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December 15, 2025

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Bid Number: RFP 111522 Vendor Name: Multihog Ltd










 
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Bid Number: RFP 111522 Vendor Name: Multihog Ltd










 
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Visalia City Council
Staff Report
Visalia City Council
707 W. Acequia
Visalia, CA 93291
File #: 25-0559 Agenda Date: 12/15/2025 Agenda #: 10.

Agenda Item Wording:

Award a Contract for the Removal and Replacement of Sulfatreat 156 Media - Authorize the City Manager to award a contract to Graymar Environmental Services for the removal and replacement of Sulfatreat 156 media at the Visalia Water Reclamation Facility for a one-year term, with four annual renewal options, with an annual not-to-exceed amount of $60,000 and a total contract limit of $300,000.

Prepared by:

Ben Litwack, Public Works Manager, [email protected], 559-713-4670 Nick Bartsch, Public Works Director, [email protected], 559-713-4052 Department Recommendation: Staff recommends that Council authorize the City Manager to award a contract to Graymar Environmental Services, LLC for the Removal and Replacement of Sulfatreat 156 Media at the Visalia Water Reclamation Facility (WRF) for a one-year term, with four annual renewal options, with an annual not-to-exceed amount of $60,000 and a total contract limit of $300,000.

Summary:

Graymar Environmental Services, LLC was the lowest responsive and responsible bidder under RFB 25-26-18, Annual Contract for Removal, Replacement, and Disposal of Sulfatreat 156 Media at the Visalia Water Reclamation Facility. The recommended contract includes an annual NTE of $60,000 and a total five-year limit of $300,000.

Background Discussion:

Sulfatreat 156 media is a product used in the gas purification skid for the Renewable Power Generation System (RPGS) at the WRF. The gas purification skid was designed by Unison Solutions to utilize the Sulfatreat media to filter hydrogen sulfide gas from the biogas generated in the biosolids digestion process. Removal of the hydrogen sulfide gas keeps the WRF in compliance with emissions limits set by the San Joaquin Valley Air Pollution Control District and protects the RPGS equipment.

On September 25, 2025, the City of Visalia issued Request for Bids (RFB) 25-26-18, Annual Contract for the Removal and Replacement of Sulfatreat 156 Media at the Visalia Water Reclamation Facility.

The Sulfatreat 156 media itself, is provided by the City. A pre-bid conference was held on October 8, 2025, and an addendum was issued on October 13, 2025, to address bidder questions. On October 23, 2025, the following bids were received:

Bidder’s Name Location Total Estimated Annual Cost
Graymar Environmental Services, LLC Cherry Hill, NJ $53,760.96 Carbon Activated Corp. Compton, CA $56,881.00
Patriot Environmental Services Signal Hill, CA $67,020.22 MP Environmental Services Bakersfield, CA $67,064.00Visalia City Council Printed on 12/9/2025Page 1 of 2 powered by Legistar™
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File #: 25-0559 Agenda Date: 12/15/2025 Agenda #: 10.

Bidder’s Name Location Total Estimated Annual Cost
Graymar Environmental Services, LLC Cherry Hill, NJ $53,760.96 Carbon Activated Corp. Compton, CA $56,881.00
Patriot Environmental Services Signal Hill, CA $67,020.22 MP Environmental Services Bakersfield, CA $67,064.00
Graymar Environmental Services, LLC submitted the lowest responsive and responsible bid. Staff recommends awarding a one-contract, with four additional annual renewal options, to Graymar Environmental Services LLC for the removal and replacement of Sulfatreat 156 media at the Visalia WRF.

Fiscal Impact: Staff is requesting an annual not-to-exceed (NTE) amount of $60,000 to account for potential annual price increases over the next five years. The contract will not exceed $60,000 annually, with a total NTE of $300,000 over the full five-year contract term. Funds are budgeted Wastewater Fund (431) Capital Budget within CP0440 Annual Digester Gas Cleaning.

Prior Council Action:

June 3, 2019 - Council voted to award an annual contract with four annual renewal options to Carbon Activated Corporation for the removal and replacement of gas purification media.

Other: None
Alternatives: N/A
Recommended Motion (and Alternative Motions if expected):

I move to authorize the City Manager to award a contract to Graymar Environmental Services, LLC for the Removal and Replacement of Sulfatreat 156 Media at the Visalia Water Reclamation Facility (WRF) for a one-year term, with four annual renewal options, with an annual not-to-exceed amount of $60,000 and a total contract limit of $300,000.

Environmental Assessment Status: N/A
CEQA Review: N/A
Deadline for Action: 12/15/2025
Attachments:

RFB 25-26-18
Bid Summary
Graymar Environmental Bid
Visalia City Council Printed on 12/9/2025Page 2 of 2
powered by Legistar™
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RFB NO. 25-26-18
REMOVAL, REPLACEMENT, AND DISPOSAL OF SULFATREAT 156 MEDIA AT THE VISALIA WATER

RECLAMATION FACILITY
Page i

CITY OF VISALIA
REQUEST FOR BID (“RFB”)

RFB NO. 25-26-18

ANNUAL CONTRACT

REMOVAL, REPLACEMENT, AND DISPOSAL OF SULFATREAT
156 MEDIA AT THE VISALIA WATER RECLAMATION FACILITY

BIDS DUE NO LATER THAN 3:00 PM THURSDAY OCTOBER 23, 2025

The City of Visalia expressly reserves the right to modify, or withdraw from, the process initiated and described herein. No rights shall be vested in any party, individual or entity by virtue of its preparation to participate in, or its participation in, such process. The City expressly reserves the right to modify, for any reason, the schedule and any provision contained herein. The City reserves to itself the selection of winning respondent(s), if any, in the exercise of its sole discretion. No binding commitment shall arise on the part of the City to any respondent under this Request for Bid until and unless the parties sign documents of agreement that become effective in accordance with their terms. Responses to this RFB, however, shall be held firm by Respondent for at least ninety (90) days.

PUBLIC WORKS CONTRACT: This is a Public Works Maintenance Contract, therefore it is subject to registration with the Department of Industrial Relations, payment of prevailing wages, submission of certified payroll records to the Labor Commissioner and other requirements listed in the City of Visalia Labor Compliance Manual (attached). All Bidders, Contractors and Subcontractors must be registered with the Department of Industrial Relations.

Advertisement Dates: September 25, 2025
September 30, 2025

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RFB NO. 25-26-18
REMOVAL, REPLACEMENT, AND DISPOSAL OF SULFATREAT 156 MEDIA AT THE VISALIA WATER

RECLAMATION FACILITY
Page ii

Table of Contents
I. DEFINITIONS ........................................................................................................................... 1 II. INTRODUCTION ..................................................................................................................... 1 III. DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS .............................. 2 A. PUBLIC WORKS CONTRACTOR REGISTRATION PROGRAM AND PROJECT LABOR AGREEMENTS .............................................................................................................. 2 IV. INSTRUCTIONS ................................................................................................................... 5 V. SCOPE OF SERVICES/PROJECT: .......................................................................................... 7 LOCATION ............................................................................................................................... 7 OVERVIEW .............................................................................................................................. 7 CITY -PROVIDED MATERIALS ............................................................................................ 7 CONTRACTOR RESPONSIBILITIES .................................................................................... 7 HAZARDOUS WASTE CONTINGENCY .............................................................................. 8 DELIVERABLES: CONTRACTOR SHALL PROVIDE THE FOLLOWING ....................... 9 SCHEDULING AND COORDINATION ................................................................................. 9 VI. PRE-BID AND CONTRACT MEETINGS .......................................................................... 9 VII. BID OPENING AND CONFIDENTIALITY ....................................................................... 9 VIII. AWARD .............................................................................................................................. 10 IX. PROTESTS/APPEALS........................................................................................................ 10 X. SPECIAL CONDITIONS ........................................................................................................ 11 A. Project Administrative Issues.................................................................................................. 11 B. City-Contractor Relations ....................................................................................................... 12 XI. GENERAL CONDITIONS ................................................................................................. 13 XII. POST AWARD RESPONSIBILITIES ............................................................................... 16 XIII. Exhibits ................................................................................................................................ 18 A. BID FORM ............................................................................................................................. 18 B. CERTIFICATIONS, AFFIDAVITS, ASSURANCES, STATEMENTS, WAIVERS, AND QUESTIONNAIRES WHICH MUST ACCOMPANY BID FORM .......................................... 23 B-1 BIDDER’S STATEMENT ON PREVIOUS CONTRACTS ........................................... 23 B-2 EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE CERTIFICATE .............. 24 B-3 CERTIFICATE OF NONSEGREGATED FACILITIES ................................................. 25 B-4 NON-COLLUSION AFFIDAVIT .................................................................................... 26 B-5 WORKERS’ COMPENSATION INSURANCE CERTIFICATE ................................... 27 B-6 CERTIFICATION OF ANTI-KICKBACK COMPLIANCE CERTIFICATE ................ 28 346
RFB NO. 25-26-18
REMOVAL, REPLACEMENT, AND DISPOSAL OF SULFATREAT 156 MEDIA AT THE VISALIA WATER

RECLAMATION FACILITY
Page iii

B-7 AMERICANS WITH DISABILITIES ACT COMPLIANCE CERTIFICATE .............. 29 B-8 DRUG-FREE WORKPLACE CERTIFICATION ........................................................... 31 B-9 IRAN CONTRACTING ACT CERTIFICATION ........................................................... 32 C. S A M P L E (does not need to be submitted with Bid/Proposal) .......................................... 33 D. REFERENCE MATERIALS .................................................................................................. 40 D-1 SITE PHOTOS ................................................................................................................. 40 D-2 VESSEL DRAWINGS ..................................................................................................... 41 D-3 SULFATREAT 156 SPEC SHEET .................................................................................. 42 E. LABOR COMPLIANCE AND PREVAILING WAGE REQUIREMENTS ......................... 44 E-1 CITY OF VISALIA LABOR COMPLIANCE MANUAL (See Attachment) ................. 44 E-2 STATE OF CALIFORNIA PREVAILING WAGE (See Attachment) ............................ 44

347

RFB NO. 25-26-18
REMOVAL, REPLACEMENT, AND DISPOSAL OF SULFATREAT 156 MEDIA AT THE VISALIA WATER

RECLAMATION FACILITY

I. DEFINITIONS

For the purposes of RFB NO. 25-26-18 the following terms shall have the meanings indicated:

1. “City” means the City of Visalia

2. “City Council” means the Council of the City of Visalia

3. "Bidder", "Vendor", "Supplier", “Consultant”, “Contractor” and “Subrecipient” are used interchangeably throughout this invitation to mean the person, firm, or corporation or other entity submitting a Bid in response to the Request for Bid.

4. “Bid” and “Proposal” are used interchangeably to mean an individual’s or entity’s offer in response to this Request for Bid.

5. “RFB” means Request for Bid No. 25-26-18.

II. INTRODUCTION

The City of Visalia Purchasing Division is soliciting Bids for an annual contract for Removal, Replacement, and Disposal of Sulfatreat 156 Media at the Visalia Water Reclamation Facility. The successful bidder shall be responsible for providing all services necessary to fulfill the requirements of this Invitation to Bid upon receipt of the City’s Notice to Proceed.

The initial contract term shall be for a twelve (12) month period and shall, at the City’s option and with the consent of the CONTRACTOR, be extended annually thereafter for four (4) consecutive one-year periods." Bids are being sought from contractors who have a proven record of experience in providing the services required by this Invitation to Bid.

Under the requirements of Labor Code section 1782 passed by SB7 and in compliance with City of Visalia Ordinance 2014 -13, this public works project is subject to State prevailing wages as specified in the specifications. See Section III for additional Department of Industrial Relations Requirements which apply to this project.

The City hereby affirmatively ensures that Minority Business Enterprises and Disadvantaged Business Enterprises (DBE) will be afforded full opportunity to submit proposals in response to this notice. Individuals and/or entities submitting bids/proposals to the City of Visalia will not be discriminated against on the basis of race, religion, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status, gender, gender identity or expression, sexual or ientation, or military and veteran status in any consideration leading to the award of contract.

No qualified disabled person shall, on the basis of disability, be excluded from participating in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity leading to the award of a contract.

Executive Order N -6-22 – Russia Sanctions On March 4, 2022, Governor Gavin Newsom issued Executive Order N -6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions.

Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

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III. DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS

A. PUBLIC WORKS CONTRACTOR REGISTRATION PROGRAM AND PROJECT

LABOR AGREEMENTS

Notice is hereby given that this contract is considered a public works contract and therefore, subject to DIR monitoring. All contractors and subcontractors bidding and performing work on Public Works Projects must be currently registered with the California Department of Industrial Relations (DIR). Awarded Contractor is required to furnish electronic payroll records for new projects to the Labor Commissioner.

No contract will be awarded unless that contractor and/or subcontractors are registered with the California Department of Industrial Relations (DIR). Bids by unregistered contractors submitted after March 1, 2015 may be rejected as non-responsive.

A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. It is not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 at the time the contract is awarded.

If a project labor agreement (the term “project labor agreement” is defined in Public Contract Code 2500(b)(1) as a prehire collective bargaining agreement that establishes terms and conditions of employment for a specific construction project or projects and is an agreement described in Section 158(f) of Title 29 of the United States Code) is used, then it must comply with the taxpayer protection provisions set forth in Public Contract Code section 2500(a). City of Visalia has no ordinances requiring or prohibiting such agreements.

The following statements and requirements are to be included in all City of Visalia public work contracts that require the payment of prevailing wages in accordance with California Labor Code (CLC). This RFB document becomes a part of the public works contract for this project and therefore, the CLC contract language requirements are incorporated into the contract.

❑ As set forth in CLC section 1771.1(a), all contractors and subcontractors must be currently registered and qualified to perform public work pursuant to CLC section 1725.5 to be qualified to bid, be listed in a bid proposal, or perform any public work for the City of Visalia.

Proof of registration for each contractor and subcontractor listed on the bid is required.

❑ As set forth is CLC section 1771.4 (a)(1), notice is given that this project is a public work, subject to compliance monitoring and enforcement by the Department of Industrial Relations.

❑ As set forth in CLC section 1771.4(a)(2), the prime c ontractor is required by the City of Visalia to post job site notices, as prescribed by regulation. Information on required workplace postings may be found on the Department of Labor website at:
http://www.dir.ca.gov/wpnodb.html .

❑ The contractor and each subcontractor shall maintain all project records required under CLC for public works projects and preserve them for a minimum 3 -year period to begin on the date a Notice of Completion is filed for the project. Please refer to the re tention period 349
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required for any grant or specialized project funding. Some funding sources require an extended time period for records retention.

❑ In accordance with CLC section 1773.2, the contractor is required, by the City of Visalia, to post a copy of the determination of the Director of Labor Standards prevailing rate of per diem wages for each craft, classification, or type of worker needed to execute the contract at each job site.

❑ In accordance with labor code section 1776 and it’s enforcement (1771.4(a)(3)), for initial contracts awarded on or after April 1, 2015 each project contractor and subcontractor shall;

o Maintain and furnish directly to the Labor Commissioner, bi-weekly, a certified copy of each weekly payroll as specified in section 1776 containing a statement of compliance with labor code sections 1771, 1811 and 1815, signed under penalty of perjury.

o Make available or provide a certified copy of these payroll records and their supporting documentation within 10 days to all authorized parties upon written request and be subject to penalties for non -compliance as detailed in labor code section 1776.

o Inform the City of Visalia of the location of the payroll records kept in compliance with labor code section 1776(g) and notify the City of Visalia within 5 working days of any change in their location.

❑ The City of Visalia will comply with any prevailing wage monitoring and enforcement activities required by the labor compliance programs of the Department of Industrial Relations including the withholding of contract payments in the amount of any underpayment of prevailing wage and applicable penalties as directed by the Department of Labor Standards Enforcement in accordance with CLC section 1727(a). Any amount withheld will be released as directed by the Labor Commissioner upon receipt of a certified copy of a final order no longer subject to judicial review in accordance with CLC section 1742(f).

❑ As set forth in labor code section 1775(b), the following subcontractor provisions shall be included in any contract executed between the contractor and a subcontractor for performance of work on this public work project:

o As set forth in CLC section 1775(b)(1), any contract executed between a contractor and a subcontractor for the performance of work on a City of Visalia public works project shall include a copy of the provisions of Labor Code sections 1771, 1776, 1777.5, 1813, and 1815. These labor code sections must be included within or as attachments to the contract.

o As set forth in CLC section 1776, the subcontractor shall maintain and furnish directly to the Labor Commissioner, bi-weekly, a certified copy of each weekly payroll as specified in section 1776 containing a statement of compliance with labor code sections 1771, 1776, 1811 and 1815, signed under penalty of perjury.

o As set forth in CLC section 1775(b)(2), the contractor shall monitor the payment of the specified general prevailing rate of per diem wages by the subcontractor to the employees, by periodic review of the certified payroll records of the subcontractor.

o As set forth in CLC section 1775(b)(3), upon becoming aware of the failure of the subcontractor to pay his or her workers the specified prevailing rate of wages, the contractor shall diligently take corrective action to halt or rectify the failure, 350
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including, but not limited to, retaining sufficient funds due the subcontractor for work performed on the public works project.

o As set forth in CLC section 1775(b)(4), prior to making final payment to the subcontractor for work performed on the public works project, the contractor shall obtain an affidavit signed under penalty of perjury from the subcontractor that the subcontractor has paid the specified general prevailing rate of per diem wages to his or her employees on the public works project and any amounts due pursuant to Section 1813. Prior to the release of retention to the contractor, the COV will require a copy of the affidavit(s) completed by each listed subcontractor.

❑ In accordance with CLC section 1777.5(e), prior to commencing work on a contract for public work; every contractor shall submit contract award information to an applicable apprenticeship program that can supply apprentices to the site of the public work.

❑ Only apprentices, as defined in CLC section 3077, in training under apprenticeship standards approved by the Division of Apprenticeship Standards (DAP) and party to written apprentice agreements under CLC section 3070 -3098 may be employed at the apprentice wage rate on public works.

❑ Unless exempted under CLC section 1777.5(j), a contractor working on a public works contract of $30,000 or more shall employ the number of apprentices or the ratio of apprentices to journeymen stipulated in the applicable apprenticeship standards (CLC 1777.5(n)). In no event shall the ratio be less than one hour of apprentice work for every five hours of journeyman work.

❑ The prime contractor is responsible for compliance with the requirements of CLC section 1777.5 for all apprenticeable occupations employed on the contract. As stated in 1777.5 (o), the apprenticeship requirement does not apply to contracts of general cont ractors or to contracts of specialty contractors not bidding for work through a general or prime contractor when the contract is less than thirty thousand dollars ($30,000).

❑ As stated in section 1777.7(e), the prime contractor will not be liable for any penalties assessed for violations of section 1777.5 if they have complied with the following requirements:

o The contract executed between the contractor and the subcontractor for the performance of work on the public works project shall include a copy of the provisions of section 1771, 1775, 1776, 1777.5, 1813 and 1815. These labor code sections must be included within or as attachments to the contract.

o The contractor shall continually monitor a subcontractors use of apprentices required to be employed on the public works project pursuant to subdivision (d) of section 1777.5, including, but not limited to, periodic review of the certified payroll of the subcontractor.

o Upon becoming aware of a failure of the subcontractor to employ the required number of apprentices, the contractor shall take corrective action, including , but not limited to, retaining funds due to the subcontractor for work performed on the public works project until the failure is corrected.

o Prior to making a final payment to the subcontractor for work performed on the public works project, the contractor shall obtain a declaration signed under penalty of perjury from the subcontractor that the subcontractor has employed the required number of apprentices on the public works project.

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❑ The prime contractor is required to provide a signed affidavit declaring their compliance with California Labor Code sections 1771 (prevailing wage) and 1777.5 (apprenticeship) for all workers employed on the contract before final payment will be made on the contract by the City of Visalia.

Contract inclusion and/or attachments: The following item is required to be included either in the body of, as attachments to, or addendums of all public work contracts:

❑ As set forth in CLC section 1773, the City of Visalia shall obtain the general prevailing rate of per diem wages and the general prevailing rate for holiday and overtime work in the locality in which the public work is to be performed for each craft, classification, or type of worker needed to execute the co ntract from the Director of Industrial Relations. This will include the apprenticeship prevailing wage for all apprenticeable trades. In accordance with labor code section 1773.2, this information is to be included in the contract itself.

10 days before the closing date of the bid, the project manager will review the prevailing wage rates included in any requests for bid proposals for updates and issue an addendum to notify interested bidders of any changes. General prevailing wage determinations made by the director of industrial relations for journeyman and apprentices may be found at:

http://www.dir.ca.gov/OPRL/PWD/index.htm and
http://www.dir.ca.gov/OPRL/PWAppWage/PWAppWageStart.asp

IV. INSTRUCTIONS

1. Fill out attached Bid Form (Exhibit “A”) in ink or typewriting completely.

2. Cross out and initial mistakes in ink and place the correct response next to same.

3. Timely submit Bid in a sealed envelope addressed and marked as follows:

To: City of Visalia Purchasing Division
707 W. Acequia Avenue
Visalia, California 93291

From: Bidders Name & Mailing Address

Marked: REMOVAL, REPLACEMENT, AND DISPOSAL OF SULFATREAT 156 MEDIA RFB NO. 25-26-18
Deadline: October 23, 2025 @ 3:00 p.m.

Delivery of Bid: When sending a bid via Fed Ex, UPS, etc., it is the responsibility of the Bidder to ensure that Bid is received during open office hours. Office Hours are 7:30am – 5:00pm Monday through Thursday. We are closed on Fridays and major holidays.

