Date: December 16, 2025
Subject: ADOPT A RESOLUTION MAKING APPOINTMENTS TO THE CODE ENFORCEMENT APPEALS BOARD AND THE COMMISSION ON CULTURE + ARTS
Copies of applications were provided to the Mayor and Council and are available for review in the CIty Clerk's Office.
Board and Commission Details and Recommendations
Code Enforcement Appeals Boad (CEAB) - Vallejo Municipal Code Chapter 2.49) • 7-member body; all members must be residents.
• 4 vacancies
• 6 applications received; 3 applicants interviewed November 13 • Recommendation: Appoint to fill 3 vacancies (terms to commence 1/1/26-12/31/29) Commission on Culture + Arts (CAC) - Vallejo Municipal Code Chapter 2.32 • 7-member body; all members must be CIty residents.
• 2 vacancies
• 5 applications received:
- 3 interviewed November 13
- 1 interviewed July 21
• Recommendation: Appoint to fill 2 vacancies (terms to commence 1/1/26-12/31/29)
NEXT STEPS
Staff will continue recruitment efforts for remaining vacancies as noted above.
FISCAL IMPACT
There is no fiscal impact associated with filling vacancies to standing commissions.
ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.
ATTACHMENTS
1. RESOLUTION MAKING APPOINTMENTS TO VARIOUS BOARDS AND COMMISSIONS 121625 CAO Stamp
2. List of Eligible Applicants 121625
CONTACT
Dawn G, Abrahamson, MMC, City Clerk (707) 648-4527
[email protected]
Approved as to form:
By: for
Veronica Nebb, City Attorney
RESOLUTION NO. 25-______ N.C.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO MAKING
APPOINTMENTS TO VARIOUS BOARDS, COMMISSIONS, AND COMMITEES WHEREAS, the Vallejo City Council has established various boards and commissions and such boards may be advisory, policy, appellate and/or rule making; and WHEREAS, members of these boards, committees, and commissions shall be appointed by the City Council and vacancies shall be filled for the unexpired portion of the term in the same manner as the original appointment pursuant to the Vallejo Municipal Code; and WHEREAS, section 2.26.030 of the Vallejo Municipal Code provides that the term of office of each member appointed by the City Council shall be for four years, except as otherwise provided by ordinance or resolution, and that terms of members shall be staggered so that the number of terms expiring annually shall be approximately equal; and WHEREAS, there currently exist vacancies on the boards and commissions, and WHEREAS, pursuant to section 2.02.350 of the Vallejo Municipal Code, the City Clerk has published notices of these vacancies, received applications of interest, and delivered to the City Council all applications submitted; and
WHEREAS, the City Council reviewed the applications submitted and has conducted interviews.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL AS FOLLOWS:
Code Enforcement Appeals Board (CEAB) - 4 vacancies (terms to expire 12/31/29) _______________________- for a term commencing 1/1/26 – 12/31/29 _______________________ - for a term commencing 1/1/26 – 12/31/29 _______________________ - for a term commencing 1/1/26 – 12/31/29 Commission on Culture + Arts (CAC) – 2 vacancies (terms to expire 10/10/29) _______________________ - for a term commencing 1/1/26 – 12/31/29 _______________________ - for a term commencing 1/1/26 – 12/31/29 Adopted by the City Council of the City of Vallejo at a regular meeting held on December 16, 2025 with the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________________
ANDREA SORCE, MAYOR
ATTEST:
______________________________________
DAWN G. ABRAHAMSON, CITY CLERK
*Current Commissioner
List of Eligible Applicants for Appointment
(December 16, 2025)
Code Enforcement Appeals Board – 4 vacancies (terms to expire 12/31/29) *Edgar Ureta
*Kevin Tennyson
Lindsay Elam
Commission on Culture + Arts Commission – 2 vacancies (terms to expire 12/31/29) Samantha Fordyce
Justin Calonia
Fatimah Hanif
*Monique Shaifer
ACTION ITEM 9.B.
DATE: December 16, 2025
TO: Mayor and Members of the City Council
FROM: Jason Ta, Chief of Police
SUBJECT: CONSIDER AND MAKE A FINDING TO CONTINUE THE STATE OF LOCAL
EMERGENCY RELATING TO PUBLIC SAFETY STAFFING
RECOMMENDATION
Consider making a finding reaffirming that the conditions exist to continue the proclamation of a local emergency.
REASONS FOR RECOMMENDATION
State law requires that the Proclamation of Local Emergency be reaffirmed every 60 days. The 60th day since the last confirmation of the proclamation is January 2, 2026. City Council must reaffirm the proclamation for it to continue.
BACKGROUND AND DISCUSSION
On July 25, 2023, the City Council unanimously voted to approve a Proclamation of Local Emergency due to the critically low staffing levels at the City of Vallejo Police Department. Below is information on the current situation with Police Department staffing and whether the conditions that gave rise to the Proclamation of Local Emergency continue to exist.
When the City of Vallejo adopted a Proclamation of Local Emergency in July 2023, the Police Department staffing continued to decline. As of Aug 2023, the department had 76 sworn staff positions filled, with nine officers on disability, four officers out on injury, and one officer on FMLA, totaling 62 full-duty sworn officers. 32 full-duty officers and 5 full-duty sergeants were working patrol. This staffing level was determined to constitute a state of emergency. At that time, the Police Department collapsed some divisions, including the Traffic Division and the Detective Division, to assign more staff to patrol.
Current Staffing Levels
Total Sworn Staffing: 78
Total Disability/Injured: 3
Full-Duty Sworn Officer: 75
Number of Officers Working Patrol: 39
Field Training Program: 0
Strategies Underway to Increase Staffing
In addition to its regular attraction and retention efforts, the Police Department is working to implement new strategies to further attract and retain officers. The Police Department has entered an agreement with Allstar recruiting to increase the department's visibility towards applicants. The Police Department has also implemented a recruitment, retention, and referral program, which the City Council approved on July 22nd.
Steps Taken to Supplement Staffing
Date: December 16, 2025
Subject: CONSIDER AND MAKE A FINDING TO CONTINUE THE STATE OF LOCAL
EMERGENCY RELATING TO PUBLIC SAFETY STAFFING
In January of 2024, the Vallejo Police Department began coordinated discussions with the Solano County Sheriff’s Office relating to several different staffing models under a contract service agreement. At that time SB1379 was being introduced by State Senator Dodd’s office to create an exemption for the retired annuitant program to assist the COV with its public safety crisis. In Sept of 2024, SB 1379 was approved by Governor Newsom. In December of 2024, the Sheriff provided the COV with a staffing projection proposal for contract services. Thereafter, the City Council and the County Board of Supervisors provided direction for the City and the County to further negotiations for contract services. All labor unions affected were engaged relating to meet and confer obligations, which have now been completed and the Agreement was executed by the City. The decision to move forward with the agreement was discussed by the County Board of Supervisors several times and on September 23rd was approved with a reduced service model than that originally contemplated by the agreement. The City of Vallejo and Solano County are now working together to put the reduced service into operation scheduled to begin January 1, 2026.
Since, July 2024, CHP has been providing additional traffic enforcement when their traffic officers have free patrol time. CHP officers have been conducting this additional presence and enforcement on Vallejo city roadways. Starting in February, the Governor authorized CHP to provide the department with additional assistance to conduct traffic enforcement campaigns addressing sideshow activity and reckless driving. These added campaigns continue to deter and disrupt reckless driving and hold the offenders accountable.
The City Manager issued a Request for Proposal (RFP) for uniformed unarmed security guards and the City’s existing security company (AX9) was selected. The City Manager's office, Public Works, and the Police Department have since finalized the security guard deployment strategies. The AX9 contract was approved by City Council at the October 14th meeting. The pilot security guard patrol routes program started at the end of November, with a request from City Council to explore options of increasing the number of hours/guards dedicated to this effort as soon as possible.
In July, the City Council authorized the use of seven security towers placed strategically in high-crime hotspots throughout the city. Security tower cameras are elevated surveillance units designed to enhance public safety by providing visual deterrence and an investigative resource for follow-up investigations. The devices are equipped high-resolution cameras mounted on a telescoping pole and trailer-mounted for mobility. All seven towers have been deployed, one in each council district with the seventh device placed at the Army Reserve building.
The Police Department is also in the process of revitalizing its community volunteer program. The department's volunteer program will be revitalized to increase community engagement, expand department capacity for non-enforcement duties, and strengthen trust between law enforcement and residents. This program is a cost-effective alternative to additional staffing, with estimated annual savings of hundreds of paid personnel hours. By reallocating non-enforcement tasks to qualified volunteers, the Police Department will preserve sworn officer time for priority calls, reduce administrative strain, and extend its public presence at community events. A phased launch to this program was slated to begin in January 2026. However, due to background screening procedures, is expected to be functional in March 2026. This volunteer program will ensure quality training, proper oversight, and sustainable growth.
The Police Department is also in the final stages of bringing forward a sex trafficking reduction proposal to City Council. The proposal was recently presented to the Public Safety Subcommittee. The draft proposal is being finalized to make recommendations and receive direction from City Council on funding and
Date: December 16, 2025
Subject: CONSIDER AND MAKE A FINDING TO CONTINUE THE STATE OF LOCAL
EMERGENCY RELATING TO PUBLIC SAFETY STAFFING
implementation.
The Police Department is also working to operationalize an expanded Gun Violence Restraining Order (GVRO) program. This program is being created to supplement the department's current policy and will address how and when GVRO's will be utilized.
Emergency Conditions Remain
As stated above, on July 23, 2023, the City Council adopted a proclamation declaring a state of local emergency pursuant to Government Code Section 8550 et. seq. Pursuant to California Government Code Section 8630(c) the City Council is required to review the need for continuing the local emergency at least once every 60 days until the City Council terminates the local emergency. Council last reaffirmed the emergency at its November 4, 2025, meeting.
City staff believe that Police Department staffing remains in an emergency staffing condition as of December 2025. As such, staff believe that a state of emergency still exists and recommends that the City Council vote to reaffirm the existence of the state of local emergency.
FISCAL IMPACT
There is no immediate financial impact associated with this item. Any potential impact will be brought back to City Council with related costs.
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
None
CONTACT
Jason Ta, Chief of Police (707) 648-4540
[email protected]
ACTION ITEM 9.C.
DATE: December 16, 2025
TO: Mayor and Members of the City Council
FROM: Randy J. Risner, Chief Assistant City Attorney
SUBJECT: INTRODUCTION OF AN ORDINANCE ENTITLED BURGLARY, ROBBERY AND PANIC ALARM ORDINANCE REPLACING CHAPTER 7.81 OF THE VALLEJO MUNICIPAL CODE IN ITS ENTIRETY AND DELETING CHAPTER 5.55 IN ITS ENTIRETY (FIRST
READING)
RECOMMENDATION
To consider the proposed alarm ordinance and, if desired by the City Council, conduct the first reading and introduce the ordinance. A second reading and potential adoption will occur at a future meeting.
REASONS FOR RECOMMENDATION
The recommendation is made pursuant to the request of the Chief of Police and the City Council.
BACKGROUND AND DISCUSSION
Because of the staffing shortage in the Vallejo Police Department, the Chief of Police requested that the City Council consider adopting an ordinance requiring that alarms be verified before VPD will respond. The City's current alarm ordinance, found at chapter 7.81 in the Vallejo Municipal Code, requires a monetary penalty to compensate the City for responding to a false alarm. Alarm owners are allowed one free false alarm per year.
After that, the first residential false alarm exacts a penalty of $150, the second and subsequent alarms require penalties of $250. For businesses, there is one free false alarm and after that a $350 penalty for every additional false alarm.
The issue with false alarms is that they require a police response and thus take time away from other police calls for patrol officers. To deal more effectively with false alarms, some California cities require a verified alarm before police will respond. A verified alarm requires a second, independent verification after the initial alarm.
The proposed ordinance before the City Council this evening would require that a responder (private security guard, alarm company guard, private entity or person contacted by an alarm company verify to the police department that a crime, attempted crime or other emergency is occurring at the location of the alarm. Absent such verification, the police department would not respond. Verification may be obtained in five ways:
1. On-site verification;
2. Utilization of a remote audio or video system monitored by an Alarm Company Operator;
3. For a commercial alarm system, separate alarm activations monitored by an Alarm Company Operator from the same commercial premises within a ten-minute period and triggered by separate devices causing two distinct operations;
4. For a residential alarm system, two separate alarm activations monitored by an Alarm Company Operator from the same premises within a ten-minute period with the activations triggered by the same or different motion sensors;
Date: December 16, 2025
Subject: INTRODUCTION OF AN ORDINANCE ENTITLED BURGLARY, ROBBERY AND PANIC ALARM ORDINANCE REPLACING CHAPTER 7.81 OF THE VALLEJO MUNICIPAL CODE IN ITS ENTIRETY AND DELETING CHAPTER 5.55 IN ITS ENTIRETY (FIRST
READING)
5. Any other form of verification as may from time-to-time be adopted as policy by the police department and published on its website.
Without the above verification, the police department would not respond to any type of alarm except medical alarms, robbery alarms or panic alarms. Police would, if resources are available respond to such alarms.
In order to enforce the new verification ordinance, the Chief of Police would have the power to suspend an Alarm Company's City of Vallejo Alarm Business Permit. Each of the following would be sufficient reason to suspend such license:
1. False or incomplete statements on the application for an Alarm Business Permit including the renewal of such a license;
2. Programming any automatic dialer to automatically select and dial any City of Vallejo telephone line to call in the event an alarm is triggered;
3. Failure to provide current information about the Alarm Company as required by the ordinance;
4. Failure of an Alarm Company employee to identify themselves by operator number, company name, address and telephone number at the request of the police department dispatcher;
5. Failure to pay any fees associated with the Alarm Business Permit application or renewal or any penalties or fines required by the ordinance;
6. The criminal conviction of an owner, principal, officer or operator of an Alarm Company for any felony or for any misdemeanor offense involving moral turpitude;
7. The suspension or revocation of the California license issued to an Alarm Company under the California Alarm Company (CAC) Act;
8. Any violation of the ordinance.
Alarm Company's would have a right to appeal any suspension or revocation of the Alarm Business Permit to the City Manager or their designee.
There would be fines for Fraudulent Verification of an alarm as well as Prohibited Calls which are calls to police dispatch requesting a police response to an unverified alarm. Fines and penalties may also be appealed. The hearing officer on any such appeal would an assistant city manager or their designee.
If adopted, the proposed ordinance will sunset on December 31, 2026 unless the City Council makes it permanent before that date. If the City Council takes no action, the ordinance and process for dealing with false alarms will revert to what currently exists.
FISCAL IMPACT
Adoption of the ordinance may create minor initial costs in implementing it. It may also create additional revenue for the City in the form of fines and penalties.
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.
Date: December 16, 2025
Subject: INTRODUCTION OF AN ORDINANCE ENTITLED BURGLARY, ROBBERY AND PANIC ALARM ORDINANCE REPLACING CHAPTER 7.81 OF THE VALLEJO MUNICIPAL CODE IN ITS ENTIRETY AND DELETING CHAPTER 5.55 IN ITS ENTIRETY (FIRST
READING)
ATTACHMENTS
1. Ordinance Replacing Chapter 7.81 and Repealing Chapter 5.55 Relating to Alarms - CAO Stamp
CONTACT
Randy J. Risner, Chief Assistant City Attorney
[email protected]
Approved as to form:
By: _________________________for
Veronica Nebb, City Attorney
1 ORDINANCE NO. _________________________
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF VALLEJO ENTITLED
BURGLARY, ROBBERY AND PANIC ALARM ORDINANCE REPLACING CHAPTER
7.81 IN ITS ENTIRETY AND DELETING CHAPTER 5.55 IN ITS ENTIRETY WHEREAS, the Vallejo Police Department has limited personnel and resources for responding to burglary alarms; and
WHEREAS, the Vallejo Police Department has determined that there is an inordinate amount of unverified burglary alarms which often turn out to be false alarms; and WHEREAS, in order to make the best use of Vallejo Police Department resources, the department has determined that it can only respond to alarms that have been verified to involve criminal activity; and
NOW THEREFORE, the City Council of the City of Vallejo does hereby ordain as follows:
SECTION ONE
Chapter 5.55 of the Vallejo Municipal Code is hereby repealed until the sunset date of this ordinance unless this ordinance is further extended or made permanent by the City Council.
SECTION TWO
Chapter 7.81 of the Vallejo Municipal Code is hereby replaced in its entirety until the sunset date of this ordinance.
7.81.005 - Short title and purpose.
(a) This chapter shall be known as the Burglary, Robbery and Panic Alarm Ordinance (the “Alarm Ordinance”) and may be cited as such. The purpose of the Alarm Ordinance is to regulate Alarm System Users, Alarm Systems, and Alarm Company Operators so that scarce Police resources can be deployed in the best manner possible by responding only to Burglary Alarms if they are verified, as provided for herein, thereby reducing the amount of Police resources consumed in responding to unverified Burglary Alarms, and in order to minimize the occurrence of Fraudulent Verification of Burglary Alarm activations within the City of Vallejo. This chapter supersedes and completely replaces Chapters 5.55 and 7.81 of the Vallejo Municipal Code.
(b) A violation of any provision of this chapter, except for the commission of five or fewer Prohibited Calls in a 12-month period, shall be deemed an infraction or a misdemeanor, in the city attorney's discretion, and shall be punished as provided in Section 1.12.010 of the Vallejo Municipal Code. Each day, or portion thereof, during which the violation of any provision of this article is maintained or continued shall be deemed a separate and distinct violation. A violation of any
2 provision of this chapter, except for the commission of five or fewer Prohibited Calls in a 12-month period, shall constitute a nuisance. (c) This chapter shall sunset on December 31, 2026 unless the City Council takes action to extend it or make it permanent before that date. If the City Council takes no such action, Chapter 5.55 as it existed the day before adoption of this ordinance shall be revived and Chapter 7.81 as it existed the day before the adoption of this ordinance shall be revived.
7.81.010 - Definitions.
Unless the context or subject matter otherwise requires, terms defined herein shall have the following meanings when used in this chapter:
“Alarm System or Alarm Device” means any system, device, or mechanism which, when activated, transmits a telephonic, wireless, electronic, video, or other form of message to an Alarm Company Operator, or some other number, or emits an audible or visible signal that can be heard or seen by Persons outside the Protected Premises or transmits a signal beyond the Premises in some other fashion, except any system, device, or mechanism primarily protecting a motor vehicle or a medical alert alarm. An Alarm System or Alarm Device may consist of one or more components (e.g., motion detector, window breach detector, or similar components) all reporting to a central unit/system panel which, in turn, is connected to or reports to an Alarm Company Operator via telephonic, wireless, electronic, video, or other form of message. NonMonitored Alarm Systems are also included in this definition. “Alarm Business Permit” means the type of business license required of an Alarm Company Operator, as specified in section 7.81.040 of this chapter. “Alarm Company Operator” means any Person, individual, partnership, corporation, or other form of association that engages in business or accepts employment to install, maintain, alter, sell on premises, monitor, or service intrusion, property, burglary, robbery, Panic Alarms, or other alarm systems located in the City of Vallejo. This includes Alarm Company Operators that are located outside the city limits of Vallejo and which monitor alarms installed within the city limits of Vallejo. Neither the City of Vallejo nor the Vallejo Police Department is an Alarm Company Operator.
“Alarm System User” means the Person having or maintaining a property, intrusion, burglary, robbery, panic, or other Alarm System within the City of Vallejo. “Burglary Alarm.” See “Property Alarm .”
“CAC Act” means the California Alarm Company Act, Business & Professions Code §§ 7590, et seq.
“Chief of Police” means the Chief of the Vallejo Police Department, or his or her designee.
3 “Fraudulent Verification” means the reporting of a Burglary Alarm to the Police Department, for the purpose of obtaining a Police response to the alarm, knowing that the alarm is not a Verified Alarm.
“Fire Alarm” means a signal initiated by a device such as a manual Fire Alarm box, automatic fire detector, waterflow switch, smoke detector, or other device which, when activated, is indicative of the presence of a fire or fire signature. Fire Alarms are exempt from the provisions of this chapter.
“Intrusion Alarm.” See “Property Alarm.”
“Monitored Alarm System” means any system, device, or mechanism which, when activated, transmits a telephonic, wireless, electronic, video, or other form of message or communication to a private monitoring company, any other telephone number, or Person who can then notify Police that an alarm has been activated. This includes all systems, which transmit telephonic, wireless, electronic, video, or any other form of message from an alarm installed within the city limits of Vallejo to any monitoring location either inside or outside the city limits of Vallejo.
All alarms that are monitored, except Fire Alarms, are included within the definition of “Monitored Alarm System;” e.g., any monitored burglary, intrusion, panic, premises, property, robbery, or other type of Alarm Device.
“Non-Monitored Alarm System” means any Alarm System that emits an audible or visible signal that can be heard or seen by Persons outside the Protected Premises but which is not monitored by an Alarm Company Operator.
“Panic Alarm.” See “Robbery Alarm.”
“Person” means any individual, partnership, corporation, trust, incorporated or unincorporated entity, or other entity or group of Persons, but excludes the United States, the State of California, and any political subdivision or municipal corporation thereof. “Police Department or Police” means the Vallejo Police Department and includes other law enforcement agencies assisting the Vallejo Police Department. “Premises or Protected Premises” means any area and any portion of any area protected by an Alarm System.
“Prohibited Call” means a call to Police dispatch by an Alarm Company Operator employee or agent requesting Police response to a Property Alarm, Intrusion Alarm, or Burglary Alarm activation that is not verified, whether canceled after the initial call or not. “Property Alarm, Intrusion Alarm, and Burglary Alarm” mean any system, device, or mechanism for detection and reporting of any unauthorized entry or attempted entry or property damage upon real property protected by the system which may be activated by sensors and, when activated, transmits a telephonic, wireless, electronic, video, or other form of message, or emits an audible or visible signal that can be heard or seen by Persons outside the Protected Premises, or transmits
4 a signal beyond the Protected Premises. For purposes of this chapter, alarms on automatic teller machines (ATMs) are included in this definition.
