source, their will be a requirement that we encumber the Marina for 25-years. Other grant sources, which staff continues to pursue, may not have this requirement.
FISCAL IMPACT
The total grant award to the City of Vallejo is $1,500,000 with no required match.
The recommended budget amendment to the Marina Fund is as follows:
Sea Wall Rehabilitation Project:
PWM08:
Revenues Expenditures
State Earmark: $1,500,000
Site Improvement: 1,500,000
Total: 1,500,000 1,500,000
This item has no fiscal 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 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. Sea Wall Earmark Resolution.Step 2 (SW)_CAO Stamp
CONTACT
Melissa Tigbao, P.E., Public Works Director (707) 648-4085 [email protected]
Sidney Wilson, Administrative Analyst
[email protected]
Approved as to form:
By: for
Veronica Nebb, City Attorney
Resolution NO. XXX-XXXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO AMENDING THE BUDGET (MARINA FUND 415) TO ACCEPT AND AUTHORIZE
EXPENDITURE OF ONE MILLION FIVE HUNDRED THOUSAND DOLLARS FOR THE VALLEJO MARINA SEAWALL REHABILITATION PROJECT (PWM09) SOFT COSTS (STEP 2)
WHEREAS, the Vallejo Marina Seawall is an important public facility because it diverts sediment away from the marina to allow public usage to constituents; and WHEREAS, the Vallejo Marina Seawall has fallen into disrepair over many years causing Vallejo’s public marina to be compromised; and
WHEREAS, the Legislature and Governor of the State of California have approved a grant in the amount of $1,500,000 to rehabilitate the Vallejo Marina Seawall; and
WHEREAS, the California Natural Resources Agency has been delegated the responsibility for the administration of the grant project, setting up necessary procedures; and
WHEREAS, said procedures established by the California Natural Resources Agency require the City to certify by resolution the approval of a Project Information Package before submission of said package to the State; and WHEREAS, the Grantee will enter into an agreement with the State of California for the Vallejo Marina Seawall Rehabilitation Project; and WHEREAS, at the December 10, 2024 City Council meeting, the City Council approved the acceptance of a general fund allocation for local assistance in the amount of $1,500,000; certified that the City understood the assurances and certifications in the Project Information form for the Project; certified that the City will comply with section 1771.5 of the California Labor Code; certified that the Project will comply with any laws and regulations including, but not limited to the California Environmental Quality Act, legal requirements for building codes, health and safety codes, disabled access laws, environmental laws and will obtain all applicable licenses and permits; certified that the City has reviewed and understands the General Provisions contained within the sample Grant Agreement; and, received the notice of intent to amend the budget to accept the $1,500,000 in grant funds to address the soft costs for the marina sea wall and directed Staff to amend FY 2024-25 budget.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Vallejo that the City Council hereby amends Marina Fund 415 to recognize the receipt and expenditure of the grant funds in the amount of $1,500,000.
Adopted by the Council of the City of Vallejo at a meeting held on December 17, 2024 with the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_________________________________________
ROBERT H. MCCONNELL, MAYOR
ATTEST: _________________________________________
DAWN G. ABRAHAMSON, CITY CLERK
CONSENT CALENDAR 8.F.
DATE: December 17, 2024
TO: Mayor and Members of the City Council
FROM: Stephanie Sifuentes, Human Resources Director
SUBJECT: ADOPT A RESOLUTION APPROVING A SERVICES AGREEMENT WITH NEOGOV WITH A NOT TO EXCEED AMOUNT OF $487,129.25 AND AUTHORIZE THE CITY MANAGER
TO EXECUTE SAME ON BEHALF OF THE CITY
RECOMMENDATION
Adopt a Resolution approving the Services Agreement with NeoGov for a not-to-exceed amount of $487,129.25 for a HR Information System and Payroll component to benefit all City of Vallejo employees.
REASONS FOR RECOMMENDATION
The City of Vallejo has been using NeoGov for onboarding and recruitment services since 2019. It is the desire of City management to expand the software capabilities to include a HR Information System and Payroll component to provide a better overall experience and service to our employees.
BACKGROUND AND DISCUSSION
NeoGov is a premier software used by public agencies throughout the United States. The City of Vallejo has been using NeoGov since 2019. It is the desire of City management to increase efficiencies in various Human Resources processes to better serve our employees. Human Resources has identified that the City’s current Enterprise Resource Planning (ERP) system cannot support the functionality of a HR Information System (HRIS) and Payroll component. A HRIS will support our operational efficiency goals by automating how we manage employee information and reducing the errors of manual data entry. Replacing our current payroll software with a more efficient system will provide better service to our employees.
Key Features of NeoGov’s HRIS:
Core HR
• Salary Administration
• Approvals and Workflows
• Effective Dating
• EEO Reporting
• Employee Self-Service
Benefits
• Benefits Enrollment/Open Enrollment/Qualifying Life Event Changes • 834 Carrier Export
• Catchup Election Changes
Payroll & Payroll Services
Date: December 17, 2024
Subject: ADOPT A RESOLUTION APPROVING A SERVICES AGREEMENT WITH NEOGOV WITH A NOT TO EXCEED AMOUNT OF $487,129.25 AND AUTHORIZE THE CITY
MANAGER TO EXECUTE SAME ON BEHALF OF THE CITY
• General Ledger and Costing
• Vendor/Wage Order Payments
• Online Pay Stubs
• Employee Initiated Updates to Direct Deposit/Tax Elections • Federal, State, and Local Taxation Compliant
• Tax Filing and Payment
• Shift Differentials and Premiums
• W2s, 1094c/1095c (ACA Reporting) Data Extraction and/or Form Creation • Data Extracts
Time & Attendance
• Attendance/Time Off Tracking
• FMLA Tracking
• 9/80s, 4/10s, etc.
• FLSA Calculations
• Configurable and Exception-Based Timesheets
• Approval Workflows and Email Reminders
• Clocking and Geo-Fencing
• Job/Fund Costing
• Leave Calendar
• Bank Overtime Hours into Comp Time
FISCAL IMPACT
If the City Council approves tonight's recommendation, funding of this agreement in the amount of $487,129.25 for the period of January 1, 2025 through June 30, 2028, will come from the existing ERP Project budget (Project #FIN007).
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. CC Meeting 2024.12.17 - Resolution (Services Agreement) CAO STAMP
2. NEOGOV SERVICES AGREEMENT V09102024 clean w_Signature Block CAO STAMP
3. NEOGOV Order Form - HRIS - Vallejo, CA v111224-2
CONTACT
Stephanie Sifuentes, Human Resources Director, (707) 648-4852 [email protected]
Approved as to form:
By: for
Veronica Nebb, City Attorney
RESOLUTION NO. 24-
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF VALLEJO APPROVING A SERVICE AGREEMENT WITH
NEOGOV FOR A NOT-TO-EXCEED AMOUNT OF $487,129.25
AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE
AGREEMENT ON BEHALF OF THE CITY
WHEREAS, NeoGov is a premier software used by public agency human resources departments throughout the United States; and
WHEREAS, the City of Vallejo has been using NeoGov for its onboarding and recruitment services since 2019; and
WHEREAS, it is the desire for City management to increase efficiencies in various human resources processes to better serve our employees; and
WHEREAS, the current Enterprise Resource Planning (ERP) system cannot support the functionality of a HR Information System (HRIS) and Payroll component; and WHEREAS, a HRIS will support our operational efficiency goals by automating how we manage employee information with the Core HR, Benefits, Payroll & Payroll Services, and Time & Attendance modules it will reduce the errors of manual data entry, and by replacing our current payroll software with a more efficient system, will provide better service to our employees.
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Vallejo does hereby approve the Services Agreement with NeoGov in the amount of $487,129.25 and authorizes the City Manager to execute the Services Agreement on behalf of the City.
Adopted by the City Council of the City of Vallejo at a regular meeting held on , with the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ROBERT H. MCCONNELL, MAYOR
ATTEST:
DAWN G. ABRAHAMSON, CITY CLERK
1 SERVICES AGREEMENT
V091024
You agree that by placing an order through a NEOGOV standard ordering document such as an “Order Form”, “Service Order,” “Ordering Document,” “SOW” or other document mutually agreed by the parties detailing the services, pricing and subscription term (each, an “Order Form” for purposes of this Agreement ), you agree to follow and be bound by the terms and conditions set forth herein. “Governmentjobs.com”, “NEOGOV”, “we”, and “our” means Governmentjobs.com, Inc. (D/B/A/ NEOGOV), for and on behalf of itself and its subsidiaries PowerDMS, Inc., Cuehit, Inc., Ragnasoft LLC (D/B/A/ PlanIT Schedule), and Design PD, LLC (D/B/A Agency360) (collectively, “NEOGO V” and, where applicable, its other affiliates; “Customer”, “you”, “your” means the NEOGOV client, customer, and/or the subscriber identified in the Order Form). “Services Agreement” or the “Agreement” shall be used to collectively refer to this NEOGOV Services Agreement, documents incorporated herein including the applicable Order Form , each Addendum (as applicable) , and Special Conditions (if any). “Addendum” means each Addendum set forth either as an Exhibit hereto or otherwise made available at https://www.neogov.com/service-specifications (the “NEOGOV Site”) and, as applicable, made a part of this Agreement. “Special Conditions” means individually negotiated variations, amendments and/or additions to this Service Agreement of which are either drafted, or incorporated by reference, into the Order Form.
1. Provision of Services. Subject to the terms of this Agreement NEOGOV hereby agrees to provide Customer with access to its SaaS Applications and Professional Services (each defined below) included or ordered by Customer in the applicable Order Form (collectively referred to as the “Services”). In addition, to the extent NEOGOV provides Customer with access to additional NEOGOV software in order to access Customer Data (as defined below) or otherwise enhance product implementation or functionality, Customer’s use of such software will be deemed to be part of the Services and the terms and conditions of this Agreement shall apply. Customer hereby acknowledges and agrees that NEOGOV’s provision and performance of, and Customer’s access to, the Services is dependent and conditioned upon Customer’s full performance of its duties, obligations and responsibilities hereunder. This Agreeme nt entered into as of the earlier of: (i) date of your signature on an applicable Order Form; or (ii) use of the Services commences (the “Effective Date”). The Agreement supersedes any prior and contemporaneous discussions, agreements or representations and warranties.
2. SaaS Subscription.
a) Subscription Grant. “SaaS Applications” means each proprietary NEOGOV web-based software-as-a-service application that may be set forth on an Order Form and subsequently made available by NEOGOV to Customer, and associated components as described in any written service specifications made available to Customer by NEOGOV (the “Service Specifications”). Subject to and conditioned on Customer ’s and its Authorized Users’ compliance with the terms and conditions of this Agreement, NEOGOV hereby grants to Customer a limited, non-exclusive, non-transferable, and non- sublicensable right to (i) onboard, access and use, and to permit Authorized Users to onboard, access and use, the SaaS Applications specified in the Order Form solely for Customer’s internal, non -commercial purposes; (ii) generate, print, and download Customer Data as may result from any access to or use of the SaaS Applications; and (iii) train Authorized Users in uses of the SaaS Applications permitted hereunder (these rights shall collectively be referred to as the “SaaS Subscription”). “Authorized Users” means (1) Customer employees, agents, contractors, consultants (“Personnel”) who are authorized by Customer to access and use the Services under the rights granted to Customer pursuant to this Services Agreement and (2) for whom access to the Services has been purchased hereunder. You shall not exceed the usage limits (if any) as detailed in the user tier in the applicable Order Form. You may not access the SaaS Applications if you are a direct competitor of NEOGOV or its affiliates. In addition, you may not access the SaaS Applications for purposes of monitoring their availability, performance, or functionality, or for any other benchmarking or competitive purposes. You shall be responsible for each Authorized User’s access to and use of the SaaS Applications and compliance with applicable terms and conditions of this Agreement.
b) Subscription Term. Unless otherwise specified in an applicable Order Form, SaaS Subscriptions shall commence on the Effective Date and remain in effect for twelve (12) consecutive months, unless terminated earlier in accordance with this Agreement (the “Initial Term”). Thereafter, SaaS Subscriptions shall automatically renew fo r successive twelve (12) month terms (each a “Renewal Term” and together with the Initial Term, collectively, the “Term”) unless a party delivers to the other party, at least thirty (30) days prior to the expiration of the Initial Term or the applicable Renewal Term, written notice of such party’s intention to not renew the SaaS Subscriptions, or unless terminated earlier in accordance with this Agreement. The Term for the Services is a continuous and non -divisible commitment for the full duration regardless of any invoice schedule. The purchase of any Service is separate from any other order for any other Service.
Customer may purchase certain Services ind ependently of other Services. Your obligation to pay for any Service is not contingent on performance of any other Service or delivery of any other Service.
2 3. Customer Responsibilities.
a) Managing the Subscription . Customer may use the Service in a manner consistent with the terms of this Agreement.
Customer will provide NEOGOV all information needed to process the Order Form to activate the subscription and provision the Service to the Customer.
b) Managing Authorized Users. Customer is responsible for managing the Authorized Users on its account on the Service.
i) Invitations and Permissions. Customer is responsible for determining which persons to invite to join the Customer’s account on the Service and for all actions by Authorized Users on Customer’s account on the Service. Customer is solely in control of the individual permissions on the Customer’s account.
ii) Customer Obligations. Customer must: ( A) obtain any rights, permissions, or consents that are necessary for the Authorized User’s lawful use of Customer Data and the operation of the Service; ( B) ensure that the transfer and processing of Customer Data under the Agreement is lawful; and ( C) respond to and resolve any dispute with an Authorized User relating to or based on Customer Data, the Service, or Customer’s failure to fulfill its obligations under the Agreement or applicable law. Customer will not, and will ensure its Authorized Users do not (a) make any of the Services available to anyone other than Authorized Users or use any Services for the benefit of anyone other than Customer and its Authorized Users, unless otherwise agreed in writing by the part ies, (b) sell, resell, license, sublicense, distribute, make available, rent or lease any of the Services, or include any of the Services in a service bureau or outsourcing offering, unless otherwise agreed in writing by the parties, (c) use the Services to store or transmit infringing, libelous, or otherwise unlawful or tortious material, or to store or transmit material in violation of the privacy rights, publicity rights, copyright rights, or other rights of any person or entity, (d) use the Services to store or transmit code, files, scripts, agents or programs intended to do harm, including, for example, viruses, worms, time bombs and Trojan horses, (e ) interfere with or disrupt the integrity or performance of the Services (including, without limitation, activities such as security penetration tests, stress tests, and spamming activity), (f) attempt to gain unauthorized access to the Services or its related systems or networks, ( g) disassemble, reverse engineer, or decompile the Services, or modify, copy, or create derivative works based on the Services or any part, feature, function or user interface thereof, ( h) remove the copyright, trademark, or any other proprietary rights or notices included within NEOGOV Intellectual Property and on and in any docum entation or training materials, or (i) use the Services in a manner which violates the terms of this Agreement, any Order Form or any applicable laws.
4. Professional Services . “Professional Services” shall mean professional services purchased by Customer as detailed in an applicable Order Form or NEOGOV Scope of Work (SOW) describing the work to be performed, fees, and any applicable milestones, dependencies, and other technical specifications or related information. Professional Services include training, set-up, implementation, and best practices of and concerning the SaaS Applications . Professional Services are subject to the terms of the Professional Services Addendum made available on the NEOGOV Site and made a part hereof and may be subject to additional terms pursuant to an SOW and Service Specifications describing, if applicable, the work to be performed, fees, and any applicable milestones, dependencies, and other technical specifications or related information. Order Forms or SOWs must be signed by Customer before NEOGOV shall commence work. If Customer executes a separate SOW, this Agreement and documents incorporated herein (including but not limited to the Professional Services Addendum) shall control in the event of a conflict with the terms of the SOW.
5. Payment Terms.
a) Fees. Customer shall pay all Subscription, Onboarding and Set-Up fees (“Subscription Fees”) and Professional Service fees (“Professional Service Fees”, collectively the “Fees”) as set forth in an Order Form within thirty (30) days of the date of NEOGOV’s invoice. Fees shall be invoiced annually in advance and in a single invoice for each Term. Unless explicitly stated otherwise in an Order Form, all payments due under an Order Form are expressed in and shall be paid in U.S. dollars. Invoices shall be delivered to the stated “Bill To” party on the Order Form. Unless explicitly provided otherwise, once placed the Order Form is non-cancellable and sums paid nonrefundable. Any invoiced amount that is not received by NEOGOV when due as set forth in a n Order Form will be subject to a late payment fee of 1.5% per month or the maximum rate permitted by law, whichever is lower. If any amount owing by Customer is more than 30 days overdue, NEOGOV may, without limiting its other rights and remedies, suspend the Services until such amounts are paid in full. If Subscription Fees are based upon the Authorized User or employee count as may be specified in an Order Form, Customer shall owe NEOGOV supplemental Subscription Fees to the extent Customer exceeds the number of Authorized Users or employees set forth in the Order Form. Except as otherwise specifically stated in the Order Form, NEOGOV may change the charges for the Services with effect from the start of each Renewal Term by providing Customer with new pricing at least thirty (30) day notice prior to commencement of a Renewal Term. The new pricing shall be deemed to be effective if Customer (a) returns an executed Order Form to NEOGOV, (b) remits payment to NEOGOV of the fees set forth in the invoice referencing the new pricing, or (c) the Customer or any of its Authorized Users access or use the Services after the expiration of the previous Term.
3 b) Taxes. Customer will pay all taxes, duties and levies imposed by all federal, state, and local authorities (including, without limitation, export, sales, use, excise, and value -added taxes) based on the transactions or payments under this Agreement, except those taxes imposed or based on NEO GOV’s net income or those exempt by applicable state law.
Customer shall provide NEOGOV with a certificate or other evidence of such exemption with in ten (10) days after the Effective Date of this Agreement and thereafter upon NEOGOV’s request therefor.
c) Purchase Orders. Any reference to a purchase order in an Order Form or any associated invoice is solely for Customer's convenience in record keeping, and no such reference or any delivery of services to Customer following receipt of any purchase order shall be deemed an acknowledgement of or an agreement to any terms or conditions referenced or included in any such purchase order. If a purchase order is delivered by Customer in connection with the purchase of Services, none of the terms and conditions contained in such purchase order shall have any effect or modify or supersede the terms and conditions of this Agreement. NEOGOV’s failure to object to terms contained in any such purchase order shall not be a waiver of the terms set forth in this provision or in this Agreement.
6. Term and Termination.
a) Term. This Agreement shall commence on the Effective Date and shall remain in effect until all SaaS Subscriptions have expired and/or both parties have achieved full performance of Professional Services, unless it is terminated earlier in accordance with this Agreement.
b) Termination for Cause; Effect of Termination. Either Party may terminate this Agreement immediately if the other is in material breach of this Agreement and such breach is not cured within thirty (30) days following non -breaching party’s written specification of the breach. NEOGOV may suspend the Services or terminate this Agreement immediately in the event the Services or Customer’s use of the Services provided hereunder pose a security risk to the Services, NEOGOV or any third party, or become illegal or contrary to any applicable law, rule, regulation, or public policy. Upon expiration or any termination of this Agreement, Customer shall cease all use and refrain from all further use of the Services and other NEOGOV Intellectual Property. Additionally, Customer shall be obligated to pay, as of the effective date of such expiration or termination, all amounts due and unpaid to NEOGOV under this Agreement. Unless otherwise specified, following 90 days after expiration or termination of the Agreement NEOGOV may remove Customer Data from NEOGOV Services and without Customer consent or notice.
7. Audit Rights. Upon reasonable notice, NEOGOV or its agent shall have the right to audit Customer’s records relating to its compliance with this Agreement. Customer shall cooperate fully with this audit. If any audit conducted under this Section indicates that any amount due to NEOGOV was underpaid, Customer shall within three (3) business days pay to NEOGOV the amount due. All expenses associated with any such audit shall be paid by NEOGOV unless the audit reveals underpayment in excess of five percent (5%), in which case Customer shall pay such expenses as well as any amount due to NEOGOV.
