Thousand Oaks City Council
February 28, 2023

City Council
REGULAR MEETING
Tuesday, February 28, 2023
Andrew P. Fox City Council Chambers
Closed Session: 5:00 PM
Regular Session: 6:00 PM
Public advisory: Face masks are recommended.

You may view the City Council meeting broadcast live on TV (Frontier Channel 3, Spectrum Channel 10), and YouTube (CTO Meetings).

If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.

The Brown Act prohibits a person from having to register to attend a City Council meeting.  The Zoom app requires registration if you would like to attend via video/teleconference.  If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.

If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.

In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 449­2151 within 48 hours of the meeting.

Kevin McNamee, Mayor
Al Adam, Mayor Pro Tem
Bob Engler, Councilmember
David Newman, Councilmember
Mikey Taylor, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Jaime Boscarino, Finance Dir./City Treasurer Kelvin Parker, Community Development Director Clifford G. Finley, Public Works Director Laura B. Maguire, City Clerk Tim Giles, Human Resources Director Jonathan Serret, Cultural Affairs Director  Jennifer Patterson, Library Services Director Jim Friedl, General Manager, CRPD Alexandra South, Strategic Communications/Public Affairs Dir.

Jeff Shea, Fire Chief Jeremy Paris, Police Chief
MISSION STATEMENT:

Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:

AGENDA AVAILABILITY:  The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at  www.toaks.org. Televised City Council Meetings are re­broadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10).

PUBLIC INPUT:  To provide your comments to the City Councilmembers please submit comments via the online  Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online  Speaker Form  (you will be asked to provide an email address and telephone number). Be advised that those participating via Zoom do so at their own risk. The City Council meeting will not be cancelled if any technical issues occur during the meeting. If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open half an hour before meeting start time. All Ventura County Health requirements will be followed, which may include limited capacity, social distancing, and wearing face masks. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at  [email protected]  or call (805) 449­2151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law.

Communications will NOT be edited for redactions and will be printed/posted as submitted.

SPANISH INTERPRETATION:  If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 449­2151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.

INTERPRETACIÓN AL ESPAÑOL :  Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 449­2151 o por correo electrónico a  [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.

CONSENT CALENDAR:  Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.

There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.

SUPPLEMENTAL INFORMATION:  Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets.  Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting.  Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.

JUDICIAL REVIEW:  Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90­day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 1­4.05.

1. CALL TO ORDER: Closed Session ­ 5:00 p.m.

2. ROLL CALL:

3. PUBLIC COMMENTS: Comments on Closed Session items only

4. CLOSED SESSION:

A. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation:  Katelyn Clint vs.

Fred Gessler and City of Thousand Oaks,    Ventura County Superior Court Case Number: 56­2021­00551445­CU­PA­VTA; Pursuant to Government Code Section 54956.9(a).

B. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation: David Hernandez vs.

City of Thousand Oak.   Ventura County Superior Court Case Number: 56­2021­ 00555370­CU­PO­VTA; Pursuant to Government Code Section 54956.9(a).

5. CLOSED SESSION REPORT:

6. ADJOURNMENT: Adjourn to Regular Meeting

7. CALL TO ORDER: Regular Session ­ 6:00 p.m.

8. PLEDGE OF ALLEGIANCE:

9. ROLL CALL:

10. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:

11. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:

12. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011­066/067)

13. CONSENT CALENDAR:

A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:

Ratify February 15, 2023, and February 22, 2023; approve March 1, 2023, and March 8, 2023, subject to review and ratification
B. Minutes of Special and Regular City Council meetings of February 14, 2023 RECOMMENDATION:

Approve
C. Area Housing Authority of the County of Ventura’s Board of Commissioners Appointments
RECOMMENDATION:

1. Approve re­appointment of Charles Lech and Mark Lunn, as City of Thousand Oaks representatives to the Area Housing Authority of the County of Ventura’s Board of Commissioners for a four­year term ending March 2027.

2. Find that this action is not a project as defined under the California Environmental Quality Act.

D. Libraries Master and Space Planning Agreement Amendment (MI 2538, MI 2539) RECOMMENDATION:

1. Approve Second Amendment to Professional Services Agreement with Johnson Favaro, LLP of Culver City, CA (Contract No. 12597­2020) for design phase support services in the amount of $358,925 plus extra services of $40,000, for a revised not­ to­exceed amount of $442,685.

2. Authorize expenditure in the amount of $442,685; $265,611 from A/C #110­7310­ 673­5500 (MI 2538, T.O. Library Interior Remodel) and $177,074 from A/C #110­ 7410­673­5500 (MI 2539, N.P. Library Interior Remodel).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

E. Termination of Local Emergency Executive Orders Pertaining to COVID­19 RESOLUTION TERMINATING PROCLAMATION OF LOCAL EMERGENCY
DECLARED IN RESPONSE TO COVID­19 PANDEMIC AND RESCINDING EXECUTIVE ORDER NO. 2020­01 AND RESOLUTION NO. 2021­055 RECOMMENDATION:

1. Adopt resolution terminating proclamation of local emergency made March 12, 2020, and ratified on March 17, 2020, and all related executive orders and resolutions still in effect.

2. Find that this action is not a project as defined under the California Environmental Quality Act.

F. Remote Lockers at Grant R. Brimhall Library
RECOMMENDATION:

1. Approve single source purchase of Remote Lockers from Bibliotheca, LLC (Norcross, GA), in the amount of $48,036 for the Grant R. Brimhall Library.

2. Approve budget appropriation and expenditure of $48,050 for the purchase of Bibliotheca remote lockers for the Grant R. Brimhall Library from A/C #110­7020­486­ 0000 (Friends of the Library Revenue) to A/C #110­7020­673­8400 (Equipment $5,000 and Over).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

G. Transfer of Fire Facility Development Impact Fees
RECOMMENDATION:

1. Authorize transfer of fire facility development impact fees in the amount of $238,733 to the Ventura County Fire Protection District.

2. Approve budget appropriation and expenditure in the amount of $238,733 from A/C #563­0000­311­10­00 (Developer Fee Fund Balance) to A/C #563­5310­622­ 59­20 (Project #DF0946, Other Contractual/Grants & Donations).

3. Find that this action is not a project as defined under section 15378(b)(5) of the California Environmental Quality Act Guidelines.

H. City Website Redesign, Intranet, and Content Management System RECOMMENDATION:

1. Award professional services agreement to JesseJames Creative, New York, NY, for the City Website Redesign, Library Website Redesign and Content Management System (CMS), and cloud­based hosting project for an amount not­to­exceed $220,000.

2. Authorize expenditure of available funds in the total amount of $220,000 from A/C # 001­0830­646.56­99.

3. Find that this action is not a project as defined under the California Environmental Quality Act.

14. PUBLIC HEARINGS:

A. Prefabricated Solar Systems at Various City Facilities (CI 5562) RECOMMENDATION:

1. Approve the project design, specifications, and Addenda 1 through 8 for the Prefabricated Solar Systems at Various City Facilities Project (CI 5562).

2. Award an Energy Services Agreement for design and construction of the solar systems, under Government Code section 4217.10 et seq. procurement process, to Staten Solar Corporation (San Jose, CA) in the amount of $5,455,984, plus a contingency of $545,598, for a total of $6,001,582 with a term ending December 31, 2025.

3. Approve budget appropriation in the amount of $3,053,582 as follows; $81,968 from A/C #110­0000­311­1000 (Library Fund, Fund Balance) to A/C #110­7310­673­ 8300 (Library Fund, Improvements other than buildings); $16,880 from A/C #651­ 0000­341­9900 (Transportation Fund, Net Position) to A/C #651­5310­682­8300 (Transportation Fund, Improvements other than buildings); and $2,954,734 from A/C #001­0000­311­1000 (General Fund, Fund Balance) to A/C #001­3560­612­8300 ($2,148,068, Los Robles Golf Course), A/C #001­3573­677­8300 ($304,128, Teen Center), and A/C #001­3574­677­8300 ($502,538, Goebel Adult Center).

4. Authorize expenditure in the amount of $6,001,582 ($5,455,984 design and construction contract, $545,598 contingency) as follows: $2,148,068 from A/C #001­ 3560­612­8300 (Los Robles Golf Course, Improvements other than buildings), $304,128 from A/C #001­3573­677­8300 (Teen Center, Improvements other than buildings), $502,538 from A/C #001­3574­677­8300 (Goebel Adult Center, Improvements other than buildings), $2,131,183 from A/C #110­7310­673­8300 (Library Fund, Improvements other than buildings), $498,785, from A/C #110­7410­ 673­8300 (Library Fund, Improvements other than buildings), and $416,880 from A/C #651­5310­682­8300 (Transportation Fund, Improvements other than buildings).

5. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project, and on work directives and change orders up to the project­approved contingency amount.

6. Find that this project is exempt from the California Environmental Quality Act pursuant to California Public Resource Code 21080.35, 14 C.C.R. Section 15301, and/or 14 C.C.R. Section 15061(b)(3).

15. STUDY SESSIONS: None

16. DEPARTMENT REPORTS:

A. Navigation Center Exclusive Negotiation Agreement and Right of Entry Agreement RECOMMENDATION:

1. Approve the Exclusive Negotiation Agreement between the City of Thousand Oaks and Many Mansions (Thousand Oaks, CA), Hope the Mission, dba Hope of the Valley Rescue Mission (Mission Hills, CA), and DignityMoves (San Francisco, CA) (collectively, “Proposer”) for the development of a Navigation Center on the City­ owned parcel at 1205 Lawrence Drive.

2. Approve the Right of Entry Agreement between the City of Thousand Oaks and Proposer for the development of a Navigation Center at 1205 Lawrence Drive.

3. Authorize the City to be identified as a co­applicant on the County of Ventura’s grant application to the State of California for the Encampment Resolution Grant.

4. Authorize the City Manager to initiate the preparation of a lease agreement, operation and service agreements, and other ancillary documents (“Definitive Agreement”) necessary to properly develop, construct, secure, operate, and maintain the Navigation Center.

5. Authorize the City Manager to execute the County of Ventura Agreement to Provide Financial Support for Permanent, Year­Round Shelter Serving Homeless Individuals and Families and sign additional limited modifications to the Agreement.

6. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

B. Hillcrest Site (382 and 384 N. Erbes Road) Exclusive Negotiating Agreement RECOMMENDATION:

1. Approve the Exclusive Negotiating Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation, San Luis Obispo, CA, for the development of the City­owned parcel at 382 and 384 N. Erbes Road as a for­sale affordable housing project.

2. Approve the Right of Entry Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation, San Luis Obispo, CA, for the development of the City­owned parcel at 382 and 384 N. Erbes Road as a for­sale affordable housing project.

3. Authorize City Manager to initiate preparation of a Disposition and Development Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

C. Inclusionary Housing Program and Nonresidential Development Linkage Fee Update Policy
RECOMMENDATION:

1. Discuss the Inclusionary Housing Financial Evaluation and Nonresidential Development Linkage Fee Nexus Study results.

2. Provide direction on completing updates to the Inclusionary Housing Program and Nonresidential Development Linkage Fee ordinances.

3. Find that this action is not a Project as defined under the California Environmental Quality Act.

17. COMMITTEE/COMISSION/BOARD REPORTS: None

18. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None

19. COUNCIL ISSUES/RECOMMENDATIONS:

A. Update on Cal Cities New Mayors and Councilmembers Academy ­ February 1­3, 2023, Los Angeles­Universal City Sheraton
RECOMMENDATION:

1. Receive report.

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

20. CITY MANAGER:

A. Announcements and upcoming issues

21. PUBLIC NOTICES: None

22. ADJOURNMENT: Adjourn to Regular Meeting March 14, 2023 Agenda Post Date/Time: Feb 23, 2023, 5:00P.M.

CCD:610­40\h:\common\agenda\2023\02­28­23.docx
City Council
REGULAR MEETING
Tuesday, February 28, 2023
Andrew P. Fox City Council Chambers
Closed Session: 5:00 PM
Regular Session: 6:00 PM
Public advisory: Face masks are recommended.

You may view the City Council meeting broadcast live on TV (Frontier Channel 3, Spectrum Channel 10), and YouTube (CTO Meetings).

If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.

The Brown Act prohibits a person from having to register to attend a City Council meeting.  The Zoom app requires registration if you would like to attend via video/teleconference.  If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.

If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.

In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 449­2151 within 48 hours of the meeting.

Kevin McNamee, Mayor
Al Adam, Mayor Pro Tem
Bob Engler, Councilmember
David Newman, Councilmember
Mikey Taylor, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Jaime Boscarino, Finance Dir./City Treasurer Kelvin Parker, Community Development Director Clifford G. Finley, Public Works Director Laura B. Maguire, City Clerk Tim Giles, Human Resources Director Jonathan Serret, Cultural Affairs Director  Jennifer Patterson, Library Services Director Jim Friedl, General Manager, CRPD Alexandra South, Strategic Communications/Public Affairs Dir.

Jeff Shea, Fire Chief Jeremy Paris, Police Chief
MISSION STATEMENT:

Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:

AGENDA AVAILABILITY:  The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at  www.toaks.org. Televised City Council Meetings are re­broadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10).

PUBLIC INPUT:  To provide your comments to the City Councilmembers please submit comments via the online  Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online  Speaker Form  (you will be asked to provide an email address and telephone number). Be advised that those participating via Zoom do so at their own risk. The City Council meeting will not be cancelled if any technical issues occur during the meeting. If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open half an hour before meeting start time. All Ventura County Health requirements will be followed, which may include limited capacity, social distancing, and wearing face masks. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at  [email protected]  or call (805) 449­2151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law.

Communications will NOT be edited for redactions and will be printed/posted as submitted.

SPANISH INTERPRETATION:  If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 449­2151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.

INTERPRETACIÓN AL ESPAÑOL :  Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 449­2151 o por correo electrónico a  [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.

CONSENT CALENDAR:  Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.

There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.

SUPPLEMENTAL INFORMATION:  Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets.  Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting.  Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.

JUDICIAL REVIEW:  Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90­day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 1­4.05.

1. CALL TO ORDER: Closed Session ­ 5:00 p.m.

2. ROLL CALL:

3. PUBLIC COMMENTS: Comments on Closed Session items only

4. CLOSED SESSION:

A. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation:  Katelyn Clint vs.

Fred Gessler and City of Thousand Oaks,    Ventura County Superior Court Case Number: 56­2021­00551445­CU­PA­VTA; Pursuant to Government Code Section 54956.9(a).

B. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation: David Hernandez vs.

City of Thousand Oak.   Ventura County Superior Court Case Number: 56­2021­ 00555370­CU­PO­VTA; Pursuant to Government Code Section 54956.9(a).

5. CLOSED SESSION REPORT:

6. ADJOURNMENT: Adjourn to Regular Meeting

7. CALL TO ORDER: Regular Session ­ 6:00 p.m.

8. PLEDGE OF ALLEGIANCE:

9. ROLL CALL:

10. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:

11. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:

12. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011­066/067)

13. CONSENT CALENDAR:

A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:

Ratify February 15, 2023, and February 22, 2023; approve March 1, 2023, and March 8, 2023, subject to review and ratification
B. Minutes of Special and Regular City Council meetings of February 14, 2023 RECOMMENDATION:

Approve
C. Area Housing Authority of the County of Ventura’s Board of Commissioners Appointments
RECOMMENDATION:

1. Approve re­appointment of Charles Lech and Mark Lunn, as City of Thousand Oaks representatives to the Area Housing Authority of the County of Ventura’s Board of Commissioners for a four­year term ending March 2027.

2. Find that this action is not a project as defined under the California Environmental Quality Act.

D. Libraries Master and Space Planning Agreement Amendment (MI 2538, MI 2539) RECOMMENDATION:

1. Approve Second Amendment to Professional Services Agreement with Johnson Favaro, LLP of Culver City, CA (Contract No. 12597­2020) for design phase support services in the amount of $358,925 plus extra services of $40,000, for a revised not­ to­exceed amount of $442,685.

2. Authorize expenditure in the amount of $442,685; $265,611 from A/C #110­7310­ 673­5500 (MI 2538, T.O. Library Interior Remodel) and $177,074 from A/C #110­ 7410­673­5500 (MI 2539, N.P. Library Interior Remodel).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

E. Termination of Local Emergency Executive Orders Pertaining to COVID­19 RESOLUTION TERMINATING PROCLAMATION OF LOCAL EMERGENCY
DECLARED IN RESPONSE TO COVID­19 PANDEMIC AND RESCINDING EXECUTIVE ORDER NO. 2020­01 AND RESOLUTION NO. 2021­055 RECOMMENDATION:

1. Adopt resolution terminating proclamation of local emergency made March 12, 2020, and ratified on March 17, 2020, and all related executive orders and resolutions still in effect.

2. Find that this action is not a project as defined under the California Environmental Quality Act.

F. Remote Lockers at Grant R. Brimhall Library
RECOMMENDATION:

1. Approve single source purchase of Remote Lockers from Bibliotheca, LLC (Norcross, GA), in the amount of $48,036 for the Grant R. Brimhall Library.

2. Approve budget appropriation and expenditure of $48,050 for the purchase of Bibliotheca remote lockers for the Grant R. Brimhall Library from A/C #110­7020­486­ 0000 (Friends of the Library Revenue) to A/C #110­7020­673­8400 (Equipment $5,000 and Over).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

G. Transfer of Fire Facility Development Impact Fees
RECOMMENDATION:

1. Authorize transfer of fire facility development impact fees in the amount of $238,733 to the Ventura County Fire Protection District.

2. Approve budget appropriation and expenditure in the amount of $238,733 from A/C #563­0000­311­10­00 (Developer Fee Fund Balance) to A/C #563­5310­622­ 59­20 (Project #DF0946, Other Contractual/Grants & Donations).

3. Find that this action is not a project as defined under section 15378(b)(5) of the California Environmental Quality Act Guidelines.

H. City Website Redesign, Intranet, and Content Management System RECOMMENDATION:

1. Award professional services agreement to JesseJames Creative, New York, NY, for the City Website Redesign, Library Website Redesign and Content Management System (CMS), and cloud­based hosting project for an amount not­to­exceed $220,000.

2. Authorize expenditure of available funds in the total amount of $220,000 from A/C # 001­0830­646.56­99.

3. Find that this action is not a project as defined under the California Environmental Quality Act.

14. PUBLIC HEARINGS:

A. Prefabricated Solar Systems at Various City Facilities (CI 5562) RECOMMENDATION:

1. Approve the project design, specifications, and Addenda 1 through 8 for the Prefabricated Solar Systems at Various City Facilities Project (CI 5562).

2. Award an Energy Services Agreement for design and construction of the solar systems, under Government Code section 4217.10 et seq. procurement process, to Staten Solar Corporation (San Jose, CA) in the amount of $5,455,984, plus a contingency of $545,598, for a total of $6,001,582 with a term ending December 31, 2025.

3. Approve budget appropriation in the amount of $3,053,582 as follows; $81,968 from A/C #110­0000­311­1000 (Library Fund, Fund Balance) to A/C #110­7310­673­ 8300 (Library Fund, Improvements other than buildings); $16,880 from A/C #651­ 0000­341­9900 (Transportation Fund, Net Position) to A/C #651­5310­682­8300 (Transportation Fund, Improvements other than buildings); and $2,954,734 from A/C #001­0000­311­1000 (General Fund, Fund Balance) to A/C #001­3560­612­8300 ($2,148,068, Los Robles Golf Course), A/C #001­3573­677­8300 ($304,128, Teen Center), and A/C #001­3574­677­8300 ($502,538, Goebel Adult Center).

4. Authorize expenditure in the amount of $6,001,582 ($5,455,984 design and construction contract, $545,598 contingency) as follows: $2,148,068 from A/C #001­ 3560­612­8300 (Los Robles Golf Course, Improvements other than buildings), $304,128 from A/C #001­3573­677­8300 (Teen Center, Improvements other than buildings), $502,538 from A/C #001­3574­677­8300 (Goebel Adult Center, Improvements other than buildings), $2,131,183 from A/C #110­7310­673­8300 (Library Fund, Improvements other than buildings), $498,785, from A/C #110­7410­ 673­8300 (Library Fund, Improvements other than buildings), and $416,880 from A/C #651­5310­682­8300 (Transportation Fund, Improvements other than buildings).

5. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project, and on work directives and change orders up to the project­approved contingency amount.

6. Find that this project is exempt from the California Environmental Quality Act pursuant to California Public Resource Code 21080.35, 14 C.C.R. Section 15301, and/or 14 C.C.R. Section 15061(b)(3).

15. STUDY SESSIONS: None

16. DEPARTMENT REPORTS:

A. Navigation Center Exclusive Negotiation Agreement and Right of Entry Agreement RECOMMENDATION:

1. Approve the Exclusive Negotiation Agreement between the City of Thousand Oaks and Many Mansions (Thousand Oaks, CA), Hope the Mission, dba Hope of the Valley Rescue Mission (Mission Hills, CA), and DignityMoves (San Francisco, CA) (collectively, “Proposer”) for the development of a Navigation Center on the City­ owned parcel at 1205 Lawrence Drive.

2. Approve the Right of Entry Agreement between the City of Thousand Oaks and Proposer for the development of a Navigation Center at 1205 Lawrence Drive.

3. Authorize the City to be identified as a co­applicant on the County of Ventura’s grant application to the State of California for the Encampment Resolution Grant.

4. Authorize the City Manager to initiate the preparation of a lease agreement, operation and service agreements, and other ancillary documents (“Definitive Agreement”) necessary to properly develop, construct, secure, operate, and maintain the Navigation Center.

5. Authorize the City Manager to execute the County of Ventura Agreement to Provide Financial Support for Permanent, Year­Round Shelter Serving Homeless Individuals and Families and sign additional limited modifications to the Agreement.

6. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

B. Hillcrest Site (382 and 384 N. Erbes Road) Exclusive Negotiating Agreement RECOMMENDATION:

1. Approve the Exclusive Negotiating Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation, San Luis Obispo, CA, for the development of the City­owned parcel at 382 and 384 N. Erbes Road as a for­sale affordable housing project.

2. Approve the Right of Entry Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation, San Luis Obispo, CA, for the development of the City­owned parcel at 382 and 384 N. Erbes Road as a for­sale affordable housing project.

3. Authorize City Manager to initiate preparation of a Disposition and Development Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

C. Inclusionary Housing Program and Nonresidential Development Linkage Fee Update Policy
RECOMMENDATION:

1. Discuss the Inclusionary Housing Financial Evaluation and Nonresidential Development Linkage Fee Nexus Study results.

2. Provide direction on completing updates to the Inclusionary Housing Program and Nonresidential Development Linkage Fee ordinances.

3. Find that this action is not a Project as defined under the California Environmental Quality Act.

17. COMMITTEE/COMISSION/BOARD REPORTS: None

18. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None

19. COUNCIL ISSUES/RECOMMENDATIONS:

A. Update on Cal Cities New Mayors and Councilmembers Academy ­ February 1­3, 2023, Los Angeles­Universal City Sheraton
RECOMMENDATION:

1. Receive report.

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

20. CITY MANAGER:

A. Announcements and upcoming issues

21. PUBLIC NOTICES: None

22. ADJOURNMENT: Adjourn to Regular Meeting March 14, 2023 Agenda Post Date/Time: Feb 23, 2023, 5:00P.M.

CCD:610­40\h:\common\agenda\2023\02­28­23.docx
City Council
REGULAR MEETING
Tuesday, February 28, 2023
Andrew P. Fox City Council Chambers
Closed Session: 5:00 PM
Regular Session: 6:00 PM
Public advisory: Face masks are recommended.

You may view the City Council meeting broadcast live on TV (Frontier Channel 3, Spectrum Channel 10), and YouTube (CTO Meetings).

If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.

The Brown Act prohibits a person from having to register to attend a City Council meeting.  The Zoom app requires registration if you would like to attend via video/teleconference.  If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.

If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.

In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 449­2151 within 48 hours of the meeting.

Kevin McNamee, Mayor
Al Adam, Mayor Pro Tem
Bob Engler, Councilmember
David Newman, Councilmember
Mikey Taylor, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Jaime Boscarino, Finance Dir./City Treasurer Kelvin Parker, Community Development Director Clifford G. Finley, Public Works Director Laura B. Maguire, City Clerk Tim Giles, Human Resources Director Jonathan Serret, Cultural Affairs Director  Jennifer Patterson, Library Services Director Jim Friedl, General Manager, CRPD Alexandra South, Strategic Communications/Public Affairs Dir.

Jeff Shea, Fire Chief Jeremy Paris, Police Chief
MISSION STATEMENT:

Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:

AGENDA AVAILABILITY:  The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at  www.toaks.org. Televised City Council Meetings are re­broadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10).

PUBLIC INPUT:  To provide your comments to the City Councilmembers please submit comments via the online  Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online  Speaker Form  (you will be asked to provide an email address and telephone number). Be advised that those participating via Zoom do so at their own risk. The City Council meeting will not be cancelled if any technical issues occur during the meeting. If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open half an hour before meeting start time. All Ventura County Health requirements will be followed, which may include limited capacity, social distancing, and wearing face masks. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at  [email protected]  or call (805) 449­2151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law.

Communications will NOT be edited for redactions and will be printed/posted as submitted.

SPANISH INTERPRETATION:  If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 449­2151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.

INTERPRETACIÓN AL ESPAÑOL :  Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 449­2151 o por correo electrónico a  [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.

CONSENT CALENDAR:  Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.

There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.

SUPPLEMENTAL INFORMATION:  Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets.  Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting.  Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.

JUDICIAL REVIEW:  Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90­day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 1­4.05.

1. CALL TO ORDER: Closed Session ­ 5:00 p.m.

2. ROLL CALL:

3. PUBLIC COMMENTS: Comments on Closed Session items only

4. CLOSED SESSION:

A. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation:  Katelyn Clint vs.

Fred Gessler and City of Thousand Oaks,    Ventura County Superior Court Case Number: 56­2021­00551445­CU­PA­VTA; Pursuant to Government Code Section 54956.9(a).

B. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation: David Hernandez vs.

City of Thousand Oak.   Ventura County Superior Court Case Number: 56­2021­ 00555370­CU­PO­VTA; Pursuant to Government Code Section 54956.9(a).

5. CLOSED SESSION REPORT:

6. ADJOURNMENT: Adjourn to Regular Meeting

7. CALL TO ORDER: Regular Session ­ 6:00 p.m.

8. PLEDGE OF ALLEGIANCE:

9. ROLL CALL:

10. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:

11. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:

12. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011­066/067)

13. CONSENT CALENDAR:

A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:

Ratify February 15, 2023, and February 22, 2023; approve March 1, 2023, and March 8, 2023, subject to review and ratification
B. Minutes of Special and Regular City Council meetings of February 14, 2023 RECOMMENDATION:

Approve
C. Area Housing Authority of the County of Ventura’s Board of Commissioners Appointments
RECOMMENDATION:

1. Approve re­appointment of Charles Lech and Mark Lunn, as City of Thousand Oaks representatives to the Area Housing Authority of the County of Ventura’s Board of Commissioners for a four­year term ending March 2027.

2. Find that this action is not a project as defined under the California Environmental Quality Act.

D. Libraries Master and Space Planning Agreement Amendment (MI 2538, MI 2539) RECOMMENDATION:

1. Approve Second Amendment to Professional Services Agreement with Johnson Favaro, LLP of Culver City, CA (Contract No. 12597­2020) for design phase support services in the amount of $358,925 plus extra services of $40,000, for a revised not­ to­exceed amount of $442,685.

