Vallejo City Council
July 11, 2023

Hybrid Options are available for members of the public to participate. To participate remotely:

https://ZoomRegular.CityofVallejo.net
Option to join by phone:

Dial (669) 900-6833
Enter Meeting ID: 914 0075 0676#
Press *9 to digitally raise your hand from the phone
For additional instructions on how to speak during public comment, please visit, www.cityofvallejo.net/publiccomment

VALLEJO CITY COUNCIL
REGULAR MEETING – 7:00 PM

COUNCIL CHAMBERS
555 Santa Clara Street, Vallejo, California
JULY 11, 2023

NOTICE: Members of the Public will be able to participate in-person or remotely via Zoom.

City Hall and the Council Chambers will be open to members of the public 30 minutes prior to the start of the meeting.

PUBLIC COMMENT: Members of the Public may provide public comments during the City Council Meeting in person or via ZOOM
(https://ZoomRegular.Cityofvallejo.net), or via phone, by dialing (669) 900-6833.

For additional instructions on how to speak remotely during public comment, please visit, www.cityofvallejo.net/publiccomment
VIEW THE MEETING:

There are four different ways you can view this public meeting:
• In Person
• Watch Vallejo local channel 28
• Stream from the City website: www.cityofvallejo.net/Streaming • Join the Zoom webinar:https://ZoomRegular.Cityofvallejo.net

Vallejo City Council Chambers ADA compliant. Devices for the hearing impaired are available from the City Clerk. Requests for disability related modifications or accommodations, aids or services may be made by a person with a disability to the City Clerk's office no less than 72 hours prior to the meeting as required by Section 202 of the Americans with Disabilities Act of 1990 and the federal rules and regulations adopted in implementation thereof.

1. CALL TO ORDER

2. ROLL CALL

3. PLEDGE OF ALLEGIANCE

4. REPORT OUT OF CLOSED SESSION

5. PRESENTATIONS AND COMMENDATIONS

6. FIRST COMMUNITY FORUM
The Community Forum is an opportunity to address the Council on any matter for which another opportunity to speak is not provided on the agenda, and which is within the jurisdiction of the Council to resolve. Any interested members of the public desiring to communicate with the City Council as part of the First Community Forum may do so in person by signing in to the Public Speaker's kiosk located in the back of the Council Chambers or via ZOOM:(https://ZoomRegular.Cityofvallejo.net), Option to join by phone: Dial (669) 900-6833. Enter Meeting ID: 914 0075 0676#. Press * 9 to digitally raise your hand from the phone. For additional instructions on how to speak remotely during public comment, please visit, www.cityofvallejo.net/publiccomment. In person speakers will be recognized first. When called upon, each speaker should step to the podium, state his/her name for the record. The conduct of the community forum shall be limited to a maximum of fifteen (15) minutes, with each speaker limited to a maximum of three minutes pursuant to Vallejo Municipal Code Section 2.02.300.

7. PUBLIC COMMENT REGARDING CONSENT CALENDAR ITEMS
Members of the public wishing to address the Council on Consent Calendar items may do so in person by signing in to the Public Speaker's kiosk located in the back of the Council Chambers or via ZOOM:(https://ZoomRegular.Cityofvallejo.net), Option to join by phone: Dial (669) 900-6833. Enter Meeting ID: 914 0075 0676#. Press * 9 to digitally raise your hand from the phone. For additional instructions on how to speak remotely during public comment, please visit, www.cityofvallejo.net/publiccomment. In person speakers will be recognized first. Each speaker is limited to three minutes pursuant to Vallejo Municipal Code Section 2.02.310. Requests for removal of Consent Items received from the public are subject to approval by a majority vote of the Council. Items removed from the Consent Calendar will be heard immediately after approval of the Consent Calendar and Agenda.

8. CONSENT CALENDAR AND APPROVAL OF AGENDA
A. APPROVAL OF MINUTES
Recommendation: Approval of minutes for the special meetings of June 5, 6, 20 and 26 and the special and regular meetings of June 27, 2023 Contact: Dawn G. Abrahamson, MMC, City Clerk (707) 648-4527 [email protected]
B. WAIVE FULL READING AND AUTHORIZING INTRODUCTIONS AND/OR

ADOPTINO OF ORDINANCES BY TITLE ONLY
Recommendation: Waive reading and authorize introductions and/or adoption of any and all ordinances on this agenda, if any, by title only. This is a standard procedural action so the City Council does not have to read an ordinance in its entirety.

Contact: Dawn G. Abrahamson, MMC, City Clerk (707) 648-4527 [email protected]
C. ADOPT A RESOLUTION ACCEPTING THE BOARD OF STATE AND
COMMUNITY CORRECTIONS (BSCC) PROPOSITION 64 PROGRAM
GRANT AND PROVIDING NOTICE OF INTENT TO AMEND THE 2023-2024 FISCAL YEAR BUDGET IN THE AMOUNT OF $1,424,000
Recommendation: Adopt a resolution accepting a five-year BSCC Proposition 64 grant award totaling $1,424,000 and providing notice of intent to amend the Fiscal Year 2023-24 general fund budget for the BSCC Proposition 64 grant to recognize revenue and appropriate expenditures in the amount of $1,424,000.

Contact: Terrance Davis, Assistant City Manager (707) 648-4301 [email protected]
D. ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO

EXECUTE A CONSULTANT AND PROFESSIONAL SERVICES
AGREEMENT WITH SUITE TREATMENTS, INC. FOR SPECIALIZED EVENT PLANNING SERVICES FOR TWO YEARS, WITH THREE OPTIONAL 1- YEAR EXTENSIONS, IN AN AMOUNT NOT TO EXCEED $200,000
Recommendation: Adopt a resolution authorizing the City Manager to execute a Consultant and Professional Services Agreement with Suite Treatments, Inc. for specialized event planning services for two years, with three optional 1-year extensions, in an amount not to exceed $200,000
Contact: Mike Malone, City Manager (707) 648-4576
[email protected]
E. PROVIDE NOTICE OF INTENT TO AMEND THE FISCAL YEAR 2023-2024 BUDGET IN THE AMOUNT OF $2,559,656
Recommendation: Provide notice of intent to amend the Fiscal Year 2023-2024 Budget by $2,559,656.

Contact: Gillian Hayes, Assistant City Manager (707) 648-4163 [email protected]

9. ACTION CALENDAR
NOTICE: Members of the public wishing to address the Council on Action Calendar Items may do so in person by signing in to the Public Speaker's kiosk located in the back of the Council Chambers or via ZOOM (https://ZoomRegular.Cityofvallejo.net), or via phone, by dialing (669) 900-6833. Enter Meeting ID: 914 0075 0676#. Press *9 to digitally raise your hand from the phone. For additional instructions on how to speak remotely during public comment, please visit, www.cityofvallejo.net/publiccomment. Each speaker is limited to five minutes pursuant to Vallejo Municipal Code Section 2.02.420 or as approved and announced by the Mayor. In person speakers will be recognized first.

A. ADOPT RESOLUTION MAKING APPOINTMENTS TO CIVIL SERVICE,

HOUSING & COMMUNITY DEVELOPMENT, PLANNING AND SISTER CITY COMMISSIONS, COMMISSION ON CULTURE + ARTS, AND THE DESIGN

REVIEW BOARD
Recommendation: Adopt a Resolution making appointments to the following commissions:

1. 1 appointment to the Civil Service Commission

2. 1 appointment to the Commission on Culture + Arts

3. 1 appointment to the Design Review Board

4. 3 appointments to the Housing & Community Development Commission

5. 2 appointments to the Planning Commission

6. 4 appointments to the Sister City Commission
Contact: Dawn G. Abrahamson, City Clerk (707) 648-4527
[email protected]
B. ADOPT A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS

FOR THE ACTIVE TRANSPORTATION PROGRAM (ATP) BAY TRAIL / VINE TRAIL GAP CLOSURE PROJECT (PW9802) AFTER FINDING THE

PROJECT EXEMPT FROM ENVIRONMENTAL REVIEW PURSUANT TO

CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) GUIDELINES
SECTION 15301(c) AND AUTHORIZING THE CITY MANAGER TO AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF $10,497,660.40 TO AZUL WORKS, INC., IN ACCORDANCE WITH THE APPROVED PLANS

AND SPECIFICATIONS
Recommendation: Adopt a Resolution approving the project plans and specifications for the Active Transportation Program (ATP) Bay Trail/Vine Trail Gap Closure Project after finding the Project exempt from environmental review pursuant to California Environmental Quality Act (CEQA) Guidelines Section 15301(c) and authorizing the City Manager to award a construction contract in the amount of $10,497,660.40 to Azul Works, Inc., in accordance with the approved plans and specifications.

Contact: Melissa Tigbao P.E., Public Works Director, (707) 648-4433 [email protected]
C. ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO

EXECUTE A CONTRACT WITH SP PLUS CORPORATION IN THE AMOUNT OF $1,177,625 FOR PARKING MANAGEMENT SERVICES
Recommendation: Adopt a Resolution authorizing the City Manager to execute a contract with SP Plus Corporation, in the amount of $1,177,625, to deliver management services in support of Parking Enterprise operations.

Contact: Melissa Tigbao, PE, Public Works Director, (707) 648-4433 [email protected]
D. CONSIDER AND APPROVE OR AMEND THE GOALS AND WORK PLAN

OF THE COMMISSION ON CULTURE AND THE ARTS FOR FISCAL YEAR 2023-2024
Recommendation: Approve the goals and work plan of the Commission on Culture and the Arts for fiscal year 2023-24.

Contact: Michael Nimon, Economic Development Director (707) 648-4109 [email protected]
E. ADOPTION OF A COUNCIL POLICY TO GOVERN THE CRITERIA AND

PROCESS FOR HONORARY STREET SIGN DESIGNATIONS, A POLICY TO

GOVERN THE ISSUANCE OF CEREMONIAL DOCUMENTS, AND A POLICY

FOR PROVIDING A KEY TO THE CITY
Recommendation: Adopt a resolution adopting three City Council policies that:

1. Establishes a standard set of criteria for processing Honorary Street Sign Designation of City streets in the City of Vallejo

2. Establishes a standard set of criteria for issuance of Ceremonial Documents in the City of Vallejo

3. Establishes a standard set of criteria for providing Key to the City in the City of Vallejo
Contact: Michael Malone, City Manager
(707) 648-4308; [email protected]

10. INFORMATION CALENDAR

11. CITY MANAGER’S REPORT

12. CITY ATTORNEY’S REPORT

13. COMMUNITY FORUM
Any interested members of the public desiring to communicate with the City Council as part of the last Community Forum may do so in person by signing in to the Public Speaker's kiosk located in the back of the Council Chambers or via ZOOM:(https://ZoomRegular.Cityofvallejo.net), Option to join by phone: Dial (669) 900-6833. Enter Meeting ID: 914 0075 0676#. Press * 9 to digitally raise your hand from the phone. For additional instructions on how to speak remotely during public comment, please visit, www.cityofvallejo.net/publiccomment. In person speakers will be recognized first.

14. REPORT OF THE PRESIDING OFFICER AND MEMBERS OF THE CITY COUNCIL

15. ADJOURNMENT

___________________________________________________________________________________________

ADDITIONAL CITY INFORMATION
Members of the public can:

Like us on Facebook and Instagram (@cityofvallejo)
Sign up to receive City Communications via e-mail (www.cityofvallejo.net/subscribe) Sign up for emergency alerts at: alertsolano.com
Dated: Wednesday, July 5, 2023

Robert H. McConnell, Mayor

I, Dawn Abrahamson, City Clerk do hereby certify that I have caused a true copy of the above notice and agenda to be delivered to each of the members of the Vallejo City Council, at the time and in the manner prescribed by law and that this agenda was posted at City Hall, 555 Santa Clara Street, CA at 4:00 p.m., Wednesday, July 5, 2023.

Dated: Wednesday, July 5, 2023

Dawn G. Abrahamson, City Clerk

Special City Council Meeting Minutes
June 5, 2023
Page | 1

VALLEJO CITY COUNCIL

SPECIAL MEETING MINUTES
JUNE 5, 2023

VALLEJO ROOM

LOWER LEVEL OF JFK LIBRARY
505 Santa Clara Street, Vallejo, California

1. CALL TO ORDER
The meeting was called to order at 5:00 p.m.

2. ROLL CALL

Present: Mayor McConnell, Councilmembers Arriola, Bregenzer, Loera-Diaz, Matulac, and Palmares

Absent: None
Staff present: City Clerk Abrahamson

3. ACTION CALENDAR
A. CONDUCT APPLICANT INTERVIEWS FOR THE VALLEJO HOUSING

AUTHORITY - TENANT COMMISSIONER, BEAUTIFICATION, ECONOMIC

VITALITY, HUMAN RELATIONS, MCCUNE COLLECTION, AND SISTER

CITY COMMISSIONS, SOLTRANS PUBLIC ADVISORY COMMITTEE AND

THE SOLANO COUNTY LIBRARY ADVISORY COUNCIL
Recommendation: The purpose of this special meeting is to conduct applicant interviews only for appointments to fill vacancies on the Housing Authority - Tenant Commissioner, Beautification, Economic Vitality Human Relations, McCune Collection and Sister City Commissions and the SolTrans Public Advisory Committee and the Solano County Library Advisory Council. It is anticipated that appointments will be made at the City Council's regular meeting on June 27, 2023
Contact: Dawn G. Abrahamson, MMC, City Clerk (707) 648-4527 [email protected]
Council conducted interviews for the following applicants:

Solano County Library Advisory Council – Vallejo Representative: Jeffrey Worrell
Vallejo Housing Authority – Tenant Commissioner: HelenMarie Gordon SolTrans Public Advisory Committee: HelenMarie Gordon
Beautification Commission: Roxann Reyes, Rick Weyrich and Hayden Leach Economic Vitality Commission: Nicole Loufas, Joey Porter, Rob’Lean (Shay) Miles, Mai-Ling Garcia, Calvin Harrell, and Roberto Hernandez Human Relations Commission: Nona Cohen-Bowman, Marissa Serafino and Courtney Davis
McCune Collection Commission: James Petka and Rebekah Truemper Sister City Commission: Paul Ligda, Yajaira Rubio Machado and Ravi Shankar Special City Council Meeting Minutes
June 5, 2023
Page | 2

4. ADJOURNMENT
The meeting adjourned at 8:33 p.m.
________________________________
ROBERT H. MCCONNELL, MAYOR
ATTEST:
________________________________
DAWN G. ABRAHAMSON

CITY CLERK
Special City Council Meeting Minutes
June 6, 2023
Page | 1

VALLEJO CITY COUNCIL

SPECIAL MEETING MINUTES
JUNE 6, 2023

COUNCIL CHAMBERS
555 Santa Clara Street, Vallejo, California

1. CALL TO ORDER
The meeting was called to order at 5:03 p.m.

2. ROLL CALL

Present: Mayor McConnell, Vice Mayor Verder-Aliga (arrived at 5:13 p.m.), Councilmembers Arriola, Bregenzer, Loera-Diaz, Matulac, and Palmares (arrived at 5:06 p.m.)

Absent: None
Staff present: City Manager Malone, City Attorney Nebb and City Clerk Abrahamson

3. PLEDGE OF ALLEGIANCE

4. ACTION CALENDAR
A. FISCAL YEAR 2023-24 OPERATING BUDGET AND CAPITAL

IMPROVEMENT BUDGET WORKSHOP
Recommendation: Provide input to staff regarding any amendments to the proposed Operating and CIP budgets. There is no staff report associated with this item
Contact: Rekha Nayar, Finance Director (707) 648-4592
[email protected]
City Manager Malone provided introductory comments.

Finance Director Nayar, Assistant Finance Director Cruz and Deputy Finance Director Cho reviewed the budget process, provided an overview of the proposed revenues and expenditures for all funds and the General Fund, discussed prior year General Fund revenue/expenditure trends, shared the 5- year Fund Balance Forecast, outlined proposed expenditures, FTE changes and trends.

Community & Volunteer Coordinator Loughmiler reviewed the Special Events Sponsorship Program (SESP).

Human Resources Director Sifuentes provided an update on the Human Resources position vacancies.

Public Works Director Tigbao and Water Engineering Manager Carothers provided an overview of the proposed CIP that included the following:
•Prioritization Criteria
Special City Council Meeting Minutes
June 6, 2023
Page | 2
•5-Year Public Works & Water CIP summary
•Summary of new Public Works Projects
•Public Works projects to look forward to in the new fiscal year •Pavement Conditions
•Street Related projects
•Water Treatment projects
•Water Main projects
•Total 5-year Water CIP projected projects
Speakers: Margaret Cromwell, Jim Casper, Sherianne Grimm, Kerry Scott, Susan Nichols, Lynne McCloskay, Belinda Seidemann, Veronica Lindsey, Vincent McMillan, Toni Benton, Ciri Malamud, AJ Z., Richard Hybels, Justin Sheaff, and Daniel Boone.

Staff responded to questions from Councilmembers. Councilmembers provided comment.

City Manager Malone responded to Councilmember comments. Council provided additional comments and direction to staff related to Mare Island CFD and alternatives, Main Street request for reallocation, City’s fleet, Marina Dredging, and Economic Development in proposed budget.

5. ADJOURNMENT
The meeting adjourned at 8:15 p.m.
________________________________
ROBERT H. MCCONNELL, MAYOR
ATTEST:
________________________________
DAWN G. ABRAHAMSON

CITY CLERK
Special City Council Meeting Minutes
June 20, 2023
Page | 1

VALLEJO CITY COUNCIL

SPECIAL MEETING MINUTES
JUNE 20, 2023

COUNCIL CHAMBERS
555 Santa Clara Street, Vallejo, California

1. CALL TO ORDER
The meeting was called to order at 4:37 p.m.

2. ROLL CALL

Present: Mayor McConnell, Vice Mayor Verder-Aliga (arrived at 4:49 p.m.), Councilmembers Arriola, Bregenzer, Loera-Diaz, Matulac, and Palmares (arrived at 5:31 p.m.)

Absent: None
Staff present: City Manager Malone, City Attorney Nebb, City Clerk Abrahamson, Assistant City Managers Davis and Hayes, Chief Assistant City Attorney Risner, Economic Development Director Nimon, Human Resources Director Sifuentes, and Aaron Slater (Beauchaine Consulting Group, LLC)
Speaker: Mustafa Abdul-Ghanee
The Council convened into Closed Session at 4:44 p.m.

3. CLOSED SESSION
A. Conference with Real Property Negotiators Pursuant to Government Code Section 54956.8
Property: City-owned/Leased Mare Island Properties; APNS 0066-050-170; 0066-050-180; and 0066-050-160
Agency Negotiators: Veronica Nebb, City Attorney and Gillian Hayes, Assistant City Manager
Negotiating Parties: City of Vallejo and the Mare Island Company Under Negotiations: Price and Terms of Payment
B. Conference with Real Property Negotiators Pursuant to Government Code Section 54956.8
Property: Farragut School
Negotiators: Gillian Hayes, Assistant City Manager and Veronica Nebb, City Attorney
Negotiating Parties:

Under Negotiations: Price and Terms of Payment
C. Conference with Labor Negotiators Pursuant to California Government Code Section 54957.6.

Negotiators: Mike Malone, City Manager; Terrance Davis, Assistant City Manager; and Aaron Slater (Beauchaine Consulting Group, LLC); Employee Organization: Vallejo Police Officers Association (VPOA) Special City Council Meeting Minutes
June 20, 2023
Page | 2
D. Conference with Legal Counsel – Anticipated Litigation Significant Exposure to Litigation Pursuant to Government Code Section 54956.9(d)(2): 1 Case

4. ADJOURNMENT
The meeting adjourned at 7:22 p.m.
________________________________
ROBERT H. MCCONNELL, MAYOR
ATTEST:
________________________________
DAWN G. ABRAHAMSON, CITY CLERK
Special City Council Meeting Minutes
June 20, 2023
Page | 1

VALLEJO CITY COUNCIL

SPECIAL MEETING MINUTES
JUNE 20, 2023

COUNCIL CHAMBERS
555 Santa Clara Street, Vallejo, California

1. CALL TO ORDER
The meeting was called to order at 7:25 p.m.

2. ROLL CALL

Present: Mayor McConnell, Vice Mayor Verder-Aliga, Councilmembers Arriola, Bregenzer, Loera-Diaz, Matulac, and Palmares

Absent: None
Staff present: City Manager Malone, City Attorney Nebb and City Clerk Abrahamson

3. PLEDGE OF ALLEGIANCE

4. REPORT OUT OF CLOSED SESSION
City Attorney Nebb reported Council provided direction to its negotiators with respect to Closed Session Items 3A, 3B, 3C, and 3D. No other action to report.

5. PUBLIC COMMENT REGARDING CONSENT CALENDAR ITEMS
Speakers: None.

6. CONSENT CALENDAR
Action: Moved by Vice Mayor Verder-Aliga and carried unanimously to adopt the Consent Calendar.

A. ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A COOPERATIVE AGREEMENT TO PURCHASE 911 EQUIPMENT

FOR THE NEW PUBLIC SAFETY DISPATCH CENTER FROM AT&T IN THE AMOUNT NOT TO EXCEED $500,000.

Recommendation: Adopt a resolution authorizing the City Manager to enter into a cooperative agreement to purchase 911 equipment for the new public safety dispatch center from AT&T for an amount not to exceed $500,000.

Contact: Naveed Ashraf, Chief Innovation Officer & IT Director (707) 648-5200 [email protected]
Staff responded to questions from Councilmembers. Councilmembers provided comment.

Action: adopted Resolution No. 23-102 N.C.

7. ACTON CALENDAR
Special City Council Meeting Minutes
June 20, 2023
Page | 2
A. RECEIVE UPDATE ON UNHOUSED AND POTENTIAL AREAS OF

OPPORTUNITY TO ADDRESS THE UNHOUSED SITUATION IN VALLEJO

AND PROVIDE DIRECTION TO STAFF
Recommendation: Receive a presentation on the unhoused situation in the City of Vallejo and potential areas for addressing these issues and provide direction to staff.

Contact: Gillian Hayes, Assistant City Manager (707) 648-4163 [email protected]
Assistant City Manager Hayes provided introductory comments.

Assistant to the City Manager Peterson and Administrative Analyst II Magana- Lopez provided an overview of the steps taken to address the unhoused in Vallejo and outlined additional areas for Council’s consideration for unhoused projects or programs.

Assistant City Manager Hayes provided closing comments and outlined staff’s recommendations.

Speakers: Angel Martinez, Carmen Estrada, Savannah C., Steven T., Jose Carrizales, Chloe Pleasants, Eduardo Estrada, and Mustafa Abdul-Ghanee.

Staff responded to questions from Councilmembers. Councilmembers provided comment and direction to staff.

8. INFORMATION CALENDAR
A. RECEIVE A PRESENTATION ON THE FORMATION OF A NEW

COMMUNITY BENEFIT IMPROVEMENT DISTRICT IN DOWNTOWN

VALLEJO AND PROVIDE DIRECTION TO STAFF
Recommendation: Receive an informational update on the formation of a new community benefit improvement district in downtown Vallejo and provide direction to staff.

Contact: Michael Nimon, Economic Development Director (707) 648-4109 [email protected]
Economic Development Director Nimon provided background information, defined business district types, reviewed the objectives and the new City America proposal, and outlined input staff is seeking from Council.

Speakers: Tom Bartee (Vice President, CCRC) and Marco LiMandri (NewCity America).

Staff, Mr. Bartee and Mr. LiMandri responded to questions from Councilmembers. Councilmembers provided comment and direction to staff.

9. ADJOURNMENT
The meeting adjourned at 10:23 p.m.

Special City Council Meeting Minutes
June 20, 2023
Page | 3
________________________________
ROBERT H. MCCONNELL, MAYOR
ATTEST:
________________________________
DAWN G. ABRAHAMSON, CITY CLERK
Special City Council Meeting Minutes
June 26, 2023
Page | 1

VALLEJO CITY COUNCIL

SPECIAL MEETING MINUTES
JUNE 26, 2023

VALLEJO ROOM

LOWER LEVEL OF JFK LIBRARY
505 Santa Clara Street, Vallejo, California

1. CALL TO ORDER
The meeting was called to order at 5:30 p.m.

2. ROLL CALL

Present: Mayor McConnell, Councilmembers Arriola (left the meeting at 6:15 p.m.), Bregenzer, Loera-Diaz, and Matulac

Absent: Vice Mayor Verder-Aliga and Councilmember Palmares Staff present: City Clerk Abrahamson

3. ACTION CALENDAR
A. CONDUCT APPLICANT INTERVIEWS FOR THE CIVIL SERVICE, HOUSING & COMMUNITY DEVELOPMENT, PLANNING, AND SISTER CITY
COMMISSIONS, COMMISSION ON CULTURE + ARTS, AND THE DESIGN

REVIEW BOARD
Recommendation: The purpose of this special meeting is to conduct applicant interviews only for appointments to fill vacancies on the Civil Service, Housing & Community Development, Planning and Sister City Commissions, Commission on Culture + Arts, and the Design Review Board. It is anticipated that appointments will be made at the City Council's regular meeting on July 11, 2023
Contact: Dawn G. Abrahamson, MMC, City Clerk (707) 648-4527 [email protected]
Council conducted interviews for the following applicants:

Planning Commission: Tara Beasley-Stansberry, Chris Platzer, Anthony Taylor, and Kimberly Pelham
Civil Service Commission: Leslie Janik
Commission on Culture + Arts: Sara Anders
Sister City Commission: Norma Placido and Emma del Rosario Design Review Board: Michael Eli
Housing & Community Development Commission: S. Bre Jackson, Tonia Lediju and Jose (Joey) Carrizales

4. ADJOURNMENT
The meeting adjourned at 8:24 p.m.

Special City Council Meeting Minutes
June 26, 2023
Page | 2
________________________________
ROBERT H. MCCONNELL, MAYOR
ATTEST:
________________________________
DAWN G. ABRAHAMSON

CITY CLERK
Special City Council Meeting Minutes
June 27, 2023
Page | 1

VALLEJO CITY COUNCIL

SPECIAL MEETING MINUTES
JUNE 27, 2023

COUNCIL CHAMBERS
555 Santa Clara Street, Vallejo, California

1. CALL TO ORDER
The meeting was called to order at 4:34 p.m.

2. ROLL CALL

Present: Mayor McConnell, Vice Mayor Verder-Aliga (arrived during Closed Session), Councilmembers Arriola, Bregenzer, Loera-Diaz (arrived at 4:35 p.m.), Matulac, and Palmares (arrived at 4:36 p.m.)

