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2017 Oct 17 - CC PACKET AGENDA LiLSEGUIN 04, ] EL SEGUNDO CITY COUNCIL mow" COUNCIL CHAMBERS - 350 Main Street •c[liTEllNIi�L• nsr-xosr The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items. Any writings or documents given to a majority of the City Council regarding any matter on this agenda that the City received after issuing the agenda packet are available for public inspection in the City Clerk's office during normal business hours. Such Documents may also be posted on the City's website at www.elsegundo.org and additional copies will be available at the City Council meeting. Unless otherwise noted in the Agenda, the Public can only comment on City-related business that is within the jurisdiction of the City Council and/or items listed on the Agenda during the Public Communications portions of the Meeting. Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5) minutes per person. Before speaking to the City Council, please come to the podium and state: Your name and residence and the organization you represent, if desired. Please respect the time limits. Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2:00 p.m. the prior Tuesday). The request must include a brief general description of the business to be transacted or discussed at the meeting. Playing of video tapes or use of visual aids may be permitted during meetings if they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five (5) minutes in length. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk, 524-2305. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, OCTOBER 17, 2017 — 5:00 PM 5:00 P.M. SESSION CALL TO ORDER ROLL CALL PUBLIC COMMUNICATION — (Related to Citv Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of$50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of$250. SPECIAL ORDER OF BUSINESS: 1 1 CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seq.) for the purposes of conferring with the City's Real Property Negotiator; and/or conferring with the City Attorney on potential and/or existing litigation; and/or discussing matters covered under Government Code Section §54957 (Personnel); and/or conferring with the City's Labor Negotiators; as follows: CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(d)(1): -0- matters CONFERENCE WITH LEGAL COUNSEL —ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(d)(2): -0- matters. Initiation of litigation pursuant to Government Code §54956.9 (d)(4): -1- matters. DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -2- matters 1. Public Employee Performance Evaluation Title: City Manager 2. Public Employee Performance Evaluation Title: City Attorney APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957): -0- matter PUBLIC EMPLOYMENT (Gov't Code § 54957) -0- matter 2 2 CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -4- matters 1. Employee Organizations: Police Management Association; Supervisory and Professional Employees Association; City Employees Association and Fire Fighters Association. Agency Designated Representative: Labor Negotiator, Irma Rodriquez Moisa and City Manager, Greg Carpenter CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matters 3 3 AGENDA ELSIGUNQUI EL SEGUNDO CITY COUNCIL COUNCIL CHAMBERS - 350 Main Street 1-[: Ckrrtkk �n!- A�r- 95, The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items. Any writings or documents given to a majority of the City Council regarding any matter on this agenda that the City received after issuing the agenda packet, are available for public inspection in the City Clerk's office during normal business hours. Such Documents may also be posted on the City's website at www.elsegundo.org and additional copies will be available at the City Council meeting. Unless otherwise noted in the Agenda, the Public can only comment on City-related business that is within the jurisdiction of the City Council and/or items listed on the Agenda during the Public Communications portions of the Meeting. Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item. The time limit for comments is five (5) minutes per person. Before speaking to the City Council, please come to the podium and state: Your name and residence and the organization you represent, if desired. Please respect the time limits. Members of the Public may place items on the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2:00 p.m. the prior Tuesday). The request must include a brief general description of the business to be transacted or discussed at the meeting. Playing of video tapes or use of visual aids may be permitted during meetings if they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five (5) minutes in length. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk, 524-2305. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, OCTOBER 17, 2017 - 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER INVOCATION — Rev. Dina Ferguson, St. Michael Episcopal Church PLEDGE OF ALLEGIANCE — Mayor Pro Tem Boyles 4 4 PRESENTATIONS a) Proclamation — National Bullying Prevention Month ROLL CALL PUBLIC COMMUNICATIONS — (Related to Citv Business Onlv — 5 minute limit per person, 30 minute limit total) Individuals who have received value of$50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of$250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The Council will respond to comments after Public Communications is closed. CITY COUNCIL COMMENTS — (Related to Public Communications) A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. Recommendation — Approval. B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING) C. UNFINISHED BUSINESS D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS E. CONSENT AGENDA All items listed are to be adopted by one motion without discussion and passed unanimously. If a call for discussion of an item is made, the item(s) will be considered individually under the next heading of business. 5 5 1. Warrant Numbers 3018305 through 3018514 and 9000091 through 9000128 on Register No. 1 in the total amount of $1,897,617.47 and Wire Transfers from 9/25/17 through 10/08/17 in the total amount of $1,971,782.69. Recommendation — Approve Warrant Demand Register and authorize staff to release. Ratify Payroll and Employee Benefit checks; checks released early due to contracts or agreement; emergency disbursements and/or adjustments; and wire transfers. 2. Special City Council Meeting Minutes of September 27, 2017 and Regular City Council Meeting Minutes of October 3, 2017. Recommendation —Approval 3. Consideration and possible action to accept as complete the Pavement Resurfacing of East Imperial Highway in the City of EI Segundo between Sepulveda Blvd. and Aviation Blvd., Project No. PW 16-10. (Fiscal Impact: $799,130.67) Recommendation — 1) Accept the work performed by Sialic Contracting Corporation dba Shawnan for Pavement Resurfacing of East Imperial Highway in the City of EI Segundo between Sepulveda Blvd. and Aviation Blvd.; 2) Authorize the City Clerk to file a Notice of Completion in the County Recorder's Office; 3) Alternatively, discuss and take other possible action related to this item. 4. Consideration and possible action to award a standard Public Works Contract to Rojas Construction for the Construction of Americans with Disabilities Act (ADA) Sidewalk Ramps for the Community Development Block Grant Project (CDBG Project 601848-17). Project No. PW 17-21. (Fiscal Impact: $99,187.50 in CDBG grant) Recommendation — 1) Authorize the City Manager to execute a standard Public Works Contract in a form as approved by the City Attorney with Rojas Construction in the amount of $86,250 plus a 15% contingency of $12,937.50; 2) Alternatively, discuss and take other possible action related to this item. 5. Consideration and possible action to re-authorizing the fire department to purchase a new 2018 Chevy Suburban 1-ton four wheel drive command vehicle. (Fiscal Impact: $86,276.14) Recommendation — 1) Pursuant to EI Segundo City Code Section 1-7-10, waive the formal bidding process and authorize the Fire Department to piggy-back off of the National Joint Powers Alliance (NJPA) master contract for Bid Number: 2016-120716, for the purchase of a replacement command vehicle; 2) Authorize the City Manager to execute an agreement, in a form approved by the City Attorney, to purchase one 2018 Chevy Suburban 1-ton 4x4 command vehicle from National Auto Fleet Group with available equipment replacement funds; and/or 4) Alternatively, discuss and take other possible action related to this item. 6 6 6. Consideration and possible action regarding approval of Environmental Assessment No. EA-1150 and Zone Text Amendment No. ZTA 16-02 to amend sections of the EI Segundo Municipal Code (ESMC) Title 15 (Zoning) regarding signs. (Applicant: City of EI Segundo) (Fiscal Impact: None) The proposed project is statutorily exempt from further environmental review under the California Environmental Quality Act (California Public Resources Code §§21000, et seq., "CEQA") and CEQA Guidelines (14 California Code of Regulations §§15000, et seq.), because it consists only of minor revisions and clarifications to existing zoning regulations and related procedures. Recommendation — 1) Waive second reading and adopt Ordinance No. 1559 for Environmental Assessment No. EA-1150 and Zone Text Amendment No. ZTA 16-02; 2) Alternatively, discuss and take other possible action related to this item. 7. Consideration and possible action to authorize the City Manager to execute a Professional Services Agreement with CivicPlus to purchase, install and implement recreation management software for online program registration, facility booking, and administration related to programs and services offered through the Recreation and Parks Department in an amount not to exceed $35,000, and increase the amount of the current Professional Services Agreement with Prosum by $25,000 for the purposes of managing the implementation of CivicPlus. (Fiscal Impact: Not to exceed $60,000.00) Recommendation — 1) Authorize the City Manager to execute a Professional Services Agreement with CivicPlus not to exceed $35,000 to purchase, install and implement recreation management software; 2) Authorize the City Manager to amend the Professional Services Agreement with Prosum by $25,000 to assist with project management and implementation of the new software; 3) Alternatively, discuss and take other possible action related to this item. F. NEW BUSINESS 8. Consideration and possible action regarding an informational report on the quarterly update for the Strategic Work Plan and the Key Performance Indicators (KPIs) for Fiscal Year-end (FYE) September 30, 2017. (Fiscal Impact: None) Recommendation — 1) Receive and file an informational report on the Strategic Work Plan for FYE 2016-2017; 2) Receive and file an informational report on KPIs through September; 3) Alternatively, discuss and take other possible action related to this item. 7 7 9. Consideration and possible action to explore discussion of evaluating and recommending potential City of EI Segundo tax measures for the April 2018 ballot. (Fiscal Impact: varies) Recommendation — 1) City Council discuss and consider possible action to explore recommendation of City of EI Segundo tax measures on the April 2018 ballot; and/or 2) Alternatively, discuss and take other action related to this item. G. REPORTS — CITY MANAGER H. REPORTS — CITY ATTORNEY I. REPORTS — CITY CLERK J. REPORTS — CITY TREASURER K. REPORTS — CITY COUNCIL MEMBERS Council Member Brann — Council Member Pirsztuk— 10.Consideration and possible action to explore discussion of evaluating alternative uses of the $200,000 that was allocated in the Fiscal Year (FY) 2017-18 budget for Golf Course lighting at the Lakes Golf Course. (Fiscal Impact: $0) Recommendation — 1) City Council discuss and consider possible action to explore reevaluating strategic uses of the $200,000 that was allocated for Golf Course lighting at the Lakes Golf Course; 2) Alternatively, discuss and take other possible action related to this item. Council Member Dugan — Mayor Pro Tem Boyles — Mayor Fuentes — 8 8 11.Consideration and possible action related to developing a Request for Proposals to explore options for future management and/or alternatives for the future use at The Lakes at EI Segundo Golf Course, located at 400 S. Sepulveda Blvd. (Fiscal Impact: None) Recommendation — 1) Discuss and provide direction to staff on how to proceed with a Request for Proposals for The Lakes at EI Segundo; 2) Alternatively, discuss and take other possible action related to this item. PUBLIC COMMUNICATIONS — (Related to Citv Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have receive value of$50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of$250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The Council will respond to comments after Public Communications is closed. MEMORIALS — CLOSED SESSION The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et sem.) for the purposes of conferring with the City's Real Property Negotiator; and/or conferring with the City Attorney on potential and/or existing litigation; and/or discussing matters covered under Government Code Section §54957 (Personnel); and/or conferring with the City's Labor Negotiators. REPORT OF ACTION TAKEN IN CLOSED SESSION (if required) ADJOURNMENT POSTED: DATE; TIME: NAME;/ 9 9 3 rortamatt" Onettp of Qui begunbo, Cartfomta WHEREAS, bullying is a physical, verbal, sexual, or emotional harm or intimidation intentionally directed at a person or group of people;and WHEREAS, bulling occurs in neighborhoods, playgrounds, school,and through technology, such as the Internet and cell phone; and WHEREAS, various researchers have concluded that bullying is the most common form of violence, affecting millions of American children and adolescents annually; and WHEREAS, thousands of children and adolescents are affected by bullying annually in our community; and WHEREAS, targets of bullying are more likely to acquire physical,emotional,and learning problems and students who are repeatedly bullied often fear such activities as riding the bus, going to school and attending community activities; and WHEREAS, children who bully are at greater risks of engaging in more serious violent behaviors;and WHEREAS, children who witness bullying often feel less secure, more fearful and intimated. HOW, THEREFORE, the Mayor and Members of the City Council of the City of EI Segundo, California, hereby proclaim the month of October,2017 KHationai Bullying Prevention Month* and encourage all schools, students, parents, recreation programs, religious institutions and the community to engage in a variety of awareness and preventions activities designed to mal2e our communities safer for all children and adolescents. F[LUGUNDO •CC k7CH H FXi• 1a.f-;1111 Mayor Suzanne Fuentes Mayor Pro Tem Drew BoyCes Counci(WemberJKichae[ ugan Councif911emberCarol(Pirsztuk Counci[WemberDr. Don �-ann CITY OF EL SEGUNDO WARRANTS TOTALS BY FUND 3018305 _ 3018514 DATE OF APPROVAL: AS OF OCTOBER 17,2017 REGISTER N 1 9000091 " 9000128 001 GENERAL FUND 459,572.61 104 TRAFFIC SAFETY FUND - 106 STATE GAS TAX FUND 108 ASSOCIATED RECREATION ACTIVITIES FUND 109 ASSET FORFEITURE FUND 111 COMM.DEVEL.BLOCK GRANT 112 PROP"A"TRANSPORTATION 466.14 114 PROP"C"TRANSPORTATION - 115 AIR QUALITY INVESTMENT PROGRAM 116 HOME SOUND INSTALLATION FUND 231 13 117 HYPERION MITIGATION FUND 422.21 118 TDA ARTICLE 3-SS 821 BIKEWAY FUND - 119 MTA GRANT - 121 FEMA - 120 C.O.P.S.FUND 2.52 122 L.A.W.A.FUND - 123 PSAF PROPERTY TAX PUBLIC SAFETY 202 ASSESSMENT DISTRICT 873 301 CAPITAL IMPROVEMENT FUND 240,045.22 302 INFRASTRUCTURE REPLACEMENT FUND - 405 FACILITIES MAINTENANCE 5,992.70 501 WATER UTILITY FUND 153,790.54 502 WASTEWATER FUND 542,712 34 503 GOLF COURSE FUND 7,128.50 601 EQUIPMENT REPLACEMENT 406,796.72 602 LIABILITY INSURANCE 6,719.34 603 WORKERS COMP.RESERVEIINSURANCE 74.12 701 RETIRED EMP.INSURANCE 859.14 702 EXPENDABLE TRUST FUND-DEVELOPER FEES 52,631.98 703 EXPENDABLE TRUST FUND-OTHER 5,243.00 708 OUTSIDE SERVICES TRUST TOTAL WARRANTS $ 1.897,617.47 STATE OF CALIFORNIA COUNTY OF LOS ANGELES v L Information on actual expenditures is available in the Director of Finance's office in the City of EI Segundo- certify as to the accuracy of the Demands and the availability of fund for payment thereof. For Approval:Regular checks held for City council authorization to release. CODES: VOID CHECKS DUE T9 ALIGNMENT: NIA R= Computer generated checks for all non-emergency/urgency payments for materials,supplies and services in support of City Operations VOID CHECKS DUE TO INCORRECT CHECK DATE: For Ratification: A= Payroll and Employee Benefit checks VOID CHECKS DUE TO COMPUTER SOFTWARE ERRi)R: B-F= Computer generated Early Release disbursements and/or adjustments approved by the City Manager Such as:payments for utility services,petty cash and employee travel expense NOTES reimbursements,various refunds,contract employee services consistent with current contractual agreements,instances where prompt payment discounts can be obtained or late payment penalties can be avoided or when a situation arises that the City Manager approves H= Handwrillen Rel a disb mems andfor adp.kstmenis approved by the City Manager. FINANCE DIRECTOR Ew CITY MANAGER DATE: 10–lo- 11— DATE: amh (f J CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 9/25/17 THROUGH 10/8/17 _ Date Pavea Descri0ion 9/25/2017 IRS 259,771.16 Federal 941 Deposit 9/25/2017 Employment Development 52,908.15 State PIT Withholding 9/25/2017 Employment Development 3,565.09 State SDI payment 9/27/2017 Cal Pers 4,888.78 EFT Retirement Safety-Fire-PEPRA New 25020 9/27/2017 Cal Pers 4,596.20 EFT Retirement Safety-Police-PEPRA New 25021 9/27/2017 Cal Pers 21,521.15 EFT Retirement Misc- PEPRA New 26013 9/27/2017 Cal Pers 51,201.67 EFT Retirement Misc-Classic 27 9/27/2017 Cal Pers 70,470.39 EFT Retirement Safety Police Classic- 1st Tier 28 .;/2 /GV I/ ocll PCI Z) -34,I 13.00 EFT RCUICIIIC i Sai'viy Flit-01d,51G 30100 9/27/2017 Cal Pers 3,729.77 EFT Retirement Sfty Police Classic-2nd Tier 30169 9/29/2017 Health Comp 814.62 Weekly claims 10/4/2017 US Bank-Trust Acct 158,000.00 FY 17-18 PARS Contribution 10/4/2017 Cal Pers 578,992.00 Lump sum Unfunded Acc'd Liab-Misc. Plan 27 10115/2017 Cal Pers 11,849.00 Lump sum Unfunded Acc'd Liab-Safety Plan 30169 10/5/2017 Cal Pers 8,687.00 Lump sum Unfunded Acc'd Liab-Safety Plan 25021 10/6/2017 Health Comp 424.81 Weekly claims 10/6/2017 Cal Pers 474,513.21 EFT Health Insurance Payment 10/6/2017 Joint Council of Teamsters 4,545.00 Vision Insurance payment 10/6/2017 Manufacturers &Traders 37,857.16 457 payment Vantagepoint 10/6/2017 Manufacturers &Traders 527.31 IRA payment Vantagepoint 10/6/2017 Nationwide NRS EFT 79,991.50 EFT 457 payment 10/6/2017 State of CA EFT 2,921.71 EFT Child support payment 9/28/2017 Lane Donovan Golf Ptr 20,640.83 Payroll Transfer 9/18/17-9/24/17 Workers Comp Activity 14,166.05 SCRMA checks issued 9/25/17-10/1/17 Workers Comp Activity 10,904.33 SCRMA checks issued 9/18/17-9/24/17 Liability Trust- Claims 3,526.03 Claim checks issued 9/25/17-10/1/17 Liability Trust-Claims 0.00 Claim checks issued 9/18/17-9/24/17 Retiree Health Insurance 0.00 Health Reimbursment checks issued 9/25/17-10/1/17 Retiree Health Insurance 36,054.09 Health Reimbursment checks issued 1,971,782.69 DATE OF RATIFICATION: 10/5/17 TOTAL PAYMENTS BY WIRE: 1,971,782.69 Certified as to the accuracy of the wire transfers by: Deputy City Treasurer II f Dat4 Direc r f ce Date 1516-)7 City Date Information on actual expenditures is available in the City Treasurer's Office of the City of EI Segundo. PACity Treasurer\Wire Transfers\Wire Transfers 10-01-16 to 9-30-17 1040017 1/1 SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL WEDNESDAY, SEPTEMBER 27, 2017 —4:30 PM (CLOSED SESSION) 4:30 P.M. SESSION CALL TO ORDER — Mayor Fuentes at 4:33 PM ROLL CALL Mayor Fuentes - Present Mayor Pro Tem Boyles - Present Council Member Dugan - Present Council Member Brann - Present Council Member Pirsztuk - Present PUBLIC COMMUNICATION — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) None Mayor Fuentes announced that Council would be meeting in closed session pursuant to the items listed on the Agenda. CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seq.) for the purposes of conferring with the City's Real Property Negotiator; and/or conferring with the City Attorney on potential and/or existing litigation; and/or discussing matters covered under Government Code Section §54957 (Personnel); and/or conferring with the City's Labor Negotiators; as follows: CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -7- matters 1. Employee Organizations: Police Management Association; Police Officers Association; Police Support Services Employees Association; Fire Fighters Association; Supervisory and Professional Employees Association; City Employees Association and Executive & Management Confidential Employees Agency Designated Representative: Labor Negotiator, Irma Rodriquez Moisa and City Manager, Greg Carpenter ADJOURNMENT at 6:05 PM Tracy Weaver, City Clerk 2 13 MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, OCTOBER 3, 2017 — 5:00 PM 5:00 P.M. SESSION CALL TO ORDER— Mayor Fuentes at 5:00 PM ROLL CALL Mayor Fuentes - Present Mayor Pro Tem Boyles - Present Council Member Dugan - Present Council Member Brann - Present Council Member Pirsztuk - Present PUBLIC COMMUNICATION — (Related to City Business Only— 5 minute limit per person, 30 minute limit total) None SPECIAL ORDER OF BUSINESS: Mayor Fuentes announced that Council would be meeting in closed session pursuant to the items listed on the Agenda. CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seq.) for the purposes of conferring with the City's Real Property Negotiator; and/or conferring with the City Attorney on potential and/or existing litigation; and/or discussing matters covered under Government Code Section §54957 (Personnel); and/or conferring with the City's Labor Negotiators; as follows: CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956.9(d)(1): -0- matters CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956.9(d)(2): -0- matters. Initiation of litigation pursuant to Government Code §54956.9 (d)(4): -1- matters. MINUTES OF THE REGULAR COUNCIL MEETING OCTOBER 3,2017 PAGE NO. 1 14 DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -2- matters 1. Public Employee Performance Evaluation Title: City Manager 2. Public Employee Performance Evaluation Title: City Attorney APPOINTMENT OF PUBLIC EMPLOYEE (Gov't. Code § 54957): -0- matter PUBLIC EMPLOYMENT (Gov't Code § 54957) -0- matter CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957.6): -4- matters 1. Employee Organizations: Police Management Association; Supervisory and Professional Employees Association; City Employees Association and Fire Fighters Association. Agency Designated Representative: Labor Negotiator, Irma Rodriquez Moisa and City Manager, Greg Carpenter CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956.8): -0- matters Adjourned at 5:50 PM MINUTES OF THE REGULAR COUNCIL MEETING OCTOBER 3,2017 PAGE NO.2 15 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, OCTOBER 3, 2017 - 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER — Mayor Fuentes at 7:00 PM INVOCATION — Pastor Rob McKenna —The Bridge Church PLEDGE OF ALLEGIANCE — Council Member Brann PRESENTATIONS a) Presentation — Police Chief Whalen introduced our newest Police Sergeant, Ryan Danowitz b) Proclamation read by Mayor Fuentes and presented to Fire Chief Donovan in honor of Fire Prevention Week and Poster Contest, October 8 — October 14, 2017. c) Presentation — Fire Chief Donovan introduced the City's three new firefighters; Chase Long, Jesse Marin and Victor Morales, Environmental Safety Manager. ROLL CALL Mayor Fuentes - Present Mayor Pro Tem Boyles - Present Council Member Dugan - Present Council Member Brann - Present Council Member Pirsztuk - Present PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Waylon Ediem, resident, spoke regarding the condition of our skate park at the Teen Center. Chris Ediem, resident, regarding the condition of our skate park at the Teen Center and mentioned he has engaged a skate park designer and would like to begin fundraising efforts for a new skate park. Eric Spohn, owner of Spohn Ranch, Inc, designer of skate parks, spoke regarding the City's skate park at the Teen Center and educated the Council on skates of today. Chris Calloway, TopGolf Chief Development Officer, spoke concerning item #C2 and wishes a continuance on the item. Ron Swanson, resident, commented on item #C2 and would like to see the item continued until the next meeting to give Mr. Lundquist time to negotiate with CenterCal and TopGolf and mentioned he would like the Mayor to report on her trip to China. Hayden Valdez, in favor of a new skate park at the Teen Center. MINUTES OF THE REGULAR COUNCIL MEETING OCTOBER 3,2017 PAGE NO.3 16 Lucas Glastetter, resident, Youth Manager with TreeMuskeeters: The Next Generation, invited the community to Make A Difference Day on Saturday, October 21, 2017 from 10:00 am — 12:00 pm at 330 W. Imperial Ave. Ryan, 11 yrs. old, resident, in favor of a new skate park at the Teen Center Dylan, 11 yrs. Old, resident, in favor of a new skate park at the Teen Center Bob Eggers, resident, commented on item #C2. Dave Atkinson, resident, in favor of item #C2, TopGolf. CITY COUNCIL COMMENTS — (Related to Public Communications) Council commended the kids on their speaking skills A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. MOTION by Council Member Dugan, SECONDED by Mayor Pro Tem Boyles to read all ordinances and resolutions on the agenda by title only. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 CONSENT AGENDA MOVED E. CONSENT AGENDA All items listed are to be adopted by one motion without discussion and passed unanimously. If a call for discussion of an item is made, the item(s) will be considered individually under the next heading of business. 5. Approve Warrant Numbers 3018103 through 3018304 and 9000090 through 9000090 on Register No. 24 in the total amount of $2,565,879.29 and Wire Transfers from 9/11/17 through 9/24/17 in the total amount of $3,351,307.77. Ratified Payroll and Employee Benefit checks; checks released early due to contracts or agreement; emergency disbursements and/or adjustments; and wire transfers. 6. Approve Regular City Council Meeting Minutes of September 5, 2017 and Regular City Council Meeting Minutes of September 19, 2017. 7, PULLED BY MAYOR PRO TEM BOYLES 8. Waive the second reading and adopt Ordinance No. 1556 approving the Development Agreement No. DA 17-01, and Zone Text Amendment No. ZTA 17- 02 for the Plaza EI Segundo development project to amend Development Agreement No. DA 03-01 (Revised and Restated Development Agreement) to expand the project size and eliminate most tenant size restrictions, amend the Commercial Center (C-4) zone to eliminate size limits for permitted uses, MINUTES OF THE REGULAR COUNCIL MEETING OCTOBER 3,2017 PAGE NO.4 17 add new permitted uses, and increase the permitted number and size of monument signs, and add a site plan review procedure and modify the conditions of approval for the original project. (Applicant: Street Retail, Inc.) (Fiscal Impact: N/A) 9. Waive the second reading and adopt Ordinance No. 1560 amending EI Segundo Municipal Code ("ESMC") Chapter 4 of Title 5 regarding Storm Water and Urban Runoff Pollution Control, in its entirety and amending ESMC Chapter 7 of Title 5 regarding Storm Water Planning and Land Development Program Implementation, in its entirety. (Applicant: City of EI Segundo) (Fiscal Impact: None) 9. Accept as complete the Police Department Kitchen Remodel and authorize the City Clerk to file a Notice of Completion in the County Recorder's Office. Project No. PW 17-07. (Fiscal Impact: $34,888.00) 10. Authorize the City Manager to enter into an agreement approved by the City Attorney with Bell Event Services for $32,203 to provide event services on October 7, 2017, as part of the Centennial Celebration event, Celebrate!, at EI Segundo High School, Main Street and Library Park. (Fiscal Impact: Centennial Celebration Sponsorship Funds not to exceed $32,000) 11. Waive the second reading and adopt Ordinance No. 1557 consolidating future stand-alone municipal elections in the City with statewide June even year elections in 2022 to comply with the California Voter Participation Rights Act (California State Senate Bill 415). (Fiscal Impact: Unknown) 12. PULLED BY COUNCIL MEMMBER BRANN 13. PULLED BY COUNCIL MEMBER BRANN MOTION by Council Member Pirsztuk, SECONDED by Mayor Pro Tem Boyles approving Consent Agenda items, 5, 6, 8, 9, 10, and 11. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 PULLED ITEMS: 7. Consideration and possible action to award a standard Public Works Contract to NoHo Constructors, in a form approved by the City Attorney, for construction of the Recreation Park Picnic Shelter, Project No. PW 16-15. Council Discussion MINUTES OF THE REGULAR COUNCIL MEETING OCTOBER 3,2017 PAGE NO.5 18 Meredith Petit, Recreation and Parks Director, answered Council questions. Council Consensus to table the item and directed staff to take the item back to the Recreation and Parks Commission for discussion. 12. Consideration and possible action to waive the second reading of Ordinance No. 1557 consolidating future stand-alone municipal elections in the City with statewide June even year elections in 2022 to comply with the California Voter Participation Rights Act (California State Senate Bill 415). (Fiscal Impact: Unknown) Council Discussion MOTION by Council Member Brann, SECONDED by Mayor Pro Tem Boyles to adopt Ordinance No. 1557. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 13. Approve ongoing professional service agreements and blanket purchase orders for FY 2017-2018 in excess of$25,000 for various departments; and possible action to waive the formal bidding process and authorize the continued purchase of various goods and services as described below. (Fiscal Impact: Included in the FY 17-18 Budget: General Fund $2,563,851.92; Asset Forfeiture Fund $13,000; Prop A Fund $30,000; Water Enterprise Fund $124,000; Wastewater (Sewer) Enterprise Fund $28,000; Golf Course Enterprise Fund $96,000; and Workers' Compensation Fund $100,100.) Recommendation - (2) Authorize the City Manager to issue a blanket purchase order to Baker & Taylor Information Services for supplying books and other library materials for not to exceed amount of $85,945 in FY 2017-2018 (General Fund - Library). (3) Authorize the City Manager to extend contract #4729 to Innovative Interfaces, Inc., Amendment No. 4729E for library computer network systems Sierra and Encore maintenance. Issuance of blanket purchase order in the amount not to exceed $44,570.92 (General Fund - Library) (8) Authorize the City Manager to extend ongoing service agreements, Amendment No. 39121, with Westchester Medical Group/Center for Heart and Health to provide annual safety employees fitness for duty and executive physical examinations not to exceed $40,000 in FY 2017-2018 (General Fund — Human Resources). (9) Authorize the City Manager to extend ongoing service agreement, Amendment No. 3882G, with York Risk Services Group to administer workers' compensation claims not to exceed $100,100 in calendar year 2018 (Workers' Compensation Fund). MINUTES OF THE REGULAR COUNCIL MEETING OCTOBER 3,20]7 PAGE NO. 6 19 (10) Authorize the EI Segundo Fire Department to waive the bidding process per EI Segundo Municipal Code §1-7-10 to purchase medical and pharmaceutical supplies, and piggyback on the City of EI Cajon's Bound Tree Medical, Inc. ("Bound Tree") Bid #005-12, and authorize issuance of a blanket purchase order to Bound Tree for medical and pharmaceutical supplies not to exceed $40,000 in FY 2017-2018 (General Fund - Fire). (11) Authorize the City Manager to amend the contract with All Cities Management Services, Inc. Amendment No. 3881 C, for ongoing services to provide crossing guard services for the EI Segundo School District not to exceed $96,336 in FY 2017-2018 (General Fund — Finance Administration (non-departmental)). (12) Authorize the issuance of a blanket purchase order to Hinderliter De Llamas & Associates (Agreement No. 3313) to provide professional services related to sales and use tax for an amount not to exceed $81,000 in FY 2017-2018 (General Fund — Finance Business Services). (13) Authorize the issuance of a blanket purchase order to Lane Donovan Partners, LLC (Agreement No. 3399) to provide management services for The Lakes Golf Course for an amount not to exceed $96,000 in FY 2017-2018 (Golf Course Enterprise Fund — Recreation & Parks). (14) Authorize the City Manager to extend Agreement No. 4096 with Landcare USA, LLC in a form approved by the City Attorney, amendment no. 4096G and issuance of a blanket purchase order to provide weekly landscape services for an amount not to exceed $181,000 in FY 2017-2018 (General Fund — Recreation & Parks). (15) Authorize staff to continue to purchase gasoline and diesel fuel for City vehicles and equipment through the use of spot market purchasing in an amount not to exceed $315,000 in FY 2017-2018 (General Fund = $250,000; Asset Forfeiture Fund = $13,000; Prop "A" Fund = $30,000; Water Enterprise Fund = $9,000; Wastewater (sewer) Enterprise Fund = $13,000). (16) Authorize the issuance of a blanket purchase order to Metron Farnier in an amount not to exceed $100,000 in total for the purchase of single jet AMR water meters for the City's water system in FY 2017-2018 (Water Enterprise Fund). (17) Authorize the issuance of a blanket purchase order to Blue Diamond Materials, a division of Sully Miller Contracting Company in an amount not to exceed $30,000 for the purchase of asphalt paving materials for Street Maintenance Division projects in FY 2017-2018 (General Fund — Public Works). MINUTES OF THE REGULAR COUNCIL MEETING OCTOBER 3,2017 PAGE NO.7 20 (18) Authorize the issuance of a blanket purchase order to DataProse (Agreement No. 3227) to provide Water and Sewer divisions utility bill print and mail services for an amount not to exceed $30,000 in FY 2017-2018 (Water & Wastewater (sewer) Enterprise Funds). (19) Authorize the City Manager to extend the ongoing professional service Agreement No. 4269 with Aerotek Professional Services, Amendment No. 4269M for providing temporary staffing service for the Public Works Department not to exceed $200,000 in FY 2017-2018 (General Fund — Public Works, Government Buildings). (20) Authorize the City Manager to amend Contract No. 3957 with Galls LLC for purchasing uniforms and equipment for the Police Department, not to exceed $60,000 in FY 2017-2018 (General Fund — Police Department). Galls, LLC, amendment no. 3958C is the only physical location that provides in-house, appointment tailoring, embroidery and distribution of equipment in the State of California (21) Authorize the issuance of a blanket purchase order to Dooley Enterprises (Dooley), for the purchase of Winchester Duty Ammunition. Dooley Enterprises supplies duty and training ammunition, not to exceed $40,000 in FY 2017-2018 (General Fund — Police Department). (22) Authorize the issuance of a blanket purchase order to Tyler Technologies for annual software licensing, maintenance, and support not to exceed $47,000 in FY 2017-2018 (General Fund — Information Systems). (23) Authorize the issuance of a blanket purchase order with Active Network for annual licensing, maintenance and support not to exceed $43,000 in FY 2017- 2018 (General Fund — Information Systems) Council Discussion MOTION by Council Member Brann, SECONDED by Mayor Pro Tem Boyles to approve items 2, 3, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17, 18, 19, 20, 21, 22 and 23 of item #E13. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 E13-1 Authorize the City Manager to execute an amendment to Agreement No. 4095 with High Point Strategies, LLC for City's advisors and advocate regarding issues relating to LAWA, LAX, FAA, MTA and other Los Angeles agencies, in a form approved by the City Attorney to (1) extend the term of the agreement to September 30, 2018; (2) authorize payment for services up to $75,000 (General Fund — City Manager); and (3) take such additional, related, action that may be desirable. Council Discussion MINUTES OF THE REGULAR COUNCIL MEETING OCTOBER 3,2017 PAGE NO. 8 21 MOTION by Mayor Pro Tem Boyles, SECONDED by Council Member Pirsztuk to approve an amendment to Agreement No. 4095 with High Point Strategies, LLC. MOTION PASSED BY VOICE VOTE. 3/1/1 YES: Boyles Fuentes Pirsztuk NO: Brann ABSTAIN: Dugan E13-4,5,6,7 (4) Authorize the City Manager to extend ongoing service agreements with J. Lee Engineering provides plan check and inspection consulting services for the Building and Safety Division in the amount not to exceed $350,000 in FY 2017- 2018 (General Fund — Building Safety). (5) Authorize the City Manager to extend ongoing service agreement with JAS to provide plan check and inspection consulting services for the Building and Safety Division in the amount not to exceed $350,000 in FY 2017-2018 (General Fund — Building Safety). (6) Authorize the City Manager to extend ongoing service agreement with Hayer Consultants, Inc. to provide plan check, permitting staff, and inspection consulting services for the Building and Safety Division in the amount not to exceed $350,000 in FY 2017-2018 (General Fund — Building Safety). (7) Authorize the City Manager to extend ongoing service agreement with Michael Baker International to provide professional planning consulting and interim staffing services for the City's Planning Division in the amount not to exceed $200,000 in FY 2017-2018 (General Fund — Building Safety). MOTION by Council Member Brann, SECONDED by Mayor Pro Tem Boyles to approve items E13-4, 5, 6, and 7. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 Recess at 8:14 PM Reconvened at 8:30 PM B. SPECIAL ORDERS OF BUSINESS (PUBLIC HEARING) 1. Consideration and possible action regarding Approval of Environmental Assessment No. EA-1150 and Introduction of an Ordinance (Zone Text Amendment No. ZTA 16-02) to sections of the EI Segundo Municipal Code (ESMC) Title 15 (Zoning) regarding signs. Adopting this Ordinance is statutorily exempt from further environmental review under the California Environmental Quality Act (California Public Resources Code §§21000, et seq., "CEQA") and CEQA Guidelines (14 California Code of Regulations §§15000, et seq.), because it consists only of minor revisions and clarifications to existing zoning regulations and related procedures. (Applicant: City of EI Segundo) (Fiscal Impact: None) MINUTES OF THE REGULAR COUNCIL MEETING OCTOBER 3,2017 PAGE NO. 9 22 Mayor Fuentes stated this was the time place to continue the public hearing and receive public testimony regarding approval of Environmental Assessment No. EA-1150 and Introduction of an Ordinance (Zone Text Amendment No. ZTA 16-02) to sections of the EI Segundo Municipal Code (ESMC) Title 15 (Zoning) regarding signs. Adopting this Ordinance is statutorily exempt from further environmental review under the California Environmental Quality Act (California Public Resources Code §§21000, et seq., "CEQA") and CEQA Guidelines (14 California Code of Regulations §§15000, et seq.), because it consists only of minor revisions and clarifications to existing zoning regulations and related procedures. (Applicant: City of EI Segundo) (Fiscal Impact: None) Clerk Weaver stated that proper notice had been given in a timely manner and that no written communication had been received in the City Clerk's office. Greg Carpenter, City Manager, introduced the item. Sam Lee, Planning and Building Safety Director, reported on the item. Raneika Brooks, Assistant Planner, gave a presentation. Mayor Fuentes stated the Public Hearing is now open for public comment. Toni Reina, Property Manager with Continental Development Corporation, thanked the Planning Staff for taking on the comprehensive review of the City's sign code and is in favor the proposed Ordinance. MOTION by Council Member Brann, SECONDED Council Member Pirsztuk to close the public hearing. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 Council Discussion Mark'Hensley, City Attorney, read by title only: ORDINANCE NO. 1559 AN ORDINANCE AMENDING EL SEGUNDO MUNICIPAL CODE (ESMC) TITLE 15 (ZONE TEXT CODE) REGARDING SIGNS. (ZONE TEXT AMENDMENT NO. 16-02) Council Member Brann introduced Ordinance No. 1559. Second reading and adoption of the Ordinance is scheduled for the October 17, 2017 regular City Council meeting. C. UNFINISHED BUSINESS MINUTES OF THE REGULAR COUNCIL MEETING OCTOBER 3,2017 PAGE NO. 10 23 2. Consideration and possible action regarding the following matters which relate to a project to make improvements to the golf course and club house and convert the driving range to a TopGolf facility at the existing Lake's at EI Segundo golf course and driving range owned by the City (located at 400 S. Sepulveda Boulevard): 1) Zone Change No. ZC 16-01 and Zone §Text Amendment No. ZTA 1604, to change the underlying land use zoning designation from O-S (Open Space), to TLSP (The Lakes Specific Plan) with two Subareas classified PUB- REC/OS (Public Recreation/Open Space) and CPR/OS (Commercial Public Recreation/Open Space); 2) General Plan Amendment No. 16-01, to change the underlying General Plan Land Use designation of the Lakes at EI Segundo golf course property from "Parks", to "The Lakes Specific Plan"(SP No. SP 16-02; 3) Site Plan Review No. 16-01, for the development within The Lakes Specific Plan area, including a new TopGolf building, a redeveloped clubhouse, and modified holes in the golf course; 4) Lot Line Adjustment No. SUB 16-03, to reconfigure the existing two parcels in The Lakes Specific Plan; and, 5) Conditional Use Permit No. CUP 16-05, to allow onsite beer, wine and alcohol in the restaurants, bar and entertainment areas of the clubhouse and TopGolf facilities; 6) Amendment No. 3 to the Due Diligence and Lease Agreement between the City and CenterCal regarding the City's use of the TopGolf driving range, including but not limited to use of the facility by golf professionals and youth groups, approval of the final design plan for the golf course, shared parking arrangement and security issues; 7) Potential revisions to the monthly rental payments and beverage sales profit sharing by CenterCal to the City; 8) Approval of a parking license agreement between the City and West Basin Water District. An Environmental Impact Report (EIR) was prepared for the proposed project, which assessed impacts in accordance with the provisions of the California Environmental Quality Act. The City Council, at its September 5, 2017 meeting certified the EIR. (Applicant: CenterCal Properties, LLC) (Fiscal Impact: To Be Determined) Greg Carpenter, City Manager, introduced the item Mark Hensley, City Attorney, gave a report and facilitated the discussion Council Discussion Mark Hensley, City Attorney, read by title only: ORDINANCE NO. XXX AN ORDINANCE APPROVING SPECIFIC PLAN NO. SP 16-02, ZONE CHANGE NO. ZC 16-01, AND ZONE TEXT AMENDMENT NO. ZTA 10-04, AMENDING THE EL SEGUNDO ZONING MAP AND ADDING ESMC §15-3-2(A)(11) FOR THE LAKES SPECIFIC PLAN PROJECT LOCATED AT 400 SOUTH SEPULVEDA BOULEVARD. MINUTES OF THE REGULAR COUNCIL MEETING OCTOBER 3,2017 PAGE NO. 11 24 MOTION by Mayor Pro Tem Boyles, SECONDED by Council Member Pirsztuk, to adopt Ordinance No. XXX. MOTION FAILED BY A VOICE VOTE. 2/3 YES: Boyles Pirsztuk NO: Brann Dugan Fuentes Mark Hensley, City Attorney, read by title only: RESOLUTION NO. XXX A RESOLUTION OF THE CITY COUNCIL CONDITIONALLY APPROVING ENVIRONMENTAL ASSESSMENT NO. EA-1135, GENERAL PLAN AMENDMENT NO. GPA 16-01, SITE PLAN NO. 16-01, LOT LINE ADJUSTMENT NO. SUB 16-03, AND CONDITIONAL USE PERMIT NO. CUP 16-05 FOR THE LAKES SPECIFIC PLAN AND TOPGOLF PROJECT, LOCATED AT THE 400 SOUTH SEPULVEDA BOULEVARD. MOTION by Council Member Pirsztuk, SECONDED by Mayor Pro Tem Boyles, to adopt Resolution No. XXX. MOTION FAILED BY A VOICE VOTE. 2/3 YES: Boyles Pirsztuk NO: Brann Dugan Fuentes Parking Agreement— No Action at this time. 3. Consideration and possible action to approve the addition of one full-time Recreation Supervisor position to oversee the daily operations of the new EI Segundo Aquatics Center. (Fiscal Impact: approximately $107,175 annually) Greg Carpenter, City Manager, introduced the item Stu Issac, President of Stu Issac Sports Group, gave a presentation. Meredith Petit, Recreation and Parks Director, gave a presentation. Council Discussion MOTION by Mayor Pro Tem Boyles, SECONDED by Council Member Brann to approve the addition of one Recreation Supervisor full-time position to the Recreation and Parks Department Recreation Division. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 D. REPORTS OF COMMITTEES, COMMISSIONS AND BOARDS 4. Consideration and possible action regarding approval of one or more of the proposed options which will offset expenses and help build the reserve fund to an adequate level for the Park Vista Apartments located at 615 East Holly Street. (Fiscal Impact: None) Greg Carpenter, City Manager, introduced the item. MINUTES OF THE REGULAR COUNCIL MEETING OCTOBER 3,2017 PAGE NO. 12 25 Meredith Petit, Recreation and Parks Director, introduced Jim Latta, Senior Housing Corporation. Jim Latta, Senior Housing Corporation Board Chair, reported on the proposed options to build the reserve fund. Council Discussion MOTION by Mayor Pro Tem Boyles, SECONDED by Council Member Pirsztuk directing staff to explore the proposed options to help build the reserve fund and reduce the costs of maintenance for the Park Vista Senior Apartments, 615 East Holly Street. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0 F. NEW BUSINESS G. REPORTS — CITY MANAGER — Announced the distribution of a Business survey via email and a Resident satisfaction survey via US mail, thanked the City's staff for their efforts on the Celebrate! event to be held on Saturday, October 7, 2017 and thanked Barbara Voss, Economic Development Manager, Al Keahi, EDAC and committee members for their work on the Business of Champions event. H. REPORTS — CITY ATTORNEY— Mentioned his office would be submitting staff reports concerning drones and an extension of the marijuana moratorium in the next month or so. I. REPORTS — CITY CLERK — None J. REPORTS — CITY TREASURER — Not Present K. REPORTS — CITY COUNCIL MEMBERS Council Member Brann — None Council Member Pirsztuk —Asked if the TopGolf item can be brought back in May 2018, would like to have an item agendized concerning the lighting funds set aside for the Lakes Golf Course in light of the TopGolf item not passing, thanked Barbara Voss, Economic Development Manager for her efforts on the Business of Champions Event, thanked the Kiwanis Club for a great Richmond Street Festival event, mentioned the Police will be wearing "pink patches" for the month of October in conjunction with October as Breast Awareness Month and mentioned the patches are for sale. Council Member Dugan — None Mayor Pro Tem Boyles —Commented on the Kiwanis Richmond Street Festival held a couple of weeks ago, attended Mayor Garcetti's Los Angeles County Mayor's meeting for Mayor Fuentes, who was out of town and commented on the median along Imperial MINUTES OF THE REGULAR COUNCIL MEETING OCTOBER 3,2017 PAGE NO. 13 26 Hwy and that it is looking much better, however, did witness Airport employees parking in the residential are of Imperial and running across the street. 