8. Maintenance; Modifications; Support Services.
a) Maintenance, Updates, Upgrades . NEOGOV maintains NEOGOV’s hardware and software infrastructure for the Services and is responsible for maintaining the NEOGOV server operation and NEOGOV database security. NEOGOV may in its sole discretion, periodically modify, Update, and Upgrade the f eatures, components, and functionality of the Services during the Term. “Update” means any update, bug fix, patch or correction of the Services or underlying NEOGOV software that NEOGOV makes generally available to its customers of the same module, excluding Upgrades.
Updates are automatic and available upon Customer’s next login to the Services following an Update at no additional cost to Customer. “Upgrade” means any update of the Services or underlying NEOGOV software such as platform updates, and major product enhancements and/or new features that NEOGOV makes commercially available. NEOGOV shall have no obligation to provide Upgrades to customers and retains the right to offer Upgrades free of cost or on a per customer bas is at additional cost. NEOGOV shall have no liability for, or any obligations to, investments in, or modifications to Customer’s hardware, systems or other software which may be necessary to use or access the Services due to a modification, Update, or Upgrade of the Services.
b) Program Documentation; Training Materials . “Program Documentation” shall mean all user guides, training, and implementation material, and Service descriptions provided by NEOGOV to Customer in connection with the Services.
NEOGOV hereby grants to Customer a non -exclusive, non -sublicensable, non -transferable license to use, print, and distribute internally via non-public platforms, the Program Documentation during the Term solely for Customer's internal business purposes in connection with its use of the Services. Primary training of NEOGOV Services is conducted by self- review of online materials. NEOGOV’s pre-built, online training consists of a series of tutorials to introduce the standard features and functions (the “Training Materials”). The Training Materials may be used as reference material by Customer Personnel conducting day-to-day activities.
4 c) Implementation. For Services requiring implementation, NEOGOV implementation supplements the Training Materials and is conducted off-site unless otherwise agreed in the Order Form. For an additional fee as detailed on an applicable Order Form, NEOGOV personnel will provide consultation on best practices for setting up the Services, answer Customer questions during the implementation period, and use commercially reasonable efforts to ensure Authorized User Admins grasp the system. The length of the implemen tation time is dependent on the type of Service and the Customer’s responsiveness. NEOGOV is not responsible or liable for any delay or failure to perform implementation caused in whole or in part by Customer's delay in performing it s obligations hereunder and, in the event of any such delay, NEOGOV may, in its sole discretion, extend all performance dates as NEOGOV deems reasonably necessary.
d) Support. Phone support for the Services is available to Customer Monday through Friday, excluding NEOGOV holidays.
Customer may submit a request for online support for the Services 24 hours a day, seven days a week, and the NEOGOV support desk will acknowledge receipt of the request within a reasonable time. The length of time for a resolution of any problem is dependent on the type of case.
e) Limitations. Unless otherwise specified in the Order Form, this Agreement does not obligate NEOGOV to render any maintenance or support services that are not expressly provided herein, including, but not limited to data uploads, manual data entry, migration services, data conversion, refinement, purification, re formatting, SQL dump, or process consultation.
9. NEOGOV Intellectual Property Rights.
a) NEOGOV shall exclusively own all right, title and interest in and to all pre -existing and future intellectual property developed or delivered by NEOGOV including all Services, products, systems, software (including any source code or object code) or Service Specifications related thereto, Updates or Upgrades, trademarks, service marks, logos and other distinctive brand features of NEOGOV and all proprietary rights embodied therein (collectively, the “NEOGOV Intellectual Property”). This Agreement does not c onvey or transfer title or ownership of the NEOGOV Intellectual Property to Customer or any of its users. All rights not expressly granted herein are reserved by NEOGOV. Other than recommendation use or as required by law, all use of NEOGOV trademarks must be pre-approved by NEOGOV prior to use. Trademarks shall include any word, name, symbol, color, designation or device, or any combination thereof that functions as a source identifier, including any trademark, trade dress, service mark, trad e name, logo, design mark, or domain name, whether or not registered.
b) Customer may, but is not obligated to, provide NEOGOV with suggestions, ideas, enhancement requests, or other feedback (“Feedback”). If Customer provides any such Feedback to NEOGOV, Customer hereby grants NEOGOV a nonexclusive, perpetual, irrevocable, royalty -free license to use all Feedback for any purpose. Feedback is provided to NEOGOV on an “as-is” basis without warranties of any kind.
10. Data Processing and Privacy.
a) Customer Data. “Customer Data” shall mean all data that is owned or developed by Customer, whether provided to NEOGOV by Customer or provided by a third party to NEOGOV in connection with NEOGOV’s provision of Services to Customer, including Personnel data collected, loaded into, or located in Customer data files maintained by NEOGOV.
NEOGOV Intellectual Property, including but not limited to the Services and all derivative works thereof, NEOGOV Confidential Information, and Platform Data do not fall within the meaning of the term “Customer Data”. Customer exclusively owns all right, title, and interest in and to all Customer Data. Customer grants NEOGOV a license to host, use, process, display, create non -personal derivative works of, and transmit Customer Data to provide the Services.
NEOGOV reserves the right to delete or disable Customer Data stored, transmitted or published by Customer using the Services upon receipt of a bona fide notification that such content infringes upon the intellectual property rights of others, or if NEOGOV otherwise reasonably believes any such content is in violation of this Agreement.
b) Platform Data. “Platform Data” shall mean any anonymized data reflecting the access to or use of the Services by or on behalf of Customer or any user, including statistical or other analysis and performance information related to the provision and operation of the Services including any end user visit, session, impression, clickthrough or click stream data, as well as log, device, transaction data , or other analysis, information, or data based on or derived from any of the foregoing.
NEOGOV shall exclusively own all right, title and interest in and to all Platform Data. Customer acknowledges NEOGOV may compile Platform Data based on Customer Data input into the Services. Customer agrees that NEOGOV may use Platform Data to the extent and in the manner permitted under applicable law. Such anonymized data neither identifies Customer or its users, nor can Customer or any its users can be derived from such data.
5 c) Data Processing Agreement. The parties agree that the terms of the NEOGOV Data Processing Addendum (“DPA”) made available on the NEOGOV Site is hereby incorporated herein by reference and made part of this Agreement and governs NEOGOV's processing of Personal Data.
d) Data Responsibilities.
i) NEOGOV will maintain commercially reasonable administrative, physical, and technical safeguards for protection of the security, confidentiality and integrity of the Customer Data. Those safeguards will include, but will not be limited to, measures for preventing access, use, modification or disclosure of Customer Data by NEOGOV personnel except (a) to provide the Services and prevent or address service or technical problems, (b) as compelled by applicable law, or (c) as Customer expressly permits in writing. Customer acknowledges and agrees that it is commercially reasonable for NEOGOV to rely upon the security processes and measures utilized by NEOGOV’s cloud infrastructure providers.
ii) Customer is solely responsible for the development, content, operation, maintenance, and use of Customer Data , including but not limited to compliance with applicable laws . NEOGOV will have no responsibility or liability for the accuracy of the Customer Data prior to receipt of such data into the Services. Without limiting the foregoing, Customer shall be solely responsible for and shall comply with all applicable laws and regulations relating to (a) the accuracy and completeness of all information input, submitted, or uploaded to the Services, (b) the privacy of users of the Services, including, without limitation, providing appropriate notices to and obtaining appropriate consents from any individuals to whom Customer Data relates; and (c) the collection, use, modification, alteration, extraction, retention, copying, external storage, disclosure, transfer, dispos al, and other processing of any Customer Data.
NEOGOV is not responsible for lost data caused by the action or inaction of Customer or Authorized Users. Unless otherwise mutually agreed in writing, Customer shall not maintain any financial, health, payment card, or similarly sensitive data that imposes specific data security or data protection obligations within the Services. Customer shall provide and institute all appropriate tools and procedures required to ensure the security of its own information system and, more specifically, to prevent, detect and destroy the occurrence of any viruses.
e) Breach Notice. NEOGOV will notify Customer of unauthorized access to, or unauthorized use, loss or disclosure of Customer Data within its custody and control (a “Security Breach”) within 72 hours of NEOGOV’s confirmation of the nature and extent of the same or when required by applicable law, whichever is earlier. Each party will reasonably cooperate with the other with respect to the investigation and resolution of any Security Breach. If applicable law or Customer’s policies require notification of its A uthorized Users or others of the Security Breach, Customer shall be responsible for such notification.
f) Data Export, Retention and Destruction . Customer may export or delete Customer Data from the Services at any time during a Subscription Term, using the existing features and functionality of the Services. Customer is solely responsible for its data retention obligations with respect to Customer Data. If and to the extent Customer cannot export or delete Customer Data stored on NEOGOV ’s systems using the then existing features and functionality of the Services, NEOGOV will, upon Customer's written request, m ake the Customer Data available for export by Customer or destroy the Customer Data. If Customer requires the Customer Data to be exported in a different format than provided by NEOGOV, such additional services will be subject to a separate agreement on a time and materials basis. Except as otherwise required by applicable law, NEOGOV will have no obligation to maintain or provide any Customer Data more than ninety (90) days after the expiration or termination of this Agreement. Customer acknowledges that it is solely responsible for determining any retention requirements with respect to the Customer Data as required by applicable law and NEOGOV disclaims all liability in connection with such determination. In addition, to the extent Customer requests that NEOGOV retain Customer Data beyond the expiration of the retention period required by applicable law, rule or regulation, NEOGOV disclaims all liability in in connection with retaining such Customer Data including but not limited to any claims related to loss or destruction of such Customer Data.
11. Third Party Services. The Services may permit Customer and its Authorized Users to access services or content provided by third parties through the Services (“Third Party Services”). Customer agrees that NEOGOV is not the original source and shall not be liable for any inaccuracies contained in any content provided in any of the Third Party Services. NEOGOV makes no representations, warranties or guarantees with respect to the Third Party Services or any content contained therein. NEOGOV may discontinue access to any Third Party Services through the Services if the relevant agreement with the applicable third party no longer permits NEOGOV to provide such access. If loss of access to any Third Party Services (to which Customer has a subscription under this Agreement) occurs during a Subscription Term, NEOGOV will refund to Customer any prepaid fees for such Third Party Services covering the remainder of the Subscription Term.
12. Nondisclosure.
6 a) Definition of Confidential Information . “Confidential Information” means all information disclosed by a party (“Disclosing Party”) to the other party (“Receiving Party”), whether orally or in writing, that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. Customer's Confidential Information includes its Customer Data. NEOGOV Confidential Information includes the NEOGOV Intellectual Property and th e Services. The Confidential Information of each party includes the terms and conditions of this Agreement and all Order Forms (including pricing), as well as business and marketing plans, technology and technical information, product plans and designs, an d business processes disclosed by such party.
However, Confidential Information does not include any information that (a) is or becomes generally known to the public without breach of any obligation owed to the Disclosing Party, (b) was known to the Receiving Party prior to its disclosure by the Disclosing Party without breach of any obligation owed to the Disclosing Party, (c) is received from a third party without breach of any obligation owed to the Disclosing Party, or (d) was independently developed by the Receiving Party.
b) Obligations. The Receiving Party will : (i) use the same degree of care it uses to protect the confidentiality of its own confidential information of like kind (but not less than reasonable care); (ii) not use any Confidential Information of the Disclosing Party for any purpose outside the scope of this Agreement and (ii i) except as otherwise authorized by the Disclosing Party in writing, limit access to Confidential Information of the Disclosing Party to those of its employees and contractors who need access for purposes consistent with this Agreem ent and who have signed confidentiality agreements with the Receiving Party containing protections not less protective of the Confidential Information than those herein.
c) Exceptions. The Receiving Party may disclose Confidential Information of the Disclosing Party to the extent compelled by law to do so, provided the Receiving Party gives the Disclosing Party prior notice of the compelled disclosure (to the extent legally permitted) and reasonable assistance, at the Disclosing Party's cost, if the Disclosing Party wishes to contest the disclosure.
d) Equitable Relief. The parties recognize and agree there may be no adequate remedy at law for breach of the provisions of the confidentiality obligations set forth in this Section 12, that such a breach may irreparably harm the Disclosing Party and the Disclosing Party is entitled to seek equitable relief (including, without limitation, an injunction) with respect to any such breach or potential breach in addition to any other remedies available to it at law or in equity.
13. Representations, Warranties, and Disclaimers.
a) Mutual Representations. Each party represents and warrants to the other party that (i) it has full power and authority under all relevant laws and regulations and is duly authorized to enter into this Agreement; and (ii) to its knowledge, the execution, delivery and performance of this Agreement by such party does not conflict with any agreement, instrument or understanding, oral or written, to which it is a party or by which it may be bound, nor violate any law or regulation of any court, governmental body or administrative or other agency having jurisdiction over it.
b) Additional Customer Representations and Warranties. Customer hereby represents and warrants to NEOGOV that: (1) Customer and Authorized Users have all necessary rights and authority to upload Customer Data to the Service without violating any third party’s proprietary or privacy rights, including intellectual property rights; (2) Customer Data does not contain any viruses, worms, Trojan horses, or other harmful or destructive code or content; and (3) Customer will use the Service in compliance with all laws, rules, regulations, and this Agreement.
c) Service Performance Warranty. NEOGOV warrants that it provides the Services using a commercially reasonable level of care and skill and in a professional manner in accordance with generally recognized industry standards for similar services.
d) No Other Warranty. EXCEPT FOR THE EXPRESS WARRANTIES SET FORTH IN THIS WARRANTY SECTION, THE SERVICES AND ANY OTHER INFORMATION ARE PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS, AND CUSTOMER’S USE OF THE SERVICES IS AT ITS OWN RISK. NEOGOV DOES NOT MAKE, AND
HEREBY DISCLAIMS, ANY AND ALL OTHER EXPRESS AND/OR IMPLIED WARRANTIES, INCLUDING,
BUT NOT LIMITED TO, WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE,
NONINFRINGEMENT AND TITLE, AND ANY WARRANTIES ARISING FROM A COURSE OF DEALING, USAGE, OR TRADE PRACTICE. NEOGOV DOES NOT WARRANT THAT THE SERVICES WILL BE
UNINTERRUPTED, ERROR -FREE, OR COMPLETELY SECURE, OR THAT ANY ERROR WILL BE CORRECTED.
e) Disclaimer of Actions Caused by and/or Under the Control of Third Parties . NEOGOV DOES NOT AND CANNOT
CONTROL THE FLOW OF DATA TO OR FROM THE NEOGOV SYSTEM AND OTHER PORTIONS OF THE
7 INTERNET. SUCH FLOW DEPENDS IN LARGE PART ON THE PERFORMANCE OF INTERNET SERVICES PROVIDED OR CONTROLLED BY THIRD PARTIES. AT TIMES, ACTIONS OR INACTIONS OF SUCH THIRD PARTIES CAN IMPAIR OR DISRUPT CUSTOMER’S CONNECTIONS TO THE INTERNET (OR PORTIONS THEREOF). ALTHOUGH NEOGOV WILL USE COMMERCIALLY REASONABLE EFFORTS TO TAKE ALL
ACTIONS IT DEEMS APPROPRIATE TO REMEDY AND AVOID SUCH EVENTS, NEOGOV CANNOT GUARANTEE THAT SUCH EVENTS WILL NOT OCCUR. ACCORDINGLY, NEOGOV DISCLAIMS ANY AND
ALL LIABILITY RESULTING FROM OR RELATED TO SUCH EVENTS OR WITH RESPECT TO ANY THIRD PARTY SERVICES.
f) No Medical Advice. Through certain Services, NEOGOV may make certain telehealth related information available to Customer and/or facilitate user access to telemedicine, expert medical services, and/or emergency medical services.
NEOGOV is independent from healthcare providers who provide telemedicine services and is not responsible for such healthcare providers’ acts, omissions or for any content or communications made by them. The Services do not provide medical advice and do not create a healthcare provider/patient relationship between Customer and NEOGOV or otherwise. Any Services, or content accessed from the Services, are for informational purposes only and do not constitute medical advice. Customer should seek professional medical advice, diagnosis, and/or treatment for any and all medical conditions, whether as a result of using Services or otherwise. NEOGOV IS NOT RESPONSIBLE OR LIABLE FOR
ANY ADVICE, COURSE OF TREATMENT, DIAGNOSIS OR ANY OTHER TREATMENT OR INFORMATION THAT CUSTOMER OR ITS USERS MAY OBTAIN THROUGH THE USE OF THE SERVICES.
14. Indemnification.
a) Customer Indemnity. To the extent permitted by applicable law, Customer will defend and indemnify NEOGOV from and against any claim, demand, suit or proceeding made or brought against NEOGOV ( i) by a third party alleging that any Customer Data infringes or misappropriates such third party's intellectual property rights, ( ii) in connection with Customer’s violation of any applicable laws, or (iii) any claim or allegation by any third party resulting from or related to Customer’s or any of its Authorized User’s breach of Section 3 of this Agreement.
b) NEOGOV Indemnity. Subject to subsections 14(b)(i) through 14(b)(iii) and 14(c) of this Section, if a third party makes a claim against Customer that any NEOGOV intellectual property furnished by NEOGOV and used by Customer infringes a third party’s intellectual property rights, NEOGOV will defend the Customer against the claim and indemnify the Customer from the damages and liabilities awarded by the court to the third -party claiming infringement or the settlement agreed to by NEOGOV.
i) Alternative Resolution. If NEOGOV believes or it is determined that any of the Services may have violated a third party’s intellectual property rights, NEOGOV may choose to either modify the Services to be non -infringing or obtain a license to allow for continued use. If these alternatives are not commercially reasonable, NEOGOV may end the subscription or license for the Services and refund a pro-rata portion of any fees covering the whole months that would have remained, absent such early termination, following the effective date of such early termination.
ii) No Duty to Indemnify . NEOGOV will not indemnify Customer if Customer alters the Service or Service Specifications, or uses it outside the scope of use or if Customer uses a version of the Service or Service Specifications which has been superseded, if the infringement claim could have been avoided by using an unaltered current version of the Services or Service Specifications which was provided to Customer, or if the Customer continues to use the infringing material after the subscription expires. NEOGOV wi ll not indemnify the Customer to the extent that an infringement claim is based upon any information, design, specification, instruction, software, data, or material not furnished by NEOGOV. NEOGOV will not indemnify Customer for any portion of an infringement claim that is based upon the combination of Service or Service Specifications with any products or services not provided by NEOGOV. NEOGOV will not indemnify Customer for infringement caused by Customer’s actions against any third party if the Services as delivered to Customer and used in accordance with the terms of the Agreement would not otherwise infringe any third-party intellectual property rights.
iii) Exclusive Remedy. This Section provides the exclusive remedy for any intellectual property infringement claims or damages against NEOGOV.
c) Indemnification Procedures. In order to receive the indemnities described hereunder, the indemnified party must: (i) promptly notify the indemnifying party, in writing, of any claim; (ii) cooperate reasonably with indemnifying party, at the indemnifying party’s expense, in the defe nse and/or settlement thereof; and (iii) allow the indemnifying party to control the defense and/or settlement thereof except that the indemnifying party may not, without the indemnified party’s prior written consent, enter into any settlement that does not unconditionally release the indemnified party from liability.
The indemnified party shall have the right to participate in any defense of a claim and/or to be represented by counsel of
8 its own choosing at its own expense, provided that ultimate control of such defense shall remain solely with the indemnifying party.