Absent: None
Staff present: City Manager Malone, City Attorney Nebb, City Clerk Abrahamson and Human Resources Director Sifeuntes
Speakers: Melissa Swift
The City Council convened into Closed Session in the Council Conference Room at 4:35 p.m.

3. CLOSED SESSION
A. PUBLIC EMPLOYEE PERFORMANCE EVALUATION - Pursuant to Government Code Section 54957
Title: City Manager

4. ADJOURNMENT
The meeting adjourned at 6:35 p.m.
________________________________
ROBERT H. MCCONNELL, MAYOR
ATTEST:
________________________________
DAWN G. ABRAHAMSON

CITY CLERK
Regular City Council Meeting Minutes
June 27, 2023
Page | 1

VALLEJO CITY COUNCIL

REGULAR MEETING MINUTES
555 Santa Clara Street, Vallejo, California
JUNE 27, 2023

1. CALL TO ORDER
The meeting was called to order at 7:04 p.m.

2. ROLL CALL

Present: Mayor McConnell, Vice Mayor Verder-Aliga, Councilmembers Arriola, Bregenzer, Loera-Diaz, Matulac, and Palmares

Absent: None
Staff present: City Manager Malone, City Attorney Nebb and City Clerk Abrahamson

3. PLEDGE OF ALLEGIANCE

4. REPORT OUT OF CLOSED SESSION
In the absence of the City Attorney, Mayor McConnell reported no action was taken with respect to Closed Session Item 3A.

5. PRESENTATIONS AND COMMENDATIONS
Action: presentation was made by Bart Ney (Chief of Public Affairs) and Ron Kioaina.

A. CALTRANS PRESENTATION REGARDING PAVING PROJECT ON I-80

FROM WILLOW AVENUE, HERCULES TO CUMMINGS SKYWAY IN BOTH

DIRECTIONS

6. FIRST COMMUNITY FORUM
Speakers: Doug Darling, Kimberly Love, Paula Conley, Susan Nichols, and Todd Smith.

7. PUBLIC COMMENT REGARDING CONSENT CALENDAR ITEMS
Speakers: Daniel Boone, Andrea Sorce and Robert Schussel (Consent Item N).

8. CONSENT CALENDAR AND APPROVAL OF AGENDA
Action: Moved by Vice Mayor Verder-Aliga and carried unanimously, unless otherwise noted, approval of the Agenda with the reordering of the Action Calendar making Item 9B Item 9A and all other items in the order as they appeared on the Agenda, and the Consent Calendar with the removal of items 8N, 8D and 8G making them Items 8.1, 8.2 and 8.3.

A. APPROVAL OF MINUTES
Recommendation: Approve minutes for the regular meeting of June 13, 2023 Contact: Dawn G. Abrahamson, MMC, City Clerk (707) 648-4527 [email protected]
Action: approved minutes.

Regular City Council Meeting Minutes
June 27, 2023
Page | 2
B. WAIVE FULL READING AND AUTHORIZING INTRODUCTIONS AND/OR

ADOPTION OF ORDINANCES BY TITLE ONLY
Recommendation: Waive reading and authorize introductions and/or adoption of any and all ordinances on this agenda, if any, by title only. This is a standard procedural action so the City Council does not have to read an ordinance in its entirety.

Contact: Dawn G. Abrahamson, MMC, City Clerk (707) 648-4527 [email protected]
Action: Waived reading and authorized introductions and/or adoption of any and all ordinances on this agenda, if any, by title only. This is a standard procedural action so the City Council does not have to read an ordinance in its entirety.

C. PAYMENT OF CLAIMS: APRIL 2023
Recommendation: Ratify the payment of claims for the period of April 1, 2023 through April 30, 2023.

Contact: Rekha Nayar, Finance Director (707) 648-4592
[email protected]
Action: ratified payment of claims for period of April 1-30, 2023.

D. ADOPT A RESOLUTION AMENDING THE FISCAL YEAR 2022/2023

BUDGET TO APPROPRIATE REVENUE AND EXPENDITURES OF
$5,000,000 TO THE FLEET REPLACEMENT FUND (#502)
Recommendation: Adopt a resolution amending the fiscal year 2022-23 budget to appropriate revenue and expenditures of $5,000,000 to the Fleet Replacement Fund (#502).

Contact: Melissa Tigbao, Public Works Director, (707) 648-4433 [email protected]
Action: item was removed from the Consent Calendar at the request of Councilmember Palmares.

City Manager Malone provided comment. Staff responded to questions from Councilmembers.

Action: Moved by Vice Mayor Verder-Aliga and carried unanimously to adopt Resolution No. 23-103 N.C.

E. ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE

THE SECOND AMENDMENT TO THE PROFESSIONAL SERVICES
AGREEMENT WITH BELL PRODUCTS, INC. FOR HVAC REPAIR AND
MAINTENANCE SERVICES FOR A NOT TO EXCEED AMOUNT OF $300,000 AND EXTEND THE CONTRACT TERM THROUGH JUNE 30, 2025
Recommendation: Adopt a resolution authorizing the City Manager to execute the Second Amendment to the Professional Services Agreement with Bell Products, Inc. for HVAC repair and maintenance services for a not to exceed amount of $300,000 and extend the term through June 30, 2025.

Contact: Beth Schoenberger, Water Director, 707-648-5439 [email protected]
Action: adopted Resolution No. 23-104 N.C.

Regular City Council Meeting Minutes
June 27, 2023
Page | 3
F. ADOPT THREE RESOLUTIONS AUTHORIZING THE CITY MANAGER TO

EXECUTE HISTORIC PROPERTY PRESERVATION AGREEMENTS

PURSUANT TO THE MILLS ACT, CONSISTENT WITH THE

RECOMMENDATIONS OF THE ARCHITECTURAL HERITAGE AND
LANDMARKS COMMISSION, FOR THE PROPERTIES LOCATED AT 816 CAPITOL STREET (APN 0056-173-170) (MA #23-0001), 514 EL DORADO STREET (APN 0056-206-190) (MA #22-0005), AND 228 OHIO STREET (APN 0055-082-140) (MA #22-0006) AND FINDING EACH OF THESE ACTIONS

EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT
(CEQA) PURSUANT TO CEQA GUIDELINES SECTION 15331
Recommendation: Adopt three resolutions authorizing the City Manager to execute Historic Property Preservation Agreements pursuant to the Mills Act, consistent with the recommendations of the Architectural Heritage and Landmarks Commission (AHLC), for the properties located at 816 Capitol Street (APN 0056-173-170) (MA #23-0001), 514 El Dorado Street (APN 0056-206- 190) (MA #22-0005), and 228 Ohio Street (0055-082-140) (MA #22-0006) and finding each of these actions exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15331.

Contact: Christina Ratcliffe, Planning and Development Services Director, 510- 648-4382
[email protected]
Action: Action: Adopted Resolutions No. 23-105, 23-106 and 23-107 N.C.

G. ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO APPLY

FOR AN URBAN AND COMMUNITY FORESTRY GRANT FROM THE

UNITED STATES DEPARTMENT OF AGRICULTURE
Recommendation: Adopt a Resolution authorizing the City Manager's Office to apply for the Urban and Community Forestry Grant from the United States Department of Agriculture for funding over five years.

Contact: Gillian Hayes, Assistant City Manager (707) 648-4576 [email protected]
Action: item was removed from the Consent Calendar at the request of Councilmember Palmares.

Assistant City Manager Hayes provided an overview of the agenda item. Staff responded to questions from Councilmembers.

Speaker: Chris Platzer
Action: Moved by Vice Mayor Verder-Aliga and carried unanimously to adopt Resolution No. 23-108 N.C.

H. ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE

THE SECOND AMENDMENT TO THE PROFESSIONAL SERVICES
AGREEMENT WITH DRS MARINE, INC. FOR REPAIR AND MAINTENANCE SERVICES FOR A NEW NOT-TO-EXCEED AMOUNT OF $720,000
Recommendation: Adopt a resolution authorizing the City Manager to execute the Second Amendment to the Professional Services Agreement with DRS Marine, Inc. for repair and maintenance services for a not to exceed amount of Regular City Council Meeting Minutes
June 27, 2023
Page | 4
$720,000.

Contact: Beth Schoenberger, Water Director, 707-648-5439 [email protected]
Action: adopted Resolution No. 23-109 N.C.

I. ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE

THE FIRST AMENDMENT TO THE RENTAL SERVICES AGREEMENT WITH PETERSON POWER SYSTEMS, INC. FOR GENERATOR RENTAL AT THE

CORDELIA WATER PUMPING COMPLEX FOR A NOT-TO-EXCEED
AMOUNT OF $1,000,000 AND EXTEND THROUGH JUNE 30, 2025
Recommendation: Adopt a resolution authorizing the City Manager to execute the First Amendment to the Rental Services Agreement with Peterson Power Systems, Inc. for generator rental at the Cordelia Water Pumping Complex for a not-to-exceed amount of $1,000,000 and extend through June 30, 2025.

Contact: Beth Schoenberger, Water Director, 707-648-5439 [email protected]
Action: adopted Resolution No. 23-110 N.C.

J. RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A

PROFESSIONAL SERVICES AGREEMENT WITH SUEZ TREATMENT
SOLUTIONS, INC. FOR PROVIDING MODEL CFV-10 OZONE GENERATOR VESSELS IN AN AMOUNT NOT TO EXCEED $300,000 THROUGH
DECEMBER 31, 2023
Recommendation: Adopt a resolution authorizing the City Manager to execute a Professional Services Agreement with SUEZ Treatment Solutions, Inc., for providing Model CFV-10 Ozone Generator Vessels in an amount not to exceed $300,000 through December 31, 2023, with one-year extension options.

Contact: Beth Schoenberger, Water Director, 707-648-5439 [email protected]
Action: adopted Resolution No. 23-111 N.C.

K. ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE

AN EQUIPMENT PURCHASE AGREEMENT WITH PSI WATER
TECHNOLOGIES, INC. TO PROVIDE A MICROCLOR® MC-80 ON-SITE

HYPOCHLORITE GENERATION SYSTEM IN AN AMOUNT NOT TO EXCEED $225,000 THROUGH JUNE 30, 2024
Recommendation: Adopt a resolution authorizing the City Manager to execute an Equipment Purchase Agreement with PSI Water Technologies, Inc., to provide a Microclor® MC-80 On-Site Hypochlorite Generation System in an amount not to exceed $225,000 through June 30, 2024 with a one-year extension option.

Contact: Beth Schoenberger, Water Director, 707-648-5439 [email protected]
Action: adopted Resolution No. 23-112 N.C.

L. ADOPT A RESOLUTION APPROVING THE CAMP SIDE LETTER TO

INCLUDE THE CODE ENFORCEMENT MANAGER
Recommendation: Adopt a resolution approving the CAMP side letter to include the Code Enforcement Manager Classification.

Regular City Council Meeting Minutes
June 27, 2023
Page | 5
Contact: Stephanie Sifuentes, Director of Human Resources (707) 648-4852 [email protected]
Action: adopted Resolution No. 23-113 N.C.

M. AMEND FISCAL YEAR 2022-2023 FUND 221, CAPITAL GRANTS AND CONTRIBUTIONS BUDGET, PROJECT PW9433 TO APPROPRIATE
$924,085.49 FOR HOMELESS HOUSING, ASSISTANCE, AND PREVENTION PROGRAM ROUND 2 AND ROUND 3 (STEP 2 OF 2)
Recommendation: Adopt a resolution to amend the Fiscal Year 2022-2023, Fund 221, Capital Grant & Contribution budget, project # PW9433, to appropriate HHAP2 and HHAP3 grant funds for $924,085.49 to be used for the implementation of the grant.

Contact: Michael Malone, City Manager (707) 648-4308
[email protected]
Action: adopted Resolution No. 23-114 N.C.

N. RECEIVE UPDATE ON POLICE INDEPENDENT AUDITOR AND NEXT STEPS
Recommendation: Receive report from staff.

Contact: Randy J. Risner, Chief Assistat City Attorney
[email protected]
Action: item was removed from the Consent Calendar at the request of Councilmember Loera-Diaz.

City Attorney Nebb addressed a comment made regarding lack of commitment in the staff report to proceed forward with an RFP for the auditor and an ordinance. Staff will commit to that if Council provides direction to staff, with a possibility of getting the RFP out within the next several weeks.

It was the Council’s desire to direct staff to solicit the RFP for an auditor as soon as possible.

City Attorney Nebb suggested a date of getting the RFP published on or before the 20th of July and report back to Council at its second meeting in July so the public is aware.

Staff responded to questions from Councilmembers.

City Attorney Nebb committed to providing Council a copy of the RFP to review and make comments at its July 25 meeting.

Action: moved by Vice Mayor Verder-Aliga and carried unanimously to receive the report.

9. ACTION CALENDAR
Items on the Action Calendar were taken out of order with Item 9B first and all other items following in the order as they appeared on the agenda. The minutes reflect items in the order as they appeared on the Agenda.

Regular City Council Meeting Minutes
June 27, 2023
Page | 6
A. HOLD A PUBLIC HEARING AND ADOPT RESOLUTION RELATING TO THE ADOPTION OF FY 2023-24 BUDGET
Recommendation:

Hold a public hearing and take public input for the FY 2023-24 Budget, and adopt a Resolution adopting the FY 2023-24 Budget for the City of Vallejo, as set forth in Attachment B.

Contact: Rekha Nayar, Finance Director; (707) 648-5433
[email protected]
Finance Director Nayar reviewed the proposed General Fund revenue and expenditures as of June 13 for FY 2023-24, Five Year Forecast (excluding Measure P), and Council funding requests at the June 13 meeting and provided funding solutions to include the requests.

Mayor McConnell opened the public hearing.

Speakers: Daniel Glaze, James Ducharme, Daniel Boone, David Cello, Jonathan A., Anne Carr, Julianne, and Alex Matias.

There being no further speakers, the public hearing was closed.

Staff responded to questions from Councilmembers. Councilmembers provided comment.

Action (1) Moved by Vice Mayor Verder-Aliga and carried to approve $20,000 in funding for the Vallejo Historical Museum (Noes – Mayor McConnell).

Action (2) Moved by Vice Mayor Verder-Aliga and carried to approve $30,000 in funding for the Vallejo Main Street project (Noes- Mayor McConnell) Action (3) Moved by Vice Mayor Verder-Aliga to approved $500,000 in funding for the dredging of the Marina.

On a substitute motion offered by Mayor McConnell and carried unanimously, funding consideration for the Marina was continued to September when it is determined the availability of the AARPA funding.

Action (4) It was moved by Vice Mayor Verder-Aliga to utilize Measure P funds in the amount of $600,000 for the Police Building design project.

On a substitute motion offered by Councilmember Loera-Diaz and carried unanimously, General Fund/Fund Balance is to be utilized in the amount of $600,000 for the design of the Police Building.

Action (5) Moved by Councilmember Loera-Diaz and carried unanimously to direct staff to return with as many alternatives as possible for Mare Island CFD that does not include eliminating positions, that Mare Island Company be included in the discussion and that staff continue to meet regularly with MISTEA until a solution is found to help alleviate the burden of what they have been Regular City Council Meeting Minutes
June 27, 2023
Page | 7
paying. Further, staff was directed to provide updates to Council and the matter return to Council at its September 26 regular meeting. A friendly amendment to the motion was offered by Councilmember Arriola and accepted by Councilmember Loera-Diaz to include as an alternative, that would return to Council in September, the possibility of suspending the CFD yearly increase of 2% until an alternate amendment can be reached.

Action: (6) Moved by Vice Mayor Verder-Aliga and carried unanimously to adopt Resolution No. 23-115 N.C. as previously altered in the prior motions and direct staff to return to Council before October with an expenditure policy for board and commissions and a budget amendment for $10,000 for the Economic Vitality Commission specifically.

B. ADOPT RESOLUTION MAKING APPOINTMENTS TO HOUSING

AUTHORITY - TENANT COMMISSIONER, BEAUTIFICATION, ECONOMIC

VITALITY, HUMAN RELATIONS, MCCUNE COLLECTION AND SISTER CITY

COMMISSIONS, SOLTRANS PUBLIC ADVISORY COMMITTEE AND THE

SOLANO COUNTY LIBRARY ADVISORY COUNCIL
Recommendation: Adopt a Resolution making appointments to the following commissions:

1. 1 tenant commissioner appointment to the Housing Authority

2. 2 appointments to the Beautification Commission

3. 4 appointments to the Economic Vitality Commission

4. 3 appointments to the Human Relations Commission

5. 2 appointments to the McCune Collection Commission

6. 3 appointments to the Sister City Commission

7. 1 appointment to the SolTrans Public Advisory Committee

8. 1 appointment to the Solano County Library Advisory Council - Vallejo Representative
Contact: Dawn G. Abrahamson, City Clerk (707) 648-4527
[email protected]
The City Council went through an applicant nomination process for appointments. Appointments to the Sister City Commission were continued to the July 11 regular council meeting.

Action: Moved by Vice Mayor Verder-Aliga and carried unanimously to adopt Resolution No. 23-116 N.C., a resolution making the following appointments:

Beautification Commission: Roxann Reyes and Rick Weyrich for terms to expire 6/30/27.

Economic Vitality Commission: Calvin Harrell, Roberto Hernandez, Mai Ling- Garcia, and Nicole Loufas for terms to expire 6/30/27.

Human Relations Commission: Courtney Davis for a term to expire 6/30/25 and Nona Cohen-Bowman and Marissa Serafino for terms to expire 6/30/27.

McCune Collection Commission: James Petka and Rebekah Truemper for terms to expire 6/30/27.

Regular City Council Meeting Minutes
June 27, 2023
Page | 8
Vallejo Housing Authority – Tenant Commissioner: HelenMarie Gordon for a term to expire 12/31/24.

Solano County Library Advisory Council – Vallejo Representative: Jeffrey Worrell for a term to expire 6/30/27.

SolTrans Public Advisory Committee – Vallejo Representative: HelenMarie Gordon for a term to expire 12/31/26.

C. ADOPT A RESOLUTION ACCEPTING THE CALIFORNIA DEPARTMENT OF

HOUSING AND COMMUNITY DEVELOPMENT INFILL INFRASTRUCTURE GRANT (IIG) PROGRAM AWARD IN THE AMOUNT OF $2,559,656 FOR THE

BROADWAY PROJECT AND AUTHORIZING THE CITY MANAGER TO

EXECUTE ALL DOCUMENTS NECESSARY AND APPROPRIATE TO

ACCEPT AND EXPEND THE IIG PROGRAM FUNDS
Recommendation:

Adopt a resolution accepting the California Department of Housing and Community Development Infill Infrastructure Grant (IIG) Program award in the amount of $2,559,656 for the Broadway Project and authorizing the City Manager to execute all documents necessary and appropriate to accept and expend the IIG Program funds.

Contact: Gillian Hayes, Assistant City Manager (707) 648-4163 [email protected]
Assistant to the City Manager Peterson provided an overview of the staff report and outlined the recommendation.

Staff responded to questions from Councilmembers.

Speakers: William Baker.

Another question and answer period followed. Councilmembers provided comment.

Action: Moved by Vice Mayor Verder-Aliga and carried unanimously to adopt Resolution No. 23-117 N.C.

10. INFORMATION CALENDAR – None.

11. CITY MANAGER’S REPORT – None.

12. CITY ATTORNEY’S REPORT
City Attorney Nebb reported staff will be meeting with Mr. Hayden on developing a tobacco retail ordinance. Staff will provide Council with an update.

13. COMMUNITY FORUM
Speakers: Michael Pimentelli, Belinda S. and Anne Carr.

14. REPORT OF THE PRESIDING OFFICER AND MEMBERS OF THE CITY COUNCIL Regular City Council Meeting Minutes
June 27, 2023
Page | 9
Councilmembers reported on community events and meetings attended.

15. ADJOURNMENT
The meeting adjourned at 10:56 p.m.
________________________________
ROBERT H. MCCONNELL, MAYOR
ATTEST:
________________________________
DAWN G. ABRAHAMSON

CITY CLERK
CONSENT CALENDAR 8.C.

DATE: July 11, 2023
TO: Mayor and Members of the City Council
FROM: Terrance Davis, Assistant City Manager
Sidney Wilson, Administrative Analyst
SUBJECT: ADOPT A RESOLUTION ACCEPTING THE BOARD OF STATE AND COMMUNITY CORRECTIONS (BSCC) PROPOSITION 64 PROGRAM GRANT AND PROVIDING NOTICE OF INTENT TO AMEND THE 2023-2024 FISCAL YEAR BUDGET IN THE AMOUNT OF $1,424,000

RECOMMENDATION
Adopt a resolution accepting a five-year BSCC Proposition 64 grant award totaling $1,424,000 and providing notice of intent to amend the Fiscal Year 2023-24 general fund budget for the BSCC Proposition 64 grant to recognize revenue and appropriate expenditures in the amount of $1,424,000.

REASONS FOR RECOMMENDATION
The City of Vallejo applied for the BSCC Proposition 64 Grant Program and was awarded an allocation total in the amount of $1,424,000. By reauthorizing the funding for activities in progress or not yet underway, the City is assisted in accomplishing community safety and development objectives. The federal government also requires the City to expend its Prop 64 Program funds in a timely manner. If the City fails to do so, these funds are recaptured.

BACKGROUND AND DISCUSSION

The Board of State and Community Corrections (BSCC) was established in statute effective July 1, 2012, to serve as an independent body providing leadership and technical assistance to the adult and juvenile criminal justice systems.

Revenue and Taxation Code, Section 34019, subd. (f)(3)(C) states the BSCC will provide grant funds to local governments that assist with law enforcement, fire protection, or other local programming to address public health and safety associated with the implementation of the Control, Regulate, and Tax Adult Use of Marijuana Act.

In 2019, language in the RTC prohibited the BSCC from making grants to any local governments that have banned all indoor and outdoor cultivation, including personal cultivation, or retail sale of marijuana or marijuana products.

However, in 2020 with the passage of Assembly Bill (AB) 1872, eligibility for Proposition 64 Public Health & Safety (Prop 64 PH&S) Grant funding solicitations has been broadened. Revenue and Taxation Code (RTC), Section 34019, subd. (f)(3)(C) nowallows local governments to apply for this funding through the BSCC if they do not ban both indoor and outdoor commercial cannabis cultivation, or ban the retail sale of cannabis or cannabis products pursuant to Section 26200 of the Business and Professions Code or as otherwise provided by law.

Staff applied for this opportunity in December of 2022 and received notice on April 19th, 2023, that the City's application was selected for funding.

Date: July 11, 2023
Subject: ADOPT A RESOLUTION ACCEPTING THE BOARD OF STATE AND COMMUNITY CORRECTIONS (BSCC) PROPOSITION 64 PROGRAM GRANT AND PROVIDING NOTICE OF INTENT TO AMEND THE 2023-2024 FISCAL YEAR BUDGET IN THE AMOUNT OF $1,424,000

FISCAL IMPACT
If approved, the City will receive $1,424,000 from BSCC over a period of five years. No match is required for this grant.

ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has the potential to result in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.

ATTACHMENTS

1. Prop 64 Reso Grant Acceptance and Step 1 Budget CAO STAMP

CONTACT
Terrance Davis, Assistant City Manager (707) 648-4301
[email protected]

Approved as to form:

By: for
Veronica Nebb, City Attorney
RESOLUTION NO. ______ N.C.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO

ACCEPTING THE BOARD OF STATE AND COMMUNITY CORRECTIONS (BSCC) PROPOSITION 64 PROGRAM GRANT AND PROVIDING NOTICE OF AMENDING THE

BUDGET TO RECOGNIZE THE GRANT FUNDS
WHEREAS, The Board of State and Community Corrections offers various programs to assist with law enforcement efforts, fire protection efforts, or other local projects addressing public health and safety associated with the implementation of the Control, Regulate and Tax Adult Use of Marijuana Act (AUMA); and
WHEREAS, the City of Vallejo desires to participate in the Proposition 64 Public Health and Safety Grant Program funded through the California State and Local Government Law Enforcement Account and administered by the Board of State and Community Corrections; and WHEREAS, the City applied for a Proposition 64 grant under the BSCC and was awarded up to $1,424,000 with no matching funding required; and
WHEREAS, the City Council hereby provides notice that it intends to amend the budget to recognize the grant as additional revenue.

NOW, THEREFORE BE IT RESOLVED that the City Manager be authorized on behalf of the City of Vallejo to accept the grant in the amount of $1,424,000 and sign the Grant Agreement with the BSCC, including any amendments thereof; and
BE IT FURTHER RESOLVED, that the grant funds received hereunder shall not be used to supplant expenditures controlled by this body; and
BE IT FURTHER RESOLVED, that the City of Vallejo agrees to abide by the terms and conditions of the grant agreement set forth by the BSCC.

BE IT FURTHER RESOLVED, that the City Council hereby gives notice of its intent to amend the budget to recognize the receipt and expenditure of the grant funds.

Adopted by the City Council of the City of Vallejo at a regular meeting held on June 27, 2023, with the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________________

ROBERT MCCONNEL, MAYOR
_________________________________

DAWN ABRAHAMSON, CITY CLERK
ATTEST:

CONSENT CALENDAR 8.D.

DATE: July 11, 2023
TO: Mayor and Members of the City Council
FROM: Mike Malone, City Manager
Shelee Loughmiller, Community and Volunteer Coordinator SUBJECT: ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A

CONSULTANT AND PROFESSIONAL SERVICES AGREEMENT WITH SUITE TREATMENTS, INC. FOR SPECIALIZED EVENT PLANNING SERVICES FOR TWO YEARS, WITH THREE OPTIONAL 1-YEAR EXTENSIONS, IN AN AMOUNT NOT TO EXCEED $200,000

RECOMMENDATION
Adopt a resolution authorizing the City Manager to execute a Consultant and Professional Services Agreement with Suite Treatments, Inc. for specialized event planning services for two years, with three optional 1-year extensions, in an amount not to exceed $200,000

REASONS FOR RECOMMENDATION
The City has embarked on expanding and recruiting new community events to enhance civic pride and economic development opportunities. Per the City’s General Plan 2040, Section 7, Arts and Culture, Community Health Policies & Actions, Goal CP-3.9, Vallejo will support community events, festivals and public art installations that highlight Vallejo’s history, identity and diversity while celebrating the interests of Vallejo residents and attracting visitors.