“Responder” means a private guard, alarm company guard, private entity, or Person contacted by an Alarm Company Operator, or any other Person, who verifies that there is evidence of intrusion, commission of an unlawful act, or emergency on the Premises that would warrant a call for Police assistance or investigation for a property, intrusion, or Burglary Alarm.
Responders for Alarm Company Operators requesting Police response will notify the Police dispatcher what Alarm Company Operator requested them to respond. Responders will meet Police at the Premises, unless the Responder verified the Burglary Alarm by other than at-thesite verification. “Robbery Alarm and Panic Alarm” mean any system, device, or mechanism, manually activated by an individual on or near the Premises, to alert others that a robbery or any other crime is in progress, or that the user is in need of immediate assistance or aid in order to avoid injury or serious bodily harm, which meets the following criteria:
(1) The system is installed on real property (the “Protected Premises”); (2) It is designed to be manually activated by an individual for the purpose of summoning assistance to the Premises;
(3) It transmits a telephonic, wireless, electronic, video, or other form of message or emits an audible, visible, or electronic signal that can be heard, seen, or received by Persons outside the Protected Premises.
“Verified Alarm” means an alarm which a Responder has verified that a crime, attempted crime, or other emergency occurring at the Premises protected by the alarm is occurring or about to occur. Verification may be by:
(1) At-the-site verification;
(2) Utilization of a remote audio or video system monitored by an Alarm Company Operator;
(3) For a commercial Alarm System, separate alarm activations monitored by an Alarm Company Operator from the same Premises within a ten-minute period, which activations are triggered from separate devices, and must be two distinct activations;
(4) For a residential Alarm System, two separate alarm activations monitored by an Alarm Company Operator from the same Premises within a ten-minute period, which activations are triggered from the same or different motion sensors; and (5) Any other form of verification as may from time to time be adopted as policy by the Police Department and published on its website.
Verification by methods (3) and (4) above will constitute verification only if there are no more than three such verifications in any six-month period of time as to the same Premises, unless the Alarm Company Operator forwarding such activations to the Police Department is able to demonstrate to the reasonable satisfaction of the Police Department that the verification(s) by method (3) or (4) was the result of an actual or attempted burglary.
7.81.020 - Certain devices, systems, and uses prohibited.
5 (a) No Person shall operate or use an Alarm System that emits an audible sound where such emission does not automatically cease within ten minutes. (b) No Person shall operate or use an Alarm System, which automatically dials the Vallejo Police Department directly and delivers a prerecorded message.
7.81.030 - Verified response required.
(a) The Police Department will not respond to Property Alarms, Intrusion Alarms or Burglary Alarms unless they are Verified Alarms as defined by this chapter. In reporting an alarm to the Police Department, an Alarm Company Operator must confirm that the alarm is a Verified Alarm as defined by this chapter. In the first instance, it shall be presumed that an Alarm Company Operator who reports an alarm as a Verified Alarm has actually verified the alarm consistent with the requirements of this chapter. Even if an alarm is verified, exigent circumstances may arise that prevent the Police Department from responding to Verified Alarm activations due to the availability of resources. The Police Department has no legal duty or obligation whatsoever to respond to any Property Alarm , Intrusion Alarm or Burglary Alarm activation and may respond, in its discretion, as Police resources allow and as Police Department supervision and management deem appropriate. (b) When reporting a Verified Alarm to the Police Department, the Alarm Company Operator employee reporting the Verified Alarm shall identify themselves to the Police Department dispatcher by operator number, company name, address and telephone number.
(c) An Alarm Company Operator who reports a Verified Alarm to the Police Department is required to maintain the evidence it used to verify that the alarm activation was a Verified Alarm, or a written report thereof, for not less than 12 months from the date of the alarm activation, except as to recordings of remote audio or video surveillance, which must be maintained for not less than 60 days. Because the Police Department will accept the Alarm Company Operator's representation in the first instance that it verified the alarm before reporting it to the Police Department as a Verified Alarm, the Police Department shall have the right to audit the Alarm Company Operator to ensure that the Alarm Company Operator is not misrepresenting that fact to the Police Department. If the Police Department has probable cause to believe that an Alarm Company Operator has misrepresented an unverified alarm to be a Verified Alarm, it may send the Alarm Company Operator written notice of the date and time of the reported Verified Alarm and request the Alarm Company Operator produce to the Police Department the evidence and/or report substantiating the verification of that alarm activation. The Alarm Company Operator shall produce the requested items to the Police Department within 14 days of the mailing of notice. Should the Alarm Company Operator fail to maintain the evidence and/or report for the specified period of time or fail to produce the requested items to the Police Department, the Alarm Company Operator will no longer be entitled to the presumption set forth in section
7.81.030(a). Should the Alarm Company Operator intentionally destroy, fail to maintain for the time period specified above, or discard the evidence and/or report, or
6 intentionally fail to produce the requested items to the Police Department that have been maintained and do exist, then and in that event the Alarm Company Operator shall be presumed to have made a Fraudulent Verification. Such presumption may be overcome by the Alarm Company Operator producing evidence that in requesting a Police response to the Burglary Alarm in issue, it did not know that the alarm was unverified.
(d) Police Department response to Robbery Alarms, Panic Alarms and medic alarms does not require a prior verified response. Exigent circumstances may arise, however, that prevent the Police Department from responding to robbery, panic, and medic alarm activations due to the availability of resources. The Police Department has no legal duty or obligation whatsoever to respond to any Robbery Alarm, Panic Alarm or medic alarm activation and may respond, in its discretion, as Police resources allow and as Police Department supervision and management deem appropriate.
7.81.040 - Alarm Business Permit required.
(a) Any Alarm Company Operator is required to maintain a valid City of Vallejo business license by way of a valid Alarm Business Permit in order to install, maintain, alter, sell on Premises, monitor, or service Alarm Systems within the City of Vallejo.
(b) Operation without a valid Alarm Business Permit shall constitute an infraction or a misdemeanor in the city attorney's discretion, and shall be punished as provided in Vallejo Municipal Code section 1.12.010. Each day during which the violation is maintained or continued shall be deemed a separate violation. Operation without a valid Alarm Business Permit is a nuisance and may also result in civil action against those companies continuing to operate without a valid City of Vallejo business license by way of a valid Alarm Business Permit.
(c) A valid Alarm Business Permit cannot be assigned, sold or transferred and may be revoked or suspended pursuant to section 7.81.080 of this chapter. Issuance of a valid Alarm Business Permit does not create any property right in that permit and said permit may be revoked at any time at the discretion of the Chief of Police.
7.81.050 - Alarm Business Permit application and fee.
All Alarm Company Operators doing business within the City of Vallejo shall apply to the Police Department for a valid Alarm Business Permit and renewals thereof. The application shall include payment of fees as set forth herein. The fees for such an Alarm Business Permit and renewals thereof shall be in an amount established by resolution of the city council from time to time. The initial fees upon adoption of this ordinance by the City Council shall be those fees for Alarm Company Operators in effect at the time of adoption. The application form for such an Alarm Business Permit or renewal thereof shall be the same as the application form for a business license or renewal from the City of Vallejo. An Alarm Company Operator must list
7 “Alarm Company Operator” as the nature of the business on the application form and provide a copy of Alarm Company Operator’s state-issued CAC Act identification card.
7.81.060 - No business license and no new taxes.
Under this chapter an Alarm Company Operator shall not be required to apply for, obtain, or pay a fee for a separate business license other than by way of an Alarm Business Permit as set forth in this chapter. An Alarm Company Operator whether located within or outside the City of Vallejo, will not be subject to or required to pay any sales or revenue tax to the City of Vallejo.
Notwithstanding the foregoing, Alarm Company Operators in the retail sales of alarm systems, parts therefore, related equipment and supplies for alarm systems shall be subject to sales or revenue tax for such as items as required by State and/or local law.
7.81.070 - Current information for Alarm Business Permit.
To the extent the Vallejo Municipal Code requires that a licensee with a business license from the City of Vallejo provide updated information as to the business license, an Alarm Company Operator shall provide such updated information to the Police Department for its Alarm Business Permit.
7.81.080 - Suspension and revocation of Alarm Business Permit.
The Chief of Police may suspend or revoke, in his or her discretion, an Alarm Company Operator's Alarm Business Permit based upon any of the following grounds:
(1) Any false or incomplete statement made on the application for the Alarm Business Permit or renewal of same;
(2) Programming of an automatic dialer to select any City of Vallejo telephone line; (3) Failure to provide current information as required in section 7.81.070; (4) Failure of an Alarm Company Operator employee to identify him/herself by operator number, company name, address and phone number at the request of a Police Department dispatcher as required in section 7.81.030(c); (5) Failure to remit payment of the Alarm Business Permit application or renewal fee, or failure to remit payment of administrative fines or penalties as required herein; (6) The criminal conviction of an owner, principal, officer or operator of an Alarm Company Operator for any felony whatsoever, or any misdemeanor offense involving moral turpitude;
(7) The suspension or revocation of the California license issued under the CAC Act; (8) Violation of this chapter.
8 The Chief of Police's decision to either suspend or revoke the Alarm Business Permit shall be based upon the severity of the violation, including, but not limited to, consideration of the following factors:
(1) The materiality and nature of any false or incomplete statement made on the Alarm Business Permit application or Alarm Business Permit renewal application;
(2) The number and severity of any prior instances of failure to comply with this chapter;
(3) The amount of fees, administrative fines or penalties owed and unpaid by the Alarm Company Operator;
(4) The nature of the criminal conviction of an owner, principal, officer or operator of an Alarm Company Operator.
If the Chief of Police determines that there is cause for the suspension or revocation of a permit, he shall mail a notice of suspension or revocation to the principal of the Alarm Company Operator, as provided on the Alarm Business Permit, stating that the suspension or revocation will be effective 30 days after the date of mailing, unless a notice of appeal is filed with the city clerk on or before the effective date. Mailing to the address provided on the Alarm Business Permit shall constitute reasonable notice under this chapter.
Alarm Company Operators operating an Alarm System after the Alarm Business Permit has been suspended or revoked shall be guilty of an infraction or misdemeanor in the city attorney's discretion and shall be punished as provided in Vallejo Municipal Code Section 1.12.010. Each day during which the violation is maintained or continued shall be deemed a separate violation.
7.81.090 - Appeals of suspension and/or revocation orders.
Any Alarm Company Operator aggrieved by the action of the Chief of Police in suspending or revoking an Alarm Business Permit under this article may, within ten days after such action, appeal to the city by filing written notice with the city clerk. The Vallejo City Manager or his/her designee shall then conduct a hearing and make an independent, de novo review of the determination or decision of the Chief of Police in the matter appealed from and may approve, disapprove or modify such determination or decision. Such hearing shall be conducted no later than 45 days after the date of the filing of the appeal, unless both the Chief of Police and appellant agree in writing that the City Manager or his/her designee may decide the matter at a mutually agreed upon later date. The City Manager or his/her designee shall set a time and place for a hearing on any appeal. Notice of the date of the hearing shall be provided to the Alarm Company Operator and to the Chief of Police. The appellant shall be entitled to representation by counsel. The City Attorney or his/her designee shall represent the Police Department. The hearing shall be conducted privately and in an informal manner provided, however, that the City Manager or his/her designee, shall have the right to determine the order in which evidence will
9 be presented and other matters essential to the orderly conduct of the hearing. The decision and order of the City Manager or his/her designee shall be final and conclusive. If an appeal is timely filed, the suspension or revocation shall be stayed until the City Manager, or his/her designee issues the final decision on the appeal.
7.81.100 - Reinstatement after suspension.
An Alarm Company Operator whose Alarm Business Permit has been suspended may have its Alarm Business Permit reinstated upon proof, to the satisfaction of the Chief of Police, that the grounds for suspension no longer exist and upon payment of a reinstatement fee in an amount that shall be established by resolution of the City Council.
7.81.110 - Fraudulent Verification and Prohibited Call administrative fines. (a) Fraudulent Verification administrative fine. An Alarm Company Operator shall pay to the City of Vallejo, within 30 days of the invoice, an administrative fine for each Fraudulent Verification. The amount of the administrative fine shall be $200.00 per each Fraudulent Verification.
(b) Prohibited Call administrative fine. An Alarm Company Operator shall pay to the City of Vallejo, within 30 days of the invoice, an administrative fine for each Prohibited Call. The amount of the Prohibited Call administrative fine shall be $150.00 per Prohibited Call. However, such a citation shall be expunged if within 14 days of the date of the invoice the Alarm Company Operator presents to the Police Department a call log or other evidence establishing that the Alarm Company Operator made the call in question to a law enforcement agency other than the Police Department and the other agency transferred the call to the Police Department. (c) The Fraudulent Verification and Prohibited Call administrative fines are cumulative and not exclusive, with the exception that the first five Prohibited Call administrative fines in a twelve-month period are cumulative and exclusive. The amount of the Fraudulent Verification and Prohibited Call administrative fines may be amended by resolution of the city council.
7.81.120 - Penalties for failure to pay fines.
(a) Payment of any administrative fine under this article is due within 30 days from the invoice date or within an extension of time granted by the Chief of Police or his/her designee. If payment is not received between one and 30 days after the date it became due, there shall be added to the amount a penalty of ten percent of the fines owing. If payment has not been received more than 30 days after the date due, an additional penalty of 20 percent of the fines shall be assessed. If payment is not received within 60 days of the date due, in addition to the aforementioned penalties, interest shall accrue on the unpaid fines and penalties at one percent per month until paid in full.
10 (b) The permittee shall be notified by mail of the amount of any penalties so added or assessed, and the same shall become due and shall be paid within ten days from the date of such notice.
(c) If any administrative fines or penalties remain unpaid after 60 days from the invoice date, the City of Vallejo business license required to operate as an Alarm Company Operator in the City of Vallejo may be suspended or revoked.
7.81.130 - Appeals of contested fines and penalties.
(a) The manner of assessing administrative fines and penalties and methods to appeal such fines and penalties shall comply with all the procedures specified in chapter 1.12 of the Vallejo Municipal Code, unless in conflict with the provisions of this chapter. (b) A separate written request for an administrative hearing must be filed for each administrative fine assessed and any associated penalties. Multiple administrative fines and penalties, even if assessed against the same Alarm Company Operator or Alarm System User, cannot be appealed on a single request for hearing. Such written request must be received by the city clerk not later than 14 calendar days from the date of the invoice. The timely appeal of a late-payment penalty under this chapter shall not revive a time-barred challenge to the underlying administrative fine. (c) Within ten days of the filing of a request for an administrative hearing, the city clerk shall give notice to the requesting party of the date, time and place of the hearing. The hearing shall be set on a date that is no less than ten days and no more than 60 days after the date of the notice.
(d) A request for an administrative hearing must be accompanied by a deposit in the amount of the administrative fine and any associated penalties. A request for a hearing shall not be complete and shall not be accepted unless it is accompanied by the deposit required by this section. Should the requesting party prevail on appeal, said amount will be refunded within ten days of the date of decision. (e) The hearing officer on all appeals of administrative fines assessed pursuant to this chapter and any associated penalties shall be an assistant city manager or his or her designee. A representative for the Alarm Company Operator that has been assessed the fine and any associated penalty, or the Alarm System User who has been assessed the fine and any associated penalty, must appear at the administrative hearing. The failure of the Alarm Company Operator representative or Alarm System User to appear at the administrative hearing shall constitute a waiver of the right to a hearing on the citation and any defenses to the citation that the Alarm Company Operator or Alarm System User may have had, and the Alarm Company Operator’s or Alarm System User's deposit shall be forfeited without further action. A failure to appear at the administrative hearing shall also constitute a failure to exhaust administrative remedies.
11 (f) The remedies set forth in this article are non-exclusive and the city may seek all legal and equitable relief permitted by law in addition to those remedies set forth in this article.
7.81.140. - Mailing of notices.
Any notice required by this article to be mailed shall be sent by ordinary mail, addressed to the address as reflected in the records of the Police Department. Failure to receive such notice shall not relieve the obligation to pay any fee, interest, or penalty, nor shall such failure extend any time limit. It is the responsibility of the Alarm Company Operator to inform the Chief of Police in writing about a change in address.
7.81.150. - No duty or obligation.
Nothing in this chapter imposes or creates any express or implied duties or obligations on the part of the City, its Police Department or any other governmental agency. Nothing in this article creates any express or implied duty or obligation for the Police Department to respond to an alarm activation of any sort, whether verified or not. Any liability or consequential damage resulting from the failure to respond to an alarm activation of any sort is hereby disclaimed and governmental immunity as provided by law is retained by the city.
7.81.160. - Powers of the Chief of Police.
The Chief of Police shall have broad discretion to promulgate, execute and enforce policies, procedures and directives as may in his discretion be necessary to implement the provisions of this article. Such powers shall include, but are not limited to, the power to promulgate, execute and enforce a policy regarding dispatch of officers to verified and unverified Alarm activations that are not inconsistent with the provisions of this article.
SECTION THREE
If any section, subsection, sentence, clause, or phrase of this Ordinance is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have adopted the Ordinance and each section, subsection, sentence, clause, and phrase thereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses, or phrases be declared invalid or unconstitutional.
SECTION FOUR
This Ordinance shall be effective 30 days after adoption by the City Council.
First read at a regular meeting of the City Council of the City of Vallejo on September 9, 2025 and finally passed and adopted at a regular meeting thereof held on ___________________, 2025 by the following vote:
12 AYES:
NOES:
ABSTENTIONS:
ABSENT:
ANDREA SORCE, MAYOR
ATTEST:
DAWN G. ABRAHAMSON, CITY
CLERK
ACTION ITEM 9.D.
DATE: December 16, 2025
TO: Mayor and Members of the City Council
FROM: Jason Ta, Chief of Police
SUBJECT: ADOPT A RESOLUTION APPROVING AN AGREEMENT WITH FLOCK GROUP, INC.
FOR GUNSHOT DETECTION TECHNOLOGY (FLOCK RAVEN) IN AN AMOUNT NOT TO EXCEED $210,000 FOR 18 MONTHS, AND INSTALLATION FEES OF $30,000, A FLOCK
AMENDMENT TO THE MASTER SERVICES AGREEMENT AND AUTHORIZING THE
CITY MANAGER TO EXECUTE SAME
RECOMMENDATION
Adopt a resolution approving an Agreement with Flock Group, Inc. for gunshot detection technology (Flock Raven) in an amount not to exceed $210,000 for 18 months, and installation fees of $30,000, and authorizing the City Manager to execute same.
REASONS FOR RECOMMENDATION
During the past several years, sworn staffing has continued to decrease. Consequently, implementing and retaining technology that has been successful in reducing crime is urgently needed. Flock Raven Gunshot Detection Technology optimizes the department’s limited resources by utilizing advanced technology and efficient investigative techniques. For the aforementioned reasons, the implementation of this new technology justifies the renewal of this contract.
BACKGROUND AND DISCUSSION
In the past several years, Vallejo Police Department has deployed various technologies from Flock. Flock is a nationally reputable vendor that provides automated license plate reader cameras (ALPR) as well as other technologies. The City of Vallejo PD has successfully deployed these cameras throughout the city. In the summer of 2022, Flock approached the police department and introduced a new gunshot detection technology, RAVEN. As Flock was developing the RAVEN technology, the technology was offered to the Vallejo Police Department for one year no charge as a beta test.
The technology was brought to the Surveillance Advisory Board for their review and input. After several public meetings and presentations from Flock, the board strongly felt that this technology was not ready and recommended against the use of technology. The Surveillance Advisory Board passed Resolution SAB-003- 2022 recommending against the use of technology. The Police Chief asked the Vallejo City Council to make a ruling and allow the beta test for the RAVEN technology to continue. On December 20, 2022, Vallejo City Council did not accept the board's recommendation and allowed Vallejo Police Department to continue with the beta test for the RAVEN technology. Vallejo City Council resolution 22-216 N.C. was passed.
The Vallejo Police Department continued to engage with the Surveillance Advisory Board (SAB) as the RAVEN technology was installed and fully deployed. The SAB created an ad-hoc committee that worked with the Vallejo Police Department in developing the policy for the RAVEN technology. Throughout the beta test process, Vallejo Police Department provided routine reports on the usage of RAVEN technology and its ability to solve crimes to SAB. On August 21, 2025, SAB approved resolution 002-2025 recommending use of the technology. On October 14, 2025 City Council advised the Vallejo Police Department to discuss the following three items with SAB: 1) Audit Plan; 2) Changes to Policy; 3) Changes to the Master Services Agreement. On
Date: December 16, 2025
Subject: ADOPT A RESOLUTION APPROVING AN AGREEMENT WITH FLOCK GROUP, INC.
FOR GUNSHOT DETECTION TECHNOLOGY (FLOCK RAVEN) IN AN AMOUNT NOT TO EXCEED $210,000 FOR 18 MONTHS, AND INSTALLATION FEES OF $30,000,
A FLOCK AMENDMENT TO THE MASTER SERVICES AGREEMENT AND
AUTHORIZING THE CITY MANAGER TO EXECUTE SAME
November 20, 2025, SAB and VPD agreed on the items as followed: 1) Flock to provide templates for the Audit Plan; 2) Changes were made to Policy 434 and unanimously approved; 3) Recommendations on edits made to the Master Service Agreement was unanimously approved. There was no resolution, but the minutes from the SAB, GSAD edits, and the Final GSAD policy are enclosed.
The Vallejo Police Department has successfully completed the RAVEN beta test with Flock and at this point is making a recommendation to enter into an agreement to procure the Flock Raven technology. The City of Vallejo Police Department intends to deploy this technology as a new tool in their effort to reduce crime in Vallejo and increase public safety.