15. Limitations of Liability.
a) EXCLUSION OF DAMAGES . TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO
EVENT WILL EITHER PARTY BE LIABLE UNDER OR IN CONNECTION WITH THIS AGREEMENT OR ITS
SUBJECT MATTER UNDER ANY LEGAL OR EQUITABLE THEORY, INCLUDING BREACH OF CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, AND OTHERWISE, INCLUDING FOR ANY: (a) LOSS OF PRODUCTION, USE, BUSINESS, REVENUE, OR PROFIT OR DIMINUTION IN VALUE; (b) IMPAIRMENT, INABILITY TO USE OR LOSS, INTERRUPTION OR DELAY OF THE SERVICES; (c) LOSS, DAMAGE, CORRUPTION OR RECOVERY OF DATA, OR BREACH OF DATA OR SYSTEM SECURITY; (d) COST OF REPLACEMENT GOODS OR SERVICES; (e) LOSS OF GOODWILL, LOSS OF BUSINESS OPPORTUNITY OR PROFIT, OR LOSS OF REPUTATION; OR (f) CONSEQUENTIAL, INCIDENTAL, INDIRECT, EXEMPLARY,
SPECIAL, ENHANCED, OR PUNITI VE DAMAGES, REGARDLESS OF WHETHER SUCH PERSONS WERE
ADVISED OF THE POSSIBILITY OF SUCH LOSSES OR DAMAGES OR SUCH LOSSES OR DAMAGES WERE
OTHERWISE FORESEEABLE, AND NOTWITHSTANDING THE FAILURE OF ANY AGREED OR OTHER REMEDY OF ITS ESSENTIAL PURPOSE.
b) CAP ON MONETARY LIABILITY. EXCEPT FOR DAMAGES ARISING OUT OF LIABILITY WHICH CANNOT BE LAWFULLY EXCLUDED OR LIMITED, OR CUSTOMER’S OBLIGATIONS TO MAKE PAYMENT UNDER
THIS AGREEMENT, THE TOTAL AGGREGATE LIABILITY OF EITHER PARTY FOR ANY AND ALL CLAIMS
AGAINST THE OTHER PARTY UNDER THIS AGREEMENT, WHETHER ARISING UNDER OR RELATED TO
BREACH OF CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, OR ANY OTHER LEGAL
OR EQUITABLE THEORY, SHALL NOT EXCEED T HE AMOUNT OF ALL PAYMENTS ACTUALLY RECEIVED BY NEOGOV FROM CUSTOMER IN CONNECTION WITH THIS AGREEMENT IN THE 12 MONTH PERIOD PRECEDING THE DATE OF THE FIRST EVENT INITIALLY GIVING RISE TO SUCH LIABILITY. THE EXISTENCE OF ONE OR MORE CLAIMS WILL NOT ENLARGE THE LIMIT.
16. Reimbursement of Costs in Third Party Litigation. With respect to any litigation or other court proceeding involving Customer and a third party, if any subpoena or other legally binding request related to such litigation or court proceeding is served to NEOGOV requesting copies of documents maintained by NEOGOV or otherwise requesting NEOGOV to appear as a witness in any capacity or provide testimony with respect to Customer’s documentation, Customer shall reimburse NEOGOV for its out-of-pocket costs associated with compliance with such request , including but not limited to NEOGOV’s reasonable attorneys’ fees.
17. EOL Products. NEOGOV may, in its discretion, at certain times elect to discontinue development, distribution and/or support of any Service or any elements or versions of any Service, and thereby designate such Service or elements or versions as end of life (“EOL”). In the event that NEOGOV elects to announce EOL for any Service, NEOGOV will provide six (6) months prior notice. Customer will have a period of six (6) months after receipt of such notice to upgrade to the last commercially available (non-EOL) version of the Service, if applicable, or otherwise following the expiration of such six (6) month period, the Service shall be deemed terminated without penalty and a pro rata refund shall be provided to Customer for the remaining term of the Service . During the 6-month notice period , Customer may continue exercising all of the rights set forth in this Agreement with respect to such EOL Service.
18. Text Message Communications . NEOGOV may offer Personnel the opportunity to receive text messages regarding job application or hiring process reminders, applicant status updates, or other human resource related notices. Since these text message services depend on the functionality of third-party providers, there may be technical delays on the part of those providers. NEOGOV may make commercially reasonable efforts to provide alerts in a timely manner with accurate information, but cannot guarantee the delivery, timeliness, or accuracy of the content of any alert. NEOGOV shall not be liable for any delays, failure to deliver, or misdirected delivery of any alert; for any errors in the content of an alert; or for any actions taken or not taken by you or any thi rd party in reliance on an alert. NEOGOV cannot vouch for the technical capabilities of any third parties to receive such text messages. To the extent you utilize text messaging features, NEOGOV shall not be responsible for your use of such features, and you shall indemnify NEOGOV with respect to any damages resulting from your use including but not limited any violations of applicable law. NEOGOV MAKES NO WARRANTIES OR REPRESENTATIONS OF ANY KIND, EXPRESS, STATUTORY, OR IMPLIED AS TO: ( a) THE AVAILABILITY OF TELECOMMUNICATION SERVICES; ( b) ANY LOSS, DAMAGE, OR OTHER SECURITY INTRUSION OF THE TELECOMMUNICATION SERVICES; AND ( c) ANY DISCLOSURE OF INFORMATION TO THIRD PARTIES OR FAILURE TO TRANSMIT ANY DATA, COMMUNICATIONS, OR SETTINGS CONNECTED WITH THE SERVICES.
9 19. Publicity. Unless otherwise provided in the applicable Order Form, NEOGOV may identify Customer as one of its customers and use Customer’s logo for such purposes, subject to any trademark usage requirements specified by Customer.
20. Force Majeure. Except for Customer’s payment obligations to NEOGOV, neither party shall be liable for any damages, costs, expenses or other consequences incurred by the other party or by any other person or entity for any act, circumstance, event, impediment or occurrence beyond such party’s reasonable control, including, without limitation: (a) acts of God; (b) changes in or in the interpretation of any law, rule, regulation or ordinance; (c) strikes, lockouts or other labor problems; (d) transportation delays; (e) unavailability of supplies or materials; (f) fire or explosion; (g) riot, pandemic, military action or usurped power; (h) actions or failures to act on the part of a governmental authority ; (i) internet service interruptions or slowdowns, vandalism or cyber-attacks, or (j) any other cause beyond the reasonable control of such party.
21. Independent Contractor; No Third Party Beneficiary; Fulfillment Partners. The relationship of the parties shall be deemed to be that of an independent contractor and nothing contained herein shall be deemed to constitute a partnership between or a joint venture by the parties hereto or constitute either party the employee or a gent of the other. Customer acknowledges that nothing in this Agreement gives Customer the right to bind or commit NEOGOV to any agreements with any third parties.
This Agreement is not for the benefit of any third party and shall not be deemed to give any right or remedy to any such party whether referred to herein or not. NEOGOV may designate any third -party affiliate, or other agent or subcontractor (each a “Fulfillment Partner”), without notice to, or the consent of, Customer, to perform such tasks and functions to complete any Services.
22. Entire Agreement; Amendment ; Addendum . This Services Agreement , the Exhibits hereto, each Addendum (as may be applicable pursuant to the terms therein ) and documents incorporated herein, the applicable Order Form , and Special Conditions (if any) constitute the entire agreement between the parties with respect to the subject matter hereof and supersede all prior or contemporaneous oral and written statements of any kind whatsoever made by the parties with respect to such subject matter. It is exp ressly agreed that the terms of this Agreement and any NEOGOV Order Form shall supersede the terms in any non-NEOGOV purchase order or other ordering document. Notwithstanding the foregoing, any conflict of terms shall be resolved by giving priority in accordance with the following order: 1) Special Conditions (if any), 2) NEOGOV Order Form, 3) the NEOGOV Services Agreement , and 4) incorporated documents (including the Exhibits and each applicable Addendum). This Agreement supersedes the terms and conditions of any clickthrough agreement associated with the Services.
This Agreement may not be modified or amended (and no rights hereunder may be waived) except through a written instrument signed by the part ies to be bound. If you are subscribing for the HRIS or PowerEngage Platform, you hereby specifically agree to the terms of the applicable Addendum set forth on the NEOGOV Site. In addition, certain Services may disclose the use of artificial intelligence, in which case, Customer hereby agrees to the terms of the AI Addendum set forth on the NEOGOV Site.
23. General.
a) Governing Law and Venue. This Agreement shall be governed by and construed in accordance with the laws of the state of California, without giving effect to conflict of law rules. Any legal action or proceeding relating to this Agreement shall be instituted only in any state or federal court in Los Angeles, California.
b) Severability. If any provision of this Agreement is held to be illegal or unenforceable, such provision shall be limited or eliminated to the minimum extent necessary so that the remainder of this Agreement will continue in full force and effect.
Provisions that survive termination or expiration are those relating to , without limitation, accrued rights to payment, acknowledgements and reservations of proprietary rights, confidentiality obligations, warranty disclaimers, and limitations of liability, and others which by their nature are intended to survive.
c) Notices. All notices or other communications required or permitted hereunder shall be in writing and shall be deemed to have been duly given either when personally delivered, one (1) business day following delivery by recognized overnight courier or electronic mail, or three (3) business days following deposit in the U.S. mail, registered or certified, postage prepaid, return receipt requested. All such communications shall be sent to (i) Customer at the address set forth in the Order Form and (ii) NEOGOV at the address specified in the applicable Order Form.
d) Waiver. The waiver, express or implied, by either party of any breach of this Agreement by the other party will not waive any subsequent breach by such party of the same or a different kind. This Agreement may be executed in two or more counterparts, each of which will be deemed an original, but all of which taken together shall constitute one and the same instrument.
e) Electronic Delivery. Delivery of a copy of this Agreement or an Order Form bearing an original signature by electronic mail or by any other electronic means will have the same effect as physical delivery of the paper document bearing the original signature.
10 f) Assignment. Customer may not assign this Agreement without the express written approval of NEOGOV Any attempt at assignment in violation of this Section shall be null and void.
g) Construction. The parties intend this Agreement to be construed without regard to any presumption or rule requiring construction or interpretation against the party drafting an instrument or causing any instrument to be drafted. The exhibits, addendum, schedules, attachments, and appendices referred to herein are an integral part of this Agreement to the same extent as if they were set forth verbatim herein.
h) Subcontractors. For purposes of this Agreement, including any subsequent documentation requested by Customer pursuant to this Agreement, the term "subcontractors" shall exclude subcontractors (i) who perform routine software development and maintenance services which are not specific to the Customer, (ii) subcontractors who will not have any access to Customer Data, and (iii) subcontractors who have access to Customer Data solely within NEOGOV's or Customer's systems.,
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by their respective duly authorized officers as of the date set forth below, and consent to the Agreement.
Customer GovermentJobs.com, Inc. (D/B/A/ NEOGOV), on behalf of itself and its subsidiaries PowerDMS, Inc., Cuehit, Inc., Ragnasoft LLC (D/B/A/ PlanIT Schedule), and Design PD,
LLC (D/B/A Agency360)
Entity Name:
Signature:
Signature:
Print Name:
Print Name:
Date:
Date:
11 Exhibit A
Government Customer Addendum
If Customer is a Government Customer, the following Government Customer Addendum (“ Government Addendum”) forms part of the Services Agreement, and in the case of any conflict or inconsistency between the terms and provisions of this Addendum and any other provision of the Services Agreement, the terms of this Government Addendum shall control. For purposes hereof, a “Government Customer” means a Customer which is a (a) U.S. Federal agency, (b) state government, agency, department, or political subdivision (including a city, county or municipal corporation), or (c) instrumentality of any of the foregoing (including a municipal hospital or municipal hospital district, police or fire department, public library, park district, state college or university, Indian tribal economic development organization, or port authority).
1. Applicability. The provisions of this Addendum shall apply only if Customer is a Government Customer under the Services Agreement.
2. Termination for Non -Appropriation of Funds on Multi -Year Deals . Customer represents that it has received sufficient appropriation of funds by the applicable legislature (or other appropriate governmental body) (“Governmental Appropriation”) for the first year of the term of any Order Form executed by Customer (the “ First Year” and all such years following the First Year which are included in the term of an Order Form, the “Future Years” ). If Customer is subject to federal, state or local law which makes Cu stomer’s financial obligations under this Services Agreement contingent upon Governmental Appropriation, and if such funds are not forthcoming or are insufficient due to failure of such Governmental Appropriation, then Customer will have the right to terminate the then remaining portion of any Future Years under the Services Agreement at no additional cost and with no penalty by giving prior written notice documenting the lack of funding. Customer will provide at least thirty (30) days advance written notic e of such termination. Customer will use reasonable efforts to ensure appropriated funds are available. It is expressly agreed that Customer shall not activate this non-appropriation provision for its convenience or to circumvent the requirements of this Agreement, but only as an emergency fiscal measure during a substantial fiscal crisis, which affects gene rally its fiscal operations. If Customer terminates the Services Agreement under this Section 2, Customer agrees not to replace the Services with funct ionally similar products or services for a period of one year after the termination of the Services Agreement.
3. Indemnification. If Customer is prohibited by federal, state or local law from agreeing to hold harmless or indemnify third parties, Section 14(a) and the indemnification provision included in Section 18 of the Services Agreement shall not apply to Customer, to the extent disallowed by applicable law.
4. Open Records. If the Customer is subject to federal or state public records laws, including laws styled as open records, freedom of information, or sunshine laws (“Open Records Laws”) the confidentiality requirements of Section 12 of the Services Agreement apply only to the extent permitted by Open Records Laws applicable to the Customer. This Section is not intended to be a waiver of any of the provisions of the applicable Open Records Laws, including, without limitation, the requirement for the Customer t o provide notice and opportunity for NEOGOV to assert an exception to disclosure requirements in accordance with the applicable Open Records laws.
5. Cooperative Purchasing. As permitted by law, it is understood and agreed by Customer and NEOGOV that any (i) federal, state, local, tribal, or other municipal government (including all administrative agencies, departments, and offices thereof); (ii) any business enterprise in whi ch a federal, state, local, tribal or other municipal entity has a full, majority, or other controlling interest; and/or (iii) any public school (including without limitation K -12 schools, colleges, universities, and vocational schools) (collectively referred to as the “New Entity”) may purchase the Services specified herein in accordance with the terms and conditions of this Agreement. It is also understood and agreed that each New Entity will establish its own contract with NEOGOV, be invoiced therefrom and make its own payments to NEOGOV in accordance with the terms of the contract established between the New Entity and NEOGOV. With respect to any purchases by a New Entity pursuant to this Section, Customer: (i) shall not be cons trued as a dealer, re -marketer, representative, partner or agent of any type of NEOGOV, or such New Entity; (ii) shall not be obligated, liable or responsible for any order made by New Entities or any employee thereof under the agreement or for any payment required to be made with respect to such order; and (iii) shall not be obliged, liable or responsible for any failure by any New Entity to comply with procedures or requirements of applicable law or to obtain the due authorization and approval necessary t o purchase under the agreement. Termination of this Agreement shall in no way limit NEOGOV from soliciting, entering into, or continuing a contractual relationship with any New Entity. Any New Entity who purchases Services under this Section hereby represents that is has the authority to use this Services Agreement for the purchase and that the use of the Services Agreement for the purchase is not prohibited by law or procurement regulations applicable to the New Entity.
12 Exhibit B
Integration Terms Addendum
NEOGOV offers integrations and platform APIs for integrations to third party systems (“Integration Services”). Customer may use only those Integration Services purchased or subscribed to as listed within the NEOGOV Order Form. The following terms (the “Integration Terms Addendum”) shall apply to the extent that Customer utilizes a system integration between the Services and either: (a) an affiliated integrated service, including those found at https://api.neogov.com/connect/marketplace.html (“Affiliated API”) or to the extent that Customer utilizes a system integration between the Services and an unaffiliated third-party service (“Customer Application”) integrated using NEOGOV’s open API (“Open API”). Integration Services are not available for HRIS Services and this Exhibit B shall not apply to HRIS Services.
1. Provision of Integrations. Subject to and conditioned on compliance with all terms and conditions set forth in this Agreement, NEOGOV hereby grants Customer a limited, revocable, non-exclusive, non-transferable, non-sublicensable license during the applicable Term to use and/or access the Affiliated API as described in this Agreement, or the Open API for communication between Customer’s human resource related third application(s) that will interoperate with NEOGOV Services (collectively these uses shall be referred to as the “API” or “Integration”). Customer acknowledges there are no implied licenses granted under this Agreement. NEOGOV reserves all rights that are not expressly granted.
Customer may not use the API for any other purpose without our prior written consent. Customer may not share the API with any third party, must keep the API and all log-in information secure, and must use the API key as Customer sole means of accessing the API.
2. Integration Intellectual Property. All right, title, and interest in the API and any and all information, data, documents, materials, inventions, technologies, know-how, descriptions, requirements, plans, reports, works, intellectual property, software, hardware, systems, methods, processes, and inventions, customizations, enhancements, improvements and other modifications based on or derived from the API are and will remain, as appropriate, with NEOGOV. All right, title, and interest in and to the third-party materials, including all intellectual property rights therein, are and will remain with their respective third -party rights holders subject to the terms and conditions of the applicable third -party license agreements. Customer has no right or license with respect to any third-party materials except as expressly licensed under such third-party license agreements.
3. Integration Terms of Use. Except as expressly authorized under this Agreement, you may not remove any proprietary notices from the API; use the API in any manner or for any purpose that infringes, misappropriates, or otherwise violates any intellectual property right or other right of any person, or that violates any applicable law; combine or integrate the API with any software, technology, services, or materials not authorized by NEOGOV; design or permit Customer Application(s) to disable, override, or otherwise interfere with any NEOGOV-implemented communications to end users, consent screens, user settings, alerts, warning, or the like; use the API in any of Customer Application(s) to replicate or attempt to replace the user experience of the Services; or attempt to cloak or conceal Customer identity or the identity of Customer Application(s) when requesting authorization to use the API.
4. Customer Integration Responsibilities. Customer, Customer developed web or other software services or applications, and Customer third-party vendors that integrate with the API (collectively the “Customer Applications”), shall comply with all terms and conditions of this Agreement, all applicable laws, rules, and regulations, and all guidelines, standards, and requirements that may be posted on https://api.neogov.com/connect/index.html from time to time. In addition, Customer will not use the API in connection with or to promote any products, services, or materials that constitute, promote, or are used primarily for the purpose of dealing in spyware, adware, or other malicious programs or code, counterfeit goods, items subject to U.S. embargo, unsolicited mass distribution of email (“spam”), multi-level marketing proposals, hate materials, hacking, surveillance, interception, or descrambling equipment, libelous, defamatory, obscene, pornographic, abusive, or otherwise offensive content, stolen products, and items used for theft, hazardous materials, or any illegal activities.
5. Cooperation. If applicable, Customer shall timely provide such cooperation, assistance, and information as NEOGOV reasonably requests to enable the API. NEOGOV is not responsible or liable for any late delivery or delay or failure of performance caused in whole or in part by Customer’s delay in performing, or failure to perform, any of its obligations under this Agreement. NEOGOV will provide Customer maintenance and support services for API issues arising from the information technology designed, developed, and under then current control of NEOGOV. NEOGOV shall have no obligation to provide maintenance or support for issues arising from the inaction or action of Customer or third parties of which are outside NEOGOV control.
6. Provision of Open API. In the event license fees or other payments are not due in exchange for the right to use and access the Open API, you acknowledge and agree that this arrangement is made in consideration of the mutual covenants set forth
13 in this Agreement, including, without limitation, the disclaimers, exclusions, and limitations of liability set forth herein.
Notwithstanding the foregoing, NEOGOV reserves the right to cha rge for access with effect from the start of each Renewal Term by giving Customer at least ninety (90) day notice prior to commencement of a Renewal Term.
7. API Key. In order to use and access the Open API, you must obtain an Open API key through the registration process.
Customer agrees to monitor Customer Applications for any activity that violates applicable laws, rules and regulation, or any terms and conditions of this Agreement, including any fraudulent, inappropriate, or potentially harmful behavior.
This Agreement does not entitle Customer to any support for the Open API. You acknowledge that NEOGOV may update or modify the Open API from time to time and at our sole discretion and may require you to obtain and use the most recent version(s). You are required to make any such changes to Customer Applications that are required for integration as a result of such Update at Customer sole cost and expense. Updates may adversely affect how Customer Applications communicate with the Services.
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Item Type Start Date End Date Qty. License Type Total (USD) Manage Bundle Recurring 1/1/2025 6/30/2025 510 Employee Based
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Prorated Term: TOTAL: $183,415.00
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Item Type Start Date End Date Qty. License Type Total (USD) Manage Bundle Recurring 7/1/2025 6/30/2026 510 Employee Based
$55,473.00
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$18,306.00
Item Type Start Date End Date Qty. License Type Total (USD) Carrier 834 Export Recurring 7/1/2025 6/30/2026 2 Quantity Based
$600.00
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Item Type Start Date End Date Qty. License Type Total (USD) Manage Bundle Recurring 7/1/2026 6/30/2027 510 Employee Based
$73,964.00
Includes Payroll, Time & Attendance, Benefits, Core HR
Payroll Services Subscription Recurring 7/1/2026 6/30/2027 510 Employee Based
$24,408.00
Carrier 834 Export Recurring 7/1/2026 6/30/2027 2 Quantity Based
$800.00
Year 2: TOTAL: $99,172.00
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Item Type Start Date End Date Qty. License Type Total (USD) Manage Bundle Recurring 7/1/2027 6/30/2028 510 Employee Based
$97,077.75
Includes Payroll, Time & Attendance, Benefits, Core HR
Payroll Services Subscription Recurring 7/1/2027 6/30/2028 510 Employee Based
$32,035.50
Carrier 834 Export Recurring 7/1/2027 6/30/2028 2 Quantity Based
$1,050.00
Year 3: TOTAL: $130,163.25
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CONSENT CALENDAR 8.G.