BACKGROUND AND DISCUSSION
The City of Vallejo has a rich and diverse community of artists, event planners and festivals that build community pride, civic engagement and promote local businesses to attract visitors to the city. The funding mechanism for sponsoring and supporting community events has been a challenge to track and manage due to, among other things:
• There was no specific budget for major signature events, sponsorships or smaller events. • There was no strategic collaborative planning process between the city, volunteer event planners or sponsors.
• There is a need to envision, attract, and produce new festivals in a cohesive fashion while supporting the recognized annual signature events.

In October 2022, the City Manager directed staff to produce an RFP for a Professional Event Planner. THe RFP was open to any firm or individual who wished to apply. The RFP was released via Planet Bid and local event planners were individually notified of the release to make certain any local event planners interested in applying were aware of the RFP and the deadlines.

This process resulted in seven proposals submitted, six of which qualified based on the parameters set forth in the RFP. An evaluation committee, comprised of two business operators and three city staff members, reviewed and scored the eligible proposals using a criteria evaluation metric. The metrics included:

Date: July 11, 2023
Subject: ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A

CONSULTANT AND PROFESSIONAL SERVICES AGREEMENT WITH SUITE TREATMENTS, INC. FOR SPECIALIZED EVENT PLANNING SERVICES FOR TWO YEARS, WITH THREE OPTIONAL 1-YEAR EXTENSIONS, IN AN AMOUNT NOT TO EXCEED $200,000

• Technical capabilities
• Vendor experience
• Local vs. global
• Project approach
• Total price
• Customer success practices
• Reputation and customer references

The evaluation committee unanimously recommended the selection of Suite Treatments, Inc based on the above elements and proven capabilities to plan, develop, collaborate and produce high quality, safe and professional events.

The terms of the contract include:
• Developing corporate sponsorships that will supplement the financial resources of the City of Vallejo. • A strategic plan will be documented and bring new event productions to the City of Vallejo during Year 2 and beyond should the agreement be extended in Years 3-5. • Build a marketing platform that will enhance and expand the reach of the City of Vallejo’s social media platforms in collaboration with the Economic Vitality Commission and the Economic Development Department.

To facilitate a smooth transition to the Event Planning process, staff has developed a two-pronged approach for requests for sponsorships and budgeting for the annual Signature Events.

1. The first prong is codifying the annual “Signature Events” that the community has enjoyed for years:

1. The 4th of July Parade

2. The 4th of July Mad Hatter Festival

3. Annual Mad Hatter Holiday Parade

4. Waterfront Weekend.

2. The second prong is establishing a Special Events Sponsorship Application (SESP) process. The application window will open October 1 of each year for 60 days. During that timeframe, any organization seeking city sponsorship can apply for up to 50% of their event budget. Staff will review applications and submit the list to City Council for vote. Applicants will receive funding based on availability of funds for the next fiscal year and be processed in the same manner as that of a City grant recipient.

3. The team at Suite Treatments will collaborate and consult with each of the Signature Event teams in FY 2023-24 and beyond.

The Consultant Services Agreement is a Two Year Agreement with a not to exceed total cost of $200,000 ($100,000 per year). The Agreement provides the option to extend the Agreement for

FISCAL IMPACT
Date: July 11, 2023
Subject: ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A

CONSULTANT AND PROFESSIONAL SERVICES AGREEMENT WITH SUITE TREATMENTS, INC. FOR SPECIALIZED EVENT PLANNING SERVICES FOR TWO YEARS, WITH THREE OPTIONAL 1-YEAR EXTENSIONS, IN AN AMOUNT NOT TO EXCEED $200,000

The annual costs associated with these services are accounted in the Fiscal Year 2023-2024 General Fund budget. Therefore, there is no additional fiscal impact associated with the action, as the funding is approved by the City Council during the annual budget process.

ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.

ATTACHMENTS

1. Resolution_Suite Treatments CSA CAO Stamp

2. 2023-25 Suite Treatments Professional Services Contract Revised 3 CAO Stamp

CONTACT
Mike Malone, City Manager (707) 648-4576
[email protected]

RESOLUTION NO. 23-_______

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO APPROVING THE

CONSULTANT AND PROFESSIONAL SERVICES AGREEMENT WITH
SUITE TREATMENTS, INC. FOR EVENT PLANNING SERVICES
IN AN AMOUNT NOT TO EXCEED $200,000
WHEREAS, there are times when the City relies on specialized professional services for large- scale community events that encourages support of community engagement of our diverse population, and encourages new visitors to attend events in the City.

WHEREAS, the City issued a formal Request for Proposals for a two-year term, with the option for three 1-year extensions, and received 6 proposals evaluated by an ad-hoc committee made up of 2 local business leaders and 3 city staff members.

WHEREAS, the ad-hoc committee determined by unanimous vote the selection of Suite Treatments, Inc.

WHEREAS, the City agreed to contract with Suite Treatments, Inc. to plan, market and produce a series of signature events and develop new events.

NOW, THEREFORE BE IT RESOLVED that the City Council hereby approves the Consultant and professional Services Agreement between the City of Vallejo and Suite Treatments, Inc. for the contract not-to-exceed total of $200,000 ($100,000 per fiscal year) and authorizes the City Manager to execute same.

ADOPTED BY THE CITY COUNCIL OF THE CITY OF VALLEJO at a regular meeting held on July 11, 2023 with the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN
ATTEST
_________________________________________
ROBERT H. MCCONNELL, MAYOR
_________________________________________
DAWN G. ABRAHAMSON, CITY CLERK
Consultant and Professional Services Agreement (Revised 01.2019) Page 1 of 10

CONSULTANT AND PROFESSIONAL SERVICES AGREEMENT
This Consultant and Professional Services Agreement ("Agreement") is made at Vallejo, California, dated for reference this 1st of August, 2023 by and between the City of Vallejo, a municipal corporation ("City"), and Suite Treatments, a California corporation, hereinafter referred to as “Consultant”, who agree as follows:

1. Services. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide the City professional services as specified in Exhibit A, entitled “Scope of Work”.

2. Payment. City shall pay Consultant for services rendered pursuant to this Agreement at the times and in the manner set forth in Exhibit B, entitled “Compensation.” The payments specified in Exhibit B shall be the only payments to be made to Consultant for services rendered pursuant to this Agreement.

3. Facilities and Equipment. Consultant shall, at its sole cost and expense, furnish all facilities and equipment which may be required for furnishing services pursuant to this Agreement.

4. Indemnification. Consultant shall indemnify, hold harmless, and defend City, its officers, officials, directors, employees, agents, volunteers and affiliates and each of them from any and all claims, demands, causes of action, damages, costs, expenses, actual attorney’s fees, consultant’s fees, expert fees, losses or liability, in law or in equity, of every kind and nature whatsoever arising out of or in connection with Consultant’s operations, or any subcontractor’s operations, to be performed under this agreement for Consultant’s or subcontractor’s tort negligence including active or passive, or strict negligence, including but not limited to personal injury including, but not limited to bodily injury, emotional injury, sickness or disease, or death to persons and/or damage to property of anyone, including loss of use thereof, caused or alleged to be caused by any act or omission of Consultant, or any subcontractor, or anyone directly or indirectly employed by any of them or anyone for the full period of time allowed by the law, regardless to any limitation by insurance, with the exception of the sole negligence or willful misconduct of the City.

The provisions of this section shall survive the expiration or termination of this Agreement.

5. Insurance Requirements. Consultant agrees to comply with all of the Insurance Requirements set forth in Exhibit C, entitled “Insurance Requirements

Consultant and Professional Services Agreement (Revised 01.2019) Page 2 of 10 for Consultant.” Failure to maintain required insurance at all times shall constitute a default and material breach.

6. Accident Reports. Consultant shall immediately report (as soon as feasible, but not more than 24 hours) to the City Risk Manager any accident or other occurrence causing injury to persons or property during the performance of this Agreement. The report shall be made in writing and shall include, at a minimum: (a) the names, addresses, and telephone numbers of the persons involved, (b) the names, addresses, and telephone numbers of any known witnesses, (c) the date, time, and description of the accident or other occurrence.

7. Conflict of Interest. Consultant warrants and represents that to the best of its knowledge, there exists no actual or potential conflict between Consultant’s family, business, real property or financial interests and the services to be provided under this Agreement. Consultant shall comply with the City of Vallejo Conflict of Interest Code and not enter into any contract or agreement during the performance of this Agreement, which will create a conflict of interest with its duties to City under this Agreement. In the event of a change in Consultant’s family, business, real property, or financial interests occurs during the term of this Agreement that creates an actual or potential conflict of interest, then Consultant shall disclose such conflict in writing to City. Every individual who performs services on behalf of Consultant pursuant to this Agreement must file a full Statement of Economic Interests (also known as Form 700) with the City Clerk if the work of the individual involves making a governmental decision whether to issue, deny, suspend, or revoke any permit, license, application, certificate, approval, order, or similar authorization or entitlement; authorizes the City to enter into, modify, or renew a contract; grants City approval of specifications for a contract; adopts or approves for the City any policy, standard or guideline; lobbies on behalf of the City, or performs the same or substantially all the same duties for the City that would otherwise be performed by an individual holding a position specified in the City’s Conflict of Interest Code.

8. Independent Contractor. Consultant is an independent contractor.

Neither Consultant nor any of Consultant’s officers, employees, agents, or subcontractors, if any, is an employee of City by virtue of this Agreement or performance of any services pursuant to this Agreement. City shall have the right to control Consultant only insofar as the results of Consultant’s services rendered pursuant to this Agreement; however, City shall not have the right to control the means by which Consultant accomplishes services pursuant to this Agreement.

9. Licenses, Permits, Etc. Consultant represents and warrants to City that all consultant services shall be provided by a person or persons duly licensed by the State of California to provide the type of services to be performed under this Agreement and that Consultant has all the permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice its profession. Consultant represents and warrants to City that it shall, at its sole cost Consultant and Professional Services Agreement (Revised 01.2019) Page 3 of 10 and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals which are legally required for Consultant to practice its profession.

10. Business License. Consultant, and its subcontractors, has obtained or agrees to apply prior to performing any services under this Agreement to City’s Finance Department for a business license, pay the applicable business license tax and maintain said business license during the term of this Agreement. The failure to obtain such license shall be a material breach of this Agreement and grounds for termination by City. No payments shall be made to Consultant until such business license(s) has been obtained.

11. Standard of Performance. Consultant shall provide products and perform all services required pursuant to this Agreement in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised under similar conditions by a member of Consultant’s profession currently practicing in California.

Consultant is responsible for making an independent evaluation and judgment of all conditions affecting performance of the work, including without limitation applicable federal, state, and local laws and regulations, and all other contingencies or considerations.

Consultant’s responsibilities under this section shall not be delegated. Consultant shall be responsible to City for acts, errors, or omissions of Consultant’s subcontractors.

Consultant is responsible for making an independent evaluation and judgment of all conditions affecting performance of the work and shall prepare plans, reports, and/or other work products in such a way that additional costs will not be incurred beyond a project budget approved or amended by the City Manager or his or her designee.

Whenever the scope of work requires or permits review, approval, conditional approval or disapproval by City, it is understood that such review, approval, conditional approval or disapproval is solely for the purposes of administering this Agreement and determining whether the Consultant is entitled to payment for such work, and not be construed as a waiver of any breach or acceptance by the City of any responsibility, professional or otherwise, for the work, and shall not relieve the Consultant of responsibility for complying with the standard of performance or laws, regulations, industry standards, or from liability for damages caused by negligent acts, errors, omissions, noncompliance with industry standards, or the willful misconduct of Consultant.

12. Force Majeure. Neither party shall be considered in default of this Agreement to the extent performances are prevented or delayed by causes or Consultant and Professional Services Agreement (Revised 01.2019) Page 4 of 10 circumstances beyond either party’s reasonable control, such as war, riots, strikes, lockouts, work slowdown or stoppage, acts of God, such as floods or earthquakes, and electrical blackouts or brownouts.

In the event that the Consultant is unable to meet the completion date or schedule of services, Consultant shall immediately inform the City Representative of this in writing. If additional time is required to perform the work, the City Representative may adjust the schedule.

13. Time is of the Essence. Time is of the essence in this Agreement. Any reference to days means calendar days, unless otherwise specifically stated.

14. Personnel. Consultant agrees to assign only competent personnel according to the reasonable and customary standards of training and experience in the relevant field to perform services under this Agreement. Failure to assign such competent personnel shall constitute grounds for termination of this Agreement.

The payment made to Consultant pursuant to this Agreement shall be the full and complete compensation to which Consultant and Consultant’s officers, employees, agents, and subcontractors are entitled for performance of any work under this Agreement. Neither Consultant nor Consultant’s officers or employees are entitled to any salary or wages, or retirement, health, leave or other fringe benefits applicable to employees of the City. The City will not make any federal or state tax withholdings on behalf of Consultant. The City shall not be required to pay any workers' compensation insurance on behalf of Consultant.

Consultant shall pay, when and as due, any and all taxes incurred as a result of Consultant’s compensation hereunder, including estimated taxes, and shall provide City with proof of such payments upon request.

15. Consultant Not Agent. Except as authorized under this Agreement or as City may authorize in a letter of authorization signed by the City Manager or his or her designee, Consultant shall have no authority, express or implied to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, under this Agreement, to bind City to any obligation whatsoever.

16. Term. The term of this Agreement shall commence on August 1, 2023 and shall continue in full force and effect until June 30, 2025.

City shall, at its discretion, have the right to extend the term of this Agreement, in intervals of one year, by written notice to Consultant. The total duration of this Agreement, including the exercise of any options under this section, shall not exceed four years.

Consultant and Professional Services Agreement (Revised 01.2019) Page 5 of 10 If the term of this Agreement extends into fiscal years subsequent to that in which it is approved, such continuation of the Agreement is contingent on the appropriation of funds for such purpose by the City Council of the City of Vallejo.

If funds to effect such continued payment are not appropriated, Consultant agrees to terminate any services supplied to City of Vallejo under this Agreement, and relieve City of any further obligation therefore.

17. Termination or Abandonment by City. The City has the right, at any time and in its sole discretion, to immediately terminate or abandon any portion or all of the services to be provided under this Agreement by giving notice to Consultant.

Upon receipt of a notice of termination, Consultant shall perform no further work except as specified in the notice. Before the date of termination, Consultant shall deliver to City all City records and documents, all work product, whether completed or not, as of the date of termination and not otherwise previously delivered.

The City shall pay Consultant for services performed in accordance with this Agreement before the date of termination. If this contract provides for payment of a lump sum for all services or by task and termination occurs before completion of the work or any defined task which according to the performance schedule was commenced before the notice of termination, the fee for services performed shall be based on an amount mutually agreed to by City and Consultant for the portion of work completed in conformance with this Agreement before the date of termination. In addition, the City will reimburse Consultant for authorized expenses incurred and not previously reimbursed. The City shall not be liable for any fees or costs associated for the termination or abandonment except for the fees, and reimbursement of authorized expenses, payable pursuant to this section.

18. Products of Consulting Services. The work product, including without limitation, all writings, work sheets, reports, recordings, drawings, files, detailed calculations and other work products, whether complete or incomplete, of Consultant resulting from services rendered pursuant to this Agreement, shall become the property of City. Consultant agrees that all copyrights which arise from creation of the work under this Agreement shall be vested in the City and waives and relinquishes all claims to copyright or other intellectual property rights in favor of the City. City acknowledges that its use of the work product is limited to the purposes contemplated by the scope of work and that the Consultant makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the scope of work.

Documents submitted to the City in electronic format shall be formatted according to specifications provided by the City, or if not otherwise specified, in Microsoft Word, Excel, PowerPoint or other Microsoft Office Suite (2002) format as appropriate for the particular work product or, if directed by the City Representative in Adobe Acrobat PDF format.

Consultant and Professional Services Agreement (Revised 01.2019) Page 6 of 10

19. Cooperation by City. City shall, to the extent reasonable and practicable, assist and cooperate with Consultant in the performance of Consultant’s services hereunder.

20. Assignment and Subcontracting. Consultant shall not subcontract, assign or transfer voluntarily or involuntarily any of its rights, duties or obligation under this Agreement without the express written consent of the City Manager or his or her designee in each instance. Any attempted or purported assignment of any right, duty or obligation under this Agreement without said consent shall be void and of no effect.

If subcontracting of work is permitted, Consultant shall pay its subcontractor within ten (10) days of receipt of payment by City for work performed by a subcontractor and billed by the Consultant. Use of the term subcontractor in any other provision of this contract shall not be construed to imply authorization for Consultant to use subcontractors for performance of any service under this Agreement.

The City is an intended beneficiary of any work performed by Consultant’s subcontractor for purposes of establishing a duty of care between the subcontractor and City.

Any subcontractor or assignee consented to by City shall be bound by all terms and conditions of this agreement and the same shall be incorporated into and made a part of any assignment or subcontractor agreement.

21. Successors and Assigns. All terms, conditions, and provisions of this Agreement shall apply to and bind the respective heirs, executors, administrators, successors, and assigns of the parties. Nothing in this section is intended to affect the limitation on assignment.

22. Non-Discrimination/Fair Employment Practices.
(a) Consultant shall not, because of race, religious creed, color, sex, national original, ancestry, disability, medical condition, age, marital status or sexual orientation of any person, refuse to hire or employ, or to bar or discharge from employment, or to discriminate in compensation, or in terms, conditions or privileges any person, and every employee will receive equal opportunity for employment and shall be granted equal treatment with respect to compensation, terms, conditions or other privileges of employment, without regard to his race, religious creed, color, sex, national origin, ancestry, or disability, medical condition, age, marital status or sexual orientation.

Consultant warrants and represents it is an equal opportunity employer and agrees it shall not discriminate on the basis of race, religious creed, color, sex, national origin, ancestry, disability, medical condition, age, marital status or sexual Consultant and Professional Services Agreement (Revised 01.2019) Page 7 of 10 orientation in the selection and retention of employees, subcontractors or procurement of materials or equipment.

In all solicitations either by competitive bidding or negotiations made by Consultant for work to be performed under any subcontract, including procurement of materials or equipment, each potential subcontractor or supplier shall be notified by Consultant of Consultant’s obligation under this Agreement relative to nondiscrimination and fair employment practices.

Consultant shall include the above provisions of this section in every subcontract, including procurement of materials or equipment.
(b) Consultant agrees to comply with Title VII of the Civil Rights Act of 1964, as amended, the California Fair Employment Practices Act, the Americans with Disabilities Act of 1990, any other applicable federal and state laws and regulations and City ordinances and regulations hereinafter enacted.

23. Notices. All notices or instruments required to be given or delivered by law or this Agreement shall be in writing and shall be effective upon receipt thereof and shall be by personal service or delivered by depositing the same in any United States Post Office, registered or certified mail, postage prepaid, addressed to:

If to CITY: Shelee Loughmiller
City Manager’s Office, Third Floor
City of Vallejo
555 Santa Clara Street
Vallejo, CA 94590
(707) 648-8616
If to CONTRACTOR: Jacque Barsotti
CEO, Executive Producer
3729 Sonoma Blvd.

Vallejo, CA, 94590
(510) 593-8607
Any party may change its address for receiving notices by giving written notice of such change to the other party in accordance with this section.

Routine administrative communications shall be made pursuant to section 1 of Exhibit A.

24. Integration Clause. This Agreement, including all Exhibits, contains the entire agreement between the parties and supersedes whatever oral or written understanding they may have had prior to the execution of this Agreement. This Agreement shall not be amended or modified except by a written agreement executed by each of the parties hereto.

Consultant and Professional Services Agreement (Revised 01.2019) Page 8 of 10

25. Severability Clause. Should any provision of this Agreement ever be deemed to be legally void or unenforceable, all remaining provisions shall survive and be enforceable.

26. Law Governing. This Agreement shall in all respects be governed by the law of the State of California without regard to its conflicts of law rules. Litigation arising out of or connected with this Agreement shall be instituted and maintained in the courts of Solano County in the State of California or in the United States District Court, Eastern District of California, Sacramento, California, and the parties consent to jurisdiction over their person and over the subject matter of any such litigation in such courts, and consent to service of process issued by such courts.

27. Waiver. Waiver by either party of any default, breach or condition precedent shall not be construed as a waiver of any other default, breach or condition precedent or any other right hereunder.

28. Ambiguity. The parties acknowledge that this is a negotiated agreement, that they have had the opportunity to have this Agreement reviewed by their respective legal counsel, and that the terms and conditions of this Agreement are not to be construed against any party on the basis of such party's draftsmanship thereof.

29. Gender. All pronouns and any variations thereof shall be deemed to refer to the masculine, feminine, neuter, singular or plural, as the identifications of the person or persons, firm or firms, corporation or corporations may require.

30. Headings. The section headings contained in this Agreement are inserted for convenience only and shall not affect in any way the meaning or interpretation of this Agreement.

31. Compliance with Laws. Consultant will comply with all statutes, regulations and ordinances in the performance of all services under this Agreement.

32. Confidentiality of City Information. During the performance of services under this Agreement, Consultant may gain access to and use City information regarding, but not limited to, procedures, policies, training, operational practices, and other vital information (hereafter collectively referred to as "City Information") which are valuable, special and unique assets of the City. Consultant agrees that it will not use any information obtained as a consequence of the performance of services under this Agreement for any purpose other than fulfillment of Consultant’s scope of work , to protect all City Information and treat it as strictly confidential and proprietary to City, and that it will not at any time, either directly or indirectly, divulge, disclose or communicate in any manner any City Information to any third party, other than its own employees, agents or subcontractors who have Consultant and Professional Services Agreement (Revised 01.2019) Page 9 of 10 a need for the City Information for the performance of services under this Agreement, without the prior written consent of City, or as required by law.

Consultant shall treat all records and work product prepared or maintained by Consultant in the performance of this Agreement as confidential.

A violation by Consultant of this section shall be a material violation of this Agreement and will justify legal and/or equitable relief.

Consultant’s obligations under this section shall survive the completion of services, expiration or termination of this Agreement.

33. News and Information Release. Consultant agrees that it will not issue any news releases in connection with either the award of this Agreement, or any subsequent amendment of or efforts under this Agreement, without first obtaining review and approval of said news releases from City through the City Representative.

34. City Representative. The City Representative specified in Exhibit A, or the representative's designee, shall administer this Agreement for the City.

35. Counterparts. The parties may execute this Agreement in one or more counterparts, each of which shall be deemed an original, but all of which together shall be deemed one and the same instrument.

36. Facsimile Signature; Electronic Signature. This Agreement shall be binding upon the receipt of facsimile signatures or e-mailed by PDF or otherwise.

Any person transmitting his or her signature by facsimile or electronically shall promptly send an original signature to the other party pursuant to the notice provision of this Agreement. The failure to send an original shall not affect the binding nature of this Agreement.

37. Authority. The person signing this Agreement for Consultant hereby represents and warrants that he/she is fully authorized to sign this Agreement on behalf of Consultant.

38. Exhibits. The following exhibits are attached hereto and incorporated herein by reference:

Exhibit A, entitled “Scope of Work,” including any attachments Exhibit B, entitled “Compensation,” including any attachments Exhibit C, entitled “Insurance Requirements,” including attachments [SIGNATURES ON FOLLOWING PAGE]
Consultant and Professional Services Agreement (Revised 01.2019) Page 10 of 10 IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year shown below the name of each of the parties.

SUITE TREATMENTS,
a California corporation
By:

Jacque Barsotti
CEO, Executive Producer
DATE:

Vallejo Business License No.
(City Seal)

CITY OF VALLEJO,
a municipal corporation
By:

Mike Malone
City Manager
DATE:

ATTEST:

By:

Dawn Abrahamson
City Clerk
APPROVED AS TO CONTENT:

Jason Ackley
Assistant to the City Manager
APPROVED AS TO FORM:

Veronica A.F. Nebb
City Attorney
APPROVED AS TO INSURANCE:

Armond Sarkis
Risk Manager
Consultant and Professional Services Agreement (Revised 01.2019) Page 1 of 10 Exhibit B - Compensation

EXHIBIT A

SCOPE OF WORK

1. Representatives. The City Representative for this Agreement is:

Shelee Loughmiller
Community and Volunteer Coordinator
555 Santa Clara Street
Vallejo, CA 94590
(707) 648-8616, [email protected]
The Consultant’s Representative for this Agreement is:

Jacque Barsotti
CEO and Executive Producer
3729 Sonoma Blvd.

Vallejo, CA, 94590
(510) 593-8607
All routine administrative communications between the parties will be between the above named representatives and may be by personal delivery, mail, facsimile transmission, or electronic mail as agreed between the Consultant Representative and City’s Representative.

2. Services to be Provided. The services provided shall be as set forth in Attachment 1 of Exhibit A, attached hereto and incorporated herein.

3. Time for Performance. Consultant will perform the services according to the schedule below. If the schedule calls for the services to be performed in phases or discrete increments, Consultant shall not proceed from one phase or increment to the next without written authorization from the City’s Representative.

Consultant will complete all services by June 30, 2025, unless the City extends the contract in accordance with Section 16 of the Agreement.

4. Key Personnel. All of the individuals identified below are necessary for the successful prosecution of the services due to their unique expertise and depth and breadth of experience. There shall be no change in the personnel listed below, without written approval of the City Representative. Consultant recognizes that the composition of this team was instrumental in the City’s decision to award the work to Consultant and that compelling reasons for substituting these individuals must be demonstrated for the City’s consent to be granted. Any substitutes shall be persons of comparable or superior expertise and experience. Failure to comply with the provisions of this section shall constitute a material breach of Consultant’s obligations under this Agreement and shall be grounds for termination.

Consultant and Professional Services Agreement (Revised 01.2019) Page 2 of 10 Exhibit B - Compensation
Key personnel are as follows:

Jacque Barsotti, CEO
Josh Armstrong, Operations Manager
Consultant and Professional Services Agreement (Revised 01.2019) Page 3 of 10 Exhibit B - Compensation
ATTACHMENT 1 TO EXHIBIT A

SCOPE OF CONSULTANT SERVICES
The services provided by Consultant include conceptualizing, planning, managing and executing a minimum of four (4) events per fiscal year, beginning fiscal year 2023-2024. The four (4) events will be chosen by the City with input by Consultant.