Staff would also like to point out that an incorrect version of the Flock Master Services Agreement was provided to Council at the October 14, 2025 meeting. The City Attorney's Office had previously negotiated several amendments to the Master Services Agreement that Flock accepted. Notwithstanding those edits, Flock has agreed to additional edits as reflected in the amendment to the Master Services Agreement which is before Council for consideration. These edits were presented to the SAB for their input as well which are included in the proposed amendment.
FISCAL IMPACT
The Flock Raven program will cost $210,000 for 18 months, plus the installation fees of $30,000, will be funded by the FY23 COPS Technology and Equipment Grant (“Grant,” which is City project number GPD016). (City Council accepted the Grant via Resolution 24-059.) That funds were congressionally earmarked for this specific purpose underscores VPD’s need for this critical technology.
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 Approving Flock Amendment and Flock Raven CAO Stamp
2. Flock GSD With Original MSA CAO Stamp
3. Flock Amendment CAO Stamp
4. RAVEN PP
5. Raven FAQ_2024
6. Final Agenda SAB 11.20.2025
7. GSAD Edits 11.20.25
8. GSAD Final 11.24.25
CONTACT
Jason Ta, Chief of Police
(707) 648-4540
[email protected]
Approved as to form:
By: for
Veronica Nebb, City Attorney
RESOLUTION NO. 25-____ N.C.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO APPROVING AN AGREEMENT WITH FLOCK GROUP, INC. FOR GUNSHOT
DETECTION TECHNOLOGY (FLOCK RAVEN) IN AN AMOUNT
NOT TO EXCEED $210,000 FOR 18 MONTHS, APPROVAL OF A FLOCK AMENDMENT TO
THE MASTER SERVICES AGREEMENT AND
AUTHORIZING THE CITY MANAGER TO EXECUTE SAME
WHEREAS, during the past several years, City of Vallejo Police Department’s (“VPD”) sworn staff has been at record lows and, currently, the Department is at an approximately 40% vacancy rate; and
WHEREAS, VPD’s staffing shortage compounds the urgent need for implementation and retention of technology, such as the suite of technology offered by Flock Group, Inc. (“FLOCK”), that helps deter and reduce crime; and
WHEREAS, VPD participated in a successful beta test of FLOCK’s automated gun shot detection technology known as FLOCK RAVEN; and
WHEREAS, VPD desires to continue using FLOCK RAVEN technology to deter and reduce crime; and
WHEREAS, VPD’s FY 2023 COPS Technology and Equipment Grant (GPD016) includes $210,000 for FLOCK technologies, including FLOCK RAVEN; and WHEREAS, VPD has met with the Surveillance Advisory Board (SAB) concerning the Flock Raven
technology and on August 21, 2025, the Board adopted a resolution recommending use of the technology; and
WHEREAS, at the direction of the City Council, VPD met a second time with the SAB concerning the Flock Raven technology on November 20, 2025 and requested that the SAB review and give input on two revisions to the Flock Master Services Agreement concerning privacy matters; and
WHEREAS, SAB reviewed the privacy revisions, added additional language all of which was submitted to Flock which they approved without changes; and
WHEREAS, also at City Council direction, VPD requested that SAB review and approve a new policy for the Flock Gun Shot Detection system which SAB did and which is before the City Council now; and
WHEREAS, the City Council also directed SAB to develop an audit plan for all Flock systems; and
WHEREAS, SAB determined that it could not develop an audit plan for all Flock systems in time to present to Council with the Gun Shot Detection system contract; and WHEREAS, SAB has committed to working on and completing an audit plan for all Flock systems through the work of one of its existing ad hoc committees which will be presented to the City Council for its approval.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Vallejo hereby approves the Agreement with Flock Group, Inc. in an amount not to exceed $210,000 for 18 months which includes all Flock technologies including Raven.
BE IT FURTHER RESOLVED that SAB shall complete its audit plan for all Flock systems and present it to the City Council for review within the next 90 days unless an extension is approved by the City Council.
BE IT FURTHER RESOLVED that the City Council of the City of Vallejo hereby approves the Flock Group Inc. Amendment containing the revisions to sections 4.3 and 5.3 of the Master Service Agreement as approved by the SAB.
BE IT FURTHER RESOLVED that the City Council of the City of Vallejo hereby authorizes the City Manager’s execution of said Agreement and said Flock Group Inc. Amendment with Flock Group, Inc.
Adopted by the City Council of the City of Vallejo at a regular meeting held on October 14, 2025, with the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ANDREA SORCE, MAYOR
ATTEST:
DAWN G. ABRAHAMSON, CITY CLERK
Flock RAVEN Gunshot
Detection
Capt. Jerome Bautista
Vallejo Police Department
August 21, 2025
What is Flock RAVEN?
RAVEN is Gunshot Audio Detection Technology
PROS:
• When dispatch receives multiple shots fired calls, they are unable to pinpoint the exact location for officers, but Raven is able to provide an approximate location
• Immediacy of locating victims to provide life saving measures • Uncooperative victims not providing location or call 911, will help officers locate a victim and/or scene
• Anonymity for citizens afraid or unwilling to call police about shots heard CONS
• Need more coverage
• Only clusters of coverage in areas of Vallejo based on statistical data
Background/ Timeline:
06/25/24 and 09/03/24: TRAINING
- Raven training provided via zoom
09/06/24: BEGAN BETA TESTING
- Department informed that Raven was live for beta testing - Links to previous training also provided
09/11/24: IMPLEMENTED WITH DISPATCH
- Raven implemented with dispatch
- Notifications coded as 1075R (shots fired in designated area), Priority 2
09/27/24: All users completed training
- ALL users now trained with access to Raven
What criteria is used by Dispatch to determine
if a Raven alert is confirmed to be a gunshot
or not?
CONFIRMED
• GSW Victim on scene
• Shots were physically observed or heard by a witness
• Surveillance cameras showing evidence of a shooting
• Heard or seen by an officer/ neighboring LE agency
UNCONFIRMED
• Unable to locate (UTL)
• Outside jurisdiction/ Referred to another agency
• Vehicle backfire
• Fireworks
Factors to be taken into consideration:
• There may be discrepancies between Raven gunshot Alerts and Shots Fired Incidents due to the following:
• Data from Flock is NOT integrated with our CAD (Computer Aided Dispatch) system and ALL Raven gunshot alerts received by Dispatch is manually entered into CAD by our dispatchers
• Dispatch workload can get too busy and inputting 1075R incidents into CAD is not prioritized, therefore a record of a Raven alert may not exist in our CAD data • If a Raven gunshot alert was not received this does not mean a shooting did not occur due to the following:
– A revolver may have been used
– Shooting suspects could have picked up casings prior to police arrival – Shooting scene could have been in a vehicle, therefore casings were not located on scene
– Not all areas in Vallejo have Raven
EXTRA PATROL:
As a result of Raven gunshot analysis, we have determined that extra patrol should be conducted in these following locations:
North Vallejo: West of Hwy 80, North of Hwy 37
Central Vallejo: West of Hwy 80
South Vallejo: West of Hwy 80, South of 780
Raven Alert & Shots Fired Incidents:
Sept.6, 2024 – July 31,2025
Raven Alert and Shots Fired Cases Percentages
(Based on numbers from table graphs)
Total shooting Incidents (Raven and Shots Fired Incidents) *37 Incidents had BOTH a Raven gunshot alert and a Shots Fired Incident
Total Shooting Incidents and Cases
*Case include 26 from Raven gunshot alerts and 157 from Shots Fired Incidents
Success stories:
Incident #1
Raven Alert:
Multiple Gunshot Alert on 05/12/25 at 06:16PM at 2500 blk Sonoma Blvd.
Dispatch CFS:
25-4619: 05/12/25 at 06:17PM Raven alerted to multiple gunshots heard in the area of 2500 blk Sonoma Blvd. A victim called and stated that a subject had shot at his vehicle, and he had been struck once in the stomach. One adult victim was located with non-life-threatening injuries.
– Original CFS was in the area of Broadway/ Tennessee St. – Actual scene and RAVEN gunshot alert was in the 2500 blk of Sonoma Blvd.
Incident #2
Raven Alert:
Multiple gunshots alert on 10/06/24 at 1:35AM close to 500blk Capitol St.
Dispatch CFS:
24-10161: 10/06/24 – 1:36AM/ Corner of Capitol St. & Marin St. – Victim was shot and unable to call 911 prior to being found by officers – Suspect contacted and arrested with firearm recovered
Real Life applications:
Despite the low number of cases generated from Raven Gunshot Alerts, officers were:
• Able to locate crime scenes that officers were unaware of • Able to locate a victim who could not call 911
• Able to find the true location of a shooting after being provided the wrong location by a caller into 911
• Able to track multiple shooting events tied to one incident • Able to locate a scene that a shooting victim was not forthcoming with
CONTACT(S)
Jerome Bautista
Police Captain of Operations
About Flock Safety Raven®
Audio Detection Technology
Flock Safety has the same approach to
privacy with every product.
1 How does Flock Safety’s Raven® Technology work?
Flock Safety Raven® devices help local law enforcement respond more quickly to potential instances of gun violence, and lead more effective investigations in firearm-related crimes. When a gunshot occurs, Flock Safety Raven® notifies the local police department in under one minute about the firearm discharge. These notifications include an audio recording, location coordinates within 90 feet of the alert, and the ability to search nearby License Plate Reader (LPR) cameras for potential suspect vehicles.
Flock Safety Raven® technology pairs with the Flock Safety Falcon®
license plate reader system and/or other tools to help your police
department develop investigative leads and deliver a more
situationally-aware response to gunfire.
2 How do gunshot detection sensors help the community?
Nearly 80% of gunshots go unreported, meaning victims are left untreated and offenders remain at-large. When gunshots are reported, it often takes 5-10 minutes for a witness to call 911. Automated, near real-time alerts enable first responders to locate and treat victims, saving lives, and preserving critical evidence, like shell casings, that become more difficult to recover as more time passes after a shooting.
flocksafety.com
(866) 901-1781 | [email protected]
flocksafety.com
(866) 901-1781 | [email protected]
3 What data does Flock Safety’s Raven® collect?
Flock Safety Raven® devices are triggered by gunshots and record a 5-second audio clips.
They are not triggered by voices. Flock Safety Raven® also gathers location data through triangulation by default.
Your police department can download the 5 second gunshot audio clip for their investigations.
All Flock Safety Raven® audio detection data is deleted from Flock Safety after 30 days. 4 How does Flock Safety keep devices and data secure?
Flock Safety holds itself to the highest level of security with the following policies
All data and footage is encrypted throughout its entire lifecycle and securely stored with our cloud provider, Amazon Web Services Cloud~
On-device, data is only stored temporarily for a short time until it is uploaded to the cloud, at which point it is removed automatically from the local device. All data (both footage and metadata) is fully encrypted in a unique encryption key when stored on the cloud servers~
Flock Safety defaults to permanently deleting all data after 30 days on a rolling basis, setting a new standard in the industry.
5 Who has access to data collected by Flock Safety Raven® devices? Flock Safety’s customers own 100% of their data and determine who has access.
Flock Safety will never share or sell the data, per our Terms of Service. 6 What features do Flock Safety devices have that enable audits and oversight? To perform a search on the Flock Safety platform, all law enforcement users must enter reason codes to verify the legitimacy of the search and create an audit trail.
Authorized users go through training to properly use the system and communicate with their dispatch teams.
Flock Safety customers commit not to use the data to work with third-party repossession companies, revenue collection, unpaid fines, or towing companies. The system does not contain facial recognition, voice recognition, or capture any personally identifiable information such as name, phone number, or address. The system does not contain facial recognition, voice recognition, or capture names, phone numbers, or addresses.
Regular Surveillance Advisory Board Meeting Minutes
November 20, 2025
Page | 1
SURVEILLANCE ADVISORY BOARD
REGULAR MEETING AT 6:00 PM
NOVEMBER 20, 2025
Vallejo Room (Lower-Level JFK Library)
505 Santa Clara Street
Vallejo, CA 94590
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
Present: Chair Lee, Vice Chair Moreno, Boardmember Cohen-Thompson, Bras, Russell, Stewart
Absent: None
Staff: Chief Assistant City Attorney Randy Risner, Board Secretary Lance David, Deputy Chief Knight, Lieutenant Tai, Sergeant Caitham
4. COMMUNITY FORUM - None
5. CONSENT CALENDAR AND APPROVAL OF AGENDA
A APPROVAL OF MINUTES FROM SEPTEMBER 18,2025
Action: moved by Boardmember Cohen-Thompson,
seconded by Boardmember Stewart and carried unanimously to approve the minutes.
Contact: Lance David, Board Secretary (707) 648-5408
[email protected]
6. REPORT OF THE COMMITTEE/BOARD SECRETARY- NONE
7. CITY ATTORNEY’S REPORT - NONE
8. REPORT OF THE CITY COUNCIL LIAISON – NONE
9. REPORT OF THE CHAIRPERSON AND MEMBERS OF THE COMMITTEE/BOARD
Regular Surveillance Advisory Board Meeting Minutes
November 20, 2025
Page | 2
Report from Boardmember Cohen-Thompson. Read draft SAB Community Outreach Policy
Report from Boardmember Stewart. Spoke about Ad-Hoc Workplan Committee
10. ACTION CALENDAR
A CONSIDERATION OF AN AUDIT PLAN FOR THE FLOCK SURVEILLANCE SYSTEM.
Recommendation: Board to discuss and consider a potential audit plan for the Flock surveillance system and then make a recommendation to the City Council.
Contact: Jerome Bautista, Captain (707) 648-4461
[email protected]
Staff Presented: Sergeant Caitham, Deputy Chief Knight
Ad-Hoc Workplan Committee will work on Audit Plan with
PD. Flock to provide templates for Audit Plan
B REVIEW OF POLICY FOR THE USE OF THE FLOCK SURVEILLANCE SYSTEM.
Recommendation: Board to discuss and consider potential revisions to the existing policy for the use of the Flock Surveillance System and make a recommendation to the City Council.
Contact: Jerome Bautista, Captain (707) 648-4461
[email protected]
Staff Presented: Deputy Chief Knight, Lieutenant Tai,
Sergeant Caitham
Update Language to GSAD Policy. Edits to
434.2/434.3.3/434.3.5
Action: Motion to put on the recorded Edits to
434.2/434.3.3/434.3.5
Motion from Cohen-Thompson, Seconded by Stewart
Motion Passed Unanimously
C REVIEW AND CONSIDERATION OF REVISED PRIVACY LANGUAGE FOR THE FLOCK MASTER AGREEMENT.
Recommendation: Consider the revisions and make a recommendation to the City Council.
Regular Surveillance Advisory Board Meeting Minutes
November 20, 2025
Page | 3
Contact: Jerome Bautista, Captain (707) 648-4461
[email protected]
Staff Presented: Chief Assistant City Attorney Randy
Risner
Action: Recommendation on Edits to The Flock Master
Service Agreement.
Motion from Chair Lee, Second by Boardmember Owen
Motion Passed Unanimously
11. INFORMATION CALENDAR
A VALLEJO POLICE DEPARTMENT MONTHLY TECHNOLOGY USAGE
REPORTS FOR DRONES, CELL SITE SIMULATOR, AND FLOCK ALPR CAMERAS, FLOCK RAVEN GUNSHOT DETECTION SYSTEM.
Questions were asked to Lieutenant Tai, Sergeant
Caitham, & Deputy Chief Knight from Boardmembers.
Boardmember Stewart would like log report attachment 6
removed from future Information Reports.
12. FUTURE AGENDA ITEMS
A DOES THE CITY SIGN AN NDA WITH TECHNOLOGY VENDORS?
Boardmember Owen decided this did not need to move forward.
B WHAT IS THE POLICY IN DATA SHARING WITH ANY FEDERAL
AGENCIES?
Boardmember Owen decided this did not need to move forward.
C LIST ALL LAWS PROHIBITING DATA SHARING IN CALIFORNIA.
Action: Vote requested from City Attorney Risner to put on Future agenda item.
Motion Passed Unanimously
Regular Surveillance Advisory Board Meeting Minutes
November 20, 2025
Page | 4
13. ADJOURNMENT
8:18PM
Policy
434
Vallejo Police Department
Vallejo PD Policy Manual
Copyright Lexipol, LLC 2025/11/20, All Rights Reserved.
Published with permission by Vallejo Police Department ***DRAFT*** Gun Shot Audio Detection System - 1 Gun Shot Audio Detection System
434.1 PURPOSE AND SCOPE
The purpose of this policy is to establish guidelines for the use of Gun Shot Audio Detection (GSAD) technology. The Department currently uses Flock Safety Technology "Raven" for GSAD. 434.2 POLICY
It shall be the policy of the Department to properly utilize GSAD technology to enhance the Department's ability to respond to and investigate violent crimes involving illegal gunfire. All raw data gathered by GSAD are for the official use of this Department. All raw Because such data collected by GSAD may contain confidential information, it is not open to public review. 434.3 GENERAL PROCEDURES
(a) GSAD uses audio sensors placed in selected areas to identify the location of gunfire which will be the equipment's primary function, however, the system also has the ability to detect firework and sideshow activity.
(b) GSAD recognizes and records gunfire within a geographical area and relays that information immediately to the Department's communications center alerts all active Mobile Data Terminal (MDT) if logged into the GSAD system. Based on the information from GSAD, a call for service will be entered into the Computer Aided Dispatch (CAD) system.
(c) GSAD provides an accessible audio recording of the incident to the MDT (patrol vehicle) and users logged into the system from a desktop. (d) Flock Safety is responsible for the storage of all audio recording and related information and will retain the information for a period of 30 days. (e) The Operations Captain will supervise or designate a project supervisor to oversee the installation and data collection of the GSAD program. Information generated by the GSAD system will be tracked by the project supervisor. (f) GSAD incident reports and audio recordings shall not be released to the public, media, or other outside entity without the authorization of the Operations Captain or higher authority.
(g) Police personnel shall not provide to the public the location or description of the GSAD sensors.
434.3.1 COMMUNICATIONS CENTER RESPONSIBILITIES
(a) GSAD incidents shall be entered as a call for service (10-75R). (b) The dispatcher entering the incident will classify the GSAD incident as a Priority 2 call for service.
Vallejo Police Department
Vallejo PD Policy Manual
Gun Shot Audio Detection System
Copyright Lexipol, LLC 2025/11/20, All Rights Reserved.
Published with permission by Vallejo Police Department ***DRAFT*** Gun Shot Audio Detection System - 2 (c) The dispatcher entering the call for service shall include a detailed location of the incident and the information captured by GSAD, which may include:
1. A single gun shot detection
2. A multi gun shot detection
(d) Dispatchers receiving additional calls from citizens reporting sounds of shots fired should supplement the original GSAD incident and include specific information pertinent to the dispatch of the incident, which may include:
1. A confirmed shooting victim
2. A description of any involved subject(s)
3. A description of any involved vehicles
4. Information about a discarded weapon or evidence of a shooting (e) The radio dispatcher shall ensure any units responding are assigned to the original GSAD incident.
(f) The radio dispatcher shall remain attentive to possible related calls for service in the vicinity of the GSAD incident.
1. Pertinent information provided by citizens shall be relayed to responding units
2. Duplicate calls shall be added to the original GSAD incident (g) Upon confirmation of an actual shooting, the radio dispatcher shall coordinate the response of additional units and medical aid if needed. 434.3.2 OFFICER RESPONSIBILITIES
(a) When a GSAD alert is received, available patrol units in proximity of the incident shall respond to the location and advise dispatch over the police radio that they are en route. (b) Responding officers shall treat the incident as a crime in progress and take a safe and strategic approach to the incident.
(c) If equipped with a field-based system (MDT), officers shall review the audio at the scene to assist in the investigation.
(d) Responding officers shall complete a neighborhood canvass in the area of the activation.
434.3.3 DATA COLLECTION AND RETENTION
The Investigations Bureau Captain shall ensure is responsible for ensuring systems and processes are in place for the proper collection and retention of GSAD data. Data will be transferred from vehicles to the designated storage in accordance with Department procedures.
All GSAD data downloaded data to the server should be stored for no longer than one year, and in accordance with the established records retention schedule. Thereafter, GSAD data should be purged unless it has become, or it is reasonable to believe it will become, evidence in a criminal or civil action or is subject to a discovery request or other lawful action to produce records. In
Vallejo Police Department
Vallejo PD Policy Manual
Gun Shot Audio Detection System
Copyright Lexipol, LLC 2025/11/20, All Rights Reserved.
Published with permission by Vallejo Police Department ***DRAFT*** Gun Shot Audio Detection System - 3 those circumstances the applicable data should be downloaded from the server and booked into evidence.
GSAD vendor, shall will store the data and ensure proper maintenance and security of data stored in their data towers. GSAD vendor shall will purge their data at the end of the 30 days of storage.
Restrictions on use of GSAD data:
(a) Information gathered or collected, and records retained by GSAD vendor or any other Department GSAD system will not be sold, accessed, or used for any purpose other than legitimate law enforcement or public safety purposes.
434.3.4 ACCOUNTABILITY AND SAFEGUARDS
All data will be closely safeguarded and protected by both procedural and technological means.
The Vallejo Police Department will observe the following safeguards regarding access to and use of stored data:
(a) All non-law enforcement requests for access to stored GSAD data shall be processed in accordance with applicable law.
(b) All GSAD data downloaded to a workstation shall be accessible only through a login/ password-protected system capable of documenting all access of information by name, date, and time.
(c) Persons approved to access GSAD data under these guidelines are permitted to access the data for legitimate law enforcement purposes only, such as when the data relates to a specific criminal investigation or Department related civil or administrative action.
