Union City City Council
May 23, 2023

FORM F - ACKNOWLEDGEMENT OF ADDENDA
The undersigned Proposer acknowledges receipt of the following addenda, if issued, to the solicitation documents. If none received, write “None Received.” Addendum No. , dated .

Addendum No. , dated .

Addendum No. , dated .

Date:__________________________________________________________________________ Firm:_________________________________________________________________________ Print Name:_____________________________________________________________________ Signature:______________________________________________________________________ Title:__________________________________________________________________________ 1 March 20, 2023
2 March 21, 2023
3 March 22, 2023
4 March 23, 2023
April 6, 2023
MV Transportation, Inc.

Dorothea DePrisco
Assistant Corporate Secretary
City Council/RSA Agenda 262 Tuesday, May 23, 2023

March 20, 2023
ATTENTION: All prospective bidders
PROJECT: Operations & Maintenance Services for Dumbarton Express, City Project No. 21-14
SUBJECT: ADDENDUM NO. 1
This addendum in being issued to make the following changes or clarifications to the project:
1) Add Responses to Proposers Questions.

ATTACHMENTS:
- 20230320_Addendum_001_Responses_City-of-Union-City_All-Proposers.pdf Proposal deadline place and time have not changed; Proposals are due electronically at 2:00 PM on Tuesday, April 11, 2022

RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED WITH YOUR SIGNATURE

BELOW AND SUBMITTED WITH THE COMPLETE PROPOSAL AT THE TIME PROPOSALS ARE DUE.
___________________________________
Steve Adams
Transit Manager
City of Union City

RECEIVED AND ACKNOWLEDGED
___________________________________

NAME OF PROPOSER
___________________________________
NAME OF PROPOSER’S FIRM
MV Transportation, Inc.

Dorothea DePrisco, Assistant Corporate Secretary
City Council/RSA Agenda 263 Tuesday, May 23, 2023

March 21, 2023
ATTENTION: All prospective bidders
PROJECT: Operations & Maintenance Services for Dumbarton Express, City Project No. 21-14
SUBJECT: ADDENDUM NO. 2
This addendum in being issued to make the following changes or clarifications to the project:
1) Add Labor Code 1070 to 1074.
2) Add Division 204 Benefits and Benefit Participation
3) Add Non-Revenue Vehicles
4) Add Accident Totals
5) Add Bid Schedule
ATTACHMENTS:
-
20230321_Addendum_002_MV_Transportation_Dumbarton_Express_Labor_Co de_1070-1074_for_all_bidders.pdf
- 20230321_Addendum_002_MV_Transportation_Division204_Benefits_Participation_2023-02-28.xlsx - 20230321_Addendum_002_Non-Revenue_Vehicles_DBX.xlsx
- 20230321_Addendum_002_Accident Totals.xlsx
- 20230321_Addendum_002_01-03-2023_BID_SCHEDULE.xlsx
Proposal deadline place and time have not changed; Proposals are due electronically at 2:00 PM on Tuesday, April 11, 2022
City Council/RSA Agenda 264 Tuesday, May 23, 2023

RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED WITH YOUR SIGNATURE

BELOW AND SUBMITTED WITH THE COMPLETE PROPOSAL AT THE TIME PROPOSALS ARE DUE.
___________________________________
Steve Adams
Transit Manager
City of Union City

RECEIVED AND ACKNOWLEDGED
___________________________________

NAME OF PROPOSER
___________________________________
NAME OF PROPOSER’S FIRM
Dorothea DePrisco, Assistant Corporate Secretary
MV Transportation, Inc.

City Council/RSA Agenda 265 Tuesday, May 23, 2023

March 22, 2023
ATTENTION: All prospective bidders
PROJECT: Operations & Maintenance Services for Dumbarton Express, City Project No. 21-14
SUBJECT: ADDENDUM NO. 3
This addendum in being issued to make the following changes or clarifications to the project:
1) Add clarification for CAD/AVL requirement.

ATTACHMENTS:
- 20230322_Addendum_003_Responses_City-of-UnionCity_Further_Clarification.pdf Proposal deadline place and time have not changed; Proposals are due electronically at 2:00 PM on Tuesday, April 11, 2022

RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED WITH YOUR SIGNATURE

BELOW AND SUBMITTED WITH THE COMPLETE PROPOSAL AT THE TIME PROPOSALS ARE DUE.
___________________________________
Steve Adams
Transit Manager
City of Union City

RECEIVED AND ACKNOWLEDGED
___________________________________

NAME OF PROPOSER
___________________________________
NAME OF PROPOSER’S FIRM
Dorothea DePrisco, Assistant Corporate Secretary
MV Transportation, Inc.

City Council/RSA Agenda 266 Tuesday, May 23, 2023

March 23, 2023
ATTENTION: All prospective bidders
PROJECT: Operations & Maintenance Services for Dumbarton Express, City Project No. 21-14
SUBJECT: ADDENDUM NO. 4
This addendum in being issued to make the following changes or clarifications to the project:
1) Add clarification for Bond requirement.

ATTACHMENTS:
- 20230323_Addendum_004_Responses_City-of-UnionCity_Further_Clarification.pdf Proposal deadline place and time have not changed; Proposals are due electronically at 2:00 PM on Tuesday, April 11, 2022

RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED WITH YOUR SIGNATURE

BELOW AND SUBMITTED WITH THE COMPLETE PROPOSAL AT THE TIME PROPOSALS ARE DUE.
___________________________________
Steve Adams
Transit Manager
City of Union City

RECEIVED AND ACKNOWLEDGED
___________________________________

NAME OF PROPOSER
___________________________________
NAME OF PROPOSER’S FIRM
Dorothea DePrisco, Assistant Corporate Secretary
MV Transportation, Inc.

City Council/RSA Agenda 267 Tuesday, May 23, 2023
RFP 21-14 Page 126 of 133 February 2023

FORM G - ACKNOWLEDGEMENT OF INSURANCE, BONDING AND LABOR PROTECTION

REQUIREMENTS
Proposer hereby acknowledges that it has read and fully understands the insurance requirements set forth in Part 1, Section 4. In addition, Proposer acknowledges that it has read and fully understands the performance bond requirements prescribed in Part 1, Section 3 and agrees to comply with the labor protection provisions and requirements referenced in Part 1, Section 2 and described in more detail in Part 1, Section 4.

Proposer also acknowledges the following Labor Code requirement:
"I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this Contract."
Proposer certifies that it has had an opportunity to review the 13(c) arrangements and other certifying conditions required by the U.S. Department of Labor, and that the Proposer’s Cost Proposal fully reflects the assumption of these obligations.

Proposer further certifies that it has the financial capacity to satisfy the above-referenced insurance and bond requirements and that the cost and price quotations shown on the attached cost proposal forms cover all costs and expenses arising out of full satisfaction of these obligations. __________________________________
Signature of Proposer
__________________________________
Company Name
__________________________________
Title
__________________________________
Date
MV Transportation, Inc.

Assistant Corporate Secretary
April 6, 2023
Dorothea DePrisco
City Council/RSA Agenda 268 Tuesday, May 23, 2023
RFP 21-14 Page 127 of 133 February 2023

FORM H- USE OF QUALIFIED EMPLOYEES OF THE PRIOR CONTRACTOR Proposer hereby acknowledges that it has read and fully understands the Use Of Qualified Employees Of The Prior Contractor requirements set forth in Part 1, Section 2.C. "Proposers that declare that they, as the successful Contractor, will retain the qualified employees of the current contractor or subcontractor(s) for a period of at least 90 days, will be assigned an additional 10 points (10% preference) by the Evaluation Committee in accordance with California Labor Code Section 1070 et seq."
Does your company, if selected as a contractor, anticipate or plan to retain the qualified employees of the current contractor or subcontractor(s) for a period of at least 90 days? Yes*_________ No ___________
* If yes, proposer will be assigned an additional 10 points (10% preference) by the Evaluation Committee in accordance with California Labor Code Section 1071 et seq. __________________________________
Signature of Proposer
__________________________________
Company Name
__________________________________
Title
__________________________________
Date
Dorothea DePrisco
MV Transportation, Inc.

Assistant Corporate Secretary
April 6, 2023
City Council/RSA Agenda 269 Tuesday, May 23, 2023
RFP 21-14 Page 128 of 133 February 2023
FORM I – CITY OF UNION CITY CALIFORNIA LEVINE ACT STATEMENT California Government Code Section 84308, commonly referred to as the “Levine Act,” prohibits any City of Union City Councilmember from participating in any action related to a contract if he or she receives any political contributions totaling more than $250 within the previous twelve months, and for three months following the date a final decision concerning the contract has been made, from the person or company awarded the contract. The Levine Act also requires a member of the City Council who has received such a contribution to disclose the contribution on the record of the proceeding.

The City’s Council Members are:

Carol Dutra-Vernaci Gary Singh Jaime Patiño
Jeff Wang Scott Sakakihara

1. Have you or your company, or any agent on behalf of you or your company, made any political contributions of more than $250 to any City Councilmember in the 12 months preceding the date of the submission of your proposals or the anticipated date of any Council action related to this contract?
YES_____ NO_____
if yes, please identify the Councilmember(s):_________________________________________

2. Do you or your company, or any agency on behalf of you or your company, anticipate or plan to make any political contribution of more than $250 to any City Councilmember in the three months following any Council action related to this contract? YES_____ NO_____
if yes, please identify the Councilmember(s):_________________________________________ Answering yes to either of the two questions above does not preclude the City from awarding a contract to your firm or any taking any subsequent action related to the contract. It does, however, preclude the identified City Councilmember(s) from participating in any actions related to this contract.
_____________________________ ____________________________________ Date Signature of authorized individual
____________________________________
Type or write name of authorized individual
_____________________________________
Type or write name of company
N/A
April 6, 2023
Dorothea DePrisco, Assistant Corporate Secretary
MV Transportation, Inc.

City Council/RSA Agenda 270 Tuesday, May 23, 2023
RFP 21-14 Page 129 of 133 February 2023

FORM J - DISCLOSURE OF GOVERNMENT POSITIONS
The Proposer hereby discloses that the following officers and employees of the Proposer’s firm currently hold the following positions with the identified governmental agency or held such position in the past 12 months.

None
Assistant Corporate Secretary
MV Transportation, Inc.

April 6, 2023
Dorothea DePrisco
City Council/RSA Agenda 271 Tuesday, May 23, 2023
RFP 21-14 Page 130 of 133 February 2023

FORM K - CERTIFICATE OF DEBARMENT

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION (Pursuant to 49 CFR Part 29, Appendix B) The prospective lower tier participant (PROPOSER) certifies, by submission of this bid or proposal, that neither it nor its principals as defined at 49 C.F.R. § 29.105(p) is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.

If the prospective participant (PROPOSER) is unable to certify to the statement above, it shall attach an explanation, and indicate that it has done so, by placing an X in the following space ________.

THE PROPOSER, ________________________, CERTIFIES OR AFFIRMS THE TRUTHFULNESS AND ACCURACY OF EACH STATEMENT OF ITS CERTIFICATION AND DISCLOSURE. IN ADDITION, THE PROPOSER UNDERSTANDS AND AGREES THAT THE PROVISIONS OF 31 U.S.C. §§ 3801 ET. SEQ.

APPLY TO THIS CERTIFICATION AND DISCLOSURE.
___________________________________________ ______________________________ PROPOSER’S Authorized Official’s Signature Date
______________________________________________________________________________ Name and Title of the PROPOSER‘s Authorized Official
MV Transportation, Inc.

April 6, 2023
Dorothea DePrisco, Assistant Corporate Secretary
City Council/RSA Agenda 272 Tuesday, May 23, 2023
RFP 21-14 Page 131 of 133 February 2023

FORM L - EXCEPTIONS TO SOLICITATION DOCUMENTS
Submittal of a proposal shall be deemed acceptance of all the terms set forth in this RFP and the sample Agreement for Services unless the Proposer includes with its proposal, in writing, any exceptions or modifications requested by the Proposer to the sample Agreement.

PROPOSER NAME:

EXCEPTIONS: Yes_____ List all exceptions below to the RFP including the sample Agreement for Services. Number each exception and attach additional pages as necessary.

No _____
MV Transportation, Inc.

City Council/RSA Agenda 273 Tuesday, May 23, 2023
City Council/RSA Agenda 274 Tuesday, May 23, 2023
City Council/RSA Agenda 275 Tuesday, May 23, 2023
City Council/RSA Agenda 276 Tuesday, May 23, 2023
City Council/RSA Agenda 277 Tuesday, May 23, 2023

DUMBARTON BRIDGE EXPRESS BUS SERVICES
MV TRANSPORTATION, INC.• RFP# 21 - 14
Appendices
We have provided the following appendices on the pages of this section:
• Appendix A: Bonding and Insurance
• Appendix B: Resumes
• Appendix C: Certificates and Licenses
• Appendix D: Benefits Overview
City Council/RSA Agenda 278 Tuesday, May 23, 2023
APPENDIX A: BONDING AND

INSURANCE
City Council/RSA Agenda 279 Tuesday, May 23, 2023
City Council/RSA Agenda 280 Tuesday, May 23, 2023

CONFIDENTIAL
City Council/RSA Agenda 281 Tuesday, May 23, 2023
City Council/RSA Agenda 282 Tuesday, May 23, 2023
ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED?

INSR ADDL SUBR

LTR INSD WVD
PRODUCER CONTACT NAME: PHONE FAX
(A/C, No, Ext): (A/C, No): E-MAIL ADDRESS:

INSURER A :

INSURED INSURER B :

INSURER C :

INSURER D :

INSURER E :

INSURER F :

POLICY NUMBER POLICY EFF POLICY EXP TYPE OF INSURANCE (MM/DD/YYYY) (MM/DD/YYYY) LIMITS

AUTOMOBILE LIABILITY

UMBRELLA LIAB

EXCESS LIAB WORKERS COMPENSATION

AND EMPLOYERS' LIABILITY
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)

AUTHORIZED REPRESENTATIVE
EACH OCCURRENCE $ DAMAGE TO RENTED CLAIMS-MADE OCCUR PREMISES (Ea occurrence) $ MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ PRO- POLICY JECT LOC PRODUCTS - COMP/OP AGG OTHER: $ COMBINED SINGLE LIMIT
(Ea accident) $ ANY AUTO BODILY INJURY (Per person) $ OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY (Per accident) $ HIRED NON-OWNED PROPERTY DAMAGE AUTOS ONLY AUTOS ONLY (Per accident) $
$ OCCUR EACH OCCURRENCE CLAIMS-MADE AGGREGATE $ DED RETENTION $ PER OTH- STATUTE ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE $
If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT INSURER(S) AFFORDING COVERAGE NAIC #

COMMERCIAL GENERAL LIABILITY
Y / N
N / A
(Mandatory in NH)

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE

THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS

CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS

CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.

If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:

CERTIFICATE HOLDER CANCELLATION
ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved.

CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY)
$
$
$
$
$
The ACORD name and logo are registered marks of ACORD
2/27/2023
(806) 376-4761 (806) 376-5136
22667
MV Transportation, Inc. and subsidiaries
2711 N. Haskell, Suite 1500
Dallas, TX 75204
37559
37540
A 5,000,000
HDOG72961006 2/1/2023 2/1/2024 100,000
5,000,000
5,000,000
5,000,000
A 5,000,000
ISAH2557803A 2/1/2023 8/1/2023
B 10,000,000
RTSXS-00069 2/1/2023 2/1/2024 10,000,000
A
WCUC70315294 2/1/2023 2/1/2024 1,000,000 N 1,000,000
1,000,000
C Crime V2335B220501 9/1/2022 9/1/2023 Employee Theft 1,000,000 RE: RFP 21-14 - Dumbarton Bridge Regional Operations Consortium Sample Certificate
MV Transportation, Inc. is self-insured for Workers Compensation in the state of California. The above Work Comp policy provides coverage excess of a $1M self-insured retention.

City of Union City
34650 Seventh Street
Union City, CA 94587
MVTRANS-01 CMILLONIG
Fairly Consulting Group, LLC
1800 S. Washington, Suite 400
Amarillo, TX 79102
ACE American Insurance Company
Underwriters at Lloyds Insurance Company
Beazley Insurance Company, Inc.

X
X
X
X
X
X
X
City Council/RSA Agenda 283 Tuesday, May 23, 2023

February 27, 2023
City of Union City
34650 Seventh Street
Union City, CA 94587
RE:  RFP #21‐14 – Dumbarton Bridge Regional Operations Consortium To Whom This May Concern,
We are the insurance broker for MV Transportation, Inc., and subsidiaries, and understand you are asking for confirmation that they will be able to meet with the types and amounts of insurance as specified above mentioned RFP documents.

MV Transportation, Inc. has a very comprehensive insurance program with financially sound insurance carriers.  We are confident that they will be able to meet with these requirements should they be awarded the Contract.

Sincerely,
Colleen Millonig
Colleen Millonig, VP
Account Executive, Property & Casualty Group
[email protected]
952‐393‐8788
City Council/RSA Agenda 284 Tuesday, May 23, 2023
APPENDIX B: RESUMES
City Council/RSA Agenda 285 Tuesday, May 23, 2023
Rudy Olvera
General Manager
Resume, Page 1

CONFIDENTIAL
Rudy Olvera is MV’s proposed General Manager for the Operations and Maintenance Services for the Dumbarton Bridge Express service.

Experience
General Manager, MV Transportation, Inc. (Union City, CA) 2017 to present
 Manages multiple division operations of fixed routes, paratransit, and micro transit transportation services  Identifies, selects, trains, and mentors all the divisional staff members  Works closely with the teamsters union to uphold labor and company expectations  Ensures all Divisional financial metrics are managed continuously and develops action plans to meet expectations  Builds strong client relationships by establishing routine operational meetings to improve services further  Conducts daily, weekly, and monthly reviews of key operational metrics via audits and staff meetings  Assists with collective bargaining contracts for multiple Divisions  Implements, promotes, and adheres to company policies and procedures to further improve all operations  Establishes and manages division budgets to adhere to the annual established operational budget goals  Creates and manages annual budgets for multiple Divisions  Conducts periodic departmental audits, including the annual CHP audits  Oversees the safety and training programs to ensure compliance with the state and company Branch Manager, Landcare USA (Pleasanton, CA)
2014 to 2017
 Managed all operations, route dispatching, and human relations functions  Managed re-branding of the company with customers and all branch operation vendors  Established and maintained effective customer relationships by meeting with accounts monthly and providing solutions to any service concerns
 Held all personnel accountable to meet efficiency, revenue quotas, and all safety standards  Enforced and upheld company contractual obligations to customers in all branches  Managed account receivables and accurate resolution of any customer concern in the division  Set measurable goals and evaluated achievement of goals, and rewarded success  Reviewed financial statements, sales activity reports, and performance data to measure productivity and goal achievement and determine areas for cost reduction and profit growth Division Manager, Serpico Landscaping (Hayward, CA)
2010 to 2014
 Managed all functions of multi-site locations, which include operations, route efficiency, and all HR functions  Oversaw construction projects and daily maintenance activities  Cultivated strong client and employee relations by creating a positive work environment  Managed over $15 million in yearly revenue by establishing and supporting effective relationships with all branches and vendors
 Established and maintained effective customer relationships  Built strong partnerships by meeting with accounts monthly and providing solutions to any service concerns  Held all personnel accountable to meet efficiency, revenue quotas, and all safety standards City Council/RSA Agenda 286 Tuesday, May 23, 2023
Rudy Olvera
General Manager
Resume, Page 2

CONFIDENTIAL
District Manager, Aramark Uniform Services (San Jose, CA) 2008 to 2010
 Managed all functions in the district, including operations, sales, and employee relations  Managed over one thousand commercial accounts
 Managed over $80 thousand in weekly revenue
 Established and maintained effective customer relationships  Held all personnel accountable to meet efficiency, revenue quotas, and all safety standards  Worked closely with the teamsters union to uphold both labor and company expectations  Managed the vehicle fleets for safety
 Managed all delivery routes for effective and efficient deliveries  Managed all district operations, including customer service  Oversaw human resources and administration per the company’s objectives District Manager, Oakwood Corporate Housing (Mountain View, CA) 2004 to 2008
Area Manager, Enterprise Rent A Car (San Jose, CA)
1999 to 2004
Education and Training
San Diego State University
 M.A. Latin American Studies-Economics- Management Concentration University of California at Berkeley
 Latin American Studies-Management Concentration
Certifications and Awards
Certifications
 Fluent in English and Spanish
 Class B license with passenger and airbrake endorsements References
Inta Faulk
 Logistics at Lawrence Livermore Labs
 (510) 828-9276
Derrick Jennings
 Bart Operations Supervisor
 (510) 417-9827
City Council/RSA Agenda 287 Tuesday, May 23, 2023
Ashreet (Sunny) Bhan
Assistant General Manager/Safety and Training Manager
Resume, Page 1

CONFIDENTIAL
Sunny Bhan is MV’s proposed Assistant General Manager/Safety and Training Manager for the Operations and Maintenance Services for the Dumbarton Bridge Express service.

Experience
Dispatcher/Road Supervisor, MV Transportation, Inc., Dumbarton Bridge Express (Union City, CA) January 2014 to present
 Identifies, selects, trains, and mentors all the divisional staff members.  Oversees operations schedules and ensures that operators meet safety and customer service standards.  Maintains daily vendor contacts to report on the overall operation of transportation services and fleet maintenance  Conducts daily, weekly, and monthly reviews of key operational metrics via audits and staff meetings  Implements, promotes, and adheres to company policies and procedures to further improve all operations  Oversees the safety and training programs to ensure compliance with the state and company  Provides reliable professional training focused on safety and customer service with a 100 percent pass-rate for students entering training since 2016.

Bus Operator, AC Transit (Hayward, CA)
August 2013 to January 2014
 Performed vehicle operations in the Bay Area, providing excellent customer service to passengers.  Focused on safety, including attaining Commercial Drivers License and Verification of Transit Training (VTT) certification.

Property Manager/Relief Manager, Public Storage – Bay Area (Fremont, Milpitas, Haward, San Leandro, San Lorenzo, and Union City)
August 2007 – August 2013
 Managed customer service, operations and maintenance of facilities at several locations in the Bay area.  Supervised sales of storage units to both personal and corporate accounts.  Maintained storage facilities and assisted with the auction process for delinquent accounts.

Customer Service Cashier, Bed Bath and Beyond (Fremont, CA) August 2004 to August 2007
 Performed cashier duties including point of sale transactions and helping customer to find items in the store.  Handled customer complaints and resolved issues at the store level.  Responsible for set up and design of merchandise displays throughout store.  Performed inventory counts as required by corporate schedule.

Education and Training
Neward Memorial High School, Newark, CA
Wyotech, Fremont, CA
 Associate’s Degree, Auto Tech and Business Management City Council/RSA Agenda 288 Tuesday, May 23, 2023
Ashreet (Sunny) Bhan
Assistant General Manager/Safety and Training Manager
Resume, Page 2

CONFIDENTIAL
Certifications and Awards
Certifications
 BTW Instructor Certification (MV Transit)
 T.S.I. Certification (MV Transit)
References
Rudy Olvera
 General Manager
 (510) 513-3605
Maryann Lopez
 Safety and Training Manager
 (510) 471-1411
City Council/RSA Agenda 289 Tuesday, May 23, 2023
Douglas (Doug) Montez
Maintenance Manager
Resume, Page 1

CONFIDENTIAL
Doug Montez is MV’s proposed maintenance manager for the Operations and Maintenance Services for the Dumbarton Bridge Express services.

Experience
Fleet Maintenance Manager, MV Transportation, Inc. (Union City, CA) 2020 to present
 Manages multiple division operations of fixed routes, paratransit, and micro transit transportation services  Supervises the maintenance staff and conduct performance reviews of workers and technicians  Provide strong leadership and technical expertise to maintain existing procedures and drive continuous improvement to MV and client standards
 Assists and guide the maintenance employees in carrying out the daily maintenance and repair work  Continuous training updates on all vehicles to ensure we meet and exceed manufacturer, MV, and client standards  Performs in CHP, client, state, and environmental inspections  Ensures a safe working environment around the equipment and facilities by adhering to MV and company policiess  Maintains records, set PMI/facility schedules, tracked work orders, spare parts/Inventory and maintenance history of equipment and facility
 Currently enrolled in electrification training courses and has experience maintaining zero emission fleets  Never failed CHP audits under his supervision and maintains 100% on-time performance of PMIs  Maintains a charge-out rate over 95 percent
Fleet Maintenance Manager/Regional Maintenance Manager, First Transit (Oakland, CA) 2007 to 2019
 Supervised the maintenance management staff at 28 locations as the RMM and conducted performance reviews of workers and technicians at several locations. Managed and maintained a fleet of 128 vehicles.  Provided strong leadership and technical expertise to maintain existing procedures and drive continuous improvement through FT policies and procedures including LEAN shop initiative  Assisted locations with budgets, monthly reports, client and CHP audits, inventory balances and vehicle/equipment purchase
 Conducted random location audits and inspections to ensure proper company DOT, state, and CHP compliance  Assisted with Union grievance resolutions
 Worked with offsite vendors including quality and cost assurances  Maintained all maintenance shop equipment and repaired/replaced as needed to ensure proper equipment functionality
 Monitored parts inventory and usage reports to improve efficiency  Optimize vendor pricing and ensured use of CPA vendors  Ensured all maintenance workers followed the prescribed safety policies and guidelines including toolbox talks, weekly shop meetings, and bi-weekly regional location calls  Oversaw warranty, recall, and campaign proficiency with most major manufacturers  Performed location audits, environmental safety inspections, and QCC of equipment and facilities  Improved shop performance by using the LEAN/5s system City Council/RSA Agenda 290 Tuesday, May 23, 2023
Douglas (Doug) Montez
Maintenance Manager
Resume, Page 2

CONFIDENTIAL
Maintenance Manager/Lead Tech, Trimac Transportation (Hayward, CA) 2004 to 2007
 Supervised the maintenance staff and conducted performance reviews of workers and technicians  Provided strong leadership and technical expertise to maintain existing procedures and drive safety and continuous improvement
 Resolved maintenance problems and recommended measures to improve working conditions, vehicles, equipment and repairs of the facility
 Assisted and performed CHP, client, state, and environmental inspections  Used different techniques and guidelines to ensure a safe working environment around the equipment and facilities  Recommended ways of improvement and expansion in the current facility  Maintained records, set PMI/facility schedules, tracked work orders, spare parts/inventory and maintenance history of equipment and facility
Fleet Manager/Lead Tech, National Construction Rentals (Hayward, CA) 2002 to 2004
 Supervised the maintenance staff and conducted performance reviews of workers and technicians  Provided strong leadership and technical expertise to maintain existing procedures and drive continuous improvement and fabrication of equipment
 Resolved maintenance problems and recommended measures to improve conditions and operations of machines and equipment
 Preformed CHP, client, state, and environmental inspections  Maintained all maintenance shop equipment and repaired/replaced them to ensure proper functioning, parts stock and inventory order
 Ensured all maintenance workers were following the prescribed safety policies and guidelines Education and Training
United States Army
 Equipment Mechanic- Honorable Discharge
Training
 Contral Data Institute Office Management
 Infor CloudSuite Training
 5s and LEAN Training
Certifications and Awards
Certifications
 Bendix Brake Training Certified
 ASE A4, A5, and A6 Certified
 CNG Inspection Certified
 ARC Flash Safety Certified
 CAL/OSHA Lockout Target Certified
References
Adam VanDerVeer
 (510) 417-7097
 [email protected]
Gerardo Cardenas
 (510) 965-7707
 [email protected]
City Council/RSA Agenda 291 Tuesday, May 23, 2023
APPENDIX C: CERTIFICATES

AND LICENSES
City Council/RSA Agenda 292 Tuesday, May 23, 2023
Secretary of State
Certificate of Status
I, SHIRLEY N. WEBER, PH.D., California Secretary of State, hereby certify:

Entity Name: MV TRANSPORTATION, INC.

Entity No.: 0905601
Registration Date: 12/18/1978
Entity Type: Stock Corporation - CA - General
Formed In: CALIFORNIA
Status: Active
The above referenced entity is active on the Secretary of State's records and is authorized to exercise all its powers, rights and privileges in California.

This certificate relates to the status of the entity on the Secretary of State’s records as of the date of this certificate and does not reflect documents that are pending review or other events that may impact status.

No information is available from this office regarding the financial condition, status of licenses, if any, business activities or practices of the entity.

IN WITNESS WHEREOF, I execute this certificate and affix the Great Seal of the State of California this day of February 07, 2023.

SHIRLEY N. WEBER, PH.D.

Secretary of State
Certificate No.:

To verify the issuance of this Certificate, use the Certificate No. above with the Secretary of State Certification Verification Search available at bizfileOnline.sos.ca.gov. 080268024
City Council/RSA Agenda 293 Tuesday, May 23, 2023
Secretary of State
Certificate of Status
I, SHIRLEY N. WEBER, PH.D., California Secretary of State, hereby certify:

Entity Name: MV PUBLIC TRANSPORTATION, INC.

Entity No.: 2561255
Registration Date: 10/14/2003
Entity Type: Stock Corporation - CA - General
Formed In: CALIFORNIA
Status: Active
The above referenced entity is active on the Secretary of State's records and is authorized to exercise all its powers, rights and privileges in California.

This certificate relates to the status of the entity on the Secretary of State’s records as of the date of this certificate and does not reflect documents that are pending review or other events that may impact status.