Consultant shall furnish all services necessary and appropriate to produce each of the events.

A. Contractor will plan, organize and produce a minimum of 4 community events chosen by the City from the list below during the term of this Agreement. City and Consultant can agree to substitute other events for any combination of those listed below.

1. 2024 Vallejo Multi-Cultural Heritage Festival – Held on Barbara Kondylis Waterfront Park will showcase the diversity of cultures in our community through entertainment, dance, music, food, art and more. Travel the world without leaving Vallejo.

2.2024 July 4th Waterfront Festival - Held on the Barbara Kondylis Waterfront Park and includes activities and attractions such as Artisan Beer Garden, food courts, family and children activities throughout the day and evening – attracting thousands of people from 1:00 pm to after dusk for the fireworks show. The entire event should be family friendly.

3. 2023 Taste of Vallejo on the Waterfront – Passport event for fee TBD.

4.District 1-6, 4 th Friday Food Truck Rally, the event will rotate to each District over the course of the season. Consultant will contract with a minimum of 10 vendors, 50% local food truck vendors. The operational months will be April – October, weather permitting.

5. Light Up Vallejo, a city lights show, will occur at various locations thru out the City of Vallejo.

6. 2025 Mad Hatter Holiday Parade and Festival the first Saturday of December.

City may, in its sole discretion, assist Consultant by providing or reimbursing for contracted Security Officer (s), City Maintenance Support, first aid station, and advertising through City News and other social media outlets, as requested in writing 60 days prior to event date.

Consultant is responsible for coordination of all sponsorship development agreements, including vendor coordination and Key Deliverables.

Consultant and Professional Services Agreement (Revised 01.2019) Page 4 of 10 Exhibit B - Compensation
The Consultant will continue to work and collaborate with Vallejo stakeholders, including:
nonprofits, merchants, property owners, schools, and artisan communities. The Mad Hatter group of characters, the Chamber, the Visitor Center, GVRD, Vallejo Museum, neighborhood street closings, and at different neighborhood gatherings. The Contractor will engage merchants and businesses from the Greater Vallejo area to participate and support projects and happenings in Vallejo.

Status Reports
Status reports of event preparations due two months prior and the final report the month after will be e-mailed to City following each event.

Work Location
The Consultant’s place of business is 3729 Sonoma Blvd. Vallejo CA 94590 Festival/Event Duties include but are not limited to the following:
•Command active logistical, financial, volunteer, and/or publicity support. •Coordinate with fundraising collaborators.
•Identify and pursue new funding opportunities and leads. •In-Kind Sponsor Outreach – identify opportunities for in-kind sponsorships for materials, services, and negotiating agreements.
•Sponsor Relations (unless the Contractor will be funding the entire project) – create and finalize sponsor agreements, and then manage the fulfillment of benefits from each sponsor, as per agreements, manage day-of sponsor involvement and perform after-event follow up. Submit official forms and requests for sponsorship as necessary.
•Manage total event budget.
•Engage in strategizing, meetings, and negotiations related to City Services and a number of City Departments, Permitting Processes as well as Event Staff and Volunteers – identify block by block or waterfront sections for key logistical concerns, traffic control, location of handicap parking and event areas, etc. – communicate programming, traffic control and volunteer needs to City Staff and collaborate to ensure sufficient coordination to avoid conflicts and reduce City costs. Consultant shall obtain all applicable permits.
•Schedule and conduct meetings to plan day-of logistics. •Manage and Engage in Marketing and Communications – Actively seek new marketing and outreach partners. Manage graphic designer to create: spoke- cards, postcards and posters as well as billboards, street banners, and sandwich boards. Execute creation of promotional and publicity materials relating to and including: fundraising/sponsorship, website content and design, publicity flyers, day-of posters with map, day-of flyers with activities, and social media content and e-newsletters.
•Manage Google Activity Map – create interactive Google Map with locations, Consultant and Professional Services Agreement (Revised 01.2019) Page 5 of 10 Exhibit B - Compensation
descriptions and activities. Add participants and activities to map on a frequent and regular basis to promote interest and to provide detailed event information. •Perform Press Outreach and Relations – complete necessary forms for and submissions to Bay Area event calendars. Gather newsworthy information pertinent to the festivals. Draft, publish, and promote press release and obtain approval from sponsors for supportive quotes. Organize press kits with non- copyright images of festivals. Maximize press coverage by leveraging connections and pushing information and event promotional materials (including website) to bloggers, other journalists, and participants with major social media channels.

Follow-up to secure additional post-event coverage.
•Encourage Social Media/Marketing/Promotion by Stakeholders, Participants, and Merchants - individually engage with contacts to systematically and repeatedly publicize via their online media. Follow-up with these individuals to ensure promotion of festivals, pitching Vallejo to organizations and individuals that may not be involved with the event, but which have aligned interests and large audiences, and may offer promotional support.
•Ensure Day-Of Media Coverage of Event – perform aggressive outreach to videographers and photographers. Follow-up with videographers and photographers to capture their content. Maintain media assets. •Communicate with and Perform Outreach to Merchants – coordinate with Downtown, waterfront merchants, community organizations and district institutions individually Continue to acquire improved contacts for these organizations.
•Complete Post-Event/Festival Follow-ups – perform check-ins with Sponsors and activity leaders regarding their experience. Send thank you notes to volunteers, activity leaders, and “official thank yous” to event sponsors via e- newsletter.

Consultant and Professional Services Agreement (Revised 01.2019) Page 6 of 10 Exhibit B - Compensation
Color Key
Consultant’s Responsibility with City review for Final
Approval
City of Vallejo Responsibility
Shared responsibility (to be determined at the outset of each project)
Event Management Tasks
Anticipated Event Responsibility Areas
Planning/Administration Marketing Risk Management Operations and Logistics
Event feasibility analysis (SWOT) – Define
Missions & Purpose
Program development Assessment and control
of risk
Site recommendations
Concept/Thematic approach – (Emotional
connection and take-away
Primary contact for onsite
facility managers
Overall Event Management Conduct pre-event site
visits
Develop Itinerary
Site/Venue selection Sponsorship ideas and amplification Creation of emergency plans
Parking & Transportation
Financial Administration and budgeting
oversite
Proposal preparation Organizing and obtaining
emergency services
Onsite management
including providing day-
of-event execution team
Sub-Contracting Promotional material development Obtaining licenses and permits, insurance
Staff selection and training Advertising A/V
Volunteer recruitment, training and
coordination
Website design and maintenance Food and beverage
Event evaluation Media Liaison Technical Consultation
Ensuring Dignitaries/Electeds coordination Vendor sourcing and management
Help manage tasks and timelines Signage and collaterals Run event rehearsals Participate on planning call and in
meetings with Vallejo and vendors
Budget tracking
Co-manage run-or-show maintain program Badging Table Assignments Consultant and Professional Services Agreement (Revised 01.2019) Page 7 of 10 Exhibit B - Compensation
Completing administrative tasks for
committee and planning meetings
including creating agendas, taking notes
and distributing minutes
Create and manage interactive
experiences
Check-In
Work onsite as necessary within 8 weeks
of executing large events
Consultant and Professional Services Agreement (Revised 01.2019) Page 8 of 10 Exhibit B - Compensation

EXHIBIT B

COMPENSATION

1. Consultant’s Compensation.

A. Services: City agrees to pay Consultant, at the rate(s) specified below, for those services set forth in Exhibit A of this Agreement and for all authorized reimbursable expenses, in an amount not to exceed one hundred thousand dollars and zero cents [$100,000.00] per Fiscal Year for a total not to exceed of two hundred thousand dollars and zero cents [$200,000.00] for the Term hereof.

Consultant shall notify City in writing no later than thirty (30) days prior to the estimated date when Consultant will have billed City the maximum payment amount permitted under this Agreement, and Consultant shall provide City with an estimate of the additional compensation required to complete the project.

City agrees to pay Consultant for those services set forth in Exhibit A of this Agreement upon satisfactory completion of the services and delivery of the work product as follows:

Item Price Payment Schedule
Community Survey Marketing & Website
September 2023
$ 5,000 September 1, 2023
Event 1 – December 2023 $20,000 Nov 1, 2023
Event 2 - March 2024 $25,000 Mar 1, 2024
Event 3 - May 2024 $25,000 June 1, 2024
Event 4 - July 2024 $25,000 July 1, 2024
B.Additional Services:

1. Additional Services are those services related to the scope of Services of Consultant as set forth in Exhibit A but not anticipated at the time of execution of this Agreement. Additional Services shall be provided only when a Supplemental Agreement authorizing such Additional Services is approved by the City Manager, or his or her designee. City reserves the right to perform any Additional Services with its own staff or to retain other Consultants to perform said Additional Services.

2.City, at its option, may negotiate a fixed fee for some or all Additional Services as the need arises. Where a fixed fee for Additional Services is established by mutual Agreement between City and Consultant, compensation to Consultant shall not exceed the fixed fee amount.

Consultant and Professional Services Agreement (Revised 01.2019) Page 9 of 10 Exhibit B - Compensation

3. Payments to Consultant.

A. Payments to Consultant shall be made within a reasonable time after receipt of Consultant’s invoice, said payments to be made in proportion to services performed. Consultant shall be responsible for the cost of supplying all documentation necessary to verify the billings to the satisfaction of City.

B. All invoices submitted by Consultant shall contain the following information:

1. Description of services billed under this invoice

2. Date of Invoice Issuance

3. Sequential Invoice Number

4. City’s Purchase Order Number (if issued)

5. Social Security Number or Taxpayer Identification Number

6. Amount of this Invoice (Itemize all Reimbursable Expenses”)

7. Total Billed to Date
C. Items shall be separated into Services and Reimbursable Expenses.

Billings that do not conform to the format outlined above shall be returned to Consultant for correction. City shall not be responsible for delays in payment to Consultant resulting from Consultant’s failure to comply with the invoice format described above.

D. Request for payment shall be sent to:

City of Vallejo
Attn: Shelee Loughmiller
555 Santa Clara Street
Vallejo, CA 94590
[email protected]

4. Accounting Records of Consultant. Consultant shall maintain for three (3) years after completion of all services hereunder, all records under this Agreement, including, but not limited to, records of Consultant’s direct salary costs for all Services and Additional Services performed under this Agreement and records of Consultant’s Reimbursable Expenses, in accordance with generally accepted accounting practices. Consultant shall keep such records available for audit, inspection and copying by representatives of the City’s Finance Department or other government agencies during regular business hours upon twenty four (24) hours’ notice.

The obligations of Consultant under this section shall survive this Agreement.

5. Taxes. Consultant shall pay, when and as due, any and all taxes incurred as a result of Consultant’s compensation hereunder, including estimated taxes, Consultant and Professional Services Agreement (Revised 01.2019) Page 10 of 10 Exhibit B - Compensation
and shall provide City with proof of such payments upon request.

6. Taxpayer Identification Number. Consultant shall provide City with Consultant’s complete Request for Taxpayer Identification Number and Certification, Form W-9, as issued by the Internal Revenue Service, and any other State or local tax identification number requested by City.

Consultant and Professional Services Agreement (Revised 01.2019) Page 1 of 3 Exhibit C – Insurance Requirements

EXHIBIT C

INSURANCE REQUIREMENTS
Consultant shall procure and maintain for the duration of this Agreement, including any extensions thereto, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of services hereunder by the Consultant, their agents, representatives, or employees or subcontractors.

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

A. Insurance Services Office form number GL 0002 covering Comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).

B. Insurance Services Office form number CA 0001 covering Automobile Liability, code 1 any auto and endorsement CA 0025.

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

D. Professional Liability insurance appropriate to the Consultant’s profession (Errors and Omission).

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

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

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

C. Workers’ Compensation and Employer's Liability: $1,000,000 per accident for bodily injury or disease. If Consultant is not subject to California Workers’ Compensation requirements, Consultant shall file a completed certificate of exemption form which may be obtained from the City prior to commencing any activity authorized hereunder.

Consultant and Professional Services Agreement (Revised 01.2019) Page 2 of 3 Exhibit C – Insurance Requirements

3. Deductible and Self-Insured Retention. Any deductibles or self-insured retention must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City of Vallejo, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses.

4. Other Insurance Provisions. The general liability and automobile liability policies, as can be provided, are to contain, or be endorsed to contain, the following provisions:

A. The City of Vallejo, its officers, officials, employees, agents and volunteers are to be covered as additional insureds as respects; liability, including defense costs, arising out of activities performed by or on behalf of the Consultant; products and completed operations of the Consultant; premises owned, occupied or used by the Consultant; or automobiles owned, leased hired or borrowed by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to the City of Vallejo, its officers, officials, employees, agents or volunteers. The insurance is to be issued by companies licensed to do business in the State of California.

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

C. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees, agents, or volunteers.

D. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.

E. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City.

F. The workers’ compensation and employer’s liability policy required hereunder shall be endorsed to state that the workers' compensation carrier waives its right of subrogation against City, its officers, officials, employees, agents and volunteers, which might arise by reason of payment under such policy in connection with Consultant’s performance under this Agreement.

Consultant and Professional Services Agreement (Revised 01.2019) Page 3 of 3 Exhibit C – Insurance Requirements

5. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII.

6. Verification of Coverage. Consultant shall furnish the City with certificates of insurance and original endorsements effecting general and automobile liability insurance coverage required by this clause. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences.

7. Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.

8. Payment Withhold. City will withhold payments to Consultant if the certificates of insurance and endorsements required in Paragraph F, above, are canceled or Consultant otherwise ceases to be insured as required herein.

CONSENT CALENDAR 8.E.

DATE: July 11, 2023
TO: Mayor and Members of the City Council
FROM: Gillian Hayes, Assistant City Manager
Natalie Peterson, Assistant to the City Manager
SUBJECT: PROVIDE NOTICE OF INTENT TO AMEND THE FISCAL YEAR 2023-2024 BUDGET IN THE AMOUNT OF $2,559,656

RECOMMENDATION
Provide notice of intent to amend the Fiscal Year 2023-2024 Budget by $2,559,656.

REASONS FOR RECOMMENDATION
The City of Vallejo and it’s partners have been developing the Broadway Project, which is a Homekey Project through the State’s program to sustain and rapidly expand housing for persons experiencing homelessness or at risk of homelessness through the development of permanent or interim housing.

The IIG Program funding of $2,559,656 will be used to close the funding gap for construction of the Broadway Project. The Notice of intent to amend the budget to account fo r the grant funding is required by th eCity's Charter.

BACKGROUND AND DISCUSSION
Infill Infrastructure Grant (IIG) Program
The Department of Housing and Community development (HCD) issued notice on June 16, 2022 of the “2022 Notice of Funding Availability Large Jurisdiction Set Aside and Qualifying Infill Areas” or “IIG of 2019 NOFA”. The objective of the IIG program is to promote infill housing development by providing financial assistance for Capital Improvement Projects that are an integral part of, or necessary to facilitate the development of affordable and mixed income housing.

City of Vallejo Staff, with its project Partner, Firm Foundation Community Housing, submitted an application to HCD on August 25, 2022 and received the award letter for the amount of $2,559,656 on May 2, 2023. This funding will be used for the construction of the Broadway Project.

Project and Partners
The Broadway Project is a 48-unit permanent supportive modular housing project designed to house chronically homeless individuals. If awarded, the City would help bring this project to fruition within eight months in partnership with Firm Foundation Community Housing, Shelter, Inc., and Factory OS. The project will include a community room, courtyard, and access to a rooftop deck. On-site supportive services will be client-centered, strengths-based, and trauma-informed to help participants with goal setting, life skills, financial literacy, budgeting, needs assessments, and connections to benefits and community resources.

Developer
Firm Foundation Community Housing (FFCH) is the non-profit development partner leading this project. Its mission is to end involuntary homelessness and create real solutions to the housing crisis. The non-profit is based in Castro Valley but has experience in other Bay Area cities, including San Leandro, Livermore, Hayward, and East Palo Alto.

They currently have projects underway in Concord, Walnut Creek, Antioch, and other cities, including two Homekey projects with the City of Hayward.

Date: July 11, 2023
Subject: PROVIDE NOTICE OF INTENT TO AMEND THE FISCAL YEAR 2023-2024 BUDGET IN THE AMOUNT OF $2,559,656

Firm Foundation Community Housing has been working with Factory OS and the architecture firm, DAHLIN GROUP, on the project's design. The modular housing units will be manufactured by Factory OS on Mare Island and installed/built by Cannon Constructors.

Service Provider and Operator
Shelter, Inc. has been designated as the project's proposed owner and operator. Shelter, Inc. is a non-profit dedicated to preventing and ending homelessness for low-income, homeless, and disadvantaged families and individuals by providing housing, services, support, and resources that lead to self-sufficiency. They are an experienced provider that operates in Contra Costa County, Solano County, and Sacramento County.

Shelter, Inc. provides services and programs, including eviction prevention, COVID rental assistance, interim housing, long-term housing, and low-income housing. This includes a range of supportive services for participants, such as case management and employment assistance.

At a Council meeting on June 27, 2023 City Council approved the adoption of a resolution accepting the California Department of Housing and Community Development Infill Infrastructure Grant (IIG) Program award in the amount of $2,559,656 for the Broadway Project and authorizing the City Manager to execute all documents necessary and appropriate to accept and expend the IIG Program funds. The purpose of this item is to provide the notice of intent to amend the Fiscal Year 2023-2024 Budget in the amount of $2,559,656 as required by the City's Charter.

FISCAL IMPACT
This action provides the Council’s Notice of Intent to amend the Fiscal Year 2023-2024 budget by $2,559,656 if the grant is approved (step 1). A subsequent action will be necessary to amend the budget accordingly (step 2).

ENVIRONMENTAL REVIEW
The City filed a Notice of Exemption with the Clerk of the Board of Supervisors of the County of Solano and with the Office of Planning and Research for the Broadway Project on July 6, 2022.

ATTACHMENTS
None

CONTACT
Gillian Hayes, Assistant City Manager (707) 648-4163
[email protected]

ACTION ITEM 9.A.

DATE: July 11, 2023
TO: Mayor and Members of the City Council
FROM: Dawn G. Abrahamson, City Clerk
SUBJECT: ADOPT RESOLUTION MAKING APPOINTMENTS TO CIVIL SERVICE, HOUSING &

COMMUNITY DEVELOPMENT, PLANNING AND SISTER CITY COMMISSIONS, COMMISSION ON CULTURE + ARTS, AND THE DESIGN REVIEW BOARD

RECOMMENDATION
Adopt a Resolution making appointments to the following commissions:

1. 1 appointment to the Civil Service Commission

2. 1 appointment to the Commission on Culture + Arts

3. 1 appointment to the Design Review Board

4. 3 appointments to the Housing & Community Development Commission

5. 2 appointments to the Planning Commission

6. 4 appointments to the Sister City Commission

REASONS FOR RECOMMENDATION
A number of vacancies on City Commissions exist, including the Vallejo Housing Authority for 1 tenant commissioner. Interviews were conducted at a Special City Council meeting held June 26, 2023. All applicants attended and participated in the interviews. According to the City Council's procedure for selecting commissioners, appointments shall be made at the next regular meeting following the conclusion of the special meeting, which would have been June 26. Appointments were delayed to the July 11 regular Council meeting since the June 26 agenda packet was published prior to the evening of the applicant interviews.

BACKGROUND AND DISCUSSION
A number of vacancies on City Commissions continue to exist due to term expirations or resignations. On May 9, 2023, a press release was issued about a number of continued vacancies. The application filing period closed on May 31. However, given the minimal number of applications received, the filing period was extended indefinitely and will continue to remain open until a sufficient number of applications have been received in order for the Council to consider appointments to fill existing vacancies on the Architectural Heritage & Landmarks, Civil Service, McCune Collection Commissions, Design Review Board, the Participatory Budgeting Steering Committee and the Vallejo Housing Authority for 1 tenant commissioner. The notice was posted on the City's various social media platforms and published in the Vallejo Weekly multiples. These efforts will also continue.

An additional round of applicant interviews was conducted by the Council for the Civil Service, Housing & Community Development, Planning, and Sister City Commissions, the Commission on Culture + Arts and the Design Review Board on June 26. All applicants for these commissions or board attended and participated in the interviews. No appointments were made at this special meeting.

Applicants must attend and be interviewed in order to be considered for appointment. Those applicants who

Date: July 11, 2023
Subject: ADOPT RESOLUTION MAKING APPOINTMENTS TO CIVIL SERVICE, HOUSING &

COMMUNITY DEVELOPMENT, PLANNING AND SISTER CITY COMMISSIONS, COMMISSION ON CULTURE + ARTS, AND THE DESIGN REVIEW BOARD

participated in the interview process are presented to the City Council for its consideration.

Copies of applications for these commissions or board have been provided to the Mayor and City Council and copies are available for review in the Office of the City Clerk.

Civil Service Commission
Chapter 2.49 of the Vallejo Municipal Code provides for an CSC to consist of seven members who shall be residents of the City.

Presently there are two vacancies. One application was received and the applicant participated in the interview with the City Council on June 26. The applicant is presented to the City Council for its consideration.

If the City Council chooses to appoint the applicant to fill 1 of the 2 vacancies, ithe appointment shall be made for a term commencing from the date of appointment and expire on June 30, 2027.

Commission on Culture + Arts

Chapter 2.32 of the Vallejo Municipal Code provides for a CCA to consist of seven members who shall be residents of the City and represent a cross-section of community interests and organizations.

Presently there is one vacancy with a term expiring December 31, 2023. One application was received and the applicant attended and participated in the interview with the City Council on June 26. The applicant is presented to the City Council for its consideration. If the City Council chooses to make an appointment to fill the vacancy, the appointment shall be made for a term commencing from the date of appointment and expire on December 31, 2023.

Design Review Board
Chapter 2.59 of the Vallejo Municipal Code currently provides for a DRB to consist of five members. All board members shall have their primary residence or primary place of employment within the Vallejo city limits. A minimum of 4 board members shall have their primary residence within the city limits. All board members shall have a demonstrated competence and interest in architecture, landscape architecture or urban design through education, training or experience. This includes, but is not limited to, an understanding of design principles and the ability to read, analyze and interpret architectural and site plans. Further, it is the intent that a majority of board members have experience as professional architects, landscape architects or urban planners with a substantial background in urban design.

Presently there are 3 vacancies with 1 term expiring June 30, 2024 and the other 2 expiring June 30, 2027. Two applications were received and one applicant participated in the interview with the City Council on June 26. The applicant is presented to the City Council for its consideration. If the City Council chooses to make an appointment to fill one of the 3 vacancies, the appointment shall be made for a term to commence from the date of appointment and expire on June 30, 2027.

Housing & Community Development Commission
Chapter 2.49 of the Vallejo Municipal Code currently provides for a HCDC to consist of seven members who shall be residents of the City.

Presently there are 3 vacancies with terms expiring June 30, 2027. Four applications were received and 3 applicants participated in the interview with the City Council on June 26. The 3 applicants are presented to the City Council for its consideration. If the City Council chooses to make appointments to fill the 3 vacancies, the appointments shall be made for a term to commence from the date of appointment and expire on June 30, Date: July 11, 2023
Subject: ADOPT RESOLUTION MAKING APPOINTMENTS TO CIVIL SERVICE, HOUSING &

COMMUNITY DEVELOPMENT, PLANNING AND SISTER CITY COMMISSIONS, COMMISSION ON CULTURE + ARTS, AND THE DESIGN REVIEW BOARD

2027.

Planning Commission
Chapter 2.44 of the Vallejo Municipal Code currently provides for a PC to consist of seven members who shall be residents of the City. No member may hold office longer than a total of 8 years.

Presently there are 2 vacancies with terms expiring June 30, 2027. Four applications were received and all 4 applicants participated in the interview with the City Council on June 26. The 4 applicants are presented to the City Council for its consideration. If the City Council chooses to make appointments to fill the 2 vacancies, the appointments shall be made for a term to commence from the date of appointment and expire on June 30, 2027.

Sister City Commission
Chapter 2.38 of the Vallejo Municipal Code currently provides for a SCC to consist of seven members who shall be residents of the City. Appointments to fill 3 out of the 4 existing vacancies were before the Council at its June 27 regular meeting; however, Council deferred the appointments to fill all 4 vacancies to its July 11 regular meeting.

Presently there are 4 vacancies with terms expiring June 30, 2027. Six applications were received and 5 applicants participated in the interview with the City Council either on June 5 or 26. The 5 applicants are presented to the City Council for its consideration. If the City Council chooses to make appointments to fill the 4 vacancies, the appointments shall be made for a term to commence from the date of appointment and expire on June 30, 2027.

Pursuant to the City Council's procedure for selecting commissioners, only interviews were conducted at the special meetings on June 5 and 26. Appointments to these advisory bodies are before the City Council this evening for consideration.

FISCAL IMPACT
There is no fiscal impact associated with filling vacancies to standing commissions.

ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.