2. Authorize expenditure in the amount of $442,685; $265,611 from A/C #110­7310­ 673­5500 (MI 2538, T.O. Library Interior Remodel) and $177,074 from A/C #110­ 7410­673­5500 (MI 2539, N.P. Library Interior Remodel).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

E. Termination of Local Emergency Executive Orders Pertaining to COVID­19 RESOLUTION TERMINATING PROCLAMATION OF LOCAL EMERGENCY
DECLARED IN RESPONSE TO COVID­19 PANDEMIC AND RESCINDING EXECUTIVE ORDER NO. 2020­01 AND RESOLUTION NO. 2021­055 RECOMMENDATION:

1. Adopt resolution terminating proclamation of local emergency made March 12, 2020, and ratified on March 17, 2020, and all related executive orders and resolutions still in effect.

2. Find that this action is not a project as defined under the California Environmental Quality Act.

F. Remote Lockers at Grant R. Brimhall Library
RECOMMENDATION:

1. Approve single source purchase of Remote Lockers from Bibliotheca, LLC (Norcross, GA), in the amount of $48,036 for the Grant R. Brimhall Library.

2. Approve budget appropriation and expenditure of $48,050 for the purchase of Bibliotheca remote lockers for the Grant R. Brimhall Library from A/C #110­7020­486­ 0000 (Friends of the Library Revenue) to A/C #110­7020­673­8400 (Equipment $5,000 and Over).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

G. Transfer of Fire Facility Development Impact Fees
RECOMMENDATION:

1. Authorize transfer of fire facility development impact fees in the amount of $238,733 to the Ventura County Fire Protection District.

2. Approve budget appropriation and expenditure in the amount of $238,733 from A/C #563­0000­311­10­00 (Developer Fee Fund Balance) to A/C #563­5310­622­ 59­20 (Project #DF0946, Other Contractual/Grants & Donations).

3. Find that this action is not a project as defined under section 15378(b)(5) of the California Environmental Quality Act Guidelines.

H. City Website Redesign, Intranet, and Content Management System RECOMMENDATION:

1. Award professional services agreement to JesseJames Creative, New York, NY, for the City Website Redesign, Library Website Redesign and Content Management System (CMS), and cloud­based hosting project for an amount not­to­exceed $220,000.

2. Authorize expenditure of available funds in the total amount of $220,000 from A/C # 001­0830­646.56­99.

3. Find that this action is not a project as defined under the California Environmental Quality Act.

14. PUBLIC HEARINGS:

A. Prefabricated Solar Systems at Various City Facilities (CI 5562) RECOMMENDATION:

1. Approve the project design, specifications, and Addenda 1 through 8 for the Prefabricated Solar Systems at Various City Facilities Project (CI 5562).

2. Award an Energy Services Agreement for design and construction of the solar systems, under Government Code section 4217.10 et seq. procurement process, to Staten Solar Corporation (San Jose, CA) in the amount of $5,455,984, plus a contingency of $545,598, for a total of $6,001,582 with a term ending December 31, 2025.

3. Approve budget appropriation in the amount of $3,053,582 as follows; $81,968 from A/C #110­0000­311­1000 (Library Fund, Fund Balance) to A/C #110­7310­673­ 8300 (Library Fund, Improvements other than buildings); $16,880 from A/C #651­ 0000­341­9900 (Transportation Fund, Net Position) to A/C #651­5310­682­8300 (Transportation Fund, Improvements other than buildings); and $2,954,734 from A/C #001­0000­311­1000 (General Fund, Fund Balance) to A/C #001­3560­612­8300 ($2,148,068, Los Robles Golf Course), A/C #001­3573­677­8300 ($304,128, Teen Center), and A/C #001­3574­677­8300 ($502,538, Goebel Adult Center).

4. Authorize expenditure in the amount of $6,001,582 ($5,455,984 design and construction contract, $545,598 contingency) as follows: $2,148,068 from A/C #001­ 3560­612­8300 (Los Robles Golf Course, Improvements other than buildings), $304,128 from A/C #001­3573­677­8300 (Teen Center, Improvements other than buildings), $502,538 from A/C #001­3574­677­8300 (Goebel Adult Center, Improvements other than buildings), $2,131,183 from A/C #110­7310­673­8300 (Library Fund, Improvements other than buildings), $498,785, from A/C #110­7410­ 673­8300 (Library Fund, Improvements other than buildings), and $416,880 from A/C #651­5310­682­8300 (Transportation Fund, Improvements other than buildings).

5. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project, and on work directives and change orders up to the project­approved contingency amount.

6. Find that this project is exempt from the California Environmental Quality Act pursuant to California Public Resource Code 21080.35, 14 C.C.R. Section 15301, and/or 14 C.C.R. Section 15061(b)(3).

15. STUDY SESSIONS: None

16. DEPARTMENT REPORTS:

A. Navigation Center Exclusive Negotiation Agreement and Right of Entry Agreement RECOMMENDATION:

1. Approve the Exclusive Negotiation Agreement between the City of Thousand Oaks and Many Mansions (Thousand Oaks, CA), Hope the Mission, dba Hope of the Valley Rescue Mission (Mission Hills, CA), and DignityMoves (San Francisco, CA) (collectively, “Proposer”) for the development of a Navigation Center on the City­ owned parcel at 1205 Lawrence Drive.

2. Approve the Right of Entry Agreement between the City of Thousand Oaks and Proposer for the development of a Navigation Center at 1205 Lawrence Drive.

3. Authorize the City to be identified as a co­applicant on the County of Ventura’s grant application to the State of California for the Encampment Resolution Grant.

4. Authorize the City Manager to initiate the preparation of a lease agreement, operation and service agreements, and other ancillary documents (“Definitive Agreement”) necessary to properly develop, construct, secure, operate, and maintain the Navigation Center.

5. Authorize the City Manager to execute the County of Ventura Agreement to Provide Financial Support for Permanent, Year­Round Shelter Serving Homeless Individuals and Families and sign additional limited modifications to the Agreement.

6. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

B. Hillcrest Site (382 and 384 N. Erbes Road) Exclusive Negotiating Agreement RECOMMENDATION:

1. Approve the Exclusive Negotiating Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation, San Luis Obispo, CA, for the development of the City­owned parcel at 382 and 384 N. Erbes Road as a for­sale affordable housing project.

2. Approve the Right of Entry Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation, San Luis Obispo, CA, for the development of the City­owned parcel at 382 and 384 N. Erbes Road as a for­sale affordable housing project.

3. Authorize City Manager to initiate preparation of a Disposition and Development Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

C. Inclusionary Housing Program and Nonresidential Development Linkage Fee Update Policy
RECOMMENDATION:

1. Discuss the Inclusionary Housing Financial Evaluation and Nonresidential Development Linkage Fee Nexus Study results.

2. Provide direction on completing updates to the Inclusionary Housing Program and Nonresidential Development Linkage Fee ordinances.

3. Find that this action is not a Project as defined under the California Environmental Quality Act.

17. COMMITTEE/COMISSION/BOARD REPORTS: None

18. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None

19. COUNCIL ISSUES/RECOMMENDATIONS:

A. Update on Cal Cities New Mayors and Councilmembers Academy ­ February 1­3, 2023, Los Angeles­Universal City Sheraton
RECOMMENDATION:

1. Receive report.

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

20. CITY MANAGER:

A. Announcements and upcoming issues

21. PUBLIC NOTICES: None

22. ADJOURNMENT: Adjourn to Regular Meeting March 14, 2023 Agenda Post Date/Time: Feb 23, 2023, 5:00P.M.

CCD:610­40\h:\common\agenda\2023\02­28­23.docx
City Council
REGULAR MEETING
Tuesday, February 28, 2023
Andrew P. Fox City Council Chambers
Closed Session: 5:00 PM
Regular Session: 6:00 PM
Public advisory: Face masks are recommended.

You may view the City Council meeting broadcast live on TV (Frontier Channel 3, Spectrum Channel 10), and YouTube (CTO Meetings).

If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.

The Brown Act prohibits a person from having to register to attend a City Council meeting.  The Zoom app requires registration if you would like to attend via video/teleconference.  If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.

If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.

In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 449­2151 within 48 hours of the meeting.

Kevin McNamee, Mayor
Al Adam, Mayor Pro Tem
Bob Engler, Councilmember
David Newman, Councilmember
Mikey Taylor, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Jaime Boscarino, Finance Dir./City Treasurer Kelvin Parker, Community Development Director Clifford G. Finley, Public Works Director Laura B. Maguire, City Clerk Tim Giles, Human Resources Director Jonathan Serret, Cultural Affairs Director  Jennifer Patterson, Library Services Director Jim Friedl, General Manager, CRPD Alexandra South, Strategic Communications/Public Affairs Dir.

Jeff Shea, Fire Chief Jeremy Paris, Police Chief
MISSION STATEMENT:

Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:

AGENDA AVAILABILITY:  The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at  www.toaks.org. Televised City Council Meetings are re­broadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10).

PUBLIC INPUT:  To provide your comments to the City Councilmembers please submit comments via the online  Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online  Speaker Form  (you will be asked to provide an email address and telephone number). Be advised that those participating via Zoom do so at their own risk. The City Council meeting will not be cancelled if any technical issues occur during the meeting. If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open half an hour before meeting start time. All Ventura County Health requirements will be followed, which may include limited capacity, social distancing, and wearing face masks. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at  [email protected]  or call (805) 449­2151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law.

Communications will NOT be edited for redactions and will be printed/posted as submitted.

SPANISH INTERPRETATION:  If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 449­2151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.

INTERPRETACIÓN AL ESPAÑOL :  Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 449­2151 o por correo electrónico a  [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.

CONSENT CALENDAR:  Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.

There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.

SUPPLEMENTAL INFORMATION:  Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets.  Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting.  Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.

JUDICIAL REVIEW:  Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90­day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 1­4.05.

1. CALL TO ORDER: Closed Session ­ 5:00 p.m.

2. ROLL CALL:

3. PUBLIC COMMENTS: Comments on Closed Session items only

4. CLOSED SESSION:

A. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation:  Katelyn Clint vs.

Fred Gessler and City of Thousand Oaks,    Ventura County Superior Court Case Number: 56­2021­00551445­CU­PA­VTA; Pursuant to Government Code Section 54956.9(a).

B. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation: David Hernandez vs.

City of Thousand Oak.   Ventura County Superior Court Case Number: 56­2021­ 00555370­CU­PO­VTA; Pursuant to Government Code Section 54956.9(a).

5. CLOSED SESSION REPORT:

6. ADJOURNMENT: Adjourn to Regular Meeting

7. CALL TO ORDER: Regular Session ­ 6:00 p.m.

8. PLEDGE OF ALLEGIANCE:

9. ROLL CALL:

10. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:

11. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:

12. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011­066/067)

13. CONSENT CALENDAR:

A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:

Ratify February 15, 2023, and February 22, 2023; approve March 1, 2023, and March 8, 2023, subject to review and ratification
B. Minutes of Special and Regular City Council meetings of February 14, 2023 RECOMMENDATION:

Approve
C. Area Housing Authority of the County of Ventura’s Board of Commissioners Appointments
RECOMMENDATION:

1. Approve re­appointment of Charles Lech and Mark Lunn, as City of Thousand Oaks representatives to the Area Housing Authority of the County of Ventura’s Board of Commissioners for a four­year term ending March 2027.

2. Find that this action is not a project as defined under the California Environmental Quality Act.

D. Libraries Master and Space Planning Agreement Amendment (MI 2538, MI 2539) RECOMMENDATION:

1. Approve Second Amendment to Professional Services Agreement with Johnson Favaro, LLP of Culver City, CA (Contract No. 12597­2020) for design phase support services in the amount of $358,925 plus extra services of $40,000, for a revised not­ to­exceed amount of $442,685.

2. Authorize expenditure in the amount of $442,685; $265,611 from A/C #110­7310­ 673­5500 (MI 2538, T.O. Library Interior Remodel) and $177,074 from A/C #110­ 7410­673­5500 (MI 2539, N.P. Library Interior Remodel).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

E. Termination of Local Emergency Executive Orders Pertaining to COVID­19 RESOLUTION TERMINATING PROCLAMATION OF LOCAL EMERGENCY
DECLARED IN RESPONSE TO COVID­19 PANDEMIC AND RESCINDING EXECUTIVE ORDER NO. 2020­01 AND RESOLUTION NO. 2021­055 RECOMMENDATION:

1. Adopt resolution terminating proclamation of local emergency made March 12, 2020, and ratified on March 17, 2020, and all related executive orders and resolutions still in effect.

2. Find that this action is not a project as defined under the California Environmental Quality Act.

F. Remote Lockers at Grant R. Brimhall Library
RECOMMENDATION:

1. Approve single source purchase of Remote Lockers from Bibliotheca, LLC (Norcross, GA), in the amount of $48,036 for the Grant R. Brimhall Library.

2. Approve budget appropriation and expenditure of $48,050 for the purchase of Bibliotheca remote lockers for the Grant R. Brimhall Library from A/C #110­7020­486­ 0000 (Friends of the Library Revenue) to A/C #110­7020­673­8400 (Equipment $5,000 and Over).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

G. Transfer of Fire Facility Development Impact Fees
RECOMMENDATION:

1. Authorize transfer of fire facility development impact fees in the amount of $238,733 to the Ventura County Fire Protection District.

2. Approve budget appropriation and expenditure in the amount of $238,733 from A/C #563­0000­311­10­00 (Developer Fee Fund Balance) to A/C #563­5310­622­ 59­20 (Project #DF0946, Other Contractual/Grants & Donations).

3. Find that this action is not a project as defined under section 15378(b)(5) of the California Environmental Quality Act Guidelines.

H. City Website Redesign, Intranet, and Content Management System RECOMMENDATION:

1. Award professional services agreement to JesseJames Creative, New York, NY, for the City Website Redesign, Library Website Redesign and Content Management System (CMS), and cloud­based hosting project for an amount not­to­exceed $220,000.

2. Authorize expenditure of available funds in the total amount of $220,000 from A/C # 001­0830­646.56­99.

3. Find that this action is not a project as defined under the California Environmental Quality Act.

14. PUBLIC HEARINGS:

A. Prefabricated Solar Systems at Various City Facilities (CI 5562) RECOMMENDATION:

1. Approve the project design, specifications, and Addenda 1 through 8 for the Prefabricated Solar Systems at Various City Facilities Project (CI 5562).

2. Award an Energy Services Agreement for design and construction of the solar systems, under Government Code section 4217.10 et seq. procurement process, to Staten Solar Corporation (San Jose, CA) in the amount of $5,455,984, plus a contingency of $545,598, for a total of $6,001,582 with a term ending December 31, 2025.

3. Approve budget appropriation in the amount of $3,053,582 as follows; $81,968 from A/C #110­0000­311­1000 (Library Fund, Fund Balance) to A/C #110­7310­673­ 8300 (Library Fund, Improvements other than buildings); $16,880 from A/C #651­ 0000­341­9900 (Transportation Fund, Net Position) to A/C #651­5310­682­8300 (Transportation Fund, Improvements other than buildings); and $2,954,734 from A/C #001­0000­311­1000 (General Fund, Fund Balance) to A/C #001­3560­612­8300 ($2,148,068, Los Robles Golf Course), A/C #001­3573­677­8300 ($304,128, Teen Center), and A/C #001­3574­677­8300 ($502,538, Goebel Adult Center).

4. Authorize expenditure in the amount of $6,001,582 ($5,455,984 design and construction contract, $545,598 contingency) as follows: $2,148,068 from A/C #001­ 3560­612­8300 (Los Robles Golf Course, Improvements other than buildings), $304,128 from A/C #001­3573­677­8300 (Teen Center, Improvements other than buildings), $502,538 from A/C #001­3574­677­8300 (Goebel Adult Center, Improvements other than buildings), $2,131,183 from A/C #110­7310­673­8300 (Library Fund, Improvements other than buildings), $498,785, from A/C #110­7410­ 673­8300 (Library Fund, Improvements other than buildings), and $416,880 from A/C #651­5310­682­8300 (Transportation Fund, Improvements other than buildings).

5. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project, and on work directives and change orders up to the project­approved contingency amount.

6. Find that this project is exempt from the California Environmental Quality Act pursuant to California Public Resource Code 21080.35, 14 C.C.R. Section 15301, and/or 14 C.C.R. Section 15061(b)(3).

15. STUDY SESSIONS: None

16. DEPARTMENT REPORTS:

A. Navigation Center Exclusive Negotiation Agreement and Right of Entry Agreement RECOMMENDATION:

1. Approve the Exclusive Negotiation Agreement between the City of Thousand Oaks and Many Mansions (Thousand Oaks, CA), Hope the Mission, dba Hope of the Valley Rescue Mission (Mission Hills, CA), and DignityMoves (San Francisco, CA) (collectively, “Proposer”) for the development of a Navigation Center on the City­ owned parcel at 1205 Lawrence Drive.

2. Approve the Right of Entry Agreement between the City of Thousand Oaks and Proposer for the development of a Navigation Center at 1205 Lawrence Drive.

3. Authorize the City to be identified as a co­applicant on the County of Ventura’s grant application to the State of California for the Encampment Resolution Grant.

4. Authorize the City Manager to initiate the preparation of a lease agreement, operation and service agreements, and other ancillary documents (“Definitive Agreement”) necessary to properly develop, construct, secure, operate, and maintain the Navigation Center.

5. Authorize the City Manager to execute the County of Ventura Agreement to Provide Financial Support for Permanent, Year­Round Shelter Serving Homeless Individuals and Families and sign additional limited modifications to the Agreement.

6. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

B. Hillcrest Site (382 and 384 N. Erbes Road) Exclusive Negotiating Agreement RECOMMENDATION:

1. Approve the Exclusive Negotiating Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation, San Luis Obispo, CA, for the development of the City­owned parcel at 382 and 384 N. Erbes Road as a for­sale affordable housing project.

2. Approve the Right of Entry Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation, San Luis Obispo, CA, for the development of the City­owned parcel at 382 and 384 N. Erbes Road as a for­sale affordable housing project.

3. Authorize City Manager to initiate preparation of a Disposition and Development Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

C. Inclusionary Housing Program and Nonresidential Development Linkage Fee Update Policy
RECOMMENDATION:

1. Discuss the Inclusionary Housing Financial Evaluation and Nonresidential Development Linkage Fee Nexus Study results.

2. Provide direction on completing updates to the Inclusionary Housing Program and Nonresidential Development Linkage Fee ordinances.

3. Find that this action is not a Project as defined under the California Environmental Quality Act.

17. COMMITTEE/COMISSION/BOARD REPORTS: None

18. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None

19. COUNCIL ISSUES/RECOMMENDATIONS:

A. Update on Cal Cities New Mayors and Councilmembers Academy ­ February 1­3, 2023, Los Angeles­Universal City Sheraton
RECOMMENDATION:

1. Receive report.

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

20. CITY MANAGER:

A. Announcements and upcoming issues

21. PUBLIC NOTICES: None

22. ADJOURNMENT: Adjourn to Regular Meeting March 14, 2023 Agenda Post Date/Time: Feb 23, 2023, 5:00P.M.

CCD:610­40\h:\common\agenda\2023\02­28­23.docx
City Council
REGULAR MEETING
Tuesday, February 28, 2023
Andrew P. Fox City Council Chambers
Closed Session: 5:00 PM
Regular Session: 6:00 PM
Public advisory: Face masks are recommended.

You may view the City Council meeting broadcast live on TV (Frontier Channel 3, Spectrum Channel 10), and YouTube (CTO Meetings).

If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.

The Brown Act prohibits a person from having to register to attend a City Council meeting.  The Zoom app requires registration if you would like to attend via video/teleconference.  If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.

If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.

In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 449­2151 within 48 hours of the meeting.

Kevin McNamee, Mayor
Al Adam, Mayor Pro Tem
Bob Engler, Councilmember
David Newman, Councilmember
Mikey Taylor, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Jaime Boscarino, Finance Dir./City Treasurer Kelvin Parker, Community Development Director Clifford G. Finley, Public Works Director Laura B. Maguire, City Clerk Tim Giles, Human Resources Director Jonathan Serret, Cultural Affairs Director  Jennifer Patterson, Library Services Director Jim Friedl, General Manager, CRPD Alexandra South, Strategic Communications/Public Affairs Dir.

Jeff Shea, Fire Chief Jeremy Paris, Police Chief
MISSION STATEMENT:

Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:

AGENDA AVAILABILITY:  The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at  www.toaks.org. Televised City Council Meetings are re­broadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10).

PUBLIC INPUT:  To provide your comments to the City Councilmembers please submit comments via the online  Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online  Speaker Form  (you will be asked to provide an email address and telephone number). Be advised that those participating via Zoom do so at their own risk. The City Council meeting will not be cancelled if any technical issues occur during the meeting. If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open half an hour before meeting start time. All Ventura County Health requirements will be followed, which may include limited capacity, social distancing, and wearing face masks. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at  [email protected]  or call (805) 449­2151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law.

Communications will NOT be edited for redactions and will be printed/posted as submitted.

SPANISH INTERPRETATION:  If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 449­2151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.

INTERPRETACIÓN AL ESPAÑOL :  Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 449­2151 o por correo electrónico a  [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.

CONSENT CALENDAR:  Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.

There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.

SUPPLEMENTAL INFORMATION:  Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets.  Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting.  Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.

JUDICIAL REVIEW:  Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90­day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 1­4.05.

1. CALL TO ORDER: Closed Session ­ 5:00 p.m.

2. ROLL CALL:

3. PUBLIC COMMENTS: Comments on Closed Session items only

4. CLOSED SESSION:

A. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation:  Katelyn Clint vs.

Fred Gessler and City of Thousand Oaks,    Ventura County Superior Court Case Number: 56­2021­00551445­CU­PA­VTA; Pursuant to Government Code Section 54956.9(a).

B. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation: David Hernandez vs.

City of Thousand Oak.   Ventura County Superior Court Case Number: 56­2021­ 00555370­CU­PO­VTA; Pursuant to Government Code Section 54956.9(a).

5. CLOSED SESSION REPORT:

6. ADJOURNMENT: Adjourn to Regular Meeting

7. CALL TO ORDER: Regular Session ­ 6:00 p.m.

8. PLEDGE OF ALLEGIANCE:

9. ROLL CALL:

10. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:

11. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:

12. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011­066/067)

13. CONSENT CALENDAR:

A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:

Ratify February 15, 2023, and February 22, 2023; approve March 1, 2023, and March 8, 2023, subject to review and ratification
B. Minutes of Special and Regular City Council meetings of February 14, 2023 RECOMMENDATION:

Approve
C. Area Housing Authority of the County of Ventura’s Board of Commissioners Appointments
RECOMMENDATION:

1. Approve re­appointment of Charles Lech and Mark Lunn, as City of Thousand Oaks representatives to the Area Housing Authority of the County of Ventura’s Board of Commissioners for a four­year term ending March 2027.

2. Find that this action is not a project as defined under the California Environmental Quality Act.

D. Libraries Master and Space Planning Agreement Amendment (MI 2538, MI 2539) RECOMMENDATION:

1. Approve Second Amendment to Professional Services Agreement with Johnson Favaro, LLP of Culver City, CA (Contract No. 12597­2020) for design phase support services in the amount of $358,925 plus extra services of $40,000, for a revised not­ to­exceed amount of $442,685.

2. Authorize expenditure in the amount of $442,685; $265,611 from A/C #110­7310­ 673­5500 (MI 2538, T.O. Library Interior Remodel) and $177,074 from A/C #110­ 7410­673­5500 (MI 2539, N.P. Library Interior Remodel).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

E. Termination of Local Emergency Executive Orders Pertaining to COVID­19 RESOLUTION TERMINATING PROCLAMATION OF LOCAL EMERGENCY
DECLARED IN RESPONSE TO COVID­19 PANDEMIC AND RESCINDING EXECUTIVE ORDER NO. 2020­01 AND RESOLUTION NO. 2021­055 RECOMMENDATION:

1. Adopt resolution terminating proclamation of local emergency made March 12, 2020, and ratified on March 17, 2020, and all related executive orders and resolutions still in effect.

2. Find that this action is not a project as defined under the California Environmental Quality Act.

F. Remote Lockers at Grant R. Brimhall Library
RECOMMENDATION:

1. Approve single source purchase of Remote Lockers from Bibliotheca, LLC (Norcross, GA), in the amount of $48,036 for the Grant R. Brimhall Library.

2. Approve budget appropriation and expenditure of $48,050 for the purchase of Bibliotheca remote lockers for the Grant R. Brimhall Library from A/C #110­7020­486­ 0000 (Friends of the Library Revenue) to A/C #110­7020­673­8400 (Equipment $5,000 and Over).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

G. Transfer of Fire Facility Development Impact Fees
RECOMMENDATION:

1. Authorize transfer of fire facility development impact fees in the amount of $238,733 to the Ventura County Fire Protection District.

2. Approve budget appropriation and expenditure in the amount of $238,733 from A/C #563­0000­311­10­00 (Developer Fee Fund Balance) to A/C #563­5310­622­ 59­20 (Project #DF0946, Other Contractual/Grants & Donations).

3. Find that this action is not a project as defined under section 15378(b)(5) of the California Environmental Quality Act Guidelines.

H. City Website Redesign, Intranet, and Content Management System RECOMMENDATION:

1. Award professional services agreement to JesseJames Creative, New York, NY, for the City Website Redesign, Library Website Redesign and Content Management System (CMS), and cloud­based hosting project for an amount not­to­exceed $220,000.

2. Authorize expenditure of available funds in the total amount of $220,000 from A/C # 001­0830­646.56­99.

3. Find that this action is not a project as defined under the California Environmental Quality Act.

14. PUBLIC HEARINGS:

A. Prefabricated Solar Systems at Various City Facilities (CI 5562) RECOMMENDATION:

1. Approve the project design, specifications, and Addenda 1 through 8 for the Prefabricated Solar Systems at Various City Facilities Project (CI 5562).

2. Award an Energy Services Agreement for design and construction of the solar systems, under Government Code section 4217.10 et seq. procurement process, to Staten Solar Corporation (San Jose, CA) in the amount of $5,455,984, plus a contingency of $545,598, for a total of $6,001,582 with a term ending December 31, 2025.

3. Approve budget appropriation in the amount of $3,053,582 as follows; $81,968 from A/C #110­0000­311­1000 (Library Fund, Fund Balance) to A/C #110­7310­673­ 8300 (Library Fund, Improvements other than buildings); $16,880 from A/C #651­ 0000­341­9900 (Transportation Fund, Net Position) to A/C #651­5310­682­8300 (Transportation Fund, Improvements other than buildings); and $2,954,734 from A/C #001­0000­311­1000 (General Fund, Fund Balance) to A/C #001­3560­612­8300 ($2,148,068, Los Robles Golf Course), A/C #001­3573­677­8300 ($304,128, Teen Center), and A/C #001­3574­677­8300 ($502,538, Goebel Adult Center).

4. Authorize expenditure in the amount of $6,001,582 ($5,455,984 design and construction contract, $545,598 contingency) as follows: $2,148,068 from A/C #001­ 3560­612­8300 (Los Robles Golf Course, Improvements other than buildings), $304,128 from A/C #001­3573­677­8300 (Teen Center, Improvements other than buildings), $502,538 from A/C #001­3574­677­8300 (Goebel Adult Center, Improvements other than buildings), $2,131,183 from A/C #110­7310­673­8300 (Library Fund, Improvements other than buildings), $498,785, from A/C #110­7410­ 673­8300 (Library Fund, Improvements other than buildings), and $416,880 from A/C #651­5310­682­8300 (Transportation Fund, Improvements other than buildings).

5. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project, and on work directives and change orders up to the project­approved contingency amount.