(d) Such GSAD data may be released to other authorized and verified law enforcement officials and agencies for legitimate law enforcement purposes in accordance with California law.
For security or data breaches, see the Records Release and Maintenance Policy. 434.3.5 TRAINING
The System Administrator shall should ensure that members receive department-approved training for those authorized to use or access the GSAD. No employee of this Department shall access GSAD data without first completing Department approved training.
Policy
434
Vallejo Police Department
Vallejo PD Policy Manual
Copyright Lexipol, LLC 2025/11/24, All Rights Reserved.
Published with permission by Vallejo Police Department ***DRAFT*** Gun Shot Audio Detection System - 1 Gun Shot Audio Detection System
434.1 PURPOSE AND SCOPE
The purpose of this policy is to establish guidelines for the use of Gun Shot Audio Detection (GSAD) technology. The Department currently uses Flock Safety Technology "Raven" for GSAD. 434.2 POLICY
It shall be the policy of the Department to properly utilize GSAD technology to enhance the Department's ability to respond to and investigate violent crimes involving illegal gunfire. All raw data gathered by GSAD are for the official use of this Department. All raw data collected by GSAD may contain confidential information, it is not open to public review. 434.3 GENERAL PROCEDURES
(a) GSAD uses audio sensors placed in selected areas to identify the location of gunfire which will be the equipment's primary function, however, the system also has the ability to detect firework and sideshow activity.
(b) GSAD recognizes and records gunfire within a geographical area and relays that information immediately to the Department's communications center alerts all active Mobile Data Terminal (MDT) if logged into the GSAD system. Based on the information from GSAD, a call for service will be entered into the Computer Aided Dispatch (CAD) system.
(c) GSAD provides an accessible audio recording of the incident to the MDT (patrol vehicle) and users logged into the system from a desktop. (d) Flock Safety is responsible for the storage of all audio recording and related information and will retain the information for a period of 30 days. (e) The Operations Captain will supervise or designate a project supervisor to oversee the installation and data collection of the GSAD program. Information generated by the GSAD system will be tracked by the project supervisor. (f) GSAD incident reports and audio recordings shall not be released to the public, media, or other outside entity without the authorization of the Operations Captain or higher authority.
(g) Police personnel shall not provide to the public the location or description of the GSAD sensors.
434.3.1 COMMUNICATIONS CENTER RESPONSIBILITIES
(a) GSAD incidents shall be entered as a call for service (10-75R). (b) The dispatcher entering the incident will classify the GSAD incident as a Priority 2 call for service.
Vallejo Police Department
Vallejo PD Policy Manual
Gun Shot Audio Detection System
Copyright Lexipol, LLC 2025/11/24, All Rights Reserved.
Published with permission by Vallejo Police Department ***DRAFT*** Gun Shot Audio Detection System - 2 (c) The dispatcher entering the call for service shall include a detailed location of the incident and the information captured by GSAD, which may include:
1. A single gun shot detection
2. A multi gun shot detection
(d) Dispatchers receiving additional calls from citizens reporting sounds of shots fired should supplement the original GSAD incident and include specific information pertinent to the dispatch of the incident, which may include:
1. A confirmed shooting victim
2. A description of any involved subject(s)
3. A description of any involved vehicles
4. Information about a discarded weapon or evidence of a shooting (e) The radio dispatcher shall ensure any units responding are assigned to the original GSAD incident.
(f) The radio dispatcher shall remain attentive to possible related calls for service in the vicinity of the GSAD incident.
1. Pertinent information provided by citizens shall be relayed to responding units
2. Duplicate calls shall be added to the original GSAD incident (g) Upon confirmation of an actual shooting, the radio dispatcher shall coordinate the response of additional units and medical aid if needed. 434.3.2 OFFICER RESPONSIBILITIES
(a) When a GSAD alert is received, available patrol units in proximity of the incident shall respond to the location and advise dispatch over the police radio that they are en route. (b) Responding officers shall treat the incident as a crime in progress and take a safe and strategic approach to the incident.
(c) If equipped with a field-based system (MDT), officers shall review the audio at the scene to assist in the investigation.
(d) Responding officers shall complete a neighborhood canvass in the area of the activation.
434.3.3 DATA COLLECTION AND RETENTION
The Investigations Bureau Captain shall ensure systems and processes are in place for the proper collection and retention of GSAD data.
All GSAD downloaded data should be stored for no longer than one year, and in accordance with the established records retention schedule. Thereafter, GSAD data should be purged unless it has become, or it is reasonable to believe it will become, evidence in a criminal or civil action or is subject to a discovery request or other lawful action to produce records. In those circumstances the applicable data should be downloaded from the server and booked into evidence.
Vallejo Police Department
Vallejo PD Policy Manual
Gun Shot Audio Detection System
Copyright Lexipol, LLC 2025/11/24, All Rights Reserved.
Published with permission by Vallejo Police Department ***DRAFT*** Gun Shot Audio Detection System - 3 GSAD vendorshall store the data and ensure proper maintenance and security of data stored in their data towers. GSAD vendor shall purge their data at the end of the 30 days of storage.
Restrictions on use of GSAD data:
(a) Information gathered or collected, and records retained by GSAD vendor or any other Department GSAD system will not be sold, accessed, or used for any purpose other than legitimate law enforcement or public safety purposes.
434.3.4 ACCOUNTABILITY AND SAFEGUARDS
All data will be closely safeguarded and protected by both procedural and technological means.
The Vallejo Police Department will observe the following safeguards regarding access to and use of stored data:
(a) All non-law enforcement requests for access to stored GSAD data shall be processed in accordance with applicable law.
(b) All GSAD data downloaded to a workstation shall be accessible only through a login/ password-protected system capable of documenting all access of information by name, date, and time.
(c) Persons approved to access GSAD data under these guidelines are permitted to access the data for legitimate law enforcement purposes only, such as when the data relates to a specific criminal investigation or Department related civil or administrative action.
(d) Such GSAD data may be released to other authorized and verified law enforcement officials and agencies for legitimate law enforcement purposes in accordance with California law.
For security or data breaches, see the Records Release and Maintenance Policy. 434.3.5 TRAINING
The System Administrator shall ensure that members receive department-approved training for those authorized to use or access the GSAD. No employee of this Department shall access GSAD data without first completing Department approved training.
ACTION ITEM 9.E.
DATE: December 16, 2025
TO: Mayor and Members of the City Council
FROM: Nalungo Conley, Assistant City Manager
SUBJECT: CONSIDER AND POSSIBLY PROVIDE DIRECTION RELATING TO A PROPOSED PILOT
PROGRAM FOR THE CITY TO ADOPT THAT ALLOWS FOR A TIMELY RESPONSE TO
DISRUPTIONS IN FEDERAL BENEFITS AS A RESULT OF UNFORSEEN CUTS OR
ANOTHER FEDERAL SHUTDOWN AND PROVIDE AN UPDATE ON POTENTIAL
IMPACTS TO VALLEJO HOUSING AUTHORITY'S HOUSING CHOICE VOUCHER
PROGRAM
RECOMMENDATION
Approve a pilot project authorizing the City Manager, at the direction of the City Council, to distribute an amount not to exceed the amount appropriated by the City Council in Step 2 of the budget amendment process for this activity. Step 1 of this budget action was approved by the City Council on November 18, 2025, and Step 2 will return to the City Council on January 6, 2025.
Distribution will be made only to the organizations and property owners for the HCV program that meet the criteria established and approved by the City Council, and /or as otherwise explicitly directed by the City Council.
REASONS FOR RECOMMENDATION
The ongoing federal shutdown continues to significantly affect food pantries, community-based food distribution programs, and small independent grocers in the City of Vallejo. These disruptions have resulted in an increased demand for food support among local households, many of whom rely on federal assistance programs.
This proposed pilot project provides a mechanism for the City Council to direct support to nongovernmental organizations (NGOs) that are experiencing substantial increases in service demand. The recommended appropriation will authorize the City Manager to distribute funds consistent with the purchasing guidelines outlined in the Municipal Code 3.20.010 (Ord. No. 1783 N.C. (2d), § 2, 2-27-2018).
BACKGROUND AND DISCUSSION
At the November 18, 2025 City Council meeting, Council requested that staff gather and review data from community-based organizations such as Food is Free (FIF) to demonstrate the increase in food distribution demand attributable to the federal shutdown. In October alone, FIF reported serving an additional 1,200 households at the Solano County Fairgrounds site, averaging an increase of 134 households per distribution day across the nine distribution days that month.
While the City of Vallejo cannot fully replace federal benefits potentially lost due to funding cuts or prolonged federal shutdowns, the City acknowledges the essential role food pantries and similar NGOs play in supporting residents. These organizations form a critical safety net, mitigating the impacts of
Date: December 16, 2025
Subject: CONSIDER AND POSSIBLY PROVIDE DIRECTION RELATING TO A PROPOSED PILOT
PROGRAM FOR THE CITY TO ADOPT THAT ALLOWS FOR A TIMELY RESPONSE TO
DISRUPTIONS IN FEDERAL BENEFITS AS A RESULT OF UNFORSEEN CUTS OR
ANOTHER FEDERAL SHUTDOWN AND PROVIDE AN UPDATE ON POTENTIAL
IMPACTS TO VALLEJO HOUSING AUTHORITY'S HOUSING CHOICE VOUCHER
PROGRAM
potential reductions to programs such as SNAP, Housing Vouchers, Medi-Cal, and WIC. Approximately 20,000 Vallejo residents may be affected by potential disruptions to these federal programs.
To help meet urgent community needs, the proposed pilot project seeks to reduce administrative barriers for organizations whose primary mission is to distribute groceries or eligible non-consumables (as defined by the U.S. Department of Agriculture) See Attachment A. At the same time, the pilot ensures appropriate stewardship of public funds through required documentation and compliance with City purchasing rules.
Pilot Project Structure
• Maximum allocation: Not to exceed $25,000 per organization • Business must fall under the food pantry category which means a public or private nonprofit organization that distributes food to low-income and unemployed households, including food from sources other than the Department of Agriculture, to relieve situations of emergency and distress. • Funds will be disbursed on a reimbursement basis only. Receipts are required for reimbursement.
Invoices are unacceptable.
1. Must comply with Municipal Code 3.20.010 (Ord. No. 1783 N.C. (2d), § 2, 2-27-2018) • Organizations must:
1. Maintain a valid Vallejo business license, or obtain a no-cost business license if organization falls under the 501-(c)3 (non-profit organization) and
2. Be in good standing with Solano County and the State of California • Funds will be distributed until:
1. Available resources are exhausted, or
2. The duration established by the City Council expires, or
3. City Council has decided to end the pilot project
• Organizations will be selected by a random number generator or at City Council’s direction • Once an organization reaches the $25,000 cap, it becomes ineligible for additional funding under this pilot
Baseline and Reimbursement Method
Organizations must demonstrate their baseline level of service (households served, individuals served and cost per household) prior to the disruption. Staff recommends Council direction on how the baseline should be established. For example:
• Calendar year 2025 average
• Fiscal year 2024-2025 average, or
• Average of the 60 days immediately prior to the federal shutdown.
Staff will verify both the baseline and increased service levels using documentation submitted by the organization.
Example:
Date: December 16, 2025
Subject: CONSIDER AND POSSIBLY PROVIDE DIRECTION RELATING TO A PROPOSED PILOT
PROGRAM FOR THE CITY TO ADOPT THAT ALLOWS FOR A TIMELY RESPONSE TO
DISRUPTIONS IN FEDERAL BENEFITS AS A RESULT OF UNFORSEEN CUTS OR
ANOTHER FEDERAL SHUTDOWN AND PROVIDE AN UPDATE ON POTENTIAL
IMPACTS TO VALLEJO HOUSING AUTHORITY'S HOUSING CHOICE VOUCHER
PROGRAM
Site 1 - Normal Distribution
(Baseline)
Company Name
Households Individuals
Cost/per
HH Total
BFD 500 1000 $25.00 $12,500.00
Site 1 - Increased Distribution
Company Name
Households Individuals
Cost/per
HH Total
BFD 700 1400 $25.00 $17,500.00
Reimbursement Amount:
(700 – 500) x $25 = $5,000
Under the pilot project, the City would reimburse only the increased cost relative to the verified baseline, subject to the maximum $25,000 per organization.
Additional Council recommendation on Retroactive reimbursement.
As part of establishing this pilot program, the City Council may wish to provide direction on whether the program should allow retroactive reimbursement for increased costs incurred during the most recent federal shutdown, prior to Council authorization of the pilot.
City Council may choose one of the following options:
Option 1 – Allow Retroactive Reimbursement
Under this option, organizations would be permitted to submit reimbursement claims for eligible increased costs that occurred during the last federal shutdown, prior to the adoption of this pilot.
Key considerations:
• Organizations must still meet all program requirements, including:
1. Valid business license at the time costs were incurred
2. Proof of baseline and increased service levels
3. Receipts and documentation compliant with Municipal Code 3.20.010 • Retroactive reimbursements would count toward the $25,000 per organization cap. • This option would provide immediate relief to organizations that absorbed unbudgeted cost increases during the shutdown.
Option 2 – Do Not Allow Retroactive Reimbursement
Under this option, only costs incurred after the program is adopted, and the funding is appropriated would be eligible for reimbursement.
Key considerations:
Date: December 16, 2025
Subject: CONSIDER AND POSSIBLY PROVIDE DIRECTION RELATING TO A PROPOSED PILOT
PROGRAM FOR THE CITY TO ADOPT THAT ALLOWS FOR A TIMELY RESPONSE TO
DISRUPTIONS IN FEDERAL BENEFITS AS A RESULT OF UNFORSEEN CUTS OR
ANOTHER FEDERAL SHUTDOWN AND PROVIDE AN UPDATE ON POTENTIAL
IMPACTS TO VALLEJO HOUSING AUTHORITY'S HOUSING CHOICE VOUCHER
PROGRAM
• Simplifies administration by avoiding retroactive review of records. • Ensures all reimbursements occur under clear, pre-established rules • Limits City financial liability to impacts occurring after Council approval.
Option 3 – Allow Limited Retroactivity
Council may choose to define a restricted retroactive window (e.g. costs incurred within the last 15, 30, 45 days).
Key considerations:
• Balances immediate relief with administrative predictability • Still requires full compliance with documentation rules • Helps organizations that experienced recent but verifiable service increases.
Staff request Council direction on which option should be adopted.
UPDATE ON POTENTIAL IMPACTS TO VALLEJO HOUSING AUTHORITY'S HOUSING CHOICE VOUCHER PROGRAM.
The City of Vallejo Housing and Community Development Department (HCDD) has drafted a Contingency Plan for HUD voucher program funding and implementation for City Council consideration (see attachment A). In summary, this HCDD Contingency Plan identifies the monthly cost to implement the HUD voucher program as $2.3M per month for the approximately 1540 vouchers in use in the City of Vallejo. The Plan leans on potential Measure P funding to backfill all or a portion of the funding if HUD makes the decision to stop funding or reduce funding for the program. At this time, there is no communication that the program will not be funded, and current funding lasts through CY 2025.
City Council may choose to consider funding portions of the landlord rent payments in order to assist the program. For example:
• Full Monthly Backfill for Transition:
Allocate $2.3 million to support one transition month of landlord payments, allowing tenants and property owners additional time to secure alternate housing arrangements, employment, or other income sources. This approach would also provide staff sufficient time to wind down program operations under a defined timeline.
• Partial Subsidy of Program Costs:
Provide 50% of the monthly program cost (approximately $1.15 million) in the event HUD ceases funding. Under this option, staffing levels and program capacity would be reduced accordingly.
• Graduated Reduction in Subsidies:
Implement a phased decrease in landlord payments over 2–3 months, giving tenants and
Date: December 16, 2025
Subject: CONSIDER AND POSSIBLY PROVIDE DIRECTION RELATING TO A PROPOSED PILOT
PROGRAM FOR THE CITY TO ADOPT THAT ALLOWS FOR A TIMELY RESPONSE TO
DISRUPTIONS IN FEDERAL BENEFITS AS A RESULT OF UNFORSEEN CUTS OR
ANOTHER FEDERAL SHUTDOWN AND PROVIDE AN UPDATE ON POTENTIAL
IMPACTS TO VALLEJO HOUSING AUTHORITY'S HOUSING CHOICE VOUCHER
PROGRAM
owners additional time to adjust while gradually reducing staffing and subsidy levels. This approach would help lessen the abruptness of program termination.
There are many scenarios, such as these above, that staff can research and bring to City Council in early January 2026, if directed.
At this time, the status of whether HUD will reimburse localities for rental assistance payments on behalf of HCV participants during a federal government shutdown remains uncertain. Any rental assistance program would be subject to HUD compliance requirements.
FISCAL IMPACT
This item has no immediate fiscal impact. City Council direction will determine the total amount to be appropriated for the pilot program, which will not exceed the limit established by Council. Funding will be formally requested as part of Step 2 of the FY 2025–26 budget amendment process, at which time the associated impacts to City expenditures, revenues, and fund balance will be fully outlined.
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. Attachment A- SNAP benefits
2. Food Distributions Pilot Program Application - Draft -121625
3. HCDD - Contingency Plan V2
CONTACT
Nalungo Conley, Assistant City Manager
[email protected]
What SNAP Benefits Can Buy
SNAP-Eligible Items
• Fruits and vegetables (fresh, frozen, canned)
• Meat, poultry, and fish
• Dairy products (milk, cheese, yogurt)
• Bread and cereals
• Snacks and non-alcoholic beverages
• Seeds and plants that produce food for the household
• Baby formula and baby food
SNAP-Ineligible Items
• Alcohol, wine, beer, liquor
• Cigarettes or tobacco products
• Vitamins, medicines, supplements (items with a Supplement Facts label) • Hot foods ready to eat (unless state-approved during emergencies) • Non-food items such as:
- Pet food
- Cleaning supplies
- Paper products
- Hygiene items (soap, shampoo, toothpaste)
Additional Notes
• SNAP can be used at approved grocery stores, farmers markets, and some online retailers. • Delivery fees, service fees, and other charges cannot be paid with SNAP. https://www.fns.usda.gov/snap/eligible-food-items
Attachment A
DRAFT
VALLEJO FOOD DISTRIBUTIONS IN FEDERAL BENEFITS
PILOT PROGRAM
Thank you for your interest in a Food Distributions in Federal Benefits Pilot Program from the City of Vallejo. The Vallejo City Council allocated $____________ from the General Fund, or some other approved funding source, to fund food pantries, community-based food distribution programs, and small independent grocers located in the City of Vallejo who are affected by the ongoing federal shutdown which have resulted in an increased demand for food support among local households. Funds may be used to reimburse the increased cost relative to the verified baseline, subject to the maximum $25,000 per organization. Funds may be used to reimburse groceries and eligible non-consumables (as defined by the U.S. Department of Agriculture. Selection of organizations will be chosen by a random computer-generated selection. You must complete all elements on the form which include attaching copies of your receipt(s). Receipts must be clearly marked and legible. Quotes and bids are not acceptable. Incomplete applications will not be considered. Awardees will be notified in ___________ 2025/2026 (Dependent on the pilot project effective date and end date)
_________________________ _________________________
First Name Last Name
__________________________________________________
Name of Your Organization
__________________________________________________
Legal Name of Your Organization (if operating as a DBA) Organization Address
_________________________ ______________________ ____________ __________ Street Address City State Zip Code
Phone Number
________________________
(XXX) XXX-XXXX
Please provide a valid phone number
Email Address
______________________________
[email protected]
Distribution Location if Different Than Organization Address _____________________________ _______________ __________ __________
Street Address City State Zip Code
Is your organization operated in the City of Vallejo?
_____Yes
_____No
Do you have a valid City of Vallejo business license? You must have a valid business license to qualify for funding.
_____Yes
_____No
What is your City of Vallejo business license number? A valid City of Vallejo business license is required.
______________________________
How long has your organization been operating? (Organization needs to have been in operation as of _______________ to qualify.)
What was your distribution baseline the month prior to the shutdown? (Attach accounting to verify.)
$_______________
What is your current distribution amount? (Receipts must be attached.) $_______________
Is your organization current on all State of California tax obligations? _____Yes
_____No
Is your organization current on all Solano County tax obligations? _____Yes
_____No
When submitting application, I hereby certify that I am an authorized representative of the organization named above, with the authority to commit the organization to legally binding contracts and agreements. I further certify that the information given as part of and attached to this application is true and accurate. I am aware that any false or intended omissions may subject me to civil or criminal penalties for filing of false public records and/or forfeiture of any funds approved through this pilot program. This application does not constitute a contractual agreement. If any portion of the application is approved, a formal agreement between parties will be executed to obligate funds for the approved expenditures.
Authorized by:
___________________________________ ________________________________ Signature Print Name & Title
Housing & Community Development Department ∙ 200 Georgia Street ∙ Vallejo ∙ CA ∙ 94590 ∙ 707.648.4507
MEMORANDUM
To: Andrew Murray, City Manager
From: Alicia M. Jones, Housing Director
Subject: URGENT: HCDD Contingency Plan – Federal Government Shutdown Impact (VHA After November 1, 2025) and Request for Emergency Supplemental Funding Date: November 3, 2025
Purpose
This memorandum serves as an urgent notification of the imminent financial and operational impacts resulting from the ongoing federal government shutdown on the City of Vallejo’s federally funded housing and community development programs.
Specifically, this contingency plan outlines the anticipated funding shortfall and the department’s emergency response measures necessary to maintain critical housing assistance services for Vallejo residents and HCV participants through December 2025 and January 2026.
Without immediate supplemental financial support from the City, the Housing and Community Development Department (HCDD) will be forced to implement its contingency plan effective December 1, 2025, resulting in payment interruptions to landlords, service disruptions for residents, staff furloughs and potential community-wide housing instability.