ATTACHMENTS

1. 23-XXX Making Appointments to Various Commissions 07.11.23 CAO Stamp

2. List of Eligible Applicants 07.11.23

CONTACT
Dawn G. Abrahamson, City Clerk (707) 648-4527
[email protected]

RESOLUTION NO. 23-___ N.C.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO MAKING

APPOINTMENTS TO VARIOUS BOARDS, COMMISSIONS, AND COMMITEES WHEREAS, the Vallejo City Council has established various boards and commissions and such boards may be advisory, policy, appellate and/or rule making; and WHEREAS, members of these boards, committees, and commissions shall be appointed by the City Council and vacancies shall be filled for the unexpired portion of the term in the same manner as the original appointment pursuant to the Vallejo Municipal Code; and WHEREAS, section 2.26.030 of the Vallejo Municipal Code provides that the term of office of each member appointed by the City Council shall be for four years, except as otherwise provided by ordinance or resolution, and that terms of members shall be staggered so that the number of terms expiring annually shall be approximately equal; and WHEREAS, there currently exist vacancies on the boards and commissions, and WHEREAS, pursuant to section 2.02.350 of the Vallejo Municipal Code, the City Clerk has published notices of these vacancies, received applications of interest, and delivered to the City Council all applications submitted; and
WHEREAS, the City Council reviewed the applications submitted and has conducted interviews.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL AS FOLLOWS:

The following person is appointed to the Civil Service Commission – 2 vacancies (terms to expire 6/30/27):

1. _____________________ - term to expire 6/30/27
The following person is appointed to the Commission on Culture + Arts – 1 vacancy (term to expire 12/31/23):

1. ___________________________ - term to expire 12/31/23 The following person is appointed to the Design Review Board– 3 vacancies (1 term to expire 6/30/24 and 2 terms to expire 6/30/27):

1. ___________________________ - term to expire 6/30/27 The following persons are appointed to the Housing & Community Development Commission – 3 vacancies (terms to expire 6/30/27)

1. ______________________- term to expire 6/30/27

2. ______________________ - term to expire 6/30/27

3. ______________________ - term to expire 6/30/27 The following persons are appointed to the Planning Commission – 2 vacancies (terms to expire 6/30/27):

1. ______________________ - term to expire 6/30/27

2. ______________________ - term to expire 6/30/27 The following persons are appointed to the Sister City Commission – 4 vacancies (terms to expire 6/30/27)

1. _______________________ - term to expire 6/30/27

2. _______________________ - term to expire 6/30/27

3. _______________________ - term to expire 6/30/27

4. _______________________ - term to expire 6/30/27 Adopted by the City Council of the City of Vallejo at a regular meeting held on July 11, 2023 with the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
______________________________________
ROBERT H. MCCONNELL, MAYOR
ATTEST:
_________________________________________
DAWN G. ABRAHAMSON, CITY CLERK
*Current Commissioner
List of Eligible Applicants
(July 11, 2023)
Civil Service Commission – 2 (terms to expire 6/30/27)
*Leslie Janik
Commission on Culture + Arts – 1 (term to expire 12/31/23) Sara Anders
Design Review Board – 3 (1 term to expire 6/30/24 and 2 terms to expire 6/30/27 Michael Eli
Housing & Community Development Commission – 3 (terms to expire 6/30/27) *S. Bre Jackson
*Tonia Lediju
Jose (Joey) Carrizales
Planning Commission – 2 (terms to expire 6/30/27)
Tara Beasley-Stansberry
*Anthony Taylor
Chris Platzer
Kimberly Pelham
Sister City Commission - 4 (terms to expire 6/30/27)
Paul Ligda
Yajaira Rubio Machado
*Emma del Rosario
Ravi Shankar
*Norma Placido
ACTION ITEM 9.B.

DATE: July 11, 2023
TO: Mayor and Members of the City Council
FROM: Melissa Tigbao P.E., Public Works Director
Dan Sequeira P.E., Assistant Public Works Director / City Engineer SUBJECT: ADOPT A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS FOR THE

ACTIVE TRANSPORTATION PROGRAM (ATP) BAY TRAIL / VINE TRAIL GAP CLOSURE PROJECT (PW9802) AFTER FINDING THE PROJECT EXEMPT FROM

ENVIRONMENTAL REVIEW PURSUANT TO CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) GUIDELINES SECTION 15301(c) AND AUTHORIZING THE CITY

MANAGER TO AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF $10,497,660.40 TO AZUL WORKS, INC., IN ACCORDANCE WITH THE APPROVED

PLANS AND SPECIFICATIONS

RECOMMENDATION
Adopt a Resolution approving the project plans and specifications for the Active Transportation Program (ATP) Bay Trail/Vine Trail Gap Closure Project after finding the Project exempt from environmental review pursuant to California Environmental Quality Act (CEQA) Guidelines Section 15301(c) and authorizing the City Manager to award a construction contract in the amount of $10,497,660.40 to Azul Works, Inc., in accordance with the approved plans and specifications.

REASONS FOR RECOMMENDATION
This project is part of the Solano Active Transportation Program (ATP) to further enhance Vallejo's infrastructure by implementing multiple high-priority bike and pedestrian segments filling the pedestrian and cycling facility gaps between the Vallejo Ferry Terminal to the City of American Canyon. These multi-use regional trails through the City of Vallejo will provide a low-stress, convenient, and family-friendly transportation facility.

BACKGROUND AND DISCUSSION
The San Francisco Bay Trail (Bay Trail) is a planned 500-mile long trail, linking the shorelines of forty-seven cities and nine counties. Thus far, 338 miles of the Bay Trail are complete. The Napa Valley Vine Trail (Vine Trail) is a 47-mile multi-use trail administered by the Napa Valley Vine Trail Coalition that connects the City of Vallejo to the City of Calistoga.

The Bay Trail and Vine Trails share an alignment along the White Slough Trail, located on the south side of State Route (SR) 37 between SR 29 and Sacramento Street. The Bay Trail and Vine Trails also exist on a shared alignment along Sacramento Street, Wilson Avenue, and Mare Island Way along the Vallejo Napa River waterfront, extending from south of SR 37 to the Vallejo Ferry Terminal.

Bid Documents and Additive Alternate Bids
Additive alternate bidding is a technique used by public agencies to achieve the maximum project scope within an available budget. Under this procedure, the agency defines its critical project scope as the “base bid” and defines additional scope as “alternates.” The agency further determines the basis for determining the lowest bidder. For example, it may choose to select the lowest bidder based on the lowest base bid or lowest base bid plus one or more alternates or one of other ways, as identified in Public Contract Code Section 20103.8.

Date: July 11, 2023
Subject: ADOPT A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS FOR THE

ACTIVE TRANSPORTATION PROGRAM (ATP) BAY TRAIL / VINE TRAIL GAP CLOSURE PROJECT (PW9802) AFTER FINDING THE PROJECT EXEMPT FROM

ENVIRONMENTAL REVIEW PURSUANT TO CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) GUIDELINES SECTION 15301(c) AND AUTHORIZING THE

CITY MANAGER TO AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF $10,497,660.40 TO AZUL WORKS, INC., IN ACCORDANCE WITH THE

APPROVED PLANS AND SPECIFICATIONS

Two additive alternate bids were selected for work at the intersection of Mini Drive and Broadway (North and South), Additive Alternate Bid Nos. 1 and 2, respectively. The scope of the alternate bids is as follows:
• Additive Alternate Bid No. 1: Construct the trail improvements at the intersection of Mini Drive at Broadway (North and South) except within the railroad right of way. • Additive Alternate Bid No. 2: Construct the trail improvements at the intersection of Mini Drive at Broadway (North and South) including improvements within the railroad right of way.

For this project, staff determined the selection of the low bidder would be based on the total of the base bid and additive alternate bid no. 1.

Advertisement for Bids
The Plans and Specifications, prepared and completed by Parisi Transportation Consulting under the direction of the City Engineer, were advertised on April 3, 2023. An eight-week advertising period was fulfilled for this project. On May 31, 2023, sealed bids were opened and publicly read by the Deputy City Clerk. The City received four (4) bids and the results of the bids for the subject project, in order from lowest to highest, were as follows:

CONTRACTOR

BASE BID

ADDITIVE

ALTERNATE
NO. 1

ADDITIVE

ALTERNATE
NO. 2

TOTAL BASE BID

AND ADD ALT
NOS. 1 & 2

TOTAL BASE BID

AND ADD ALT
NO. 1*
Azul Works, Inc. $10,337,314.4
0 $160,346.00 $714,216.00 $11,372,222.40 $10,497,660.40 Team Ghilotti,
Inc.
$10,988.226.0
0 $205,551.76 $578,915.00 $11,772,692,76 $10,988,226.00 Ghilotti
Construction
Co., Inc.
$11,202,867.4
0 $202,410.00 $410,318.00 $11,806,595.40 $11,405,277.40 Ghilotti Bros, Inc. $12,022,953.0
0 $246,347.00 $509,973.00 $12,779,273.00 $12,269,300.00

*Basis of low bidder

Staff has completed its bid analysis of Azul Works, Inc.'s (AWI) bid proposal. AWI possesses an appropriate and valid contractor's license and has provided satisfactory references. Accordingly, staff has determined that AWI is the lowest responsive and responsible bidder pursuant to Public Contract Code Section 2000 and Vallejo Municipal Code Section 3.20.200 and recommends awarding a construction contract in the amount of $10,497,660.40 to AWI.

FISCAL IMPACT
Date: July 11, 2023
Subject: ADOPT A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS FOR THE

ACTIVE TRANSPORTATION PROGRAM (ATP) BAY TRAIL / VINE TRAIL GAP CLOSURE PROJECT (PW9802) AFTER FINDING THE PROJECT EXEMPT FROM

ENVIRONMENTAL REVIEW PURSUANT TO CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) GUIDELINES SECTION 15301(c) AND AUTHORIZING THE

CITY MANAGER TO AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF $10,497,660.40 TO AZUL WORKS, INC., IN ACCORDANCE WITH THE

APPROVED PLANS AND SPECIFICATIONS

The project is funded by numerous grants and local funds.

On July 17, 2017, the City of Vallejo was awarded $4,216,000 in Active Transportation Program (ATP) state funds for construction of the Bay Trail / Vine Trail Gap Closure Project. The project will build Class I multi-use paths and Class II and IV bikeway segments, providing family-friendly facilities for biking and walking.

On September 16, 2021, the City of Vallejo and Solano Transportation Authority (STA) executed an agreement for the project and for STA to pass-through $3,310,000 in funding to the City of Vallejo for construction of the project.

On January 15, 2022, Caltrans issued the authorization to expend the ATP funds in the amount of $4,216,000 for the City of Vallejo to proceed with construction of the Bay Trail / Vine Trail Gap Closure project. As part of the funding authorization, the Metropolitan Transportation Commission (MTC) required the City of Vallejo to provide assurance that the project will be completed by September 30, 2023, including any additional funds required to complete the project. The City is obligated under the grant agreement to contribute twelve percent (12%) of the project costs as grant match funds using existing project budget and in-kind contributions associated with staff time spent working on the project.

On January 15, 2022, Caltrans issued the authorization for ATP funds in the amount of $4,216,000 for the City of Vallejo to proceed with construction of the Bay Trail Vine Trail Gap Closure project. On September 16, 2021, the City of Vallejo and STA executed an agreement for the project and its management of funding: from Urban Greening in the amount of $410,180; Bay Area Air Quality Management District (BAAQMD), in the amount of $700,000; Bay Trail Prop 68 in the amount of $400,000; and Quick Strike funds in the amount of $1,800,000; for a total amount of $3,310,000. In this STA agreement, the Quick Strike funding was to be exchanged with PW9703 Springs Road Reconstruction Fund 226 Road Maintenance Rehabilitation Act (RMRA) / Senate Bill 1 (SB1). The reason for this funding exchange was to keep the PW9802 Bay Trail Vine Trail Gap Closure Project State and Local funded since the Quick Strike Funding is federal Funding. The Quick Strike funding was moved into PW9703: Spring Road Pavement Rehabilitation project and the Fund 226 RMRA/SB1 funding was moved into PW9802 Bay Trail Vine Trail Gap Closure Project at the beginning of FY22-23. The City of Vallejo received another grant from STA for signs in the amount of $16,300. The Clean California Grant from the State of California in the amount of $1,000,000 was appropriated in the FY 2022-23 budget.

On February 8, 2022, the City Council adopted Resolution No. 22-016 N.C., to amend the fiscal year (FY) 2021-22 Mid-year budget to include $4,216,000 ATP funds.

The funding / budget for PW9802: Bay Trail Vine Trail Gap Closure Project is listed below:

SOURCES BUDGET EXPENDITURES
Fund 201: Capital Outlay (Local Match / Local Funding) - PW9802 $ 483,415 Fund 201: Capital Outlay (Participatory Budgeting Cycle 6 Project) - PBC6 PBC6 - Street Safety Amount for Bicycle & Street Repair use) $ 250,000

Date: July 11, 2023
Subject: ADOPT A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS FOR THE

ACTIVE TRANSPORTATION PROGRAM (ATP) BAY TRAIL / VINE TRAIL GAP CLOSURE PROJECT (PW9802) AFTER FINDING THE PROJECT EXEMPT FROM

ENVIRONMENTAL REVIEW PURSUANT TO CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) GUIDELINES SECTION 15301(c) AND AUTHORIZING THE

CITY MANAGER TO AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF $10,497,660.40 TO AZUL WORKS, INC., IN ACCORDANCE WITH THE

APPROVED PLANS AND SPECIFICATIONS

Fund 219: Gas Tax / Highway Users Tax Act (HUTA) - PW9802 $ 186,167 Fund 221: Grants / Reimbursements - PW9802
Napa Valley Vine Trail Coalition Phase 1, 2, & 3
Bay Area Metro for Sacramento Street / Enterprise Street Additions Transportation Development Act Article 3 (TDA3)
Active Transportation Program (ATP) Cycle 3
Urban Greening
Bay Area Air Quality Management District (BAAQMD)
Bay Trail Prop 68
Clean California Grant
Solano Transportation Authority (STA)

$ 800,000
$ 36,976
$ 200,000
$ 4,216,000
$ 410,180
$ 700,000
$ 400,000
$ 1,000,000
$ 16,300

Fund 221: Grants / Reimbursements - PWC316
PWC316 - Hwy 37 Relinquishment Project
$ 210,000
Fund 226: Road Maintenance Rehabilitation Act (RMRA) / Senate Bill 1 (SB1) - PW9802
$ 3,250,000
Fund 226: Road Maintenance Rehabilitation Act (RMRA) / Senate Bill 1 (SB1) - PW9710 - Meadows Drive Pavement Rehabilitation
$ 1,400,000
Proposed Budget Transfer of Fund 201: Capital Outlay
from completed project PW9798 - Sacramento Street Bridge Project $ 318,781
Proposed Budget Transfer of Fund 219: Gas Tax / Highway Users Tax Act (HUTA) from completed project PW9798 - Sacramento Street Bridge Project $ 687,446
Proposed Budget Transfer of Fund 219: Gas Tax / Highway Users Tax Act (HUTA)
from project PW97405 - Citywide Slurry Seal (due to project being in design phase) $ 301,930

Pre-Construction (Preliminary Engineering Specs & Plans / Design ) - includes current encumbered amounts ($ 1,771,886)
Construction Contract ($10,497,660)
Construction Contingency (15%) ($ 1,547,649)
Construction Management & Inspection (Staff & Consultant) ($ 1,000,000) Miscellaneous ($ 50,000)
TOTALS $14,867,195 ($14,867,195)

ENVIRONMENTAL REVIEW
The Project scope of work consists of minor alterations to an existing public facility and does not expand existing uses. Accordingly, the Project is categorically exempt from the requirement for preparation of an Date: July 11, 2023
Subject: ADOPT A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS FOR THE

ACTIVE TRANSPORTATION PROGRAM (ATP) BAY TRAIL / VINE TRAIL GAP CLOSURE PROJECT (PW9802) AFTER FINDING THE PROJECT EXEMPT FROM

ENVIRONMENTAL REVIEW PURSUANT TO CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) GUIDELINES SECTION 15301(c) AND AUTHORIZING THE

CITY MANAGER TO AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF $10,497,660.40 TO AZUL WORKS, INC., IN ACCORDANCE WITH THE

APPROVED PLANS AND SPECIFICATIONS

environmental document as provided for in Section 15301(c) of the California Environmental Quality Act. A Notice of Exemption was recorded on June 3, 2020 with the County of Solano.

ATTACHMENTS

1. Reso PW9802 award_CAO Stamp

2. Contract PW9802_CAO Stamp

3. Bay Trail -Vine Trail LOCATION MAP

4. Bay Trail -Vine Trail VICINITY MAP

CONTACT
Melissa Tigbao P.E., Public Works Director, (707) 648-4433 [email protected]

RESOLUTION NO. 23-______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO APPROVING THE PLANS AND

SPECIFICATIONS FOR THE ACTIVE TRANSPORTATION PROGRAM (ATP) BAY TRAIL / VINE TRAIL GAP CLOSURE PROJECT (PW9802)(PROJECT) AFTER FINDING THE PROJECT EXEMPT FROM

ENVIRONMENTAL REVIEW PURSUANT TO CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) GUIDELINES SECTION 15301(c) AND AUTHORIZING THE CITY MANAGER TO AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF $10,497,660.40 TO AZUL WORKS, INC., IN

ACCORDANCE WITH THE APPROVED PLANS AND SPECIFICATIONS
WHEREAS, those certain plans and specifications for the Bay Trail / Vine Trail Gap Closure Project (PW9802)(Project), prepared by Parisi Transportation Consulting under the direction of the City Engineer of the City of Vallejo, California (“Plans and Specifications”), located in the City of Vallejo, County of Solano, California have been presented to the City Council; and WHEREAS, on July 17, 2017, the City of Vallejo (“City”) was awarded $4,216,000 in state funding through the Active Transportation Program (“ATP”); and
WHEREAS, on September 16, 2021, the City executed an agreement with the Solano Transportation Authority (“STA”) for the Project and received grants from Urban Greening in the amount of $410,180, Bay Area Air Quality Management District (BAAQMD) in the amount of $700,000, Bay Trail Prop 68 in the amount of $400,000, and Quick Strike funds in the amount of $1,800,000 for a total amount of $3,310,000; and WHEREAS, on January 15, 2022, Caltrans issued the Authorization for ATP funds to proceed for construction; and
WHEREAS, the City is obligated to contribute twelve percent (12%) of the total Project costs (“Grant Match”); and
WHEREAS, the Grant Match will be made using existing project budget and in-kind contributions associated with staff time spent working on Project-related activities, and WHEREAS, on February 8, 2022, the City Council adopted Resolution No. 22-016 to amend the fiscal year (FY) 2021-22 Mid-year budget to include the $4,216,000 ATP funds; and WHEREAS, the City has received a contribution from Napa Valley Vine Trail Coalition (NVVTC) for the Project in the amount of $800,000; and
WHEREAS, the City has received a grant from the Bay Area Metro and Metropolitan Transportation Commission (MTC) for the Project in the amount of $36,976; and WHEREAS, the City has received a grant of Transportation Development Act Article 3 (TDA3) funds for the Project in the amount of $200,000; and

WHEREAS, the City exchanged the Quick Strike funds (federal funds) with the RMRA / SB1 funds for another project (PW9703, Springs Road Pavement Rehabilitation) in the amount of $1,800,000; and WHEREAS, the City has received a grant from STA for signs for the Project valued at $16,300; and WHEREAS, the City was awarded a $1,000,000 Clean California Grant from the State of California; and WHEREAS, the City has appropriated Road Maintenance Rehab Act (RMRA)/Senate Bill 1 (SB1) funds in the amount of $3,250,000; and
WHEREAS, two additive alternate bids were selected for work at the intersection of Mini Drive and Broadway (North and South); and
WHEREAS, staff determined the selection of the low bidder would be based on the total of the base bid and additive alternate bid no. 1; and
WHEREAS, the Project was advertised for eight weeks, and four bids were publicly opened on May 31, 2023; and
WHEREAS, staff has determined that Azul Works, Inc., is the lowest responsive and responsible bidder pursuant to Public Contract Code Section 2000 and Vallejo Municipal Code Section 3.20.200 with and submitted a bid for the base bid and additive alternate bid no. 1 in the amount of $10,497,660.40; and WHEREAS, there is adequate funding to award the Contract, including construction contingency for a total budgeted amount of $14,867,195.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Vallejo hereby approves and adopts the Plans and Specifications for the Bay Trail / Vine Trail Gap Closure Project (PW9802).

BE IT FURTHER RESOLVED that the Project consists of minor alterations to an existing public facility and does not expand existing uses and is therefore categorically exempt from CEQA pursuant to CEQA Guidelines Section 15301(c).

BE IT FURTHER RESOLVED that an invitation for bids was duly advertised.

BE IT FURTHER RESOLVED by the City Council of the City of Vallejo that Azul Works, Inc. of San Francisco, California is determined to be the lowest responsive and responsible bidder and is hereby awarded a contract in the amount of $10,497,660.40 for the total base bid and additive alternate bid no. 1.

BE IT FURTHER RESOLVED that all other bids to-wit:

Team Ghilotti, Inc. $ 10,988,226.00
Ghilotti Construction Company, Inc. $ 11,405,277.00
Ghilotti Bros, Inc. $ 12,269,300.00
are hereby deemed rejected, upon the full execution of the contract documents by the successful bidder, with notice of rejection to be given thereupon by the City Clerk.

BE IT FURTHER RESOLVED that the City Manager is hereby authorized to sign an agreement between the City of Vallejo and Azul Works, Inc., with any modifications recommended by the City Attorney, and the City Clerk to attest the signing of that agreement.

BE IT FURTHER RESOLVED that the City Manager, or his designee, is hereby authorized to execute future contract change orders not to exceed the appropriated project budget.

Adopted by the City Council of the City of Vallejo at a regular meeting held on July 11, 2023, with the following vote:

AYES:

NOES:

ABSENT:
____________________________________
ROBERT H. McCONNELL, MAYOR
ATTEST: _____________________________________
DAWN G. ABRAHAMSON, CITY CLERK

CITY OF VALLEJO

PUBLIC WORKS DEPARTMENT

ENGINEERING DIVISION

CONTRACT
FOR

BAY TRAIL-VINE TRAIL GAP CLOSURE PROJECT
PROJECT NO. PW9802
THIS CONTRACT (“Contract”) made and entered into this 12th day of July, 2023, at Vallejo, California, by and between the City of Vallejo, a municipal corporation of the State of California, acting by and through its City Council, hereinafter called City, and Azul Works Holding, Inc., a California corporation, hereinafter called CONTRACTOR.

WITNESSETH:

WHEREAS, the City Council of said City heretofore caused plans and specifications for the work hereinafter mentioned to be prepared, and thereafter did approve and adopt said plans and specifications; and
WHEREAS, the City Council of said City did cause to be noticed for the time and in the manner required by law a notice inviting sealed bids for the performance of said work; and
WHEREAS, Contractor, in response to such notice, submitted to the City Council of said City within the time specified in said notice, and in the manner provided for therein, a sealed bid for the performance of the work specified in said plans and specifications, which said bid and proposal, and the other bids and proposals submitted in response to said notice, the City Council of City, by and through its authorized representatives, publicly opened and canvassed in the manner provided by law; and WHEREAS, Contractor was the lowest responsible bidder for the performance of said work, and said City Council of City, as a result of the canvass of said bids, did determine and declare Contractor to be the lowest responsible bidder for the work and award a contract, therefore.

NOW, THEREFORE, in consideration of the above, it is mutually agreed between the parties hereto as follows, to wit:

1. SCOPE OF WORK
The work to be done, in general terms, consists of:

Furnishing all labor, materials, tax, equipment, incidentals and services for the construction and completion of the CITY OF VALLEJO BAY TRAIL – VINE TRAIL GAP CLOSURE PROJECT. The work includes but is not limited to: Developing and

implementing a water pollution program, temporary traffic control for street closures and detours, surveying and staking for proposed grades, remove and replace curb, gutter, sidewalk, driveway, and curb ramps, cold-milling removal of asphalt concrete, hot-mix asphalt paving, full depth reclamation, lowering and raising of existing utilities, recycling disposed materials, installation of new drain inlets and piping, pavement striping, signage, relocating utilities, Capital Improvements shall include but are not limited to demolition, and all ancillary work associated with the work, completed in place as shown on the plans and specifications. The Bidder shall include in his bid and provide all labor, tools and materials for a complete and working project in conformance with the intent shown on the drawings and specified herein.

The Contractor shall provide all labor, tools, and materials for a complete and working project in conformance with the intent shown on the drawings and specified herein and as provided for and set forth in said plans, specifications, and any addendum that may be issued prior to the date of bid, or in either of them, which said plans and specifications are hereby referred to by such reference, incorporated herein, and made a part of this Contract.

The following documents shall constitute the Contract Documents:
(a) Notice to Contractors April 2023;
(b) Instructions to Bidders April 2023;
(c) Proposal Form;
(d) Plans [Bay Trail-Vine Trail Gap Closure Project];
(e) Bid Documents [Special provisions, General Provisions, and Technical Specifications];
(f) Approved Change Orders thereto;
(g) Standard Specifications of the State of California, Business and Transportation Agency, Department of Transportation, 2018 edition, Sections 10 through 95, all as modified herein;
(h) City of Vallejo Regulations and Standard Specifications for Public Improvements, December 2011 edition;
(i) Vallejo Sanitation & Flood Control District Master Bid Document, dated March 2007 and Addendum to Master Bid Document (MBD) March 2014;
(j) Any other documents identified as such in the Contract Documents.

2. TERMS AND CONDITIONS
This Contract consists of the Contract Documents identified in subsections (a) through (j) of Section 1 above, all of which are incorporated herein by reference as though set forth in full, and all of which are part of this Contract, and Contractor and City agree to comply with and fulfill all obligations, promises, covenants and conditions imposed upon each of them in the Contract Documents. All of said work done under this Contract shall be performed to the satisfaction of the City Council, or its representative, who shall have the right to reject any and all materials and supplies furnished by Contractor which do not strictly comply with said plans and specifications, together with the right to require Contractor to replace any and all work furnished by Contractor which shall not either in workmanship or material be in strict accordance with said plans and specifications.

The said Contractor agrees to receive and accept the prices set forth in the proposal as full compensation for furnishing all materials and for doing all the work contemplated and embraced in this agreement, also for all loss or damage arising out of the nature of the work aforesaid, or from the action of the elements or from any foreseen difficulties or obstructions which may arise or be encountered in the prosecution of the work until its acceptance by the City and for all risks of every description, connected with the work; also for all discontinuance of work, and for well and faithfully completing the work, and the whole thereof, in the manner and according to the Plans and Specifications and the requirements of the Engineer under them.

By my signature as Contractor, I certify that I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for Worker's 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.

Pursuant to Section 1700, and following, of the California Labor Code, the Contractor shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. Copies of such prevailing rate of per diem wages are attached herein as Exhibit B. The Contractor shall forfeit, as penalty to the City, One hundred Dollars ($100.00) for each calendar day or portion thereof, for each workman paid less than the stipulated prevailing rates for any work done under the contract by it or by any subcontractor under it, in violation of the provisions of such Labor Code.

City shall pay Contractor the sums set forth on Exhibit A, hereto, in accordance with all of the terms and conditions of the Contract Documents.

The Contractor shall be permitted to substitute designated securities for any moneys withheld by the City of Vallejo to insure performance under the Contract. This right of substitution shall be exercised in the manner and subject to the conditions specified in the Contract Documents. The provisions of Public Contract Code section 22300 are incorporated herein by reference as though set forth in full and shall govern the substitution of securities and/or escrow account.

The person signing this Agreement for Contractor hereby represents and warrants that he/she is fully authorized to sign this Agreement on behalf of Contractor. [SIGNATURES ARE ON THE FOLLOWING PAGE]
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands and affixed their seal the day and year first above written.