13. Consideration and possible action to report on current City efforts to mitigate community concerns (crime, littering/trash, parking) in and around Clutter's Park, located at the intersection of Imperial Avenue and Sheldon Street. (Fiscal Impact: To Be Determined) Greg Carpenter, City Manager, introduced the item. Police Chief Whalen reported on the item Council Discussion Council Consensus to receive and file the report on Clutter's Park and directed staff to explore other options for addressing the concerns associated with Clutter's Park. Mayor Fuentes —Thanked the Mayor Pro Tem and Council Member Brann for attending meetings on her behalf while she was out of town the last two weeks, commented on the recent natural disasters that have taken place in our Country and the Las Vegas active shooter and is grateful we have our Emergency Manager, Randy Collins in place, invited the community to the Celebrate! Event on Saturday, Oct 7, 2017 at Library Park and thanked all those involved in the event and especially the EI Segundo Unified School District for being a partner with the event, thanked all those involved with the Champions of Business event and attended the LAWA Gate Count, requested an agenda item concerning an RFP for the Lakes at EI Segundo. PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Chris Calloway, TopGolf Chief Development Officer, expressed his disappointment in the vote regarding item #C2 and clarified a few items that he feels were misrepresented. MEMORIALS — Moment of silence for the victims of the Las Vegas domestic terrorist attack and Dee Hardensen, former Torrance Mayor. ADJOURNMENT at 11:08 PM Tracy Weaver, City Clerk MINUTES OF THE REGULAR COUNCIL MEETING OCTOBER 3,2017 PAGE NO. 14 27 EL SEGUNDO CITY COUNCIL MEETING DATE: October 17, 2017 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to accept as complete the Pavement Resurfacing of East Imperial Highway in the City of El Segundo between Sepulveda Blvd. and Aviation Blvd., Project No. PW 16-10. (Fiscal Impact: $799,130.67) RECOMMENDED COUNCIL ACTION: 1. Accept the work performed by Sialic Contracting Corporation dba Shawnan for Pavement Resurfacing of East Imperial Highway in the City of El Segundo between Sepulveda Blvd. and Aviation Blvd.; 2. Authorize the City Clerk to file a Notice of Completion with the County Recorder's Office; 3. Alternatively, discuss and take other possible action related to this item, ATTACHED SUPPORTING DOCUMENTS: Notice of Completion FISCAL IMPACT: Included in the adopted budget Amount Budgeted: $999,910 from a combination of Proposition C, STP-L, and Measure R Local Return funds Additional Appropriation: N/A Account Number(s): 119-400-8203-8957 ($243,458) STP-L 114-400-8203-8957 ($360,000) Proposition C 110-400-8203-8957 ($195,672.67) Measure R Local Return STRATEGIC PLAN: Goal: 4 Develop Quality Infrastructure and Technology Objective: (a) El Segundo's physical infrastructure supports an appealing, safe, and effective City ORIGINATED BY: Floriza Rivera, Principal Engineer �• �r► �}h REVIEWED BY: Ken Berkman, Public Works Director nA APPROVED BY: Greg Carpenter, City Manager, BACKGROUND AND DISCUSSION: On June 21, 2016, Council awarded a construction contract to Sialic Contracting Corporation dba Shawnan in the amount of$842,545. Due to the length of time obtaining a Caltrans permit as well as weather conditions, construction began in March 2017 and was substantially completed on 28 May 24, 2017. The Los Angeles County Metropolitan Transportation Authority (Metro) is currently constructing a light rail line directly over the Imperial Highway at Aviation so the project's east boundary was revised to end at Hornet Way to prevent construction conflicts. Project change orders included the addition of paving area in front of the freeway onramp, subgrade repairs, striping and fire hydrant markers, and electronic message boards. The change orders also included deletions of a rubber interlayer due to high cost,and reduced paving quantities based upon actual quantities as well as fewer utility cover adjustments. Combined change order costs and final bid item quantities resulted in an overall deletion change order and final contract amount of$799,130.67 (5.15% under budgeted project amount.) Staff therefore respectfully recommends that Council accept the work performed by Shawnan for Pavement Resurfacing of East Imperial Highway in the City of El Segundo between Sepulveda Blvd. and Aviation Blvd. as complete and authorize the City Clerk to file a Notice of Completion with the County Recorder's office. The unspent budgeted amount will return to its source (Measure R Local Return) for future street infrastructure improvements. Accounting Summary: Shawnan contract amount $842,545.00 Chante Orders ($43.414.33) Total Construction Cost $799,130.67 Project Budget $999,910.00 Total Construction.Cost $799,130.67 Remaining Unspent Fund $200,779.33 29 Recording Requested by and When Recorded Mail To: City Clerk, City Hall 350 Main Street EI Segundo, CA 90245 NOTICE OF COMPLETION OF CONSTRUCTION PROJECT Project Name: Pavement Resurfacing of East Imperial Highway in the City of EI Segundo between Sepulveda Boulevard and Aviation Boulevard Project No. : PW 16-10 Contract No. 5162 Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that: 1. The undersigned is an officer of the owner of the interest stated below in the property hereinafter described. 2. The full name of the owner is: City of EI Segundo 3. The full address of the owner is: City Hall, 350 Main Street, EI Segundo, CA, 90245 4. The nature of the interest of the owner is: Public Facilities 5. A work of improvement on the property hereinafter described was field reviewed by the City Engineer on May 24, 2017. The work done was: Imperial Highway Overlay Project between Sepulveda Blvd. and Hornet Way 6. On October 17, 2017, City Council of the City of EI Segundo accepted the work of this contract as being complete and directed the recording of this Notice of Completion in the Office of the County Recorder. 7. The name of the Contractor for such work of improvement was: Sialic Contracting Corporation dba Shawnan 8. The property on which said work of improvement was completed is in the City of EI Segundo, County of Los Angeles, State of California, and is described as follows: EI Segundo City Hall. 9. The street address of said property is: Imperial Highway between Sepulveda Boulevard and Hornet Way. (Aviation Blvd. intersection currently under construction by others.) Dated: Ken Berkman Public Works Director VERIFICATION I, the undersigned, say: I am the Director of Public Works/City Engineer of the City EI Segundo, the declarant of the foregoing Notice of Completion; I have read said Notice of Completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury the foregoing is true and correct. Executed on 2017 at EI Segundo, California. Ken Berkman Public Works Director 30 EL SEGUNDO CITY COUNCIL MEETING DATE: October 17, 2017 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to award a standard Public Works Contract to Rojas Construction for the Construction of Americans with Disabilities Act (ADA) Sidewalk Ramps for the Community Development Block Grant Project (CDBG Project 601848- 17). Project No. PW 17-21 (Fiscal Impact: $99,187.50 in CDBG grant) RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to execute a standard Public Works Contract in a form as approved by the City Attorney with Rojas Construction in the amount of$86,250 plus a 15% contingency of$12,937.50. 2. Alternatively, discuss and take other possible actions related to this item. ATTACHED SUPPORTING DOCUMENTS: Location Map FISCAL IMPACT: $99,187.50 in Community Development Block Grant funding Amount Budgeted: $100,000 Additional Appropriation: N/A Account Number(s): 111-400-2781-8499 CDBG Capital Projects STRATEGIC PLAN: Goal: 4 Develop Quality Infrastructure and Technology Objective: (a) El Segundo's physical infrastructure supports an appealing, safe, and effective City ORIGINATED BY: Floriza Rivera, Principal Engineer REVIEWED BY: Ken Berkman, Public Works Directoet:04. APPROVED BY: Greg Carpenter, City ManageLa BACKGROUND AND DISCUSSION: On August 15, 2017, the City Council adopted plans and specifications for the FY 17/18 CDBG Project 601848-17 and authorized staff to advertise for bids. This project will install new or upgrade existing curb ramps to current standards at 20 locations within the City. The engineer's estimate was $76,500. 31 On September 12, 2017, the City Clerk received and opened three (3) qualified bids as follows: Unit Cost Each Alternative Bid Al -A20 Alt.Bid A21 (Remove and replace existing (Add truncated ramps to comply with current dome installation Bidder Base Bid standards-various locations ) to existing ramps)_ Rojas Construction $69,000 $3,450/each $500/each CT&T Concrete Paving $81,000 $4,050/each $1,500/each lKalban, Inc. $133,400 $6,670/each $1,000/each In addition, two bids received from California Engineering & Shotcrete at $75,964.91 and S&H Civil Works at $80,000.00 were disqualified due to non-submittal of bid addendum #2. The lowest responsive and responsible bidder was Rojas Construction. Staff has checked their references and Rojas Construction's license status and found them satisfactory. Rojas Construction has completed past concrete improvement projects and one past CDBG project for the City of El Segundo. Twenty-one alternative bid items were presented to bidders with the base bid items. Alternative Bid Items 1 through 20 propose to remove and replace existing ADA ramps in various locations to current standards. These ramps were installed at least five years ago and many of them will require at least the installation of embedded truncated domes. In the event that the only upgrade required of an existing ADA ramp is the truncated dome installation, Alternative Bid Item 21 allowed bidders to provide a unit cost for only that type of work at a ramp location. The current project construction budget is $100,000. The following project costs are proposed: Base bid ADA ramp installation and upgrade $ 69,000.00 Remove & Replace Existing Ramps (Alternative Bid Items 1 thru 5) $3,450X5 =$ 17,250.00 Construction cost $ 86,250.00 15% Contingency $ 12,937.50 Construction Total $ 99,187.50 Staff respectfully recommends that Council award a standard public works contract to Rojas Construction in the amount of$86,250 including alternative bid items 1 through 5 and approve an additional 15% contingency of $12,937.50 for unforeseen conditions and additional ADA ramp upgrades. With Council approval, construction is anticipated to commence in November 2017 and be completed in February 2018. 32 m i O n 3 3 D r x m O 3 ti O K O W n D 2 - D P Z O Z v T D rK f n A O D u C O T In n Z A 1 D A Z 14 Z 1S W H T O ti Z A D .. v C W Z 1 D D O P W A < ml ol 10 ql 2% 13 r W.IMPERIAL AVE. IMPERIAL HWY. �[^y ] E.IMPERIAL AVE. 7c -- �J W.ACACIA AVE. E.ACACIA AVE. �—,�. -_'___- - A$ A9 1 W.WALNUT AVE , E.WALNUT AVE. O REDWOOD AVE. - M W.SYCAMORE AVE. ---- i❑� �i 1 q 11 � E.SYCAMORE AVE. W' AW, �r E.MAPLE AVE. zi IRENE Ci. O p j > E.OAK AVE. I� W.OAK AVE. D 1p rr� 677 a W.PALM AVE. E.PALM AVE. F"1" W.ELM AVE. A y A3 O E.ELM AVEC C+ W.MAW POSA AVE E.MARIPOSA AVE. 16 W.PINE AVE. - E.PINE AVE. HF m 18 17 A7 ^ r 19 W.HOLLY AVE. m, 21 2" E.HOLLY AVE. U A5 A2 � Ai 7 E.GRAND AVE. ry.. W.GRAND AVE. .J W.FRANKLIN AVE- E.FRANKLIN AVE. ELSEY PL. BINDER PL AS W.EL SEGUNDO BLVD. - E.EL SEGUNDO BLVD. O = z O n D n n P x Z .^ o a c m p n > z m D y L1 z x Z 2 2 m Z p 3 A Z D .r. Z N Z C C 2 Z O 03 W D D 00 (n D D S D p D O p N Z 0 2 D A H K VI 1 Z A D D - BASE BID ALTERNATE BID W DATE LAST REVISED' W JUNE 28, 2017 EL SEGUNDO CITY COUNCIL MEETING DATE: 10/17/17 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to re-authorizing the fire department to purchase a new 2018 Chevy Suburban 1-ton four wheel drive command vehicle. (Fiscal Impact: $86,276.14) RECOMMENDED COUNCIL ACTION: 1. Pursuant to El Segundo City Code Section 1-7-10, waive the formal bidding process and authorize the Fire Department to piggy-back off of the National Joint Powers Alliance (NJPA) master contract for Bid Number: 2016-120716, for the purchase of a replacement command vehicle. 2. Authorize the City Manager to execute an agreement, in a form approved by the City Attorney, to purchase one 2018 Chevy Suburban 1-ton 4x4 command vehicle from National Auto Fleet Group with available equipment replacement funds; 3. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Quote and Specification from National Auto Fleet Group 2. Procurement Documents for RFP 2016-120716 3. May 16, 2017 City Council staff report FISCAL IMPACT: ($86,276.14) Amount Budgeted: $86,276.14 Additional Appropriation: N/A Account Number(s): 601-400-3202-8105 (Equipment Replacement) STRATEGIC PLAN: Goal: 2 El Segundo is a safe and prepared City Objective: 1 The City has a proactive approach to risk and crime that is outcome focused and are prepared to respond appropriately when called upon with positive outcomes. ORIGINATED BY: Shawn Bonfield, Battalion Chief REVIEWED BY: Chris Donovan, Fire Chief APPROVED BY: Greg Carpenter, City Manage BACKGROUND AND DISCUSSION: On May 16, 2017 the City Council authorized and approved the El Segundo Fire Department (ESFD) to piggy-back off of the County of Los Angeles Fire Department RFP to purchase a new 2017 command vehicle (that report is attached for your reference). Upon receiving all approvals ESFD proceeded to take those necessary steps to purchase the 2017 vehicle, only to learn the model year cutoff deadline had passed. As such, the ESFD was not able to obtain 2017 pricing 34 nor proceed with the purchase of a new command vehicle, as authorized by City Council. Armed with this information, the ESFD began looking for options to proceed with the replacement of the command vehicle, located 2018 pricing and sought a mechanism to purchase the vehicle which happens to be a piggy-back off of the master contract with the National Joint Powers Alliance (NJPA) contract. To purchase this 2018 vehicle in a timely manner, the ESFD would like to piggy-back off the National Joint Powers Alliance contract, RFP number 2016-120716 and purchase the same type vehicle through the awarded vendor National Auto Fleet Group (NAFG), Contract number 120716-NAF. City Council can elect to waive the bidding process under El Segundo Municipal Code §1-7-11 and instead opt to use government pricing through cooperative competitive bid processes and its awarded vendor, National Auto Fleet Group. The ESFD would like to utilize this contract due to the price reasonableness. The City has accumulated the money in equipment replacement schedule in order to allow for the replacement of the command vehicle. Because of the existing contract between NJPA and NAFG, staff requests that the City Council agree with the "piggy-backing" on the existing contract, as allowed by ESMC § 1-7-11. This purchase will also allow the City to comply with reducing mobile emissions from their fleet that is in alignment with AB2766, the Motor Vehicle Subvention Program, which is aimed at reducing air pollution from motor vehicles; the current vehicle is a 2003 gasoline powered ford excursion and the 2018 Chevrolet Suburban utilizes clean diesel technology. 35 National Auto Fleet Group A division of Chevrolet of Watsonville 490 Auto Center Drive, Watsonville, CA 95076 855 BUY-NJPA 626-457-5590 855 289-6572 626-457-5593 October 3, 2017 Chief Shawn Bonfield El Segundo Fire Department 314 Main St El Segundo, CA 90245 Delivery Via Email Dear Chief Bonfield, In response to your inquiry, we are pleased to submit the following for your consideration: National Auto Fleet Group will sell, service and deliver at El Segundo, new/unused 2018 Chevrolet 1-ton Suburban 4x4 Utilities responding to your requirement with the attached specifications for: 2018 Chevrolet Suburban 78,783.00 Sales Tax 7,484.39 Tire Tax 8.75 Total 86,276.14 These vehicles are available under the NJPA master vehicle contract# 120716. Terms are net due on delivery. Delivery is 90-120 days National Auto Fleet Group welcomes the opportunity to assist you in your vehicle requirements. John Oviyach National Law Enforcement Account Manager National Auto Fleet Group Wondries Fleet Group National Auto Fleet Group A division of Chevrolet of Watsonville 490 Auto Center Drive, Watsonville, CA 95076 855 BUY-NJPA 626-457-5590 855 289-6572 626-457-5593 August 3, 2017 Chief Shawn Bonfield El Segundo Fire Department 314 Main St El Segundo, CA 90245 Delivery Via Email Dear Chief Bonfield, In response to your inquiry, we are pleased to submit the following for your consideration: National Auto Fleet Group will sell, service and deliver at El Segundo, new/unused 2018 Chevrolet 1-ton Suburban 4x4 Utilities responding to your requirement with the attached specifications for $ 78,783.00 plus State Sales Tax, and $8.75 tire tax (non-taxable). These vehicles are available under the NJPA master vehicle contract# 120716. Terms are net 30 days. Delivery is 90-150 days National Auto Fleet Group welcomes the opportunity to assist you in your vehicle requirements. John Oviyach National Law Enforcement Account Manager National Auto Fleet Group Wondries Fleet Group ;::737fwrl.� � Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD • VEHICLE REPORT 2018 Chevrolet Suburban 350OHD CK35906 4x4 LS(Fleet Only( MODELSELECTED Code Description CK35906 2018 Chevrolet Suburban 350OHD 4x4 LS(Fleet Only) !SELECTED VEHICLE COLORS Cod • - Code Description Interior:JET BLACK, PREMIUM CLOTH SEAT TRIM Exterior 1:SUMMIT WHITE Exterior 2:No color has been selected. OPTIONSSELECTED Code Description Class PACKAGES i; ILS Preferred Equipment Group 1LS OPT Driver&Front Passenger Air Bags:Includes frontal and side-impact, driver inboard seat-mounted side-impact and head curtain side-impact for all rows in outboard seating positions. Always use safety belts and child restraints. Children are safer when properly secured in a rear seat in the appropriate child restraint. See the Owner's Manual for more information.;(105)Radio:Chevrolet MyLink AM/FM Stereo:Includes 8"diagonal color touch-screen,seek-and-scan, digital clock, Bluetooth streaming audio for music and select phones;voice-activated technology for radio and phone;and Shop with the ability to browse,select and install apps to your vehicle. You can customize your content with audio, weather and more;featuring Apple CarPlay and Android Auto capability for compatible phone;5 USB ports and 1 auxiliary jack.;HD Radio;SiriusXM Satellite Radio:Standard on nearly all 2018 GM models. Enjoy a 3-month All Access trial subscription with over 150 channels including commercial-free music,plus sports,news and entertainment. Plus listening on the app and online is included, so you'll hear the best SiriusXM has to offer, anywhere life takes you. Welcome to the world of SiriusXM. IMPORTANT..-The SiriusXM satellite radio trial package is not provided on vehicles that are ordered for Fleet Daily Rental(FDR)use. If you decide to continue service after your trial, the subscription plan you choose will automatically renew thereafter and you will be charged according to your chosen payment method at then-current rates. Fees and taxes apply. To cancel you must call us at 1-866-635-2349. See our customer agreement for complete terms at www.siriusxm.com. All fees and programming subject to change.;Floor Console w/Storage Area:Includes cup holders, SD card slot and auxiliaryjack.;Electronic Cruise Control w/Set&Resume Speed;Multi-Color Enhanced Driver Instrument Info R.port content is based on current dala vorsion referenced.Anv calculations are offered solcay as guidelines Aclnal unit performance wili depend on your 000rahng conddions PC Carbook(�,),Data Veision:111,Daly updated,l/17/2014 U 13.22 PM 2>Copyri0ht 1'986-2012 Chrome Data Solutions,LP All rights reserved July 28,2017 Page 1 38 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD • VEHICLE REPORT 2076 Chevrolet Suburban 350OHD CK35906 44 LS(Fleet Only) SELECTED OPTIONS Description Class PACKAGES(Continued) Display;Color-Keyed Carpeted Floor Mats:Includes removable 1st and 2nd row.; OnStar 4G LTE:Built-in Wi-Fi hotspot offers a fast and reliable Internet connection for up to 7 devices;includes data trial for 3 months or 3GB(whichever comes first). Available Wi-Fi requires compatible mobile device, active OnStar service and data plan. Data plans provided by AT&T Visit onstar.com for details and system limitations.;Extended-Range Remote Keyless Entry;(A95)Front High-Back Reclining Bucket Seats:Includes passenger seat including power fore/aft,power recline and power lumbar, 10-way power driver seat including 6-way power cushion, 2-way power lumbar control and power recline.;(STDTM)Premium Cloth Seat Trim;2nd Row 60/40 Split-Folding Manual Bench;3rd Row Manual 60/40 Split-Folding Fold Flat Bench; Driver 6-Way Power Seat Adjuster;Front Passenger 6-Way Power Seat Adjuster,- Leather-Wrapped Steering Wheel;Black Assist Steps;Black Roof-Mounted Luggage Rack Side Rails;Rear Park Assist w/Audible Warning;2 Front Frame-Mounted Recovery Hooks;Heavy-Duty Locking Rear Differential;2-Speed Active Electronic Autotrac Transfer Case:Includes rotary controls.;Underbody Shield POWERTRAIN L96 Engine: Vortec 6.OL Variable Valve Timing V8 SFI STD MYD Transmission:6-Speed Automatic STD GT5 4.10 Rear Axle Ratio STD C7E GVWR: 11,000 lbs(4,990 kgs) STD WHEELS&TIRES QXT Tires:L)zbbIlOH7/t AT BW STD PYQ Wheels: 17"Machined Aluminum STD (43.2 cm). SEATS&SEAT TRIM A95 Front High-Back Reclining Bucket Seats INC Includes passenger seat including power fore/aft,power recline and power lumbar, 10-way power driver seat including 6-way power cushion, 2-way power lumbar control and power recline. STDTM Premium Cloth Seat Trim INC OTHER OPTIONS ` PAINT Monotone Paint Application STD Rc.poO c Ment is based on current data version referc:ncad,Any perfunnancrvtela[e;l calculations are o:Yered solely as yuldelves Aciroil Lind performance-rill depend on yrna Operating conditions PC Carbool(E,Data Version 5.0,Data updatr d 071111201-40113 22 PP4 %Cor;yrghl 198C12012 Chrome U:ta SOIUUMS,LP All rights ieseRed ,tiny M,201_1' Page 2 39 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD + VEHICLE REPORT 2018 Chevrolet Suburban 350OHD CK35906 4x4 LS(Fleet Only) . .- Code Description Class OTHER OPTIONS(Continued) 105 Radio:Chevrolet MyLink AM/FM Stereo INC 6-Speaker Audio System Feature;Single-Slot CD/MP3 Player. Includes 8"diagonal color touch-screen,seek-and-scan, digital clock, Bluetooth streaming audio for music and select phones;voice-activated technology for radio and phone;and Shop with the ability to browse, select and install apps to your vehicle. You can customize your content with audio, weather and more;featuring Apple CarPlay and Android Auto capability for compatible phone;5 USB ports and 1 auxiliary jack. BG9 Rubber Floor Covering OPT VK3 License Plate Front Mounting Package OPT Included on orders with ship-to-states that require a front license plate. Z85 Standard Suspension Package STD Includes 50mm mono-tube front and 51 mm twin-tube rear shock absorbers and 42mm front stabilizer bar. FLEET OPTIONS Fleet Customer Powertrain Limited Warranty OPT Fleet designated delivery types come with 5 years/100,000 miles of coverage for the Powertrain Limited Warranty. Coverage includes the engine, transmission/transaxle, transfer case, drive systems and emission control systems. In addition courtesy transportation and roadside assistance is also covered for 5 years/100,000 miles. Included for one of the following delivery type purchases:(014)Fleet Leasing Company, (035)Business/Org Fleet (036)Non-Federal Government Fleet, (038)Bid Center Support Fleet or(040)Federal Government Fleet. INTERIOR COLORS FOR:PRIMARY WILS HOU Jet Black OPT EXTERIOR COLORS FOR:PRIMARY W/LS' GAZ Summit White OPT OPTIONS TOTAL Report content is based on current dala version refercncn:•d Anv performaiic'.-rolate:,_I calculations are offered solely as guidelines Actual unit perfounance will depend on yo iroperating condilions PC Carbock(i,),Data Vorsion.10,Data ul,rdated 07/17/2014 0/13.22 PPS PCopynght 19865.20-12 Chrome Data Solutions,LP All rights reserved July 26,2017 Paye 3 40 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD ■ VEHICLE REPORT 2018 Chevrolot Suburban 3600HO C K 35906 4x4 LS Fleet Only) STANDARD EQUIPMENT Powertrain Vortec 360hp 6.OL OHV 16 valve V-8 engine with variable valve control, SMPI Recommended fuel:regular unleaded ' Emissions Type:federal 6 speed automatic transmission with overdrive,sequential sport shift,driver mode select AutoTrac part and full-time 4 wheel drive Limited slip differential Fuel Tank Capacity:39.0gal. Automatic rear locking differential Suspension/Handling Front independent short and long arm suspension with anti-roll bar,gas-pressurized shocks ' Rear rigid axle multi-link suspension with anti-roll bar, gas-pressurized shocks ' Speed-sensing electric power-assist rack-pinion steering Front and rear 17"x 8"machined aluminum wheels ' LT265/70SR17.OE BSWAT front and rear tires Body Exterior 4 doors • Driver and passenger power remote heated door mirrors Black door mirrors ' Rear lip spoiler ' Body-colored bumpers ReprXl Content fF based on current dale version referanr&j Any!3nlfofmanw-r..elstW Calculations are oflar cl-e,0 Ay a5 guidelines.Actual unit performance will depend on your operating cmidions PC CarbooknD,Dnta Version:5.0,Data updated 071(AV0"w 0713:22 PM MdWight 1986.2012 CIMOM00ata Solutions,LP.All ri{hts reserved. July 28,2017 Page 4 41 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD ■ VEHICLE REPORT 2018 Chevrolet Suburban 3500HoCKXA0644!S{FloesOnly) STANDARD EQUIPMENT Body Exterior(Continued) ' Running boards ' Trailerhitch 1 skid plate Roof rack rails only Trailer harness Clearcoat paint Trailer sway control Convenience ' Dual zone front automatic air conditioning Rear HVAC with separate controls ' Auxiliary rear heater Cruise control with steering wheel controls ' Power windows Front and rear 1-touch down Driver and passenger 1-touch up Remote power door locks with 2 stage unlock and illuminated entry Manual tilt steering wheel Day-night rearview mirror OnStar 4G LTE internet access OnStar Guidance emergency communication system Report content is based on current data version referenced.Any performance-related calculations are offered solely as guidelines,Actual unit performance will depend on your operating conditions.PC CarbookOP,Data Version:5,0,Data updated 07/17/2014 07 1322 PM(OCopyright 1986-2012 Chrome Data Soll-Mons,LP All rights reserved. July 28,2017 Page 5 42 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD ■ VEHICLE REPORT 2078 rhevrolet Suburban 3500110 CK35906 4x4 LS(Fteet Only) STANDARD EQUIPMENT Convenience (Contlnued) ' Wireless phone connectivity ' Turn-by-turn navigation directions 2 1st row LCD monitors ' Front and rear cupholders Dual visor vanity mirrors Full floor console Covered floor storage ' Driver and passenger door bins Seats and Trim ' Seating capacity of 8 ' Front bucket seats 8-way(8-way power)driver seat adjustment Power 2-way driver lumbar support Power height adjustable driver seat 8-way(8-way power)passenger seat adjustment Power 2-way passenger lumbar support Center front armrest 60-40 folding rear split-bench seat 60-40 3rd row split-bench seat Premium cloth seat upholstery "',l content is based on .s ent data version refl -d :.i::t-rformal• .i at it Culahons are :•r d •, ,guidelines.Actual unit performance will depend on your operating ednddrons PC Carboc,10,Li Version:5.0,Data ui d,! '014 07 I <i'r.+. opyright 1986. C -ata Solutions,LP.All rights reserved. July 28,2017 Paye 6 43 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD • VEHICLE REPORT 2018 Chevrolet suburban 3500HO CK36906 4x4 L5(Ficial Only) STANDARD EQUIPMENT Seats and Trim (Continued) Metal-look instrument panel insert Leather/metal-look steering wheel Carpet front and rear floor mats Entertainment Features Chevrolet MyLink SidusXM AM/FM/HD/Satellite radio ' Single CD player ' MP3 decoder Chevrolet MyLink external memory control Steering wheel mounted radio controls ' 6 speakers Window grid antenna Lighting, Visibility and Instrumentation Halogen projector beam headlights Delay-off headlights • Fully automatic headlights Variable intermittent front windshield wipers ' Rain sensing wipers Fixed interval rear windshield wiper Rear window defroster Fixed rearmost windows Repan content is based on current data version rate enCcrd Anyy FFlerforfn;�qc i elutod calculations are oflorad spiety am,guidelines.Actual unit performarm will depend on your operating concWons.PC Carbool<®,0M Version:5.0,Dala'�{pygl W 07J I7 2014 01 43:22 PM C4opyright 1986-2012 Chrome data Solutions,LP.All rights res6TYffd. July 28,2017 Page 7 44 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 3500H o VEHICLE REPORT 2018 Chavrolut Suburban 3500 HO CK35906 4x4 LS(Float Only) STANDARD EQUIPMENT Ughtlna,Visibility and Instrumentation (Continued) ' Deep tinted windows Front and rear reading lights Tachometer Voltmeter Compass Outside temperature display Low tire pressure warning Trip computer Rear Park Assist parking sensors Trip odometer ' Rear camera Safety and Security ' 4-wheel ABS brakes Brake assist 4-wheel disc brakes StabiliTrak w/Proactive Roll Avoidance electronic stability • ABS and driveline traction control ' Dual front impact airbag supplemental restraint system Dual seat mounted side impact airbag supplemental restraint system ' Curtain 1st, 2nd and 3rd row overhead airbag supplemental restraint system Rap1x1 content Is based on eon en data version reli•+un s:rk Ar,y 1.1elfSJ1nJill iu:•calaimI calculations are gllarud tif)hly as guidelines.Actual unit performance will depend on your operating Cpnddions.PC Carbookdi�Data Version:5.0,DaIa updated 0711 7(2(11.1 Or 73:22 PM Ctopyright 1986.2012 CtYCmn data Solutions,LP.All rights reserved July 28,2017 Page 8 45 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD • VEHICLE REPORT 2016 Chovrolet Suburban 36001-1U CK35906 4x4 LS(Fleet Only) .STANDARD Safety and Security(Continued) Airbag supplemental restraint system occupancy sensor ' Remote activated perimeterlapproach lighting Power remote door locks with 2 stage unlock and panic alarm Security system with immobilizer, stolen vehicle tracking system Manually adjustable front head restraints • Manually adjustable rear head restraints Specs and Dimensions • Engine displacement:6.OL • Engine horsepower:360hp @ 5,40ORPM • Engine torque:380 lb.-ft. @ 4,20ORPM Bore x stroke:4.00"x 3.62" Compression ratio:9.40:1 ' Gear ratios(1st):4.03 Gear ratios(2nd):2.36 Gear ratios(3rd): 1.53 Gear ratios(4th): 1.15 Gear ratios(5th):0.85 ' Gear ratios(6th):0.67 ' Gear ratios(reverse):3.06 Curb weight:6,585lbs. Pew GOrltent is based[uM air rent data version referenced.fty�odannan•* elaivo calculations are oflomd soluiy as guidelines.Actual unit perloirrtarl a will depend on your operating Cl'llti'frlifJtlS PC CarbooW,Dula Version:5.0,Data updated D711�f1.t)IAOY r::::2 Phi",gpyright 1986-2012 Chrorrx+fJala Solutions,LP.All rights msorvnd. July 28,2017 Page 9 46 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD VEHICLE REPORT 2018 ChavreleI Suhurbun 350 OHO CFL 35906 4x4 LS(Flc©t 0 ill y) STANDARD EQUIPMENT Specs and Dimensions(Continued) GVWR: 11,000lbs. Front GAWR:4,900lbs. ' RearGAWR:6,200lbs. Payload.,4,405lbs. Towing capacity.3,000lbs. Exterior length:224.0" Exterior body width:80.5" ' Exterior height.75.6" Wheelbase: 130.0" Turning radius:21.5' Min ground clearance:7.8" Front legroom:45.3" Rear legroom:39.7" 3rd row legroom:34.5" Front headroom:42.8" Rear headroom:39.1" 3rd row headroom:38.5" Front hiproom:60.8" ' Rear hiproom:60.3" Report content is based on current data version referenced.Any performance-related calculations are offered solely as guidelines Actual unit performance will depend on your operating conditions.PC Carbook@,Data Version:5.0,Data updated 07!17!2014 0713:22 PM©Copyright 1986-2012 Chrome Data Solutions,LP All rights reserved. July 28,2017 Page 10 47 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 35OOHD VEHICLE REPORT 2018 Chevralet 5uburbsn 360OH0 CK35906 4x4 L5[Flect Oniyl STANDARD EQUIPMENT Specs and Dimensions (Continued) 3rd row hiproom:49.3" ' Front shoulder room:64.8" Rear shoulder room:65.1" 3rd row shoulder room:62.6" ' Interior cargo volume:38.9cu.ft. ' Interior cargo volume seats folded.76.7cu.ft. Interior maximum cargo volume: 121.1cu.ft. Raw content is based on curt.ent data version refererraad.Any ppeltormance-reKkIcalculstions are Wered solgly 9s,guidelines.Actual unit performer"will depend on your operating G7tWi0nk PC Carboolc@,006 Version:5.0,Data u�Ydnled 0711IMIA 07-13.22 PAA Mopynghl 1986-.2012 ChrfA&Data Solutions,LP All rights reservua. July 28,2017 Page 11 48 Alberta Purchasing a P� Connection Government of Alberta Is, Opportunity Notice Vehicles, Vans, Cars, SUVs, and Light Trucks Category: Goods with Related Equipment, Accessories and Interested vendors (bidders) who Services wish to submit a response to this opportunity should register their Opportunity Information interest by downloading the document(s) from the bid package. Organization: National Joint Powers Alliance (NJPA) on Expressing interest means that you behalf of Alberta Association of Municipal will automatically receive an e-mail Districts and Counties notification each time an Organization Address: amendment is made to the opportunity for which you have Reference Number: AB-2016-06512 expressed an interest'. Solicitation Number: 2016-120716 Solicitation Type: Request for Proposal Posting (MM/dd/yyyy): 10/25/2016 04:00:00 PM Alberta Time Closing (MM/dd/yyyy): 12/07/2016 03:30:00 PM Alberta Time Last Update (MM/dd/yyyy): 10/25/2016 03:30:41 PM Alberta Time Agreement Type: AIT&NWPTA Region of Opportunity: Open Region of Delivery: Alberta Opportunity Type: Open &Competitive Commodity Codes: N2310H50: Station Wagon, Compact Size N2320Q81: Truck, Light, Crew Cab, 8100 LB GVWR, Long, 4 X 4 N2310003: Passenger Motor Vehicles - Domestic N2320Q00: Truck, Light, Pick-Up, Extended Cab, 5500 Ib GVWR N2320L51: Truck, Light, Utility, 4 X 4 N2310DOS: Coupe, Mid-Size, 2 Door, 8 Cylinder, Police Duty N2320T40: Truck, Light, Van, 5500 Ib GVWR N2310D3T: Passenger Cars, Mid-Size, Speciality, Police Duty, Unmarked N2320T60: Truck, Light, Van, 6000 Ib GVWR N2320N00: Truck, Light, Pick-Up, 5,300 Ib GVWR N2320N70: Truck, Light, Pick-Up, Minimum 995kb, CVWR, VW N2310D5F: Sedan, Compact, 4 or 6 Cylinders, Police Duty, GMV Spec D5F N2310E00: Station Wagon, Standard Size, Police Duty N2310B00: Passenger Cars, Full-Size Sedan, Police Duty, Marked N2310A00: Passenger Cars, Full-Size Sedan, Police Duty, Unmarked N2320N61: Truck, Light, Pick-Up, Min. 6000 Ib GVWR, 4 X 4 N2340001: Motorcycles and Motor Scooters N2310: Passenger Motor Vehicles N2320: Trucks and Truck Tractors, Wheeled N2310DSO: Sedan, Compact Size N2320L61: Truck, Light, Utility, 4 X 4, 100 Ib Pay Load N2320Q21: Truck, Light, Pick-Up, Extended Cab, 7900 Ib GVWR, 4 X 4 N2320T20: Truck, Light, Van, 4500 Ib GVWR N2320S50: Truck, Light, Forward Control (Step Van) Cargo Carrying N2310N: Passenger Motor Vehicles, Electric N2310D51: Sedan, Compact, 4 X 4 N2320N40: Truck, Light, Pick-Up N2310002: Passenger Motor Vehicles - Imported N2320001: Trucks, Commercial, Light Duty (10,000 lbs. GVW or Under) N2320Q01: Truck, Light, Pick-up, Extended Cab, 5500 Ib GVWR, 4 X 4 49 N2320N01: Truck, Light, Pick-Up, Compact,4 X 4 Response Submission: Details may be obtained by letter of request to Jonathan Yahn, NJPA, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479, or by e-mail at RFP@njpacoop.org. Response Contact: Yahn, Jonathan Contracts and Compliance Officer 202, 12th Street NE P.O. Box 219 Staples, MN 56479 Tel: (218)895-4144 Email: rfp@njpacoop.org Response Specifics: Proposals will be received until December 7, 2016 at 4:30 p.m. Central Time at the above address and opened December 8, 2016 at 8:30 a.m. Central Time. Opportunity Description: The National Joint Powers Alliance@ (NJPA), on behalf of NJPA and its current and potential member agencies, which includes all governmental, higher education, K-12 education, not-for-profit, tribal government, and all other public agencies located in all fifty states, Canada, and internationally, issues this Request For Proposal (RFP) to result in a national contract solution for the procurement of#120716 VEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES APC "Opportunity Notices"This notice is provided for information purposes only. Refer to the"Opportunity Documents" in the bid package for authoritative information. All queries pertaining to the language, content or any missing or inaccurate information within this abstract must be sent to its originator of the abstract, as specified in the opportunity notice. ©APC- All rights reserved. No part of the information contained in this Web Site may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without the prior written permission of the Manager, Centre of Expertise via: 5A.APCReauests0aov.ab.ca. Her Majesty the Queen in right of Alberta and the Alberta public sector entities that use APC are not responsible or liable for the accuracy of the information contained in the publication. It is the responsibility of interested parties to review the opportunity posting for changes or updates prior to the opportunity closing date/time. 50 Biddingo-Leading e-procurement portal for public and private sector bids https://r2cow.biddingo.com/viewVerification/352992/1269922 N Home > List of Bids > Bid Information Bid Information 8 Pending Biddingo Approval Bid Information for 120716 Bid Number 120716 Bid Name VEHICLES,CARS,VANS,SUVs,AND LIGHT TRUCKS WITH RELATED EQUIPMENT ACCESSORIES,AND SERVICES Published By National Joint Powers Alliance Solicitation Type Open to all suppliers Contract Type RFP Procurement Name Procurement Published Date 10/25/2016 Closing Date 12/07/2016 04:30:00 PM CT Country&Province/State Ontario,Canada Region 8 City , Bid Type Goods,Services Group Remind Notice Date Not Applicable Publish Option NIGP Code Value Range Not Applicable Accept questions N/A Tender Area Requirements NDA Requirement N/A NOI Date N/A Site Meetings N/A Bid Advertisement ^NU PA N,llnnal Jnn t llnwv,f Allidme' VEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES 120716 Closing Date: 12/07/2016 04:30:00 PM CT Detail: The National Joint Powers Alliance@(NJPA),on behalf of NJPA and its current and potential member agencies,which includes all governmental,higher education,K-12 education,not-for-profit,tribal government,and all other public agencies located in all fifty states,Canada,and internationally,issues this Request For Proposal(RFP)to result in a national contract solution for the procurement of#120716 VEHICLES,CARS,VANS,SUVs,AND LIGHT TRUCKS WITH RELATED EQUIPMENT,ACCESSORIES,AND SERVICES.Details of this RFP are available beginning October 21,2016.Details may be obtained by letter of request to Jonathan Yahn,NJPA,202 12th Street Northeast,P.O.Box 219,Staples,MN 56479,or by e-mail at RFP@njpacoop.org.Proposals will be received until December 7,2016 at 4:30 p.m.Central Time at the above address and opened December 8,2016 at 8:30 a.m.Central Time. Bid Document No Bid Document Selected Selected Categories(Biddingo Category) Automotive/Industrial Automotive Services Repairs and maintenance of automobiles,storage of autos,towing,trucking services,leasing,rentals,car washes/cleaning,stabilization system,wheel balancing,etc Aviation Supplies/Services Planes,helicopters,etc.,aircraft parts,aerospace engineering,pilots Heavy Equipment/Vehicles Dump tnxks,bull-dozers,cranes,asphalt rollers,etc.tractors Office trailers,skid loader,earthmovers,heavy duty vehicles,excavators, caterpillar,graders,trains etc. 1 of 2 511/25/2016 8:45 AM Biddingo-Leading e-procurement portal for public and private sector bids https://r2cow.biddingo.com/viewVerification/352992/1269922 Industrial Vehicles/Equipment Fire tt%KR-;,AlnhrdAHl:Ci,Truuspoit trucks,GatUage rem4s,Bums,{school aQ Colrahmmil,lltrlaV TrtKki.,Rlde.�CX1 tdNRl blowlirs, downtaminadon trailers,strwicars,I€e-resurfaeeri„office Milers,trains t#c Passenger Vehicles Cars,Wits utility vehicles,pick-up trit0s,mini vans,polies cam,ere,hybrids Recreational Vehicles and Services ATVs,snowmobiles,RV's(motor homes,trailers)boats,jet'skis,boat motors,skidoos,motorcycles,bikes,rescue boats,mobile oftico trailers, rath ate Tools/Supplies/Parts AuMm live/aircraft parts/toolsllifts,etc„machine shop tools,anti4reeire,parts,car wash drive through system,piek=up cabs,hoists etc Attached Bid Documents Seq. Name Description size Page NDA Preview Required Document No Pile Attached Invited Bidders Name/Email Address Phone Fax No Bidder Invited O Copyright 2016 R2CoVQ All Rights Reserved.Powered by Alddk D,Com I SUPPORT(Download Training Manuals) ] I/NoiOn ABOUT SSL CERTIFICATES 2 of 2 51/25/2016 8:45 AM 16 PRIDAY,OCTOBER 21,2016 THE DAILY IOURNAL OF COMMENCE Works Business manager lar the City ofVvr, liar.K-12 edyaalfon,M-1 COOMi cipamn,apo q CNpled Ilya 1% ProdIdO end lwgaN luppnae- muspanelbl9 Ter arty s9sls r any Medford at 200 S.Ivy 81-1,Medford, QwerrumrW,ant a1 o9yr years Mal A W➢1'd 110 Irwmlgr b Brd ILfTfI N Pecllosare IACvmeli wi MrLrnM e Ofepofa 97501,Mal 4:00 p.m.,tical Ilene, Wa roTArW In all +NIF aMlrt;l ;$OWv P.W Milo.0 oa fM1Npd at ave.YAN Ior Worried e+uw .CZ61 g propoHf.Pa 9ru{nspfa Moa rypplN In Daelrrlar 16,2016.FACSIMILE PRO- tj,nrxl Inmm9Yiaralyy issues 1 Nw f.wnp❑IIlM Food Sen+lto'N.12000 wlQ.PM1a:m7s.Delkgaal�9Lu ar oars ba aeldeaUm+da sc[only el V1Nir own POSALS ARE NOT ACCEPTABLE. a.[for PrDpakM{R7P}so resul� SW ADM,CC fWWJrq x250,PXnllurid. Up at Ura MVnnorrran County ..aprons.The RsgelOff la p'rdpwp attlf As axreaher p.sslde, thelI Iola faaldxl foe dor pJGC OR 97214.DOM1grF>•tlr whrMllkW■ wEhaRrp asd dvi?,501 9E Ilwnhofrq pN nfwclrrwr+ll W wry IlddvOpyn am P�oposde Be revlewNd IMI eyevlNRld X121416 PUBLIC SAFETY Prpppaa1 sd8 lie fro Idle Than%Fib 411rd,17JN 125,Ppr1Mna,OR 972tA avellable to any interested Darty on the ¢J aCRy d hlafYatd epparuw."iefpcapel {EiENCY UANAQEMF.YIT RE rwday.Hvlxlmixr 1e,4666 N I1k00 P11aw Ia63N 968.511+. Fpr 1.5031 Scholl District web she bcalnd al C9mmalae m A.Nrdunce M era TED EOUIpMEN T, SVNPEIER, AY.1anl Uma.Orcca 1squM kx rlCalpl 9083252. www.vesdX12or us All question. Metllord AII9lcbal Cade,SecNm 2 585 SERVICES INdaq d Ina RFP ere ak el P[opoalde oro MpN1ny thrvuph MtiY•ptlah S:ounty rlrNkpl pea flats N tpfyenk'ng this I'Icilalion shall be DESCRIPTION:The City of Medford obs'.pp+lvikq Octobrtr 21,2OI8 Do" T%. Ay.7.20 AM X0:80 i" rycect nTy a AIt Wde V rot n cerrlphvvty di!pclpd to Michael Marion at *.IN% gealdleci orders h1 animals ray W aWlnpel M teNot d fo7d>1:15 AO vMrdpn Maki!Hood n MANO• wRh Nor fITHI WacWVrrla YrA ropuMP• dIdS49fOmQ[�4071MIg•COBn proposes W prsrrlde tM ealtlnre xN1 .T]Tallnan Yehn,NIPA,202 12V SriNQI ATORY Pro-plopoaM m tetlnq art Tum• "andAx!o m•EW Ilio Nd.'�le['rn Il Pula-Oct 14,17,1B,21,24 8 26, Brom.neeaeery to r Ire Giq': No^-hORal,PO Boa 210,S M, 1daY.too tartan 1,Me TN,mo= Maloamah C.I, M.a H in rho 2016 loolft S"Cliad IAdNp SvCuf laalen.vr "Irp. ar by o mno At U�. W Ql naq til the Csxodo CAmpUA 90A.'I,beet kdervM Ie IN 59. 11167409 nfomuedn ve.n irAaly hMy fyYfwt.l. lypp,gnl P^oPw.:Nt wl eo recea�d Stwllrrl tkr:ln OnUln7.Raorn 6114.705 MuL7NOhNR CW WN .. . R sin a kB lir IW ill f7aC4rit9a+n,26tH as 0•:10 p.m P N.NNlarosr�vrin 91,PorCaw_DR uYalr, PURCHASING CITY OF MADRAS dx ani.may be oblo"RI from Na Tyra at+lie nlmw aidkfaA9 Araq boa 6 AM M 10'.00 AM VOMaa Pvb�ad Oct-tt1,7d 16. 11173807 GOLF COURSE CLUBHOUSE Ergrrrrvg DMlbn,200 1 try se", FJy_anAvx r5r 2019 M 9'70 a m,Ca mWl snots ms meeting n actor'icy be MANAGEMENT OPERATIONS FOR titled a,O= 97501,by tall"04 11 Tilly.Pspasn loo wfq Ukr protan 71 iiacfurlprf as A pppOtaf fe!Na F"CC DESERT PEAKS GOLF COURSE 774-2100, or..line al Y8W_11 media Itlf4,1110LfrYNfY`r9L'NLd9l!:Larprninraen.k Lnur&Y5.necas tordred. 1 1 Prepossess due 4:OOpm, corn s on the TG141 WrW Under 1314 OP, 11P[W AI glrLdhoret muV e!FAtes d at M November 15,2016 orlunilles Thor RFP=annenIs ncklde �- I lmlat+'onpit nlrMe la lS9Q AM.local Hand,nn 1 REQUEST FOR PROPOSALS Seddon.I through V.and Appendices . iL Mry sry,plrnsmnar 7,20141 The City of Madras is making services mora partnulerly IdeaxBed as Idbwe: NAT'I hM r r A e9-PWS daacllplNP of me prop• la♦p gepkNT,scf[pivrrvtpf q apkdle IM Section I:Geilerm urlamatnn POWERS ALLIANCE I.-I regvlraannlN,wopoXkl norma end alYlal9e muwgonllwl d Magid Peaks Section If:Project TimeXrn tW07IN VEHICLES,CAAB.VAN cpndlUoAR.aYMld praaaaa,sad apse!• 1 1 Goll course The city ezpeca 1a have an Section ii III:Prgp=mralm nenllpna lar thv Rpquwl fat Pwpolal SI1V9,AHO LMNi YIi0Cli9 WITH' axecWed contract with the successful Sedbn IV lhppcnal Pro Ins- RPPI 1s kVatlNm10 lof dorNnloaGna DELATED EQUIPMENT, 9 Proposer to begin operations by February tractbru ram Irl$p1lWladpn ❑pponlrnu]NN Doi. Businoan wkh the 2017. A Section V:Proposal Eval"Bon ACC ESSORIE6,AND OEYLriCESa Bok On 1M PCC laauing ODIp WED prPoser's prasubmission Append.A;Funcalvll Reµ.rmanls Nescosi dr duo 4-]Olin. -� Nb;[ .RdIIfCNt an, Bg6VQ[lOD SChoGI DLB[fiLt conference will M held al 2:00 pm m (pntvWd ani an ERPYI lie} OtKeyAber 7 2018 FOR1ad proppaers rola.Nx ml TRADES P�POI Oddter 31,2016,to provide lours and Am adk B:(AMYCBM Fke Cakulelwns REGUE$TFORP ")P'oSALIS • aotlieYpaWl Ow oa9lMeor-0r9sy r41pwd1A AllboodnCe la FRkF address qua80,27 and issu.. from and Formulas Tho n0owl JJplt powlre ABIaerON* copy d 1h11 RFP by coalw ng Sandy WEONEBDAY.IIaYarrrhat oala pdenNal proposers The proposer pre-su- Appendor C:Outaourdng Dale HOW (N3FAi. M P[ltlll q1 NJYA rq,k7 warurr at 971-7224839. 9¢.m--S P.M. birlssbn conference shall be held at Inledacee Wurryl d norm pomnlnsr r mbvr dperdl; TIn RFP MMU be CWnislad 1.dq Lwr aeW[upWrTNyl pgec:s.l Desert Peeks Goll Course (565 NW Appandc p:Prciip TerrOlMos(Pro- rNcn Na4hde.all g9v9+tyna.lel,hlaMf all9nlNn d Srldy Waninn 9uyofl Aa aitaa loam lea R t Managaa Adler Street,Madras,OR 97741)Three vedgd Oa M E•9e X. 4dupelr7n,K•12 adx Bon,rW-Iai P a�L CaorAp BpaWY,Ppolprq CprrmPury On6n6 Pr4oaraadonX; (3) copies of the proposal shall be A➢pindY,'os E 1nrolAin I:Orgrl.rM eke- oe)w71 ga*Z.M.nl forl M m-PaIAC CplfPga, 120pp Sw ABIN A".. CC '11PPanrYeO"Me�{aA,-nI;SOLI cV=rZ ed b JeH Hurd,Direcbr d Public dee CeIIAkApOn .r Camps ante agprrclea hee4d a all hey elalFe, �1�rq Ylitl,pOrtlafvl.OR 922!0.prof •GR>'Ir°"•"TMD W.elcs a1 125 sW 7gE7h slreel,Madras, Verification Fomes Almada,aria kuemadontip.Heual.Kra 'a ren deME". •f laic W incense b a[Moms!Sao• OR 9.41 m later Ihan 4:00 Pin on Flr¢Giry d Mtlffdd 1CIYI Ivey Irfjncf nlqueM For Propokk!(RFP}la rasdl h N F.acH RFP mom acu'.r A xutalnonl e4 Ilmlan Tuesday,N.vanlber 15,2016- wry arRl aN pre9aaah upon p IRennp lit 'rroilof C9MIact sai fon its nr.cvrc- to ehennr rte MINN,10 o res{dn1,as Locaaan'Dim dflm Sclrx&Diane, Issuance d RFP October 17,2016 Atlrt4dA10aWn ConW Proposer Conference and Tour 565 0a/Cay Vsm h M N dM M+oP4 rnlreest W m a!a 1297"'P. O VEf1tCLE9, L,Cis', q"a"Y1 Uf4S 27AA 179. P° do to TM GAV Nsoo rPNrrves ary M1ylq n SL1V3,ANO L{Cilil illUpiB No Piozv mNy_1A`=nkM1Wr fife 16550 SW act: daRoad,Da Beavedon NW gdlsr prive)Ocbber 31,2018,2:00 vrpNp nlorm. len N tlrry DroPo]w anfxd} i MLIFO MrMENT.AC=' .hal IM hw fat for.upsn 1p nianal. Contact:Edn Dation PM In. Carman{fe`mA N!ed n uq[Rn[lokal ARIES,AND BERNCEO.Deaaae d Vill t 1rn4 arwrU u! ApreahVal, railer ElYLRA1 a1YNOmS3Z.OG{i Final Submittal of Oueel'lone to City Aa 161 fOrIB Imam '�N1,FfP ore avprphfp TapOfrrral7 OpICL•9f 21; aRmrd Is dRRyad for a pakC d- (W} P.dished Ocl.10,12,14,17,19,21,24, November e,2016,Midnight step Vale rapglvod nnnr Inn Ikea y.l B.Demllr ray o0 obfAaeop by lal(y apyyN1.rpm lea RFR WNk, 26,26,31;Nov 2 R 4,20111 Proposel5 Due (3 copies) November nWfBa[gd lir rr-.'kp lxppnsral will .dl:lopmsl to Ja1lrAan Y.M."JPA,202 F-nlar9n9 smdN weneasea. NN r'al m 11194244 15,2016,4:00 PM nalt b.tl.efipara[I Iplh Shiml 7idfnWN,P.O gpR 219, :ainarllyawned era wyenpnarw7ag9 erRet• Rsmexds for Proposals maybe 712 GIN M aAAahxd P'pgr4ma• A1etlS 3Uplce, MN 58AY9, 4Y a-rnnY Nl poses ere ww ufkged b st[rmp Prop• r Nervi Printed or ordered online at; and pcTvinna Ani cp`'+i!p an"Ban. pkimii as gfg I' r9ls rHll!bri osau, rpapOn4a 1e SAN apa;,Nalbn and 11111111f.Y_ILIII.Y• r�.'f Premier.;tiers Exchange wlpipa rpgep0 f.taco,.F1,aye,Trarsp• yNComed unit DOt., 7,2914 N!E.- wim Lott bo 1MUXrrrRrlad agllM1t Pn mp 1902 NE 9th Slrel cap,rcppbn,.New:Iu1r,AyaNrd a nkv xpm.Cetiunl TknX fitm l" '-.write grow 1,d mCi,cold-or nallalal aiym WINSTON-DILLARD Bend,8 91231 ofaal w Fel fumwn Inlprma+len ghoul yq area Okearabw 9.2010 al S-W !r aoeast{MNden la M sward d any W.� 541-389-0123 ua agew n{p0,leray ppsey,enact In. wn. onlrat rem,Ptepsa we rrn yHk [foal eraerep nor SCHOOL DISTRICT k116 Hunan Resouae nrrep,a:.I the Ciry Ino ID beta: pwkwl to a1XA pMrf WINSTON,OREGON 97496 Icy19&21'2016 w �J APs para IOD7:d�YJlRuao961C yaar�eru Published Od 19 8 21,2016 d Modlad,(541)fro-°010 A (n // Tt o Ca'Z,may reJecl any Proposal EDUCATIONAL FACILITY 90999 Caffeine Pdaf.n,Pdllk works �'I R�M, dp16M ",1111>O _T, complulca vnlh all prescribed ABSEWM ENT PLAN AND CITY OF PORTLAND 6rrsku%a f.InnAWe y \ , public proposal procedures.red squire- COMMUNITY OUTREACH SERVICES f?Itl4grf om?I.SOLA,. .1113356. P CAN meals,and may reject fa good cause proposals due No Later Than 3:OOp,m. SOLICRA710N NUMBER:OOODD451 NATIONAL JOINT COMMUNITY COLLEGE y or all Proposals upon a Ik1Rog d the yyMappdey,November OD,2018 PORTLAND PARKS 6 RECREATION POWERS ALLIANCE® n LAUNDRY SERVICES Coli-gpun lin that It Is In the puc Wite est to REQUEST FOR PROPOSALS PRICE AGREEMENTS FOR SERVICES rppe.al.due f a:Dam, d._- Addreae As H680ED 01 TRAIL PLA IMMO A 0721476 PUBLIC SAFETY AND N."fa r 1R 70th Published Oct, 2016 11193709 Winslon-Dleard School District 9116 DESIGN,GEOTECHNICAL EMERGENCY MANAGEMENT REQUEST FOR FROI{OSALS(RFP) CITY OF DEFOE BAY 620 NW Elwood ENGINEERING,HAZARDOUS WASTE RELATED EQUIPMENT,SUPPLIES, Nalke n hdaUy gkw ahem Portland Vfl-IZn OR 97496 TESTING A ABATEMENT,BUILDING AND SERVICES K CWreOo IPGG},pagan,rt ENGINEERING AND DESIGN COn1aCt Pro I. V a,d u +Y AND SYSTEM COMMISSIONING,AND pros. Opnt hg aoAlsd Papllpld6 IP'Lplrndey DEPOE BAY HARBOR WHARF Sneri Koslal Oecemyar Is.$8111. a flea gpnPRetl Prpp.spn s REHABILRATION Business Manager MECHANICAL ENGINEERING, REQUEST FGR PROp❑BA4 dY(da Mltnrky mdpNx and MII'ACv¢to Proposals due 5:OOpm, Phnna.