Bids are not delivered or received when office is closed.

The City utilizes an outside service for delivery and sorting incoming mail, and therefore, mailing a bid via U.S. Mail is not recommended as there could be a delay in receiving bids by the deadline. Bids must be received prior to the deadline. The City will not accept a postmark as evidence of delivery.

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Night Drop Box: If delivering a bid after hours, a Night Drop Box is located at Visalia City Hall, 707 W. Acequia Avenue, Visalia, CA 93291. Enter the west parking lot of the building off of Stevenson Street. The Drop Box is labeled “Night Drop” and is located on the building across from the bicycle racks. The Night Drop Box should only be utilized if City Offices are Closed. The Night Drop Box is checked prior to the bid deadline.

4. Submit each of the required Certifications, Affidavits, Guarantees, Statements and Questionnaires as well as optional waiver(s) to City with the sealed Bid. City will not consider Bids which are not accompanied by the required completed forms.

5. Inquiries: Instructions to Vendor, Specifications and Bid Forms may be inspected and obtained by visiting our web site at visaliapurchasing.org or by calling (559) 713-4334, or by FAX (559) 713 -4801. However, to prevent misinterpretations, the Purchasing Division would prefer that all questions be sent by email to [email protected].

All questions regarding this project are due by Wednesday 15th 2025 @ 2:00PM PST.

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V. SCOPE OF SERVICES/PROJECT:

LOCATION
Visalia Water Reclamation Facility (WRF)
7579 Ave 288, Visalia, CA 93277

OVERVIEW
Sulfatreat 156 Media Change-Out Services
The Contractor shall provide all labor, equipment, tools, and materials necessary to remove and replace Sulfatreat 156, an iron oxide-based media, in four vessels used to reduce hydrogen sulfide (H₂S) in digester gas. Each vessel contains approximately 18 bags of media, with each bag weighing approximately 2,000 pounds. Media replacement will occur on two vessels per service trip, once per year.

Note: Media type is subject to change based on availability from the supplier. The City will notify the Contractor of any changes as soon as the City becomes aware of them.

See Exhibit D – Reference Materials for site photos, vessel drawings, and the Sulfatreat 156 spec sheet.

CITY -PROVIDED MATERIALS
• New Sulfatreat 156 Media
• 124-inch foam filter
• 120-inch 40 mesh screen
• Access to potable water and hoses for controlled wetting of spent media.

CONTRACTOR RESPONSIBILITIES
The Contractor shall furnish all labor, equipment, specialized tools, and supervision required to safely and effectively complete the media change-out process, including, but not limited to, the following tasks:

SAFETY AND PREPARATION
• Provide all necessary equipment and Personal Protective Equipment (PPE) for safe execution of the work, including confined space entry equipment and H ₂S and other gas monitoring tools.
• Ensure all personnel have completed required safety training, including confined space entry, H₂S awareness, and handling of pyrophoric materials. • Coordinate with WRF staff for the safe shutdown and isolation of the vessels, including implementing lockout/tagout procedures on all gas lines and energy sources.
• Purge each vessel with industrial-grade nitrogen prior to opening and again after loading to create an inert atmosphere and remove hazardous gases. • Confirm atmospheric safety within the vessels using calibrated gas monitors before entry.
• Establish a designated washdown pad and cooling procedure for handling spent media, as described in Spent Media Removal section.
• Confirm that all new seals are properly installed and provide documentation. 354
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• Secure vessel access points during the change-out to prevent unauthorized entry.

SPENT MEDIA REMOVAL
• Remove spent Sulfatreat 156 Media manually from each vessel using specialized tools and heavy equipment as necessary.
• Break up and manage any media that has "bridged" or clumped within the vessel using safe, controlled methods.
• Transfer spent media into sturdy containers, such as the original super sacks or equally robust alternatives.
• Transport spent media to the designated Collections washdown pad at the WRF. • Cool the spent media by spraying with water immediately upon arrival at the washdown pad to prevent spontaneous combustion. The City will provide access to potable water and hoses for this purpose.
• Transport spent media for disposal after it has cooled and is determined safe to handle.

NEW MEDIA LOADING
• Load new Sulfatreat 156 Media into each vessel using a hoist, crane, or other appropriate heavy-duty lifting equipment suitable for 2,000-pound bags. • Install new foam filters and 40-mesh screens provided by the City. • Ensure proper settling and leveling of the new media bed. • Purge each vessel again with nitrogen after loading and before placing it back into service.

SAMPLING AND DISPOSAL
• Conduct media profiling after the spent media's temperature is safe for sampling. • Collect a representative sample of the spent media at the WRF. • Transport the sample to an ELAP-certified lab of the Contractor's choice. • Cover all costs for sampling, transport, and analysis. • Transport and dispose of the spent media to the Tulare County Landfill 8614 Ave 328, Visalia, CA 93291, assuming the media is classified as non-hazardous based on analysis.

HAZARDOUS WASTE CONTINGENCY
• If spent media is determined to be hazardous based on lab analysis, the Contractor will move it to a designated, secure onsite location specified by the WRF Project Manager.
• The Contractor must properly contain, label, and manifest the hazardous material for onsite storage in accordance with all federal, state, and local regulations. • The Contractor is responsible for all costs and procedures associated with the safe handling, labeling, and temporary onsite storage of any hazardous material. • The WRF will be responsible for final disposal arrangements and associated costs for any hazardous media.

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DELIVERABLES: CONTRACTOR SHALL PROVIDE THE FOLLOWING
• Media profile report after the changeout
• Disposal documentation following each service.
• For non-hazardous waste, a non-hazardous waste manifest and landfill receipt. • For any hazardous waste, a signed Uniform Hazardous Waste Manifest tracking the material to its temporary onsite storage location.
• Service completion report summarizing work performed

SCHEDULING AND COORDINATION
• WRF Staff will notify Contractor 4 weeks in advance of desired change-out date. • Coordinate each service trip with WRF staff at least two weeks in advance. • Notify WRF immediately of any delays or issues affecting the schedule.

VI. PRE-BID AND CONTRACT MEETINGS

1. A Non - Mandatory Pre-Bid Meeting. A non-mandatory pre-Bid meeting will be held October 8 at 9:30 a.m. and will be held the Visalia Water Reclamation Facility, 7579 Ave. 288, Visalia, CA. Attendance at this meeting is not required to submit a Bid in response to this RFB. Information regarding the project will be provided at that time. It shall be the responsibility of the Contractor to have acquired full knowledge of the job site, scope of work and any problems or difficulties that may affect the work proposed.

2. Post Award Meeting. Subsequent to the award of contract, the Contractor shall meet with the Project Manager prior to the start of work to discuss any problems or questions that may arise. Contractor shall contact the Project Manager within ten (10) days of the date of the Notice to Proceed to arrange this meeting.

City Project Manager: Ben Litwack
Department: Public Works

VII. BID OPENING AND CONFIDENTIALITY

1. Bid Opening. Bids shall be opened publicly in the presence of attendees, if any, on Thursday October 23, 2025 at 3:00 p.m. at 707 W Acequia, Visalia CA, City Hall .

The name of each Bidder and the amount of each Bid shall be open to public inspection at the Bid opening and after an award decision has been made. Other Bid information will not be available for public review during the evaluation phase.

2. Bid Confidentiality. The City favors full and open disclosure of all Bid records. The City will not expend public funds defending claims for access to, inspection of, or to be provided copies of any such records. By submitting a Bid, a Bidder agrees to indemnify and defend the City against all claims or actions brought against it to seek access to, or compel disclosure of, any records or documents in the City’s possession.

After the award, the City intends that its selection process will be open and public.

Respondents are advised that the California Public Records Act (“PRA”) provides that 356
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any person may inspect or be provided a copy of any identifiable public record or document that is not exempted from disclosure by the express provisions of the Act.

The Federal Freedom of Information Act (“FOIA”) contains a similar provision. Each Bidder shall clearly identify any information within its Bid that it intends to ask the City to withhold as exempt under either the PRA or F OIA. Any information contained in a Bidder’s submission which the Bidder believe qualifies for exemption from public disclosure as “Proprietary” or “Confidential” must be identified as such at the time of first submission of Bidder’s Bid to this RFB. Any failure to identify information contained in a Bidder’s Bid to this RFB as “Proprietary” or “Confidential” shall constitute a waiver of Bidder’s right to object to the release of such information upon request under either Act.

VIII. AWARD

1. Most Responsive, Responsible Bidder. A Contract (substantially similar to that attached hereto as Exhibit “C” with Attachments 1 -2) shall be awarded with reasonable promptness by appropriate written notice. Award shall be made to the most responsive, responsible Bidder whose Proposal meets the requirements and criteria set forth in this RFB, price and other factors considered, and whose Bid is determined to result in the optimum economic advantage to the C ity. A responsible Bidder is one who has the capability, financial capacity and integrity to perform the contract. A responsive Bidder is one who commits to all of the material terms, for example, price, quantity, quality and delivery, of this RFB. Contractor must return a signed copy of the contract provided by the City with its Award Notice to City within ten (10) working days of receipt thereof.

2. Reservation of Rights. The City reserves the right to reject any item or items in the Bid; to waive informalities, technical defects, and minor irregularities in Bids received; and to select the Bid(s) deemed most advantageous to the City.

IX. PROTESTS/APPEALS

Because it is essential that Bidders have confidence in the procurement procedures for soli citing and awarding contracts, it is the policy of the City to offer Bidders the opportunity to appeal award of contracts. The following procedures shall apply in regard to appeals:

1. Any actual Bidder who is aggrieved in connection with this RFB or award of a contract hereunder may protest to the City of Visalia Purchasing Division in writing within five (5) working days after such aggrieved Bidder knows, should have reasonably known, or could reasonably be expected to know of the facts giving rise thereto; and

2. Should ident ify only the areas regarding bid contradictions, procurement errors, quotation rating discrepancies, legality of procurement cont ext, conflict of interest in the rating process and inappropriate or unfair competitive procurement grievance regarding the Bid process.

3. The City’s Purchasing Division shall have the authority to settle and resolve each protest. The resolution will be provided to Bidder in writing within five (5) working days of receipt of the appeal unless the Bidder is notified more time is required.

4. Further levels of appeal may be made in accord ance with the appeals provision contained in Chapter 5 of the C ity’s “Purchasing and Contract Procedures” which is available through City’s Purchasing Division.

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X. SPECIAL CONDITIONS

A. Project Administrative Issues

a. Complete Project. The successful Bidder shall be responsible for providing all materials, labor, equipment and services necessary to fulfill the requirements of this RFB.

b. Quantities/Change Orders. The City reserves and shall have the right to make such changes to the work as may be necessary and desirable to complete the work originally intended in an acceptable manner. Unless otherwise specified herein, the Project Manager shall be and is hereby a uthorized to make such changes, in the work as may increase or decrease the originally awarded contract quantities and/or total contract cost. The Contract Price, or the amount due the Contractor will only be reduced/increased after the price change is reviewed and authorized by the City of Visalia Change Order Committee.

Should the Contractor disagree with any terms or conditions set forth in an approved contract change order not executed by the Contractor, the Contractor shall submit a written protest to the Engineer within 15 days after the receipt of the approved contract change order and the procedures outlined in Section 4 -

1.03 of the Standard Specifications apply.

If a requested change order is sent back to the Contractor for revisions, the Contractor has 15 (fifteen) calendar days to resubmit.

Changes shall not invalidate the contract nor release the surety, and the Contractor agrees to accept payment for such changes as if the altered work had been a part of the original contract. These changes which are for work within the general scope of th e contract shall be covered by Change Orders issued by the City. Change orders for altered work shall include extensions of contract time where, in the Project Manager’s opinion, such extensions are commensurate with the amount and difficulty of added work.

Excessive altered work shall be covered by supplemental agreement that is subject to funding agency approval as applicable. If the City and the Contractor are unable to agree on a unit adjustment for any contract item that requires a supplemental agreement, the City reserves the right to terminate the contract with respect to the item and to make other arrangements for its completion.

c. Omitted Items . Project Manager is authorized to omit minor contract items.

Major items must be omitted by supplemental agreement.

d. Extra Work. Contractor is prohibited from doing extra work, unless authorized in writing by Project Manager before the work is done. The Project Manager should obtain authorization from the Change Order Committee before agreeing to extra work requested by the Contractor. In the instances where it is necessary for the work to be done immediately, the Project Manager may authorize the work prior to taking the additions to the Change Order Committee. Payment for approved Extra Work shall be as agreed to in writing by the Project Manager prior to the Extra Work being completed or the Change Order Committee shall approve an increase in a Change Order issued after the Extra Work is completed.

No additional payment is due for unauthorized Extra Work.

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If the Project Manager authorizes Extra Work but the payment for the Extra Work has not been agreed to in writing prior to the work being completed, then Contractor shall submit to the Project Manager the documentation required for a Change Order within f orty-five (45) days of completing the Extra Work. The Project Manager will submit a Change Order request for review and approval by the Change Order Committee. If the Contractor does not submit any documentation within that time period the Project Manage r may move forward with issuing a Change Order to adjust the contract price.

e. Removal of Obstructions. Contractor shall remove and dispose of all structures, debris or other obstructions of any character required for completion of the project. Any temporarily removed or relocated items shall be replaced.

f. Clean Up. Prior to acceptance and final payment, Contractor shall clean up the site of work, and any areas occupied by Contractor in connection with the project.

B. City-Contractor Relations

a. Project Manager’s Responsibility and Authority. City will designate a Project Manager. All work shall be done under the general supervision of such Project Manager or his or her designee(s). The Project Manager shall decide issues of quality and acceptability of materials, work performance, rate of progress of work, interpretation of drawings and specifications, and all questions related to fulfillment of the contract for the project. Project Manager shall not have control over acts or omissions of t he Contractor, Subcontractors, their agents or employees.

b. Contractor/Contractor’s Superintendent. Contractor shall bear all responsibility for, and have all control over, the construction means, methods, techniques, sequences, procedures and safety precautions or programs related to the project. Contractor may designate a superintendent.

c. Project Site/Existing Utilities and Structures.
(1) Contractor shall take care to avoid, but shall be responsible for , all damage to existing structures, including, but not limited to, sewers, water service, drains and culverts, underground utilities and the like.

(2) USA Notification. Contractor shall notify underground service alert (“USA) of times and locations of proposed excavations.
i. Contractor shall notify owners of and be responsible for damage to utilities and substructures.
ii. If damage occurs to an unknown utility, Contractor shall repair the utility.
iii. Contractor shall not make connection to or draw water from any hydrant or pipeline without first obtaining permission to do so.

d. Signs, Barricades, and Notice. Contractor must provide and maintain proper barricades, fences, signal lights, watchmen, and notice in general to the surrounding public, in accord with local, federal, and state requirements.

e. Labor
(1) Workmanship. Workmanship shall be equal to the best general practice of modern-day equipment operation and removal services and shall reflect good industrial and construction standards.
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(2) Qualification. Contractor shall ensure that each employee who works on this project is qualified to perform their assigned duty in a safe manner.

f. Control of Materials:
(1) Source of Supply and Quality of Materials Guarantee. All materials, parts and equipment supplied by the Contractor shall be new and of a quality equal to that specified. Materials which become unfit for use shall not be used for the project.

(2) Equivalent Materials. Trade names or manufacturer’s catalog information, where used, are a means of indicating kind, type, design, style, finish, durability or quality desired and are not intended to exclude or omit the products of any responsible manufacturer, if such produc ts are equal in every respect to those specified. The burden of proof of compliance with the specifications is the responsibility of Contractor.

City shall be the sole judge as to the adequacy of any item for substitution.

(3) Manufacturer’s Directions. Manufactured articles, materials and equipment shall be applied, installed, connected, erected, used, cleaned and conditioned as directed by the manufacturer.

g. Storage of Materials. Materials shall be stored to ensure the preservation of their quality and fitness for the project.

h. Materials and Shop Drawing Submittals. If applicable, Contractor shall submit to Project Manager for approval, two (2) copies of the materials list and detailed dimensional shop drawings covering all Contractor -furnished items of equipment. Prior approval by Project Manager is required. Such approval shall not relieve the Contractor from the responsibility of deviation from the Contract unless Contractor has, in writing, called to the attention of the Project Manager such deviations.

3. Legal Responsibilities. It is the responsibility of Contractor to comply with all local, state, and federal laws and regulations which apply to this project. This includes, but is not limited to, compliance with Uniform Building, Plumbing, Mechanical, Electric, and Fire Codes. Contractor shall provide a safe working environment in compliance with the Occupational Safety and Health Act, and California Health and Safety Codes.

Additionally, Contractor shall secure all necessary permits, licenses, and similar requirements to carry out the project. Contractor shall comply with all applicable labor laws, and ensure against discrimination.

XI. GENERAL CONDITIONS

1. It is the policy of the City to provide equal opportunity to all candidates when selecting Bidders to provide public services. Bidders are expected to be equal opportunity employers.

The City hereby affirmatively ensures that Disadvantaged Business Enterprises (DBE) will be afforded full opportunity to submit a Bid in response to this notice and will not be discriminated against on the basis of race, color, national origin, ancestry, disability, gender or religion in any consideration leading to the award of contract.

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No qualified disabled person shall, on the basis of disability, be excluded from participating in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity that receives or benefits from Federal financial assistance.

Bidder shall provide to the City a list of all instances within the last ten (10) years where a complaint was filed or pending against Bidder in a legal or administrative proceeding alleging that Bidder discriminated against its employees, subcontractors, vendors or suppliers. A description of the status or resolution of that complaint, including any remedial action taken is required.

2. Post-Closing Date Corrections are prohibited.

3. Bids will not be accepted unless signed in ink (not typed) in the appropriate space(s) by an authorized officer or employee of the Bidder.

4. Bids must be submitted on or before the Closing Date. Any Bids received after the Closing Date shall be returned, unopened, to the Bidder, provided the request number, opening date, and Bidder's return address are on the envelope.

5. Bids may be withdrawn prior to the Bid Closing D ate by writing to the Purchasing Division.

6. Telegraphic, telephonic, electronic and facsimile Bids and withdrawal requests will not be accepted.

7. Prices submitted are considered accurate for a period of ninety (90) days and cannot be withdrawn after the Closing Date.

8. All Bids are the property of the City after submission.

9. City is not responsible for Bid errors and omissions.

10. Bids should be prepared in a straightforward, concise manner. Information provided which was not specifically requested will be considered only in City’s discretion.

11. A written amendment or addenda issued by City’s Purchasing Division is the only method which should be relied on with respect to changes to the RFB. Respondent is responsible to contact City’s Purchasing Division prior to submitting a Bid to determine if any amendments were made to the RFB.

12. Any contract resulting from the RFB will be jointly administered by the City’s Purchasing Division, and the Department requesting Bids.

13. Prior to conducting business in the City, a business tax certificate (license) must be obtained. Call 559-713-4326 for more information.

14. Bidder shall provide insurance as required by law and as indicated in the proposed contract.

15. Bidder shall maintain all personnel files and payroll records for employees used to implement the proposed contract.

16. Bidder shall withhold, pay and report all taxes and issue W -2 forms at the end of each calendar year for employees used to implement the proposed contract.

17. Pursuant to the City’s Charter, all other things being equal, tie Bids shall be awarded to a local merchant to the extent quality and prices are equal. If neither is a local 361
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vendor, the Bid shall be awarded by the flip of a coin by the Purchasing Division in the presence of at least one witness.

18. The City may make such investigation of the Bidder and information in the Bid as it determines necessary. This may include the collection of criminal history information, contractual and business associations and practices, employment histories and reputation.

19. All California agencies may purchase off the Proposal submitted at the same prices, terms, conditions and specifications. The City of Visalia shall incur no responsibility in connection with another agency’s purchase.

20. Each Bidder, will be required to submit Certifications, Affidavits, Assurances, Statements and Questionnaires which are attached in Exhibit “B”.

21. The quantities given on the Bid Proposal form and any related contract documents are approximate only. They are given as a basis for comparison of Bids. The City of Visalia does not, expressly or impliedly agree that the actual amount of work will correspond therewith, but reserves the right to increase or decrease the amount of any class or portion of work, or to omit portion of the work, as the City deems necessary or advisable, at the prices Bid.

22. Bidders shall satisfy themselves by personal examination of the work site, specifications, plans, and other contract documents, and by any other means as they believe necessary, as to the actual physical conditions, requirements, and difficulties under which the project must be performed. The submission of a Bid shall be conclusive evidence that the Bidder has investigated, and is satisfied as to the conditions encountered, as to the character, quality, and quantities of work to be performed, and the materials to be furnished, and as to the requirements of the RFB and the City. No allowance shall subsequently be made because of lack of such examination or knowledge.

23. All Bidders are required to make a Bid on the complete Bid Form (Exhibit “A”) .

Contractor may be required to submit Proposals on alternate items. The City reserves the right to award to the contract based on the lowest combination or combinations of Proposal items and alternate proposed items.

24. No mention shall be made in the Proposal of sales tax, use tax or any other tax, as all amounts Bid will be deemed and held to include any such taxes, which may be applicable.

25. Only one Bid may be submitted as a “Prime Contractor” for the same work by any firm, individual, partnership, corporation or combination thereof. A Contractor submitting a Bid as a Prime Contractor may not also submit sub -Bids to other competing Prime Contractors. Reasonable grounds for believing that any individual, firm, partnership, corporation or combination thereof is interested in more than one Proposal for the work contemplated will cause the rejection of all Proposals in which such individual, firm, partnership, corporation or combination thereof is interested. A Contractor who is not submitting a Bid as a Prime C ontractor may submit any number of sub -Bids to competing Prime Contractors.