AZUL WORKS HOLDING, INC.,
a California corporation
By:

DATE:
(City Seal)

CITY OF VALLEJO,
a municipal corporation
By:

Mike Malone
City Manager
DATE:

ATTEST:

By:

Dawn G. Abrahamson
City Clerk
APPROVED AS TO CONTENT:

Melissa Tigbao PE
Public Works Director
APPROVED AS TO FORM:

Veronica A.F. Nebb
City Attorney
APPROVED AS TO INSURANCE:

Armando Sarkis
Risk Manager

EXHIBIT A
[TO BE INSERTED]

CITY OF VALLEJO

PUBLIC WORKS DEPARTMENT

ENGINEERING DIVISION

FAITHFUL PERFORMANCE BOND
KNOW ALL MEN/WOMEN BY THESE PRESENTS, that we,
, as Principal, and
, as Surety, are held and firmly bound unto the City of Vallejo, a municipal corporation of the State of California, hereinafter called the City, in the penal sum of DOLLARS ($ ), and no more, for
the work described below, for the payments of which sum in lawful money of the United States of America well and truly to be made to the City of Vallejo, we bind ourselves, our heirs, executors, administrators, and successors, jointly and severally, firmly by these presents as herein above provided.

THAT WHEREAS, the Principal has entered into a contract with said City for the construction of:

CITY OF VALLEJO BAY TRAIL – VINE TRAIL GAP CLOSURE PROJECT NOW, THEREFORE, the condition of this obligation is such that if the above bounded Principal shall in all things stand to abide by, and well and truly keep and perform the covenants, conditions and agreements in the foregoing contract agreed on his/her or their part to be kept and performed at the time and in the manner herein specified, and shall indemnify and save harmless the City of Vallejo, its officers, agents and employees as therein stipulated, then this obligation shall become null and void; otherwise, it shall remain in full force and virtue to guarantee Contractor’s faithful performance of its obligations in the Contract Documents, and Principal and Surety, in the event suit is brought on this bond, will pay to the Obligee such reasonable attorneys' fees as may be fixed by the Court.

The Surety herein, for value received, hereby stipulates and agrees that no change, extension of time, alteration, addition or modification to the terms and conditions of said contract, or the specifications accompanying the same shall in any manner affect its obligations on this bond and said Surety does hereby waive notice of any such change, extension, alteration or addition. Said Surety hereby waives the provisions of Section 2819 and 2845 of the Civil Code of the State of California.

IN WITNESS WHEREOF, the above bounded parties have executed this Instrument under their several seals this day of , 2023. The
name and corporate seal of each corporate party being hereto affixed, and these presents duly signed by its undersigned representative pursuant to authority of its governing body.

PRINCIPAL SURETY
SURETY INFORMATION:

Contact Person:

Name of Company:

Address:

Telephone: ( ) Fax no.: ( )
NOTE: (1) Signatures of those executing for the Surety must be properly acknowledged.
(2) This Bond must be in an amount equal to 100% of the amount bid.

APPROVED AS TO FORM:

Veronica A.F. Nebb
City Attorney

CITY OF VALLEJO

PUBLIC WORKS DEPARTMENT

ENGINEERING DIVISION

PAYMENT (LABOR AND MATERIALS) BOND
KNOW ALL MEN/WOMEN BY THESE PRESENTS, that whereas, the City of Vallejo, a municipal corporation of the State of California, acting through its City Council, has awarded: hereinafter designated as the Principal, a contract for:

CITY OF VALLEJO BAY TRAIL – VINE TRAIL GAP CLOSURE PROJECT AND WHEREAS, said Principal is required to furnish a bond in connection with said contract, provided that if said Contractor, or any of his/her or its subcontractors, shall fail to pay for any materials, provisions, provender or other supplies, or teams, used in, upon, for or about the performance of the work contracted to be done, or any work or labor done thereon of any kind, or for amounts due under the Unemployment Insurance Code with respect to such labor, the Surety of this bond will pay the same.

NOW, THEREFORE, We,
as Principal and ,
as Surety, are held firmly bound unto the City of Vallejo, a municipal corporation, hereinafter called City, in the penal sum of
DOLLARS ($ ), and no
more, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators, and successors, jointly and severally, firmly by these presents, as herein provided.

The condition of this obligation is such that, if said Principal, or his/her or its Subcontractors, shall fail to pay for any materials, provisions, provender or other supplies or teams used in, upon, for or about the performance of the work contracted to be done, or for any work or labor thereon of any kind, or for amounts due under the Unemployment Insurance Code with respect to such work or labor, as required by the provisions of Title 15, Part 4, Third Division of the Civil Code of the State of California, commencing with Section 3082, and providing that the persons, companies or corporations so furnishing said materials, provisions, or other supplies, appliances or power used in, for or about the performance of the work contracted to be executed or performed, or any person, company, or corporation, renting, or hiring implements, or machinery, or power, for, or contributing to said work to be done, or any person who performs work or labor upon the same, or any person who supplies both work and materials therefor, shall have complied with the provisions of said Title 15, the Surety, or Sureties, hereon will pay the same in an amount not exceeding the sum specified in his/her or its bond, and also, in case suit is brought upon this bond, a reasonable attorney's fee to be fixed by the Court, then this obligation shall become null and void; otherwise, it shall remain in full force and virtue.

This bond shall inure to the benefit of any and all persons, companies and corporations entitled to file claims under Section 3181 of the Civil Code of the State of California so as to give a right of action to them or their assigns in any suit brought upon this bond.

The Surety herein, for value received, hereby stipulates, and agrees that no change, extension of time, alteration, addition or modification to the terms and conditions of said contract, or the specifications accompanying the same, shall in any manner affect its obligation on this bond, and said Surety does hereby waive notice of any such change, extension, alteration, or addition.

IN WITNESS WHEREOF, the above bounden parties have executed this Instrument under several seals this day of , 2023. The name
and Corporate Seal of each corporate party being hereto affixed, and these presents duly signed by its undersigned representatives, pursuant to authority of its governing body.

PRINCIPAL: SURETY:

SURETY INFORMATION:

Contact Person:

Name of Company:

Address:

Telephone: ( ) Fax no.: ( )
NOTE: (1) Signatures of those executing for the Surety must be properly acknowledged.
(2) This Bond must be in an amount equal to 100% of the amount bid.

APPROVED AS TO FORM:

Veronica A.F. Nebb
City Attorney

BAY TRAIL/VINE TRAIL GAP CLOSURE PROJECT

LOCATION MAP

CHECKED SCALE
DATE REF.

DRAWN BY FILE NO.

DWG. NO. SHEET OF

BAY TRAIL / VINE TRAIL
C1
SVK
AAP
1 1
9802
_
NONE

PUBLIC WORKS DEPARTMENT

ENGINEERING DIVISION

BAY TRAIL/VINE TRAIL GAP CLOSURE PROJECT

VICINITY MAP

CHECKED SCALE
DATE REF.

DRAWN BY FILE NO.

DWG. NO. SHEET OF

BAY TRAIL / VINE TRAIL
C1
SVK
AAP
1 1
--
_
NONE

PUBLIC WORKS DEPARTMENT

ENGINEERING DIVISION
CONSENT CALENDAR 9.C.

DATE: July 11, 2023
TO: Mayor and Members of the City Council
FROM: Melissa Tigbao, PE, Public Works Director
Mark Helmbrecht, Transportation Program Superintendent
SUBJECT: ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH SP PLUS CORPORATION IN THE AMOUNT OF $1,177,625 FOR

PARKING MANAGEMENT SERVICES

RECOMMENDATION
Adopt a Resolution authorizing the City Manager to execute a contract with SP Plus Corporation, in the amount of $1,177,625, to deliver management services in support of Parking Enterprise operations.

REASONS FOR RECOMMENDATION
Public Works Transportation issued a Request for Proposals (RFP) seeking a parking management company to provide services for the City's Parking Enterprise, and act as an extension of staff to deliver parking management services, including parking enforcement. SP Plus Corporation’s (SP+) proposal was assessed as fair and reasonable, and was determined to be most advantageous to the City based upon price and other factors.

BACKGROUND AND DISCUSSION
The City's Parking Enterprise has long been supported by a parking management firm to deliver services. For the past 6 years, SP+ was the City's parking management services consultant/contractor. SP+ supported the early implementation of the City's parking program, maintained the parking meters, and provided parking enforcement services. During the pandemic, their services were curtailed to a limited amount of parking enforcement services only. The current agreement with SP+ is expiring and no further extension options are available.

On April 20, 2023, Public Works issued a Request for Proposals (RFP) for Parking Management Services detailing the scope of services needed to support Parking Enterprise operations. These services include parking management consultant expertise, daily on-site management providing customer service, revenue collection and control, permit processing and sales, parking garage operations, vendor management, and parking enforcement. The potential to address citywide parking enforcement needs associated with street sweeping and abandoned and/or unregistered vehicles was also included. Parking management firm personnel will supplement Transportation staff and bring expertise to improve the daily Parking Enterprise operations and overall program scope.

On June 1, 2023, three proposals were received by the RFP response deadline. The evaluation team reviewed the proposals and interviewed the two most qualified teams with the most competitive pricing. The following proposals were received:

No. Company Proposed Price

1. SP Plus Corporation $1,177,625.00

2. Ace Parking Company $1,159,383.00

3. Parking Concepts, Inc. $1,339,346.31

Date: July 11, 2023
Subject: ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH SP PLUS CORPORATION IN THE AMOUNT OF $1,177,625 FOR

PARKING MANAGEMENT SERVICES

Staff have determined it is in the City's best interest to award the contract to SP+ due to the firm's history of performing quality service, thorough understanding of Vallejo’s parking systems and program, competitive proposal, and the ability to continue services without interruption.

Staff recommends awarding the contract to SP Plus Corporation of Delaware in the not-to-exceed amount of $1,177,625 for up to a 5-year term. All submitted proposal requirements appear to be complete and in order, and meet all RFP requirements. The new contract needs to start September 1, 2023 to avoid a gap in services.

Staff will continue to return to Council for review and approval of all recommended updates to the Parking Enterprise.

FISCAL IMPACT
There is no fiscal impact with approval of this item. Budget for these services is included in the Council approved Parking Enterprise Fund (#431) operating budget each year.

ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.

ATTACHMENTS

1. RESOLUTION RFP award Parking Management July 11_CAO Stamp

2. Professional Services Agreement SP+ 2023 Revised

CONTACT
Melissa Tigbao, PE, Public Works Director, (707) 648-4433 [email protected]

RESOLUTION NO. 23-______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO APPROVING A

CONSULTANT AND PROFESSIONAL SERVICES CONTRACT TO SP PLUS CORPORATION

TO DELIVER PARKING MANAGEMENT SERVICES AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE CONTRACT IN THE AMOUNT OF $1,177,625.00

WHEREAS, the City issued an RFP for Professional Services on April 20, 2023, seeking consultant support to deliver Parking Management Services and three proposals from parking firms were received by the response deadline of June 1, 2023; and

WHEREAS, Public Works staff have determined that SP Plus Corporation’s proposal is the most advantageous for the City and their proposed price of $1,177,625 for up to 5 years of services required under the RFP is within the projected 5-year budget; and

WHEREAS, there is adequate Parking Enterprise Budget funding to award the Contract.

NOW, THEREFORE BE IT RESOLVED that the RFP for consultant and professional services was duly advertised.

BE IT FURTHER RESOLVED that SP Plus Corporation was determined to have the most advantageous proposal and a contract in the amount of $ 1,177,625 for a term of five 5 years of parking management services is hereby approved.

BE IT FURTHER RESOLVED that the City Manager or his designee is hereby authorized to execute the Consultant and Professional Services Agreement between the City of Vallejo and SP Plus Corporation, with any modifications recommended by the City Attorney and the City Clerk to attest the signing of that Agreement.

ADOPTED BY THE CITY COUNCIL OF THE CITY OF VALLEJO at a regular meeting held on July 11, 2023, with the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

ATTEST

ROBERT H. MCCONNELL, MAYOR

DAWN G. ABRAHAMSON, CITY CLERK

Consultant and Professional Services Agreement (Revised 01.2019) Page 1 of 11

PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement ("Agreement") is made at Vallejo, California, dated for reference this ___ day of ____, 2023, by and between the City of Vallejo, a municipal corporation ("City"), and SP Plus Corporation, hereinafter referred to as “Consultant”, who agree as follows:

1. Services. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide the City professional services as specified in Exhibit A, entitled “Scope of Work.”

2. Payment. City shall pay Consultant in the manner set forth in Exhibit B, entitled “Compensation.” The payments specified in Exhibit B shall be the only payments to be made to Consultant for services rendered pursuant to this Agreement.

3. Facilities and Equipment. Consultant shall, at its sole cost and expense, furnish all facilities and equipment, which may be required for furnishing services pursuant to this Agreement.

4. Indemnification. Consultant shall indemnify, hold harmless, and defend City, its officers, officials, directors, employees, agents, volunteers and affiliates and each of them from any and all claims, demands, causes of action, damages, costs, expenses, actual attorney’s fees, consultant’s fees, expert fees, losses or liability, in law or in equity, of every kind and nature whatsoever arising out of or in connection with Consultant’s operations, or any subcontractor’s operations, to be performed under this agreement for Consultant’s or subcontractor’s tort negligence including active or passive, or strict negligence, including but not limited to personal injury including, but not limited to bodily injury, emotional injury, sickness or disease, or death to persons and/or damage to property of anyone, including loss of use thereof, caused or alleged to be caused by any act or omission of Consultant, or any subcontractor, or anyone directly or indirectly employed by any of them or anyone for the full period of time allowed by the law, regardless to any limitation by insurance, with the exception of the sole negligence or willful misconduct of the City.

The provisions of this section shall survive the expiration or termination of this Agreement.

5. Insurance Requirements. Consultant agrees to comply with all of the Insurance Requirements set forth in Exhibit C, entitled “Insurance Requirements for Consultant.” Failure to maintain required insurance at all times shall constitute a default and material breach.

6. Accident Reports. Consultant shall immediately report (as soon as Consultant and Professional Services Agreement (Revised 01.2019) Page 2 of 11 feasible, but not more than 24 hours) to the City Risk Manager any accident or other occurrence causing injury to persons or property during the performance of this Agreement. The report shall be in writing and include, at a minimum: (a) the names, addresses, and telephone numbers of the persons involved, (b) the names, addresses, and telephone numbers of any known witnesses, (c) the date, time, and description of the accident or other occurrence.

7. Conflict of Interest. Consultant warrants and represents that to the best of its knowledge, there exists no actual or potential conflict between Consultant’s family, business, real property or financial interests and the services to be provided under this Agreement. Consultant shall comply with the City of Vallejo Conflict of Interest Code and not enter into any contract or agreement during the performance of this Agreement which will create a conflict of interest with its duties to City under this Agreement. In the event of a change in Consultant’s family, business, real property, or financial interests occurs during the term of this Agreement that creates an actual or potential conflict of interest, then Consultant shall disclose such conflict in writing to City. Every individual who performs services on behalf of Consultant pursuant to this Agreement must file a full Statement of Economic Interests (also known as Form 700) with the City Clerk if the work of the individual involves making a governmental decision whether to issue, deny, suspend, or revoke any permit, license, application, certificate, approval, order, or similar authorization or entitlement; authorizes the City to enter into, modify, or renew a contract; grants City approval of specifications for a contract; adopts or approves for the City any policy, standard or guideline; lobbies on behalf of the City, or performs the same or substantially all the same duties for the City that would otherwise be performed by an individual holding a position specified in the City’s Conflict of Interest Code.

8. Independent Contractor. Consultant is an independent contractor.

Neither Consultant nor any of Consultant’s officers, employees, agents, or subcontractors, if any, is an employee of City by virtue of this Agreement or performance of any services pursuant to this Agreement. City shall have the right to control Consultant only insofar as the results of Consultant’s services rendered pursuant to this Agreement; however, City shall not have the right to control the means by which Consultant accomplishes services pursuant to this Agreement.

9. Licences, Permits, Etc. Consultant represents and warrants to City that all consultant services shall be provided by a person or persons duly licensed by the State of California to provide the type of services to be performed under this Agreement and that Consultant has all the permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice its profession. Consultant represents and warrants to City that it shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals, which are legally required for Consultant to practice its profession.

Consultant and Professional Services Agreement (Revised 01.2019) Page 3 of 11

10. Business License. Consultant, and its subcontractors, has obtained or agrees to apply prior to performing any services under this Agreement to City’s Finance Department for a business license, pay the applicable business license tax and maintain said business license during the term of this Agreement. The failure to obtain such license shall be a material breach of this Agreement and grounds for termination by City. No payments shall be made to Consultant until such business license(s) has been obtained.

11. Standard of Performance. Consultant shall provide products and perform all services required pursuant to this Agreement in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised under similar conditions by a member of Consultant’s profession currently practicing in California.

Consultant is responsible for making an independent evaluation and judgment of all conditions affecting performance of the work, including without limitation applicable federal, state, and local laws and regulations, and all other contingencies or considerations.

Consultant’s responsibilities under this section shall not be delegated. Consultant shall be responsible to City for acts, errors, or omissions of Consultant’s subcontractors.

Consultant is responsible for making an independent evaluation and judgment of all conditions affecting performance of the work and shall prepare plans, reports, and/or other work products in such a way that additional costs will not be incurred beyond a project budget approved or amended by the City Manager or his or her designee.

Whenever the scope of work requires or permits review, approval, conditional approval or disapproval by City, it is understood that such review, approval, conditional approval or disapproval is solely for the purposes of administering this Agreement and determining whether the Consultant is entitled to payment for such work, and not be construed as a waiver of any breach or acceptance by the City of any responsibility, professional or otherwise, for the work, and shall not relieve the Consultant of responsibility for complying with the standard of performance or laws, regulations, industry standards, or from liability for damages caused by negligent acts, errors, omissions, noncompliance with industry standards, or the willful misconduct of Consultant.

12. Force Majeure. Neither party shall be considered in default of this Agreement to the extent performances are prevented or delayed by causes or circumstances beyond either party’s reasonable control, such as war, riots, strikes, lockouts, work slowdown or stoppage, acts of God, such as floods or earthquakes, and electrical blackouts or brownouts.

Consultant and Professional Services Agreement (Revised 01.2019) Page 4 of 11 In the event that the Consultant is unable to meet the completion date or schedule of services, Consultant shall immediately inform the City Representative of this in writing. If additional time is required to perform the work, the City Representative may adjust the schedule.

13. Time is of the Essence. Time is of the essence in this Agreement. Any reference to days means calendar days, unless otherwise specifically stated.

14. Personnel. Consultant agrees to assign only competent personnel according to the reasonable and customary standards of training and experience in the relevant field to perform services under this Agreement. Failure to assign such competent personnel shall constitute grounds for termination of this Agreement.

The payment made to Consultant pursuant to this Agreement shall be the full and complete compensation to which Consultant and Consultant’s officers, employees, agents, and subcontractors are entitled for performance of any work under this Agreement. Neither Consultant nor Consultant’s officers or employees are entitled to any salary or wages, or retirement, health, leave or other fringe benefits applicable to employees of the City. The City will not make any federal or state tax withholdings on behalf of Consultant. The City shall not be required to pay any workers' compensation insurance on behalf of Consultant.

Consultant shall pay, when and as due, any and all taxes incurred as a result of Consultant’s compensation hereunder, including estimated taxes, and shall provide City with proof of such payments upon request.

15. Consultant Not Agent. Except as authorized under this Agreement or as City may authorize in a letter of authorization signed by the City Manager or his or her designee, Consultant shall have no authority, express or implied to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, under this Agreement, to bind City to any obligation whatsoever.

16. Term. The term of this Agreement shall commence on September 1, 2023 and shall continue in full force and effect until August 31, 2026.

City shall, at its discretion, have the right to extend the term of this Agreement, in intervals of one year, by written notice to Consultant. The total duration of this Agreement, including the exercise of any options under this section, shall not exceed five (5) years.

If the term of this Agreement extends into fiscal years subsequent to that in which it is approved, such continuation of the Agreement is contingent on the appropriation of funds for such purpose by the City Council of the City of Vallejo.

If funds to effect such continued payment are not appropriated, Consultant agrees Consultant and Professional Services Agreement (Revised 01.2019) Page 5 of 11 to terminate any services supplied to City of Vallejo under this Agreement, and relieve City of any further obligation therefore.

17. Termination or Abandonment by City. The City has the right, at any time and in its sole discretion, to immediately terminate or abandon any portion or all of the services to be provided under this Agreement by giving notice to Consultant.

Upon receipt of a notice of termination, Consultant shall perform no further work except as specified in the notice. Before the date of termination, Consultant shall deliver to City all City records and documents, all work product, whether completed or not, as of the date of termination and not otherwise previously delivered.

The City shall also have a right to terminate this agreement for cause if Consultant defaults in any of Consultant’s material obligations under this agreement, provided City (a) gives Consultant written notice of any alleged default and (b) thirty (30) days after the date of such notice in which to cure the alleged default.

The City shall pay Consultant for services satisfactorily performed in accordance with this Agreement before the date of termination. If this contract provides for payment of a lump sum for all services or by task and termination occurs before completion of the work or any defined task which according to the performance schedule was commenced before the notice of termination, the fee for services performed shall be based on an amount mutually agreed to by City and Consultant for the portion of work completed in conformance with this Agreement before the date of termination. In addition, the City will reimburse Consultant for authorized expenses incurred and not previously reimbursed. The City shall not be liable for any fees or costs associated for the termination or abandonment except for the fees, and reimbursement of authorized expenses, payable pursuant to this section.

Consultant shall have the right to terminate this agreement if the City defaults in any of the City’s payment or other material obligations under this agreement, provided Consultant (a) gives the City written notice of any alleged default and (b) thirty (30) days after the date of such notice in which to cure the alleged default.

18. Products of Consulting Services. The work product, including without limitation, all writings, work sheets, reports, recordings, drawings, files, detailed calculations and other work products, whether complete or incomplete, of Consultant resulting from services rendered pursuant to this Agreement, shall become the property of City. Consultant agrees that all copyrights which arise from creation of the work under this Agreement shall be vested in the City and waives and relinquishes all claims to copyright or other intellectual property rights in favor of the City. City acknowledges that its use of the work product is limited to the purposes contemplated by the scope of work and that the Consultant makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the scope of work.

Documents submitted to the City in electronic format shall be formatted according Consultant and Professional Services Agreement (Revised 01.2019) Page 6 of 11 to specifications provided by the City, or if not otherwise specified, in Microsoft Word, Excel, PowerPoint or other Microsoft Office Suite (2002) format as appropriate for the particular work product or, if directed by the City Representative in Adobe Acrobat PDF format.

19. Cooperation by City. City shall, to the extent reasonable and practicable, assist and cooperate with Consultant in the performance of Consultant’s services hereunder.

20. Assignment and Subcontracting. Consultant shall not subcontract, assign or transfer voluntarily or involuntarily any of its rights, duties or obligation under this Agreement without the express written consent of the City Manager or his or her designee in each instance. Any attempted or purported assignment of any right, duty or obligation under this Agreement without said consent shall be void and of no effect.

If subcontracting of work is permitted, Consultant shall pay its subcontractor within ten (10) days of receipt of payment by City for work performed by a subcontractor and billed by the Consultant. Use of the term subcontractor in any other provision of this contract shall not be construed to imply authorization for Consultant to use subcontractors for performance of any service under this Agreement.

The City is an intended beneficiary of any work performed by Consultant’s subcontractor for purposes of establishing a duty of care between the subcontractor and City.

Any subcontractor or assignee consented to by City shall be bound by all terms and conditions of this agreement and the same shall be incorporated into and made a part of any assignment or subcontractor agreement.

21. Successors and Assigns. All terms, conditions, and provisions of this Agreement shall apply to and bind the respective heirs, executors, administrators, successors, and assigns of the parties. Nothing in this section is intended to affect the limitation on assignment.

22. Non-Discrimination/Fair Employment Practices.
(a) Consultant shall not, because of race, religious creed, color, sex, national original, ancestry, disability, medical condition, age, marital status or sexual orientation of any person, refuse to hire or employ, or to bar or discharge from employment, or to discriminate in compensation, or in terms, conditions or privileges any person, and every employee will receive equal opportunity for employment and shall be granted equal treatment with respect to compensation, terms, conditions or other privileges of employment, without regard to his race, religious creed, color, sex, national origin, ancestry, or disability, medical condition, age, marital status or sexual orientation.

Consultant and Professional Services Agreement (Revised 01.2019) Page 7 of 11 Consultant warrants and represents it is an equal opportunity employer and agrees it shall not discriminate on the basis of race, religious creed, color, sex, national origin, ancestry, disability, medical condition, age, marital status or sexual orientation in the selection and retention of employees, subcontractors or procurement of materials or equipment.

In all solicitations either by competitive bidding or negotiations made by Consultant for work to be performed under any subcontract, including procurement of materials or equipment, each potential subcontractor or supplier shall be notified by Consultant of Consultant’s obligation under this Agreement relative to nondiscrimination and fair employment practices.

Consultant shall include the above provisions of this section in every subcontract, including procurement of materials or equipment.
(b) Consultant agrees to comply with Title VII of the Civil Rights Act of 1964, as amended, the California Fair Employment Practices Act, the Americans with Disabilities Act of 1990, any other applicable federal and state laws and regulations and City ordinances and regulations hereinafter enacted.

23. Notices. All notices or instruments required to be given or delivered by law or this Agreement shall be in writing and shall be effective upon receipt thereof and shall be by personal service or delivered by depositing the same in any United States Post Office, registered or certified mail, postage prepaid, addressed to:

If to City:

Mark Helmbrecht
Transportation Program Superintendent
555 Santa Clara Street
Vallejo, CA 94590
[email protected]
If to Consultant:

Victor Alistar
Vice President
1111 California Street
San Francisco, CA 94108
[email protected]
Any party may change its address for receiving notices by giving written notice of such change to the other party in accordance with this section.

Routine administrative communications shall be made pursuant to section 1 of Consultant and Professional Services Agreement (Revised 01.2019) Page 8 of 11 Exhibit A.

24. Integration Clause. This Agreement, including all Exhibits, contains the entire agreement between the parties and supersedes whatever oral or written understanding they may have had prior to the execution of this Agreement. This Agreement shall not be amended or modified except by a written agreement executed by each of the parties hereto.