(5411479.7009 vxl 3408 Propwela Dox By:November B,2016, Tnn Ns1KKIaI Jaya PgYwA Out (4) oampusee 'rN, trfnquonl November 14,2016 Fax: 11679 ad+9 014 pm. •(NJPAh, nn aaMk of NJPA and ad ell be a area Ig Year eonlrcl REQUEST FOR PROPOSALS Erred:kostea Uwtlsd erg REQUEST FOR PROPOSALS •cnaoar r 211181 member Ire MNNIv^d sea C9illga 1p rear The City d CaPhea Bay seeks.lair• A wet Ino pfopoNl:G•dup Ptteael The Gty d Ppftk+nd-BeewY of Parks 8 &amMilch ira'kadH 1a1y11 lamp pI ono(1)year pnrr9dN,vl me 'ng despn henacas la rehebilllaton o! pace[fy Plenrdray and [:pmmunl4y Recraaon,rapueea 1>t9F9esfs la prde- IM wNd ant..choral dmk and paces• Outreach Servlcae a-I and lachnlcal sorracs.o an - - 'fMn knp10v0mOn1 aalatvrl!10 d1p Mwf, The Winston-Dillard School District as-needed basis n the following1 PORT OF MORROW P1Tpawla are pros Mafgsy,HovanNia a1f0,Wlelar5 Orrlgon IX uekdM prgl• nos: 1) Trail planning a Design; 2) BID R 11102016ORO 14,2016,S.OQ 0.011,al DO-Ray Gly ossa Iron nVIN,, Prppolere 10 aesnf GeolecMlcal Engineering;3)Hezedous MADISON PUMPS Hall,570 SE Shall Avenue,P O.Box B, aro DiefrLi Ih IA}AltBafyRl IAOu hsigM Waste Testing A AMlamenk 4)Building Depoo FNM.Din 979A1.Fa Qpm of IRA pfd doWbi:SeO A Fu61nr MsNi Tian: 8 System ComrNafpirq;arts 5)Mec- SUPPLY OF MATERIAL ReehsM For PrOoaelc calNcl Na CIIy and[B]plan la lociklkm e a Nimiu, haacal Engineering The solicitation Bide due 2;00pn NCVNmber 10,2016 al 541.76E@781 of *o.�,Y(�„QpOsph °dolor and waaxh"Irpplpt VAM dxumenls may be obtained Irom the RE EST Fol!RID4 av oro. district staff and palronN rogkrdeg the Clry, F Portland bshe al: Diig ubmWe7 rar SLWN d M.[eI1MR n1na41 lip rrlarnlned kY n seilOd OM96 pa to 9+d P fished Oct 21,2016 11193788 Family Master Plan in isimp stion lora hdpl7xxgfv Pan o1 P?WaiR.P,0.fie.200 2 Mnr4>o[loon},U9adrlan,Onigoa 078fa nai talo polemist building bond campaign in the Proposals shat be received at 1120 llxn 2;00 p.m.-local kmu,pn 1iw itM day of NoYlmbor"Is.Alla[arm they MULTNOMAH 2018-YQ sdoW your. SW Fi lh Avenue,Roam 1302,Porileid, p vy of+enad.Elkle wNl rod a0 nOpepfed^flay Bill houf am tlnW. COUNTY,OREGON prpolalp MM Oe _._I_ .."I OR 97204 WH the due date listed above TM PrgWct.f.L•deeal Pumps Nuramber 30,28f8 at 3:00 pm Thu Direct any questions regarding this sdic. VETERINARY SUPPLIES AND _ Glnerfe deaulpgpn of[M p1w[9C1 lAC[vdar Ma[aaNa ody fol IM Idhwlrrpl ceash9 Proposer may beg.work an Italon to:Jodi GOYe11on,503-828-5561, Thal fhrrp SIMNp•.1R•W MEDICATIONS ON A REQUIREMENTS December 16,2016 and work at the Jodi Gotema Mp.rarxloregon gov pump Mope1 TIYn I-}Flow IOPA9 11oXd SrTI:i•wd S�afAl Max+r Hp BASIS Master Facility Plan skald be completed Proposals shall be reviewed by an eval- Egka Blde tlue 2:00 pm,November 10,2016 by April 14,2017.Shop Ire W'rWon-DI• Imo idea In accordance uh PUMPNI 5H VFD 15,00 1250 225 1780 86 125 83% CALL FOR BIDS Nerd School Bmid Mamaars elect to ChayM 5.88 d the Portland Cily CPtla, PUMP N2 5H 14.6675 1050 225 1780 75 100 80% BID NO: 4000005160 Closing Dale: pursue a bond campaign ane C.mmunM Mian carryly obi Ina G PUMP 43 6H HVFD 16,44 3212 225 1785 214 250 85% November 10,2016 Outreach should be completed by June �Equ M B-hie,Ord.Egwt PUMP 94 6HH 1644 3212 225 1785 214 250 95% Pre-Bb Conference.WA 30 2019, EmplaD I GVPar'++NY ofogrgmN,lTto PUMP N5 6HH 1644 3212 225 1795 214 250 &5% Bid Regl ltf%lien Peckels must he q copy d this Request for Proposal Cly a)�Pwpmid Is Comnnos%in Z.- PUMP 116 6HH 1644 3212 225 1785 214 250 95% sutsminM alocuwsaNy to Tessa Paul et (RFP) ay be obtained by conlacnng rkg penlmnlhg-aub•000lim ng afro PUMP N7 6RB VFD 13,3125 35M 120 1780 123 125 BE% le ^^ly,e eJa by November 10, Shari Kosta1, Business Manager, at err�gmen! opporluartim for ranority, PUMP 116 6RB 12.5 2775 120 1780 95 100 89% 2016,no leler an 2 00 p in Reverse koslel.Owdsd org� M'anrt,flip a emerging small buslamses TOTAL HP A,,0111-111 held pnblkally on TM District reserves its right to rejed Froppaoe. rquueu 10 orduax 1450 WNW"21,2106 slo f at 11:30 any and at proposals and to wave Irre9- pfoje 1 loqulam"la In sit&to ansa ka Rvs lye d YAklow raur11af the rghl b xje1.1 lOf gnu nor on eN bids,or to a m el the Multnomah Building.501 SE uanlies and inloa alnx7s in Ila submittal sae d MNAESM Mom. Repoebe are peopwo ihN rtwerd el the Contact upon Mtlyq tor!R M F111rk wAeap MW NI io 9s s. Howth me,Blvd, Room 126,Portland, and evaluation process The RFP does enc sped to conduct pre-submittal Yacn 1711 road.eraala a 1NganXnt as q w4gmpr 112 bkkW 11 x relldvn4 hk71Mh as OR 97214, nal obligate the District to pay any costs conlarences and are advised b mvesligate dulload so ORS 27061?0 SUMMARY:Munramah County Animal scared by the respaldenls in letopa- all potential sources of M/W/ESB A copy,d aha sce d work,nay Qo.Makeae m Os19Wf telh,2018,R.a.s.r.aa $rmixtrs I.raque"Ng blds on A'Pakxm ration and submission of a Proposal. and maximize outreach to increase pan- youf ragaxal to on at me Pea d Marnrn amcu,No.2 Fmvnnnry items used al the 01Aor Furthermore the RFP does not chligale iamb an,AEenikln Is called to Chapter Msoas Odyn•Ftcannin n.❑re99n- eNaa z items year m aquirarrgda the District b accept or cadraol for arty 3.100 of the City Code reforms to cedili- F50Npled Oct,21,2016 11 r9dY6R basis These Items Include vaccines, prypaNen lit krlPlad eervc�.Yon n,n• Cellon as an Equal Employment Oppatu. medkalions, diagnostic lasts,Ilea control .vldul PrvPuam must tdrgly vA]r ihli nity Employer end companca with IM O1WipT4 eOulU pppptlrasiy rpgWanrar. Equal Benethe Program. EEO.0 to. Tim s. MT.HOOD NATIONAL FOREST RFP Release: once roofame is l are�avvaiablgram �n RFP Renese:October 19,2016 6-MONTH ADVERTISEMENT RFP Questions Due:October 31,2016 prawramenl Services website al: October 1,2018-March 31,2017 Proposals Due:November 30,2016 BOQ '.OPl1iPB011fQpgB,90.aYbf17(111dF The Forst Service intends to advertise limber designated lar cutting in the following proposed limber sale areas on the Mt Hood proposals Scored:December 1st antl x d lisped d 1 Natural Forest prior to Mardi 31,2017 2nd a 2016 Published Oct 19,21,8 24,2016. Board fit" December 14, mb 11191109 a.1,rw.. a.teal7aai6ry r•cesflLrg4te' �YaI�- arra. .nrg>Bpa Fii , • NnrrW 20018 ilkafnn d Award December 15, COLUMBIA CORRIDOR t:(_ -�� soda° AX'• rk Published Oct 19821.2015 DRAINAGE DISTRICTS JOINT r>�Rr roll 1 11190372 CONTRACTING AUTHORITY Anse a2lyderm Riser LaDce Fad 7r 1543 SkYlinr. Ia'I71N16 Tie W--.M-loorsR d YAMHILLCADISTRICT TRICT SCHOOL (JCA) ciaml rw I PIPE(TOE DRAINS)INSPECTION, Eq-G Hudva RtBrink NO 11 Creek 147 3,011 Skylne I29R017 ��1 2016 BOND MEASURE PROJECT FOR CLEANING,AND PACP RATING { CMYGC SERVICES SERVICES April 1,2017-September 30,4017 Due Data:1:00 pm on UPDATED The Forest Service nlends b advertise timber designated lot culling in IM baonllg proposed limber sale arms on Ills Mt Road November PR 18'2016 Proposals due erla tuftp. October 25, org National Forest prior to Saplember 30,2017 REQUEST FOR PROPOSALS 2REQU ST FOR P l®mcdd LS Notice Is hereby given that YemhlM REQUEST FOR PROPOSALS %CF I , M`ndl. RB-In, C'Man School Dslrcl"cumm(C"MY/sGaClk) Columbia Corridor Drainage Districts tikkV.aant- 6 Akno Nciting gnl Car usl;Img Authority (CA) Is am.. pCha procuhip prposlit lrm wakiled gar crew rraed•a.sd ices lar the 2016 Bond Measure 1Nrn5 10 p(OW40 fop tpah�a daANnB, .l.rke,aararcr -.Mou„Mie Ips 3L000 akyl'me 4M017 Tree Mmaoravm Prp{xL orh. W eWgMed dolt pACP f 9pWjon, and PAGE aafnp 1�0 err m Hpv.rrehvr in.2036 and NIN ices. Based on a new urderet- f Orwee6lmr/ ` bw dosvgrad 10;Mod"'I Mddn:,Pl= efdlrg of Project requlremeals.Prop r IM _lAk-River Cas Mr-In IM 3,250 I Skylirc 51IM0 7 I Manager.M.Margin CanMNYg.120 N oriel elrcture ha changed and Ib 4 11II E Leroh Piece,YerMNL on lag longer require engineer revbw.For Oio®d 6acc Yamhll Carlon School District may lune, Information, please 't Inuro Nand Rlen North Fork Mil]Crek IOD 2300 111 rd117 CommemiRlr ceood I reject any proposal nal in Lgr+epKMCe knaA1YWN'.ltlpdd.aWcpnl •un[ frnber$wits tend Owwwrbdrp Cord arls-kilemslpd pa10Yp Are Odom vy or r7dvldamlxml docunw.t5 by ebrd-CLkig Ern Ba s adflhBd procedures and rpgRa• (oda 9 01ti 8C(OY�7fl aLr9C/Q1 C9 pjhad:/�(. Y marls and meet rJec1 la good oafs arty P1ahNshed:OcL 12,14,17,19,21 8 24, W,t,,d al I50:s}63C079f or VIL Nx Mr Z M. wst,ayn•wMw.n usde,gmrlyvtmmrtqu[f4�mtRa:an4 and el proposals upon a krdr9 UM1 it is 2016. The IpIM Cooaaoi adYaddealal MYl cenlPh fk'aaI rransm an fiwlapnpl ramp,n6ila,praaKfsns 4ne1 mbar elle 11SkaxY. n the qdk niarosi fo do so, 11185945 pubkrhed 091.21,2018, 1118 4 YamNl Owllal School District Is not - 53 National Joint Powers Alliance::-Vehicles,Cars,Vans,SUVs,and Light Trucks with Related Equipment,Accessories,and Services NTPACCess for Vendors JPA 888.894.1930<<> Contact Us I to Naliooal Joint Powers Alliance' About Us Cooperative Purchasing Statewide/Regional Solutions Organizational — Vehicles,Cars,Vans,SUVs,and Light Trucks with Related Equipment,Accessories,and Services e+ v Cooperative Purchasing - Vehicles, Cars, Vans, SUVs, and Light Trucks with Related Equipment, Accessories, and Services Procurn_rnenr Prose, About Us --- --------------------------- The National Joint Powers Alliance@(NJPA),on behalf of NJPA and its current and potential member agencies,which Aff liaaons&Relation>hips includes all governmental,higher education,K-12 education,not-for-profit,tribal government,and all other public ------•------ .................... agencies located in all fifty states,Canada,and internationally,issues this Request For Proposal(RFP)to result in a r Become a Member1 national contract solution for the procurement of#120716 VEHICLES,CARS,VANS,Si AND LIGHT TRUCKS WITH ­- -------------------------- RELATED EQUIPMENT,ACCESSORIES,AND SERVICES.Details of this RFP are available beginning October 21,2016. Become a vend°[ Details may be obtained by letter of request to Jonathan Yahn,NJPA,20212th Street Northeast,P.O.Box 219,Staples, Ge;to Know NJPA MN 56479,or by e-mail at RFP@njpacoop.org.Proposals will be received until December 7,2016 at 4:30 p.m.Central Time at the above address and opened December 8,2016 at 8:30 a.m.Central Time, Current&Pending Souozations -Indetinite Quantity Conarucrion Pre-Proposal Conference:November 16,2016 at 10:00 am CT Conlract�ng Systems aid elared Sealed proposals due:December 7,2016 at 4:30 pm CT senaces Proposals will be publicly opened:December 8,2016 at 8:30 am CT -Hcoring w d,related NJPA reserves the right to reject any and all proposals. equionrent,produe`s,sr,pples, To Obtain RFP documents do one of the following: irstallafion,and services l E-mail rfp@njpacoop.org,an email will be sent back to you with the documents -A,Aurrcrive ano muck 2 Send a letter of request to = National Joint Powers Alliance: Replacement parrs and lines wqh Attn:Contracts and Compliance Department 20212th Street NE,Staples,MN 56479 Relateu Equ,prnent,Anes.ones' 3. Complete the RFP Document Request Form below,this will redirect you to a page where you can get the acrd Service, documents immediately. -Class 6,7,and 8 Chasss with RFP Document Request Form (this will redirect you to a page to Related Equipment,Aceessorie_, download the documents): and Services Vendor Name -Multi-Function Copiers,Pnnreis, Vendor Address and FquipmenT Vendor City* -Fxpress Cour Bei,Overnight, Vendor State* l Ground Delivery logistics Vendor Zip Code* I Servi,es Vendor Phone Number* I f -Flevarois,Escalators,and Contact Name Moving ANa!ks v✓ith Related Contact Email Fquipmenr,Services,Accessories and S_ipphes -Forklifts,I ilt Trucks,and Relate) Mareual Handling Equipment, Attachments,Accessories,and RA h[Ip:Ilwww.njpaconp,orglcnnpt:riativc•purchasinglhccamc-vendor!current-pcnding�pliaipttiotrarvchi�lcs-ents-vans-�Ms�and-light•trucicx-ralated�cquiprnrtthAccessories-aiid•srcrvicesl{IQ12512016$:38;12 AM] National Joint Powers Alliance::-Vehicles,Cars,Vans,SUVs,and Light Trucks with Related Equipment,Accessories,and Services Services -Pest Management with Related Products and Services -Classroom Audio Technology Equipment with Related Accessories,Services,and Supplies -Public Safety and Emergency Mangement Related Equipment, Supplies,and Services -Vehicles,Cars,Vans,SUVs,and Light Trucks with Related Equipment,Accessories,and Services Vendor Reference Guide Contracts-General Contracts-Fleet Contracts-ezIQC Construction Cooperative Health Current&Pending Solicitations FAQs How to Purchase State Legal References NJPA Access for Vendors -------------------- ........... Public Sector Insured Deposit Search Vendors&Products Vendor Newsletter What Can NJ PA Do For You Procurement Plaza http://www.njpacoop.org/cooperative-purchasing/become-vendor/current-pending-solicitations/vehicles-cars-vans-suvs-and-light-trucks-related-equipment-accessories-and-services/[10725/2016 8:38:12 AM] National Joint Powers Alliance::-Vehicles,Cars,Vans,SUVs,and Light Trucks with Related Equipment,Accessories,and Services ©�a® Become a Become a National Joint Powers Alliance' MEMBER VENDOR 02016 NATIONAL ONI POWERS ALLIANCE CONTACT US BECOME A MEMBER BECOME A VENDOR 202 12th Street NE National Cooperative Contract Solutions Contract Directory Current&Pending Solicitations P.O Box 219 Press Room List of NJPA Contracts Vendor Get To Know Us Staples,MN 56479 Sitemap Membership Application Vendor Reference Guide 888-894-1930 States Legal Authority Member Testimonials Testimonials Who is NJPA? Website Credits http:Ilwww.njpacoop.orgkonperati�c-purchasing!became-ventlorlcurrent-pending-solicitAfionBfvcitidea cars-gnus-was and-light-trucksrelstcdxquip[Hent-acecssoriss-nnd-scrvicesl[1dhUIG8:38:i2 AM] Request for Proposal(RFP)Abstract:VEHICLES,CARS,VANS,SUVs... https://www.merx.com/English/SUPPLIER—Menu.asp?WCE=Show&T.. 9 Print-friendly Version < Bar' VEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES Disclaimer Header - Reference Number PR386111 Solicitation Number 120716 Buying Organization National Joint Powers Alliance Source ID PP.CO.USA.868485.C88455 Associated Components Yes Non-disclosure Agreement Not required. Dates Published Revised Closing 2016-12-07 04:30 PM Central Standard Time CST 1 of 3 0/25/2016 8:42 AM Request for Proposal(RFP)Abstract:VEHICLES,CARS,VANS, SUVs... https://www.merx.com/English/SUPPLIER—Menu.asp?WCE=Show&T... Details .... .... ........ Opportunity Access Open Miscellaneous Goods Category Transportation Equipment and Spares GSINS Region of Delivery Canada Agreement Type Tender Type Request for Proposal(RFP) Estimated Value Pre-bid Meeting Optional 2016-11-16 10:00 AM Central Standard Time CST Webcast/Conference Call Site Visit Not Applicable Bid Security Required No Deadline for Bidders'Questions 2016-11-30 Notice Description VEHICLES,CARS,VANS,SUVs,AND LIGHT TRUCKS WITH RELATED EQUIPMENT,ACCESSORIES,AND SERVICES The National Joint Powers Alliance®(NJPA), on behalf of NJPA and its current and potential member agencies, which includes all governmental, higher education, K-12 education, not-for-profit,tribal government, and all other public agencies located in all fifty states, Canada, and internationally, issues this Request For Proposal(RFP)to result in a national contract solution for the procurement of#120716 VEHICLES, CARS,VANS, SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT,ACCESSORIES,AND SERVICES. Proposals will be received until December 7,2016 at 4:30 p.m. Central Time at the above address and opened December 8, 2016 at 8:30 a.m. Central Time. 2 of 3 %25/2016 8:42 AM Request for Proposal(RFP)Abstract:VEHICLES,CARS,VANS,SUVs... hftps://www.merx.com/English/StJPPLIER—Menu.asp?WCE=Show&T.. Contact(s) Contracting Authority Name Ginger Line 202 12th Street NE PO Box 219 Address City Staples State/Province MN Country United States Postal Code 56479 Phone (218)894-1930 Fax (218)894-3045 Email ginger.line@njpacoop.org Website URL r Print-friendly Version < Back Note:Web site links will be displayed when available. If you click a web site link,you will be connected to another web site.Your MERX session will timeout after 20 minutes of inactivity. Should this occur, please return to the MERX home page and log in to MERX again. @ MERX-All rights reserved. No part of the information contained in the Public Tenders portion of this Web Site may be reproduced,stored in a retrieval system or transmitted in any form or by any means,electronic, mechanical, photocopying, recording or otherwise without the prior permission of MERX and the Minister of the participating government department. MERX, the Minister nor the Contracting Authority will assume responsibility or liability for the accuracy of the information contained in the publication. 3 of 3 W25/2016 8:42 AM Public Purchase:Bid RFP#120716-VEHICLES,CARS,VANS, SUVs... http://www.publicpurchase.com/gems/bid/bidView?bidId=68985 [Go Back To Agency View] [Bid Board] h1h1w P Chat Help Logout Home Search Browse My Stuff Tools Bid RFP #120716 - VEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT, (is v)4J PA ACCESSORIES, AND SERVICES. National Joint Powers Alliance' Bid Type RFP Bid Number 120716 Questions 0 Questions Title VEHICLES, CARS, VANS, SUVs, [View/Ask Questions] AND LIGHT TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES,AND SERVICES. Start Date Oct 25, 2016 8:47:44 AM CDT End Date Dec 7, 2016 12:00:00 AM CST Agency NJPA Bid Contact Ginger Line (218) 894-5483 ginger.line@njpacoop.org 202 12th Street NE P.O. Box 219 Staples, MN 56479-0219 Description The National Joint Powers Alliance@ (NJPA), on behalf of NJPA and its current and potential member agencies, which includes all governmental, higher education, K-12 education, not-for-profit, tribal government, and all other public agencies located in all fifty states, Canada, and internationally, issues this Request For Proposal (RFP)to result in a national contract solution for the procurement of#120716 VEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT,ACCESSORIES, AND SERVICES. Details of this RFP are available beginning October 21, 2016. Details may be obtained by letter of request to Jonathan Yahn, NJPA, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479, or by e-mail at RFP@njpacoop.org. Proposals will be received until December 7, 2016 at 4:30 p.m. Central Time at the above address and opened December 8, 2016 at 8:30 a.m. Central Time. Delivery Information Jonathan Yahn, NJPA, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 Pre-Bid Conference Date Nov 16, 2016 10:00:00 AM CST Location Webcast/Conference Call 60 1 of 2 0/25/2016 8:47 AM Public Purchase:Bid RFP#120716-VEHICLES,CARS,VANS,SUVs.., http://www.publicpurchase.com/gems/bid/bidView?bidld=68985 Documents No Documents for this bid Customer Support: vendorsupport@publicpurchase.com i Copyright 1999-2016© I The Public Group, LLC.All rights reserved. I� �'lll )Iw (. ,1'( )111 2 of 2 0/25/2016 8:47 AM The Ar 0 1 61. KUPA aM h ouiAwdl p9ii1' rtNubar spCn(39s, Whkfi ud" ep yoremmeflwa Ngtw•educAtlon, THE STATE MEDIA CO,, INC. K42 + ,rat�ar Rt,WbW 90V*0VT*t, u+d,d other P bk Columbia, South Carolina , � publisher of PIRF for 0*.prOOWWWO d 0126710 'AHD. L1RFfd:TPx1C1{B Y1�ITli RELATk-h EgUiPMEHF,-ACCeS• r WkE¢,AHD MkV"S.Dethk d 0"RFP wo kftwb a boom v j STATE OF SOUTH CAROLINA WOW 21,2016.DMk r*to i &",Ad by WW M mIt"1a Jar ; COUNTY OF RICHLAND Stany.sY,,wpA,.moa..4:a;W" NoAhwt,P.O.,6-219; AMI W7%o+;by s-md'ft WPOq Personally appeared before me, Allison Branham, Sales Operations Sup rbe ouuvv .i o,i j of THE STATE, and makes oath that the advertisement, &bon@. & "W a:oW ber a.yore�+I;er ILo, CW" Tdn+. Requests for Proposals The National Joint Powers Alliance®(NJPA), on behalf of NJPA and its cur xro1 i i potential member agencies,which includes all governmental, higher education, K-12 education,nol-7tSr:profit, tribal government,and all other public agencies located In all fifty states, Canada,and internationally, issues this Request For Proposal(RFP)to result in a national contract solution for the procurement of#120716 VEHICLES,CARS,VANS,SUVS,AND LIGHT TRUCKS WITH RELATED EQUIPMENT,ACCESSORIES, AND SERVICES. 0002738008 I was inserted in THE STATE, a daily newspaper of general circulation published in the City of Columbia, State and County aforesaid, in the issue(s) of October 21, 2016 Allison Branham, Sales Operations Supervisor Subscribed and sworn to before me, Karen L. Book, on this day, October 29, 2016 ce. Notary Public My commission expires September 7, 2026. "Errors-the liability orthe publisher on account of errors in or omissions from anv advertisement will in no wav exceed the amount of the charge for the space occupied by the item in error, and then only for the first incorrect insertion." 62 4D LIFE USA TODAY FRIDAY.OCTOBER 21,7016 MOVIES Ban Affleck in TheAcc.untanc been the biggest fall performer [ion battle between Donald Bryan Alexander In a record-breaking 2015,the ($118.4 million to date). Trump and Hi Bary on is in Politicsand box office brought rou t in a robust The increasincreasingly gly I->iourY PFh glyplace plays en- rabVdiansaykingeyeballs,Derga- 5960.8 million for the same peri- tertainmen[marketplace plays a rabedian says entertainment ad (Sept.8 through Oct 1 8), large factor,says Paul Dergambe- The Nov.4 weekend should The autumn box office is fall- No film this fail has truly diaft senior media analyst for provide a box-office boost with Ing,down about 16%from the broken out like Matt Damon's wroscore, Benedict Cumberbatch appearing alternatives Sane period last year,according the Martian($228.4 million to- That's demonstrated by sports as Marvel's Doctor Strange and to the trackingservice comScore. ta0,sap.leffBock,seniorhox-of- fan Ben Affleck holding up the the animated Trolls steppingup, drag down Post-summer moviegoers have fice analyst for Exhibitor red carpet at TheAccountantpre- "We need a box-office super- ,g shatIcd out$807 million at the Relations. 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Utah— CVkST VAI.ITY CITY. lTAI 1 841 I8 media 1 IJ),I*AX I.D,ft 87-112 17063 801-20.1-6910 PROOF OF PUBLICATION CUSTOMER'S COPY CIIS'I'OM1:It NAME ANI)AD1)ItESS ACCOIIN I NUM13Elt NATIONAL,IOINT POWERS ALLIANCE, 9001496962 Accounting Dept PO BOX 219 R6ouESyT FOR PROPOSALS DATE Alli[tn[vT4�(���113PA, on ee- rlrrlF of 141PA and its cur- STAPLES MN 56479 10/21/2016 Furra�Pottietfol WhIM iml hoof a rwvommentnr, htt�r nclucation,R.12 acWmilen, ACCO IIN'FNAM1 lhol-for.pn, Tr {�qv anment,roFwtiiibal all other public atonies looted H, NATIONAL JOINT POWERS ALLIANCE, urmdFinlarnu pSgllyycUissms this Raciuest For Promsal TELEI I IONS ORDER# / INVOICE NIMBI R 15,81 to rasulr in n for I D I of CAniracl salvnoa for Ilea vl owronxyll of 11120716 QIICLFS, CAWS, VANS SINS, AM LIGHT TRUCKK 2188945483 0001117817 / w1TH MATEO IOUIPME14F ACCESSORIES, AM M. ICES. Delalls of th�isB RFP PUB1,1C'ATION SCHEDULE are (31er 210ble bottl'In may bo"b"'ted.by I911cr START 10/21/2016 END 10/21/2016 oof ovPrc toj21sa1'2m Wool NWvlrtml P.O.Box C'US'LOMER REFERENCE NUMBER or Slaplm,Ail's,47 , or by o.frlall of RFP4 nJpnr_ .org. Propnsia s5 will !>e rmNud mill Da- RFP-#120716 camber 7,2016 at 4t10 p an, Central Tkm at tbo above acidiam oitci CAPTION opened 01 6 dat B�30 a m,Contral Time. REQUEST FOR PROPOSALS The National Joint Powers Alliance (NJPA), on behalf of K 1117817 UPA1tLP SIZE 40 LINES 1 COLUMN(S) ' TIMES + TOTAL COST 3 91.80 AFFIDAWT OF PUBL1CAI-ION AS NI'"'SPAPER AGENCY COMPANY. LLC dba UTAH MEDIA GROUP LEGAL BOOKER. I CFRTIFY THAT THE A71-TAC'III.D ADVT1tFISEMENT OP REOLIEST FOR PROPOSALS The National Joint Powers Alliance 4NJPA1, on tlehlilf of NJPA nud its current and potential member neencies, which includes all government FOR NATIONAL JOINT POWERS ALLIANCE. WAS Ill IBLISIIED BY -1'111: N1-7WSPAPEIt AGENCY COMPANY. L.LC dba IJTAI I MEDIA GROUT'.AGENT FOR DESERET NEWS AND THE SALT'LAKF.TRIBUNE.DAILY NEWSPAPERS PRINTF1) INTI I E ENGLISI I LANGUAGE WFFI I GENERAL C'IRCULA-IION IN 1ITAH.AND PTIBLISHED IN SALT LAKE Cl'fY. SAL LAKE COUNTY IN 'ITIF STATE OF IITAI-1. NOTICE IS ALSO POSTED ON UTAHLEGALS.C'OM ON THE SAME DAY AS II IF FIRST NEWSPAPER PUBLICATION DATE AND REMAINS ON (ITAI-ILEGALS.COM INDEFINATI LY. COMPLIES WITH Lrm-I DIGITAL SIGN\TI IRE ACT UTAH CODE 46-2-101:46-3-104, PUBLISHED ON Stals 10/21/2016 End 10/21/2016 j DATE lU/10/21/2016SIGNATURE'SIGNATURE' Agz/;�tI SPATE OF l ITAI I ] COUNTY OF SALT LAKE ] SUBSCRIBED AND SWORN TO BEFORF ME ONTHIS 21ST DAY OF OCTOBER IN 11IF YFAR 2016 BY ANN D lj�JN LI_ l li)f,a.friFLBUC.S'IglF01= Eel f I J/?1,)1 1 NOTARY PUBLIC SIGNATURE 64 4JPA www.nipacoop.org National Joint Powers Alliance•' Proposal Opening Witness Sign-In Sheet P O. B Date of opening: December 8, 2016 The witnesses signed below hereby witness they were present on the above date and in witness of the public opening of all responses received to the Request For Proposal#120716 for the procurement of VEHICLES,CARS,VANS, SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES,AND SERVICES by NJPA and NJPA Members. Print Name Sian Name Orcanixation J - - Qju NJ r- P7 /'V -TPA 65 NJPA www.nipacoop.org National Joint Powers Alliance, PC) fig,, '?1 �) Proposal Opening Witness 3 u l A;1f 1 f-)t)47Q Date of opervng: December 8, 2016 The witnesses signed below hereby witness they were present on the above date and in witness of the public opening of all responses received to the Request For Proposal 4120716 for the procurement of VEHICLES,CARS, VANS, SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT,ACCESSORIES, AND SERVICES Proposals are evaluated first on level-one responsiveness, then on the other criteria included in the RFP. Level-one responsiveness requires, among other things, that the response be received before the deadline for the submission and that the response include completed copies (with signatures) of the requested forms. Responses were received from the following: 72 Hour LLC, dba National Auto Fleet Group—received 12/6/16 at 3:57pm Proposer deemed responsive Plantation Sales Inc.dba Weston Nissan—received 12/6/16 at 1:50pm Proposer deemed responsive Vantage Vehicle International Inc.—received 12/7/16 at 11:41am Proposer deemed responsive Form F—not notarized Certificate of Insurance—not provided Addendum—not provided Zenith Sales of Indiana—received 12/6/16 at 3:09pm Proposer deemed responsive Certificate of insurance—not provided Proposers that are deemed level-one responsive must provide any missing documentation within a reasonable time in order to remain responsive.Respondents must not provide additional substantive infonnation when sending this missing documentati7 WITNESSEiS: Jonathan Yahi tacts and Compliance Manager,NJPA 9-T.' .. , Chris Robinson,Contra is and Compliance Lead Analyst,NJPA Ging er,Line, CPPB, Sr. Contract Procurement Analyst,NJPA r Gregg Me e ofer, CPPO,Contrct Procurement Analyst,NJPA h � 66 IJPA www.nipacoop.org National Joint Powers Alliance 2uz i cm Sheet NF . PO B(,w 219 SkIples, MN 56479 Kim Austin,Contract Procurement Analyst,NJPA `�'' Ti s ei a h.risto ersen,Procurement Support Specialist,NJPA hhhlah" 67 r' r n �' Nab,ul ldm lin,Alll,a� S� `�7 r.5Y1V�G911tR� COMMENT AND REVIEW To the REQUEST FOR PROPOSAL(RFP)1#120716 Entitled VEHICLES,CARS,VANS, SUVs,AND LIGHT TRUCKS WITH RELATED EQUIPMENT,ACCESSORIES,AND SERVICES The following advertisement was placed in Oregon's Daily Journal of Commerce on October 21, 2016, in South Carolina's The State on October 21, 2016, in Utah's The Salt Lake Tribune on October 21, 2016, in USA Today on October 21, 2016, and on the NJPA website www.nioac000.org, Onvia website www.c)nvia.coni, Notice to Bidders website Il�v+�Wv.�ati(:I ti 1]iciCI:�IS.cC,ii1, PublicPurchase.com, Merx,and Biddingo: The National Joint Powers Alliance®(NJPA), on behalf of NJPA and its current and potential member agencies, which includes all governmental, higher education, K-12 education, not-for-profit, tribal government, and all other public agencies located in all fifty states, Canada, and internationally, issues this Request For Proposal (RFP)to result in a national contract solution for the procurement of#120716 VEHICLES, CARS, VANS,SUVs,AND LIGHT TRUCKS WITH RELATED EQUIPMENT,ACCESSORIES, AND SERVICES. Details of this RFP are available beginning October 21, 2016. Details may be obtained by letter of request to Jonathan Yahn, NJPA, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479, or by e-mail at RFP(a)aivocoop.orci. Proposals will be received until December 7,2016 at 4:30 p.m. Central Time at the above address and opened December 8, 2016 at 8:30 a.m. Central Time. RFPs were requested from and distributed to: Academy Ford Lake Chevrolet Acme Auto Leasing and stuff Leonard Aluminum Utility Buildings Addison Chevrolet Buick GMC Ltd. Mall Chevrolet Assured Telematics Inc. Marathon Brake Systems 1 Avis-Budget Mega-Tech Bommarito Automotive Group MHC Kenworth Calmont Leasing Ltd. Onvia, Inc. Carbone Auto Group Pine Tree Ford Carter Chevrolet Agency Ranger GM City and County of San Francisco Reno Buick GMC Cadillac Isuzu Truck Coast Truck Centers Shay Enterprise Cobalt Truck Equipment SounclOff Signal Taylor Chevrolet GMC Buick Cadillac Cruise Car, Inc. Ltd. England Ford, Inc. Titan Chemical Transfer Solutions Ford Tony Genco Hunter Truck Sales Transpart Inc. Hyundai Motor America Vantage Vehicle International, Inc. IMed Mobility Weston Nissan 202 12,bStreet NE P.O. Box 219 • Staples, MN 56479 d www.njpacoop.org 68 JU Truck Bodies&Trailers Winner Ford I KarFarm Zenith Sales of Indiana Proposals were opened on December 8, 2016 at the NJPA offices located at 202 12th Street Northeast in Staples, Minnesota 56479,from the following: 72 Hour LLC,dba National Auto Fleet Group Plantation Sales Inc.dba Weston Nissan Vantage Vehicle International, Inc. Zenith Sales of Indiana Proposals were reviewed by the Proposal Evaluation Committee: Ginger Line, CPPB, NJPA Senior Contract Procurement Analyst Gregg Meierhofer, CPPD, NJPA Senior Contract Products and Price Analyst Keith Hanson,CPA, NJPA Accounting Manager Jonathan Yahn,JD, NJPA Contracts and Compliance Manager Kim Austin, NJPA Contract Procurement Analyst Chris Robinson,JD, NJPA Lead Analyst The findings of the Proposal Evaluation Committee are summarized as follows: The Proposal Evaluation Committee used the established NJPA RFP evaluation criteria and determined that all proposal responses met Level-One and Level-Two Responsiveness and were evaluated. 72 Hour LLC,dba National Auto Fleet Group, is a national dealer network representing fifteen car and truck manufacturers.They have a demonstrated ability to provide exceptional service to NJPA members across North America. National Auto Fleet Group offers a robust website presence that will allow Members access to vehicle pricing and ordering on a 24 hour a day, 7 day a week basis.Their pricing is solidly within the competitive range and represents a strong value to NJPA members. Zenith Sales of Indiana, LLC, is the exclusive dealer for Zenith Motors,a manufacturer of electric passenger, cargo and step vans certified as zero emission vehicles. Their vans are equipped with innovative electric propulsion systems, regenerative braking systems,and telematics technology.Service is provided through a network of contracted regional E service centers.Zenith Sales' pricing represents a discount off of the commercial price list and includes additional discounts for multi-vehicle orders. For these reasons,the NJPA Proposal Review Committee recommends award of NJPA Contract#120716 to f 72 Hour LLC,dba National Auto Fleet Group 120716-NAF I Zenith Sales of Indiana, LLC 120716-ZEN The preceding recommendations were approved on January 16,2017. I � 1 Ginger Lin ,CP ,Senior Contract Procurement Analyst 202 12thStreet NE ■ P.O. Box 219 • Staples, MN 56479 www.njpa coop,org 69 �7 ~ � r Gregg Mei/Zer' oferI,CPPO,Seo$&Contract Product& Price Analyst Keith Hanso CPA, PA Accounting Manager Jonathan Y hn, Contracts and Compliance Manager Kim Aus n,Contract Procurement Analyst Chris Robinson,JD, Lead Analyst 202 12th Street NE • P.O. Box 219 • Staples, MN 56479 • www.njpacoop.org 70 r�`h Form G Vehicles, Cars,Vans, SUVs, and Light Trucks with Related Equipment,Accessoires, and Services National Auto Fleet Group Vantage Vehicle 'Weston Nissan Zenith Sales of Indiana Possible Points Conformance to Terms/ Conditions to Include Documentation 50 42 39 40 Pricing 400 344 295 303 Marketplace Successes 75 64 54 57 Bidder's Ability to Sell/ Service Contract Natlonaliv 100 85 62 67 Bidder's Marketing Plan 50 44 35 41 Value Added Attributes 75 63 56 64 Warranty Coverages and Information 50 41 40 42 Selection and Variety of Products and Services Dffered 200 180 139 138 17otal Points 1,000 / 862 721 751 (Rank Order / / � Girig9lna,J CPPI3.NJPA Jvnalha a n,JD,NJPA fir..° (��j J--;,.� Gregg MIX"Afer,CPFO,NJPA Keith Hanson,CPA,NJPA -Chris Robinson,JD,NJPA Kim Austin,NJPA 71 Regular Meeting Minutes of the NATIONAL JOINT POWERS ALLIANCE® Board of Directors Tuesday, February 17, 2017 Conference Room 3 202 121h St. NE, Staples, MN 56479 Chair Wilson called the Regular Board meeting to order at 6:20p.m. with the following members present: Barb Neprud, Mark Gerbi, Mary Freeman, Scott Veronen, Greg Zylka, Ryan Thomasand Mike Wilson. Also present were Stephen Jones, Little Falls School District and Chris Lindholm, Pequot Lakes School District, Ex-Officios; Chad Coauette, Susan Nanik, Misty Myers, Paul Drange, Jeremy Schwartz, Mike Carlson, Jamie Loken, Greg Raether, and Deb Cervantez, NJPA staff. Ms. Freeman moved, seconded by Ms. Neprud to accept the agenda as amended. Motion carried. Mr. Gerbi moved, seconded by Mr. Thomas to accept the minutes of the Regular Board Meeting held on January 17, 2017. Motion carried. Mr. Carlson presented the monthly Financial Reports and a year-to-date budget update. Ms. Freeman moved, seconded by Mr. Gerbi to approve the check register and Treasurer's Report of Cash, Revenues, and Expenditures and to pay all vendor disbursements #92291 to #92549. Motion carried. Ms. Freeman moved, seconded by Ms. Neprud to approve all Wire Transfers #155 to #176. Motion carried. Mr. Veronen moved, seconded by Ms. Neprud to accept the Consent Agenda as follows: Updated Membership Agreements Members added January 1-31, 2017 a Permission to Solicit Electric Vehicle Charging Stations with Related Equipment and Installation, Maintenance, and Management Services Motion carried. Sara Nagel joined the meeting. Mr. Raether gave a day in the life of an NJPA employee presentation on his role as Network and Systems Engineer. Mr. Drange gave an update on Regional Programs. Ms. Nanik gave an update on the Facilities, Human Resources, and Marketing Departments. Mr. Carlson gave an update on the Finance, and Risk Management Departments. Mr. Loken gave an update on the Information Technology Department. Ms. Myers gave an update on the Legal and Government Relations Department. Mr. Schwartz gave an update on the Cooperative Contract Purchasing and Procurement Departments. 72 Mr. Schwartz gave an update on the following new contracts awarded in January as noted in Appendix A. Ms. Nagel moved, seconded by Mr. Zylka to approve the pay equity report. Motion carried. Ms. Neprud moved, seconded by Mr. Veronen to appoint Mr. Zylka to the Board of Trustees. Motion carried. Ms. Neprud moved, seconded by Ms. Nagel to accept the following resignations and open the positions: • Lori Cronquist, Collaborative Service Worker, effective February 9, 2017 ® Daniel Huebsch, Collaborative Service Worker, effective February 13, 2017 • Lisa Morgan, Education Program Coordinator, effective February 9, 2017 • Jonathan Yahn, Contracts and Compliance Manager, effective March 15, 2017 Motion carried. Ms. Nagel moved, seconded by Mr. Gerbi to approve hiring: • Tom Olson, Building & Grounds Worker, effective January 30, 2017 • Ryan Donovan, Manager of Insurance & Risk Management, effective February 27, 2017 • Rebecca Cromwell, Manager of Human Resources, effective March 27, 2017 Motion carried. Mr. Veronen moved, seconded by Mr. Thomas to approve the following position descriptions and open positions: ■ Marketing Projects Coordinator • IT Support Specialist III • IT Systems Administrator Motion carried. Ms. Nanik gave the staffing update. Dr. Coauette gave an update on MSC and National Cooperative Procurement Partners. Ms. Nagel moved, seconded by Mr. Veronen to adjourn the meeting at 8:45 p.m. Motion carried. 73 NJPA CONTRACTS&COMPLIANCE DEPARTMENT BOARD ITEMS-February 2017 Requesting Board permission to Solicit the following categories: Electric Vehicle Charging Stations with Related Equipment and Installation,Maintenance,and Management Services Requesting Board permission to Re-Solicit the following categories: NEW CONTRACT 172 Hour LLC dba National Auto Fleet Vehicles,Cars,Vans,SUVs,and Light Trucks with Related =Group 120716-NAF Equipment,Accessories,and Services II Vehicles,Cars,Vans,SUVs,and Light Trucks with Related Zenith Sales of Indiana,LLC 120716-ZEN Equipment,Accessories,and Services Public Safety and Emergency Management Related Equipment, FATPOTTechnolgoies,LLC ....._. .... 121416-FPT Supplies,and Services Public Safety and Emergency Management Related Equipment, T2 Systems,Inc. :121416-TSI Supplies,and Services • = Public Safety and Emergency Management Related Equipment, W.W.Grainger,Inc. 121416-WWG Supplies,and Services New ezIQC Contracts ' CONTRACT RENEWALS i� I 5th YEAR RENEWALS 1 "Electrical Energy Generation Equipment with Related .Caterpillar,Inc. 080613-CAT Accessories,Services and Supplies" "Express Courier,Overnight,Ground Delivery Logistics ,United Parcel Service,Inc. 091416-UPS Services" 1 -ez]QC RENEWALS Stronghold Engineering,Inc. CA-RC01E-102015-SEI ezIQC =Brown&Root M001A-031516-BRI ezIQC =Brown&Root M002B-031516-BRI ezIQC _Brown&Root M003B-031516-BRI ezIQC =Grondin Construction CA-SD02-031814-GCI ezIQC ;Reasbeck Construction,Inc. M001B-031516-RCI ezIQC 'ReasbeckConstruction,Inc. M002A-031516-RCI ?ZIQC Reasbeck Construction,Inc. M003C-031516-RCI ezIQC 'The Wilson Group KS01C-031516-TWG ezIQC I.The Wilson Group KS02A-031516-TWG ezIQC .The Wilson Group M002C-031516-TWG ezIQC ,Vazquez Commercial Contracting,LLC M003D-031516-VCC ezIQC -Vazquez Commercial Contracting,LLC KS01B-031516-VCC ezIQC 'ABC Construction Co.,Inc. CA-SD01-031814-ABC ezIQC I 74 nay��NM�r�r�o FORM E CONTRACT ACCEPTANCE AND AWARD x * NJPA N.IbnN Mnl Powtn A111me (Top portion of this form will be completed by NJPA if the vendor is awarded a contract,The vendor should complete the vendor authorized signatures as part of the RFP response.) NJPA Contract #: 120716-NAF Proposer's full legal name: 72 Hour LLC, dba National Auto Fleet Group Based on NJPA's evaluation of your proposal,you have been awarded a contract.As an awarded vendor,you agree to provide the products and services contained In your proposal and to meet all of the terms and conditions set forth in this RFP,In any amendments to this RFP,and in any exceptions that are accepted by NJPA. i The effective date of the Contract wi] be January 17,2017 and will expire on January 17,2021 (no later than the later of four years from the expiration date of the currently awarded contract or four years from the date that the NJPA Chief Procurement Officer awa,ds the Contract), This Contract may be extended for a fifth year at NJPA's discretion. NJPA Authorized Signatures: _ Jeremy Schwartz v}PA DIRE IOP.OF Cg �10e�W- RACT5 {NAME PRINIED CF, i-WED! AND PROCURE t'O SIGIJATURE r _ - --- Chad Coauette NJPA EXECUTIVE DIRECTOR/CEO SIGNATURE (NAME PRINTED OR-YPED) Awarded on January 16, 2017 NJPA Contract # 120716-NAF Vendor Authorized Signatures: The Vendor hereby accepts this Contract award,including all accepted exceptions and amendments. 7r �iVendor Name � %/ Authorize Signatory's Title �T �/!J�'J VF, R AUTHORIZED SIGNATURE (NAME PRINTED DR rYPED) Executed on - 6 201,7 NJPA Contract # !20716-NAF i - 75 htto://www.ni[)acoon.ora/c000erative-DUTchasi na/contracts-fI eet/fl eet-services-carts-ea uicment/120716-naf/ National Auto Fleet Group-Vehicles Contract#: 120716-NAF Category: Fleet Services, Parts & Equipment Description:Vehicles, Cars, Vans, SUVs, and Light Trucks Maturity Date:01/17/2021 As an industry leading dealer network with 50 years of experience selling and servicing public entities,the National Auto Fleet Group (NAFG) offers NJPA members contracted vehicle solutions from over 1400 different models of passenger cars and light duty trucks.The NAFG contract offers a variety of manufacturers including Chevrolet, Ford, Nissan, Honda,and Toyota, all delivered directly to NJPA member locations. Purchasers have access to a unique online ordering and quoting system that allows users to create custom vehicles 24 hours a day with pricing that competes with state contracts across the country • Overview • Contract Documentation • Pricing • Marketina Materials • NJPA Contact Information HOW TO PURCHASE Our step-by-step guide Vendor Contact Info Jesse Cooper Direct Phone: 855-289-6572 icon r)er(cocat ionalautofieet(rrou r).corri www.nationa I au tofl eetcirou;).c om JPA AWARDED National Auto Fleet Group-Vehicles Contract Related Ouestions: Mike Domin Contract Administrator office:218-895-4148 cell:218-838-4545 Mi ke.DominO NJ PAc000.orcr 76 Membership Related Questions: For membership related questions, click the link below to access the NJPA membership team. You will find full contact information at the bottom of the page.Questions regarding this specific contract should be directed to the NJPA employee(s) identified in the"Contract Related Questions"section above. httoWnioa.co/imembershio 77 National Auto Fleet Group A division of Chevrolet of Watsonville 490 Auto Center Drive, Watsonville, CA 95076 855 BUY-NJPA 626-457-5590 855 289-6572 626-457-5593 October 3, 2017 Chief Shawn Bonfield El Segundo Fire Department 314 Main St El Segundo, CA 90245 Delivery Via Email Dear Chief Bonfield, In response to your inquiry, we are pleased to submit the following for your consideration: National Auto Fleet Group will sell, service and deliver at El Segundo, new/unused 2018 Chevrolet 1-ton Suburban 4x4 Utilities responding to your requirement with the attached specifications for$ 78,783.00 plus State Sales Tax, and $8.75 tire tax (non-taxable). These vehicles are available under the NJPA master vehicle contract# 120716. Terms are net 30 days. Delivery is 90-150 days National Auto Fleet Group welcomes the opportunity to assist you in your vehicle requirements. 1 � c John Oviyach National Law Enforcement Account Manager National Auto Fleet Group Wondries Fleet Group �: t�rP%.�',M,4* n'+ 'vim 78 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD • VEHICLE REPORT 2018 Chevrolet Suburban 360OHD CK36906 4x4 LS(Fleet Only) SELECTED MODEL Code Description CK35906 2018 Chevrolet Suburban 350OHD 4x4 LS(Fleet Only) SELECTED VEHICLE COLORS Cod •- Code Description Interior:JET BLACK,PREMIUM CLOTH SEAT TRIM Exterior 1:SUMMIT WHITE Exterior 2:No color has been selected. OPTIONSSELECTED Code Description Class PACKAGES ILS Preferred Equipment Group 1LS OPT Driver&Front Passenger Air Bags:Includes frontal and side-impact,driver inboard seat-mounted side-impact and head curtain side-impact for all rows in outboard seating positions. Always use safety belts and child restraints. Children are safer when properly secured in a rear seat in the appropriate child restraint. See the Owner's Manual for more information.;(105)Radio:Chevrolet MyLink AM/FM Stereo:Includes 8"diagonal color touch-screen,seek-and-scan,digital clock,Bluetooth streaming audio for music and select phones;voice-activated technology for radio and phone;and Shop with the ability to browse,select and install apps to your vehicle. You can customize your content with audio,weather and more;featuring Apple CarPlay and Android Auto capability for compatible phone;5 USB ports and 1 auxiliaryjack.;HD Radio;SiriusXM Satellite Radio:Standard on nearly all 2018 GM models.Enjoy a 3-month All Access trial subscription with over 150 channels including commercial-free music,plus sports,news and entertainment.Plus listening on the app and online is included,so youW hear the best SidusXM has to offer,anywhere life takes you. Welcome to the world of SiriusXM. IMPORTANT:The SiriusXM satellite radio trial package is not provided on vehicles that are ordered for Fleet Daily Rental(FDR)use. If you decide to continue service after your trial, the subscription plan you choose will automatically renew thereafter and you will be charged according to your chosen payment method at then-current rates.Fees and taxes apply. To cancel you must call us at 1-866-635-2349.See our customer agreement for complete terms at www.siriusxm.com.All fees and programming subject to change.;Floor Console w/Storage Area:Includes cup holders, SD card slot and auxiliaryjack.;Electronic Cruise Control w/Set&Resume Speed;Multi-Color Enhanced Driver Instrument Info 3eporl content is based cn owrent data:version referenced Any pedoimancC-related calculaliens are offered solely as gwdeluies Fclual urot paifomiance%ill depend on your operating conditions Data Version 50 Data updated Till/12014 07 13 22 PV&;�op,i,ght 1925-2012 Chrome Data Solulions LP :dl rights_ieseived July 25,2017 Page 1 79 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD • VEHICLE REPORT 2015 Chevrolet Suburban 350OHD CK36906 4x4 LS(Fleet Only) SELECTED .- Code Description Class PACKAGES(Continued) Display;Color-Keyed Carpeted Floor Mats:Includes removable 1st and 2nd row.; OnStar 4G LTE:Built-in Wi-Fi hotspot offers a fast and reliable Internet connection for up to 7 devices;includes data trial for 3 months or 3GB(whichever comes first). Available Wi-Fi requires compatible mobile device,active OnStar service and data plan.Data plans provided by AT&T. Visit onstar.com for details and system limitations.;Extended-Range Remote Keyless Entry;(A95)Front High-Back Reclining Bucket Seats:Includes passenger seat including power fore/aft,power recline and power lumbar, 10-way power driver seat including 6-way power cushion, 2-way power lumbar control and power recline.;(STDTM)Premium Cloth Seat Trim;2nd Row 60/40 Split-Folding Manual Bench;3rd Row Manual 60/40 Split-Folding Fold Flat Bench; Driver 6-Way Power Seat Adjuster,-Front Passenger 6-Way Power Seat Adjuster; Leather-Wrapped Steering Wheel;Black Assist Steps;Black Roof-Mounted Luggage Rack Side Rails;Rear Park Assist w/Audible Warning,2 Front Frame-Mounted Recovery Hooks;Heavy-Duty Locking Rear Differential;2-Speed Active Electronic Autotrac Transfer Case:Includes rotary controls.;Underbody Shield POWERTRAIN L96 Engine:Vortec 6.0L Variable Valve Timing V8 SF1 STD MYD Transmission:6-Speed Automatic STD GT5 4.10 Rear Axle Ratio STD C7E GVWR:11,000 lbs(4,990 kgs) STD WHEELS&TIRES QXT Tires:LT26517OR17E AT BW STD PYQ Wheels:17"Machined Aluminum STD (43.2 cm). SEATS&SEAT TRIM A95 Front High-Back Reclining Bucket Seats INC Includes Nasoar,yei seat including power fore/aft,power recline and power lumbar, 10-way power driver seat including 6-way power cushion, 2-way power lumbar control and power recline. STDTM Premium Cloth Seat Trim INC OTHER OPTIONS PAINT Monotone Paint Application STD 2e^on centonl s bard on c.irrent nala vorsici)relerence.i Any oei foi mince-related calculatinns are offered solely as grn:ieluras AOuel unit poi formanr .'Ml depend on yow epertn,g nnnddions PC Carbaek�? Dale Version d 0 [)ala(,poated 07/171201d 07 13 22 PV=Copyra'nl'083-2012 Chiame Data Solutions t P :SII nynts resc,vad .Ally 28 201 i Page 2 80 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD ■ VEHICLE REPORT 2019 Chevrolet Suburban 360OHD CK35906 4x4 LS(Fleet Only) .SELECTED OPTIONS Code Description Class OTHER OPTIONS(Continued) 105 Radio:Chevrolet MyLink AM/FM Stereo INC 6-Speaker Audio System Feature;Single-Slot CD/MP3 Player. Includes 8"diagonal color touch-screen,seek-and-scan,digital clock,Bluetooth streaming audio for music and select phones;voice-activated technology for radio and phone;and Shop with the ability to browse,select and install apps to your vehicle. You can customize your content with audio, weather and more;featuring Apple CarPlay and Android Auto capability for compatible phone;5 USB ports and 1 auxiliary jack. BG9 Rubber Floor Covering OPT VK3 License Plate Front Mounting Package OPT Included on orders with ship-to-states that require a front license plate. Z85 Standard Suspension Package STD Includes 50mm mono-tube front and 51 mm twin-tube rear shock absorbers and 42mm front stabilizer bar. FLEET OPTIONS Fleet Customer Powertrain Limited Warranty OPT Fleet designated delivery types come with 5 years/100,000 miles of coverage for the Powertrain Limited Warranty. Coverage includes the engine,transmission/transaxle, transfer case,drive systems and emission control systems. In addition courtesy transportation and roadside assistance is also covered for 5 years/100,000 miles. Included for one of the following delivery type purchases:(014)Fleet Leasing Company, (035)Business/Org Fleet,(036)Non-Federal Government Fleet,(038)Bid Center Support Fleet or(040)Federal Government Fleet. INTERIOR COLORS FOR.PRIMARY W/LSNow"'WIR 5111 '1 A HOU Jet Black OPT EXTERIOR COLORS FOR:PRIMARY WILS GAZ Summit White OPT OPTIONS TOTAL 4enoi l centenl =based on c.in enl da[a 8rsion ia!?liN..