential information and Consultant agrees to treat such information as confidential information belonging to City. Consultant agrees that neither it, nor its officers, employees, representatives, agents, successors, or assigns, will disclose such information to any third party or use the same in any manner without the prior written consent of City. Moreover, Consultant agrees to safeguard such proprietary and confidential information from unauthorized disclosure and/or use using the same degree of care it uses to protect its own proprietary and confidential information, but not less than a reasonable standard of care. In the event that disclosure of such information is sought pursuant to any law or regulation, Consultant shall promptly notify City of such fact to allow City to assert whatever exclusions or exemptions may be available to it under applicable law or regulation.

20. Organization
Consultant shall assign Aaron Baggarly, AICP as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City.

21. Limitation of Agreement.

This Agreement is limited to and includes only the work included in the Project described above.

22. Notice
Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to:

CITY:

City of St. Helena
1088 College Avenue, St. Helena, CA 94574
Attn: Anil Comelo, City Manager
CONSULTANT:

Doug Johnson, President/CEO
PublicPay
1960 Blue Oaks Blvd. Ste 190
Roseville, CA 95747
Agenda Item #10.2.

2025 PSA - Classifcation and Compensation Study – PublicPay 11 and shall be effective upon receipt thereof.

23. Third Party Rights
Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant.

24. Equal Opportunity Employment.

Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.

25. Entire Agreement
This Agreement, with its exhibits, represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each Party acknowledges that no representations, inducements, promises or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This Agreement may not be modified or altered except in writing signed by both Parties hereto. This is an integrated Agreement.

26. Severability
The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the remaining provisions unenforceable, invalid or illegal.

27. Successors and Assigns
This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each Party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void.

28. Non-Waiver
None of the provisions of this Agreement shall be considered waived by either Party, unless such waiver is specifically specified in writing.

29. Time of Essence
Time is of the essence for each and every provision of this Agreement.

Agenda Item #10.2.

2025 PSA - Classifcation and Compensation Study – PublicPay 12 30. City’s Right to Employ Other Consultants
City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects.

31. Prohibited Interests
Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no director, official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
[SIGNATURES ON FOLLOWING PAGE]
Agenda Item #10.2.

2025 PSA - Classifcation and Compensation Study – PublicPay 13 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT
BETWEEN CITY OF ST. HELENA
AND BLACKBERG GROUP LLC.

IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above.

CITY OF ST. HELENA PublicPay
By: By:

Anil Comelo
City Manager Its:

Printed Name:

APPROVED AS TO FORM:

By: _________________________________
Ethan Walsh, City Attorney
ATTEST:

By:

City Clerk
Agenda Item #10.2.

2025 PSA - Classifcation and Compensation Study – PublicPay 14 EXHIBIT A
Scope of Services
TASK 1: Project Kick-off Meetings
TASK 2: Employees Complete Questionnaires
TASK 3: Conduct Job Analysis Interviews
TASK 4: Prepare and Review Preliminary Classification Report TASK 5: Prepae Class Specifications
TASK 6: Undertake Management/Employee Review Process
TASK 6.1: Distribute class specifications to all employees included within study scope
TASK 6.2: Review written comments received from employees TASK 6.3: Conduct follow-up telephone interviews as necessary TASK 7: Finanlize the Classification Recommendations
TASK 8: Discuss and Document Compensation Policy
TASK 9: Collect Compensation Data
TASK 10: Compile and Format Compensation Data
TASK 11: Audit and Finalize Compensation Data
TASK 12: Conduct Internal Relationship Analysis
TASK 13: Develop Salary Recommendations
TASK 14: Develop Implementation Strategy Options and Compute Implementation Costs TASK 15: Prepare and Review Prelimiary Report
TASK 16: Prepare and Submit Final Reports
Agenda Item #10.2.

2025 PSA - Classifcation and Compensation Study – PublicPay 15 EXHIBIT B
Schedule of Charges/Payments
Agenda Item #10.2.

2025 PSA - Classifcation and Compensation Study – PublicPay 16 EXHIBIT C
Activity Schedule
Agenda Item #10.2.

Agenda Report to the City Council
Agenda Section: CONSENT ITEMS
Department: Administration
DATE: July 22, 2025
FROM: Andrew Bradley, Program Manager
SUBJECT: Approval of Resolution Authorizing the City Manager to Execute Professional Services Agreement with Blackberg
Group LLC. for an Efficiency and Business Transformation study in an amount Not-To-Exceed $100,000.

RECOMMENDED
ACTION:

Adopt a resolution authorizing the City Manager to execute a professional services agreement with Blackberg Group
LLC. to conduct the City’s Efficiency and Business
Transformation Study, in an amount not-to-exceed
$100,000.

PREVIOUS COUNCIL
ACTION:

On January 14, 2025, Council Member Barak proposed,
and the City Council supported, an agendized discussion to reduce costs through optimization and modernization.

On January 28, 2025, the City Council was presented with a staff report listing actions staff had already undertaken to enhance efficiency and improve processes, as well, staff recommended that the city utilize the services of a
consultant to explore additional opportunities for efficiency and business transformation.
https://sthelena.civicweb.net/document/265031

STATEMENT OF THE
PURPOSE:

The purpose of this item is to authorize the City Manager to execute a professional services agreement with
Blackberg Group LLC. to conduct a citywide Efficiency and Business Transformation Study.

FINANCIAL IMPACT: The total Financial Impact is an amount not-to exceed $100,000. While this action requires the use of General Fund reserves, funds were originally set aside in the FY 2024-25 Operating Budget under GL Account 101-42-00-
21-45. However, due to the timing of the professional
services agreement, those funds were returned to General Fund reserves as of June 30, 2025. As a result, there is no impact on the estimated General Fund reserves at the end of FY 2025-26.

BACKGROUND:

The City of St. Helena released a Request for Proposals (RFP) on March 28, 2025, seeking qualified consultants to conduct an Efficiency and Business Transformation Agenda Item #10.3.