25. Severability Clause. Should any provision of this Agreement ever be deemed to be legally void or unenforceable, all remaining provisions shall survive and be enforceable.

26. Law Governing. This Agreement shall in all respects be governed by the law of the State of California without regard to its conflicts of law rules. Litigation arising out of or connected with this Agreement shall be instituted and maintained in the courts of Solano County in the State of California or in the United States District Court, Eastern District of California, Sacramento, California, and the parties consent to jurisdiction over their person and over the subject matter of any such litigation in such courts, and consent to service of process issued by such courts.

27. Waiver. Waiver by either party of any default, breach or condition precedent shall not be construed as a waiver of any other default, breach or condition precedent or any other right hereunder.

28. Ambiguity. The parties acknowledge that this is a negotiated agreement, that they have had the opportunity to have this Agreement reviewed by their respective legal counsel, and that the terms and conditions of this Agreement are not to be construed against any party on the basis of such party's draftsmanship thereof.

29. Gender. All pronouns and any variations thereof shall be deemed to refer to the masculine, feminine, neuter, singular or plural, as the identifications of the person or persons, firm or firms, corporation or corporations may require.

30. Headings. The section headings contained in this Agreement are inserted for convenience only and shall not affect in any way the meaning or interpretation of this Agreement.

31. Compliance with Laws. Consultant will comply with all statutes, regulations and ordinances in the performance of all services under this Agreement.

32. Confidentiality of City Information. During the performance of services under this Agreement, Consultant may gain access to and use City information regarding, but not limited to, procedures, policies, training, operational practices, and other vital information (hereafter collectively referred to as "City Information") Consultant and Professional Services Agreement (Revised 01.2019) Page 9 of 11 which are valuable, special and unique assets of the City. Consultant agrees that it will not use any information obtained as a consequence of the performance of services under this Agreement for any purpose other than fulfillment of Consultant’s scope of work , to protect all City Information and treat it as strictly confidential and proprietary to City, and that it will not at any time, either directly or indirectly, divulge, disclose or communicate in any manner any City Information to any third party, other than its own employees, agents or subcontractors who have a need for the City Information for the performance of services under this Agreement, without the prior written consent of City, or as required by law.

Consultant shall treat all records and work product prepared or maintained by Consultant in the performance of this Agreement as confidential.

A violation by Consultant of this section shall be a material violation of this Agreement and will justify legal and/or equitable relief.

Consultant’s obligations under this section shall survive the completion of services, expiration or termination of this Agreement.

33. News and Information Release. Consultant agrees that it will not issue any news releases in connection with either the award of this Agreement, or any subsequent amendment of or efforts under this Agreement, without first obtaining review and approval of said news releases from City through the City Representative.

34. City Representative. The City Representative specified in Exhibit A, or the representative's designee, shall administer this Agreement for the City.

35. Counterparts. The parties may execute this Agreement in one or more counterparts, each of which shall be deemed an original, but all of which together shall be deemed one and the same instrument.

36. Facsimile Signature; Electronic Signature. This Agreement shall be binding upon the receipt of facsimile signatures or e-mailed by PDF or otherwise.

Any person transmitting his or her signature by facsimile or electronically shall promptly send an original signature to the other party pursuant to the notice provision of this Agreement. The failure to send an original shall not affect the binding nature of this Agreement.

37. Authority. The person signing this Agreement for Consultant hereby represents and warrants that he/she is fully authorized to sign this Agreement on behalf of Consultant.

38. Exhibits. The following exhibits are attached hereto and incorporated herein by reference:

Consultant and Professional Services Agreement (Revised 01.2019) Page 10 of 11 Exhibit A, entitled “Scope of Work,” including any attachments Exhibit B, entitled “Compensation,” including any attachments Exhibit C, entitled “Insurance Requirements,” including attachments [SIGNATURES ON FOLLOWING PAGE]
Consultant and Professional Services Agreement (Revised 01.2019) Page 11 of 11 IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year shown below the name of each of the parties.

CONSULTANT
By:

Tim Downey
Sr. Vice President
DATE:
(City Seal)

CITY OF VALLEJO,
a municipal corporation
By:

Mike Malone
City Manager
DATE:

ATTEST:

By:

Dawn Abrahamson
City Clerk
APPROVED AS TO FORM:

Veronica A.F. Nebb
City Attorney
APPROVED AS TO INSURANCE:

Armond Sarkis
Risk Manager
Consultant and Professional Services Agreement (Revised 01.2019) Page 1 of 6 Exhibit A – Scope of Work

EXHIBIT A

SCOPE OF WORK

1. Representatives. The City Representative for this Agreement is:

Mark Helmbrecht
Transportation Program Superintendent
Public Works Department
555 Santa Clara Street
Vallejo CA 94590
707-645-2601
[email protected]
The Consultant’s Representative for this Agreement is:

Victor Alistar
Vice President
SP Plus Corporation
1111 California Street
San Francisco, CA 94108
916-709-4580
[email protected]
All routine administrative communications between the parties will be between the above named representatives and may be by personal delivery, mail, facsimile transmission, or electronic mail as agreed between the Consultant Representative and City’s Representative.

2. Services to be Provided. The services provided shall be as set forth in Attachment 1 of Exhibit A, attached hereto and incorporated herein by this reference.

3. Time for Performance. Consultant will perform the services according to the schedule contained in Attachment 1 of Exhibit A. If the schedule calls for the services to be performed in phases or discrete increments, Consultant shall not proceed from one phase or increment to the next without written authorization from the City’s Representative.

4. Key Personnel. All of the individuals identified below are necessary for the successful prosecution of the services due to their unique expertise and depth and breadth of experience. There shall be no change in the personnel listed below, without written approval of the City Representative. Consultant recognizes that the composition of this team was instrumental in the City’s decision to award the work to Consultant and that compelling reasons for substituting these individuals must Consultant and Professional Services Agreement (Revised 01.2019) Page 2 of 6 Exhibit A – Scope of Work
be demonstrated for the City’s consent to be granted. Any substitutes shall be persons of comparable or superior expertise and experience. Failure to comply with the provisions of this section shall constitute a material breach of Consultant’s obligations under this Agreement and shall be grounds for termination.

Key personnel are as follows: Victor Alistar, Mike Hewitt, Ernesto Rennella, Ricardo Robles, and Sam Mihrteab
Consultant and Professional Services Agreement (Revised 01.2019) Page 3 of 6 Exhibit A – Scope of Work
Attachment 1 of Exhibit A – Scope of Services
The Consultant’s scope of services under this agreement is as described below.

Under General Direction of the City of Vallejo Transportation Manager, provide the following services:

1.Parking Enforcement and Issuance of Parking Citations (40 hours/week) – Consultant is responsible for issuing citations for Vallejo Municipal Code (VMC) parking violations in the downtown and waterfront areas. Citations must include the make, model, color and style of vehicle, license plate number or Vehicle Identification Number (VIN), violation code number, base fine amount and additional fine amount in the event there is a failure to respond, badge number, the location of the parking offense, and the time and date of the offense. If a manual paper citation is used, it will be filled out in a complete and legible manner. All citations must be placed on the windshield of the offending vehicle, as required by California Vehicle Code. Consultant is required to provide handheld devices, ticket writer ticket stock, envelopes, and manual citation books. Devices must be capable of capturing digital photos and voice recordings associated with a violation.

Consultant is required to supply all vehicles needed and will be responsible for all on-going operating expenses including insurance, fuel, maintenance, GPS tracking, drive cameras, and repair. All vehicles used by parking enforcement shall be clearly identifiable as performing parking enforcement for the City. Vehicle markings shall indicate the operator is a private company authorized to provide services in the City. Markings and color shall distinguish Consultant’s vehicles from official City vehicles and the vehicle markings must be approved by the City. Parking enforcement staff shall operate all vehicles at all times in compliance with all state and local motor vehicle and emissions laws. Vehicles shall not have missing parts, dents, and the rear of all patrol vehicles shall have a sign warning of frequent vehicle stops. All vehicles used by Consultant personnel shall have blinking flasher lights installed on each vehicle's roof.

Consultant shall provide all equipment needed for enforcement services (LPR, handheld, laptop, ticket printer, cabling, etc.) to scan license plates and compare information to the paid parking databases. Equipment must be compatible with existing city systems.

Consultant’s personnel shall demonstrate an exceptional familiarity with parking enforcement rules and regulations, laws, statutes, ordinances, policies, parking program technologies and management, as well as hearing and appeal procedures. Consultant personnel shall demonstrate a superior understanding of operational requirements, public relations, and Consultant and Professional Services Agreement (Revised 01.2019) Page 4 of 6 Exhibit A – Scope of Work
customer service practices.

Consultant is responsible for all aspects of recruitment, selection, and initial and on-going training of parking enforcement personnel, employ only persons competent and skilled, and shall provide responsible supervision for each individual employed. At all times, Consultant’s personnel shall be polite and courteous to all citizens and City staff and speak, write, and communicate effectively to the City’s customers, residents, and visitors.

Bilingual skills are recommended to better serve the community. Consultant is responsible for assuring employee compliance with all laws and regulations, responding to inspections/audits by regulatory agencies, and paying any fines or assessments levied by regulatory agencies. Consultant is responsible for all personnel supervision, discipline, and termination actions. However, the City may require the removal of any consultant personnel, when it is determined to be in the best interest of the City, at any time.

Consultant shall provide a thorough background investigation on all potential employees, including but not limited to criminal, driving history, outstanding violations, polygraph and/or psychological exams, medical history, prior work issues, and a skills assessment test. As the individuals selected for the process will be representing the City on a day-to-day basis, the selection criteria shall be stringent.

All personnel shall be provided with professional appearing uniforms, badges, and ID tags at Consultant’s expense. Logos should appear on shirt and jacket sleeves, and hats should have an emblem designating them as official parking enforcement personnel. The City must approve the color and design of uniforms, and it is important that uniformed personnel not resemble a City of Vallejo Police Department uniform.

Consultant is responsible for the conduct, demeanor, and appearance of all employees. All employees shall act in a courteous and respectable manner while on duty, and during any interaction with the public. The City seeks to maintain the highest level of customer service, and employees must be attentive, alert, and responsive when dealing with customers’ issues, needs, or complaints. As may be occasionally required, Consultant will be responsible for having their employees appear in court, on-time, and prepared to testify on parking-related cases in a professional manner.

Consultant shall provide a schedule of patrol routes and frequency recommendations. Patrol coverage shall be adequate, fair, regular, and consistent, and shall change on a regular basis to eliminate predictability.

Consultant shall propose changes to routes and schedules to the City as part of their performance reporting meetings and documentation Consultant and Professional Services Agreement (Revised 01.2019) Page 5 of 6 Exhibit A – Scope of Work
TECHNOLOGY SYSTEMS – Consultant’s operations shall use the City’s parking technology systems which currently include:

System Purpose
Parkmobile
•Pay by Phone mobile Daily payment system.
•Monthly Permit Website payment system.
•Managed in the Public Works Department
T2 System
•Manages permits issued through Luke II kiosks.
oBack Office Support System (BOSS)
oDigital Iris website
•Communicates with Parkmobile Pay by Phone
payment system.
•Managed in the Public Works Department
Vigilant
•Verifies permit status via license plate recognition
system.
•Receives information from T2 Systems and
Parkmobile Website payment system.
•Managed in the Public Works Department
Park Loyalty •Creates and manages parking citations.

Communicates directly with Vigilant, T2 Systems, and
ParkMobile.
•Managed in the Public Works Department
Duncan •Manages processing, payment and appeal of
citations.
•Managed in the Finance and Police Department

2.Parking Program operations, customer service, planning and implementation (on-site manager – 20 hours/week) – Consultant shall dedicate a part-time manager to the City of Vallejo’s operation to both oversee the parking enforcement operation and to directly provide additional parking management services. This staff person will be directly responsible for operating the parking management program and report directly to the City’s Transportation Manager. This staff will conduct all regular parking operations activities such as meter maintenance, revenue collection, downloading transactions from the pay stations, uploading transactions to the T2 BOSS software, maintaining software updates, repairing Luke II pay stations, and systems integrations to keep pay stations fully operational and working in sync with the parking enforcement systems.

This staff person will interact with and work cooperatively with other vendors serving the City’s parking facilities such as janitorial staff, security staff, landscape maintenance staff, and systems vendors (elevators, security Consultant and Professional Services Agreement (Revised 01.2019) Page 6 of 6 Exhibit A – Scope of Work
cameras, parking vendors) representing the City’s parking program and coordinating efforts.

Management personnel will monitor the Park Vallejo email inbox and phone messages and respond to customer inquiries and complaints. This includes resolving input errors and bringing ticket disputes to the attention of the Transportation Manager and Police Department for resolution.

Assigned personnel will evaluate current operations and propose changes/improvements, update parking rates, and expansions of parking management to additional areas of the City in order to make the parking program operate more successfully and generate additional revenue from the City’s parking resources. Working directly with the City’s Transportation Manager, personnel will develop plans and present recommendations to the City Council for authorization and then work to implement all approved program updates.

3.In addition to the specific hourly paid activities listed in Scope items 1 and 2 above, Consultant has committed their overall organizational capability to support Vallejo’s parking program and their on-site manager’s success.

Consultant shall provide consultation, research, professional and technical services as needed and requested to support the ongoing development and expansion of the City’s parking program. Consultant shall provide all necessary personnel, material, transportation, lodging, instrumentation, and the specialized facilities and equipment necessary to satisfy the full delivery of parking management services.

Consultant and Professional Services Agreement (Revised 01.2019) Page 1 of 4 Exhibit B - Compensation

EXHIBIT B

COMPENSATION

1. Consultant’s Compensation.

A. Services: City agrees to pay Consultant, at the rate(s) specified below, for those services and expenses set forth in Exhibit A of this Agreement for a total not to exceed $1,177,625.00 (One million, one-hundred seventy-seven thousand, six- hundred and twenty-five dollars) upon satisfactory completion of the services and delivery of the work product.

Consultant shall notify City in writing no later than thirty (30) days prior to the estimated date when Consultant will have billed City the maximum payment amount permitted under this Agreement, and Consultant shall provide City with an estimate of the additional compensation required to complete the services authorized under this agreement.

For the 40 hours/week of Parking Enforcement Services including providing and operating a fully outfitted enforcement vehicle, 20 hours/week of Parking Management Services and associated expenses for delivering these service hours as detailed in the Scope of Services in Exhibit A, City shall pay consultant a lump sump of $18,468.55 (eighteen thousand, four hundred sixty-eight dollars and fifty- five cents) per month starting September 1, 2023. Consultant shall be entitled to a 3% annual living increase beginning September 1, 2024 and each year following as shown in the chart below. These sums shall constitute full and complete payment for all Parking Services identified in Exhibit A.

B. Additional Services:

1. Additional Services are those services related to the scope of Services of Consultant as set forth in Exhibit A but not anticipated at the time of execution of this Agreement. Additional Services shall be provided only when a Supplemental Agreement authorizing such Additional Services is approved by the Annual dates of
Contract
Starting or Previous
Monthly Base Dollar
Amount
Adjusted Monthly
Base with cost of
living increase
Annual Dollar
Amount
9/1/2023 to 8/31/2024 $18,468.55 $18,468.55 $221,622.60 9/1/2024 to 8/31/2025 $18,468.55 $19,022.61 $228,271.28 9/1/2025 to 8/31/2026 $19,022.61 $19,593.28 $235,119.42 9/1/2026 to 8/31/2027 $19,593.28 $20,181.08 $242,173.00 9/1/2027 to 8/31/2028 $20,181.08 $20,786.52 $249,438.19 Total (max) $1,177,625.00
Consultant and Professional Services Agreement (Revised 01.2019) Page 2 of 4 Exhibit B - Compensation
City Manager, or his or her designee. City reserves the right to perform any Additional Services with its own staff or to retain other Consultants to perform said Additional Services.

2. Consultant’s compensation for Additional Services shall be based on the total number of hours spent on Additional Services multiplied by the employees' appropriate billable hourly rate as established below. City, at its option, may negotiate a fixed fee for some or all Additional Services as the need arises. Where a fixed fee for Additional Services is established by mutual Agreement between City and Consultant, compensation to Consultant shall not exceed the fixed fee amount.

2. Appropriate Billable Hourly Rates for Services and Additional Services.

Consultant’s billable hourly rates shall be as listed in Attachment 1 of Exhibit B, attached hereto and incorporated herein by this reference.

3. Consultant’s Reimbursable Expenses. Reimbursable Expenses shall be limited to actual reasonable expenditures of Consultant for expenses that are necessary for the proper completion of the Services and shall only be payable if specifically authorized in advance by City. Regular expected reimburseable expenses for the services described in Exhibit A are already captured in the rates as set forth above.

4. Payments to Consultant.

A. Payments to Consultant shall be made within a reasonable time after receipt of Consultant’s invoice, said payments to be made in proportion to services performed. Consultant may request payment on a monthly basis. Consultant shall be responsible for the cost of supplying all documentation necessary to verify the monthly billings to the satisfaction of City.

B. All invoices submitted by Consultant shall contain the following information:

1. Description of services billed under this invoice

2. Date of Invoice Issuance

3. Sequential Invoice Number

4. City’s Purchase Order Number (if issued)

5. Social Security Number or Taxpayer Identification Number

6. Amount of this Invoice (Itemize all Reimbursable Expenses”)

7. Total Billed to Date
C. Items shall be separated into Services and Reimbursable Expenses.

Billings that do not conform to the format outlined above shall be returned to Consultant and Professional Services Agreement (Revised 01.2019) Page 3 of 4 Exhibit B - Compensation
Consultant for correction. City shall not be responsible for delays in payment to Consultant resulting from Consultant’s failure to comply with the invoice format described above.

D. Request for payment shall be sent to:

Accounts Payable
555 Santa Clara Street
Vallejo CA 94590

5. Accounting Records of Consultant. Consultant shall maintain for three (3) years after completion of all services hereunder, all records under this Agreement, including, but not limited to, records of Consultant’s direct salary costs for all Services and Additional Services performed under this Agreement and records of Consultant’s Reimbursable Expenses, in accordance with generally accepted accounting practices. Consultant shall keep such records available for audit, inspection and copying by representatives of the City’s Finance Department or other government agencies during regular business hours upon twenty four (24) hours’ notice.

The obligations of Consultant under this section shall survive this Agreement.

6. Taxes. Consultant shall pay, when and as due, any and all taxes incurred as a result of Consultant’s compensation hereunder, including estimated taxes, and shall provide City with proof of such payments upon request.

7. Taxpayer Identification Number. Consultant shall provide City with Consultant’s complete Request for Taxpayer Identification Number and Certification, Form W-9, as issued by the Internal Revenue Service, and any other State or local tax identification number requested by City.

Consultant and Professional Services Agreement (Revised 01.2019) Page 4 of 4 Exhibit B - Compensation
Attachment 1 of Exhibit B
Should the City of Vallejo decide to expand hours of parking enforcement of parking management staff time the following rates shall apply:

Parking Enforcement - $55/hour
Parking Management - $45/hour
The parking enforcement rate includes fully equipped vehicle and all associated operating expenses such as insurance, gas, uniforms, equipment, ticketing materials, vehicle maintenance, etc. The rates listed are for the first full year of the contract (12 months from start date) and shall increase by 3% for each subsequent year of the contract.

Consultant and Professional Services Agreement (Revised 01.2019) Page 1 of 3 Exhibit C – Insurance Requirements

EXHIBIT C

INSURANCE REQUIREMENTS
Consultant shall procure and maintain for the duration of this Agreement, including any extensions thereto, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of services hereunder by the Consultant, their agents, representatives, or employees or subcontractors.

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

A. Insurance Services Office form number GL 0002 covering Comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).

B. Insurance Services Office form number CA 0001 covering Automobile Liability, code 1 any auto and endorsement CA 0025.

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

D. Professional Liability insurance appropriate to the Consultant’s profession (Errors and Omission).

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

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

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

C. Workers’ Compensation and Employer's Liability: $1,000,000 per accident for bodily injury or disease. If Consultant is not subject to California Workers’ Compensation requirements, Consultant shall file a completed certificate of exemption form which may be obtained from the City prior to commencing any activity authorized hereunder.

Consultant and Professional Services Agreement (Revised 01.2019) Page 2 of 3 Exhibit C – Insurance Requirements
D. Professional Liability (Errors and Omission): $1,000,000 combined single limit per occurrence, and annual aggregate. For claims-made policies, consultant shall keep the policy active for 3-years after contract expiration date or purchase extended period of reporting endorsement for the policy.

3. Deductible and Self-Insured Retention. Any deductibles or self-insured retention must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City of Vallejo, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Consultant shall provide City with 30 day advance notice of any changes to deductibles.

4. Other Insurance Provisions. The general liability and automobile liability policies, as can be provided, are to contain, or be endorsed to contain, the following provisions:

A. The City of Vallejo, its officers, officials, employees, agents and volunteers are to be covered as additional insureds as respects; liability, including defense costs, arising out of activities performed by or on behalf of the Consultant; products and completed operations of the Consultant; premises owned, occupied or used by the Consultant; or automobiles owned, leased hired or borrowed by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to the City of Vallejo, its officers, officials, employees, agents or volunteers. The insurance is to be issued by companies licensed to do business in the State of California.

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

C. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees, agents, or volunteers.

D. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.

E. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City.

Consultant and Professional Services Agreement (Revised 01.2019) Page 3 of 3 Exhibit C – Insurance Requirements
F. The workers’ compensation and employer’s liability policy required hereunder shall be endorsed to state that the workers' compensation carrier waives its right of subrogation against City, its officers, officials, employees, agents and volunteers, which might arise by reason of payment under such policy in connection with Consultant’s performance under this Agreement.

5. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A-:VII.

6. Verification of Coverage. Consultant shall furnish the City with certificates of insurance and original endorsements effecting general and automobile liability insurance coverage required by this clause. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences.

7. Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.

8. Payment Withhold. City will withhold payments to Consultant if the certificates of insurance and endorsements required in Paragraph F, above, are canceled or Consultant otherwise ceases to be insured as required herein.

ACTION ITEM 9.D.

DATE: July 11, 2023
TO: Mayor and Members of the City Council
FROM: Michael Nimon, Economic Development Director
Annette Taylor, Senior Community Development Analyst
SUBJECT: CONSIDER AND APPROVE OR AMEND THE GOALS AND WORK PLAN OF THE COMMISSION ON CULTURE AND THE ARTS FOR FISCAL YEAR 2023-2024

RECOMMENDATION
Approve the goals and work plan of the Commission on Culture and the Arts for fiscal year 2023-24.

REASONS FOR RECOMMENDATION
Approving the 2023-24 goals and work plan will provide guidance to the Commission on Culture and the Arts for its efforts during the year.

BACKGROUND AND DISCUSSION
Since the Commission on Culture and the Arts was re-established in 2017, the Commission has been developing its short and long term goals in alignment with Vallejo Municipal Code (VMC) Chapter 2.32 "Commission on Culture and the Arts". The purposes of the Commission are to: serve the City of Vallejo as the official voice for the arts in the community; stimulate and sustain participation in and community support for the visual and performing arts; serve as an advisory board in making referrals to appropriate groups and coordinating arts projects for the benefit of the community; identify what common problems in administration, promotion and/or audience development are shared by local arts organizations and suggest how they might be solved in part through more cooperative effort.

At a November 16, 2022 Special Meeting, the Commission discussed its goals in light of those previously identified and approved by the City Council on February 25, 2020. On January 23, 2023, at a regular meeting, the Commission unanimously adopted the attached ten goals for its focused efforts in 2022-23 (Attachment 1). These proposed goals, as outlined in Attachment 1, fulfill the purposes of the Commission as outlined in VMC Chapter 2.32. In addition, staff have analyzed these proposed goals under the Commission's Work Plan requirements. The staff believe most of the goals are feasible in light of staffing and financial resources and believe they align with Council goals and priorities. The request for granting more authority to the Commission may need further consideration since the Commission is advisory to the City Council.

In fiscal years 2018-19 and 2019-20, the City Council allocated $50,000 and $100,000 in General Funds, respectively, to launch a pilot public art program. The program supported individual projects, artwork, events, festivals, nonprofit organizations, and other art and culture-related activities that stimulate and sustain participation in, and community support for the visual and performing arts, and cultural celebrations. In 2019, the Commission awarded eight grants to local artists and organizations. In 2020, the Commission awarded fifteen grants to local artists and organizations. The Commission worked with the Vallejo Community Arts Foundation to assist with the administration of the program.

In fiscal year 2021-22, the City Council allocated $100,000 of American Rescue Plan Act (ARPA) funding to the Commission. The Vallejo ARPA Grant Program for Nonprofit and Cultural Arts Organizations funded local nonprofit 501(c)(3) arts organizations whose mission and focus is on arts, culture and the creative industries,

Date: July 11, 2023
Subject: CONSIDER AND APPROVE OR AMEND THE GOALS AND WORK PLAN OF THE COMMISSION ON CULTURE AND THE ARTS FOR FISCAL YEAR 2023-2024

including performing arts, theater, dance, music, visual arts, film, photography, and arts and culture. Working with the Solano County Arts Council, eleven grants were awarded to local nonprofit arts and cultural organizations who experienced financial hardship due to the pandemic.

The Commission is currently researching additional grant opportunities. Working with staff, an application for the Public Art Challenge Bloomberg Grant was submitted in February. The project proposal is entitled, "Vallejo Youth: Voices and Vision." The proposed project is a citywide, multi-date, spoken work and visual art festival engaging Vallejo youth ages 14 to 18 years old to express their vision of themselves and the future of Vallejo. Drawing from each of Vallejo's six City Council districts, the youth groups will create spoken word presentations and movable murals expressing their identities and visions of the future of Vallejo. Notification regarding the grant is scheduled for Spring. The Commission is also working on a grant application to the National Endowment for the Arts (NEA) and the California Art Council (CAC) when CAC funds are available.

To assist with funding opportunities, the Commission drafted a Long Term Funding Policy. The staff is reviewing this draft policy and will make a recommendation to the City Council at a future date. The Commission also drafted a Gift and Loan Policy. The City Attorney's Office is reviewing this policy and will make a recommendation to the City Council at a future date. This evening, Commission Chair Hernandez and Commissioner Vidor will provide updates on the Commission's other activities.

FISCAL IMPACT
There is no fiscal impact to the General Fund associated with adopting the 2023-24 goals and work plan.

ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guidelines Section 15378.