6. Find that this project is exempt from the California Environmental Quality Act pursuant to California Public Resource Code 21080.35, 14 C.C.R. Section 15301, and/or 14 C.C.R. Section 15061(b)(3).

15. STUDY SESSIONS: None

16. DEPARTMENT REPORTS:

A. Navigation Center Exclusive Negotiation Agreement and Right of Entry Agreement RECOMMENDATION:

1. Approve the Exclusive Negotiation Agreement between the City of Thousand Oaks and Many Mansions (Thousand Oaks, CA), Hope the Mission, dba Hope of the Valley Rescue Mission (Mission Hills, CA), and DignityMoves (San Francisco, CA) (collectively, “Proposer”) for the development of a Navigation Center on the City­ owned parcel at 1205 Lawrence Drive.

2. Approve the Right of Entry Agreement between the City of Thousand Oaks and Proposer for the development of a Navigation Center at 1205 Lawrence Drive.

3. Authorize the City to be identified as a co­applicant on the County of Ventura’s grant application to the State of California for the Encampment Resolution Grant.

4. Authorize the City Manager to initiate the preparation of a lease agreement, operation and service agreements, and other ancillary documents (“Definitive Agreement”) necessary to properly develop, construct, secure, operate, and maintain the Navigation Center.

5. Authorize the City Manager to execute the County of Ventura Agreement to Provide Financial Support for Permanent, Year­Round Shelter Serving Homeless Individuals and Families and sign additional limited modifications to the Agreement.

6. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

B. Hillcrest Site (382 and 384 N. Erbes Road) Exclusive Negotiating Agreement RECOMMENDATION:

1. Approve the Exclusive Negotiating Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation, San Luis Obispo, CA, for the development of the City­owned parcel at 382 and 384 N. Erbes Road as a for­sale affordable housing project.

2. Approve the Right of Entry Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation, San Luis Obispo, CA, for the development of the City­owned parcel at 382 and 384 N. Erbes Road as a for­sale affordable housing project.

3. Authorize City Manager to initiate preparation of a Disposition and Development Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

C. Inclusionary Housing Program and Nonresidential Development Linkage Fee Update Policy
RECOMMENDATION:

1. Discuss the Inclusionary Housing Financial Evaluation and Nonresidential Development Linkage Fee Nexus Study results.

2. Provide direction on completing updates to the Inclusionary Housing Program and Nonresidential Development Linkage Fee ordinances.

3. Find that this action is not a Project as defined under the California Environmental Quality Act.

17. COMMITTEE/COMISSION/BOARD REPORTS: None

18. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None

19. COUNCIL ISSUES/RECOMMENDATIONS:

A. Update on Cal Cities New Mayors and Councilmembers Academy ­ February 1­3, 2023, Los Angeles­Universal City Sheraton
RECOMMENDATION:

1. Receive report.

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

20. CITY MANAGER:

A. Announcements and upcoming issues

21. PUBLIC NOTICES: None

22. ADJOURNMENT: Adjourn to Regular Meeting March 14, 2023 Agenda Post Date/Time: Feb 23, 2023, 5:00P.M.

CCD:610­40\h:\common\agenda\2023\02­28­23.docx
City Council
REGULAR MEETING
Tuesday, February 28, 2023
Andrew P. Fox City Council Chambers
Closed Session: 5:00 PM
Regular Session: 6:00 PM
Public advisory: Face masks are recommended.

You may view the City Council meeting broadcast live on TV (Frontier Channel 3, Spectrum Channel 10), and YouTube (CTO Meetings).

If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.

The Brown Act prohibits a person from having to register to attend a City Council meeting.  The Zoom app requires registration if you would like to attend via video/teleconference.  If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.

If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.

In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 449­2151 within 48 hours of the meeting.

Kevin McNamee, Mayor
Al Adam, Mayor Pro Tem
Bob Engler, Councilmember
David Newman, Councilmember
Mikey Taylor, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Jaime Boscarino, Finance Dir./City Treasurer Kelvin Parker, Community Development Director Clifford G. Finley, Public Works Director Laura B. Maguire, City Clerk Tim Giles, Human Resources Director Jonathan Serret, Cultural Affairs Director  Jennifer Patterson, Library Services Director Jim Friedl, General Manager, CRPD Alexandra South, Strategic Communications/Public Affairs Dir.

Jeff Shea, Fire Chief Jeremy Paris, Police Chief
MISSION STATEMENT:

Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:

AGENDA AVAILABILITY:  The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at  www.toaks.org. Televised City Council Meetings are re­broadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10).

PUBLIC INPUT:  To provide your comments to the City Councilmembers please submit comments via the online  Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online  Speaker Form  (you will be asked to provide an email address and telephone number). Be advised that those participating via Zoom do so at their own risk. The City Council meeting will not be cancelled if any technical issues occur during the meeting. If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open half an hour before meeting start time. All Ventura County Health requirements will be followed, which may include limited capacity, social distancing, and wearing face masks. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at  [email protected]  or call (805) 449­2151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law.

Communications will NOT be edited for redactions and will be printed/posted as submitted.

SPANISH INTERPRETATION:  If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 449­2151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.

INTERPRETACIÓN AL ESPAÑOL :  Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 449­2151 o por correo electrónico a  [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.

CONSENT CALENDAR:  Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.

There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.

SUPPLEMENTAL INFORMATION:  Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets.  Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting.  Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.

JUDICIAL REVIEW:  Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90­day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 1­4.05.

1. CALL TO ORDER: Closed Session ­ 5:00 p.m.

2. ROLL CALL:

3. PUBLIC COMMENTS: Comments on Closed Session items only

4. CLOSED SESSION:

A. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation:  Katelyn Clint vs.

Fred Gessler and City of Thousand Oaks,    Ventura County Superior Court Case Number: 56­2021­00551445­CU­PA­VTA; Pursuant to Government Code Section 54956.9(a).

B. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation: David Hernandez vs.

City of Thousand Oak.   Ventura County Superior Court Case Number: 56­2021­ 00555370­CU­PO­VTA; Pursuant to Government Code Section 54956.9(a).

5. CLOSED SESSION REPORT:

6. ADJOURNMENT: Adjourn to Regular Meeting

7. CALL TO ORDER: Regular Session ­ 6:00 p.m.

8. PLEDGE OF ALLEGIANCE:

9. ROLL CALL:

10. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:

11. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:

12. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011­066/067)

13. CONSENT CALENDAR:

A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:

Ratify February 15, 2023, and February 22, 2023; approve March 1, 2023, and March 8, 2023, subject to review and ratification
B. Minutes of Special and Regular City Council meetings of February 14, 2023 RECOMMENDATION:

Approve
C. Area Housing Authority of the County of Ventura’s Board of Commissioners Appointments
RECOMMENDATION:

1. Approve re­appointment of Charles Lech and Mark Lunn, as City of Thousand Oaks representatives to the Area Housing Authority of the County of Ventura’s Board of Commissioners for a four­year term ending March 2027.

2. Find that this action is not a project as defined under the California Environmental Quality Act.

D. Libraries Master and Space Planning Agreement Amendment (MI 2538, MI 2539) RECOMMENDATION:

1. Approve Second Amendment to Professional Services Agreement with Johnson Favaro, LLP of Culver City, CA (Contract No. 12597­2020) for design phase support services in the amount of $358,925 plus extra services of $40,000, for a revised not­ to­exceed amount of $442,685.

2. Authorize expenditure in the amount of $442,685; $265,611 from A/C #110­7310­ 673­5500 (MI 2538, T.O. Library Interior Remodel) and $177,074 from A/C #110­ 7410­673­5500 (MI 2539, N.P. Library Interior Remodel).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

E. Termination of Local Emergency Executive Orders Pertaining to COVID­19 RESOLUTION TERMINATING PROCLAMATION OF LOCAL EMERGENCY
DECLARED IN RESPONSE TO COVID­19 PANDEMIC AND RESCINDING EXECUTIVE ORDER NO. 2020­01 AND RESOLUTION NO. 2021­055 RECOMMENDATION:

1. Adopt resolution terminating proclamation of local emergency made March 12, 2020, and ratified on March 17, 2020, and all related executive orders and resolutions still in effect.

2. Find that this action is not a project as defined under the California Environmental Quality Act.

F. Remote Lockers at Grant R. Brimhall Library
RECOMMENDATION:

1. Approve single source purchase of Remote Lockers from Bibliotheca, LLC (Norcross, GA), in the amount of $48,036 for the Grant R. Brimhall Library.

2. Approve budget appropriation and expenditure of $48,050 for the purchase of Bibliotheca remote lockers for the Grant R. Brimhall Library from A/C #110­7020­486­ 0000 (Friends of the Library Revenue) to A/C #110­7020­673­8400 (Equipment $5,000 and Over).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

G. Transfer of Fire Facility Development Impact Fees
RECOMMENDATION:

1. Authorize transfer of fire facility development impact fees in the amount of $238,733 to the Ventura County Fire Protection District.

2. Approve budget appropriation and expenditure in the amount of $238,733 from A/C #563­0000­311­10­00 (Developer Fee Fund Balance) to A/C #563­5310­622­ 59­20 (Project #DF0946, Other Contractual/Grants & Donations).

3. Find that this action is not a project as defined under section 15378(b)(5) of the California Environmental Quality Act Guidelines.

H. City Website Redesign, Intranet, and Content Management System RECOMMENDATION:

1. Award professional services agreement to JesseJames Creative, New York, NY, for the City Website Redesign, Library Website Redesign and Content Management System (CMS), and cloud­based hosting project for an amount not­to­exceed $220,000.

2. Authorize expenditure of available funds in the total amount of $220,000 from A/C # 001­0830­646.56­99.

3. Find that this action is not a project as defined under the California Environmental Quality Act.

14. PUBLIC HEARINGS:

A. Prefabricated Solar Systems at Various City Facilities (CI 5562) RECOMMENDATION:

1. Approve the project design, specifications, and Addenda 1 through 8 for the Prefabricated Solar Systems at Various City Facilities Project (CI 5562).

2. Award an Energy Services Agreement for design and construction of the solar systems, under Government Code section 4217.10 et seq. procurement process, to Staten Solar Corporation (San Jose, CA) in the amount of $5,455,984, plus a contingency of $545,598, for a total of $6,001,582 with a term ending December 31, 2025.

3. Approve budget appropriation in the amount of $3,053,582 as follows; $81,968 from A/C #110­0000­311­1000 (Library Fund, Fund Balance) to A/C #110­7310­673­ 8300 (Library Fund, Improvements other than buildings); $16,880 from A/C #651­ 0000­341­9900 (Transportation Fund, Net Position) to A/C #651­5310­682­8300 (Transportation Fund, Improvements other than buildings); and $2,954,734 from A/C #001­0000­311­1000 (General Fund, Fund Balance) to A/C #001­3560­612­8300 ($2,148,068, Los Robles Golf Course), A/C #001­3573­677­8300 ($304,128, Teen Center), and A/C #001­3574­677­8300 ($502,538, Goebel Adult Center).

4. Authorize expenditure in the amount of $6,001,582 ($5,455,984 design and construction contract, $545,598 contingency) as follows: $2,148,068 from A/C #001­ 3560­612­8300 (Los Robles Golf Course, Improvements other than buildings), $304,128 from A/C #001­3573­677­8300 (Teen Center, Improvements other than buildings), $502,538 from A/C #001­3574­677­8300 (Goebel Adult Center, Improvements other than buildings), $2,131,183 from A/C #110­7310­673­8300 (Library Fund, Improvements other than buildings), $498,785, from A/C #110­7410­ 673­8300 (Library Fund, Improvements other than buildings), and $416,880 from A/C #651­5310­682­8300 (Transportation Fund, Improvements other than buildings).

5. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project, and on work directives and change orders up to the project­approved contingency amount.

6. Find that this project is exempt from the California Environmental Quality Act pursuant to California Public Resource Code 21080.35, 14 C.C.R. Section 15301, and/or 14 C.C.R. Section 15061(b)(3).

15. STUDY SESSIONS: None

16. DEPARTMENT REPORTS:

A. Navigation Center Exclusive Negotiation Agreement and Right of Entry Agreement RECOMMENDATION:

1. Approve the Exclusive Negotiation Agreement between the City of Thousand Oaks and Many Mansions (Thousand Oaks, CA), Hope the Mission, dba Hope of the Valley Rescue Mission (Mission Hills, CA), and DignityMoves (San Francisco, CA) (collectively, “Proposer”) for the development of a Navigation Center on the City­ owned parcel at 1205 Lawrence Drive.

2. Approve the Right of Entry Agreement between the City of Thousand Oaks and Proposer for the development of a Navigation Center at 1205 Lawrence Drive.

3. Authorize the City to be identified as a co­applicant on the County of Ventura’s grant application to the State of California for the Encampment Resolution Grant.

4. Authorize the City Manager to initiate the preparation of a lease agreement, operation and service agreements, and other ancillary documents (“Definitive Agreement”) necessary to properly develop, construct, secure, operate, and maintain the Navigation Center.

5. Authorize the City Manager to execute the County of Ventura Agreement to Provide Financial Support for Permanent, Year­Round Shelter Serving Homeless Individuals and Families and sign additional limited modifications to the Agreement.

6. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

B. Hillcrest Site (382 and 384 N. Erbes Road) Exclusive Negotiating Agreement RECOMMENDATION:

1. Approve the Exclusive Negotiating Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation, San Luis Obispo, CA, for the development of the City­owned parcel at 382 and 384 N. Erbes Road as a for­sale affordable housing project.

2. Approve the Right of Entry Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation, San Luis Obispo, CA, for the development of the City­owned parcel at 382 and 384 N. Erbes Road as a for­sale affordable housing project.

3. Authorize City Manager to initiate preparation of a Disposition and Development Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

C. Inclusionary Housing Program and Nonresidential Development Linkage Fee Update Policy
RECOMMENDATION:

1. Discuss the Inclusionary Housing Financial Evaluation and Nonresidential Development Linkage Fee Nexus Study results.

2. Provide direction on completing updates to the Inclusionary Housing Program and Nonresidential Development Linkage Fee ordinances.

3. Find that this action is not a Project as defined under the California Environmental Quality Act.

17. COMMITTEE/COMISSION/BOARD REPORTS: None

18. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None

19. COUNCIL ISSUES/RECOMMENDATIONS:

A. Update on Cal Cities New Mayors and Councilmembers Academy ­ February 1­3, 2023, Los Angeles­Universal City Sheraton
RECOMMENDATION:

1. Receive report.

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

20. CITY MANAGER:

A. Announcements and upcoming issues

21. PUBLIC NOTICES: None

22. ADJOURNMENT: Adjourn to Regular Meeting March 14, 2023 Agenda Post Date/Time: Feb 23, 2023, 5:00P.M.

CCD:610­40\h:\common\agenda\2023\02­28­23.docx
City Council
REGULAR MEETING
Tuesday, February 28, 2023
Andrew P. Fox City Council Chambers
Closed Session: 5:00 PM
Regular Session: 6:00 PM
Public advisory: Face masks are recommended.

You may view the City Council meeting broadcast live on TV (Frontier Channel 3, Spectrum Channel 10), and YouTube (CTO Meetings).

If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.

The Brown Act prohibits a person from having to register to attend a City Council meeting.  The Zoom app requires registration if you would like to attend via video/teleconference.  If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.

If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.

In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 449­2151 within 48 hours of the meeting.

Kevin McNamee, Mayor
Al Adam, Mayor Pro Tem
Bob Engler, Councilmember
David Newman, Councilmember
Mikey Taylor, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Jaime Boscarino, Finance Dir./City Treasurer Kelvin Parker, Community Development Director Clifford G. Finley, Public Works Director Laura B. Maguire, City Clerk Tim Giles, Human Resources Director Jonathan Serret, Cultural Affairs Director  Jennifer Patterson, Library Services Director Jim Friedl, General Manager, CRPD Alexandra South, Strategic Communications/Public Affairs Dir.

Jeff Shea, Fire Chief Jeremy Paris, Police Chief
MISSION STATEMENT:

Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:

AGENDA AVAILABILITY:  The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at  www.toaks.org. Televised City Council Meetings are re­broadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10).

PUBLIC INPUT:  To provide your comments to the City Councilmembers please submit comments via the online  Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online  Speaker Form  (you will be asked to provide an email address and telephone number). Be advised that those participating via Zoom do so at their own risk. The City Council meeting will not be cancelled if any technical issues occur during the meeting. If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open half an hour before meeting start time. All Ventura County Health requirements will be followed, which may include limited capacity, social distancing, and wearing face masks. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at  [email protected]  or call (805) 449­2151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law.

Communications will NOT be edited for redactions and will be printed/posted as submitted.

SPANISH INTERPRETATION:  If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 449­2151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.

INTERPRETACIÓN AL ESPAÑOL :  Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 449­2151 o por correo electrónico a  [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.

CONSENT CALENDAR:  Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.

There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.

SUPPLEMENTAL INFORMATION:  Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets.  Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting.  Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.

JUDICIAL REVIEW:  Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90­day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 1­4.05.

1. CALL TO ORDER: Closed Session ­ 5:00 p.m.

2. ROLL CALL:

3. PUBLIC COMMENTS: Comments on Closed Session items only

4. CLOSED SESSION:

A. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation:  Katelyn Clint vs.

Fred Gessler and City of Thousand Oaks,    Ventura County Superior Court Case Number: 56­2021­00551445­CU­PA­VTA; Pursuant to Government Code Section 54956.9(a).

B. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation: David Hernandez vs.

City of Thousand Oak.   Ventura County Superior Court Case Number: 56­2021­ 00555370­CU­PO­VTA; Pursuant to Government Code Section 54956.9(a).

5. CLOSED SESSION REPORT:

6. ADJOURNMENT: Adjourn to Regular Meeting

7. CALL TO ORDER: Regular Session ­ 6:00 p.m.

8. PLEDGE OF ALLEGIANCE:

9. ROLL CALL:

10. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:

11. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:

12. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011­066/067)

13. CONSENT CALENDAR:

A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:

Ratify February 15, 2023, and February 22, 2023; approve March 1, 2023, and March 8, 2023, subject to review and ratification
B. Minutes of Special and Regular City Council meetings of February 14, 2023 RECOMMENDATION:

Approve
C. Area Housing Authority of the County of Ventura’s Board of Commissioners Appointments
RECOMMENDATION:

1. Approve re­appointment of Charles Lech and Mark Lunn, as City of Thousand Oaks representatives to the Area Housing Authority of the County of Ventura’s Board of Commissioners for a four­year term ending March 2027.

2. Find that this action is not a project as defined under the California Environmental Quality Act.

D. Libraries Master and Space Planning Agreement Amendment (MI 2538, MI 2539) RECOMMENDATION:

1. Approve Second Amendment to Professional Services Agreement with Johnson Favaro, LLP of Culver City, CA (Contract No. 12597­2020) for design phase support services in the amount of $358,925 plus extra services of $40,000, for a revised not­ to­exceed amount of $442,685.

2. Authorize expenditure in the amount of $442,685; $265,611 from A/C #110­7310­ 673­5500 (MI 2538, T.O. Library Interior Remodel) and $177,074 from A/C #110­ 7410­673­5500 (MI 2539, N.P. Library Interior Remodel).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

E. Termination of Local Emergency Executive Orders Pertaining to COVID­19 RESOLUTION TERMINATING PROCLAMATION OF LOCAL EMERGENCY
DECLARED IN RESPONSE TO COVID­19 PANDEMIC AND RESCINDING EXECUTIVE ORDER NO. 2020­01 AND RESOLUTION NO. 2021­055 RECOMMENDATION:

1. Adopt resolution terminating proclamation of local emergency made March 12, 2020, and ratified on March 17, 2020, and all related executive orders and resolutions still in effect.

2. Find that this action is not a project as defined under the California Environmental Quality Act.

F. Remote Lockers at Grant R. Brimhall Library
RECOMMENDATION:

1. Approve single source purchase of Remote Lockers from Bibliotheca, LLC (Norcross, GA), in the amount of $48,036 for the Grant R. Brimhall Library.

2. Approve budget appropriation and expenditure of $48,050 for the purchase of Bibliotheca remote lockers for the Grant R. Brimhall Library from A/C #110­7020­486­ 0000 (Friends of the Library Revenue) to A/C #110­7020­673­8400 (Equipment $5,000 and Over).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

G. Transfer of Fire Facility Development Impact Fees
RECOMMENDATION:

1. Authorize transfer of fire facility development impact fees in the amount of $238,733 to the Ventura County Fire Protection District.

2. Approve budget appropriation and expenditure in the amount of $238,733 from A/C #563­0000­311­10­00 (Developer Fee Fund Balance) to A/C #563­5310­622­ 59­20 (Project #DF0946, Other Contractual/Grants & Donations).

3. Find that this action is not a project as defined under section 15378(b)(5) of the California Environmental Quality Act Guidelines.

H. City Website Redesign, Intranet, and Content Management System RECOMMENDATION:

1. Award professional services agreement to JesseJames Creative, New York, NY, for the City Website Redesign, Library Website Redesign and Content Management System (CMS), and cloud­based hosting project for an amount not­to­exceed $220,000.

2. Authorize expenditure of available funds in the total amount of $220,000 from A/C # 001­0830­646.56­99.

3. Find that this action is not a project as defined under the California Environmental Quality Act.

14. PUBLIC HEARINGS:

A. Prefabricated Solar Systems at Various City Facilities (CI 5562) RECOMMENDATION:

1. Approve the project design, specifications, and Addenda 1 through 8 for the Prefabricated Solar Systems at Various City Facilities Project (CI 5562).

2. Award an Energy Services Agreement for design and construction of the solar systems, under Government Code section 4217.10 et seq. procurement process, to Staten Solar Corporation (San Jose, CA) in the amount of $5,455,984, plus a contingency of $545,598, for a total of $6,001,582 with a term ending December 31, 2025.

3. Approve budget appropriation in the amount of $3,053,582 as follows; $81,968 from A/C #110­0000­311­1000 (Library Fund, Fund Balance) to A/C #110­7310­673­ 8300 (Library Fund, Improvements other than buildings); $16,880 from A/C #651­ 0000­341­9900 (Transportation Fund, Net Position) to A/C #651­5310­682­8300 (Transportation Fund, Improvements other than buildings); and $2,954,734 from A/C #001­0000­311­1000 (General Fund, Fund Balance) to A/C #001­3560­612­8300 ($2,148,068, Los Robles Golf Course), A/C #001­3573­677­8300 ($304,128, Teen Center), and A/C #001­3574­677­8300 ($502,538, Goebel Adult Center).

4. Authorize expenditure in the amount of $6,001,582 ($5,455,984 design and construction contract, $545,598 contingency) as follows: $2,148,068 from A/C #001­ 3560­612­8300 (Los Robles Golf Course, Improvements other than buildings), $304,128 from A/C #001­3573­677­8300 (Teen Center, Improvements other than buildings), $502,538 from A/C #001­3574­677­8300 (Goebel Adult Center, Improvements other than buildings), $2,131,183 from A/C #110­7310­673­8300 (Library Fund, Improvements other than buildings), $498,785, from A/C #110­7410­ 673­8300 (Library Fund, Improvements other than buildings), and $416,880 from A/C #651­5310­682­8300 (Transportation Fund, Improvements other than buildings).

5. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project, and on work directives and change orders up to the project­approved contingency amount.

6. Find that this project is exempt from the California Environmental Quality Act pursuant to California Public Resource Code 21080.35, 14 C.C.R. Section 15301, and/or 14 C.C.R. Section 15061(b)(3).

15. STUDY SESSIONS: None

16. DEPARTMENT REPORTS:

A. Navigation Center Exclusive Negotiation Agreement and Right of Entry Agreement RECOMMENDATION:

1. Approve the Exclusive Negotiation Agreement between the City of Thousand Oaks and Many Mansions (Thousand Oaks, CA), Hope the Mission, dba Hope of the Valley Rescue Mission (Mission Hills, CA), and DignityMoves (San Francisco, CA) (collectively, “Proposer”) for the development of a Navigation Center on the City­ owned parcel at 1205 Lawrence Drive.

2. Approve the Right of Entry Agreement between the City of Thousand Oaks and Proposer for the development of a Navigation Center at 1205 Lawrence Drive.

3. Authorize the City to be identified as a co­applicant on the County of Ventura’s grant application to the State of California for the Encampment Resolution Grant.

4. Authorize the City Manager to initiate the preparation of a lease agreement, operation and service agreements, and other ancillary documents (“Definitive Agreement”) necessary to properly develop, construct, secure, operate, and maintain the Navigation Center.

5. Authorize the City Manager to execute the County of Ventura Agreement to Provide Financial Support for Permanent, Year­Round Shelter Serving Homeless Individuals and Families and sign additional limited modifications to the Agreement.

6. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

B. Hillcrest Site (382 and 384 N. Erbes Road) Exclusive Negotiating Agreement RECOMMENDATION:

1. Approve the Exclusive Negotiating Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation, San Luis Obispo, CA, for the development of the City­owned parcel at 382 and 384 N. Erbes Road as a for­sale affordable housing project.

2. Approve the Right of Entry Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation, San Luis Obispo, CA, for the development of the City­owned parcel at 382 and 384 N. Erbes Road as a for­sale affordable housing project.

3. Authorize City Manager to initiate preparation of a Disposition and Development Agreement between the City of Thousand Oaks and People’s Self­Help Housing Corporation.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

C. Inclusionary Housing Program and Nonresidential Development Linkage Fee Update Policy
RECOMMENDATION:

1. Discuss the Inclusionary Housing Financial Evaluation and Nonresidential Development Linkage Fee Nexus Study results.

2. Provide direction on completing updates to the Inclusionary Housing Program and Nonresidential Development Linkage Fee ordinances.

3. Find that this action is not a Project as defined under the California Environmental Quality Act.

17. COMMITTEE/COMISSION/BOARD REPORTS: None

18. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None

19. COUNCIL ISSUES/RECOMMENDATIONS:

A. Update on Cal Cities New Mayors and Councilmembers Academy ­ February 1­3, 2023, Los Angeles­Universal City Sheraton
RECOMMENDATION:

1. Receive report.

2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).

20. CITY MANAGER:

A. Announcements and upcoming issues

21. PUBLIC NOTICES: None

22. ADJOURNMENT: Adjourn to Regular Meeting March 14, 2023 Agenda Post Date/Time: Feb 23, 2023, 5:00P.M.

CCD:610­40\h:\common\agenda\2023\02­28­23.docx

DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California   February 14, 2023

1. CALL TO ORDER: Mayor Kevin McNamee called th e Special Meeting to order at 5:01 p.m. in Council Chambers, 2100 Thousand Oaks Boulevard, Thousand Oaks, California.

2. ROLL CALL:

Present: Councilmembers Engler, Newman, Taylor, Adam, and Mayor McNamee present in chambers.

Also present: City Manager Andrew P. Powers, Chief Assistant City Attorney Patrick J.

Hehir, Assistant City Manager Ingrid Hardy, City Clerk Laura B. Maguire, Human Resources Director Tim Giles, Assistant City Attorney David Womack, and Ac ting Deputy City Clerk Sandra Delgado.

3. PUBLIC COMMENTS: (Note: Only issues listed on this agenda may be addressed pursuant to the Brown Act/Special Meetings)

Speakers/Written Statements: None.

4. CLOSED SESSION:

A. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation: G I Industries vs.

City of Thousand Oaks, et al.; Ventura County Superior Court Case No. 56- 2021-00553340-CU-WM-VTA. Pursuant to Government Code Section 54956.9(a).

B. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation: G I Industries vs.

City of Thousand Oaks, et al.; Ventura County Superior Court Case No. 56- 2021-00554581-CU-WM-VTA. Pursuant to Government Code Section 54956.9(a).

C. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation: Bonnie Bean vs.

Gerardo Rodriguez, et al.; Ventura County Superior Court Case No. 56-2021- 00561100-CU-PO-VTA. Pursuant to Government Code Section 54956.9(a).

D. CONFERENCE WITH LEGAL COUNSEL – An ticipated Litigation: There is a significant exposure to litigation purs uant to Cal. Gov’t. Code Section 54956.9(d)(2) (2 cases). A City wastewat er line blockage created an incident which resulted in property damage at tw o residential addresses on Kingston Circle.

Chief Assistant City Attorney Hehir announced Closed Session held at 5:02 p.m.

Chief Assistant City Attorney Hehir announced that there was nothing to report.

Item No.13B

DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 2 February 14, 2023

5. ADJOURNMENT: City Council S pecial Meeting adjour ned at 5:28 p.m. to Regular Meeting on February 14, 2023.

____________________________
Kevin McNamee, Mayor
City of Thousand Oaks City Council
Attest:

____________________________
Laura B. Maguire, City Clerk
City of Thousand Oaks City Council

AGENDA POSTED: February 9, 2023
MINUTES APPROVED:

The presence of electronic signature certifies that the foregoing is a true and correct copy as approved by the City of Thousand Oaks City Council on the date cited above.

Item No.13B

DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California   February 14, 2023

1. CALL TO ORDER: Mayor Kevin McNamee called the meeting to order at 6:00 p.m. in Council Chambers, 2100 Thousand Oaks Boulevard, Thousand Oaks, California.

2. PLEDGE OF ALLEGIANCE: Mayor McNamee led the pledge of allegiance.

3. ROLL CALL:

Present: Councilmembers Engler, Newman, Taylor, Adam, and Mayor McNamee present in chambers.

Also present: City Manager Andrew P. Powers, Chief Assistant City Attorney Patrick J.

Hehir, Assistant City Manager Ingrid Hardy, City Clerk Laura B. Maguire, Finance Director Jaime Boscarino, Community De velopment Director Kelvin Parker, Public Works Director Cliff Finley, Cultural Affairs Director Jonathan Serret, Human Resources Director Tim Giles, Library Services Director Jennifer Patterson, Strategic Communications/Public Affairs Director Alexandra South, Police Chief Jeremy Paris, Fire Chief Je ff Shea, Community Services Analyst Sarah Mailes, Detective Captain Kevin Lynch, Assistant City Attorney Noel Doran, Deputy Public Works Director Nader Heydari, Seni or Engineer Ayda Forouzan, Transit Program Manager Mike Houser, Assi stant to the City Manager Melissa Hurtado, Acting Deputy City Clerk Sand ra Delgado, Information Technology Supervisor Atanas Beltchev, Cable Operations S upervisor Carl Jarecky, Senior Video Specialist Richard Swingler, Senior Video Spec ialist Ryan Palmer, and Senior Recording Secretary Dominga Zambrano.

4. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:

Mayor McNamee announced Item No. 11A – FY 2022-23 Community Environmental Enhancement Grant Recommen dations – will be moved up to be heard following the Consent Calendar.

5. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS: None.

6. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m. , remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011-066/067)

Speakers: Douglas Wain, Thousand Oaks; Zabr ina Tipton, Small Business Administration (submitted document).

Written Statements: None.

City Manager Powers addressed public comments.

Item No.13B

DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 2 Februar y 14, 2023

7. CONSENT CALENDAR:

A. General, Utilities, Golf Course, and Theatres Demands

RECOMMENDATION:

Ratify January 25, 2023, February 1, 2023, and February 8, 2023; approve February 15, 2023, and February 22, 2023, subject to review and ratification

Motion by Councilmember Engler to approve staff’s recommendation.

5-0 by the following vote:

Ayes – Engler, Newman, Taylor, Adam, McNamee
Noes – None

B. Minutes of Special and Regular City Council meetings of January 24, 2023

RECOMMENDATION:

Approve

Motion by Councilmember Engler to approve staff’s recommendation.

5-0 by the following vote:

Ayes – Engler, Newman, Taylor, Adam, McNamee
Noes – None

C. Rancho Road Sidewalks and Bike Lanes Project (CI 5308)

RECOMMENDATION:

1. Approve Change Order No. 8 to C ontract No. 12656-2021 with Sully-Miller Contracting Company (Brea, CA), in the amount of $139,757.94 for a new not-to- exceed amount of $1,989,343.03.

2. Approve budget appropriation in the amount of $126,000 from A/C #543-0000- 311-1000 (Developer Fees, Fund Bala nce) to A/C #543-5310-631-8300 (Developer Fees, Rancho Road Sidewalk, CI 5308).

3. Authorize expenditure in the amount of $139,757.94 for construction contract Change Order No. 8 to Sully Miller C ontracting Company for the Rancho Road Sidewalks and Bike Lanes Project (CI 5308), which includes $3,700 from A/C #183-5310-631-8300 (Grants, Impr ovements other than Buildings), $10,057.94 from A/C #001-5310-631-8300 (General Fund, Impr ovements other than Buildings), and $126,000.00 from A/ C #543-5310-631-8300 (Dev eloper Fees, Rancho Road Sidewalk, CI 5308).

Item No.13B

DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 3 Februar y 14, 2023

7. CONSENT CALENDAR: (Continued)

C. Rancho Road Sidewalks and Bike Lanes Project (CI 5308) (Continued)

4. Find that the Project is Categorically Exempt from the California Environmental Quality Act pursuant to 14 CCR 15301 (repair/maintenance of an existing facility).

Motion by Councilmember Engler to approve staff’s recommendation.

5-0 by the following vote:

Ayes – Engler, Newman, Taylor, Adam, McNamee
Noes – None

D. 2023 Southern California Association of Governments General Assembly - Delegate Representative

RECOMMENDATION:

1. Designate Al Adam, Mayor Pro Tem, as the Delegate Representative and Councilmember Bob Engler as the Alternate Representative for the City at the Southern California Association of Go vernments (SCAG) Regional Conference and General Assembly, which will take place May 4-5, 2023.

2. Find that designating a delegate is not a “project” under the California Environmental Quality Act pursuant to CEQA Guideline Section 15378(b)(5).

Motion by Councilmember Engler to approve staff’s recommendation.

5-0 by the following vote:

Ayes – Engler, Newman, Taylor, Adam, McNamee
Noes – None

E. 2023 City Council Meeting Schedule Revision

RESOLUTION REVISING CITY CO UNCIL MEETING SCHEDULE FOR
CALENDAR YEAR 2023 AND RESCINDING RESOLUTION 2022-046
RES. NO. 2023-003

RECOMMENDATION:

1. Adopt resolution revising City Counc il meeting schedule for calendar year 2023.

2. Find that this is not a project under the California Environmental Quality Act Guidelines.

Motion by Councilmember Engler to approve staff’s recommendation.

5-0 by the following vote:

Ayes – Engler, Newman, Taylor, Adam, McNamee
Noes – None
Item No.13B

DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 4 Februar y 14, 2023

7. CONSENT CALENDAR: (Continued)

F. ORDINANCE FOR SECOND READING:

ORDINANCE AMENDING THOUSAND OAKS MUNICIPAL CODE RELATING

TO OFFICIAL ZONING MAP BY CHANGING ZONING CLASSIFICATION OF PROPERTY LOCATED AT 3020 CR ESCENT WAY; (ZONE CHANGE 2022- 70828-Z ) (Introduced 1/24/23; 5-0)
ORD. NO. 1709-NS

RECOMMENDATION:

Adopt

Motion by Councilmember Engler to approve staff’s recommendation.

5-0 by the following vote:

Ayes – Engler, Newman, Taylor, Adam, McNamee
Noes – None

G. ORDINANCE FOR SECOND READING:

ORDINANCE AMENDING THOUSAND OAKS MUNICIPAL CODE ARTICLE 21 TO TITLE 9, CHAPTER 4 TO ALLOW COLUMBARIUM USE ANCILLARY TO A

PERMITTED RELIGIOUS FACILITY IN RESIDENTIAL ZONES AND

ESTABLISH NEW DEVELOPMENT AND ZONING STANDARDS RELATED TO COLUMBARIUM USE IN RESIDENTIAL ZONES (2020-70180-MCA)
(Introduced 1/24/23; 4-0, Newman recused)
ORD. NO. 1710-NS

RECOMMENDATION:

Adopt

Motion by Councilmember Engler to approve staff’s recommendation.

5-0 by the following vote:

Ayes – Engler, Newman, Taylor, Adam, McNamee
Noes – None

Item No.13B

DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 5 Februar y 14, 2023

*11. COMMITTEE/COMISSION/BOARD REPORTS:

A. FY 2022-23 Community Environmental Enhancement Grant Recommendations

RECOMMENDATION:

1. Approve FY 2022-23 Community Envi ronmental Enhancement Grants totaling $45,000.

2. Authorize the City Manager or designee to execute Community Environmental Enhancement Grant agreements with grantees.

3. Authorize expenditure in the amount of $45,000 fr om A/C #632-8420-682- 5920 (NC0104, Community Enhancement Fund/Grants) for Community Environmental Enhancement Grants.

4. Find that this action is not a project as defined under the California Environmental Quality Act.

Presented by Clyde Doheney, Chair of Community Funding Review Committee.

Community Services Analyst Mailes available for questions.

Speaker: Carole Shelton, Thousand Oaks.

Written Statements: None.

Motion by Councilmember Newman to approve staff’s recommendation.

Passed 5-0 by the following vote:

Ayes – Engler, Newman, Taylor, Adam, McNamee
Noes – None

8. PUBLIC HEARINGS: None.

9. STUDY SESSIONS: None.

10. DEPARTMENT REPORTS:

A. Public Safety Update

RECOMMENDATION:

Receive verbal report.

Presented by Police Chief Paris. De tective Captain Lynch responded to questions.

Speaker/Written Statement: None.

Item No.13B

DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 6 Februar y 14, 2023

10. DEPARTMENT REPORTS: (Continued)

B. School Crossing Guard Program Standards and Policies

RESOLUTION ESTABLISHING CROSSING GUARD PROGRAM STANDARDS RES. NO. 2023-004

RECOMMENDATION:

1. Adopt resolution establishing the City of Thousand Oaks School Crossing Guard Program Standards and Policies.

2. Approve budget transfer in an amount not to exceed $18,340 from A/C #001- 5580-612-1210 (Crossing Guard, Regular Pa y - Hourly) to A/C #001-5580-612- 5699 (Crossing Guard, Consultant Services – Other).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

Presented by Transit Progr am Manager Houser. City Manager Powers, Public Works Director Finley, Chief Assistant City Attorney Hehir, Strategic Communications/Public Affairs Director S outh, Assistant City Attorney Doran, and Public Works Deputy Director Hey dari responded to questions. Additional information supplemental packets.

Speakers: Jackson Piper, Newbury Park; Clint Fultz, Thousand Oaks; Janie Ahlberg, city of residence unknown ; Rosanna Guerra, Thousand Oaks; Bill Gorback, Thousand Oaks; Carole Shel ton, Thousand Oaks; Lauren Gill, Newbury Park; Nelson Buss, Thousand Oaks; Barbara Sponsler, Newbury Park; Lee Ann Holland, Newbury Park; Betsy Connolly, Unincorporated Thousand Oaks; Lisa Powell, Thousand Oaks; Meghann O’Weger, Newbury Park.

Written Statements: None.

Councilmember Engler absent 7:30 p.m.; present 7:31 p.m.

Councilmember Newman announced ex-parte communication with three parties regarding this agenda item.

Motion by Mayor Pro Tem Adam to approv e staff’s recommendation as clarified by the Public Works Director regarding counts, changing the timing outlined in the resolution, and adding an additional recital as to the purpose.

Passed 4-1 by the following vote:

Ayes – Engler, Taylor, Adam, McNamee
Noes – Newman

Item No.13B

DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 7 Februar y 14, 2023

10. DEPARTMENT REPORTS: (Continued)

C. Meadows Reservoir Emergency Repairs (CI 5663)

RECOMMENDATION:

1. Approve Change Order No. 4 to Contract No. 12990-2022 with Spiess Construction Company, Inc., on a Time and Material basis, to perform final site restoration in connection with Meadows Reservoir Emergency Repairs Project (CI 5663) in the amount not to exceed $58, 965, for a new not-to-exceed amount of $2,458,965.

2. Approve budget appropriation in the am ount of $58,965 from A/C #613-0000- 341-9900 (Water Capital Fund – Net Positi on) to A/C #613-8030-682-5500 (CI 5663, Meadows Reservoir Emergency Repairs).

3. Authorize expenditure in the am ount of $58,965 from A/C #613-8030-682- 5500 (CI 5663, Meadows Reservoir Emergency Repairs).

4. Approve the project design, plans, and s pecifications for the construction of the Meadows Reservoir Project (CI 5663).

5. Find that the Project is Categorically Exempt from the California Environmental Quality Act pursuant to 14 CCR 15301.

Presented by Senior Engineer For ouzan. Deputy Public Works Director Heydari responded to questions.

Speaker/Written Statement: None.

Motion by Councilmember Newman to approve staff’s recommendation.

Passed 5-0 by the following vote:

Ayes – Engler, Newman, Taylor, Adam, McNamee
Noes – None

12. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None

13. COUNCIL ISSUES/RECOMMENDATIONS: None

14. CITY MANAGER:

A. Announcements and upcoming issues

City Manager Powers provided an updat e on the February 28, 2023, City Council meeting.

Item No.13B

DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 8 Februar y 14, 2023

15. CLOSED SESSION: None.

16. PUBLIC NOTICES: None.

17. ADJOURNMENT: City Council adjourned at 9:18 p. m. to Regular Meet ing on February 28, 2023.

_______________________________
Kevin McNamee, Mayor
City of Thousand Oaks City Council
Attest:

_______________________________
Laura B. Maguire, City Clerk
City of Thousand Oaks City Council

AGENDA POSTED: February 9, 2023
MINUTES APPROVED:

*indicates item taken out of order

The presence of electronic signature certifies that the foregoing is a true and correct copy as approved by the City of Thousand Oaks City Council on the date cited above.

Item No.13B

TO:City Council
FROM:David Newman, Councilmember
Mikey Taylor, Councilmember
DATE:February 28, 2023
SUBJECT: Area Housing Authority of the County of Ventura’s Board of Commissioners Appointments
RECOMMENDATION:

1. Approve re-appointment of Charles Lech and Mark Lunn, as City of Thousand Oaks representatives to the Area Housing Authority of the County of Ventura’s Board of Commissioners for a four-year term ending March 2027.

2. Find that this action is not a project as defined under the California Environmental Quality Act.

FINANCIAL IMPACT:

No Additional Funding Requested. Cost limited to the indirect cost of staff time for processing applications and assisting in the interview process, which is included in the Adopted FY 2022-23 General Fund Budget.

BACKGROUND:

The Area Housing Authority of the County of Ventura (AHACV) is a Public Housing Authority representing seven jurisdictions including the cities of Camarillo, Fillmore, Ojai, Moorpark, Simi Valley, Thousand Oaks, and the County of Ventura. AHACV serves as the City of Thousand Oaks’ Housing Authority and represents each of its seven-member jurisdictions in that capacity. AHACV is governed by a 15-member Board of Commissioners, two appointed from each of the seven local government jurisdictions and one appointed as an “at-large” resident Commissioner. Agency Commissioners are appointed for four-year terms, and the resident Commissioner, by state law, serves a two-year term.

Item No.13C

AHACV Board of Commissioners Appointments
February 28, 2023

5 1
8 On behalf of its member agencies, AHACV implements the Federal Section 8 Rental Subsidy Program for residents within its member jurisdictions, and also owns and manages 355 public housing units within Ventura County; 163 units (46 percent) of which are located in Thousand Oaks. AHACV is also a non-profit developer of affordable housing projects, located within member jurisdictions and currently owns and manages 726 affordable units (not public housing) available for income-eligible families and seniors. Of these, 211 units (29 percent) are within Thousand Oaks. The City and its former Redevelopment Agency partnered with AHACV in the development of these affordable projects.

DISCUSSION/ANALYSIS:

The City Clerk Department conducted a recruitment to fill the 2023-2027 Commissioner terms. Four persons applied, including both incumbents, Charles Lech and Mark Lunn. Councilmember David Newman and Councilmember Mikey Taylor conducted interviews on Wednesday, January 25, 2023, with the four candidates via Zoom.

Based on information provided in the applications and personal interviews, the interview committee recommends re-appointment of Charles Lech and Mark Lunn to serve as City of Thousand Oaks representatives to the Board of Commissioners of the AHACV for four-year terms ending in March 2027. Copies of their applications are included as Attachment #1.

COUNCIL GOAL COMPLIANCE:

Meets the following City Council goal:

B. Provide municipal government leadership which is open and responsive to residents, and is characterized by ethical behavior, stability, promoting public trust, transparency, confidence in the future, and cooperative interaction among civic leaders, residents, business representatives, and staff, while recognizing and respecting legitimate differences of opinion on critical issues facing the City.

PREPARED BY: Lynn Oshita, Community Development Analyst Attachments:

Attachment #1 – AHACV Board of Commissioners Applications CMO: 110-20\H:\COMMON\City Council\ Council Items/ 2023/022823/AHA Commissioner Appointments Staff Report Item No.13C

City of Thousand Oaks Boards & Commissions
Application Form
Profile
Solicitantes que nec esiten asistencia en espaiiol, por favor llamen al (805) 449-2151.

Charles Lech
Fl,slNfllllC L(ISI Name
Pr'ilna.-yPhono Alternate Phone
Stroot Address Suite or Apt
Thousand Oaks CA
City St.ate Postal Code
Email Address
Please no te: Resolution No. 2003-105 Sec. 17, Duplicate Appoint ment, provides that unless specifically authorized by City Council, no citizen may serve on more than one standing Citizen Board, Commission or Committee.

How did you learn of this vacancy?
Numerous sources
Occupati on/Work History - Check all applicable: •
Employed
Dilbeck Real Estate
Employer Job Title
Broker (Independent contractor)
ATTACHMENT #1
Conejo Simi Moorpark Association Realtors Government Affairs Director (independent contractor)
Additional En,ploye, Additional Job Tittc
Must be a City resident. Are you a resident of Thousand Oaks? Yes

Item No.13C

Item No.13C

Item No.13C

Item No.13C

Item No.13C

Item No.13C

CMO: 110-20\H:\COMMON\City Council\ Council Items/ 2023/022823/AHACV Board of Commissioners Applications Item No.13C

TO:Andrew P. Powers, City Manager
FROM:Jaime Boscarino, Finance Director
DATE:February 28, 2023
SUBJECT: Libraries Master and Space Planning Agreement Amendment (MI 2538, MI 2539)
RECOMMENDATION:

1. Approve Second Amendment to Professional Services Agreement with Johnson Favaro, LLP of Culver City, CA (Contract No. 12597-2020) for design phase support services in the amount of $358,925 plus extra services of $40,000, for a revised not-to-exceed amount of $442,685.

2. Authorize expenditure in the amount of $442,685; $265,611 from A/C #110- 7310-673-5500 (MI 2538, T.O. Library Interior Remodel) and $177,074 from A/C #110-7410-673-5500 (MI 2539, N.P. Library Interior Remodel).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

FINANCIAL IMPACT:

No Additional Funding Requested. Total costs are estimated at $442,685. The Adopted FY 2022-23 Library Fund Budget includes $550,000 for MI 2538 and $300,000 for MI 2539.

BACKGROUND:

Grant R. Brimhall Library
The Thousand Oaks Library main branch, now known as the Grant R. Brimhall Library (Brimhall Library) was designed and opened in 1982 as a significant architectural icon in the region. Its modern and unique design attracted visitors apart from its vast collection. In 1987, an approximately 3,500 square foot climate- controlled archival facility was added to the original 52,700 square foot building.

The space was built to accommodate the Thousand Oaks Library Foundation’s purchase of several collections intended to be housed and maintained onsite.

Item No.13D

Libraries Master and Space Planning Agreement Amendment February 28, 2023

In 2006, Brimhall Library was expanded an additional 22,200 square feet to include Children's Services, quiet study rooms, technical services, additional seating, and increased shelving capacity.

Newbury Park Library
The Newbury Park Library (NP Library) opened in 1991 and houses both the branch library and the Thousand Oaks Community Gallery (Gallery), where local artists can showcase their work. Considered a branch of Brimhall Library, the NP Library building is approximately 24,000 square feet set within the Newbury Park Library Plaza shopping center, with separate entrances for the NP Library and Gallery. The NP Library serves a vibrant and diverse patron base and is the afterschool home for many middle and high school students.

The library system has not gone through major strategic planning in over 20 years.

Staff determined that a strategic and master planning effort was necessary to ensure both libraries would be relevant and provide the best resources for the community and region into the future.

DISCUSSION/ANALYSIS:

In accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, staff published a Request for Proposals/Qualifications (RFP/Q) for Master Planning and Space Planning of the Brimhall and NP Libraries on March 5, 2020. Unlike the low bid requirements of the Public Contract Code, contracts for professional, management, general, or special services should only be awarded to firms or persons who have demonstrated an adequate level of experience, competence, training, credentials, resources, staffing, and other professional qualifications necessary for more than a satisfactory of the services solicited. The award of an RFP/Q is based upon a variety of factors that demonstrate best value to the City for the solicited scope of work or service. The cost of the service may be considered as one of those factors; however, the lowest cost is not the sole factor in deciding who be awarded the contract. From this effort, 21 proposals were received.

Johnson Favaro, LLP of Culver City, CA was awarded the contract based on the firm’s expertise, experience with similar projects, qualifications, and evaluation criteria, as set forth in the RFP/Q package.

Staff entered into a contract with Johnson Favaro, LLP on October 7, 2020. The initial contract was intended to start the preliminary background process. However, the preliminary phase was put on hold due to availability issues and meeting logistics with key stakeholders during the pandemic. No work was performed by Johnson Favaro. The First Amendment to extend the contract for an additional two years was executed on September 14, 2022.

Item No.13D

Libraries Master and Space Planning Agreement Amendment February 28, 2023

Now that availability issues and meeting logistics are no longer constraints in moving forward, staff has reinitiated the master planning project. This amendment includes the entire scope of work required to produce a master plan report. The scope of work includes extensive review and evaluation of existing conditions, programs, processes, community outreach with a variety of stakeholder groups, in-depth options for future remodels, and possible new locations for the library system. The master plan report will become the basis for future capital improvements to be approved under future requests.

Staff recommends approval of this Second Amendment to Contract No. 12597- 2020 (Attachment #1) to ensure the Library System remains a highly utilized and relevant resource for future generations.

CIP PROJECT PRIORITY (as outlined in FY 2021-22 and FY 2022-23 CIP Program Budget)
Priority Three - Nice to do and would contribute to quality of life, but not essential.

COUNCIL GOAL COMPLIANCE:

Meets the following City Council goal:

G. Continue City's commitment to community and cultural programs and services (such as Performing Arts/Theatres, Libraries, TOTV, Visual Arts,Youth and Senior Programs).

PREPARED BY: Elizabeth Perez, Facilities Manager
Attachment:

Attachment #1 – Second Amendment to Contract No. 12597-2020 FIN:201-10\cp\H:\COMMON\Council\2023\Facilities\022823 Johnson Favaro Amend #2 Staff Report.docx Item No.13D

201:10\cp\H:\COMMON\Council\2023\Facilities\022823 Johnson Favaro Lib Amend 2.docx Project Name: Master Planning and Space Planning of the Grant R. Brimhall and Newbury Park Libraries MI 2538 and MI 2539

SECOND AMENDMENT TO

AGREEMENT FOR PROFESSIONAL SERVICES

BETWEEN THE CITY OF THOUSAND OAKS
AND

JOHNSON FAVARO, LLP

Contract No. 12597-2020

THIS SECOND AMENDMENT to the Agreement for professional engineering services entered into between the CITY OF THOUSAND OAKS, a municipal corporation, (hereafter “City”) and JOHNSON FAVARO, LLP, (“Consultant”), entitled Master Planning and Space Planning of the Grant R. Brimhall and Newbury Park Libraries and dated October 7, 2020, and amended September 14, 2022 (herein “Contract”) is made this 28th day of February, 2023.

RECITALS

A. A First Amendment extending the expiration date of the Contract to September 30, 2024 was executed on September 14, 2022.

B. Section 3 of the Contract, currently, and as may have been previously amended, provides for a “not to exceed” total amount of $43,760 for services generally and briefly described in Section 2 as Phase I - Discovery Phase relating to Library Services and an Existing Facilities Assessment.

C. City is in need of revising and expanding the Scope of Work to be performed under the present Contract and adding $398,925 additional compensation for Consultant. Consultant is desirous of performing such and receiving additional compensation for said services.

D. City and Consultant desire to revise and expand the Scope of Work, include additional phases and increase the Contract not to exceed amount to $442,685 while keeping all other terms intact.

AGREEMENT TO AMEND

NOW, THEREFORE, the undersigned parties to Contract agree to amend Contract as described below:

Part 1. Section 2 of Contract is amended to include the additional Scope of Work and Exhibit A is hereby replaced by Exhibit A-1, attached hereto and incorporated herein. Section 2 shall now read in its entirety as follows:

ATTACHMENT #1
Item No.13D

201:10\cp\H:\COMMON\Council\2023\Facilities\022823 Johnson Favaro Lib Amend 2.docx

2. DESCRIPTION OF SERVICES

The services to be performed by Consultant are as follows:

Professional services in conjunction with Master Planning and Space Planning of the Grant R. Brimhall and Newbury Park Libraries. Services and deliverables shall generally include the tasks outlined in Phases 1 through 3, which are more particularly set forth in the Scope of Work, attached as Exhibit A-1, which is incorporated herein by reference.

Part 2. The sum of $398,925 is added to the Contract not to exceed amount. Section 3 of the Contract is hereby amended to revise the Schedule of Fees and Exhibit B is hereby replaced by Exhibit B-1, attached hereto and incorporated herein. Section 3 shall now read in its entirety as follows:

3. COMPENSATION AND PAYMENT

(a) Maximum and Rate. The total compensation payable to Consultant by City for the services under this Agreement SHALL NOT EXCEED the sum of $442,685 (herein "not to exceed amount"), and shall be earned as the work progresses on the following basis:

In lump sum amounts based on percentage completion, per the payment schedule set out in Consultant’s Schedule of Fees, attached as Exhibit B-1 and incorporated herein.

(b) Payment. Consultant shall provide City with written verification of the actual compensation earned, in a form satisfactory to City's Project Manager. Invoices shall be made no more frequently than on a monthly basis, and describe the work performed (including, if applicable, a list of hours worked by personnel classification). All payments shall be made within 30 days after City’s approval of the invoice. (c) Extra Services. Additional work not reasonably encompassed by the Scope of Services described in Section 2 may be agreed upon only by execution of a written Amendment to this Agreement. No liability or right to compensation for extra services shall exist without such Amendment. Unless otherwise stated in the Amendment, applicable rates for extra services shall be at the rates set forth in Exhibit B-1.

Item No.13D

201:10\cp\H:\COMMON\Council\2023\Facilities\022823 Johnson Favaro Lib Amend 2.docx Part 3. All terms used in Parts 1 and 2 above shall have the meanings ascribed thereto in Contract. Except as amended in Part s 1 and 2 above, all other sections, terms, obligations, duties, clauses, and provisions of Contract shall remain the same.

IN WITNESS WHEREOF, the parties execute this Second Amendment to Contract as of the date set forth above.