26. The City of Visalia is not liable for any costs incurred by Bidder in responding to this Request for Bid.

27. The annual contract resulting from this invitation to bid will be administered by the Public Works Department. However , the cities Purchasing Division shall be the final 362
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judge concerning issues or matters related to contract interpretation or problems regarding the terms, conditions or scope of the contract.

28. The initial contract term shall be for a twelve (12) month period and shall, at the City’s option and with the consent of the CONTRACTOR , be extended annually thereafter for four (4) consecutive one-year periods. Contract shall be begin no later than 15 days from the receipt of annual contract.

29. All prices quoted in response to this Invitation to Bid shall be firm and fixed for twelve (12) months from the annual anniversary date of the agreement. In order to protect the interests of the City and to give the vendor a reasonable basis for bidding, a price adjustment feature is hereby incorporated into the specifications. Prices bid by vendor may be adjusted annually at time of contract renewal and upon mutual agreement of the parties to the contract to allow for price increases or decreases for labor and benefit rates, supplies and materials.

It will be the responsibility of the contractor to request a price adjustment and to provide all documentation necessary . The request for price adjustment must be submitted to the Project Manager at least thirty (30) days (but no sooner than ninety (90) days) prior to the annual anniversary date of the agreement. Requests filed after this time period will not be considered.

The unit prices for the ensuing contracts shall be based on the movement of the unadjusted figures of the U.S. Department of Labor Consumer Price Index (CPI) for all Urban Consumers (CPI-U All Cities Average). The contract unit prices may be changed in an amount equal to the percentage of movement for the most recent twelve-month period. In no instance shall the price increase exceed 5%. The contract unit price changes as a result of this formula shall be binding on the contractor for the subsequent contract year. The adjustment of the unit bid price shall not be retroactive and shall apply only to changes incurred after approval.

30. This contract may be terminated without cause by the City, in whole or in part, by giving the Contractor fifteen (15) days written notice of the intent to terminate whenever the City determines that termination is in the best interest of the City.

If the Contractor shall fail to provide services or perform satisfactorily the work required by the terms and conditions of the contract, or materially breaches any of its obligations under this agreement the City may terminate the contract, in whole or in part by written notice. Termination shall take effect ten (10) calendar days after the date of mailing said termination notice.

Any assignment, subletting or transfer of the interest of the contractor, either in whole or in part, without the written consent of the City shall be cause for the City to immediately terminate the agreement for default.

Notwithstanding any other provisions of this agreement, this agreement may be terminated by the City upon a single violation of this agreement.

XII. POST AWARD RESPONSIBILITIES

1. Written Contract with City . A written agreement in a form similar to that attached to this Request for Bid as Exhibit “C” with Attachments 1-2 must be entered into between the City and the Contractor to whom the project is awarded. The Agreement forms the basis for the contractual obligation between the parties regarding the project. A contract 363
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will be provided with the Notice of Award and must be executed and returned to City within ten (10) working days of the date of award notification unless otherwise agreed.

2. Post-Award Responsibilities. Upon execution of the Agreement between the City and the Contractor, the Contractor shall immediately report all changes in its Articles of Incorporation, By-Laws, or Tax-Exempt status to the City.

3. Insurance. Contractor shall obtain and maintain the minimum insurance coverage outlined Exhibit “C”, Attachment 2. Contractor shall provide evidence of such insurance to City’s Purchasing Division prior to commencement of work.

Upon determination by the City that a contract has been entered and Contractor has provided all of the information that it is required to provide pursuant to this RFB, City will issue, in writing, a notice to proceed on the project to Contractor.

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Bidding Agency:_________________
XIII. Exhibits
EXHIBIT “A”
A. BID FORM
RFB NO. 25-26-18
Project: ANNUAL CONTRACT FOR REMOVAL, REPLACEMENT, AND DISPOSAL OF SULFATREAT 156

MEDIA AT THE VISALIA WATER RECLAMATION FACILITY

TO: THE CITY OF VISALIA PURCHASING DIVISION:

In compliance with the City’s Notice Inviting Sealed Bids No. 25-26-18 dated: __________, the undersigned BIDDER hereby proposes to furnish all materials, equipment, tools, labor appurtenances and incidentals required for the above stated project as set forth in the RFB, including all Exhibits and related contract documents therefor e, and to perform all work in the manner and time prescribed therein.

BIDDER declares that this proposal is based upon careful examination of the work site, Instructions to BIDDERs, and the contract requirements. If this proposal is accepted for award, BIDDER agrees to enter into a contract with CITY at the unit and/or lump sum prices set forth in the following Bid Schedule.

BIDDER understands that a bid is required for the entire work and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed. It is agreed that all prices bid include all appurtenant expenses, taxes, royalties and fees. All bids will be checked for accuracy. In the case of discrepancies in amounts bid, unit prices shall govern over extended amounts.

BIDDER hereby agrees to execute a contract within ten (10) working days, or such further time as may be allowed in writing by the Purchasing Division, after receiving notification of the acceptance of this Bid, and it is hereby mutually understood and agreed that in case the BIDDER does not, said Purchasing Division may proceed to award the contract to others.

BIDDER agrees to commence the work on the start date agreed between BIDDER and Project Manager, only after the contract is fully executed and Notice to Proceed has been issued.

BIDDER further declares that he/she has not either directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with said bid.

Bid Award shall be based on the Total Bid Price. The quantities given on the Bid Proposal form and any related contract documents are estimates only. They are given as a basis for comparison of Bids.

The City of Visalia does not, expressly or impliedly agree that the actual amount of work will correspond therewith, and reserves the right to increase or decrease the amount of any class or portion of work, or to omit portion of the work, as the City deems necessary or advisable, at the prices Bid.

BIDDER has read and hereby agrees to the conditions stated in this proposal by affixing his/her signature on the Bid Form.

In the case of discrepancy in amounts bid, unit pricing shall prevail over extended amounts.

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Annual Contract for Removal, Replacement, and Disposal of Sulfatreat 156 Media at the Visalia Water Reclamation Facility

Per Service Trip
Includes all costs for
labor, equipment,
materials, transport,
sampling, analysis,
and vessel purging as
specified)
Remove and Replace sulfa treat 156 media in two (2) H₂S vessels (including sampling and analysis and purging of vessels before opening and again after loading as specified. The City will furnish Sulfatreat media, foam filter, and mesh screen)

$__________

Hauling and Disposal of non-hazardous spent media from two (2) H2s vessels. (Includes landfill weight ticket, and disposal fee to Tulare County Landfill)
$_________
TOTAL BID PRICE (Base Service) $___________

(1)____________________________________________________________________________ ______________ Bidding Firm

(2)__________________________________________________________________________________________ Corporation, Partner, Joint Venture

(3)_____________________________________________________________________________ _____________ Business Address City State Zip Code

________________________________________________________________________________ ___________ Telephone Number Fax Number

____________________________________________________________________________________________ E-mail Address

(4)_____________________________________________________________________________ ____________ Signature of Authorized Person (Date)

________________________________________________________________________________ Type or Print Authorized Person’s Name

PLEASE SEE THE FOLLOWING INSTRUCTIONS REGARDING SIGNATURE

(1) If the BIDDER is an individual, enter name here in style used in business; if a joint venture, exact name of entities joining in the venture; if a partnership, the correct trade style of the partnership; if a corporation, the exact name of the corporation.

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Bidding Agency:_________________

(2) If BIDDER is other than an individual, identify here its character, i.e., joint venture, partnership, corporation, including the state of incorporation. If BIDDER is an individual operating under a trade name, state “an individual dba (trade name in full)”.

(3) State on this line, the address to which all communications and notices regarding the Bid Proposal, and any contract awarded thereunder, are to be addressed.

(4) If BIDDER is a joint venture, signature must be by one of the joint venturers, and if one or both of the joint venturers is a partnership or a corporation, each participating partnership must sign by a general partner, and each corporation by an authorize d officer or employee; if a partnership, by a general partner; if a corporation, by an authorized officer or employee. The title of the person signing must appear after his/her signature. Where BIDDER is a partnership or corporation, the names of all other general partners, or the president or secretary of the corporation and their business addresses must be shown below.

Note: All names must be typewritten under written signature. All Addresses must be complete with street number, city, state and zip code.

BIDDING CONTRACTOR’S LICENSE INFORMATION:

STATE CONTRACTOR’S LIC. CLASS:_________________ # _____________________________EXP. DATE:___________ STATE D.I.R. REGISTRATION #______________________________________________________ FEDERAL TAX I.D. #______________________________________ CITY OF VISALIA BUSINESS TAX CERTIFICATE #__________________________________(A City Business Tax Certificate (license) is not required to submit a bid; however, vendor is required to obtain a City License prior to commencement of work or if vendor is presently transacting business within the City of Visalia, regardless of whether the business address is actually located within the City. Contact the business License Division for clarification of questions at 559-713-4326.

CONTRACTOR’S REFERENCES: The following are the names, addresses, and telephone numbers for at least three (3) agencies for which BIDDER has performed work similar in size and scope within the past two (2) years. (adjust according to project)

REFERENCE 1

NAME OF AGENCY:__________________________________________________CONTACT PERSON:_____________________

AGENCY ADDRESS:_________________________________________________PHONE #:_______________________________

REFERENCE 2

NAME OF AGENCY:__________________________________________________CONTACT PERSON:____________________

AGENCY ADDRESS:_________________________________________________PHONE #:_______________________________

REFERENCE 3

NAME OF AGENCY:__________________________________________________CONTACT PERSON:_____________________

AGENCY ADDRESS:_________________________________________________PHONE #:_______________________________ 367
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Bidding Agency: _________________

DESIGNATION OF SURETIES
The following are the names, addresses, and telephone numbers for all brokers and sureties from whom BIDDER intends to procure insurance.

COMPANY NAME:_______________________________________________TYPE OF INSURANCE:_______________________

ADDRESS:_____________________________________________TELEPHONE#_______________________________

COMPANY NAME:_______________________________________________TYPE OF INSURANCE:_______________________

ADDRESS:_____________________________________________TELEPHONE#_______________________________

COMPANY NAME:_______________________________________________TYPE OF INSURANCE:_______________________

ADDRESS:_____________________________________________TELEPHONE#_______________________________

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SUBCONTRACTOR LISTING

BIDDING AGENCY:_______________________________

The undersigned hereby designates below for the project, opposite various portions of the work, the names and locations of the places of business of each subcontractor who will perform work or labor in an amount in excess of one -half of one percent (1/2 of 1%) of the of the total bid. All work not listed below shall be performed by the undersigned BIDDER. It is understood that the BIDDER, if awarded the contract, shall not substitute any subcontractor in place of the subcontractors herein designated without the approval of the Project Manager.

SUBCONTRACTOR INFORAMTION & TRADE CLASSIFICATION (CIRCLE ALL THAT APPLY)

1. Subcontractor Name:

Performing

_____% of
project work

Asbestos

Boilermaker

Bricklayers

Carpenters

Carpet/Linoleum

Cement Mason

Drywall Finisher

Drywall/Lathers

Electricians

Elevator Mechanic

Glaziers

Iron Worker

Laborers

Millwrights

Operating
Engineers

Painters

Pile Drivers

Pipe Trades

Plasterers

Roofers

Sheet Metal

Sound/Comm

Surveyors

Teamster

Tile Worker

Other:_________
Business Address:

Email Address:

CSLB # Expires:

DIR Registration #

2. Subcontractor Name:

Performing

_____% of
project work

Asbestos

Boilermaker

Bricklayers

Carpenters

Carpet/Linoleum

Cement Mason

Drywall Finisher

Drywall/Lathers

Electricians

Elevator Mechanic

Glaziers

Iron Worker

Laborers

Millwrights

Operating
Engineers

Painters

Pile Drivers

Pipe Trades

Plasterers

Roofers

Sheet Metal

Sound/Comm

Surveyors

Teamster

Tile Worker

Other:_________
Business Address:

Email Address:

CSLB # Expires:

DIR Registration #

3. Subcontractor Name:

Performing

_____% of
project work

Asbestos

Boilermaker

Bricklayers

Carpenters

Carpet/Linoleum

Cement Mason

Drywall Finisher

Drywall/Lathers

Electricians

Elevator Mechanic

Glaziers

Iron Worker

Laborers

Millwrights

Operating
Engineers

Painters

Pile Drivers

Pipe Trades

Plasterers

Roofers

Sheet Metal

Sound/Comm

Surveyors

Teamster

Tile Worker

Other:_________
Business Address:

Email Address:

CSLB # Expires:

DIR Registration #
If more space is needed to list additional subcontractor and trade classifications, please list remaining subcontractors on a separate sheet of paper (providing all of the requested information for each subcontractor) and submit with Bid.
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B. CERTIFICATIONS, AFFIDAVITS, ASSURANCES, STATEMENTS, WAIVERS, AND

QUESTIONNAIRES WHICH MUST ACCOMPANY BID FORM

Submit with Proposal
EXHIBIT “B-1”

B-1 BIDDER’S STATEMENT ON PREVIOUS CONTRACTS

SUBJECT TO EQUAL EMPLOYMENT OPPORTUNITY CLAUSE
(EXECUTIVE ORDER 11426)

The BIDDER shall complete the following statement by checking the appropriate blanks:

The BIDDER has_____ has not _____ participated in a previous contract subject to the Equal Employment Opportunity Clause prescribed by Executive Order 11246, as amended, of September 24, 1965.

The BIDDER has _____ has not _____ submitted all compliance reports in connection with any such contract due under the applicable filing requirements; and that representations indicating submission of required compliance reports signed by proposed subBIDDE Rs will be awarded prior to award of subcontracts.

If the BIDDER has participated in previous contracts subject to the Equal Employment Opportunity Clause and has not submitted compliance reports due under applicable filing requirements, the BIDDER shall submit a compliance report on Standard Form 100, “Em ployee Information Report EEO -I” prior to award of the contract.

Note: Failure to complete the blanks may be grounds for rejecting the bid.

Company: ______________________________________________

Business Address: ______________________________________________

Signature: ______________________________________________

Name of Signing Official: ______________________________________________

Title of Signing Official: ______________________________________________

Date: ______________________________________________

Company Seal:

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Submit with Proposal

EXHIBIT “B-2”

B-2 EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE CERTIFICATE (EXECUTIVE ORDER 11246)
Equal Opportunity Clause
Unless exempted by rules, regulations or orders of the Secretary of Labor issued pursuant to Executive Orders 10925, 11114 or Section 204 of Executive Order 11246 of September 24, 1965, during the performance of each contract with the City of Visalia, the BIDDER agrees as follows:

1. The BIDDER will not discriminate against any employee or applicant for employment because of race, color, religion, gender, national origin or political affiliation. The BIDDER will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, gender, national origin or political affiliation. Such action shall include, but not be limited to, the following: employment upgrading, demotion or transfer, recru itment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.

The BIDDER agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause.

2. The BIDDER will, in all solicitations or advertisements for employees, placed by or on behalf of the BIDDER, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin or political affiliation.

3. The BIDDER will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided by the agency contracting officer, advising the labor union or the worker s’ representative of the BIDDER’s commitments under Section 202 of Executive Order 11246 of September 24, 1965, and shall post copies of the notice on conspicuous places available to employees and applicants for employment.

4. The BIDDER will comply with all provisions of Executive Order 11246 of September 24, 1965, and the rules, regulations and relevancy orders of the Secretary of Labor.

5. The BIDDER will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by the rules, regulations and relevant orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records and accounts by the contracting agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations and orders.

6. In the event of the BIDDER’s non-compliance with the non-discrimination clauses of this subcontract or with any of such rules, regulations or orders, this subcontract may be canceled, terminated or suspended, in whole, or in part and the BIDDER may be declared ineligible for further government contracts in accordance with the procedures authorized in accordance with Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 112 46 of September 24, 1965, or by rule, regulation or order of the Secretary of Labor, or otherwise provided by law.

7. The BIDDER will include the provisions of Paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each SUBBIDDER or vendor. The BIDDER will take such action with respect to any subcontract or purchase order as the contracting agency may direct as a means of enforcing such provisions including sancti ons for non -compliance. Provided, however, that in the event the BIDDER becomes involved in, or is threatened with litigation with a SUBBIDDER or vendor as a result of such direction by the contracting agency, the BIDDER may request the United States to enter into such litigation to protect the interest of the United States.

Company Name:_________________________________________
Business Address:___________________________________________________________________________________________ Signature: _________________________________________________________________Date:____________________________ Name of Signing Official (Print or Type):_____________________________________________ Title of Signing Official: ______________________________________________ Company Seal:
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Submit with Proposal
EXHIBIT “B-3”

B-3 CERTIFICATE OF NONSEGREGATED FACILITIES
(BIDDERS/SUBCONTRACTORS)

1. “Segregated facilities,” as used in this provision, means any waiting rooms, work areas, rest rooms and wash rooms, restaurants and other eating areas, time clocks, locker rooms and other storage or dressing areas, parking lots, drinking fountains, recreat ion or entertainment areas, transportation, and housing facilities provided for employees, that are segregated by explicit directive or are in fact segregated on the basis of race, color, religion, or national origin, because of habit, local custom, or oth erwise.

2. By the submission of a bid, the BIDDER certifies that it does not and will not maintain or provide for its employees any segregated facilities at any of its establishments, and that it does not and will not permit its employees to perform their services at any location under its control where segregated facilities are maintained. The BIDDER agrees that a breach of this certification is a violation of the Equal Opportunity clause in the contract.

3. By submission of the bid, the BIDDER further agrees that (except where it has obtained identical certifications from proposed SUBCONTRACTORs for specific time periods) it will:

(a) Obtain identical certifications from proposed SUBCONTRACTORs before the award of subcontracts under which the SUB-BIDDER will be subject to the Equal Opportunity clause;
(b) Retain such certifications in its files; and

(c) Forward this certification and the following notice to the proposed SUBCONTRACTORs:

NOTICE OF PROSPECTIVE SUBCONTRACTORS OF REQUIREMENT

FOR CERTIFICATION OF NONSEGREGATED FACILITIES

A certificate of Nonsegregated Facilities must be submitted before the award of a subcontract under which the SUBCONTRACTOR will be subject to the equal Opportunity clause. The certification may be submitted either for each SUBCONTRACTOR for all subcontracts during a period (i.e., quarterly, semi- annually, or annually).

4. By commencing performance of the Contract work, the selected BIDDER certifies to the Nonsegregated Facilities provisions above.

Company: ____________________________________________________________________________

Business Address: ____________________________________________________________________________

Signature:_______________________________________________ Date:________________________________

Name of Signing Official (Print or Type) :________________________________ Title of Signing Official:__________________________________________Company Seal:

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Submit with Proposal
EXHIBIT “B-4”

B-4 NON-COLLUSION AFFIDAVIT

STATE OF CALIFORNIA )
) ss

CITY OF VISALIA )

_________________________, being first duly sworn, deposes and says that he or she is _________ of __________ the party making the foregoing Bid; that the Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, as sociation, organization, or corporation; that the Bid is genuine and not collusive or sham; that the BIDDER has not directly or indirectly induced or solicited any other BIDDER to put in a false or sham Bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any BIDDER or anyone else to put in a sham Bid, or that anyone shall refrain from Bidding; that the BIDDER has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid price of the BIDDER or any other BIDDER, or to fix any overhead, profit, or cost element of the Bid price, or of that of any other BIDDER, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the Bid are true; and, further, that the BIDDER has not, directly or indirectly, submitted his or her Bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham Bid.

Company: ______________________________________________ Business Address: ______________________________________________ Signature: ______________________________________________ Name of Signing Official: ______________________________________________ Title of Signing Official: ______________________________________________ Date: ______________________________________________

Company Seal:

State of California
County of ________________________

On this __________ day of _______________before me, ___________________________________________, a Notary Public,
personally appeared ____________________________________________,who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct
WITNESS my hand and official seal.

Signature __________________________________ (Seal)
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. 373
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EXHIBIT B-5

B-5 WORKERS’ COMPENSATION INSURANCE CERTIFICATE
(CALIF. LABOR CODE § 3700)

STATE OF CALIFORNIA )
) ss

CITY OF VISALIA )

I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self -insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work under this contract.

Company: ______________________________________________

Business Address: ______________________________________________

Signature: ______________________________________________

Name of Signing Official: ______________________________________________

Title of Signing Official: ______________________________________________

Date: ______________________________________________

Company Seal:

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EXHIBIT B-6

B-6 CERTIFICATION OF ANTI-KICKBACK COMPLIANCE CERTIFICATE (48 Stat. 948; 62 Stat. 740; 63 Stat. 108; Title 18 U.S.C. § 8741; and 40 U.S.C. (c))

By submission of a Bid, the BIDDER certifies that neither it nor any of its employees has performed or participated in any prohibited actions, as defined in that provision, relating to the award of the Contract. By commencing performance of the Contract w ork, the selected BIDDER certifies to Anti - Kickback Compliance.

Company: ______________________________________________

Business Address: ______________________________________________

Signature: ______________________________________________

Name of Signing Official: ______________________________________________

Title of Signing Official: ______________________________________________

Date: ______________________________________________

Company Seal:

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EXHIBIT B-7

B-7 AMERICANS WITH DISABILITIES ACT COMPLIANCE CERTIFICATE

By submission of a bid, the BIDDER certifies it will comply with the Americans with Disabilities Act, 42 U.S.C., 12101 et. seq., and will maintain compliance throughout the life of this Contract. By commencing performance of the Contract work, the selecte d BIDDER certifies to the Americans with Disabilities Act compliance.