No information is available from this office regarding the financial condition, status of licenses, if any, business activities or practices of the entity.

IN WITNESS WHEREOF, I execute this certificate and affix the Great Seal of the State of California this day of February 07, 2023.

SHIRLEY N. WEBER, PH.D.

Secretary of State
Certificate No.:

To verify the issuance of this Certificate, use the Certificate No. above with the Secretary of State Certification Verification Search available at bizfileOnline.sos.ca.gov. 080266424
City Council/RSA Agenda 294 Tuesday, May 23, 2023
Thank you for your business license payment. Below is your license. Please verify the information shown and notify us of any discrepancies.

License tax must be renewed before the expiration date to avoid penalty charges. The City mails renewal notices as a courtesy only. Not receiving a renewal notice does not constitute a waiver of late charges. Therefore, penalty charges will be assessed on all late renewals.

Questions concerning your Business License should be directed to (510) 675-5312.

Detach business license and post in a conspicuous place at your business location.

CITY OF UNION CITY
Finance Department
34009 Alvarado-Niles Road, Union City, CA 94587
Account Number: 10014497
License Number: BL-266328
Expiration Date: 8/31/2023

CITY OF UNION CITY
Name:

Location:

Owner:

BUSINESS LICENSE
This license is evidence that the person(s), firm or corporation named herein has paid the applicable tax required by the City of Union City through the expiration date indicated below. Under provisions of Chapter 5 of the City of Union City Municipal Code, issuance of this license shall not be construed as compliance with other City Ordinance, State or Federal laws. 1283 Atlantic St, Union City, CA 94587

MV TRANSPORTATION
Tom Egan
ATTN: TAX DEPT (CA22)

MV TRANSPORTATION
2711 N HASKELL AVE STE 1500
DALLAS, TX 75204-5903

TO BE POSTED IN A CONSPICUOUS PLACE NOT TRANSFERABLE
City Council/RSA Agenda 295 Tuesday, May 23, 2023
Thank you for your business license payment. Below is your license. Please verify the information shown and notify us of any discrepancies.

License tax must be renewed before the expiration date to avoid penalty charges. The City mails renewal notices as a courtesy only. Not receiving a renewal notice does not constitute a waiver of late charges.

Therefore, penalty charges will be assessed on all late renewals.

Questions concerning your Business License should be directed to (510) 675-5312.

Detach business license and post in a conspicuous place at your business location.

CITY OF UNION CITY
Finance Department
34009 Alvarado-Niles Road, Union City, CA 94587
Account Number: 10002404
License Number: BL-022375
Expiration Date: 6/30/2023

CITY OF UNION CITY
Name:

Location:

Owner:

BUSINESS LICENSE
This license is evidence that the person(s), firm or corporation named herein has paid the applicable tax required by the City of Union City through the expiration date indicated below. Under provisions of Chapter 5 of the City of Union City Municipal Code, issuance of this license shall not be construed as compliance with other City Ordinance, State or Federal laws. 34650 Seventh St, Union City, CA 94587
MV TRANSPORTATION, INC.

MV TRANSPORTATION, INC.

MV TRANSPORTATION, INC.
2711 N HASKELL AVE SUITE 1500
DALLAS, TX 75204-2906

TO BE POSTED IN A CONSPICUOUS PLACE NOT TRANSFERABLE
City Council/RSA Agenda 296 Tuesday, May 23, 2023
APPENDIX D: BENEFITS

OVERVIEW
City Council/RSA Agenda 297 Tuesday, May 23, 2023
GUIDE TO 2022

BENEFITS
Your BENEFITS.

THE PATH TO LIVING WELL
LIFE
MONEY
HEALTH
City Council/RSA Agenda 298 Tuesday, May 23, 2023
Useful Terms to Understand
Your Medical Plan
SEE PAGE 6
Medical, Dental, and
Vision Coverage
SEE PAGE 7
Disability Insurance
SEE PAGE 14
Flexible Spending
Accounts (FSA)
Important Contact SEE PAGE 12
Information
SEE PAGE 17
If you (and/or your
dependents) have Medicare
or will become eligible for
Medicare in the next 12
months, a federal law gives
you more choices about
your prescription drug
coverage. Please see
page 23 for more details.
3 Welcome to MV
Transportation’s Benets
Overview
4 Who Is Eligible?
4 How to Enroll
5 Dependent Verication
Requirement
6 When Can You Make
Changes to Your Benets
6 Useful Terms to Understand
Your Medical Plan
7 Medical, Dental, and
Vision Coverage
8 High Deductible Health
Plan and Health Savings
Account (HSA)
10 Telemedicine
11 Medical Care Options
12 Flexible Spending
Accounts (FSA)
13 Other Insurance
Options Available
14 Life and Accidental
Death & Dismemberment
(AD&D) Insurance
14 Disability Insurance
15 Employee Assistance
Program – Free
16 Additional Benets
17 Important Contact
Information
18 Important Notice of
Privacy Practices
22 Other Important
Legal Notices

TABLE OF CONTENTS
2 City Council/RSA Agenda 299 Tuesday, May 23, 2023

WELCOME TO MV
TRANSPORTATION’S

BENEFITS OVERVIEW
At MV Transportation, we are proud of the work that we do in providing safe, reliable, and a
ordable transportation services. However, our mission is more than o
ering transportation; it’s about serving our communities and making our customers feel like family. You play a vital role in our success, and we appreciate your hard work and dedication to our mission.

As you know, health and wellness are cornerstones of a productive life at work and at home.
at’s why we o
er valuable resources and programs
to encourage and support a healthy lifestyle.
e benets we o
er provide
protection and care for yourself and those you love most — your family.

We hope you nd this overview to be a helpful tool as you make your benet choices. We encourage you to take time to review the information to choose the best coverage that ts your needs.

WELCOME TO MV
TRANSPORTATION’S
3 City Council/RSA Agenda 300 Tuesday, May 23, 2023
WHO IS ELIGIBLE?
You are eligible to participate in MV Transportation benet plans if you meet the eligibility requirements under the A
ordable Care Act (ACA), which is approximately
working an average of 30 hours per week or more in a 12-month period unless otherwise provided by Collective Bargaining Agreement. To know when your benets begin, contact your supervisor.

Your eligible dependents also have access to many of the benets we o er. Eligible
dependents include:
• Your legal spouse, domestic partner, or common-law spouse • Dependent children until age 26
• Dependent children of any age who are mentally or physically handicapped and meet certain requirements because of a handicap who rely on you for support

HOW TO ENROLL
Enrollment is easy and convenient. Before you enroll, read this benets guide and learn about all your health insurance options. If you have any questions, call the MV Transportation Benets Enrollment Center at 1-833-989-1970.

How to enroll online

1. Visit www.mymvtbenets.com and click the Register button to get started.

e case sensitive company key is MVT.

2. Create your user name and password, verify your personal information, and answer a few security questions.

3. Log in using your new user name and password.

4. Explore the site to learn about your benets. You’ll nd lots of helpful information in the Reference Center.

5. Click the Start Here button to review your personal information and add or edit any dependents you wish to cover.

Important Note
If you enroll a dependent in one
of MV’s plans, you must provide
documentation showing that your
dependent is eligible.
e next
page shows a list of acceptable
documents.

Please Note:
e benets described in this guide are a brief overview. Not all employees will be eligible for every benet. Please read the call out boxes on each page to see if the benet applies to you.
4 City Council/RSA Agenda 301 Tuesday, May 23, 2023

DEPENDENT VERIFICATION REQUIREMENT
MV Transportation requires dependent verication documentation for a NEWLY ADDED dependent(s) before your dependent can be enrolled. Please upload your documentation to MV Transportation Benets site, www.mymvtbenets.com. As an alternative, you may email your documents to [email protected] or you can mail your documentation to MV Transportation Benet Enrollment Center, P.O. Box 310552, Des Moines, IA 50331-0552.

Your dependent(s) will not have active coverage for medical, dental, and/or vision until documentation is received and approved. If you have any questions, call the MV Transportation Benets Enrollment Center at 1-833-989-1970.

Eligible Dependent Type Required Documentation
Spouse
A person who is your husband or wife, based on
a legal union, including a husband or wife of the
same sex, provided you were legally married in a
state that recognizes same-sex marriage
Marriage certicate
Domestic Partner Includes same-sex civil union partner and same-sex registered domestic partner

1. Domestic partner registration/commonlaw spouse registration or MV Adavit of Domestic Partnership; AND

2. Copies of documentation showing that you
and your partner have lived together for at
least six months (provide two documents
from list below)
Examples include copies of:
– Lease or deed naming both partners
– Utility bills and/or credit accounts
– Wills and/or life insurance policies
Domestic Partner/
Common-Law
Spouse
Includes opposite-sex domestic partner,
opposite-sex civil union partner, and
opposite-sex common-law spouse
Dependent Child
A child who is under age 26 and is the biological
child, legally adopted child, or stepchild of
you and/or your spouse, domestic partner, or
common-law spouse
• Certied copy of birth certicate showing you
as a parent; or
• Certied copy of adoption agreement; or
• Certied copy of court custody or guardianship
documents; or
• Certied copy of the portion of the
divorce decree showing the dependent
5 City Council/RSA Agenda 302 Tuesday, May 23, 2023

WHEN CAN YOU MAKE

CHANGES TO YOUR BENEFITS

e benet choices you make during your enrollment will remain in e ect for the entire
plan year unless you have a change in family status or a qualifying life event. You will not be able to change your medical, dental, vision, or exible spending accounts aer enrollment unless you experience a Qualifying Life Event.

Examples of a qualifying life event include, but are not limited to, the following:
• Marriage or divorce
• Birth or adoption of a child
• Change in employment for you or your spouse that a
ects your benet eligibility
• Loss of other health coverage
Important Note
It is your responsibility to notify
the MV Transportation Benets
Call Center within 31 days aer a
qualifying life event (60 days if your
change in eligibility is related to a
government program).

USEFUL TERMS TO

UNDERSTAND YOUR

MEDICAL PLAN
In-network – Providers and facilities that are contracted by our health plans to o er
services to participants at a reduced rate; be aware that in-network hospitals may use an out-of-network doctor for some services.

Deductible –
e amount you pay each year before your plan begins paying. ( is does
not include your premiums withheld from your paycheck.) Copay – A copay is the amount you pay every time you receive a health service. For instance, if your copay to see a doctor is $40, you pay that amount each time you see him or her.
e insurance takes care of the rest.

Coinsurance –
e amount (usually a percentage of the claim) shared by you and the plan, aer you have met the deductible.

Out-of-pocket maximum – Maximum dollar amount that you will pay per year before the plan begins paying covered expenses at 100%.

You will need to provide documentation of the event. Any benet changes must be directly related to the qualifying life event. Visit www.mymvtbenets.com if you have a qualifying life event. If you have any questions, call the MV Transportation Benets Enrollment Center at 1-833-989-1970. 6 City Council/RSA Agenda 303 Tuesday, May 23, 2023

MEDICAL, DENTAL, AND

VISION COVERAGE
At MV Transportation, we o
er you medical, dental, and vision coverage designed
to help you get the care you need at an a
ordable price.
ese programs are
specic to your division and vary based on geography, Collective Bargaining Agreements (CBAs), and other factors. For specic plans o ered to your location,
please refer to the Benet Summaries located in the Reference Center via www.mymvtbenets.com.
ere you will nd a complete description of the
plans available and the services covered by each.
• Many of the plans give you the exibility to choose an in-network or out-of-network provider each time you need care. Keep in mind that you will save money when you visit in-network providers. • As you review the plans o
ered, choose the plan that best meets your
needs in terms of the coverage needed, your contribution amount, and out-of-pocket costs.

Preventive Care: It Pays to Stay Healthy and
These Services are FREE!
Our medical plans are designed to make it a
ordable to get the preventive
services you and your family need to stay healthy. Preventive care includes services such as well-child visits, physical exams, and routine physical-related tests like EKGs, gynecological exams, and mammograms. When you use an in-network provider, your coverage for preventive services under the medical plans is fully covered as follows:
• You are not responsible for copays or coinsurance on any preventive services • Preventive services are covered without having to pay your deductible rst •
ere is no annual dollar limit for preventive services
Take advantage of your no cost preventive care coverage! Cost of Medical, Dental and Vision Coverage

e per paycheck premium contribution amounts (payable by Team Members who elect coverage) are provided via the online enrollment tool at www.mymvtbenets.com.

Before you enroll, learn about your other health care options. You may qualify for expanded Medicaid or other coverage through the Health Insurance Marketplace. Read more information on page 13. 7 City Council/RSA Agenda 304 Tuesday, May 23, 2023

HIGH DEDUCTIBLE HEALTH

PLAN AND HEALTH SAVINGS

ACCOUNT (HSA)
A High Deductible Health Plan (HDHP) with the corresponding Health Savings Account (HSA) gives you more control over your health care dollars. Since you are responsible for 100% of all covered services until you meet the annual deductible, your HSA will help cover your out-of-pocket costs. Once you meet your deductible, the medical plan will generally pay the majority for in-network covered services until you reach the annual out-of-pocket maximum, at which time the plan will pay 100% of covered services.

Selecting highest level of benefits under the plan while also allowing you to maximize your HSA funds.

An HSA is a tax-favored account that allows you to save and pay for qualified medical expenses tax-free — now and in the future.
• You contribute pre-tax dollars to the account through payroll deduction. This lowers your taxable income and gives you more take-home pay. • Account balances accrue interest tax-free. There are many investment options to consider through the MV Transportation-sponsored HSA.
• When you pay for qualified medical expenses, you withdraw funds tax-free by swiping your HSA card. Remember, you can only withdraw funds up to the amount you have in your HSA.

Keep in mind that the HSA account is yours. You own all funds that you contribute to the account. If you retire or leave MV Transportation, you take the funds with you.

There is no “use it or lose it” rule. Any remaining money at the end of the year rolls over to the next plan year.

HSA Eligibility Requirements
You are eligible to open an HSA if you meet the requirements defined by the IRS below:
• You are covered under a High Deductible Health plan (defined as a plan with a minimum deductible of $1,400 for individual coverage, $2,800 for family coverage) and have no other health coverage
• You or your covered spouse do not participate in a Health Care Flexible Spending Account or health reimbursement account
• You are not enrolled in Medicare, Medicaid, or Tricare • You are not claimed as a dependent on someone else’s tax return For 2022, HSA holders can choose to save up to $3,650 for an individual and $7,300 for a family per calendar year (HSA holders age 55 and older get to save an extra $1,000, which means $4,600 for an individual and $8,200 for a family). 8 City Council/RSA Agenda 305 Tuesday, May 23, 2023
Qualified vs. Non-Qualified Medical Expenses
Your HSA funds will only cover qualied medical expenses. If you use your HSA for non-qualied medical expenses, you will be subject to income tax on the expense amount and an additional 20% tax penalty. For individuals age 65 and older, the penalty is waived, but the income tax provision will apply for non-medical distributions.

Qualified Medical Expenses Non-Qualified Medical Expenses • Most medical care that is subject to your deductible
(coinsurance, doctor visits, inpatient or outpatient
treatment, etc.)
• Prescription drugs
• Over-the-counter (OTC) drugs, only if you
obtain a prescription
• Insulin (with or without a prescription)
• Dental and vision care
• Select insurance premiums:
– COBRA
– Qualied long-term care insurance
– Health insurance premiums paid while receiving
unemployment benets
– Health insurance aer you turn 65, except for a
Medicare supplemental policy
• Insurance premiums (other than those listed on the
Qualied Medical Expenses list)
• OTC drugs that you do not have a prescription for
• Surgery purely for cosmetic reasons
• Expenses covered by another health plan
• General health items such as tissues, toiletries,
hand sanitizer, etc.
9 City Council/RSA Agenda 306 Tuesday, May 23, 2023

TELEMEDICINE
Participants in any of MV Transportation’s Medical Plans have access to additional medical care through telemedicine, which provides you and your family with access to licensed physicians who can resolve many routine medical issues. Members can request consultations via phone, from anywhere in the U.S., 24/7/365. Physicians can diagnose, recommend treatment, and write short-term prescriptions when necessary for treatment of more than 80 health conditions, including: allergies, cold/u, fever, headaches, nausea, and sinus infections. Telemedicine is not intended to handle medical emergencies or ongoing health conditions.

The Benefits of Telemedicine
Using telemedicine is easy and convenient.
• Saves time — average call back time is much shorter than an average in-person visit • Saves money — avoid the higher costs of urgent care or emergency room visits • Faster service — be seen sooner rather than waiting for an appointment with your doctor’s oce
• Reduces exposure to illness — connect with a doctor from the comfort of your own home or oce
How it Works
Participants in any of MV Transportation’s BlueCross BlueShield Plans have access to MDLIVE.
• Call MDLIVE at 888-680-8646
• Go to MDLIVE.com/bcbstx
• Text BCBSTX to 635-483
• Download the MDLIVE app
Participants in MV Transportation’s GPA Open Choice PPO Plan have access to UCM Digital Health.
• Call UCM Digital Health at 844-484-7362
• Go to goseesam.com
• Download the UCM app
Virtual Visits vs.

Telemedicine
Virtual visits are another easy and
convenient alternative to in-person,
face-to-face care. Virtual visits are
di
erent from telemedicine.
• Virtual visits are with your
own Primary Care or Specialist
Physician.
• Virtual visits can apply to
Primary Care or Specialist
Physicians, based on their
individual practices. Di
erent
out of pocket costs will apply,
see your Plan Document
for details.
• Being able to see your own
Physician is one of the major
di
erences between virtual
visits and telemedicine.
• Call your Physician to schedule
a virtual visit.
10 City Council/RSA Agenda 307 Tuesday, May 23, 2023

MEDICAL CARE OPTIONS
Where you go for care can make a major impact on how much you pay and the kind of care you receive.

Where to Get Care Type of Care Wait Time Cost
Minor
Telemedicine
• Cough
• Cold/flu
• Ear Infections $
Doctor’s Office
• Cough
• Cold/flu
• Sprains
• Ear Infections
$$
Urgent
Urgent Care Center
• Cuts
• Minor Burns
• Fractures
$$$
Life-Threatening
Hospital ER
• Chest Pain
• Uncontrollable Bleeding
• Trouble Breathing $$$$
11 City Council/RSA Agenda 308 Tuesday, May 23, 2023

FLEXIBLE SPENDING ACCOUNTS (FSA)
MV Transportation o
ers a Health Care Flexible Spending Account (FSA) and a Dependent Care Flexible Spending Account (FSA) as a smart and convenient way to stretch your benet dollars and receive real tax savings:

How FSAs Work
While out-of-pocket health care expenses are typically paid for using your aer-tax dollars, an FSA gives you the opportunity to set your pre-tax dollars aside to pay for eligible health care and dependent care expenses through contributions taken from your paycheck before taxes are withheld. Since these contributions are not subject to federal, state, or payroll tax withholding, you receive more value for the dollars you spend on eligible expenses for you and your family.

Please Note:
e Health Care Flexible Spending Account is for paying health-related expenses.
e Dependent Care Flexible Spending Account is for paying expenses related to daycare for your children or elder care for a parent. e Health Care Flexible
Spending Account comes with a card that you can use to pay health related expenses at the doctor’s oce or pharmacy. Accessing the funds in your Dependent Care Flexible Spending Account requires that you pay the expense, then submit a claim for reimbursement.

During enrollment, you elect the pre-determined amount you would like to set aside annually to be designated as an FSA contribution to be utilized for qualifying expenses.

Remember, if you enroll in a
High Deductible Health Plan,
you are not eligible to contribute
to the Health Care FSA.
e HSA
will take the place of the Health
Care FSA.

Important Rules to
Keep in Mind
•
e IRS allows you to roll over
up to $550 of unused Health
FSA funds to the following
plan year. Any amount over
$550 will be forfeited.
• You cannot transfer funds
from one FSA to another.
• You cannot stop or change
your FSA contribution amount
during the year unless you
have a qualied change in
family status.
• You must save your receipts!
Submit copies of your receipts
when ling a claim.
•
e maximum contribution
to the Health Care FSA is
$2,750 per year.
•
e maximum contribution
to the Dependent Care FSA
is $5,000 per year ($2,500
if married, ling separate
income tax return).
12 City Council/RSA Agenda 309 Tuesday, May 23, 2023

OTHER INSURANCE OPTIONS AVAILABLE
In addition to the company-sponsored health insurance discussed in this guide, you also have the following health insurance options to consider:
• Health Insurance Marketplace: You can enroll in coverage through your state or the federal exchange at varying levels of coverage and all levels of cost. Visit www.healthcare.gov or call 1-800-318-2596 for more information. • Coverage through your spouse/domestic partner or other employer, if applicable; and • Expanded Medicaid: Under the ACA, Medicaid eligibility has expanded, and more people are eligible for coverage.

Visit your state’s Medicaid website for information. Submit an application on www.healthcare.gov to see if you qualify for Medicaid.

e ACA also allows individuals to waive health insurance coverage altogether for 2022 and potentially incur a penalty. 13 City Council/RSA Agenda 310 Tuesday, May 23, 2023

LIFE AND ACCIDENTAL DEATH &

DISMEMBERMENT (AD&D) INSURANCE
As an important part of your personal nancial planning, MV Transportation o ers life and accidental death and dismemberment
insurance through Securian. Refer to the enrollment site for eligibility or call the MV Transportation Benets Center. e enrollment
tool can assist you in pricing the level of coverage you are considering.

Increasing Your Level of Coverage
If you are already enrolled under the supplemental life insurance plan, you can increase your coverage during Open Enrollment:
• If you are an hourly paid employee, and already enrolled in supplemental life coverage, you can increase by 1 level (i.e. $10,000) of coverage in increments of $10,000, up to $100,000. For coverage over these amounts, you will need to provide Evidence of Insurability (EOI).
• If you are an hourly paid employee and you are not enrolled in supplemental life insurance at Open Enrollment, you may enroll in the plan in increments of $10,000. All elections require Evidence of Insurability (EOI). • If you are a salaried employee enrolled in supplemental life, you may increase your level of coverage by 1 level up to the lesser of 2 times annual salary or $150,000. For coverage over these amounts, you will need to provide Evidence of Insurability (EOI). • If you are a salaried employee not enrolled in supplemental life, you may enroll in 1-5 times your base pay. All elections require Evidence of Insurability (EOI).

Supplemental AD&D Insurance Premiums
You can elect supplemental AD&D insurance coverage for yourself at the same amount you choose for your supplemental life insurance. Your AD&D rate is $0.04 per $1,000 of coverage.

DISABILITY INSURANCE
MV Transportation recognizes the importance of your nancial well-being in the event of a disability. Your regular monthly obligations, such as your mortgage or rent, utility bills, food, and other necessities, continue even if you are unable to work. Refer to the online enrollment tool or call the MV Transportation Benets Center for eligibility.

Choosing a Beneficiary
Your beneciary is the person who receives the proceeds from the Life insurance plans in the event of your death. If you elect spouse and/or child Life insurance, you are automatically the beneciary of that coverage. To designate your beneciaries, complete the appropriate information during the enrollment process.

Make sure you have the Social Security Numbers of your beneciaries when completing your enrollment.
14 City Council/RSA Agenda 311 Tuesday, May 23, 2023

EMPLOYEE ASSISTANCE
PROGRAM – FREE
Contact Information
1-800-433-7916
Lifeworks.com or get the mobile app from the app store
available 24 hours per day/7 days per week
First time visitors to the website will use an Invitation code MVT-Employee ID; for example, MVT-222333
Program Features
• Legal advice
• Financial consultation
• Parenting and family services
• Alcohol and drug dependency help
• Identity the victim recovery services
Counseling Services Up to 3 phone or face-to-face counseling sessions per issue, per year
You and your family have access
to the Employee Assistance
Program (EAP), at no cost to you,
to help with personal issues.
15 City Council/RSA Agenda 312 Tuesday, May 23, 2023

ADDITIONAL BENEFITS
As a Team Member of MV Transportation, you have the ability to purchase additional coverage at group rates through Chubb Benets.
ese optional benets include
the following:

Group Accident Insurance
Group Accident Insurance pays a at dollar amount to help pay for out-of-pocket expenses as a result of a covered accident, such as broken bones, dislocations, lacerations, and dismemberment. You can elect coverage for yourself or for your entire family.

Short-Term Disability (STD)
Short-Term Disability (STD) coverage protects your income in the event of disability resulting from an illness or injury. You can choose coverage for up to 60% of your income, up to a monthly maximum of $3,000. Benets start the rst day aer the waiting period when you are disabled and unable to work. • What is a waiting period? It is the number of days between the illness or injury and the date benets begin.

Critical Illness
Critical Illness coverage provides a lump-sum benet to help pay for out-of- pocket medical and living expenses upon the diagnosis of covered illnesses, such as cancer, heart attack, stroke, and renal failure. You can also receive an annual wellness benet — see the box on the right.

Hospital Indemnity
Hospital indemnity pays cash benets to help cover out-of-pocket hospital expenses, such as your deductible and coinsurance.

Receive Cash
Benefit with the
Critical Illness
Wellness Benefit
You can receive $100 per year
when you get certain screenings
like a colonoscopy, biopsy for skin
cancer, and EKG. For details on
how to qualify for this benet,
contact the MV Transportation
Benet Center at 1-833-989-1970.
16 City Council/RSA Agenda 313 Tuesday, May 23, 2023

IMPORTANT CONTACT

INFORMATION
If you have any questions about your benefits or need more information, contact the carriers listed below:

Contact Phone
BCBS of Massachusetts 1-800-424-0794
BCBS of MA Dental 1-800-424-0794
BCBS of Texas 1-866-245-6751
Benefit Service Center
(Benefits, Flex Spending, Health
Savings and COBRA support)
1-833-989-1970
Chubb Voluntary Benefits NY: 1-833-896-2968
All Other U.S. States: 1-833-542-2013
Colonial 1-800-325-4368
Delta Dental 1-800-521-2651
Group and Pension Administrators (GPA) 1-800-716-2852
Health Plan of Nevada 1-800-777-1840
Kaiser CA 1-800-464-4000
Kaiser MidAtlantic 1-800-777-7902
Kaiser OR/WA 1-800-813-2000
Life Works (EAP) 1-800-433-7916
MetLife Home/Auto Coverage 1-800-438-6388
MyChoice Accounts 1-833-989-1970
Prudential Disability Claims: 1-800-842-1718
Life Claims: 1-800-524-0542
Securian Life Insurance
1-800-872-2214
Claims: 1-888-658-0193
Telemedicine
• MDLIVE (BlueCross)
• UCM Digital Health (GPA)
1-888-680-8646
1-844-484-7362
The Hartford – Disability Claims: 1-800-354-1779
VSP Vision Insurance 1-800-877-7195
United Health Care Nevada 1-800-777-1840
17 City Council/RSA Agenda 314 Tuesday, May 23, 2023

IMPORTANT NOTICE OF PRIVACY PRACTICES
This notice describes how medical information about you may be used and disclosed and how you can get access to this information.

Please review it carefully.

The Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) requires the MV Transportation, Inc. Welfare Plan (the “Plan”) to maintain the privacy of your individual health information (called “Protected Health Information” or “PHI”) – whether received in writing, in an electronic medium, or as an oral communication.

The Plans Duties Regarding Your PHI
Under HIPAA, the Plan must provide you with a notice that describes its (1) legal duties and (2) policies and procedures regarding your Protected Health Information. For any health benefits that are provided to you under an insurance contract, you will receive a separate privacy notice from the insurance company.

The Plan is required, by law, to follow the policies and procedures described in this notice. However, these policies and procedures may be changed from time to time as the need arises. Any changes will be applicable to all Protected Health Information maintained by the Plan. If changes are made to the policies and procedures, you will be provided with an updated notice.

It is important to note that this these rules apply to the Plan, not MV Transportation, Inc. (the “Company”) as an employer. Different policies may apply to other Company programs or to data unrelated to the Plan.

How the Plan May Use or Disclose Your Protected Health
Information
The privacy rules under HIPAA generally allow the use and disclosure of your protected health information without your permission (known as an “authorization”) for purposes of health care treatment, payment activities, and health care operations. Here are some examples of what that might entail:
• Treatment includes providing, coordinating, or managing health care by one or more health care providers or doctors. Treatment can also include coordination or management of care between a provider and a third party, and consultation and referrals between providers. For example, the Plan may share your health information with physicians who are treating you.
• Payment includes activities by the Plan, other plans, or providers to obtain premiums, make coverage determinations, and provide reimbursement for health care. This can include eligibility determinations, reviewing services for medical necessity or appropriateness, utilization management activities, claims management, and billing, as well as “behind the scenes” Plan functions such as risk adjustment, collection, or reinsurance. For example, the Plan may share information about your coverage or the expenses you have incurred with another health plan in order to coordinate payment of benefits.
• Health care operations include activities by the Plan (and in limited circumstances other plans or providers) such as wellness and risk assessment programs, quality assessment and improvement activities, customer service, and internal grievance resolution. Health care operations also include vendor evaluations, credentialing, training, accreditation activities, underwriting, premium rating, arranging for medical review and audit activities, and business planning and development. For example, the Plan may use information about your claims to review the effectiveness of wellness programs.

The amount of health information used, disclosed, or requested without your authorization will be limited to the minimum necessary for these permitted purposes and, when needed, restricted to the minimum necessary to accomplish the intended purposes, as defined under the HIPAA rules. This minimum necessary standard, however, will not apply to disclosures (i) to a health care provider for treatment, (ii) to you or your personal representative, (iii) made pursuant to your authorization, (iv) to the Secretary of the U.S. Department of Health and Human Services (“HHS”), (v) required by law, and (vi) required for the Plan’s compliance with legal regulations.