JOHNSON FAVARO, LLP

________________________________
By: James B. Favaro
Title: Partner/Principal Architect

________________________________
By: Steve L. Johnson
Title: Partner/Principal Architect

ATTEST: CITY OF THOUSAND OAKS

_______________________________ ________________________________ Laura B. Maguire, City Clerk Kevin McNamee, Mayor

CITY OF THOUSAND OAKS

Andrew P. Powers, City Manager

APPROVED BY DEPARTMENT HEAD: APPROVED AS TO FORM:

Office of the City Attorney

________________________________ _______________________________ Jaime Boscarino, Finance Director Tracy Friedl, Assistant City Attorney

Item No.13D

201:10\cp\H:\COMMON\Council\2023\Facilities\022823 Johnson Favaro Lib Amend 2.docx EXHIBIT A-1

Johnson Favaro, LLP
Master Planning and Space Planning of the Grant R. Brimhall and Newbury Park Libraries

SCOPE OF WORK

All work to be performed by Johnson Favaro (JF) unless stated otherwise.

Phase I – Discovery

1. Library Services
a. Document existing and projected city-wide demographics. b. Graphically document existing library service area(s). c. Review City-provided Community Attitudes Survey and Library's Strategic Plan. d. Identify potential alternate/additional library sites within the City limits. e. Analyze existing library staffing, financing, expenditures and collections. f. Identify and evaluate future digital and automated library technologies. g. Analyze existing and projected maintenance and operations protocols and costs. h. Compare existing programs and services with benchmark library programs and services statewide as well as desires, needs, concerns expressed by library administration, staff, stakeholders and community.

2. Existing Facilities Assessment
a. Review existing library site documentation and complete conditions assessment of existing sites based on visual observation.
b. Facilitate a ssessment of existing facilities conditions: architecture, structure, MEP, AV/IT systems, and ADA compliance, flexibility, and expansion capability. c. Review architectural and engineering c onstraints ( i.e., bearing walls/framing) that may impede the goal of providing a flexible space.
d. Analyze existing technology infrastructure (collections storage and retrieval, internet accessibility, etc.).
e. Review, compile and document regulatory constraints and requirements. f. Document existing conditions: plans, sections, 3D computer and physical models. g. Document vision, desires, needs and concerns of library leaders, staff and community.
h. Assemble statewide library facilities best practices documentation. i. Assist library with commission and provision of land survey of the existing properties (Grant Brimhall and Newbury Park)

3. Existing Site’s Assessments (Grant Brimhall and Newbury Park) Item No.13D

201:10\cp\H:\COMMON\Council\2023\Facilities\022823 Johnson Favaro Lib Amend 2.docx a. Review portions of City provided Visioning 2064 report and the City's General Plan related to library services, land use and zoning restrictions. b. Analyze and document topography, geotechnology and ground plane permeability for purposes of assessing construction suitability and/or feasibility. c. Analyze on and off-site library land-use and activity zones. d. Identify and describe pedestrian circulation, landscape and open space challenges and opportunities.
e. Document security enclosures, service and emergency access and exits. f. Assess and graphically document existing parking and transportation facilities including parking and transportation needs for patrons, staff, and library deliveries. g. Facilitate evaluation of building and utilities infrastructure and energy consumption.
h. Analyze the existing library buildings and sites regarding renovation vs. expansion vs. new structure.
i. Analyze pros and cons of investing in the existing libraries versus building new facilities.

4. Quantitative Library Site and Building Program Analyses and Projections (Grant Brimhall and Newbury Park)
a. Library site and building gross floor area, site coverage and Floor Area Ratio (FAR). b. Evaluate existing and projected library floor area needs overall and by program area. c. Create development criteria for ne w library building and/or renovation(s) and/or expansion(s) of existing libraries as necessary.
d. Summarize development criteria for new library building and/or renovation(s) and/or expansion(s) of existing libraries as necessary.

5. Library Location Assessment (GB and NP sites and elsewhere as necessary) a. Complete area -wide investigation, inventory and documentation of promising candidate sites.
b. Create map of vehicular and public transit corridors. c. Create map of existing City-owned civic and community assets (government, schools, parks) and Conejo Recreation and Park District (CRPD) owned sites within Thousand Oaks city limits.
d. Document existing library sites and alternative potential candidate sites ’ existing conditions: plans, sections, 3D computer models.
e. Produce preliminary evaluations of candidate sites' location, size and configuration. f. Assemble branch library facilities best practices documentation. g. Complete analysis of candidate site planning and zoning regulations. h. Complete preliminary site utility investigations (power, water supply, storm and waste) of promising candidate sites.

Item No.13D

201:10\cp\H:\COMMON\Council\2023\Facilities\022823 Johnson Favaro Lib Amend 2.docx

6. Preliminary Speculations: short, medium and long-term horizons (GB and NP library sites and elsewhere as necessary)
a. Identify current service areas of existing library facilities and gaps in service areas city-wide.
b. Develop opportunities and constraints on existing library sites and additional and/or alternate sites city-wide.
c. Develop preliminary alternate configurations and constraints on existing library sites and additional and/or alternate sites city-wide,
d. Identify and document special program location options (visual and performing arts, makerspaces, computer labs),
e. Complete preliminary calculations of library gross floor area and parking capacity on promising alternate candidate sites.

7. Discovery tasks performed by Linda Demmers
a. Analyze space use, efficiency, layout and functionality of existing facilities. b. Gather and analyze detailed information from Library on contents and usage. c. Work with Library St aff, utilizing guiding documents to create detailed building programs for both libraries.

8. Discovery tasks performed by Englekirk Structural Engineers a. Conduct b uilding site visit, structural condition assessment, and review of record drawings (GB and NP Libraries).
b. Feasibility evaluation of Café and meeting room (GB Library). c. Issue e xisting building evaluation and develop planning and design criteria ( NP Library).

9. Discovery tasks performed by NOVUS mechanical engineers. a. Review previous as-built plans.
b. Assess existing building MEP systems.
c. Assess existing power utility infrastructure.
d. Review engineering constraints.
e. Issues summary report on findings.

Phase II – Options

10. Master Plan Options: short, medium and long-term horizons on existing libraries (GB and NP Library) and/or additional alternate sites.
a. Confirm new, renovated, reduced and/or added square footage necessary to implement future library needs.
b. Develop alternate and preferred interior and exterior library configurations on existing and/or candidate additional/alternate sites (indoor and outdoor facilities, landscaping, open space, vehicular areas).

Item No.13D

201:10\cp\H:\COMMON\Council\2023\Facilities\022823 Johnson Favaro Lib Amend 2.docx c. Develop alternate and preferred library site plans over short, medium, and long-term horizons.
d. Develop aerial 3D model views of alternate and preferred library configurations at existing and alternate sites as necessary.
e. Develop ground level 3D model views of alternate and preferred library configurations at existing and alternate sites as necessary.
f. Develop alternate and preferred vehicular circulation and parking strategies (drop-off and pick-up, patron, staff, service and emergency)
g. Develop alternate landscape, open space and sustainability strategies. h. Assist City with assessment of alternate property app ropriation and/or acquisition strategies city-wide as needed.
i. Facilitate development of rough order of magnitude (ROM) cost estimates of alternate and preferred library redevelopment scenarios and configurations.

11. Prioritization, Phasing Options and Draft Library Master Plan Report a. Develop preferred options for renovations and additions to existing facilities and /or replacement of existing facilities and/or new facilities elsewhere city -wide if/as necessary over time.
b. Identify and document high -priority program needs at GB and NP libraries and/or alternate sites city-wide as necessary.
c. Identify high-priority facility renovation, expansion and/or new facility projects at GB and NP libraries and/or alternate sites city-wide as necessary. d. Identify and document preferred option(s) if any for potential site or facility appropriation and/or acquisition at preferred alternate candidate sites. e. Develop conceptual phasing options for short, medium and long -term horizons of preferred options on existing and alternate candidate sites as necessary. f. Facilitate development of five-year horizon rough order of magnitude (ROM) project cost estimates.
g. Create draft facilities master plan for review by City leadership, library administration, staff, patrons, stakeholders and community.

12. Options tasks performed by Linda Demmers
a. Create a detailed building program for renovated Brimhall Library. b. Create a detailed building program for a renovated/new Newbury Park Library. c. Utilize Building Program Detail to Develop Conceptual and Schematic Design Plans for two (2) conceptual designs and preliminary floor plans for the renovated libraries.

13. Options tasks performed by MGAC
a. Provide draft construction cost plan based on masterplan level information. b. Provide final construction cost plan based on masterplan level information. Cost plans will identify costs for two optional conceptional layouts at each library for interior renovation.

Item No.13D

201:10\cp\H:\COMMON\Council\2023\Facilities\022823 Johnson Favaro Lib Amend 2.docx

14. Options task performed by Englekirk Structural Engineers a. Input regarding revisions to existi ng libraries and preparation of structural narrative (GB and NP Libraries).

15. Options tasks performed by NOVUS MEP Engineers
a. Evaluate MEP utilities infrastructure to support a café with commercial kitchen. b. Evaluate MEP infrastructure to support adding meeting room(s). c. Evaluate MEP infrastructure to support an addition (GB Library).

Phase III - Recommendations

16. Recommendations/Final Report
a. Finalize library site plans at completion of short, medium and long-term horizons. b. Refine conceptual layouts for the replaced, relocated, expanded and/or renovated GB and NP Libraries.
c. Refine computer generated 3D aerial views of library and/or libraries at completion of short, medium and long-term horizons.
d. Refine computer generated ground level views of the library(s) at completion of short, medium and long-term horizons.
e. Refine ground level 3D rendering views of the library and or libraries at short, medium and long-term horizons.
f. Generate before and after site analysis diagrams.
g. Facilitate ROM cost estimates by cost consultant of short, medium and long -term horizons.
h. Complete rendering(s) of major outdoor open spaces and amenities. i. Complete library master plan final report.

17. MEP Engineering – NOVUS
a. Review previous as-built drawings.
b. Assess existing building MEP systems.
c. Assess existing power/utility infrastructure.
d. Review engineering constraints.
e. Issue summary report on findings.
f. Evaluate MEP utilities infrastructure to support a café with commercial kitchen. g. Evaluate MEP infrastructure to support adding meeting room. h. Evaluate MEP infrastructure to support an addition (GB Library).

Item No.13D

201:10\cp\H:\COMMON\Council\2023\Facilities\022823 Johnson Favaro Lib Amend 2.docx Community Outreach
Meetings in this category are described and included in the costs of the various phases as indicated below.

JOHNSON FAVARO PROGRAM OF OUTREACH DETAILED DESCRIPTION

Participant
Number of
Meetings
Estimated Hours/
Meeting*

Total Meeting
Hours*
Consultant
Principal Hours/
Meeting
Total Principal
Hours
Comments
Project
Manager 5 1 5 1.5 7.5
Virtual or in-person. One meeting or
several shorter meetings. Usually both, but
sometimes only Steve or Jim will
participate.

Project Team 5 2 10 1.5 15
Approx. a couple of hours or more in which
JF staff are screening ideas for
presentation to steering committee and
other audiences. Conducted in-person with
supporting hard copy and digital materials.

Typically, both Steve and Jim attend these
meetings as they are strategic in nature-
but sometimes one Principal will handle it.

Steering
Committee 6 2 12 2 24
A typical steering committee meeting
consists of 20-30 minute presentation by
JF followed by 90-100 minutes of Q & A
and conversation. Both Steve and Jim
attend all meetings.

Senior
Management 4 1 4 1.5 6
These are to update senior management
staff on deliberations of project team and
steering committee. Steve and Jim usually
both attend but on occasion just one
Principal will attend.

Senior Library
Staff 6 2 12 1.5 18
These are in depth stakeholder meetings
in which JF staff are understanding needs,
desires, and concerns of the librarians
regarding programming, planning and
(future) design at a detail level. Can be as
short as 90 minutes or as long as 4 hours-
whatever it takes. Steve and Jim both like
to attend, but sometimes one Principal will
handle it.

Friends of the
Library
/Library
Foundation
and Partners
4 2 8 2 16
Meetings at the beginning of the process
are listening sessions with no time limit.

Later on, they consist of a presentation at
20-30 minutes followed by 90-100 minutes
of Q & A /discussion
City/County
Regulatory
Agencies
2 1 2 1.5 3
Difficult to predict, but these may consist of
several short meetings (15-20 minutes)
instead of a one-hour meeting; and/or we
may group a few departments into one
Item No.13D

201:10\cp\H:\COMMON\Council\2023\Facilities\022823 Johnson Favaro Lib Amend 2.docx meeting. Usually consists of us sharing
information with and asking questions of
them
City Council
Capital
Facilities
Committee
4 1.5 6 2 12
If needed they consist of a 15-20 minute
presentation followed by Q & A and
discussion. (This project may be one
agenda item of many in the meeting).

City Council
Presentations 3 4 12 2 24
If requested, includes as much as 90
minutes. The time allotted typically
consists of 10-15 minute presentation
followed by 75-80 minutes of public and
council comment, Q & A and discussion.

Includes time sitting through the meeting
prior to the agenda item. Steve and Jim
both attend
Community
Meetings 3 3 9 2 18
Community meetings are typically 120
minutes in length. They start with a 20-30
minute presentation by Steve or Jim.

Depending on size of meeting the
audience may engage in 90-100 minutes
of Q & A and discussion or break up into
small groups with 45 minute discussion,
followed by a 45 minute report back to full
group. All comments are recorded on large
pads on easels. Exhibits with post-it
comments can be staged simultaneously.

The meeting duration indicated allows for
30 minute set-up and 30 minute break
down. If small group discussions take
place, JF will bring as many as 3-4
associates to lead them.

TOTALS 42 80 143.5
This program of outreach is a framework
and for reference only. The number of
meetings and hours per meetings are
approximate and within reasonable limits
their number and associated fees shall not
be revisited.
*Not including travel time to and from meeting. JF will add 90 minutes to each meeting or group of meetings to cover travel time.

Item No.13D

201:10\cp\H:\COMMON\Council\2023\Facilities\022823 Johnson Favaro Lib Amend 2.docx

PROGRAM OF OUTREACH

Participants Phasing*
1 2 3 Total
Project Manager 2 3 0 5
Project Team 2 3 0 5
Steering Committee 1 4 1 6
Senior City Management Staff 1 2 1 4
Senior Library Staff 2 3 1 6
Friends of the Library/Library
Foundation & Partners
2 2 0 4
City/County Regulatory Agencies 0 2 0 2
City Council/Capital Facilities
Committee
1 2 1 4
City Council Presentations 1 1 1 3
Community Meetings 1 2 0 3
Total 13 24 5 42

*Phase 1 - Discovery
Phase 2 - Options
Phase 3 - Recommendations
Item No.13D

201:10\cp\H:\COMMON\Council\2023\Facilities\022823 Johnson Favaro Lib Amend 2.docx EXHIBIT B-1
Johnson Favaro, LLP
Master Planning and Space Planning of the Grant R. Brimhall and Newbury Park Libraries

SCHEDULE OF FEES

Phase 1
Discovery
Phase 2
Options
Phase 3
Recommendations Total
Johnson Favaro
Phases I-III $59,455.00 $115,200.00 $38,880.00 $213,535.00 Johnson Favaro
Community Outreach $19,500.00 $36,000.00 $7,500.00 $63,000.00 Linda Demmers
Library Consultant $30,000.00 $18,600.00 - $48,600.00
Englekirk Institutional
Structural Engineering $5,600.00 $2,800.00 - $8,400.00
NOVUS Design
MEP Engineering $13,950.00 $9,300.00 $12,400.00 $35,650.00 MGAC
Cost Estimating - $22,250.00 $7,250.00 $29,500.00
Total = $128,505.00 $204,150.00 $66,030.00 $398,685.00

Phase Proposed Fee
1 Discovery $ 128,505.00
2 Options 204,150.00
3 Recommendations 66,030.00
Subtotal Fee $ 398,685.00
Estimated Expenses 4,000.00
EXTRA SERVICES** 40,000.00
TOTAL CONTRACT NOT-TO-EXCEED $ 442,685.00

Consultant shall bill by percentage completed for each phase on a monthly basis and describe the work performed, the percentage of the task completed during the billing period, the cumulative percentage completed for each task and the total cost of that work during the preceding billing month.

**EXTRA SERVICES: for additional work authorized by City Project Manager not included in items above, but required for complete project. Services to be charged based on the hourly rates listed below.
(The cost of additional work beyond the original costs as stated above, shall be noted separately on invoice as “Additional Services” and shall not be compensated without City approval received in writing prior to commencement.)

Item No.13D

201:10\cp\H:\COMMON\Council\2023\Facilities\022823 Johnson Favaro Lib Amend 2.docx

REIMBURSABLE EXPENSES

Estimated reimbursable expenses are shown above for each phase and will be billed at 1.1 times the cost. Anticipated reimbursable expenses include, but are not limited to travel expenses, which includes, but are not limited to hotel, lodging, meals, cost of travel (airline tickets or mileage costs at $0.55 per mile), car rental, etc.

Costs not considered reimbursable: In-house black & white or color reproductions smaller than 11” x 17” on standard paper; phone calls within the State of California; and standard USPS first-class mail.

Item No.13D

TO:Andrew P. Powers, City Manager
FROM:Ingrid Hardy, Assistant City Manager
DATE:February 28, 2023
SUBJECT: Termination of Local Emergency Executive Orders Pertaining to COVID-19
RECOMMENDATION:

1. Adopt resolution terminating proclamation of local emergency made March 12, 2020, and ratified on March 17, 2020, and all related executive orders and resolutions still in effect.

2. Find that this action is not a project as defined under the California Environmental Quality Act.

FINANCIAL IMPACT:

No Additional Funding Requested. Minimal staff time to prepare report and resolution is included in the Adopted FY 2022-23 General Fund Budget.

BACKGROUND:

In December 2019, an outbreak of respiratory illness known as COVID-19 was discovered in China and eventually spread, impacting over 75 countries, including the United States. In response, the National Centers for Disease Control and Prevention (CDC), State of California, and local health departments, including Ventura County Public Health, worked with cities to monitor, plan, and reduce the spread of COVID-19.

On March 4, 2020, the Governor proclaimed a State of Emergency followed by several Executive Orders and guidance issued by the state and public health officials, including a “Stay at Home Order.” On March 12, 2020, the Ventura County Public Health Officer proclaimed a local public health emergency and the City’s Director of Emergency Services did the same. On March 17, 2020, City Council ratified the proclamation of a state of local emergency to reduce the spread of COVID-19 on the residents, businesses, and organizations of Thousand Oaks.

Item No.13E

Termination of Local Emergency Executive Orders
February 28, 2023

5 2
1 Over the past year, California has reopened, lifting the state’s “Stay at Home Order”, pandemic-related suspensions, and public gathering protocols. A summary of the City’s COVID-19 emergency orders included the following:
· March 17, 2020: Thousand Oaks Resolution 2020-10 ratified the Proclamation of the Existence of Local Emergency and Rescinding Certain Emergency Orders. · March 19, 2020: Executive Order No. 2020-01 suspended hours of delivery restrictions imposed on Food Establishments.
· March 24, 2020: Executive Order No. 2020-02 placed a temporary moratorium on eviction for non-payment of rent by commercial tenants impacted by COVID-

19. · March 31, 2020: Thousand Oaks Resolution 2020-11 issued a moratorium on the collection of certain late fees and fines.
· May 26, 2020: Thousand Oaks Resolution 2020-16 authorized temporary municipal code modifications for outdoor dining.
· November 10, 2020: Thousand Oaks Resolution 2020-049 reauthorized a continued allowance in temporary waivers to provisions on outdoor dining and a continued moratorium on certain late fees and interest, water door tags and shutoffs, and the referral of certain accounts to collections. · October 12, 2021: Thousand Oaks Resolutions 2021-054 and 2021-055 rescinded Resolution 2020-049 effective December 31, 2021 and restated certain emergency orders related to outdoor dining.

City Council also directed staff to amend the Municipal Code to allow businesses to continue to offer outdoor dining as initiated by City Council at its January 24, 2023, meeting.

DISCUSSION/ANALYSIS:

On March 17, 2020, City Council ratified a local state of emergency per Government Code Section 8630. Per Government Code 8630, the governing body shall also proclaim the termination of the local emergency at the earliest possible date that conditions warrant.

Based on the improved COVID-19 conditions statewide, the Governor announced on October 17, 2022, that California’s COVID-19 State of Emergency would terminate on February 28, 2023, and began phasing out public gathering and masking restrictions. The early announcement was intended to give local and state Item No.13E

Termination of Local Emergency Executive Orders
February 28, 2023

5 2
1 healthcare agencies sufficient time to phase out certain programs, while remaining flexible to address potential surges that may occur in the future. On February 28, 2023, the Ventura County Board of Supervisors is also scheduled to consider the termination of the Ventura County COVID-19 Public Health Order.

For the reasons stated above, staff recommends that City Council find that conditions of extreme peril presented by the spread of COVID-19 have been abated to such a degree as to warrant the termination of the proclamation declaring the existence of a local emergency (Resolution No. 2020-10), Executive Order 2020-01, Resolution 2021-055, and any and all related emergency measures still in effect.

This action is not a project as defined under the California Environmental Quality Act because this action will not result in a direct or foreseeable indirect physical change in the environment [14 CCR 15060(c)].

COUNCIL GOAL COMPLIANCE:

Meets the following City Council goals:

B. Provide municipal government leadership which is open and responsive to residents, and is characterized by ethical behavior, stability, promoting public trust, transparency, confidence in the future, and cooperative interaction among civic leaders, residents, business representatives, and staff, while recognizing and respecting legitimate differences of opinion on critical issues facing the City.

C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.

D. Maintain strong commitment to public safety (including Police, Fire, Emergency Medical Services, and Emergency Management) to ensure City remains one of the safest Cities in the United States with a population over 100,000.

PREPARED BY: Grahame Watts, Emergency Services Manager
Attachments:

Attachment #1 – Resolution Terminating Local Emergency and Executive Orders Pertaining to COVID-19
DPW:520-10\ev\Council\2023\0228023 Emergency Orders staff report.docx Item No.13E

ATTACHMENT #1
DPW: 520-10\ev\Council\2023\022823 Emergency Orders Att 1.docx

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE

CITY OF THOUSAND OAKS TERMINATING THE

PROCLAMATION OF THE LOCAL EMERGENCY
DECLARED IN RESPONSE TO THE COVID-19

PANDEMIC AND RESCINDING EXECUTIVE
ORDER NO. 2020-01 AND RESOLUTION NO.
2021-055
WHEREAS, a local emergency remains in effect in the City of Thousand Oaks in accordance with the proclamation thereof by the Director of Emergency Services on March 12, 2020, which was ratified by the City Council of the City of Thousand Oaks per Resolution No. 2020-10 on the 17th day of March, 2020, as a result of extreme peril to the safety of persons and property caused by the COVID- 19 pandemic though the City of Thousand Oaks; and
WHEREAS, Executive Order No. 2020-01 was issued on March 19, 2020, suspending restrictions on deliveries to Food Establishments for the duration of the declared emergency; and
WHEREAS, on October 12, 2021, the City Council passed Resolution No. 2021-055 pertaining to a temporary waiver of certain Municipal Code provisions to allow flexibility for businesses to provide outdoor dining; and WHEREAS, the situation resulting from said conditions of extreme peril presented by the spread of COVID-19 is now deemed to be within the control of the normal protective services, personnel, equipment, and facilities of and within the City of Thousand Oaks.

NOW, THEREFORE, the City Council of the City of Thousand Oaks does hereby resolve as follows:

1. The Proclamation of Local Emergency ratified by City Council by Resolution No. 2020-10 is hereby terminated.

2. Executive Order No. 2020-01 is hereby terminated in its entirety.

3. Resolution No. 2021-055 is hereby rescinded in its entirety.

Item No.13E

DPW: 520-10\ev\Council\20231\0228023 Emergency Orders Att 1.docx

2 9
4 6

4. The content of this Resolution shall be given widespread publicity and notice as is reasonable and feasible under these circumstances.

PASSED AND ADOPTED this 28th day of February, 2023, by the following vote:

Ayes:

Noes:

Absent:
__________________________
Kevin McNamee, Mayor
City of Thousand Oaks, California
ATTEST/CERTIFY:
_________________________________
Laura B. Maguire, City Clerk
Date Attested: ____________________
APPROVED AS TO FORM:

Office of the City Attorney
_________________________________
Tracy M. Noonan, City Attorney
APPROVED AS TO ADMINISTRATION:
________________________________
Andrew P. Powers, City Manager
The presence of electronic signature certifies that the foregoing is a true and correct copy as approved by the City of Thousand Oaks City Council on the date cited above.

Item No.13E

TO:Andrew P. Powers, City Manager
FROM:Jennifer Patterson, Library Director
DATE:February 28, 2023
SUBJECT: Remote Lockers at Grant R. Brimhall Library
RECOMMENDATION:

1. Approve single source purchase of Remote Lockers from Bibliotheca, LLC (Norcross, GA), in the amount of $48,036 for the Grant R. Brimhall Library.

2. Approve budget appropriation and expenditure of $48,050 for the purchase of Bibliotheca remote lockers for the Grant R. Brimhall Library from A/C #110- 7020-486-0000 (Friends of the Library Revenue) to A/C #110-7020-673-8400 (Equipment $5,000 and Over).

3. Find that this action is not a project as defined under the California Environmental Quality Act.

FINANCIAL IMPACT:
$48,050 Increase to Adopted FY 2022-23 Library Fund Budget, Fully Offset by Friends of the Thousand Oaks Library Revenue. Minimal staff time required to prepare the report is included in the Adopted FY 2022-23 Library Fund Budget.

Cost for the annual license subscription will be requested during the upcoming biennial budget process.

BACKGROUND:

Library service delivery options continue to evolve from strictly in-person to high- touch service with various options, including in-person, self-service, "delivery on- demand" and entirely electronic. These changes represent not only industry best practices but also respond directly to patron requests for more flexibility in how, where, and when it delivers materials and services.

Item No.13F

Remote Lockers at Grant R. Brimhall Library
February 28, 2023

The longstanding popularity of services, such as the always open Virtual Library and self-check machines, and the similarity of those same options available in other environments, has given patrons a comfort level with self-service technology and using Library services outside conventional "business" hours. These service enhancements, made possible by a wealth of new technologies, have been beneficial and popular with patrons, especially during the COVID-19 operational period, as patrons visited the Virtual Library, checked out eBooks and other digital, on-demand resources in greater numbers.

To improve service for users of the Grant R. Brimhall Library wanting physical items and in response to demand for access outside of conventional Library hours, staff recommend adding remote lockers at the Grant R. Brimhall Library.

DISCUSSION/ANALYSIS:

Library staff was able to obtain two quotes from vendors with remote lockers compatible with the system already in use by the Library. Bibliotheca offered the lowest cost and was therefore selected for the purchase. City Council approved the Newbury Park Library locker purchase on January 12, 2021. In May 2021, staff completed the purchase and installed Bibliotheca remote lockers at the Newbury Park Library.

Since then, Newbury Park patrons have been successfully enjoying convenient self-service access to circulating materials on hold, outside of library hours. As a result, staff would like to extend this service to the Grant R. Brimhall Library. The lockers at the Grant R. Brimhall Library will provide a secure location to access library materials, extending access to the Grant R. Brimhall collection when the library is not open. The proven reliability of the Newbury Park Library lockers and the unified administration console gives staff confidence that the additional outlet will enhance service with minimal impact on staffing resources.

The non-profit auxiliary library group Friends of the Thousand Oaks Library periodically provides general donations to the Library. Donation revenue is available for the purchase of remote lockers at the Grant R. Brimhall Library and will offset the cost of the lockers entirely.