Study. The objective of this initiative is to assess internal business processes, identify opportunities to improve service delivery, enhance the resident experience, reduce inefficiencies, and evaluate staffing, technology use, and organizational structure across all non-public safety departments. The outcome will be a strategic roadmap for modernizing service delivery, improving customer experience, and ensuring the effective and efficient use of City resources.

The study is a key priority for aligning resources with community expectations and fiscal realities, particularly as the City continues to address long-term fiscal sustainability.

DISCUSSION:

The City received seven (7) proposals by the submission deadline of April 25, 2025. A review panel composed of staff and Council-appointed evaluators assessed the written proposals using criteria outlined in the RFP, including:
 Relevant experience and qualifications
 Understanding of project scope
 Proposed methodology and approach
 Value and cost-effectiveness
 Clarity of deliverables and timeline
Following the initial evaluation, three (3) finalist firms were invited to participate in panel interviews conducted on May 22 and May 28, with a second round of interviews taking place on July 1 with the top two (2) firms. Interview questions focused on the firm’s approach to organizational analysis, technology assessment, and capacity to deliver actionable recommendations suited to a small, full-service city like St. Helena.

After a thorough evaluation process, the panel unanimously recommended Blackberg Group LLC. for contract award based on the following strengths:
 Demonstrated success conducting transformation studies in similar-sized municipalities
 A thoughtful and phased methodology that balances efficiency, service quality, and fiscal discipline
 A well-qualified, multidisciplinary team with expertise in municipal operations, organizational development, and digital modernization
 Strong references and evidence of measurable outcomes in past projects Pending Council approval, the selected consultant will begin work on August 1, 2025, with preliminary findings expected in early 2Q2026.

ENVIRONMENTAL REVIEW:

None.

Agenda Item #10.3.

GOAL:

Goal 1: Strengthen Financial Sustainability
Goal 7: Enhance Organizational Effectiveness
DOCUMENTS ATTACHMENTS:

RFP - Efficiency and Business Transformation FINAL 03.27.25 Business and Efficiency Transformation_Blackberg Group
Resolution - PSA Blackberg Group for Efficiency and Transformation Study - July 22 2024 Template Professional Services Agreement - Efficiency and Business Transformation Study Blackberg Group
WC CERT 24-25 St.Helena
Liabilitiy CERT 24-25 St. Helena
Agenda Item #10.3.

REQUEST FOR PROPOSALS:

REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES
Efficiency and Business Transformation Study
DATE ISSUED: Friday, March 28, 2025
DATE DUE: Friday, April 25, 2025, 5PM
CONTACT: Erika Opp, Administrative Analyst
[email protected]
The City is only accepting proposals electronically via email to [email protected] CITY OF ST. HELENA
Agenda Item #10.3.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | EFFICIENCY AND BUSINESS TRANSFORMATION PAGE 2

TABLE OF CONTENTS
I. INTRODUCTION..................................................................................................................................... 3 II. GENERAL INFORMATION ..................................................................................................................... 3 III. SCOPE OF WORK ................................................................................................................................. 3 IV. DELIVERABLES ....................................................................................................................................... 4 V. SCHEDULE ............................................................................................................................................. 4 VI. PROPOSAL SUBMISSION REQUIREMENTS............................................................................................ 5 VII. EVALUATION PROCESS ........................................................................................................................ 5 VIII. PROPOSAL TERMS AND CONDITIONS ................................................................................................ 5

1. EXAMINATION OF PROPOSAL MATERIALS............................................................................. 6

2. ADDENDA INTERPRETATIONS .................................................................................................. 6

3. DESIGNATED CONTACT .......................................................................................................... 6

4. PUBLIC RECORDS..................................................................................................................... 6

5. PROPOSAL COSTS.................................................................................................................... 6

6. RESERVATION OF RIGHTS ........................................................................................................ 6

7. PRODUCT OWNERSHIP ............................................................................................................ 6

8. PROFESSIONAL SERVICES AGREEMENT.................................................................................. 6

9. CAUSES FOR DISQUALIFICATION............................................................................................ 6 IX. Exhibit A – Addendum ........................................................................................................................ 8 X. Exhibit B – City of St. Helena Professional Services Agreement......................................................9

EXHIBITS
Exhibit A: Addendum
Exhibit B: City of St. Helena Professional Services Agreement Agenda Item #10.3.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | EFFICIENCY AND BUSINESS TRANSFORMATION PAGE 3
I. INTRODUCTION
The City of St. Helena, California is located in the center of the world-famous wine growing Napa Valley, 65 miles north of San Francisco. The area was settled in 1834 as part of General Vallejo’s land grant. The City of St. Helena was incorporated as a City on March 24, 1876 and reincorporated on May 14, 1889.

The City, from its inception, has served as a rural agricultural center and over the years, has experienced growth and development of the wine industry. The City receives many visitors due to the wine industry and the area’s scenic qualities and history. The City’s goal is to maintain a small-town atmosphere and to provide high quality services to its residents.

The official population of the City of St. Helena as of 2021 is 6,070 (CA Department of Finance). St. Helena is a full-service city employing 93.7 full-time equivalent employees and encompasses an area of four-square miles. The City’s FY 2024-25 General Fund Budget is approximately $22 million.

II. GENERAL INFORMATION

OBJECTIVE
The City is seeking proposals from qualified consulting firms to conduct an Efficiency and Business Transformation Study. The objective of this study is to assess current business processes, identify inefficiencies, and recommend strategies for improvement and transformation. The recommendations might entail changes in its organizational structure to enhance service delivery and/or reduce costs and optimize resources based on how St. Helena residents interact with the City.

The goal is to align City services, technology, and organizational structure in a way that makes it easier and more efficient for residents to access services and conduct business with the City.

The study will exclude public safety services (e.g., police and fire) and instead focus on administrative, public works, planning and building services, and other non-safety functions.