Company: ______________________________________________

Business Address: ______________________________________________

Signature: ______________________________________________

Name of Signing Official: ______________________________________________

Title of Signing Official: ______________________________________________

Date: ______________________________________________

Company Seal:

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EXHIBIT “B-7”
B-7 OWNERSHIP DISCLOSURE AND CALIFORNIA LEVINE ACT STATEMENT

The following disclosure and statement apply to the Bidder/Proposer/Contractor/Consultant/ Vendor/Supplier or Company:

1. submitting a bid or proposal in response to a solicitation by City of Visalia; or

2. as Awardee of a contract/purchase order which is subject to approval by the Visalia City Council.

OWNERSHIP DISCLOSURE

____________________________________________________________________________ Name of Bidder/Proposer/Contractor/Consultant/Vendor/Supplier or Company

_________________________________________________________________________________________________________ Address

List the names of all principals, partners, and/or trustees. For corporations, provide names of officers, directors and all stockholders owning more than 10% equity interest in corporation:
_________________________________________________________________________________________ _________________________________________________________________________________________ ______________________________________________________________________________ ___________ _________________________________________________________________________________________

CALIFORNIA LEVINE ACT STATEMENT
California Government Code Section 84308, also know as the “Levine Act,” can prohibit members of the Visalia City Council from participating in any action related to a contract if he or she receives any political contributions totaling more than $250 within the previous twelve (12) months, and for twelve (12) months following the date a final decision concerning the contract has been made, from the person or company awarded the contract. The Levine Act also requires disclosure of such contribution(s) by a party to be awarded a specific contract.

The following website contains a list of current Visalia City Council Members, https://www.visalia.city/government/city_council/default.asp. You are responsible for reviewing the names of Visalia City Council Members prior to making the following disclosure:

1. Have you or your company, or any agent on behalf of you or your company, made any political contributions of more than $250 to a Visalia City Council Member in the twelve (12) months preceding the date of the submission of your proposals or the anticipated date of any City Council action related to this contract? YES:_____ NO:_____. If yes, please identify the City Council Member(s) and date(s) of contribution in the space below:

Council Member(s) Name Date of Contribution(s)

Answering YES, does not preclude the City of Visalia from awarding a contract to your firm or from taking any subsequent action related to the contract. It does, however, preclude the identified Visalia City Council Member(s) from participating in any actions related to this contract.

NOTICE: The disclosure duty under state law continues for twelve (12) months after the award. If the above information regarding contributions changes during this time after the award, then the awardee is required to update this disclosure form.
_________________________________________________________________________ Print or Type Name of Bidder/Proposer/Contractor/Consultant/Supplier/Vendor/Company

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EXHIBIT B-8

STATE OF CALIFORNIA
B-8 DRUG-FREE WORKPLACE CERTIFICATION
STD.21 (REV.12-93)

I, the official named below, hereby swear that I am duly authorized legally to bind the contractor or grant recipient to the certification described below. I am fully aware that this certification, executed on the date below, is made under penalty of perjury under the laws of the State of California.

CONTRACTOR/BIDDER FIRM NAME

FEDERAL ID NUMBER
BY(Authorized Signature)

DATE EXECUTED

PRINTED NAME AND TITLE OF PERSON SIGNING TELEPHONE NUMBER (Include Area Code)

( )
TITLE

CONTRACTOR/BIDDER FIRM’S MAILING ADDRESS

The contractor or grant recipient named above hereby certifies compliance with Government Code Section 8355 in matters relating to providing a drug-free workplace. The above named contractor or grant recipient will:

1. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required by Government Code Section 8355(a).

2. Establish a Drug -Free Awareness Program as required by Government Code Section 8355(b), to inform employees about all of the following:

(a) The dangers of drug abuse in the workplace,
(b) The person’s or organization’s policy of maintaining a drug-free workplace, (c) Any available counseling, rehabilitation and employee assistance programs, and (d) Penalties that may be imposed upon employees for drug abuse violations.

3. Provide as required by Government Code Section 8355©, that every employee who works on the proposed contract or grant:

(a) Will receive a copy of the company’s drug-free workplace policy statement, and (b) Will agree to abide by the terms of the company’s statement as a condition of employment on the contract or grant.

4. At the election of the contractor or grantee, from and after the “Date Executed” and until ____________ (NOT TO EXCEED 36 MONTHS), the state will regard this certificate as valid for all contracts or grants entered into between the contractor or grantee and this state agency without requiring the contractor or grantee to provide a new and individual certificate for each contract or grant. If the contractor or grantee elects to fill in the blank date, than the terms and conditions of this certificate shall have the same force, meaning effect and enforceability as if a certificate were separately, specifically, and individually provided for each contract or grant between the contractor or grantee and this state agency.

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B-9 IRAN CONTRACTING ACT CERTIFICATION
(Public Contract Code Section 2200 et seq.)
(Complete and submit with response)

As required by California Public Contract Code Section 2204, the Contractor certifies subject to penalty for perjury that the option checked below relating to the Contractor’s status in regard to the Iran Contracting Act of 2010 (Public Contract Code Section 2200 et seq.) is true and correct:

⃝ The Contractor is not:
(1) Identified on the current list of persons and entities engaged in investment activities in Iran prepared by the California Department of General Services in accordance with subdivision (b) of Public Contract Code Section 2203; or

(2) A financial institution that extends, for 45 days or more, credit in the amount of $20,000,000 or more to any other person or entity identified on the current list of persons and entities engaging in investment activities in Iran prepared by the California Department of General Services in accordance with subdivision (b) of Public Contract Code Section 2203, if that person or entity uses or will use the credit to provide goods or services in the energy sector in Iran.

⃝ The City has exempted the Consultants from the requirements of the Iran Contracting Act of 2010 after making a public finding that, absent the exemption, the City will be unable to obtain the goods and/or services to be provided pursuant to the Contract.

⃝ The amount of the Contract payable to the Contractor for the Project does not exceed $1,000,00 over the life of the contract (up to 5 years).

Signature:__________________________________Printed Name:_________________________

Title:______________________________________AgencyName:_________________________

Date:____________________

Note: In accordance with Public Contract Code Section 2205, false certification of this form shall be reported to the California Attorney General and may result in civil penalties equal to the greater of $250,000 or twice the Contract amount, termination of the Contract and/or eligibility to bid on contracts for three years.

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EXHIBIT “C”
C. S A M P L E (does not need to be submitted with Bid/Proposal) REMOVAL, REPLACEMENT, AND DISPOSAL OF SULFATREAT 156 MEDIA AT THE VISALIA

WATER RECLAMATION FACILITY
(City of Visalia Bid No. 25-26-18)

This Agreement, entered into and effective this ________ day of ________________, 2025 [“Effective Date”], by and between the City of Visalia, hereinafter referred to as the “CITY”, and ____________________________ hereinafter referred to as the “CONTRACTOR”, “BIDDER”, or “SUBRECIPIENT”.

R E C I T A L S

WHEREAS, CONTRACTOR is an ____________________ (insert individual or entity type) with a primary business address of ____________________ and SSN or EIN: ____________________; and

WHEREAS, CITY is a municipal corporation and Charter Law City; and

WHEREAS, City of Visalia reviewed and evaluated responses to Request for Bid No. 25-26-18, and determined to award an contract to CONTRACTOR for the Annual Project; and

WHEREAS, CONTRACTOR represents it is licensed, qualified and willing to complete the Project pursuant to terms and conditions of this Agreement.

NOW, THEREFORE, CITY and CONTRACTOR agree as follows:

1. TERM:

The term of this Agreement shall commence on the Effective Date and expire upon completion of all obligations of the parties, unless earlier terminated by the parties. The initial contract term shall be for a twelve (12) month period and shall, at the City’s option and with the consent of the CONTRACTOR, be extended annually thereafter for four (4) consecutive one-year periods. "Additionally, this Agreement may be terminated for convenience. In the event of termination or expiration of this Agreement, CONTRACTOR shall transfer to CITY any funds and/or accounts receivable on hand attributable to the use of CITY funds.

2. ATTACHMENTS INCORPORATED:

The following are attachments for this Agreement. Said attachments are incorporated into this Agreement as if included in full in the body:

ATTACHMENT NO. DESCRIPTION OF ATTACHMENT
Attachment 1 General Contract Provisions
Attachment 2 Insurance Requirements
Attachment 3 City of Visalia Bid 25-26-18, Annual Contract for removal, replacement, and disposal of sulfatreat 156 media at the Visalia Water Reclamation Facility.

Attachment 4 CONTRACTOR’s bid in response to Bid No. 25-26-18

3. CONTRACTOR SCOPE OF SERVICES and COMMITMENTS*:

CONTRACTOR shall provide the following services for the stated compensation on or before the stated completion dates (“Scope of Services”):

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All work described in Scope of Services in Bid No. 25-26-18

4. CITY COMMITMENTS:

CITY shall perform the following tasks on or before the stated completion dates:

TASK COMPLETION DATE
Pay Contractor as work is completed and invoiced As requested by Contractor

5. COMPENSATION:

CITY shall pay CONTRACTOR compensation for services as indicated in Paragraph 4 above; however, CITY shall pay not more than the following amount as total compensation under this Agreement, unless otherwise agreed in writing. Such sum shall be expended and paid by CITY on a reimbursement basis for services actually performed based on invoices, receipts, time sheets and similar documents presented by CONTRACTOR to CITY.

6. CONTRACT PRICE ADJUSTMENTS:

All prices shall be firm and fixed for twelve (12) months from the annual anniversary date of the agreement. Prices may be adjusted annually at time of contract renewal and upon mutual agreement of the parties. It will be the responsibility of the contractor to request a price adjustment and to provide all documentation necessary. The request for price adjustment must be submitted to the Project Manager at least thirty (30) days (but no sooner than ninety (90) days) prior to the annual anniversary date of the agreement as specified in the General Conditions of RFB 25-26-18.

The unit prices for the ensuing contracts shall be based on the movement of the unadjusted figures of the U.S. Department of Labor Consumer Price Index (CPI) for all Urban Consumers (CPI -U All Cities Average). The contract unit prices may be changed in an amount equal to the percentage of movement for the most recent twelve-month period.

In no instance shall the price increase exceed 5%. The contract unit price changes as a result of this formula shall be binding on the contractor for the subsequent contract year. The adjustment of the unit bid price shall not be retroactive and shall apply only to changes incurred after approval.

IN WITNESS WHEREOF, this Agreement is executed on the day and year first above written.

CONTRACTOR

Dated: ___________________ By:______________________________________________________ Authorized Officer: I certify under penalty of perjury under the laws of the State of California that I am fully authorized to execute this Agreement for CONTRACTOR in the capacity I have stated, and that such execution is sufficient to bind the CONTRACTOR.

CITY OF VISALIA

Dated: ____________________ By:______________________________________________________ City Manager

Dated: ____________________ By:______________________________________________________ Total Compensation: $
Source of Funds: Local Revenues
Payment Schedule: Within 30 days from date of invoice for completed work 381
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City Attorney

Dated: ____________________ By:______________________________________________________ City of Visalia Risk Manager

Dated: ____________________ By:______________________________________________________ City of Visalia Project Manager

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EXHIBIT “C, Attachment 1”

GENERAL CONTRACT PROVISIONS

A. Successors and Assigns: This Agreement shall be binding upon and shall inure to the benefit of any successors to or assigns of the parties.

B. Prohibition of Assignment : Neither party shall assign, delegate or transfer their rights and duties in this Agreement without the written consent of the other party.

C. Notices: Notice shall be sufficient hereunder if personally served upon the City Clerk of the CITY or an officer or principal of the CONTRACTOR, or if sent via the United States Postal Service, postage prepaid, addressed as follows:

CITY OF VISALIA CONTRACTOR_______________________
707 W. Acequia Ave. _______________________
Visalia, CA 93291 _______________________
Attention: City Clerk Attention: _____________

D. Independent Contractor: It is understood and agreed by the parties herein that CONTRACTOR, in the performance of this Agreement, shall act as an independent contractor, and therefore shall obtain no rights to any fringe benefits that accrue to regular full -time CITY employees.

E. Jurisdiction/Venue/Waiver Of Removal : This Agreement shall be administered and interpreted under the laws of the State of California. Jurisdiction of litigation arising from this Agreement shall be in California. Any action brought to interpret or enforce this Agreement, or any of the ter ms or conditions hereof, shall be brought in Tulare County, California. The CONTRACTOR hereby expressly waives any right to remove any action to a county other than Tulare County as permitted pursuant to Section 394 of the California Code of Civil Procedure.

F. Integration/Modification: This Agreement and each of the documents and exhibits or attachments referenced herein, which are incorporated by reference, represents the entire understanding of the parties as to those matters contained herein. No prior oral or written understanding shall be of any force or effect with respect to those matters covered hereunder.

This Agreement may not be modified or altered except in writing signed by the parties, unless otherwise explicitly authorized.

G. Conflict With Law: If any part of this Agreement is found to be in conflict with applicable laws, such part shall be inoperative, null and void insofar as it is in conflict with said law, but the remainder of the Agreement shall be in full force and effect.

H. Indemnification: The CONTRACTOR waives any and all claims and recourse against the CITY, including the right of contribution of loss or damage to person or property arising from, growing out of, or in any way connected with or incidental to the CONTRACTOR’s performance of this Agreement, except claims arising from the concurrent or sole negligence of the CITY or its officers, agents or employees. The CONTRACTOR will indemnify, hold harmless, and defend (at CITY’s option) the CITY against any and all claim s, demands, damages, costs, expenses, or liability arising out of the CONTRACTOR’s performance of this Agreement except for liability arising out of the concurrent or sole negligence of the CITY or its officers, agents, or employees.

I. Attorney’s Fees : In the event either party commences any action, arbitration or legal proceedings for the enforcement of this Agreement, the prevailing party, as determined by the court or arbitrator, shall be entitled to recovery of its attorney’s fees and court costs incurred in the action brought thereon.
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J. Headings: Section headings are provided for organizational purposes only and do not in any manner affect the scope or intent of the provisions thereunder.

K. Firearms Prohibited : Guns ma y not be carried by contractors /vendors/consultants while working on City of Visalia premises without the expressed written approval of a City of Visalia Department Head, or an exemption in the contract. If a contractor/vendor/consultant is caught carrying a gun, without City permission, their contract will be terminated.

L. Executive Order N -6-22 – Russia Sanctions: On March 4, 2022, Governor Gavin Newsom issued Executive Order N -6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO directs state agencies to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities tha t are determined to be a target of Economic Sanctions. Accordingly, should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for terminat ion of this agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.

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EXHIBIT “C, Attachment 2”

INSURANCE REQUIREMENTS

1. CONTRACTOR Insurance. CONTRACTOR, at its sole cost and expense, for the full term of this Agreement (and any extensions thereof), shall obtain and maintain at a minimum compliance with all of the following insurance coverage(s) and requirements. Such insurance coverage shall be primary coverage as respects CITY and any insurance or self -insurance maintained by CITY shall be in excess of CONTRACTOR’s insurance coverage and shall not contribute to it.

2. Subcontractor(s’) Insurance . If CONTRACTOR utilizes one or more subcontractors in the performance of this Agreement, CONTRACTOR shall obtain and maintain independent insurance as to each subcontractor or otherwise provide evidence of insurance coverage for each subcontractor equivalent to that required of CONTRACTOR.

3. Types of Insurance and Minimum Limits . The following types of insurance and minimum limits are required providing at least the following minimum coverage and limits of liability:

a. Worker’s Compensation written in accordance with the laws of the State of California providing coverage for any and all employees of CONTRACTOR in the minimum statutorily required coverage amounts;

b. Automobile Liability Insurance for each of CONTRACTOR’s vehicles used in the performance of this Agreement, including owned, non-owned (e.g. owned by CONTRACTOR’s employees or contractors), leased or hired vehicles, in the minimum amount of $1,000,000 combined single limit per occurrence for bodily injury and property damage.

c. Comprehensive or Commercial General Liability Insurance coverage in the minimum amount of $1,000,000 combined single limit, including coverage for:

(1) bodily injury;
(2) personal injury;
(3) broad form property damage;
(4) contractual liability;
(5) cross-liability;
(6) products and completed operations liability

4. Other Insurance Provisions.

If any insurance coverage required in this Agreement is provided on a “Claims Made” rather than “Occurrence” form, CONTRACTOR agrees to maintain the required coverage for a period of three (3) years after the expiration of this Agreement (hereinafter “post agreement coverage”) and any extensions thereof. CONTRACTOR may maintain the required post agreement coverage by renewal or purchase of prior acts or tail coverage. This provision is contingent upon post agreement coverage being both available and reasonably affordable in relation to the coverage provided during the term of this Agreement. For purposes of interpreting this requirement, a cost not exceeding 100% of the last annual policy premium during the term of this Agreement in order to purchase prior acts or tail coverage for post agreement coverage shall be deemed to be reasonable.

5. Endorsements.

All required Automobile and Comprehensive or Commercial General Liability Insurance shall be endorsed to contain the following clauses:

a. The City of Visalia, its officers, agents, employees, representatives, and volunteers are added as additional insureds as respects operations and activities of, or on behalf of the named insured, performed under contract with the City of Visalia.

b. It is agreed that any insurance maintained by the City of Visalia shall apply in excess of and not contribute with insurance provided by this policy.
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c. This insurance shall not be canceled, limited in scope or coverage, or non-renewed until after thirty (30) days prior written notice has been given to the City Clerk, City of Visalia, 707 W.

Acequia, Visalia, CA, 93291

6. Proof of Coverage.

CONTRACTOR agrees to provide its insurance broker(s) with a full copy of these insurance provisions and provide CITY on or before the effective date of this Agreement with Certificate(s) of Insurance for all required coverages. Copies of all the required Endorsements shall be attached to the Certificate(s) of Insurance or other evidence of insurance acceptable to the City of Visalia, which shall be provided by CONTRACTOR’s insurance company as evidence of the stipulated coverages. This Proof of Coverage s hall then be mailed to the City of Visalia at the following address:

City of Visalia
707 W. Acequia
Visalia, CA 93291
Attn: Purchasing Division

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D. REFERENCE MATERIALS
D-1 SITE PHOTOS

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D-2 VESSEL DRAWINGS

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D-3 SULFATREAT 156 SPEC SHEET

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E. LABOR COMPLIANCE AND PREVAILING WAGE REQUIREMENTS
E-1 CITY OF VISALIA LABOR COMPLIANCE MANUAL (See Attachment) The City of Visalia Labor Compliance Manual is provided as a separate attachment and is hereby incorporated by reference into the contract documents. Bidders are required to review and comply with all provisions contained therein.

E-2 STATE OF CALIFORNIA PREVAILING WAGE (See Attachment) The applicable State of California Prevailing Wage Determinations are provided as a separate attachment and are incorporated by reference into the contract documents. Compliance with these wage determinations is mandatory for all work performed under this contract.

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Remove and Replace Sulfatreat 156 Media
Bidder's Name
Bidder's
Location
Remove &
Replace
Hauling and
Disposal
Total Bid
Amount
GrayMar
Environmental Cherry Hill, NJ $ 36,739.44 $ 17,021.52 $ 53,760.96 Carbon Activated
Corp Compton, CA $ 49,381.00 $ 7,500.00 $ 56,881.00 Patriot
Environmental Signal Hill, CA $ 48,120.22 $ 18,900.00 $ 67,020.22 MP
Environmental Bakersfield, CA $ 57,914.00 $ 9,150.00 $ 67,064.00 392
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394
395
396
397
398
399
400
401
402
403
404
405
406
407
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409
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411
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Visalia City Council
Staff Report
Visalia City Council
707 W. Acequia
Visalia, CA 93291
File #: 25-0561 Agenda Date: 12/15/2025 Agenda #: 11.

Agenda Item Wording:

Notice of Completion - Request authorization to file the Final Notice of Completion for the Greenway Trail Phase 1 project from Mineral King Ave to Mill Creek.

Prepared by:

Diego Corvera, Senior Civil Engineer, [email protected], (559)713-4209 Chris Crawford, City Engineer, [email protected], (559)713-4331 Jason Huckleberry, Engineering & Building Director, [email protected], (559)713-4495 Department Recommendation:

Staff recommends that the City Council provide authorization to file the Notice of Completion for the Greenway Trail Phase 1 project.

Summary:

In May of 2021 construction started on the Greenway Trail Phase 1 located east of Mc Auliff St and north of Hwy 198, this project spanned from approximately Mineral King Ave to Mill Creek. The project was substantially completed in September 2022 (Partial NOC recorded in June 2023), with landscaping work pending. The landscaping work required connection to the well system that was being re-furbished as part of the adjacent East Side Regional Park (ESRP) Basin G Project. The well was put online in the Fall of 2024 and the landscaping was completed in April 2025, marking the full completion of the Greenway Trail phase 1 project.

Background Discussion:

The project’sconstruction contract was awarded to Romanazzi General engineering in the amount of $583,523.82 in May 2021. The total construction budget following prior partial Notice of Completion (recorded June 2023) was $639,875.71. The following is a breakdown of the construction change orders following the partial notice of completion:

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File #: 25-0561 Agenda Date: 12/15/2025 Agenda #: 11.

Change of Scope:

The cost associated with the change of scope category consisted of the well connection that was tied to ESRP Basin G Project. The original plans called for a Cal Water service connection but in consideration of rate increases over time and proximity to the City owned well, staff opted for the well connection. The delay to the well coming online and work associated with the tie into the well lead to the $58,610.39 cost increase, this included inflationary factors as observed during 2022-2023. This resulted in a final construction cost of $698,486.08.

Fiscal Impact:

The Greenway Trail Phases 1 is funded using Active Transportation Program Grant Funds (281) and Measure R Trailways (132). Phase 1 is being paid out of CP0298. See below for the project funding breakdowns.