Background and Funding Overview
Housing Choice Voucher (HCV) Program
• Federal funding for Housing Assistance Payments (HAP) and administrative fees ceased on October 1, 2025, due to the federal government shutdown. • HCV programs are funded on a calendar-year basis, with disbursement notifications issued several months in advance.
• The most recent HUD notification confirms that funding will continue only through November 30, 2025. No future disbursements will be released while the shutdown remains in effect.
Current HCV Expense Breakdown (as of November 1, 2025):
• Average monthly HAP to property owners: $2.3 million
• Average monthly administrative costs: $170,000
• Total monthly program cost: Approximately $2.47 million Current budget reserves will be fully exhausted by November 30, 2025. It is unknown when federal disbursements will resume once the government reopens.
Prior Government Shutdowns
In 2019, Congress was unable to reach agreement on a federal budget, resulting in a 35-day government shutdown—the longest in U.S. history. During this period, funding for many federal programs, including those administered by the U.S. Department of Housing and Urban Revised 11.7.2025
Development (HUD), was suspended. Once the government reopened, HUD restored program funding and provided retroactive payments to public housing agencies to cover the lapse in federal appropriations.
Prior Government Shutdowns
HCDD Request Access to Measure P Funding
The Housing and Community Development Department (HCDD) is formally requesting access to Measure P funds as an interim loan in the amount of $5 million, to be disbursed incrementally over two months ($2.5 million per month). This emergency supplemental funding is consistent with the eligible uses of Measure P and is necessary to sustain Housing Assistance Program (HAP) payments and essential administrative operations through December 2025 and January 2026.
This temporary measure will ensure the uninterrupted provision of housing support to more than 1,500 local families, the majority of whom are elderly, disabled, or low-income.
HCDD is prepared to request a special meeting with the Measure P Committee to seek approval of this interim funding and to present the item for consideration on November 18, 2025, City Council meeting. Repayment of the loan will commence immediately upon the restoration of federal funding by HUD.
Community Development Block Grant (CDBG) and HOME Program Impacts All HUD appropriations and grant disbursements are currently suspended. Grantees can submit drawdown requests through the IDIS system; however, HUD has indicated no funds will be released until further notice.
The City of Vallejo currently frontloads payments for subrecipients and reimburses these costs through subsequent HUD drawdowns. Given the shutdown, repayment cannot be guaranteed until the government reopens.
Key Affected Activities:
• Tenant-Based Rental Assistance (HOME Program):
Direct rental subsidies for 3 current families experiencing homelessness.
Total monthly subsidy: $4293.00
• Total amount for two months: December 2025 and January 2026 is $8586.00 • Fair Housing Advocates of Northern California (FHANC):
Provides ongoing fair housing education, counseling, and enforcement services.
Award amount: $45,000 (CDBG-funded)
HCDD Request:
HCDD requests authorization for the city to continue frontloading payments for CDBG and HOME program activities until federal disbursements resume. This will ensure critical housing stability and compliance with existing agreements.
Another grant funding source staff explored to supplement the funding lapse for the HCV HAP and Administrative expenses.
The Housing and Community Development Division (HCDD) explored the use of the LMIHAF funds, approximately $900k to cover the HAP and administrative expenses for the HCV program. These funds may be used for planning, administrative expenses, staff costs, and expenditures by non-profit housing sponsors for eligible activities to benefit low- and moderateincome individuals and families in the form of a loan or grant. The eligible activities under the following categories are as follows.
• Housing Development and Preservation
• Rapid Rehousing for homelessness prevention
• Infrastructure
• Homeowner assistance and education
• Energy and weatherization
According to the LMIHAF eligible activity requirements, funding the HCV HAP and administrative expenses is not an eligible activity.
In addition, under 24 CFR § 982.151(a) and § 982.311, HUD restricts the use of HAP funds as follows:
“The PHA may use HAP funds only to pay housing assistance payments to owners in accordance with the HAP contracts, and to pay amounts owed to families under the program.” • The regulations identify that the HAP funds can only be used to pay the owner the federal rental subsidy for a specific voucher household, not to reimburse loans, pay debt service, or satisfy any other financial obligation.
Contingency Plan
1. Priority Objectives
• Maintain uninterrupted HAP payments to landlords (subject to reserve and supplemental funding availability).
• Ensure continuity of assistance for vulnerable residents — particularly seniors, individuals with disabilities, and families with children. • Preserve staffing stability and core administrative capacity to ensure rapid program resumption once funding is restored.
2. Immediate Actions (Effective December 1, 2025, Without Additional City Support) • Furlough all staff until funding resumes
• Notify all landlords, tenants, and partner agencies of funding interruptions and nonpayments. • Halt in all services:
o Freeze new admissions, port-ins, unit transfers, and non-emergency inspections. • Staff work assignments essential operations, including:
o HAP processing and landlord payments
o HUD compliance recertifications (through ALLECCA Consultants) o Emergency inspections
3. Communication Plan
• Written notifications issued to all program participants, landlords, and stakeholders. • Ongoing updates posted to the Housing Authority website, via email alerts, and through public notices and community partners.
• Coordination with City Communications and Public Information Office to ensure consistent and transparent messaging.
4. Resumption Plan
• Upon restoration of federal funds, HCDD will immediately:
o Return all staff to original capacity
o Resume pending HAP payments.
o Reinstate paused admissions and inspections.
o Conduct reconciliation of all financial transactions and HUD reporting.
Conclusion and Recommendation
The federal shutdown presents an immediate and material threat to Vallejo’s lowincome housing stability. A lapse in housing assistance would have severe cascading effects, including:
• Risk of eviction for hundreds of families.
• Financial hardship for local landlords who rely on HAP reimbursements. • Erosion of public confidence in local housing administration.
To prevent this outcome, staff strongly recommend that the City Council approve an emergency allocation of $5,000,000 to sustain administrative operations through January 2026 and authorize continued frontloading of CDBG and HOME expenditures until federal funds resume.
Time is of the essence. HCDD requests for a special Measure P meeting and that this item be placed on the November 18, 2025, City Council agenda for consideration and authorization.
ACTION ITEM 9.F.
DATE: December 16, 2025
TO: Mayor and Members of the City Council
FROM: Nalungo Conley, Assistant City Manager
Natalie Peterson, Assistant to the City Manager
SUBJECT: PROVIDE NOTICE OF INTENT TO AMEND THE FISCAL YEAR 2025-2026 BUDGET TO APPROPRIATE UP TO $120,000 FOR THE CITY OF VALLEJO’S UNHOUSED STRATEGIC PLAN (STEP 1 of 2)
RECOMMENDATION
Provide notice of intent to amend the Fiscal Year 2025-2026 Budget to appropriate up to $120,000 for the City of Vallejo’s Unhoused Strategic Plan (Step 1 of 2).
REASONS FOR RECOMMENDATION
Addressing homelessness and housing is one of City Council’s priority areas. In order to best understand the City of Vallejo’s unhoused community, understand regional resources and deficiencies across organizations, and identify strategies that the City can undertake to most cost effectively improve the unhoused situation, the City would like to engage a consultant to produce an unhoused strategic plan to guide the City as it moves forward in continuing to address homelessness and housing.
BACKGROUND AND DISCUSSION
Homelessness is a complex issue that organizations at all levels of government in the U.S. are working to address. It is influenced by factors such as housing affordability; employment opportunities and workforce development; and availability of mental health, substance abuse, and medical services. Despite a significant investment of State and federal resources over many years, the number of unhoused individuals in the State and across the U.S. has increased, illustrating the significant challenge of transitioning the unhoused into housing and programs.
According to the January 2024 Point-In-Time (PIT) Count, there were approximately 186,000 unhoused individuals in California, 0.47% of the total population. According to Solano County’s PIT Count, there were 1,725 unhoused individuals in the County, including 682 in Vallejo, 0.56% of Vallejo’s total population.
Government agencies and nonprofit organizations have implemented many different programs to address homelessness but have generally made little progress. The City of Vallejo has taken various actions to impact homelessness over the past several years, including the development of Blue Oak Landing, the Navigation Center and the Broadway Project. However, the available funding is not sufficient for the County, cities, and nonprofit organizations to provide services to meet the needs of the unhoused individuals in the region.
It is important to note that the unhoused community is composed of individuals with many different capabilities, strengths, and challenges. In order to clearly understand the City of Vallejo’s unhoused community, understand regional resources, and deficiencies across organizations, and identify strategies that the City can undertake to most cost effectively improve the unhoused situation, the City issued a Request for Proposals (RFP, attached) for professional services to create an unhoused strategic plan. The City received several responsive proposals and convened a review panel, which included City staff, individuals with lived experience, and peer jurisdiction staff that are working in the unhoused field, to select the consultant. The RFP
Date: December 16, 2025
Subject: PROVIDE NOTICE OF INTENT TO AMEND THE FISCAL YEAR 2025-2026 BUDGET TO APPROPRIATE UP TO $120,000 FOR THE CITY OF VALLEJO’S UNHOUSED STRATEGIC PLAN (STEP 1 of 2)
was conducted to provide the following services: review the current operations of the City, review available resources including the strategic plan from Solano County to identify gaps and duplication in services across organizations, and recommend a specific strategy to address homelessness in Vallejo. As part of this process, the Consultant will be required to engage with individuals experiencing homelessness, service providers, City and County staff working in the homelessness field, and the community as they work on drafting a strategic plan for the City of Vallejo.
During the RFP process, RDA Consulting was selected as the consultant to draft the City of Vallejo’s Unhoused Strategic Plan. They were selected based on the services which they are able to provide, their proposed engagement with individuals experiencing homelessness, service providers, and the larger community and other similar projects they have worked on.
On March 11, 2025, the City Council provided notice of intent to increase the FY 2024-2025 Budget for up to $175,000 for an unhoused strategic plan consultant during the mid-year fiscal process. These funds were returned to fund balance at the end of FY 2024-2025 because they were unencumbered.
Staff have identified three potential funding sources for this project: the Monsanto funds, Measure P, or General Fund balance. In 2022, the City of Vallejo was among several Bay Area cities included in a class action lawsuit against Monsanto regarding water contamination from Polychlorinated biphenyls (PCBs). For decades, Monsanto manufactured PCBs that ultimately contaminated stormwater, sediment, and regional waterways — including rivers, streams, and lakes. Following Bayer Corporation’s 2018 acquisition of Monsanto, Bayer assumed liability and issued settlement payments. The City of Vallejo received just over $4 million from the settlement. The City has full discretion in the use of these funds and such funds provide a potential source of funding for the Unhoused Strategic Plan.
FISCAL IMPACT
Provide notice of intent to amend the Fiscal Year 2025-2026 Budget in an amount up to $120,000 for the unhoused strategic plan (Step 1 of 2). The second step, amending the budget will come before Council at a future meeting.
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. Vallejo_Unhoused-Strategic Plan_Consultant Professional Services Agreement
2. ATTACHMENT 1 TO EXHIBIT A- Scope of Work
3. Unhoused Strategic Plan Consultant RFP
CONTACT
Natalie Peterson, Assistant to the City Manager
[email protected]
Consultant and Professional Services Agreement (Revised 05-2025) Page 1 of 11
CONSULTANT AND PROFESSIONAL SERVICES AGREEMENT
This Consultant and Professional Services Agreement (“Agreement”) is made at Vallejo, California, dated for reference this _______ day of January, 2026, by and between the City of Vallejo, a municipal corporation (“City”), and RDA Consulting , hereinafter referred to as “Consultant”, who agree as follows:
1. Services. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide the City professional services as specified in Exhibit A, entitled “Scope of Work.”
2. Payment. City shall pay Consultant for services rendered pursuant to this agreement at the times and in the manner set forth in Exhibit B, entitled “Compensation.” The payments specified in Exhibit B shall be the only payments to be made to Consultant for services rendered pursuant to this Agreement.
3. Facilities and Equipment. Consultant shall, at its sole cost and expense, furnish all facilities and equipment which may be required for furnishing services pursuant to this Agreement.
4. Indemnification. Consultant shall indemnify, hold harmless, and defend City, its officers, officials, directors, employees, agents, volunteers and affiliates and each of them from any and all claims, demands, causes of action, damages, costs, expenses, actual attorney’s fees, consultant’s fees, expert fees, losses or liability, in law or in equity, of every kind and nature whatsoever arising out of or in connection with Consultant’s operations, or any subcontractor’s operations, to be performed under this agreement for Consultant’s or subcontractor’s tort negligence including active or passive, or strict negligence, including but not limited to personal injury including, but not limited to bodily injury, emotional injury, sickness or disease, or death to persons and/or damage to property of anyone, including loss of use thereof, caused or alleged to be caused by any act or omission of Consultant, or any subcontractor, or anyone directly or indirectly employed by any of them or anyone for the full period of time allowed by the law, regardless to any limitation by insurance, with the exception of the sole negligence or willful misconduct of the City.
Consultant shall also indemnify, hold harmless, and defend City, its officers, officials, directors, employees, agents, volunteers and affiliates and each of them from any and all claims, demands, causes of action, damages, costs, expenses, actual attorney’s fees, consultant’s fees, expert fees, losses or liability, in law or in equity, of every kind and nature whatsoever arising out of or in connection with Consultant’s operations, or any subcontractor’s operations, related to costs or benefits associated with California Public Employment Retirement System
Consultant and Professional Services Agreement (Revised 05-2025) Page 2 of 11 (CalPERS) membership where Consultant supplies a CalPERS member who CalPERS determines is subject to enrollment.
The provisions of this section shall survive the expiration or termination of this Agreement.
5. Insurance Requirements. Consultant agrees to comply with all of the Insurance Requirements set forth in Exhibit C, entitled “Insurance Requirements for Consultant.” Failure to maintain required insurance at all times shall constitute a default and material breach.
6. Accident Reports. Consultant shall immediately report (as soon as feasible, but not more than 24 hours) to the City Risk Manager any accident or other occurrence causing injury to persons or property during the performance of this Agreement. The report shall be made in writing and shall include, at a minimum: (a) the names, addresses, and telephone numbers of the persons involved, (b) the names, addresses, and telephone numbers of any known witnesses, (c) the date, time, and description of the accident or other occurrence.
7. Conflict of Interest. Consultant warrants and represents that to the best of its knowledge, there exists no actual or potential conflict between Consultant’s family, business, real property or financial interests and the services to be provided under this Agreement. Consultant shall comply with the City of Vallejo Conflict of Interest Code and not enter into any contract or agreement during the performance of this Agreement which will create a conflict of interest with its duties to City under this Agreement. In the event of a change in Consultant’s family, business, real property, or financial interests occurs during the term of this Agreement that creates an actual or potential conflict of interest, then Consultant shall disclose such conflict in writing to City. Every individual who performs services on behalf of Consultant pursuant to this Agreement must file a full Statement of Economic Interests (also known as Form 700) with the City Clerk if the work of the individual involves making a governmental decision whether to issue, deny, suspend, or revoke any permit, license, application, certificate, approval, order, or similar authorization or entitlement; authorizes the City to enter into, modify, or renew a contract; grants City approval of specifications for a contract; adopts or approves for the City any policy, standard or guideline; lobbies on behalf of the City, or performs the same or substantially all the same duties for the City that would otherwise be performed by an individual holding a position specified in the City’s Conflict of Interest Code.
8. Independent Contractor. Consultant is an independent contractor.
Neither Consultant nor any of Consultant’s officers, employees, agents, or subcontractors, if any, is an employee of City by virtue of this Agreement or performance of any services pursuant to this Agreement. City shall have the right to control Consultant only insofar as the results of Consultant’s services rendered pursuant to this Agreement; however, City shall not have the right to control the
Consultant and Professional Services Agreement (Revised 05-2025) Page 3 of 11 means by which Consultant accomplishes services pursuant to this Agreement.
9. Licenses, Permits, Etc. Consultant represents and warrants to City that all consultant services shall be provided by a person or persons duly licensed by the State of California to provide the type of services to be performed under this Agreement and that Consultant has all the permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice its profession. Consultant represents and warrants to City that it shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals which are legally required for Consultant to practice its profession.
10. Business License. Consultant, and its subcontractors, has obtained or agrees to apply prior to performing any services under this Agreement to City’s Finance Department for a business license, pay the applicable business license tax and maintain said business license during the term of this Agreement. The failure to obtain such license shall be a material breach of this Agreement and grounds for termination by City. No payments shall be made to Consultant until such business license(s) has been obtained.
11. Standard of Performance. Consultant shall provide products and perform all services required pursuant to this Agreement in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised under similar conditions by a member of Consultant’s profession currently practicing in California.
Consultant is responsible for making an independent evaluation and judgment of all conditions affecting performance of the work, including without limitation applicable federal, state, and local laws and regulations, and all other contingencies or considerations.
Consultant’s responsibilities under this section shall not be delegated. Consultant shall be responsible to City for acts, errors, or omissions of Consultant’s subcontractors.
Consultant is responsible for making an independent evaluation and judgment of all conditions affecting performance of the work and shall prepare plans, reports, and/or other work products in such a way that additional costs will not be incurred beyond a project budget approved or amended by the City Manager or his or her designee.
Whenever the scope of work requires or permits review, approval, conditional approval or disapproval by City, it is understood that such review, approval, conditional approval or disapproval is solely for the purposes of administering this Agreement and determining whether the Consultant is entitled to payment for such work, and not be construed as a waiver of any breach or acceptance by the City
Consultant and Professional Services Agreement (Revised 05-2025) Page 4 of 11 of any responsibility, professional or otherwise, for the work, and shall not relieve the Consultant of responsibility for complying with the standard of performance or laws, regulations, industry standards, or from liability for damages caused by negligent acts, errors, omissions, noncompliance with industry standards, or the willful misconduct of Consultant.
12. Force Majeure. Neither party shall be considered in default of this Agreement to the extent performances are prevented or delayed by causes or circumstances beyond either party’s reasonable control, such as war, riots, strikes, lockouts, work slowdown or stoppage, acts of God, such as floods or earthquakes, and electrical blackouts or brownouts.
In the event that the Consultant is unable to meet the completion date or schedule of services, Consultant shall immediately inform the City Representative of this in writing. If additional time is required to perform the work, the City Representative may adjust the schedule.
13. Time is of the Essence. Time is of the essence in this Agreement. Any reference to days means calendar days, unless otherwise specifically stated.
14. Personnel. Consultant agrees to assign only competent personnel according to the reasonable and customary standards of training and experience in the relevant field to perform services under this Agreement. Failure to assign such competent personnel shall constitute grounds for termination of this Agreement.
The payment made to Consultant pursuant to this Agreement shall be the full and complete compensation to which Consultant and Consultant’s officers, employees, agents, and subcontractors are entitled for performance of any work under this Agreement. Neither Consultant nor Consultant’s officers or employees are entitled to any salary or wages, or retirement, health, leave or other fringe benefits applicable to employees of the City. The City will not make any federal or state tax withholdings on behalf of Consultant. The City shall not be required to pay any workers’ compensation insurance on behalf of Consultant.
Consultant shall pay, when and as due, any and all taxes incurred as a result of Consultant’s compensation hereunder, including estimated taxes, and shall provide City with proof of such payments upon request.
15. General Prohibition on Assignment of CalPERS Members and Annuitants. Consultant shall not hire, employ, or use, as an employee, subcontractor or agent of Consultant (Assigned Individual) any California Public Employment Retirement System (CalPERS) member or annuitant in connection with the provision of services under this Agreement. Nor shall Consultant allow any of its subcontractors, agents, or other representatives to employ CalPERS members or annuitants for the purpose of performing work under this Agreement.
Consultant and Professional Services Agreement (Revised 05-2025) Page 5 of 11 Failure to comply with the provisions of this section shall constitute a material breach of Consultant’s obligations under this Agreement and shall be grounds for termination.
The City Manager and the Human Resources Director may together approve an exception which they determine either: (i) meets the requirements of CalPERS relating to Independent Contractors; or (ii) where such Assigned Individual who is an Annuitant, has not, and will not, exceed 960 total hours in a fiscal year (July 1 to June 30) for all CalPERS employers combined, and satisfies all other CalPERS annuitant requirements. No Assigned Individual, regardless of CalPERS membership at the time the labor is provided, may exceed 1,000 hours in a fiscal year (July 1 to June 30).
16. Consultant Not Agent. Except as authorized under this Agreement or as City may authorize in a letter of authorization signed by the City Manager or his or her designee, Consultant shall have no authority, express or implied to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, under this Agreement, to bind City to any obligation whatsoever.
17. Term. The term of this Agreement shall commence on [start date] and shall continue in full force and effect until [end date].
City shall, at its discretion, have the right to extend the term of this Agreement, in intervals of [time period, e.g., one month, one year, 90 days], by written notice to Consultant. The total duration of this Agreement, including the exercise of any options under this section, shall not exceed [time period, e.g., one year, 90 days].
If the term of this Agreement extends into fiscal years subsequent to that in which it is approved, such continuation of the Agreement is contingent on the appropriation of funds for such purpose by the City Council of the City of Vallejo.
If funds to effect such continued payment are not appropriated, Consultant agrees to terminate any services supplied to City of Vallejo under this Agreement, and relieve City of any further obligation therefore.
18. Termination or Abandonment by City. The City has the right, at any time and in its sole discretion, to immediately terminate or abandon any portion or all of the services to be provided under this Agreement by giving notice to Consultant.
Upon receipt of a notice of termination, Consultant shall perform no further work except as specified in the notice. Before the date of termination, Consultant shall deliver to City all City records and documents, all work product, whether completed or not, as of the date of termination and not otherwise previously delivered.