If the Plan uses or discloses PHI for underwriting purposes (generally, eligibility determinations, premium computations, and any other activities related to the creation, renewal, or replacement of health benefits), the Plan will not use or disclose PHI that is your genetic information for such purposes. Genetic information includes information regarding genetic tests for you and your family members, information regarding the manifestation of a disease or disorder in your family members, and any request for (or receipt of) genetic services, including participation in clinical research trials that involve genetic services.

The Plan may also contact you to provide appointment reminders or information about treatment alternatives or other health-related benefits and services that may be of interest to you.

How the Plan May Share Your Protected Health
Information with the Company
The Plan, or a Plan health insurer or HMO, may disclose your health information without your written authorization to the Company for plan administration purposes. The Company may need your health information to administer benefits under the Plan. The Company agrees not to use or disclose your health information other than as permitted or required by the Plan documents and by law. The Company Corporate Benefits staff and carefully selected individuals within the Company are the only Company Team Members who will have access to your health information for plan administration functions.

Here’s how additional information may be shared between the Plan and the Company as allowed under the HIPAA rules:
• The Plan, or a Plan health insurer or HMO, may disclose “summary health information” to the Company if requested, for purposes of obtaining premium bids to provide coverage under the Plan, or for modifying, amending, or terminating the Plan. Summary health information is information that summarizes participants’ claims information, from which names and other identifying information have been removed.
• The Plan, or a Plan health insurer or HMO, may disclose to the Company information on whether an individual is participating in the Plan or has enrolled or disenrolled in an insurance option or HMO offered by the Plan.
18 City Council/RSA Agenda 315 Tuesday, May 23, 2023
In addition, you should know that the Company cannot and will not use health information obtained from the Plan for any employmentrelated actions. However, health information collected by the Company from other sources (for example under the Family and Medical Leave Act, Americans with Disabilities Act, or workers’ compensation) is not protected under HIPAA (although this type of information may be protected under other federal or state laws).

Other Permitted Uses or Disclosure of Protected Health
Information
In certain cases, your protected health information can be disclosed without authorization to a family member, close friend, or other person you identify who is involved in your care or payment for your care.

Information about your location, general condition, or death may be provided to a similar person (or to a public or private entity authorized to assist in disaster relief e
orts). You generally will be given the chance
to agree or object to these disclosures (although exceptions may be made – for example, if you are not present or if you are incapacitated).

In addition, your protected health information may be disclosed without your authorization to your legal representative.

e Plan also is allowed to use or disclose your protected health information without your written authorization for the following activities:

Workers’
compensation
Disclosures to workers’ compensation or similar
legal programs that provide benets for workrelated injuries or illness without regard to fault, as authorized by and necessary to comply with
the laws
Necessary to
prevent serious
threat to health
or safety
Disclosures made in the good-faith belief that
releasing your health information is necessary to
prevent or lessen a serious and imminent threat
to public or personal health or safety, if made to
someone reasonably able to prevent or lessen the
threat (or to the target of the threat); includes
disclosures to help law enforcement ocials
identify or apprehend an individual who has
admitted participation in a violent crime that
the Plan reasonably believes may have caused
serious physical harm to a victim, or where it
appears the individual has escaped from prison
or from lawful custody
Public health
activities
Disclosures authorized by law to persons who
may be at risk of contracting or spreading a
disease or condition; disclosures to public health
authorities to prevent or control disease or
report child abuse or neglect; and disclosures to
the Food and Drug Administration to collect or
report adverse events or product defects
Victims of
abuse, neglect,
or domestic
violence
Disclosures to government authorities, including
social services or protected services agencies
authorized by law to receive reports of abuse,
neglect, or domestic violence, as required by
law or if you agree or the Plan believes that
disclosure is necessary to prevent serious harm
to you or potential victims (you will be notied
of the Plan’s disclosure if informing you will not
put you at further risk)
Judicial and
administrative
proceedings
Disclosures in response to a court or
administrative order, subpoena, discovery
request, or other lawful process (the Plan may be
required to notify you of the request or receive
satisfactory assurance from the party seeking
your health information that e
orts were made
to notify you or to obtain a qualied protective
order concerning the information)
Law
enforcement
purposes
Disclosures to law enforcement ocials required
by law or legal process, or to identify a suspect,
fugitive, witness, or missing person; disclosures
about a crime victim if you agree or if disclosure
is necessary for immediate law enforcement
activity; disclosure about a death that may have
resulted from criminal conduct; and disclosure
to provide evidence of criminal conduct on the
Plan’s premises
Decedents Disclosures to a coroner or medical examiner
to identify the deceased or determine cause of
death; and to funeral directors to carry out their
duties
Organ, eye, or
tissue donation
Disclosures to organ procurement organizations
or other entities to facilitate organ, eye, or tissue
donation and transplantation aer death
Research
purposes
Disclosures subject to approval by institutional
or private privacy review boards, subject to
certain assurances and representations by
researchers about the necessity of using your
health information and the treatment of the
information during a research project
Health oversight
activities
Disclosures to health agencies for activities
authorized by law (audits, inspections,
investigations, or licensing actions) for oversight
of the health care system, government benets
programs for which health information is
relevant to beneciary eligibility, and compliance
with regulatory programs or civil rights laws
Specialized
government
functions
Disclosures about individuals who are Armed
Forces personnel or foreign military personnel
under appropriate military command;
disclosures to authorized federal ocials for
national security or intelligence activities; and
disclosures to correctional facilities or custodial
law enforcement ocials about inmates
HHS
investigations
Disclosures of your health information to the
Department of Health and Human Services to
investigate or determine the Plan’s compliance
with the HIPAA privacy rule
Except as described in this notice, other uses and disclosures will be made only with your written authorization, including the use or disclosure of psychotherapy notes (if applicable) and PHI for marketing purposes.
e Plan also will not accept any remuneration,
direct or indirect, for the use or disclosure of your PHI without your authorization. You may revoke your authorization as allowed under the HIPAA rules. However, you cannot revoke your authorization with respect to disclosures the Plan has already made. You will be notied 19 City Council/RSA Agenda 316 Tuesday, May 23, 2023
of any unauthorized access, use, or disclosure of your unsecured health information as required by law.

Your Individual Rights
You have the following rights with respect to your protected health information the Plan maintains. These rights are subject to certain limitations, as discussed below. This section of the notice describes how you may exercise each individual right. See the table at the end of this notice for information on how to submit requests.

Right to request restrictions on certain uses and disclosures of your health information and the Plan’s right to refuse
You have the right to ask the Plan to restrict the use and disclosure of your protected health information for treatment, payment, or health care operations, except for uses or disclosures required by law. You have the right to ask the Plan to restrict the use and disclosure of your health information to family members, close friends, or other persons you identify as being involved in your care or payment for your care.

You also have the right to ask the Plan to restrict use and disclosure of health information to notify those persons of your location, general condition, or death – or to coordinate those efforts with entities assisting in disaster relief efforts. If you want to exercise this right, your request to the Plan must be in writing.

The Plan is not required to agree to a requested restriction. If the Plan agrees to a restriction, it may later be terminated by your written request, by agreement between you and the Plan (including an oral agreement), or unilaterally by the Plan for health information created or received after you are notified that the Plan has removed the restrictions. The Plan may also disclose health information about you if you need emergency treatment, even if the Plan has agreed to a restriction.

An entity covered by these HIPAA rules (such as your health care provider or its business associate) must comply with your request that health information regarding a specific health care item or service not be disclosed to the Plan for purposes of payment or health care operations if you paid out of pocket for the item or service and did not receive any payment for the item or service from the Plan.

Right to receive confidential communications of your health information
If you think that disclosure of your health information by the usual means could endanger you in some way, the Plan will accommodate reasonable requests to receive communications of health information from the Plan by alternative means or at alternative locations.

If you want to exercise this right, your request to the Plan must be in writing and you must include a statement that disclosure of all or part of the information could endanger you.

Right to inspect and copy your health information
With certain exceptions, you have the right to inspect or obtain a copy of your health information in a “designated record set.” You may also request an electronic copy of your health information if it is maintained electronically. This may include medical and billing records maintained for a health care provider, enrollment, payment, claims adjudication, and case or medical management record systems maintained by a plan, or a group of records the Plan uses to make decisions about individuals. However, you do not have a right to inspect or obtain copies of psychotherapy notes or information compiled for civil, criminal, or administrative proceedings. The Plan may deny your right to access, although in certain circumstances you may request a review of the denial.

If you want to exercise this right, your request to the Plan must be in writing. Within 30 days of its receipt of your request, the Plan will provide you with:
• the access or copies you requested;
• a written denial that explains why your request was denied and any rights you may have to have the denial reviewed or file a complaint; or
• a written statement that the time period for reviewing your request will be extended for no more than 30 more days, along with the reasons for the delay and the date by which the Plan expects to address your request.

The Plan may provide you with a summary or explanation of the information instead of access to or copies of your health information, if you agree in advance and pay any applicable fees. The Plan also may charge reasonable fees for copies or postage. If the Plan does not maintain the health information but knows where it is maintained, you will be informed of where to direct your request.

You also may request that copies of your health information be sent to another entity or person, so long as that request is clear, specific, and directs where the copies are to be sent. Any charge that is assessed to you for these copies, if any, must be reasonable and based on Plan costs.

Right to amend your health information that is inaccurate or incomplete
With certain exceptions, you have a right to request that the Plan amend your health information in a designated record set. The Plan may deny your request for a number of reasons. For example, your request may be denied if the health information is accurate and complete, was not created by the Plan (unless the person or entity that created the information is no longer available), is not part of the designated record set, or is not available for inspection (e.g., psychotherapy notes or information compiled for civil, criminal, or administrative proceedings).

If you want to exercise this right, your request to the Plan must be in writing, and you must include a statement to support the requested amendment. Within 60 days of receipt of your request, the Plan will:
• make the amendment as requested;
• provide a written denial that explains why your request was denied and any rights you may have to disagree or file a complaint; or • provide a written statement that the time period for reviewing your request will be extended for no more than 30 more days, along with the reasons for the delay and the date by which the Plan expects to address your request.

Right to receive an accounting of disclosures of your health information
You have the right to a list of certain disclosures of your health information the Plan has made. This is often referred to as an “accounting of disclosures.” You generally may receive this accounting if the disclosure is required by law, in connection with public health activities, or in similar situations listed in the table earlier in this notice, unless otherwise indicated below.

You may receive information on disclosures of your health information for up to six years before the date of your request, but not earlier than April 14, 2003 (the general effective date of the HIPAA privacy rules).

You do not have a right to receive an accounting of any disclosures made:
20 City Council/RSA Agenda 317 Tuesday, May 23, 2023
• for treatment, payment, or health care operations (except as provided below);
• to you about your own health information;
• incidental to other permitted or required disclosures; • where authorization was provided;
• to family members or friends involved in your care (where disclosure is permitted without authorization);
• for national security or intelligence purposes or to correctional institutions or law enforcement officials in certain circumstances; or • as part of a “limited data set” (health information that excludes certain identifying information).

In addition, if the Plan (or a Plan business associate) maintains electronic health records, you may (to the extent required by law) receive an accounting of disclosures made for treatment, payment, or health care operations contained in such records, during the three years before the date of your request. In general, an “electronic health record” is generally a record that contains health-related information for an individual, which is gathered and consulted by authorized health care clinicians and staff.

Your right to an accounting of disclosures to a health oversight agency or law enforcement official may be suspended at the request of the agency or official.

If you want to exercise this right, your request to the Plan must be in writing. Within 60 days of the request, the Plan will provide you with the list of disclosures or a written statement that the time period for providing this list will be extended for no more than 30 more days, along with the reasons for the delay and the date by which the Plan expects to address your request. You may make one request in any 12-month period at no cost to you, but the Plan may charge a fee for subsequent requests. You will be notified of the fee in advance and have the opportunity to change or revoke your request.

Right to obtain a paper copy of this notice from the Plan upon request
You have the right to obtain a paper copy of this privacy notice upon request. Even individuals who agreed to receive this notice electronically may request a paper copy at any time.

Notice of breaches of unsecured protected health information The Plan must provide prompt notice of any unauthorized access, use or disclosure (called a “breach”) of your unsecured PHI no later than 60 days of the discovery of the breach. If the breach affects more than 500 individuals in a state or other jurisdiction, notice also will be provided through one or more prominent media outlets in the area. The notice will describe what happened (including the date of the breach and the date the breach was discovered), the type of PHI involved, steps you should take to protect yourself, and steps the Plan will take to mitigate against any harmful effects from the breach and to protect against future breaches.

Changes to the information in this notice
The Plan must abide by the terms of the privacy notice currently in effect. This notice takes effect on October 15, 2019. However, the Plan reserves the right to change the terms of its privacy policies, as described in this notice, at any time and to make new provisions effective for all health information that the Plan maintains. This includes health information that was previously created or received, not just health information created or received after the policy is changed.

If changes are made to the Plan’s privacy policies described in this notice, you will be provided with a revised privacy notice delivered via U.S. Mail to your most recent address on file.

Complaints
If you believe that your privacy rights have been violated, you may complain to the Plan in writing at the location described below or to the Secretary of the United States Department of Health and Human Services, Hubert H. Humphrey Building, 200 Independence Avenue SW, Washington, DC 20201 or by calling 1-877-696-6775, or visiting https://www.hhs. gov/ocr/privacy/hipaa/complaint/. You will not be retaliated against for filing a complaint.

You may contact the Plan to exercise any of the rights described in this Notice by contacting:

MV Transportation, Inc.
2711 N. Haskell Ave Suite 1500 LB-2
Dallas, TX 75204
Attn: Benefits Team
1-972-391-4600
21 City Council/RSA Agenda 318 Tuesday, May 23, 2023

OTHER IMPORTANT LEGAL NOTICES
The Women’s Health and Cancer Rights Acts
of 1998
The Women’s Health and Cancer Rights Act of 1998 was signed into law on October 21, 1998. The Act requires that all group health plans that provide medical and surgical benefits with respect to mastectomy must provide coverage for:

All stages of reconstruction of the breast on which the mastectomy has been performed; Surgery and reconstruction of the other breast to produce a symmetrical appearance; Prostheses and treatment of physical complications of all stages of mastectomy, including lymphedema.

These services will be provided in a manner determined in consultation with the attending physician and the patient. This coverage may be subject to annual deductibles and coinsurance provisions applicable to other such medical and surgical benefits provided under the plan.

Please refer to your Summary Plan Description for deductibles and coinsurance information applicable to the plan in which you choose to enroll.

Trade Act of 2002
The Trade Act of 2002, as subsequently amended, and as extended by the Trade Adjustment Assistance Reauthorization Act of 2015, created a tax credit for certain individuals who become eligible for trade adjustment assistance and for certain retired Team Members who are receiving pension payments from the Pension Benefit Guaranty Corporation (PBGC) (eligible individuals).

Under these tax provisions, eligible individuals can either take a tax credit or get advance payment of 72.5% of premiums paid for qualified health insurance, including continuation coverage. If you have questions about these tax provisions, you may call the Department of Labor toll-free at 1-888-365-6822, or the IRS 1040 Tax Assistance line at 1-800-829-1040. More information about the Trade Adjustment Assistance Reauthorization Act and the Health Coverage Tax Credit is also available at www.doleta.gov/tradeact/ and http://www.irs. gov/credits-deductions/individuals/HCTC.

Mental Health Parity
To the extent applicable, any requirements relating to mental and nervous disorder and chemical dependency benefits provided under this plan will comply with the Mental Health Parity Act of 1996, and the Mental Health Parity and Addiction Equity Act of 2008, and any regulations thereunder.

No Eligibility Discrimination Due to Health
The plan will not establish rules for eligibility (including continued eligibility) for medical benefits that are based on one or more health- status-related factors. The plan will comply with the Genetic Information Nondiscrimination Act of 2008 to the extent applicable.

Family Medical Leave Act Coverage
An associate who is on an authorized leave of absence under the Family Medical Leave Act of 1993 (FMLA) may continue participation in the medical plan for up to 12 weeks. Such participation will be provided under the terms and conditions of the applicable coverage option, including the rate of contributions that would have been applicable if the associate had continued employment and subject to the terms and conditions of the FMLA policy of the Administrator.

Uniformed Services Employment and
Reemployment Rights Act Coverage
Any associate covered under the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA) may continue to participate and be eligible to receive benefits under the medical in accordance with USERRA rules and regulations.

Qualified Medical Child Support Orders
The Plan will provide benefits as required by any qualified medical child support order (“QMCSO”) and will provide benefits to dependent children placed with associates for adoption under the same terms and conditions as apply in the case of dependent children who are natural children of associates, in accordance with ERISA Section 609(c). The Company has established detailed procedures for determining whether an order qualifies as a QMCSO. Associates’ spouses and beneficiaries can obtain, without charge, a copy of such procedures from the Administrator.

Newborn’s and Mother’s Health Protection Act
Group health plans and health insurance issuers offering group insurance coverage generally may not, under federal law, restrict benefits for any hospital length of stay in connection with childbirth for a mother or newborn child to 48 hours following a normal vaginal delivery, or less than 96 hours following a cesarean section. However, federal law generally does not prohibit the mother’s or newborn’s attending provider, after consulting with the mother, from discharging the mother or her newborn earlier than the above periods. In any case, such plans and issuers may not, under federal law, require that a provider obtain authorization from the plan or the insurance issuer for prescribing a length of stay not in excess of the above periods.

Notice of Special Enrollment Rights Under
the Health Insurance Portability and
Accountability Act (HIPAA)
If you are declining enrollment for yourself or your dependents (including your spouse) because of other health insurance or group health coverage (including COBRA), you may be able to enroll yourself and your dependents in this plan if you or your dependents lose eligibility for that other coverage (or if the employer stops contributing towards your or your dependents’ other coverage). However, you must request enrollment within 31 days after your or your dependents’ other coverage ends (or after the employer stops contributing toward the other coverage).

In addition, if you have a new dependent as a result of marriage, birth, adoption, or placement for adoption, you may be able to enroll yourself and your dependents.
22 City Council/RSA Agenda 319 Tuesday, May 23, 2023
However, you must request enrollment within 31 days after the marriage, birth, adoption, or placement for adoption.

In addition, you may be able to enroll yourself and your dependents in this plan within 60 days if you or your dependents’ coverage under a Medicaid plan or a State Children’s Health Insurance Program (CHIP) plan terminates due to loss of eligibility for such coverage, or if you or your dependents become eligible for premium assistance under a Medicaid plan or a CHIP plan.

To request special enrollment or obtain more information, please contact the MV Benefits Enrollment Center at 1-833-989-1970 or online at [email protected]. Coverage will be effective for all individuals who become covered under this Plan because of a loss of other coverage as soon as administratively practicable following a timely application for special enrollment. Coverage for a new dependent will be effective on the date of marriage, birth, adoption, or placement for adoption, provided that timely application for special enrollment is made.

Important Notice about Your Prescription
Drug Coverage and Medicare
Please read this notice carefully and keep it where you can find it. This notice has information about your current prescription drug coverage under the Plan and prescription drug coverage available for people with Medicare. It also explains the options you have under Medicare prescription drug coverage and can help you decide whether or not you want to enroll. At the end of this notice is information about where you can get help to make decisions about your prescription drug coverage.

Medicare prescription drug coverage became available in 2006 to everyone with Medicare through Medicare prescription drug plans and Medicare Advantage Plans that offer prescription drug coverage. All Medicare prescription drug plans provide at least a standard level of coverage set by Medicare. Some plans may also offer more coverage for a higher monthly premium.

Separate Notices Depending on the Plan You Are
Covered Under
This notice has two separate parts – one for participants covered under the High Deductible Health Plan, and another part for participants covered under any other option. You should read the program that applies to you.

Notice for Programs Other than the High Deductible
Health Plan
The following notice applies to you if you are covered under any Plan health program other than the High Deductible Health Plan. We have determined that the prescription drug coverage offered under each of these plan programs is, on average for all plan participants, expected to pay out as much as the standard Medicare prescription drug coverage will pay, and is therefore considered Creditable Coverage.

Because your existing coverage under these programs is, on average, at least as good as standard Medicare prescription drug coverage, you can keep your existing prescription drug coverage under your plan option and not pay a higher premium (a penalty) if you later decide to enroll in Medicare prescription drug coverage.

When Can You Join a Medicare Drug Plan?
Individuals can enroll in a Medicare prescription drug plan when they first become eligible for Medicare and each year from October 15th through December 7th. If you lose your current prescription drug coverage through no fault of your own, you will be eligible for a two (2) month Special Enrollment Period (SEP) to join a Medicare prescription drug plan.

You should compare your current prescription drug coverage, including which drugs are covered, with the coverage and cost of the plans offering Medicare prescription drug coverage in your area. By comparing the coverage and costs of the plans, you can determine if adding the Medicare prescription coverage will be beneficial to you.

What Happens to Your Current Coverage If You Decide
to Join a Medicare Drug Plan?
If you decide to enroll in Medicare prescription drug plan and drop your current prescription drug coverage under the plan, be aware that you and your dependents may not be able to get this coverage back. If you or a covered dependent decides to enroll in a Medicare prescription drug plan and do not drop your current prescription drug coverage under the Plan, Medicare will be the secondary payer for prescription drug costs. In other words, eligible prescription drug claims will be paid under the Plan first. If there are prescription drug claims that are not covered or are only partially covered under the Plan, Medicare may pay for eligible expenses that are not paid under the Plan.

Please contact us for more information about what happens to your coverage if you enroll in a Medicare prescription drug plan. If you decide to join a Medicare Drug Plan, your MV coverage will not be affected.

Since you now have prescription drug coverage that is as good as Medicare coverage (provided you are covered under a Plan program other than the High Deductible Health Plan), you can choose to join a Medicare prescription drug plan later. You will not have to pay the higher premium (described below) as long as you do not go 63 days or longer without prescription coverage that is as good as Medicare.

When Will You Pay a Higher Premium (Penalty) to Join a
Medicare Drug Plan?
You should also know that if you drop or lose your coverage under one of these programs and don’t enroll in Medicare prescription drug coverage within 63 continuous days after your current coverage ends, you may have to pay a higher premium (a penalty) to enroll in Medicare prescription drug coverage later. Specifically, if you go 63 days or longer without prescription drug coverage that is at least as good as Medicare’s prescription drug coverage, your monthly premium for Medicare prescription drug coverage will go up at least 1% of the Medicare base beneficiary premium per month for every month after your initial enrollment period that you did not have that coverage. For example, if you go 19 months without coverage, your premium may consistently be at least 19% higher than what most other people pay.

You’ll have to pay this higher premium as long as you have Medicare prescription drug coverage. In addition, you may have to wait until the next October to enroll.

Notice for High Deductible Health Plan
The following notice applies to you if you are covered under the High Deductible Health Plan. We have determined that the prescription drug coverage under this plan is, on average for all plan participants, not expected to pay out as much as standard Medicare prescription drug coverage pays. Therefore, your coverage under this plan is considered Non-Creditable Coverage. This is important because you will most 23 City Council/RSA Agenda 320 Tuesday, May 23, 2023
likely get more help with your drug costs if you join a Medicare drug plan than if you only have prescription drug coverage under the High Deductible Health Plan.
is also is important because it may mean
that you will have to pay a higher premium (a penalty) if you do not join a Medicare drug plan when you rst become eligible.

You can keep your current coverage under the High Deductible Health Plan. However, because your coverage is non-creditable, you have decisions to make about Medicare prescription drug coverage that may a
ect how much you pay for that coverage, depending on if and when you join a Medicare drug plan. When you make your decision, you should compare your current coverage, including what drugs are covered, with the coverage and cost of the plans o
ering Medicare
prescription drug coverage in your area.

When Can You Join a Medicare Drug Plan?
You can join a Medicare drug plan when you rst become eligible for Medicare and each year from October 15th to December 7th. If you decide to drop your current coverage under the High Deductible Health Plan, since it is employer-sponsored group coverage, you will be eligible for a two (2) months Special Enrollment Period (SEP) to join a Medicare prescription drug plan; however, you also may pay a higher premium (a penalty) because you did not have creditable coverage under the High Deductible Health Plan.

When Will You Pay a Higher Premium (Penalty) to Join a
Medicare Drug Plan?
Since the coverage under the High Deductible Health Plan is not creditable, depending on how long you go without creditable prescription drug coverage, you may pay a penalty to join a Medicare drug plan. Starting with the end of the last month that you were rst eligible to join a Medicare drug plan but didn’t join, if you go 63 continuous days or longer without prescription drug coverage that is creditable, your monthly premium may go up by at least 1% of the Medicare base beneciary premium per month for every month that you did not have that coverage. For example, if you go 19 months without creditable coverage, your premium for Medicare prescription drug coverage may consistently be at least 19% higher than the Medicare base beneciary premium. You may have to pay this higher premium (penalty) as long as you have Medicare prescription drug coverage. In addition, you may have to wait until the following October to join.

Remember: Keep this notice. If you enroll in one of the new plans approved by Medicare which o
er prescription drug coverage, you
may need to give a copy of this notice when you join to show that you are not required to pay a higher premium amount.

What Happens to Your Current Coverage if You Decide
to Join a Medicare Drug Plan?
If you decide to enroll in a Medicare prescription drug plan and drop your prescription plan coverage under the High Deductible Health Plan, be aware that you and your dependents may not be able to get this coverage back. If you or a covered dependent decides to enroll in a Medicare prescription drug plan and do not drop your prescription drug coverage under the High Deductible Health Plan, Medicare will be the secondary payor for prescription drug costs. In other words, eligible prescription drug claims will be paid under the High Deductible Health Plan rst. If there are prescription drug claims that are not covered or are only partially covered under the High Deductible Health Plan, Medicare may pay for eligible expenses that are not paid under the High Deductible Health Plan. If you decide to join a Medicare Drug Plan, your MV coverage will not be a ected.

For more information about this notice or your current
prescription drug coverage
You may call the MV Transportation Benets Enrollment Center at 1-833-989-1970 with questions about your prescription drug coverage.

Note: You will receive this notice annually and at other times in the future such as before the next period you can enroll in Medicare prescription drug coverage, and if this coverage changes. You also may request a copy of this notice at any time.

For more information about your options under Medicare prescription drug coverage, check the Medicare & You handbook. You’ll get a copy of the handbook in the mail from Medicare. You may also be contacted directly by Medicare prescription drug plans.

You can also get more information about Medicare prescription drug plans from the following:
• Visit www.medicare.gov.
• Call your State Health Insurance Assistance Program (see your copy of the Medicare & You handbook for their telephone number) for personalized help.
• Call (800) MEDICARE (1-800-633-4227). TTY users should call 1-877-486-2048.

For people with limited income and resources, extra help paying for a Medicare prescription drug plan is available. Information about this extra help is available from the Social Security Administration (SSA). For more information about this extra help, visit SSA online at www.socialsecurity.gov, or call them at 1-800-772-1213 (TTY 1-800-325-0778).

Premium Assistance Under Medicaid and the
Children’s Health Insurance Program (CHIP)
If you or your children are eligible for Medicaid or CHIP and you’re eligible for health coverage from your employer, your state may have a premium assistance program that can help pay for coverage, using funds from their Medicaid or CHIP programs. If you or your children aren’t eligible for Medicaid or CHIP, you won’t be eligible for these premium assistance programs, but you may be able to buy individual insurance coverage through the Health Insurance Marketplace. For more information, visit www.healthcare.gov.

If you or your dependents are already enrolled in Medicaid or CHIP and you live in a State listed below, contact your State Medicaid or CHIP oce to nd out if premium assistance is available.

If you or your dependents are NOT currently enrolled in Medicaid or CHIP, and you think you or any of your dependents might be eligible for either of these programs, contact your State Medicaid or CHIP oce, or dial 1-877-KIDS NOW or www.insurekidsnow.govto nd out how to apply. If you qualify, ask your state if it has a program that might help you pay the premiums for an employer-sponsored plan.

If you or your dependents are eligible for premium assistance under Medicaid or CHIP, as well as eligible under your employer plan, your employer must allow you to enroll in your employer plan if you aren’t already enrolled.
is is called a “special enrollment” opportunity,
and you must request coverage within 60 days of being determined eligible for premium assistance. If you have questions about 24 City Council/RSA Agenda 321 Tuesday, May 23, 2023
enrolling in your employer plan, contact the Department of Labor at www.askebsa.dol.gov or call 1-866-444-EBSA (3272).