Bibliotheca is the current vendor for the software that centrally manages the library materials security system, including the security gates, self-check machines, and Newbury Park Library lockers, making Bibliotheca the single source vendor for this purchase. The new remote lockers (Attachment #1) at the Grant R. Brimhall Library will easily integrate into the library's existing technology infrastructure.

Item No.13F

Remote Lockers at Grant R. Brimhall Library
February 28, 2023

COUNCIL GOAL COMPLIANCE:

Meets the following City Council goals:

A. Create a more equitable, accessible, safe, welcoming, and inclusive government and community regardless of race, color, ethnicity, religion, sex, physical or mental ability, sexual orientation, gender identity and expression, age, language, education, and/or socio-economic status.

C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.

G. Continue City's commitment to community and cultural programs and services (such as Performing Arts/Theatres, Libraries, TOTV, Visual Arts,Youth and Senior Programs).

H. Participate in public-private and multi-jurisdictional opportunities to ensure residents have access to high levels of parks, recreation, education and leisure programs and services.

PREPARED BY: Alina Savulescu, Accounting Specialist
Samantha Yeung, Library Division Manager
Attachments:

Attachment #1 – Quote
LIB:950-10\H:\Common\Administration\StaffReports\022823LibRemoteLockersGRB Item No.13F

bibliotheca, LLC- 3169 Holcomb Bridge Rd, Ste 206- Norcross, GA 30071-1328 Ill bibliothecd
BillTo
Thousand Oaks Public Library- Main
Grant R Brimhall Branch / Main
1401 E. Janss Road
Thousand Oaks CA 91362-2134
United States
Quote
Customer:

Quote Expiration:

Item
QUO-US05238
C0001757-US
02/28/2023
Freight & Handling White Glove Service
SHP000002-000
remotelocker Outdoor Control unit 17
RML000100-000
remotelocker Outdoor Add-on 22
RML000101-000
libraryConnect ™ Devices subscription -1 license/ device SWR000004-000
Terms and Conditions:

Ship To
Thousand Oaks Public Library- Main
Grant R Brimhall Branch / Main
1401 E. Janss Road
Thousand Oaks CA 91362-2134
United States
Date
Payment Terms:

Sales Rep:

Quantity Net Price
6,500.00
14,089.51
3 8,026.61
128.13
Total:

Currency:

CA Sales Tax
05/10/2022
Net 30 Days
Hilary Paane
Net Extended
6,500.00
14,089.51
24,079.83
128.13
44,797.47
US Dollar
3,238.53
All prices including Service and Maintenance do not include any applicable sales tax. If tax exempt, A copy of Tax Exemption Certificate is required with purchase order for all taxexempt customers.

Terms are NET 30 Days from Date of Invoice. Invoice is generated at the time of Shipment.

Quotations are good for 60 days. All dates are based on ship dates. Order must ship within the 60-day window.

After 60 days, quotation expires. Contact Bibliotheca for a New Quotation.

A 20% restocking fee, in addition to in-bound and out-bound shipping, will be charged for all returns.

Submit Purchase Order by fax to 877-689-2269 or by email to [email protected].

Accepted By: _________________________ _
Accepted Date: ________________________ _
Customer Purchase Order Number: _________________ _
ATTACHMENT #1
Item No.13F

TO:Andrew P. Powers, City Manager
FROM:Jaime Boscarino, Finance Director
DATE:February 28, 2023
SUBJECT: Transfer of Fire Facility Development Impact Fees RECOMMENDATION:

1. Authorize transfer of fire facility development impact fees in the amount of $238,733 to the Ventura County Fire Protection District.

2. Approve budget appropriation and expenditure in the amount of $238,733 from A/C #563-0000-311-10-00 (Developer Fee Fund Balance) to A/C #563-5310-622- 59-20 (Project #DF0946, Other Contractual/Grants & Donations).

3. Find that this action is not a project as defined under section 15378(b)(5) of the California Environmental Quality Act Guidelines.

FINANCIAL IMPACT:

No Additional Funding Requested. Minimal staff time to prepare staff report and process payment is included in the Adopted FY 2022-23 General Fund Budget.

The City currently holds $238,733, including interest, in the Fire Station Construction Developer Fee Fund 563 from the collection of fire facility development impact fees.

BACKGROUND:

Since incorporation, the City has been part of the Ventura County Fire Protection District (Fire District), which provides fire protection services to the City. In April 1993, the City adopted Ordinance No. 1176-NS establishing a Fire Protection Facilities Fee to be imposed on new development within the City. Since new construction within the City creates a need for additional or expanded fire stations from which to provide fire services, the Ordinance provides that the fees may be used solely to pay for fire protection facilities. The City also adopted Resolution No. 93-68 establishing the associated fee variables that should be collected with each type of building permit. The agreement between the City and the Fire District Item No.13G

Transfer of Fire Facility Development Impact Fees
February 28, 2023

stipulated that the City would disburse the monies and accrued interest to the Fire District at such time it had received written assurance from the Fire District that the proceeds would be used to expand or erect new fire facilities.

The City disbursed fire protection facilities fees in May 1998 in the amount of $909,852 for North Ranch Fire Station #37. In July 2017, the City disbursed fire protection facilities fees in the amount of $3,206,403 for the relocation and expansion of Newbury Park Fire Station #35.

DISCUSSION/ANALYSIS:

The balance in the fire protection facilities fees has increased to $238,733 year-to- date. Since the City is close to build out, the fee revenue has slowed substantially, evidenced by the low number of permits that have been issued that generate a fee. Between FY 2017-18 and FY 2021-22, there were a total of 124 permits. Current year-to-date for FY 2022-23, five permits have been submitted that collected the impact fee.

On January 20, 2023, the Fire District submitted a request for disbursement of all funds currently held which will be used to offset incurred expenses of $4.0 million (Attachment #1) for the construction of Fire Station #34 located on Avenida del los Arboles at Mountclef Blvd. The station is expected to be completed around mid- June 2023, with a total estimated cost of $11.0 million.

COUNCIL GOAL COMPLIANCE:

Meets the following City Council goal:

D. Maintain strong commitment to public safety (including Police, Fire, Emergency Medical Services, and Emergency Management) to ensure City remains one of the safest Cities in the United States with a population over 100,000.

PREPARED BY: Blanca Gomez, Sr. Accountant
Attachments:

Attachment #1 – Ventura County Fire Protections District transfer of facility fees request
FIN:330-40\gp\H:\COMMON\Council\2023\Accounting\022823 Transfer of Fire Facility Development Impact Fees.docx Item No.13G

~ VENTURA COUNTY

FIRE DEPARTMENT
Dustin Gardner
Fire Chief
165 Durley Avenue, Camarillo, CA 93010-8586
Website: VCFD.org
Twitter: @VCFD
Facebook: @VenturaCountyFire
lnstagram: @VenturaCountyFire
Contact: Maria Carril lo
Accounting Manager
Phone: (805) 389-9707
Email: Maria Carrill [email protected]
January 20, 2023
Received
JAN 2 7 2023
KG
Jamie Boscarino
Finance Director
City of Thousand Oaks
2100 Thousand Oaks Blvd.

Thousand Oaks, CA 91362
Subject: Transfer of Facility Fees re: New Fire Station No. 34, In April 1993, the City of Thousand Oaks adopted Ordinance 15, the Ventura County Facility Fee Trust Fund Ordinance. At that time, your City Council decided to hold the monies collected for the facility fees, including interest, on behalf of the Fire District.

The Fire District began construction for Fire Station No. 34, located in Thousand Oaks, on March 8, 2022. As of January 20, 2023, the Fire District has incurred $4 million in costs. The station is expected to be completed around mid-June 2023, with a total estimated cost of $11 million.

The Fire District is requesting a transfer of all facility fees currently held in the Ventura County Facility Fee Trust Fund by the City of Thousand Oaks to help offset the cost associated with new Fire Station No. 34.

If you have any questions, please don't hesitate to call Tom Kasper at (805) 389-9764.

Sincerely,
·~ ;_ {t-- -- -
Dustin Gardner
County Fire Chief

ATTACHMENT #1
FIN:330-40\gp\H:\COMMON\Council\2023\Accounting\022823 Transfer of Fire Facility Dev Impact Fees Attach 1.docx Item No.13G

TO:Andrew P. Powers, City Manager
FROM:Alexandra South, Director of Strategic Communications and Public Affairs
DATE:February 28, 2023
SUBJECT: City Website Redesign, Intranet, and Content Management System
RECOMMENDATION:

1. Award professional services agreement to JesseJames Creative, New York, NY, for the City Website Redesign, Library Website Redesign and Content Management System (CMS), and cloud-based hosting project for an amount not-to-exceed $220,000.

2. Authorize expenditure of available funds in the total amount of $220,000 from A/C # 001-0830-646.56-99.

3. Find that this action is not a project as defined under the California Environmental Quality Act.

FINANCIAL IMPACT:

No Additional Funding Requested. $220,000 is included in the Adopted FY 2022-23 General Fund Budget.

BACKGROUND:

In June 2015, the City entered into an agreement with Vision Internet Providers to design the City's internet website. Vision Internet Providers has served as the City's website provider for nearly eight years and has provided several content management upgrades and minor structure updates. The website is integral to the City's overall communications strategy.

The current website has served its purpose since 2015 as a way to provide information on City programs and services. However, its functions and features are limited and are not up to date with current website trends. For example, the Item No.13H

Website Redesign and CMS
February 28, 2023

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3 City website is not fully functional on a mobile device or tablet, which is a significant portion of the website traffic.

There is a growing challenge facing cities across the nation in how they can effectively communicate with residents because the public has an expectation for the rapid dissemination of information. Community Attitude Survey data from 2020 revealed useful insights into the City website's role in communicating with residents. The website was not identified in the top 5 resources of information for residents. This is indicative of a website that has outlived its useful age. While 50 percent of respondents reported having visited the City website for information within a year of the survey, its rating for being a source of information has fallen significantly as competing sources of information, that are easier to use, have expanded such as Twitter and other social media channels. Based on Google web analytics, during FY 2021-22, the website's homepage averaged over 7,000 visits per month and the entire website averaged more than 97,000 unique site visits per month.

DISCUSSION/ANALYSIS:

In an effort to make the City's website more innovative, transparent, responsive, and mobile-friendly, the City issued a formal Request for Proposals/Qualifications (RFP/Q) for Professional Services for City Website and Library Website Redesign, and Content Management System (CMS) on September 30, 2022. Twenty-six proposals were received. A committee comprised of staff from the City Manager's Office, Information Technology, and Library, reviewed all proposals and rated each proposer based on their qualifications, background, and proposal quality.

The committee selected the top five proposals and the following four vendors participated in oral interviews:

1. Civic Plus, Manhattan, KS

2. Interpersonal Frequency, Mclean, VA

3. JesseJames Creative, New York, NY

4. Planeteria, Santa Rosa, CA
The fifth vendor selected to interview was not able to find a suitable time in the designated interview timeframe. Each vendor shared their approach and plan to address some of the current website’s biggest challenges, as well as each of their unique solutions to scaling and keeping the new site highly functional. Selection criteria were based on ease of use, features, functions, and mobile capabilities.

After following up on the interviews with an additional list of questions and concerns, the committee unanimously selected JesseJames Creative.

Item No.13H

Website Redesign and CMS
February 28, 2023

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3 JesseJames Creative currently provides over 400 government websites. Their design offered the most informative and attractive public websites as well as the most intuitive content management system. The cost of the system is $165,250 with an estimated annual hosting fee of $9,000 with a guaranteed 99.98% uptime.

The remaining funds will be utilized for photography, additional design features, illustration, and additional work needed as the project progresses.

The City is committed to leveraging technology to better engage the community.

By partnering with JesseJames Creative, innovation, functionality, productivity, and performance will enhance the City's current outdated website.

Elements such as a unique look and feel, custom form builder, upgraded eCommerce capability, a robust search feature, responsive design, and strong focus on digital marketing and amplifying information will provide the public quick access to information on City programs and services.

A critical aspect of building a new website is to ensure Americans With Disabilities Act (ADA) compliance in the City’s digital spaces. Ensuring accessible content to all users is a top priority and maintaining the content can be challenging. The CMS that JesseJames Creative brings complies through required alternative text on images, accessible design elements for limited/low vision users, and document uploads that allow the document to be read by most screen reading programs. In addition, a more intuitively integrated language translation option will help increase the reach of the City’s website to users of any language. A redevelopment of the information architecture will make the new site easier to navigate, search, and prioritize the most critical pieces of information for the public.

As the City seeks to recruit and retain top talent, the website is often the first touchpoint for a candidate seeking a career. By offering an attractive, easy-to-use, forward-thinking digital first impression, the City’s recruitment efforts are strengthened in a competitive market. Job seekers are more likely to find careers and City information that can have an impact on their decision to apply for an open position.

The City is constantly striving to improve communications both internally and externally. Community Attitude Surveys revealed that residents feel the City can do a better job engaging them and receiving feedback. The investment in a new website is an example of how the City is responding. The City has put a strong emphasis on civic engagement and a new and improved public website that offers interactive, accessible, and innovative tools to engage and communicate effectively. Through the implementation of a new website, the City gains state-of- the-art features with a responsive design, engaging content loaded based on analytics and demand, an open data catalog, and dynamic content that are easily accessible and will further enhance these communication goals.

Item No.13H

Website Redesign and CMS
February 28, 2023

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3 COUNCIL GOAL COMPLIANCE:

Meets the following City Council goals:

A. Create a more equitable, accessible, safe, welcoming, and inclusive government and community regardless of race, color, ethnicity, religion, sex, physical or mental ability, sexual orientation, gender identity and expression, age, language, education, and/or socio-economic status.

B. Provide municipal government leadership which is open and responsive to residents, and is characterized by ethical behavior, stability, promoting public trust, transparency, confidence in the future, and cooperative interaction among civic leaders, residents, business representatives, and staff, while recognizing and respecting legitimate differences of opinion on critical issues facing the City.

C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.

K. Prepare for transition of City workforce by ensuring that sufficient succession planning takes place to develop an employment base which is reflective of the community’s demographics.

Attachments:

Attachment #1 – JesseJames Creative Professional Services Agreement CMO: 160-75/H:COMMON/Council Items/2023/022823/022823 Website RFP/Q Staff Report Item No.13H

ATTACHMENT #1
Project Name: City Website, Intranet, and CMS

AGREEMENT FOR PROFESSIONAL SERVICES

BETWEEN THE CITY OF THOUSAND OAKS
AND
JESSE JAMES CREATIVE, a division of OrgCentral Labs, Inc.

THIS AGREEMENT is made and entered into this 28th day of February, 2023, by and between CITY OF THOUSAND OAKS, a municipal corporation ("City"), and Jesse James Creative, a divison of OrgCentral Labs, Inc. ("Consultant"). City and Consultant agree as follows:

1. RETENTION OF CONSULTANT

City hereby retains Consultant, and Consultant hereby accepts such engagement, to perform the services described in Section 2. Consultant warrants it has the qualifications, experience, and facilities to properly and timely perform said services.

2. DESCRIPTION OF SERVICES

The services to be performed by Consultant are as follows:

Professional services in conjunction with new city website creation. Services and deliverables shall generally include website design, creation, and hosting and are more particularly set forth in the Scope of Work, attached as Exhibit “A,” which is incorporated herein by reference.

City shall perform the services defined in Exhibit “A.”

3. COMPENSATION AND PAYMENT

(a) Maximum and Rate. The total compensation payable to Consultant by City for the services under this Agreement SHALL NOT EXCEED the sum of $220,000  (herein "not-to-exceed amount"), and shall be earned as the work progresses on the following basis:

On a percentage basis in accordance with the schedule set forth in Consultant’s Schedule of Fees, attached as Exhibit “B” and incorporated herein. The rates and expenses set forth in that exhibit shall be binding upon Consultant for the term of this Agreement, after which any change in the rates and expenses must be approved in writing by City's Project Manager (City is to be given 60 days’ notice of any rate increase Item No.13H

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request), provided the not to exceed amount is the total compensation due Consultant for all work described under this Agreement.
(b) Payment. Consultant shall provide City with written verification of the actual compensation earned, in a form satisfactory to City's Project Manager. Invoices shall be made no more frequently than on a monthly basis, and describe the work performed (including, if applicable, a list of hours worked by personnel classification). All payments shall be made within 30 days after City’s approval of the invoice.

(c) Extra Services. Additional work not reasonably encompassed by the Scope of Services described in Section 2 may be agreed upon only by execution of a written Amendment to this Agreement. No liability or right to compensation for extra services shall exist without such Amendment. Unless otherwise stated in the Amendment, applicable rates for extra services shall be at the rates set forth in Exhibit “B.”

4. CITY PROJECT MANAGER

The services to be performed by Consultant shall be accomplished under the general direction of, and coordinate with, City's "Project Manager", as that staff person is designated by City from time to time, and who presently is Alexandra South, Director of Strategic Communications and Public Engagement.

5. TERM, PROGRESS AND COMPLETION

The term of this Agreement is from February 28, 2023 to February 28, 2024, unless term of this Agreement is extended or the Agreement is terminated as provided for herein.

Consultant shall not commence work on the services to be performed under the Agreement until (i) Consultant furnishes proof of insurance as required by paragraph 9 below, and (ii) City’s Project Manager gives written authorization to proceed with the work. All services shall be completed within the term of this Agreement.

6. OWNERSHIP OF DOCUMENTS

All drawings, designs, data, photographs, reports and other documentation (other than Consultant's drafts, notes and internal memorandum and the work product covered by Section 9 below), including duplication of same prepared by Consultant in the performance of these services, are the property of City. City shall be entitled to immediate possession of the same upon completion of the work under this Agreement, or at any earlier or later time when requested by City. City agrees to hold Consultant harmless from all damages, claims, expenses, and losses arising out of any reuse of the plans, specifications, graphics, brochures, reports, and other documentation for purposes Item No.13H

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other than those described in this Agreement, unless written authorization of Consultant is first obtained.

7. PERSONAL SERVICES/NO ASSIGNMENT

This Agreement is for professional services, which are personal to City. James Tormey  is deemed to be especially experienced and is a key member of Consultant's firm, and shall be directly involved in performing, supervising or assisting in the performance of this work. This key person shall communicate with, and periodically report to, City on the progress of the work. Should said individual be removed from assisting in this contracted work for any reason, City may terminate this Agreement.

This Agreement is not assignable by Consultant without City's prior written consent.

8. HOLD HARMLESS AND INDEMNITY

(a) Hold Harmless for Consultant's Damages. Consultant holds City, its elected officials, officers, agents, employees and volunteers, harmless from all of Consultant's claims, demands, lawsuits, judgments, damages, losses, injuries or liability to Consultant, to Consultant's employees, to Consultant’s contractors or subcontractors, or to the owners of Consultant's firm, which damages, losses, injuries or liability occur during the work or services required under this Agreement, or performance of any activity or work required under this Agreement.

(b) Defense and Indemnity of Third-Party Claims/Liability. Consultant shall indemnify, defend with legal counsel approved by City, and hold harmless City, its officers, officials, agents, employees and volunteers from and against all liability including, but not limited to, loss, damage, expense, cost (including without limitation reasonable legal counsel fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with Consultant’s negligence, recklessness or willful misconduct in the performance of work hereunder or its failure to comply with any of its obligations contained in the Agreement, except such loss or damage which is caused by the sole or active negligence or willful misconduct of City. Should conflict of interest principles preclude a single legal counsel from representing both City and Consultant, or should City otherwise find Consultant’s legal counsel unacceptable, then Consultant shall reimburse City its costs of defense, including without limitation reasonable legal counsel fees, expert fees and all other costs and fees of litigation. The Consultant shall promptly pay City any final judgment rendered against City (and its officers, officials, employees and volunteers) with respect to claims determined by a trier of fact to have been the result of Consultant’s negligent, reckless or wrongful performance. It is expressly understood and agreed that the foregoing provisions are Item No.13H

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intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement.

Consultant’s obligations under this section apply regardless of whether or not such claim, charge, damage, demand, action, proceeding, loss, stop notice, cost, expense, judgment, civil fine or penalty, or liability was caused in part or contributed to by an Indemnitee.

However, without affecting the rights of City under any provision of this Agreement, Consultant shall not be required to indemnify and hold harmless City for liability attributable to the active negligence of City, provided such active negligence is determined by agreement between the parties or by findings of a court of competent jurisdiction. In instances where City is shown to have been actively negligent and where City’s active negligence accounts for only a percentage of the liability involved, the obligation of the Consultant will be for that entire portion or percentage of liability not attributable to the active negligence of City.

(c) Nonwaiver. City does not waive, nor shall be deemed to have waived, any indemnity, defense or hold harmless rights under this section because of the acceptance by City, or the deposit with City, of any insurance certificates or policies described in Section 9.

9. OWNERSHIP AND INTELLECTUAL PROPERTY (IP)
The software source code that will be used for this project is OrgCentral, a SaaS product invented, developed and solely owned by OrgCentral Labs, Inc. / JesseJames Creative.
"Software" includes the executable computer programs, the source code, any related printed, electronic and online documentation and any other files that may accompany the product.

Intellectual property (IP) rights and ownership of the platform remain the sole property of the Consultant. This IP includes the look and feel of the Software and extends to all aspects of the administrative portion of the website including admin screen designs, workflows, database schemas, presentation logic, content models, page construction logic and the features and functionality of all modules. All of the aforementioned elements, remain the sole and exclusive property of Consultant and may not be repurposed, resold or repackaged (for a fee or not) in any way for use by any individual or entity besides City.

Under this Agreement, Consultant grants to the City a perpetual, non-exclusive and non-transferable license (the "License") to use OrgCentral ("Software"). This license will be granted with the understanding that said IP may only be used to manage, enhance or improve City’s website. The software will be delivered "As-is" and will not be updated unless a separate maintenance agreement is put into place. City will NOT be granted the right to resell, donate or repurpose said OrgCentral IP for any other entity without the Item No.13H

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express written permission of OrgCentral Labs/JesseJames Creative.

The Software may not be modified, reverse-engineered, or de-compiled in any manner if not solely for use by City. Failure to comply with any of the terms under the License section will be considered a material breach of this Agreement.

10. CONTENT LIABILITY
Being as the Content Management tools to be provided under this contract are fully self-service in nature and will be run exclusively by City staff and/or their authorized agents, Consultant shall in no way and under any circumstances be held liable for the misuse of these publishing tools. This includes the propagation of malware or other malicious software or the publishing of any content that may be considered offensive, racist, sexual in nature or derogatory to anyone who may interact with the website, except where such publication is due to failure of Consultant’s platform resulting in a breach.

Consultant shall in no way be held responsible for content of any type including, but not limited to, text, external links, attachments, photos or video posted by the City, its staff, agents, volunteers, board members, or the community via the CMS or any publicly accessible publishing method including, but not limited to: commenting engines, discussion boards and social media feeds.

11. CONTENT CONDITIONS
Consultant shall not be responsible for delays by City once the site and CMS are completed, admin access is provided and initial staff training sessions have occurred.

12. MINIMUM SCOPE AND LIMIT OF INSURANCE

Without limiting Consultant's indemnification of City, and prior to commencement of Work, Consultant shall obtain, provide, and maintain at its own expense during the term of this Agreement, and any extension thereof, policies of insurance of the type and amounts described below and in a form that is satisfactory to City.

Coverage shall be at least as broad as:

(a). Commercial General Liability (CGL): Consultant shall, at Consultant's sole cost and expense and throughout the term of this Agreement, and any extensions thereof, carry General Liability insurance coverage at least as broad as Insurance Services form CG 00 01 in an amount not less than $2,000,000 per occurrence, $4,000,000 general aggregate for bodily injury, personal and advertising injury and property damage, including without limitation, blanket contractual liability.

(b). Worker’s Compensation: Consultant shall, at Consultant's sole cost and expense and throughout the term of this Agreement, and any extensions thereof, carry workers’ compensation statutory benefits as required by law with employer’s liability limits no less than $1,000,000 per accident for bodily injury or disease. Consultant shall submit Item No.13H

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to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its elected officials, officers, agents, employees and volunteers for all work performed by Consultant, its employees, agents and subcontractors.

(c). Professional Errors and Omissions Insurance: Consultant shall, at Consultant’s sole cost and expense throughout the term of this Agreement, and any extensions thereof, carry professional errors and omissions coverage of no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate, with tail coverage for an extended reporting period of three (3) years.

If Consultant maintains higher limits than the minimum 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 City.

Other Insurance Provisions

The insurance policies are to contain, or be endorsed to contain, the following provisions:

Additional Insured Status

City, its elected officials, officers, agents, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of Consultant including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to Consultant’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10 10 01 and CG 20 37 10 01 if a later edition is used). The provision shall also apply to any excess liability policies. In addition, Consultant shall ensure that the automobile liability policy contains a provision covering City as an additional insured, and shall obtain an endorsement to that effect if it does not.

Excess Insurance

The limits of insurance required in this agreement may be satisfied by a combination of primary and umbrella or excess insurance. Umbrella or excess policies shall provide coverage at least as broad as specified for underlying coverages and covering those insured in the underlying policies. Coverage shall be “pay on behalf” with defense costs payable in addition to policy limits. There shall be no cross-liability exclusion of claims or suits by one insured against the other. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and no-contributory basis for the benefit of City as required in written contract or agreement Item No.13H

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before City’s own insurance or self-insurance shall be called upon to protect it as a named insured.

City’s Rights of Enforcement

In the event any policy of insurance required under this Agreement does not comply with these specifications or is cancelled 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’s payments. In the alternative, City may cancel this Agreement.

City’s Right to Revise Specifications

City reserves the right at any time during the term of the Agreement to change the amounts and types of insurance required by giving Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to Consultant, City and Consultant may renegotiate Consultant's compensation.

Primary and Non-Contributory Coverage

For any claims related to this Agreement, Consultant's insurance coverage shall be primary insurance as respects City, its elected officials, officers, agents, employees and volunteers. Any insurance or self-insurance maintained by City, its officers, officials, employees or volunteers shall be excess of Consultant's insurance and shall not contribute with it and shall be at least as broad as CG 20 01 04 13.

Notice of Cancellation

Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to City.

Deductibles and Self-Insured Retentions

Any deductibles or self-insured retentions must be declared to and approved by City. City may require Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.

Acceptability of Insurers

All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with a current A.M. Best’s rating of no less than A:VII, (unless otherwise acceptable to City).

Item No.13H

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Waiver of Subrogation

All insurance coverage maintained or procured pursuant to this Agreement shall be endorsed to waive subrogation against City, its elected officials, officers, agents, employees or 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 his own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subcontractors. Copies of these waivers shall be submitted to City prior to commencement of work.

Claims Made Policies

If any of the required policies provided coverage on a claims-made basis:

(a). The Retroactive Date must be shown and must be before the date of the Agreement or the beginning of contract work.

(b). Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the work required under this Agreement.

(c). If coverage is canceled or non-renewed, and not replaced with another claims- made policy form with a Retroactive Date prior to the Agreement effective date, Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of Agreement work.

Verification of Coverage

Consultant shall provide City with copies of certificates (on City certificate form or an Accord form as modified per City direction) for all policies, with the appropriate named additional insured coverage and an endorsement that they are not subject to cancellation without 30 days prior written notice to City. All certificates and endorsements are to be received and approved by City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive Consultant's obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

Subcontractors

Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from subcontractors. For CGL coverage, subcontractors shall provide coverage with a form at least as broad as CG 20 38 04 13.

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13. RELATION OF THE PARTIES
a. Consultant is and shall at all times remain as to the City a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Contractor shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees, agents, or volunteers shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees or agents are in any manner officers, employees or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation or liability whatever against City, or bind City in any manner. b. No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder.