The City shall pay Consultant for services performed in accordance with this Agreement before the date of termination. If this contract provides for payment of
Consultant and Professional Services Agreement (Revised 05-2025) Page 6 of 11 a lump sum for all services or by task and termination occurs before completion of the work or any defined task which according to the performance schedule was commenced before the notice of termination, the fee for services performed shall be based on an amount mutually agreed to by City and Consultant for the portion of work completed in conformance with this Agreement before the date of termination. In addition, the City will reimburse Consultant for authorized expenses incurred and not previously reimbursed. The City shall not be liable for any fees or costs associated for the termination or abandonment except for the fees, and reimbursement of authorized expenses, payable pursuant to this section.
19. Products of Consulting Services. The work product, including without limitation, all writings, work sheets, reports, recordings, drawings, files, detailed calculations and other work products, whether complete or incomplete, of Consultant resulting from services rendered pursuant to this Agreement, shall become the property of City. Consultant agrees that all copyrights which arise from creation of the work under this Agreement shall be vested in the City and waives and relinquishes all claims to copyright or other intellectual property rights in favor of the City. City acknowledges that its use of the work product is limited to the purposes contemplated by the scope of work and that the Consultant makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the scope of work.
Documents submitted to the City in electronic format shall be formatted according to specifications provided by the City, or if not otherwise specified, in Microsoft Word, Excel, PowerPoint or other Microsoft Office Suite (2002) format as appropriate for the particular work product or, if directed by the City Representative in Adobe Acrobat PDF format.
20. Cooperation by City. City shall, to the extent reasonable and practicable, assist and cooperate with Consultant in the performance of Consultant’s services hereunder.
21. Assignment and Subcontracting. Consultant shall not subcontract, assign or transfer voluntarily or involuntarily any of its rights, duties or obligation under this Agreement without the express written consent of the City Manager or his or her designee in each instance. Any attempted or purported assignment of any right, duty or obligation under this Agreement without said consent shall be void and of no effect.
If subcontracting of work is permitted, Consultant shall pay its subcontractor within ten (10) days of receipt of payment by City for work performed by a subcontractor and billed by the Consultant. Use of the term subcontractor in any other provision of this contract shall not be construed to imply authorization for Consultant to use subcontractors for performance of any service under this Agreement.
The City is an intended beneficiary of any work performed by Consultant’s
Consultant and Professional Services Agreement (Revised 05-2025) Page 7 of 11 subcontractor for purposes of establishing a duty of care between the subcontractor and City.
Any subcontractor or assignee consented to by City shall be bound by all terms and conditions of this agreement and the same shall be incorporated into and made a part of any assignment or subcontractor agreement.
22. Successors and Assigns. All terms, conditions, and provisions of this Agreement shall apply to and bind the respective heirs, executors, administrators, successors, and assigns of the parties. Nothing in this section is intended to affect the limitation on assignment.
23. Non-Discrimination/Fair Employment Practices.
(a) Consultant shall not, because of race, religious creed, color, sex, national original, ancestry, disability, medical condition, age, marital status or sexual orientation of any person, refuse to hire or employ, or to bar or discharge from employment, or to discriminate in compensation, or in terms, conditions or privileges any person, and every employee will receive equal opportunity for employment and shall be granted equal treatment with respect to compensation, terms, conditions or other privileges of employment, without regard to his race, religious creed, color, sex, national origin, ancestry, or disability, medical condition, age, marital status or sexual orientation.
Consultant warrants and represents it is an equal opportunity employer and agrees it shall not discriminate on the basis of race, religious creed, color, sex, national origin, ancestry, disability, medical condition, age, marital status or sexual orientation in the selection and retention of employees, subcontractors or procurement of materials or equipment.
In all solicitations either by competitive bidding or negotiations made by Consultant for work to be performed under any subcontract, including procurement of materials or equipment, each potential subcontractor or supplier shall be notified by Consultant of Consultant’s obligation under this Agreement relative to nondiscrimination and fair employment practices.
Consultant shall include the above provisions of this section in every subcontract, including procurement of materials or equipment.
(b) Consultant agrees to comply with Title VII of the Civil Rights Act of 1964, as amended, the California Fair Employment Practices Act, the Americans with Disabilities Act of 1990, any other applicable federal and state laws and regulations and City ordinances and regulations hereinafter enacted.
24. Notices. All notices or instruments required to be given or delivered by law or this Agreement shall be in writing and shall be effective upon receipt thereof and
Consultant and Professional Services Agreement (Revised 05-2025) Page 8 of 11 shall be by personal service or delivered by depositing the same in any United States Post Office, registered or certified mail, postage prepaid, addressed to:
If to City:
Natalie Peterson
Assistant to the City Manager
555 Santa Clara Street
Vallejo, CA 94590
If to Consultant:
Amalia Egri Freedman
RDA Consulting, SPC
330 Franklin St, Suite 400
Oakland CA 94607
Any party may change its address for receiving notices by giving written notice of such change to the other party in accordance with this section.
Routine administrative communications shall be made pursuant to section 1 of Exhibit A.
24. Integration Clause. This Agreement, including all Exhibits, contains the entire agreement between the parties and supersedes whatever oral or written understanding they may have had prior to the execution of this Agreement. This Agreement shall not be amended or modified except by a written agreement executed by each of the parties hereto.
25. Severability Clause. Should any provision of this Agreement ever be deemed to be legally void or unenforceable, all remaining provisions shall survive and be enforceable.
26. Law Governing. This Agreement shall in all respects be governed by the law of the State of California without regard to its conflicts of law rules. Litigation arising out of or connected with this Agreement shall be instituted and maintained in the courts of Solano County in the State of California or in the United States District Court, Eastern District of California, Sacramento, California, and the parties consent to jurisdiction over their person and over the subject matter of any such litigation in such courts, and consent to service of process issued by such courts.
27. Waiver. Waiver by either party of any default, breach or condition precedent shall not be construed as a waiver of any other default, breach or condition precedent or any other right hereunder.
28. Ambiguity. The parties acknowledge that this is a negotiated agreement, that they have had the opportunity to have this Agreement reviewed by their respective legal counsel, and that the terms and conditions of this Agreement are
Consultant and Professional Services Agreement (Revised 05-2025) Page 9 of 11 not to be construed against any party on the basis of such party’s draftsmanship thereof.
29. Gender. All pronouns and any variations thereof shall be deemed to refer to the masculine, feminine, neuter, singular or plural, as the identifications of the person or persons, firm or firms, corporation or corporations may require.
30. Headings. The section headings contained in this Agreement are inserted for convenience only and shall not affect in any way the meaning or interpretation of this Agreement.
31. Compliance with Laws. Consultant will comply with all statutes, regulations and ordinances in the performance of all services under this Agreement.
32. Confidentiality of City Information. During the performance of services under this Agreement, Consultant may gain access to and use City information regarding, but not limited to, procedures, policies, training, operational practices, and other vital information (hereafter collectively referred to as “City Information”) which are valuable, special and unique assets of the City. Consultant agrees that it will not use any information obtained as a consequence of the performance of services under this Agreement for any purpose other than fulfillment of Consultant’s scope of work , to protect all City Information and treat it as strictly confidential and proprietary to City, and that it will not at any time, either directly or indirectly, divulge, disclose or communicate in any manner any City Information to any third party, other than its own employees, agents or subcontractors who have a need for the City Information for the performance of services under this Agreement, without the prior written consent of City, or as required by law.
Consultant shall treat all records and work product prepared or maintained by Consultant in the performance of this Agreement as confidential.
A violation by Consultant of this section shall be a material violation of this Agreement and will justify legal and/or equitable relief.
Consultant’s obligations under this section shall survive the completion of services, expiration or termination of this Agreement.
33. News and Information Release. Consultant agrees that it will not issue any news releases in connection with either the award of this Agreement, or any subsequent amendment of or efforts under this Agreement, without first obtaining review and approval of said news releases from City through the City Representative.
34. City Representative. The City Representative specified in Exhibit A, or the representative’s designee, shall administer this Agreement for the City.
Consultant and Professional Services Agreement (Revised 05-2025) Page 10 of 11
35. Counterparts. The parties may execute this Agreement in one or more counterparts, each of which shall be deemed an original, but all of which together shall be deemed one and the same instrument.
36. Facsimile Signature; Electronic Signature. This Agreement shall be binding upon the receipt of facsimile signatures or e-mailed by PDF or otherwise.
Any person transmitting his or her signature by facsimile or electronically shall promptly send an original signature to the other party pursuant to the notice provision of this Agreement. The failure to send an original shall not affect the binding nature of this Agreement.
37. Authority. The person signing this Agreement for Consultant hereby represents and warrants that he/she is fully authorized to sign this Agreement on behalf of Consultant.
38. Exhibits. The following exhibits are attached hereto and incorporated herein by reference:
Exhibit A, entitled “Scope of Work,” including any attachments Exhibit B, entitled “Compensation,” including any attachments Exhibit C, entitled “Insurance Requirements,” including attachments [SIGNATURES ON FOLLOWING PAGE]
Consultant and Professional Services Agreement (Revised 05-2025) Page 11 of 11 IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year shown below the name of each of the parties.
RDA CONSULTING
By: ____________________
Amalia Egri Freedman
Chief Executive Officer
DATE: __________________
(City Seal)
CITY OF VALLEJO,
a municipal corporation
By: ____________________
Andrew Murray
City Manager
DATE: __________________
ATTEST:
By: ____________________
Dawn G. Abrahamson
City Clerk
APPROVED AS TO FORM:
By: ____________________ for
Veronica A. F. Nebb
City Attorney
APPROVED AS TO INSURANCE:
By: ____________________
Armond Sarkis
Risk Manager
Consultant and Professional Services Agreement (5-2025) Page 1 of 2 Exhibit A – Scope of Work
EXHIBIT A
SCOPE OF WORK
1. Representatives. The City Representative for this Agreement is:
Natalie Peterson
Assistant to the City Manager
City Managers Office
555 Santa Clara Street
Vallejo, CA 94590
(707) 649-3415
[email protected]
The Consultant’s Representative for this Agreement is:
Amalia Egri Freedman
Chief Executive Officer
RDA Consulting, SPC
330 Franklin Street, Suite 400
Oakland, CA 94607
(510) 488-4345
[email protected]
All routine administrative communications between the parties will be between the above-named representatives and may be by personal delivery, mail, facsimile transmission, or electronic mail as agreed between the Consultant Representative and City’s Representative.
2. Services to be Provided. The services provided shall be as set forth in Attachment 1 of Exhibit A, attached hereto and incorporated herein by this reference.
Time for Performance. Consultant will perform the services according to the schedule contained in Attachment 1 of Exhibit A. If the schedule calls for the services to be performed in phases or discrete increments, Consultant shall not proceed from one phase or increment to the next without written authorization from the City’s Representative. Consultant will complete all services by January 31, 2027.
5. No Set Work Hours. Consultant shall be solely responsible for determining the working hours of its individual personnel, employees, agents, and representatives within the limitations otherwise provided in this Agreement.
Consultant and Professional Services Agreement (5-2025) Page 2 of 2 Exhibit A – Scope of Work
Consultant and Professional Services Agreement (Revised 05-2025) Page 1 of 3 Exhibit B - Compensation
EXHIBIT B
COMPENSATION
1. Consultant’s Compensation.
A. Services: City agrees to pay Consultant, at the rate(s) specified below, for those services set forth in Exhibit A of this Agreement and for all authorized reimbursable expenses, for a total not to exceed One Hundred Thirteen Thousand Dollars ($113,000.00).
Consultant shall notify City in writing no later than thirty (30) days prior to the estimated date when Consultant will have billed City the maximum payment amount permitted under this Agreement, and Consultant shall provide City with an estimate of the additional compensation required to complete the project.
City agrees to pay Consultant for those services set forth in Exhibit A of this Agreement and for all authorized reimbursable expenses, in a lump sum of One Hundred Thirteen Thousand Dollars ($113,000.00) upon satisfactory completion of the services and delivery of the work product.
B. Additional Services:
1. Additional Services are those services related to the scope of Services of Consultant as set forth in Exhibit A but not anticipated at the time of execution of this Agreement. Additional Services shall be provided only when a Supplemental Agreement authorizing such Additional Services is approved by the City Manager, or his or her designee. City reserves the right to perform any Additional Services with its own staff or to retain other Consultants to perform said Additional Services.
2. Consultant’s compensation for Additional Services shall be based on the total number of hours spent on Additional Services multiplied by the employees’ appropriate billable hourly rate as established below. City, at its option, may negotiate a fixed fee for some or all Additional Services as the need arises.
Where a fixed fee for Additional Services is established by mutual Agreement between City and Consultant, compensation to Consultant shall not exceed the fixed fee amount.
2. Appropriate Billable Hourly Rates for Services and Additional Services. Consultant’s billable hourly rates shall be as listed in Attachment 1 of Exhibit B, attached hereto and incorporated herein by this reference.
3. Consultant’s Reimbursable Expenses. Reimbursable Expenses shall be limited to actual reasonable expenditures of Consultant for expenses that are
Consultant and Professional Services Agreement (Revised 05-2025) Page 2 of 3 Exhibit B - Compensation
necessary for the proper completion of the Services and shall only be payable if specifically authorized in advance by City.
4. Payments to Consultant.
A. Payments to Consultant shall be made within a reasonable time after receipt of Consultant’s invoice, said payments to be made in proportion to services performed. Consultant may request payment on a monthly basis. Consultant shall be responsible for the cost of supplying all documentation necessary to verify the monthly billings to the satisfaction of City.
B. All invoices submitted by Consultant shall contain the following information:
1. Description of services billed under this invoice
2. Date of Invoice Issuance
3. Sequential Invoice Number
4. City’s Purchase Order Number (if issued)
5. Social Security Number or Taxpayer Identification Number
6. Amount of this Invoice (Itemize all Reimbursable Expenses”)
7. Total Billed to Date
C. Items shall be separated into Services and Reimbursable Expenses.
Billings that do not conform to the format outlined above shall be returned to Consultant for correction. City shall not be responsible for delays in payment to Consultant resulting from Consultant’s failure to comply with the invoice format described above.
D. Request for payment shall be sent to:
Natalie Peterson
Assistant to the City Manager
City Managers Office
555 Santa Clara Street
Vallejo, CA 94590
5. Accounting Records of Consultant. Consultant shall maintain for three (3) years after completion of all services hereunder, all records under this Agreement, including, but not limited to, records of Consultant’s direct salary costs for all Services and Additional Services performed under this Agreement and records of Consultant’s Reimbursable Expenses, in accordance with generally accepted accounting practices. Consultant shall keep such records available for audit, inspection and copying by representatives of the City’s Finance Department or other government agencies during regular business hours upon twenty-four (24) hours’ notice.
Consultant and Professional Services Agreement (Revised 05-2025) Page 3 of 3 Exhibit B - Compensation
The obligations of Consultant under this section shall survive this Agreement.
6. Taxes. Consultant shall pay, when and as due, any and all taxes incurred as a result of Consultant’s compensation hereunder, including estimated taxes, and shall provide City with proof of such payments upon request.
7. Taxpayer Identification Number. Consultant shall provide City with Consultant’s complete Request for Taxpayer Identification Number and Certification, Form W-9, as issued by the Internal Revenue Service, and any other State or local tax identification number requested by City.
Consultant and Professional Services Agreement (Revised 05-2025) Page 1 of 3 Exhibit C – Insurance Requirements
EXHIBIT C
INSURANCE REQUIREMENTS
Consultant shall procure and maintain for the duration of this Agreement, including any extensions thereto, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of services hereunder by the Consultant, their agents, representatives, or employees or subcontractors.
1. Minimum Scope of Insurance. Coverage shall be at least as broad as:
A. Insurance Services Office form number GL 0002 covering Comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
B. Insurance Services Office form number CA 0001 covering Automobile Liability, code 1 any auto and endorsement CA 0025.
C. Workers’ Compensation insurance as required by the State of California and Employer’s Liability Insurance.
D. Professional Liability insurance appropriate to the Consultant’s profession (Errors and Omission).
2. Minimum Limits of Insurance. Consultant shall maintain limits no less than:
A. General Liability: $2,000,000 per occurrence for bodily injury, personal injury, and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
B. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
C. Workers’ Compensation and Employer’s Liability: $1,000,000 per accident for bodily injury or disease. If Consultant is not subject to California Workers’ Compensation requirements, Consultant shall file a completed certificate of exemption form which may be obtained from the City prior to commencing any activity authorized hereunder.
Consultant and Professional Services Agreement (Revised 05-2025) Page 2 of 3 Exhibit C – Insurance Requirements
D. Professional Liability (Errors and Omission): $1,000,000 combined single limit per occurrence, and annual aggregate.
3. Deductible and Self-Insured Retention. Any deductibles or self-insured retention must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City of Vallejo, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses.
4. Other Insurance Provisions. The general liability and automobile liability policies, as can be provided, are to contain, or be endorsed to contain, the following provisions:
A. The City of Vallejo, its officers, officials, employees, agents and volunteers are to be covered as additional insureds as respects; liability, including defense costs, arising out of activities performed by or on behalf of the Consultant; products and completed operations of the Consultant; premises owned, occupied or used by the Consultant; or automobiles owned, leased hired or borrowed by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to the City of Vallejo, its officers, officials, employees, agents or volunteers. The insurance is to be issued by companies licensed to do business in the State of California.
B. For any claims related to this project, the Consultant’s insurance coverage shall be primary insurance as respects the City of Vallejo, its officers, officials, employees, agents, and volunteers. Any insurance or self-insurance maintained by the City of Vallejo, its officers, officials, employees, agents, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.
C. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees, agents, or volunteers.
D. The Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.
E. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days’ prior written notice by certified mail, return receipt requested, has been given to the City.
F. The workers’ compensation and employer’s liability policy required hereunder shall be endorsed to state that the workers’ compensation carrier
Consultant and Professional Services Agreement (Revised 05-2025) Page 3 of 3 Exhibit C – Insurance Requirements
waives its right of subrogation against City, its officers, officials, employees, agents and volunteers, which might arise by reason of payment under such policy in connection with Consultant’s performance under this Agreement.
5. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII.
6. Verification of Coverage. Consultant shall furnish the City with certificates of insurance and original endorsements effecting general and automobile liability insurance coverage required by this clause. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences.
7. Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.
8. Payment Withhold. City will withhold payments to Consultant if the certificates of insurance and endorsements required in Paragraph F, above, are canceled or Consultant otherwise ceases to be insured as required herein.
ATTACHMENT 1 TO EXHIBIT A
PROJECT SCOPE AND TASK LIST
Project Scope
Approach
RDA will leverage the City of Vallejo’s previous strategic planning efforts and current operations while leading research and robust data collection to develop an Unhoused Strategic Plan with actionable initiatives and aligned benchmarks. RDA will work with the City team to develop a Plan that addresses both short-term and long-term solutions to address and prevent homelessness in the City of Vallejo. RDA proposes a scope of work that integrates our approaches to equitable and culturally responsive community engagement, robust mixed-methods data collection, and research on promising practices and relevant policies.
To complete Task 1: Comprehensive Review of Current Unhoused Strategy and Programs, RDA will establish a working relationship with the City team to identify shared goals and finalize a workplan, which will include an outreach and engagement plan, to guide the project period. RDA will then collect primary and secondary data as part of a needs assessment aimed at understanding available resources, clarify aligned and duplicative efforts, and identify opportunities to close service gaps and meet community members’ needs.
To complete Task 2: Recommendations and Solutions, RDA will triangulate promising practice research, a policy assessment, and primary and secondary data. This work will then be utilized during a SWOT Workshop, during which participants will identify strengths, weaknesses, opportunities, and threats that will further inform the Plan’s priorities. RDA will collaborate with the City team to integrate learnings from all points of engagement and data collection to then develop draft solutions. These solutions will be refined throughout
Task 3: Creation of Final Strategy Report into a final report, inclusive of supplemental documents to support citywide implementation.
In Task 4: Presentation to Staff and Council, RDA will collaborate with the City team to develop and provide a presentation to the City Council and other City-identified partners. This presentation will emphasize key findings of the assessment period, highlight the draft solutions identified, and provide a focused opportunity for Council and staff to efficiently review and provide feedback on the plan to best align with broader City priorities. Following this presentation, RDA will update and finalize the Strategy Report.
Scope of Work
Task 1: Comprehensive Review of Current Unhoused Strategy and Programs • Operational Launch: RDA will convene and onboard its internal project team to ensure familiarity with the scope of work and to establish internal processes to support a successful project period. • Kickoff Meeting: RDA will facilitate one 90-minute, virtual kickoff meeting with City of Vallejo key contacts. This will formally commence the planning period and establish a working relationship.
RDA and the City team will confirm and clarify shared goals, activities, and desired outcomes while solidifying planning milestones and determining community engagement strategies.
• Document Review: RDA will review background documents to support informed and aligned planning efforts. These documents may include existing City and County plans, Council’s FY23-24 goals, City Housing Element, program information, and other relevant documents identified by the City team.
• Finalize Project and Outreach & Engagement Workplan: RDA will update the workplan, as necessary, with the activities and key milestones discussed during project launch activities. The workplan will also include an outreach & engagement plan to guide primary data collection throughout Task 1 and Task 2, ensuring a process inclusive of City officials, community-based service providers, county and regional partners, and people with lived experience. • Key Informant Interviews (KIIs): RDA will coordinate and conduct up to ten, one-hour virtual KIIs with partners identified in the outreach & engagement workplan. These KIIs will provide critical insight from diverse perspectives around current strategies underway and local resources.
Stakeholders identified for the KIIs may include City staff, member(s) of CAP Solano JPA, local services providers, Solano County CoC members and faith-based organizations. • Secondary Data Review & Analysis: RDA will collect and review data on current homeless services funding, Point-in-Time count data, and other sources identified during launch activities, to better understand the current state of homelessness in Vallejo. RDA will also coordinate with local service providers to collect and analyze program data to better understand the volume of services and types of needs.
• Service Needs and Gaps Survey: RDA will develop and support the administration of a survey for service providers and interested community members. This survey is intended to invite participation from a wide array of stakeholders to better understand the impact of homelessness in the City.