The findings will inform the City’s strategic approach to workforce planning, resource allocation, and service delivery improvements, ensuring that residents and businesses can more efficiently interact with the City.

A single firm may provide an RFP for all services or a team of independent consultants or small firms may submit proposals for a specific area of expertise (e.g. a process improvement specialist + a municipal finance consultant + a technology strategist).

III. SCOPE OF WORK
The selected Consultant will work with assigned City staff to conduct a comprehensive efficiency study across all non-public safety City departments. The Consultant will be responsible for:
• Conducting a comprehensive assessment of existing operations including:

Agenda Item #10.3.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | EFFICIENCY AND BUSINESS TRANSFORMATION PAGE 4
o Organizational structure and staffing component
o Process improvements & efficiency potential
o Cost savings potential
o Technology utilization and modernization
• Identifying inefficiencies, redundancies, and process bottlenecks. • Developing a comprehensive set of recommendations to improve operational efficiency, enhance service delivery, reduce costs, and/or optimize resource allocation.
• Presenting recommendations to the City Council.

IV. DELIVERABLES
The Consultant shall provide the following deliverables:

1. Final Report summarizing a menu of strategies to achieve efficiency and business transformation. The report shall present findings, recommendations, and potential for further inquiry emphasizing measurable outcomes such as: service delivery improvements, speed of transactions, and clear cost savings targets that align with the mission of making it easier for residents to interact/do business with the City. The final report should include (as applicable):
a. Staffing and Operational Analysis with proposed restructuring and efficiency recommendations.
b. Process Improvement Recommendations identifying specific inefficiencies. c. Technology Utilization Assessment with recommendations for automation and digital integration.
d. Financial Efficiency Review outlining cost-saving measures and budgetary adjustments.

V. SCHEDULE
Responses to the RFP must be submitted to the City of St. Helena as outlined in this section.

Responses are due no later than
FRIDAY, APRIL 25, 2025 AT 5:00 PM
Responses received after this date and time will not be considered.

PROPOSED SCHEDULE FOR THE REVIEW AND SELECTION PROCESS

AND DESIRED TIMELINES FOR DELIVERABLES

MILESTONE DATE TIME
Release RFP March 28, 2025 10:00AM
Proposal due date April 25, 2025 5:00PM
Review and scoring of submittals & conduct interviews Week of May 16 Award of Agreement May 27, 2025 6:00 PM
Project Begins July 1, 2025
Agenda Item #10.3.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | EFFICIENCY AND BUSINESS TRANSFORMATION PAGE 5
Project Concludes TBD
The schedule may be modified and/or extended if necessary.

VI. PROPOSAL SUBMISSION REQUIREMENTS
If interested in this RFP, please notify Erika Opp by email at [email protected] so you may be added to the notification list for addendums. Failure to notify could result in missing important and required information and could result in disqualification.

Interested firms should submit a proposal that includes:
• Firm background and relevant experience.
• Approach and methodology for conducting the study.
• Detailed project timeline and deliverables.
• Team composition and qualifications.
• Total costs including fee structure.
• References from past clients with similar projects.

All submittals must be received by 5:00 PM on April 25, 2025 via e-mail as follows:

1. Submittals must be e-mailed to: [email protected]

2. Subject line of e-mail must read: RFP – Efficiency and Business Transformation

3. The submittals shall be in PDF format with search capability to endure readability and compatibility. All submitted material will be retained by the City of St. Helena and considered public information.

It is the sole responsibility of the Proposer to ensure timely delivery. Late proposals will not be considered.

VII. EVALUATION PROCESS
The proposals will be reviewed by a committee selected by the City Manager and may include members of the City Council. Proposers may be required to make oral presentation as a supplement to their proposals. The virtual presentation would only be held subsequent to the receipt of the proposals and will be part of the evaluation/interview process to determine the qualifications of the firm. .

Evaluation considerations may include, by way of illustration and not by limitation, the following:
a. Responsiveness of the proposal in clearly stating the understanding of the work to be performed and in demonstrating the intention and ability to perform the work. b. Consultant’s experience in conducting similar studies. c. Technical experience and professional qualifications of the team. The number and expertise of key and supervisory personnel who will directly participate in the requested services.
d. Cost-effectiveness and value for investment. Although a significant factor, cost will not be the primary factor in the selection of a firm. Since the City is cost conscious, proposals which provide options to perform the work in phases are welcome. e. References and past performance.

VIII. PROPOSAL TERMS AND CONDITIONS
Agenda Item #10.3.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | EFFICIENCY AND BUSINESS TRANSFORMATION PAGE 6

1. EXAMINATION OF PROPOSAL MATERIALS
The submission of a proposal shall be deemed a representation and warranty by the proponent that it has investigated all aspects of the RFP, that it is aware of the applicable facts pertaining to the RFP process and its procedures and requirements, and that it has read and understands the RFP. No request for modification of the provisions of the proposal shall be considered after its submission on the grounds the proponent was not fully informed as to any fact or condition.

2. ADDENDA INTERPRETATIONS
If it becomes necessary to revise any part of this RFP, a written addendum will be provided to each firm that requested to be added to the notification list, and said addenda will be uploaded to the City website. The City of St. Helena is not bound by any oral representations, clarifications, or changes made in the RFP by the City or its agents, unless such clarifications or change is provided in written addendum from the City of St. Helena.

3. DESIGNATED CONTACT
For the purposes of this RFP, the Acting City Clerk is designated as the contact person. Any questions concerning the scope of work and the selection process shall be directed to Erika Opp at [email protected]. Any and all questions and responses concerning this RFP will only be accepted in writing, via email. All questions must be received by April 11, 2025 by 5:00PM.

Responses to questions will be posted on the City’s website, cityofsthelena.org/rfps, and will become part of the RFP. It is the consultant’s responsibility to check the website for updates.

4. PUBLIC RECORDS
This RFP document and all submittals in response thereto are public records. Prospective consultants are cautioned not to include any material into the proposal that is strictly proprietary in nature.