•:d Any pertoi rnance-related calculations are otfcreil"Lely as gwdelines clual timt perrormeiics x.,01 depend or,youl:^ceralmg corichhons PC Cai'coo;-,a.Data�iercion 50 Data opf,PWd 07/1-1/K14 07 13 22 PJ.,; ^,opynght 9986-2012Ciirome Data SOIUtIons LP 'A rights ioserfed Ady 28 20117 Page 3 81 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD • VEHICLE REPORT 2018 Chevrolet Suburban 350OHD CK35906 4x4 LS(Fleet Only) STANDARD EQUIPMENT Powertrain ' Vortec 360hp 6.0L CHV 16 valve V-8 engine with variable valve control,SMPI ' Recommended fuel:regular unleaded Emissions Type:federal 6 speed automatic transmission with overdrive,sequential sport shift,driver mode select Auto Trac part and full-time 4 wheel drive Limited slip differential ' Fuel Tank Capacity:39.Ogal. Automatic rear locking differential Suspension/Handling ' Front independent short and long arm suspension with anti-roll bar,gas-pressurized shocks Rear rigid axle multi-link suspension with anti-roll bar,gas-pressurized shocks Speed-sensing electric power-assist rack-pinion steering Front and rear 17"x 8"machined aluminum wheels LT265170SR17.OE BSWAT front and rear tires Body Exterior 4 doors Driver and passenger power remote heated door mirrors Black door mirrors Rear lip spoiler ' Body-colored bumpers Keport content is based on c�urent data versio-i reverenced Any performance-related calcul-diens aro offered soleiy ac gr„r[Wes „dual unit earionitance will depend ori your operrhng conditions PC Car'000ka.Data Version 7 0 Data updaled 07/17120 14 07 13 22 PD/'Copyright 199 -2012 Chrome Dila Solutions t P rll rights reserved July 28 2017 Page d 82 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD ■ VEHICLE REPORT 2078 Chevrolet Suburban 360OHD CK35906 4x4 LS(Fleet Only) STANDARD EQUIPMENT Body Exterior(Continued) ' Running boards Trailer hitch 1 skid plate Roof rack rails only Trailer harness Clearcoat paint Trailer sway control Convenience ' Dual zone front automatic air conditioning ' Rear HVAC with separate controls ' Auxiliary rear heater Cruise control with steering wheel controls Power windows Front and rear 1-touch down Driver and passenger 1-touch up Remote power door locks with 2 stage unlock and illuminated entry Manual tilt steering wheel Day-night rearview mirror OnStar 4G LTE internet access OnStar Guidance emergency communication system Report content is basad on current data,eisicn Any I;eric,manse-relater)calcadallons are c[fered selely as guldehnes nctual un![perform-,=will depend ca,our operating conditions PC Carbook:5 Dala Version 5 G.Da'a updated 07/17/2014 07 13 22 PQM',Copynghl 1980-2012 Chrome Data Soluuons LP All righls reserved July 28 2017 Page e 5 83 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD • VEHICLE REPORT 2018 Chevrolet Suburban 360OHD CK35906 4x4 LS(Fleet Only) STANDARD EQUIPMENT Convenience[Continued] Wireless phone connectivity ' Turn-by-turn navigation directions ' 2 1 st row LCD monitors Front and rear cupholders ' Dual visor vanity mirrors Full floor console Covered floor storage Driver and passenger door bins Seats and Trim ' Seating capacity of 8 ' Front bucket seats ' 8-way(8-way power)driver seat adjustment Power 2-way driver lumbar support Power height adjustable driver seat ' 8-way(8-way power)passenger seat adjustment Power 2-way passenger lumbar support ' Center front armrest ' 60-40 folding rear split-bench seat 60-40 3rd row split-bench seat Premium cloth seat upholstery Report content is based an airrant data!erion r=ferencsd Any oedarmance related calculations are offered solely as guidelines ;actual r.nit peConnanze anll depend 011',10H,operating conditions PC Carboo0) Data Version 5 0_Data uP:lataa 07/17120 k'07 13 22 Pf.1 CCooynght 1981,2012 Chrome Dala Sowhons LP All rights tesen!ed July 28 2017 Page 6 84 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD ■ VEHICLE REPORT 2018 Chevrolet Suburban 360OHD CK36906 4x4 LS(Fleet Only) STANDARD EQUIPMENT Seats and Trim(Continued) Metal-look instrument panel insert ' Leatherlmetal-look steering wheel Carpet front and rear floor mats Entertainment Features Chevrolet MyLink SidusXM AM/FM/HD/Satellite radio Single CD player ' MP3 decoder Chevrolet MyLink external memory control Steering wheel mounted radio controls 6 speakers ' Window grid antenna Lighting,Visibility and Instrumentation ' Halogen projector beam headlights Delay-off headlights Fully automatic headlights Variable intermittent front windshield wipers ' Rain sensing wipers ' Fixed interval rear windshield wiper ' Rear window defroster Fixed rearmost windows Recort content is based on current data version raverenced Any peRormance-related calculations are offerad solely as ewdelrnes Actual unit pern onnace depend on your operating conditions PC Carboo'RG,Data Version 5 0,Data updated 07/17/2014 07 13 22 PQM c-;Ccpyilyht'1986-2012 Chrome Data Solutions LP AH rights reserved July 28,2017 page 7 85 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD • VEHICLE REPORT 2018 Chevrolet Suburban 350OHD CK35906 40 LS(Fleet Only) STANDARD EQUIPMENT Lighting,Visibility and Instrumentation (Continued) Deep tinted windows Front and rear reading lights Tachometer Voltmeter Compass ' Outside temperature display ' Low tire pressure warning ' Trip computer ' Rear Park Assist parking sensors Trip odometer ' Rear camera Safety and Security ........... ' 4-wheel ABS brakes Brake assist 4-wheel disc brakes StabiliTrak w/Proactive Roll Avoidance electronic stability ABS and driveline traction control Dual front impact airbag supplemental restraint system Dual seat mounted side impact airbag supplemental restraint system Curtain 1st,2nd and 3rd row overhead airbag supplemental restraint system 4epod content is based on rurrent da[a iersrcn ieverenced ;any performances relayed calculations are offered solely as guidelines actual Lind carfmmance t.,l depend on;our Opel ahi�g conditions PC Carbook(D Data Version 5 0 Dela ripdz4=_d 07/1712014 07 13 22 PV;,Copyright 198-,-2012 Chrome Data Solutions LP .411 rights reserved July 28 2017 Page 8 86 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD ■ VEHICLE REPORT 2019 Chevrolet Suburban 360OHD CK35906 azo LS(Fleet Only) STANDARD EQUIPMENT Safety and Security(Continued) Airbag supplemental restraint system occupancy sensor ' Remote activated perimeter/approach lighting ' Power remote door locks with 2 stage unlock and panic alarm Security system with immobilizer,stolen vehicle tracking system Manually adjustable front head restraints ' Manually adjustable rear head restraints Specs and Dimensions Engine displacement:6.0L ' Engine horsepower:360hp @ 5,400RPM Engine torque:380 lb.-ft.@ 4,200RPM Bore x stroke:4.00"x 3.62" Compression ratio:9.40:1 Gear ratios(1st):4.03 Gear ratios(2nd):2.36 ' Gear ratios(3rd):1.53 ' Gear ratios(4th): 1.15 Gear ratios(5th):0.85 Gear ratios(6th):0.67 Gear ratios(reverse):3.06 ' Curb weight:6,585lbs. 2epo.j:current is based on current data version reverenced ,any parrorrnance-ralated calculations are offered solely as gr,dalrnes A:hrnl 0110 carormance x1111 depena on your op::ralirg condiMas PC Car000k:D Da[a Version 5 0 Dara updateo 07/1'/2014 07 13 22 PM Copyright 1955-2012 Chrome Data SolUnanS U} ,Al nghls reserved Judy 28 2017 Page 9 87 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD + VEHICLE REPORT 2018 Chevrolet Suburban 360OHD CK35906 4x4 LS(Fleet Only) STANDARD EQUIPMENT Specs and Dimensions(Continued) ' GVWR: 11,000lbs. Front GAWR:4,90011 ' Rear GAWR:6,200lbs. Payload:4,405lbs. Towing capacity:3,000lbs Exterior length:224.0" Exterior body width:80.5" Exterior height.75.6" Wheelbase: 130.0" Turning radius:21.5' Min ground clearance:7.8" Front legroom:45.3" Rear legroom:39.7" 3rd row legroom:34.5" Front headroom:42.8" Rear headroom:39.1" 3rd row headroom:38.5" • Front hiproom:60.8" ' Rear hiproom:60.3" R000rt contenl is based cn current data version referenced Any performance-related calculations are offered solely as gwdelrnes Actual unit performance vill depend on your operating conchhons PC Caibuck-� Data Version �0,Data updated 07/17/2014 07 13 22 P'v;<_''Ccpynyht 19M-2012 Chrome Data Solutions LF 411 rights reserved July 28 2017 Pape 10 88 Prepared By: Administrator Your Dealership Name Here 2018 Chevrolet Suburban 350OHD ■ VEHICLE REPORT 2018 Chevrolet Suburhnn 3600HD 0 K35130 4x4 LS(Fleet On 10 STANDARD EQUIPMENT Specs and Dimensions(Continued) ' 3rd row hiproom:49.3" Front shoulder room:64.8" Rear shoulder room:65.1" 3rd row shoulder room:62.6" Interior cargo volume:38.9cu.ft. Interior cargo volume seats folded.76.7cu.ft. Interior maximum cargo volume:121.1cu.ft. Report content is based on current data version referenced Any performance-related calculations are offered solely as guidelines Actual unit performance will depend on your operating conditions PC Carbook® Data Version 5 0,Data updated 07/17/2014 07 13 22 PM JCopynght 1986-2012 Chrome Data Solutions,LP All nights reserved July 28,2017 Page 11 89 EL SEGUNDO CITY COUNCIL MEETING DATE: 05/16/17 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action authorizing the Fire Department to purchase a new 2017 Chevy Suburban All Wheel Drive Command Vehicle. (Fiscal Impact: $77,634.33) RECOMMENDED COUNCIL ACTION: 1. Pursuant to El Segundo City Code Section 1-7-10, waive the formal bidding process and authorize the Fire Department to piggy-back off of the Los Angeles County ISD Request for Bid Number: RFB-IS-17201166-1, for the purchase of a new command vehicle. 2. Authorize the City Manager to execute an agreement, in a form approved by the City Attorney, to purchase one 2017 Chevy Suburban AWD SUV command vehicle with available equipment replacement funds; 3. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Purchase Order Diversified Leasing 2. Cost Submittal with Disabled Veterans Discount 3. Diversified Leasing Bid Submittal 4. Original Request for Bid FISCAL IMPACT: ($77,634.33) Amount Budgeted: $77,634.33 Additional Appropriation: N/A Account Number(s): 601-400-3202-8105 (Equipment Replacement) STRATEGIC PLAN: Goal: 2 El Segundo is a safe and prepared City Objective: The City has a proactive approach to risk and crime that is outcome focused. The City is prepared to respond appropriately when called upon with positive outcomes. Constituent perceptions of safety are aligned with service delivery. ORIGINATED BY: Shawn Bonfield, Battalion Chief 513 REVIEWED BY: Chris Donovan, Fire Chief 01 APPROVED BY: Greg Carpenter, City Manager BACKGROUND AND DISCUSSION: The El Segundo Fire Department currently operates a 14 year old Ford Excursion that is used by the on-duty Battalion Chief and serves as the field incident command vehicle for daily use and 117 90 emergency incident response, Due to the age of the current command vehicle and the advancement in technology, the fire department requests replacing the current command vehicle with a more fuel efficient emergency response vehicle (this purchase will allow the City to comply with AB2766 the Motor Vehicle Subvention Program, which is aimed at reducing air pollution from motor vehicles). In addition to advanced fuel efficiency, a new command vehicle will have state- of-the-art communication equipment and technology to better manage and mitigate emergency incidents. The El Segundo Fire Department, unlike surrounding cities, does not have a back-up command vehicle that is equipped to sufficiently handle emergency incidents. When the current command vehicle requires maintenance the department's only vehicle availability is a utility truck that is not equipped to handle emergency responses. Resources are marginal at best on the utility truck due to the lack of emergency communication equipment, such as a mobile data computers and mobile radios. If approved to purchase a new command vehicle, the current command vehicle will be placed into reserve status and will be utilized in the event of strike team deployments, major disasters, or for use during routine maintenance of the front line command vehicle, allowing for the surplus of the existing utility truck. If approved to purchase this vehicle, the fire department will then start a Request For Proposal (RFP)that will include a customized command box which will be permanently mounted in the rear cargo area of the Suburban,along with emergency mobile radios,mobile data computers and other equipment and technology needed to more effectively manage and mitigate emergency incidents. A subsequent staff report will be presented for consideration to complete the build-out of a new command vehicle which will remain in service a minimum of ten (10) years. Funds for the command box and emergency radio equipment have been identified within the existing equipment replacement budget. The new All-Wheel Suburban, along with the custom command box and emergency communication equipment will meet the City strategic plan of supporting community safety and preparedness and will dramatically improve service delivery capabilities. To purchase this vehicle in a timely manner, the fire department would like to piggy-back off the Los Angeles County Fire ISB contract(RFB-IS-17201166-1)and purchase the vehicle through the awarded vendor Diversified Leasing (Order Number: PO-FR-17323870-1). City Council can elect to waive the bidding process under El Segundo Municipal Code §1-7-11 and instead opt to use government pricing through Los Angeles County's competitive bid process and its awarded vendor, Diversified Leasing, The El Segundo Fire Department would like to utilize this contract due to reduced pricing as a result of economies of scale and other discounts. Los Angeles County will be purchasing 14 vehicles which drops the unit price and they are being provided a 15% discount further reducing the final cost from $91,334.50 to $77,634.33 per vehicle. The City has accumulated money in the equipment replacement fund in order to allow us to replace the current command vehicle, as well as command box and emergency radio equipment. Because of the existing contract between the County of Los Angeles and Diversified Leasing, staff request the City Council consent to the City"piggy-backing" on the existing contract, as allowed by ESMC § 1-7-11. 118 91 EL SEGUNDO CITY COUNCIL MEETING DATE: October 17, 2017 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action regarding approval of Environmental Assessment No. EA-150 and Zone Text Amendment No. ZTA 16-02 to amend sections of the El Segundo Municipal Code (ESMC)Title 15 (Zoning)regarding signs. (Fiscal Impact: None)(Applicant: City of El Segundo) The proposed project is statutorily exempt from further environmental review under the California Environmental Quality Act (California Public Resources Code §§21000, et seq., "CEQA") and CEQA Guidelines (14 California Code of Regulations §§15000, et seq.), because it consists only of minor revisions and clarifications to existing zoning regulations and related procedures. RECOMMENDED COUNCIL ACTION: 1. Waive second reading and adopt Ordinance No. 1559 for Environmental Assessment No. EA-1150 and Zone Text Amendment No. ZTA 16-02; and/or, 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Ordinance No. 1559 FISCAL IMPACT:None. Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A STRATEGIC PLAN: Goal: 1(a). Provide unparalleled service to internal and external customers Objective: City services are convenient, efficient and user-friendly for all residents, businesses, and visitors Activity: Amend zoning code in response to emerging issues discovered by staff and customers PREPARED BY: Raneika Brooks, Assistant Planner REVIEWED BY: Gregg McClain, Planning Manager PSam Lee, Planning and Building Safety Directo� APPROVED BY: Greg Carpenter, City Manager' BACKGROUND AND DISCUSSION: On October 3, 2017, the City Council introduced an Ordinance amending sections of the El Segundo Municipal Code (ESMC) regarding signs, including updated provisions, modified sign standards, new and updated definitions, sand streamlined language. 92 The Council may waive second reading and adopt the Ordinance. If the Ordinance is adopted by the City Council at its October 17th meeting,the effective date of the Ordinance will be November 16, 2017, which is thirty (30) days from the adoption date. 93 ORDINANCE NO. 1559 AN ORDINANCE AMENDING EL SEGUNDO MUNICIPAL CODE (ESMC) TITLE 15 (ZONING CODE) REGARDING SIGNS. (ZONE TEXT AMENDMENT NO. 16-02) The City Council of the city of EI Segundo does ordain as follows- SECTION 1: The Council finds and declares as follows: A. On June 18, 2015, the United States Supreme Court issued a unanimous decision in the case of Reed v. Town of Gilbert, holding that various provisions of the Town of Gilbert's sign ordinance violated the First Amendment. Some of the offending provisions afforded differing time, place and manner restrictions to signs based on their individual content. Others required specific minimum content requirements on certain types of signs; B. On March 2, 2016, the City initiated the process to amend ESMC Title 15 (Zoning Code) related to sign provisions that could be perceived as being contrary to the Court's decision. Also included in the amendment are updated definitions, updated general provisions, and modified sign standards to streamline the review process for signs; C. The City reviewed the project's environmental impacts under the California Environmental Quality Act (Public Resources Code §§ 21000, et seq., "CEQA"), the regulations promulgated thereunder (14 Cal. Code of Regulations §§15000, et seq., the "CEQA Guidelines"), and the City's Environmental Guidelines (City Council Resolution No. 3805, adopted March 16, 1993); D. The Planning and Building Safety Department completed its review and scheduled the public hearing regarding the application before the Planning Commission for July 27, 2017; E. On July 27, 2017, the Planning Commission reviewed and considered the proposed code amendments to Title 15 and continued the item to the August 10, 2017 Planning Commission meeting. The item was subsequently continued to August 24, 2017; F. On August 24, 2017, the Planning Commission held a public hearing to receive public testimony and other evidence regarding the proposed amendment, including, without limitation, information provided to the Planning Commission by city staff; and, adopted Resolution No. 2823 recommending the City Council approve the proposed project; Page 1 of 20 94 G. On October 3, 2017, the City Council held a public hearing and considered the information provided by City staff and public testimony regarding this Ordinance; and H. This Ordinance and its findings are made based upon the entire administrative record including, without limitation, testimony and evidence presented to the City Council at its October 3, 2017 hearing and the staff report submitted by the Planning and Building Safety Department. SECTION 2: Factual Findings And Conclusions. The City Council finds that implementing the proposed ordinance would result in the following: A. Add and clarify the definitions of: building face, sign, sign (abandoned),sign area, sign (building marker), sign (changeable copy), sign (copy), sign (directory), sign (electronic message centers), sign (identification), sign (information), sign (light emitting diode or LED), sign (pole), sign (political), sign (projecting), sign (roof), sign (window), store front, and tenant; B. Reorganize sections of the chapter to make it easier to understand; C. Clarify the review process for signs in order to secure a building permit; C. Insert and clarify language to ensure the City does not regulate sign content; D. Prohibit signs that imitate or resemble official traffic lights, signs, or signals or signs that interfere with the effectiveness of traffic lights, signs, or signals; E. Prohibit abandoned signs; F. Exempt signs that are consistent with an approved master sign program; G. Exempt signs required by federal, state, or local law; H. Modify the required setback for signs; I. Modify the requirements for monument, ground, and freestanding pole signs; J. Add provisions for ground directory sign; K. Update provisions for LED signs, reclassifying them as "electronic message centers (EMC's)"; L. Modify provisions for EMC's to allow the director to approve administrative use permits for EMC's for nonresidential uses in the Multi-Family (R-3) zone; M. Update and streamline process for review of master sign programs; Page 2 of 20 95 N. Update and clarify process for discretionary review for signs; N. Clarify provisions for noncomforming signs; O. Clarify provisions for the abatement of signs. SECTION 3: General Plan Findings. As required under Government Code Section 65860, the ESMC amendments proposed by the Ordinance are consistent with the EI Segundo General Plan as follows: A. The proposed ordinance is consistent with Objective LU1-2 and Policy LU1- 2.2 because it will prevent deterioration and blight throughout the City by maintaining the property at all times in accordance with City of EI Segundo codes. B. The proposed ordinance is consistent with Goal LU1-5 and Policy LU1-5.2 in that the amendment recognizes the City as a comprehensive whole and is creating policies, design standards and documentation that will help create a sense of place for the entire City. The amendment will modify the sign ordinance that regulates the quantity, quality, and location of signs. C. The proposed ordinance is consistent with Policy C1-1.9 of the General Plan Circulation Element in that it will help provide all residential, commercial, and industrial areas with efficient and safe access for emergency vehicles through the implementation of driveway and intersection clearance requirements. SECTION 4: Zone Text Amendment Findings. In accordance with ESMC Section 15-26- 4 and based on the findings set forth in Section 2, the proposed zone text amendment is consistent with and necessary to carry out the general purpose of ESMC Title 15 as follows: A. The ordinance is consistent with the purpose of the ESMC, which is to serve the public health, safety, and general welfare and to provide the economic and social advantages resulting from an orderly planned use of land resources. B. The ordinance is necessary to facilitate the development process and ensure the orderly placement and maintenance of signs. The intent of the ordinance is to clarify definitions of terms, clarify and update the development standards for signs, and streamline the review process for signs. SECTION 5: Environmental Assessment. Pursuant to the provisions of the California Environmental Quality Act, Public Resources Code Sections 21000, et seq. ("CEQA"), and the regulations promulgated thereunder(14 California Code of Regulations§§ 15000, Page 3 of 20 96 et seq., the "State CEQA Guidelines"), the proposed ordinance is exempt from further review, because it consists only of minor revisions and clarifications to existing zoning regulations and related procedures. It does not have the effect of deleting or substantially changing any regulatory standards orfindings required thereof. The proposed Ordinance is an action that does not have the potential to cause significant effects on the environment. Accordingly, no further environmental review is required pursuant to 14 Cal. Code Regs. § 15168(c)(2). SECTION 6: Section 15-1-6 is amended to read as follows: "The following words and phrases, when used in this title, shall have the meanings respectively ascribed to them in this chapter: BUILDING FACE: Horizontal plane of a building facade which may include recessed portions of the building. SIGN: Any structure, device, or material, temporary or permanent, fixed or portable, moving or stationary, whether located inside or outside a building, that is visible from any property where the primary purpose of the sign is to convey visual communication. "Sign" does not include the following: A. Interior signs that are located entirely within an enclosed structure and not visible from the exterior; B. Building features that are only decorative or architectural and do not include trademarks. Such building features may include minimal lettering or moving parts. C. Symbols of noncommercial organizations or concepts including, without limitation, religious or political symbols when they are permanently integrated into the structure of a building; D. Items or devices of personal apparel, decoration or appearance including, without limitation, tattoos or makeup; E. Marks on tangible products that identify the maker, seller, provider or product, and that customarily remain attached to the product even after completion of a sale; F. Traffic, directional, emergency, warning or informational signs required or authorized by a government agency having jurisdiction; G. Public utility signs; Page 4 of 20 97 H. Advertisements or banners mounted on duly licensed mass transit vehicles including, without limitation, buses and trains, that legally pass through the city; I. Insignia located on legal vehicles and watercraft including, without limitation, license plates, registration insignia, noncommercial messages, messages relating to the business for which the vehicle is an instrument or tool, and messages relating to the proposed sale, lease or exchange of vehicles or watercraft; J. Building marker signs; and K. Newsracks and newsstands. SIGN, ABANDONED: Any sign which was lawfully erected, but whose use has ceased or whose structure has been abandoned for a period of one year. A lawfully erected sign structure for a vacant property or building which is actively available for lease is not abandoned unless the planning and building safety director determines the sign is a public nuisance, pursuant to section 15-18-8 of this title. SIGN AREA: The face or display area of a sign, including its border only when the border carries or displays part of the message or copy. Supports or uprights on which such sign is placed are excluded from the sign area calculation. For signs using individual channel letters, the sign area is determined by not more than 2 rectangles, of at least 6-inch width, drawn around the entire grouping of letters or words. SIGN, BUILDING MARKER: Any sign indicating the name of a building and/or date of construction, which sign is cut into a masonry surface or made of bronze or other permanent material. SIGN, CHANGEABLE COPY: A sign, or part of a sign, that includes a copy that can be changed through manual or electronic means, regardless of method of attachment or materials of construction. SIGN, COPY: That portion of a sign which contains the letters, words, numbers, pictures, or logos that convey a message to the viewer. SIGN, DIRECTORY: A sign listing the tenants or occupants and their locations throughout building or development. Page 5 of 20 98 SIGN, ELECTRONIC MESSAGE CENTERS (EMCs): An outdoor sign that displays words, symbols, figures, or images that can be electronically or mechanically changed by remote or automated means. SIGN, IDENTIFICATION: A sign with copy that identifies only the business name, product, or service sold, and/or street address of the building upon which it is placed. SIGN, INFORMATION: A sign that informs people of the purpose of an object or gives them instruction on the use of something. An example is an as "air/water", the location of restrooms or similar information, but does not contain advertising, brand, trade, or center name information. SIGN, LIGHT EMITTING DIODE OR LED: A sign incorporating light emitting diodes (LED) to display a changeable copy. Signs that utilize LEDs for decorative, artistic or accent purposes, or as the primary source of illumination behind translucent elements are not included in this definition. SIGN, POLE: A freestanding sign that is supported by a pole/post or poles/posts. SIGN, PROJECTING: Any sign affixed to a building or wall in such a manner that its leading edge extends more than six inches (6") beyond the surface of such building or wall. Marquee signs are included in this definition. SIGN, ROOF: Any sign erected and constructed wholly on and over the roof or parapet of a building, supported by the roof structure, and extending vertically above the roof. Signs that are attached to or painted upon a structure attached to the roof of a building are included in this definition. SIGN, WINDOW: Any sign that is placed within 3 feet of the inside of a window or upon the window panes or glass and is visible from the exterior of the window. Page 6 of 20 99 ntf•^? ten'-r�;!N Cndr nt' tell•• D.-d-^p fp+ r!pr^ql dlyT^OLIO coD rv! noo a'yT-^otta pmr•Ied twU•nS 0• co" s9^ Store Front Sign 1p^ •'p^ • o.+.n� 7.7n 4 ,_ ' r .:r.70. Hen Q.�.r.� ypr WA oy>. o• I .. I .fir }� �In !�� � r o•rto�• 4 J .llll •� Building, Awning and Window Signs Freestanding Monument Sign Directionol Sign Directory Sign STORE FRONT: The facade or entryway of a retail store which faces the street and is located on the ground floor or street level of a commercial building. TENANT: The lessee or sublessee of a facility space within a development project. SECTION 7-. ESMC Chapter 15-18 (Signs) is amended in its entirety to read as follows: Chapter 18 Page 7 of 20 100 SIGNS 15-18-1 PURPOSE AND INTENT 15-18-2 PROHIBITED SIGNS 15-18-3 EXEMPT SIGNS 15-18-4 GENERAL SIGN STANDARDS 15-18-5 MASTER SIGN PROGRAMS, APPLICATIONS, AND PERMITS 15-18-6 NONCONFORMING SIGNS 15-18-7 SUBSTITUTION CLAUSE 15-18-8 ENFORCEMENT AND MAINTENANCE 15-18-1 PURPOSE AND INTENT A. The purpose of this chapter is to encourage the effective use of signs, to help maintain the aesthetic environment and the city's ability to attract businesses, to encourage harmonious integration of signs with their surroundings, to ensure pedestrian and traffic safety, and to minimize possible adverse effects. B. This chapter was adopted pursuant to the city's police powers to advance the goals set forth in the general plan to regulate the time, place, and manner that signs may be used within the city. C. Nothing in this chapter is intended to limit or circumscribe the content of any sign placed pursuant to this chapter. 15-18-2 PROHIBITED SIGNS All signs not expressly permitted under this chapter are prohibited. Such prohibited signs include, but are not limited to: A. Beacon signs, used in connection with commercial premises for commercial purposes; B. Balloons or other inflated devices or signs used in connection with commercial premises for commercial purposes; C_ Billboards; D. Flags and pennants, except those exempt under Section 15-8-3; E. Signs that emit sounds (except ordering menu boards at drive-throughs), odor, or visible matter, such as smoke or steam; Page 8 of 20 101 F. Strings of lights not permanently mounted to a surface, except those exempt under Section 15-8-3; G. Trailer or portable signs; H. Signs that flash, rotate, pulsate, or otherwise move in a way that create a traffic hazard; I. Signs that imitate or resemble official traffic lights, signs, or signals or signs that interfere with the effectiveness of traffic lights, signs, or signals; J. Strobe lights used in signs; K. Abandoned signs. 15-18-3 EXEMPT SIGNS The following signs and/or face changes are exempt from plan review, but all such signs may require a building permit and must comply with the corner clearance and driveway visibility standards of Chapter 2 of this title: A. Any sign that is on a property with an approved master sign program and fully complies with the program's standards and design requirements. B. Face changes of existing signs previously approved under a valid master sign program pursuant to 15-18-5C below; C. Signs inside a building not attached to a window or door; D. Signs required by federal, state, or local law; E. Building marker signs; F. Lights used for holiday decorations; G. Temporary Election Season Signs: Temporary election season sign are allowed in any zone subject to the following: 1. Sign cannot exceed four square feet in area; 2. Except as otherwise allowed by this chapter, such signs cannot be erected more than 60 days before an election in which residents of the City of EI Segundo are eligible to vote; and, Page 9 of 20 102 3. Except as otherwise allowed by this chapter, such signs must be removed not later than 48 hours after the election H. Works of Art: Works of art, including decorative flags and murals, such as historical and community oriented murals, which are not for commercial purposes are permitted, subject to the following standards: The use of registered, copyrighted, or trademark names, insignia, or logos is permitted within the sponsor's portion of the artwork, but names, insignia, or logos larger than 6 square feet or 1 percent of the area of the artwork, whichever is less, may not include registration, copyright, or trademark symbols. Such artwork is subject to review by the director or their designee to determine if the extent of any commercial message in the mural is a minor component of the artwork. When the use of names, insignia, or logos is larger than 6 feet of 1 percent, the entire artwork will be treated as a sign that is subject to the requirements of this chapter. 15-18-4 GENERAL SIGN STANDARDS A. SIGNS IN NON-RESIDENTIAL ZONES: All signs in non-residential zones must be erected and maintained consistent with the purposes of the chapter. 1. Sign Types i. Signs on Freestanding Buildings: Freestanding buildings allow wall, fin, marquee, canopy, awning, projecting, and roof signs to have a cumulative area up to 5 percent of each building face. This standard is applicable to signs installed on the second story and above. ii. Signs on Store Fronts: Store front shops are allowed signs up to 15 percent of each shop front per tenant space, including any wall, fin, marquee, canopy, awning, and projecting signs. This standard is applicable to signs installed on the ground floor or street level of the primary entryway for a commercial building. Signs proposed on walls other than primary entryway (i.e. side walls or rear wall) are allowed a cumulative sign area up to 5 percent of each building face. iii. Monument, Ground, Freestanding, or Pole Signs: One monument, ground, freestanding, or pole sign that provides a shared usage of such signs is allowed for every 100 linear feet of street frontage, or fraction thereof. Such signs are allowed a sign area up to 150 square feet per sign and must not be placed closer than 50 linear feet from another monument, ground, freestanding, or pole sign on the same property. Any such sign may be erected and maintained in a required Page 10 of 20 103 building setback, provided it is at least 3 feet from the property line and is not located in a required corner clearance or driveway visibility area. iv. Additional development standards are as follows: 1. Monument or ground signs: Maximum height of 8 feet by right. Signs over 8 feet and up to a maximum of 20 feet are allowed with an administrative use permit. 2. Ground Directory Signs: Maximum height of 20 feet and are- a. Designed to be viewed primarily by pedestrians and b. Designed to have minimal visibility from the public rights-of-way to the satisfaction of the director. 3. Freestanding or Pole Signs: Maximum height of 25 feet. 4. Off-Site Directional Signs: Maximum height of 8 feet by right and must: a. Provide directions to a business located on another property within the city. b. Maintain a maximum distance of 500 feet from the property on which the sign is located. c. Require an administrative for signs over 8 feet and up to a maximum of 20 feet 2. Electronic Message Centers: Electronic Message Centers (EMCs) are allowed in all non-residential zones. EMCs may be approved for nonresidential uses in the Multi-Family (R-3) zone upon the approval of an administrative use permit, pursuant to the requirements of chapter 22 of this title. EMCs are subject to the following standards: i. EMCs may have up to 2 faces; ii. For all ground-mounted signs, the changeable copy portion of the sign cannot exceed 75 percent of the total permitted sign area; iii. EMCs may include animated graphics and video only when they are: Page 11 of 20 104 1. Designed to be viewed primarily by pedestrians and 2. Designed to have minimal visibility from the public rights-of— way to the satisfaction of the director. iv. When visible from the public right of way, the sign display must remain fixed for at least 7 seconds and transitions between slides must be instantaneous. Any form of blinking, scrolling, or sliding of image elements is prohibited. v. EMCs must be equipped with a sensor or other device that automatically determines the ambient illumination, that are programmed to automatically dim according to ambient light conditions; vi. In the case of malfunction, EMCs must contain a default design to either freeze the sign in one position or go blank. 3. Large Signs: Any sign over 500 square feet that otherwise meets the provisions of this chapter, requires an administrative use permit, pursuant to Chapter 22 of this title. B. SIGNS IN RESIDENTIAL ZONES: All signs in residential zones must be erected and maintained consistent with the requirements of this chapter. 1. Sign Types i. Identification Signs: One identification sign per lot is allowed, not to exceed 20 square feet in area. The sign must not extend more than 6 inches above or out from the front wall and must contain only the name and street address of the building upon which it is placed. ii. Wall Signs: Permitted nonresidential uses in residential zones that are currently in compliance with this code, except home occupation businesses, are permitted one wall sign, not to exceed 6 square feet in size for the purpose of identifying the business located on the property. Such signs must not contain advertising. C. TEMPORARY SIGNS: Except as otherwise provided, two temporary signs not exceeding a cumulative total of 6 square feet, are allowed at all times. The following additional types of temporary signs may be displayed upon the city's issuing a temporary sign permit, provided the sign meets the following requirements: Page 12 of 20 105 1. Special Event or Sale Sign: A sign placed in connection with and on the site of a special event or sale, up to a maximum size of 100 square feet, for a specific maximum 30 day period is allowed, which may be renewed up to a total of 120 days. Animals or human beings, live or simulated, designed or used to attract attention to the premises may be used, provided they are not located on public property or in the public right of way. 2. Construction Signs: Signs placed on an active, lawfully permitted construction site up to a maximum size of 32 square feet per construction site are allowed for a maximum period of 6 months. The Director may grant up to three separate 6 month extensions. Construction signs must be removed within 1 week after completion of construction. 3. New Development/New Business Signs: One temporary sign on the site of a new development or business may be erected and maintained from the time a building permit is issued until final inspection, but in no case may a new development or business sign be displayed for more than one year. New development or business signs for nonresidential uses are allowed a maximum size of 100 square feet; residential uses are allowed a maximum size of 6 square feet. D. REAL ESTATE SIGNS: Real estate signs as defined and authorized by Civil Code Section 713, do not require a building permit, but must comply with the following: 1. Signs must be displayed on private real property and only with consent of the owner; 2. One sign may be placed on the real property to which it pertains in residential zones; 3 signs may be placed on the real property to which they pertain in all other zones; 3. Signs cannot exceed 6 square feet in size for residential uses in residential zones, exceed 12 square feet in size for nonresidential uses in the R-3 zone, or exceed the cumulative total of 50 square feet in size for all other zones; 4. Before the city issues a certificate of occupancy, multi-family apartment buildings with four or more units must install one monument, ground, freestanding, or pole sign that is for the sole purpose of unit owners advertising their units. The design for the sign and its location on the property must be approved by the planning and building safety director, or his designee, before its installation. The sign may have up to 2 faces and cannot exceed a cumulative total of 9 square feet in size per sign face. Page 13 of 20 106 5. Removal: Signs must be removed within 5 days after the advertised property is sold, rented, or leased. 6. Temporary Real Estate Directional Signs: Directional signs authorized by Civil Code Section 713(a)(2)that identify and provide directional information to any residential property that is offered for sale, lease, or exchange by the owner or his or her agent must comply with the following: i. Signs must be located only along direct routes to the residential property from arterial streets; ii. Not more than one sign is permitted at each intersection on private property and only with consent of the owner; iii. Signs must be removed when the subject property is sold or when the event ends; iv. Signs cannot exceed 9 square feet in area or 5 feet in height; v. No real estate signs are allowed on public property. E. SIGNS WITHIN 500 FEET OF FREEWAY OR HIGHWAY: Notwithstanding any other provisions of this title, no outdoor advertising structure, outdoor advertising display, or billboard, regardless of size, which does not advertise the business conducted, the services rendered, or the goods produced upon the property upon which the sign is placed may be placed within 500 feet of either side of a state or county freeway or highway in a manner which makes the sign thereon visible to persons or passengers upon any such thoroughfare. 15-18-5 MASTER SIGN PROGRAMS, APPLICATIONS, AND PERMITS A. MASTER SIGN PROGRAMS Multi-tenant developments of three or more commercial tenants require an approved master sign program by the director or their designee. No permit may be issued for an individual sign requiring a building permit until a required master sign program is approved. A master sign program is not required for a development, lot, or business that has less than three tenants. 1. An application for the master sign program must include: i. Accurate plot plan of the lot; Page 14 of 20 107 ii. Location of buildings, parking lots, driveways, and landscaped areas; iii. Computation of the maximum sign area allowed, maximum area allowed for individual signs, height and number of signs, and total building wall area on which signs are proposed; iv. Proposed location of each sign, present and future, whether requiring a permit or not, shown on both the plot plan and elevations; v. On site signs including, but not limited to, building marker signs, directional signs, identification signs and onsite signs used for wither ingress or egress, identification of facilities or similar features must be submitted as a part of a master sign program; vi. Optional consistency standards among all signs on the lots affected by the program with regard to: 1. Color scheme; 2. Lettering or graphic style; 3. Lighting; 4. Material; and/or 5. Sign dimensions. vii. Payment of the applicable fees established by the city council. 2. Window Signs: A master sign program may indicate the areas and general types of window signs without specifying the exact dimension or nature of every window sign. 3. Consent: Master sign programs must be signed by the property owner or their authorized agent. 4. Review Procedure: Within 10 working days of receiving a complete master sign program application, the director must either: i. Approve the proposed program if it conforms with the provisions of this chapter; or ii. Deny the proposed program if it fails to conform with the provisions of this chapter. In cases of a denial, the director will specify in writing Page 15 of 20 108 the sections of this chapter with which the program is inconsistent. The director's determination may be appealed pursuant to chapter 25 of this title. 5. Modifications: Any new sign locations or the increased size of signs require an application for an amended master sign program that conforms to all requirements of this chapter. Minor changes to signs including, but not limited to, color scheme, material, sign dimensions, location on building face, at the discretion of the director do not require an amended master sign program. B. ADMINSTRATIVE USE PERMITS, ADJUSTMENT, VARIANCES, AND CONDITIONAL USES 1. Proposed signs that require discretionary review must be approved by the director before building permits are issued. 2. Signs that require the approval of an administrative use permit will be processed pursuant to chapter 22 of this title. 3. Deviations from any nonstructural provision of this chapter, including, but not limited to, the number of permitted signs, the size of proposed signs up to a maximum of 20 percent of the area of the building face, and setbacks, may be granted upon the approval of an adjustment, pursuant to chapter 24 of this title. The director may consider a deviation request to be a request for a variance and refer the request to the planning commission for review pursuant to chapter 23 of this title. 4. Except as otherwise provided, all deviations from this chapter must comply with the variance procedures set forth in chapter 23 of this title. All sign regulations for land uses requiring conditional use permits are controlled by this chapter and must be processed without regard to the proposed message, content, or copy of proposed signs. C. PERMITS REQUIRED 1. Before erecting, modifying, repairing, or relocating any sign, the City must issue the building permit if the proposed sign meets all provisions of this chapter and of the applicable master sign program. 2. Building permit applications reviewed for consistency with the applicable master sign program do not require additional master sign program fee. D. SIGNS ON PUBLIC PROPERTY AND PUBLIC RIGHT-OF-WAYS Page 16 of 20 109 No signs shall be allowed on public property or in the public right of way, except as approved by the public works department, consistent with title 9 of this code, and as listed below: 1. Permanent Signs: i. Public signs erected by or on behalf of a governmental body. ii. Bus stop signs erected by a public transit company. iii. Informational signs of a public utility regarding its poles, lines, pipes, or facilities. iv. Awning, canopy, marquee, projecting and suspended signs which are attached to private property but project over public property or a public right of way in conformance with the provisions contained within the latest adopted uniform building code and uniform sign code. 2. Emergency Or Construction Signs: Emergency and construction warning signs erected by a governmental agency, a public utility company, or a contractor doing authorized or permitted work within public property or the public right of way. 3. Encroachment Permit: If a sign requires an encroachment permit under this chapter, then the terms and conditions of the encroachment permit may be incorporated into the sign permit. 4. Removal Of Other Signs: All signs installed or placed on public property or in the public right of way not in conformance with this section may be removed without complying with this chapter. Said signs shall be retained by the city for a period of not less than three (3) working days. Thereafter, any unclaimed signs may be discarded. Should the city be required to remove any illegal sign pursuant to this section, the cost of removal shall be assessed against the owner or person placing such sign. 5. Unless otherwise provided by this chapter or by city council resolution, it is unlawful to display signs on public property owned by the city. 15-18-6 NONCONFORMING SIGNS Nonconforming signs are subject to the provisions contained in chapter 21 of this title (Nonconforming Buildings and Uses). Page 17 of 20 110 15-18-7 SUBSTITUTION CLAUSE Noncommercial copy may be substituted for any commercial copy on any sign that is allowed by this chapter, whether permitted or exempt. Noncommercial copy of any kind may be substituted for any other type of noncommercial copy on any sign that is allowed by this chapter whether by permit or exemption. Message substitution may be made without additional city approval or permitting. This section prevails over any more specific provision to the contrary within this chapter. The purpose of this section is to prevent any inadvertent favoring of commercial speech over any other noncommercial message. This section does not create a right to increase the total number or size of signs on property, does not affect the permitting requirements of this chapter, nor overrides terms and conditions in private contracts. 