If you live in one of the following states, you may be eligible for assistance paying your employer health plan premiums.
e
following list of states is current as of July 31, 2020. Contact your State for more information on eligibility –
ALABAMA – MEDICAID
Website: http://www.myalhipp.com/
Phone: 1-855-692-5447
ALASKA – MEDICAID
The AK Health Insurance Premium Payment Program
Website: http://myakhipp.com/
Phone: 1-866-251-4861
Email: [email protected]
Medicaid Eligibility: http://dhss.alaska.gov/dpa/Pages/ medicaid/default.aspx
ARKANSAS – MEDICAID
Website: http://myarhipp.com/
Phone: 1-855-MyARHIPP (855-692-7447)
CALIFORNIA – MEDICAID
Website: https://www.dhcs.ca.gov/services/Pages/TPLRD_
CAU_cont.aspx
Phone: 916-440-5676
COLORADO – HEALTH FIRST COLORADO (COLORADO’S

MEDICAID PROGRAM) & CHILD HEALTH PLAN PLUS
(CHP+)
Health First Colorado Website: https://www.
healthfirstcolorado.com/
Health First Colorado Member Contact Center:
1-800-221-3943/ State Relay 711
CHP+: https://www.colorado.gov/pacific/hcpf/child-healthplan-plus CHP+ Customer Service: 1-800-359-1991/ State Relay 711
Health Insurance Buy-In Program (HIBI): https://www.
colorado.gov/pacific/hcpf/health-insurance-buy-program
HIBI Customer Service: 1-855-692-6442
FLORIDA – MEDICAID
Website: https://www.flmedicaidtplrecovery.com/
flmedicaidtplrecovery.com/hipp/index.html
Phone: 1-877-357-3268
GEORGIA – MEDICAID
Website: https://medicaid.georgia.gov/health-insurancepremium-payment-program-hipp Phone: 678-564-1162 ext 2131
INDIANA – MEDICAID
Healthy Indiana Plan for low-income adults 19-64
Website: http://www.in.gov/fssa/hip/
Phone: 1-877-438-4479
All other Medicaid
Website: https://www.in.gov/medicaid/
Phone 1-800-457-4584
IOWA – MEDICAID AND CHIP (HAWKI)
Medicaid Website:
https://dhs.iowa.gov/ime/members
Medicaid Phone: 1-800-338-8366
Hawki Website:
http://dhs.iowa.gov/Hawki
Hawki Phone: 1-800-257-8563
KANSAS – MEDICAID
Website: http://www.kdheks.gov/hcf/default.htm
Phone: 1-800-792-4884
KENTUCKY – MEDICAID
Kentucky Integrated Health Insurance Premium Payment
Program (KI-HIPP) Website:
https://chfs.ky.gov/agencies/dms/member/Pages/kihipp.
aspx
Phone: 1-855-459-6328
Email: [email protected]
KCHIP Website: https://kidshealth.ky.gov/Pages/index.
aspx
Phone: 1-877-524-4718
Kentucky Medicaid Website: https://chfs.ky.gov
LOUISIANA – MEDICAID
Website: www.medicaid.la.gov or www.ldh.la.gov/lahipp
Phone: 1-888-342-6207 (Medicaid hotline) or 1-855-618-
5488 (LaHIPP)
MAINE – MEDICAID
Enrollment Website: https://www.maine.gov/dhhs/ofi/
applications-forms
Phone: 1-800-442-6003
TTY: Maine relay 711
Private Health Insurance Premium Webpage:
https://www.maine.gov/dhhs/ofi/applications-forms
Phone: -800-977-6740.

TTY: Maine relay 711
MASSACHUSETTS – MEDICAID AND CHIP
Website: http://www.mass.gov/eohhs/gov/departments/
masshealth/
Phone: 1-800-862-4840
MINNESOTA – MEDICAID
Website:
https://mn.gov/dhs/people-we-serve/children-andfamilies/health-care/health-care-programs/programsand-services/other-insurance.jsp Phone: 1-800-657-3739
MISSOURI – MEDICAID
Website: http://www.dss.mo.gov/mhd/participants/pages/
hipp.htm
Phone: 573-751-2005
25 City Council/RSA Agenda 322 Tuesday, May 23, 2023
MONTANA – MEDICAID
Website: http://dphhs.mt.gov/
MontanaHealthcarePrograms/HIPP
Phone: 1-800-694-3084
NEBRASKA – MEDICAID
Website: http://www.ACCESSNebraska.ne.gov
Phone: 1-855-632-7633
Lincoln: 402-473-7000
Omaha: 402-595-1178
NEVADA – MEDICAID
Medicaid Website: http://dhcfp.nv.gov
Medicaid Phone: 1-800-992-0900
NEW HAMPSHIRE – MEDICAID
Website: https://www.dhhs.nh.gov/oii/hipp.htm
Phone: 603-271-5218
Toll free number for the HIPP program: 1-800-852-3345,
ext 5218
NEW JERSEY – MEDICAID AND CHIP
Medicaid Website:
http://www.state.nj.us/humanservices/
dmahs/clients/medicaid/
Medicaid Phone: 609-631-2392
CHIP Website: http://www.njfamilycare.org/index.html
CHIP Phone: 1-800-701-0710
NEW YORK – MEDICAID
Website: https://www.health.ny.gov/health_care/
medicaid/
Phone: 1-800-541-2831
NORTH CAROLINA – MEDICAID
Website: https://medicaid.ncdhhs.gov/
Phone: 919-855-4100
NORTH DAKOTA – MEDICAID
Website: http://www.nd.gov/dhs/services/medicalserv/
medicaid/
Phone: 1-844-854-4825
OKLAHOMA – MEDICAID AND CHIP
Website: http://www.insureoklahoma.org
Phone: 1-888-365-3742
OREGON – MEDICAID
Website: http://healthcare.oregon.gov/Pages/index.aspx
http://www.oregonhealthcare.gov/index-es.html
Phone: 1-800-699-9075
PENNSYLVANIA – MEDICAID
Website: https://www.dhs.pa.gov/providers/Providers/
Pages/Medical/HIPP-Program.aspx
Phone: 1-800-692-7462
RHODE ISLAND – MEDICAID AND CHIP
Website: http://www.eohhs.ri.gov/
Phone: 1-855-697-4347, or 401-462-0311 (Direct RIte Share Line)
SOUTH CAROLINA – MEDICAID
Website: https://www.scdhhs.gov
Phone: 1-888-549-0820

SOUTH DAKOTA - MEDICAID
Website: http://dss.sd.gov
Phone: 1-888-828-0059
TEXAS – MEDICAID
Website: http://gethipptexas.com/
Phone: 1-800-440-0493
UTAH – MEDICAID AND CHIP
Medicaid Website: https://medicaid.utah.gov/
CHIP Website: http://health.utah.gov/chip
Phone: 1-877-543-7669
VERMONT– MEDICAID
Website: http://www.greenmountaincare.org/
Phone: 1-800-250-8427
VIRGINIA – MEDICAID AND CHIP
Website: https://www.coverva.org/hipp/
Medicaid Phone: 1-800-432-5924
CHIP Phone: 1-855-242-8282
WASHINGTON – MEDICAID
Website: https://www.hca.wa.gov/
Phone: 1-800-562-3022
WEST VIRGINIA – MEDICAID
Website: http://mywvhipp.com/
Toll-free phone: 1-855-MyWVHIPP (1-855-699-8447)
WISCONSIN – MEDICAID AND CHIP
Website:
https://www.dhs.wisconsin.gov/badgercareplus/p-10095.
htm
Phone: 1-800-362-3002
WYOMING – MEDICAID
Website: https://health.wyo.gov/healthcarefin/medicaid/ programs-and-eligibility/
Phone: 1-800-251-1269
To see if any other States have added a premium assistance program since July 31, 2020, or for more information on special enrollment rights, you can contact either:

U.S. Department of Labor
Employee Benets Security Administration
www.dol.gov/agencies/ebsa
1-866-444-EBSA (3272)
26 City Council/RSA Agenda 323 Tuesday, May 23, 2023
U.S. Department of Health and Human Services
Centers for Medicare & Medicaid Services
www.cms.hhs.gov
1-877-267-2323, Menu Option 4, Ext. 61565
Plan Contact Information
MV Transportation, Inc. is the Plan Administrator. Questions regarding Qualifying Life Events should be directed to the MV Transportation Benets Service Center at 1-833-989-1970.

Paperwork Reduction Act Statement
According to the Paperwork Reduction Act of 1995 (Pub. L. 104- 13) (PRA), no persons are required to respond to a collection of information unless such collection displays a valid Oce of Management and Budget (OMB) control number.
e Department
notes that a Federal agency cannot conduct or sponsor a collection of information unless it is approved by OMB under the PRA, and displays a currently valid OMB control number, and the public is not required to respond to a collection of information unless it displays a currently valid OMB control number. See 44 U.S.C. 3507. Also, notwithstanding any other provisions of law, no person shall be subject to penalty for failing to comply with a collection of information if the collection of information does not display a currently valid OMB control number.

See 44 U.S.C. 3512.

e public reporting burden for this collection of information is estimated to average approximately seven minutes per respondent.

Interested parties are encouraged to send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the U.S. Department of Labor, Employee Benets Security Administration, Oce of Policy and Research, Attention: PRA Clearance Ocer, 200 Constitution Avenue, N.W., Room N-5718, Washington, DC 20210 or email [email protected] and reference the OMB Control Number 1210-0137. 27 City Council/RSA Agenda 324 Tuesday, May 23, 2023

MARKETPLACE COVERAGE OPTIONS
New Health Insurance Marketplace Coverage Options and Your Health Coverage PART A: General Information
When key parts of the health care law take effect in 2014, there will be a new way to buy health insurance: the Health Insurance Marketplace. To assist you as you evaluate options for you and your family, this notice provides some basic information about the new Marketplace and employment based health coverage offered by your employer.

What is the Health Insurance Marketplace?
The Marketplace is designed to help you find health insurance that meets your needs and fits your budget. The Marketplace offers “one-stop shopping” to find and compare private health insurance options. You may also be eligible for a new kind of tax credit that lowers your monthly premium right away. Open enrollment for health insurance coverage through the Marketplace begins in October 2013 for coverage starting as early as January 1, 2014.

Can I Save Money on my Health Insurance Premiums in the Marketplace? You may qualify to save money and lower your monthly premium, but only if your employer does not offer coverage, or offers coverage that doesn’t meet certain standards. The savings on your premium that you’re eligible for depends on your household income.

Does Employer Health Coverage Affect Eligibility for Premium Savings through the Marketplace? Yes. If you have an offer of health coverage from your employer that meets certain standards, you will not be eligible for a tax credit through the Marketplace and may wish to enroll in your employer’s health plan. However, you may be eligible for a tax credit that lowers your monthly premium, or a reduction in certain cost-sharing if your employer does not offer coverage to you at all or does not offer coverage that meets certain standards. If the cost of a plan from your employer that would cover you (and not any other members of your family) is more than 9.5% of your household income for the year, or if the coverage your employer provides does not meet the “minimum value” standard set by the Affordable Care Act, you may be eligible for a tax credit.1
Note: If you purchase a health plan through the Marketplace instead of accepting health coverage offered by your employer, then you may lose the employer contribution (if any) to the employer-offered coverage. Also, this employer contribution -as well as your employee contribution to employeroffered coverage- is often excluded from income for Federal and State income tax purposes. Your payments for coverage through the Marketplace are made on an after-tax basis.

How Can I Get More Information?
For more information about your coverage offered by your employer, please check your summary plan description or contact Jarrett Andrews, MV Transportation, 12711 N. Haskell Ave, Suite 1500, Dallas, TX 75204.

The Marketplace can help you evaluate your coverage options, including your eligibility for coverage through the Marketplace and its cost. Please visit HealthCare.gov for more information, including an online application for health insurance coverage and contact information for a Health Insurance Marketplace in your area.
1 An employer-sponsored health plan meets the “minimum value standard” if the plan’s share of the total allowed benefit costs covered by the plan is no less than 60 percent of such costs.
28 City Council/RSA Agenda 325 Tuesday, May 23, 2023
PART B: Information About Health Coverage O£ered by Your Employer

is section contains information about any health coverage o ered by your employer. If you decide to complete an application for coverage in the Marketplace, you will be asked to provide this information. is information is numbered to correspond to the
Marketplace application.

3. Employer name
MV Transportation

4. Employer Indentication Number (EIN)
94-2491705

5. Employer address
2711 N. Haskell Ave Suite 1500

6. Employer phone number
972-391-4600

7. City
Dallas

8. State
TX

9. Zip code
75204

10. Who can we contact about employee health coverage at this job? Jarrett Andrews

11. Phone number (if di
erent from above) 12. Email address
[email protected]
Here is some basic information about health coverage o
ered by this employer:
• As your employer, we o
er a health plan to:

All employees. Eligible employees are:

You are eligible to participate in MV Transportation benet plans if you meet the eligibility requirements under the A ordable
Care Act, which is approximately working an average of 30 hours per week or more in a 12-month period unless otherwise provided by Collective Bargaining Agreement.

Some employees. Eligible employees are:
• With respect to dependents:

We do o
er coverage. Eligible dependents are:

Spouse, domestic partner, common-law spouse, and dependent child(ren).

We do not o
er coverage.

If checked, this coverage meets the minimum value standard, and the cost of this coverage to you is intended to be a ordable, based on employee
wages.
** Even if your employer intends your coverage to be a
ordable, you may still be eligible for a premium discount through the Marketplace. e Marketplace will use
your household income, along with other factors, to determine whether you may be eligible for a premium discount. If, for example, your wages vary from week to week (perhaps you are an hourly employee or you work on a commission basis), if you are newly employed mid-year, or if you have other income losses, you may still qualify for a premium discount.

If you decide to shop for coverage in the Marketplace, HealthCare.gov will guide you through the process. Here’s the employer information you’ll enter when you visit HealthCare.gov to nd out if you can get a tax credit to lower your monthly premiums.

An employer-sponsored health plan meets the “minimum value standard” if the plan’s share of the total allowed benet costs covered by the plan is no less than 60 percent of such costs (Section 36 B(c)(2)(C)(ii) of the Internal Revenue Code of 1986) 29 City Council/RSA Agenda 326 Tuesday, May 23, 2023
NOTES
30 City Council/RSA Agenda 327 Tuesday, May 23, 2023
NOTES
31 City Council/RSA Agenda 328 Tuesday, May 23, 2023

is brochure highlights the main features of the MV Transportation Employee Benets Program. It does not include all plan rules, details, limitations and exclusions.
e terms of your benet plans are governed
by legal documents, including insurance contracts. Should there be an inconsistency between this brochure and the legal plan documents, the plan documents are the nal authority. MV Transportation reserves the right to change or discontinue its employee benets plans at any time.

City Council/RSA Agenda 329 Tuesday, May 23, 2023
750 MASON STREET | SUITE 105 | VACAVILLE, CA 95688
May 3, 2023
Steve Adams, Contract Officer and
Transit Manager
City of Union City
34650 Seventh Street
Union City, CA 94587
Email [email protected]
Re: Best and Final Offer for RFP 21-14 for Contracted Dumbarton Bridge Express Bus Services
Dear Steve Adams:

MV Transportation, Inc. and all subsidiaries, joint ventures, partnerships, and affiliates (or MV) greatly appreciate the opportunity to submit our Best and Final offer (BAFO) to the Dumbarton Bridge Regional Operations Consortium regarding its RFP for Contracted Dumbarton Bridge Express Bus Services. We are proud of our history of passenger transportation and are pleased to continue to offer quality service delivered by qualified and professional people for these operations. We are confident that our proposal offers the best value for the Consortium.

Please let me outline the changes in our BAFO compared to the pricing previously submitted with our proposal.
• The effective rate for workers' compensation was lowered in years 2-5 based on the history of lower claims at the division.
• Decreased the allocation of our General Manager and Maintenance Manager.

The following pages contain revised BAFO pricing for your consideration.

MV would also like to provide pricing effective when U-Line is added to the Service performed by MV. Given that the exact timing of adding U-Line is unknown and the impact is material to the overall solution, MV suggests we adopt the BAFO pricing with U-Line hours included when U-Line service begins. The BAFO pricing with U-Line considers the addition of the following personnel:
• 5 drivers and their training
• A part-time Road Supervisor (50%)
• A part-time B Tech (50%)
• A part-time Utility (25%)
By creating a second price page to go into effect when U-Line is operated by MV, DBX will benefit from greater leverage of resources resulting in a lower rate per hour.

City Council/RSA Agenda 330 Tuesday, May 23, 2023
750 MASON STREET | SUITE 105 | VACAVILLE, CA 95688
The following pages contain BAFO pricing with U-Line included.

Please note that MV did not adjust wages for the staff, vehicle operators, and maintenance personnel or costs associated with vehicle maintenance. MV intends to provide DBX with a competent solution that both parties feel confident of service delivery over the term of the Agreement. The confidence comes from paying our drivers, road supervisors, and mechanics a market wage and the ability to maintain an aging fleet.

Authorized Signature
I, Dorothea DePrisco, Assistant Corporate Secretary, have signed this letter and am authorized to bind MV Transportation to the proposal and contract if awarded. I have read, understood, and verified that MV Transportation will comply with all terms and conditions in the Agreement.

Senior Vice President of Business Development Dennis Shipman is your primary contact for this procurement. He is authorized to make representations for MV Transportation, Inc., to include all its subsidiaries, joint ventures, partnerships, and affiliates (the bidding entity). If awarded the contract, the Contracting Party will be MV Public Transportation, Inc.

You can reach Dennis at (303) 956-4413 or [email protected]. Additionally, Joe Escobedo, senior vice president, will serve as your secondary contact; you can contact Joe at (623) 340-3209 or [email protected]. Please direct all correspondence related to this and all future procurements to MV’s bid office located at 750 Mason Street, Suite 105, Vacaville, CA 95688, fax number (707) 446-4177.

Thank you for your consideration; I encourage you to select MV Transportation to continue as your partner for the provision of the Dumbarton Bridge Express Service. We look forward to working with you throughout this procurement.

Sincerely,
Dorothea DePrisco
Assistant Corporate Secretary
City Council/RSA Agenda 331 Tuesday, May 23, 2023
Proposer is required to complete Form A.1 and Form A.2 of the Cost Proposal.

Contract Year
Estimated
Daily Revenue
Hours (a)
Service Days
for Year or
Half‐Year (b)
Cost Per
Vehicle
Revenue Hour
(c)
Estimated Cost Per
Year or Half Year (d) =
(a) x (b) x (c)
Year 0.5 (7/1/23 ‐ 12/31/23) 95 127 122.61 $      $      1,479,289.65 Year 1 (1/1/24‐12/31/24) 95 254 122.32 $      $      2,951,581.60 First Option Year (1/1/25‐12/31/25) 95 254 127.96 $      $      3,087,674.80 Second Option Year (1/1/26‐12/31/26) 95 254 134.86 $      $      3,254,171.80 Third Option Year (1/1/27‐12/31/27) 95 254 140.60 $      $      3,392,678.00 $   14,165,395.85
FORM A.1 - COST PROPOSAL SUMMARY FORM

GRAND TOTAL COST FOR THE ONE AND ONE-HALF YEAR BASE TERM

AND THREE ONE-YEAR OPTION TERMS
Grand Total Cost for Four and One‐Half Years‐‐Sum of (d) City Council/RSA Agenda 332 Tuesday, May 23, 2023
Description
Year 0.5
(7/1/23-
12/31/23)
Year 1
(1/1/24-
12/31/24)
First
Option Year
(1/1/25-
12/31/25)
Second
Option Year
(1/1/26-
12/31/26)
Third
Option Year
(1/1/27-
12/31/27)

LABOR COSTS
1 Management 40,082 81,366 83,807 86,321 88,910
2 Administration/Clerical 00000
3 Drivers 440,962 903,997 950,706 1,000,191 1,037,506
4 Maintenance 155,427 315,984 326,411 337,183 348,310
5 Dispatch/Road Supervision 74,233 150,916 155,896 161,041 166,355 6 Other Labor (specify) 00000
7 Subtotal, Direct Compensation Costs (Lines 1-6) 710,704 1,452,263 1,516,820 1,584,735 1,641,081 8 Payroll Taxes 62,163 126,796 132,142 137,971 142,660
9 Vacation/Holiday 32,622 65,561 68,108 73,055 75,387
10 Sick Leave 7,879 15,864 16,426 17,347 18,026
11 Group Medical Insurance 62,207 127,991 135,803 143,516 150,647 12 Workers Compensation Insurance and Associated Costs 69,099 144,867 161,821 182,208 193,269 13 Other Fringe Benefits and Taxes (Retirement) 22,904 47,044 49,487 51,961 54,559 14 Subtotal, Fringe Benefits and Taxes (Lines 8-14) 256,874 528,124 563,787 606,057 634,548 15 TOTAL LABOR COSTS (Line 7 + Line 14) 967,578 1,980,386 2,080,608 2,190,792 2,275,629 16 EXPENSES
17 Fuel 00000
18 Oil, Lubricants, Diesel Exhaust Fluid, and Other Fluids 8,607 18,076 19,883 21,871 24,059 19 Materials and Supplies 20,862 38,110 34,017 28,368 22,957 20 Performance Bond 4,846 9,692 9,692 9,692 9,692
21 General Liability/Property Damage Insurance 84,274 172,912 181,500 190,521 200,140 22 Employee Theft/Crime Insurance 00000
23 Non-Vehicle Insurance 00000
24 Office Expenses 52,941 107,470 110,694 114,015 117,435 25 Computer Hardware, Software, and Peripherals 10,007 20,304 20,971 21,742 22,452 26 Telephone, Radio, and Other Communication Costs 1,455 2,878 2,890 2,976 3,066 27 Customer Amenities (WiFi and real-time information services) 00000 28 Uniform Expenses 1,327 2,694 2,775 2,858 2,944
29 Employee Recruitment/Training 12,148 27,660 34,400 38,912 40,649 30 Non-Revenue Vehicle Expenses 3,249 6,594 6,792 6,996 7,206 31 Maintenance 98,764 207,405 228,146 250,960 276,056
32 Other Expenses (Startup) 28,525 0000
33 Subtotal, Operating Expenses (Lines 17-32) 327,005 613,796 651,760 688,912 726,657 34 Taxes 54 109 112 116 119
35 Licenses/Permits 57 115 118 122 126
36 Contract Overhead 82,043 149,574 138,943 146,438 152,666 37 Profit 102,554 207,602 216,134 227,792 237,481
38 Subtotal, Business Expenses (Lines 34-37) 184,707 357,399 355,307 374,468 390,392 39 TOTAL LABOR COST, OPERATING EXPENSES, AND
BUSINESS EXPENSES (Line 15 + Line 33 + Line 38) 1,479,290 2,951,582 3,087,675 3,254,172 3,392,678 40 REVENUE HOURS FOR THIS PERIOD 12,065 24,130 24,130 24,130 24,130 41 COST PER REVENUE HOUR (Line 39 ÷ Line 40) 122.61 122.32 127.96 134.86 140.60 Note 1: There is no cost on Line 27 Customer Amenties, per the RFP these will be pass-through so they are not included in the billing rate.

Note 2: We request Startup costs (line 32) be reimbursed at start of new term for one time expenses for vehicle equipment installation and Software integration FORM A.2

COST PROPOSAL DETAIL FORM FOR THE ONE AND ONE-HALF YEAR BASE TERM AND THREE ONE-YEAR OPTION TERMS Proposer: MV Transportation Inc.

Line
City Council/RSA Agenda 333 Tuesday, May 23, 2023
Proposer is required to complete Form A.1 and Form A.2 of the Cost Proposal.

Contract Year
Estimated
Daily Revenue
Hours (a)
Service Days
for Year or
Half‐Year (b)
Cost Per
Vehicle
Revenue Hour
(c)
Estimated Cost Per
Year or Half Year (d) =
(a) x (b) x (c)
Year 0.5 (7/1/23 ‐ 12/31/23)         122.86 127 117.14 $      $      1,827,761.19 Year 1 (1/1/24‐12/31/24)         122.86 254 118.97 $      $      3,712,630.17 First Option Year (1/1/25‐12/31/25)         122.86 254 122.89 $      $      3,834,959.41 Second Option Year (1/1/26‐12/31/26)         122.86 254 130.02 $      $      4,057,461.33 Third Option Year (1/1/27‐12/31/27)         122.86 254 135.99 $      $      4,243,763.78 $   17,676,575.87
FORM A.1 - COST PROPOSAL SUMMARY FORM (WITH ULINE)

GRAND TOTAL COST FOR THE ONE AND ONE-HALF YEAR BASE TERM

AND THREE ONE-YEAR OPTION TERMS
Grand Total Cost for Four and One‐Half Years‐‐Sum of (d) City Council/RSA Agenda 334 Tuesday, May 23, 2023
Description
Year 0.5
(7/1/23-
12/31/23)
Year 1
(1/1/24-
12/31/24)
First
Option Year
(1/1/25-
12/31/25)
Second
Option Year
(1/1/26-
12/31/26)
Third
Option Year
(1/1/27-
12/31/27)

LABOR COSTS
1 Management 40,082 81,366 83,807 86,321 88,910
2 Administration/Clerical 00000
3 Drivers 557,062 1,179,585 1,210,127 1,280,291 1,333,764 4 Maintenance 186,286 378,719 391,217 404,127 417,463
5 Dispatch/Road Supervision 92,791 188,645 194,870 201,301 207,944 6 Other Labor (specify) 00000
7 Subtotal, Direct Compensation Costs (Lines 1-6) 876,221 1,828,315 1,880,021 1,972,040 2,048,082 8 Payroll Taxes 76,286 156,243 163,844 171,875 178,347
9 Vacation/Holiday 34,822 74,181 81,935 90,245 95,140
10 Sick Leave 9,242 19,565 21,306 22,632 23,623
11 Group Medical Insurance 78,695 161,600 170,852 180,262 189,216 12 Workers Compensation Insurance and Associated Costs 84,553 188,157 197,155 223,755 238,559 13 Other Fringe Benefits and Taxes (Retirement) 29,800 61,197 64,364 67,583 70,962 14 Subtotal, Fringe Benefits and Taxes (Lines 8-14) 313,398 660,943 699,456 756,351 795,846 15 TOTAL LABOR COSTS (Line 7 + Line 14) 1,189,619 2,489,257 2,579,477 2,728,390 2,843,928 16 EXPENSES
17 Fuel 00000
18 Oil, Lubricants, Diesel Exhaust Fluid, and Other Fluids 11,134 23,381 25,719 28,291 31,120 19 Materials and Supplies 24,163 49,340 38,185 32,497 27,045 20 Performance Bond 6,028 12,056 12,056 12,056 12,056
21 General Liability/Property Damage Insurance 109,097 223,547 234,623 246,344 258,659 22 Employee Theft/Crime Insurance 00000
23 Non-Vehicle Insurance 00000
24 Office Expenses 64,941 131,830 135,785 139,859 144,054 25 Computer Hardware, Software, and Peripherals 10,865 22,044 22,764 23,588 24,354 26 Telephone, Radio, and Other Communication Costs 1,455 2,878 2,890 2,976 3,066 27 Customer Amenities (WiFi and real-time information services) 00000 28 Uniform Expenses 1,726 3,504 3,609 3,717 3,829
29 Employee Recruitment/Training 13,275 29,949 36,757 41,340 43,150 30 Non-Revenue Vehicle Expenses 3,249 6,594 6,792 6,996 7,206 31 Maintenance 127,751 274,113 295,104 324,615 357,076
32 Other Expenses (Startup) 34,418 0000
33 Subtotal, Operating Expenses (Lines 17-32) 408,100 779,236 814,283 862,279 911,614 34 Taxes 54 109 112 116 119
35 Licenses/Permits 57 115 118 122 126
36 Contract Overhead 102,206 185,951 172,580 182,593 190,977 37 Profit 127,758 258,028 268,458 284,034 297,076
38 Subtotal, Business Expenses (Lines 34-37) 230,075 444,204 441,268 466,865 488,298 39 TOTAL LABOR COST, OPERATING EXPENSES, AND
BUSINESS EXPENSES (Line 15 + Line 33 + Line 38) 1,827,794 3,712,697 3,835,028 4,057,534 4,243,840 40 REVENUE HOURS FOR THIS PERIOD 15,604 31,207 31,207 31,207 31,207 41 COST PER REVENUE HOUR (Line 39 ÷ Line 40) 117.14 118.97 122.89 130.02 135.99 Note 1: There is no cost on Line 27 Customer Amenties, per the RFP these will be pass-through so they are not included in the billing rate.

Note 2: We request Startup costs (line 32) be reimbursed at start of new term for one time expenses for vehicle equipment installation and Software integration FORM A.2 (WITH ULINE)

COST PROPOSAL DETAIL FORM FOR THE ONE AND ONE-HALF YEAR BASE TERM AND THREE ONE-YEAR OPTION TERMS Proposer: MV Transportation Inc.

Line
City Council/RSA Agenda 335 Tuesday, May 23, 2023
Agenda Item
DATE: 5/23/2023
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: MARIO VALLEJO, INFORMATION TECHNOLOGY DIRECTOR
SUBJECT: ADOPT A RESOLUTION APPROVING AN AMENDMENT TO THE

SOFTWARE AS A SERVICE AGREEMENT WITH TYLER TECHNOLOGIES, INC., TO BE THE NEW ENTERPRISE FINANCE SYSTEM, FOR A ONE-TIME IMPLEMENTATION COST OF $290,062.00, BRINGING THE TOTAL
CONTRACT COST TO $526,922.00, AND APPROVING A RECURRING ANNUAL SERVICE COST FOR THE ENTERPRISE FINANCE SYSTEM OF $118,708.00,

AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE PURCHASE

AGREEMENT
Staff recommends that the City Counciladopt a Resolution to replace the current legacy Tyler Eden software with the cloud-hosted Tyler Munis Financials as its Enterprise Finance System, for a one-time implementation cost of $290,062.00, bringing the totalcontract cost with Tyler Technologies, Inc. to $526,922.00, and approving a recurring annual service cost for the Enterprise Finance System of $118,708.00, and authorizing the City Manager to execute the purchase agreement.

Tyler Technologies, Inc. is currently under contract with the City to upgrade the Human Resources and Payroll systems for the one-time cost of $236,860.00. Adoption of the Resolution would authorize an amendment to the contract to include the new Enterprise Finance System for a one-time cost of $290,062.00.