5. PROPOSAL COSTS
All costs associated with the preparation of RFP submittals shall be borne by the respondent. This RFP does not constitute any form of offer to contract.

6. RESERVATION OF RIGHTS
The City reserves the right, for any reason, to accept or reject any one or more proposals; to negotiate the terms and specifications of the proposal; to modify any part of the RFP; or issue a new RFP.

7. PRODUCT OWNERSHIP
Any documents resulting from the contract will be the property of the City.

8. PROFESSIONAL SERVICES AGREEMENT
All Proposers must identify in their proposal any terms and conditions of the sample Professional Service Agreement (Exhibit B) that they wish to negotiate. Insurance is required as outlined in Section 7 of the sample agreement.

9. CAUSES FOR DISQUALIFICATION
Any of the following may be considered cause to disqualify a proponent without further consideration:

Agenda Item #10.3.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | EFFICIENCY AND BUSINESS TRANSFORMATION PAGE 7
- Evidence of collusion among proponents;
- Any attempt to improperly influence any member of the evaluation panel; - A proponent's default in any operation of a professional services agreement which resulted in termination of that agreement; and/or
- Existence of any lawsuit, unresolved contractual claim, or dispute between proponent and the City.

Agenda Item #10.3.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | EFFICIENCY AND BUSINESS TRANSFORMATION PAGE 8
IX. Exhibit A – Addendum
It is anticipated the Efficiency and Business Transformation project may require multiple phases.

The initial phase is the response to this RFP and other subsequent phases may include, but is not limited to the development of:

1. Comparative benchmarking analysis with cities of similar size and service levels to identify best practices in operational efficiency.

2. Roadmap for business transformation, including technology and workflow enhancements.

3. Implementation plan detailing prioritized actions and estimated cost savings.

4. Implementation support and for change management.

Agenda Item #10.3.

CITY OF ST. HELENA | REQUEST FOR PROPOSALS | EFFICIENCY AND BUSINESS TRANSFORMATION PAGE 9
X. Exhibit B – City of St. Helena Professional Services Agreement Agenda Item #10.3.

2024 PSA Template [Insert vendor name/project]
1 CITY OF ST. HELENA

PROFESSIONAL SERVICES AGREEMENT
[Insert project name]
This Agreement is made and entered into as of ________________, 20____ by and between the City of St. Helena, a public agency organized and operating under the laws of the State of California (“City”), and [***INSERT NAME***], a [***INSERT TYPE OF ENTITY - CORPORATION, PARTNERSHIP, SOLE PROPRIETORSHIP OR OTHER LEGAL ENTITY***] with its principal place of business at [***INSERT ADDRESS***] (hereinafter referred to as “Consultant”). City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement.

RECITALS
A. City is a public agency of the State of California and is in need of professional services for the following project:
____________________________________________________________________________ (hereinafter referred to as “the Project”).

B. Consultant is duly licensed and has the necessary qualifications to provide such services.

C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein.

AGREEMENT
NOW, THEREFORE, IT IS AGREED AS FOLLOWS:

1. Services.

Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.” [Alternatively, Scope of Services can be included here and all subsequent exhibits renumbered accordingly.]

2. Compensation.
a. Subject to paragraph 2(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “B.” [Alternatively, Schedule of Charges may be included here and all subsequent exhibits renumbered accordingly.] b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $ [Insert amount of compensation]. This amount is to cover all printing and related costs, and the City will not pay any additional fees for printing expenses. Periodic payments shall be made within 30 days of receipt of an invoice which includes a detailed description of the work performed. Payments to Consultant for work performed will be made on a monthly billing basis.

Agenda Item #10.3.

2024 PSA Template [Insert vendor name/project]
2 3. Additional Work.

If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement.

4. Maintenance of Records.

Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City.

5. [Insert Term or Time of Performance].
[If engaging the Consultant for a particular term, use the following provision] The term of this Agreement shall be from [Insert start date] to [Insert end date], unless earlier terminated as provided herein. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Project. Consultant shall perform its services in a prompt and timely manner within the term of this Agreement and shall commence performance upon receipt of written notice from the City to proceed (“Notice to Proceed”). [If the City has specific milestones or timelines for performance, please input those requirements in the “Activity Schedule” attached as Exhibit C, otherwise delete Exhibit C.] The Notice to Proceed shall set forth the date of commencement of work. [If engaging the Consultant to perform a discrete task with a specified deadline, use the following provision]
Consultant shall perform its services in a prompt and timely manner and shall commence performance upon receipt of written notice from the City to proceed (“Notice to Proceed”).

Consultant shall complete the services required hereunder within [Insert number of calendar days for performance of the services – if more detail is required attach “Activity Schedule” as Exhibit C, otherwise delete Exhibit C.] The Notice to Proceed shall set forth the date of commencement of work.

6. Delays in Performance.
a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the nonperforming party. For purposes of this Agreement, such circumstances include but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; pandemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or judicial restraint.
b. Should such circumstances occur, the non-performing party shall, within a reasonable time of being prevented from performing, give written notice to the other party Agenda Item #10.3.

2024 PSA Template [Insert vendor name/project]
3 describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement.

7. Compliance with Law.
a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement.

8. Standard of Care; Performance of Employees
a. Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. b. Consultant’s employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Consultant represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License, and that such licenses and approvals shall be maintained throughout the term of this Contract. As provided for in the indemnification provisions of this Contract, Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant’s failure to comply with the standard of care provided for herein. Any employee of the Consultant or its sub-consultants who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Consultant and shall not be re-employed to perform any of the Services or to work on the Project.

9. Assignment and Subcontracting
Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates and subcontractors as Consultant may deem appropriate to assist in the performance of services hereunder.