15-18-8 ENFORCEMENT AND MAINTENANCE A. SIGN CLASSIFICATION: The director of planning and building safety may classify signs proposed in accordance with this chapter. Signs that do not clearly fall within one of the definitions provided by this title must be placed in a classification based on the sign's design, location, physical characteristic, and purpose. Unless appealed to the planning commission pursuant to this code, the director's decision is final. The director may refer any such request to the planning commission for review. B. COMPLIANCE WITH CODES: Signs must comply with applicable provisions of the latest adopted building code, electrical code, and sign code at the time of permit issuance. C. PERMANENT MATERIALS: Except for banners, flags, temporary signs, and window signs conforming with the provisions of this chapter, signs must be constructed of permanent materials, and must be permanently attached to the ground, a building, or other structure by direct attachment to a rigid wall, frame, or structure. D. MAINTENANCE: Signs permitted pursuant to this chapter must be maintained in good repair, structural condition, function properly, be free from defects including, but not limited to, cracking, rusting, and peeling. Signs not so maintained will be deemed a public nuisance and may be abated pursuant to this code. E. ABATEMENT OF SIGNS: When the permittee, property owner, or person in possession of control of the property fails to comply with the director's order requiring compliance with the chapter, the city may declare the sign as a public nuisance in accordance with Title 7 of the EI Segundo Municipal Code. Once designated as a nuisance, the City is authorized to abate the nuisance according to the provisions of this code. Page 18 of 20 111 SECTION 8: ESMC Chapter 15-21 (Nonconforming Buildings and Uses) is amended to add a new Section 15-21-9 to read as follows: 15-21-9 NONCONFORMING SIGNS: A nonconforming sign may not be: A. Changed to another nonconforming sign or replaced by the same nonconforming sign, except for face changes; B. Structurally or electrically expanded or altered unless such alteration is designed to and does bring the sign into greater conformance with current provisions of this chapter and/or building and electrical codes; C. Relocated to another site on the same property or any other property within the city; D. Reestablished after discontinuance of the use for 90 days or more; or E. Reestablished after damage or destruction of more than 50% of the value of the structure of the sign prior to said damage or destruction. SECTION 9: ENFORCEABILITY. Repeal of any provision of the ESMC does not affect any penalty, forfeiture, or liability incurred before, or preclude prosecution and imposition of penalties for any violation occurring before this Ordinance's effective date. Any such repealed part will remain in full force and effect for sustaining action or prosecuting violations occurring before the effective date of this Ordinance. SECTION 10: VALIDITY OF PREVIOUS CODE SECTIONS. If this entire Ordinance or its application is deemed invalid by a court of competent jurisdiction, any repeal or amendment of the ESMC or other city ordinance by this Ordinance will be rendered void and cause such previous ESMC provision or other the city ordinance to remain in full force and effect for all purposes. SECTION 11: SEVERABILITY. If any part of this Ordinance or its application is deemed invalid by a court of competent jurisdiction, the City Council intends that such invalidity will not affect the effectiveness of the remaining provisions or applications and, to this end, the provisions of this Ordinance are severable. SECTION 12, The City Clerk is directed to certify the passage and adoption of this Ordinance; cause it to be entered into the City of EI Segundo's book of original ordinances; make a note of the passage and adoption in the records of this meeting; and, within fifteen (15) days after the passage and adoption of this Ordinance, cause it to be published or posted in accordance with California law. Page 19 of 20 112 SECTION 13: This Ordinance will go into effect and be in full force and effect on the thirty-first (31st) day after its passage and adoption. PASSED AND ADOPTED this day of 12017- Suzanne 2017.Suzanne Fuentes, Mayor APPROVED AS TO FORM; By: Mark D. Hensley, City Attorney ATTEST: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of EI Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Ordinance No. 1559 was duly introduced by said City Council at a regular meeting held on the day of 2017, and was duly passed and adopted by said City Council, approved and signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said Council held on the day of 2017, and the same was so passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Tracy Weaver, City Clerk Page 20 of 20 113 EL SEGUNDO CITY COUNCIL MEETING DATE: October 17,2017 AGENDA STATEMENT AGENDA HEADING: Consent Agenda AGENDA DESCRIPTION: Consideration and possible action to authorize the City Manager to execute a Professional Services Agreement with CivicPlus to purchase, install and implement recreation management software for online program registration, facility booking, and administration related to programs and services offered through the Recreation and Parks Department in an amount not to exceed $35,000, and increase the amount of the current Professional Services Agreement with Prosum by $25,000 for the purposes of managing the implementation of CivicPlus. (Fiscal Impact:Not to exceed$60,000) RECOMMENDED COUNCIL ACTION: 1. Authorize the City Manager to execute a Professional Services Agreement with CivicPlus not to exceed $35,000 to purchase, install and implement recreation management software; and, 2. Authorize the City Manager to amend the Professional Services Agreement with Prosum by $25,000 to assist with project management and implementation of the new software; and/or, 3. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. CivicPlus Response to Request for Proposal FISCAL IMPACT: Not to exceed $60,000; Included in Equipment Replacement Fund Amount Budgeted: $60,000 Additional Appropriation: N/A Account Number(s): 601-400-2505-8108 STRATEGIC PLAN: Goal: la El Segundo provides unparalleled service to internal and external customers Objective: 2 City services are convenient, efficient and user-friendly for all residents, businesses and visitors Goal: 4b El Segundo's technology supports effective, efficient,and proactive operations Objective: 2 The City has an effective structure to meet the technology needs of the City and its constituents Objective: 3 The City invests in systems as necessary in order to add citizen value, provide access to information that is easily available, engage residents in civic participation, and provide mass notification ORIGINATED BY: Meredith Petit, Director of Recreation and Parks REVIEWED BY. Scott Kim,Acting I.T. Director APPROVED BY: Greg Carpenter,City Manager 7 114 BACKGROUND AND DISCUSSION: The City of El Segundo Recreation and Parks Department offers a full range of recreation services to customers that include, but are not limited to, class registration, sports field booking, park and facility rental, special events and a variety of community activities. The City's current activity registration software, CLASS,announced that there would be no support provided after November 2017. Therefore,the Department has been researching and reviewing various software systems for several months. The City released a Request for Proposals for new recreation management software on May 31, 2017, and two qualified responses were received by the deadline on June 20, 2017, from CivicPlus (CivicRec) and PerfectMind. The purpose of the Recreation Management Software Replacement project is to update the City of El Segundo's Recreation and Parks records management, offer more online services to customers, improve marketing capability and create a more user-friendly environment to benefit our customer users groups, and streamline administrative activities. The new software should provide a mobile- friendly user experience that caters to the needs of current and future customers. It is the City's desire for the new software to modernize workflow and processes to increase revenue and decrease costs and administrative efforts. To that end, the Department consulted with the Finance and I.S. Departments and identified many mandatory and desirable features and functions of the new software, including activity registration (both on-site and online), facility rentals, sports league management, memberships, financial reporting, point-of-sale compatibility, mobile access, and more. The vendor shall implement the software, provide support, train City employees, and provide ongoing maintenance. The system needs to provide accurate record keeping for classes, activities, financial data, and customer information. It is the Department's desire to offer our customers a system that caters to the fast- paced and technologically-savvy lifestyle that has developed in recent years, including mobile features and functions such as text message alerts, mobile activity registration and calendar items that can be synced with the users' scheduling applications. Annually, the Department processes transactions totaling approximately $1,150,000 through on- site and online transactions, with anticipation of increasing annual transactions by 30% to over $1,500,000 with the expanded aquatics programing in 2018 and as much as a 50% increase to $1,725,000 over the next five years. Current annual registration activity averages about 6,000 participants enrolled in over 850 activities and over 6,000 membership cards issued. The Department currently has four on-site registration locations and a fifth one (the new Aquatics Center) opening within the next year. There are approximately six full-time employees who have full administrative access to the recreation management software and up to 50 part-time employees requiring access to utilize the software system in order to register customers into activities and provide other daily operational assistance. Evaluation and Selection: Throughout the RFP process, the City's Technology Committee has been participating in various capacities, including the creation of two subcommittees. Between the two subcommittees,various members with a high degree of technical knowledge have participated in viewing product demonstrations, learning the functions (and limitations) of the current software system, crafting 115 interview questions for potential vendors, evaluating the proposals, and making recommendations for specific necessary criteria. Staff completed follow-up phone calls with each vendor as well as several reference checks from other cities currently utilizing each software system. Overall, cities utilizing CivicRec had much more favorable comments than those using PerfectMind. At the regular meeting of City Council on August 15, 2017,the Technology Committee expressed technical concerns related to the software selections. City Council requested staff to continue to work with the Technology Committee to further assess the software options with the desire to come to consensus on how to proceed. The evaluation subcommittee drafted additional questions that were sent to the software vendors; the responses, however, did little to sway the committee members' opinions. Staff and the committee discussed at length how to advance the project. One option was to reject all bids and re-issue the RFP with the hope to receive additional proposals to compare. In doing so, the City would incur exponential costs associated with keeping the current outdated system in place. Additionally, there is no guarantee that other vendors would submit proposals or satisfy the technical desires of the committee. Ultimately, the committee expressed that neither software system fully supports their overall vision for the City, and voted 3-1 to defer the selection decision to staff. Staff is comfortable proceeding with one of the options as it will be a dramatic improvement from the current system for our customers as well as more affordable for the City. The Department will be operating a new Aquatics Center in eight months and the number of customers and transactions will increase by about 30%. Staff has considered the mandatory functions such as efficient activity registration and facility scheduling, compatibility with other software systems within the City, compatibility with existing hardware, ability to meet the expressed targeted timeline, technical support, financial reporting, and cost, and ultimately selects CivicRec to service the needs of the Recreation and Parks Department and its customers. It is evident that CivicRec is a proven software system that was developed from the ground up specifically to meet the needs of municipal parks and recreation departments. Some of CivicRec's current clients in Southern California include the cities of: • Alhambra • Beverly Hills • Santa Clarita • Anaheim . Laguna Beach . Temecula • Arcadia • Ontario CivicRec Features: CivicRec software will provide significant improvements for external users. In addition to performing real-time, web-based activity registrations, community members can expect it to perform increased functions such as personal account set up and management,real-time review of facility availability, completion and submittal of forms online, printing of receipts, and personal scheduling options. For the City, highly preferred features in CivicRec's recreation management software include: • Global security standards to meet Payment Card Industry requirements • Financial reports and cash drawer functions compatible with City's financial system 116 • Customer database management and reporting • Contract instructor management • Management of facility reservations and set up needs • League scheduling • Point of Sale • Electronic tickets with barcodes for scanning • Detailed reporting capabilities • Provision of software updates, solutions, and full-version releases without charge • Provision of 24-hour customer and support service without charge • Reduction of time and expense for support by City's Information Systems staff • Integration with social media networks for marketing and communication • Messaging and announcement capabilities via text and email • Ability to import activity dates to mobile device calendar Imuiementation. Traininp,and Annual Fees: In the first year, implementation and training costs are projected to not exceed $35,000 for CivicRec that includes project management, data migration, training for base software and specialty modules, and establishment of a credit card processing gateway. An initial scoping meeting will be held with CivicRec to determine the most appropriate project development and implementation plan. Additional funds of up to $25,000 are budgeted to hire a third-party I.T. Project Manager from Prosum to assist the City during the implementation process. Additionally, the Technology Committee will continue to assist the Department during implementation. Total Year 1 costs are expected to not exceed $60,000, and funds have been appropriately allocated in the Equipment Replacement Fund. Currently Annual fees are based upon the number of transactions within and, based on our current transaction level, are estimated at $14,250 for Year 2, which is within the existing operating budget. The implementation, training and testing period is estimated to take about 3-4 months with the expectation that the system will be fully live to the public by the Summer 2018 session of programs and activities (late-May/early-June). Staff recommends entering into a Professional Services Agreement with CivicRec in a form approved by the City Attorney, not to exceed $35,000, and increase the Professional Services Agreement with Prosum by $25,000 for project management services. 117 EI Segundo, California RFP#17.03 Recreation Management Software Presen Cecq by. Will Spicer, Senior Regional Sales Manager ti "�► r U S '�' r ' - c. , civic Powered by►��� 302 South 4th Street,Suite 500 June 20, 2017 Manhattan,Kansas 66502 CP 888-228-2233 Maria L. Cerritos, Purchasing Agent Office of the City Clerk City Hall 350 Main Street, Room 5 EI Segundo, CA 90245-3813 RE: Recreation Management Software Dear Ms. Cerritos and Selection Committee: How do you meet citizens' expectations of instant access to information with outdated technology and limited resources? As your partner, CivicPlus can help. Our company is passionate about our mission to help make local government better. We know we aren't just providing software;we are helping build a trusted and long-term relationship between you and your citizens through our innovative technology. Collaborating with you throughout the process ensures we deliver the solution that is right for EI Segundo. We know that every community is unique, and recreation departments have different services and goals.We tailor our solutions to meet your specific needs.With CivicPlus as your partner,you'll receive unlimited user licenses, access to all CivicRec modules, ongoing software updates and 24/7/365 support with secure hosting. By implementing the CivicRec Recreation Management System (RMS),your staff will have an easy-to-use suite of cloud- based tools that will simplify the way your department works while creating a mobile friendly and engaging experience for your citizens. For a more holistic community facility approach at your new Aquatics Center and other fields and facilities, we can provide various types of memberships based on residential address, pre-paid "punch card" options for drop-in visits, and access control. An EI Segundo Parks and Recreation Department and CivicPlus partnership will save you time and money with a solution for your community to find what they need,when they need it. With your new Aquatics Center, it is obvious that you are working diligently to revolutionize and upgrade your community to a higher standard of living.We look forward to being a part of another big step in this process. Sincerely, _ f ' Z ® - -A 1 ins Cliril[ 119 2 . Table of Contents 1 3. EXECUTIVE SUMMARY 2 4.CIVICPLUS EXPERIENCE AND BACKGROUND: 4 5. STRUCTURE OF THE ORGANIZATION 8 b. REFERENCES 11 7. FINANCIAL STATEMENT 13 8. SCHEDULE NARRATIVE AND TIMELINE 18 9.STATEMENT OF COMPLIANCE 20 10. RESPONSES TO THE SCOPE OF SERVICES 33 11.TECHNICAL AND FUNCTIONAL CAPABILITIES SCORE SHEET 73 12. PROPOSAL FEE 1 3 . Executive Summary ca Dear Ms. Cerritos and Selection Committee: CivicRec is a hosted,web-based application specifically designed to meet the needs of recreation and park districts and municipal recreation departments. Our system is a Software as a Service (SaaS) solution that is ready to go off- the-shelf. We would like to offer EI Segundo the opportunity to access a CivicRec sandbox environment so the City can experience the product during the software evaluation process.The sandbox will mirror the production environment and will include all CivicRec capabilities. It's important that the City understand exactly what you're getting prior to signing up.We can also offer the assistance of a CivicRec Solution Consultant during this period to ensure you are getting the most out of the sandbox. CivicRec has been developed exclusively for parks and recreation departments. It was not designed for another industry and altered to meet your needs.We have the focused vision and strategic direction to specifically cater to the functionality EI Segundo needs most. Our solution is a fully mature product; it is not a "framework" or"toolkit" or "vaporware".We have a track record of not only supporting our product, but also evolving it, so it consistently stays at the forefront of design, usability, and capability. Please compare the CivicRec solution to other products out there so you get a sense of not only what it does, but also how it feels. We can get you up and going quickly with our proven implementation process in an average of 12 weeks. In order to keep our products fresh, CivicRec encourages our clients to submit product enhancement requests through an online ticket tracking system. We regularly accept and incorporate client feedback, which benefits our entire user base, at no cost.All customers on the CivicRec system receive the entire system with no user licenses to purchase or update. There is no limit to concurrent users.All modules and software updates (product enhancements)are available to all clients, all the time, at no additional cost.You will always have brand new software! We propose the following software capabilities to EI Segundo, including, but not limited to the following: • Account Management N League Management ■ Facility Reservations (Rentals and Internal a Mobile Public and Staff Experience Bookings) 0 General Admission Ticketing • Activity Registration M Financial Accounting/ Reporting ■ Membership Management ■ Mail/SMS Blasts • Point of Sale/ Inventory Management ■ Surveys CivicRec software is ready for immediate use by our clients. In addition, multiple product enhancements are released every year to continually develop and improve the product as a top priority.We want both our customers, and our customers' customers(the public),to experience a product that feels clean, is powerful, is actively managed, and is well-supported. Sincerely, Will Spicer Tim Grant Senior Regional Sales Manager RE spicer@civicplus.com Director of Sales Authorized to Bind Direct 785-323-4772 - 1 121 4 . CivicPlus Experience and Background 20+ 200+ 20+years of experience 200+employees,many who More than 2,500 local with a focus t� help have experience in local government clients across local governments. government organizations. Canada and the U.S. A!rrx 55k+ 60M + $Over 55,000 internal adrr'n More than 60 million online users visitors(and counting!) f GovTeth 100 5-time Inc. 5000 Honoree www.govtech.com/100 i 4. CivicPlus Experience and Background CP CivicRec strives to provide recreation departments and their customers (the public)with a modern, intuitive CivicPlus Communities interface that is powerful, well-managed, and actively supported. Parks and Recreation has been our sole focus for the past ten years. Our parks and recreation software has been implemented using hundreds of best practice product suggestions v. from numerous districts and departments from across ?s the country. CivicRec is a fully mature product that has not been adapted from some other industry. There is no software or hardware for the City to install because our solution is web-based, hosted and PCI compliant. M•.kr We provide a monthly release. Our solution is a SaaS solution and there are no additional upgrade fees. All software updates are available to all clients, every month. Ultimately, CivicPlus is a company that's about amazing people doing amazing things. CivicPlus continues to implement new technologies and services to maintain the highest standards of excellence and efficiency for our clients, their 55,000+ internal users and the 60 million online visitors (and counting!). A dedicated, highly qualified project team will assist you throughout the development process to ensure your project's success and your complete satisfaction. Our implementations are fast(-12 weeks)but can be accelerated, if desired. CivicPlus has multiple clients in progress in different phases of development at any given time. CivicPlus' proven development process, and not assigning your team until contract signing, ensure our clients have an available and dedicated team throughout their project. CivicPlus has a team of dedicated account managers to help you implement the tools needed to successfully meet the level of community engagement that you desire. Upon website Go Live, you will have a dedicated member of this team to help you keep up on new CivicPlus products and optimize your site.This specialized team member can provide you with further information on how to engage your citizens, utilizing the tools that CivicPlus has put into place on your new website. Our support personnel are ready to answer your staff members' questions and ensure their confidence in using our site.When you choose CivicPlus, our knowledgeable staff is available from 7 a.m.to 7 p.m. (CST)to field your calls and emails, and emergency services are available after regular hours with our on-call staff 24-hours a day. Our pricing model is very simple, and we do not charge extra fees for support or maintenance. 3 123 5 . Structure of the Organization CivicPlus History and Organization CivicPlus'focus to help local governments work better and engage their citizens through their web environment began as Icon Enterprises in 1994 in Manhattan, Kansas by the Owner,Ward Morgan. Icon Enterprises became a Kansas Corporation in 1998. In 2016,the company was renamed CivicPlus, Inc.We are still headquartered in this vibrant university town where our team of over 200 professionals develop and deliver superior web technology, human resources efficiency and emergency mass notification solutions for our clients. We've steadily grown over the last 20+years and have honed our skills working with municipal organizations across the US and Canada - helping them streamline their daily work and better inform and connect their communities. CivicRec, a CivicPlus company, has 10+years of experience and is designed specifically to meet the needs of municipal parks and recreation departments. Ward Morgan Chairman of the Boa • .- President I [ •.m Block Tim GrantMana. Project - Director Administration • 1Management (Specific training and Will Spicer (Specific team members will be consulting specialists will (your account manger will p assigned after contract signing) be assigned after contract be assigned after contract Senior Regional Sales signing) signing) Manager Primary point of contact during development Facilitate content Initial contact consulting Ongoing client assistance Contract finalization Project development after Go Live Timelines/Milestone Facilitate GCMS staff training o� [ uoi�_n�au �i.t C fi�iiS- (Specific team members will be (Specific training and consulting assigned after contract signing) specialists will be assigned after (Specific team members will be contract signing) assigned after contract signing) Quality Control Specialists Creative design development Troubleshooting&Issue Content Developers Look&Style consultation Resolution 5 125 Key Personnel CP From project management to development to training and support, a dedicated project team will assist you throughout the entire process to ensure your project's success and your complete satisfaction. Our expert project leaders will coordinate your needs with qualified specialists who will work directly with you throughout your project and beyond. Your individual, dedicated team members will be determined just prior to Kick-Off so we can be sure they will be available to begin your project immediately and work directly with you throughout the entire process.The time needed to deliver a successful project by your project manager and art director with be determined once final scope has been defined.This process helps ensure we deliver the attention and effort you need and deserve to create a website that achieves your vision of success.Your website will be designed, developed and hosted by CivicPlus trained professionals. No aspects of the project will be outsourced or subcontracted. Landon Schenck—General Manager of CivicRec Landon has over 20 years of software development experience, including developing the CivicRec software from the ground up. Landon manages CivicRec product strategy and overall vision for CivicRec and also continues to personally engage with larger customers during their implementation process. Education Resume 15+Years of Experience BBA in Management Information Software Developer IT Consulting Systems General Manager of Recreation Product Design&Development Software Custom Software Development Adam Block—Manager of Project Administration Adam leads our project management team.This team oversees inter-departmental and client interactions assuring that your project will be developed in a timely manner by professional experts. F Education Resume 15+Years of Experience BS in Business Administration Lead Project Manager Project Management Management Financial Services Business Management Economics Team Building Customer Service Jim Flynn—Chief Systems Architect Jim coordinates and manages our in-house experts on the technical aspects of your project .� development. His team will develop the solution so it delivers the functionality and integration you need. Jim also leads our hosting and security services to ensure your new product is safe,maintained,and remains updated. Education Resume 18+Years of Experience BA in Computer Information System Architect Cyber Security Systems Information Technology Director Network Infrastructure System and Software Architecture 6 126 Jim Steffensmeier—Manager of Training and Consulting Cp From consulting services to data migration to technical specifications,our training and consulting department will assist you in understanding your new recreation management software and obtaining the 4 skills you need to use it. He will coordinate his team of professionals to deliver the consulting and training r y services you need to achieve success. 4 `• Education Resume 10+Years of Experience MA in Education/Adult Education Training Customer Service &Training Consulting Best Practices&Website BS in Psychology Optimization AA in Business Management US Army Veteran Sumre Amerin—Manager of Account Management Upon Go Live,Sumre will assign an account manager to your project.Your dedicated account manager stays current on new CivicPlus products and will continue to optimize your solution.This specialized team member will provide you with information on how to better engage your citizens utilizing the tools that CivicPlus has put into place. Resume Resume 10+Years of Experience BS in Integrated Services Performance Management Leadership Consultant Customer Service Sales Manager Project Management Process Improvement _ Constance Huseth— Manager of Client Support Constance Huseth manages the technical support team for all CivicPlus products.Upon launch of your new CivicPlus website, any technical questions or issues you may encounter may be reported to your Ao CivicPlus Technical Support Team.This specialized team operates on a 3 tier,product specific,escalation a process to report technical issues to the products development team and works hand-in-hand with our Help Center to continually improve online assistance content and best practices information Education Resume 5+Years of Experience BA English,Communication Technical Support Specialist Technical Support Documentation and Business Management Communications Manager Team Building Customer Service j COMPANY&CONTACT INFORMATION Will Spicer 302 S.4th Street,Suite 500 Contact Information Senior Regional Sales Manager Primary Office Manhattan, KS 66502 spicer@civicplus.com Toll Free 888-228-2233 Direct Line 785-323-4772 Fax 785-587-8951 ..._............ Legal Name CivicPlus, Inc. Company Founder Ward Morgan, Owner/Chairman of the Board Incorporated In State of Kansas Date Incorporated June 1998 i GSA Contract#GS-35F-0124U Company Website www.civicplus.com Purchasing Vehicles TIPS/TAPS Contract#2092613 Interlocal Purchasing 7 127 IIIIIIIIIIIIIIIIIIN 64 References Includede,-are ;just a few examples of other*government entities, similar in size and scope, which have utilized CivicRec.�,Contact our clients and let them tell y� their experiences working with thea :• and how we met th-"i't,expe„c, _ 's. 1, Client References CP California Users CivicRec is fast approaching 300 total installations nationwide, with approximately 150 implemented in the last three years. As a privately held firm, providing complete lists of municipal agencies for which the respondent has conducted a Complete Delivery of a Municipal Parks and Recreation Management Software System within the past three years could be detrimental to our business. We have included a confidential list of a portion of our government partners in California. Please note that not all parties listed have agreed to be contacted for reference, but EI Segundo may be able to explore partner sites to see how CivicEngage is utilized from municipality to municipality. We have included references who have agreed to field questions on the following page. ■ Big Bear Valley Recreation and Park District, Big ■ Del Norte County Recreation,Crescent City Bear Lake ■ Easton Archery Center of Excellence, Chula Vista ■ City of Alhambra -Community Services Department ■ Easton Van Nuys Archery Center,Van Nuys ■ City of Anaheim ■ Elings Park, Santa Barbara ■ City of Arcadia N Joshua Tree Recreation and Park District • City of Beverly Hills ■ Kensington Community Council ■ City of Cyprus LA Mavericks,Agoura Hills M City of Kerman Recreation &Community Services ■ Monterey Peninsula Regional Park District, Monterey ■ City of La Mirada Community Services ■ Mountain House Community Services District • City of Laguna Beach ■ Rim of The World Recreation and Park District, ■ City of Lake Elsinore Rimforest ■ City of Martinez ■ Sacramento County Regional Parks ■ City of Ontario Recreation &Community Services ■ Tehachapi Valley Recreation and Park District ■ City of Pittsburg ■ Town of Moraga ■ City of Porterville Parks & Leisure Services ■ Tuolumne County Recreation Department, Sonora ■ City of Santa Clarita ■ Union City • City of Temecula ■ Valley Wide Recreation & Park District, San Jacinto Crafton Hills College,Yucaipa ■ Wasco Recreation and Parks District 9 129 Client References Cp ONTARIO RECREATION & COMMUNITY SERVICES, CALIFORNIA 303 East B St. Ontario, CA 91764 Agency Phone: 909-395-2000 AJ ^Implementation Date: October 2013 CITY OF O N TAR Project Scope: Product, Module, and Services provided by ' Vendor Registration, Facilities, POS, Memberships. Ontario used RecWare and opted out of ActiveNET. Contact: Robyn Hockenhull, Senior Supervisor Contact Phone: 909-395-2368 Contact Email: rhockenhull@ci.ontario.ca.us LAGUNA BEACH COMMUNITY SERVICES, CALIFORNIA 505 Forest Ave. Laguna Beach, CA 92651 Agency Phone: 949-497-3311 Implementation Date: November 2015 rc'`y qi^_ _ Project Scope: Product, Module, and Services provided by Vendor Registration, Facilities, and Permitting. Laguna Beach run programs, operates a large community center, and issues a high number of facility permits for film production crews and weddings. Contact:Adam Gufarotti, Recreation Supervisor Contact Phone: 949-497-0304 Contact Email: agufarotti@lagunabeachcity.net ARCADIA RECREATION & COMMUNITY SERVICES, CALIFORNIA 240 West Huntington Dr. Arcadia, CA 91066 Agency Phone:626-574-5400 Implementation Date: November 2015 Project Scope: Product, Module, and Services provided by Vendor Registration, Facilities, and Memberships.Arcadia transitioned to CivicRec to take advantage of the option to utilize multiple merchant options within one CivicRec account. This allows them to keep their senior center credit card receipts separate from recreation. Contact: Brie Houghton, Recreation Coordinator Contact Phone: 626-821-4368 Contact Email: bhoughton.arcadiaca.gov 10 130 f 7 . R n a"n"itatemQ CivicPlus is a privately held firm and does not publish a public annual report to include in this section. With that being said, on the following page, we have attached a document from our bank stating our goo `: an` riding. We will be more than happy to provid�Iad.-d tbenzal financial documents, including internal financial statements, at the appr6priate time. As a private company, such information, if released to our competitors, would be detrimental to our firm and will therefore only be provided on the understanding that it would be treated as confidential and not disclosed beyond EI Segundo. Thank you for your understanding. IV StdL`Bank 1010 WESTLOOP PLACE ,- ... MANHATTAN,K8 66502 4 785 �87 IUnU December 13, 2016 CivicPlus Inc. 302 S. 4t" Street, STE 500 Manhattan, KS 66502 Re: CivicPius To Whom It May Concern. Kansas State Bank of Manhattan is pleased to provide a Bank, "Letter of Recommendation" for our valued customers, CivicPlus, Inc, In addition to deposit accounts, we currently extend credit facilities to CivicPlus, Inc. aggregating in the low-seven proportions. All deposit and credit facilities have been handled in a very satisfactory manner. The company's reported financial position is sound and supportive of current and "future" credit extensions. We enjoy a strong working relationship with Civic Plus, Inc. and are pleased to call them a valued customer. If you have any questions or require additional information, (with Civic Plus Inc, approval), please do not hesitate to contact us. Sincerely, e-(�(� Lowell L. Kohlmeier Executive Vice President LLK/amd 8 . Schedule Narrative and Timeline A dedicated project team will assist you throughout our proven development process tore te _. vicRec solution achieves your vision of success and delivers you ".:i-�- complete satisfaction - guaranteed. Provided is an illustrative development timeline for EI Segundo. Our average implementation timeframe is 12 weeks. If the City has implementation, training, or integration needs that require a longer timeframe, we're happy to adjust accordingly. No two customers have the exact same schedule. Considerations like "all-in " versus a "scaled rollout" approach, not to mention the City's own scheduling needs, will factor into the final implementation schedule. CivicRec can begin Project Initiation as soon as contract signature is complete. Project Schedule cp Schedule The key challenges experienced most frequently during the website redesign, development, and implementation process are timeline adjustments. Modifications to a project timeline can occur for a number of reasons to include, but are not limited to, a change in the scope of work or failure to return necessary paperwork to the project manager.These challenges are overcome by communication with the client and revision of the project schedule so that it is agreeable for both parties.We are confident that we can meet your goal of implementing the new system by December 1, 2017 as long as the contract is signed by the expected date and all deliverables are completed on time. SAMPLE PROJECT SCHEDULE: 12 WEEKS (ACTUAL SCHEDULE MAY VARY) PROJECT INITIATION •'• KICK-OFF Meeting to discuss CivicRec production process and detail items to be submitted by you PHASE 1 3 WEEKS CITY DELIVERABLES rUE(IF APPLICABLE) CONFIGURATION Submit data for import: GL Codes, Facilities,Activities, On-site and web-based Configuration Training GIS Residency, Locations ACTION:CIVICPLUS •A • DEVELOPMENT CivicPlus will import facilities&GL Codes(if applicable), integrate with necessary gateways,set up public page FACILITIES/ACTIVITIES TRAINING On-site and web-based Front Line Training CITY DELIVERABLES DUE CIVICPLUS ACTION: IMPORTS Submit final set of appropriate deliverable items.This CivicPlus will import remaining provided information is the final day to submit items to ensure the system from client that is required post training such as future goes live on time.This is also the final chance to facility reservations, memberships/existing users, submit payment gateway information if it hasn't been resident addresses, account balances&credits submitted yet. PREPARATIONSYSTEM O• LAUNCH GO LIVE &SIGN OFF Project check in meeting to discuss preparation for New CivicRec product goes live, client introduced to Go-Live; Introduce to Account Manager(if available), go Account Manager over items that were imported, verify payment gateway, and public page setup. 14 134 Project Approach Ca APPROACH A Project Manager will be assigned to EI Segundo to ensure that milestones are met, status calls are conducted, issues/considerations are addressed, and that you have a painless startup process.The Project Manager utilizes phase checklists as well as a detailed Project Plans to facilitate project activities and track milestones.The Project Plan will outline the type of activity,the purpose of the activity,the resources required for the activity, and any associated documents specific to the activity. A Solution Consultant will also be available to work with the City on implementation activities.The Solution Consultant is available to offer guidance and best practice solutions to the City. Our Solution Consultant(s) have years of experience and have assisted hundreds of clients in configuring their systems. They are often able to share tips and advice on how to make CivicRec work better for the City and for its public. EXAMPLE PROJECT PLAN The following Project Plan for the Kick-off Phase is provided as a sample.We will be able to disclose a complete and more detailed project plan upon selection as a finalist. � 'I .JI <;"1 Ih1I'I V"; I1v1 ICICCIC'CrI I . EL I ACTIVITY PURPOSE RESOURCES DOCUMENTS I Task Communicate tasks necessary in CivicRec PM CivicRec: Kick-off I preparation for Kick-off Checklist Meeting/ x Introduce Project Teams CivicRec PM Call 0 Define Roles Client PM I ■i Review Statement of Work I Meeting/ w Review Draft Project Timeline CivicRec PM CivicRec: Project Call N Establish On-Site Training Dates Client PM Plan DATA MIGRATION Upon request, CivicRec can convert content from your current database, including accounts with credits, accounts with balances,future bookings, and active memberships.We have a number of custom developed scripts and libraries that we leverage for data imports.The amount of effort is dependent upon the type of data (e.g., user data imports are typically straightforward,yet historical transactions are often time consuming to import).After a more detailed discussion with the City,we can recommend options for extracting and saving data from your current database. 15 135 Project Approach INTEGRATION DEVELOPMENT There are several integration capabilities that EI Segundo may choose to leverage: • CivicRec can provide integration to your selected payment gateway(for credit card processing). E Additionally,we can also produce a GL extract compatible with your financial system. We have interfaced with a number of different systems and are confident that we can produce a file compatible with yours. ■ Finally, you may opt to have CivicRec integrate with its GIS system for purposes of local resident determination. TRAINING PLAN We recommend a train-the-user approach in most cases with hands-on training for participants. Users learn the system much more quickly when they're entering actual data during the training sessions. CivicRec offers web-based training as well as on-site training. Up to two (2) days of on-site with an additional eight(8) hours of web-based training is estimated for this project.The specific training plan will be customized to meet your specific needs. We typically break training up by our modules (Registration, POS, Rentals, Reporting, etc.). Sometimes a client may instead ask for training according to job role,which can easily be done. Classes with more than 20 users tend to lose their effectiveness.We will also make sure any of your last minute questions are answered before Go Live. Note:We do not offer system administrator training as a separate item as it is included as part of our system development and implementation. SYSTEM TESTING / ISSUE RESOLUTION CivicRec is ready to go off-the-shelf. In some situations, our clients have asked for either software enhancements or for custom code specific to their needs. If customizations are requested (note: an additional fee may apply),then we will work with you to fully understand your requirements prior to beginning work. If the City wishes to test the custom code changes,then we will provide a testing environment in which you can review the new functionality and provide sign-off prior to moving the code to production. TRANSITION TO PRODUCTION During the 12-week implementation period, EI Segundo and CivicRec will work together to import and/ or configure production data, develop and test integration to third party systems, and complete system training with your lead and frontline staff.The City will also have begun your marketing promotion for the new site and online registration.After front line training is complete, CivicRec will complete a final data import(if required) and the City will ensure the site is fully configured and ready for launch. Once you have indicated a Go for launch, you will place a new link on your site which will redirect your customers to CivicRec. During this time, CivicRec is available to be on site with you or can be available remotely for immediate assistance should the City desire. 16 136 Your Rolea CivicRec will work with a single Point of Contact from EI Segundo. The City should consider the following roles for a successful implementation team. ROLE RESPONSIBILITIES Project Executive Provides focus and guidance for the overall project. Helps to prioritize key objectives, assists with issue escalation, and acts as project champion. Project Manager Works closely with the CivicRec Project Manager to facilitate the execution of project activities and logistics. Organizes training for recreation staff, front desk, supervisors, and managers. j Lead Staff Activity managers and facility managers within parks and recreation who will be doing the primary configuration and setup within the CivicRec system. i Frontline Staff I Acts as end users of the system and will participate in end user training sessions. _I- i Information I Coordinates with CivicRec on the GIS data export and other data migration Technology requirements. Finance Coordinates the payment gateway integration,financial accounting extract, I and works with CivicRec to properly configure the General Ledger setup. Marketing Identifies and communicates rollout and adoption process both internally and to the public. 17 137 t, �A 9 . S "'ta,t,�-e.,,".-.,ment of C6' " Mdiance p 9. Statement of Compliance CivicPlus will comply with the City of EI Segundo's Insurance Requirements and Professional Services agreement with the following exceptions: ■ In regards to the Insurance Requirements, CivicPlus would provide notice to our clients as soon as possible if a cancellation notification,for any reason, is received from our insurance company.Our insurer cannot guarantee 30 days notice. ■ Strike 4 of the Professional Services Agreement and replace with, "CONSULTANT reserves the right to negotiate invoicing terms if awarded." ■ For 16B of the Professional Services Agreement,we ask for 60 days' notice for termination instead of 30. ■ On 38 of the Professional Services Agreement, add sentence, "Notwithstanding the foregoing, CONSULTANT shall not be liable for any delays or failure to deliver caused in whole or in part by the CITY." 19 139 10. Responses to the Scope of Services .Et• 1 CP 1. Work and meet with staff to refine the project scope, purpose, uses and goals of the recreation management software to ensure that the system will be both accurate and appropriate to the Department's needs. Review project schedule and answer any questions pertaining to the successful implementation of the system. We look forward to meeting with you to refine the project scope, purpose, uses and goals. During the Kick-Off meeting, your dedicated project manager will review the project schedule and answer any questions pertaining to the successful implementation of the system. If you would like more in depth meetings for this,we can provide consulting for an additional cost. See page 76 for further details about our optional consulting. 2. Meet with staff and conduct interviews as needed to gain an understanding of the Department's processes and operations. We will meet with Departments to make sure we are able to successfully implement CivicRec, but for more thorough interviews and understanding, consulting would be the best option.We have included information about our optional consulting on page 76 of this proposal. 3. Install and/or implement recreation management software (both cloud based and on-site hosted systems will be considered. Confirm whether the proposed recreation management software is hosted on-site or off-site. We will work with you to install and implement CivicRec. Our solution is cloud-based and hosted off- site. 4. Work with Information Services Department to determine proper integration methods with other City software programs such as the existing cashiering system and hardware compatibility and integration. CivicRec has provided integrations with a broad range of existing programs. We welcome the opportunity to meet with you for a more detailed planning and scoping session to help determine project details and applicable service fees for custom development. Additional service fees may apply. 5. Confirm whether the proposed software has the ability to integrate with cashiering software of the City's choice (i.e.Tyler Cashiering); list names of all cashiering system and hardware compatibility and integration. We regularly provide integrations with a broad range of existing programs and we welcome the opportunity to review and scope in more detail once we've learned more about the City's preferred software of choice.We look forward to discussing the cashiering systems we can integrate with. CivicRec is a fully-hosted, SaaS solution, ready for "off the shelf" use and does not require any additional hardware other than an internet connect to function appropriately. 