Greenway Trail Phase 1 - CP0298 Greenway Trail from Mineral King to Mill Creek Funding Source
ATP Funding (281) $1,000,000.00
Measure R Trailways (132) $140,670.00
Total Project Funding $1,140,670.00
Greenway Trail Phase 1 - Budget
Design Consultant - 4Creeks $62,824.00
Staff Time - Estimate $90,000.00
Total Construction Cost (Includes final CO) $698,486.08 Construction Management $50,945.66
Materials Testing $11,853.47
Project Inspection $15,000.00
Final Greenway Trail Phase 1 Project Cost $914,109.21
Project Budget $1,140,670.00
Estimated Remaining Budget* $226,560.79
The estimated remaining budget is made up of ATP funds of approximately $260,000 and Measure R Trailway funds of approximately $15,000. This comprises the remaining budget to close out the Greenway Trail Phase 1. The balance of Measure R Trailway funds remaining after project closeout will be available for future bike/pedestrian projects, subject to City Council Approval.

Prior Council Action:

June 5, 2023:

Authorized City Manager to file Notice of Completion for Greenway Trail Phase 1 (Project Number 3010-72000/CP0298-99) - This was a partial notice of completion.

May 3, 2021:

Authorized City Manager to 1.) Award the construction contract for RFB 20-21-43, Greenway Trail Visalia City Council Printed on 12/10/2025Page 2 of 4
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File #: 25-0561 Agenda Date: 12/15/2025 Agenda #: 11.

Authorized City Manager to 1.) Award the construction contract for RFB 20-21-43, Greenway Trail Phase 1 & 2 - Mineral King Avenue to Mill Creek and the installation of prefabricated pedestrian bridge at Mill Creek, to Romanazzi General Engineering, in the amount of $749,623.82; 2.) Execute a Measure R Supplemental Agreement with the Tulare County Association of Governments (TCAG); and 3.) Amend the Measure R Trail Expenditure Plan to designate $236,000 from the “KStreet Bike Path” to the “Mill Creek Bridge at Greenway Trail”.

May 19, 2014
Presentation of the proposed design for the Southern California Edison (SCE) Greenway Trail.

January 6, 2014
Authorized the City Manager to award a land surveying and design services contract and execute an agreement for RFP No. 13-14-24, in the amount of $195,755.00 to selected consulting firm of 4Creeks, Inc. and request an appropriation of $30,000.00 from the Measure R Trail Fund. The project is for the SCE Greenway Trail improvements between the SCE Rector Station and the St John’s River Trail. Project Number 2810-72000/CP8408-999.

March 4, 2013
Authorized funding appropriations for the Greenway Belt Project and Sante Fe Trail (Tulare Ave to Avenue 272) Project in the Capital Improvement Program.

January 14, 2013
Affirmed five grant applications for the Transportation Activity Program, Environmental Enhancement and Mitigation Program and Recreational Trail Program for almost $2.6 million I grant funding and that council authorize staff to appropriate matching funds up to 30% oof the total awarded project costs as required for grant acceptance from available Measure R Funds or from other local funds (non-general fund) contingent upon grant award(s). Resolution 2013-01 and 2013-02.

November 19, 2012
Second Reading and Final Approval of Ordinance 2012-09 regarding Grant of Easement to Southern California Edison for the Cross Valley Loop project; Authorization to Enter into Cross Valley Loop Greenway Memorandum of Understanding with Southern California Edison.

Other: N/A
Alternatives: None recommended.

Recommended Motion (and Alternative Motions if expected):

I move to authorize the filing of the Final Notice of Completion for the Greenway Trail Phase 1.

Environmental Assessment Status: CEQA Review: Categorical exemption, section 15304, issued October 29th, 2013 for the Greenway Trail from SCE rector station to St John’s River Trail.

CEQA Review: Categorical exemption, section 15304
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File #: 25-0561 Agenda Date: 12/15/2025 Agenda #: 11.

Deadline for Action: none
Attachments:

1. Ownership Disclosure Form

2. Project Location Map

3. Prior Council Item - June 5, 2023 - Partial Notice of Completion Visalia City Council Printed on 12/10/2025Page 4 of 4
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HWY 198
GOSHEN AVE.

Hwy 198
E Noble Ave
E Mineral King Ave
N Mc Auliff St
N Arroyo St
E Race Ave
N Sol St
E Oak Ave
E Vista Ave
E Stapp Ave
N Amador St
Rd 146
S Sol St
E Center Ave
E Acequia Ave
S M
c Auliff St
E Kaweah Ave
S Sol Ct
E Stapp Ct
E Willow Ave
S Sum
m
it St
N Com
stock St
E Villoy Ave
S W
ind Ct
E Center Ct
S Arroyo St
S Holland Ct
S Casablanca St
N Casablanca St
N Com
stock Ct
E Burrel Dr
N Bennett Cir
E Mineral King Ave
N Bennett Cir
E Acequia Ave
N Sol St
E Willow Ave
E Race Ave
E Oak Ave

MILL CREEK
DITCH

PACKWOOD
.

GREENWAY TRAIL PHASE 1 & 2
Class I Multi-Use
Trail
Legend

VICINITY MAP
Ped Bridge
Greenway Trail Phase 1
Greenway Trail Phase 2
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Visalia City Council
Staff Report
Visalia City Council
707 W. Acequia
Visalia, CA 93291
File #: 25-0562 Agenda Date: 12/15/2025 Agenda #: 12.

Agenda Item Wording:

Approve a Change Order for a Blower Rental - Approve change order no. 1 with Aerzen Rental Solutions in the amount of $56,680 for the extended rental of an aeration basin blower at the Water Reclamation Facility and transfer $56,680 from the Wastewater Fund.

Prepared by:

Ben Litwack, Public Works Manager, [email protected], 559-713-4671 Nick Bartsch, Public Works Director, [email protected], 559-713-4052 Department Recommendation: Staff recommends the approval of change order no. 1 with Aerzen Rental Solutions under P04375 in the amount of $56,680 for the extended rental of an aeration basin blower at the Water Reclamation Facility (WRF) and transfer $56,680 from the Wastewater Fund.

Summary:

P04375 authorized a two-month rental of an Aerzen blower beginning on September 24, 2025, to maintain adequate aeration capacity at the Visalia Water Reclamation Facility (WRF) during multiple blower and VFD failures. Repairs remain in progress, and additional rental time is needed to ensure the facility continues to meet nitrogen and biochemical oxygen demand (BOD) permit limits. Staff is requesting approval for up to two additional 28-day rental periods at $28,340 per period, with pro- rated refund if returned early. This extension will provide operational stability while long-term blower and VFD improvements are evaluated.

Background Discussion:

P04375 authorized a two-month rental of an Aerzen blower beginning on September 24, 2025, to ensure adequate aeration capacity at the WRF. Due to multiple blower and VFD failures, the rental unit has been essential for maintaining dissolved oxygen levels in the aeration basins to support effective nitrogen and BOD removal. While repairs to the City’s blower systems are underway, additional time is required before a sufficient number of permanent blowers can be brought back online to reliably meet treatment requirements.

Staff is requesting approval of a change order for up to two additional 28-day rental periods at a cost of $28,340 per period, to ensure continued use of the Aerzen rental blower while permanent units are restored. The extension will allow the WRF to remain in compliance with regulatory permit limits and avoid operational risks that could occur if aeration capacity is reduced prematurely. The rental terms allow the City to return the blower early, and the vendor will pro-rate refund to the nearest week, ensuring the City only pays for the time needed. The additional rental duration provides necessary operational stability while options for long-term blower and VFD system improvements continue to be evaluated.

This change order was approved on 12/10/2025 by the change order committee. Staff is bringing this Visalia City Council Printed on 12/10/2025Page 1 of 2
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item to Council for approval since the change order amount will take the purchase order total from $82,530 to $139,210. To maintain compliance with the City’s purchasing policy, all purchase orders and contracts over $100,000 must be approved by the City Council.

Fiscal Impact: The additional 28-day rental periods will cost $28,340 per month for a total additional cost of $56,680 for two months. To cover the cost, staff requests that $56,680 be transferred from within the Wastewater Fund (431) Capital Budget from CP9768 to EQ0280.

Prior Council Action: N/A
Other: N/A
Alternatives: N/A
Recommended Motion (and Alternative Motions if expected):

I move to approve change order no. 1 with Aerzen Rental Solutions under P04375 in the amount of $56,680 and transfer $56,680 from the Wastewater Fund.

Environmental Assessment Status: N/A
CEQA Review: N/A
Deadline for Action: 12/15/2025
Attachments:

CO#1 - P04375
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Visalia City Council
Staff Report
Visalia City Council
707 W. Acequia
Visalia, CA 93291
File #: 25-0563 Agenda Date: 12/15/2025 Agenda #: 13.

Agenda Item Wording:

Authorization to enter into a maintenance contract with Motorola Solutions - Authorize the City Manager to enter into a sole source five year maintenance contract with Motorola Solutions, effective July 1, 2026, for Computer Aided Dispatch/Records Management Software totaling $1,212,020.

Prepared by: Jason Salazar, Chief of Police, (559) 713-4215, [email protected]; Daniel Ford, Police Captain, (559) 713-4151, [email protected]; Financial Analyst, Liz Ybarra, (559) 713-4250, [email protected].

Department Recommendation: Authorize the City Manager to enter into a sole source five (5) year maintenance contract with Motorola Solutions, effective July 1, 2026, for Computer Aided Dispatch/Records Management Software (CAD/RMS) totaling $1,212,020.

Summary:

The Visalia Police Department and Fire Department currently utilize Motorola CAD/RMS software, commonly referred to as Spillman. Spillman is used for emergency and non-emergency call taking, dispatching of emergency services, report preparation, federally required NIBRS reporting, and as the central repository for reports. The Spillman software is proprietary software and not capable of being replaced without unacceptably high transition cost, a cost that is unnecessary given our current needs. This contract differs from previous contracts due to Motorola transitioning into a subscription- based purchasing model (which has become commonplace software-related purchases). In reviewing the available subscription packages, Staff determine the Plus package met all of the needs of our current processes and is the median range package offered. In addition to a standard contract extension, Information Services staff are requesting to include a necessary server migration in year three of the contract.

Staff negotiated with Motorola regarding this package. Staff were able to secure no future start-up cost for adding modules not currently utilized by the City, but available with the current subscription package. Finally, staff were able to obtain server access for testing updates, patches, and upgrades for Spillman, that have historically resulted in CAD/RMS service interruption, at no additional cost.

Although this contract will not go into effect until July of 2027, entering into the agreement now secures rates before anticipated increases, and will allow us to include the first year of the contract in the upcoming two-year budget without requesting additional appropriations.

Background Discussion:

The City purchased the Spillman Software in August of 2015 and went live with the software in July of 2016. Shortly after the purchase of the Spillman software, the Spillman organization was acquired by Motorola. This will be the second contract renewal with Motorola Solutions for CAD/Records management services.

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File #: 25-0563 Agenda Date: 12/15/2025 Agenda #: 13.

Fiscal Impact: The Motorola contract is budgeted in Police Operations and will be included in the upcoming 2-year budget cycle for FY26/27 and FY 27/28. The budget is part of Software Support 55520, and no new appropriations are required at this time. The agreement has an inflationary clause where a percentage change calculation shall be performed using the U.S. Department of Labor, Consumer Price Index, all Items, Unadjusted Urban Areas (CPI-U) should the annual inflation rate increase greater than 3% during the previous year. Motorola shall have the right to increase all future maintenance prices by the CPI increase amount exceeding 3%. The City Attorney reviewed the original proposal and requested some changes. The attached agreement is the final version with the changes the City requested.

The table below identifies the annual cost of this agreement without a CPI increase.

Visalia Police Department
Motorola Flex - 5 Year Subscription
Police/Fire Computer Aided Dispatch (CAD)/Records MGMT
Description FY 26-27 FY 27-28 FY 28-29 FY 29-30 FY 30-31 Total Flex
Subscription/All
CAD Modules,
Interfaces, Cloud
Features
$223,414.86 $223,414.86 $223,414.86 $223,414.86 $223,414.86 $1,117,074.30 Server Application
Monitoring (2nd
Server)
$12,125.00 $18,630.00 $18,630.00 $18,630.00 $18,630.00 $86,645.00 Remote Linux to
Linux Server
Migration
- - $8,300.00 - - $8,300.00
Total Annual
Cost
$235,539.86 $242,044.86 $253,344.86 $242,044.86 $242,044.86 $1,212,019.30 Prior Council Action: Approved first contract renewal in July 18, 2022 Other: N/A
Alternatives: Click or tap here to enter text.

Recommended Motion (and Alternative Motions if expected):

Authorize the City Manager to enter into a sole source five (5) year maintenance contract with Motorola Solutions, effective July 1, 2026, for Computer Aided Dispatch/Records Management Software, totaling $1,212,020.

Environmental Assessment Status: N/A
CEQA Review: N/A
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File #: 25-0563 Agenda Date: 12/15/2025 Agenda #: 13.

Deadline for Action: 12/15/2025
Attachments: Motorola Proposal and Agreement
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The design, technical, and price information furnished with this proposal is proprietary information of Motorola Solutions, Inc. (Motorola). Such information is submitted with the restriction that it is to be used only for the evaluation of the proposal, and is not to be disclosed publicly or in any manner to anyone other than those required to evaluate the proposal, without the express written permission of Motorola Solutions, Inc.

MOTOROLA, MOTO, MOTOROLA SOLUTIONS, and the Stylized M Logo are trademarks or registered trademarks of Motorola Trademark Hol dings, LLC and are used under license. All other trademarks are the property of their respective owners. © 2025 Motorola Solutions, Inc. All rights reserved.

Proposal
Visalia Police Department
Motorola Flex Software
Flex Plus Subscription
December 4, 2025

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Table of Contents

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Motorola Solutions Confidential Restricted

Motorola Solutions, Inc.
500 W. Monroe Street Suite 4400
Chicago, IL 60661

December 4, 2025

Visalia Police Department
303 S Johnson Street
Visalia, CA 93291
Attn: Captain Daniel Ford
Re: Proposal for Motorola Flex Software (Proposal)
Dear Captain Ford:

Motorola Solutions, Inc. (Motorola) is pleased to provide the attached Proposal to Visalia Police Department. This Proposal is valid for 47 days from the date of this letter or December 31st 2025, whichever comes first.

Motorola’s Proposal is subject to the terms and conditions of the Motorola Solutions Customer Agreement (“MCA”) and the Situational Awareness Data Sharing Agreement Addendum (the “Awareness Addendum”) (collectively, the Agreement). You may accept this Proposal by signing the attached Agreement and sending your order to your Motorola Public Safety Solutions Consultant listed below. Any purchase order should specifically reference “PO is subject to Motorola’s proposal dated December 2, 2025, and the terms and conditions of the MCA and Awareness Addendum attached to Motorola’s proposal.”
Motorola appreciates your consideration of this Proposal and hopes you will find it acceptable. Motorola would be pleased to address any concerns you might have, and we look forward to receiving your response. Please feel free to contact your Motorola Public Safety Solutions Consultant with any questions:

Tally Gochis
435-840-0198
[email protected]
Sincerely,
Motorola Solutions, Inc.

Mike Shields
Senior Manager Direct Sales

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Motorola Solutions Confidential Restricted

Table of Contents

Section 1
Flex Subscription Offer System Description .......................................................................... 9

1.1 Solution Summary ................................ ................................ ................................ ............... 9

1.2 Flex Subscription Offer Description ................................ ................................ ................... 9

1.3 Flex Subscription Hybrid Features ................................ ................................ ..................... 9

1.4 Subscription Add-ons ................................ ................................ ................................ ....... 10 Section 2
Flex Integrated Hub General Functionality Solution Description ....................................... 11

2.1 General Hub ................................ ................................ ................................ ....................... 11

2.2 Imaging ................................ ................................ ................................ ............................... 12

2.2.1 Unlimited Capture Workstations ............................................................................................................. 12

2.2.2 Quick View of Images ............................................................................................................................. 12

2.2.3 File Description ....................................................................................................................................... 13

2.2.4 File Capture Technology ........................................................................................................................ 13

2.2.5 Intuitive Editing Features ........................................................................................................................ 13

2.3 Geographic Information Systems (GIS) ................................ ................................ ........... 13

2.3.1 Dispatch-Friendly Features .................................................................................................................... 13

2.3.2 Common Place Names .......................................................................................................................... 13

2.3.3 Accurate Address Verification ................................................................................................................ 14

2.3.4 Reverse Geocoding ................................................................................................................................ 14

2.3.5 Safe Incident Response ......................................................................................................................... 14

2.4 Data Replication ................................ ................................ ................................ ................ 14

2.4.1 Stable Reporting ..................................................................................................................................... 15

2.4.2 Flexible Reporting Options ..................................................................................................................... 15

2.4.3 Familiar Database Use ........................................................................................................................... 15

2.4.3.1 Benefits for Flex Customers ............................................................................................. 15

2.5 StateLink ................................ ................................ ................................ ............................ 15

2.6 Flex Subscription Support Services ................................ ................................ ................ 16

2.6.1 Endpoint Security Solution Description .................................................................................................. 16

2.6.1.1 Overview ........................................................................................................................... 16

2.6.1.2 Endpoint Detection and Response ................................................................................... 16

2.6.1.3 Security Operations Center Services ............................................................................... 16 Section 3
Flex Computer-Aided Dispatch Solution Description ......................................................... 17

3.1 Flex CAD ................................ ................................ ................................ ............................ 17

3.1.1 Visible Name and Address Alerts ........................................................................................................... 18

3.1.2 Flexible User Functions .......................................................................................................................... 18

3.1.3 Real-Time Status Alerts and Timers ...................................................................................................... 18

3.1.4 Multiple Sessions.................................................................................................................................... 18 448

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3.1.5 Quick CAD Commands .......................................................................................................................... 18

3.1.6 Automatic Radio Log Entries .................................................................................................................. 18

3.1.7 Customizable Screen Options ................................................................................................................ 19

3.2 E9-1-1 Interface ................................ ................................ ................................ .................. 19

3.3 CAD Mapping ................................ ................................ ................................ ..................... 20

3.3.1 Flexible Dispatching ............................................................................................................................... 21

3.3.2 Customizable Features .......................................................................................................................... 21

3.3.3 Mapping Toolbar..................................................................................................................................... 21

3.3.4 Call and Unit Information ........................................................................................................................ 22

3.3.5 System Integration ................................................................................................................................. 22

3.4 Automatic Vehicle Locator (AVL) ................................ ................................ ..................... 22

3.4.1 Real-Time Unit Tracking ......................................................................................................................... 22

3.4.2 Direct AVL .............................................................................................................................................. 23

3.4.3 Indirect AVL ............................................................................................................................................ 23

3.4.4 Quickest Route ....................................................................................................................................... 23

3.5 Radio Integration ................................ ................................ ................................ ............... 24

3.5.1 Motorola ASTRO Radio Location Integration ......................................................................................... 24

3.6 Response Plans ................................ ................................ ................................ ................. 24

3.6.1 Unit Recommendations .......................................................................................................................... 25

3.6.2 Call-Back Assignments .......................................................................................................................... 25

3.6.3 Resource Management .......................................................................................................................... 25

3.6.4 Premises Integration .............................................................................................................................. 25

3.7 Rapid Notification ................................ ................................ ................................ .............. 25

3.8 Return Sharing ................................ ................................ ................................ ................... 26

3.9 Premises Information and HazMat ................................ ................................ ................... 26

3.9.1 Detailed Premises Data .......................................................................................................................... 26

3.9.2 CAMEO® Chemical Database ............................................................................................................... 26

3.9.3 Proximate Populations ........................................................................................................................... 26

3.9.4 HazMat Response .................................................................................................................................. 27

3.10 Alarm Tracking and Billing ................................ ................................ ............................... 27

3.10.1 Comprehensive Alarm Records ............................................................................................................. 27

3.10.2 Fee Management ................................................................................................................................... 28

3.10.3 Detailed Reports ..................................................................................................................................... 28

3.11 CAD Hybrid Features ................................ ................................ ................................ ......... 28

3.11.1 CAD Web Client ..................................................................................................................................... 28

3.11.2 CommandCentral Responder with FLEX CAD Solution Description ..................................................... 30

3.11.3 CAD Functionality ................................................................................................................................... 32

3.11.3.1 Configuration .................................................................................................................... 33

3.11.3.2 Authentication and Data Security ..................................................................................... 33

3.11.4 Situational Awareness ............................................................................................................................ 33

3.11.4.1 Proximity Alerts ................................................................................................................. 33

3.11.4.2 Complex Event Management ........................................................................................... 33

3.11.4.3 Cross Agency Visibility ..................................................................................................... 33

3.11.5 Public | Private Incident Collaboration.................................................................................................... 34 449

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3.11.5.1 Increased coordination between team members ............................................................. 34

3.11.5.2 Greater situational awareness for all personnel ............................................................... 34

3.11.5.3 Faster response times in moments of emergency ........................................................... 34

3.11.5.4 Automatic record of events and response sequence ....................................................... 35

3.11.6 Agency Alerting ...................................................................................................................................... 35

3.11.6.1 Quick and Reliable Messaging ......................................................................................... 35

3.11.6.2 Enhanced Internal Coordination ....................................................................................... 35

3.11.7 Assist Map .............................................................................................................................................. 35 Section 4
Flex Records Management System Solution Description ................................................... 37

4.1 Records Management System (RMS) ................................ ................................ ............... 37

4.1.1 Accurate Reports .................................................................................................................................... 37

4.1.2 Detailed Case Management ................................................................................................................... 37

4.1.3 Dispatch Integration ............................................................................................................................... 37