10. Independent Contractor
Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed Agenda Item #10.3.

2024 PSA Template [Insert vendor name/project]
4 shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided.

11. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Commercial General Liability
(i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following:
(1) Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following:
(1) Bodily Injury and Property Damage
(2) Personal Injury/Advertising Injury
(3) Premises/Operations Liability
(4) Products/Completed Operations Liability
(5) Aggregate Limits that Apply per Project
(6) Explosion, Collapse and Underground (UCX) exclusion deleted
(7) Contractual Liability with respect to this Agreement (8) Property Damage
(9) Independent Contractors Coverage
(iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement.
(v) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. b. Automobile Liability
(i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and Agenda Item #10.3.

2024 PSA Template [Insert vendor name/project]
5 property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City.
(ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto).
(iii) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention.
c. Workers’ Compensation/Employer’s Liability
(i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement.
(ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section.
d. Professional Liability (Errors and Omissions)
At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein.

This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. e. Minimum Policy Limits Required
(i) The following insurance limits are required for the Agreement:

Combined Single Limit
Agenda Item #10.3.

2024 PSA Template [Insert vendor name/project]
6 Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate for bodily injury, personal injury, and property
damage
Automobile Liability $1,000,000 combined single limit
Employer’s Liability $1,000,000 per accident or disease Professional Liability $1,000,000 per claim and aggregate (errors and omissions)
(ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. f. Evidence Required
Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance.
g. Policy Provisions Required
(i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration.
(ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss.
(iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the Agenda Item #10.3.

2024 PSA Template [Insert vendor name/project]
7 policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement.
(iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide a waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants.
(v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability.

Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law.
h. Qualifying Insurers
(i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements:
(1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.
i. Additional Insurance Provisions
(i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the provisions concerning indemnification.
(ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement.
(iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor any of its officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement.

Agenda Item #10.3.

2024 PSA Template [Insert vendor name/project]
8 j. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section.

Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants.

12. Indemnification.
a. To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees, agents, or volunteers.
b. If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance of “design professional” services (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault.

13. California Labor Code Requirements.
a. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). The requirement to submit certified payroll records directly to the Labor Commissioner under Labor Code section 1771.4 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Section 1771.4.

Agenda Item #10.3.

2024 PSA Template [Insert vendor name/project]
9 b. If the services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. Notwithstanding the foregoing, the contractor registration requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Sections 1725.5 and 1771.1. c. This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor that affect Consultant’s performance of services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor.

14. Safety.

Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and life-saving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures.

15. Verification of Employment Eligibility.

By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same.

16. INTENTIONALLY DELETED

17. Laws and Venue.

This Agreement shall be interpreted in accordance with the laws of the State of California.

If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a the Superior Court of California for the County of Napa.

18. Termination or Abandonment
Agenda Item #10.3.

2024 PSA Template [Insert vendor name/project]
10 a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work.
b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant.

19. Ownership of Documents and Confidential Information. a. All deliverables and other documents generated by Consultant in the performance of the Services, including all work papers, work-in-progress, designs, drawings, documents, data, computations, specifications, studies and reports prepared by Consultant as a part of the Services or authorized Additional Services (“Consultant Work Product”) shall belong to and be subject to the sole ownership and use of City. b. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, drawings and specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. c. During the course of the performance of this Agreement, Consultant may receive written or verbal information from City, its representatives or agents, not in the public domain. Such information may include City’s know how, trade secrets, and other proprietary and confidential information and Consultant agrees to treat such information as confidential information belonging to City. Consultant agrees that neither it, nor its officers, employees, representatives, agents, successors, or assigns, will disclose such information to any third party or use the same in any manner without the prior written consent of City. Moreover, Consultant agrees to safeguard such proprietary and confidential information from unauthorized disclosure and/or use using the same degree of care it uses to protect its own proprietary and confidential information, but not less than a reasonable standard of care. In the event that disclosure of such information is sought pursuant to any law or regulation, Consultant shall promptly notify City of such fact to allow City to assert whatever exclusions or exemptions may be available to it under applicable law or regulation.

20. Organization
Consultant shall assign _________________________ as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City.

Agenda Item #10.3.

2024 PSA Template [Insert vendor name/project]
11 21. Limitation of Agreement.

This Agreement is limited to and includes only the work included in the Project described above.

22. Notice
Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to:

CITY:

City of St. Helena
[City Address]
Attn: [***INSERT NAME & DEPARTMENT***]
CONSULTANT:
[***INSERT NAME, ADDRESS & CONTACT
PERSON***]
and shall be effective upon receipt thereof.

23. Third Party Rights
Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant.

24. Equal Opportunity Employment.

Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.

25. Entire Agreement
This Agreement, with its exhibits, represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each Party acknowledges that no representations, inducements, promises or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This Agreement may not be modified or altered except in writing signed by both Parties hereto. This is an integrated Agreement.

26. Severability
The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the remaining provisions unenforceable, invalid or illegal.

27. Successors and Assigns
Agenda Item #10.3.

2024 PSA Template [Insert vendor name/project]
12 This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each Party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void.

28. Non-Waiver
None of the provisions of this Agreement shall be considered waived by either Party, unless such waiver is specifically specified in writing.

29. Time of Essence
Time is of the essence for each and every provision of this Agreement.

30. City’s Right to Employ Other Consultants
City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects.

31. Prohibited Interests
Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no director, official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

32. Federal Requirements [***INCLUDE THIS SECTION ONLY IF APPLICABLE; DELETE OTHERWISE AND DELETE ASSOCIATED EXHIBIT. YOU MAY ALSO NEED TO INCLUDE SOME INFORMATION IN THE RFP DUE TO FEDERAL FUNDING GUIDELINES.

CONSULT LEGAL COUNSEL IF NECESSARY***]
When funding for the services is provided, in whole or in part, by an agency of the federal government, Consultant shall also fully and adequately comply with the provisions included in Exhibit “D” (Federal Requirements) attached hereto and incorporated herein by reference (“Federal Requirements”). With respect to any conflict between such Federal Requirements and the terms of this Agreement and/or the provisions of state law, the more stringent requirement shall control.
[SIGNATURES ON FOLLOWING PAGE]
Agenda Item #10.3.