21 141 Cp 6. Identify hardware requirements and associated costs needed to interface with the software. Determine whether the City's existing equipment is usable with the proposed solution. CivicRec is a fully-hosted, SaaS solution, ready for "off the shelf" use and does not require any additional hardware other than an internet connection to function appropriately. 7. Work with Finance Department to determine proper integration with Eden financial software for seamless accounting procedures and integration with existing credit card merchant services vendor. Describe the integration process between the proposed software and Eden Financial software. CivicRec has provided integrations with a broad range of existing accounting systems and will gladly take requests for integrations not currently in use and make sure they're available for future use. Additional service fees apply.We look forward to meeting with you to discuss the integration process. 8. Confirm whether your company has the ability to integrate with outside credit card merchant services of the City's choice (i.e. Open Edge); list names of all merchant services with which the proposed recreation management software can integrate. CivicRec has multiple credit card processing options. CivicRec can serve as the merchant of record for credit card processing. Alternatively,we can integrate with other merchant providers, including Open Edge, if a client desires to use its own merchant account.We also can provide a reference to our well- integrated processing partners if a client desires to use a different merchant provider, but needs to shop for a new one. Below is a list of merchants we currently work with: ■ Open Edge- EMV/Chip Reader integrations available ■ Authorize.net ■ Braintree Payments ■ Elavon/Converge - EMV/Chip Reader integrations available 9. Work with Department of Recreation and Parks to determine data migration needs and provide services to migrate identified data sets from existing software system. Upon request, CivicRec can convert content from your current database, including accounts with credits, accounts with balances,future bookings, and active memberships.We have a number of custom developed scripts and libraries that we leverage for data imports.The amount of effort is dependent upon the type of data (e.g., user data imports are typically straightforward, yet historical transactions are often time consuming to import).After a more detailed discussion with the City,we can recommend options for extracting and saving data from your current database. 10. Work with Department of Recreation and Parks to set up accurate activity and facility rental data, including resident and non-resident fees, class titles, categories, descriptions, prerequisites, and other details associated with each offering. Propose a solution and timeline for this task. CivicRec will work with the Department of Recreation and Parks to set up accurate activity and facility rental data during implementation. For further details on our implementation process see pages 13 to 17 of this proposal. 22 142 �a 11. Work with Department in developing multiple memberships based on residential address of customer. Describe membership capabilities of the proposed software and address the City's need for multiple memberships with various eligibility criteria including age and residency. Describe access control mechanisms for membership-related activities (i.e. admission to a swimming pool facility). Customer Management in CivicRec is particularly easy. Associate photos and avatars with users for use on membership cards and system profiles. Staff can see a history of all of the account's transactions. Leave credit/debit cards on file for future and recurring payments. Perform other functions like sending invoices, merging accounts, and more. Easily sell memberships and punch cards,take photos of members, print cards or associate barcode key tags, and check people into a facility. CivicRec will even help you auto-bill your members to ensure everyone stays paid and current. 12. Describe the mobile platforms available with the proposed software including, but not limited to, view-ability on mobile devices (i.e. dashboard), ability to register for classes/activities via a smartphone or tablet, mobile friendly calendars, ability to view account history, etc. When users register through CivicRec,they get the same great experience on their phone/tablet that they're used to experiencing on their desktops.The mobile experience supports all the same waivers, prompts, discounts, and add-ons that the desktop version does.We always try to adhere to industry standards to ensure access by all customer populations. ■ Mobile Responsive No constant app update or installation ■ Social networking integration ■ QR Code Support 13. Describe the capabilities of the proposed software to interface with security systems and access control to secured gate entryways, if any. CivicRec has provided integrations with a broad range of existing systems and will gladly take requests for integrations not currently in use and make sure they're available for future use.Additional service fees apply. Further scoping is necessary to determine what is required. 14. Describe the capabilities of the proposed software for issuing tickets to events and processes for utilizing lottery-based activity registration. Easily generate tickets for events either through our desktop or our mobile experience. Public users receive additional pages, along with their receipt,that contain their tickets.Those tickets can then be printed and scanned into our mobile check-in or desktop check-in screens. Public users may also prefer to simply show the ticket code on their phone display instead of printing. 23 143 C;) 15. Describe the various methods in which the software communicates with the customer such as text messaging, email notification, receipt notes, etc. In what ways can the administrator select target markets to send notifications? There are several links within CivicRec that allow for mail blasts. Many of our reports and roster views allow for mass mailings with just the click of a button.The People Finder report is a particularly handy report that allows for mailings based on several different filters. SMS messaging has recently been introduced to facilitate those particularly time-sensitive notifications like cancellations. 16. Administer a comprehensive set of tests of various use cases to ensure proper functionality prior to full transition. All deployments flow through a formalized development process that includes code check-in, unit and functional testing, and deployment. 17. Provide sufficient training for at least 25 employees to use all functions of the system. In your proposed solution, we have included sufficient training for at least 25 employees to use all functions of the system. 18. Provide ongoing technical support and software maintenance. We have provided details about our support and maintenance in this section on pages 30-32. 19. The system will provide accurate record keeping for classes,facilities, activities, financial data, and customer information, and will need to meet the performance requirements contained in this Request for Proposal. CivicRec provides accurate record keeping abilities for all of the above.The system will meet EI Segundo's performance requirements. On pages 25-29, is further information about CivicRec's Features and Functionality. 24 144 Additional Scope of Services Information `P CivicRec understands EI Segundo is seeking a fully hosted RMS to provide your staff and customers with the greatest service in the industry.The City wants to provide its citizens with excellent customer service both in person and online with the use of a RMS that controls daily recreation program administration and registration,facility and field reservations, payment processing, and reporting. We will provide you with an integrated, web-based and hosted application recreation management system that is comprehensive, efficient, and modern. In addition, CivicRec is fully scalable to allow for future growth and is easily deployed to all functional areas of the City. Modules FACILITY RESERVATIONS (ONLINE AND IN-HOUSE) All facility functions in CivicRec are completely integrated:Generate and email complex permits, schedule programs, take in-house and online reservations, and schedule leagues and meetings-all without fear of double bookings! Grid views and map based bookings also make campsite reservations a breeze. a A master calendar gives client staff a quick and easy way to view facility availability ■ Rentals or admin reservations 0 Reservations for scheduled activities such as head-to-head league games .. .. ...... .............. ■ Waivers, prompts, and formsAk .... #� ■ Recurring bookings ` • Quickly adjust rentals + Easy refundable deposit tracking �.-w rte...-R•'-" yN r 145 Additional Scope of Services Information ACTIVITY REGISTRATION (ONLINE AND IN-HOUSE) Your staff can quickly create programs, indicate G+ flexible pricing, attach waivers and prompts, and assign instructors with the Activity Registration module. Easily take registrations in-house or allow your public to register on the device of their choice, including mobile. Our software utilizes load balanced servers and can be scaled to accommodate any volume. • Register multiple household members at "" low once �.� _2r r . • Merchant account integration . ■ Branded receipts Resident/non-resident determination ■ Receipts and permits emailed after checkout Online registration page styled to match department website ■ In-house Staff(with permissions) can alter Social networking integration fees, pro-rate, and leave balances ■ • In-house payments can be spread across x Pay balances online multiple payment types ■ Volunteer Management • Registrations accepted securely through the web 1• 26 146 Additional Scope of Services Information `;p MEMBERSHIP MANAGEMENT Customer Management in CivicRec is particularly easy.Associate photos and avatars with users for use on membership cards and system profiles. Staff can see a history of all of the account's transactions. Leave credit/debit cards on file for future and recurring payments. Perform other functions like sending invoices, merging accounts, and more. p Easily sell memberships and punch cards,take photos of members, print cards or associate barcode key tags, and check people into a facility. F CivicRec will even help you auto-bill r `f your members to ensure everyone stays paid and current. POINT OF SALE CivicRec's Point-of-Sale screen makes it easy for staff to quickly sell merchandise, enroll participants, and reserve facilities—all in the same cart! It even plugs right in with your cash drawers, barcode readers, receipt printers, and credit card readers. Integrated inventory control will tell you how many of each item are available at each of your locations. ■ Manage product categories ■ Tax can be included in the price or tacked onto total ■ Flexible pricing ■ Inventory management ■ Touch screen friendly ■ Cash drawer and receipt printer interface ■ Single checkout experience with program e registrations and facility rentals ■ Multi-level tax support �� 27 147 Additional Scope of Services Information `P LEAGUE MANAGEMENT Athletics staff can easily create leagues, draft players, assess skills, and generate schedules. Public facing "Scores and Schedules" pages can be linked to directly from your website so that your public always has up to date information about their leagues. Including an exciting "Parent/Player Portal" that will make it even easier for participants to follow their leagues. * Team or individual signup ■ Assessments ■ Auto-scheduling with drag-and-drop adjustments �+ Drag-and-drop drafting ■ Enter in game results �� ■ Schedules, scores, and standings available by link from your website TICKETING Easily generate tickets for events either through our desktop or our mobile experience. Public users receive additional pages, r aq1 Qoa � � along with their receipt,that contain their tickets.Thosea' tickets can then be printed and scanned into our mobile d'� v cd °rv'�d,.r��,n check-in or desktop check-in screens. Public users may alsoOPP OP prefer to simply show the ticket code on their phone display ; instead of printing. 4 Additional Functionality EMAIL/SMS BLASTS There are several links within CivicRec that allow for mail blasts. Many of our reports and roster views allow for mass mailings with just the click of a button.The People Finder report is a particularly handy report that allows for mailings based on several different filters. SMS messaging has recently been introduced to facilitate those particularly time-sensitive notifications like cancellations. MERCHANT OPTIONS/CREDIT CARD PROCESSING CivicRec has multiple credit card processing options.CivicRec can serve as the merchant of record for credit card processing. Alternatively, we can integrate with other merchant providers if a client desires to use its own merchant account.We also can provide a reference to our well-integrated processing partners if a client desires to use a different merchant provider, but needs to shop for a new one. 28 148 Additional Scope of Services Information ' MOBILE FOR YOUR PUBLIC AND YOUR STAFF When users register through CivicRec, they get the same great experience on their phone/tablet that they're used to experiencing on their desktops.The �'�,` mobile experience supports all the same waivers, ,T prompts, discounts, and add-ons that the desktop version does.We always try to adhere to industry standards to ensure access by all customer populations. ■ Mobile Responsive ■ No constant app update or installation ■ Social networking integration ■ QR Code Support SURVEYS Participants will automatically receive post-program surveys requesting feedback on your programs, organization, instructors, and processes.This information is captured and is presented back to staff to assist in determining how well your programming is being received. REPORTING /FINANCIAL ACCOUNTING CivicRec has a very powerful reporting engine.There are dozens of standard reports in CivicRec. However, staff can basically take any report and customize it to their liking. Filters can be added and/or removed. Fields can be added and/or removed. Reports can be sorted, saved, emailed, exported, or scheduled for regular delivery to any email address. CivicRec will gladly take any reasonable reporting request from a client and ensure that it is made available as requested. ■ Over 100 canned reports ■ Completely customizable filters and report fields ■ Export to Excel ■ Quick email capabilities for displayed reports • Custom report saving for future use ■ Scheduled reports for email delivery to any email address at any time 29 149 Technical Support CP "I'd have to say my favorite part of CivicRec is the service. Sometimes I encounter something I just can't figure out and CivicRec is always there with a solution. They respond quickly and thoroughly." Client review from Capterra www.capterra.com/parks-and-recreation-software/ f I Support CivicRec is an internet-based,fully hosted software solution.We will handle all of the server-side maintenance, backups, replication, PCI compliance, fixes, patches, and software upgrades.All maintenance, hosting, and product upgrades are included at no additional cost within the annual maintenance and support fee. CivicRec processes standard support requests from 7am-7pm Eastern, Monday-Friday(excluding holidays). Emergency support is offered 24/7. CivicRec will provide a toll free number and online chat support, as well as an online support system for users to submit software issues or requested enhancements. For emergencies, users may either call CivicRec or enter an emergency ticket into the system. Emergency tickets include any CivicRec issue that is causing a disruption to your ability to use our system (i.e.,the website is down).These issues are addressed immediately.Additionally, CivicRec is available to be on site with you when needed(travel expenses may be incurred). CivicRec also maintains a product Help Center where users can review articles, User Guides, FAQs, and can get tips on best practices.The Help Center is also where we store Release Notes and our community for enhancement suggestions. 30 150 CP Hardware Customers may opt for a variety of hardware peripherals to enhance the CivicRec experience. CivicRec can be integrated with magnetic stripe readers, barcode readers,thermal printers, cash drawers and more. While CivicRec does not directly provide hardware,we are happy to assist with procurement and implementation. Release / Upgrade Schedule CivicRec currently utilizes a monthly release schedule.You can expect to receive an average of one new feature per month.We also try to release a new major module quarterly. If bugs are identified,those are "hotfixed" into production and do not await our standard release dates. CivicRec is an SaaS solution and all customers are on the same code base. Product enhancements are provided on an ongoing basis to our clients at no additional charge. Many, if not most, of these • enhancements originated from a customer enhancement request that was applied to the base product and made available to all CivicRec customers. System changes are communicated via our website (users will see a notice upon login). For major changes that may require additional staff training (e.g., a brand new module is being released),we will notify EI Segundo in advance and schedule the rollout with you as appropriate. We base our roadmap on requests from our customers as well as on our own internal product goals.We maintain a roadmap request system that allows for customers to request changes and to up/down vote ideas that are under consideration. PCI Compliance For credit card security, CivicRec maintains PCI compliance through an Approved Scanning Vendor (ControlScan).We are scanned monthly and provided a quarterly certificate of compliance. Our customers are provided a copy of that certificate for use in their own PCI Compliance. We also try—when possible—to take CivicRec(and you)completely out of PCI scope by leveraging "hosted" payment pages when available. Many payment gateways have payment forms that can be embedded within CivicRec(or that the browser can be redirected to)that ensure card data never touches the CivicRec servers. Instead,the card data is keyed directly into the payment gateway's form, and CivicRec simply receives a notification that the payment was successfully made. 31 151 Hosting & Security ca Data Center / Security CivicRec utilizes industry standards, insurance requirements, and PCI requirements to ensure that CivicRec is only accessed in the manner it's intended to be accessed and by people who are authorized to do so. Methods include: ■ Physical security at our Tier III data centers(Codero,TeIX, and Rackspace) • Server firewalls is Anti-virus scanning * IP logging and filtering s Application security monitoring All data centers provide a network operation center with 24/7/365 monitoring of the data center environment,system availability, and performance.The data centers are SSAE 16 compliant. For User Security, CivicRec will assist the City in configuring user levels and assigning users to those groups.Thousands of permissions can then be configured on a group by group basis. Most permissions apply on individual pages, but some also apply to specific functions within a page (buttons, fields, etc). CivicRec will guide you through this process as part of Training & Implementation. Disaster Recovery / Redundancy CivicRec has policies and procedures in place to ensure continuity and disaster recovery.We utilize local, replicated servers to ensure that copies of data, software, and files are always available and up to date. These servers can be rolled over in the event of hardware failure or other local issues. In addition,we have a process that encrypts backups once each day and sends them off-site for purposes of disaster recovery. This process ensures that we can reconstitute our entire product and underlying data structure with limited downtime and loss of data...even in the event of catastrophe. Data Backup and Archive The City can export data as needed in the standard reporting tool. If you have elevated data retention requirements, CivicRec can have a scoping session with the City to address those. Professional Services fees may apply to custom configurations/capabilities. 32 152 11 . Technical and Functional Capabilities Score Sheet TECHNICAL I Item#('Solution Requirements I Code Number (Comments Respond for ALL Systems(ON-SITE or HOSTED] As long as the City requests enhancements that benefit the Application can be modified and enhanced to meet the City's rest of our customers,and those enhancements can be 1 ]business requirements while still maintaining vendor support. 1 -developed on our own schedule,there is typically not a charge.If the City has custom needs or scheduling that must be met,those requests will be subject to additional fees. CivicRec has a group-based permission process.During our 2 Granularity exists in user security(i.e.page,table,field level). 3 formal implementation process,CivicRec will work with the City to establish those user groups and properly assign permissions to them. 3 User configurable menus,fields and screens. 1 Menus and screens are currently driven by user role and are not customizable by individual user. 4 Multiple security/limited view levels that include group,role- 3 Dashboards are currently comprised of functional links that are l based or user access(view,modify,report). driven by the logged-in user's permissions. CivicRec has a very powerful reporting engine.There are dozens of standard reports in CivicRec.However,staff can lbasically take any report and customize it to their liking.Filters 5 Ability for users to execute standard reports. 3 can be added and/or removed.Fields can be added and/or removed.Reports can be sorted,saved,emailed,exported,or ;scheduled for regular delivery to any email address.CivicRec 'will gladly take any reasonable reporting request from the Client and ensure that it is made available as requested. 6 Ability to import/export data in a variety of formats e.g.Excel, 3 Reports can be exported to excel,csv;scheduled,emailed XML. and saved as custom favorites. CivicRec is currently developing Active Directory integration. 7 User access can be integrated with Microsoft Active Directory 1 This feature will be made available to the City once it is for City of EI Segundo employees. released.Professional service fees may apply for Active Directory implementation, 8 Does your product integrate with Microsoft Office e.g.export 3 ;Standard integrations with Excel and Outlook to Excel and Word Respond if proposed solution is on-site 9 Support of Micro Soft Operating Systems N/A N/A 10 INumberofvirtualservicesrequired N/A �N/A 154 TECHNICAL (continued) I Item# Solution Requirements Code Number Comments 11 Operating Systems with version numbers N/A N/A I 12 Recommended drive space requirements N/A N/A 13 Recommended RAM(GB) N/A N/A I 14 Recommended number of processors needed N/A N/A I!` 15 Pre-requisite Configuration and Software to be installed is on N/A N/A operating system,if any 16 Relational Database Management System N/A N/A 17 Estimated Database Size Requirements N/A N/A 18 Specific Database Confiquration requirements,if any N/A N/A 19 Support for 2012 Windows with 2008 SQL Server and 2016 N/A N/A Windows with 2016 SQL I 20 Compatible for VMware Virtual Servers N/A N/A IIAnswer if proposed solution is hosted by a vendor 21 'The company has a published standard Service Level 3 We can provide our SLA in the service agreement. l ,Agreement. 22 'Your environment single or multi-tenant,Please provide detail 3 We offer both single and multi-tenant options. „o 11 in comments. M For groups on multi-tenant,we use logical segregation of client data via unique identifiers(customer ID)associated with 23 'You can ensure separation of client data in a multi-tenant 3 all client data.We also offer single-tenant for our larger clients environment. that have a need for dedicated hardware.Single tenant involves more up front and reoccurring costs to run and manage the appropriate hardware. CivicRec utilizes third party server services.Physical security at -our Tier 3 data centers(Codero,TeIX,and Rackspace).All 24 Company has a Primary data center.Provide location in 3 Data Centers provide a network operation center with comments. 7/24/365 monitoring of the data center environment,system availability,and performance.The Data Centers are SSAE 16 compliant 155 TECHNICAL (continued) Item# :Solution Requirements Code Number. Comments CivicRec's utilizes U.S.based data centers across 4 different states.CivicRec uses centers in Atlanta,Phoenix,and Chicago. 25 Company has a Secondary data center.Provide location in 3 All Data Centers provide a network operation center with comments. 7/24/365 monitoring of the data center environment,system availability,and performance.The Data Centers are Tier 3, SSAE 16 compliant. iData centers are accessible.Please provide by whom in We utilize datacenters in Atlanta(Telx),Phoenix(Codero),and 26 comments. 2 Chicago(Rackspace).Phoenix and Chicago are not set up for visitors.The Atlanta center can accept visitors. Most important activities are logged in the system. If the City 27 .Activities are logged for auditing. 3 identifies opportunities for additional logging,we are happy I to add. ! 28 Intrusions are prevented.Provide how in comments. 3 We adhere to all industry standards(including PCI)to prevent unauthorized access. ACTIVITY RECORDS REQUIREMENT Item# Solution Requirements Code Number Comments In addition to many of the fields listed that are a standard part of the activity setup,custom text may be entered for activities, 1 .Activity data fields are to include all of the following elements: 3 including a Catalog Description with text to appear in a Class Catalog or Activity Guide, Notes"to appear on the customer's receipt,and"Notes"which are for internal staff use only. All of the mentioned attributes are supported in the CivicRec a Course Number 3 Activity Management module. b Course name 3 All of the mentioned attributes are supported in the CivicRec Activity Management module. l c Season(Trimester) 3 All of the mentioned attributes are supported in the CivicRec IIII Activity Management module. d Category 3 All of the mentioned attributes are supported in the CivicRec Activity Management module. I e Sub-Category 3 All of the mentioned attributes are supported in the CivicRec Activity Management module. I f Instructor 3 All of the mentioned attributes are supported in the CivicRec Activity Management module. 156 J,ACTIVITY RECORDS REQUIREMENT (continued) Item# Solution Requirements Code Number Comments Location 3 All of the mentioned attributes are supported in the CivicRec g ,Activity Management module. h Staff Supervisor 3 All of the mentioned attributes are supported in the CivicRec ,Activity Management module. Ii Activity Status 3 All of the mentioned attributes are supported in the CivicRec i .Activity Management module. Start and End Date 3 All of the mentioned attributes are supported in the CivicRec Activity Management module. k !Start Date and time for resident,non-resident and member 3 All of the mentioned attributes are supported in the CivicRec resident registration Activity Management module. I Minimum and maximum age by year 3 :411 of the mentioned attributes are supported in the CivicRec III 4ctivity Management module. I m Minimum and maximum age by month 3 All of the mentioned attributes are supported in the CivicRec ,4ctivity Management module, n Minimum and maximum enrollment levels 3 All of the mentioned attributes are supported in the CivicRec ,Activity Management module. o Prerequisite activity 3 All of the mentioned attributes are supported in the CivicRec Activity Management module. p 'Text areas for notes and necessary information 3 All of the mentioned attributes are supported in the CivicRec Activity Management module. q Calculation and storage of all session dates,times,and hours 3 All of the mentioned attributes are supported in the CivicRec .Activity Management module. All of the mentioned attributes are supported in the CivicRec r Multiple activity fees per activity by defined criteria 3 Activity Management module. s Class Descriptions for Parent and Child activities 3 All of the mentioned attributes are supported in the CivicRec Activity Management module. t Scholarship Information/Option 3 All of the mentioned attributes are supported in the CivicRec Activity Management module. 2 Activities and Courses can be defined by seasons 3 All of the mentioned attributes are supported in the CivicRec Activity Management module. I 3 Assign user-defined categories and sub-categories to 3 All of the mentioned attributes are supported in the CivicRec recreation activities. ,Activity Management module. 4 Indicate level of proficiency necessary for participation in 3 All of the mentioned attributes are supported in the CivicRec recreation activities. Activity Management module. 157 JACTIVITY RECORDS REQUIREMENT(continued) I Item# :Solution Requirements Code Number Comments 'The Activity Registration functional area will automatically calculate all activity session meeting dates for the activity,and 5 Assign a location including building and room in which a 3 allow facilities to be scheduled and reserved at the same time recreational activity will meet. 'that new activities are entered.Scheduling and reservations are to be performed without requiring duplicate data entry or requiring any switching between programs Waitlists can be viewed by staff.Staff can enroll participants from the Waitlist report.Public users can also track their own 6 Track clients waiting for a specific class or activity(wait lists) 3 waitlist positions through their public facing dashboard. Enrollment is not automatic,but staff have the discretion to enroll the first(or any other person)from the waitlist. 7 Ability to provide priority registration for returning clients to 1 Returning registrant preferences are not currently supported the same activity in different seasons(trimesters)/sessions. but are on the product roadmap. CivicRec has a "duplicate"option for classes and facilities.We co 8 Provide the ability to batch roll over programs. 3 also have a rollover function that can be used en masse as well. � 9 Assign the time of day and day of the week recreational 3 Classes are built using the Activities Module.The schedule can .. activities are to meet. Ibe set with time and day options as described. Wdaitlists can be viewed by staff.Staff can enroll participants Automatically indicate next client on the wait list of over -from the Waitlist report.Public users can also track their own 10 subscribed classes in the event of a cancellation or refund 3 waitlist positions through their public facing dashboard. request by another client. Enrollment is not automatic,but staff have the discretion to enroll the first(or any other person)from the waitlist. 11 Maintain a description of all classes/activities offered. 3 Classes are built using the Activities Module.The schedule can be set with time and day options as described. When the waitlist option is enabled,the system will show 12 The system will denote each activity that has a waiting list for 3 maximum number of participants and allow users to add easy identification when viewing an activity list. participants to the waitlist via a graphic button that indicates 'waitlist enrollment is available. 158 ACTIVITY RECORDS REQUIREMENT (continued) Item# Solution Requirements Code Number Comments Allow the transfer of clients from one section,class or activity Users with proper permissions are able to easily transfer 13 3 participants from one activity to another.Any price differences to another with similar or different fees. between the two activities will be taken care of automatically. 14 Provide the capability to manually override/adjust class roster 3 Users with proper permissions are able to adjust class roster limits. limits easily using the settings in the Activities Module. The activities can be set up with minimum registration limits as Identify activities that do not meet minimum registration limits part of the standard options.If the activity does not meet 15 and provide a mechanism to easily cancel the activity from the 3 minimum registration limits,users with proper permissions can same screen. cancel the activity easily from the same screen. 1CivicRec's system allows for easy online registration for clients Provide an online or POS"instant"registration allowing for .and staff users.The cloud-based system updates registrations 16 real time client registration and confirmation/receipt emailing 3 iinstantly and will generate custom receipts to be printed or or printing, emailed as described.The system's mobile capabilities for o registration are also highly regarded by our clients. The software will automatically calculate all session meeting 17 dates and generate a complete list of all dates,total session 3 meetings and total session hours. 'There are several ways to gather information from residents including use of prompts which ask residents to answer Special notes;prompts;may be assigned to individual questions specified by the City.There is also a freeform notes 16 iactivities,a special enrollment notes screen will automatically 3 field that will allow users to enter information.Resident appear during any enrollment in this activity. responses to prompts and items entered in the notes field will be displayed on the transaction receipt,which is accessible to residents and staff.Prompt responses may also be accessed through the Reports Module A participant can be enrolled in multiple activities without CivicRec has a cart concept where customer or staff member 19 having to reselect or re-input the participant's name each 3 can add multiple reservations,class registrations etc.in the time. cart and check out in one transaction when finished. 159 JACTIVITY RECORDS REQUIREMENT (continued) I Item# :Solution Requirements Code Number Comments The order of items in the catalog is determined by staff during setup.When a user views an activity within the catalog,they 4.browse list of activities in alphabetical order would display have several options in which to browse the information and 20 multiple field information from the courses. 3 can use a wildcard text search.Once a selected activity is retrieved,all pertinent information that has been entered by staff will be displayed including key information like time, date,location,number of participants registered,and cost. 21 The software must support the batch advance of participants 3 CivicRec supports the functionality as described. to the next age and/or grade level as a function of the system. System allows new enrollment,refunds,adjustments, IIF 22 :scholarships,transfers,wait list entries,credits(refundable and 3 CivicRec supports the functionality as described. non-refundable)and voids. The software must accommodate skip days assigned to Complex schedules can be generated for programs and can 23 individual activities in addition to the skip days assigned 3 include recurring dates,extra dates,and skip dates.These globally. ischedules are communicated to the end user when they are 0 (browsing the programs. Allow the transfer of clients from one section,class or activity iUsers with proper permissions are able to easily transfer 24 3 (participants from one activity to another.Any price differences to another with similar or different fees. between the two activities will be taken care of automatically. Software allows for"retiring"of enrollment data and rosters at the end of a season to allow for easy setup of the software to 25 handle the upcoming season.Retired data is stored in a 3 CivicRec supports the functionality as described. historical file,and is accessible for marketing purpose. (Retiring should not be done automatically). Software will allow for registration of participants into activities offered in multiple seasons at the same time,such as 26 registration in both late Summer and early Fall programs. 3 CivicRec supports the functionality as described. Software does not require one season to be closed before starting another allowing simultaneous operation of multiple seasons. 160 JACTIVITY RECORDS REQUIREMENT(continued) I Item#Solution Requirements Code Number Comments CivicRec's system allows for easy online registration for clients 'Software operates simultaneously with and shares data with and staff users.The cloud-based system updates registrations 27 +the Internet registration module to allow customers to register 3 instantly and will generate custom receipts to be printed or themselves into activities via the web, emailed as described.The system's mobile capabilities for registration are also highly regarded by our clients. When interfacing with league scheduling,the activity 28 'registration module can accept enrollments into team sports 2 Team and Individual league registrations are allowed.Staff activities and automatically add players onto a league need to create times and assign individual registrants to them. ischeduling team roster. System includes a designated function that is specific to group 'Group enrollment functions don't exist yet,but they are on the 29 or mass registration,allowing a large number to be registered 2 (product roadmap.The City will have access to that capability quickly. as soon as it's available at no additional charge. 30 System tracks all of the following instructor information: 3 a Instructor Last Name 3 b Instructor First Name 3 4 c .Address 3 v d Phone number(s) 3 e Indication of whether phone numbers can be released to 3 students f Instructor ID number 3 g Instructors skills 3 h Instructor's attributes;i.e.:certificates,awards,etc. 3 + Default type of payment,including fixed fee,percentage,or 3 variable fee Link to instructor professional services agreement in 3 All of the mentioned attributes are supported in the CivicRec j Document Management S.stem. Activity Management module. 31 :System will be able to trac multiple waivers per registration, 3 lincludin a 'Waiver of Liability 3 (Photo Release Waiver,Scanned copies of waivers,or b verification of electronic signature for online waivers,can be 3 attached to each registration.Waiver status can be modified .after the registration is completed. 161 ACTIVITY RECORDS REQUIREMENT (continued) Item# Solution Requirements Code Number Comments System will be capable of capturing data via custom forms(i.e. We have a concept called"Prompts"in CivicRec which allows 32 child information forms for camp programs,etc.).Custom 3 staff to capture any additional information it wishes from forms can be developed by system administrators. registrants and renters. JPARTICIPANT/CLIENT RECORDS I Item# Solution Reuwrernents Code Number `Comments 1 Participant Data Includes the Following(at minimum): 3 a First name 3 'Standard Client Record Field b Last name 3 Standard Client Record Field I c Middle Initial 3 Standard Client Record Field d Address 3 Standard Client Record Field e Multiple fields for phone numbers including area code 3 Standard Client Record Field f Birthdate and auto-calculated age 3 'We can take regular extracts from the GIS system for purposes (Residency status integrated with city GIS to automatically of determining local residency.We can also set up a live link to g 3 the GIS system(from the account creation screen)to ensure N validate entry that real-time information is being used for determining local v residency. h +Gender 3 Standard Client Record Field i. Participant ID number 3 Standard Client Record Field 4 j Family or household ID number 3 Standard Client Record Field k Denotation of primary contact 3 Standard Client Record Field I I Customer balance 3 Standard Client Record Field JIf m Customer/Account Type 3 Standard Client Record Field n Tela notes 3 Standard Client Record Field o Email address 3 ,standard Client Record Field p Participant photograph 3 'You have the option of capturing photograph for all members q Email Communication Opt-Out 3 'Standard Client Record Field 2 Software allows search on multiple fields including the use of 3 wildcard character(s). I 3 Track participant records by individual,organization and 3 household. 162 (PARTICIPANT/CLIENT RECORDS (continued) I Item# Solution Requirements Code Number Comments We can take regular extracts from the GIS system for purposes Software is able to use GIS or other mapping tool to verify a of determining local residency.We can also set up a live link to 4 customer's residency status. 3 the GIS system(from the account creation screen)to ensure that real-time information is being used for determining local residency. Waivers,including acceptance date,are tracked in each user's 5 System should have waivers with date range of when waiver 3 (profile.Staff will know exactly what waivers have been agreed has expired, to,when they were agreed to,by whom were they agreed to, -and what the exact verbiage was on the date of agreement. Waivers,Receipts,Photos,etc.are all tracked in CivicRec.For document upload of sensitive Protected Health Information 6 Maintain participant liability waiver/release history. 3 (PHI)and Personally Identifying Information(PII)we are looking at integrations with services like Dropbox and Google Drive for document storage. y Maintain participant history of classes and check against any 3 prerequisites for registration M 'Waivers,Receipts,Photos,etc.are all tracked in CivicRec.For document upload of sensitive Protected Health Information 8 Maintain participant photo waiver/release history_ 3 (PHI)and Personally Identifying Information(PII)we are looking at integrations with services like Dropbox and Google Drive for document storage. Waivers,Receipts,Photos,etc.are all tracked in CivicRec.For Maintain a participant history file with relevant medical history document upload of sensitive Protected Health Information 9 iinformation within the HIPPA laws. 0 (PHI)and Personally Identifying Information(PII)we are looking at integrations with services like Dropbox and Google Drive for document storage. 10 Provide additional fields for recording demographic 3 rr information on participants. 11 Maintain a participant history file with emergency contact 3 11 including name,telephone number,and relation to client. 12 Search for participants through use of barcode/magnetic 3 stripe scan from ID card. 13 .Allow storage of multiple addresses for a client. 3 163 PARTICIPANT/CLIENT RECORDS (continued) I Item# 'Solution Requirements Code Number Comments 14 Support categorization of participant addresses(i.e,mailing 3 addresses,mother's address,work address,etc.) 15 ,Allow special discounts for frequent or special category 3 CivicRec supports both Family Discounts as well as Multi-Class (participants. Discounts. 16 ,Ability to apply payment to someone else's account.Third- 3 party payment. 17 Ability for client to create account online in real time. 3 DESKTOP PUBLISHING/ACTIVITY PUBLISHING I Item# Solution Requirements Code Number Comments Software will export activity data into a file for use with a You have the ability to export catalog data to In-Design to 1 desktop publishing program for the production of an activity 3 create brochures and other marketing material. guide,course catalog,or activity flyers, 2 Provide the ability to export email addresses by account type 3 (Email addresses can be exported from the CivicRec system (family,business,league contact),including: fusing a variety of different filtering options. a Email Address 3 This is a standard field that can be included on any report 111 within the system. b Last Name 3 This is a standard field that can be included on any report within the system. c First Name 3 This is a standard field that can be included on any report ,within the system. d Account ID Number 3 This is a standard field that can be included on any report within the system. 3 The export should be able to be filtered by any type of data 3 'Yes.any standard field can be included on any report within captured in the system. the system. FINANCIAL PROCESSING Item# Solution Requirements Code Number Comments Account flags are supported and can be used for both positive 1 Flag accounts with problems,(i.e.missing records,balances 3 reasons("Birth Certificate on File"or"City Employee")and due,etc.) negative reasons("Bad Check").Flags can be configured to prevent access to the system by the user. 164 FINANCIAL PROCESSING (continued) I Item# Solution Requirements Code Number Comments Multiple transactions can be combined to a single receipt, CivicRec allows for a single transaction to contain activities 2 such as combining a new enrollment,a refund,and a transfer 3 (classes,memberships,tickets,etc,),facility rentals,and POS onto a single receipt to meet overall Active Class POS needs. items. CivicRec's receipt templating system allows for different style 3 Allows for multiple customization of receipt format.Different 3 receipts to be generated depending upon where the sites have different receipt formatting needs. transaction takes place.The City can completely customize those templates. 4 Software allows designated fields to be mandatory to fill out. 3 The City will be able to designate which fields are required in the User profile. 5 Provide the ability to reprint current receipts,and to easily 3 search historical receipts and reprint them. 6 (Provide the ability to email receipts. 3 Software must support the assignment of multiple fees for Add-ons and discounts can each be assigned to different GL's III 7 each activity and the ability to assign each fee to a different 3 than the base fee for the activity,In addition,the base fee can revenue account, be split across multiple GL codes also. $ 'Software can interface to and automatically trigger a cash 3 Lo drawer. 9 'Software can maintain an audit log of automatic and manual 2 Logging of manual cash drawer operations would need to be cash drawer operations. added. I 10 'Software will produce customer invoices. 3 'Software automatically calculates the cost of activities as 11 (participants enroll including calculating pro-rated fees for 3 (Prorating discounts automatically reduce fees if classes have missed sessions if needed.These fees may be overridden with ioccurred prior to the registration. (proper security/authorization. Software allows deposit to be accepted for activities,including 12 (partial payment at the time of enrollment and later collection 3 Partial payments and payment plans are supported. ,of the remaining balance. j If a partial payment is received,software will allow and 13 automatically create a payment plan for the customer. 3 Partial payments and payment plans are supported. Payment plan can be manually overridden. fInterface with accounts receivable and the general ledger CivicRec can produce a general ledger extract file that will I4 14 .system to allow data exchange in both directions. 1 work with the City's financial accounting system.(Additional fees apply for one-time development.) 165 FINANCIAL PROCESSING (continued) I Item# Solution Requirements Code Number Comments A customer account management and accounts receivable 15 system is included to track customer balances and provide 3 reports for all payments coming due. 16 Individual instructor's pay calculations methods can be 3 Instructor pay can currently be configured on a per-class,per- entered for one or more instructors per activity. hour,or on a fixed-fee basis. 17 Payment methods include: 3 Instructor pay can currently be configured on a per-class,per- hour,or on a fixed-fee basis, b Fixed contract fee 3 Instructor pay can currently be configured on a per-class,per- hour,or on a fixed-fee basis. c Variable fee 2 Instructor pay can currently be configured on a per-class,per- hour,or on a fixed-fee basis. d Hourly pay 3 Instructor pay can currently be configured on a per-class,per- hour,or on a fixed-fee basis. e Any combination of the above 2 Instructor pay can currently be configured on a per-class,per- hour,or on a fixed-fee basis. Software will produce instructor payment reports,showing 18 total of all payments due,payments made to date and balance 3 owed. Calculations will be performed automatically,as necessary,by 19 determining the payment type,number of students enrolled, 2 Reports can run determine instructor pay,but we do not currently produce orr track instructor checks. etc. 20 Prompt the user when over-or underpayment occurs,: 3 Under and overpayments are not allowed under normalcheckout circumstances, System will track and record deposits from activities, Deposits are tracked and can be reported on.In addition, 21 :lmemberships,rentals and leagues. 3 there is an "Unrefunded Deposits"screen that will allow staff to view all Facility Rental Deposits that are due for processing, There are various methods of configuring recurring billing including membership payments,payment plans,and 22 Prepare periodic billing for rentals with balances. 