DATE: December 17, 2024
TO: Mayor and Members of the City Council
FROM: Rekha Nayar, Finance Director
SUBJECT: ADOPTION OF A RESOLUTION RECEIVING AND FILING THE SB 165 ANNUAL REPORT FOR FY 2023-24
RECOMMENDATION
Adopt a Resolution to receive and file the annual reports relating to special taxes levied in the City's Northeast Quadrant Improvement District No. 2003-01 and Hiddenbrooke Improvement District No. 1998-1 for fiscal year ended June 30, 2024.
REASONS FOR RECOMMENDATION
To maintain compliance with Section 50075.3 and Section 5341 of the California Government Code.
BACKGROUND AND DISCUSSION
Senate Bill 165, filed with the Secretary of State on September 19, 2000, enacted the Local Agency Special Tax and Bond Accountability Act (the "Act"). The Act requires that any local special tax or local bond measure subject to voter approval contain a statement indicating the specific purposes of the special tax, require that the proceeds of the special tax be applied to those purposes, require the creation of an account into which the proceeds shall be deposited and require an annual report containing specified information concerning the use of the proceeds. The Act only applies to any local special tax measure or local bond measure adopted on or after January 1, 2001 in accordance with Section 50075.1 or Section 53410 of the California Government Code.
Some of the requirements of the Act are handled at the formation of the special tax district and others are handled through annual reports. This section of this report intends to comply with Section 50075.3 or Section 53411 of the California Government Code that states: "The chief fiscal officer of the issuing local agency shall file a report with its governing body no later than January 1, 2002, and at least once a year thereafter.
The annual report shall contain the following information for each of the community facilities districts:
1. The amount of funds collected and expended.
2. The status of any project required or authorized to be funded as identified in subdivision (a) of Section 50075.1 or Section 53410.
The City's Northeast Quadrant Improvement District No. 2003-01 and Hiddenbrooke Improvement District No. 1998-1 fall within these reporting requirements and the attached annual reports are intended to comply with the requirements of Senate Bill 165.
Date: December 17, 2024
Subject: ADOPTION OF A RESOLUTION RECEIVING AND FILING THE SB 165 ANNUAL REPORT FOR FY 2023-24
FISCAL IMPACT
There is no immediate financial impact associated with or budget action necessary as a result of the recommended actions.
ENVIRONMENTAL REVIEW
This item relates to receiving and filing the annual report required by Senate Bill 165 and is exempt from the California Environmental Quality Act (CEQA) as 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 SB 165 2024 CAO Stamp
2. Vallejo HID SB 165 Report 2024
3. SB 165 - City of Vallejo 6.30.2024
CONTACT
Rekha Nayar, Finance Director (707-648-4592)
[email protected]
Approved as to form:
By: for
Veronica Nebb, City Attorney
RESOLUTION NO. 24-XXX N.C.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO TO RECEIVE AND FILE SB 165 ANNUAL REPORT FOR FISCAL YEAR 2023-24 WHEREAS, the Local Agency Special Tax Bond and Accountability Act (“Act”) requires that an annual report be submitted by a local agency levying a special tax or issuing a bond measure adopted on or after January 1, 2001; and
WHEREAS, the Act requires that the annual report specify the amount of funds collected and expended as well as the status of any project required or authorized to be funded as identified in Section 50075.1 or Section 53410 of the California Government Code; and WHEREAS, the City’s Northeast Quadrant Improvement District No. 2003-01 and Hiddenbrooke Improvement District No. 1998-1 are subject to the Act’s annual reporting requirements; and
WHEREAS, in accordance with the Act, the City has prepared and provided to the City Council an annual report for the fiscal year ended June 30, 2024 containing the required information.
NOW, THEREFORE BE IT RESOLVED, by the City Council of the City of Vallejo, State of California, as follows:
The City Council hereby receives, and files the SB 165 Report relating to special taxes levied in the City's Northeast Quadrant Improvement District No. 2003-01 and Hiddenbrooke Improvement District No. 1998-1 for the Fiscal Year Ended June 30, 2024, attached hereto.
Adopted by the City Council of the City of Vallejo at a regular meeting held on December 17, 2024 with the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________________
ROBERT MCCONNELL, MAYOR
ATTEST:
______________________________________
DAWN G. ABRAHAMSON, CITY CLERK
655)University)Ave,)Suite)200)•)Sacramento,)CA)95825
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CITY OF VALLEJO
HIDDENBROOKE IMPROVEMENT DISTRICT NO. 1998-1
SPECIAL TAX AND BOND ACCOUNTABILITY REPORT
(SENATE BILL 165)
FISCAL YEAR 2023-24
November 19, 2024
City of Vallejo
Hiddenbrooke Improvement District No. 1998-1
Special Tax and Bond Accountability Report
TABLE OF CONTENTS
Section Page
I. Introduction ..........................................................................................................................1 II. Senate Bill 165 Reporting Requirements .............................................................................2 III. Authorized Facilities ............................................................................................................3
Appendix A – Special Taxes Levied and Expended
City of Vallejo 1 Fiscal Year 2023-24
HID No. 1998-1 Special Tax and Bond Accountability Report I. INTRODUCTION
On September 18, 2000, former Governor Gray Davis signed Senate Bill 165 which enacted the Local Agency Special Tax and Bond Accountability Act. In approving the bill, the Legislature declared that local agencies need to demonstrate to the voters that special taxes and bond proceeds are being spent on the facilities and services for which they were intended. To further this objective, the Legislature added Sections 50075.3 and 53411 to the Californi a Government Code setting forth annual reporting requirements relative to special taxes collected and bonds issued by a local public agency.
The City of Vallejo (the “City”) has levied special taxes (the “Improvement Levy”) in the Hiddenbrooke Improvement District No. 1998-1 (the “HID”) in fiscal year 2023-24. Furthermore, the City of Vallejo issued bonds in 1998 (the “District Bonds”) that were secured by the revenues from the HID Improvement Levy. In 2004, the Vallejo Public Financing Authority (the “Authority”) issued additional bonds (the “Bonds”) in order to purchase the District Bonds in lieu of redemption. This report serves to satisfy the annual reporting requirements described above for the HID Improvement Levy revenues, the District Bonds, and the Bonds.
City of Vallejo 2 Fiscal Year 2023-24
HID No. 1998-1 Special Tax and Bond Accountability Report II. SENATE BILL 165 REPORTING REQUIREMENTS
Pursuant to Sections 50075.3 and 53411, the chief fiscal officer of the public agency will, by January 1, 2002, and at least once a year thereafter, file a report with the governing body setting forth the following information.
Section 50075.3
Item (a): Identify the amount of special taxes that have been collected and expended.
Improvement Levy revenues are initially held at the City in Fund 343. When debt service payments are made on the District Bonds, the revenues are transferred to Fund 348. Fund 348 holds moneys associated with the Bonds, as well as surplus revenues that can be used to pay for authorized facilities. The tables in Appendix A provide fund balances, revenues, and expenditures for Funds 343 and 348 for fiscal year 2023-24.
Item (b): Identify the status of any project required or authorized to be funded by the special taxes.
Construction and acquisition of the authorized facilities is ongoing. See Section III for a summary of authorized facilities.
Section 53411
Item (a): Identify the amount of bonds that have been collected and expended.
The District Bonds were originally issued in the aggregate amount of $28,085,000. All Proceeds of the District Bonds were expended by 2004, when they were acquired with proceeds of the Bonds. See Appendix B for the original sources and uses of the Bonds .
All proceeds of the Bonds were expended in prior years, except for a portion of the Reserve Fund for the Bonds that is still required to be held.
Item (b): Identify the status of any project required or authorized to be funded from bond proceeds.
Construction and acquisition of the authorized facilities is ongoing. See Section III for a summary of authorized facilities.
City of Vallejo 3 Fiscal Year 2023-24
HID No. 1998-1 Special Tax and Bond Accountability Report III. AUTHORIZED FACILITIES
Authorized Facilities
The resolution that established CFD No. 1988 -1 identified the following public facilities authorized to be financed by CFD No. 1988-1:
• Grading and street improvements
• Storm drainage and sewer system
• Water system
• Underground gas, electric, and transmission
• Landscaping
• Public golf course
• Fire protection facilities and equipment
• Freeway and public access improvements
• Regional park acquisition
APPENDIX A
Special Taxes Levied and Expended
CITY OF VALLEJO
HIDDENBROOKE IMPROVEMENT DISTRICT
CUSTODIAL FUNDS
STATEMENT OF FIDUCIARY NET POSITION
JUNE 30, 2024
Improvement Improvement
District 1998 District 2004‐A
Fund 343 Fund 348 Total
Assets:
Cash and Investment 1,672,480 $ 700,861 $ 2,373,341 $ Restricted cash and investments with fiscal agents 3,321,043 3,321,043 $ Total Assets 1,672,480 4,021,904 5,694,384 Liabilities:
Accrued Accounts Payable
Accrued Interest Payable 117,740 117,740 Deferred/ Unearned Revenues 1,672,480 1,672,480 Bonds payable: ‐
Due within one year 920,000 920,000 Due in more than one year 5,170,000 5,170,000 Total Liabilitie
s 1,672,480 6,207,740 7,880,220 Net Position (Deficit):
Restricted (Deficit) ‐ (2,185,836) (2,185,836) Total Net Position (Deficit) ‐$ (2,185,836)$ (2,185,836) $ ‐
‐
CITY OF VALLEJO
HIDDENBROOKE IMPROVEMENT DISTRICT
CUSTODIAL FUNDS
STATEMENT OF CHANGES IN FIDUCIARY NET POSITION
YEAR ENDED JUNE 30, 2024
Hiddenbrooke
Improvement Improvement Improvement
District 1998 District 2004‐A District
Fund 343 Fund 348 Total
Additions:
Investment earnings 27,250 $ 225,911 $ 253,161 $ Collections for assessment districts 1,376,116 ‐ 1,376,116$ Special assessment exceeding value/ Delinquencies (1,672,480) (1,672,480) $ Transfers between funds 308,191 (308,191) ‐ $ Total Additions 39,077 (82,280) (43,203) Deductions:
Administrative expenses 36,977 36,977 Interest and fiscal charges 2,100 361,757 363,857 Total Deductions 39,077 361,757 400,834 Net Increase in Fiduciary Net Position ‐ (444,037) (444,037) Net Position (Deficit) ‐ Beginning ‐ (1,741,799) (1,741,799) Restatement of Net Position ‐ ‐ Net Position ‐ Beginning, as Restated ‐ (1,741,799) (1,741,799) Net Position (Deficit) ‐ Ending ‐$ (2,185,836)$ (2,185,836) $
APPENDIX B
Original Sources and Uses of Bond Proceeds
City of Vallejo
Hiddenbrooke Improvement District No. 1998-1
Original Sources and Uses of Bond Proceeds
Issuer:
Vallejo Public
Financing
Authority
Bonds: 2004 Series A
Date of Issuance: 8/30/2004
Sources
Principal Amount of the Bonds $22,400,000
Original Issue Premium/(Discount) ($120,183.25)
Underwriter’s Discount ($448,000.00)
Total $21,831,816.75
Uses
Program Fund (1) $20,705,188.43
Reserve Fund (2) $896,000.00
Cost of Issuance Fund $230,628.32
Total $21,831,816.75
(1) Used to acquire the Series 1998A Bonds.
(2) As of the date of this report, the Reserve Requirement is $377,000
City of Vallejo
Fiscal Year 2024/25 Annual Report – Northeast Quadrant Improvement District No. 2003-1 SB 165: LOCAL AGENCY SPECIAL TAX AND BOND
ACCOUNTABILITY ACT
Senate Bill 165, filed with the Secretary of State on September 19, 2000, enacted the Local Agency Special Tax and Bond Accountability Act (the “Act”). This Act requires that any local special tax or local bond measure subject to voter approval contain a statement indicating the specific purposes of the special tax, require that the proceeds of the special tax be applied to those purposes, require the creation of an account into which the proceeds shall be deposited, and require an annual report containing specified information concerning the use of the proceeds. The Act only applies to any local special tax measure or local bond measure adopted on or after January 1, 2001, in accordance with Section 50075.1 or Section 53410 of the California Government Code.
Some of the requirements of the Act are handled at the formation of the Special Tax District and others are handled through annual reports. This Section of this report intends to comply with Sections 50075.3 and 53411 of the California Government Code that states:
“The chief fiscal officer of the issuing local agency shall file a report with its governing body no later than January 1, 2002, and at least once a year thereafter. The annual report shall contain both of the following:
1. The amount of funds collected and expended.
2. The status of any project required or authorized to be funded as identified in subdivision (a) of Sections 50075.1 [and] 53410.”
The requirements of the Act apply to the Funds for the following:
Northeast Quadrant Improvement District No. 2003-1 of the City of Vallejo Improvement Bonds, 2003 Series A
December 17, 2003
Purpose of Special Tax
The special tax provides funding to finance the construction of certain public improvements which are described in Appendix A of this report. The project funded by the bonds is complete.
Collections and Expenditures
Fund
Name
Initial
Deposit
Total Amount
Collected (1)
6/30/2024
Balance
Amount
Expended (2)
Project
Status
Bond Fund (3) $0.00 $11,435,440.18 $608,739.00 $10,826,701.18 Ongoing Improvement Fund 6,201,378.13 6,201,378.13 0.00 6,201,378.13 Complete Reserve Fund 594,850.00 594,850.00 532,289.00 62,561.00 Ongoing Costs of Issuance Fund 225,000.00 225,000.00 0.00 225,000.00 Complete AD 58 & AD 64 Prepayment 560,887.00 560,887.00 0.00 560,887.00 Complete Capitalized Interest Account 334,133.47 334,133.47 0.00 334,133.47 Complete (1) Aggregate amount collected via special tax levy since Fiscal Year 2004/05. (2) Amount Expended equal to Total Amount Collected - 6/30/2024 Balance. (3) Includes funds designated for subsequent payments ($383,459) and undesignated/available funds ($225,280).
City of Vallejo
Fiscal Year 2024/25 Annual Report – Northeast Quadrant Improvement District No. 2003-1 SB 165: EXHIBIT A
CONSENT CALENDAR 8.H.
DATE: December 17, 2024
TO: Mayor and Members of the City Council
FROM: Rekha Nayar, Finance Director
Kristin Pollot, Planning and Development Services Director SUBJECT: ADOPT A RESOLUTION AMENDING THE FISCAL YEAR 2024-2025 NEIGHBORHOOD PARK FEE CAPITAL PROJECT FUND #137 BUDGET BY ALLOCATING $240,000 OF
UNAPPROPRIATED PARK IMPACT FEES TO REIMBURSE THE GREATER VALLEJO
RECREATION DISTRICT FOR THE CONSTRUCTION OF THE TRAINING SWIMMING POOL AT THE CUNNINGHAM AQUATIC CENTER (STEP 2)
RECOMMENDATION
Adopt a resolution amending the fiscal year 2024-25 Neighborhood Park Fee Capital Project Fund #137 budget by allocating $240,000 of unappropriated park impact fees to reimburse Greater Vallejo Recreation District for the construction of the Training Swimming Pool at the Cunningham Aquatic Center.
REASONS FOR RECOMMENDATION
City Charter Section 703 permits the transfer of unappropriated funds by the City Council upon one week’s written notice of its intention to do so. The Notice of Intent to amend the budget was presented to Council at the Council Meeting held on December 10, 2024. This proposed action is the second step of the City Charter- required two-step budget amendment process.
BACKGROUND AND DISCUSSION
The Greater Vallejo Recreational District (GVRD) operates and maintains parks and public recreational facilities within the City of Vallejo. Section 3.18 of the Vallejo Municipal Code allows for the use of park impact fees collected by the City to reimburse GVRD for eligible expenses.
For the current fiscal year, GVRD has submitted a request for reimbursement of $240,000 for the construction of the Training Swimming Pool at the Cunningham Aquatic Center. City staff have reviewed GVRD’s request and confirmed that the costs are consistent with the intended use of park impact fees as outlined in Section
3.18 of the Vallejo Municipal Code.
This budget amendment proposes allocating $240,000 from the Neighborhood Park Fee Capital Project Fund #137 to fulfill this obligation. By approving this reimbursement, the City will uphold its commitment to supporting recreational services for the community.
FISCAL IMPACT
The proposed budget amendment will increase the expenditure budget by $240,000. No impact to the City’s General Fund is anticipated. The Neighborhood Park Fee Capital Project Fund has sufficient fund balance to cover this expenditure.
ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA), pursuant to CEQA Section 15378, as it is not a project that has the potential for resulting in either a direct physical change in the
Date: December 17, 2024
Subject: ADOPT A RESOLUTION AMENDING THE FISCAL YEAR 2024-2025 NEIGHBORHOOD PARK FEE CAPITAL PROJECT FUND #137 BUDGET BY ALLOCATING $240,000 OF
UNAPPROPRIATED PARK IMPACT FEES TO REIMBURSE THE GREATER
VALLEJO RECREATION DISTRICT FOR THE CONSTRUCTION OF THE TRAINING SWIMMING POOL AT THE CUNNINGHAM AQUATIC CENTER (STEP 2)
environment or a reasonably foreseeable indirect physical change in the environment.
ATTACHMENTS
1. Resolution Amending Neighborhood Parks Capital Project Fund #137 (Step 2)
CONTACT
Kristin Pollot, AICP, Planning and Development Services Director [email protected]
Rekha Nayar, CPA, Finance Director
[email protected]
RESOLUTION NO. 24- _____ N.C.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO AMENDING THE FISCAL YEAR 2024-25 NEIGHBORHOOD PARK FEE CAPITAL PROJECT FUND #137 BUDGET TO APPROPRIATE FUNDS IN THE AMOUNT OF $240,000
WHEREAS, the Greater Vallejo Recreation District (GVRD) operates and maintains public recreational facilities, including swimming pools, for the benefit of the Vallejo community; and WHEREAS, Vallejo Municipal Code Section 3.18 authorizes the use of park impact fees collected by the City of Vallejo to reimburse GVRD for eligible costs consistent with the intended use of park impact fees; and
WHEREAS, GVRD has incurred costs totaling $240,000 for the construction of the Training Swimming Pool at Cunningham Aquatic Center; and
WHEREAS, staff has reviewed GVRD’s reimbursement request and determined that these costs are eligible for reimbursement; and
WHEREAS, sufficient funds are available in the Neighborhood Park Fee Capital Project Fund# 137 to cover the reimbursement; and
WHEREAS, City Charter Section 703 requires that available funds not included in the budget may be appropriated by the City Council after giving one week’s notice of intention to do so; and
WHEREAS, the Notice of Intention to amend the Neighborhood Park Fee Capital Project Fund#137 budget was given by the City Council on December 10, 2024.
NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby approve amending the fiscal year 2024-25 Neighborhood Park Fee Capital Project Fund #137 budget to appropriate funds in the amount of $240,000 for the purpose of reimbursing GVRD for costs incurred in the construction of the Training Swimming Pool at Cunningham Aquatic Center.
Adopted by the City Council of the City of Vallejo at a regular meeting held on December 17, 2024, with the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________________
ROBERT MCCONNELL, MAYOR
ATTEST: ______________________________________
DAWN G. ABRAHAMSON, CITY CLERK
CONSENT CALENDAR 8.I.