14. CORRECTIONS

In addition to the above indemnification obligations, Consultant shall correct, at its expense, all errors in the work that may be disclosed during City's review of Consultant's report or plans. Should Consultant fail to make such correction in a reasonably timely manner, such correction shall be made by City, and the cost thereof shall be charged to Consultant or withheld from any funds due to Consultant hereunder.

15. TERMINATION BY CITY

City may terminate without cause any or all of the services agreed to be performed under this Agreement upon 30 calendar days’ written notice. If termination is for cause, no advance notice need be given. In the event of termination, Consultant shall have the right and obligation to immediately assemble work in progress for the purpose of closing out the job. All compensation for actual work performed and charges outstanding at the time of termination shall be payable by City to Consultant within 30 days following submission of a final statement by Consultant unless termination is for cause. In such event, Consultant shall be compensated only to the extent required by law.

16. ACCEPTANCE OF FINAL PAYMENT CONSTITUTES RELEASE

The acceptance by Consultant of the final payment made under this Agreement shall operate as and be a release of City from all claims and liabilities for compensation Item No.13H

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to Consultant for anything done, furnished, or relating to Consultant's work or services. Acceptance of payment shall be any negotiation of City's check or the failure to make a written extra compensation claim within 10 calendar days of the receipt of that check. However, approval or payment by City shall not constitute, nor be deemed, a release of the responsibility and liability of Consultant, its employees, subcontractors, agents and consultants for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by City for any defect or error in the work prepared by Consultant, its employees, subcontractors, agents and consultants.

17. AUDIT OF RECORDS

Consultant shall maintain, in accordance with generally accepted accounting principles, complete and accurate records of all activities and operations relating to this Agreement. Records, including but not limited to, timecards, employment records, work progress reports, reimbursements, invoices, project records, proprietary data and information, as well as licensed software and any electronic records shall be kept for a period of four years beyond the termination of this Agreement. Consultant agrees that City, or its authorized representative, shall have the right to examine, audit, excerpt, copy or transcribe any of the records pertaining to this Agreement at any time during normal business hours. Consultant shall reimburse City for all reasonable costs of the audit, including travel time and auditor costs, should such audit reveal an overcharge of five (5) percent or more. Any overcharge will be considered a breach of this Agreement and could be cause for termination. The obligations of this section shall be explicitly included in any subcontracts or other agreements entered into by Consultant with respect to this Agreement.

18. WAIVER; REMEDIES CUMULATIVE

Failure by a party to insist upon the strict performance of any of the provisions of this Agreement by the other party, irrespective of the length of time for which such failure continues, shall not constitute a waiver of such party's right to demand strict compliance by such other party in the future. No waiver by a party of a default or breach of the other party shall be effective or binding upon such party unless made in writing by such party, and no such waiver shall be implied from any omissions by a party to take any action with respect to such default or breach. No express written waiver of a specified default or breach shall affect any other default or breach, or cover any other period of time, other than any default or breach and/or period of time specified. All of the remedies permitted or available to a party under this Agreement, or at law or in equity, shall be cumulative and alternative, and invocation of any such right or remedy shall not constitute a waiver or election of remedies with respect to any other permitted or available right of remedy.

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19. CONFLICT OF INTEREST

Consultant is unaware of any City employee or official that has a financial interest in Consultant's business. During the term of this Agreement and/or as a result of being awarded this Agreement, Consultant shall not offer, encourage or accept any financial interest in Consultant's business by any City employee or official.

20. CONSTRUCTION OF LANGUAGE OF AGREEMENT

The provisions of this Agreement shall be construed as a whole according to its common meaning of purpose of providing a public benefit and not strictly for or against any party. It shall be construed consistent with the provisions hereof, in order to achieve the objectives and purposes of the parties. Wherever required by the context, the singular shall include the plural and vice versa, and the masculine gender shall include the feminine or neutral genders or vice versa.

21. MITIGATION OF DAMAGES

In all situations arising out of this Agreement, the parties shall attempt to avoid and minimize the damages resulting from the conduct of the other party.

22. GOVERNING LAW

This Agreement, and the rights and obligations of the parties, shall be governed and interpreted in accordance with the laws of the State of California. Should litigation occur, venue shall be in Superior Court of Ventura County.

23. TAXPAYER IDENTIFICATION NUMBER

Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W-9, as most recently issued by the Internal Revenue Service.

24. NON-APPROPRIATION OF FUNDS

Payments due and payable to Consultant for current services are within the current budget and within an available, unexhausted and unencumbered appropriation of City funds. In the event City has not appropriated sufficient funds for payment of Consultant’s services beyond the current fiscal year, this Agreement shall cover only those costs incurred up to the conclusion of the current fiscal year.

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25. MODIFICATION/AMENDMENT OF AGREEMENT

Any amendment, modification, or variation of the terms or tasks of this Agreement shall be in writing and shall be effective only upon the mutual written approval of the City and Consultant.

26. USE OF THE TERM “CITY”

Reference to “City” in this Agreement includes the City Manager or any authorized representative acting on behalf of City.

27. PERMITS AND LICENSES

Consultant, at its sole expense, shall obtain and maintain during the term of this Agreement all appropriate permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement.

28. CAPTIONS

The captions or headings in this Agreement are for convenience only and in no other way define, limit or describe the scope or intent of any provision or section of the Agreement.

29. AUTHORIZATION

Each party has expressly authorized the execution of this Agreement on its behalf and binds said party and its respective administrators, officers, directors, shareholders, divisions, subsidiaries, agents, employees, successors, assigns, principals, partners, joint venturers, insurance carriers and any others who may claim through it to this Agreement.

30. ENTIRE AGREEMENT BETWEEN PARTIES

Except for Consultant's proposals and submitted representations for obtaining this Agreement, this Agreement supersedes any other agreements, either oral or in writing, between the parties hereto with respect to the rendering of services and contains all of the covenants and agreements between the parties with respect to said services.

31. PARTIAL INVALIDITY

If any provision in this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions will nevertheless continue in full force without being impaired or invalidated in any way.

Item No.13H

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32. NOTICES

Any notice required to be given hereunder shall be deemed to have been given by depositing said notice in the United States mail, postage prepaid, and addressed as follows:

TO CITY: Attention:

Alexandra South, City Manager’s Office
City of Thousand Oaks
2100 Thousand Oaks Boulevard
Thousand Oaks, CA 91362

TO CONSULTANT: Attention:

Jim Tormey
Vice President
JesseJames Creative
127 West 24th St.

New York, New York 10011
212-675-7424

33. SIGNATURES
(a)Counterparts. This Agreement may be executed in two or more counterparts, each of which together shall be deemed an original, but all of which together shall constitute one and the same instrument.
(b)Scanned Signatures. In the event that any signature is delivered by facsimile transmission or submitted electronically as a scanned image (i.e. files with .pdf, .tiff or .jpeg extensions), such signature shall create a valid and binding obligation of the party executing (or on whose behalf such signature is executed) with the same force and effect as if such facsimile or scanned signature page were an original thereof.

Item No.13H

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(c) Digital/Electronic Signatures. This Agreement may be executed through the use of digital or electronic signatures provided they meet the requirements of the Electronic Signatures in Global and National Commerce (ESIGN) Act and the California Uniform Electronic Transactions Act (UETA) and are produced using a City-approved method. The presence of an electronic signature on this document shall be construed as the parties’ consent to do business electronically.

In concurrence and witness whereof, this Agreement has been executed by the parties effective on the date and year first above written.

JESSE JAMES CREATIVE

________________________________
By: James Tormey
Title: Vice President

CITY OF THOUSAND OAKS

________________________________
Kevin McNamee, Mayor

ATTEST:

________________________________
Laura B. Maguire, City Clerk

APPROVED AS TO ADMINISTRATION:

_______________________________
Andrew P. Powers, City Manager

Item No.13H

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APPROVED BY DEPARTMENT HEAD:

________________________________
Alexandra South, Director of Strategic Communications and Public Affairs

APPROVED AS TO FORM:

Office of the City Attorney

________________________________
Tracy Friedl, Assistant City Attorney

CMO: 160-75/H:COMMON/Council Items/2023/022823/022823 Website RFP Attch 1 Item No.13H

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EXHIBIT A

SCOPE OF WORK
Website Implementation Stages and Project Schedule
Consultant shall provide all labor, materials, and expertise necessary to create and host a new City website.

The table below shows the projected development and launch schedule along with a list of key deliverables/milestones.

1. Discovery, Planning and Strategy
Estimated Timeframe: 4-5 weeks
A. Consultant shall execute full branding and positioning workshops with City senior and department staff and other key stakeholders including area residents and local businesses.

B. Consultant shall complete competitive survey/best practices review.

C. Consultant shall make recommendations regarding implementation of all web site features:

I. on and offline communication strategies
II. value-added content areas
III. user generated content possibilities
IV. content aggregation strategies
V. Personalization
VI. additional online tools
VII. push components
VIII. additional items as uncovered during the process

2. Information Architecture
Estimated Timeframe: 5-7 Weeks
A. Consultant shall create a comprehensive site map and wireframe diagrams detailing all content areas (and how they interrelate).

B. Consultant shall evaluate the site’s overall navigational schema.

3. Functional Specification
Estimated Timeframe: 3-4 Weeks
Consultant shall:

A. Provide a detailed description of all site functionality and features (front- and back-end).

B. Provide a final data model to support content and functionality as well as any required business logic.

C. Full integration of ADA compliance tools to help maintain high-level compliance for the site’s lifecycle.

Item No.13H

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3. Design and Art Direction
Estimated Timeframe: 4-5 Weeks
Consultant shall:

A. Collaborate with the City team on full creative exploration.

B. Present 2-3 distinct visual solutions for consideration during the initial design exploration. All elements of the design and of the user experience will integrate tightly with City branding standards.

C. Orchestrate live and online sessions to gather stakeholder feedback on the design as well as the usability of the CMS.

D. Explore the options around custom photography/illustration and cost addition to the project

4. System Build
Estimated Timeframe: 8-10 Weeks
Consultant shall:

A. Execute all front- and back-end programming to enable the interface and feature set as described for the public site and the administrative toolset.

B. Engage in customization and implementation of the CMS system and other administrative applications.

C. Once the CMS is ready, Consultant shall complete content migration, QA, testing and delivery to production server.

5. Training
Estimated Timeframe: 2-3 Weeks
A. An actual training plan shall be developed by Consultant and Project Manager near the halfway point of the project.

B. Consultant shall establish an ‘Office Hours’ schedule to create designated times for brainstorms, idea development/discussion, and additional questions as needed through launch. Additional hours needed would be determined post launch.

7. Hosting
A. Hosting needs are to be determined as the site build progresses B. Additional scope will be added at a later date with hosting specifics C. Consultant shall provide a production server for website testing

8. Launch
Estimated Timeframe: 2 Weeks (to be complete by January 14, 2024).

A. Consultant shall move website to a production server.

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B. Consultant shall install necessary software, make configuration changes, and transfer code
C. City may migrate additional content into the new website D. Consultant to provide quality assurance process to ensure site transferred correctly, including a comprehensive check for broken links.

E. Consultant to ensure website goes live.

9. Post-Launch Support
A. Consultant shall participate in regular meetings as determined with the Project Manager to address bugs, user concerns, and other typical issues related to the release of a new website.

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EXHIBIT B
Payment
Fees for the project are payable as follows, invoices will be submitted 2 weeks prior to the estimated completion date:
• 40% at project kickoff- $66,100
• 20% at presentation of functional specifications/wirefames- $33,050 • 10% at presentation of initial design concepts- $16,525 • 5% at presentation of the coded HTML pages- $8,262.50 • 10% at presentation of the alpha site and CMS- $16,525 • Balance net 30 after launch.

Discovery: Planning/Strategy/Information Architecture $15,000 Information gathering, facilitate ideation workshops covering personas and journey mapping, usability, audience needs and feature sets with key stakeholders (City departmental staff, officials, businesses and residents), content audit, strategic recommendations, best practices review, third party app review, detailed site information architecture (sitemap and wireframes), functionality/requirements specifications.

Creative Development $40,500 Creative exploration and development the City site and the LIbrary subsite; design all aspects of the websites’ user interface-from branding to flow to nav schemas to content strategy. Creation of all comps and demos during development. Design of all key page types including department landing pages and module-driven layouts.

Project Management $15,000 General project management, meeting time, etc.

Programming and Development $90,250 Technical Specification, HTML (presentation layer) coding, database development and scripting, Content Management System development, QA, testing, server provisioning, etc. Also includes a 80-hour allowance for content migration/propagation across both sites.

System Training $4,500 Hands-on group training sessions in person and/or via Zoom with City staff (up to 40 hours in total) Note: If training is done in Thousand Oaks (please!), minimal travel/per Item No.13H

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diem expenses will apply and will be pre estimated and presented for approval.

Estimated one-time fees: $165,250 Hosting: $750 monthly (24 Months) $18,000 The hosting package shall include a guaranteed 99.99% uptime SLA and 24/7 emergency support. Consultant shall have an extensive and highly efficient disaster remediation plan in place and can recover from a full server failure and have the site restored and back up on a new box in the data center within one hour. Consultant shall maintain development and production servers as well as a separately hosted code repo. Excessive downtime (more than one hour) or service interruption shall be reimbursable by an hourly rate of the hosting fee.

Extra Services $34,750 The following rates shall apply for any work quoted outside of the scope or not included in the prices stated above. No work shall be done without prior City approval.

Staff Needed To Complete Requested
Additional Task
Rate Per Hour
Principal/Creative Director $165.00
Project Manager $125.00
Art Director $125.00
Designer $100.00
Production Artist $70.00
Technical Lead $125.00
Programmer $100.00
Admin Staff $65.00
Photography/Illustration* TBD upon request
*Should additional photography (stock or commissioned) be necessary per City request, those fees will be estimated and billed separately upon arrival at final creative direction.

Item No.13H

TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:February 28, 2023
SUBJECT: Prefabricated Solar Systems at Various City Facilities (CI 5562) RECOMMENDATION:

1. Approve the project design, specifications, and Addenda 1 through 8 for the Prefabricated Solar Systems at Various City Facilities Project (CI 5562).

2. Award an Energy Services Agreement for design and construction of the solar systems, under Government Code section 4217.10 et seq. procurement process, to Staten Solar Corporation (San Jose, CA) in the amount of $5,455,984, plus a contingency of $545,598, for a total of $6,001,582 with a term ending December 31, 2025.

3. Approve budget appropriation in the amount of $3,053,582 as follows; $81,968 from A/C #110-0000-311-1000 (Library Fund, Fund Balance) to A/C #110-7310- 673-8300 (Library Fund, Improvements other than buildings); $16,880 from A/C #651-0000-341-9900 (Transportation Fund, Net Position) to A/C #651-5310-682- 8300 (Transportation Fund, Improvements other than buildings); and $2,954,734 from A/C #001-0000-311-1000 (General Fund, Fund Balance) to A/C #001-3560- 612-8300 ($2,148,068, Los Robles Golf Course), A/C #001-3573-677-8300 ($304,128, Teen Center), and A/C #001-3574-677-8300 ($502,538, Goebel Adult Center).

4. Authorize expenditure in the amount of $6,001,582 ($5,455,984 design and construction contract, $545,598 contingency) as follows: $2,148,068 from A/C #001-3560-612-8300 (Los Robles Golf Course, Improvements other than buildings), $304,128 from A/C #001-3573-677-8300 (Teen Center, Improvements other than buildings), $502,538 from A/C #001-3574-677-8300 (Goebel Adult Center, Improvements other than buildings), $2,131,183 from A/C #110-7310-673- 8300 (Library Fund, Improvements other than buildings), $498,785, from A/C #110-7410-673-8300 (Library Fund, Improvements other than buildings), and $416,880 from A/C #651-5310-682-8300 (Transportation Fund, Improvements other than buildings).

Item No.14A

Solar Systems at City Facilities CI 5562
February 28, 2023

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9 5. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project, and on work directives and change orders up to the project-approved contingency amount.

6. Find that this project is exempt from the California Environmental Quality Act pursuant to California Public Resource Code 21080.35, 14 C.C.R. Section 15301, and/or 14 C.C.R. Section 15061(b)(3).

FINANCIAL IMPACT:
$3,053,582 Increase to Adopted FY 2022-23 CIP Budget as follows: Library Fund ($81,968), Transportation Fund ($16,880), and General Fund ($2,954,734) and partially offset by $1,636,795 in anticipated incentive funding. $3,053,582 increase to the Adopted FY 2022-23 Budget is requested. $2,948,000 is available in the Adopted FY 2022-23 Library Fund and Transportation Fund CIP Budgets. Estimated total project costs are $5,455,984, with a net cost of $3,819,189 after anticipated incentive funding.

BACKGROUND:

On June 19, 2018, City Council adopted the Sustainability Plan (Plan) for Municipal Operations, which includes recommended strategies in managing the City’s resources. One key goal in the Energy section of the Plan is “Distributed Energy Resources: Increase clean, local and resilient energy supply,” which includes developing onsite solar generation at various City sites.

On December 15, 2020, City Council approved an agreement for design and construction of solar carports at the Municipal Service Center (MSC), and on August 30, 2022, the 359 kW (DC) solar system at that facility was connected to the grid. That project was successfully completed, and the system is currently operating and producing energy as expected.

On August 16, 2022, the Federal Inflation Reduction Act (IRA) was signed into law by President Biden, re-setting the Investment Tax Credit (ITC) to 30 percent and establishing a mechanism for tax-exempt organizations, such as local governments, to receive a similar financial benefit through a Direct Pay mechanism.

On December 6, 2022, City Council authorized staff to issue a Request for Proposals/Qualifications (RFP/Q) for procurement of design and construction of Prefabricated Solar Systems at Various City Facilities (CI 5562).

Item No.14A

Solar Systems at City Facilities CI 5562
February 28, 2023

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9 DISCUSSION/ANALYSIS:

The proposed improvements include solar carports and rooftop solar structures designed to offset electricity consumption at the following six locations:
1) Grant R. Brimhall Library
2) Newbury Park Branch Library
3) Thousand Oaks Teen Center
4) Goebel Adult Center
5) Thousand Oaks Transportation Center
6) Los Robles Greens Golf Course
The locations of the proposed solar structures are shown in Attachment #1. The solar carports will provide shade and protection to vehicles and will include undermounted LED lighting. Existing conduits to support solar photovoltaic system wiring are installed in the roof of the Children’s section of the Grant R. Brimhall Library and will be utilized to save on construction costs.

Changes in Southern California Edison’s (SCE) Net Energy Metering (NEM) tariff, which determines the rate at which solar customers are compensated for energy exported to the grid, will go into effect on April 15, 2023. The City plans to submit required Interconnection Applications with SCE in advance of this deadline to take advantage of the current more favorable NEM 2.0 rates.

The City also plans to take advantage of the new Direct Pay mechanism for solar incentive tax credits (ITC) available to tax-exempt organizations under the IRA.

With an estimated ITC payment of 30 percent and under NEM 2.0, the proposed solar photovoltaic (PV) systems are estimated to have payback periods between 6 and 15 years.

This Solar PV Project will take advantage of the procurement method authorized under Government Code 4217.10 - 4217.18 specifically for Energy Conservation projects, which allows the City to select the entity with the best overall value for the project, and not be constrained solely by the lowest bidder. This process was utilized successfully for the recent solar carport project at the MSC (CI 5265).

An RFP/Q was released on December 16, 2022, with a due date of January 23, 2023. Four (4) proposals were received as follows:

Proposer Location

1. Golden Sun Firm & Co., Inc. Van Nuys, CA

2. Motive Energy Storage Systems Fountain Valley, CA

3. SitelogIQ, Inc. Sacramento, CA

4. Staten Solar Corporation San Jose, CA Item No.14A

Solar Systems at City Facilities CI 5562
February 28, 2023

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9 Staff evaluated each proposal for numerous factors, including content, qualifications, design creativity, cost, payback period, project understanding, relevant experience, and quality. One of the proposals was deemed incomplete.

Three companies were invited to present and interview with the City’s evaluation team.

As a result of this review process, Staten Solar Corporation was selected based on the following considerations:

1. Experience with this type of project

2. Key personnel experience

3. Technical design

4. Project understanding and approach

5. Project schedule

6. Cost – Benefit

7. Best overall qualifications and value
Staff recommends award of the Energy Services Agreement to Staten Solar Corporation (Attachment #2). The estimated costs are listed below:

Facility
Annual
Usage
(kWh)
Estimated
Size (kW
DC)
Solar PV
Cost
Estimated
Solar
Payback
(years)
Grant R. Brimhall Library 945,951 546.4 $1,937,439 8.3
Goebel Adult Center 231,035 131.1 $ 456,853 7.1
Thousand Oaks Teen Center 149,530 82.9 $ 276,480 6.4
Thousand Oaks Transportation
Center 96,423 58.0 $ 378,982 12.8
Los Robles Greens GC 625,511 388.0 $1,952,789 11.6
Newbury Park Branch Library 280,909 150.0 $ 453,441 6.3 Total 2,329,359 1,356.4 $5,455,984

Schedule
The tentative schedule for completion of the project is as follows:

Interconnection Agreement filing with SCE March 15, 2023 30 percent Design Completion April 1, 2023
Materials procurement April 2023
100 percent Design Completion August 2023
Permits Obtained December 2023
Item No.14A

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9 Mobilization to Start Construction December 2023
Complete Construction May – September 2024
Permission to Operate July – Oct 2024
Project Completion December 2024
Operations and Maintenance January – December 2025
The RFP/Qs, and Addenda are available for review by e-mail at [email protected] or by phone at (805) 449-2400.

This project meets City Council’s Top Ten Priorities #6, “Environmental Sustainability,” and #9 “Public Works Infrastructure Investments.” Community Outreach: Construction at some locations will disrupt parking at the affected facilities. Access to buildings is not expected to be affected. Notices will be posted at those locations in advance of construction with outreach also conducted through the City’s e-newsletters, social media, and information postings at both libraries, the Teen and Adult Centers, and Los Robles Greens Golf Course.

California Environmental Quality Act (CEQA)
The City has reviewed this Project and determined that it is exempt from the provisions of CEQA on multiple grounds. This Project is exempt from CEQA pursuant to the statutory exemption outlined in Public Resources Code Section 21080.35 as the project consists of the installation of solar energy systems on the roof of an existing building and at an existing parking lot, and none of the exceptions outlined in Public Resources Code Section 21080.35 apply to this project. The Project is also exempt from CEQA under a Class I categorical exemption (14 C.C.R. Section 15301) because it involves the minor alteration of existing facilities with improvements that would lead to negligible or no expansion of use beyond the use existing at this time. The Project is also exempt from CEQA under the common sense exemption [14 C.C.R. Section 15061(b)(3)] because it can be seen with certainty that there is no possibility that the Project may have a significant effect on the environment.

CIP PROJECT PRIORITY (as outlined in FY 2021-22 and FY 2022-23 CIP Program Budget)
Priority Three – Nice to do and would contribute to quality of life, but not essential.

COUNCIL GOAL COMPLIANCE:

Item No.14A

Solar Systems at City Facilities CI 5562
February 28, 2023

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9 Meets the following City Council goals:

C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.

F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.

PREPARED BY: Kenneth Wang, Senior Analyst
Attachments:

Attachment #1 – Vicinity and Location Maps
Attachment #2 – Energy Services Agreement with Staten Solar Corporation
DPW: 850-20\ev\Council\2023\02282023\CI5562\Solar Award staff report.docx Item No.14A

Newbury Park Library
Los Robles Greens Golf Course Transportation Center
Teen Center
Grant R. Brimhall Library
Prefabricated Solar Systems at Various City Facilities (CI 5562)

VICINITY MAP
Goebel Adult Center
ATTACHMENT #1
DPW: 850-20\ev\Council\2023\02282023\CI5562\Solar Award Att 1.pdf Item No.14A

GRANT R. BRIMHALL LIBRARY LOCATION MAP
Item No.14A

GOEBEL ADULT CENTER LOCATION MAP
Item No.14A

TEEN CENTER LOCATION MAP
Item No.14A

TRANSPORTATION CENTER LOCATION MAP
Item No.14A

LOS ROBLES GREENS GOLF COURSE LOCATION MAP
Item No.14A

NEWBURY PARK LIBRARY LOCATION MAP
Item No.14A

DPW: 850-20\ev\Council\2023\02282023\CI5562\Solar Award Att 2.docx

Project Name: CI 5562 Prefabricated Solar
Systems at Various City Facilities

AGREEMENT FOR SOLAR SYSTEMS

BETWEEN THE CITY OF THOUSAND OAKS
AND

STATEN SOLAR CORPORATION
THIS AGREEMENT is made and entered into this 28th day of February, 2023, by and between CITY OF THOUSAND OAKS, a municipal corporation ("City"), and STATEN SOLAR CORPORATION ("Developer").

City and Developer agree as follows:

1. RETENTION OF DEVELOPER
City hereby retains Developer, and Developer hereby accepts such engagement, to perform the services described in Section 2. Developer warrants it has the qualifications, experience, and facilities to properly and timely perform said services.

2. DESCRIPTION OF SERVICES
The services to be performed by Developer are as follows:

Professional services in conjunction with design, fabrication, permitting, installation, training and one (1) year operations/maintenance of solar photovoltaic carport and/or rooftop structures at various City facilities. Services are more particularly set forth in the Scope of Work, attached as Exhibit “A”, and Site Layout Plans, attached as Exhibit “A-1”, which are incorporated herein by reference.

3. COMPONENT PARTS OF THE CONTRACT DOCUMENTS
The “Contract Documents” include only the following documents, each of which is incorporated into this Agreement by reference:
a. Request for Proposals (the RFP)
b. Proposal & Proposal Forms
c. All Addenda to the Request for Proposals
d. RFP Attachments
e. Performance and Payment Bonds
f. Prevailing Wage Determination
g. Greenbook Standard Specifications (Sections 1-9 Excluded) h. Standard Plans (City Road/Water/Wastewater Standards, plus Caltrans Standard Plans Most Recent Edition; Sections 1-9 Excluded) ATTACHMENT #2
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The Developer shall complete the Work in strict accordance with all of the Contract Documents. In case of conflicts between the Contract Documents, the order of precedence shall be as set forth in the General Conditions.

All of the Contract Documents are intended to be complementary. Work required by one of the Contract Documents and not by others shall be done as if required by all.

This Contract shall supersede any prior agreement of the parties, whether written or oral. The Contract can be modified only by a written amendment executed in accordance with the Contract Documents.

4. COMPENSATION AND PAYMENT
a. Maximum and Rate. The total compensation payable to Developer by City for the services under this Agreement SHALL NOT EXCEED the sum of $5,455,984 (five million four hundred and fifty-five thousand nine hundred and eighty-four dollars) herein "not to exceed amount") and shall be earned as the work progresses in accordance with each line item in the Developer’s price proposal shown in attached Schedule of Fees (Exhibit “B”).
b. Payment. Developer shall provide City with written verification of the actual compensation earned, in a form satisfactory to City's Project Manager.

Invoices shall be made no more frequently than on a monthly basis, and describe the work performed. All payments shall be made within 30 days after City’s approval of the invoice.
c. Extra Services. Additional work not reasonably encompassed by the Scope of Services described in Section 2 may be agreed upon only by execution of a written Amendment to this Agreement. No liability or right to compensation for extra services shall exist without such Amendment. d. Escalation/Price Variance.