ATTACHMENTS

1. Goals & Work Plan Recommendations - Final Attachment - Revised

CONTACT
Michael Nimon, Economic Development Director (707) 648-4109 [email protected]

COMMISSION ON CULTLURE & THE ARTS
2023/24 GOALS AND WORKPLAN
Policy
❖Long Term Funding
➢Drafted a Public Art Funding Policy to ensure future funding for arts and culture that is not solely dependent on the General Fund; awaiting presentation to City Council ❖Loan and Gift Policy
➢Drafted a loan and gift policy to ensure that (1) only public artwork of the highest quality and enduring value is accepted into the City’s collection (2) city-owned pieces are properly cataloged and stored; awaiting presentation to City Council ❖Pursue Designated Arts & Cultural District
➢Collaborating with the Solano County Arts Council (SCAC) to have Vallejo designated as a California Arts Council Cultural District. A cultural district is a well-defined geographic area with a high concentration of cultural resources and activities.

Partnerships
❖Collaborate with other Commissions on projects that have art/culture related components Outreach
❖Include/Activate neglected districts; Outreach to BIPOC artists and cultural leaders; Indigenous recognition
➢These objectives include activating neglected districts throughout the city as well as engaging with BIPOC (Black, Indigenous and People of Color) artists and cultural leaders to engage and include every resident. The Commission also aims to recognize our Indigenous forbearers and residents.

Funding
❖EDD Support
➢The Economic Development (ED) Department staff the Commission. ARPA and General Funds were allocated to arts and culture through the ED Department in past fiscal years. Staff, along with the City’s grant writer, provides assistance in grant applications along with the City’s grant writer.
❖Annual National Endowment for the Arts, California Art Council Grants, Bloomberg Philanthropies Public Art Challenge
➢The Commission is applying for the National Endowment for the Arts (NEA) and is requesting $75,000 this fiscal year for the NEA 1:1 grant match.
➢The Commission is considering applying for a California Art Council (CAC) grant as bandwidth permits.
➢Applied for a Bloomberg Philanthropies Public Art Challenge grant; awardees will be notified in the Spring
ACTION ITEM 9.E.

DATE: July 11, 2023
TO: Mayor and Members of the City Council
FROM: Michael Malone, City Manager
Natalie Peterson, Assistant to the City Manager
SUBJECT: ADOPTION OF A COUNCIL POLICY TO GOVERN THE CRITERIA AND PROCESS FOR

HONORARY STREET SIGN DESIGNATIONS, A POLICY TO GOVERN THE ISSUANCE

OF CEREMONIAL DOCUMENTS, AND A POLICY FOR PROVIDING A KEY TO THE CITY

RECOMMENDATION
Adopt a resolution adopting three City Council policies that:

1. Establishes a standard set of criteria for processing Honorary Street Sign Designation of City streets in the City of Vallejo

2. Establishes a standard set of criteria for issuance of Ceremonial Documents in the City of Vallejo

3. Establishes a standard set of criteria for providing Key to the City in the City of Vallejo

REASONS FOR RECOMMENDATION
The City does not have policies to govern Honorary Street Sign Designations, Issuance of Ceremonial Documents, or providing a Key to the City.

The intent of these policies is to provide standards for honorary acknowledgments to outstanding individuals, organizations and other groups who have made a difference or are of historical significance in the City of Vallejo.

BACKGROUND AND DISCUSSION
The City of Vallejo does not currently have policies to govern the criteria for a Honorary Street Sign Designation, govern the issuance of Ceremonial Documents, or for providing a Key to the City. These polices (Attachments A, B, and C) will set criteria for how to process requests for Honorary Street Sign Designation, issuance of Ceremonial Documents, and providing a Key to the City.

Honorary Street Sign Designation Policy (Attachment A) Highlights • Policy is at the discretion of the City, who will bring request to City Council for approval • Purpose: establish a policy to administer requests for honorary street sign delegation and provide application and approval criteria and procedures for honorary street sign delegation of City owned streets
• Difference from City Council Policy – Naming of Facilities allows the honoree to be living or posthumous and is not a permanent name change to city streets • Signage posted below city street name sign
• Requests submitted in writing to City Manager’s Office

Date: July 11, 2023
Subject: ADOPTION OF A COUNCIL POLICY TO GOVERN THE CRITERIA AND PROCESS FOR

HONORARY STREET SIGN DESIGNATIONS, A POLICY TO GOVERN THE

ISSUANCE OF CEREMONIAL DOCUMENTS, AND A POLICY FOR PROVIDING A

KEY TO THE CITY

• Time period: up to 10 years
• Signage limits: up to 4 honorary name designations per calendar year • Reserved for exemplary Vallejoan(s) (groups or individuals) that have made an impact of great renown to the City of Vallejo
• Individual or group must have resided or worked in Vallejo during their lifetime and have made significant and long-term contributions through cultural, humanitarian, historic, military or professional achievement
• There will be a financial sponsor for each sign and will be charged a fee to cover the cost of the design, fabrication, installation and maintenance over the expected life of the sign • Renewals can be submitted at the end of the 10 year period and will be handled as new requests and brought to City Council for approval

Issuance of Ceremonial Documents (Attachment B) Highlights • Policy is at the discretion of the Mayor’s Office, which will bring request to City Council for approval • Ceremonial Documents are issued to recognize exceptional events and people within the City of Vallejo by the City Council
• Ceremonial Documents include:

1. Proclamations – ceremonial documents to honor, celebrate or create awareness of a significant event, issue or contribution to society.

2. Letters of Welcome or Greeting – are provided for conventions, seminars, conferences, and other events held in the City of Vallejo.

3. Letters of Congratulations, Letters of Condolence, Certificates of Achievement, Certificates of Recognition, and Certificates of Appreciations – are provides for items including milestone birthdays or anniversaries, nonsecular anniversaries or celebrations, professional celebrations, award recipients, retirements, Eagle Scout awards, community service, commemoration of a deceased loved one
• Requests must be made by a City of Vallejo resident or employee of a nonprofit organization or another agency providing services in the City.
• The Mayor’s Office/City reserve the right to determine which type of document will be issues and the right to deny any request.
• The Mayor’s Office/City will determine when proclamations are read at City Council meetings.

Issuance of Key to the City (Attachment C) Highlights
• Policy is at the discretion of the Mayor’s Office, which will bring request to City Council for approval. • A prestigious award to bestow honor upon distinguished persons or honored guests of the City of Vallejo and to recognize exceptional contribution and/or achievement. • Key to the City of Vallejo is presented by the Mayor or Vice-Mayor at a civic ceremony to:

1. Welcome dignitaries or

2. Acknowledge the outstanding contribution of an individual or organization to the City or public. • Keys will not be issued in recognition of ideological, political, or religious beliefs Date: July 11, 2023
Subject: ADOPTION OF A COUNCIL POLICY TO GOVERN THE CRITERIA AND PROCESS FOR

HONORARY STREET SIGN DESIGNATIONS, A POLICY TO GOVERN THE

ISSUANCE OF CEREMONIAL DOCUMENTS, AND A POLICY FOR PROVIDING A

KEY TO THE CITY

• A nomination for a Key to the City of Vallejo may be submitted by the Mayor, a Council member, or other individual or organization by written request to the City Clerk’s Office or the Mayor’s Office. • Must be made by a City of Vallejo resident or employee of a nonprofit organization or another agency providing services in the city.
• Request forms must be submitted in writing at least 6 weeks prior to the requested date of insurance.
• Nominees will be:

1. Visiting dignitaries carrying out an officially recognized itinerary or agenda or delegations from a recognized Sister City of Vallejo

2. Persons who have made significant contributions or who have outstanding achievements.

Categories may include but are not limited to philanthropy, business, art & culture, volunteering, advocacy, or leadership.

FISCAL IMPACT
There is no impact to the general fund.

ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting either a direct physical change in the environment, or a reasonable foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.

ATTACHMENTS

1. Honorary Street Naming Ceremonial Document and Key to the City Policies Resolution CAO Stamp

2. Attachment A - Honorary Street Sign Designation Policy Final

3. Attachment B -Policy and Procedure for Issuance of Ceremonial Documents Final

4. Attachment C - Policy and Procedure for Issuance of Key to the City

CONTACT
Michael Malone, City Manager
(707) 648-4308; [email protected]

RESOLUTION NO. 23-________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO ADOPTNG A CITY

COUNCIL POLICY TO GOVERN THE CRITERIA AND PROCESS FOR HONORARY STREET

SIGN DESIGNATIONS, A POLICY TO GOVERN THE ISSUANCE OF CEREMONIAL

DOCUMENTS, AND A POLICY FOR PROVIDING A KEY TO THE CITY WHEREAS, establishing a City Council honorary street sign designation policy provides guidelines and criteria for processing Honorary Street signage; and WHEREAS, establishing a City Council ceremonial documents policy provides guidelines and criteria for the issuance of ceremonial documents on behalf of the Vallejo City Council; and WHEREAS, establishing a City Council Key to the City policy provides guidelines and criteria for processing the issuance of a ceremonial Key to the City; and WHEREAS, the City of Vallejo does not currently have a policy to govern honorary street sign designations , ceremonial document requests, or issuance of a ceremonial Key to the City.

NOW, THEREFORE, BE IT RESOLVED that the City Council hereby adopts the Honorary Street Sign Designation Policy (Exhibit A), Policy and Procedure for Issuance of Ceremonial Documents (Exhibit B), and Policy and Procedure for Issuance of Ceremonial Key to the City (Exhibit C) in the forms attached hereto and incorporated herein by reference.

Adopted by the Council of the City of Vallejo at a special meeting held on July 11, 2023 with the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_________________________________________
ROBERT H. MCCONNELL, MAYOR
ATTEST: _________________________________________
DAWN G. ABRAHAMSON, CITY CLERK

Council Policy No.

Category
xxx
TBD
Attachment A
City Council Policy – Honorary Street Sign Designation

1. Purpose
To establish a policy to administer requests for honorary street sign designations and provide application and approval criteria and procedures for honorary street sign designations for City owned streets. This policy differs from City of Vallejo, City Council Policy – Naming of City Facilities. This Honorary Street Sign Designation policy does not result in an actual street renaming, but rather an honorary designation of an already named street which may be in honor of living or deceased individuals or groups.

2. Policy

2.1 Requests for Honorary Street Sign Designations
A. Requests shall be made in writing, via application, to the City Manager’s Office describing the details of the intersectional location and honorary street sign designation desired. A justification for the honorary designation shall also be provided. Once reviewed by the City Manager, or their designee, the application will be presented to the Vallejo City Council for approval of the honorary street sign designation.

B.

2.2 Qualifications for Honorary Recognition
A. The honorary street sign designations are reserved for exemplary service to the City of Vallejo.

B. This method of honoring individuals or groups is reserved for those having city wide impact or great renown.

C. Individual family tribute or commercial and corporate related recognition does not qualify.

D. The individual proposed to be honored with an honorary street sign designation must have resided or worked in Vallejo during their lifetime and must have made significant and long-term contributions through cultural, humanitarian, historic, military or professional achievement.

2.3 Guidelines
Honorary street sign designations shall meet the following standards:

A. There shall be a clear geographical relationship to the street and the nominee.

B. The proposed honorary street sign designations shall not duplicate an existing designation or actual street name or be similar either phonetically or in spelling to any other honorary sign designation or actual street name.

C. An honorary street sign designation shall be applied throughout the entire length of the subject street, unless otherwise requested or where impractical and in such instances shall be applied to the section of a street designated in the City Council resolution approving the honorary street sign designation.

Council Policy No.

Category
xxx
TBD
Attachment A
City Council Policy – Honorary Street Sign Designation
D. An honorary street sign designation shall be limited in duration, not to exceed ten (10) years. At the end of the time period of the designation, the city will remove the honorary street sign and make it available to the applicant or individual whom the applicant directs.

E. The City has the right to remove any honorary street sign designation prior to the end of the ten (10) year period as directed by Council by majority vote.

F. Honorary street sign designations cannot contain a product name or be worded for a commercial purpose.

G. Honorary street sign designations shall not be or perceived to be discriminatory against or derogatory of race, color, ethnic origin, gender identity or expression, sex, sexual orientation, creed, political affiliation, disability or other social factors.

H. Honorary street sign designation naming shall have “Honorary” at the bottom line.

I. Honorary street sign designation naming must be under 20 characters long.

J. Only one honorary street sign designation will be allowed at an intersection.

2.4 Applications
If the application “Attachment 2” satisfies the criteria established, the City Manager shall determine when the application will be presented to City Council for consideration. The honorary street sign designation application will be reviewed by the City Council during a public meeting in which public comments are taken. If approved by City Council by majority vote, a Resolution will be considered for adoption at the next subsequent meeting or a date predetermined.

The City Manager’s Office in coordination with the applicant will determine the date for the sign installation.

2.5 Cost
A. A financial sponsor for each and every sign must be identified in the application request.

B. Each sign approved shall be charged a fee reflected in “Attachment 1” which will cover the cost of design, fabrication, installation, and maintenance over the expected life of the sigh.

C. This fee shall be payable to the City of Vallejo and will be deposited in the City’s General Fund.

D. Only one (1) replacement sign may be covered by the City unless approved by City Council by majority vote.

E. Additional maintenance of the sign installation and/or replacement of the various materials shall be at the expense of the financial sponsor/ Failure to cover the cost of maintenance or replacement material(s) will cause the sign installation to be removed immediately.

2.6 Renewals
Council Policy No.

Category
xxx
TBD
Attachment A
City Council Policy – Honorary Street Sign Designation
A. Renewals, if desired at the end of the ten (10) year period, will be handled like new requests with all applicable rules and fees in effect at that time.

B. If a renewal is not arranged the honorary street sign designation will be discounted at the end of the ten (10) years.

2.8 Appeals
Decisions made by the City Manager and City Council in the process of administering and interpreting this policy may be appealed in writing to the City Manager’s Office, 555 Santa Clara Street, Vallejo, CA 94590.

3. Definitions
Honorary street sign designations are signs posted below standard city street name signs which are intended to recognize and honor living or deceased individuals or groups for a period of time without changing the official name of the street or the official addresses of residences and businesses on the street.

This policy applies to all public streets in the City of Vallejo. It does not attempt to regulate honorary street designations on private streets and driveways.

4. Materials
•The honorary street sign is of a similar size and shape as a standard street name sign but shall be in a different color. The honorary street signs must meet city standards. •The honorary street sign shall have “Honorary” at the bottom line •The honorary street sign designation must be under 20 characters long. •Maintenance of the sign installation and/or replacement of the various materials shall be at the expense of the financial sponsor/ Failure to cover the cost of maintenance or replacement material(s) will cause the sign installation to be removed immediately.

Council Policy No.

Category
xxx
TBD
Attachment A
City Council Policy – Honorary Street Sign Designation
Attachment 1

DESCRIPTION

OF WORK

STAFF UNIT
COST

UNIT OF

MEASURE

QUANTITY TOTAL NOTES
Design Associate
Civil
Engineer
$150.00 Hour 2 $300.00
Fabricated Sign Sign Shop
Technician
$450.00 Each 1 $450.00 Cost includes labor
and materials.

Install Sign Maintenance
Worker
$75.00 Hour 1 $75.00
Maintain Sign
(2x in 10 years)
Maintenance
Worker
$95.00 Hour 2 $190.00 Increase rate in 10
years @ 3%/year
Remove Sign
(at 10 years)
Maintenance
Worker
$101.00 Hour 1 $101.00 Estimate rate in 10
years at 3%/year
Total: $1,116.00 Cost for one sign
Office of the City Manager ∙ 555 Santa Clara Street ∙ Vallejo ∙ CA ∙ 94590 ∙ 707.648.4576 Attachment 2

APPLICATION FOR HONORARY STREET SIGN DESIGNATION
Please complete all information below. Current telephone and email are required to process application.

Current Name of Street to receive honorary signage _______________________________ From cross street ______________________ To cross street ________________________ Proposed Honorary Street Sign Designation ________________________________________________ Note: Honorary Street Sign Designation must be 20 characters or less Applicant Name ______________________________________________________________ Applicant Address ___________________________________________________________ Applicant Telephone____________________ Applicant Email ________________________ Applicant has read and acknowledges the following:

1. The honorary street sign designation is reserved for exemplary service to the City of Vallejo.

2. This method of honoring individuals or groups is reserved for those having city wide impact or of great renown.

3. The individual proposed to be honored with an honorary street sign designation must have resided or worked in Vallejo during their lifetime and must have significant and long-term contributions through cultural, humanitarian, historic, military, or professional achievement.

4. Honorary street sign designation language shall meet the following standards:
•There shall be a clear geographical relationship to the street and the nominee. •The proposed honorary street sign designation shall not duplicate an existing designation or actual street name.
•An honorary street sign designation shall be applied throughout the entire length of the subject street, unless otherwise requested or impractical and in such instance shall be applied to the section of a street designated in the City Council resolution approving the honorary street sign designation.
•The honorary street sign designation shall be limited in duration, not to exceed ten (10) years. At the end of the time period of the honorary street sign designation, the city will remove the honorary street sign and make it available to the applicant.

Office of the City Manager ∙ 555 Santa Clara Street ∙ Vallejo ∙ CA ∙ 94590 ∙ 707.648.4576

5. The City has the right to remove any honorary street sign desingation prior to the end of the ten (10) year period as directed by Council by majority vote.

6. Honorary street sign designation cannot contain a product name or be worded for commercial purpose.

7. Honorary street sign designations cannot be worded so as to be or be perceived to be discriminatory against or derogatory of race, color, ethnic origin, gender identity or expression, sex, sexual orientation, creed, political affiliation, disability or other social factors.

8. Honorary street signs shall have “Honorary” at the bottom line.

9. Honorary street sign designation shall be under 20 characters long.

10. Honorary sign will be of a similar size and shape as a standard street name sign and must meet city standards.

11. Only one honorary sign will be allowed at an intersection.

12. Honorary Street sign designation requests are limited to public streets in the City of Vallejo. It does not apply to private streets or driveways.

Applicant’s Signature ___________________________________ Date______________ Print Name ___________________________________
Council Policy No.

Category
xxx
TBD
Attachment B
City Council Policy – Policy and Procedure for Issuance of Ceremonial Documents

1. Purpose
The Mayor’s Office issues ceremonial documents to recognize exceptional events and people within the City of Vallejo. The Mayor’s Office may issue Proclamations, Letters of Welcome or Greetings, Letters of Congratulations, Letters of Condolence, Certificates of Achievement, Certificates of Recognition or Certificates of Appreciation on behalf of the City Council. This purpose of this policy is to provide guidance on these communications.

2. Policy

2.1 Proclamations
Proclamations are issued to recognize the importance of community event, significant achievements by community members, or to signal the City’s role in significant national events.

Proclamations will appear on the City Council Agenda under Presentations and Commendations.

Council agendas are limited to two (2) proclamations per meeting. Proclamations not being presented at a City Council meeting may appear on the Consent Calendar. Proclamations reflect the speech of the City of Vallejo and not the speech of the requestor.

2.1.1 – Proclamations may be issues for:

A. Public Awareness – example – Fair Housing Month, Suicide Prevention, etc.

B. Charitable fundraising campaigns – example – Walk to End Alzheimer’s, etc.

C. Non-Profit Organizations – example – Red Cross Month, etc.

D. Arts and Cultural Celebrations – example – Celebration of Kwanzaa, etc.

E. Special Honors – example – Lifetime achievement, acts of heroism, etc.

2.1.2 – Proclamations will not be issued for:

A. For-Profit businesses, as an advertisement or promotion B. Items or issues not within the subject matter jurisdiction of the City of Vallejo C. Events or organizations with no direct relationship to the City of Vallejo D. Campaigns or events contrary to city policies
E. Family reunions, Class reunions, Pastoral, church or wedding anniversaries, Birthday celebrations, Conferences, Deceased individuals
F. Organizations from other cities, counties, states, or countries which have no locally based chapters or specific ties to the City of Vallejo

2.2 Letters and Certificates
If the request does not meet the guidelines for a Proclamation, other forms of recognition are available. Letters and certificates are issued at the discretion of the Mayor’s Office.

Council Policy No.

Category
xxx
TBD
Attachment B
City Council Policy – Policy and Procedure for Issuance of Ceremonial Documents

2.2.1 – Letters of Welcome/Greeting are provided for:

A. Conventions
B. Seminars
C. Conferences
D. Other events held in the City of Vallejo

2.2.2 – Letters of Congratulations, Condolence, Certificates of Achievement, Recognition, or Appreciation are provided for:

A. Milestone birthdays or anniversaries (e.g. 90 th birthday, 50th anniversary) B. Nonsecular anniversaries or celebrations (e.g. church diamond jubilee) C. Professional celebrations
D. Award recipients (e.g. Valedictorian)
E. Retirements
F. Eagle Count Awards
G. Community Service
H. Commemoration of a deceased loved one

2.3 General Guidelines for Proclamations, Letters, and Certificates A. Submit a ceremonial document request form “Attachment 1”, in writing, at least thirty (30) days prior to the requested date of issuance.

B. Requests must be made, in writing, by a City of Vallejo resident or employee of a non- profit organization or another agency providing services in Vallejo.

C. Requests must include the name, address, telephone number and email address of person making the request and must identify who will receive the proclamation.

D. Requests should provide a summary of the event or organization being recognized.

E. Requests must include the draft language, bullet points and/or background information which will be used to prepare the proclamation.
a. Suggested length is no more than 300 words.
b. A typical proclamation has five (5) to six (6) recitals or “Whereas clauses” in 12 point font. This is so that the proclamation will fit on a single presentation page and be visually appealing.
c. A typical letter or certificate is drafted in 12-point font. This is so that the document will fit on a single presentation page and be visually appealing.

F. Request must state the City Council meeting date the proclamation is desired to be presented at.

G. Only one proclamation or certificate may be issues per year per organization, individual, or topic.

Council Policy No.

Category
xxx
TBD
Attachment B
City Council Policy – Policy and Procedure for Issuance of Ceremonial Documents

3. Definitions
•Proclamations – ceremonial documents to honor, celebrate or create awareness of a significant event, issue, or contribution to society.
•Letters and certificates – are issued at the discretion of the Mayor’s Office for request that do not meet the guidelines for a Proclamation.

Attachment 1

APPLICATION REQUEST FOR CEREMONIAL DOCUMENT
Applicant Name
Phone
Email
Organization
Recipient Name
Title of Proclamation (if applicable)
Date of application
Requested Date
Proclamation select Letter select Certificate select
Public Awareness - example – Fair
Housing Month, Suicide Prevention Welcome/ Greeting Achievement Charitable fundraising campaigns –
example Walk to End Alzheimer’s Congratulations Recognition Non-Profit organizations – example
– Red Cross Month Condolence Appreciation
Arts and Cultural Celebrations –
example Celebration of Kwanzaa
Special Honors – example Act of
Heroism

PLEASE ATTACH EXAMPLE TEXT FOR INCLUSION IN CEREMONIAL DOCUMENT Attachments: __________
Signature of Requestor/Date______________________________________________________ Received in the Mayor’s Office By/Date______________________________________________ Approved _____ Denied _______
Council Policy No.

Category
xxx
TBD
Attachment C
City Council Policy – Policy and Procedure for Issuance of Ceremonial Key to the City

1. Purpose
The purpose of this policy is to provide guidance on the issuance of Ceremonial Key to the City.

The Key to the City is the City’s most prestigious award and will only be used to bestow honor upon distinguished persons and honored guests of the City of Vallejo and to recognize exceptional contributions and/or achievements.

The tradition of key to the city is meant to confer trust and honor. In the Middle Ages many cities were walled fortifications whose gates were guarded during the day and locked at night. The Key granted the recipient the freedom to enter the city without challenge at any time. Only trusted friends of the city were given a key to the gates.

The modern key to the city is a symbol of civic recognition and appreciation reserved for esteemed guests and individuals whose service to public and the common goof rises to the highest level of achievement.

The City of Vallejo wishes to welcome visiting dignitaries and delegation and honor our Sister City relationships. The city would also like to recognize the people who have made exceptional contributions to the City or who are or have been residents of Vallejo and who have made exceptional contributions to the public.

The Key to the City of Vallejo is presented by the Mayor or Vice-Mayor at a civic ceremony to:

1. Welcome visiting dignitaries; or

2. Acknowledge the outstanding contribution of an individual or organization to the City of public.

As this is a high honor, the granting of a Key should be rare and restricted to instances of exceptional service or contribution.

3. A Key will not be issues in recognition of ideology, political, or religious beliefs.

2. Policy

2.1Key to the City Procedures

1. A nomination for Key to the City of Vallejo may be submitted by the Mayor, a Council member or other individual organization by written request to the City Clerk’s Office of the Mayor’s Office.

2. Requests must be made by a City of Vallejo resident or employee of a non-profit organization or another agency providing services in the City.

Council Policy No.

Category
xxx
TBD
Attachment C
City Council Policy – Policy and Procedure for Issuance of Ceremonial Key to the City

3. Requests must be made submitted in writing on the City Form “Attachment 1” at least six (6) weeks prior to the requested date of issuance. The request must specify the requested date of presentation.

4. Request must include the name, address, telephone number and email address of requestor.

5. Requests must include a written rationale as to why the nominee is deserving of the honor. Reference materials such as newspapers, magazine, or web articles may be attached as support.

6. The City reserves the right to deny any requests.

7. With the Mayor’s approval of the written request, the nomination will be placed on the City Council agenda.

8. The City Council may award the Key to the City upon motion and majority affirmative vote at a City Council meeting.

9. Upon the award, the Mayor’s Office will prepare a document declaring the honor, bearing the Mayor’s signature, and affix the City seal. A ceremonial key may also be presented.

10. The Mayor or Vice-Mayor will present the Key to the City at a ceremony or other public event.

2.2 Eligibility

1. Visiting dignitaries carrying out an officially recognized itinerary or agenda or delegations from a recognized Sister City of Vallejo

2. Persons who have made significant contributions to the City or who have outstanding achievements. Categories may include, but are not limited to:
a. Philanthropy
b. Business
c. Arts & Culture
d. Volunteering
e. Advocacy
f. Leadership
Attachment 1
Application/Request for Key to the City of Vallejo
Requestor
Phone
Email
Nominee
Justification for nomination
Date of application
Requested Date of Issuance
Attachments: __________
Signature of Requestor/Date______________________________________________________ Received By/Date______________________________________________ Approved _____ Denied _______