DATE: December 17, 2024
TO: Mayor and Members of the City Council
FROM: Beth Schoenberger, Water Director
SUBJECT: ADOPT A RESOLUTION AMENDING FISCAL YEAR 2024-2025 BUDGET IN THE AMOUNT OF $500,000 TO RECOGNIZE REIMBURSEMENT REVENUE AND APPROPRIATE FUNDS FROM THE COUNTY OF SOLANO’S ARPA GRANT REVENUE
FOR FEASIBILITY STUDIES IN THE CITY WATER SYSTEM AND THE LAKES WATER SYSTEM (STEP 2)
RECOMMENDATION
Adopt a Resolution to amend the Water Enterprise Fund Fiscal Year 2024-25 adopted budget in the amount of $500,000 to recognize revenue and appropriate expenditures from the County of Solano’s ARPA grant revenue for feasibility studies in the City Water System (Project No. WT7127, Cache Main & Pump Station Rehab) and the Lakes Water System (WT7128, Lakes Water System Auxiliary Pump Supply).
REASONS FOR RECOMMENDATION
This proposed action is the second step of the City Charter-required two-step budget amendment process following the City Council’s action on October 22, 2024, where the City Council approved item 8N and authorized the City Manager to accept reimbursements of the County of Solano’s ARPA grant revenue and filed a notice of intent to amend the Fiscal Year 2024-25 budget.
BACKGROUND AND DISCUSSION
On October 22, 2024, the City Council provided notice of intent to amend the 2024-2025 Fiscal Year Budget in the amount of $500,000 to recognize reimbursement revenue received from Solano County's ARPA grant revenue to reimburse the City for the Cache Slough Feasibility Study and the Lakes Water System Feasibility Study. These two important studies are summarized as follows:
Cache Slough Feasibility Study
The City’s Cache Slough pumping plant is located in the Sacramento-San Joaquin Delta, and was built in 1952 to convey water from the Delta to the City’s service area, which includes the cities of Vallejo, Benicia, Fairfield, and American Canyon, as well as Travis Air Force Base, through water exchange contracts. The Cache Slough pumping plant has been inoperable since the 1980s due to water quality issues from upstream wastewater effluent which has since been improved through tertiary treatment processes. Currently, the City conveys its share of water through the North Bay Aquaduct (NBA) as “City Permit Water”. Due to its seniority, the City’s Permit Water is considered the most valuable of the NBA water supply portfolio. However, the NBA is routinely taken offline and experiences curtailments which restricts the reliability of the supply. City staff propose to reinstate the Cache Slough pumping plant to provide additional reliable water supplies to its regional customers that are currently at risk due to increasing curtailments of the NBA. The feasibility would include evaluating water quality treatment options, construction costs, operations and maintenance, and conceptual design alternatives. Solano County will contribute up to $250,000 of its ARPA funding, which is a 50% cost share of the $500,000 total to conduct a feasibility study to assess reinstatement of the Cache Slough pumping plant.
Lakes Water System Feasibility Study
Date: December 17, 2024
Subject: ADOPT A RESOLUTION AMENDING FISCAL YEAR 2024-2025 BUDGET IN THE AMOUNT OF $500,000 TO RECOGNIZE REIMBURSEMENT REVENUE AND APPROPRIATE FUNDS FROM THE COUNTY OF SOLANO’S ARPA GRANT
REVENUE FOR FEASIBILITY STUDIES IN THE CITY WATER SYSTEM AND THE LAKES WATER SYSTEM (STEP 2)
The City has two primary water systems, including the City’s system, serving the Vallejo area, and the Lakes Water System, serving the unincorporated western portion of Solano County. The Lakes Water System’s water supply is provided through two lakes, Madigan and Frey, and supplemented with Solano Project water from Lake Berryessa. Due to climatic changes and reduced supply reliability of Lakes Madigan and Frey, City staff propose to conduct a feasibility study to connect the City’s two water systems to provide additional water to the Lakes Water System. Solano County will contribute up to $250,000 of its ARPA funding, which is a 50% cost share of the $500,000 total to conduct a feasibility study to assess connecting the City’s water systems.
Tonight's action by the City Council is step two in the budget amendment process. Staff requests that the City Council adopt a resolution amending the budget to recognize the revenue and authorize its expenditure.
FISCAL IMPACT
There is no impact to the General Fund. Both feasibility studies are funded from existing projects, Cache Main & Pump Station Rehab (Project No. WT7127) and Lakes Water System Auxiliary Pump Supply (Project No.
WT7128), and have already been appropriated from the Water Enterprise Fund. The grant funding provided by Solano County will offset the cost to the City.
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. 241217-Reso_Water-Solano ARPA_CAO STAMP
CONTACT
Beth Schoenberger, Water Director
[email protected]
Approved as to form:
By: for
Veronica Nebb, City Attorney
RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO AMENDING THE FISCAL YEAR 2024-2025 CAPITAL FUNDS BUDGET IN THE AMOUNTS OF $250,000 FOR THE CITY WATER SYSTEM AND $250,000 FOR THE LAKES WATER SYSTEM WHEREAS, on October 22, 2024 the City Council adopted Resolution No. 24-xx N.C. accepting reimbursements totaling $500,000 from the County of Solano’s ARPA grant revenue; and WHEREAS, City Charter Section 730 requires that available funds not included in the budget may be appropriated by the City Council after giving one week’s notice of intention to do so; and WHEREAS, said notice was provided on October 22, 2024.
NOW THEREFORE, BE IT RESOLVED that the City Council hereby amends the Water Enterprise Fund for Fiscal Year 2024-2025 by accepting reimbursements from the County of Solano in the amounts of $250,000 for the City Water System and $250,000 for the Lakes Water System.
Adopted by the Council of the City of Vallejo at a regular meeting held on December 10, 2024, with the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_________________________________________
ROBERT H. MCCONNELL, MAYOR
ATTEST: _________________________________________
DAWN G. ABRAHAMSON, CITY CLERK
CONSENT CALENDAR 8.J.
DATE: December 17, 2024
TO: Mayor and Members of the City Council
FROM: Beth Schoenberger, Water Director
SUBJECT: ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO
APPROVING THE FIRST AMENDMENT TO THE EQUIPMENT PURCHASE AGREEMENT
WITH AQUA-METRIC FOR WATER METER BOX LIDS, INCREASING THE NOT-TO- EXCEED AMOUNT BY $99,926.10 FOR SALES TAX AND AUTHORIZING THE CITY
MANAGER TO EXECUTE THE SAME
RECOMMENDATION
Adopt a resolution of the City Council of the City of Vallejo approving the First Amendment to the Equipment Purchase Agreement with Aqua-Metric increasing the not-to-exceed amount by $99,926.10 for sales tax and authorizing the City Manager to execute the same.
REASONS FOR RECOMMENDATION
Advanced Metering Infrastructure (AMI) is the standard for water metering nation-wide in the drinking-water industry. Once implemented, AMI increases the precision of meter reading by providing 15-minute interval data from meters to both customers and the City through a secure cellular process. For AMI to work most effectively, and to extend the life of the meters, the cellular data needs to be transmitted efficiently through a specifically-engineered lid on top of the meter box. On July 23, 2024 (after standard bidding and vendor selection for meter box lids in March, 2024), the Vallejo City Council approved the contract with Aqua-Metric and authorized the City Manager of the City of Vallejo to execute an Equipment Purchase Agreement. Staff inadvertently omitted the cost of taxes in the not-to-exceed amount of the contract which prevents the Water Department from purchasing all needed meter box lids. This amendment increases the not-to-exceed amount of the Aqua-Metric by $99,926.10 to $1,454,856.10 to include the cost of taxes.
BACKGROUND AND DISCUSSION
The City's Capital Improvement Plan approved by Council includes for Water a bond-funded project to implement Advanced Metering Infrastructure (AMI). The Water Department selected Badger Meter, Inc. to provide AMI hardware and all software, and Concord Utility Services, Inc. to provide meter upgrade installation services. These firms provide the best-in-class performance relative to the requirements outlined in the RFP.
The City Council approved the contract with Badger Meter, Inc. on May 9, 2023.
Badger meters include endpoints that operate by transmitting a cellular signal from the meter box underground to a commercial cellular tower. Like with other cellular devices, transmission of this signal can be blocked by thick materials—particularly steel and concrete. Vallejo’s current meter box lids will inhibit this signal, likely preventing collection of meter reads and alarms in most cases. A non-metal (preferably polymer) lid with a thru-hole for the endpoint antenna is recommended by the manufacturer for proper installation of its endpoints.
Failure to replace lids could result in diminished signal strength from endpoints and will lower read rate and prevent timely and accurate billing for customers; and a lack of data availability will hinder Vallejo’s ability to alert customers of potential leaks or other service-related issues.
Throughout the metering system technology integration and deployment planning discussions, it was brought to the attention of Water Department staff that existing concrete lids on meter boxes would reduce the battery
Date: December 17, 2024
Subject: ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO
APPROVING THE FIRST AMENDMENT TO THE EQUIPMENT PURCHASE
AGREEMENT WITH AQUA-METRIC FOR WATER METER BOX LIDS,
INCREASING THE NOT-TO-EXCEED AMOUNT BY $99,926.10 FOR SALES TAX AND
AUTHORIZING THE CITY MANAGER TO EXECUTE THE SAME
life of the installed meters by as much as 50% (from 20 years to 10 years), as well as impede the ability of the meter to send out a cellular signal to record real-time data. It was the decision of staff to pursue replacement of the concrete meter lids with lids made of materials to support of optimal functionality and maximum battery life.A Request for Proposal (RFP) was issued on February 28, 2024, seeking a vendor for meter box lid bids.
Staff identified Aqua-Metric as the lowest apparent bid to provide non-metal and non-concrete lids to optimize the cellular transmission from the meter to the cellular tower and to optimize the battery life of the meters.
On July 23, 2024, the Vallejo City Council approved the contract with Aqua-Metric and authorized the City Manager of the City of Vallejo to execute an Equipment Purchase Agreement. Staff inadvertently omitted the cost of sales taxes in the not-to-exceed amount of the contract which prevents the Water Department from purchasing all needed meter box lids. To correct for the inclusion of the cost of sales taxes increases the value of the Purchase Agreement by $99,926.10 to $1,454,856.10.
FISCAL IMPACT
The cost of AMI implementation is funded by the City of Vallejo Series 2021 Tax Exempt Water Revenue Bonds as well as a $2 million grant from the United States Bureau of Reclamation (USBR). There is no impact on the General Fund.
ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) because it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, pursuant to CEQA Guideline section 15061(b)(3) (the “common sense” exemption).
ATTACHMENTS
1. Aqua-Metric - First Amendment to 25WD045 - Reso_CAO Stamp
2. Aqua-Metric - First Amendment to 25WD045_CAO Stamp
3. Aqua-Metric - COI_EXP(07.01.2025)
4. 25WD045 AQUA-METRIC SALES COMPANY Equipment Purchase Agreement_Fully Executed
CONTACT
Beth Schoenberger, Water Director (707) 648-4307
[email protected]
Approved as to form:
By: for
Veronica Nebb, City Attorney
RESOLUTION NO. 24-________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO APPROVING THE
FIRST AMENDMENT TO THE EQUIPMENT PURCHASE AGREEMENT WITH AQUA-
METRIC FOR WATER METER BOX LIDS, INCREASING THE NOT-TO-EXCEED AMOUNT BY $99,926.10 FOR SALES TAX AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE SAME.
WHEREAS, on July 23, 2024, the Vallejo City Council approved the contract with Aqua-Metric Sales Company and authorized the City Manager of the City of Vallejo to execute an Equipment Purchase Agreement; and
WHEREAS, the City of Vallejo Water Department staff inadvertently omitted sales taxes within the not-to-exceed amount of the Agreement; and
WHEREAS, not including these additional costs will impact the ability to fully purchase all the necessary meter box lids that need replacement; and
WHEREAS, Aqua-Metric bid on the Request for Proposal issued by the City on February 28, 2024 and was awarded the contract based upon being the lowest responsible bidder; NOW THEREFORE, BE IT RESOLVED that the City Council hereby approves the First Amendment to the Equipment Purchase Agreement with Aqua-Metric to increase the not-to- exceed amount by $99,926.10 to a total of $1,454,856.10 which includes sales tax and authorize the City Manager of the Vallejo City Council to execute the same.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF VALLEJO at a regular meeting held on December 17, 2024, with the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_________________________________________
ROBERT H. MCCONNELL, MAYOR
ATTEST: _________________________________________
DAWN G. ABRAHAMSON, CITY CLERK
First Amendment to Agreement Between City of Vallejo and Aqua-Metric (25WD045) Page 1 of 3 Approved as to form:
By: for
Veronica Nebb, City Attorney
FIRST AMENDMENT TO
EQUIPMENT PURCHASE AGREEMENT 25WD045
BETWEEN CITY OF VALLEJO
AND
AQUA-METRIC SALES COMPANY
This First Amendment (the “First Amendment”) to Equipment Purchase Agreement 25WD045 (“Agreement”) made and entered into on July 24th 2024, between Aqua-Metric Sales Company, a California Corporation (“Vendor”), and the City of Vallejo, a municipal corporation (“City”), is made and entered into on this 17th day of December, 2024.
Vendor and City do mutually agree as follows:
1. Amendment to Exhibit A, Equipment. The table set forth in paragraph 2 of Exhibit A to the Agreement is replaced in its entirety with the following table:
Item
No.
Description of
Item QTY UNIT PRICE EXTENDED PRICE
1 Oval Lids 3,900 $
35.23 $
137,397.00
2 Traffic Rated Oval
Lids 1,100 $
35.23 $
38,753.00
3 Traffic Rated B-9X 500 $
35.80 $
17,900.00
4 Size B-36 1,800 $
120.80
$
217,440.00
5 Size B-16 3,000 $
47.78 $
143,340.00
6 Size B-9X 30,00
0 $
26.67 $
800,100.00
40,30
0 COST SUBTOTAL: $
1,354,930.00
TAX: $
99,926.10
GRAND TOTAL: $
1,454,856.10
2. Amendment to Exhibit B, Compensation. Section 1 of Exhibit B to the Agreement First Amendment to Agreement Between City of Vallejo and Aqua-Metric (25WD045) Page 2 of 3 shall be modified to read:
1. Vendor’s Compensation. City agrees to pay Vendor, at the price(s) specified below for those products set forth in Exhibit A of this Agreement for a total not-to-exceed amount of One Million Four Hundred Fifty-Four Thousand Eight Hundred Fifty-Six Dollars and Ten Cents ($1,454,856.10). All prices shall be FOB Destination.
3. Integration. This Amendment contains the entire Agreement between the parties with respect to its subject matter and supersedes whatever oral or written understanding they may have had prior to the execution of this Amendment. This Amendment shall not be amended or modified except by a written agreement executed by each of the parties.
Except as specifically revised herein, all terms and conditions of the Agreement shall remain in full force and effect, and Vendor shall perform all duties, obligations and conditions required under the Agreement.
4. Inconsistencies. In the event of any conflict or inconsistency between the provisions of this Amendment and the Agreement, the provisions of this Amendment shall control in all respects.
5. Ambiguities. The parties have each carefully reviewed this Amendment and have agreed to each term of this Amendment. No ambiguity shall be presumed to be construed against either party.
6. Counterparts. This Amendment may be executed by the parties in one or more counterparts all of which collectively shall constitute one document and agreement.
7. Authority. The person signing this Amendment for Vendor hereby represents and warrants that he or she is fully authorized to sign this Amendment on behalf of Vendor. (SIGNATURES ARE ON THE FOLLOWING PAGE)
First Amendment to Agreement Between City of Vallejo and Aqua-Metric (25WD045) Page 3 of 3 IN WITNESS WHEREOF, the parties have entered into this Amendment on the day and year first hereinabove appearing.
AQUA-METRIC SALES COMPANY
A California Corporation
BY:
Christopher Newville
Manager
DATE:
(City Seal)
CITY OF VALLEJO,
a municipal corporation
BY:
Andrew J. Murray
City Manager
DATE:
ATTEST:
BY:
Dawn G. Abrahamson
City Clerk
APPROVED AS TO CONTENT:
BY:
Beth Schoenberger
Water Director
APPROVED AS TO FORM:
BY: For:
Veronica A.F. Nebb
City Attorney
APPROVED AS TO INSURANCE:
BY:
Armond Sarkis
Risk Manager
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
INSURER(S) AFFORDING COVERAGE
INSURER F :
INSURER E :
INSURER D :
INSURER C :
INSURER B :
INSURER A :
NAIC #
NAME:
CONTACT
(A/C, No):
FAX
E-MAIL
ADDRESS:
PRODUCER
(A/C, No, Ext):
PHONE
INSURED
REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
OTHER:
(Per accident)
(Ea accident)
$
$
N / A
SUBR
WVD
ADDL
INSD
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $
$
$PROPERTY DAMAGE
BODILY INJURY (Per accident)
BODILY INJURY (Per person)
COMBINED SINGLE LIMIT
AUTOS ONLY
AUTOSAUTOS ONLY
NON-OWNED
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ANY AUTO
AUTOMOBILE LIABILITY
Y / N
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY
OFFICER/MEMBER EXCLUDED?
(Mandatory in NH)
DESCRIPTION OF OPERATIONS below
If yes, describe under
ANY PROPRIETOR/PARTNER/EXECUTIVE
$
$
$
E.L. DISEASE - POLICY LIMIT
E.L. DISEASE - EA EMPLOYEE
E.L. EACH ACCIDENT
ER
OTH-
STATUTE
PER
LIMITS(MM/DD/YYYY)
POLICY EXP
(MM/DD/YYYY)
POLICY EFF
POLICY NUMBERTYPE OF INSURANCELTR
INSR
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
EXCESS LIAB
UMBRELLA LIAB $EACH OCCURRENCE
$AGGREGATE
$
OCCUR
CLAIMS-MADE
DED RETENTION $
$PRODUCTS - COMP/OP AGG
$GENERAL AGGREGATE
$PERSONAL & ADV INJURY
$MED EXP (Any one person)
$EACH OCCURRENCE
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JECT LOC
CERTIFICATE OF LIABILITY INSURANCE
DATE (MM/DD/YYYY)
CANCELLATION
AUTHORIZED REPRESENTATIVE
ACORD 25 (2016/03)
© 1988-2015 ACORD CORPORATION. All rights reserved.
CERTIFICATE HOLDER
The ACORD name and logo are registered marks of ACORD
HIRED
AUTOS ONLY
7/2/2024
Arthur J. Gallagher Risk Management Services, LLC
18201 Von Karman Ave
Suite #200
Irvine CA 92612
562-901-4631
[email protected]
License#: 0D69293
Allmerica Financial Benefit Insurance Co
41840
Massachusetts Bay Insurance Company
22306
Thirkettle Corporation dba Utiliuse
dba Aqua Metric Sales Company
4050 Flat Rock Drive
Riverside CA 92505
Hanover Insurance Company
22292
637736749
B
X
1,000,000
X
100,000
10,000
1,000,000
2,000,000
X
ZD3-A664940-09
7/1/2024
7/1/2025
2,000,000
Emp Ben.
1,000,000
A
1,000,000
X
X
X
AW3-A665023-09
7/1/2024
7/1/2025
C
X
WH3-A652982-09
7/1/2024
7/1/2025
1,000,000
1,000,000
1,000,000
RE: Project: Meter Box Lids
Proof of Coverage
City of Vallejo - Water Department
c/o Office of the City Clerk
555 Santa Clara St.,
Vallejo, CA 94590
$XJ
30
Date Originated:
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From: Armond Sarkis
To: Mike Bortoletto; Fernando Jimenez; Jeff Randolph
Cc: Melissa Cansdale; Oni Brown; Janae Chadwick
Subject: RE: City of Vallejo - Meter Box Lids Bid
Date: Wednesday, August 21, 2024 12:27:19 PM
Attachments: image019.png
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Hi Mike,
Thanks for the details.
We are good to go as far as insurance is concerned.
Hi Fernando,
Could you please have someone in your team PDF this email chain and add to DocuSign?
Regards,
Armond Sarkis, CPCU, ARM
Risk Manager & Safety Officer
City of Vallejo | Risk Management
555 Santa Clara St. | Vallejo, CA 94590
(707) 648-4143 office| [email protected] (310) 663-3410 mobile
From: Mike Bortoletto <[email protected]> Sent: Wednesday, August 21, 2024 11:30 AM
To: Armond Sarkis <[email protected]>; Fernando Jimenez <[email protected]>; Jeff Randolph <[email protected]> Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Janae Chadwick <[email protected]> Subject: RE: City of Vallejo - Meter Box Lids Bid
8QGHUVWRRG\HVWRDOOFRQGLWLRQV:HDUHMXVWGURSVKLSSLQJOLGVRQDFRPPRQIUHLJKWFDUULHU1RDFFHVVWRDQ\FLW\ORFDWLRQVDQG&RQFRUGZLOOEHLQVWDOOLQJWKHOLGV0LNH0LNH%RUWROHWWR ±&HOO0LNH%RUWROHWWR#$TXD0HWULFFRP =M4FP45<)SISW%DQQHU6WDUW
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Understood, yes to all conditions 1-3. We are just drop shipping lids on a common freight carrier. No access to any city locations and Concord will be installing the lids.