2024 PSA Template [Insert vendor name/project]
13 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT
BETWEEN CITY OF ST. HELENA
AND [***INSERT CONSULTANT NAME***]
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above.

CITY OF ST. HELENA [**CONSULTANT’S NAME**]
By: By:

Anil Comelo Its:

City Manager
Printed Name:

ATTEST:

By:
[INSERT TITLE]
Agenda Item #10.3.

2024 PSA Template [Insert vendor name/project]
14 EXHIBIT A
Scope of Services
Agenda Item #10.3.

2024 PSA Template [Insert vendor name/project]
15 EXHIBIT B
Schedule of Charges/Payments
Consultant will invoice City on a monthly cycle. Consultant will include with each invoice a detailed progress report that indicates the amount of budget spent on each task. Consultant will inform City regarding any out-of-scope work being performed by Consultant. This is a time-and-materials contract.

Agenda Item #10.3.

2024 PSA Template [Insert vendor name/project]
16 EXHIBIT C
Activity Schedule
Agenda Item #10.3.

2024 PSA Template [Insert vendor name/project]
17 EXHIBIT D
Federal Requirements
[DELETE EXHIBIT IF NOT APPLICABLE]
Agenda Item #10.3.

BLACKBERG
GROUP
City of St. Helena
E0iciency and Business Transformation
City of St. Helena
E0iciency and Business Transformation
Technical Proposal
Submitted To:

Erika Opp, Administrative Analyst
April 25, 2025
Agenda Item #10.3.

BLACKBERG
GROUP
City of St. Helena
E0iciency and Business Transformation

COVER LETTER
City of St. Helena
April 25, 2025
Dear Erika Opp,
On behalf of the Blackberg Group, I am pleased to submit our proposal in response to your request for proposals for Efficiency and Business Transformation Stud. We are excited about the opportunity to partner with the City of St. Helena to conduct an efficiency and business transformation study. We are confident that our team’s experience in community engagement, city management, and information technology will meaningfully support St. Helena’s goals.

Blackberg specializes in organizational assessment and design, process improvement and efficiency, community outreach, customer centered design, and information and cybersecurity for public agencies and mission-driven organizations.

Blackberg has received and reviewed all documents, including the base solicitation to this opportunity provided by the City of St. Helena or referenced in solicitation materials. We agree with all terms, conditions, and provisions included in the solicitation—taking no assumptions, conditions, or exceptions with any of the terms and conditions of this RFP. This proposal is valid for 120 calendar days following submission.

Thank you for your consideration of our proposal.

Sincerely,
Leanne Reisz
Executive Vice President
Blackberg Group, LLC
Agenda Item #10.3.

BLACKBERG
GROUP
City of St. Helena
E0iciency and Business Transformation
Contents

1.0 Project Understanding.............................................................................................................1

2.0 Firm Background and Relevant Experience..............................................................................1

3.0 Approach and Methodology for Conducting the Study.............................................................5 Step 1—Current Assessment..........................................................................................................7 Step 2—Data Collection Plan (DCP)................................................................................................7 Step 3—Assess Existing Operations................................................................................................8 3A) Organizational Structure and StaMing Component................................................................8 3B) Process Improvements and EMiciency Potential ...................................................................9 3C) Cost Savings Potential ........................................................................................................10 3D) Technology Utilization and Modernization...........................................................................10 Step 4—Develop a Comprehensive Set of Recommendations and Prioritize ................................11

4.0 Detailed Project Timeline and Deliverables ...........................................................................14

5.0 Team Composition and Technical Qualifications...................................................................17

6.0 Our Collective Robust Capacity.............................................................................................18

7.0 Total Costs Including Fee Structure .......................................................................................20

8.0 References from Past Clients with Similar Projects...............................................................20 Agenda Item #10.3.

BLACKBERG
GROUP
City of St. Helena
E0iciency and Business Transformation
Blackberg Group—RFP Response 1

1.0 Project Understanding
The City of St. Helena has made important strides in enhancing the quality of life for its residents, as reflected in the January 2025 Godbe Research survey. Resident satisfaction with city services has climbed to 86.4%, up from 78.2% in 2022. Likewise, 78.5% of residents now consider St. Helena a good place to raise a family, showing a steady positive trend. However, this progress is tempered by persistent concerns about water quality and supply (37.5%), the lack of affordable housing, and road maintenance. While satisfaction with customer service has increased to 75.1%, there has been a noted decline in how residents perceive the timeliness and quality of the information they receive.

These dynamics underscore a critical need for the City to examine how it operates and delivers services. St.

Helena, like many municipalities, faces systemic challenges: under-resourced departments, aging infrastructure and equipment, and fiscal constraints that limit strategic growth and service delivery. The City’s request for a Comprehensive Efficiency and Business Transformation Study reflects a forward-looking commitment to meeting these challenges head-on.

We understand that the City's objectives are to improve organizational performance, enhance customer satisfaction, and position the City for long-term sustainability. As outlined in the scope of work, this involves a thorough, phased assessment of City operations, focusing on organizational structure, service delivery, staffing levels, technology use, and budget/resource alignment. Our goal is to support St. Helena in building a more nimble, responsive, and effective government—one that continues to deliver high-quality services while earning and sustaining the trust of its residents.

2.0 Firm Background and Relevant Experience
Blackberg will serve as the prime contractor for this study. HRS Consulting joins Blackberg as a major subcontractor to form Team Blackberg. Team Blackberg offers St. Helena access to a group of transformation, strategy, and management experts who have decades of relevant experience.