STRATEGIC PLAN ALIGNMENT
This upgrade supports Goal D.: Create a healthy, sustainable community and maintain and improve the City infrastructure.

BACKGROUND
The Finance, Human Resources, and Economic Development departments use Tyler Eden as their Enterprise Resource Planning (ERP) system. The City procured the Tyler Eden software on June 11, 2008. After 14 years, Tyler Technologies, Inc. has ceased to add new features and only provides security updates to the software. An end of support date has not been provided by the vendor, but staff has been informed that Tyler Technologies does plan to stop support in the next couple of years. The Eden software is hosted by the City on City-owned servers City Council/RSA Agenda 336 Tuesday, May 23, 2023
housed in the City Hall building.

The Finance software is made up of thirteen modules within the Tyler Eden ERP software stack. Current Finance tasks can be time consuming, paper intensive and involve manualeffort when using the older software. Tyler Eden reports are cumbersome to run and not easily manipulated. Integration with other software requires direct customization by Tyler and is cost prohibitive.

On June 14, 2022, as part of the proposed amendments to the FiscalYear 2022-2023 Biennial Budget, the City Councilauthorized the upgrade of the Tyler EDEN system to the Tyler Munis system for Finance, Human Resources (HR) and Payroll. The first agreement with Tyler Technologies, Inc. was approved by the City Council on October 11, 2022, and only included system upgrades for HR and Payroll. The proposed Tyler Munis Finance System will work in conjunction with the HR and Payroll systems and on the same SaaS ERP platform.

DISCUSSION
Tyler Technologies is a leader in the municipal government Enterprise Resource Planning (ERP) space, with over 10,000 customers nationwide. Their Munis ERP is deployed by over 1,950 agencies, including over 130 California agencies. The Munis ERP is designed specifically for governments and integrates finance, purchasing, asset management, payroll, human resources, community development, project management, permitting, and land use management solutions. Tyler Munis is a modern cloud-based ERP that will provide gains in efficiency, allow for online and paperless processes, help identify trends from year to year, enable automated businesses workflows, and provide a public citizen portal.

As Eden and Munis are both Tyler products, moving from one Tyler platform to another will streamline certain elements of the implementation including data migration between the two systems. Additionally, this mitigates some concerns about overlapping timelines between two ERP systems. During the implementation, Tyler will only charge service fees for the new Munis Financials; and the City will maintain access to the old system for the duration of the agreement with Tyler.

Munis Financials is a true multi-fund accounting system, Munis provides rigorous fiscalcontrols to manage grants, track project costs, measure project performance against goals, and forecast budget needs. Munis also offers key flexibility such as the ability to customize the general ledger chart of accounts, set up role-based permissions, and create custom dashboard pages, workflows, and special reports.

The implementation of the Munis Financials will be an extensive project that will span twelve months. The Software as a Service (SaaS) Agreement with Tyler (Exhibit 2) outlines the three (3) year term with language to renew automatically for an additional one (1) year term unless terminated by either party at least sixty (60) days prior to the end of the then-current renewal term.

The Sourcewell Contract (#090320-TTI) was used to obtain reduced contracted pricing. Staff and the City Attorney have examined the cooperative purchasing agreement and are satisfied that it meets the requirements of Government Code sections 6500, 6502 et. Al., and that allcompetitive bidding requirements have been met.

FISCAL IMPACT
Adoption of the resolution willauthorize an amendment to the existing contract for a not-to-exceed one-time implementation cost of $290,062.00 and the first year of the annual Software as a Service (SaaS) fee of $118,708.00. The cost will be paid from the IT Account No. 1110-1701-17001-54111.

As there are sufficient funds budgeted to cover the initial one-time payment and service fees, there will be no fiscal impact to the FY 2022-2023 Adopted Budget. The future recurring SaaS fees will be appropriated as part of the biennial budget process.

City Council/RSA Agenda 337 Tuesday, May 23, 2023

RECOMMENDATION
Staff recommends that the City Council adopt a Resolution approving an amendment to the Software as a Service agreement with Tyler Technologies, Inc., to be the new Enterprise Finance System, for a one-time implementation cost of $290,062.00, bringing the total contract cost to $526,922.00, and approving a recurring annual service cost for the Enterprise Finance System of $118,708.00, and authorizing the City Manager to execute the purchase agreement.

Prepared by:

Mario J. Vallejo, Information Technology Director; Jackie Acosta, Finance Director Submitted by:

Mario J. Vallejo, Information Technology Director
ATTACHMENTS:

Description Type
Resolution - Tyler Munis Financials Resolution
Amendment Tyler Munis Financials - City of Union City, CA Attachment City Council/RSA Agenda 338 Tuesday, May 23, 2023
RESOLUTION NO. XXXX-23

ADOPT A RESOLUTION APPROVING AN AMENDMENT TO THE SOFTWARE AS A SERVICE AGREEMENT WITH TYLER TECHNOLOGIES, INC., TO BE

THE NEW ENTERPRISE FINANCE SYSTEM, FOR A ONE-TIME
IMPLEMENTATION COST OF $290,062.00, BRINGING THE TOTAL
CONTRACT COST TO $526,922.00, AND APPROVING A RECURRING ANNUAL SERVICE COST FOR THE ENTERPRISE FINANCE SYSTEM OF $118,708.00,

AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE PURCHASE

AGREEMENT
WHEREAS, the Finance Department currently use Tyler Eden as their Enterprise Resource Planning (ERP) system; and
WHEREAS, the City procured the Tyler Eden software on June 11, 2008 and Tyler Technologies, Inc. has ceased adding new features and only provides security updates to the software; and
WHEREAS, the new Tyler Munis Financials is a modern cloud-based ERP that is a true multi-fund accounting system, provides rigorous fiscal controls to manage grants, track project costs, measure project performance against goals, forecast budget needs, offers key flexibility such as the ability to customize the general ledger chart of accounts, set up role-based permissions, and create custom dashboard pages, workflows, and special reports; and WHEREAS, the Software as a Service (SaaS) Agreement with Tyler outlines the three (3) year term with language to renew automatically for an additional one (1) year term unless terminated by either party at least sixty (60) days prior to the end of the then-current renewal term; and
WHEREAS, the Sourcewell Contract (#090320-TTI) was used to obtain reduced contracted pricing and Staff and the City Attorney have examined the cooperative purchasing agreement and are satisfied that it meets the requirements of Government Code sections 6500, 6502 et. al., and that all competitive bidding requirements have been met.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Union City hereby approves an Amendment to the Software as a Service Agreement with Tyler Technologies, Inc. to be the new Enterprise Finance System, for a one-time implementation cost of $290,062.00, bringing the total contract cost to $526,922.00 and approving a recurring annual service cost for the Enterprise Finance System of $118,708.00, and authorizes the City Manager to execute the purchase agreement.

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Union City at a regular meeting held on the 23rd day of May 2023, by the following vote:

AYES:

City Council/RSA Agenda 339 Tuesday, May 23, 2023
Resolution No. XXXX-21

NOES:

ABSENT:

ABSTAIN:

APPROVED:

CAROL DUTRA-VERNACI
Mayor
ATTESTED: APPROVED AS TO FORM:
_________________________ _________________________
ANNA M. BROWN KRISTOPHER J. KOKOTAYLO
City Clerk City Attorney
City Council/RSA Agenda 340 Tuesday, May 23, 2023
1 AMENDMENT
This amendment (“Amendment”) is effective as of the date of signature of the last party to sign as indicated below (“Amendment Effective Date”), by and between Tyler Technologies, Inc. with offices at One Tyler Drive, Yarmouth, Maine 04096 (“Tyler”) and the City of Union City, California, with offices at 34009 Alvarado Niles Road, Union City, California 94587-4497 (“Client”).

WHEREAS, Tyler and Client are parties to an agreement dated October 20, 2022 (“Agreement”); and WHEREAS, Tyler and Client desire to amend the terms of the Agreement as provided herein.

NOW THEREFORE, in consideration of the mutual promises hereinafter contained, Tyler and Client agree as follows:

1. The items set forth in the sales quotation attached as Exhibit 1 to this Amendment are hereby added to the Agreement as of the first day of the first month following the Amendment Effective Date. Payment of fees and costs for such items shall conform to the following terms:
a. License Fees. License fees are invoiced 100% on the date when we provide you with access to the applicable Tyler Software (the “Software Access Date”). b. Maintenance Fees. Client will receive a credit for the maintenance and support fees prepaid for the Migration Modules for the time period commencing on the first day of the first month following the Amendment Effective Date. Migration Modules are listed at Exhibit 1, Schedule A.
c. SaaS Fees. The annual SaaS fees payable under the Agreement shall be increased in the amount of $118,708, for the Tyler Software added herein. The first year’s annual SaaS Fees shall be invoiced on the first day of the first month following the Amendment Effective Date, prorated for the time period commencing on such date and ending concurrently with the Client’s annual SaaS Term under the Agreement. Subsequent SaaS Fees shall be invoiced in accord with the terms of the Agreement. d. Implementation and Other Professional Services (including training). Implementation and other professional services (including training) are billed and invoiced at the rates set forth in Exhibit 1. You shall receive invoices monthly for the work performed in the previous month. Invoices shall show a detailed listing of work performed. Client shall pay within 30 days of receipt of invoices that are not otherwise in dispute in accordance with Section F(2) of the Agreement.
e. Conversion Fees. Fixed-fee conversions are invoiced 50% upon initial delivery of the converted data, by conversion option, and 50% upon Client acceptance to load the converted data into Live/Production environment, by conversion option. Where conversions are quoted as estimated, we will bill you the actual services delivered on a time and materials basis.

2. The services set forth in the Investment Summary will be provided in accordance with the City Council/RSA Agenda 341 Tuesday, May 23, 2023
2 Statement of Work attached hereto as Exhibit 2.

3. When Tyler makes Tyler Software discounted 100% in Exhibit 1 (the “Evergreen Modules”) licensed pursuant to this Agreement available to the Client for use in live production, the license to the Tyler software listed in Exhibit 1, Schedule A (hereafter, “Migration Modules”) terminates, as do Tyler’s maintenance, support, and/or update obligations for such software.

4. General Ledger – Limited Use.
a. The “General Ledger – Limited Use” Tyler Software is hereby removed from the maintenance and support agreement as of the first day of the first month following the Amendment Effective Date.
b. Upon such date, Client’s right to access maintenance and support services is terminated, as are Tyler’s obligations to support, maintain, and update such software. c. Client’s annual SaaS fees payment obligation commencing November 1, 2023 is hereby reduced by $7,156 with respect to the removal of the above-listed software. d. In recognition of SaaS fees paid to Tyler for such software for the period commencing on the first day of the first month following the Amendment Effective Date through October 31, 2023, Tyler hereby issues to Client a credit. Client may apply such credit, in its discretion, to any fees due to Tyler under the Agreement. This Amendment, upon execution, shall serve as Client’s documentation for the credit issued (the executed Amendment is your credit invoice from Tyler).

5. This Amendment shall be governed by and construed in accordance with the terms and conditions of the Agreement.

6. Except as expressly indicated in this Amendment, all other terms and conditions of the Agreement shall remain in full force and effect.

IN WITNESS WHEREOF, the parties hereto have executed this Amendment as of the dates set forth below.

Tyler Technologies, Inc. City of Union City, California By: By:

Name: Name:

Title: Title:

Date: Date:

City Council/RSA Agenda 342 Tuesday, May 23, 2023
Exhibit 1
3 Exhibit 1
Investment Summary
The following Investment Summary details the software, products, and services to be delivered by us to you under the Agreement. This Investment Summary is effective as of the Effective Date, despite any expiration date in the Investment Summary that may have lapsed as of the Effective Date. Capitalized terms not otherwise defined will have the meaning assigned to such terms in the Agreement. In the event of conflict between the Agreement and terms in the Comments section of this Investment Summary, the language in the Agreement will prevail.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
City Council/RSA Agenda 343 Tuesday, May 23, 2023
Exhibit 1
Schedule A
1 Exhibit 1
Schedule A
Migration Modules
Forms
State Package
Data Dictionaries/Reports Views
Tyler Cashiering
Project Accounting
Requisitions
Contract Management

GL/AP/PG
City Council/RSA Agenda 344 Tuesday, May 23, 2023
2021-280593-G1D2V0 CONFIDENTIAL Page 1
Quoted By: Jason Cloutier
Quote Expiration: 11/01/23
Quote Name: City of Union City-ERP-Financials
Quote Description: Munis Financials (1.27.23)
Sales Quotation For:

City of Union City
34009 Alvarado Niles Rd
Union City CA 94587-4497
Phone: +1 (510) 471-3232
Tyler License Fees and Related Services
Description Qty License Hours Module Total
Year One
Maintenance
Financial Management
Accounting 1 $ 81,616.00 184 $ 0.00 $ 0.00
Accounts Payable 1 $ 23,333.00 40 $ 0.00 $ 0.00
Budgeting 1 $ 23,333.00 60 $ 0.00 $ 0.00
Capital Assets 1 $ 21,199.00 52 $ 21,199.00 $ 0.00
Cash Management 1 $ 16,004.00 40 $ 16,004.00 $ 0.00
Contract Management 1 $ 9,826.00 40 $ 0.00 $ 0.00
eProcurement 1 $ 15,409.00 40 $ 15,409.00 $ 0.00
Project & Grant Accounting 1 $ 16,525.00 48 $ 0.00 $ 0.00 Purchasing 1 $ 100.00 144 $ 100.00 $ 0.00
Revenue Management
Accounts Receivable 1 $ 18,601.00 100 $ 0.00 $ 0.00
Cashiering 1 $ 30,972.00 52 $ 0.00 $ 0.00
General Billing 1 $ 10,998.00 40 $ 0.00 $ 0.00
Sub-Total $ 267,916.00 $ 52,712.00 $ 0.00
Less Discount $ 215,204.00 $ 0.00
TOTAL $ 52,712.00 840 $ 52,712.00 $ 0.00
City Council/RSA Agenda 345 Tuesday, May 23, 2023
2021-280593-G1D2V0 CONFIDENTIAL Page 2
Tyler SaaS and Related Services
Description Qty Imp. Hours Annual Fee
Financial Management
Accounting 1 0 $ 29,381.00
Accounts Payable 1 0 $ 8,399.00
Budgeting 1 0 $ 8,519.00
Capital Assets 1 0 $ 7,631.00
Cash Management 1 0 $ 5,761.00
Contract Management 1 0 $ 3,537.00
eProcurement 1 0 $ 5,547.00
Project & Grant Accounting 1 0 $ 5,949.00
Purchasing 1 0 $ 13,374.00
Revenue Management
Accounts Receivable 1 0 $ 6,696.00
Cashiering 1 0 $ 11,149.00
General Billing 1 0 $ 3,959.00
Additional
Enterprise Forms Processing (including Common Form Set) 1 0 $ 8,806.00 TOTAL 0 $ 118,708.00
Professional Services
Description Quantity Unit Price Ext Discount Extended Price Maintenance Forms Processing - Configuration 1 $ 2,000.00 $ 0.00 $ 2,000.00 $ 0.00 Project Management 144 $ 200.00 $ 0.00 $ 28,800.00 $ 0.00 Conversions – See Detailed Breakdown Below $ 19,050.00 $ 0.00 Onsite Implementation 232 $ 225.00 $ 0.00 $ 52,200.00 $ 0.00 Remote Implementation 608 $ 200.00 $ 0.00 $ 121,600.00 $ 0.00 TOTAL $ 223,650.00 $ 0.00
City Council/RSA Agenda 346 Tuesday, May 23, 2023
2021-280593-G1D2V0 CONFIDENTIAL Page 3
Summary One Time Fees Recurring Fees
Total Tyler License Fees $ 52,712.00 $ 0.00
Total SaaS $ 0.00 $ 118,708.00
Total Tyler Services $ 223,650.00 $ 0.00
Total Third-Party Hardware, Software, Services $ 0.00 $ 0.00 Summary Total $ 276,362.00 $ 118,708.00
Contract Total $ 395,070.00
Estimated Travel Expenses excl in Contract
Total $ 13,700.00
Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held For six (6) months from the Quote date or the Effective Date of the Contract, whichever is later.

Customer Approval: Date:

Print Name: P.O.#:

All Primary values quoted in US Dollars
Detailed Breakdown of Conversions (Included in Summary Total) Description Qty Unit Price Unit Discount Extended Price Accounting
AC - Actuals up to 3 years 1 $ 1,500.00 $ 750.00 $ 750.00 AC - Budgets up to 3 years 1 $ 1,500.00 $ 750.00 $ 750.00 AC Standard COA 1 $ 2,000.00 $ 1,000.00 $ 1,000.00
City Council/RSA Agenda 347 Tuesday, May 23, 2023
2021-280593-G1D2V0 CONFIDENTIAL Page 4
Accounts Payable
AP - Checks up to 5 years 1 $ 3,500.00 $ 1,750.00 $ 1,750.00 AP - Invoice up to 5 years 1 $ 5,000.00 $ 2,500.00 $ 2,500.00 AP Standard Master 1 $ 1,800.00 $ 900.00 $ 900.00
Contract Management
Contracts 1 $ 5,000.00 $ 2,500.00 $ 2,500.00
General Billing
GB - Bills up to 5 years 1 $ 4,500.00 $ 2,250.00 $ 2,250.00 GB - Recurring Invoices 1 $ 3,500.00 $ 1,750.00 $ 1,750.00 GB Std CID 1 $ 1,800.00 $ 900.00 $ 900.00
Project & Grant Accounting
PG - Actuals up to 3 years 1 $ 1,500.00 $ 750.00 $ 750.00 PG - Budgets up to 3 years 1 $ 1,500.00 $ 750.00 $ 750.00 PGA Standard 1 $ 2,000.00 $ 1,000.00 $ 1,000.00
Purchasing
Purchasing - Standard 1 $ 3,000.00 $ 1,500.00 $ 1,500.00 TOTAL $ 19,050.00
Optional Tyler SaaS and Related Services
Description Qty Imp. Hours Annual Fee
Civic Services
My Civic 1 0 $ 14,000.00
TOTAL: 0 $ 14,000.00
Optional 3rd Party Hardware, Software and Services
City Council/RSA Agenda 348 Tuesday, May 23, 2023
2021-280593-G1D2V0 CONFIDENTIAL Page 5
Description Qty Unit Price
Unit
Discount
Total Price
Unit
Maint/SaaS
Unit
Maint/SaaS
Discount
Total
Maint/SaaS
Pattern Stream Automated Document System 1 $ 25,000.00 $ 0.00 $ 25,000.00 $ 5,000.00 $ 0.00 $ 5,000.00 Pattern Stream Automated Document System -
Implementation 48 $ 185.00 $ 0.00 $ 8,880.00 $ 0.00 $ 0.00 $ 0.00 TOTAL $ 33,880.00 $ 5,000.00
Tyler License Fee Discount Detail (Excludes Optional Products) Description License
License
Discount License Net
Maintenance
Basis
Year One Maint
Discount
Year One
Maint Net
Financial Management
Accounting $ 81,616.00 $ 81,616.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Accounts Payable $ 23,333.00 $ 23,333.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Budgeting $ 23,333.00 $ 23,333.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Capital Assets $ 21,199.00 $ 0.00 $ 21,199.00 $ 0.00 $ 0.00 $ 0.00 Cash Management $ 16,004.00 $ 0.00 $ 16,004.00 $ 0.00 $ 0.00 $ 0.00 Contract Management $ 9,826.00 $ 9,826.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 eProcurement $ 15,409.00 $ 0.00 $ 15,409.00 $ 0.00 $ 0.00 $ 0.00 Project & Grant Accounting $ 16,525.00 $ 16,525.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Purchasing $ 100.00 $ 0.00 $ 100.00 $ 0.00 $ 0.00 $ 0.00 Revenue Management
Accounts Receivable $ 18,601.00 $ 18,601.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Cashiering $ 30,972.00 $ 30,972.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 General Billing $ 10,998.00 $ 10,998.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 TOTAL $ 267,916.00 $ 215,204.00 $ 52,712.00 $ 0.00 $ 0.00 $ 0.00 Comments
Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the scope, level of engagement, and timeline as defined in the Statement of Work (SOW) for your project. The actual amount of services required may vary, based on these City Council/RSA Agenda 349 Tuesday, May 23, 2023
2021-280593-G1D2V0 CONFIDENTIAL Page 6
factors.

Tyler's pricing is based on the scope of proposed products and services contracted from Tyler. Should portions of the scope of products or services be altered by the Client, Tyler reserves the right to adjust prices for the remaining scope accordingly.

Unless otherwise noted, prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then-current Business Travel Policy.

Tyler's prices do not include applicable local, city or federal sales, use excise, personal property or other similar taxes or duties, which you are responsible for determining and remitting. Installations are completed remotely but can be done onsite upon request at an additional cost.

In the event Client cancels services less than two (2) weeks in advance, Client is liable to Tyler for (i) all non-refundable expenses incurred by Tyler on Client's behalf; and (ii) daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel.

The Implementation Hours included in this quote assume a work split effort of 70% Client and 30% Tyler.

Implementation Hours are scheduled and delivered in four (4) or eight (8) hour increments.

Tyler provides onsite training for a maximum of 12 people per class. In the event that more than 12 users wish to participate in a training class or more than one occurrence of a class is needed, Tyler will either provide additional days at then-current rates for training or Tyler will utilize a Train-the-Trainer approach whereby the client designated attendees of the initial training can thereafter train the remaining users.

As a new Tyler client, you are entitled to a 14-day or a 30-day trial of the Managed Detection and Response cybersecurity service. Please reference https://www.tylertech.com/services/tyler-detect for more information on the service and contact [email protected] to initiate the trial.

Tyler currently supports the following identity providers (IdP's) for use with Tyler back-office solutions: Microsoft Active Directory through Azure AD, ADFS or Okta AD agent, Google Cloud Identity, Okta, and Identity Automation Rapid Identity. Any requirement by you to use an IdP not supported by Tyler will require additional costs, available upon request.

Financial library includes: standard A/P check, standard EFT/ACH, standard Purchase order, standard Contract, 1099M, 1099INT, 1099S, 1099NEC and 1099G.

General Billing library includes: standard invoice, standard statement, standard general billing receipt and standard miscellaneous receipt.

City Council/RSA Agenda 350 Tuesday, May 23, 2023
2021-280593-G1D2V0 CONFIDENTIAL Page 7
Standard Project Management responsibilities include project plan creation, initial stakeholder presentation, bi-weekly status calls, updating of project plan task statuses, and go-live planning activities.

Tyler's form library prices are based on the actual form quantities listed, and assume the forms will be provided according to the standard Enterprise ERP form template. Any forms in addition to the quoted amounts and types, including custom forms or forms that otherwise require custom programming, are subject to an additional fee. Please also note that use of the Tyler Forms functionality requires the use of approved printers as well. You may contact Tyler's support team for the most current list of approved printers. Any forms included in this quote are based on the standard form templates provided. Custom forms, additional forms and any custom programming are subject to additional fees not included in this quote. The additional fees would be quoted at the time of request, generally during the implementation of the forms. Please note that the form solution provided requires the use of approved printers. You may contact Tyler's support team for the most current list of approved printers.

City Council/RSA Agenda 351 Tuesday, May 23, 2023
Exhibit 2
1 Exhibit 2
Statement of Work

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
City Council/RSA Agenda 352 Tuesday, May 23, 2023

Union City, CA
SOW from Tyler Technologies, Inc.
2/23/2023
Presented to:
34009 Alvarado Niles Rd
Union City, CA 94587-3232
Contact:

Rich Boven
Email: [email protected]
One Tyler Drive, Yarmouth, ME 04096
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Table of Contents
PART 1: EXECUTIVE SUMMARY...............................................................................................................1 Project Overview............................................................................................................................. 1 Introduction ........................................................................................................................................ 1 Project Goals....................................................................................................................................... 1 Methodology....................................................................................................................................... 1 PART 2: PROJECT FOUNDATION .............................................................................................................3 Project Governance ......................................................................................................................... 3 Project Scope Control ...................................................................................................................... 4 Managing Scope and Project Change ................................................................................................. 4 Change Control ................................................................................................................................... 4 Change Request Management............................................................................................................ 4 Acceptance Process ......................................................................................................................... 6 Roles and Responsibilities................................................................................................................ 6 Tyler Roles & Responsibilities............................................................................................................. 6 Tyler Executive Manager............................................................................................................. 7 Tyler Implementation Manager.................................................................................................. 7 Tyler Project Manager................................................................................................................. 7 Tyler Implementation Consultant............................................................................................... 8 Tyler Sales ................................................................................................................................... 8 Tyler Technical Services.............................................................................................................. 8 City Roles & Responsibilities............................................................................................................... 9 City Executive Sponsor................................................................................................................ 9 City Steering Committee............................................................................................................. 9 City Project Manager .................................................................................................................. 9 City Functional Leads ................................................................................................................ 11 City Power Users....................................................................................................................... 11 City End Users ........................................................................................................................... 12 City Technical Lead.................................................................................................................... 12 City Change Management Lead ................................................................................................ 12 PART 3: PROJECT PLAN........................................................................................................................... 13 Project Stages.................................................................................................................................13 Initiate and Plan ................................................................................................................................ 14 Initial Coordination ................................................................................................................... 14 Project/Phase Planning ............................................................................................................. 15 Infrastructure Planning ............................................................................................................. 16 City Council/RSA Agenda 354 Tuesday, May 23, 2023

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Stakeholder Meeting................................................................................................................. 17 Intentionally left blank.............................................................................................................. 18 Control Point 1: Initiate & Plan Stage Acceptance.................................................................... 18 Assess & Define................................................................................................................................. 18 Solution Orientation.................................................................................................................. 18 Current & Future State Analysis................................................................................................ 19 Conversion Assessment ............................................................................................................ 20 Intentionally left blank.............................................................................................................. 21 Intentionally left blank.............................................................................................................. 21 Control Point 2: Assess & Define Stage Acceptance................................................................. 21 Prepare Solution ............................................................................................................................... 22 Initial System Deployment........................................................................................................ 22 Configuration ............................................................................................................................ 23 Process Refinement .................................................................................................................. 24 Conversion Delivery .................................................................................................................. 25 Intentionally left blank.............................................................................................................. 27 Intentionally left blank.............................................................................................................. 27 Control Point 3: Prepare Solution Stage Acceptance................................................................ 27 Production Readiness ....................................................................................................................... 27 Solution Validation.................................................................................................................... 28 Go-Live Readiness..................................................................................................................... 28 End User Training...................................................................................................................... 29 Control Point 4: Production Readiness Stage Acceptance........................................................ 31 Production......................................................................................................................................... 31 Go-Live ...................................................................................................................................... 31 Transition to Client Services...................................................................................................... 32 Post Go-Live Activities............................................................................................................... 33 Control Point 5: Production Stage Acceptance......................................................................... 34 Close.................................................................................................................................................. 34 Phase Closeout.......................................................................................................................... 35 Project Closeout........................................................................................................................ 36 Control Point 6: Close Stage Acceptance.................................................................................. 37 General Assumptions......................................................................................................................37 Project............................................................................................................................................... 37 Organizational Change Management ............................................................................................... 37 Resources and Scheduling ................................................................................................................ 38 Data................................................................................................................................................... 38 Facilities............................................................................................................................................. 39 Glossary .........................................................................................................................................40 PART 4: APPENDICES ............................................................................................................................... 43 Conversion .....................................................................................................................................43 Accounting 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Accounting - Budgets................................................................................................................ 43 Accounts Payable ...................................................................................................................... 43 Accounts Payable - Checks........................................................................................................ 43 Accounts Payable - Invoices...................................................................................................... 43 Contracts................................................................................................................................... 43 General Billing........................................................................................................................... 43 General Billing – Bills................................................................................................................. 44 General Billing – Recurring Invoices.......................................................................................... 44 Project Accounting.................................................................................................................... 44 Project Grant Accounting - Actuals........................................................................................... 44 Project Grant Accounting – Budget .......................................................................................... 44 Purchase Orders........................................................................................................................ 44 Additional Appendices................................................................................................................45 Intentionally left blank...................................................................................................................... 45 Project Timeline..........................................................................................................................46 ERP Project Timeline ......................................................................................................................... 46 Intentionally left blank...................................................................................................................... 46 City Council/RSA Agenda 356 Tuesday, May 23, 2023

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Part 1: Executive Summary
Project Overview
Introduction
Tyler Technologies (“Tyler”) is the largest and most established provider of integrated software and technology services focused solely on the public sector. Tyler’s end-to-end solutions empower public sector entities including local, state, provincial and federal government, to operate more efficiently and connect more transparently with their constituents and with each other. By connecting data and processes across disparate systems, Tyler’s solutions transform how clients gain actionable insights that solve problems in their communities.

Project Goals
This Statement of Work (“SOW”) documents the methodology, implementation stages, activities, and roles and responsibilities, and project scope listed in the Investment Summary of the Agreement between Tyler and the City (collectively the “Project”).

The overall goals of the project are to:
▪ Successfully implement the contracted scope on time and on budget ▪ Increase operational efficiencies and empower users to be more productive ▪ Improve accessibility and responsiveness to external and internal customer needs ▪ Overcome current challenges and meet future goals
Methodology
This is accomplished by the City and Tyler working as a partnership and Tyler utilizing its depth of implementation experience. While each Project is unique, all will follow Tyler’s six-stage methodology. Each of the six stages is comprised of multiple work packages, and each work package includes a narrative description, objectives, tasks, inputs, outputs/deliverables, assumptions, and a responsibility matrix.