4.1.4 Advanced Security and Intelligence ....................................................................................................... 37

4.1.5 Organized Dissemination ....................................................................................................................... 38

4.1.6 Automatic Visual Alerts .......................................................................................................................... 38

4.2 Incident-Based Reporting (IBR) ................................ ................................ ........................ 39

4.3 Evidence Management ................................ ................................ ................................ ...... 40

4.3.1 Complete Evidence History .................................................................................................................... 40

4.3.2 Evidence Reporting ................................................................................................................................ 40

4.3.3 Detailed Evidence Data .......................................................................................................................... 41

4.3.4 Interface Features .................................................................................................................................. 41

4.4 Pin Mapping ................................ ................................ ................................ ....................... 41

4.4.1 Powerful Mapping Options ..................................................................................................................... 41

4.4.2 Efficient Analysis .................................................................................................................................... 42

4.5 Offender Tracking ................................ ................................ ................................ .............. 42

4.6 Licenses and Permits ................................ ................................ ................................ ........ 42

4.6.1 Detailed Information ............................................................................................................................... 42

4.6.2 Integration with Law Records ................................................................................................................. 43

4.7 Traffic Information ................................ ................................ ................................ ............. 43

4.7.1 Citations and Warnings .......................................................................................................................... 44

4.7.2 Traffic Reporting ..................................................................................................................................... 44

4.7.3 Imaging Integration ................................................................................................................................. 44

4.7.4 Powerful Searching ................................................................................................................................ 44

4.8 Vehicle Impound ................................ ................................ ................................ ................ 44

4.8.1 Detailed Impound Records ..................................................................................................................... 45

4.8.2 Accurate Fee Management .................................................................................................................... 45

4.8.3 Automated Sales Tracking ..................................................................................................................... 46

4.8.4 Vehicle Reports ...................................................................................................................................... 46

4.8.5 Vehicle Involvements ............................................................................................................................. 46

4.9 Pawned Property ................................ ................................ ................................ ............... 46

4.9.1 Investigation Assistance ......................................................................................................................... 47

4.9.2 Pawn Shop Information .......................................................................................................................... 47 450

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4.9.3 Pawn Activity Tracking ........................................................................................................................... 47

4.9.4 Preformatted Reports ............................................................................................................................. 48

4.10 Personnel Management ................................ ................................ ................................ .... 48

4.10.1 Special Skills and CAD Integration......................................................................................................... 48

4.10.2 Detailed Employee Information .............................................................................................................. 48

4.10.3 Personnel Reports .................................................................................................................................. 49

4.10.4 Training Information ............................................................................................................................... 49

4.10.5 Medical History ....................................................................................................................................... 50

4.10.6 Attendance and Workload Management ................................................................................................ 50

4.11 Equipment Maintenance................................ ................................ ................................ .... 51

4.11.1 Equipment Tracking ............................................................................................................................... 51

4.11.2 Scheduled Maintenance ......................................................................................................................... 51

4.11.3 Repair and Maintenance Log ................................................................................................................. 51

4.11.4 Pre-formatted Reports ............................................................................................................................ 52

4.11.5 Equipment and CAD Integration............................................................................................................. 52

4.11.6 Equipment and Fleet Integration ............................................................................................................ 52

4.12 Fleet Maintenance ................................ ................................ ................................ ............. 52

4.12.1 Scheduled Maintenance ......................................................................................................................... 53

4.12.2 Detailed Gas Mileage Summaries .......................................................................................................... 53

4.12.3 Accurate Repair Records ....................................................................................................................... 54

4.13 Inventory Management ................................ ................................ ................................ ...... 54

4.13.1 Supply Maintenance ............................................................................................................................... 54

4.13.2 Supplier Tracking.................................................................................................................................... 54

4.14 RMS Hybrid Features ................................ ................................ ................................ ........ 54 Section 5
Flex Mobile Data Computing Solution Description.............................................................. 56

5.1 Mobile Records ................................ ................................ ................................ .................. 56

5.1.1 Local RMS Queries ................................................................................................................................ 56

5.1.2 Image Display ......................................................................................................................................... 56

5.1.3 Field Narratives ...................................................................................................................................... 57

5.2 Mobile CAD ................................ ................................ ................................ ........................ 57

5.2.1 Local, State, and National Queries ........................................................................................................ 58

5.2.2 Voiceless CAD........................................................................................................................................ 58

5.2.3 Mobile Mapping AVL .............................................................................................................................. 58

5.3 Voiceless Dispatch ................................ ................................ ................................ ............ 58

5.3.1 Mobile Access to Call Information .......................................................................................................... 59

5.3.2 Status Updates and Call Comments ...................................................................................................... 59

5.3.3 Efficient Radio Logs ............................................................................................................................... 59

5.4 Mobile Mapping AVL ................................ ................................ ................................ ......... 59

5.4.1 Mapping .................................................................................................................................................. 60

5.4.2 Mapping Tools ........................................................................................................................................ 60

5.4.3 Unit Location Display .............................................................................................................................. 61

5.4.4 Unit Status Information ........................................................................................................................... 61

5.5 Driver License Scanning ................................ ................................ ................................ ... 61 451

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5.5.1 Automated, Accurate Data Entry ............................................................................................................ 62

5.5.2 Customizable Searching ........................................................................................................................ 62

5.5.3 Dual Scanning Capability ....................................................................................................................... 62

5.6 Mobile State and National Queries ................................ ................................ ................... 62

5.6.1 Feature List ............................................................................................................................................. 62

5.7 Flex Touch ................................ ................................ ................................ ......................... 63

5.7.1 Real-Time Call Updates ......................................................................................................................... 63

5.7.2 User-Friendly Interface ........................................................................................................................... 63

5.7.3 Field Searching....................................................................................................................................... 63

5.7.4 Data Partitioning ..................................................................................................................................... 63

5.7.5 Integration with Google Maps ................................................................................................................. 64

5.8 CommandCentral Solution Descriptions ................................ ................................ ......... 64

5.8.1 CommandCentral Evidence Overview ................................................................................................... 64

5.8.2 The CommandCentral Platform.............................................................................................................. 64 Section 6
Flex Subscription Offer Statement of Work ......................................................................... 66

6.1 Introduction ................................ ................................ ................................ ....................... 66

6.2 Project Terms ................................ ................................ ................................ ..................... 67

6.3 Subscription Based License and Additional Integration Services Completion Criteria 67

6.4 Project Roles and Responsibilities Overview ................................ ................................ .. 67

6.4.1 Motorola Project Roles and Responsibilities .......................................................................................... 67

6.4.1.1 Motorola Project Manager ................................................................................................ 68

6.4.1.2 Application Specialist ........................................................................................................ 68

6.4.1.3 Flex Training Specialist .................................................................................................... 68

6.4.1.4 Solution Specialist ............................................................................................................ 69

6.4.1.5 GIS Specialist ................................................................................................................... 69

6.4.1.6 Solutions Architect ............................................................................................................ 69

6.4.1.7 Customer Success Onboarding Advocate ....................................................................... 69

6.4.1.8 Customer Support Services Team ................................................................................... 70

6.4.2 Customer Core Team, Project Roles, and Responsibilities Overview ................................................... 70

6.4.2.1 Customer Project Manager............................................................................................... 70

6.4.2.2 System Administrator ....................................................................................................... 71

6.4.2.3 System Application Administrator (SAA) .......................................................................... 71

6.4.2.4 GIS Administrator ............................................................................................................. 72

6.4.2.5 Subject Matter Experts ..................................................................................................... 72

6.4.2.6 IT Personnel ..................................................................................................................... 72

6.4.2.7 Additional Resources ........................................................................................................ 72

6.4.2.8 User Agency Stakeholders ............................................................................................... 72

6.4.3 General Customer Responsibilities ........................................................................................................ 72

6.5 Project Planning ................................ ................................ ................................ ................ 73

6.5.1 Project Planning Session – Telecommunication / Web Meeting ............................................................ 73

6.5.1.1 Motorola Responsibilities .................................................................................................. 74

6.5.1.2 Customer Responsibilities ................................................................................................ 74

6.5.1.3 Motorola Deliverables ....................................................................................................... 75 452

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6.5.2 Interface Planning .................................................................................................................................. 75

6.5.2.1 Motorola Responsibilities .................................................................................................. 75

6.5.2.2 Customer Responsibilities ................................................................................................ 75

6.6 Endpoint Security Deployment ................................ ................................ ......................... 76

6.6.1.1 Motorola Responsibilities .................................................................................................. 76

6.6.1.2 Customer Responsibilities ................................................................................................ 76

6.7 CommandCentral Enablement (Milestone) ................................ ................................ ...... 76

6.7.1 Agency and User Setup ......................................................................................................................... 77

6.7.1.1 Motorola Responsibilities .................................................................................................. 77

6.7.1.2 Customer Responsibilities ................................................................................................ 77

6.7.1.3 Motorola Deliverable ......................................................................................................... 77

6.7.2 CloudConnect Installation and Configuration ......................................................................................... 77

6.7.2.1 Motorola Responsibilities .................................................................................................. 77

6.7.2.2 Customer Responsibilities ................................................................................................ 77

6.7.2.3 Motorola Deliverable ......................................................................................................... 78

6.7.3 CloudConnect Workstation Configuration .............................................................................................. 78

6.7.3.1 Motorola Responsibilities .................................................................................................. 78

6.7.3.2 Customer Responsibilities ................................................................................................ 78

6.7.4 CommandCentral Provisioning ............................................................................................................... 78

6.7.4.1 Motorola Responsibilities .................................................................................................. 78

6.7.4.2 Customer Responsibilities ................................................................................................ 78

6.7.5 Client Installations .................................................................................................................................. 79

6.7.5.1 Customer Responsibilities ................................................................................................ 79

6.7.5.2 Motorola Deliverables ....................................................................................................... 79

6.7.6 Assist Map CloudConnect Installation and Configuration ...................................................................... 79

6.7.6.1 Motorola Responsibilities .................................................................................................. 79

6.7.6.2 Customer Responsibilities ................................................................................................ 79

6.7.6.3 Completion Criteria ........................................................................................................... 79

6.7.7 Cloud Enablement .................................................................................................................................. 79

6.7.7.1 Motorola Responsibilities .................................................................................................. 80

6.7.7.2 Customer Responsibilities ................................................................................................ 80

6.8 Business Process Review (BPR) ................................ ................................ ...................... 80

6.8.1.1 Motorola Responsibilities .................................................................................................. 81

6.8.1.2 Customer Responsibilities ................................................................................................ 81

6.8.1.3 Motorola Deliverables ....................................................................................................... 81

6.9 Base System Interfaces and Integration ................................ ................................ .......... 82

6.9.1 Interface Deployment ............................................................................................................................. 82

6.9.1.1 Motorola Responsibilities .................................................................................................. 82

6.9.1.2 Customer Responsibilities ................................................................................................ 82

6.9.1.3 Motorola Deliverables ....................................................................................................... 82

6.9.2 Integration Activities ............................................................................................................................... 82

6.9.2.1 Motorola Responsibilities .................................................................................................. 82

6.9.2.2 Customer Responsibilities ................................................................................................ 83

6.9.3 Federal National Incident Based Reporting System (NIBRS) ................................................................ 83

6.9.3.1 Motorola Responsibilities .................................................................................................. 83 453

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6.9.3.2 Customer Responsibilities ................................................................................................ 83

6.9.4 Reports ................................................................................................................................................... 83

6.9.5 Interface Validation ................................................................................................................................. 83

6.9.5.1 Motorola Responsibilities .................................................................................................. 84

6.9.5.2 Customer Responsibilities ................................................................................................ 84

6.9.5.3 Motorola Deliverable ......................................................................................................... 84

6.10 Future Migration ................................ ................................ ................................ ................ 84

6.11 Application Monitoring by Solutions II ................................ ................................ ............. 85

6.11.1 Description of Services ........................................................................................................................... 85

6.11.2 Infrastructure Monitoring ........................................................................................................................ 86

6.11.3 System Administration Services ............................................................................................................. 86

6.11.4 Reporting ................................................................................................................................................ 86

6.11.5 Agency Responsibilities ......................................................................................................................... 87

6.12 Existing Product Breakdown ................................ ................................ ............................ 88

6.13 Flex Plus-Subscription Offer Comparison ................................ ................................ ....... 90 Section 7
Proposal Pricing ..................................................................................................................... 93

7.1 Flex Subscription Pricing ................................ ................................ ................................ .. 93

7.2 Customer Contact ................................ ................................ ................................ ............. 94

7.4 Payment Milestones ................................ ................................ ................................ .......... 95 Section 8
Contractual Documentation ................................................................................................... 96

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Motorola Flex Software Flex Plus Subscription
Flex Subscription Offer System Description

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Section 1
Flex Subscription Offer System
Description

1.1 Solution Summary
The Flex Subscription offer delivers a hybrid-connected suite that transforms your agency’s operational capabilities through rapid cloud activation and feature provisioning. This approach accelerates your time to value, with Motorola’s dedicated Customer Success team playing a pivotal role in ensuring effective feature adoption from the outset.

1.2 Flex Subscription Offer Description
Flex Subscription is a hybrid solution that encompasses a combination of on-premises software functionality and cloud-based features ("Hybrid Features") over the term of the subscription.

During the term of the subscription, the Customer receives continuous software maintenance, support, and upgrades, as well as new features & capabilities offered as part of the Flex Subscription base subscription offer. Motorola Solutions reserves the right to provide functionality via the on-premises equipment or through cloud-based services.

New Product(s) offering features and benefits beyond the contracted Solution will be presented to the Customer for consideration. Such offerings may incur additional costs, and will be communicated as add-ons subscriptions (amendments) to the original subscription agreement.

The Customer, upon mutual agreement with Motorola, may elect to transition to Motorola’s full cloud CAD and RMS Management system suite. Upon such transition, the scope of this subscription will be limited to the functionality contained in the base offer of the Cloud Suite, and, to the extent available at the time of transition, equivalent features to Customers on-premises system. Any professional services for provisioning, configuration, and training users on the cloud suite will be available for purchase separately from this subscription.

1.3 Flex Subscription Hybrid Features
Included in the Flex subscription base offer, the Customer will have access to various hybrid features and cloud-based functionality. Subscription customers are authorized to use any CAD | Mobile | RMS hybrid feature that has a comparable on-prem equivalent, such as the CAD Web Client or Multi-Agency Search. As mentioned previously, new cloud-based features and benefits beyond the contracted solution will be available for purchase separately as an add-on to the base subscription. Examples of these add-on subscriptions include the CC CAD Disaster Recovery for Flex and the CC Responder Field Reporting Forms.

It is understood that throughout the duration of this agreement, Motorola Solutions may innovate and introduce additional CAD | Mobile | RMS cloud-based functionalities. Subscribers are hereby granted 455
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the authority to access and utilize any hybrid feature within the CAD | Mobile | RMS suite that aligns with their on-premises authorizations at time of hybrid feature release. Motorola solutions may introduce additional cloud-based functionalities which enhance the value and capabilities beyond the scope of the original contracted solution. These new features, should they emerge during the active contract period, may not be automatically included in the base subscription, but rather will be made available for current subscribers to acquire as an optional, supplementary purchase.

Motorola Solutions explicitly maintains the right, at its sole discretion, to (a) extend such features and functionalities to on-premises systems or through cloud services, and (b) unveil novel features or advancements as part of a Major Release.

While several hybrid features will be available from the outset of the Customer’s (see list below), additional cloud-based features and improvements will be made available throughout the term of the subscription.

CAD Hybrid Features
• CAD Web Client
• CommandCentral Responder
• Assist Map
• Internal Agency Alerting (text, email and voice alerting for PSAP communication) • Collaborate
• Link
• Private Premise Info
• Public | Private Incident Collaboration
• Single Sign-On
• Map and event monitor of 911 calls, CAD incidents and panic button alerts RMS Hybrid Features
• Multi-Agency Search
Subscription Support Services
• Endpoint Security

1.4 Subscription Add-ons
• Additional Server Support
• USDD Phoenix G2 Station Alerting Interface (purchased in year 2) • Application Monitoring by Solutions II
• Linux Server Migration (purchasing in year 3)

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Flex Integrated Hub General Functionality Solution Description

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Section 2
Flex Integrated Hub General
Functionality Solution
Description

2.1 General Hub
Flex’s Hub design allows all information to be entered, stored, and extracted in real-time. Additionally, all applications in the system reference the same repository of information, preventing duplicate data entry and saving time. Lastly, it provides agencies with instant access to information as soon as they enter it into the system. The Flex system provides these time-saving benefits with the following technology:
• Centralized database
• Central tables that cross-reference information system-wide

The system’s master tables share information among all modules in real-time. Because our Integrated Hub automatically transfers data between all Flex applications, our customer agencies have immediate access to all data from the moment it is entered. To facilitate this integration, the system features 457
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several central tables that cross-reference information system-wide, including names, vehicles, wanted persons, and property.

2.2 Imaging
The Flex Imaging module allows agencies to create a library of full-color digital images that are fully searchable from anywhere in the system. Mug shots, accident photos, and other images can be stored in multiple locations throughout the system and viewed by other users. The program is an all-in-one application for importing, organizing, editing, and sharing photos. Because it connects seamlessly with other modules in the Flex software, agencies are able to do more with their information.

2.2.1 Unlimited Capture Workstations
Flex customers can choose to make every user workstation an image capture station at no extra cost.

No extra licenses are needed to operate our Imaging module, and users benefit from the convenience of unlimited capture workstations, while agencies take advantage of the long-term savings.

2.2.2 Quick View of Images
Images appear as thumbnails on all Flex records. Click the thumbnail to view the image, or any archived image. Users can see differences between new and old images, allowing personnel to determine if a subject has changed his or her appearance. 458
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2.2.3 File Description
Users can quickly access information about each file attached to a particular record. Flex’s File Capture feature allows users to enter the complete name of each file and create an accompanying description.

Icons displayed on the record enable users to see what types of files are attached without opening them.

2.2.4 File Capture Technology
Flex’s File Capture feature allows users to quickly organize images and other files. Users can easily add files to a record by dragging and dropping them onto the correct field. They can do this with single or multiple files. Users can also create an accompanying description for each file to promote easy content identification by other users.

2.2.5 Intuitive Editing Features
The Imaging module gives users access to several tools for enhancing and editing the quality of digital images. For example, if photos taken at an accident scene are less vivid than expected, users can easily adjust brightness, sharpness, and contrast with the click of a button. Users can also rotate and resize images as needed.

2.3 Geographic Information Systems (GIS)
GIS technology is at the core of Flex’s mapping technology. GIS helps users make proper decisions based on accurate location information. We partner with Esri®, the nation’s most trusted mapping provider to leverage the latest technology. Flex GIS interfaces directly with the Esri® ArcGIS server, eliminating an agency’s need to load mapping information into the local database.

2.3.1 Dispatch-Friendly Features
Flex’s GIS solution maximizes dispatchers’ use of the system. It automatically routes every call to the correct dispatcher, and reduces the likelihood of responding to the same incident twice. Additionally, our solution gives dispatchers the tools to make sure the closest unit responds to a given call. Flex provides these solutions with:
• Zone assignments
• Alerts for duplicate calls
• Directions to call locations
• CAD Mapping and Mobile AVL

2.3.2 Common Place Names
Agencies can customize the Flex GIS solution to reflect specific jurisdictions. Agency-defined common place names save users time by allowing them to input place names instead of street addresses. For example, users can enter “State Capitol” instead of the capitol’s street address. The system also accommodates landmarks, mile markers, highway exits, street intersections, and overpasses based on how the agency builds the database.
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2.3.3 Accurate Address Verification
Flex’s GIS solution optimizes agency responses, eliminates confusion, improves accuracy, and gives users the ability to quickly identify correct addresses when the system cannot find an exact match. The system’s address verification does this by displaying:
• Accurate and verified geographic information
• Specific addresses and intersections, including x- and y-coordinates • Color-coded address candidates
• Flex’s Address Selection screen

2.3.4 Reverse Geocoding
Flex GIS simplifies operations by translating geographic coordinates into estimated addresses plotted on a map. By reverse geocoding data, users can quickly select the appropriate location for any situation. When users enter coordinate data, the software displays a list of all matching addresses.

2.3.5 Safe Incident Response
Our GIS solution improves officer safety by notifying users of warrants, alerts, and past criminal incidents associated with an address. Visual alerts allow users to make informed decisions and prepare for any possible scenario. For example, address alerts appear in red, and indicate details about any previous incidents. If an address has multiple alerts, a plus sign (+) appears at the end of the alert.

2.4 Data Replication
The Data Replication Tool is a web application designed to provide a secure, robust tool for replication of a Flex c-tree database to an external customer database. Nearly all tables are available for replication, and the application gives customers the ability to choose which tables are exported based on their operational needs.
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2.4.1 Stable Reporting
The Flex Data Replication module eliminates the need for agencies to query against a live Flex database, allowing personnel to access the reports they need, when they need them, without having to consider how it may impact the system. This module creates a stable platform upon which reporting applications, such as SAP’s Crystal Reports Server, can be added to create custom reports.

2.4.2 Flexible Reporting Options
Being locked into one specific reporting tool can limit an agency’s use of its Flex system. By using the Data Replication module, agencies can employ any industry-compliant technology they choose for accessing information. Personnel can then conveniently use a consistent set of commands for both their live and back-up database. Once an agency exports its live data, personnel can expedite their reporting capabilities using any tool available to easily move data from live to back-up databases – without being locked into any single application.

2.4.3 Familiar Database Use
The Data Replication module allows agencies to make the most of their existing IT expertise in other database services. Users can choose to export data to a separate database running either Microsoft SQL or MySQL.