3 deferred payments on programs and rentals.There is an elegant"A/R Tool"that will allow staff to manage the balance due/invoice process. 166 FINANCIAL PROCESSING (continued) I Item# :Solution Requirements Code Number Comments 'While CivicRec is able to provide merchant services if needed, CivicRec acknowledges many of these functions depend on 23 (Integrated credit card processing with EMV standards. 3 the City's Merchant of Choice.We welcome the opportunity to review and scope in more detail once we've learned more about the City's preferred Merchant of Choice. 24 (Print client payment history. 3 I 25 ,Allow billings to be split between individuals and/or group. 3 Billings can be split between payers-including 3rd party payers.Payers may be individuals or organizations. Allow for refund processing of activity registrations,rental Refunds can be processed within the system to any valid 26 league,memberships,and deposits. 3 refund payment type-including Credit/Debit cards if the original charge came through the CivicRec system. Allow both refundable and non-refundable credits on client's Credits can be tracked in household accounts,and those 27 3 credits are kept separate from non-standard credits like account. scholarships. CivicRec has a scholarship allocation and tracking process that allows scholarship money to be funded and allocated to 28 Able to create,generate and track scholarships,family 3 individuals or households.Those individuals or households can discounts,variable discounts,etc, then use the allocated scholarship money in the office or from home as long as they are signing up for a qualifying activity. 'The software must allow for entry of rental charge data into a facility rental price list.The price list will be used automatically 29 to price charge new reservations,including hourly charges and 3 All of the mentioned pricing options are supported in the deposits.New charges include fees for deposits,rental, CivicRec system. customer type,facility use type,scaled fees,group size, date/time of use,and appropriate facility charges, 30 Software must track revenue by room/facility or other user- 3 (Revenue reports can be run by Location(Park or Complex)or defined subset. ]by individual Facility(rooms,fields,pavilions,etc.). Facility rental prices list allows unique charges for each facility 31 and variable charges based on customer types such as 3 All of the mentioned pricing variables are supported in the resident,nonresident,profit,non-profit.Software will allow CivicRec system. entry of multiple customer types. 167 JFINANCIAL PROCESSING (continued) j Item# 'Solution Requirements Code Number Comments (Facility rental prices list entries to include identification and Deposits are tracked and can be reported on.In addition, 32 handling of deposits.The system will automatically generate a 3 there is an "Unrefunded Deposits"screen that will allow staff list of deposits to be refunded unless withheld for damage or to view all Facility Rental Deposits that are due for processing. Mother reasons. 35 System is independent of the payment processor, 3 CivicRec can be integrated to the City's own payment !!!! processor. 36 'System is able to apply multiple GL accounts to any POS, 3 Multiple GL's can be assigned to single programs,facilities,or activity,rental,membership or league. POS items. Setup of an unearned/deferred revenue account is optional CivicRec can defer revenue across fiscal year or it can defer 37 within the system should the City decide to immediately 3 revenue for all future services.Unearned Revenue reports exist ize revenue. that show how the revenue will be recognized on the recognize activation date: 38 System should be configurable to limit the number of users 3 GL Configuration screens can be restricted by permissions. who can flag GL accounts as taxable or non-taxable. Auditors should be able to trace every transaction back to its A history of all transactions is maintained(even voided ones) 39 3 so that auditors and staff can easily see the origin of each co v isource within the system. transaction. System should have a method for converting outstanding 40 (balances from the old system to the new(unearned revenue, 3 receivables outstanding,NSFs,credit card in process,etc.) IIt is possible to give Reporting-only access to CivicRec.In 41 Ability for Accounting and/or Treasury divisions within Finance 3 addition,our Report Scheduling capabilities make it possible to have read-only access to account/master data setup. -to Push info to those groups by way of regularly scheduled reports, 168 FINANCIAL PROCESSING (continued) I Item# Solution Requirements Code Number Comments Invoice search fields include but are not limited to:dollar System will not meet requirement and will require amount,customer number/account,customer name,account modification(s).Testing and production of modifications will 42 type,account number,street address,invoice date, 1 Ibe in place prior to implementation date;however,the transactional group(a configurable field for the purpose of distinguishing functional groups within the City).Ability to customer will assume a cost above the basic system cost for configure those invoice search fields by transactional group. future updates. Override auditing when a completed transaction needs to be modified.A report that details all overrides over a user- Overrides are supported but are not currently logged 43 defined period of time(by user,terminal,date transaction 2 separately.This logging could be added to our existing audit overridden).Optional configuration to require high security process. E level users to override transactions. 46 Check endorsement,receipt,credit card swiping devices, 0 Check dipping capabilities are currently not supported. I credit card"dipping"functionality. CivicRec is compatible.Many of these functions depend on the City's Merchant of Choice.We welcome the opportunity to review and scope in more detail once we've learned more Software is compatible with new EMV terminal chip and about the City's preferred Merchant of Choice.EMV is 47 pin/chip and sign technology. 3 currently supported through the following:Merchant:Open Edge,Gateway:PayPros;Merchant:Elavon,Gateway: Converge/Nova.Outside of the listed providers,EMV integration would require additional information for final scoping and price. 169 FINANCIAL PROCESSING (continued) Item# Solution Requirements Code Number 'Comments For credit card security,CivicRec maintains PCI compliance through an Approved Scanning Vendor(ControlScan).We are scanned monthly and provided a quarterly certificate of compliance.Our customers are provided a copy of that certificate for use in their own PCI Compliance.We also try— CVV or PIN credit card data is not retained once a transaction when possible—to take CivicRec(and you)completely out of 48 is complete, 3 PCI scope by leveraging"hosted"payment pages when available.Many payment gateways have payment forms that can be embedded within CivicRec(or that the browser can be redirected to)that ensure card data never touches the CivicRec servers.Instead,the card data is keyed directly into the payment gateway's form,and CivicRec simply receives a notification that the payment was successfully made. For credit card security,CivicRec maintains PCI compliance through an Approved Scanning Vendor(ControlScan).We are scanned monthly and provided a quarterly certificate of compliance.Our customers are provided a copy of that certificate for use in their own PCI Compliance.We also try— when possible—to take CivicRec(and you)completely out of 49 !Define system PCI compliance solution. PCI scope by leveraging"hosted"payment pages when available.Many payment gateways have payment forms that can be embedded within CivicRec(or that the browser can be redirected to)that ensure card data never touches the CivicRec servers.Instead,the card data is keyed directly into the payment gateway's form,and CivicRec simply receives a notification that the payment was successfully made. 170 FINANCIAL PROCESSING (continued) Item# Solution Requirements Code Number Comments 50 Software is compatible with printers capable of franking 0 Check franking is not currently supported. .checks with"Electronically Represented". 'The system can issue refunds electronically for any type of Refunds can be processed within the system to any valid 51 ;payment that originated with the system(permits,utilities, 3 refund payment type-including Credit/Debit cards if the deposits,etc.) original charge came through the CivicRec system. If a refund is issued electronically,the system knows if the -credit card used for the original payment has expired. Expired credit cards are typically indicated by a real-time Approved staff can ginto the system to provide options to return code from the merchant provider.Some merchant 52 3 providers(e.g.OpenEdge)even have decline minimizing ,change refund type from original payment type to alternate rcapabilities which will map the refund to the cardholders newly refund type for credit cards only and tracks reason for change (i.e.Card cancelled,stolen,disabled w/comments). received card. Sensitive customer data(bank card,bank account number, 53 customer's name and other identifying information)can be 3 CivicRec adheres to PCI data retention requirements. protected by restricting access to the data. For one-time transactions,the 16 digit credit card number and Full card numbers are never retained as specified by PCI 54 expiration date will be retained for 30 days.Only the last 4 N/A digits of the credit card number will be retained after 30 days. requirements. System may still record transactions when the network is down CivicRec does not currently have an offline processing mode. i 55 and upload transactions and confirm valid bank cards once the 0 Live internet connections are required. network is backup. 56 System shall accommodate cash basis,modified-accrual,and 3 All of the listed accounting methods are supported. other accounting methods, System should incorporate Generally Accepted Accounting 57 Principles(GAAP),as it relates to Governmental Standards,in 3 CivicRec tries to adhere to all GAAP accounting principles. all modules.This includes,but is not limited to,internal controls,audit trail,revenue tracking,etc. System will allow sale of"debit cards"that can be preloaded 58 for a dollar value that can be used for any offerings in our 3 User Credit purchases and Gift Cards are supported in Parks organization.(i.e.zip tour,membership,tennis,program CivicRec. hctivity,etc.) 171 FINANCIAL PROCESSING (continued) I Item# _Solution Requirements Code Number Comments :Software is compatible with printers capable of endorsing 59 0 Check endorsing capabilities are not currently supported. checks. System must be able to process payments for goods and Payments can be taken for virtually everything in CivicRec.If 60 services that were not originated within the system. 3 the item is not a program or a facility rental,it can usually be rung up as a POS item. 61 High security level users are able to run end of day deposit 3 Permissioned users can run many different types of financial reports for each terminal. reports from the Reporting module. FACILITY RESERVATIONS Item# Requirements Code Number Comments 1 Facility data fields are,at a minimum,to include all of the 3 following elements: a Facility Code/ID 3 Standard Facility Setup Field b Facility Name 3 Standard Facility Setup Field c 'Center/Complex 3 Standard Facility Setup Field d Address 3 Standard Facility Setup Field e Day and evening phone 3 Standard Facility Setup Field N f Staff supervisor 3 Standard Facility Setup Field "' g Facility type 3 Standard Facility Setup Field h ,Area default usage type(hourly or daily) 3 !Standard Facility Setup Field f i Opening and closing times Overlapping facilities and facility 3 'Standard Facility Setup Field ` attributes j Text facility notes 3 'Standard Facility Setup Field k Facility and field"skip dates" 3 Standard Facility Setup Field I Default Use permit disclaimer 3 Standard Facility Setup Field m Custom contract form to use 3 Standard Facility Setup Field n Minimum reservation time,in minutes 3 Standard Facility Setup Field o Denotation of whether facility is open 24 hours per day 3 Standard Facility Setup Field p Alternate contact information(telephone number(s)) 3 Standard Facility Setup Field q Closure information(holidays,maintenance,etc.) 3 Standard Facility Setup Field Software allows entry and management of multiple centers, 12 facility types,and facilities.Software can search for facilities 3 based on any one or combination of parameters. 172 JFACILITY RESERVATIONS (continued) Item# Requirements Code Number Comments 'The software will automatically accept field and facility reservations as new league schedules are created,without irequiring any duplicate or additional entry.Software will also 13 callow the League Scheduling module to access field and 3 'Facility reservation data so that it will create new schedules and "schedule around"any field dates and times already reserved or already in use. 14 The software must accommodate individual skip days for each 3 Center and Facility in addition to those days assigned globally. 15 Software able to provide security level restriction for booking 3 facilities. 'Software allows for user definable periodic retirement of old There really isn't a need to archive any data.We keep it live 16 (reservation data. Retired data is stored permanently in a 3 and accessible for staff indefinitely.That data does not clog Ihistorical file,and is accessible for marketing purposes. reports though as reports and views are filtered by date anyway. 1 y Software will allow reservations to be processed for up to 1 3 ,O year in the future. 18 -The software allows for the tracking of equipment inventory 3 CivicRec's POS should serve this need for the City within each facility,center,and across facilities and centers. 'You can allow facility reservations to be made in a number of 19 Facility reservations may be entered by the staff person that 3 ways.By staff that has the correct permissions,by the public has access to that center or facility. after approval is made by staff,or by the public with automatic approval. 20 Any staff with the appropriate access,may enter a facility 3 reservation. 21 Software to produce a facility statistics report with,at a 3 minimum,all of the following elements: a Center name 3 b Facility type 3 c Facility name 3 d Total days available 3 e Total hours available 3 f Total days reserved 3 173 IFACILITY RESERVATIONS (continued) I Item# Requirements Code Number Comments I _q 'Total hours reserved 3 h Usage percentage by day 3 i 'Usage percentage by hour 3 1 Revenue by usage type 3 I m Attendance by resident/non-resident 3 Software allows for default charges to be entered for facility Ill 22 types and customer types.Charges can also be designated for 3 individual facilities. I 23 Software enables all of the following: 3 [ a Entry of new reservations 3 b Generation of permit contracts 3 I c Generation of payment receipts 3 d Prevention of facility double booking 3 e Generation of custom set-up forms 3 Software allows multiple facilities to be rented by a single 24 customer in one step,without requiring multiple permits or 3 duplicate data entry. Software provides a user-configurable on-screen scheduling 25 -calendar,which displays existing reservations and allows 3 "point and click"selection(via mouse)of new dates and times to reserve. On-screen scheduling calendar is user-configurable by view by 26 day,by week,or by month at a glance.Time increments in the 3 scheduling calendar may be set as low as 15 minute increments up to 2 hour increments. 27 Software handles 24 hours,overnight,and multiple day 3 reservations. Software allows searching for unique keywords within specific 28 facilities,such as searching meeting rooms by also being able 3 to specify that the desired room must have a sink,television, etc. 29 Software will search and display for multi-day or multi-facility 3 There are various views.m(dhin CivicRecthatstaff can use to reservations, view rental availability.. 174 FACILITY RESERVATIONS (continued) I Item# Requirements Code Number Comments The software will allow attachment of one or more user- definable Condition of Use text boxes along with each 30 reservation that is processed.The disclaimer text will appear 3 on permit contracts which are produced.Registration form should include signature line_ Software to allow entry and storage of standard set-up instructions,which can be individually stored and customized 33 for each type of facility_When a reservation is processed,the 3 software will allow attachment of standard setup instructions, and also allow entry of specialized or custom set-up instructions. 34 Software to notify a user or participant if there is a conflict with 3 the time attempted to reserve. l 35 Software must produce reservation permit contracts on 3 rl demand or printed in batches, 36 Software allows reservation permit contracts to be emailed as 3 PDF files and/or downloaded. Software allows reservation inquiry by person's name or facility 37 name,and provides printed reports or on-screen review of all 3 reservations. 38 Software produces a reservation master report,including all of 3 the following options and data elements: a All reservations for a specific center 3 b ,All reservations for a specific facility;meeting room or ball 3 field c All reservations for a specific date range 3 d All reservations for a specific customer 3 e Combinations of the above 3 Software produces graphical usage calendars,in monthly, weekly,and daily format.These calendars can be printed or viewed on-screen,Usage calendars should include 39 reservations,activities,leagues,and administrative bookings. 3 Calendar print outs should include but are not limited to dates,times,balance,attendance,contact information and room specifics. 175 FACILITY RESERVATIONS (continued) Item# Requirements Code Number Comments Software to produce a facility event set-up report for the 40 maintenance staff,which includes all facility use for a selected 3 date range,and includes set-up instructions. Software allows existing permit contracts to be recalled for 41 editing and changes. 3 System should allow for accounting separation of damage The deposit would be called an"Addon" in CivicRec.Addons 1 44 deposit and down payments.The two are often handled 3 and Discounts are separate line items and they can also be differently and it would be easier to track. associated to different GL codes. 45 Software is integrated with Musco Control Link lighting control 1 system. 46 Software allows existing permit contracts to be sorted by 3 event date or chronologically. GENERAL I Item# Requirements Code Number Comments Proposed software is currently installed and operating at other 1 customer locations in the United States with the proposed 3 modules and configurations. ,Ln o (Facility reservation software will generate league scheduling 2 (based on existing field usage and reservations to ensure there 3 .are no conflicts. All software modules may operate independently but have the 3 ability to share common data for participants,and companies 3 with the other software modules. 4 Ability to generate Ad-hoc reports through use of queries on 3 the fields of the screen. CivicRec does not print documentation or training materials. However,we do maintain an online help portal that customers 5 A printed user manual must be provided with the software in 3 can search,browse,or print from as they wish.We also have a addition to online context sensitive help. series of documents that are part of our standard project plan that our implementation specialist will share throughout the process. Software allows entry of global skip days,such as Christmas 6 day.These skip days will apply to all software modules but 3 may be overridden manually with proper security/authorization. 176 GENERAL (continued) Item# (Requirements Code Number Comments :Software offers security features to grant/deny access to :software functions for each user to the menu level.System provides user definable security supporting the restriction of 3 ,access to system functions at the screen and function level. System provides test and or training environment to sample 10 data to demonstrate the functions available and aid in learning 3 the new system. 'Software can operate individually,or operate simultaneously CivicRec was designed to be a multi-user system. It is a light • 11 and share data with"companion"software modules providing 3 application and is optimized to serve thousands of concurrent an integrated solution, users,CivicRec is all-inclusive and modules are fully integrated. LEAGUE SCHEDULING I Item# Requirements Code Number Comments The software must accommodate individual skip days for each 1 league schedules in addition to those skip days defined 3 globally. f Z Software to track categories,such as softball,and allow 3 l multiple schedules to be produced for each category. Software to track team data,including team name,manager 3 name and address,and any time restrictions when teams 3 cannot play, 4 Software must be capable of creating schedules without 3 relying on pre-existing scheduling templates. Software must be able to read data on existing fields reservations,and create new schedules around any times currently reserved.If a time is reserved the software must S attempt to schedule the next available time that day or the 3 next game day if the time exceeds the hours of operation for the facility. After a schedule is produced,the software will automatically 6 create field reservations in the facility reservation module 3 without duplicate data entry. 177 LEAGUE SCHEDULING (continued) Item# Requirements Code Number •Comments Software must be capable of producing schedules based upon 7 a user-specified number of round robins and a user-specified 3 number of weeks. Software must allow the user to specify the number of times 8 per week a team will play up to the maximum number 3 identified game days per week.The software will then use this information in scheduling the league. Software must use time restrictions entered for each team to prevent automatic scheduling of games during these 9 restricted time slots.However,the system must include a 3 mechanism for manually overriding these restrictions with proper security/authorization. Software allows the user definition of multiple time-slots for 10 each play day of the week,such as b,7,8 and 9 PM on 3 Monday evenings. Software is capable of automatically scheduling dissimilar 00 11 times on different and multiple days of the week,such as only 3 7pm on Mondays,but also 1,2,3 or 4 pm on Saturdays. 12 !Software is capable of automatically scheduling double 3 (headers. 13 'Software can create schedules for as few as 3 and up to 99 3 'teams. If double headers have been specified,the software allows the 14 fuser to choose whether or not to schedule the double headers 3 (back to back. 15 Software automatically balances schedules,and offers the 3 f following balancing methods: a Balance time slots evenly for each team. 3 b Balance time slots evenly for each team,with no time slot 3 gaps.Balance sites/fields assignments evenly. C Balance sites/fields assignments evenly,with no time slot 3 gaps. d Balance sites and time slots evenly for each team. 3 178 LEAGUE SCHEDULING (continued) Item# (Requirements Code Number Comments 16 Software is capable of creating schedules using a single field 3 or multiple fields_ 'When automatically creating a schedule,the software can 17 lidentify conflicts that cannot be resolved by the system.The 3 user can then be permitted to manually resolve the scheduling conflicts. 'The software includes an on-screen customization feature, which displays the entire schedule and all pairings,and allows -Our schedule allows for drag and drop editing.The "slot" 18 lthe user to make changes to existing schedules.If changes are 3 nature of the user interface ensures that games or fields will made,the software must automatically detect and prevent not be double scheduled. corruption of the schedules such as double scheduling of 19ames and double scheduling of fields. I The software allows scheduling of umpires/referees 'We do not currently have a referee/umpire scheduling I!I 19 automatically but make it possible for the user with the 1 component.This would need to be added. "appropriate access to manually override any assignments. Our current scheduler is algorithm based.We are also adding 20 !Software uses an algorithm-based scheduling method. 3 template-based scheduling so that staff can re-use tried-and- true schedules for future leagues. 21 'Software produces all of the followinq reports: 3 a (Numbered pairing schedule 3 b 'Team name pairing schedule 3 c (Individual team schedule 3 d 'Game distribution report 3 e :Site distribution report 3 f 'Time distribution report 3 g 'Team vs.Team distribution report 3 h League ranking report 3 i League box scores report 3 22 Software tracks scores and standings,allowing entry of scores 3 after games have been completed. 23 'The software accommodates scheduling track and field 1 More information would be needed on the requirements of events. Track and Field scheduling. 179 LEAGUE SCHEDULING (continued) I Item# Requirements Code Number Comments 24 .Activities can be designated as team sports,such as soccer. 3 When identified as a team sport activity,the software will: a Automatically track player and team names during the 3 enrollment.process b 'Track the maximum number of players per team and prevent 3 over.-enrollment I c ,Automatically assign pla,ers to teams if desired by staff 3 ............... d Produce activity rosters t at are sorted in order by teams and 3 players e Allow manual override of team assignments 3 f Allow players to be transferred between teams 3 9 Ask for T-shirt Size 3 25 Software has a mechanism to generate suspensions for teams 3 or individuals. 1 Software allows user-definable scoring methods in addition to Custom User Fields would allow for this functionality as Co 111 26 the standard scoring methods.An example would be 3 ,needed. O awarding points for sportsmanship. System allows for referees,coaches and team members to 27 access information about their team,league,practice and 3 game schedules,playoffs,etc. 28 System allows for online display of team,league,practice,and 3 game schedules,playoffs,standings,etc. MAILING LISTS Item# Requirements Code Number Comments 1 Software supports the creation and tracking of an unlimited 3 'This would be created through the reporting module. number of mailing lists, 2 Mailing labels and email lists can be produced for any 3 l individual or combination of rosters. 3 (Mailing labels and email lists can be produced for all or 3 groups of instructors. ... 4 (Mailing labels and email lists can be generated to capture: 3 I a (Participants 3 it b Specific city or combination 3 180 MAILING LISTS (continued) I Item# (Requirements Code Number Comments I c ..Specific zip code or combination 3 d 1Resident or non-resident status 3 f ,Age 3 g iUser Group 3 I h 'Season 3 I i Gender 3 j 'Specific activity or combination 3 k ILast registration date 3 1 Activity wait list status 3 m Combinations of above 3 The system provides a mechanism for individuals to opt out 111 5 -from all mailing lists,while still retaining an email address in 3 the system. a Last Name 3 b :First Name 3 c Email Address 3 _ d Participant ID Number 3 f Mailing List Name 3 This would be a report name _q User-definable field(s) 3 h Export is compatible with Constant Contact or other export 3 iExport to excel or csv for import to desired system. tool. Mailing list functionality(i.e.ability to access email 8 functionality,etc.)must be able to be restricted based on user 3 security permissions. MASTER RECORDS Item# Requirements Code Number Comments 1 Maintain a master listing of all facilities available for class 3 activities including.a description,address and directions, Z Maintain a master list of all rooms within a facility including 3 occupancy limits and description of room. 3 Maintain a master listing of instructor profiles including 3 address,telephone,and certifications/qualifications. 4 Maintain a master listing of all participants and family account 3 information. 181 (MASTER RECORDS (continued) I Item# Requirements Code Number Comments 5 Maintain a master listing of all leagues and teams. 3 6 Maintain a master listing of all memberships. 3 7 Maintain a master listing of classes/activities including detailed 3 descriptions. 8 .Ability to revise notes,comment,etc.for each activity by 3 season(quarter). Ability to update/revise master listings seasonally(by 9 'trimester)for any circumstances related to that season 3 (trimester). MEMBERSHIP Item# Requirements Code Number Comments Membership data fields,at a minimum,are to include all of .the following elements: 3 a Membership package number 3 b Membership package name 3 c 'Variety of membership package fees 3 N d Discount 3 ° e Maximum number of uses 3 f Dailypass ID 3 _q Package Description 3 Software allows memberships to be renewed using the Z same/prior pass numbers.Software supports use of existing 3 membership cards and barcodes without re-issue,front desk or online. 3 When card is scanned it records the visit and brings up a 3 picture of the cardholder,so identity can be verified. i 4 Software shows credits and refunds of memberships. 3 5 Software handles sales of daily passes 3 6 :software allows pass numbers to be assigned to a customer 3 either at the time of sale or at a later time. 7 Software allows multiple memberships on a single card. 3 8 ,Software supports use of bar code scanning. 3 I+ 9 :Software supports manual keyboard input member 3 linformation in case of scanner failure. 182 MEMBERSHIP (continued) I Item# (Requirements Code Number Comments Software is compatible with creating membership cards with 10 Ibarcodes,using equipment that is either in place or optionally 3 iavailable. 11 Software is capable of interfacing with identification card 3 (production systems. When the bar code reader scans a membership card,it 12 automatically verifies the card to be valid and updates the 3 member's attendance record. 13 Software produces a visual and audio warning if a scanned 3 membership card is invalid. Software supports single membership for family on multiple 14 icards.For each member their visit would be recorded 3 iregardless of the card used against the single membership. 15 Membership cards can be stored electronically on mobile 3 devices and scanned directly from a mobile phone or tablet. M 16 Individuals can obtain multiple memberships 3 17 Membership eligibility can be determined by physical 3 addresses using uploaded GIS data POINT OF SALE Item# Requirements Code Number Comments Software has the ability to calculate and track customer 1 3 balances,accept customer payments on account. 2 Software has the ability to post adjustments to a customer's 3 account balance. Software allows collection of payments by cash,check,credit 3 card,gift certificate,or from account if the customer has a 3 credit balance. 4 Ability to make purchase at online POS without creating an 3 account Access for non-client transactions;i.e.:donations Incomplete payments can be accepted including"split" 5 payments with part from different tender,part from account, 3 etc. 183 POINT OF SALE(continued) Item# Requirements Code Number Comments 6 'System is able to apply multiple GL account to any POS 3 ]button. System is able to configure shortcut/function keys on screen 7 that map to specific transaction types and business rule for 1 processing. Shortcut keys are not currently supported in POS, 'System allows online payment of services;currently due and B advance payment,24/7/365;(utility billings;misc.rentals,etc.) 3 and payments posted the interfaced system as a completed transaction. iPOS functionality will include mobile application integration More clarification is needed on this one.Mobile POS is 9 and interface with systems such as Tyler Cashiering as well as 1 supported.Interfacing with EMV devices via mobile may not have EMV standards, be possible.This depends on the City's chosen merchant provider. 1 Credit card reader allows customer to enter their email jl 10 ;address if they prefer to have their receipt emailed to them_ 3 This is built into the CivicRec system and does not need to be a component of the merchant system. System has the ability to map long GL codes to"Speedy 11 Codes"that allow user to enter a shortcut code that represent 3 All GL code lookups have autocomplete capabilities.As the l a single,full GL code. user types,it will narrow down GL choices. ` 12 POS buttons and associated functionality are configurable per 3 l terminal and other functional groupings. Software allows offline transaction when network is down,to 13 automatically upload when network is back up. 0 14 POS register compatible with zero clients and VMware View 3 'We've tested our system previously in VDI environments Virtual Desktops. without issue. 15 Software is compatible with all USB Receipt Printers and Cash 3 Drawers. Software is compatible with systems like Tyler Cashiering It's possible that interfaces with Tyler Cashiering can be 16 shopping cart and credit card merchant and other cashiering 1 developed.However,some of the functions of Tyler programs. Cashiering overlap with the Shopping Cart functionality that CivicRec provides. TJ 17 Software can integrate with other cashiering systems. 3 184 ON SCREEN VIEWING Item# Requirements Code Number Comments 1 Provide on-screen viewing for historical record of client 3 registrations and financial information. 2 Provide on-screen viewing of course descriptions. 3 3 Provide on-screen viewing of instructor profile information. 3 4 Provide on-screen viewing of multiple activities 3 simultaneously, . 5 Provide on-screen viewing of historical record of any 3 transaction previously generated. b Provide on-screen view of participation reports/statistics. 3 7 Provide on-screen viewing of reports,including financial 3 reports, 8 Ability to query on screen and view results. 3 9 IProvide on-screen viewing of transaction receipt records. 3 10 (Provide on-screen viewing of class/activity rosters. 3 11 User definable sort order for online viewing of class/activity 3 (lists. m (During enrollment,the receipt number is displayed on screen 12 .for recording on customer's check even if the receipt is not 3 (printed. All reports may be printed and/or viewed on-screen.If viewed 13 ion-screen,a zoom feature is provided to enable closer 3 iexamination of the report. 'Software allows inquiry by participant's name,and on screen 14 (review of all registered activities current and historic and the 3 current balance of the participant's account. I REPORTS/PRINTING I Item# Requirements Code Number Comments 1 Software produces enrollment receipts either on demand or in 3 (printed batches. i 2 Print instructor profiles. 3 I it 3 Print equipment lists. 1 It's not clear what type of equipment this refers to,but it's likely a report would need to be developed for this. 4 Print all standard reports saved in the system. 3 All reports can be printed and saved. 185 REPORTS/PRINTING (continued) Item# Requirements Code Number Comments 5 Print special instructions and comments. 2 Clarification is needed on this. 6 Print ad-hoc on-screen query results- 3 7 Print wait list reports. 3 8 Print activity attendance sheets. 3 9 Print client payment history: 3 10 Print facility location descriptions. 3 11 Print program schedules by day,week or month. 3 System includes a built-in financial report engine common to 12 all modules that allows the export of financial data to an 3 .external accounting system at least once per day. 13 Provide for customized agency logos to be printed on forms 3 without the use of pre-printed forms. 14 Print or view activity/section rosters_ 3 15 Print or view activity program descriptions. 3 16 Software is able to produce receipt printing based on user 3 defined criteria. 17 Able to print receipts and reports on plain/standard paper. 3 O 20 Software is able to produce batch printing of client mailing 3 lists based on user defined criteria. 21 User definition of titles/footers on forms 3 'We have an activity data export that shows all of this info, 22 Print program,league,facility and membership fee matrices. 1 (however a true matrix style format would need to be developed. Software produces net revenue reports,including a summary 23 or detail format,and sorted by facility,center,or revenue 3 account. 24 Software allows rosters to be sorted and printed by a variety of 3 queries from data fields. Software produces attendance sheets that include actual 25 session meeting dates)and a capability to sign in and sign 3 out. 26 Software will produce and print wait list confirmations. 3 Text to include on receipts,vouchers,and wait list 27 confirmations is user definable. 3 186 (REPORTS/PRINTING (continued) I Item# Requirements Code Number Comments 28 Software will produce and print all the following"End of Day" 3 l reports: I a Net Revenue by summary,by revenue account 3 b Receipt payment report,listing all receipts processed, 3 payment type,and totals c Payment distribution summary,showing all payment 3 distributions d ,Account transfer report,showing funds flow among revenue 3 accounts II e Financial summary for"at a glance"executive review 3 29 Software produces monthly and yearly reports similar to the 3 l End of Day reports. iDaily,monthly,and yearly reports can be specified by date 30 (range,starting and ending receipt numbers and starting and 3 ending gift certificate numbers,etc. Software produces summary and detail income,expense,and 31 net revenue reports.Each of these reports can be sorted by 3 ^o activity,location,season(quarter/trimester),category (program area)or revenue account. I 32 Software produces refund report,showing all refunds for a 3 specified date range, 33 Software produces reports of all deposits coming due. 3 Software produces registration trend reports by user-defined 34 criteria(i.e.5-year registration trend data for summer day 3 camps for a specific date). 35 Software produces all of the following activity reports:Master 3 report listing all activities,descriptions,dates,times,etc. 36 Report listing all activities and all text descriptions,notes,etc. 3 The Activity Data report is perfect for this. a Under minimum enrollment report 3 b Over Maximum enrollment report 3 C Full activity report 3 d Activity totals and statistics(registered,attended,historical 3 comparisons) 187 REPORTS/PRINTING (continued) I Item# Requirements Code Number Comments e Facility.usage by activities and sessions report 3 f Participants by school,age,area,city,zip code,etc. 3 g Resident and non-resident participation 3 h :Duplicated and unduplicated participation 2 We are happy to produce this report if the City will provide a sample. 1 Online vs front desk registration 3 Reports can be filtered for online registrations or by park registrations. 37 Print cash transaction report and receipts. 3 38 Print refund vouchers. 1 Refund Voucher reports can be run,but the vouchers themselves cannot currently be printed. 39 Print over/underpayment report. 3 40 Print general ledger summary. 3 41 'Compile and report statistics on types of and number of 3 ,participants/clients. II 42 Compile and report statistics on the number of registrants. 3 [ 43 'Compile and report statistics on the number and types of 3000 [[ activities per session. 44 Display statistics using graphics representations(i.e.,pie 2 All CivicRec reports can be exported to Excel.The City can charts,bar graphs). then leverage the those types of tools in Microsoft Office. 45 Software produces reports,by activity,for income,expenses, and net revenues. 46 Facilities module allows reporting.rain-out occurrences. 1 Rain out reportinq does not currently exist. 47 Software will produce all of the following membership 3 package reports: a Basic report on packages,showing package ID,name and 3 sales level b Text report on each package,showing package description 3 c Sales report by package,including income,refund and net 3 revenue totals, d 'Voucher report bypackage,including refund information 3 48 Software produces reports of membership rosters of each 3 membership packages. 188 REPORTS/PRINTING (continued) Item#'Requirements Code Number Comments 49 'Software produces renewal and non-renewal reports. 3 50 :Software produces membership usage reports. 3 51 'Software produces population and demographics reports. 2 Specific reports will need to be identified,but the capability exists forprinting demographic based reports. 52 'Software produces daily activity report 3 I 53 Software produces credit card expiration report. 3 54 :Software produces income reports by membership package. 3 There are several different revenue reports that can show III income by package. :Software allows end users and/or system administrators(via 55 hole based permissions)to create custom reports for use by 3 defined system users. We are happy to review reports with the City if chosen for a 56 'Provide a sample of every report the system produces. 3 demo.There are too many individual reports to include in our proposal. 57 'Compile and report statistics on the revenue generated within 3 a given time period by site,program,GL account,etc. o System has a scheduler that allows reports and exports to be Ilk 58 :scheduled automatically and emailed to one or more 3 individual or group email accounts. 59 Detailed report about transaction history over a user-defined 3 time period. 60 Graphical display of busy and slow times of the day,by 1 terminal. This view/report would need to be produced. 61 Software produces a refund report showing all refunds for a 3 I specified date range,center,or facility. I62 Users can export the reports they are authorized to use to 3 II Excel and CSV. Receipts can be printed from the computer to a standard 63 printer(8.5 x 11 paper)in lieu of a specific receipt printing 3 device. Software to allow for management of and produce reports for Ilk 64 all overlapping facilities,such as soccer field grassy area that 3 overlaps the outfield area of a ball field. 189 REPORTS/PRINTING (continued) I Item# Requirements Code Number Comments 65 Software to produce reports of all centers,facility types,and 3 individual facilities. 66 Software will produce an instructor payment history report, 3 67 Reports are viewable on mobile devices 3 WEB ACCESS I Item# Requirements Code Number Comments Web access registration must perform all functions as an 1 operator assisted registration.This includes but is not limited 3 to the following: I a Enforcement of all constraints 3 I b Gathering information required for specific activities 3 I c Interfaces with other modules for automatic update of 3 information based on the function performed. d Creation of client account 3 e Completion of transaction with option to print waivers, 3 0 confirmations and receipts :Software must utilize the information contained in the activity 2 records to dynamically populate web pages for use in web- 3 ioased activity registration. 'Software must be capable of displaying an activity and its II` 3 corresponding description through direct entry of the activity 3 inumber or by use of a hyperlink menu system. The software must dynamically utilize a hyperlink menu system Hyperlink menu system is not needed.When viewing activities, 4 abased on the activities and categories in the activity N/A information is displayed on screen without being taken off the iregistration system. registration screen. a 'Location 3 I b Date 3 c Time 3 d Participant Age 3 e . Program Cost 3 f Keyword 3 Keyword searches must query entire parent and child activity 3 g title and description,and not be character limited. 190 WEB ACCESS (continued) Item# Requirements Code Number 'Comments 7 The software must include search analytics,allowing system 3 The City may choose to embed its own Google Analytics code administrators to evaluate commonly used search terminology on the public facing page. 8 'The software should be capable of recording a campaign 1 code. Campaign code tracking would need to be added. The software must allow system administrators to edit style In addition,we have staff who will ensure that your public 9 sheets and templates. 3 !facing page is kept up to date to match your City(or IDepartment's)website. 10 The software must allow dynamic display of images associated 3 with courses and facilities. ,All dynamically created pages must be capable of easily incorporating user defined information while maintaining their No need to create HTML webpages.Activity data entered into 11 dynamic nature.Example:Changing the standard heading, N/A the system is made available for registrations/reservations, title,or footer information while the page content is modules are integrated. dynamically generated. 12 The software must be capable of handling an unlimited 3 number of simultaneous internet connections. 13 The software must be capable of simultaneous participant 3 registration on different internet connections. I� 14 The software must accept and verify credit card payments. 3 l 15 The system must utilize secure connections for accepting and 3 1111 transmitting all participant information. The software must provide the same functionality and security CivicRec supports the current and prior releases of IE/Edge, 16 when accessed from any of the current versions of Microsoft 3 Chrome,Firefox,and Safari, Internet Explorer,Google Chrome,or Firefox. The software must dynamically generate web pages and/or No need to create HTML webpages.activity data entered into 17 activity calendar based on information contained in the facility 3 the system is made available for registrations/reservations, scheduling records. modules are integrated. The software must process facility booking application and 18 mnark the facility occupied pending approval/denial of the 3 lresponsible staff member. The system must allow facilities,courses,memberships, 19 Ileagues,etc.,to be marked unavailable for web access or 3 (booking. 191 WEB ACCESS (continued) Item# Requirements Code Number Comments 'The software must provide internal mechanisms for 20 protections against unauthorized access to website 3 information. The software must allow the inclusion of user generated web No need to create HTML webpages,activity data entered into 21 3 -the system is made available for registrations/reservations, pages. modules are integrated. 22 Software must meet PCI requirements. 3 CivicRec is certified as PCI SAQ-D(Service Provider) compliant. 23 . Software must allow non-client account POS transactions. 3 There are several integration capabilities that the City may choose to leverage:CivicRec can provide integration to the -City's selected payment gateway(for credit card processing). 24 Software must interface with current City's financial system. 1 .Additionally,we can also produce a GL extract compatible with the City's financial system.We have interfaced with a number of different systems and are confident that we can produce a file compatible with yours.Service fees apply N r` Software must display class enrolment counts and status.Max 25 class size,min class size,currently enrolled,available slots and 3 waiting list status. 26 POS register compatible with zero clients and VMware View N/A Cloud based software,this is not needed Virtual Desktops. 192 12 . Proposal Fee Should EI Segundo require additional functionality that is not included in the scope of this proposal, the City will receive a separate cost proposal to include the new scope. Investment Proposal All quotes ar- estimates and presented •• • • 61 •. • - 1 1 CivicRec reserve s the right to adjust pricing after a final scoping session. Year 1 Investment (including Year 1 Maintenance & Support) $25,000 *Project Development & Implementation N CivicRec Recreation Management Software ■ Up to 45 Hours of Project Development, including: Project Management System Development/Data Migration ■ Merchant Set-Up with CivicRec ■ Up to Two (2) Days of On-Site End User Training with up to Eight(8) Hours of Additional Web-Based End User Training Year 2 Investment $141250 Annual Maintenance & Support Software maintenance,full access to support staff 24/7, daily backups, replication, fixes, patches, product enhancements, etc. (Credit card processing is not included.) Year 3 & Beyond GAnnual Maintenance & Support Beginning Year 3 of your contract,the annual maintenance &support will be re-evaluated and determined based on the prior year transaction volume. CivicRec as Merchant Provider As your merchant provider, CivicRec will collect and disburse all credit card monies.A Percentage+Transaction Fee(3% + $0.30 per transaction)applies.This is separate from the annual maintenance and support fee. 74 194 Optional Services Additional Development Needs Beyond 45 Hours $150/hour Additional development work, including project management, system development, or integration,will be scoped, estimated, and agreed upon prior to starting any work. Additional Web-Based Training $150/hour On-Site Training (2 Day Minimum) $2,000/day Set-up with a Merchant Provider of the City's Choosing Quote Upon Request Consulting Services Quote Upon Request Please see next page for details. 