• Intercept Interviews for Lived Experience SME: RDA will conduct in-person intercept interviews with English and Spanish-speaking community members who have experienced and/or are currently experiencing homelessness or housing instability. Interviews will leverage lived Subject Matter Expertise (SME) on challenges, needs, and potential solutions. RDA will develop a traumainformed and culturally responsive interview guide and work with the City and community partners to confirm outreach locations and times. The project budget provides for up to 50 interviews along with community engagement incentives for interviewees.
Task 2: Recommended Solutions
• Promising Practices and Policy Assessment: RDA will conduct and share promising practices in preventing and addressing homelessness to inform strategy development. Additionally, RDA will review current City, County, and State policies to identify those that may support or pose challenges to the Plan and its implementation. RDA will also identify potential funding opportunities for sustaining and/or expanding funding for existing or future initiatives to ensure the long-term viability of the Plan’s implementation.
• Primary Data Analysis and Triangulation: RDA will analyze all primary data and the promising practices and policy assessment using a mixed-methods analysis. By then triangulating data across both primary and secondary sources, RDA’s comprehensive analysis will provide a wide view of community experience and perception about homelessness in Vallejo to inform strategy.
• SWOT Analysis Workshop: In partnership with the City, RDA will convene key stakeholders, such as City staff, County staff, faith-based organizations and community-based service providers, for a three-hour, in- person workshop to review data and identify perceived and experienced strengths, weaknesses, opportunities, and threats in the current homeless services landscape.
Themes and findings from the SWOT will further inform goals and identify solutions. • Data Party – Goals and Solutions Meeting: RDA will synthesize all collected inputs and data from Tasks 1 and 2 to develop a virtual “data party” meeting with the City and County teams. RDA will lead the teams through facilitated activities to engage with the data, brainstorm goals and solutions, and begin to identify budget needs and benchmarks for the homeless strategic plan.
This session will help provide the framework for the final plan development. • Draft Solutions: RDA will provide the City team and partnering agencies with a draft of goals and solutions for reviewing and sharing with other City staff as needed. Draft solutions will provide the basis for development of the full strategy report and will be further refined through Tasks 3 and 4.
Task 3: Creation of Final Strategy Report
• Draft Strategy Report: RDA will develop an initial draft of the Strategy Report to guide the City’s priorities in preventing and addressing homelessness in Vallejo. The draft report will include an executive summary and detail the existing conditions identified through the primary and secondary data collection activities as well as the goals, strategies, and initiatives developed throughout Tasks 1 and 2. Additionally, the report will include benchmarks jointly identified by the City team and RDA.
• Final Strategy Report: Following presentation to community, staff, and Council (see details in Task 4), RDA will address feedback and incorporate changes into a final Strategy Report. Additionally, the report will include supplemental and support resources, to be jointly determined between RDA and the City team. Examples of such resources may include promising practice resources, implementation planning and reporting templates, resources for program monitoring and continuous quality improvement, and/or grant research and writing aids.
The final Strategy Report shall consider realistic feasibility with particular attention to financial, operational, and resource constraints. Strategies and recommendations will be developed with reasonable consideration of the City’s available and projected capacities, such that no proposed actions would presume funding or resources materially beyond those that can be reasonably anticipated or secured.
Task 4: Presentation to Community, Staff, and Council
• Presentation Development: RDA will develop a presentation that provides an overview of the planning process, community engagement and outreach efforts, key highlights from primary and secondary data, findings from the promising practices and policy assessment, and overall strategic goals and solutions.
• Presentation to Staff and Council: RDA will present during an in-person meeting with key City stakeholders to promote shared understanding and alignment as well as to collect feedback on
the draft Strategy Report. RDA will collaborate with the City team to schedule a time, location, and ensure invitation is extended to all intended City internal and external stakeholders. • Community Town Hall: RDA will prepare a 90-minute, hybrid (virtual & in-person) community town hall to share key details from the Strategic Plan (e.g., data collection efforts, goals and strategies) with community stakeholders. The town hall will seek to promote community alignment and foster a shared commitment to the Plan. RDA will facilitate in person in Vallejo, at a location identified and reserved by the City, while also supporting virtual participation.
Presentation and facilitation materials will be tailored to the community audience.
Project Management & Communication
• Client Meetings and Communication: Over the duration of the project, RDA and the City team will meet virtually and communicate by phone or email regularly to collaborate, engage in thought partnership and feedback, and ensure progress towards project milestones. RDA recommends biweekly project check-ins throughout the project period. • Internal Meetings and Project Management: RDA will provide project management and coordination, including regular internal communication and working meetings to ensure quality progress on tasks and deliverables throughout the duration of the project.
Project Timeline
Fixed Price Billing Schedule
Task/Deliverable Fixed Fee Invoice Date
Task 1: Strategy & Program Review
Operational Launch & Kickoff Meeting $4,030 12/31/2025
Document Review $1,500 2/28/2026
Finalize Workplans $1,520 1/31/2026
Key Informant Interviews (KIIs) $3,860 2/28/2026
Secondary Data Review & Analysis $4,040 4/30/2026
Service Needs & Gaps Survey $3,800 4/30/2026
Intercept SME Interviews $12,550 5/31/2026
Task 2: Recommended Solutions
Promising Practices & Policy Assessment $5,120 6/30/2026 Primary Data Analysis & Triangulation $8,220 7/31/2026
SWOT Analysis Workshop $9,390 7/31/2026
Data Party: Goals & Solutions Meeting $4,190 8/31/2026
Draft Solutions $5,640 9/30/2026
Task 3: Final Strategy Report
Draft Strategy Report $7,810 10/31/2026
Final Strategy Report $4,410 12/31/2026
Task 4: Presentations
Presentation Development $2,580 11/30/2026
Community Town Hall $4,315 11/30/2025
Staff & Council Presentation $2,829 12/31/2026
Project Management & Communication
Client Meetings & Communications $5,980 $460/mo.
Internal Meetings & Project Management $21,216 $1,632/mo.
Contract Total: $113,000
Office of the City Manager
REQUEST FOR PROPOSALS (RFP) - UNHOUSED
STRATEGIC PLAN CONSULTANT
Summary
The City of Vallejo is seeking professional expertise to develop an unhoused strategic plan tailored to the specific needs of the City of Vallejo. The scope of work includes but is not limited to reviewing the current operations of the City, reviewing available resources and the strategic plan from Solano County, identifying gaps and duplications in services across organizations, and recommending a specific strategy to address homelessness in Vallejo. The awarded consultant should also consider and incorporate research, analysis, and experience of City staff working on homelessness issues. These efforts should be summarized in a final written strategy document.
Notice is hereby given that proposals must be received by the City of Vallejo on or before:
Friday, January 17, 2025 at 4:00 p.m. PST
https://vendors.planetbids.com/portal/42510/bo/bo-searchThe City of Vallejo reserves the right to reject any or all proposals or portions thereof. From the date this solicitation is issued until the date the competitive process of this solicitation is completed (either by cancellation or award), respondents are directed not to contact any employees, agent or officials of the City other than those specifically designated in this RFP.
The City of Vallejo anticipates executing a Consultant and Professional Services Agreement for the development of an unhoused strategic plan. The actual agreement terms and amounts are subject to funding availability, consultant performance, and City approval, in its sole discretion.
A sample Consultant and Professional Services Agreement is enclosed (Attachment A).
Schedule
Release of RFP and Application Friday, December 6, 2024 Deadline to Submit Proposal and Application
Materials
Friday, January 17, 2025 by 4:00 p.m.
PST
Submit proposals and applications at:
https://vendors.planetbids.com/portal/425
10/bo/bo-search
Search “Unhoused Strategic Plan
Consultant”
Deadline for Written Questions
Questions should be submitted by email to: Natalie
Peterson at [email protected]
Friday, December 20, 2024 by 4:00
p.m.
Intent to Award Notification February 3, 2025
Questions
If you have any questions regarding this RFP, please contact Natalie Peterson by email at [email protected]
Submittal Process
Please submit your proposal electronically to
https://vendors.planetbids.com/portal/42510/bo/bo-search by 4:00PM PST on Friday, January 17, 2025.
Late proposals will not be accepted.
A. Scope of Work
Task 1: Comprehensive review of current unhoused strategy and programs The selected Consultant Team will have an introductory meeting with key City staff to discuss the desired outcomes of the work that will be completed and data points that the City would request as part of the process.
The Consultant Team will review the draft unhoused strategy prepared by staff and gather information and data from the City, County, CAP Solano JPA, Solano County CoC and other relevant agencies/organizations. City staff will make available to the Consultant Team all relevant documents relating to unhoused programs/projects and strategies.
The primary goal of this Task is to gain an understanding of the unhoused population in Vallejo, the services that are needed by the population, and the gaps and possible duplication of services/programs provided by government agencies and other
organizations. Potential areas to review include: types of housing/sheltering options that are needed based on the needs of the unhoused population in the City (i.e.: safe camping, safe parking, mental health units, etc.) and programs and services being provided by the County and other relevant agencies/organizations.
Task 2: Recommended Solutions
The Vallejo City Council has established addressing homelessness/housing as a top priority area for the City of Vallejo. Based on the findings of Task 1 regarding the needs of the unhoused population, the services currently available to it, and the services needed to transition the population to stable housing, the Consultant Team shall develop recommendations for how the City should transition the population to stable housing.
The recommendations shall be based on best practices and include partnerships with other governmental and non-governmental organizations that also have a mission to address homelessness. The recommendations should have associated budgets and benchmarks.
Task 3: Creation of Final Strategy Report
Once information is gathered and recommendations are established, the Consultant Team will produce a draft strategy report summarizing their findings and recommendations from the previous tasks. This document should outline a clear and comprehensive approach that includes, at a minimum:
1. An executive summary
2. Summary or background and existing conditions
3. Proposed strategies, initiatives, and benchmarks to guide future decision making
4. Useful resources and/or supporting documents
Task 4: Presentation to Staff and Council
The Consultant Team will be expected to present their proposed strategic plan to key City staff overseeing and supporting unhoused strategies, including but not limited to staff from the: City Manager’s Office, City Attorney’s Office, and Housing and Community Development Department. The Consultant Team will work with the key staff identified by the City to review the proposed strategic plan and incorporate staff’s feedback..
The Consultant Team will be expected to present their proposed strategic plan to the City Council, alongside City staff. Information included in the presentation should include, but not be limited to the process used, outreach conducted, best practices, information gathered, and recommendations.
B. Stakeholder Engagement
The Consultant Team will be expected to engage with and gather information from City of Vallejo staff addressing homelessness, members and representatives of the unhoused community, members of the broader Vallejo community, and representatives of other governmental and non-governmental organizations with a mission to address
homelessness. The information gathered from these key stakeholders should be incorporated, where appropriate, into the unhoused strategic plan.
C. City of Vallejo Reservation of Rights
• City of Vallejo reserves the right to reject any or all proposals, waive any informalities in the RFP process, extend RFP processes, or terminate the RFP process at any time if deemed by City of Vallejo to be in its best interest. • City of Vallejo reserves the right not to award a contract pursuant to this RFP. • City of Vallejo reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its convenience upon ten (10) days written notice to the successful Proposer(s).
• City of Vallejo reserves the right to determine the work schedule and locations that the successful Prosper(s) shall provide the services described in this RFP. • City of Vallejo reserves the right to retain all proposals submitted and not permit withdrawal for a period of sixty (60) days after the deadline for receiving the proposals without the written consent of the City of Vallejo. • City of Vallejo reserves the right to reject and not consider any proposal that does not meet the requirements of this RFP, including, but not limited to incomplete proposals and/or proposals offering alternate or non-requested services.
• City of Vallejo shall have no obligation to compensate any Proposer for any costs incurred in responding to this RFP.
• City of Vallejo shall reserve the right to, at any time during the RFP or contract process, prohibit any further participation by a Proser or reject any proposal submitted that does not conform to any of the requirements detailed herein.
D. Proposal Submission Requirements
Submit the proposal online not later than 4:00p.m. Friday, January 17, 2025 at:
(https://vendors.planetbids.com/portal/42510/bo/bo-search Proposals received by the City after the deadline will not be accepted. • All proposals must be submitted online as a single PDF and include the essay responses and exhibits outlined in “Section E – Application Materials” below • All questions related to the RFP and Application shall be directed to Natalie Peterson at [email protected]
• The City may issue a Frequently Asked Questions (FAQ) document to respond to all questions submitted in writing to the City, and email the FAQ document to all parties. The last date to submit questions is by 4:00p.m. on December 20, 2024.
After this date, no additional questions will be reviewed or answered. o FAQs will be emailed to respondents who have an active account in Planet Bid and respondents who email questions to Natalie Peterson.
Additionally, the FAQ will be uploaded to Plant Bid as an addendum.
• If it becomes necessary to modify any aspect of the RFP, the City will provide an addendum to each Respondent.
o Respondents will be notified of addendums via email for anyone with an active Planet Bid account.
• Respondents may not modify their proposal at any time after the due date, except in direct response to a request from City staff for clarification.
E. Application Materials
Essay Questions
The essay questions section should be no more than 10 pages long. There is no need to fill all 10 pages if the applicant can adequately address all essays in less space. • Essay A: Experience
Please describe your organization’s experience successfully completing similar projects.
• Essay B: Project Scope
Please describe how you plan to complete the required project scope of work. This should include a description of the personnel that will be working on the project and an explanation of their tasks.
• Essay C: Budget Narrative
Please outline your proposed budget request and explain how the funds will be expended.
• Essay D: Timeline Narrative
Please outline your timeline to complete the scope of work.
Exhibits
All applicants should prepare a series of exhibits as described below.
These exhibits are not counted against the page limit for your essays. • Exhibit 1: Cover Sheet
Please fill out the enclosed cover sheet (Attachment B – Cover Sheet) to indicate the contact information for the people responsible for your application and the amount of funding you are requesting for this project.
• Exhibit 2: Resumes
Please provide resumes for the key staff who will be responsible for project oversight and/or leadership. Note: Do not include personal information in the resumes for staff that you do not want to be part of a public record.
• Exhibit 3: Organization’s W-9
Please include a copy of your organization's W-9.
F. Attachments
Attachments will begin on the following pages.
Attachment A:
City’s Standard Service Provider Agreement
Consultant and Professional Services Agreement (Revised 01.2019) Page 1 of 11
CONSULTANT AND PROFESSIONAL SERVICES AGREEMENT
This Consultant and Professional Services Agreement ("Agreement") is made at Vallejo, California, dated for reference this day of , 2024, by and between the City of Vallejo, a municipal corporation ("City"), and ___________, hereinafter referred to as “Consultant”, who agree as follows:
1. Services. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide the City professional services as specified in Exhibit A, entitled “Scope of Work.”
2. Payment. City shall pay Consultant for services rendered pursuant to this Agreement at the times and in the manner set forth in Exhibit B, entitled “Compensation.” The payments specified in Exhibit B shall be the only payments to be made to Consultant for services rendered pursuant to this Agreement.
3. Facilities and Equipment. Consultant shall, at its sole cost and expense, furnish all facilities and equipment which may be required for furnishing services pursuant to this Agreement.
4. Indemnification. Consultant shall indemnify, hold harmless, and defend City, its officers, officials, directors, employees, agents, volunteers and affiliates and each of them from any and all claims, demands, causes of action, damages, costs, expenses, actual attorney’s fees, consultant’s fees, expert fees, losses or liability, in law or in equity, of every kind and nature whatsoever arising out of or in connection with Consultant’s operations, or any subcontractor’s operations, to be performed under this agreement for Consultant’s or subcontractor’s tort negligence including active or passive, or strict negligence, including but not limited to personal injury including, but not limited to bodily injury, emotional injury, sickness or disease, or death to persons and/or damage to property of anyone, including loss of use thereof, caused or alleged to be caused by any act or omission of Consultant, or any subcontractor, or anyone directly or indirectly employed by any of them or anyone for the full period of time allowed by the law, regardless to any limitation by insurance, with the exception of the sole negligence or willful misconduct of the City.
The provisions of this section shall survive the expiration or termination of this Agreement.
5. Insurance Requirements. Consultant agrees to comply with all of the Insurance Requirements set forth in Exhibit C, entitled “Insurance Requirements for Consultant.” Failure to maintain required insurance at all times shall constitute a default and material breach.
Attachment 3: City’s Consultant and Professional Services Agreement Consultant and Professional Services Agreement (Revised 01.2019) Page 2 of 11
6. Accident Reports. Consultant shall immediately report (as soon as feasible, but not more than 24 hours) to the City Risk Manager any accident or other occurrence causing injury to persons or property during the performance of this Agreement. The report shall be made in writing and shall include, at a minimum: (a) the names, addresses, and telephone numbers of the persons involved, (b) the names, addresses, and telephone numbers of any known witnesses, (c) the date, time, and description of the accident or other occurrence.
7. Conflict of Interest. Consultant warrants and represents that to the best of its knowledge, there exists no actual or potential conflict between Consultant’s family, business, real property or financial interests and the services to be provided under this Agreement. Consultant shall comply with the City of Vallejo Conflict of Interest Code and not enter into any contract or agreement during the performance of this Agreement which will create a conflict of interest with its duties to City under this Agreement. In the event of a change in Consultant’s family, business, real property, or financial interests occurs during the term of this Agreement that creates an actual or potential conflict of interest, then Consultant shall disclose such conflict in writing to City. Every individual who performs services on behalf of Consultant pursuant to this Agreement must file a full Statement of Economic Interests (also known as Form 700) with the City Clerk if the work of the individual involves making a governmental decision whether to issue, deny, suspend, or revoke any permit, license, application, certificate, approval, order, or similar authorization or entitlement; authorizes the City to enter into, modify, or renew a contract; grants City approval of specifications for a contract; adopts or approves for the City any policy, standard or guideline; lobbies on behalf of the City, or performs the same or substantially all the same duties for the City that would otherwise be performed by an individual holding a position specified in the City’s Conflict of Interest Code.
8. Independent Contractor. Consultant is an independent contractor.
Neither Consultant nor any of Consultant’s officers, employees, agents, or subcontractors, if any, is an employee of City by virtue of this Agreement or performance of any services pursuant to this Agreement. City shall have the right to control Consultant only insofar as the results of Consultant’s services rendered pursuant to this Agreement; however, City shall not have the right to control the means by which Consultant accomplishes services pursuant to this Agreement.
9. Licenses, Permits, Etc. Consultant represents and warrants to City that all consultant services shall be provided by a person or persons duly licensed by the State of California to provide the type of services to be performed under this Agreement and that Consultant has all the permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice its profession. Consultant represents and warrants to City that it shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement any
Attachment 3: City’s Consultant and Professional Services Agreement Consultant and Professional Services Agreement (Revised 01.2019) Page 3 of 11 licenses, permits, and approvals which are legally required for Consultant to practice its profession.
10. Business License. Consultant, and its subcontractors, has obtained or agrees to apply prior to performing any services under this Agreement to City’s Finance Department for a business license, pay the applicable business license tax and maintain said business license during the term of this Agreement. The failure to obtain such license shall be a material breach of this Agreement and grounds for termination by City. No payments shall be made to Consultant until such business license(s) has been obtained.
11. Standard of Performance. Consultant shall provide products and perform all services required pursuant to this Agreement in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised under similar conditions by a member of Consultant’s profession currently practicing in California.
Consultant is responsible for making an independent evaluation and judgment of all conditions affecting performance of the work, including without limitation applicable federal, state, and local laws and regulations, and all other contingencies or considerations.
Consultant’s responsibilities under this section shall not be delegated. Consultant shall be responsible to City for acts, errors, or omissions of Consultant’s subcontractors.
Consultant is responsible for making an independent evaluation and judgment of all conditions affecting performance of the work and shall prepare plans, reports, and/or other work products in such a way that additional costs will not be incurred beyond a project budget approved or amended by the City Manager or his or her designee.
Whenever the scope of work requires or permits review, approval, conditional approval or disapproval by City, it is understood that such review, approval, conditional approval or disapproval is solely for the purposes of administering this Agreement and determining whether the Consultant is entitled to payment for such work, and not be construed as a waiver of any breach or acceptance by the City of any responsibility, professional or otherwise, for the work, and shall not relieve the Consultant of responsibility for complying with the standard of performance or laws, regulations, industry standards, or from liability for damages caused by negligent acts, errors, omissions, noncompliance with industry standards, or the willful misconduct of Consultant.
12. Force Majeure. Neither party shall be considered in default of this Agreement to the extent performances are prevented or delayed by causes or
Attachment 3: City’s Consultant and Professional Services Agreement Consultant and Professional Services Agreement (Revised 01.2019) Page 4 of 11 circumstances beyond either party’s reasonable control, such as war, riots, strikes, lockouts, work slowdown or stoppage, acts of God, such as floods or earthquakes, and electrical blackouts or brownouts.
In the event that the Consultant is unable to meet the completion date or schedule of services, Consultant shall immediately inform the City Representative of this in writing. If additional time is required to perform the work, the City Representative may adjust the schedule.
13. Time is of the Essence. Time is of the essence in this Agreement. Any reference to days means calendar days, unless otherwise specifically stated.
14. Personnel. Consultant agrees to assign only competent personnel according to the reasonable and customary standards of training and experience in the relevant field to perform services under this Agreement. Failure to assign such competent personnel shall constitute grounds for termination of this Agreement.
The payment made to Consultant pursuant to this Agreement shall be the full and complete compensation to which Consultant and Consultant’s officers, employees, agents, and subcontractors are entitled for performance of any work under this Agreement. Neither Consultant nor Consultant’s officers or employees are entitled to any salary or wages, or retirement, health, leave or other fringe benefits applicable to employees of the City. The City will not make any federal or state tax withholdings on behalf of Consultant. The City shall not be required to pay any workers' compensation insurance on behalf of Consultant.