Tailored specifically for Tyler’s public sector clients, the project methodology contains Stage Acceptance Control Points throughout each Phase to ensure adherence to scope, budget, timeline controls, effective communications, and quality standards. Clearly defined, the project methodology repeats consistently across Phases, and is scaled to meet the City’s complexity and organizational needs.

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The methodology adapts to both single-phase and multiple-phase projects.

To achieve Project success, it is imperative that both the City and Tyler commit to including the necessary leadership and governance. During each stage of the Project, it is expected that the City and Tyler Project teams work collaboratively to complete tasks. An underlying principle of Tyler’s Implementation process is to employ an iterative model where the City’s business processes are assessed, configured, validated, and refined cyclically in line with the project budget. This approach is used in multiple stages and work packages as illustrated in the graphic below.

The delivery approach is systematic, which reduces variability and mitigates risks to ensure Project success. As illustrated, some stages, along with work packages and tasks, are intended to be overlapping by nature to complete the Project efficiently and effectively.

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Part 2: Project Foundation
Project Governance
Project governance is the management framework within which Project decisions are made. The role of Project governance is to provide a decision-making approach that is logical, robust, and repeatable. This allows organizations to have a structured approach for conducting its daily business in addition to project related activities.

This section outlines the resources required to meet the business needs, objectives, and priorities for the Project, communicate the goals to other Project participants, and provide support and guidance to accomplish these goals. Project governance defines the structure for escalation of issues and risks, Change Control review and authority, and Organizational Change Management activities. Throughout the Statement of Work Tyler has provided RACI Matrices for activities to be completed throughout the implementation which will further outline responsibilities of different roles in each stage. Further refinement of the governance structure, related processes, and specific roles and responsibilities occurs during the Initiate & Plan Stage.

The chart below illustrates an overall team perspective where Tyler and the City collaborate to resolve Project challenges according to defined escalation paths. If project managers do not possess authority to determine a solution, resolve an issue, or mitigate a risk, Tyler implementation management and the City Steering Committee become the escalation points to triage responses prior to escalation to the City and Tyler executive sponsors. As part of the escalation process, each Project governance tier presents recommendations and supporting information to facilitate knowledge transfer and issue resolution. The City and Tyler executive sponsors serve as the final escalation point.

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Project Scope Control
Managing Scope and Project Change
Project Management governance principles contend that there are three connected constraints on a Project:
budget, timeline, and scope. These constraints, known as the “triple constraints” or project management triangle, define budget in terms of financial cost, labor costs, and other resource costs. Scope is defined as the work performed to deliver a product, service or result with the specified features and functions, while time is simply defined as the schedule. The Triple Constraint theory states that if you change one side of the triangle, the other two sides must be correspondingly adjusted. For example, if the scope of the Project is increased, cost and time to complete will also need to increase. The Project and executive teams will need to remain cognizant of these constraints when making impactful decisions to the Project. A simple illustration of this triangle is included here, showing the connection of each item and their relational impact to the overall Scope.

A pillar of any successful project is the ability to properly manage scope while allowing the appropriate level of flexibility to incorporate approved changes. Scope and changes within the project will be managed using the change control process outlined in the following section.

Change Control
It may become necessary to change the scope of this Project due to unforeseeable circumstances (e.g., new constraints or opportunities are discovered). This Project is being undertaken with the understanding that Project scope, schedule, and/or cost may need to change to produce optimal results for stakeholders.

Changes to contractual requirements will follow the change control process specified in the final contract, and as described below.

Change Request Management
Should the need for a change to Project scope, schedule, and/or cost be identified during the Project, the change will be brought to the attention of the Steering Committee and an assessment of the change will occur. While such changes may result in additional costs and delays relative to the schedule, some changes may result in less cost to the City; for example, the City may decide it no longer needs a deliverable originally defined in the Project. The Change Request will include the following information:

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▪ The nature of the change.
▪ A good faith estimate of the additional cost or associated savings to the City, if any. ▪ The timetable for implementing the change.
▪ The effect on and/or risk to the schedule, resource needs or resource responsibilities.

The City will use its good faith efforts to either approve or disapprove any Change Request within ten (10) Business Days (or other period as mutually agreeable between Tyler and the City). Any changes to the Project scope, budget, or timeline must be documented and approved in writing using a Change Request form. These changes constitute a formal amendment to the Statement of Work and will supersede any conflicting term in the Statement of Work.

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Acceptance Process
The implementation of a Project involves many decisions to be made throughout its lifecycle. Decisions will vary from higher level strategy decisions to smaller, detailed Project level decisions. It is critical to the success of the Project that each City office or department designates specific individuals for making decisions on behalf of their offices or departments.

Both Tyler and the City will identify representative project managers. These individuals will represent the interests of all stakeholders and serve as the primary contacts between the two organizations.

The coordination of gaining City feedback and approval on Project deliverables will be critical to the success of the Project. The City project manager will strive to gain deliverable and decision approvals from all authorized City representatives. Given that the designated decision-maker for each department may not always be available, there must be a designated proxy for each decision point in the Project. Assignment of each proxy will be the responsibility of the leadership from each City department. The proxies will be named individuals that have the authorization to make decisions on behalf of their department.

The following process will be used for accepting Deliverables and Control Points:
▪ The City shall have five (5) business days from the date of delivery, or as otherwise mutually agreed upon by the parties in writing, to accept each Deliverable or Control Point. If the City does not provide acceptance or acknowledgement within five (5) business days, or the otherwise agreed upon timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control Point as accepted.
▪ If the City does not agree the Deliverable or Control Point meets requirements, the City shall notify Tyler project manager(s), in writing, with reasoning within five (5) business days, or the otherwise agreed-upon timeframe, not to be unreasonably withheld, of receipt of the Deliverable. ▪ Tyler shall address any deficiencies and redeliver the Deliverable or Control Point. The City shall then have two (2) business days from receipt of the redelivered Deliverable or Control Point to accept or again submit written notification of reasons for rejecting the milestone. If the City does not provide acceptance within two (2) business days, or the otherwise agreed upon timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control Point as accepted.

Roles and Responsibilities
The following defines the roles and responsibilities of each Project resource for the City and Tyler. Roles and responsibilities may not follow the organizational chart or position descriptions at the City, but are roles defined within the Project. It is common for individual resources on both the Tyler and City project teams to fill multiple roles. Similarly, it is common for some roles to be filled by multiple people.

Tyler Roles & Responsibilities
Tyler assigns a project manager prior to the start of each Phase of the Project (some Projects may only be one Phase in duration). Additional Tyler resources are assigned as the schedule develops and as needs arise.

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Tyler Executive Manager
Tyler executive management has indirect involvement with the Project and is part of the Tyler escalation process. This team member offers additional support to the Project team and collaborates with other Tyler department managers as needed to escalate and facilitate implementation Project tasks and decisions. ▪ Provides clear direction for Tyler staff on executing on the Project Deliverables to align with satisfying the City ’s overall organizational strategy.
▪ Authorizes required Project resources.
▪ Resolves all decisions and/or issues not resolved at the implementation management level as part of the escalation process.
▪ Acts as the counterpart to the City ’s executive sponsor.

Tyler Implementation Manager
▪ Tyler implementation management has indirect involvement with the Project and is part of the Tyler escalation process. The Tyler project managers consult implementation management on issues and outstanding decisions critical to the Project. Implementation management works toward a solution with the Tyler Project Manager or with City management as appropriate. Tyler executive management is the escalation point for any issues not resolved at this level. ▪ Assigns Tyler Project personnel.
▪ Provides support for the Project team.
▪ Provides management support for the Project to ensure it is staffed appropriately and staff have necessary resources.
▪ Monitors Project progress including progress towards agreed upon goals and objectives.

Tyler Project Manager
▪ The Tyler project manager(s) provides oversight of the Project, coordination of Tyler resources between departments, management of the Project budget and schedule, effective risk, and issue management, and is the primary point of contact for all Project related items. As requested by the City, the Tyler Project Manager provides regular updates to the City Steering Committee and other Tyler governance members. Tyler Project Manager’s role includes responsibilities in the following areas:

Contract Management
▪ Validates contract compliance throughout the Project. ▪ Ensures Deliverables meet contract requirements.
▪ Acts as primary point of contact for all contract and invoicing questions. ▪ Prepares and presents contract milestone sign-offs for acceptance by the City project manager(s). ▪ Coordinates Change Requests, if needed, to ensure proper Scope and budgetary compliance.

Planning
▪ Delivers project planning documents.
▪ Defines Project tasks and resource requirements.
▪ Develops initial Project schedule and Project Management Plan. ▪ Collaborates with the City project manager(s) to plan and schedule Project timelines to achieve ontime implementation.

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Implementation Management
▪ Tightly manages Scope and budget of Project to ensure Scope changes and budget planned versus actual are transparent and handled effectively and efficiently. ▪ Establishes and manages a schedule and Tyler resources that properly support the Project Schedule and are also in balance with Scope/budget.
▪ Establishes risk/issue tracking/reporting process between the City and Tyler and takes all necessary steps to proactively mitigate these items or communicate with transparency to the City any items that may impact the outcomes of the Project.
▪ Collaborates with the City ’s project manager(s) to establish key business drivers and success indicators that will help to govern Project activities and key decisions to ensure a quality outcome of the project.
▪ Collaborates with the City ’s project manager(s) to set a routine communication plan that will aide all Project team members, of both the City and Tyler, in understanding the goals, objectives, status, and health of the Project.

Resource Management
▪ Acts as liaison between Project team and Tyler manager(s). ▪ Identifies and coordinates all Tyler resources across all applications, Phases, and activities including development, forms, installation, reports, implementation, and billing. ▪ Provides direction and support to Project team.
▪ Manages the appropriate assignment and timely completion of tasks as defined in the Project Schedule, task list, and Go-Live Checklist.
▪ Assesses team performance and adjusts as necessary.
▪ Consulted on in Scope 3rd party providers to align activities with ongoing Project tasks.

Tyler Implementation Consultant
▪ Completes tasks as assigned by the Tyler project manager(s). ▪ Documents activities for services performed by Tyler. ▪ Guides the City through software validation process following configuration. ▪ Assists during Go-Live process and provides support until the City transitions to Client Services. ▪ Facilitates training sessions and discussions with the City and Tyler staff to ensure adequate discussion of the appropriate agenda topics during the allotted time. ▪ May provide conversion review and error resolution assistance.

Tyler Sales
▪ Supports Sales to Implementation knowledge transfer during Initiate & Plan. ▪ Provides historical information, as needed, throughout implementation. ▪ Participates in pricing activities if additional licensing and/or services are needed.

Tyler Technical Services
▪ Maintains Tyler infrastructure requirements and design document(s). ▪ Involved in system infrastructure planning/review(s). ▪ Provides first installation of licensed software with initial database on servers. ▪ Supports and assists the project team with technical/environmental issues/needs. ▪ Deploys Tyler products.

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City Roles & Responsibilities
City resources will be assigned prior to the start of each Phase of the Project. One person may be assigned to multiple Project roles.

City Executive Sponsor
The City executive sponsor provides support to the Project by providing strategic direction and communicating key issues about the Project and its overall importance to the organization. When called upon, the executive sponsor also acts as the final authority on all escalated Project issues. The executive sponsor engages in the Project, as needed, to provide necessary support, oversight, guidance, and escalation, but does not participate in day-to-day Project activities. The executive sponsor empowers the City steering committee, project manager(s), and functional leads to make critical business decisions for the City. ▪ Champions the project at the executive level to secure buy-in. ▪ Authorizes required project resources.
▪ Actively participates in organizational change communications.

City Steering Committee
The City steering committee understands and supports the cultural change necessary for the Project and fosters an appreciation for the Project’s value throughout the organization. The steering committee oversees the City project manager and Project through participation in regular internal meetings. The City steering committee remains updated on all Project progress, Project decisions, and achievement of Project milestones. The City steering committee also serves as primary level of issue resolution for the Project. ▪ Works to resolve all decisions and/or issues not resolved at the project manager level as part of the escalation process.
▪ Attends all scheduled steering committee meetings.
▪ Provides support for the project team.
▪ Assists with communicating key project messages throughout the organization. ▪ Prioritizes the project within the organization.
▪ Ensures the project staffed appropriately and that staff have necessary resources. ▪ Monitors project progress including progress towards agreed upon goals and objectives. ▪ Has the authority to approve or deny changes impacting the following areas:
o Cost
o Scope
o Schedule
o Project Goals
o City Policies
o Needs of other client projects
City Project Manager
The City shall assign project manager(s) prior to the start of this project with overall responsibility and authority to make decisions related to Project Scope, scheduling, and task assignment. The City Project Manager should communicate decisions and commitments to the Tyler project manager(s) in a timely and efficient manner. When the City project manager(s) do not have the knowledge or authority to make decisions, he or she engages the necessary resources to participate in discussions and make decisions in a City Council/RSA Agenda 365 Tuesday, May 23, 2023

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timely fashion to avoid Project delays. The City project manager(s) are responsible for reporting to the City steering committee and determining appropriate escalation points.

Contract Management
▪ Validates contract compliance throughout the project. ▪ Ensures that invoicing and Deliverables meet contract requirements. ▪ Acts as primary point of contact for all contract and invoicing questions. Collaborates on and approves Change Requests, if needed, to ensure proper scope and budgetary compliance.

Planning
▪ Reviews and accepts project planning documents.
▪ Defines project tasks and resource requirements for the City project team. ▪ Collaborates in the development and approval of the project schedule. ▪ Collaborates with Tyler project manager(s) to plan and schedule project timelines to achieve on-time implementation.

Implementation Management
▪ Tightly manages project budget and scope.
▪ Collaborates with Tyler project manager(s) to establish a process and approval matrix to ensure that scope changes and budget (planned versus actual) are transparent and handled effectively and efficiently.
▪ Collaborates with Tyler project manager to establish and manage a schedule and resource plan that properly supports the project schedule as a whole and is also in balance with scope and budget. ▪ Collaborates with Tyler project manager(s) to establish risk and issue tracking and reporting process between the City and Tyler and takes all necessary steps to proactively mitigate these items or communicate with transparency to Tyler any items that may impact the outcomes of the project. ▪ Collaborates with Tyler project manager(s) to establish key business drivers and success indicators that will help to govern project activities and key decisions to ensure a quality outcome of the project. ▪ Routinely communicates with both the City staff and Tyler, aiding in the understanding of goals, objectives, current status, and health of the project by all team members. ▪ Manages the requirements gathering process and ensure timely and quality business requirements are being provided to Tyler.

Resource Management
▪ Acts as liaison between project team and stakeholders. ▪ Identifies and coordinates all City resources across all modules, phases, and activities including data conversions, forms design, hardware and software installation, reports building, and satisfying invoices.
▪ Provides direction and support to project team.
▪ Builds partnerships among the various stakeholders, negotiating authority to move the project forward.
▪ Manages the appropriate assignment and timely completion of tasks as defined. ▪ Assesses team performance and takes corrective action, if needed. ▪ Provides guidance to City technical teams to ensure appropriate response and collaboration with Tyler Technical Support Teams to ensure timely response and appropriate resolution. ▪ Owns the relationship with in-Scope 3rd party providers and aligns activities with ongoing project tasks.

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▪ Ensures that users have appropriate access to Tyler project toolsets as required. ▪ Conducts training on proper use of toolsets.
▪ Validates completion of required assignments using toolsets.

City Functional Leads
▪ Makes business process change decisions under time sensitive conditions. ▪ Communicates existing business processes and procedures to Tyler consultants. ▪ Assists in identifying business process changes that may require escalation. ▪ Contributes business process expertise for Current & Future State Analysis. ▪ Identifies and includes additional subject matter experts to participate in Current & Future State Analysis.
▪ Validates that necessary skills have been retained by end users. ▪ Provides End Users with dedicated time to complete required homework tasks. ▪ Acts as an ambassador/champion of change for the new process and provide business process change support.
▪ Identifies and communicates any additional training needs or scheduling conflicts to the City project manager.
▪ Actively participates in all aspects of the implementation, including, but not limited to, the following key activities:
o Task completion
o Stakeholder Meeting
o Project Management Plan development
o Schedule development
o Maintenance and monitoring of risk register
o Escalation of issues
o Communication with Tyler project team
o Coordination of City resources
o Attendance at scheduled sessions
o Change management activities
o Modification specification, demonstrations, testing and approval assistance o Data analysis assistance
o Decentralized end user training
o Process testing
o Solution Validation
City Power Users
▪ Participate in project activities as required by the project team and project manager(s). ▪ Provide subject matter expertise on the City business processes and requirements. ▪ Act as subject matter experts and attend Current & Future State Analysis sessions as needed. ▪ Attend all scheduled training sessions.
▪ Participate in all required post-training processes as needed throughout project. ▪ Test all application configuration to ensure it satisfies business process requirements. ▪ Become application experts.
▪ Participate in Solution Validation.
▪ Adopt and support changed procedures.
▪ Complete all deliverables by the due dates defined in the project schedule. ▪ Demonstrate competency with Tyler products processing prior to Go-live. ▪ Provide knowledge transfer to the City staff during and after implementation.

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▪ Participate in conversion review and validation.

City End Users
▪ Attend all scheduled training sessions.
▪ Become proficient in application functions related to job duties. ▪ Adopt and utilize changed procedures.
▪ Complete all deliverables by the due dates defined in the project schedule. ▪ Utilize software to perform job functions at and beyond Go-live.

City Technical Lead
▪ Coordinates updates and releases with Tyler as needed. ▪ Coordinates the copying of source databases to training/testing databases as needed for training days.
▪ Coordinates and adds new users, printers and other peripherals as needed. ▪ Validates that all users understand log-on process and have necessary permission for all training sessions.
▪ Coordinates interface development for City third party interfaces. ▪ Develops or assists in creating reports as needed.
▪ Ensures on-site system meets specifications provided by Tyler. ▪ Assists with software installation as needed.
▪ Extracts and transmits conversion data and control reports from the City’s legacy system per the conversion schedule set forth in the project schedule.

City Upgrade Coordination
▪ Becomes familiar with the software upgrade process and required steps. ▪ Becomes familiar with Tyler’s releases and updates.
▪ Utilizes Tyler resources to stay abreast of the latest Tyler releases and updates, as well as the latest helpful tools to manage the City’s software upgrade process. ▪ Assists with the software upgrade process during implementation. ▪ Manages software upgrade activities post-implementation. ▪ Manages software upgrade plan activities.
▪ Coordinates software upgrade plan activities with City and Tyler resources. ▪ Communicates changes affecting users and department stakeholders. ▪ Obtains department stakeholder acceptance to upgrade production environment.

City Change Management Lead
▪ Validates that users receive timely and thorough communication regarding process changes. ▪ Provides coaching to supervisors to prepare them to support users through the project changes. ▪ Identifies the impact areas resulting from project activities and develops a plan to address them proactively.
▪ Identifies areas of resistance and develops a plan to reinforce the change. ▪ Monitors post-production performance and new process adherence.

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Part 3: Project Plan
Project Stages
Work Breakdown Structure
The Work Breakdown Structure (WBS) is a hierarchical representation of a Project or Phase broken down into smaller, more manageable components. The top-level components are called “Stages” and the second level components are called “Work Packages”. The work packages, shown below each stage, contain the high-level work to be done. The detailed Project Schedule, developed during Project/Phase Planning and finalized during subsequent stages, lists the tasks to be completed within each work package. Each stage ends with a “Control Point”, confirming the work performed during that stage of the Project has been accepted by the City.

*Items noted with an asterisk in the graphic above relate to specific products and services. If those products and services are not included in the scope of the contract, these specific work packages will be noted as “Intentionally Left Blank” in Section 6 of the Statement of Work.

INITIATE
& PLAN

PRODUCTION

READINESS

PREPARE

SOLUTION

ASSESS &
DEFINE
1 2 3 4 5 PRODUCTION 6 CLOSE

1.1 Initial
Coordinatio
n

1.4 Stakeholder
Planning

1.3 Infrastructure
Planning

1.2 Project/Phase
Planning

1.5 GIS
Planning

2.5 Data
Assessment*

2.1 Solution
Orientation

2.4 Modification
Analysis*

2.3 Conversion
Assessment*

2.2 Current &
Future State
Analysis

3.5 Modification
Delivery*

3.1 Initial
System
Deployment

3.4 Conversion
Delivery*

3.3 Process
Refinement

3.2 Configuration

3.6 Data
Delivery*

4.1 Solution
Validation

4.3 End User
Training

4.2 Go Live
Readiness

5.1 Go Live

5.3 Post Go Live
Activities

5.2 Transition to
Client Services

6.1 Phase
Close Out

6.2 Project Close
Out
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Initiate and Plan
The Initiate and Plan stage involves Project initiation, infrastructure, and planning. This stage creates a foundation for the Project by identifying and establishing sequence and timing for each Phase as well as verifying scope for the Project. This stage will be conducted at the onset of the Project, with a few unique items being repeated for the additional Phases as needed.

Initial Coordination
Prior to Project commencement, Tyler management assigns project manager(s). Additional Project resources will be assigned later in the Project as a Project schedule is developed. Tyler provides the City with initial Project documents used to gather names of key personnel, their functional role as it pertains to the Project, as well as any blackout dates to consider for future planning. the City gathers the information requested by the provided deadline ensuring preliminary planning and scheduling can be conducted moving the Project forward in a timely fashion. Internally, the Tyler Project Manager(s) coordinate with sales to ensure transfer of vital information from the sales process prior to scheduling a Project Planning Meeting with the City’s team. During this step, Tyler will work with the City to establish the date(s) for the Project and Phase Planning session.

Objectives:
▪ Formally launch the project.
▪ Establish project governance.
▪ Define and communicate governance for Tyler.
▪ Identify City project team.

STAGE 1 Initial Coordination
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users) Department HeadsEnd UsersTechnical Leads Tyler project team is assigned A R C I I I I I I
City project team is assigned A I R I I I
Provide initial project
documents to the City A R C C I I
Gather preliminary information
requested I A R C C C C
Sales to implementation
knowledge transfer A R I I I I I
Create Project Portal to store
project artifacts and facilitate
communication
A R I
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Inputs Contract documents
Statement of Work
Outputs/Deliverables Working initial project documents
Project portal
Work package assumptions:
▪ Project activities begin after the agreement has been fully executed.

Project/Phase Planning
Project and Phase planning provides an opportunity to review the contract, software, data conversions and services purchased, identify applications to implement in each Phase (if applicable), and discuss implementation timeframes.

During this work package Tyler will work with the City to coordinate and plan a formal Project planning meeting(s). This meeting signifies the start of the Project and should be attended by all City Project team members and the Tyler Project Manager. The meeting provides an opportunity for Tyler to introduce its implementation methodology, terminology, and Project management best practices to the City’s Project Team. This will also present an opportunity for project managers and Project sponsors to begin to discuss Project communication, metrics, status reporting and tools to be used to measure Project progress and manage change.

Tyler will work with the City Project Team to prepare and deliver the Project Management Plan as an output of the planning meeting. This plan will continue to evolve and grow as the Project progresses and will describe how the project will be executed, monitored, and controlled.

During project planning, Tyler will introduce the tools that will be used throughout the implementation. Tyler will familiarize the City with these tools during project planning and make them available for review and maintenance as applicable throughout the project. Some examples are Solution validation plan, issue log, and go-live checklist.

STAGE 1 Project/Phase Planning
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Schedule and
conduct planning
session(s)

A R I C C I
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Develop Project
Management Plan A R I C C I
Develop initial
project schedule A R I I I I I I C C I I C I
Inputs Contract documents
Statement of Work
Guide to Starting Your Project
Outputs / Deliverables Acceptance Criteria [only] for Deliverables Project Management Plan Delivery of document
Project Operational Plan Delivery of document
Initial Project Schedule City provides acceptance of schedule based on resource availability, project budget, and
goals.

Work package assumptions:
▪ City has reviewed and completed the Guide to Starting Your Project document.

Infrastructure Planning
Procuring required hardware and setting it up properly is a critical part of a successful implementation. This task is especially important for Tyler-hosted/SaaS deployment models. Tyler will be responsible for building the environments for a hosted/SaaS deployment, unless otherwise identified in the Agreement. Tyler will install Licensed Software on application server(s) or train the City to install License Software. The City is responsible for the installation and setup of all peripheral devices.

Objectives:
▪ Ensure the City’s infrastructure meets Tyler’s application requirements. ▪ Ensure the City’s infrastructure is scheduled to be in place and available for use on time.

STAGE 1 Infrastructure Planning
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Provide Infrastructure
Requirements and
Design Document

A R C C I I
Initial Infrastructure
Meeting A R C C C C
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Schedule SaaS
Environment
Availability

A R C I
Schedule Installation
of All Licensed
Software

A R C I I
Infrastructure Audit A R C I C
Inputs Initial Infrastructure Requirements
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Completed Infrastructure Requirements Delivery of Requirements Infrastructure Audit System Passes Audit Criteria
Stakeholder Meeting
Communication of the Project planning outcomes to the City Project team, executives and other key stakeholders is vital to Project success. The Stakeholder meeting is a strategic activity to inform, engage, gain commitment, and instill confidence in the City team. During the meeting, the goals and objectives of the Project will be reviewed along with detail on Project scope, implementation methodology, roles and responsibilities, Project timeline and schedule, and keys to Project success.

Objectives:
▪ Formally present and communicate the project activities and timeline. ▪ Communicate project expectations.

STAGE 1 Stakeholder Meeting
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Create Stakeholder
Meeting Presentation I A R I I I I C I
Review Stakeholder
Meeting Presentation I C A R C
Perform Stakeholder
Meeting Presentation I A R I I I I C I I I I I I
Inputs Agreement
SOW
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Project Management Plan
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Stakeholder Meeting Presentation
Work package assumptions:
▪ None
Intentionally left blank.

Control Point 1: Initiate & Plan Stage Acceptance
Acceptance criteria for this stage includes completion of all criteria listed below.

Note: Advancement to the Assess & Define stage is not dependent upon Tyler’s receipt of this stage acceptance.

Initiate & Plan Stage Deliverables:
▪ Project Management Plan
▪ Initial Project Schedule
Initiate & Plan stage acceptance criteria:
▪ All stage deliverables accepted based on acceptance criteria previously defined ▪ Project governance defined
▪ Project portal made available to the City
▪ Stakeholder meeting complete
Assess & Define
The Assess & Define stage will provide an opportunity to gather information related to current City business processes. This information will be used to identify and define business processes utilized with Tyler software.

The City collaborates with Tyler providing complete and accurate information to Tyler staff and assisting in analysis, understanding current workflows and business processes.

Solution Orientation
The Solution Orientation provides the Project stakeholders a high-level understanding of the solution functionality prior to beginning the current and future state analysis. The primary goal is to establish a foundation for upcoming conversations regarding the design and configuration of the solution.

Tyler utilizes a variety of tools for the Solution Orientation, focusing on City team knowledge transfer such as:
eLearning, documentation, or walkthroughs. The City team will gain a better understanding of the major processes and focus on data flow, the connection between configuration options and outcome, integration, and terminology that may be unique to Tyler’s solution.

Objectives:

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▪ Provide a basic understanding of system functionality. ▪ Prepare the City for current and future state analysis.

STAGE 2 Solution Orientation
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Provide pre-requisites A R I I I I I
Complete pre-requisites A R C C
Conduct orientation A R I I I I I
Inputs Solution orientation materials
Training Plan
Current & Future State Analysis
The Current & Future State Analysis provides the Project stakeholders and Tyler an understanding of process changes that will be achieved with the new system.

The City and Tyler will evaluate current state processes, options within the new software, pros and cons of each based on current or desired state and make decisions about the future state configuration and processing. This may occur before or within the same timeframe as the configuration work package. The options within the new software will be limited to the scope of this implementation and will make use of standard Tyler functionality.

The City will adopt the existing Tyler solution wherever possible to avoid project schedule and quality risk from over customization of Tyler products. It is the City’s responsibility to verify that in-scope requirements are being met throughout the implementation if functional requirements are defined as part of the contract.

The following guidelines will be followed when evaluating if a modification to the product is required:
▪ A reasonable business process change is available.
▪ Functionality exists which satisfies the requirement. ▪ Configuration of the application satisfies the requirement. ▪ An in-scope modification satisfies the requirement.

Requirements that are not met will follow the agreed upon change control process and can have impacts on the project schedule, scope, budget, and resource availability.

STAGE 2 Current & Future State Analysis
Tyler City
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RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Current State process
review A R I I I C C C C C
Discuss future-state
options A R C C C C C C C C
Make future-state
decisions (non-COTS) C C C C C A R I C C
Document anticipated
configuration options
required to support
future state

A R C C C I I I I I
Inputs City current state documentation
Solution Orientation completion
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Documentation that describes future-state
decisions and configuration options to support
future-state decisions.

Delivery of document
Work package assumptions:
▪ City attendees possess sufficient knowledge and authority to make future state decisions. ▪ The City is responsible for any documentation of current state business processes. ▪ The City can effectively communicate current state processes.

Conversion Assessment
Data Conversions are a major effort in any software implementation. Tyler’s conversion tools facilitate the predictable, repeatable conversion process that is necessary to support a successful transition to the Tyler system. The first step in this process is to perform an assessment of the existing (“legacy”) system(s), to better understand the source data, risks, and options available. Once the data has been analyzed, the plan for data conversion is completed and communicated to the appropriate stakeholders.