By mutual agreement between City and Developer, this Agreement may be amended to reflect 1) any increase in cost that is a direct result of any law, regulation, tax or other burden imposed by a government agency after the date of this Agreement; or 2) an increase in steel prices by more than 10% (based on USA Producer Price Index for iron and steel at:
https://ycharts.com/indicators/us_producer_price_index_iron_and_steel_mills) between the date of this Agreement and the date on which the steel for the project is purchased by Developer.
.

Item No.14A

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5. CITY PROJECT MANAGER
The services to be performed by Developer shall be accomplished under the general direction of, and coordinate with, City's "Project Manager", as that staff person is designated by City from time to time, and who presently is Kenneth Wang.

6. TERMS AND CONDITIONS OF PERFORMANCE
Non-Exclusivity. This Agreement is non-exclusive. City reserves the rights to retain, employ, or contract with other qualified services providers during the term of this Agreement on such occasions and in such circumstances as City shall determine are appropriate.

Ability to Perform. Developer warrants that it possesses, or has arranged through subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work hereunder in compliance with any and all federal, state, county, city, and special district laws, ordinances, and regulations.

Laws to be Observed. Developer shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws as well as with Ventura County and City of Thousand Oaks ordinances, regulations and adopted codes during its performance of the work.

Prevailing Wage. Developer and its subcontractors are obligated to pay prevailing wages under the California Labor Code. Developer agrees to indemnify, defend and hold City harmless from any claim that prevailing wages should have been paid, and shall be liable for the payment of the same and any penalties thereon. It is the responsibility of Developer to be familiar with the California Labor Code, and failure or neglect of Developer to understand the California Labor Code shall in no way relieve Developer from any obligations.

Department of Industrial Relations Requirements. The Work is subject to the payment of not less than prevailing wages under California Labor Code Section 1770 et seq. The work is subject to compliance monitoring and enforcement by the Department of Industrial Relations. No contractor or subcontractor may be awarded a contract for public work on a public works project unless currently registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.

Apprenticeship. If the Developer or any subcontractor employs four or more employees, 12.5% of the labor hours spent on a solar facility that began construction in 2023 must be performed by qualified apprentices. The number of labor hours performed by qualified apprentices is 15% for solar facilities that begin Item No.14A

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construction after December 31, 2023. A qualified apprentice is defined as an employee who participates in an apprenticeship program under the National Apprenticeship Act. Developer is responsible for recording and documenting apprenticeship labor hours, and providing such record to the City in a form satisfactory to City's Project Manager.

Safety Provisions. Developer shall conform to the rules and regulations pertaining to safety established by Occupational Safety & Health Administration (OSHA) and the California Division of Industrial Safety.

Preservation of City Property. Developer shall provide and install suitable safeguards, approved by City, to protect City property from injury or damage. If City property is injured or damaged as a result of Developer's operations, it shall be replaced or restored within a reasonable time at Developer's expense. The facilities shall be replaced or restored to a condition as good as when Developer began work.

Subcontractors. Developer shall be solely responsible for ensuring that any subcontractors used in completing tasks under the Agreement comply with all pertinent laws and regulations as well as the relevant terms of this Agreement. City shall have no obligation to monitor or oversee subcontractors.

Developer Non-Discrimination. In the performance of this work, Developer agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons.

Retention. The City will retain five percent (5%) of each milestone payment as provided by the Contract Documents. At the request and expense of the Developer, the Developer may substitute securities for the amount so retained in accordance with Public Contract Code Section 22300.

Inspection. Developer shall furnish City with every reasonable opportunity for City to ascertain that the services of Developer are being performed in accordance with the requirements and intentions of this Agreement. All work done and all materials furnished, if any, shall be subject to City's inspection and approval. The inspection of such work shall not relieve Developer of any of its obligations to fulfill its contract requirements.

Performance Bond and Payment (Labor and Materials) Bond Requirements (Attachment O of RFP). Within thirty (30) days of notification of determination on all Net Energy Metering (NEM) 2.0 Interconnection Agreements by Southern California Edison (SCE) and prior to the start of any construction work, the Developer shall deliver to the City the Performance Bond and Payment (Labor and Materials) Bond in the form supplied by the City and included in the Contract Documents. The surety supplying the bond must be an admitted surety insurer, Item No.14A

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as defined in Code of Civil Procedure Section 995.120, authorized to do business in the State of California and satisfactory to the City. The Performance Bond and the Payment (Labor and Materials) Bond shall be for one hundred percent (100%) of the Agreement Not-to-exceed amount.

The Performance Bond and Payment (Labor and Materials) Bond shall be in effect until the Notice of Completion is issued by the City.

Sales and Other Applicable Taxes, Permits, Licenses and Fees. Developer and its subcontractors performing work under this Contract will be required to pay California sales tax and other applicable taxes, and to pay for permits, licenses and fees required by the agencies with authority in the jurisdiction in which the work will be located, unless otherwise expressly provided by the Contract Documents. The Agreement Not-to-exceed amount is inclusive of all applicable taxes and fees. Developer shall procure a business tax certificate from the City and pay all applicable local business taxes as set forth in the Thousand Oaks Municipal Code.

7. TERM, PROGRESS AND COMPLETION
The term of this Agreement is from the date first written above to December 31, 2025, unless term of this Agreement is extended or the Agreement is terminated as provided for herein.

Developer shall not commence work on the services to be performed under the Agreement until (i) Developer furnishes proof of insurance as required by Article 11 below, and (ii) City’s Project Manager gives written authorization to proceed with the work. All services shall be completed within the term of this Agreement.

8. OWNERSHIP OF DOCUMENTS
All drawings, designs, data, photographs, reports and other documentation (other than Developer’s drafts, notes and internal memorandum), including duplication of same prepared by Developer in the performance of these services, are the property of City. City shall be entitled to immediate possession of the same upon completion of the work under this Agreement, or at any earlier or later time when requested by City. City agrees to hold Developer harmless from all damages, claims, expenses, and losses arising out of any reuse of the plans, specifications, graphics, brochures, reports, and other documentation for purposes other than those described in this Agreement, unless written authorization of Developer is first obtained.

9. PERSONAL SERVICES/NO ASSIGNMENT/SUBCONTRACTS
This Agreement is for professional services, which are personal to City.

Sandipan Bhanot is deemed to be especially experienced and is a key member of Item No.14A

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Developer's firm, and shall be involved in performing, supervising or assisting in the performance of this work. This key person or the dedicated project manager assigned to this project, shall communicate with, and periodically report to, City on the progress of the work. Should said individual be removed from assisting in this contracted work for any reason, City may terminate this Agreement

This Agreement is not assignable by Developer without City's prior written consent.

The following portions of the work described in this Agreement may be subcontracted out by Developer:

Terra Smart: Carport manufacturing and installation.

No change in subcontractor may be made without written authorization from the City.

No other part of the work described in this Agreement may be subcontracted out to other parties without written authorization from the City.

10. HOLD HARMLESS AND INDEMNITY
a. Hold Harmless for Developer's Damages. Developer holds City, its elected officials, officers, agents, employees and volunteers, harmless from all of Developer's claims, demands, lawsuits, judgments, damages, losses, injuries or liability to Developer, to Developer’s employees, to Developer’s contractors or subcontractors, or to the owners of Developer’s firm, which damages, losses, injuries or liability occur during the work or services required under this Agreement, or performance of any activity or work required under this Agreement. b. Defense and Indemnity of Third Party Claims/Liability. To the maximum extent allowed by law, Developer shall indemnify, defend with legal counsel approved by City, and hold harmless City, its officers, officials, agents, employees and volunteers from and against all liability including, but not limited to, loss, damage, expense, cost (including without limitation reasonable legal counsel fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with Developer’s negligence, recklessness or willful misconduct in the performance of work hereunder or its failure to comply with any of its obligations contained in the Agreement, except such loss or damage which is caused by the sole or active negligence or willful misconduct of City. Should conflict of interest principles preclude a single legal counsel from representing both City and Developer, or should City otherwise find Developer’s legal counsel unacceptable, then Developer shall reimburse City its costs of defense, including without limitation reasonable legal counsel fees, expert fees and all other costs and fees of litigation. The Developer shall promptly pay City any final judgment rendered against City (and its officers, officials, employees and volunteers) with Item No.14A

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respect to claims determined by a trier of fact to have been the result of Developer’s negligent, reckless or wrongful performance. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement.

Developer’s obligations under this section apply regardless of whether or not such claim, charge, damage, demand, action, proceeding, loss, stop notice, cost, expense, judgment, civil fine or penalty, or liability was caused in part or contributed to by an Indemnitee. However, without affecting the rights of City under any provision of this Agreement, Developer shall not be required to indemnify and hold harmless City for liability attributable to the active negligence of City, provided such active negligence is determined by agreement between the parties or by findings of a court of competent jurisdiction. In instances where City is shown to have been actively negligent and where City’s active negligence accounts for only a percentage of the liability involved, the obligation of the Developer shall be for that entire portion or percentage of liability not attributable to the active negligence of City.
c. Nonwaiver. City does not waive, nor shall be deemed to have waived, any indemnity, defense or hold harmless rights under this section because of the acceptance by City, or the deposit with City, of any insurance certificates or policies described in Section 9.

11. MINIMUM SCOPE AND LIMIT OF INSURANCE
Without limiting Developer's indemnification of City, and prior to commencement of Work, Developer shall obtain, provide, and maintain at its own expense during the term of this Agreement, and any extension thereof, policies of insurance of the type and amounts described below and in a form that is satisfactory to City.

Coverage shall be at least as broad as:
a. Commercial General Liability (CGL): Developer shall, at Developer’s sole cost and expense and throughout the term of this Agreement, and any extensions thereof, carry General Liability insurance coverage at least as broad as Insurance Services form CG 00 01 in an amount not less than $2,000,000 per occurrence, $4,000,000 general aggregate for bodily injury, personal and advertising injury and property damage, including without limitation, blanket contractual liability.
b. Automobile Liability: Developer shall, at Developer’s sole cost and expense and throughout the term of this Agreement, and any extensions thereof, carry Automobile Liability insurance coverage at least as broad as Insurance Services form CA 00 01 or the exact equivalent covering bodily injury and property damage for all activities of Developer arising out of or in connection with the work Item No.14A

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to be performed under this Agreement, including coverage of any owned, hired, non-owned, or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
c. Workers’ Compensation: Developer shall, at Developer’s sole cost and expense and throughout the term of this Agreement, and any extensions thereof, carry workers’ compensation statutory benefits as required by law with employer’s liability limits no less than $1,000,000 per accident for bodily injury or disease. Developer shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its elected officials, officers, agents, employees and volunteers for all work performed by Developer, its employees, agents and subcontractors.
d. Professional Errors and Omissions Insurance: Developer shall, at Developer’s sole cost and expense throughout the term of this Agreement, and any extensions thereof, carry professional errors and omissions coverage of no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate, with tail coverage for an extended reporting period of three (3) years. e. Builder’s Risk (Course of Construction): Developer shall, at Developer’s sole cost and expense and throughout the term of this Agreement, and any extensions thereof, carry and maintain Builder’s Risk insurance as specified below. The named insureds shall be Developer, all subcontractors (excluding those solely responsible for design work) of any tier, suppliers, and City, its officers, officials, agents, employees and volunteers. Developer shall not be required to maintain property insurance for any portion of the Project following transfer of control thereof to City. Policy shall be provided for replacement value on an “All Risk” (Special Perils) coverage form, with limits equal to the completed value of the project and no coinsurance penalty provisions. Policy must include:
(1) coverage for any ensuring loss from faulty workmanship, nonconforming work, omission or deficiency in design or specifications; (2) coverage against machinery accidents and operational testing; (3) coverage for removal of debris, and insuring the buildings, structures, machinery, equipment, materials, facilities, fixtures and all other properties constituting a part of the project; (4) transit coverage, including ocean marine coverage (unless insured by the supplier), with sub-limits sufficient to insure the full replacement value of any key equipment item; and (5) coverage with sub-limits sufficient to insure the full replacement value of any property or equipment stored either on or off the site. Such insurance shall be on a form acceptable to the City to ensure adequacy of terms and sublimits.

Developer may submit evidence of Builder’s Risk insurance in the form of Course of Construction coverage. Such coverage shall name the City as a loss payee as their interest may appear.

Item No.14A

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If Developer maintains higher limits than the minimum shown above, City requires and shall be entitled to coverage for the higher limits maintained by Developer.

Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City.

Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:

Additional Insured Status
City, its elected officials, officers, agents, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of Developer including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to Developer’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10 10 01 and CG 20 37 10 01 if a later edition is used). The provision shall also apply to any excess liability policies. In addition, Developer shall ensure that the automobile liability policy contains a provision covering City as an additional insured, and shall obtain an endorsement to that effect if it does not.

Excess Insurance
The limits of insurance required in this agreement may be satisfied by a combination of primary and umbrella or excess insurance. Umbrella or excess policies shall provide coverage at least as broad as specified for underlying coverages and covering those insured in the underlying policies. Coverage shall be “pay on behalf” with defense costs payable in addition to policy limits. There shall be no cross-liability exclusion of claims or suits by one insured against the other. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and no-contributory basis for the benefit of City as required in written contract or agreement before City’s own insurance or self-insurance shall be called upon to protect it as a named insured.

City’s Rights of Enforcement
In the event any policy of insurance required under this Agreement does not comply with these specifications or is cancelled 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 Developer, or City will withhold amounts sufficient to pay premium from Developer’s payments. In the alternative, City may cancel this Agreement.

City’s Right to Revise Specifications
City reserves the right at any time during the term of the Agreement to change the amounts and types of insurance required by giving Developer ninety (90) days Item No.14A

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advance written notice of such change. If such change results in substantial additional cost to Developer, City and Developer may renegotiate Developer’s compensation.

Primary and Non-Contributory Coverage
For any claims related to this Agreement, Developer’s insurance coverage shall be primary insurance as respects City, its elected officials, officers, agents, employees and volunteers. Any insurance or self-insurance maintained by City, its officers, officials, employees or volunteers shall be excess of Developer’s insurance and shall not contribute with it and shall be at least as broad as CG 20 01 04 13.

Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to City.

Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by City. City may require Developer to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.

Acceptability of Insurers
All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with a current A.M. Best’s rating of no less than A:VII, (unless otherwise acceptable to City).

Waiver of Subrogation All insurance coverage maintained or procured pursuant to this Agreement shall be endorsed to waive subrogation against City, its elected officials, officers, agents, employees or volunteers or shall specifically allow Developer or others providing insurance evidence in compliance with these specifications - to waive their right of recovery prior to a loss. Developer hereby waives his own right of recovery against City and shall require similar written express waivers and insurance clauses from each of its subcontractors. Copies of these waivers shall be submitted to City prior to commencement of work.

Claims Made Policies
If any of the required policies provided coverage on a claims-made basis:

1. The Retroactive Date must be shown and must be before the date of the Agreement or the beginning of contract work.

Item No.14A

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2. Insurance must be maintained, and evidence of insurance must be provided for at least five (5) years after completion of the work required under this Agreement.

3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the Agreement effective date, Developer must purchase “extended reporting” coverage for a minimum of five (5) years after completion of Agreement work.

Verification of Coverage
Developer shall provide City with copies of certificates (on City certificate form or an Accord form as modified per City direction) for all policies, with the appropriate named additional insured coverage and an endorsement that they are not subject to cancellation without 30 days prior written notice to City. All certificates and endorsements are to be received and approved by City before work commences.

However, failure to obtain the required documents prior to the work beginning shall not waive Developer’s obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

Subcontractors
Developer shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Developer shall ensure that City is an additional insured on insurance required from subcontractors. For CGL coverage, subcontractors shall provide coverage with a form at least as broad as CG 20 38 04 13.

12. RELATION OF THE PARTIES
a.Developer is and shall at all times remain as to the City a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Developer shall at all times be under Developer’s exclusive direction and control. Neither City nor any of its officers, employees, agents, or volunteers shall have control over the conduct of Developer or any of Developer’s officers, employees, or agents except as set forth in this Agreement. Developer shall not at any time or in any manner represent that it or any of its officers, employees or agents are in any manner officers, employees or agents of the City. Developer shall not incur or have the power to incur any debt, obligation or liability whatever against City, or bind City in any manner. b.No employee benefits shall be available to Developer in connection with the performance of this Agreement. Except for the fees paid to Developer as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Developer for performing services hereunder for City. City shall not be liable for compensation or indemnification to Developer for injury or sickness arising out of performing services hereunder.

Item No.14A

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13. CORRECTIONS
In addition to the above indemnification obligations, Developer shall correct, at its expense, all errors in the work that may be disclosed during City's review of Developer’s report or plans. Should Developer fail to make such correction in a reasonably timely manner, such correction shall be made by City, and the cost thereof shall be charged to Developer or withheld from any funds due to Developer hereunder.

14. TERMINATION BY CITY
This Agreement is subject to the complete, accurate and timely filing of an Interconnection Application (IA) for each site, and the acceptance and approval of each of the IAs by SCE in advance of the NEM 2.0 filing deadline of April 13, 2023.

If the NEM 2.0 IA for any site is rejected by SCE, the City shall have the option to remove the rejected site from the Scope of Work through issuance of written notice to the Developer. In this event, the City will have no obligation to pay for any work associated with the rejected site beyond the cost specified for Item #1 “SCE Interconnection” in Exhibit B “Schedule of Fees” for that site. If all NEM 2.0 IAs are rejected by SCE, the City shall have the option to modify or terminate this Agreement via written notice. In the event of termination, the City will be obligated to pay only for the total of Item #1 “SCE Interconnection” in Exhibit B “Schedule of Fees” for all sites.

Notwithstanding the NEM termination clause above, City may terminate without cause any or all of the services agreed to be performed under this Agreement upon 30 calendar days’ written notice. If termination is for cause, no advance notice need be given. In the event of termination, Developer shall have the right and obligation to immediately assemble work in progress for the purpose of closing out the job. All compensation for actual work performed and charges outstanding at the time of termination shall be payable by City to Developer within 30 days following submission of a final statement by Developer unless termination is for cause. In such event, Developer shall be compensated only to the extent required by law.

15. ACCEPTANCE OF FINAL PAYMENT CONSTITUTES RELEASE
The acceptance by Developer of the final payment made under this Agreement shall operate as and be a release of City from all claims and liabilities for compensation to Developer for anything done, furnished, or relating to Developer’s work or services. Acceptance of payment shall be any negotiation of City's check or the failure to make a written extra compensation claim within 10 calendar days of the receipt of that check. However, approval or payment by City shall not constitute, nor be deemed, a release of the responsibility and liability of Developer, its employees, subcontractors, agents and Developers for the accuracy and competency of the information provided and/or work performed; nor shall such Item No.14A

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approval or payment be deemed to be an assumption of such responsibility or liability by City for any defect or error in the work prepared by Developer, its employees, subcontractors, agents and Developers.

16. AUDIT OF RECORDS
Developer shall maintain, in accordance with generally accepted accounting principles, complete and accurate records of all activities and operations relating to this Agreement. Records, including but not limited to, timecards, employment records, work progress reports, reimbursements, invoices, project records, proprietary data and information, as well as licensed software and any electronic records shall be kept for a period of four years beyond the termination of this Agreement. Developer agrees that City, or its authorized representative, shall have the right to examine, audit, excerpt, copy or transcribe any of the records pertaining to this Agreement at any time during normal business hours. Developer shall reimburse City for all reasonable costs of the audit, including travel time and auditor costs, should such audit reveal an overcharge of five (5) percent or more. Any overcharge will be considered a breach of this Agreement and could be cause for termination. The obligations of this section shall be explicitly included in any subcontracts or other agreements entered into by Developer with respect to this Agreement.

17. WAIVER; REMEDIES CUMULATIVE
Failure by a party to insist upon the strict performance of any of the provisions of this Agreement by the other party, irrespective of the length of time for which such failure continues, shall not constitute a waiver of such party's right to demand strict compliance by such other party in the future. No waiver by a party of a default or breach of the other party shall be effective or binding upon such party unless made in writing by such party, and no such waiver shall be implied from any omissions by a party to take any action with respect to such default or breach. No express written waiver of a specified default or breach shall affect any other default or breach, or cover any other period of time, other than any default or breach and/or period of time specified. All of the remedies permitted or available to a party under this Agreement, or at law or in equity, shall be cumulative and alternative, and invocation of any such right or remedy shall not constitute a waiver or election of remedies with respect to any other permitted or available right of remedy.

18. CONFLICT OF INTEREST
Developer is unaware of any City employee or official that has a financial interest in Developer’s business. During the term of this Agreement and/or as a result of being awarded this Agreement, Developer shall not offer, encourage or accept any financial interest in Developer’s business by any City employee or official.

Item No.14A

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19. CONSTRUCTION OF LANGUAGE OF AGREEMENT
The provisions of this Agreement shall be construed as a whole according to its common meaning of purpose of providing a public benefit and not strictly for or against any party. It shall be construed consistent with the provisions hereof, in order to achieve the objectives and purposes of the parties. Wherever required by the context, the singular shall include the plural and vice versa, and the masculine gender shall include the feminine or neutral genders or vice versa.

20. MITIGATION OF DAMAGES
In all situations arising out of this Agreement, the parties shall attempt to avoid and minimize the damages resulting from the conduct of the other party.

21. GOVERNING LAW
This Agreement, and the rights and obligations of the parties, shall be governed and interpreted in accordance with the laws of the State of California.

Should litigation occur, venue shall be in Superior Court of Ventura County.

22. TAXPAYER IDENTIFICATION NUMBER

Developer shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W-9, as most recently issued by the Internal Revenue Service.

23. NON-APPROPRIATION OF FUNDS
Payments due and payable to Developer for current services are within the current budget and within an available, unexhausted and unencumbered appropriation of City funds. In the event City has not appropriated sufficient funds for payment of Developer’s services beyond the current fiscal year, this Agreement shall cover only those costs incurred up to the conclusion of the current fiscal year.

24. MODIFICATION/AMENDMENT OF AGREEMENT
Any amendment, modification, or variation of the terms or tasks of this Agreement shall be in writing and shall be effective only upon the mutual written approval of the City and Developer.

25. USE OF THE TERM “CITY”
Reference to “City” in this Agreement includes the City Manager or any authorized representative acting on behalf of City.

Item No.14A

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26. PERMITS AND LICENSES
Developer, at its sole expense, shall obtain and maintain during the term of this Agreement all appropriate permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement.

27. CAPTIONS
The captions or headings in this Agreement are for convenience only and in no other way define, limit or describe the scope or intent of any provision or section of the Agreement.

28. AUTHORIZATION
Each party has expressly authorized the execution of this Agreement on its behalf and binds said party and its respective administrators, officers, directors, shareholders, divisions, subsidiaries, agents, employees, successors, assigns, principals, partners, joint ventures, insurance carriers and any others who may claim through it to this Agreement.

29. PARTIAL INVALIDITY
If any provision in this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions will nevertheless continue in full force without being impaired or invalidated in any way.

30. FEDERAL REQUIREMENTS
Developer shall comply with the federal Americans with Disability Act, Public Law 101-336, and observe the disability discrimination prohibitions of such laws in the performance of the work required under this Agreement.

31. NOTICES
Any notice required to be given hereunder shall be deemed to have been given by depositing said notice in the United States mail, postage prepaid, and addressed as follows:

TO CITY: Kenneth Wang
Public Works Department
City of Thousand Oaks
2100 Thousand Oaks Boulevard
Thousand Oaks, CA 91362
[email protected]
Item No.14A

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TO DEVELOPER: Sandipan Bhanot
Staten Solar Corporation
175 Nortech Parkway
San Jose, CA 95134
[email protected]

32. SIGNATURES
(a)Counterparts. This Agreement may be executed in two or more counterparts, each of which together shall be deemed an original, but all of which together shall constitute one and the same instrument.
(b)Scanned Signatures. In the event that any signature is delivered by facsimile transmission or submitted electronically as a scanned image (i.e. files with .pdf, .tiff or .jpeg extensions), such signature shall create a valid and binding obligation of the party executing (or on whose behalf such signature is executed) with the same force and effect as if such facsimile or scanned signature page were an original thereof.
(c)Digital/Electronic Signatures. This Agreement may be executed through the use of digital or electronic signatures provided they meet the requirements of the Electronic Signatures in Global and National Commerce (ESIGN) Act and the California Uniform Electronic Transactions Act (UETA) and Item No.14A

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are produced using a City-approved method. The presence of an electronic signature on this document shall be construed as the parties’ consent to do business electronically.

In concurrence and witness whereof, this Agreement has been executed by the parties effective on the date and year first above written.

STATEN SOLAR CORPORATION
Sandipan Bhanot, President and CEO
Raj Kumar, Corporate Controller

CITY OF THOUSAND OAKS
Kevin McNamee, Mayor
ATTEST:

Laura B. Maguire, City Clerk
APPROVED AS TO ADMINISTRATION:

Andrew P. Powers, City Manager
APPROVED BY DEPARTMENT HEAD:

Clifford G. Finley, Public Works Director
APPROVED AS TO FORM:

Office of the City Attorney
Noel Doran, Assistant Attorney
Item No.14A

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EXHIBIT A

SCOPE OF WORK
General
The scope of work for new solar photovoltaic systems (Systems) includes engineering design, permitting, procurement, construction, and commissioning for the implementation of fully operational Systems, unless otherwise excluded in this Scope of Work. Staten Solar Corporation (Staten) shall perform, supervise, and direct the work in accordance with the City’s RFP/Q and Attachments therein, including Attachment N - Design Guidelines, industry standards, applicable law, and project milestone dates unless specifically excluded in this Scope of Work. If an item is not previously defined in the RFP/Q and Attachments therein, this Scope of Work shall take precedence.

Solar Systems Description
Six solar photovoltaic systems (Systems) will be designed and constructed at the sites with the sizes shown below:

Site System Size (kW DC)
Grant R. Brimhall Library 546.4
Goebel Adult Center 131.1
Teen Center 82.9
Transportation Center 58.0
Los Robles Greens Golf Course 388.0
Newbury Park Library 150.0
Total 1,356.4
The Systems will be constructed and installed as illustrated in the array layout plans provided in Exhibit A-1. The Systems will include the following:

1. PV modules

2. Steel carport structures

3. Rooftop mounting structures

4. Inverters

5. System grounding

6. Electrical disconnects

7. Data acquisition systems

8. Transformers, if needed

9. Wiring, conduits, and associated trenching and/or boring

10.Equipment foundations

11.LED lighting under carport structures
Item No.14A

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Exhibit A-1 includes specifications and quantities of PV modules and inverters, and DC and AC system sizes.

Engineering Design Services
The following design services shall be provided by Staten:

1. Civil engineering design including:
a. Site plans
b. Geotechnical reports as required
c. Potholing as required

2. Structural engineering design including:
a. Foundations and other structural concrete
b. PV module support structural design
c. Structural design calculations as required

3. Electrical systems design including:
a. PV modules
b. Inverters
c. DC combiners, disconnects, fuses, and wiring
d. AC breakers and disconnects
e. Transformers as required
f. Single point revenue metering
g. Enclosures, conduit, and wiring
h. Data acquisition system
i. LED lighting under carport structures
Permitting
Staten shall obtain and file on a timely basis any documents required to obtain Applicable Permits except those permits that are the responsibility of the City (City Permits). City shall obtain and file on a timely basis any documents required to obtain all such City Permits. City shall pay for all taxes, fees, and costs required to obtain all permits except for Interconnection Application with SCE.

1. Applicable Permits include:
a. Interconnection agreement with SCE (Southern California Edison) b. Fire marshal
c. General construction and building permits

2. City Permits include:
a. CEQA (Categorical Exemption certified by the City is assumed for this project)
b. Easements required to complete the work.
c. All other permits required for construction of the Systems, except for Applicable Permits
Item No.14A

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