Consultant shall pay, when and as due, any and all taxes incurred as a result of Consultant’s compensation hereunder, including estimated taxes, and shall provide City with proof of such payments upon request.
15. Consultant Not Agent. Except as authorized under this Agreement or as City may authorize in a letter of authorization signed by the City Manager or his or her designee, Consultant shall have no authority, express or implied to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, under this Agreement, to bind City to any obligation whatsoever.
16. Term. The term of this Agreement shall commence on [ type in start date ] and shall continue in full force and effect until [ type in end date ].
City shall, at its discretion, have the right to extend the term of this Agreement, in intervals of [ type in time period, e.g., one month, one year, 90 days ], by written notice to Consultant. The total duration of this Agreement, including the exercise of any options under this section, shall not exceed [ type in time period, e.g., , one
Attachment 3: City’s Consultant and Professional Services Agreement Consultant and Professional Services Agreement (Revised 01.2019) Page 5 of 11 year, 90 days ].
If the term of this Agreement extends into fiscal years subsequent to that in which it is approved, such continuation of the Agreement is contingent on the appropriation of funds for such purpose by the City Council of the City of Vallejo.
If funds to effect such continued payment are not appropriated, Consultant agrees to terminate any services supplied to City of Vallejo under this Agreement, and relieve City of any further obligation therefore.
17. Termination or Abandonment by City. The City has the right, at any time and in its sole discretion, to immediately terminate or abandon any portion or all of the services to be provided under this Agreement by giving notice to Consultant.
Upon receipt of a notice of termination, Consultant shall perform no further work except as specified in the notice. Before the date of termination, Consultant shall deliver to City all City records and documents, all work product, whether completed or not, as of the date of termination and not otherwise previously delivered.
The City shall pay Consultant for services performed in accordance with this Agreement before the date of termination. If this contract provides for payment of a lump sum for all services or by task and termination occurs before completion of the work or any defined task which according to the performance schedule was commenced before the notice of termination, the fee for services performed shall be based on an amount mutually agreed to by City and Consultant for the portion of work completed in conformance with this Agreement before the date of termination. In addition, the City will reimburse Consultant for authorized expenses incurred and not previously reimbursed. The City shall not be liable for any fees or costs associated for the termination or abandonment except for the fees, and reimbursement of authorized expenses, payable pursuant to this section.
18. Products of Consulting Services. The work product, including without limitation, all writings, work sheets, reports, recordings, drawings, files, detailed calculations and other work products, whether complete or incomplete, of Consultant resulting from services rendered pursuant to this Agreement, shall become the property of City. Consultant agrees that all copyrights which arise from creation of the work under this Agreement shall be vested in the City and waives and relinquishes all claims to copyright or other intellectual property rights in favor of the City. City acknowledges that its use of the work product is limited to the purposes contemplated by the scope of work and that the Consultant makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the scope of work.
Documents submitted to the City in electronic format shall be formatted according to specifications provided by the City, or if not otherwise specified, in Microsoft Word, Excel, PowerPoint or other Microsoft Office Suite (2002) format as appropriate for the particular work product or, if directed by the City Representative
Attachment 3: City’s Consultant and Professional Services Agreement Consultant and Professional Services Agreement (Revised 01.2019) Page 6 of 11 in Adobe Acrobat PDF format.
19. Cooperation by City. City shall, to the extent reasonable and practicable, assist and cooperate with Consultant in the performance of Consultant’s services hereunder.
20. Assignment and Subcontracting. Consultant shall not subcontract, assign or transfer voluntarily or involuntarily any of its rights, duties or obligation under this Agreement without the express written consent of the City Manager or his or her designee in each instance. Any attempted or purported assignment of any right, duty or obligation under this Agreement without said consent shall be void and of no effect.
If subcontracting of work is permitted, Consultant shall pay its subcontractor within ten (10) days of receipt of payment by City for work performed by a subcontractor and billed by the Consultant. Use of the term subcontractor in any other provision of this contract shall not be construed to imply authorization for Consultant to use subcontractors for performance of any service under this Agreement.
The City is an intended beneficiary of any work performed by Consultant’s subcontractor for purposes of establishing a duty of care between the subcontractor and City.
Any subcontractor or assignee consented to by City shall be bound by all terms and conditions of this agreement and the same shall be incorporated into and made a part of any assignment or subcontractor agreement.
21. Successors and Assigns. All terms, conditions, and provisions of this Agreement shall apply to and bind the respective heirs, executors, administrators, successors, and assigns of the parties. Nothing in this section is intended to affect the limitation on assignment.
22. Non-Discrimination/Fair Employment Practices.
(a) Consultant shall not, because of race, religious creed, color, sex, national original, ancestry, disability, medical condition, age, marital status or sexual orientation of any person, refuse to hire or employ, or to bar or discharge from employment, or to discriminate in compensation, or in terms, conditions or privileges any person, and every employee will receive equal opportunity for employment and shall be granted equal treatment with respect to compensation, terms, conditions or other privileges of employment, without regard to his race, religious creed, color, sex, national origin, ancestry, or disability, medical condition, age, marital status or sexual orientation.
Attachment 3: City’s Consultant and Professional Services Agreement Consultant and Professional Services Agreement (Revised 01.2019) Page 7 of 11 Consultant warrants and represents it is an equal opportunity employer and agrees it shall not discriminate on the basis of race, religious creed, color, sex, national origin, ancestry, disability, medical condition, age, marital status or sexual orientation in the selection and retention of employees, subcontractors or procurement of materials or equipment.
In all solicitations either by competitive bidding or negotiations made by Consultant for work to be performed under any subcontract, including procurement of materials or equipment, each potential subcontractor or supplier shall be notified by Consultant of Consultant’s obligation under this Agreement relative to nondiscrimination and fair employment practices.
Consultant shall include the above provisions of this section in every subcontract, including procurement of materials or equipment.
(b) Consultant agrees to comply with Title VII of the Civil Rights Act of 1964, as amended, the California Fair Employment Practices Act, the Americans with Disabilities Act of 1990, any other applicable federal and state laws and regulations and City ordinances and regulations hereinafter enacted.
23. Notices. All notices or instruments required to be given or delivered by law or this Agreement shall be in writing and shall be effective upon receipt thereof and shall be by personal service or delivered by depositing the same in any United States Post Office, registered or certified mail, postage prepaid, addressed to:
If to City:
If to Consultant:
Any party may change its address for receiving notices by giving written notice of such change to the other party in accordance with this section.
Routine administrative communications shall be made pursuant to section 1 of Exhibit A.
24. Integration Clause. This Agreement, including all Exhibits, contains the entire agreement between the parties and supersedes whatever oral or written understanding they may have had prior to the execution of this Agreement. This Agreement shall not be amended or modified except by a written agreement executed by each of the parties hereto.
Attachment 3: City’s Consultant and Professional Services Agreement Consultant and Professional Services Agreement (Revised 01.2019) Page 8 of 11
25. Severability Clause. Should any provision of this Agreement ever be deemed to be legally void or unenforceable, all remaining provisions shall survive and be enforceable.
26. Law Governing. This Agreement shall in all respects be governed by the law of the State of California without regard to its conflicts of law rules. Litigation arising out of or connected with this Agreement shall be instituted and maintained in the courts of Solano County in the State of California or in the United States District Court, Eastern District of California, Sacramento, California, and the parties consent to jurisdiction over their person and over the subject matter of any such litigation in such courts, and consent to service of process issued by such courts.
27. Waiver. Waiver by either party of any default, breach or condition precedent shall not be construed as a waiver of any other default, breach or condition precedent or any other right hereunder.
28. Ambiguity. The parties acknowledge that this is a negotiated agreement, that they have had the opportunity to have this Agreement reviewed by their respective legal counsel, and that the terms and conditions of this Agreement are not to be construed against any party on the basis of such party's draftsmanship thereof.
29. Gender. All pronouns and any variations thereof shall be deemed to refer to the masculine, feminine, neuter, singular or plural, as the identifications of the person or persons, firm or firms, corporation or corporations may require.
30. Headings. The section headings contained in this Agreement are inserted for convenience only and shall not affect in any way the meaning or interpretation of this Agreement.
31. Compliance with Laws. Consultant will comply with all statutes, regulations and ordinances in the performance of all services under this Agreement.
32. Confidentiality of City Information. During the performance of services under this Agreement, Consultant may gain access to and use City information regarding, but not limited to, procedures, policies, training, operational practices, and other vital information (hereafter collectively referred to as "City Information") which are valuable, special and unique assets of the City. Consultant agrees that it will not use any information obtained as a consequence of the performance of services under this Agreement for any purpose other than fulfillment of Consultant’s scope of work , to protect all City Information and treat it as strictly confidential and proprietary to City, and that it will not at any time, either directly or indirectly, divulge, disclose or communicate in any manner any City Information to any third party, other than its own employees, agents or subcontractors who have
Attachment 3: City’s Consultant and Professional Services Agreement Consultant and Professional Services Agreement (Revised 01.2019) Page 9 of 11 a need for the City Information for the performance of services under this Agreement, without the prior written consent of City, or as required by law.
Consultant shall treat all records and work product prepared or maintained by Consultant in the performance of this Agreement as confidential.
A violation by Consultant of this section shall be a material violation of this Agreement and will justify legal and/or equitable relief.
Consultant’s obligations under this section shall survive the completion of services, expiration or termination of this Agreement.
33. News and Information Release. Consultant agrees that it will not issue any news releases in connection with either the award of this Agreement, or any subsequent amendment of or efforts under this Agreement, without first obtaining review and approval of said news releases from City through the City Representative.
34. City Representative. The City Representative specified in Exhibit A, or the representative's designee, shall administer this Agreement for the City.
35. Counterparts. The parties may execute this Agreement in one or more counterparts, each of which shall be deemed an original, but all of which together shall be deemed one and the same instrument.
36. Facsimile Signature; Electronic Signature. This Agreement shall be binding upon the receipt of facsimile signatures or e-mailed by PDF or otherwise.
Any person transmitting his or her signature by facsimile or electronically shall promptly send an original signature to the other party pursuant to the notice provision of this Agreement. The failure to send an original shall not affect the binding nature of this Agreement.
37. Authority. The person signing this Agreement for Consultant hereby represents and warrants that he/she is fully authorized to sign this Agreement on behalf of Consultant.
38. Exhibits. The following exhibits are attached hereto and incorporated herein by reference:
Exhibit A, entitled “Scope of Work,” including any attachments Exhibit B, entitled “Compensation,” including any attachments Exhibit C, entitled “Insurance Requirements,” including attachments
Attachment 3: City’s Consultant and Professional Services Agreement Consultant and Professional Services Agreement (Revised 01.2019) Page 10 of 11 [SIGNATURES ON FOLLOWING PAGE]
Attachment 3: City’s Consultant and Professional Services Agreement Consultant and Professional Services Agreement (Revised 01.2019) Page 11 of 11 IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year shown below the name of each of the parties.
By:
Signatory Name
Consultant or Title
DATE:
(City Seal)
CITY OF VALLEJO,
a municipal corporation
By:
Michael Malone
City Manager
DATE:
ATTEST:
By:
Dawn Abrahamson
City Clerk
APPROVED AS TO FORM:
Veronica A. F. Nebb
City Attorney
APPROVED AS TO INSURANCE:
Armond Sarkis
Risk Manager
Attachment 3: City’s Consultant and Professional Services Agreement Consultant and Professional Services Agreement (Revised 01.2019) Page 1 of 2 Exhibit A – Scope of Work
EXHIBIT A
SCOPE OF WORK
1. Representatives. The City Representative for this Agreement is:
[insert name]
[insert title]
[insert Department name]
555 Santa Clara Street
Vallejo CA 94590
[insert telephone number]
[insert facsimile number]
The Consultant’s Representative for this Agreement is:
[insert name]
[insert title]
[insert company name]
[insert street name and suite #, if any]
[insert City, state and zip code]
[insert telephone number]
[insert facsimile number]
All routine administrative communications between the parties will be between the above named representatives and may be by personal delivery, mail, facsimile transmission, or electronic mail as agreed between the Consultant Representative and City’s Representative.
2. Services to be Provided. The services provided shall be as set forth in Attachment 1 of Exhibit A, attached hereto and incorporated herein by this reference.
3. Time for Performance. Consultant will perform the services according to the schedule below. If the schedule calls for the services to be performed in phases or discrete increments, Consultant shall not proceed from one phase or increment to the next without written authorization from the City’s Representative.
Consultant will complete all services by [insert date].
OR
Consultant will perform the services according to the schedule contained in Attachment [insert number] of Exhibit A. If the schedule calls for the services to be performed in phases or discrete increments, Consultant shall not proceed from
Attachment 3: City’s Consultant and Professional Services Agreement Consultant and Professional Services Agreement (Revised 01.2019) Page 2 of 2 Exhibit A – Scope of Work
one phase or increment to the next without written authorization from the City’s Representative. Consultant will complete all services by [insert date].
4. Key Personnel. All of the individuals identified below are necessary for the successful prosecution of the services due to their unique expertise and depth and breadth of experience. There shall be no change in the personnel listed below, without written approval of the City Representative. Consultant recognizes that the composition of this team was instrumental in the City’s decision to award the work to Consultant and that compelling reasons for substituting these individuals must be demonstrated for the City’s consent to be granted. Any substitutes shall be persons of comparable or superior expertise and experience. Failure to comply with the provisions of this section shall constitute a material breach of Consultant’s obligations under this Agreement and shall be grounds for termination.
Key personnel are as follows: [INSERT LIST OF EMPLOYEE NAMES]
Attachment 3: City’s Consultant and Professional Services Agreement Consultant and Professional Services Agreement (Revised 01.2019) Page 1 of 3 Exhibit B - Compensation
EXHIBIT B
COMPENSATION
1. Consultant’s Compensation.
A. Services: City agrees to pay Consultant, at the rate(s) specified below, for those services set forth in Exhibit A of this Agreement and for all authorized reimbursable expenses, for a total not to exceed [ insert dollar amount in words - e.g. Two Thousand Five Hundred Fifty Dollars and 13 Cents ] [ insert dollar amount in number- e.g., $2,550.13 ].
Consultant shall notify City in writing no later than thirty (30) days prior to the estimated date when Consultant will have billed City the maximum payment amount permitted under this Agreement, and Consultant shall provide City with an estimate of the additional compensation required to complete the project.
City agrees to pay Consultant for those services set forth in Exhibit A of this Agreement and for all authorized reimbursable expenses, in a lump sum of [insert dollar amount in words - e.g. Two Thousand Five Hundred Fifty Dollars and 13 Cents] [insert dollar amount in number- e.g., $2,550.13] upon satisfactory completion of the services and delivery of the work product.
B. Additional Services:
1. Additional Services are those services related to the scope of Services of Consultant as set forth in Exhibit A but not anticipated at the time of execution of this Agreement. Additional Services shall be provided only when a Supplemental Agreement authorizing such Additional Services is approved by the City Manager, or his or her designee. City reserves the right to perform any Additional Services with its own staff or to retain other Consultants to perform said Additional Services.
2. Consultant’s compensation for Additional Services shall be based on the total number of hours spent on Additional Services multiplied by the employees' appropriate billable hourly rate as established below. City, at its option, may negotiate a fixed fee for some or all Additional Services as the need arises. Where a fixed fee for Additional Services is established by mutual Agreement between City and Consultant, compensation to Consultant shall not exceed the fixed fee amount.
2. Appropriate Billable Hourly Rates for Services and Additional Services. Consultant’s billable hourly rates shall be:
Attachment 3: City’s Consultant and Professional Services Agreement Consultant and Professional Services Agreement (Revised 01.2019) Page 2 of 3 Exhibit B - Compensation
OR
Consultant’s billable hourly rates shall be as listed in Attachment 1 of Exhibit B, attached hereto and incorporated herein by this reference.
3. Consultant’s Reimbursable Expenses. Reimbursable Expenses shall be limited to actual reasonable expenditures of Consultant for expenses that are necessary for the proper completion of the Services and shall only be payable if specifically authorized in advance by City.
4. Payments to Consultant.
A. Payments to Consultant shall be made within a reasonable time after receipt of Consultant’s invoice, said payments to be made in proportion to services performed. Consultant may request payment on a monthly basis. Consultant shall be responsible for the cost of supplying all documentation necessary to verify the monthly billings to the satisfaction of City.
B. All invoices submitted by Consultant shall contain the following information:
1. Description of services billed under this invoice
2. Date of Invoice Issuance
3. Sequential Invoice Number
4. City’s Purchase Order Number (if issued)
5. Social Security Number or Taxpayer Identification Number
6. Amount of this Invoice (Itemize all Reimbursable Expenses”)
7. Total Billed to Date
C. Items shall be separated into Services and Reimbursable Expenses.
Billings that do not conform to the format outlined above shall be returned to Consultant for correction. City shall not be responsible for delays in payment to Consultant resulting from Consultant’s failure to comply with the invoice format described above.
D. Request for payment shall be sent to:
[insert name]
[insert title]
[insert Department name]
555 Santa Clara Street
Vallejo CA 94590
5. Accounting Records of Consultant. Consultant shall maintain for three (3) years after completion of all services hereunder, all records under this
Attachment 3: City’s Consultant and Professional Services Agreement Consultant and Professional Services Agreement (Revised 01.2019) Page 3 of 3 Exhibit B - Compensation
Agreement, including, but not limited to, records of Consultant’s direct salary costs for all Services and Additional Services performed under this Agreement and records of Consultant’s Reimbursable Expenses, in accordance with generally accepted accounting practices. Consultant shall keep such records available for audit, inspection and copying by representatives of the City’s Finance Department or other government agencies during regular business hours upon twenty four (24) hours’ notice.
The obligations of Consultant under this section shall survive this Agreement.
6. Taxes. Consultant shall pay, when and as due, any and all taxes incurred as a result of Consultant’s compensation hereunder, including estimated taxes, and shall provide City with proof of such payments upon request.
7. Taxpayer Identification Number. Consultant shall provide City with Consultant’s complete Request for Taxpayer Identification Number and Certification, Form W-9, as issued by the Internal Revenue Service, and any other State or local tax identification number requested by City.
Attachment 3: City’s Consultant and Professional Services Agreement Consultant and Professional Services Agreement (Revised 01.2019) Page 1 of 3 Exhibit C – Insurance Requirements
EXHIBIT C
INSURANCE REQUIREMENTS
Consultant shall procure and maintain for the duration of this Agreement, including any extensions thereto, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of services hereunder by the Consultant, their agents, representatives, or employees or subcontractors.
1. Minimum Scope of Insurance. Coverage shall be at least as broad as:
A. Insurance Services Office form number GL 0002 covering Comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
B. Insurance Services Office form number CA 0001 covering Automobile Liability, code 1 any auto and endorsement CA 0025.
C. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance.
D. Professional Liability insurance appropriate to the Consultant’s profession (Errors and Omission).
2. Minimum Limits of Insurance. Consultant shall maintain limits no less than:
A. General Liability: $2,000,000 per occurrence for bodily injury, personal injury, and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
B. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
C. Workers’ Compensation and Employer's Liability: $1,000,000 per accident for bodily injury or disease. If Consultant is not subject to California Workers’ Compensation requirements, Consultant shall file a completed certificate of exemption form which may be obtained from the City prior to commencing any activity authorized hereunder.
Attachment 3: City’s Consultant and Professional Services Agreement Consultant and Professional Services Agreement (Revised 01.2019) Page 2 of 3 Exhibit C – Insurance Requirements
D. Professional Liability (Errors and Omission): $1,000,000 combined single limit per occurrence, and annual aggregate.
3. Deductible and Self-Insured Retention. Any deductibles or self-insured retention must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City of Vallejo, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses.
4. Other Insurance Provisions. The general liability and automobile liability policies, as can be provided, are to contain, or be endorsed to contain, the following provisions:
A. The City of Vallejo, its officers, officials, employees, agents and volunteers are to be covered as additional insureds as respects; liability, including defense costs, arising out of activities performed by or on behalf of the Consultant; products and completed operations of the Consultant; premises owned, occupied or used by the Consultant; or automobiles owned, leased hired or borrowed by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to the City of Vallejo, its officers, officials, employees, agents or volunteers. The insurance is to be issued by companies licensed to do business in the State of California.
B. For any claims related to this project, the Consultant's insurance coverage shall be primary insurance as respects the City of Vallejo, its officers, officials, employees, agents, and volunteers. Any insurance or self-insurance maintained by the City of Vallejo, its officers, officials, employees, agents, or volunteers shall be excess of the Consultant's insurance and shall not contribute with it.
C. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees, agents, or volunteers.
D. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.
E. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City.
Attachment 3: City’s Consultant and Professional Services Agreement Consultant and Professional Services Agreement (Revised 01.2019) Page 3 of 3 Exhibit C – Insurance Requirements
F. The workers’ compensation and employer’s liability policy required hereunder shall be endorsed to state that the workers' compensation carrier waives its right of subrogation against City, its officers, officials, employees, agents and volunteers, which might arise by reason of payment under such policy in connection with Consultant’s performance under this Agreement.
5. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII.
6. Verification of Coverage. Consultant shall furnish the City with certificates of insurance and original endorsements effecting general and automobile liability insurance coverage required by this clause. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences.
7. Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.
8. Payment Withhold. City will withhold payments to Consultant if the certificates of insurance and endorsements required in Paragraph F, above, are canceled or Consultant otherwise ceases to be insured as required herein.
Attachment B
Cover Sheet
Please include the cover page information outlined below. The cover page information may be placed on applicant’s letterhead.
(Applicant / Agency Name) Response to the City of Vallejo’s Unhoused Strategic Plan RFP Instructions: Please provide basic information about your organization/agency.
Applicant /Agency
Name
Budget Request
Contact Name
Contact Phone
Contact Address
Contact Email