2.4.3.1 Benefits for Flex Customers
The Data Replication Tool provides the following benefits to Flex customers:
• Isolates the reporting/ODBC queries from the production system, yielding an increase of stability and performance on the production system.
• Provides improved functionality over the FairCom ODBC and JDBC drivers. • Allows customers to leverage their existing expertise in other database technologies.

Important Note
It is important to note that this module is designed to provide data for a reporting server. It is not inte nded to be used as a disaster recovery, hot backup, or high-availability solution, and it cannot replicate data to another c-tree database. Additionally, it is each agency’s responsibility to manage or maintain the server, server operating system (OS), or the chosen database management system (DBMS).

In addition, our partner, Solutions II, offers a wide range of services including implementation and managed services. We will be happy to provide more information upon request.

2.5 StateLink
Agency personnel can use a single query into state, national, and other external databases to access information about wanted persons, stolen vehicles, missing persons, criminal histories, vehicle registrations, driver license information, and other critical data. Queries are sent securely and can be accessed from the StateLink request screen, from the ComputerAided Dispatch (CAD) module, or from a record within another Spillman Flex module. State-specific transaction forms are available to meet agencies’ custom needs, and administrators can set security privileges to regulate access. Flex’s StateLink is integrated with CAD and Mobile for convenience. Personnel can easily search for queries 461
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directly from the CAD screen, they have access to valuable information without requiring an additional terminal. When integrated with the optional Mobile State & National Queries module, field officers can query local, state, and national databases simultaneously for instant data on names, vehicles, property, wanted persons, and available images (where applicable).

2.6 Flex Subscription Support Services

2.6.1 Endpoint Security Solution Description

2.6.1.1 Overview
Identifying and mitigating cyber threats requires continuous monitoring and technical capabilities to distinguish real threats from millions of alerts, as well as the expertise to quickly evaluate and remediate them if needed. Endpoint Security for the Flex subscription provides a component of a complete cybersecurity program for protection against cyber threats like malware. The endpoint solution is customized and tested for interoperability, performance and upgradeability with Flex releases.

The Endpoint Security solution can help secure your agency’s Motorola Solutions applications and devices through a combination of endpoint security, security platform, and the expertise of Motorola Solutions’ cybersecurity analysts in our Security Operations Center (SOC).

2.6.1.2 Endpoint Detection and Response
The Endpoint Security solution leverages best-in-class Endpoint Detection and Response (EDR) tools with the security platform that allows for investigation and orchestrated response actions to protect monitored endpoints. The EDR agent is tested, verified, documented and supported on the Flex endpoints.

EDR integration with the security platform accelerates investigations by making necessary information available for analysts in a single platform where they can quickly access details of what caused an alert, its context, and its history. With EDR, analysts are able to initiate response actions (i.e., isolate host, ban or block a file hash, kill a process) on endpoints to respond to detection of verified malicious activity on the Flex monitored endpoints.

2.6.1.3 Security Operations Center Services
Endpoint Security includes monitoring by Motorola Solutions SOC analysts to investigate and respond to endpoint threats on a 24/7 basis. The SOC team operates from secure, redundant locations in the United States, and can securely operate at remote locations if necessary. Team members complete regular training on customer data management and privacy to protect sensitive customer data. If a threat investigation requires input from your agency’s security team, the SOC will create a security case and follow defined escalation procedures for each priority level.

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Motorola Flex Software Flex Plus Subscription
Flex Computer-Aided Dispatch Solution Description

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Section 3
Flex Computer-Aided Dispatch
Solution Description

3.1 Flex CAD
Flex CAD enables dispatch personnel to access mission-critical information, and effectively manage calls for individual and multi-jurisdictional agencies. The following highlights a few of the system’s advanced features that help to ensure the immediate dispatch of the most appropriate units, including:
• Real-time call updates
• Unit responses
• Automatic alerts for wanted persons and dangerous locations • Customizable special instructions in question/answer format

All system modules are fully integrated, enabling dispatchers to easily access data from any table, virtually eliminating duplication and redundancy. This integration allows users to generate incident reports with the most current system data, improving dispatch accuracy, maximizing time, and increasing officer safety. For example, users can instantly query name, vehicle, property, and law 463
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incident records directly from Flex’s Records Management System without leaving the CAD status screen.

3.1.1 Visible Name and Address Alerts
The system’s Alerts feature prepares officers for call response and enables them to anticipate hazards.

Users can easily share information regarding unsafe historical incidents, and alerts appear in red so dispatchers can quickly identify impending dangers and communicate any safety concerns. The alerts module accomplishes this by:
• Providing information about individuals and locations • Allowing users to view address or name-related hazards • Allowing dispatchers to tag a record with one or several alerts

3.1.2 Flexible User Functions
Flex CAD accommodates both new and advanced users. Experienced dispatchers can simplify steps with keyboard shortcuts, or use the command line to operate the system. This flexibility allows users to train at their own pace. New users can easily adapt to the system by performing the following actions:
• Selecting icons
• Dragging and dropping
• Right-clicking

3.1.3 Real-Time Status Alerts and Timers
The system’s alerts and timers help ensure officer safety by keeping dispatchers aware of all call and unit activity. Additionally, they inform users of any actions needed or time lapses exceeding agency thresholds with audible and visual alerts that provide real-time status updates.

3.1.4 Multiple Sessions
The system’s flexible architecture maximizes operational efficiency by enabling users to open multiple CAD sessions at a time. The screenshot below shows how any authorized personnel can open and manage multiple command lines representing multiple sessions.

3.1.5 Quick CAD Commands
Flex’s CAD command line can maximize dispatcher efficiency. Every action the system supports can be executed using quick CAD commands, saving users valuable time as they dispatch units, add calls, and search data.

3.1.6 Automatic Radio Log Entries
The system’s automatic radio log functionality saves users time while increasing unit safety. The CAD solution automatically tracks radio transmissions, and creates a log entry for every status change. This ensures all communications are recorded with complete accuracy, and allows dispatchers to focus on 464
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other time-sensitive tasks. Consequently, units have immediate access to timely information, and administrators can review all unit activities at their own discretion.

3.1.7 Customizable Screen Options
Flex allows dispatchers to customize system settings to their full advantage, allowing them to streamline their task execution through individual customization. For example, agencies can choose to display only calls from specific geographic areas, or lock the settings system-wide for uniformity. Some of the features that users can customize include:
• Display windows
• Column settings
• Toolbar buttons
• Right-click commands
• Color display options

3.2 E9-1-1 Interface
The Flex E9-1-1 interface improves the effectiveness and dependability of wireless 9-1-1 services by quickly identifying the location of a cellular user, allowing agencies to pinpoint cellular call locations. As the interface receives automatic number and location information (ANI/ALI) from a standard E9-1-1 system, it populates the data to the Flex CAD system. Additionally, the system meets federal regulations for Phase I and Phase II compliance, ensuring agency compliance with regulations. The following highlights several key advantages:

Automatic Field Entry
This feature minimizes data entry requirements, enables the rapid creation of accurate call records, and reduces the potential for data entry errors. The information it automatically adds to the CAD screen includes:
• Contact name.
• Address.
• City.
• Phone number.

Accurate Mapping
When used with the Flex CAD and CAD Mapping modules, the E9-1-1 Interface improves data accuracy, promotes faster response, and enables users to make informed dispatching decisions. As a service call is received, the E9-1-1 interface automatically validates the call location with the Flex GIS solution. Once verified, the call location is automatically plotted on the CAD map and routed to the appropriate dispatcher’s screen. Dispatchers can view the street name, call location, and nearest cross streets.
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Call
Data
Preservation
Our E9-1-1 interface allows agencies to store valuable call information in the call record. When the agency receives a call from a wireless device, the initial Automatic Location Information (ALI) generally contains Phase I information. This information automatically populates the Address field of the Flex CAD Add Call screen. When an ALI rebid is performed to receive any additional Phase II latitude and longitude data, the updated location information also populates the Add Call screen. Agencies can configure to automatically transfer the original ALI information to the Comments field of the call record.

Thus, the agency can perform continual ALI rebids to update location information while retaining a history of all ALI information received, providing continual situational awareness while maintaining location records for administrative purposes.

3.3 CAD Mapping
The Flex CAD Mapping module provides users with powerful access to location and call information.

Dispatchers can quickly view jurisdictional data, including street names, major buildings, landmarks, police districts, and fire/EMS zones. The system automatically plots call locations, and allows dispatchers to view detailed data. This instant access to refined data gives dispatchers the ability to rapidly dispatch the most appropriate units to each call, saving valuable time and enhancing responder safety in critical situations.

Dispatchers can also click on the map to view information about a specific location. Flex CAD Mapping uses the Esri® ArcGIS server to communicate directly with the GIS. This eliminates the need to load map data into a separate database, streamlining accurate address verification. Our mapping solutions are compliant with Phase I and Phase II wireless requirements, displaying longitude and latitude points at the approximate location of the call. The following highlights some key features of Flex CAD Mapping:

Service call
received

E9-1-1
interface
validates call
location

Flex CAD plots
the call location
on the CAD map

Flex CAD routes
the call to the
appropriate
dispatcher
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3.3.1 Flexible Dispatching
The flexibility of our system accommodates a variety of user preferences. Users can quickly and easily dispatch units using the mouse, or retain full use of the keyboard by:
• Dragging and dropping a unit symbol to a call, or vice versa • Entering any function directly into the CAD command line

3.3.2 Customizable Features
Flex facilitates efficient operation in accordance with user preferences by enabling agencies to configure CAD Mapping software to meet both agency and individual user needs. Agencies can do this in a number of ways:
• Customize map icons by selecting from a list and upload agency-defined symbols • Center new calls on the map
• Add map layers such as street, landmarks, and districts • Change map element colors to reflect roads, city boundaries, and more

3.3.3 Mapping Toolbar
Flex’s CAD Mapping toolbar streamlines the dispatching process with intuitive navigation tools. The system provides reminders of each button’s function by displaying tool tips that enhance usability.

Users also have the option to control the map directly from the CAD command line. Additionally, users can quickly navigate the maps with the following functionality:
• Zoom in
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• Zoom out
• Pan
• View the entire map
• Change layer properties as needed

3.3.4 Call and Unit Information
Our CAD Mapping solution gives users direct access to call and unit information, ensuring improved response times and appropriate officer actions. The system automatically suggests intersections and addresses that require geo-validation as the user is typing. Timely access to data increases officer safety, improves response results, and helps defuse potentially dangerous situations. Users achieve this timely access by right-clicking on a unit or call symbol and selecting the specific information they want to view. For example, users can choose to view information regarding:
• Call number or nature
• Address
• Complainant
• Assigned officer

3.3.5 System Integration
CAD Mapping fully integrates with the CAD and AVL modules, and our GIS system. With Flex’s GIS, CAD calls automatically appear on the agency’s jurisdictional map. Flex’s AVL Mapping module, when used in conjunction with Global Positioning System (GPS), displays real-time location information for all units on the CAD map. With the system's radio integration, dispatchers can, upon demand, also view radio locations on the map, as well as when a radio emergency button is activated for real-time situational awareness and response. Any necessary radio programming to support portable location on the map is the responsibility of the agency.

3.4 Automatic Vehicle Locator (AVL)
Our AVL Mapping module employs the highest technological standards for this type of software.

Advanced AVL technology is leveraged to track the location of all fleet units using GPS receivers, providing dispatchers with optimal, critical situational awareness. The following is an overview of key features:

3.4.1 Real-Time Unit Tracking
Knowing unit location in relation to an active CAD call enables users to quickly dispatch backup or provide further instruction. The AVL Mapping module allows CAD to display the real-time location of all AVL-equipped units. The software displays:
• Status
• Active call
• Assigned zone and agency
• Current location
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• Most recent radio log entry

3.4.2 Direct AVL
Direct AVL shows users the location of a unit the instant the vehicle is started, and its transmitter begins sending pulses. This information is sent directly to the agency using a combined GPS transmitter and wireless modem. Dispatchers can view the unit’s real-time movements on the CAD map.

3.4.3 Indirect AVL
Indirect AVL enables users to view the unit’s movements on the CAD map. It uses a wireless modem to receive real-time location information from a GPS transmitter connected to a mobile laptop computer.

The GPS data, with other information from the laptop, is then transmitted to the agency’s dispatch center.

3.4.4 Quickest Route
Dispatchers can use Flex’s Quickest Route feature to determine the active unit with the fastest route to an incident, greatly reducing response time. Based on a unit’s current location, the Quickest Route module calculates the total drive time to reach a call, and allows users to view the ideal route and driving directions. This feature takes into account the agency’s local street network, while recognizing barriers such as rivers, canyons, and limited-access highways, enabling dispatchers to minimize time- consuming obstacles for responding units. In addition to proximity calculations, it computes actual drive time to determine which unit can respond first.
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3.5 Radio Integration
With Flex CAD, agencies can leverage their use of radios for enhanced situational awareness.

Specifically, the software provides the following capabilities to streamline communications and maximize user safety:
• Assign portable radios to first responders, and vehicle-mounted radios to units • Enable dispatchers to change a radio's alias directly from CAD • Display radio alias and fleet vehicle information for each unit within CAD • Monitor radios from CAD with push-to-talk indicators that identify speakers in real time • View radio talk groups directly within CAD

3.5.1 Motorola ASTRO Radio Location Integration
Motorola ASTRO Radio Location Integration enhances dispatch capabilities by allowing them to see the location of an officer’s radio as well as the vehicle on Flex’s Computer-Aided Dispatch (CAD) map.

Dispatchers can help ensure officer safety with status alerts on integrated dispatch maps, and add new GPS devices to the Flex system without spending time on additional setup.

3.6 Response Plans
The Flex Response Plans module allows public safety agencies to prepare well-defined response plans that include personnel and resource recommendations, instructions, and guidelines for any call type or location. They can do this by defining agencies and units that will respond to a law, fire, or EMS call at a specified alarm level; or, by integrating Response Plans with other system modules like the Equipment Maintenance and Premises Inspection module. This enables agencies to ensure optimal 470
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responder safety and efficient responder allocation during critical situations where community safety is of paramount concern. The following highlights a few of the advantages offered:

3.6.1 Unit Recommendations
The software streamlines unit assignment for a specified call. Agencies can configure the system to recommend units when a response plan has been activated, and users can create plans that identify:
• Order in which units are commended.
• Units that have unique capabilities or equipment.

3.6.2 Call-Back Assignments
The Response Plans module helps agencies prepare for a variety of incidents and request mutual aid from other agencies if needed. The plans include the following information:
• Call-back assignments.
• Instructions for agencies, divisions, shifts, and officers. • Personnel with specific skills.
• Pertinent request information.

3.6.3 Resource Management
Users have the ability to prepare responses that include equipment recommendations and instructions for any type of incident. These plans can include items such as:
• Map references.
• Water resources.
• Tiered recommendations for units, personnel, and other equipment.

3.6.4 Premises Integration
Agencies can use the Premises Integration module with the Premises Inspection module to give personnel the information they need to make immediate decisions in emergency situations. This enables personnel to include specific information in their response plan, such as:
• Structure type.
• Hazardous materials on premises.
• Proximate populations.
• Additional instructions

3.7 Rapid Notification
Flex’s fully integrated Rapid Notification module allows users to send automatic report-of-call details to responding units. This module gathers information from the CAD screen and sends it to a printer at the 471
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responding agency. Individual units can also be notified of an event by email, text message, and/or phone call. Information gathered from the screen includes details such as:
• Address
• Nature of call
• Contact name and priority

3.8 Return Sharing
Flex Return Sharing allows for an agency or agency's third party vendor to access encrypted StateLink responses using an API/access point that is CJIS compliant. These responses include Driver License, Vehicle Registrations, Wanted Person, and other NCIC and NLETS responses." (NOTE: The Return Sharing module is only compatible with StateLink 2.0)

3.9 Premises Information and HazMat
The Flex Premises Information and HazMat module enables agencies to respond accurately to disasters or calls at unfamiliar sites, facilitating timeliness and responder safety. They can record extensive data on residential, commercial, or public lots within a jurisdiction. Personnel can also view hazardous chemical data and obtain instructions regarding first-aid response, recommended protective clothing, and proper chemical handling. The following highlights several key advantages:

3.9.1 Detailed Premises Data
Agencies can make informed decisions regarding appropriate incident response when they have detailed premises information. Users will know exactly which agency should respond, enabling quicker dispatch. They can quickly view structure information such as alarm types, alarm locations, number of floors, and a physical premises description. The system will also provide information regarding all responsible law, fire, and EMS agencies.

3.9.2 CAMEO® Chemical Database
The ability to view hazardous chemical information can affect the health and safety of both agency personnel and the public. Users can link the Premises & HazMat module to the CAMEO® Chemical Database to view hazardous chemical information, aiding responders in maintaining responder and public safety. This database enables users to access data on more than 4,150 chemicals obtained from the National Oceanic and Atmospheric Administration (NOAA). Additionally, it provides instructions for handling chemicals and first-aid responses, and recommends protective clothing.

3.9.3 Proximate Populations
The information an agency has about a population directly impacts citizen safety. Flex software enables users to store information about populations near a potentially hazardous business, such as a chemical plant or a toxic waste site. Within the proximate populations detail window, the information the agency can record includes, but is not limited to:
• Population name and type
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• Maximum number of persons occupying the premises
• Population address
• Business hours

3.9.4 HazMat Response
HazMat Response helps keep personnel safe by giving them the information they need to prepare for an emergency response involving hazardous materials. The information they can obtain includes:
• NOAA chemical number
• Health hazard potential
• Flammability
• Level of reaction
• Natural physical state
• Burning tendencies
• Appropriate firefighting tactics
• First aid procedures

3.10 Alarm Tracking and Billing
The Alarm Tracking and Billing module assists public safety personnel in record-keeping by:
• Assigning incident numbers
• Tracking false alarms
• Managing alarm tracking fees

3.10.1 Comprehensive Alarm Records
This allows the agency to responsibly track all devices, including false alarm incidents. Users can add an alarm tracking record for every alarm in the agency’s jurisdiction. Under the alarm record, users can enter:
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• Billing information
• Alarm tracking agency
• Alarm type
• Law and fire activation incident numbers
• Unlimited comments for each alarm

3.10.2 Fee Management
The Alarm Tracking and Billing module enables users to efficiently manage fees for alarm records. The system tracks incidents involving unregistered alarms, false alarms, and overdue bills. Users can create letters, tickets, and summaries for businesses and residents that owe fines. Proper tracking methods help ensure the agency collects the money owed to it, facilitating effective allocation and management of taxpayer money.

3.10.3 Detailed Reports
Detailed Reports ensure detailed, accurate alarm tracking. Alarm tracking reports enable users to create lists of registered alarms and identify discrepancies in false alarm incidents. Pre-formatted reports will display false alarm counts, enabling the agency to more quickly identify a false alarm at a particular business or residence. In addition to calculating false alarm fees, Reports will also display revenue generated from false alarm fines.

3.11 CAD Hybrid Features

3.11.1 CAD Web Client
The CAD Web Client is a light web-based CAD client that augments the Flex CAD on-premises system, providing seamless bi-directional functionality between the CAD web user and the dispatcher in communications.

The product is useful for the following user groups:
• Dispatch supervisors
• First Responders
• Command Staff in need of real-time CAD monitoring
• Desk Officers
• Non-emergency call takers
CAD Web Client provides authorized access to CAD incident and unit information via a Chrome web browser. The client provides the benefits of a cloud-based deployment without a need to VPN into a network to access critical CAD data. The application can be used on a single display or across multiple computer displays.

CAD Web Client also provides the capability to create single-agency / single-discipline CAD incidents with address validation against Esri World Geocoder as well as agency-owned GIS data. The application also provides the ability to assign Report numbers (single and multiple against owning and 474
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responding agencies). Users can also update CAD incidents (involved persons, vehicles, comments).

The CAD Web Client is exclusively cloud-hosted by Motorola Solutions, utilizing Azure Government Cloud.

CAD Web Client provides basic incident search capabilities so that users can look up pending, active, and closed incidents by several parameters (CAD Incident ID, RMS Report ID, involved person’s first, last name, and phone number, comments, address, and incident type). Users can also view incident history from within the Web Client UI to understand the chronology of events in a given CAD incident.

The customer will have access to the following functionality:
• Monitoring capabilities (incident and unit)
• CAD Map (incident display and display of assigned units) including map layers • Incident search capabilities
• Basic agency-based incident and unit monitoring permissions to restrict unauthorized access • Viewing printable incident details report from CAD incident details. • Incident history
• Incident management capabilities
- Incident create (single/multi-discipline) with ESRI World Geocoder Field initiated incident - Unit assignment
- Add comment, persons, vehicles
- Incident close and reopen
- Request a Records/RMS Report Number
- Display of associated incidents
• Unit status update, place on/off duty
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Single screen default view [Dispatch mode]

CAD Web Client Extracted Status Monitors [single page view]

3.11.2 CommandCentral Responder with FLEX CAD Solution Description CommandCentral Responder extends the power of an agency’s FLEX computer-aided dispatch (CAD) system directly to the field, putting critical incident details in the hands of officers—exactly when they need them.

Available for iOS and Android, this intuitive companion app seamlessly integrates with existing Motorola Solutions technologies, enabling officers to update their unit status, monitor incidents and responding units, add CAD comments, capture information, complete workflows and stay connected to the dispatcher while in the field.

This means faster response times, improved communication, increased situational awareness, and enhanced officer safety. CommandCentral Responder breaks down the barriers between Dispatch and the field, enabling officers to access critical information anywhere, anytime. No longer tethered to vehicles or clogging the radio airwaves, officers can stay informed, react swiftly and make more informed decisions, leading to a safer and more connected situation for everyone.