Blackberg is a Service-Disabled, Veteran-Owned Small Business and a Woman-Owned Small Business specializing in strategy, operations, communications, and organizational effectiveness. Our team has decades of combined experience supporting local, state, and federal clients with the development of Strategic and Comprehensive Plans. Further Blackberg has experience developing plans with long- range time horizons and high-level goals, while cascading down to detailed and action-oriented initiatives that support quarterly and annual progress. We also have experience with land use policy and exploring all community needs by using a combination of models, such as PESTLE (Political, Economic, Sociological, Technological, Legal, and Environmental) analysis, Journey Mapping, and user- centered design. Furthermore, in supporting government clientele, we have extensive experience with incorporating considerations for laws, policies, and regulations. Many of our local government clients have found our experience with state and federal level law and regulations useful in crafting their Comprehensive Plans. This can also include federal and state level incentives and strategic initiatives. Further, Blackberg brings extensive experience in community engagement, analytics, web development, and graphic design—complementing the delivery of creative and innovative plans.

HRS Consulting, Inc. (HRS), a Service-Disabled, Veteran-Owned Small Business, is a global human performance improvement company. We specialize in taking lessons learned in High Reliability Organizations (HRO) and developing innovative Primary Study Objective
“The objective of this study is to assess
current business processes, identify
inefficiencies, and recommend strategies
for improvement and transformation.”
Agenda Item #10.3.

BLACKBERG
GROUP
City of St. Helena
E0iciency and Business Transformation
Blackberg Group—RFP Response 2
process enhancements, training and continuous improvement for people who need to execute precise actions in a stressful, demanding environment. Our approach replicates HRO “best practices” and yields a comprehensive solution to capture and proactively eliminate error and mitigate risk to prevent an incident or sentinel event.

Our actions are rooted in individual and organizational excellence, earning us national and international recognition. Our CEO co-authored the book High Reliability for a Highly Unreliable World, praised as an "encyclopedic compendium" by leading HRO experts. Our team has used HRO tools to reduce risks, errors, and costs significantly in various complex organizations. We adapt HRO principles for personnel development and training, with direct applicability to public and private sectors, resulting in performance improvements and cost savings. As Veterans, we understand our clients' challenges and core values deeply. HRS offers an exceptionally experienced team with process improvement expertise, enhanced by qualitative and quantitative assessments, course design, training, and implementation tools.

Collectively, Team Blackberg’s professional qualifications (Figure 1) encompass certified High Reliability Practitioners, Lean Six Sigma Master Blackbelts, Prosci Change Management Practitioners, Baldrige Performance Excellence Program Examiner, and Strategic Planners.

Figure 1 – Team Blackberg Certifications: Team Blackberg has professional certifications that are relevant for this study, and our experts routinely maintain the currency of their knowledge with publications, research, and presentations.

Team Blackberg has supported the strategic development, planning, and execution of similar comprehensive studies and analysis for state, local, federal, academic, and private sector clients for the past 16 years. These clients include the City of Germantown, Veterans Health Administration, Department of Defense, Kaiser Permanente, Stanford University, Southwestern Health Resources, Lower Columbia Maritime Fire Safety/Security Plan, and more. A sample of similar projects are depicted below (Figure 2).

Figure 2 – Team Blackberg Clientele: Team Blackberg has successfully supported a wide range of clientele with studies similar or identical to the needs of St. Helena.

Agenda Item #10.3.

BLACKBERG
GROUP
City of St. Helena
E0iciency and Business Transformation
Blackberg Group—RFP Response 3
Sample 1: City of Germantown Strategic Plan—Our team partnered with the Mayor and City Administrator to combine the City’s Smart Growth Plan (its general land use plan), its Triple Bottom Line (the economic, environmental, and social sustainability plan), annual budget, and the Germantown Plan into a single, focused strategic approach that was compliant with Baldridge evaluation criteria. The Baldridge Excellence Framework, used for evaluating organizations including cities, focuses on seven key areas—Leadership; Strategy; Customers’ Measurement, Analysis, and Knowledge Management; Workforce; Operations; and Results. Through the unified plan, we aimed to advance measurable and sustainable improvement in the ability of all senior leadership to function as effective collegial teams in pursuit of continuous improvement for the City and its residents. Through an inclusive and participatory process with the public, we worked closely with City leadership and the community to design, develop, facilitate, and conduct two retreats for Board of Mayor and Aldermen of Germantown, TN. Over nine months, the process involved highly focused efforts, including individual meetings between HRS and the City Administrator, Mayor, Aldermen, and city department heads to assess the current state and cultivate an understanding of the importance of teamwork in maintaining Germantown's status as one of the best small cities in the country. Our team then generated reports from the retreats, including information analyses and strategic guidance to support the Baldridge package development. An integral part of all discussions revolved around the principles of high reliability organizations so that the city could be confident in its efforts that it had done everything possible to achieve the optimal result with the resources that were available.

Key elements of support included:
• Assessment and analysis of opportunities and challenges • Review of Germantown 20/20, SmartGrowth, previous retreat reports and the assessment of Baldridge criteria
• Assessment of readiness
• Planning meetings to arrange schedules, timelines, necessary documents with the City Administrator • Interviews with the Board of Mayor and Aldermen, City Administrator and key leadership • Dashboard, progress report, based on balanced scorecard metrics • Process coaching and mentoring
• Leadership and organizational readiness guidance and coaching Through this initiative, we helped Germantown establish a robust and future ready strategic framework—one that promotes sustainability, enhances leadership effectiveness, and positions the city for long-term success.

Sample 2: Kaiser Permanente Pursuit of Operational Excellence (OE), Acceleration of Learning and Spread (XLS), and the High Reliability Operating Model (HROM). Our team (including Mr. Joe Duhig—identified as a key staff member for this response) reviewed KP’s Business Requirements and subsequently guided efforts to streamline initiatives and better align requirements with strategic objectives. HRS identified that current business functions had multiple methodologies and frameworks and a marked lack of a standardized approaches across its functions. In addition, KP desired a common framework, language, and approach across all KP’s business functions to achieve its strategic planning goals and objectives. HRS evaluated existing requirements against industry best practices to improve the ability of business units to define dependencies to meet organization-wide objectives. This involved data gathering and analysis, best practice identification, process mapping, consideration of technology Agenda Item #10.3.