Mike
Mike Bortoletto
916.824.4552 – Cell
[email protected]
From: Armond Sarkis <[email protected]>
Sent: Wednesday, August 21, 2024 10:51 AM
To: Fernando Jimenez <[email protected]>; Mike Bortoletto <[email protected]>; Jeff Randolph <[email protected]> Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Janae Chadwick <[email protected]> Subject: RE: City of Vallejo - Meter Box Lids Bid
Hi Mike,
Fernando and I reviewed the submitted COI, and we are finding that it’s missing the following required endorsement:
Waiver of Subrogation Rights Endorsement in favor of the City of Vallejo under their workers' compensation insurance. The endorsement should reflect the current workers' compensation policy number.
We can waive this requirement if all of the following conditions are met:
1. The vendor/contractor will never access the City's owned or controlled buildings, properties, or facilities, under any circumstances.
2. There is no need for installation or any other physical work to be carried out by the employees of the vendor/contractor.
3. All goods purchased from the vendor will be delivered using common or commercial carriers, such as UPS or FedEx. In other words, the vendor or its employees will not be responsible for delivering goods to our locations.
Thanks,
Armond Sarkis, CPCU, ARM
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Risk Manager & Safety Officer
City of Vallejo | Risk Management
555 Santa Clara St. | Vallejo, CA 94590
(707) 648-4143 office| [email protected]
(310) 663-3410 mobile
From: Fernando Jimenez <[email protected]> Sent: Tuesday, August 20, 2024 4:37 PM
To: Mike Bortoletto <[email protected]>; Armond Sarkis <[email protected]>; Jeff Randolph <[email protected]> Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Janae Chadwick <[email protected]> Subject: RE: City of Vallejo - Meter Box Lids Bid
I understand Mike,
The last email I saw with John/you/those on this thread was the COI was sent to our Risk Department for review. After combing through emails and looking at your vendor folder within our system, I see nothing that shows the COI with an expiration date of 7/1/2025 was approved by our Risk Department or not. As I do not know if it was approved or not, I need them to let me know if it is acceptable or not based on the insurance requirements that went out during the bid process. I am hopeful they can clear this up and we can begin the contract routing process, thank you and talk soon! Fernando Jimenez
Administrative Analyst II
City of Vallejo | Water Department
707-648-4578 (office)
707-334-8904 (cell)
[email protected]
From: Mike Bortoletto <[email protected]> Sent: Tuesday, August 20, 2024 4:29 PM
To: Fernando Jimenez <[email protected]>; Armond Sarkis <[email protected]>; Jeff Randolph <[email protected]> Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Janae Chadwick <[email protected]> Subject: RE: City of Vallejo - Meter Box Lids Bid
,DPORVWDQGQHHGKHOSXQGHUVWDQGLQJDOOWKLV7KLVSDVVHGFRXQFLOPLQXWHVDQGZHUHFHLYHGD'RFX6LJQIRUWKHSURMHFWDQGVHQWLWEDFNRQWKH%XWLWLVVWLOOQHHGVPRUHLQVXUDQFHUHYLHZ"0LNH0LNH%RUWROHWWR ±&HOO0LNH%RUWROHWWR#$TXD0HWULFFRP I am lost and need help understanding all this. This passed council minutes and we received a DocuSign for the project and sent it back on the 8/13/24. But it is still needs more insurance review? Mike
Mike Bortoletto
916.824.4552 – Cell
[email protected]
From: Fernando Jimenez <[email protected]> Sent: Tuesday, August 20, 2024 4:13 PM
To: Mike Bortoletto <[email protected]>; Armond Sarkis <[email protected]>; Jeff Randolph <[email protected]> Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Janae Chadwick <[email protected]> Subject: RE: City of Vallejo - Meter Box Lids Bid
Good afternoon Mike,
Based on what I have seen so far on the COI, I note there are no endorsements in favor of the City or any subrogation, @Armond Sarkis if you can take a look when you have a moment at this please? Thank you!
Fernando Jimenez
Administrative Analyst II
City of Vallejo | Water Department
707-648-4578 (office)
707-334-8904 (cell)
[email protected]
From: Mike Bortoletto <[email protected]> Sent: Tuesday, August 20, 2024 3:57 PM
To: Fernando Jimenez <[email protected]>; Armond Sarkis <[email protected]>; Jeff Randolph <[email protected]> Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Janae Chadwick <[email protected]> Subject: RE: City of Vallejo - Meter Box Lids Bid
:DQWHGWRFKHFNLQRQWKHQH[WVWHSV"7KH'RFX6LJQZDVVHQWEDFNRQWKHWKZLOOD32EHLVVXHGRUSURMHFWQXPEHU"7KDQNVIRUWKHKHOS5HJDUGV0LNH0LNH%RUWROHWWR ±&HOO0LNH%RUWROHWWR#$TXD0HWULFFRP)URP )HUQDQGR-LPHQH]
Wanted to check in on the next steps? The DocuSign was sent back on the 13th, will a PO be issued or project number? 'RFXVLJQ(QYHORSH,'
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Thanks for the help.
Regards,
Mike
Mike Bortoletto
916.824.4552 – Cell
[email protected]
From: Fernando Jimenez <[email protected]> Sent: Monday, July 29, 2024 3:38 PM
To: Mike Bortoletto <[email protected]>; Armond Sarkis <[email protected]>; Jeff Randolph <[email protected]> Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Janae Chadwick <[email protected]> Subject: RE: City of Vallejo - Meter Box Lids Bid
Thank you sir,
I am updating the draft agreement and will wait to hear back from our Risk Department concerning the certificate of insurance. From there, I will reach out concerning next steps as we work toward getting a fully executed contract and PO. Thank you and talk soon! Fernando Jimenez
Administrative Analyst II
City of Vallejo | Water Department
707-648-4578 (office)
707-334-8904 (cell)
[email protected]
From: Mike Bortoletto <[email protected]> Sent: Monday, July 29, 2024 2:39 PM
To: Fernando Jimenez <[email protected]>; Armond Sarkis <[email protected]>; Jeff Randolph <[email protected]> Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Janae Chadwick <[email protected]> Subject: RE: City of Vallejo - Meter Box Lids Bid
$FWXDOO\WKLVLVQRWFRUUHFWDQGWKHODVWHPDLOVKRXOGKDYHEHHQZLWK&KLUV1HZYLOOHDVWKHVLJQHU$XWKRUL]HG5HSUHVHQWDWLYH3HUVRQZKRZLOOVLJQWKHDJUHHPHQW&KULVWRSKHU1HZYLOOH7KHLUWLWOHZLWKLQWKHFRPSDQ\0DQDJHU7KHLU(PDLO$GGUHVV Actually this is not correct and the last email should have been with Chirs Newville as the signer.
Authorized Representative
Person who will sign the agreement Christopher Newville Their title within the company Manager
Their E-mail Address [email protected]]
Regards,
Mike
Mike Bortoletto
916.824.4552 – Cell
[email protected]
From: Fernando Jimenez <[email protected]> Sent: Monday, July 29, 2024 1:32 PM
To: Mike Bortoletto <[email protected]>; Armond Sarkis <[email protected]>; Jeff Randolph <[email protected]> Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Janae Chadwick <[email protected]> Subject: RE: City of Vallejo - Meter Box Lids Bid
Good afternoon Mike,
@John Manrique is out of office at the moment but I am looking to help with the work he was tasked to do, that said, I am needing to read the email chain and get up to speed to determine where everything is at so I can help move things along. Looking at your company’s folder in our system, it seems as though we have all the documentation needed for an agreement to be routed however, I need to determine if your COI was approved by our Risk Management. Could you please confirm if @Jeff Randolph is the authorized signer?
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Apologies for needing to retell what may be already understood information, but I will do what is needed to get this completed. Thank you for your patience and understanding, we will talk soon!
Fernando Jimenez
Administrative Analyst II
City of Vallejo | Water Department
707-648-4578 (office)
707-334-8904 (cell)
[email protected]
From: Mike Bortoletto <[email protected]> Sent: Monday, July 29, 2024 8:36 AM
To: John Manrique <[email protected]>
Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Fernando Jimenez <[email protected]>; Jeff Randolph <[email protected]>
Subject: RE: City of Vallejo - Meter Box Lids Bid
:DQWHGWRFKHFNLQDQGVHHLIZHZLOOJHWD32VRRQ"7KDQNV0LNH0LNH%RUWROHWWR ±&HOO0LNH%RUWROHWWR#$TXD0HWULFFRP)URP -RKQ0DQULTXH -RKQ0DQULTXH#FLW\RIYDOOHMRQHW!6HQW 7XHVGD\-XO\
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Wanted to check in and see if we will get a PO soon?
Thanks,
Mike
Mike Bortoletto
916.824.4552 – Cell
[email protected]
From: John Manrique <[email protected]>
Sent: Tuesday, July 9, 2024 9:42 AM
To: Mike Bortoletto <[email protected]>
Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Fernando Jimenez <[email protected]>; Jeff Randolph <[email protected]>
Subject: RE: City of Vallejo - Meter Box Lids Bid
Received. Thanks Mike! Appreciate you responding on your day off last week. Hope you had a great 4th of July! Best,
John
John Manrique
Administrative Manager
City of Vallejo | Water Department
707-648-4090 (office)
707-246-2626 (cell)
j
[email protected]
From: Mike Bortoletto <[email protected]> Sent: Monday, July 8, 2024 12:05 PM
To: John Manrique <[email protected]>
Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Fernando Jimenez <[email protected]>; Jeff Randolph <[email protected]>
Subject: RE: City of Vallejo - Meter Box Lids Bid
˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩ Please see attached.
Mike
Mike Bortoletto
916.824.4552 – Cell
[email protected]
From: John Manrique <[email protected]>
Sent: Friday, July 5, 2024 11:20 AM
To: Mike Bortoletto <[email protected]>
Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Fernando Jimenez <[email protected]>; Jeff Randolph <[email protected]>
Subject: RE: City of Vallejo - Meter Box Lids Bid
Hello Again,
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Apologies for the multiple emails. Could you please confirm the following:
Authorized Representative
Person who will sign the agreement
Their title within the company
Their E-mail Address
Delivery
Does Aqua-Metric deliver goods with their own trucks or do you use a common carrier like FedEx? Can I assume that shipping charges are included in the unit pricing? Appreciate your help! Please let me know if you have any questions. Have a great weekend! Best,
John
John Manrique
Administrative Manager
City of Vallejo | Water Department
707-648-4090 (office)
707-246-2626 (cell)
j
[email protected]
From: John Manrique
Sent: Friday, July 5, 2024 8:51 AM
To: Mike Bortoletto <[email protected]>
Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Fernando Jimenez <[email protected]>; Jeff Randolph <[email protected]>
Subject: RE: City of Vallejo - Meter Box Lids Bid
Morning Mike,
I hope you had a great 4th of July! I’m reaching out as I need an updated COI. The one provided expired on July 1st 2024. Please let me know if you have any questions.
Thank you!
Best,
John
John Manrique
Administrative Manager
City of Vallejo | Water Department
707-648-4090 (office)
707-246-2626 (cell)
j
[email protected]
From: Mike Bortoletto <[email protected]> Sent: Wednesday, June 26, 2024 1:28 PM
To: John Manrique <[email protected]>
Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Fernando Jimenez <[email protected]>; Jeff Randolph <[email protected]>
Subject: RE: City of Vallejo - Meter Box Lids Bid
7KDQNVIRUWKHXSGDWH:HZLOOZDLWWRKHDUIURP\RXLQODWH-XO\˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩ Thanks for the update. We will wait to hear from you in late July.
Mike
Mike Bortoletto
916.824.4552 – Cell
[email protected]
From: John Manrique <[email protected]>
Sent: Wednesday, June 26, 2024 9:55 AM
To: Mike Bortoletto <[email protected]>
Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Fernando Jimenez <[email protected]>; Jeff Randolph <[email protected]>
Subject: RE: City of Vallejo - Meter Box Lids Bid
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Hello Mike,
My deepest apologies. We’re in the middle of doing our end of year Physical Inventory in the warehouse and I’ve been completely slammed. I did reach out to our Finance manager to confirm that a screen shot of the website would suffice and we should be good. We are slated to go to our City Counc il on July 23 to get approval at which point I will route the contract for signatures. Please let me know if you have any questions or concerns. Thank you! Best,
John
John Manrique
Administrative Manager
City of Vallejo | Water Department
707-648-4090 (office)
707-246-2626 (cell)
j
[email protected]
From: Mike Bortoletto <[email protected]> Sent: Wednesday, June 26, 2024 7:28 AM
To: John Manrique <[email protected]>
Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Fernando Jimenez <[email protected]>; Jeff Randolph <[email protected]>
Subject: RE: City of Vallejo - Meter Box Lids Bid
-RKQ˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩˩ John-
Checking back in, I did leave a VM last week as well.
Have a great day.
Mike
Mike Bortoletto
916.824.4552 – Cell
[email protected]
From: Mike Bortoletto
Sent: Monday, June 17, 2024 9:39 AM
To: John Manrique <[email protected]>
Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Fernando Jimenez <[email protected]> Subject: RE: City of Vallejo - Meter Box Lids Bid
Nothing yet back from the city, this was on your site however.
Let me know what next steps should be.
Regards,
Mike
Mike Bortoletto
916.824.4552 – Cell
[email protected]
From: John Manrique <[email protected]>
Sent: Friday, June 7, 2024 10:56 AM
To: Mike Bortoletto <[email protected]>
Cc: Melissa Cansdale <[email protected]>; Oni Brown <[email protected]>; Fernando Jimenez <[email protected]> Subject: Re: City of Vallejo - Meter Box Lids Bid
7KDQNVIRUWKHXSGDWH0LNH,¶OONHHSDQH\HRXWQH[WZHHNIRUWKHOLFHQVH+DYHDJUHDWZHHNHQG 'RFXVLJQ(QYHORSH,'
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B est,
J o h n
Fr o m: Mik e B ort ol ett o < mik e. b ort ol ett o @ a q u a- m etric.c o m > S e nt: Fri d ay, J u n e 7, 2 0 2 4 1 0: 5 4: 4 1 A M T o: J o h n M a nri q u e < J o h n. M a nri q u e @city ofv all ej o. n et > Cc: M eliss a C a ns d al e < M eliss a. C a ns d al e @city ofv all ej o. n et >; O ni Br o w n < O ni. Br o w n @city ofv all ej o. n et >; F er n a n d o Ji m e n ez < F er n a n d o.Ji m e n ez @city ofv all ej o. n et > S u bj ect: R E: City of V all ej o - M et er B ox Li ds Bi d
Fr o m A my:
Great Ne ws!
T he y acce pte d t he re p orts I se nt t he m, a n d I pai d t he bala nce d ue f or t he a p plicati o n t o da y. T he y sai d it ta kes a b o ut 1- 3 da ys t o pr ocess pa y me nt. O nce I get t he act ual b usi ness lice nse, I will se n d y o u a c o p y.
T h a n k y o u,
A m y T hir k ettl e
Direct: (9 51) 39 5-891 0 | Fa x (9 51) 637-1 5 0 0
http:// w w w .aqua- metric .co m
Mi k e
Mik e B ort ol ett o
9 1 6. 8 2 4. 4 5 5 2 – C ell
Mik e. B ort ol ett o @ A q u a- M etric.c o m
Fr o m: J o h n M a nri q u e < J o h n. M a nri q u e @city ofv all ej o. n et > S e nt: W e d n es d ay, J u n e 5, 2 0 2 4 1 0: 1 9 A M T o: Mik e B ort ol ett o < mik e. b ort ol ett o @ a q u a- m etric.c o m > Cc: M eliss a C a ns d al e < M eliss a. C a ns d al e @city ofv all ej o. n et >; O ni Br o w n < O ni. Br o w n @city ofv all ej o. n et >; F er n a n d o Ji m e n ez < F er n a n d o.Ji m e n ez @city ofv all ej o. n et > S u bj ect: R E: City of V all ej o - M et er B ox Li ds Bi d
Hi Mi k e,
J u st f oll o wi ng u p o n t h e B u si n e s s Li c e n s e. I s t h er e a nyt hi ng w e c a n d o t o a s si st ? H a p py t o p u s h o n o ur e n d if it’ s a n i s s u e wit h H D L (t h e B u si n e s s Li c e n s e a d mi ni str at or).
T h a n k s s o m u c h f or y o ur p art n er s hi p o n t hi s!
B e st,
J o h n
J o h n M a nri q u e
A d mi nistr ati v e M a n a g er
Cit y of V all ej o | W at er D e p art m e nt
7 0 7- 6 4 8- 4 0 9 0 ( offic e)
7 0 7-2 4 6-2 62 6 (c ell)
jo h n. m a nri q u e @ city ofv all ej o. n et
Fr o m: Mik e B ort ol ett o < mik e. b ort ol ett o @ a q u a- m etric.c o m > S e nt: W e d n es d ay, M ay 2 9, 2 0 2 4 1 1: 0 1 A M T o: J o h n M a nri q u e < J o h n. M a nri q u e @city ofv all ej o. n et > Cc: M eliss a C a ns d al e < M eliss a. C a ns d al e @city ofv all ej o. n et >; O ni Br o w n < O ni. Br o w n @city ofv all ej o. n et >; F er n a n d o Ji m e n ez < F er n a n d o.Ji m e n ez @city ofv all ej o. n et > S u bj ect: R E: City of V all ej o - M et er B ox Li ds Bi d
1 0- 4. Z ack at t h e city s ai d h e w o ul d h el p g et t h e lic e ns e d o n e. I g u ess t h ey h a d s o m e b ackl o g.
S h o ul d h av e t his d o n e s o o n.
R e g ar ds,
Mi k e
Mik e B ort ol ett o
9 1 6. 8 2 4. 4 5 5 2 – C ell
Mik e. B ort ol ett o @ A q u a- M etric.c o m
D o c u si g n E n v el o p e I D: 5 E D C B F 0 4- 6 E C 1- 4 0 B 1- 9 0 D A- B B 9 0 5 3 7 E 4 3 3 3 Fr o m: J o h n M a nri q u e < J o h n. M a nri q u e @city ofv all ej o. n et > S e nt: W e d n es d ay, M ay 2 9, 2 0 2 4 1 0: 1 3 A M T o: Mik e B ort ol ett o < mik e. b ort ol ett o @ a q u a- m etric.c o m > Cc: M eliss a C a ns d al e < M eliss a. C a ns d al e @city ofv all ej o. n et >; O ni Br o w n < O ni. Br o w n @city ofv all ej o. n et >; F er n a n d o Ji m e n ez < F er n a n d o.Ji m e n ez @city ofv all ej o. n et > S u bj ect: R E: City of V all ej o - M et er B ox Li ds Bi d
Hi Mi k e,
W e’r e still w aiti ng o n y o ur City of V all ej o B u si n e s s Li c e n s e. O n c e w e h av e t h at w e c a n g et t h e c o ntr a ct r o ut e d f or sig n at ur e s. Pl e a s e l et m e k n o w if y o u h av e a ny q u e sti o n s. T h a n k y o u!
B e st,
J o h n
J o h n M a nri q u e
A d mi nistr ati v e M a n a g er
Cit y of V all ej o | W at er D e p art m e nt
7 0 7- 6 4 8- 4 0 9 0 ( offic e)
7 0 7-2 4 6-2 62 6 (c ell)
jo h n. m a nri q u e @ city ofv all ej o. n et
Fr o m: Mik e B ort ol ett o < mik e. b ort ol ett o @ a q u a- m etric.c o m > S e nt: W e d n es d ay, M ay 2 9, 2 0 2 4 8: 1 6 A M
T o: J o h n M a nri q u e < J o h n. M a nri q u e @city ofv all ej o. n et > Cc: M eliss a C a ns d al e < M eliss a. C a ns d al e @city ofv all ej o. n et >; O ni Br o w n < O ni. Br o w n @city ofv all ej o. n et >; F er n a n d o Ji m e n ez < F er n a n d o.Ji m e n ez @city ofv all ej o. n et > S u bj ect: R E: City of V all ej o - M et er B ox Li ds Bi d
W a nt e d t o c h eck b ack i n wit h ev ery o n e. Di d w e pr ovi d e all t h e i nf or m ati o n n e e d e d ?