CC Responder CAD supports the following Mobile Operating Systems:
• iOS 15 and after
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• Android 10 and after
CommandCentral Responder is a cloud-based application that enables law enforcement officers to access FLEX CAD to view or update incident and status information using mobile devices.

Figure 1: Sample CommandCentral Responder Incident Details Screen 477
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3.11.3 CAD Functionality

Incident Details CAD Map (Units & Incidents) Change Status CommandCentral Responder CAD provides First Responders and other authorized personnel with the following functionality:
• Monitoring capabilities (incident and unit)
• CAD Map (incident display and location of of assigned units) • Incident & Unit search capabilities
• Unit status update
• Address verification and reverse geocoding
• Premises hazards
• Apple CarPlay®
• Editing and Update capabilities
- Incident creation
- Self Assignment of Incidents
- Send and Receive CAD comments
- Unit status change
- Incident close with disposition
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3.11.3.1 Configuration
During the deployment process, Motorola Solutions will configure CommandCentral Responder with your agency’s required fields as defined by CC CAD or FLEX CAD tables, including the incident status, unit status, incident type, and various other CAD options.

3.11.3.2 Authentication and Data Security
CommandCentral Responder data is transmitted to and from mobile devices through an HTTPS connection with FIPS 140-2 Transport Layer Security (TLS) v1.2 encryption to protect from unauthorized access. To access the system, a user must present multiple authentication factors to CommandCentral Identity Management. All user requests and other user data are protected by Azure Government services.

3.11.4 Situational Awareness
The Flex Subscription Offer includes a secure and
interoperable solution for public safety agencies to
speed response times by sharing data, automating
workflows, and more effectively collaborating across
jurisdictions and on different CAD systems. Using AI
to enhance situational awareness, this software
solution gives 9-1-1 dispatchers, first responders,
and relevant emergency service agencies the
information they need to respond more effectively
and cohesively to critical incidents.

In moments of crisis, whether it be a mental health
situation, an active assailant, or a weather emergency, there are many moving parts and often a deluge of incoming information. With an intuitive user interface that shows automated alerts, map locations, task assignments, and situational updates, the situational awareness solution allows you to give advance notice, allocate resources, and communicate better with the key leaders in your organization.

Tools that enhance agency responses include:

3.11.4.1 Proximity Alerts
Key data from an ongoing event, including locations indicated on an interactive map, are used to automate critical notifications and quickly get the right information to the right people.

3.11.4.2 Complex Event Management
During complex situations that require coordinated effort across multiple agencies or jurisdictions, an incident can automatically trigger a dedicated collaborative event, assign tasks for your team to complete, and offer easy mechanisms for tracking progress and updates.

3.11.4.3 Cross Agency Visibility
Sharing CAD data with neighboring organizations enables both jurisdictions to see events and updates in real time, allowing both teams to give a faster response, and increasing situational awareness across jurisdictions.
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By sharing relevant information and improving workflows, the situational awareness solution offers the following benefits to your team:

Increased situational awareness for incidents across jurisdictions, such as a multi-alarm fire, major interstate crash, active string of crimes, severe weather, active pursuit of wanted person, missing person search, and more.

Improved officer safety through effective dispatch workflows and automatic notifications.

Reduced opportunities for human errors thanks to configured tools such as task assignment, reminders, and checklists, as well as an easy flow of communication that decreases the number of calls to transfer.

Best-in-class speed, deliverability, and reliability of notifications via SMS, voice, email, or applications based on automated rules leveraging any elements in the CAD incident data.

Support for expanded or alternate dispatch workflows, including for mental health or domestic violence incidents.

Lower total cost of ownership with cloud-based hosting and a single secure connection to a data hub.

3.11.5 Public | Private Incident Collaboration
The Flex Subscription Offer includes a crisis management platform that supports your team’s communication and collaboration, whether in routine situations or emergencies.

Within the incident collaboration functionality included, it is easy to establish clear responsibilities, immediately assign critical tasks, and provide event-specific materials to ensure procedures are being followed. Responses and actions are automatically recorded and tracked to confirm that the appropriate steps are being taken.

Benefits of incident collaboration include:

3.11.5.1 Increased coordination between team members
From a single screen, users can see their own tasks as well as what has been assigned to others.

Team members are connected and can address situations with a planned strategy, making coordinated decisions in real time as actions and tasks are accomplished.

3.11.5.2 Greater situational awareness for all personnel Notes, status reports, and next steps are immediately visible. From the onset of an event through the all-clear signal, your organization’s leadership and responsible personnel are current from one moment to the next.

3.11.5.3 Faster response times in moments of emergency
Incident collaboration provides a clear list of tasks and responsibilities, templates for all types of scenarios, and an easy mechanism to record and share actions taken. Teams are prepared to act quickly during the initial critical moments of an incident as first responders arrive. 480
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3.11.5.4 Automatic record of events and response sequence A detailed timeline records all actions taken during routine situations or unexpected emergencies, providing your staff with the information they need to complete reports, communicate about outcomes, and improve response strategies for the future.

Incident collaboration helps your organization to be prepared for all possible scenarios. Team members quickly share critical data, send notifications, and coordinate a response to make sure every task is completed.

3.11.6 Agency Alerting
The Flex Subscription Offer includes a reliable, easy-to-use solution for sending mass notifications or targeted messages to your organization. This cloud-based, customizable platform supports both emergency communications and everyday operational messages for a defined audience.

3.11.6.1 Quick and Reliable Messaging
Whether for a planned event or an unforeseen emergency, agency alerting offers your administrators an intuitive interface and customizable templates that guarantee immediate and accurate messaging to the appropriate users. Instant notifications via all channels – text, voice, and email – helps to expand your reach for mass notifications.

3.11.6.2 Enhanced Internal Coordination
Using an intuitive database that administrators can easily manage and update, agency alerting helps to bolster the coordination of groups by location, department, or other criteria that you choose.

Administrators can customize their interface, provide updates to internal users, and receive immediate reports on alert success and delivery rates.

3.11.7 Assist Map
Assist Map offers a unified mapping interface, powered by ESRI, to display resource and event locations and alerts. Users can view all location-based data on the map display. The Assist Map also includes access to the following:
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• Custom Map Layers - Add your custom map layers from ArcGIS, Mapbox or GeoServer. • Data Layer Panel – Show or hide data and custom map layers to refine the map view. • Event Detail Display – View details associated with each event on the map. • Incident Recreation – Replay a timelapse of mapped events over a set period of time for up to 90 days. This history can be exported and viewed in Google Earth or ESRI ArcGIS Pro. • Traffic and Weather - Overlay real-time traffic data and a weather radar map layer. • Building Floor Plans - Enhance your map view with the addition of static indoor floor plans. • Collaborative Drawing Tools - Draw and save polygons, polylines and points onto the map to support planning for pre-planned events and provide tactical awareness during a real-time incident response. Annotations are visible by all users as a data layer. • Zones of Interest - Create geofences that geographically filter information in a defined area. • Directed Patrol Alerts - Specify geographic areas, set alerts and define rules for resources to enter and remain in for a user-determined period of time. • Unit Management - From CommandCentral Admin, affiliate various resources into a single unit that can be named and intelligently tracked based on data from all affiliated resources. • Modules:
- Esri-based Unified Map
- CAD-Like Configurable Event Monitor
- Workflow Automation Rules Engine
• Integrations:
- VESTA 9-1-1 - Call locations and details
- CommandCentral, PremierOne or Flex CAD – Incident locations and details as well as unit location, status and detail (if enabled within CAD system) - Rave Mobile Safety Panic Button – Panic alert locations and details - Rave Alert - Receive location-based alerts on the map for immediate awareness of high- priority events.
- Facility Profiles - Access critical property, building and campus information - Smart911® - Access critical person information, including health and emergency contact information.
- NOTE: Smart911 must be purchased separately. If customer has Smart911, they will have access to Smart911 through the Assist map.
• Share critical incident data with jurisdictional partners and stakeholders outside of CAD such as Emergency Management, DOT, and other extended response teams via configurable rules Proximity Alerts - based on event and location, automate critical notifications and quickly get the right information to the right people. Common use cases include soft target protection like schools and government facilities.

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Section 4
Flex Records Management
System Solution Description

4.1 Records Management System (RMS)
Flex’s Law Records Management System consolidates all law incident records into one database, providing easy-to-generate incident and case management reports. Each record has information associated with the name, incident number, property, item, and vehicle involved. Agencies can track complaints, victims, offenders, suspects, witnesses, evidence, vandalism, arson, vehicles, or stolen and recovered property for criminal and non-criminal incidents.

4.1.1 Accurate Reports
Users can easily clarify department initiatives and document progress by developing preformatted reports or configuring ad hoc reports for:
• Crime analysis
• Presentation
• Archiving
Agencies can also compile detailed summaries and activity information for submitting UCR reports as necessary.

4.1.2 Detailed Case Management
Agencies have the ability to track cases from beginning to end by following detailed status information.

Flex’s case management feature uses Involvements® to link information on all persons, property, and vehicles associated with a case.

4.1.3 Dispatch Integration
Flex’s integrated solutions ensure rapid and consistent data entry. The RMS module is linked directly with Flex CAD, which allows the software to automatically transfer appropriate information from calls to related incidents.

4.1.4 Advanced Security and Intelligence
Administrators can protect data integrity with flexible security features that allow users to secure privileged information. The Flex system allows agencies to store an unlimited amount of data regarding the following characteristics of individuals or groups:
• Hangouts
• Associates
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• Vehicles
• Employment
• Activities

4.1.5 Organized Dissemination
The system provides information accountability by tracking all information disseminated through the RMS module. Users can record the full text of the disseminated information, and create a link to the name record of the party receiving the information.

4.1.6 Automatic Visual Alerts
Agencies improve investigator and officer safety with alerts that indicate dangerous, wanted, or missing persons. Once an alert is attached to a record, Flex’s integration populates the alert wherever the record exists.
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4.2 Incident-Based Reporting (IBR)
The Flex system enables the agency to easily compile detailed crime summary and activity information such as offenses, arrests, and law incidents for submitting IBR reports that meet state and federal standards. The software automatically retrieves information from the system upon data entry, eliminating manual efforts to create these reports. This retrieval enables the system to produce audit reports that verify the accuracy of reported data. Additionally, Flex holds state reporting certification and offers an integrated National Crime Information Center (NCIC) interface that aids in required report submissions.
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4.3 Evidence Management
Flex’s Evidence Management module simplifies evidence tracking, allowing each agency to maintain a complete and accurate chain of custody for every piece of evidence. The Evidence Management module records changes in the location, status, and custodian of evidence, providing a detailed history from reception to release, or disposal of the item.

4.3.1 Complete Evidence History
Users can automatically track modifications to evidence records from processing, through lab analysis and court appearances, to the release or disposal of the item.

4.3.2 Evidence Reporting
The system enables users to maintain optimal awareness and accountability of evidence and its status.

Users can generate reports that show evidence custody, create barcodes for any code table, and show the location of evidence. Some of the reporting tools include:
• The Case Closed Evidence List Report
• The Generate Barcode List Report
• Evidence Location Summary Report
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4.3.3 Detailed Evidence Data
The Flex solution facilitates efficient entry, adding, modifying, and searching for records within the screen. Using the Evidence Management screen, users can manage:
• Property item
• Storage location
• Identification number
• Activities associated with the item
• Comments

4.3.4 Interface Features
Flex’s optional Evidence Barcode & Audit Interface module enables users to manage the evidence room in minutes and saves hours of personnel time. The interface’s barcoding functionality allows for simplified data entry, precise labeling, and hand-held auditing of storage locations. Participating agencies can easily inventory and audit evidence using a handheld barcode reader to check data against the Evidence Management table for discrepancies in the item location.

4.4 Pin Mapping
The system’s Pin Mapping module provides investigators with accurate and timely data they can use to analyze incidents and crime trends. Thorough crime investigations are supported with powerful searching capabilities that allow users to access critical information for effective decision-making, rapid deployment tactics, and prompt assessments.

4.4.1 Powerful Mapping Options
Flex’s comprehensive toolbar enables users to identify trends and ensure address consistency through a comprehensive database of street and address information. Users can:
• View different map layers
• Change the color, size, and type of points
• Restrict or show all incidents on the map
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4.4.2 Efficient Analysis
The Pin Mapping module enhances investigative needs by allowing agencies to access any piece of data, record, or a combination of fields from any point on the map.

4.5 Offender Tracking
Flex’s Offender Tracking module enables agencies to track critical information on various types of offenders. This enhances personnel and community safety by providing situational awareness of offenders within the agency’s jurisdiction.

4.6 Licenses and Permits
The Flex Licenses and Permits module enables users to effectively manage a variety of certifications.

These range from animal and bicycle licenses to weapon and fire permits. The agency can track information such as expiration dates, fees, payments, and adjustments. Users can also print permits, receipts, mailing labels, and reports.

4.6.1 Detailed Information
Our comprehensive module will allow the agency to track detailed data, ensuring users have access to the information they need. For example, users can quickly view a permit’s status, effective date, permit holder, permit type, and any relevant contact persons. From an additional detail screen, users can also track information relevant to the type of permit, such as model, size, breed, item value, etc. 488
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4.6.2 Integration with Law Records
The Licenses and Permits module helps investigators solve crimes through integration with the Flex RMS module. For example, users can easily view the permit record and owner name of any weapon used in a law incident—directly from the law incident record. Ready access to this information keeps officers informed, increasing safety and reducing potential agency liabilities.

4.7 Traffic Information
Our Traffic Information module delivers consistent, accurate data for shaping sound traffic safety policies and procedures. The software monitors activity on your roadways and generates quantifiable reports for traffic management. The following are key features of this powerful tool:
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4.7.1 Citations and Warnings
Users can easily access citation and warning data. Full integration allows the agency to create a new name and vehicle record for a new contact, or link an existing name and vehicle while creating a citation or warning. They can also track:
• Offense
• Name information
• Vehicle description
• Citation dispositions
• Bail and/or fine collections

4.7.2 Traffic Reporting
This feature quickly turns data into comprehensive information. Users can view several preformatted reports and a full snapshot of warning and citation activity from the traffic reports menu. It also provides:
• Demographic analysis
• Accident summary reports

4.7.3 Imaging Integration
Utilizing Flex’s optional Imaging module, users can attach photos to any record for quick reference during an investigation. The agency can capture and archive high-quality digital photos from accident scenes. Additionally, they can print or copy and paste images in a report. Users can attach multiple images to each vehicle record.

4.7.4 Powerful Searching
System integration enables users to search multiple record sources at once, providing detailed information on vehicles or persons involved in the same traffic accident or citation.

4.8 Vehicle Impound
Agencies can keep accurate, detailed records of all vehicles that are impounded, released from impound, or sold. Agencies can also record information for the vehicle, owner, driver, impound circumstances, and sale of the vehicle.
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4.8.1 Detailed Impound Records
Users can track the status and location of an impounded vehicle, or enter the sale date and price directly from the module. A Vehicle Impound record can be added for every vehicle that captures detailed information such as:
• Owner
• Driver
• Vehicle
• Lien holder

4.8.2 Accurate Fee Management
Agencies can track all impound, towing, and storage fee transactions associated with an impounded vehicle. The module instantly calculates storage costs for each day the vehicle has been impounded. 491
Visalia Police Department December 4, 2025
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When users enter a fee record, the balance due and total storage charges are also automatically displayed.

4.8.3 Automated Sales Tracking
Users can track and record the sale of impounded vehicles in the system, and monitor detailed sale information. When a vehicle has been marked as sold, the module automatically stops all charges and fees.

4.8.4 Vehicle Reports
The Vehicle Impound module condenses information into concise, easy-to-read reports. Report options include:
• Vehicle inventory status and summary
• Sale list
• Charges and payments
• Invalid VINs
The system also produces Preformatted Impound and Intent to Sell Notifications, making it easy for owners, lien holders, and other responsible parties to be notified of impounds and intentions to sell.

4.8.5 Vehicle Involvements
The Vehicle Impound module automatically creates involvements that link data associated with vehicle and impound records. Users can view:
• Record relationships
• Reported incident
• Record add date

4.9 Pawned Property
The Flex Pawned Property module is essential to helping agencies track, maintain, and report on pawn shops and their detailed pawn activities. Monitoring and maintaining an accurate trail of individual pawned items is easy with automatic, electronic pawn shop data submission. By linking pawned items to names, vehicles, property, and other pertinent data, this investigative source can assist law enforcement in locating stolen property.
492
Visalia Police Department December 4, 2025
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4.9.1 Investigation Assistance
Pawned items added to an agency’s database are automatically linked to name and property records throughout other Flex applications. These records are helpful during investigations, especially if the item is reported stolen or linked to a law incident.

4.9.2 Pawn Shop Information
The Pawned Property module can quickly locate pawn shop addresses, phone numbers, owners, and other pieces of information. Users can also search for detailed information about each shop in the agency’s jurisdiction.

4.9.3 Pawn Activity Tracking
This module streamlines pawn activity tracking and gives agencies full-spectrum situational awareness of pawn activities. Users can maintain a complete record of pawn shop activities, including:
493
Visalia Police Department December 4, 2025
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• Site visits
• Pawn shop inspections
• Stolen item pick-up
Agencies can also reference information with greater accuracy by recording a brief description of the activity, along with the following information:
• Law incident number
• Request
• Evidence number

4.9.4 Preformatted Reports
The Pawned Property module features an extensive reports menu to help compile system information into comprehensive, easy-to-read reports that maximize efficiency. Users can print reports that identify frequent pawners, or determine recovery rates for stolen items. The reports menu can also help agencies organize and share collected data.

4.10 Personnel Management
The Personnel Management module enables comprehensive employee management. Agencies can store, retrieve, and manage detailed employee information including special skills, medical history, training and certification, positions, attendance, activities, leave time, and overtime. The module also accurately accounts for administrative activities such as commendations and disciplinary actions. The following highlights a few of the system’s advanced features that help to simplify personnel management.

4.10.1 Special Skills and CAD Integration
Dispatchers can send the best personnel to a given call by using the Personnel Skill screen to reference any employee’s special job skills. Job skills can include foreign language fluency, CPR certifications, or explosives expertise.

4.10.2 Detailed Employee Information
A detailed record for each employee provides users with the ability to efficiently track and update general information, such as the employee’s name, address, division, status, and Social Security Number.
494
Visalia Police Department December 4, 2025
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4.10.3 Personnel Reports
Users can generate easy-to-view personnel reports from a comprehensive menu of options including:
• Identification numbers.
• Medical events summaries.
• Administrative events summaries.
• Pay status and payroll reports.
• Training reports.
• Leave requests.
• Position status and demographics reports.
• Workload reports.

4.10.4 Training Information
Ensure that personnel are equipped with the training to do their jobs safely by monitoring their training portfolios. The system enables users to update and monitor the following training data for individual employees:
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Visalia Police Department December 4, 2025
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• Type of training completed.
• Dates and locations.
• Cost.
• Credit earned.

4.10.5 Medical History
The Medical Event detail screen can be used to track employee medical events that occur before and during employment. Detailed records of employee medical history including blood type, allergies, insurance information, and physical information are stored in the system.

4.10.6 Attendance and Workload Management
Employees can easily enter work activity information into the Employee Workload screen. For each activity performed, employees can enter work dates, start and end times, activity and location codes, a reference number, and comments.
496
Visalia Police Department December 4, 2025
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4.11 Equipment Maintenance
Flex’s Equipment Maintenance module enables agencies to save money and maintain accountability of equipment by tracking the purchase, condition, location, history, repair, and maintenance of department equipment. This module offers many useful tracking features, a few of which are highlighted below.

4.11.1 Equipment Tracking
Users can add a record for each piece of equipment that the agency wants to track. The agency can then enter the name and quantity of an item, related purchase information, maintenance history, scheduled maintenance, and status history.

4.11.2 Scheduled Maintenance
Flex allows agencies to schedule equipment maintenance to ensure equipment is continually available and operating properly for personnel. Users can track a variety of information including maintenance dates and codes, assigned technicians, estimates, and other pertinent items.

4.11.3 Repair and Maintenance Log
By tracking equipment maintenance, the agency can also ensure the safety of personnel and avoid potential liabilities caused by failures. Users can track and analyze completed repairs and maintenance in order to calculate each agency’s operating costs and the value of the agency’s equipment. 497
Visalia Police Department December 4, 2025
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4.11.4 Pre-formatted Reports
Users can efficiently compile system information into full, easy-to-read reports. Some options include equipment inventory, schedule and maintenance summaries, item status, and parts used.

4.11.5 Equipment and CAD Integration
Dispatchers can locate an agency’s resource items in the CAD module. When a dispatcher enters the Resource Inquiry (RI) command in the CAD Status screen, the software searches the Equipment screen to find agency-owned items that match the search criteria.

4.11.6 Equipment and Fleet Integration
The system links the Equipment and Fleet Maintenance modules so users can conveniently find and add agency vehicle information from the Equipment screen.

4.12 Fleet Maintenance
Flex’s Fleet Maintenance module allows agencies to regulate and preserve vehicle resources, accurately determine fleet costs, and determine ongoing budgeting details. Users can log licensing, maintenance, repair, mileage, fuel consumption, identification, and unit assignment information for all fleet vehicles. A few of the system’s features that help effectively manage fleet resources are described below.
498
Visalia Police Department December 4, 2025
Motorola Flex Software Flex Plus Subscription
Flex Records Management System Solution Description

Use or disclosure of this proposal is subject to the restrictions on the cover page.

Motorola Solutions Confidential Restricted