Objectives:
▪ Communicate a common understanding of the project goals with respect to data. ▪ Ensure complete and accurate source data is available for review/transfer. ▪ If source data is a Tyler legacy system, Tyler performs the data mappings. If source data is from a third-party, client is responsible for mapping the data from the source to the Tyler system. ▪ Document the data conversion/loading approach.

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STAGE 2 Data Conversion Assessment
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Extract Data from
Source Systems I C A R
Review and Scrub
Source Data I I I A R C I
Build/Update Data
Conversion Plan R C C C I I I I
Inputs City Source data
City Source data Documentation (if available)
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Data Conversion Plan built/updated City Acceptance of Data Conversion Plan, if Applicable
Work package assumptions:
▪ If the source data is a Tyler system Tyler's Conversion Engineers extract and map the data into the standard Munis conversion format. If the source data is from a third-party the client will provide Tyler with the data in a mutually agreed upon format.
▪ Tyler will work with the City representatives to identify business rules before writing the conversion. ▪ City subject matter experts and resources most familiar with the current data will be involved in the data conversion planning effort.

Intentionally left blank.

Intentionally left blank.

Control Point 2: Assess & Define Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.

Note: Advancement to the Prepare Solution Stage is dependent upon Tyler’s receipt of the Stage Acceptance.

Assess & Define Stage Deliverables:

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▪ Documentation of future state decisions and configuration options to support future state decisions. ▪ Modification specification document.
▪ Assess & Define Stage Acceptance Criteria:
▪ All stage deliverables accepted based on criteria previously defined. ▪ Solution Orientation is delivered.
▪ Conversion data extracts are received by Tyler.
▪ Data conversion plan built.

Prepare Solution
During the Prepare Solution stage, information gathered during the Initiate & Plan and Assess & Define stages will be used to install and configure the Tyler software solution. Software configuration will be validated by the City against future state decisions defined in previous stages and processes refined as needed to ensure business requirements are met.

Initial System Deployment
The timely availability of the Tyler Solution is important to a successful Project implementation. The success and timeliness of subsequent work packages are contingent upon the initial system deployment of Tyler Licensed Software on an approved network and infrastructure. Delays in executing this work package can affect the project schedule.

Objectives:
▪ All licensed software is installed and operational.
▪ The City can access the software.

STAGE 3 Initial System Deployment (Hosted/SaaS)*
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Prepare hosted
environment A R I C
Install Licensed
Software with
Initial Database on
Server(s) for
Included
Environments

A R I C
Install Licensed
Software on City I C A R
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Devices (if
applicable)
Tyler System
Administration
Training (if
applicable)

A R I C
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Licensed Software is Installed on the Server(s) Software is accessible Licensed Software is Installed on City Devices
(if applicable)
Software is accessible
Installation Checklist/System Document System meets prescribed checklist Infrastructure Design Document (C&J – If
Applicable)
Work package assumptions:
▪ The most current available version of the Tyler Licensed Software will be installed. ▪ The City will provide network access for Tyler modules, printers, and Internet access to all applicable City and Tyler Project staff.

Configuration
The purpose of Configuration is to prepare the software product for validation.

Tyler staff collaborates with the City to complete software configuration based on the outputs of the future state analysis performed during the Assess and Define Stage. The City collaborates with Tyler staff iteratively to validate software configuration.

Objectives:
▪ Software is ready for validation.
▪ Educate the City Power User how to configure and maintain software. ▪ Prepare standard interfaces for process validation (if applicable).

STAGE 3 Configuration
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads City Council/RSA Agenda 379 Tuesday, May 23, 2023

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Conduct configuration
training A R I C C
Complete Tyler
configuration tasks
(where applicable)

A R I I I
Complete City
configuration tasks
(where applicable)

I C A R C
Standard interfaces
configuration and
training (if applicable)

A R C I C C C
Updates to Solution
Validation testing plan C C A R C C
Inputs Documentation that describes future state decisions and configuration options to support future state decisions.

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Configured System
Work package assumptions:
▪ Tyler provides guidance for configuration options available within the Tyler software. The City is responsible for making decisions when multiple options are available.

Process Refinement
Tyler will educate the City users on how to execute processes in the system to prepare them for the validation of the software. The City collaborates with Tyler staff iteratively to validate software configuration options to support future state.

Objectives:
▪ Ensure that the City understands future state processes and how to execute the processes in the software.
▪ Refine each process to meet the business requirements. ▪ Validate standard interfaces, where applicable.
▪ Validate forms and reports, where applicable.

STAGE 3 Process Refinement
Tyler City
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RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Conduct process
training A R I C I C
Confirm process
decisions I C A R C I C
Test configuration I C A R C
Refine
configuration (City
Responsible)

I C A R C
Refine
configuration (Tyler
Responsible)

A R I I I
Validate interface
process and results I C C A R C C
Update Cityspecific process
documentation (if
applicable)

I C A R C
Updates to
Solution Validation
testing plan

C C A R C C
Inputs Initial Configuration
Documentation that describes future state decisions and configuration options to support future state decisions.

Solution validation test plan
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Updated solution validation test plan
Completed City-specific process
documentation (completed by City)
Work package assumptions:
▪ None
Conversion Delivery
The purpose of this task is to transition the City’s data from their source (“legacy”) system(s) to the Tyler system(s). The data will need to be mapped from the legacy system into the new Tyler system format. A wellexecuted data conversion is key to a successful cutover to the new system(s).

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With guidance from Tyler, the City will review specific data elements within the system and identify / report discrepancies. Iteratively, Tyler will collaborate with the City to address conversion discrepancies. This process will allow for clean, reconciled data to transfer from the source system(s) to the Tyler system(s). Reference Conversion Appendix for additional detail.

Objectives:
▪ Data is ready for production (Conversion).

STAGE 3 Data Delivery & Conversion
Tyler City

RACI MATRIX
KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Provide data
crosswalks/code
mapping tool

A C R I I I
Populate data
crosswalks/code
mapping tool

I C C A R C
Iterations:

Conversion
Development

A C R I I
Iterations:

Deliver
converted data

A R I I I
Iterations:

Proof/Review C C C A R C C
Load Data
for Testing
Pull Data &
Conversion
Balancing
Reports
Map
Conversion
Write & Run
Conversion
Program
Validate
Data
Conversion
Reviews
Completed
Final
Conversion
Report &
Correct
Errors
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data and
reconcile to
source system
Inputs
Data Conversion Plan
Configuration
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Code Mapping Complete / Validated
Conversion Iterations / Reviews Complete Conversion complete, verified, and ready for final pass
Work package assumptions:
▪ The City will provide a single file layout per source system as identified in the investment summary. ▪ The City subject matter experts and resources most familiar with the current data will be involved in the data conversion effort.
▪ The City project team will be responsible for completing the code mapping activity, with assistance from Tyler.

Intentionally left blank.

Intentionally left blank.

Control Point 3: Prepare Solution Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below in each Work Package.

Note: Advancement to the Production Readiness Stage is dependent upon Tyler’s receipt of the Stage Acceptance.

Prepare Solution Stage Deliverables:
▪ Licensed software is installed.
▪ Installation checklist/system document.
▪ Conversion iterations and reviews complete.

Prepare Solution Stage Acceptance Criteria:
▪ All stage deliverables accepted based on criteria previously defined. ▪ Software is configured.
▪ Solution validation test plan has been reviewed and updated if needed.

Production Readiness
Activities in the Production Readiness stage will prepare the City team for go-live through solution validation, the development of a detailed go-live plan and end user training. A readiness assessment will be conducted with the City to review the status of the project and the organizations readiness for go-live.

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Solution Validation
Solution Validation is the end-to-end software testing activity to ensure that the City verifies all aspects of the Project (hardware, configuration, business processes, etc.) are functioning properly, and validates that all features and functions per the contract have been deployed for system use.

Objectives:
▪ Validate that the solution performs as indicated in the solution validation plan. ▪ Ensure the City organization is ready to move forward with go-live and training (if applicable).

STAGE 4 Solution Validation
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Update Solution
Validation plan A R C C C C
Update test scripts (as
applicable) C C C A R C
Perform testing C C C A R C
Document issues from
testing C C C A R C
Perform required followup on issues A R C C C C
Inputs Solution Validation plan
Completed work product from prior stages (configuration, business process, etc.) Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Solution Validation Report City updates report with testing results Work package assumptions:
▪ Designated testing environment has been established.
▪ Testing includes current phase activities or deliverables only.

Go-Live Readiness
Tyler and the City will ensure that all requirements defined in Project planning have been completed and the Go-Live event can occur, as planned. A go-live readiness assessment will be completed identifying risks or actions items to be addressed to ensure the City has considered its ability to successfully Go-Live. Issues and City Council/RSA Agenda 384 Tuesday, May 23, 2023

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concerns will be discussed, and mitigation options documented. Tyler and the City will jointly agree to move forward with transition to production. Expectations for final preparation and critical dates for the weeks leading into and during the Go-Live week will be planned in detail and communicated to Project teams.

Objectives:
▪ Action plan for go-live established.
▪ Assess go-live readiness.
▪ Stakeholders informed of go-live activities.

STAGE 4 Go-Live Readiness
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Perform Readiness
Assessment I A R C C I C I I I I I I
Conduct Go-Live planning
session A R C C C C C C C
Order peripheral
hardware (if applicable) I A R C
Confirm procedures for
Go-Live issue reporting &
resolution

A R I I I I C C I I I I I
Develop Go-Live checklist A R C C C C I C C
Final system
infrastructure review
(where applicable)

A R C C
Inputs Future state decisions
Go-live checklist
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Updated go-live checklist Updated Action plan and Checklist for go-live delivered to the City
Work package assumptions:
▪ None
End User Training
End User Training is a critical part of any successful software implementation. Using a training plan previously reviewed and approved, the Project team will organize and initiate the training activities.

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Train the Trainer: Tyler provides one occurrence of each scheduled training or implementation topic. City users who attended the Tyler sessions may train additional users. Additional Tyler led sessions may be contracted at the applicable rates for training.

Tyler will provide standard application documentation for the general use of the software. It is not Tyler’s responsibility to develop City specific business process documentation. City-led training labs using City specific business process documentation if created by the City can be added to the regular training curriculum, enhancing the training experiences of the end users.

Objectives:
▪ End users are trained on how to use the software prior to go-live. ▪ The City is prepared for on-going training and support of the application.

STAGE 4 End User Training
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Update training plan A R C C I C
End User training (Tylerled) A R C C C I C C C
Train-the-trainer A R C C C I C
End User training (Cityled) C C A R I C C C
Inputs Training Plan
List of End Users and their Roles / Job Duties
Configured Tyler System
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
End User Training City signoff that training was delivered Work package assumptions:
▪ The City project team will work with Tyler to jointly develop a training curriculum that identifies the size, makeup, and subject-area of each of the training classes. ▪ Tyler will work with the City as much as possible to provide end-user training in a manner that minimizes the impact to the daily operations of City departments. ▪ The City will be responsible for training new users after go-live (exception—previously planned or regular training offerings by Tyler).

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Control Point 4: Production Readiness Stage Acceptance
Acceptance criteria for this stage includes all criteria listed below. Advancement to the Production stage is dependent upon Tyler’s receipt of the stage acceptance.

Production Readiness stage deliverables:
▪ Solution Validation Report.
▪ Update go-live action plan and/or checklist.
▪ End user training.

Production Readiness stage acceptance criteria:
▪ All stage deliverables accepted based on criteria previously defined. ▪ Go-Live planning session conducted.

Production
Following end user training the production system will be fully enabled and made ready for daily operational use as of the scheduled date. Tyler and the City will follow the comprehensive action plan laid out during GoLive Readiness to support go-live activities and minimize risk to the Project during go-live. Following go-live, Tyler will work with the City to verify that implementation work is concluded, post go-live activities are scheduled, and the transition to Client Services is complete for long-term operations and maintenance of the Tyler software.

Go-Live
Following the action plan for Go-Live, defined in the Production Readiness stage, the City and Tyler will complete work assigned to prepare for Go-Live.

The City provides final data extract and Reports from the Legacy System for data conversion and Tyler executes final conversion iteration, if applicable. If defined in the action plan, the City manually enters any data added to the Legacy System after final data extract into the Tyler system.

Tyler staff collaborates with the City during Go-Live activities. The City transitions to Tyler software for day-to day business processing.

Some training topics are better addressed following Go-Live when additional data is available in the system or based on timing of applicable business processes and will be scheduled following Go-Live per the Project Schedule.

Objectives:
▪ Execute day to day processing in Tyler software.
▪ City data available in Production environment.

STAGE 5 Go-Live
Tyler City
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RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Provide final source data
extract, if applicable C C A R
Final source data pushed
into production
environment, if
applicable

A C R I C C C
Proof final converted
data, if applicable C C C A R C
Complete Go-Live
activities as defined in
the Go-Live action plan

C C C A R C I C
Provide Go-Live
assistance A R C C I C C I C I C
Inputs Comprehensive Action Plan for Go-Live
Final source data (if applicable)
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Data is available in production environment City confirms data is available in production environment
Work package assumptions:
▪ The City will complete activities documented in the action plan for Go-Live as scheduled. ▪ External stakeholders will be available to assist in supporting the interfaces associated with the GoLive live process. ▪ The City business processes required for Go-Live are fully documented and tested. ▪ The City Project team and subject matter experts are the primary point of contact for the end users when reporting issues during Go-Live.
▪ The City Project Team and Power User’s provide business process context to the end users during GoLive. ▪ The Tyler Go-Live support team is available to consult with the City teams as necessary. ▪ The Tyler Go-Live support team provides standard functionality responses, which may not be tailored to the local business processes.

Transition to Client Services
This work package signals the conclusion of implementation activities for the Phase or Project with the exception of agreed-upon post Go-Live activities. The Tyler project manager(s) schedules a formal transition City Council/RSA Agenda 388 Tuesday, May 23, 2023

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of the City onto the Tyler Client Services team, who provides the City with assistance following Go-Live, officially transitioning the City to operations and maintenance.

Objectives:
▪ Ensure no critical issues remain for the project teams to resolve. ▪ Confirm proper knowledge transfer to the City teams for key processes and subject areas.

STAGE 5 Transition to Client Services
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Transfer City to Client
Services and review
issue reporting and
resolution processes

I I A I I R I I C C C
Review long term
maintenance and
continuous
improvement

A R C C C
Inputs Open item/issues List
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Client Services Support Document
Work package assumptions:
▪ No material project issues remain without assignment and plan.

Post Go-Live Activities
Some implementation activities are provided post-production due to the timing of business processes, the requirement of actual production data to complete the activities, or the requirement of the system being used in a live production state.

Objectives:
▪ Schedule activities that are planned for after Go-Live. ▪ Ensure issues have been resolved or are planned for resolution before phase or project close.

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STAGE 5 Post Go-Live Activities
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Schedule contracted
activities that are
planned for delivery
after go-live

A R C C C C I C C I C C
Determine resolution
plan in preparation for
phase or project close
out

A R C C C I C C I C
Inputs List of post Go-Live activities
Outputs /
Deliverables
Acceptance Criteria [only] for
Deliverables
Updated issues log
Work package assumptions:
▪ System is being used in a live production state.

Control Point 5: Production Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below:
▪ Advancement to the Close stage is not dependent upon Tyler’s receipt of this Stage Acceptance. ▪ Converted data is available in production environment.

Production Stage Acceptance Criteria:
▪ All stage deliverables accepted based on criteria previously defined. ▪ Go-Live activities defined in the Go-Live action plan completed. ▪ Client services support document is provided.

Close
The Close stage signifies full implementation of all products purchased and encompassed in the Phase or Project. The City transitions to the next cycle of their relationship with Tyler (next Phase of implementation or long-term relationship with Tyler Client Services).

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Phase Closeout
This work package represents Phase completion and signals the conclusion of implementation activities for the Phase. The Tyler Client Services team will assume ongoing support of the City for systems implemented in the Phase.

Objectives:
▪ Agreement from Tyler and the City teams that activities within this phase are complete.

STAGE 6 Phase Close Out
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Reconcile project budget
and status of contract
Deliverables

I A R I I C
Hold post phase review
meeting A R C C C C C C C C C
Release phasedependent Tyler project
resources

A R I I
Participants Tyler City
Project Leadership Project Manager
Project Manager Project Sponsor(s)
Implementation Consultants Functional Leads, Power Users, Technical Leads
Technical Consultants (Conversion, Deployment,
Development)
Client Services
Inputs Contract
Statement of Work
Project artifacts
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Final action plan (for outstanding items)
Reconciliation Report
Post Phase Review
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Work package assumptions:
▪ Tyler deliverables for the phase have been completed.

Project Closeout
Completion of this work package signifies final acceptance and formal closing of the Project.

At this time the City may choose to begin working with Client Services to look at continuous improvement Projects, building on the completed solution.

Objectives:
▪ Confirm no critical issues remain for the project teams to resolve. ▪ Determine proper knowledge transfer to the City teams for key processes and subject areas has occurred.
▪ Verify all deliverables included in the Agreement are delivered.

STAGE 6 Project Close Out
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Conduct post project
review A R C C C C C C C C C
Deliver post project
report to City and Tyler
leadership

I A R I I C
Release Tyler project
resources

A R I I
Inputs Contract
Statement of Work
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Post Project Report City acceptance; Completed report indicating all project Deliverables and milestones have
been completed
Work package assumptions:
▪ All project implementation activities have been completed and approved.

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▪ No critical project issues remain that have not been documented and assigned. ▪ Final project budget has been reconciled and invoiced. ▪ All Tyler deliverables have been completed.

Control Point 6: Close Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.

Close Stage Deliverables:
▪ Post Project Report.

Close Stage Acceptance Criteria:
▪ Completed report indicating all Project deliverables and milestones have been completed.

General Assumptions
Tyler and the City will use this SOW as a guide for managing the implementation of the Tyler Project as provided and described in the Agreement. There are a few assumptions which, when acknowledged and adhered to, will support a successful implementation. Assumptions related to specific work packages are documented throughout the SOW. Included here are general assumptions which should be considered throughout the overall implementation process.

Project
▪ Project activities will begin after the Agreement has been fully executed. ▪ The City Project Team will complete their necessary assignments in a mutually agreed upon timeframe to meet the scheduled go-live date, as outlined in the Project Schedule. ▪ Sessions will be scheduled and conducted at a mutually agreeable time. ▪ Additional services, software modules and modifications not described in the SOW or Agreement will be considered a change to this Project and will require a Change Request Form as previously referenced in the definition of the Change Control Process. ▪ Tyler will provide a written agenda and notice of any prerequisites to the City project manager(s) ten (10) business days or as otherwise mutually agreed upon time frame prior to any scheduled on-site or remote sessions, as applicable.
▪ Tyler will provide guidance for configuration and processing options available within the Tyler software. If multiple options are presented by Tyler, the City is responsible for making decisions based on the options available.
▪ Implementation of new software may require changes to existing processes, both business and technical, requiring the City to make process changes.
▪ The City is responsible for defining, documenting, and implementing their policies that result from any business process changes.

Organizational Change Management
Unless otherwise contracted by Tyler, City is responsible for managing Organizational Change. Impacted City resources will need consistent coaching and reassurance from their leadership team to embrace and accept the changes being imposed by the move to new software. An important part of change is ensuring that impacted City resources understand the value of the change, and why they are being asked to change.

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Resources and Scheduling
▪ City resources will participate in scheduled activities as assigned in the Project Schedule. ▪ The City team will complete prerequisites prior to applicable scheduled activities. Failure to do so may affect the schedule.
▪ Tyler and the City will provide resources to support the efforts to complete the Project as scheduled and within the constraints of the Project budget.
▪ Abbreviated timelines and overlapped Phases require sufficient resources to complete all required work as scheduled.
▪ Changes to the Project Schedule, availability of resources or changes in Scope will be requested through a Change Request. Impacts to the triple constraints (scope, budget, and schedule) will be assessed and documented as part of the change control process. ▪ The City will ensure assigned resources will follow the change control process and possess the required business knowledge to complete their assigned tasks successfully. Should there be a change in resources, the replacement resource should have a comparable level of availability, change control process buy-in, and knowledge.
▪ The City makes timely Project related decisions to achieve scheduled due dates on tasks and prepare for subsequent training sessions. Failure to do so may affect the schedule, as each analysis and implementation session is dependent on the decisions made in prior sessions. ▪ The City will respond to information requests in a comprehensive and timely manner, in accordance with the Project Schedule.
▪ The City will provide adequate meeting space or facilities, including appropriate system connectivity, to the project teams including Tyler team members.
▪ For on-site visits, Tyler will identify a travel schedule that balances the needs of the project and the employee.

Data
▪ Data will be converted as provided and Tyler will not create data that does not exist. ▪ The City is responsible for the quality of legacy data and for cleaning or scrubbing erroneous legacy data.
▪ Tyler will work closely with the City representatives to identify business rules before writing the conversion. The City must confirm that all known data mapping from source to target have been identified and documented before Tyler writes the conversion. ▪ All in-scope source data is in data extract(s).
▪ Each legacy system data file submitted for conversion includes all associated records in a single approved file layout.
▪ The City will provide the legacy system data extract in the same format for each iteration unless changes are mutually agreed upon in advance. If not, negative impacts to the schedule, budget and resource availability may occur and/or data in the new system may be incorrect. ▪ The City Project Team is responsible for reviewing the converted data and reporting issues during each iteration, with assistance from Tyler.
▪ The City is responsible for providing or entering test data (e.g., data for training, testing interfaces, etc.)
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Facilities
▪ The City will provide dedicated space for Tyler staff to work with City resources for both on-site and remote sessions. If Phases overlap, City will provide multiple training facilities to allow for independent sessions scheduling without conflict.
▪ The City will provide staff with a location to practice what they have learned without distraction.

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Glossary
Word or Term Definition
Acceptance Confirming that the output or deliverable is suitable and conforms to the agreed upon criteria.

Accountable The one who ultimately ensures a task or deliverable is completed; the one who ensures the prerequisites of the task are met and who delegates the work to those responsible. [Also see RACI]
Application A computer program designed to perform a group of coordinated functions, tasks, or activities for the benefit of the user.

Application Programming Interface (API) A defined set of tools/methods to pass data to and received data from Tyler software products
Agreement This executed legal contract that defines the products and services to be implemented or performed.

Business Process The practices, policy, procedure, guidelines, or functionality that the client uses to complete a specific job function.

Business Requirements Document A specification document used to describe Client requirements for contracted software modifications.

Change Request A form used as part of the Change Control process whereby changes in the scope of work, timeline, resources, and/or budget are documented and agreed upon by participating parties.

Change Management Guides how we prepare, equip and support individuals to successfully adopt change in order to drive organizational success & outcomes
Code Mapping [where applicable] An activity that occurs during the data conversion process whereby users equate data (field level) values from the old system to the values available in the new system. These may be one to one or many to one. Example: Old System [Field = eye color] [values = BL, Blu, Blue] maps to New Tyler System [Field = Eye Color] [value = Blue].

Consulted Those whose opinions are sought, typically subject matter experts, and with whom there is two-way communication. [Also see RACI]
Control Point This activity occurs at the end of each stage and serves as a formal and intentional opportunity to review stage deliverables and required acceptance criteria for the stage have been met.

Data Mapping [where applicable] The activity determining and documenting where data from the legacy system will be placed in the new system; this typically involves prior data analysis to understand how the data is currently used in the legacy system and how it will be used in the new system.

Deliverable A verifiable document or service produced as part of the Project, as defined in the work packages.

Go-Live The point in time when the Client is using the Tyler software to conduct daily operations in Production.

Informed Those who are kept up-to-date on progress, often only on completion of the task or deliverable, and with whom there is just one-way communication. [Also see RACI]
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Infrastructure The composite hardware, network resources and services required for the existence, operation, and management of the Tyler software.

Interface A connection to and potential exchange of data with an external system or application. Interfaces may be one way, with data leaving the Tyler system to another system or data entering Tyler from another system, or they may be bi-directional with data both leaving and entering Tyler and another system.

Integration A standard exchange or sharing of common data within the Tyler system or between Tyler applications
Legacy System The software from which a client is converting.

Modification Custom enhancement of Tyler’s existing software to provide features or functions to meet individual client requirements documented within the scope of the Agreement.

On-site Indicates the work location is at one or more of the client’s physical office or work environments.

Organizational Change The process of changing an organization's strategies, processes, procedures, technologies, and culture, as well as the effect of such changes on the organization.

Output A product, result or service generated by a process.

Peripheral devices An auxiliary device that connects to and works with the computer in some way. Some examples: scanner, digital camera, printer.

Phase A portion of the Project in which specific set of related applications are typically implemented. Phases each have an independent start, Go-Live and closure dates but use the same Implementation Plans as other Phases of the Project. Phases may overlap or be sequential and may have different Tyler resources assigned.

Project The delivery of the software and services per the agreement and the Statement of Work. A Project may be broken down into multiple Phases.

RACI A matrix describing the level of participation by various roles in completing tasks or Deliverables for a Project or process.

Individuals or groups are assigned one and only one of the following roles for a given task: Responsible (R), Accountable (A), Consulted (C), or Informed (I).

Remote Indicates the work location is at one or more of Tyler’s physical offices or work environments.

Responsible Those who ensure a task is completed, either by themselves or delegating to another resource. [Also see RACI]
Scope Products and services that are included in the Agreement.

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Solution The implementation of the contracted software product(s) resulting in the connected system allowing users to meet Project goals and gain anticipated efficiencies.

Stage The top-level components of the WBS. Each Stage is repeated for individual Phases of the Project.

Standard Software functionality that is included in the base software (offthe-shelf) package; is not customized or modified.

Statement of Work (SOW) Document which will provide supporting detail to the Agreement defining Project-specific activities, services, and Deliverables.

System The collective group of software and hardware that is used by the organization to conduct business.

Test Scripts The steps or sequence of steps that will be used to validate or confirm a piece of functionality, configuration, enhancement, or Use Case Scenario.

Training Plan Document(s) that indicate how and when users of the system will be trained relevant to their role in the implementation or use of the system.

Validation (or to validate) The process of testing and approving that a specific Deliverable, process, program, or product is working as expected.

Work Breakdown Structure (WBS) A hierarchical representation of a Project or Phase broken down into smaller, more manageable components.

Work Package A group of related tasks within a project.

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Part 4: Appendices
Conversion
Accounting
Accounting - Actuals
▪ Summary account balances
▪ Up to 5 years
Accounting - Budgets
▪ Original budget, budget adjustments, revised budget summaries for accounts ▪ Up to 5 years
Accounts Payable
▪ Vendor Master file including names, addresses, SSN/FID, contacts, phone numbers ▪ Multiple remittance addresses
▪ Year-to-date 1099 amounts
Accounts Payable - Checks
▪ Check header data including vendor, warrant, check number, check date, overall check amount, GL cash account and clearing information
▪ Check detail data including related document and invoice numbers for each check ▪ Up to 5 years
Accounts Payable - Invoices
▪ Invoice header data containing general information for the invoice ▪ Invoice detail data containing line-specific information for the invoice ▪ Up to 5 years
Contracts
▪ Contract header detail with many fields available to convert including fiscal year and period, vendor number, department code, description, enforcement method code, dates for award, approval, entry and expiration, retention information, user-defined type and review codes, status code, user id for entry and approver. Additional fields are also available. A balance forward contract amount is converted, if original amount is required there will be an additional charge and contracts, po’s and invoices must be converted together.

General Billing
▪ Customer information
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General Billing – Bills
▪ 5 years of open and closed invoices
▪ General Ledger information so open invoices can be processed in Enterprise ERP General Billing – Recurring Invoices
▪ General Billing Invoices that are sent on a regular basis ▪ Header records with general information about the invoice ▪ Detail records with line-specific information
Project Accounting
▪ Segments, account strings and fund string allocation table ▪ Requires the use of a Tyler provided (Chart of Accounts) spreadsheet for design and entry of the data to be converted
Project Grant Accounting - Actuals
▪ Summary project ledger string balances. If linking to GL, must be converted at the same time. ▪ Up to 3 years
Project Grant Accounting – Budget
▪ Original project ledger budget amounts. If linking to GL, must be converted at the same time. ▪ Up to 3 years
Purchase Orders
▪ Open purchase orders header data including vendor, buyer, date, accounting information, etc. ▪ Open purchase orders detail data including line-item descriptions, quantities, amounts, etc. ▪ Closed purchase orders header data including vendor, buyer, date, accounting information, etc. ▪ Closed purchase orders detail data including line-item descriptions, quantities, amounts, etc.

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Additional Appendices
Intentionally left blank.

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Project Timeline
ERP Project Timeline
The Project Timeline establishes a target duration for each phase of the project. The timeline needs to account for resource availability, business goals, size and complexity of the project, and task duration requirements. These will be reviewed and adjusted, if needed, during the Initiate and Plan Stage. Refer to the Project Stages section of this SOW for information on work packages associated with each stage of the implementation. Durations may be revised when the Agreement is signed and further refined during the project.

Eden to Enterprise ERP project start dates are dependent on wave availability. Waves are a common implementation start month for a group of Eden clients. Each wave has a designated number of slots available for clients to sign up – once those slots are full you must choose an alternate wave with availability.

A signed agreement is required to reserve your spot in a specific wave.

Phase Functional Areas Software Modules Duration
2 Enterprise ERP Financials • Accounting
• Accounts Payable
• Budgeting
• Capital Assets
• Cash Management
• Contract Management
• eProcurement
• Project & Grant Accounting
• Purchasing
• Accounts Receivable
• Cashiering
• General Billing
9 months
Enterprise ERP Productivity • Enterprise Forms Processing • Content Manager Core
• Enterprise Analytics and Reporting w
Executive Insights
• Open Finance
Included in Phase 2
Intentionally left blank.