Mi k e
Mik e B ort ol ett o
9 1 6. 8 2 4. 4 5 5 2 – C ell
Mik e. B ort ol ett o @ A q u a- M etric.c o m
Fr o m: Mik e B ort ol ett o
S e nt: W e d n es d ay, M ay 8, 2 0 2 4 8: 0 9 A M
T o: J o h n M a nri q u e < J o h n. M a nri q u e @city ofv all ej o. n et > Cc: M eliss a C a ns d al e < M eliss a. C a ns d al e @city ofv all ej o. n et >; O ni Br o w n < O ni. Br o w n @city ofv all ej o. n et >; F er n a n d o Ji m e n ez < F er n a n d o.Ji m e n ez @city ofv all ej o. n et > S u bj ect: R E: City of V all ej o - M et er B ox Li ds Bi d
I a m c h ecki n g wit h o ur A R gr o u p o n t h e city b usi n ess lic e ns e.
T o m my T hirk ettl e – Pr esi d e nt
4 0 5 0 Fl at R ock Dr
Riv ersi d e, C A 9 2 5 0 5
Mi k e
Mik e B ort ol ett o
9 1 6. 8 2 4. 4 5 5 2 – C ell
Mik e. B ort ol ett o @ A q u a- M etric.c o m
Fr o m: J o h n M a nri q u e < J o h n. M a nri q u e @city ofv all ej o. n et > S e nt: T h urs d ay, M ay 2, 2 0 2 4 1 1: 1 8 A M
T o: Mik e B ort ol ett o < mik e. b ort ol ett o @ a q u a- m etric.c o m > Cc: M eliss a C a ns d al e < M eliss a. C a ns d al e @city ofv all ej o. n et >; O ni Br o w n < O ni. Br o w n @city ofv all ej o. n et >; F er n a n d o Ji m e n ez < F er n a n d o.Ji m e n ez @city ofv all ej o. n et > S u bj ect: City of V all ej o - M et er B ox Li ds Bi d
Hi Mi k e,
I h o p e y o u'r e d oi ng w ell! I' m r e a c hi ng o ut t o l et y o u k n o w t h at w e will b e a w ar di ng t h e M et er B ox Li d s Bi d t o y o u a n d A q a u- M etri c s. Wit h t h at, w e will b egi n t h e pr o c e s s o n o ur e n d t o g et t h e c o ntr a ct ex e c ut e d. W e will n e e d t h e f oll o wi ng i nf or m ati o n t o st art:
· R e c e nt c o py of y o ur W 9
· A c o py of y o ur C ertifi c at e of Li a bility wit h r e q uir e m e nt s a s li st e d o n Ex hi bit C of t h e s a m pl e c o ntr a ct fr o m t h e bi d ( bi d att a c h e d) · C o nfir m t h e n a m e, titl e, a n d e m ail a d dr e s s of t h e r e pr e s e nt ativ e w h o will sig n t h e agr e e m e nt · A c o py of y o ur City of V all ej o B u si n e s s Li c e n s e D o c u si g n E n v el o p e I D: 5 E D C B F 0 4- 6 E C 1- 4 0 B 1- 9 0 D A- B B 9 0 5 3 7 E 4 3 3 3 Thanks for your patience while we worked through the bidding process. I'm available if you have any questions or concerns. Thank you! Best,
John
John Manrique
Administrative Manager
City of Vallejo | Water Department
707-648-4090 (office)
707-246-2626 (cell)
j
[email protected]
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Item No. Bedscription of Item
Dimension of mexter box/frame
top opening OLD QTY NEW QTY Ferguson Aquametrics Core & Main Ferguson Aquametrics Core & Main 1 Oval Lids L - 15 7/8", W - 9 3/4", D - 1 1/4" 3,900 3,900 59.53 $ 35.23 $ 22.00 $ 232,167.00$ 137,397.00 $ 85,800.00 $ 2 Traffic Rated Oval Lids L - 16 1/8", W - 9 7/8", D - 1/1/4" 1,100 1,100 59.53 $ 35.23 $ 22.00 $ 65,483.00$ 38,753.00 $ 24,200.00 $ 3 Traffic Rated B-9X L - 15 1/4", W - 9 15/16", D - 1 5/8" 500 500 62.62 $ 35.80 $ 36.00 $ 31,310.00$ 17,900.00 $ 18,000.00 $ 4 Size B-36 L - 30 3/16", W - 17 1/2", D - 2" 1,800 1,800 120.31 $ 120.80 $ 99.00 $ 216,558.00$ 217,440.00 $ 178,200.00 $ 5 Size B-16 L - 20 3/4", W - 10 9/16", D - 2 1/8" 400 3,000 63.72 $ 52.16 $ 50.00 $ 25,488.00$ 20,864.00 $ 20,000.00 $ 6 Size B-9X L - 15 1/4", W - 9 15/16", D - 1 5/8" 32,300 30,000 39.00 $ 35.80 $ 36.00 $ 1,259,700.00$ 1,156,340.00 $ 1,162,800.00 $ TOTAL: 40,000 40,300 1,830,706.00 $ 1,588,694.00 $ 1,489,000.00 $ Item No. Bedscription of Item
Dimension of mexter box/frame
top opening OLD QTY NEW QTY Ferguson Aquametrics Core & Main Ferguson Aquametrics Core & Main 1 Oval Lids L - 15 7/8", W - 9 3/4", D - 1 1/4" 3,900 3,900 59.53 $ 35.23 $ 22.00 $ 232,167.00$ 137,397.00 $ 85,800.00 $ 2 Traffic Rated Oval Lids L - 16 1/8", W - 9 7/8", D - 1/1/4" 1,100 1,100 59.53 $ 35.23 $ 22.00 $ 65,483.00$ 38,753.00 $ 24,200.00 $ 3 Traffic Rated B-9X L - 15 1/4", W - 9 15/16", D - 1 5/8" 500 500 62.62 $ 35.80 $ 36.00 $ 31,310.00$ 17,900.00 $ 18,000.00 $ 4 Size B-36 L - 30 3/16", W - 17 1/2", D - 2" 1,800 1,800 120.31 $ 120.80 $ 99.00 $ 216,558.00$ 217,440.00 $ 178,200.00 $ 5 Size B-16 L - 20 3/4", W - 10 9/16", D - 2 1/8" 400 3,000 42.00 $ 47.78 $ 49.00 $ 126,000.00$ 143,340.00 $ 147,000.00 $ 6 Size B-9X L - 15 1/4", W - 9 15/16", D - 1 5/8" 32,300 30,000 33.00 $ 26.67 $ 36.00 $ 990,000.00$ 800,100.00 $ 1,080,000.00 $ TOTAL: 40,000 40,300 1,661,518.00 $ 1,354,930.00 $ 1,533,200.00 $ (169,188.00)$ (233,764.00) $ 44,200.00 $
-9.24% -14.71% 2.97%
OLD UNIT PRICE OLD EXT PRICE
NEW UNIT PRICE NEW EXT PRICE
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Date Scheduled Item
February 28, 2024 Release of Bid
March 14, 2024; 2:00pm Due Date for submissions
Feb 15-18, 2024 City Review of Submitted Bid Responses
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CONSENT CALENDAR 8.K.
DATE: December 17, 2024
TO: Mayor and Members of the City Council
FROM: Stephanie Sifuentes, Human Resources Director
SUBJECT: ADOPT A RESOLUTION APPROVING A SIDE LETTER AGREEMENT BETWEEN THE
CITY OF VALLEJO AND THE INTERNATIONAL BROTHERHOOD OF ELECTRICAL WORKERS, LOCAL 1245 AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE SAME
RECOMMENDATION
Adopt a resolution approving a Side Letter Agreement between the City of Vallejo and the International Brotherhood of Electrical Workers, Local 1245 and authorize the City Manager to execute the same.
REASONS FOR RECOMMENDATION
Due to staffing issues in the Water Treatment Plants, there are an inadequate number of Water Treatment Plant Operators to staff shifts appropriately. Offering double-time for all overtime hours worked until we can fill the remaining vacancies will help ensure adequate staffing.
BACKGROUND AND DISCUSSION
The Water Department has been experiencing difficulty recruiting Water Treatment Plant Operators (WTPO) to staff the Water Treatment Plants sufficiently. HR conducted a review of the WTPO classification series, as well as those in our comparable agencies. It was determined that there were some certifications in our classification specifications that were required at the time of hire that, in reality, were not necessary at the time of hire, but rather within the first year of employment. This is because the Water Department provides the training and certifications. By requiring the certifications at the time of hire, we were requiring more than our comparable agencies, and limiting our candidate pool.
In September, HR took the Water Treatment Plant Operator classification series to the Civil Service Commission to revise the classification specification for the series to instead reflect that the certifications must be obtained within the first 12 months of employment (and maintained thereafter). Recruitment efforts following these changes have improved, and we anticipate that they will continue to improve. To date, we have four WTPO vacancies (with two of the four in the pre-hire process), 5 Senior WTPO vacancies, and one WTPO on leave. In addition, we are preparing to open a new WTPO recruitment, which will create a new eligible list to select from.
In the meantime, as we continue to work to fill the vacancies in the Water Treatment Plants, we need to be able to staff shifts sufficiently with the staff we have. Offering double-time for all overtime hours worked will help ensure the Water Department can staff those shifts.
The City and IBEW met and conferred in good faith and subsequently entered into a one-time, non-precedent setting, Side Letter Agreement to allow regular, full-time Water Treatment Plant Operators, Senior Water Treatment Plant Operators, and Water Treatment Plant Supervisors to receive double-time for all overtime hours worked, effective the first full pay period following Council adoption (12/28/2024) through June 27, 2025.
FISCAL IMPACT
Date: December 17, 2024
Subject: ADOPT A RESOLUTION APPROVING A SIDE LETTER AGREEMENT BETWEEN THE
CITY OF VALLEJO AND THE INTERNATIONAL BROTHERHOOD OF
ELECTRICAL WORKERS, LOCAL 1245 AND AUTHORIZING THE CITY MANAGER
TO EXECUTE THE SAME
The proposed increase of overtime pay from 1.5 to double time for all overtime hours worked by Water Treatment Plant Operators ($21.38- $25.98 per hour) , Senior Water Treatment Plant Operators ( $22.46- $27.30 per hour), and Water Plant Operator Supervisors ($24.79-$30.14) for the period covering 12/28/24 through 6/27/2025 is anticipated to have a variable fiscal impact, depending on the number of overtime hours worked to address staffing shortages. At this time, it is estimated that the fiscal impact of this proposed item can be absorbed within the existing Salaries and Benefit budget of the Water Department due to current vacant savings.
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. 24.12.17_Reso_Side Letter Agreement_IBEW_WTPO Staffing CAO STAMP
2. 24.12.17_Side Letter Agreement_IBEW_WTPO Staffing CAO STAMP
CONTACT
Stephanie Sifuentes, Human Resources Director (707) 649-4852 [email protected]
Approved as to form:
By: for
Veronica Nebb, City Attorney
RESOLUTION NO. 24 - ___N.C.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO APPROVING A SIDE
LETTER AGREEMENT BETWEEN THE CITY OF VALLEJO AND THE INTERNATIONAL BROTHERHOOD OF ELECTRICAL WORKERS (IBEW), LOCAL 1245 AND AUTHORIZING
THE CITY MANAGER TO EXECUTE THE SAME
WHEREAS, the International Brotherhood of Electrical Workers, Local 1245 (“IBEW”) is the recognized representative for City of Vallejo Water Treatment Plant Operators, Senior Water Treatment Plant Operators, and Water Treatment Plant Supervisors; and WHEREAS, the City recognizes that there are not currently enough staff to ensure adequate staffing of the Water Treatment Plants; and
WHEREAS, it is necessary for the Water Treatment Plants to have adequate staffing to ensure public access to safe drinking water; and
WHEREAS, the City and IBEW have met and conferred in good faith regarding urgent staffing needs in the Water Treatment Plants; and
WHEREAS, on December 2, 2024, the City and IBEW entered into a one-time, non-precedent setting, Side Letter Agreement that allows regular, full-time Water Treatment Plant Operators, Senior Water Treatment Plant Operators, and Water Treatment Plant Supervisors to be paid double-time for all overtime hours worked effective the first full pay period following adoption of this resolution through June 27, 2025, to ensure adequate staffing.
NOW, THEREFORE, BE IT RESOLVED that the Council of the City of Vallejo hereby approves the Side Letter Agreement and authorizes the City Manager to execute the Side Letter Agreement, which is attached to the Staff Report, and further authorizes the City Manager or his/her designee(s) to take any and all actions reasonably necessary to implement the Side Letter Agreement.
Adopted by the City Council of the City of Vallejo at a regular meeting held on December 17, 2024, with the following vote:
AYES:
ABSENT:
ABSTAIN:
NOES:
__________________________________
ROBERT MC CONNELL, MAYOR
ATTEST:
_______________________________________
DAWN ABRAHAMSOM, CITY CLERK
Approved as to form:
By: for
Veronica Nebb, City Attorney
SIDE LETTER AGREEMENT
BETWEEN
CITY OF VALLEJO
AND
INTERNATIONAL BROTHERHOOD OF ELECTRICAL WORKERS, LOCAL 1245 Pursuant to the provisions of Section 2.2 Overtime, of the Memorandum of Understanding between the City of Vallejo (“City”) and the International Brotherhood of Electrical Workers, Local 1245 (“IBEW”), both hereinafter referred to as “the parties”, overtime is currently calculated as time-and-one-half for hours worked in excess of the regularly scheduled hours. This Side Letter Agreement is intended to identify and implement a one-time, non-precedent setting, change to the overtime calculation in order to address emergency staffing needs for the Water Treatment Plants.
This will confirm an understanding reached between the City and IBEW. Parties mutually agree to a non-precedent setting, double-time for all overtime hours worked for regular, full-time Water Treatment Plant Operators, Senior Water Treatment Plant Operators, and Water Treatment Plant Supervisors from December 28, 2024, through June 27, 2025. ________________________________ __________________________________ Stephanie Sifuentes Kim Camatti
Human Resources Director Business Representative, IBEW Local 1245 Date: ___________________________ Date: _____________________________ CONSENT CALENDAR 8.L.
DATE: December 17, 2024
TO: Mayor and Members of the City Council
FROM: Melissa Tigbao, P.E., Public Works Director
SUBJECT: ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO
APPROVING THE FOLLOWING AGREEMENTS BETWEEN THE CITY AND THE CALIFORNIA DEPARTMENT OF TRANSPORTATION (CALTRANS): (A) COOPERATIVE AGREEMENT 04-3016 PROVIDING FOR THE CITY'S $126,000 CONTRIBUTION TO SR 29 IMPROVEMENTS; (B) CITY OF VALLEJO COVER AGREEMENT; (C) VALLEJO
FIRST AMENDMENT TO FREEWAY MAINTENANCE AGREEMENT FOR THE FAIRGROUNDS DRIVE INTERCHANGE PROJECT; (D) EMERGENCY VEHICLE DETECTION MAINTENANCE AGREEMENT; (E) LAW ENFORCEMENT SURVEILLANCE SERVICES MAINTENANCE AGREEMENT; AND (F) AGREEMENT FOR SHARING COST
OF STATE HIGHWAY ELECTRICAL FACILITIES, AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAME.
RECOMMENDATION
Adopt Resolution of the City Council of The City of Vallejo Approving the Following Agreements Between the City and the California Department of Transportation (CalTrans): (A) Cooperative Agreement 04-3016 providing for the City's $126,000 Contribution to SR 29 Improvements; (B) City of Vallejo Cover Agreement; (C) Vallejo First Amendment to Freeway Maintenance Agreement for the Fairgrounds Drive Interchange Project; (D) Emergency Vehicle Detection Maintenance Agreement; (E) Law Enforcement Surveillance Services Maintenance Agreement; and (F) Agreement for Sharing Cost of State Highway Electrical Facilities, and Authorizing the City Manager to Execute Same.
REASONS FOR RECOMMENDATION
Executing these agreements and any related amendments are necessary for Caltrans and Solano Transportation Authority (STA) to secure all of the grant funding, execute contracts, and satisfy their funding and oversight agencies allowing the Fairgrounds Drive at SR37 Divergent Diamond Interchange project and Caltrans SR29/Sonoma Blvd. SHOPP and Complete Streets project to proceed into construction. Failing to execute these agreements will delay the projects and threatens the funding program for delivering each project.
BACKGROUND AND DISCUSSION
The State of California is involved with the disbursement of federal funds for transportation purposes. Before federal funds will be made available for a project within a specific program, the City and the State are required to enter into agreements to establish terms and conditions applicable to the City when receiving federal funds for a designated project and for the subsequent operation of maintenance of that completed facility. Individual projects require new agreements or amendments to be executed from time to time.
There are two upcoming projects that require the execution of various agreements. By approving these agreements and authorizing the City Manager to execute same, it will allow the projects to go through the required Caltrans, Metropolitan Transportation Commission (MTC), and the California Transportation Commission (CTC) approval processes.
Date: December 17, 2024
Subject:
ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO APPROVING
THE FOLLOWING AGREEMENTS BETWEEN THE CITY AND THE CALIFORNIA DEPARTMENT OF TRANSPORTATION (CALTRANS): (A) COOPERATIVE AGREEMENT 04-3016 PROVIDING FOR THE CITY'S $126,000 CONTRIBUTION TO SR 29 IMPROVEMENTS; (B) CITY OF VALLEJO COVER AGREEMENT; (C) VALLEJO FIRST AMENDMENT TO FREEWAY MAINTENANCE AGREEMENT FOR THE FAIRGROUNDS DRIVE INTERCHANGE PROJECT; (D) EMERGENCY VEHICLE DETECTION MAINTENANCE AGREEMENT; (E) LAW ENFORCEMENT SURVEILLANCE SERVICES MAINTENANCE AGREEMENT; AND (F)
AGREEMENT FOR SHARING COST OF STATE HIGHWAY ELECTRICAL FACILITIES, AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAME.
Failure to execute and submit such agreements within required timelines may disencumber and/or de-obligate funds toward these projects.
The specific agreements that need to be executed include Agreements associated with the construction of parts of the Fairgrounds Drive/SR37 Interchange project and the State Route 29 Improvement Project including:
A. Cooperative Agreement 04-3016. This agreement commits the City to paying Caltrans $126,000 to cover our share of costs of local improvements being implemented during Caltrans project to improve a portion of State Route 29. The improvements include many of the complete streets elements such as restriping the roadway with a road diet that adds bike lanes across Vallejo, and includes additional pedestrian safety, accessibility, and complete streets elements such as bulb outs, curb ramps, high visibility crosswalks, benches, bike racks, sidewalk lighting, and street trees to the central part of Vallejo between Curtola Parkway and Tennessee Street. The local improvements that will be owned and maintained by the City after the project include the benches, bike racks, and pedestrian scale, solar-powered lights. The original estimate for local contribution for this Caltrans project was $721,000 and the City Council approved funding for this in the FY 22/23 budget. The funds to cover the City’s contribution exist in the City’s Capital Improvement Program project PW9440.
B. Cover Agreement – this agreement authorizes Caltrans to raise and lower the City’s owned utility covers including manholes, valve covers, and meter boxes relating to all projects in the City until such time as the Agreement is revoked or amended. CalTrans is requesting the City enter into this Agreement at this time in order to apply the Agreement to the SR- 29 Improvement Project. The language of the Cover Agreement could pose some risks for the City in that CalTrans can, pursuant to the language in the Agreement, require the City to reimburse CalTrans for the cost of the adjustments to City owned facilities on all projects in the City for the entire term of the Agreement. City Staff requested local Caltrans staff to change the language in this Agreement to either only apply to the current SR -29 project or to remove the reimbursement obligation. Because the Cover Agreement is a state-wide document and couldn’t be changed on the project timeline, CalTrans staff was not able to accommodate the request. To attempt to mitigate the City’s risk as much as possible, Caltrans staff offered to provide a side letter from CalTrans Management to provide assurances in writing that they would work cooperatively with the City to manage reduce or eliminate costs to the City. Such letter is included as an attachment. CalTrans staff advised the City that they would be working to amend the standard Cover Agreement to address concerns raised in the future. The City can terminate the Cover Agreement subsequent to the SR-29 Improvement Project in the event such amendments are not forthcoming.