BLACKBERG
GROUP
City of St. Helena
E0iciency and Business Transformation
Blackberg Group—RFP Response 4
alternatives to augment existing human-driven processes/human-centered design, defining non-universal terms to reduce ambiguity, developing data-driven performance metrics, obtaining stakeholder agreement, implementing improvements, and measurement/monitoring of post-process data to ensure continued alignment to updated standards.

Sample 3: Team Blackberg supported the Veterans Health Administration (VHA) Product Effectiveness (PE)/Office of Optimizing Healthcare Value Program (OHVP), provided comprehensive assessments to assist VHA in achieving the maximum business value from investments through the independent identification, measurement, and analysis of business benefits. Research and analyses have covered High Reliability, Just Culture, Benefit on Investment, Social Return on Investment (SROI), Social Cost Benefit Analysis (SCBA), and Strategic Analytics for Improvement and Learning (SAIL) measures.
• Independently evaluated the implementation and operations of strategic VHA initiative people, processes, and technology for foundational, operational, and organizational value realization and optimization, applying a standardized, evidence-based, proven methodology but not implementing or managing the production.
• Assisted in launching VHACO Journey to High Reliability for formal implantation of HRO practice across 17 VHACO program offices spanning all AUSH offices. Oversaw site observation and data collection, data analysis, dashboard implementation, day-to-day project tasks, client communications, and client materials specific to HRO Pillar 1 (Leadership's Commitment), Pillar 2 (Culture of Safety & Just Culture), and Pillar 3 (Continuous Process Improvement). • Established standardized baseline training with the completion of 330,000 employees; over 7,100 improvement projects have been created across the enterprise.

Sample 4: Southwestern Health Resources (SWHR):

Our team of Lean Six Sigma Master Blackbelts
(LSSMBBs) led transformation efforts for the highestrated Accountable Care Organization (ACO) in the U.S. for the last three, consecutive years, a testament to our ability to blend leading edge solutions into a highly complex care delivery system that is functioning at the highest levels of U.S. healthcare. HRS work with SWHR to co-design their approach to Interconnected Dependability (IxD). Support included:
• Preparation of a Readiness Assessment
• Understanding the role organizational culture, particularly leadership culture, plays in the support of reliable processes and achieving the expected performance and outcomes • Believing that a culture with consistent business discipline means Interconnected Dependability:
always, everywhere, every time, for every stakeholder both internal and external. • Application of the lean principles of flow and pull—let the customer pull value and let value flow without interruption through the creation of a value stream • Creation and implementation of standard work
• Application of error prevention and mistake proofing concepts and tools • Deployment of Rapid Improvement Event (RIE) approach to getting the pilot work complete • Focus on waste elimination and value creation
Agenda Item #10.3.

BLACKBERG
GROUP
City of St. Helena
E0iciency and Business Transformation
Blackberg Group—RFP Response 5

3.0 Approach and Methodology for Conducting the Study
To conduct the comprehensive efficiency study, our team will integrate Lean Six Sigma and Human-Centered Design methodologies and High Reliability Organization principles resulting in an Innovative and High Performing Organization. By combining LSS/HCD with HRO principles, organizations can achieve a balanced approach that addresses both process efficiency and operational reliability. Lean's focus on waste elimination and continuous improvement complements HRO's emphasis on anticipating and managing failures. Together, these methodologies encourage proactive problem-solving, rigorous process analysis, and a commitment to continuous process improvement.

Blackberg City Fitness Framework. Rather than assess from a linear cause and effect viewpoint, Blackberg approaches efficiency studies from a complex adaptive system (CAS) lens. CAS describes dynamic and interconnected networks of diverse elements that interact with one another and with their environment, constantly adapting and evolving in response to internal pressures and external change. Cities like St. Helena exemplify a Complex Adaptive System as they operate within a diverse ecosystem of departments, residents, community partners, and regulatory bodies—each with distinct roles, needs, and influences. The City is shaped by these relationships and must continuously adapt to shifting environmental, social, technological, and economic conditions. Key CAS characteristics that apply direct to St. Helena’s municipal landscape include:
• Diversity: The City encompasses a wide range of actors and functions—from water and public works to planning, finance, and community services—all contributing to a shared civic mission. • Interconnectedness: Every function of City government is linked, whether through service delivery, budgeting, or interdepartmental collaboration. These connections also extend to residents, regional partners, vendors, and state agencies.
• Adaptation: The City must navigate ongoing shifts such as evolving resident expectations, state and federal regulatory changes, aging infrastructure, and technological transformation. • Feedback Loops: Community surveys, financial trends, and operational performance data continuously inform future decision-making and strategic planning.
• Emergent Properties: City strategies and market trends can emerge from the interactions and behaviors of individuals or organizations within the system. These emergent properties are not always predictable from the characteristics of individual employees or departments. • Non-Linearity: Changes in the environment may not have linear effects. Small adjustments—such as process improvements or targeted staffing investments—can lead to disproportionately large gains in service efficiency or public satisfaction.
• Self-Organization: Cities exhibit self-organizing behavior, where structures and processes emerge from the interactions of employees and departments without strict top-down control. • Dynamic Environment: St. Helena’s external environment is dynamic and in constant flux, characterized by shifts in state funding, consumer demands, climate impacts on agriculture, constituent priorities, and global economic conditions. Cities must navigate this dynamic landscape to remain efficient and forward-looking.

Team Blackberg has developed a City Fitness Framework (See Figure 1) to examine municipalities as the complex systems that they are and to identify strategic Lever Points. Lever Points are places where a small shift in one area can produce big changes. Those Lever Points exist at each “Element” and have strong points of interconnectedness between them.

Agenda Item #10.3.