City Council/RSA Agenda 402 Tuesday, May 23, 2023
Agenda Item
DATE: 5/23/2023
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: LISAACHEN, INTERIM HUMAN RESOURCES DIRECTOR
SUBJECT: ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO

EXECUTE AND ANNUALLY RENEW AN AGREEMENT WITH CONCERN

HEALTH FOR EMPLOYEE ASSISTANCE PROGRAM (EAP) SERVICES IN

A FORM APPROVED BY THE CITYATTORNEY
Staff recommends that the City Council adopt the attached resolution authorizing the City Manager to execute an agreement with Concern for Employee Assistance Program (EAP) services for a two-year term in a not-toexceed annual amount of $9,580 per year, and authorizing annual renewals, in a form approved by the City Attorney. The Concern EAP agreement will replace the agreement with MHN to provide confidential EAP services to City employees.

STRATEGIC PLAN ALIGNMENT
This health benefit supports Goal B. Governance and Organization Effectiveness of the strategic plan in aligning the provision of a commitment to local government best practices and employee development, support, and retention.

BACKGROUND
As part of the City’s robust health benefit package, a confidential Employee Assistance Program is offered to employees and their family members. Statistics show that Employee Assistance Programs help people achieve better emotionaland physical wellbeing so they can stay healthy and perform better at work.

The City has been in contract with MHN, an EAP provider, during the 2022/2023 fiscal year at a cost of $7,207 per year. MHN notified the City in March that they would no longer be offering EAP services after June 30, 2023.

Shortly after notification, the City contacted its Benefits Broker, Newfront, to search the market for potential providers. Of the five (5) providers contacted, the Human Resources Department, in consult with Newfront City Council/RSA Agenda 403 Tuesday, May 23, 2023
representatives, determined there were four viable options for the City to consider:

Carrier Response
Canopy Health Quoted
Concern EAP Quoted – Presented
ComPsych Did Not Quote – Unable to provide 6 sessions
Magellan Quoted
Uprise Health Quoted – Presented

DISCUSSION
Canopy Health proposed a 3-year rate guarantee which ranged from $6,996 - $9,240/year. The benefit use was limited to only 3 visits every 6 months.

Magellan proposed a 2-year rate guarantee ranging from $13,966 - $15,655/year. The cost of Magellan was much higher than the competitors while offering very similar overall services.

Concern proposed a 2-year rate guarantee at $9,580/year.

Uprise Health proposed a 3-year rate guarantee ranging from $9,000 - $11,300/year.

Staff requested to interview Concern and Uprise Health. Both Concern and Uprise Health offered a detailed overview of the services they provide which were very comparable to those the City receives currently through MHN. However, during the presentation, staff felt the customer service and personal touch was stronger through Concern. In addition, the City’s broker, Newfront, utilizes Concern inhouse and spoke very highly of their services, responsiveness, and follow-through.

The proposed resolution authorizes a two-year agreement in the not-to-exceed amount of $9,580 per fiscal year and also authorizes the City Manager to annually renew the agreement in a mutually agreed upon amount and mutually agreed upon terms provided that the City Council has provided the necessary budget appropriation for the renewal.

FISCAL IMPACT
The $9,580 annualcost of this service agreement was added to the recommended biennial budget process. The annual increase to the Human Resources budget will be $2,373.

RECOMMENDATION
Staff recommends that the City Council adopt a Resolution authorizing the City Manager to execute an agreement with Concern Health for a two-year period in a not-to-exceed amount of $9,580 per year and authorizing annual renewals in a form approved by the City Attorney.

Prepared by:

Lisa Achen, Interim Human Resources Director
City Council/RSA Agenda 404 Tuesday, May 23, 2023
Submitted by:

Lisa Achen, Interim Human Resources Director
ATTACHMENTS:

Description Type
Resolution Resolution
City Council/RSA Agenda 405 Tuesday, May 23, 2023
RESOLUTION NO.

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UNION CITY

AUTHORIZING THE CITY MANAGER TO EXECUTE AND ANNUALLY RENEW AN

AGREEMENT WITH CONCERN HEALTH FOR EMPLOYEE ASSISTANCE

PROGRAM (EAP) SERVICES IN A FORM APPROVED BY THE CITY ATTORNEY WHEREAS, the City requires employee assistant program services from a qualified provider; and
WHEREAS, City staff has sought proposals from qualified providers consistent with the City’s purchasing rules and regulations and recommends awarding an agreement to Concern Health; and
WHEREAS, the Concern Health Employee Assistance Program services will be provided to employees and their family members; and
WHEREAS, the contract with the City’s current provider will end on June 30, 2023; and
WHEREAS, staff recommends that the City Council approve the agreement with Concern Health for a two-year term, in a not-to-exceed fiscal year amount of $9,580 and authorize the City Manager to execute the Agreement and annual renewals in a form approved by the City Attorney; and
WHEREAS, any future renewals shall not be effectuated by the City Manager without a budget appropriation from the City Council.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Union City hereby authorized the City Manager to execute an agreement with Concern Health, for a two-year term, in a not-to-exceed fiscal year amount of $9,580 and hereby authorizes the City Manager to execute the Agreement in a form approved be the City Attorney.

BE IT FURTHER RESOLVED that the City Manager is authorized to annually renew the Agreement in a mutually agreed upon amount and mutually agreed terms between the City and Concern Health provided that the City Council has provided the necessary budget appropriation for the renewal.

City Council/RSA Agenda 406 Tuesday, May 23, 2023
Agenda Item
DATE: 5/23/2023
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: KRISTOPHER J. KOKOTAYLO, CITYATTORNEY
SUBJECT: ADOPT A RESOLUTION OF THE CITY COUNCIL OF UNION CITY

AMENDING THE PREVIOUSLYADOPTED COUNCIL NORMS
The City Council has existing Council Norms that were first adopted in January 2021 to help the City Council operate most effectively as a policy group. The City Council has periodically had reason to revisit the Council Norms. Recently, the Legislation & Policy Committee (the “Committee”) had occasion to revisit the Council Norms and recommends a revision regarding how the Council should handle absences. Pursuant to the Committee’s direction, staff has prepared a resolution amending the previously adopted Council Norms.

STRATEGIC PLAN ALIGNMENT
This item relates to Goal B. Governance and Organization Effectiveness of the Strategic Plan.

BACKGROUND
Earlier this year the City Council was required to cancela meeting due to Councilmember absences resulting in a lack of quorum, a. Recognizing that attendance and participation at City Council meetings is highly important in proceeding with City business, the Committee reviewed options to establish rules and guidelines regarding Councilmember attendance and absences.

The Committee held multiple discussions related to updating the Council Norms to establish these rules and guidelines. The Committee then directed staff to prepare a resolution amending the current Council Norms.

DISCUSSION
The proposed resolution, as recommended by the Committee, amends the current Council Norms to provide the following:
- provide that members of the City Councilendeavor to miss no more than two regular meetings per calendar year absent extraordinary circumstances;
- provide that members of the City Council provide a minimum of sixty (60) days’ notice to the City Council City Council/RSA Agenda 407 Tuesday, May 23, 2023
of any planned absences during the Good of the Order or Items Referred by Council portion of the City Councilagenda, as appropriate.

The Committee discussion focused on the opportunity for the members of the City Council to coordinate absences to be least disruptive to City business. The rationale from the Committee was that this would allow the City Counciland staff to plan accordingly for any absences.

FISCAL IMPACT
No fiscal impact.

RECOMMENDATION
Staff recommends the City Counciladopt a resolution amending the previously adopted Council Norms.

Prepared by:

Juliet Vaughn, Attorney
Submitted by:

Kristopher J. Kokotaylo, City Attorney
ATTACHMENTS:

Description Type
Council Norms Resolution Absences Resolution
City Council/RSA Agenda 408 Tuesday, May 23, 2023
RESOLUTION NO.

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UNION CITY AMENDING

THE PREVIOUSLY ADOPTED COUNCIL NORMS
WHEREAS, during the City Council’s annual retreat on August 13, 2020, the City Council agreed to seven Council Norms and accordingly adopted Resolution No. 5703-21 on January 12, 2021 to help them to be most effective as a policy group and to set the tone for future City Councils; and
WHEREAS, the City Council has had prior occasion to revisit the Council Norms to help more efficiently conduct business; and
WHEREAS, the City Council recognizes the importance and significance in proceeding with Council meetings to conduct City business; and
WHEREAS, the City has a duty to proceed with the business of government in an efficient and orderly fashion; and
WHEREAS, the City Council desires to establish a process and procedure to coordinate Council absences to ensure that the important business of the City is able to proceed; and WHEREAS, the Legislation & Policy Committee (the “Committee”)considered the proposed revisions to the Council Norms on May 9, 2023 and recommended their approval; and WHEREAS, the City Council has considered the Committee’s recommendation and desires to approve the Council Norms.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Union City hereby approves the amendments to the Council Norms and agree to comply with the following:

1. We conduct ourselves in a professional manner, treat everyone with respect, and act with high integrity, always putting the interests of the City of Union City ahead of self-interests in accordance with our code of ethics.

2. We respect the Council-Manager form of government, and do not interfere with the City Manager’s role or any professional duties of City staff.

3. We recognize that matters of confidential nature are to be kept private and undisclosed.

4. We respect each other’s opinions and are supportive of each other’s work advocating for the City, and we ensure that all voices are heard. We do not criticize others for having a different point of view, and we agree to disagree respectfully.

City Council/RSA Agenda 409 Tuesday, May 23, 2023

5. We understand that the City Council acts as a body, all members are equal, and policy direction is only given by a majority vote of the City Council. Once a decision is made, all members of the City Council must respect the City Council’s direction.

6. We will be prepared for City Council meetings and ask our questions of the City Manager in advance so we can avoid surprising City staff at meetings.

7. We do not criticize City staff publicly or to others and will refrain from directing them. Instead, we will take our concerns and questions privately to the City Manager.

8. We will govern on an at-large basis, although elected by districts. We will maintain a citywide perspective and consider the needs and interests of the entire community.

9. We will continue to allocate resources based on long-term strategic priorities and efforts, with consideration of citywide service levels and financial capacity.

10. We understand customer service is the priority and each member of the City Council will help constituents regardless of the district in which they reside or from which a Councilmember themselves is elected.

11. We recognize the significant importance of attendance and participation at City Council meetings in proceeding with City business. All members of the City Council should endeavor to miss no more than two regular meetings per calendar year absent extraordinary circumstances. Members of the City Council should, absent unforeseen circumstances, provide a minimum of sixty days’ notice to the City Council of planned absences during the Good of the Order or Items Referred by Council portion of the City Council agenda, as appropriate.

May these Council Norms be administered and enforced in the following manner:

1. Councilmembers have the primary responsibility to assure that ethical standards are understood and met by the Council, and that the public can continue to have full confidence in the integrity of government.

2. The Mayor and the Council have the responsibility to intervene when actions of its members are in violation of Council Norms.

3. The City Council can review and revise the Council Norms as needed.

4. During City Council discussions, deliberations, and proceedings, the Mayor is designated with the primary responsibility to ensure that Councilmembers adhere to the Council Norms.

City Council/RSA Agenda 410 Tuesday, May 23, 2023
Agenda Item
DATE: 5/23/2023
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: JOAN MALLOY, CITY MANAGER
KRISTOPHER J. KOKOTAYLO, CITYATTORNEY
SUBJECT: ADOPT A RESOLUTION TO DISSOLVE THE CURRENT ECONOMIC

DEVELOPMENT ADVISORY TEAM (EDAT) AND RECONSTITUTE EDAT

TO UPDATE ITS MISSION, PURPOSE AND MEMBERSHIP
Staff recommends that the City Counciladopt a resolution to dissolve the current Economic Development Advisory Team (EDAT) and reconstitute EDAT to update its mission, purpose, and membership.

STRATEGIC PLAN ALIGNMENT
This item relates to Goal C. Economic, Community Development and Public Safety of the Strategic Plan.

BACKGROUND
In 2010, the City of Union City (the “City”) formed the Economic Development Advisory Team (“EDAT”) with specific objectives to create a business attraction program and branding for the City’s economic development efforts. Since that time, the operations of the EDAT have evolved and now encompass a wide variety of economic development issues not originally contemplated, making the enabling resolution outdated and inconsistent. Additionally, at a recent City Council meeting, Councilmember Patiño requested the Council consider increasing the number of Councilmembers serving on EDAT from one to two.

On May 9, 2023, the Legislation & Policy Committee (the “Committee”) received a report from staff regarding EDAT’s membership and purpose. A copy of the report is attached. After discussion and deliberation, the Committee considered the option of updating the membership structure and role of EDAT and directed staff to prepare a resolution dissolving the current EDAT and reconstituting EDAT to update its mission, purpose and membership for the City Council’s consideration.

DISCUSSION
Consistent with the Committee’s recommendation, staff prepared a resolution to dissolve the current EDAT and reconstitute EDAT to update its mission, purpose and membership.

Current EDAT
City Council/RSA Agenda 411 Tuesday, May 23, 2023
As noted above, EDAT, under the existing enabling resolution, is tasked with creating implementation strategies to develop a business attraction program, including a Technology Business Incubator. The original membership is reflected below.

Initial EDAT Members Number
City Councilmember 1
Planning Commissioner 1
Businesses 5
Citizens 2 to 3
Investment Firms 2
Industry Orgs/Consultant 2
Chamber of Commerce 1
The City Manager or designee was authorized to appointment replacement members in the event of a vacancy.

Proposed Makeup and Purpose
The proposed resolution: 1) dissolves EDAT as it is currently constituted; and 2) reconstitutes EDAT with a revised membership and purpose. EDAT’s purpose will now be to advise the City Council on factors affecting businesses and the economic health of the community in Union City including, but not limited to, business retention, business attraction, business development, City initiatives, and other factors.

The current membership of EDAT will be dissolved and the membership of EDAT will be revised as follows:

Proposed EDAT Members Number
City Councilmember 2
Planning Commissioner 1
Businesses 1
Residents 2
Chamber of Commerce 1
Under the proposed resolution, one Councilmember would be appointed as the Chair with the other Councilmember appointed as the Vice Chair. The Planning Commissioner member would serve as Chair when both Councilmembers are unable to conduct the meeting. Additionally, the EDAT is proposed to meet at least quarterly, calling special meetings when needed.

FISCAL IMPACT
The proposed resolution will have little to no fiscal impact on the City as the resolution reconstitutes an already existing committee.

RECOMMENDATION
Staff recommends the City Counciladopt a resolution to dissolve the current Economic Development Advisory Team (EDAT) and reconstitute EDAT to update its mission, purpose, and membership.

Prepared by:

Juliet Vaughn, Associate Attorney
City Council/RSA Agenda 412 Tuesday, May 23, 2023
Submitted by:

Kristopher J. Kokotaylo, City Attorney
ATTACHMENTS:

Description Type
EDAT Resolution Resolution
Leg and Pol Committee Memo Attachment
City Council/RSA Agenda 413 Tuesday, May 23, 2023
CITY COUNCIL RESOLUTION NUMBER XXXX-23

ADOPT A RESOLUTION TO DISSOLVE THE CURRENT ECONOMIC

DEVELOPMENT ADVISORY TEAM (EDAT) AND RECONSTITUTE EDAT TO

UPDATE ITS MISSION, PURPOSE AND MEMBERSHIP
WHEREAS, on June 14, 2010, City Council formed the Economic Development Advisory Team (EDAT), a standing committee, as identified in the General Plan (CC Resolution No. 4044-10) and directed staff to proceed with the establishment of EDAT and its membership, which was based on the goals and policies of the 2002 General Plan Update; and WHEREAS, EDAT’s initial Council-authorized purpose was to recommend implementation strategies to achieve specific objectives, including a Business Attraction Program, a Technology Business Incubator, and branding the City’s Economic Development Image; and
WHEREAS, the EDAT membership provided a broad cross section intended to support the outlined strategies and objectives to achieve the City’s economic development goals. The initial membership included five businesses, two investment firms, two industry organizations/consultants, one City Councilmember, one Chamber of Commerce representative, one Planning Commissioner, and two to three Union City residents for a total of 14 to 15 members; and
WHEREAS, since its formation the City Council adopted: 1) the first Economic Development Strategic Plan in 2015, which was updated in 2018; and 2) the City Council Strategic Plan FY 2019-2020 through FY 2024-2025, which included additional economic development strategies; and
WHEREAS, EDAT’s purpose has expanded beyond the initial economic development goals and policies in 2002 General Plan Update, and the initial membership profile is no longer relevant to ensure consistent and value-added stakeholder participation; and the Legislation & Policy Committee considered EDAT’s current purpose and membership and recommends dissolving and reconstituting the purpose and membership of EDAT.

NOW, THEREFORE, BE IT RESOLVED, that the City Council hereby dissolves EDAT, as currently constituted.

BE IT FURTHER RESOLVED that the City Council forms and reconstitutes EDAT, as a standing committee to advise the City Council on factors affecting businesses in Union City and the economic health of the community, including but not limited to:
 business retention;
City Council/RSA Agenda 414 Tuesday, May 23, 2023

 business attraction;
 business development;
 City initiatives, such as zoning and taxes that may impact businesses; and  other factors affecting economic growth and vitality of Union City.

BE IT FURTHER RESOLVED, that the EDAT membership shall be revised to constitute a membership of seven (7) individuals as follows:
 two (2) Councilmember;
 one (1) Planning Commissioner;
 one (1) business representative;
 one (1) Chamber of Commerce representative;
 two (2) residents.

One of the two Councilmembers shall be appointed as the Chair and the Councilmember that does not serve as Chair shall be designated as Vice Chair and is expected to attend meetings of EDAT where topics of significance are discussed and recommendations are going to be made. The Planning Commissioner representative shall serve as Chair in the absence of both Councilmembers or the inability of both Councilmembers to conduct the meeting.

BE IT FURTHER RESOLVED, that EDAT will meet at least quarterly and comply with all Brown Act requirements as a standing committee.

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Union City at a regular meeting held on the day of May 23, 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:
______________________

CAROL DUTRA-VERNACI
Mayor
ATTESTED: APPROVED AS TO FORM:

City Council/RSA Agenda 415 Tuesday, May 23, 2023

______________________ _________________________
ANNA M. BROWN KRISTOPHER J. KOKOTAYLO
City Clerk City Attorney
City Council/RSA Agenda 416 Tuesday, May 23, 2023
1 DATE: May 9, 2023
TO: Legislation & Policy Committee – Mayor Carol Dutra-Vernaci & Vice Mayor Gary Singh FROM: Joan Malloy, City Manager
SUBJECT: Economic Development Advisory Team (EDAT) Organization

SUMMARY
The Economic Development Advisory Team (EDAT) was formed in 2010 with specific objectives to create a business attraction program, such as a Technology Business Incubator, and develop branding for the City’s economic development efforts. Since that time, the topics that EDAT has addressed have grown along with the City’s economic development program. EDAT now discusses a broad range of economic development issues and relies on a core membership to provide feedback and make recommendations to the City Council. The enabling resolution of EDAT did not anticipate the evolving role of the committee, and staff is requesting that the Legislation and Policy Committee consider revising EDAT’s organizational structure to better meet the needs of the City’s economic development program.

Coincidentally, at a recent City Council meeting, Councilmember Jaime Patiño requested that the Council consider expanding the number of Councilmembers appointed to EDAT from one to two. Councilmember Patiño stated that he thought having another Councilmember on EDAT would provide more continuity as Council assignments may change over time.

BACKGROUND
At the September 14, 2010, City Council meeting, the Council adopted Resolution No. 4044-10 (attached) to create an Economic Development Advisory Team (EDAT) as suggested in 2020 General Plan policies. The City Council directed staff to proceed with the creation of EDAT to support the City’s economic objectives. Those objectives included:
- To grow the City’s diverse and vital mix of businesses. - Ensuring future development advances the City's economic development vision. - Enhancing Union City's workability and livability for a range of residents. - To promote the City's image and identity by developing a Union City brand.

As noted, EDAT’s initial task was to create implementation strategies to develop a business attraction program, including a Technology Business Incubator. The original membership adopted by the Council reflected that task, including nine members that represented businesses, investment firms, and industry organizations.

Initial EDAT Members Number
City Councilmember 1
Planning Commissioner 1
Businesses 5
Citizens 2 to 3
Investment Firms 2
Industry Organizations/Consultants 2
Chamber of Commerce 1
City Council/RSA Agenda 417 Tuesday, May 23, 2023
2 The City Manager or his designee was authorized to appointment replacement members in the event of a vacancy.

DISCUSSION
EDAT’s role has expanded and shifted beyond the initial economic development goals and programs that were identified in 2010; and, therefore, the purpose and membership of EDAT should be updated. Additionally, EDAT’s initial business membership has dwindled. Unless an agenda topic directly impacted their interests, it is difficult to engage such a large group of business and industry representatives on a regular basis.

Staff suggests that the EDAT membership be reduced to key members and that staff engage business leaders as needed to address specific economic development topics. Business stakeholders can be invited to provide knowledge and insights to topic-focused discussions. These stakeholders could include businesses, industry experts, consultants, and others.

To have steadfast representation, staff suggests reducing the number of appointed members to those who will likely participate consistently. Staff suggests the following:

Councilmember Patiño requested that an additional Councilmember be considered for an EDAT appointment, increasing the current number from one to two.

Appointing EDAT Members
The EDAT enabling resolution authorizes the City Manager to appoint replacement members in the event of a vacancy.

The resolution also identifies the City Manager as the Chair. This organization infers that perhaps the original formation of the Committee was not intended to be ongoing year over year. The EDAT resolution should be updated to clarify appoints are made by the Mayor and affirmed by the City Council, and that the appointed Councilmember should serve as the Chair.

Staff works with the EDAT Chairperson to plan agendas and advance EDAT recommendations to the City Council. As approved by the City Council, EDAT meets quarterly. EDAT shall continue to comply with all Brown Act requirements as a standing committee.

NEXT STEPS
The current membership structure and operation of EDAT are inconsistent with its enabling resolution and should be updated. Based on the recommendations of the Legislation and Policy Committee, staff will prepare the appropriate staff report and resolution for the City Council’s consideration.

Attachments:
 Attachment 1 – EDAT Enabling Resolution No. 4044-10
Proposed EDAT Members Number
City Councilmember 1
Planning Commissioner 1
Businesses 1 to 2
Residents 1 to 2
Chamber of Commerce 1
City Council/RSA Agenda 418 Tuesday, May 23, 2023
Agenda Item
DATE: 5/23/2023
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: MARIO VALLEJO, INFORMATION TECHNOLOGY DIRECTOR
SUBJECT: ADOPT A RESOLUTION AUTHORIZING THE ACCEPTANCE OF A

CALIFORNIAAUTOMATED PERMIT PROCESSING (CALAPP) PROGRAM
GRANT, IN THE AMOUNT OF $60,000, FROM THE CALIFORNIA ENERGY

COMMISSION, TO SUPPORT THE DEPLOYMENT AND ADOPTION OF THE SOLARPAPP+ PLATFORM, AND AMENDING THE FY2022-2023 IT GRANTS

FUND BUDGET
The City was awarded $60,000.00 in state grant funding administered through the California Energy Commission as part of the California Automated Permit Processing (CalAPP) Program to deploy and adopt the solar automated plan review software, SolarAPP+. Staff recommends the City Counciladopt a resolution accepting the CalAPP grant funds, amending the Fiscal Year 2022-2023 IT Grants Fund budget and authorizing the City Manager to execute the necessary grant documents in a form acceptable to the City Attorney.

STRATEGIC PLAN ALIGNMENT
This agenda item is in alignment with the following:

Goal C, Strategy 15: Continue to review development permitting processes to streamline service and improve efficiency and develop a communication plan to disseminate modifications to staff and customers.

BACKGROUND
On September 16, 2022, Senate Bill No. 379 (Wiener, 2022) was passed which requires most California cities and counties to implement an online, automated permitting platform for residential solar photovoltaic systems that verifies code compliance and issues permits in real time. The City, with a population of greater than 50,000, must satisfy the senate bill requirements by September 30, 2023.

On April 5, 2023, staff submitted a grant application form requesting the allocation of eligible grant funds to reimburse the City for costs associated with the adoption and maintenance of the SolarAPP+ platform. On May 4, 2023, the City was awarded $60,000.00 in grant funding, subject to CalAPP terms and pursuant to the Grant Allocation Agreement (Agreement). The Agreement is between CalAPP and the City and includes the terms and conditions of the grant funding as wellas mandatory state requirements for disbursement of the grant funds.

City Council/RSA Agenda 419 Tuesday, May 23, 2023

DISCUSSION
The National Renewable Energy Laboratory (NREL) worked with local governments, the solar community, and environmental organizations to build the online permitting platform, SolarApp+, to automate rooftop solar plan review and produce compliant approvals instantly. SolarAPP+ allows online collection of permit fees; uses standardized compliance checks to catch typos, and errors; returns corrections to the applicant instantly; provides installation permit approvals for eligible, cookie-cutter rooftop solar applications, while ineligible projects flow through a typical permitting review; and produces an inspection checklist replicating the application details for inspectors to utilize and confirm.

The CalAPP grant funds will provide reimbursement for ongoing staff labor costs, third-party or consultant time, and staff training and education associated directly with the adoption and maintenance of the SolarAPP+ platform.

The City will be reimbursed for essential hardware or equipment necessary to support adoption of the platform.

Additionally, maintenance, such as adding support for energy storage paired with solar energy permitting or subscription costs for permit tracking software in support of the adopted permitting platform is reimbursable.

FISCAL IMPACT
There is no fiscal impact to the General Fund. The CalAPP grant funding of $60,000.00 will be accounted for in Fund 2790 – IT Grants Fund. No matching funds are required by the City for receipt of these grant funds.

RECOMMENDATION
It is recommended that the City Counciladopt a resolution:

1. Authorizing the acceptance of a California Automated Permit Processing (CalAPP) Program Grant, in the amount of $60,000, from California Energy Commission, to support the deployment and adoption of the SolarApp+ Platform; and

2. Amending the FY 2022-2023 IT Grants Fund budget by increasing the revenue projection in Account Number 2790-41260-44171 (IT Grants Fund – CalAPP Grant – Miscellaneous State Grants) by $60,000.00; and

3. Amending the FY 2022-2023 IT Grants Fund budget by appropriating $60,000.00 to Account Number 2790-1701-41260-54111 (IT Grants Fund – IT – CalAPP Grant – Contractual Services); and

4. Authorizing the City Manager, or her designee, to execute any and all agreements necessary to accept the grant, in a form approved by the City Attorney, and take any other such action as is necessary to carry out the purpose and intent of this Resolution.

Prepared by:

Mario J. Vallejo, Information Technology Director; Carmela Campbel, Economic And Community Development Director
Submitted by:

MARIO VALLEJO, INFORMATION TECHNOLOGY DIRECTOR
ATTACHMENTS:

Description Type
Resolution - SolarApp Grant Acceptance Resolution
Grant Approval Nofication Attachment
City Council/RSA Agenda 420 Tuesday, May 23, 2023
City Council/RSA Agenda 421 Tuesday, May 23, 2023
RESOLUTION NO. ____ - 2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UNION

CITY AUTHORIZING THE ACCEPTANCE OF THE CALIFORNIA

AUTOMATED PERMIT PROCESSING (CALAPP) PROGRAM
GRANT, IN THE AMOUNT OF $60,000, FROM THE CALIFORNIA ENERGY

COMMISSION, TO SUPPORT
THE DEPLOYMENT AND ADOPTION OF THE SOLARPAPP+ PLATFORM, AND AMENDING THE FY 2022-2023 IT GRANTS FUND BUDGET
WHEREAS, on September 16, 2022, Senate Bill No. 379 (Wiener, 2022) was passed which requires the City to implement an online, automated permitting platform that verifies code compliance and issues permits in real time or allows the city, county, or city and county to issue permits in real time for a residential solar energy system; and WHEREAS, on April 5, 2023, the City submitted a Grant Application Form requesting the allocation of eligible grant funds to provide the City reimbursement for costs associated with the adoption and maintenance of the SolarAPP+ platform; and WHEREAS, on May 4, 2023, the City was awarded $60,000.00 in grant funding, subject to CalAPP terms and pursuant to the Grant Allocation Agreement (Agreement); and WHEREAS, the CalAPP grant funding of $60,000.00 will be accounted for in Fund 2790 – IT Grants Fund, and there will be no fiscal impact to the General Fund, and no matching funds are required by the City for receipt of these grant funds.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Union City hereby authorizes acceptance of the CalAPP grant funds in the amount of $60,000.00.

BE IT FURTHER RESOLVED that the City Council of the City of Union City hereby amends the FY 2022-2023 IT Grants Fund budget by increasing the revenue projection in Account Number 2790-41260-44171 (IT Grants Fund – CalAPP Grant – Miscellaneous State Grants) by $60,000.00; and
BE IT FURTHER RESOLVED that the City Council of the City of Union City hereby amends the FY 2022-2023 IT Grants Fund budget by appropriating $60,000.00 to Account Number 2790-1701-41260-54111 (IT Grants Fund – IT – CalAPP Grant – Contractual Services); and
BE IT FURTHER RESOLVED that the City Council of the City of Union City hereby authorizes the City Manager, or her designee, to execute any and all agreements necessary to City Council/RSA Agenda 422 Tuesday, May 23, 2023
Resolution No. XXXX-23