C. Vallejo First Amendment to the Freeway Maintenance Agreement (FMA) – This agreement is an amendment to the existing FMA to obligate the City to maintain Fairgrounds Drive, which is a local street, as it passes through Caltrans’ SR37 ROW. Maintenance obligations include the roadway pavement, striping, sidewalks, curbs, gutters, vehicle barriers, lights, landscaping, sweeping, trash, graffiti and encampment Date: December 17, 2024
Subject:
ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO APPROVING
THE FOLLOWING AGREEMENTS BETWEEN THE CITY AND THE CALIFORNIA DEPARTMENT OF TRANSPORTATION (CALTRANS): (A) COOPERATIVE AGREEMENT 04-3016 PROVIDING FOR THE CITY'S $126,000 CONTRIBUTION TO SR 29 IMPROVEMENTS; (B) CITY OF VALLEJO COVER AGREEMENT; (C) VALLEJO FIRST AMENDMENT TO FREEWAY MAINTENANCE AGREEMENT FOR THE FAIRGROUNDS DRIVE INTERCHANGE PROJECT; (D) EMERGENCY VEHICLE DETECTION MAINTENANCE AGREEMENT; (E) LAW ENFORCEMENT SURVEILLANCE SERVICES MAINTENANCE AGREEMENT; AND (F)
AGREEMENT FOR SHARING COST OF STATE HIGHWAY ELECTRICAL FACILITIES, AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAME.
removal in the areas depicted in the Exhibit to the Agreement.
D. Emergency Vehicle Detection System Maintenance Agreement – The Emergency Vehicle Detection System turns signals green for emergency vehicles so that they reach their destinations quicker. This system is only used by the City and this agreement commits the City to pay for the costs of maintaining the system on all Caltrans’ facilities where such a system is installed by the City.
E. Law Enforcement Surveillance Devices Maintenance Agreement – This agreement relates to the maintenance of law enforcement technology installed upon CalTrans facilities by the City, including such devices as the Vallejo Police Department’s Flock Camera System. This agreement provides that the City shall pay all costs of maintenance associated with these facilities wherever they are installed on any CalTrans property. The Fairgrounds Interchange project includes placement of a Flock Camera.
F. Agreement for Sharing Cost of State Highway Electrical Facilities – This agreement purports to replace any and all previously executed agreements between the City and Caltrans. This agreement allocates the costs of maintenance and electricity for the signal and lighting systems at intersections along the State Highways in Vallejo that have intersections with local streets. The Fairgrounds Interchange Project includes two signalized intersections where the SR37 on-ramps and off-ramps intersect with Fairgrounds Drive. The agreement allocates the intersection costs attributable to each such intersection specifically. The formula by which these percentages were reached relates to the percentage of street legs at the intersection. So a normal intersection where a local street crosses the state highway (Georgia Street at Sonoma Blvd./SR29 for example) would be split 50/50. If the City has one leg of a four-legged intersection (Lewis Brown Drive at SR/29 and SR37), then the City’s share is only 25% of costs. The City has not been able to locate all agreements that this agreements states it is replacing and although requested, we have not been provided a list of such from CalTrans to date.
We have raised a concern with CalTrans that amending previous agreements that are not specifically identified is not a good practice. We hope to resolve this issue prior to your meeting.
Date: December 17, 2024
Subject:
ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO APPROVING
THE FOLLOWING AGREEMENTS BETWEEN THE CITY AND THE CALIFORNIA DEPARTMENT OF TRANSPORTATION (CALTRANS): (A) COOPERATIVE AGREEMENT 04-3016 PROVIDING FOR THE CITY'S $126,000 CONTRIBUTION TO SR 29 IMPROVEMENTS; (B) CITY OF VALLEJO COVER AGREEMENT; (C) VALLEJO FIRST AMENDMENT TO FREEWAY MAINTENANCE AGREEMENT FOR THE FAIRGROUNDS DRIVE INTERCHANGE PROJECT; (D) EMERGENCY VEHICLE DETECTION MAINTENANCE AGREEMENT; (E) LAW ENFORCEMENT SURVEILLANCE SERVICES MAINTENANCE AGREEMENT; AND (F)
AGREEMENT FOR SHARING COST OF STATE HIGHWAY ELECTRICAL FACILITIES, AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAME.
FISCAL IMPACT
Staff believes there is no fiscal impact associated with this item. The City already has responsibility for maintaining Fairgrounds Drive as it passes through Caltrans’ SR37 ROW. It is not possible at this time to forecast how the new Divergent Diamond interchange may change the City’s maintenance costs, but it is projected to generally be the same as the current costs. The funding for the Cooperative Agreement were allocated into the City’s budget in FY22/23 in anticipation of this project moving forward at that time. The adjustment of utility covers under the Cover Agreement could result in costs to the City if something extraordinary is discovered, but these are cost of ownership risks. Caltrans letter provides assurances that the financial impact risk will be minimized.
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 CalTrans Agreements-CAO Stamp
2. EXHIBIT A - Cooperative Agreement 04-3016 - SR 29
3. EXHIBIT B - City of Vallejo Cover Agreement
4. EXHIBIT C -Vallejo First Amendment to to Freeway Maintenance Agreement
5. EXHIBIT D - Emergency Vehicle Detection Maintenance Agreement
6. EXHIBIT E - Law Enforcement Surveillance Sevices Maintenance Agreement
7. EXHIBIT F - Agreement for Sharing Cost of State Highway Electrical Facilites
8. Utility Cover Side Letter signed 12-11-2024_
9. Original CalTrans Freeway Maintenance Agreement
Date: December 17, 2024
Subject:
ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO APPROVING
THE FOLLOWING AGREEMENTS BETWEEN THE CITY AND THE CALIFORNIA DEPARTMENT OF TRANSPORTATION (CALTRANS): (A) COOPERATIVE AGREEMENT 04-3016 PROVIDING FOR THE CITY'S $126,000 CONTRIBUTION TO SR 29 IMPROVEMENTS; (B) CITY OF VALLEJO COVER AGREEMENT; (C) VALLEJO FIRST AMENDMENT TO FREEWAY MAINTENANCE AGREEMENT FOR THE FAIRGROUNDS DRIVE INTERCHANGE PROJECT; (D) EMERGENCY VEHICLE DETECTION MAINTENANCE AGREEMENT; (E) LAW ENFORCEMENT SURVEILLANCE SERVICES MAINTENANCE AGREEMENT; AND (F)
AGREEMENT FOR SHARING COST OF STATE HIGHWAY ELECTRICAL FACILITIES, AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAME.
CONTACT
Melissa L. Tigbao, P.E., (707) 648-4433
[email protected]
Resolution NO. XXX-XXXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO APPROVING
THE FOLLOWING AGREEMENTS BETWEEN THE CITY AND THE CALIFORNIA DEPARTMENT OF TRANSPORTATION (CALTRANS): (A) COOPERATIVE AGREEMENT 04-3016 PROVIDING FOR THE CITY'S $126,000 CONTRIBUTION TO SR 29 IMPROVEMENTS; (B) CITY OF VALLEJO COVER AGREEMENT; (C) VALLEJO
FIRST AMENDMENT TO FREEWAY MAINTENANCE AGREEMENT FOR THE FAIRGROUNDS DRIVE INTERCHANGE PROJECT; (D) EMERGENCY VEHICLE DETECTION MAINTENANCE AGREEMENT; (E) LAW ENFORCEMENT
SURVEILLANCE SERVICES MAINTENANCE AGREEMENT; AND (F) AGREEMENT
FOR SHARING COST OF STATE HIGHWAY ELECTRICAL FACILITIES, AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAME.
WHEREAS, the Legislature of the United States of America has enacted legislation by which certain Federal funds are made available for use on local transportation facility projects; and
WHEREAS, the Legislature of the State of California has enacted legislation by which certain State funds are made available for use on local transportation facility projects; and
WHEREAS, from time to time the City, other local agencies such as Solano Transportation Authority (STA), or CalTrans has applied to the California Transportation Commission (CTC) for funding from the State Transportation Improvement Program for various local transportation improvement and maintenance projects; and WHEREAS, before funding will be made available for specific local transportation projects, the City and the State of California are required to enter into agreements relative to the prosecution of the specific project and maintenance of said facility; and WHEREAS, CalTrans Encroachment Permits are required before any local project can be built within CalTrans’ ROW and CalTrans Encroachment Permits stipulate that Maintenance Agreements detailing obligations for the local agency to maintain local facilities within Caltrans ROW must be executed before the start of construction; and
WHEREAS, Agreements such as a Cover Agreement provide CalTrans with the necessary authority to adjust utilities within their ROW, establish roles and responsibilities for each party to support the efficient delivery of the project. Such an Agreement or alternative project specific agreement need to be executed prior to construction in order to provide assurance to the funding agency; and WHEREAS, the City of Vallejo owns utilities in Sonoma Blvd. which need to be adjusted to grade when repaving and desires that CalTrans paving project adjust our utilities as a cost of CalTrans construction; and
WHEREAS, when projects in the State’s right-of-way include local components, CalTrans uses Cooperative Agreements to document the commitments of each party to the project including any local financial contribution toward a State funded project; and WHEREAS, failure to execute and submit such agreements within CalTrans or other funding agency’s required timeline may disencumber and/or de-obligate funds toward projects, and
WHEREAS, it is in the best interest of the City to enter into certain Agreements in order to facilitate the desired construction of the new Fairgrounds/SR37 Interchange Project and CalTrans’ SR29 SHOPP and Complete Streets project on Sonoma Boulevard.
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby approves:
the Cooperative Agreement 04-3016 Providing for the City's $126,000 Contribution to SR 29 Improvements; City of Vallejo Cover Agreement; Vallejo First Amendment to Freeway Maintenance Agreement for the Fairgrounds Drive Project; Emergency Vehicle Detection Maintenance Agreement; Law Enforcement Surveillance Services Maintenance Agreement; and Agreement for Sharing Cost of State Highway Electrical Facilities in substantially the forms attached hereto as Exhibits A through F, and authorizes the City Manager to execute same.
Adopted by the Council of the City of Vallejo at a meeting held on December 17, 2024 with the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_________________________________________
ROBERT H. MCCONNELL, MAYOR
ATTEST:
_________________________________________
DAWN G. ABRAHAMSON, CITY CLERK
Agreement No. 04-3016
Project No.: 0419000021
EA: 04-2Q520
04-SOL-29-0/6
Agreement No. 04-3016 | 04-SOL-29 | EA: 04-2Q520
COOPERATIVE AGREEMENT
Local Contribution Only
This AGREEMENT, executed on and effective from __________________________, is between the State of California, acting through its Department of Transportation, referred to as CALTRANS, and:
City of Vallejo, a body politic and municipal corporation and chartered city of the State of California, referred to hereinafter as CITY.
RECITALS
1. PARTIES are authorized to enter into a cooperative agreement for improvements to the State Highway System (SHS) per the California Streets and Highways Code, Sections 114 and 130.
2. The term AGREEMENT, as used herein, includes this document and any attachments, exhibits, and amendments.
3. For the purpose of this AGREEMENT, the Capital Preventative Maintenance Project (CAPM) to grind and pave the entire AC surface through the project limits will be referred to hereinafter as PROJECT. In addition, the PROJECT will construct various "Complete Streets" elements through the corridor including ADA compliant curb ramps, widened sidewalks, pedestrian-scale LED light fixtures, and curb extensions. The PROJECT will also install class II and IV bikeways through the corridor. This description only serves to identify the PROJECT. The project scope of work is defined in the appropriate authorizing documents per the Project Development Procedures Manual.
4. CITY will contribute an amount of $126,000 to the PROJECT. Contributed funds will be used for the PROJECT.
5. PARTIES agree that funds will be contributed to the following PROJECT COMPONENTS:
• CONSTRUCTION CAPITAL
6. PARTIES hereby set forth the terms, covenants, and conditions for CITY contribution toward the PROJECT.
ROLES AND RESPONSIBILITIES
7. CALTRANS is the SPONSOR and IMPLEMENTING AGENCY for the PROJECT.
8. CITY is a FUNDING PARTY contributing a fixed amount toward the PROJECT as shown in the FUNDING TABLE.
9. CALTRANS is responsible for completing all work for the PROJECT.
GENERAL CONDITIONS
10. All portions of this AGREEMENT, including the RECITALS section, are enforceable.
Agreement No. 04-3016
Project No.: 0419000021
EA: 04-2Q520
04-SOL-29-0/6
Agreement No. 04-3016 | 04-SOL-29 | EA: 04-2Q520
11. All CALTRANS' obligations and commitments under this AGREEMENT are subject to the appropriation of resources by the Legislature, the State Budget Act authority, programming and allocation of funds by the California Transportation Commission (CTC).
12. PARTIES will first attempt to resolve AGREEMENT disputes at the PROJECT team level. If they cannot resolve the dispute themselves, the CALTRANS District Director and the Executive Officer of CITY will attempt to negotiate a resolution. If PARTIES do not reach a resolution, PARTIES' legal counsel will initiate mediation. PARTIES agree to participate in mediation in good faith and will share equally in its costs.
Neither the dispute nor the mediation process relieves PARTIES from full and timely performance of the work and fulfillment of obligations in accordance with the terms of this AGREEMENT.
However, if any PARTY stops fulfilling its obligations, any other PARTY may seek equitable relief to ensure that the work continues.
Except for equitable relief and/or to preserve the statute of limitations, no PARTY may file a civil complaint until after mediation, or forty-five (45) calendar days after filing the written mediation request, whichever occurs first.
PARTIES will file any civil complaints in the Superior Court of the county in which the CALTRANS District Office signatory to this AGREEMENT resides or in the Superior Court of the county in which the PROJECT is physically located.
13. PARTIES maintain the ability to pursue alternative or additional dispute remedies if a previously selected remedy does not achieve resolution.
14. The cost of any engineering support performed by CALTRANS includes all direct and applicable indirect costs. CALTRANS calculates indirect costs based solely on the type of funds used to pay support costs. State and federal funds administered by CALTRANS are subject to the current Program Functional Rate. All other funds are subject to the current Program Functional Rate and the current Administration Rate. The Program Functional Rate and Administration Rate are adjusted periodically.
In accordance with California law, the Administration Rate is capped at 10 percent for Self-Help Counties with a countywide sales tax measure dedicated to transportation improvements.
15. Neither CITY nor any of its officers and employees, are responsible for any injury, damage, or liability occurring by reason of anything done or omitted to be done by CALTRANS, its contractors, sub-contractors, and/or its agents under or in connection with any work, authority, or jurisdiction conferred upon CALTRANS under this AGREEMENT. It is understood and agreed that CALTRANS, to the extent permitted by law, will defend, indemnify, and save harmless CITY and all of its officers and employees from all claims, suits, or actions of every name, kind, and description brought forth under, but not limited to, tortious, contractual, inverse condemnation, or other theories and assertions of liability occurring by reason of anything done or omitted to be done by CALTRANS, its contractors, sub-contractors, and/or its agents under this AGREEMENT.
Agreement No. 04-3016
Project No.: 0419000021
EA: 04-2Q520
04-SOL-29-0/6
Agreement No. 04-3016 | 04-SOL-29 | EA: 04-2Q520
16. This AGREEMENT is intended to be PARTIES’ final expression and supersedes any oral understanding or writings pertaining to PROJECT.
INVOICE AND PAYMENT
17. CITY will contribute the funds listed below:
FUNDING TABLE
Fund
Source
Fund
Type
Project
Component Amount ($)
Local Local Construction Capital 126,000
Total Funds 126,000
18. CALTRANS will invoice CITY for a lump sum (single payment), as a fixed cost, after execution of this AGREEMENT.
19. CITY will pay the invoiced amount within forty-five (45) calendar days of receipt of the invoice unless CITY is paying with Electronic Funds Transfer (EFT). When paying with EFT, CITY will pay the invoiced amount within five (5) calendar days of receipt of the invoice.
20. If CITY has received EFT certification from CALTRANS then CITY will use the EFT mechanism and follow all EFT procedures to pay all invoices issued from CALTRANS.
21. This AGREEMENT will be terminated when CALTRANS receives full payment of the CITY's funds. However, all indemnification and final accounting articles will remain in effect until terminated or modified in writing by mutual agreement.
Agreement No. 04-3016
Project No.: 0419000021
EA: 04-2Q520
04-SOL-29-0/6
Agreement No. 04-3016 | 04-SOL-29 | EA: 04-2Q520
DEFINITIONS
FUNDING PARTY - A PARTY who commits a defined dollar amount to the PROJECT.
IMPLEMENTING AGENCY - The PARTY responsible for managing the scope, cost, and schedule of a project component to ensure the completion of that component.
PARTY - An individual signatory agency in this AGREEMENT.
PARTIES - The term that collectively references all of the signatory agencies to this AGREEMENT.
SPONSOR - The PARTY that accepts the obligation to secure financial resources to fully fund PROJECT.
This includes any additional funds beyond those committed in this AGREEMENT necessary to complete the full scope of PROJECT.
PROJECT COMPONENT - A distinct portion of the planning and project development process of a capital project as outlined in California Government Code, Section 14529(b). • PID (Project Initiation Document) - The activities required to deliver the project initiation document for the PROJECT.
• PA&ED (Project Approval and Environmental Document) - The activities required to deliver the project approval and environmental documentation for the PROJECT. • PS&E (Plans, Specifications, and Estimate) - The activities required to deliver the plans, specifications, and estimate for the PROJECT.
• R/W (Right of Way) SUPPORT - The activities required to obtain all property interests for the PROJECT.
• R/W (Right of Way) CAPITAL - The funds for acquisition of property rights for the PROJECT.
• CONSTRUCTION SUPPORT - The activities required for the administration, acceptance, and final documentation of the construction contract for the PROJECT. • CONSTRUCTION CAPITAL - The construction contract funds for the PROJECT.
Agreement No. 04-3016
Project No.: 0419000021
EA: 04-2Q520
04-SOL-29-0/6
Agreement No. 04-3016 | 04-SOL-29 | EA: 04-2Q520
Contact Information
The information provided below indicates the primary contact information for each PARTY to this AGREEMENT. PARTIES will notify each other in writing of any personnel or location changes. Contact information changes do not require an amendment to this AGREEMENT.
CALTRANS
Ambreen Ansari, Project Manager
111 Grand Avenue
Oakland, CA 94612
Office Phone: (510) 821-2946
Email: [email protected]
CITY OF VALLEJO
Mark Helmbrecht, Transportation Program Superintendent
555 Santa Clara Street
Vallejo, CA 94590
Office Phone: (707) 645-2601
Email: [email protected]
Agreement No. 04-3016
Project No.: 0419000021
EA: 04-2Q520
04-SOL-29-0/6
Agreement No. 04-3016 | 04-SOL-29 | EA: 04-2Q520
SIGNATURES
PARTIES are authorized to enter into this AGREEMENT and have delegated to the undersigned the authority to execute this AGREEMENT on behalf of the respective agencies and hereby covenants to have followed all the necessary legal requirements to validly execute this AGREEMENT. By signing below, the PARTIES each expressly agree to execute this AGREEMENT electronically.
The PARTIES acknowledge that executed copies of this AGREEMENT may be exchanged by facsimile or email, and that such copies shall be deemed to be effective as originals.
STATE OF CALIFORNIA DEPARTMENT
OF TRANSPORTATION
Wajahat Nyaz
Deputy District Director, Design
Verification of Funds and Authority:
Jeffrey Kuehnel
District Budget Manager
Certified as to financial terms and policies:
Percy Ramil
HQ Accounting Supervisor
CITY OF V ALLEJO
Andrew Murray
City Manager
Attest:
Dawn Abrahamson
City Clerk
Veronica A.F. Nebb
City Attorney
STATE OF CALIFORNIA • DEPARTMENT OF TRANSPORTATION EXHIBIT COVER AGREEMENT 13-EX-04 (NEW xx/2022)