75 195 Optional Consulting Services ca The following is a package of recommended consulting services. Based on our experience with similar entities, EI Segundo can benefit from one-on-one consultations to ensure a project that captures all of the City's needs and requirements smoothly. We can provide additional information and a more in depth schedule after speaking with you to determine EI Segundo's needs. KICK-OFF AND ALIGNMENT CONSULTING Takes place during the Project Initiation Phase Your CivicPlus Solution Consultant will visit with the City's Project Manager and stakeholders to align goals and expectations and set the project in motion. ■ Establish Goals and Milestones for Project—The consultant will meet with the City's Project Administrators to align project expectations, establish project goals and set the timeline for the project and training. is Stakeholder Buy-In—The consultant will present to key stakeholders to detail the project and expectations, explain the timeline, goals and milestones, and give a preview of the CivicRec RMS. PROGRAM OVERVIEW AND OPTIMIZATION CONSULTING Takes place during Implementation Phase 1 During these two days on-site,your Solution Consultant will work with the City stakeholders to create standards and define outcomes for lead training. • Administration Setup—The consultant will create user accounts and review tools and modules-with administrators. �r ■ Activities Optimization—The consultant will document current critical ' services and activities processes and discuss how to digitally implement or improve existing processes. ■ CivicRec standards document—Your consultant will work with the City to develop a Spokane-specific Data Entry Style Guide for formatting to be followed by lead staff during catalog build-out. .' CONSULTATIVE SITE AND CONTENT REVIEW Takes place during Implementation Phase 2 Your consultant will conduct a review of your system setup and catalog to ensure that information is presented logically for citizens. ■ Feedback Report—Consultant will produce a report of feedback on the overall public and staff user experience for your system and catalog. ON-SITE GO-LIVE Takes place during Implementation Phase 5 Your project executive, project manager, and consultant will be on-site the day before and day of system launch to assist with issue resolution. ■ Go-Live Assistance—CivicRec staff will be on-site to assist with DNS propagation, redirects and additional support as needed to ensure a smooth launch of your new CivicRec system.You're now a member of the CivicPlus family! 76 196 EL SEGUNDO CITY COUNCIL MEETING DATE: October 17,2017 AGENDA ITEM STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION: Informational report on the quarterly update for the Strategic Work Plan and the Key Performance Indicators (KPIs) for Fiscal Year-end (FYE) September 30, 2017. (Fiscal Impact: none) RECOMMENDED COUNCIL ACTION: 1. Receive and file an informational report on the Strategic Work Plan for FYE 2016-17. 2. Receive and file an informational report on KPIs through September. 3. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Exhibit A—Fiscal Year-end 2016-17 Strategic Work Plan update 2. Exhibit B - Key Performance Indicator results for FYE 2016-17 3. Exhibit C —ESPD Performance Metrics STRATEGIC PLAN: Goal: 5(b) Champion Economic Development and Fiscal Sustainability: El Segundo approaches its work in a financially disciplined and responsible way Objective: 2 The City will maintain a stable, efficient, and transparent financial environment FISCAL IMPACT: $ (0) Amount Budgeted: $0 Additional Appropriation: N/A PREPARED BY: Joseph Lillio, Finance Director APPROVED BY: Greg Carpenter, City Manager BACKGROUND & DISCUSSION: The Mayor and City Council, the City Manager, and City staff worked diligently to develop a three- year Strategic Plan. The mission, "Provide a great place to live, work and visit," serves as the foundation for the City's five major goals. These goals are: 1. Enhance Customer Service and Engagement; 2. Support Community Safety and Preparedness; 3. Develop as a Choice Employer and Workforce; 4. Develop Quality Infrastructure and Technology; and 5. Champion Economic Development and Fiscal Sustainability. 197 Identifying these goals enables the City to align its efforts and resources to accomplish the goals and achieve positive progress for the community of El Segundo. This plan sets the course for the City of El Segundo to ensure the City's mission is accomplished. The three-year Strategic Plan is a living document and should not be considered static by any means. The strategic plan features a framework that can be adjusted based on the current needs of the community. The goals, objectives, activities,and key performance indicators(KPIs)will be reviewed annually and Council can modify these if necessary. Also, on a quarterly basis the City will provide updates on the progress and performance of the work plan and monthly updates on the KPIs.As such, the plan may be modified to ensure that stated goals are aligned with the needs of the community. This is the fiscal year-end report updating City Council on the strategic work plan progress.The KPIs through September will be presented as well. The quarterly reporting of the work plan status and reporting on the City-wide performance indicators is part of the approved strategic plan and falls under the Strategic Goals 1 and 5. The City's quarterly strategic work plan update includes a status column that delineates whether there is compliance with each activity. Green - : Current compliance with stated activitvt City is on target to fully implement or has already implemented the stated activity. Yellow Current non-compliance with stated activity: City activity is not fully implemented as identified in the Strategic Plan but the estimated date to achieve full implementation has been delayed. Red : Current non-compliance and cannot comply with stated acth,ilr. City activity is not currently attainable as identified in the Strategic Plan and staff recommends suspending attempts to pursue implementation at this time. This may necessitate a change in the activity in the future. Furthermore, with the adoption of the 3-year strategic plan, the strategic planning and budgeting process are now linked to assure that the City's budget reflects City Council and community priorities. With the development and implementation of the strategic plan, the City of El Segundo reaffirms its commitment to continue to provide exceptional services and programs to its community. During the FY 2017-18 Strategic Planning and Budgeting process, staff worked with City Council through a facilitator to develop a revised strategic plan document. This revised 3-year strategic plan will be brought to City Council for presentation and discussion in November. Along with review of the revised strategic plan document, staff will review the current key performance indicators (KPIs) and through discussion with City Council determine what revisions to the KPIs would be appropriate and add value. 198 Exhibit A-Work Plan Enhance Customer Service and Engagement Goal 1(a): EI Segundo provides unparalleled service to internal and external customers Objective Activity Responsible Resources Projected Milestones Party Required FY 2016-17 1 Status lCornment Cross-training and cross- City-wide vacant Develop training plan& 1) City HR This project has not been started at this time. communication positions filled survey operations are unified and = Enhance collaborative capacity Develop approach integrated Citywide(e.g.,teleconferencing) IS IS fully staffed Pending IS Director and IS vacancies to be filled Use,Develop and train , Build a business center for the Finalize design for one-stop Initial discussion completed and Bids received- development PW&Dev support business center and West development team and customers Anticipated to complete design in FY 17-18 Conference Room Recommendation from staff& Replace,streamline and Internal Working TC optimize website with mobile app IS Group(WG)&Tech Delayed until FY 17-18 and robust intranet Committee(TC) Council approve vendor 2) City services are Initiate the design convenient,efficient and user-friendly for all residents and Provide online business IS Support&TC/WG transactions for residents and input Research options Tech Comm&staff have researched options businesses p business community -E-file and Online Plan Check,online Planning& permitting(all business areas), Finance Online business license renewal, The online T.O.T.reporting&payment remittance new application process,& additional fundinUpgrade(supplement) went live May 2017.Business License online payments.Online T.O.T.reporting g software renewal will go live Dec.1st 2017.All other options and payment remittance are in progress of being reviewed. • Provide a user-friendly digital City activity is not currently attainable.The City file cabinet for public to access City Clerk IS support Plan Clerk's Office is requesting at this item be deferred 2) City services are online to a subsequent FY. convenient,efficient and user-friendly for all residents and CD businesses Provide GIS software access to On track to discuss implementation plan options basic property information and P&BS IS support&funding N/A0 w/new IS Director&Tech Committee in FY 2017- relevant documents 18 Exhibit A-Work Plan Each department will set goals for improvement • Create a citizens'training PD Funding Develop curriculum and begin Implemented August academy Academy Investigate extended hours Analysis complete Replace Adult Stations(16) In proposed FY 17-18 budget = Expand Library hours,search Library IS support Install Encore enhancement Implemented July 2017 access,programs,etc. Expand Adult Summer 2) City services are Reading Program,Drop-In Implemented Summer 2017 convenient,efficient lobby presentation,art and user-friendly for exhibits all residents and businesses Expand Parks&Rec programs Expand summer day camp to(a)meet the customer demand parks&Rec Funding and year round recreation Implemented Summer 2017 of affordable,safe,and fun classes programs for youth Implement Centennial via committee of business, • Implement ear-Ion festivities and Volunteers,sponsors Implemented;activities ongoing p year-long Parks&Rec elected and community celebration of the City's Centennial members p.'salaries Enhance Media Services Implemented Each department will set goals far improvement 11 Upaatea K-1 rtesicientiai Losse;1J Arne naea powntown Live/Work Standard;3)Amended EV Amend codes in response to Code requirements in the building code;4) issues discovered by staff and P&BS Complete 4-6 amendments dopted Accessory Dwelling Unit code 2) City services are customers requirements;5)General Zoning code cleanup(57 convenient,efficient items) and user-friendly for 6)Updated local CEQA guidelines to be consistent with ztatp raniiiramantr all residents and businesses Solicit department feedback o conduct in FY 17-18 • Identify areas of internal service to clarify service expectations N improvement from Human HR Support staff in HR O Resources O Develop employee survey Working with Vendor to develop for Nov/Dec 2017 Exhibit A-Work Plan Enhance Customer Service and Engagement Goal 1(b): EI Segundo's engagement with the community ensures excellences—it understands and exceeds customer expectation Objective Activity Responsible Resources Projected Milestones Party Required FY 2016-17 1 Status Comment 3) The City is transparent Report Citywide performance Develop tracking systems City Manager Department support Implemented Spring 2017 regarding services indicators and performance Begin quarterly reports i Assess customer satisfaction via: Annual resident and 4) The City City Manager Develop Development underway engages in regular, business surveys intentional Post service or event information questionnaires gathering Refine the budget and Personal outreach City Manager& throughout year Finance Department support strategic planning process to ro be developed in FY 17-18 incorporate community voices Provide inter-departmental Director of tours and brief overview of parks/Rec Quarterly or bi-annual Still to be developed;targeting FY 17-18 services provided 5) City Citywide PD to assist Develop Social Media Policy communication is Expand use of social media as comprehensive communication tool Notify public of surveys and City Manager Implemented and integrated meetings via social media Launch bi-monthly newsletterto ■ Expand use of E-newsletters as City Manager disseminate service updates, Implemented communication tool milestones achieved,pending goals N O Exhibit A-Work Plan Support Community Safety and Preparedness Goal 2: EI Segundo is a safe and prepared city Objective Activity Responsible Resources Projected Milestones Party Required FY 2016-17 Status Comment Study Fire Dept. Based on available funding,seek support to Additional funding& administrative work demands Fire conduct standard of cover study for deployment HR review +deployment and work analysis demands Replace Public Safety Ensure equipment,systems and Fire&PD equipment per standards and Implemented 1) The City has a staffing remain up to date with end-of-life demands proactive approach to standards and local needs(e.g.,high- risk and crime that is density construction and increased outcome focused service demands,changed crime rates,State laws and funding) Concurrent with RCC& Upgrade Dispatch(CAD)& In progress;Completion anticipated in late FY 17- PD IS support Records Management 18 Plan to restructure PD Complete Finance Contingent on staffing Analysis of equipment Completed replacement fund Ensure equipment,systems and staffing remain up to date with Finance Department input Update Depreciation Schedule In progress standards and local needs(e.g.,high- density construction and increased City Manager support, Add Emergency Services service demands,changed crime HR Implemented staff in HR Coordinator position 1) The City has a rates.State laws and fundinel proactive approach to risk and crime that is outcome focused Emergency • Institute proactive plans to Department input& Update plans,continue mitigate hazards within the City Services support,community inspections,professionals list, In progress;update plans completed with community involvement Coordinator(ESC) involvement program outline N O N Exhibit A-Work Plan Support Community Safety and Preparedness I Ensure redundancies are in Evaluate equipment, place PW,Fire,PD support personnel and systems; In progress Emergency upgrade as appropriate Services Coordinator (ESC) Expand disaster personnel via Citywide cross-training In progress program Prepare via planning,training Department input& and mock activities support 1) The City has a Update evacuation plans In progress proactive approach to P&BS,Fire & risk and crime that is PD Drills,training,exercises Conducting EOC drill in October 2017 outcome focused City Attorney Adopt drone ordinance To be researched and developed in FY 17-18 Fire/PD support Update code to align with high Implemented Ensure ordinances are current P&BS,Fire,& risk of seismic activity with new/emerging risks PD List critical Geo fence locales ro Be Developed in FY 17-18 Fire support Develop a list-emergency To Be Developed in FY 17-18 operations requiring TFRs Inform owners re retro-fit for P&BS Add voluntary seismic retrofit 2) Proactive earthquakes standards to code communication and community Use social media to keep Implementation of Enhance mass notifications via engagement community&staff informed& PD Implemented social media policy social media engaged N O W Exhibit A-Work Plan Develop as a Choice Employer and Work Force Goal 3(a): EI Segundo is a City employer of choice and consistently hires for the future Responsible Projected Milestones Objective Activity Resources Required Parties FY 2016-17 Status Comment Institute a wellness program to Department support N/A Work plan calls for research into implementing this 1) The City has enhance wellbeing and morale program to begin in FY 17-18. a strong culture of Funds for a consultant customer service, employee retention,and Institute a formal Employee Department support N/A Deferred to 2017-18 due to HR Staff Shortage at internal feedback Recognition Program this time Staff HR Prioritize vacancies so staff 2) The City can focus efforts on most Implemented provides a critical positions competitive HR staff to handle the Ensure process excellence to environment and high recruitment and Survey a li attract qualified applicants y pp cants Due to limited staff resources,defer to FY 17-18 nimble hiring/on- selection workload boarding process for its employees Hire staff dedicated to Implemented recruitment and selection Train employees to effectively HR Lead Funds for a consultant Consultant assessments 3) The City has and efficiently perform their jobs a comprehensive, intentional plan for staff development, Develop employees so they are Staff to oversee Analyze,propose P/T training and prepared to progress in the HR Lead organization / program classification updates Defer to FY 17-18.Explore Phase 1 Manager Target succession Department Training on employee development and 1. Develop employees to be able Heads professional growth N to fill critical vacancies from O -p- within Exhibit A-Work Plan Develop Quality Infrastructure &Technology Goal 4(a): EI Segundo's physical infrastructure supports an appealing,safe, and effective City Responsible Projected Milestones Objective Activity Resources Required Party FY 2016-17 Status lComment Regularly assess Citywide facility needs meet safety standards and best practices Funding for Citywide Identify and develop list of Council approved an approximate$14M CIP PW Facility Assessment projects(see schedule) Program for 17/18,which included$200K for the • Identify funding and commit to Citywide Facilities Needs Assessment project. future infrastructure needs Aquatic Center In progress This project did not make it into the 17/18 CIP 1) The City Program via the CIPAC/Planning Commission/City Coordinate multi-agency CIP PW(construction) Little league miracle field optimizes its Council process. Needs to be considered in future physical resources years. Top Golf/The Lakes Council did not approve this project 3-2 on October 2nd. Parks&Rec PW support Replace synthetic turf at Fields opened 10/10. Maintain park equipment and Campus EI Segundo fixtures to meet safety standards and best practices Council approval/funds Playground resurface&shade Partially implemented;shade structures pending structures funding source Routine pruning,removal of N Enhance trimming schedule to Increased funding undesirable and hazardous Ongoing O mitigate risk street trees,and planting C31 approved species Exhibit A-Work Plan Develop Quality Infrastructure &Technology Goal 4(b): EI Segundo's technology supports effective, efficient, and proactive operations 2) The City has Fire Support ■ Improve efficiency and an integrated TC input Implement Automated effectiveness of staffing and leave Implementation to begin in FY 17-18 focus on replacement,with safety focus Staffing Technology for Safety IS technology p y Council approval/funds Research options for EDEN& Department input building and vehicle research to begin in FY 17-18 maintenance tracking 3) The City has an effective structure to meet Implement online policy the technology Use the full potential of software to ensure software needs of the City Limited IS Support & -compliance with laws and and its Fire best management practices Implementation to begin in FY 17-18 TC input regarding constituentsersonnel p Supervision and policy administration Develop Quality Infrastructure &Technology Goal 4(b): EI Segundo's technology supports effective, efficient, and proactive operations I Responsible I Projected Milestones Objective Activity Resources Required Party FY 2016-17 � Status Comment Each department will set paperless goals 4) The City invests • Use mobile app to allow in systems as residents to easily report ROW Is PW support Evaluate apps available research to begin in FY 17-18 necessary in order to problems and issues add citizen value, provide access to Implemented in February 2017;Public Safety information that is IS support&TC input Implement paperless payroll pending easily available, Implement paperless:Payroll, engage residents in Finance Purchasing&A/P Replace printing direct d@pasi civic participation,and Server space Implemented N paystubs with secure email O provide mass � notification - Scan historical documents P&BS Dependent on funding Evaluate options&TC review ill Discuss w/IS Director;Pending Budget rporoval,will beein in FY 17-18 Exhibit A-Work Plan Develop an updated and user friendly website that is easily navigated;communicating City's ability to meet citizen and IS Delayed until FY 17-18 business service expectations; attracts new business;and is feature-rich Funding Public access online catalog, IS support word processing,EBook, Expand Library access to Research underway;implementation targeted for internet Library music,downloadable apps; FY 17-18 FC input Convert reference into Wi-Fi 4) The City invests stations in systems as necessary in order to add citizen value, Tech Comm.Did not recommend approval in FY 17 provide access to ^ Agenda Management City Clerk All Departments Research,present and select 18.Deferred until FY 18-19 or subsequent fiscal information that is System(s) year easily available, engage residents in civic participation,and provide mass Replace Online classes& IS support Research options,discuss with Research underway;implementation targeted for notificationParks&Rec reservations system(CLASS) TC,make selection FY 17-18 Funding Plan and implement self- Library IS support Explore cost/funding,TC Complete checkout review i Wi-Fi in all critical City Fiber Optic Network IS 1"C review facilities project in Data Center PD Additional budget may Radios,license plate readers, be required Citywide camera system,Fiber Project to begin in FY 17-18 Purchase equipment and IS E of Sepulveda systems PD Depends on CAD/RMS Monitor CAD Upgrade Project to begin in FY 17-18 N IS O 4 Exhibit A-Work Plan Goal 5(a): EI Segundo promotes community engagement and economic vitality Responsible Projected Milestones Objective Activity Resources Required Party FY 2016-17 Status [Comment Advocate and promote local Parks&Rec Committee mission&vision implemented arts Recommend business development opportunities to Implemented in EDAC work plan Council Guide resource identification to achieve goals,EDAC work Implemented July 2017 plan Promote business attraction 1) Implement a and retention Proactively attract new comprehensive businesses,and high-quality economic iobs through exhibiting at Ongoing development strategy conventions and trade shows to ensure the City encourages a vibrant Meet with businesses business climate that is accessible,user- Ec.Dev. regarding challenges, ongoing Manager assistance programs, friendly and resources welcoming to all residents,businesses Annual event to recognize and visitors economic development achievements,honor and acknowledge local businesses, On target for Sept 2017 and provide a networking opportunity Use events strategically Annual regional brokers' event to build awareness and showcase real estate ir;plemented N opportunities in the City to 00 00 real estate professionals Exhibit A-Work Plan Digital Campaign;Print Underway-performance reviewed monthly Campaign;Outdoor 1) Implement a comprehensive Develop micro-sites to economic promote local hotels,retailers In progress.Will be fully implemented in FY17-18. development strategy and restaurants to ensure the City encourages a vibrant Actively communicate,advertise Ec.Dev. Distribute monthly SOAR e- business climate that and engage in Public Relations Manager newsletter to business is accessible,user- friendlyand leaders,real estate brokers, Dng�ing welcoming n all and regional economic development influencers residents,businesses and visitors Guide,Brochures,& Promotional Items to promote Implemented B2B review Highlight competitive advantages,newsworthy Ongoing stories Goal 5(b): EI Segundo approaches its work in a financially disciplined and responsible way Responsible Projected Milestones Objective Activity Resources Required Party FY 2016-17 1 Status lComment c) r ne uty wrn Annual adoption of a structurally maintain a balanced budget Present plan to Council On target structurally City Manager& Develop revenue streams and Finance Review FY 17-18 Strategic balanced budget Department Support with appropriate reserve fund to keep infrastructure Plan(Spring 2017),Budget On target advancing (Feb-Aug) •Review and refine the budget/ -Develop and issue RFP for Implemented strategic plan process City-wide fee study 3) The City will Department Support maintain a stable, Develop a master fee schedule Present master fee schedule efficient,and and cost recovery policy Finance to Council for approval Underway N transparent O financial Review of Business License Tax environment Necessary vacant -Conduct study on business Annual review of financial policies positions filled license structure Staff has begun research Exhibit Key Performance Indicators for FY 16-17 Enhance Customer Service and Engagement Goal 1(a): EI Segundo provides unparalleled service to internal and external customers Objective Activity KPIs February-April May-July August-September Quarter Average Quarter Average Quarter Average Cross-training and cross-communication 2-month average: 1) City operations are 3-month average: Building:52.5 plan unified and integrated Enhance collaborative capacity Citywide 3-month average: Building:46.3 plan checks checks-7.5 days to (e.g.,teleconferencing) Building:36.3 plan checks- 8.1 days to review review Build a business center for the 12.9 days to review development team and customers Electrical:13.3 plan Electrical:17.5 plan Electrical:13 plan checks- checks-13.8 days to checks-6.6 days to 15.1 days to review review review Mechanical:10 plan Mechanical:10.3 plan Mechanical:15 plan Average workdays to checks-16.8 days to checks-11.5 days to checks-5.4 days to process plan check reviews& review review review the number of plan checks 2) City services are Plumbing:6 plan checks- Plumbing:5.3 plan checks Plumbing: 5 plan checks convenient,efficient and user per FTE(P&BS) 12.2 days to review 12.8 days to review -9.5 days to review friendly for all residents and Replace,streamline and optimize website businesses with mobile app and robust intranet Grading:1 plan check-13 Grading:.6 plan checks- Grading:1.5 plan checks days to review 16 days to review -10.7 days to review Monthly average of 65 Monthly Average of 75 Monthly Average of 91 total plan checks&an total plan checks&an total plan checks&an average of 8 FTEs=8.1 per average of 8 FTEs average of 8 FTEs FTE =9.4 per FTE =11.4 per FTE N O I Page Exhibit Key Performance Indicators for FY 16-17 Enhance Customer Service and Engagement Goal 1(a): EI Segundo provides unparalleled service to internal and external customers Objective Activity KPIs February-April May-July August-September Quarter Average Quarter Average Quarter Average Provide online business transactions for residents and business community Average workdays to Monthly average of 4 Monthly average of 2 Monthly average of 5 E-file and Online Plan Check,online process film permits& permits reviewed for an permits reviewed for an permits reviewed for permitting(all business areas),Online the number of film average of 48 hours average of 32 hours an average of 60 hours business license renewal,new application permits per FTE(Finance) turnaround turnaround turnaround process,payments.Online T.O.T.reporting and payment remittance Provide a user-friendly digital file cabinet for public to access online 2) City services are Monthly report on Working with consultant Provide GIs software access to basic to develop survey which convenient,efficient and user Resident/Business N/A-To be developed N/A-To be developed property information and relevant will be rolled out in friendly for all residents and documents satisfaction surveys(CM) October 2017 businesses Create a citizens'training academy Expand Library hours,search access, programs,etc. Turnaround time to Monthly average of 7.1 Monthly average of 5.6 Monthly average of 6.8 process all City contracts Expand Parks&Rec programs to(a)meet &the number of days to process an average days to process an days to process an the customer demand of affordable,safe, of 23 agreements, average of 22.3 average of 16.5 contracts processed per and fun programs for youth FTE(City Clerk) by.75 FTE agreements,by.75 FTE agreements,by.75 FTE • Implement year-long festivities and Employee celebration of the City's Centennial Working with consultant satisfaction survey 5 to develop survey- N/A-To be developed N/A-To be developed Amend codes in response to issues (H.R.) (to be estimated to roll out in discovered by staff and customers developed) November/December r 2Page Exhibit Key Performance Indicators for FY 16-17 Enhance Customer Service and Engagement Goal 1(b): EI Segundo's engagement with the community ensures excellences—it understands and exceeds customer expectation Objective Activity KPIs February-April May-July August-September Quarter Average Quarter Average Quarter Average Quarterly status report 3) The City is To be reported on to City Council on the Reported on May 16 to Reported on August 15 to transparent regarding Report Citywide performance indicators strategic work plan City Council City Council October 17 to City services and performance Council (Finance) • Assess customer satisfaction via Monthly report on Working with consultant c Annual resident and business Resident/Business to develop survey which surveys satisfaction surveys N/A-To be developed N/A-To be developed will be rolled out in Post service or event questionnaires (Finance) October 2017 4) The City engages in regular,intentional Monthly average of: Monthly average of: Monthly average of: information gathering Number of Library card holders,library visitors, 19,291 card holders; 19,184 card holders; 19,253 card holders; Personal outreach throughout year number of circulation of 14,673 visitors;13,915 14,417 visitors;13,451 13,930 visitors;13,827 materials,&attendance circualtion of materials; circulation of materials; circulation of at programs(Library) attendance at programs- attendance at programs materials;attendance 440 857 at programs-195 Quarter Results(July-SeDtemberl: Enrollment in Park/Rec Class Enrollment=4,454 Provide inter-departmental tours and programs&General Fund Special Events=4 brief overview of services provided cost per attendee Home Delivered Meals=1,432 (Rec/Park) Aauatics Programs(direct oroeram costs onlvl: Lap Swim-2,357 attendees @ a cost of$15.45/attendee 5) City communication Expand use of social media as Swimnastics-604 attendees@ a cost of($0.99)/attendee is comprehensive and communication tool Recreation Swim-10,656 attendees@ a cost of($3.99)/attendee integrated Event attendance & Transportation Services(Direct Program costs onlvl: General Fund cost per Dial-A-Ride-1,195 riders @ a cost of$7.82/rider Expand use of E-newsletters as attendee(Rec/Park) Lunchtime Shuttle-916 riders @ a cost of$6.50/rider communication tool Doctor Dial-A-Ride-31 riders@a cost of$56.16/rider Beach Shuttle-2,319 riders @ a cost of$4.46/rider N N 31 Page Exhibit Key Performance Indicators for FY 16-17 Support Community Safety and Preparedness Goal 2: EI Segundo is a safe and prepared city Objective Activity Kills February-April May-July August-September Quarter Averaee Quarter Average Quarter Avera • Monthly report on Reported monthly Reported monthly See Exhibit C Crime Statistics[P.D 1 Monthly average:127 Monthly average:170 Monthly average:164 calls with an average calls with an average calls with an average Ensure equipment,systems and staffing response time of 4 response time of 4 response time of 3 remain up to date with standards and minutes 7 seconds minutes 12 seconds minutes 36 seconds local needs(e.g.,high-density Monthly report on staffed with 24 FTEs= staffed with 24 FTEs= staffed with 24 FTEs= construction and increased service Priority 1 response times 5.3 calls per FTE 7.1 calls per FTE 6.8 calls per FTE demands,changed crime rates,State laws &number of Priority 1 Monthly average of all Monthly average of all Average of all RCC 1) The City has a proactive and funding) responses per FTE (P.D.) RCC agencies RCC agencies agencies(benchmark): approach to risk and crime (benchmark):1,657 calls (benchmark):1,905 calls 2,019 calls with an that is outcome focused with an average with an average average response time response time of 5 response time of 5 of 5 minutes 27 minutes 30 seconds minutes 37 seconds seconds Institute proactive plans to mitigate hazards within the City with community 28 members trained year- 28 members trained year- 37 members trained Number of CERT to-date,0 during this year-to-date,9 during involvement members trained to-date,28 during this quarter,28 during Q1,60 this quarter, 60 total labor Ensure redundancies are in place annually&the number of quarter, year-to-date labor hours 130 year-to-date labor labor hours by staff(F.D.) hours of training of training conducted by hours of training ■ Prepare via planning,training and mock conducted by FD Staff FD Staff conducted by FD staff activities Montniy Average EMS Montniy Average EMS montmy Average EMS Calls: Calls: Calls: Avg.time Dispatch to Avg.time Dispatch to Avg.time Dispatch to 1) The City has a proactive Average total response Arrive on scene Arrive on scene Arrive on scene approach to risk and crime Prepare via planning,training and mock time for Fire&EMS calls 4 min 13 sec 5 min 0 sec 5 min 0 sec activities and the number of FTEs that is outcome focused responding per call(FD) Fire Calls: Fire Calls: Fire Calls: Avg.time Dispatch to Avg.time Dispatch to Avg.time Dispatch to Arrive on scene Arrive on scene Arrive on scene S mig 17 cPr. S min 40 sec S min 81 F r, 2) Proactive Inform owners re retro-fit for Working with consultant earthquakes Citizen surveys& to develop survey:to be communication and N/A-To be developed N/A-To be developed ' community engagement Use social media to keep community& questionnaires(CM) rolled out in October staff informed&gid 2017 41 Page Exhibit Key Performance Indicators for FY 16-17 Develop as a Choice Employer and Work Force1 Goal 3(a): EI Segundo is a City employer of choice and consistently hires for the future Objective Activity KPIs February-April May-July August-September Ouarter Average Ouarter Average 'Ruarter Averae A T6tai or i ruii TfAe 4 total of 18 full-time recruitments filled • Average time to fill A total of 11 full-time during this quarter, • Institute a wellness program to enhance recruitments&the ecruitments filled during recruitments filled during averaging wellbeing and morale number of recruitments :his quarter,averaging 96 .his quarter,averaging 86 101 days per culture of customer 1) The City has a strong filled per H.R.FTE days per recruitment Jays per recruitment;24 recruitment;14 P/T /T positions filled service,employee positions filled retention,and internal feedback Number of vacancies Average of 33 vacancies Average of 36 vacancies Average of 22 • Institute a formal Employee Recognition (H.R.) per month per month vacancies per month Program Quarterly turnover Monthly average of 1.6 Monthly average of 1 Monthly average of 2 percentage(H.R.) FTEs&2 PTEs FTE and 3 PTEs FTEs and 3 PTEs 2) The City provides a •Applicant surveys&the , competitive environment total number of surveys ■ Ensure process excellence to attract and nimble hiring/on- received per recruitment N/A-To be developed N/A-To be developed N/A-To be developed boarding process for its qualified applicants (H.R. employees (to be developed) • Train employees to effectively and 3) The City has a efficiently perform their jobs comprehensive, • Develop employees so they are prepared Number of internal intentional plan for staff Average of 1 per month Average of 1 per month Average of 1 per month development,training to progress in the organization promotions(H.R.) and succession Develop employees to be able to fill critical vacancies from within N 5 Page Exhibit Key Performance Indicators for FY 16-17 Develop as a Choice Employer and Work Force Goal 3(b):The EI Segundo workforce is inspired, world-class, engaged—increasing stability and innovation Objective Activity KPIs February-April May-July August-September Quarter Average Quarter Average Quarter Average 4) The City has a culture of innovation, Each department will develop plans for trust and efficiency advancing these items Annual Employee Working with consultant to develop survey- 5) City Staff enjoy satisfaction surveys N/A-To be developed N/A-To be developed mastery,autonomy and Department leaders as a group will (H.R.)(to be developed) estimated /December roll out in November/ purpose in their work– develop plans for reinforcing these items —.Uv. Develop Quality Infrastructure & Technology Goal 4(a): EI Segundo's physical infrastructure supports an appealing, safe, and effective City Objective Activity KPIs February-April May-July August-September Quarter Average Quarter Average Quarterly Averaee • Regularly assess Citywide facility needs Quarterly report on 1) The City optimizes its meet safety standards and best practices status of capital Verbal presentation Verbal presentation To be presented with physical resources • Identify funding and commit to future improvement plan provided by Director of PW provided by Director of year-end estimated infrastructure needsimplementation(PW) on May 16 PW on August 31 financials • Coordinate multi-agency CIP Monthly average:40.3 iVIOTILIfly average:» Monthly report on Potholes;4 Skim Monthly average:243 Potholes;10 Skim Maintain park equipment and fixtures to number of potholes& Patches/Overlays;70 Potholes,23 Sidewalk patches/overlays;103 1) The City optimizes its meet safety standards and best practices sidewalk repairs Sidewalk Grinds/Hot Grinding/AC Repairs,21 Sidewalk Grinds/Hot physical resources completed&the number spent Mix;6 of labor hours s skim patches,1.3 Mix;3 Remove/replace • Enhance trimming schedule to mitigate p per Digouts-158 labor hours Ashphalt-280 labor Remove/replace risk repair(PW) Ashphalt-260 labor hours hour, N U1 61 Page Exhibit Key Performance Indicators for FY 16-17 Develop Quality Infrastructure & Technology Goal 4(b): EI Segundo's technology supports effective, efficient, and proactive operations February-April May-July August-September Objective Activity KPIs Quarter Average Quarter Average Quarter Average 2) The City has an Improve efficiency and effectiveness of Status update of IS Under Technology Under Technology Under Technology integrated focus on staffing and leave replacement,with safety master plan Committee review Committee review Committee review technology focus implementation(IS) 3) The City has an Number of online Average monthly Water Average monthly Water Average Monthly transactions conducted bills:485 online Bills:530 online Water Bill:496 online effective structure to from residents, payments made payments made payments made meet the technology Use the full potential of software needs of the City and its businesses and constituents employees(City- Employees:319 online Employees:314 online Employees:346 online wide/Finance to report) timesheets submitted timesheets submitted timesheets submitted N 71 Page Exhibit Key Performance Indicators for FY 16-17 Develop Quality Infrastructure & Technology Goal 4(b): EI Segundo's technology supports effective, efficient, and proactive operations February-April May-July August-September Objective Activity KPIs Quarter Average Quarter Average Quarter Average • Use mobile app to allow residents to easily report ROW problems and issues Implement paperless:Payroll, Purchasing&A/P Monthly analytical Scan historical documents analysis of City website traffic:number of visitors Develop an updated and user friendly (hits),what webpage was 4) The City invests in website that is easily navigated; most viewed,and how systems as necessary in order Monthly Average: communicating City's ability to meet many inquiries were Monthly Average: access to information that is tickets issued,273 Closed 219 Closed tickets, to add citizen value,provide citizen and business service expectations; made from community Monthly Average:296 IS 247 IS tickets issued: 249 IS tickets issued;216 attracts new business;and is feature-rich via web tools(IS closed tickets; residents in civic resolving tickets. tickets easily available,engage Tickets,335 hours spent 246 Hours spent resolving pending implementation 229 Hours spent participation,and provide • Expand Library access to internet of new website) resolving tickets mass notification • Agenda Management System(s) Monthly reporting of • Replace Online classes&reservations Total IS tickets,closed system(CLASS) tickets,and hours spent Plan and implement self-checkout resolving tickets Wi-Fi in all critical City facilities Purchase equipment and systems N v 81 Page Exhibit Key Performance Indicators for FY 16-17 Goal 5(a): EI Segundo promotes community engagement and economic vitality Objective Activity KPIs February-April May-July August-September Quarter Averap.,e Quarter Averape Quarter Average 1) Implement a Advocate and promote local arts Tracking of economic comprehensive economic Promote business attraction and indicators and tax N/A-part of annual N/A-part of annual development strategy to retention revenue annually(Econ N/A-part of annual report report report ensure the City Dev) Use events strategically encourages a vibrant business climate that is Business accessible,user-friendly Actively communicate,advertise and engage retention/attraction/satis and welcoming to all in Public Relations faction surveys(Econ Dev N/A-To be developed N/A-To be developed N/A-To be developed residents,businesses and to be developed) visitors Goal 5(b): EI Segundo approaches its work in a financially disciplined and responsible way Objective Activity KPIs February-April May-July August-September Quarter Averave Quarter Averave Quarter Avera+ Annual adoption of a structurally balanced 2) The City will In Compliance-August Monthly OpenGov maintain a structurally budget has been status reports on budget In compliance-Each In Compliance-Each balanced budget with Develop revenue streams and reserve fund uploaded/September versus actuals(accessed month has been uploaded month has been uploaded appropriate reserve to keep infrastructure advancing via City website)(Finance will be uploaded at the levels close of year-end books °Review and refine the budget/strategic Quarterly status report to plan process City Council on the strategic Quarterly report presented Quarterly report To be reported on °Develop a comprehensive master fee presented to City Council October 17 to City work plan progress to City Council on May 16 schedule and cost recovery policy to support (Finance) on August 15 Council 3) The City will City needs maintain a stable, Annual percent of costs efficient,and transparent Working with consultant Review of Business License Tax recovered for services N/A-to be developed N/A-to be developed financial environment to develop provided(Finance) Quarterly investment I Annual review of financial policies policy compliance Fully in Compliance Fully in Compliance Fully in Compliance (Treasury) 91 Page ESPD Performance Metrics Exhibit C: Monthly Report-August 2017 CRIME TYPE #of Crimes Percent Change From EI Segundo Previous Year(YTD) Culv Gar Haw HBch MBch lEig PV RBch Torr Homicide 0 0% 0 2 0 0 Rale 0 0% 1 3 0 1 Robbery 0 -19% 26 22 0 2 Aggravated Assault 0 14% 11 18 2 2 Burglary 13 0% 34 28 7 17 Theft/Larceny 34 -11% 67 122 54 58 Vehicle Theft 2 5% 41 42 7 6 Arson 0 0% 1 0 0 0 Total Part 1 49 -7% 181 237 70 86 0 0 0 0 PRIORITY TYPE #of Calls Response Times All RCC Agencies--#of Calls I Response Times EI Segundo (Dispatch to Onscene) (Dispatch to Onscene) Priority E 1 4:22 93 calls/2:43 minutes Priority 1 165 3:39 1999 calls 15:29 minutes Total 166 3:42 2092 calls/5:22 minutes POSITION RECRUITMENT&HIRING Entry-Police Officer We had 2 POT oral boards 8/1117 and 8/23117 we have 9 potential candidates going into backgrounds. Pre-Serivice/Lateral On 817117 1 Pre-service candidate passed the oral interview and is in backgrounds(E.Akopyan). Police Service Officer PSO 2nd interviews 818117 no one qualified,on 8131117 2nd interviews 1 candidate making it to backgrounds Police Assistant J.Duran signed conditional and is due to start 9111117. Police Cadet Oral board 8 interviewed 5 made it to backgrounds.Only 1 is left after background investigators(T.Griffin). Crime Scene Inv. No position available IS Developer No position available IS Specialist No position available DATE SPECIAL ENFORCEMENT,EDUCATION&MEETINGS,AUDITS&INSPECTIONS 8/21/2017 Area Commander co-hosted a community meeting on Clutter's Park to discuss QoL concerns from resident 8124/2017 ESPD hosted their monthly Security Directors'Breakfast Meeting with Business Community partners 8/2712017 The Department staffed a Crime Prevention and Recruting table at the City's Centennial Fair at Chevron Parl P:SUPER:ESPD MONTHLY METRICS 219 EL SEGUNDO CITY COUNCIL MEETING DATE: October 17,2017 AGENDA ITEM STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION: Consideration and possible action to explore discussion of evaluating and recommending potential City of El Segundo tax measures for the April 2018 ballot. (Fiscal Impact: varies) RECOMMENDED COUNCIL ACTION: 1. City Council discuss and consider possible action to explore recommendation of City of El Segundo tax measures on the April 2018 ballot. 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: None STRATEGIC PLAN: Goal: 5(b) Champion Economic Development and Fiscal Sustainability: El Segundo approaches its work in a financially disciplined and responsible way Objective: 2 The City will maintain a stable, efficient, and transparent financial environment FISCAL IMPACT: $ (0) Amount Budgeted: $0 Additional Appropriation: N/A PREPARED BY: Joseph Lillio, Finance Director8�,�uliana Demers,Revenue Manager APPROVED BY: Greg Carpenter, City Manager f t BACKGROUND & DISCUSSION: There are three tax measures that staff will discuss and review with City Council to explore adding one or more of these tax measures on the next City-wide election in April 2018. These three tax measures are: a local sales tax, a utility users tax (UUT), and the business license tax. Currently,the City of El Segundo (the"City")does not assess a local sales tax. This would be a new revenue source for the City. The UUT and business license tax are currently assessed by the City. The proposals would be to revise the structure of these existing tax measures. With this being brought forward at this time, the City can only place general tax measures, unless the Council declares a fiscal emergency, on the ballot when the City has its general municipal election. Local Sales Tax The statewide tax rate is 7.25%. In most areas of California, local jurisdictions have added district taxes that increase the tax owed by a seller. These district tax rates range from 0.10%to 1.00%. Some areas may have more than one district tax in effect. Sellers are required to report and pay the 220 applicable district taxes for their taxable sales and purchases. Depending on local municipalities,the total tax rate can be as high at 10.25%. The California sales tax applies to all sales of tangible goods, but does not apply to the sale of services. Most food and prescription drugs are also exempt from sales tax. A "Tax District" is a local jurisdiction that, under enabling statutes in various codes, may impose sales and use taxes within its borders. Voter approved district taxes may be levied on a countywide basis and within incorporated city limits. A city district tax rate applies only to addresses within the incorporated city limits. More than one district tax may be in effect in a given location. The California Board of Equalization provides the following table detailing the allocation of sales tax revenues: 1 State General Fund 4.1875% City/County General Fund(Bradley Burns rate) 1.0000% Public Safety(Prop. 172) 0.5000% County Realignment(mental health/welfare) 1.5625% Los Angeles County Transportation 0.5000% Los Angeles County Transportation 0.5000% Los Angeles County Metro Transportation Authority 0.5000% County Measure M Transportation(passed in Nov. 2016) 0.5000% County Measure H Homelessness (passed in March 2017) 0.2500% Total Sales Tax Rate in the City of El Segundo (as of October 1, 2017) 9.5000% Los Angeles County voters passed Measure M in November 2016 for a 0.5% County-wide transportation tax. All businesses and residents in the City of El Segundo are assessed this tax. The City's share of Measure M revenues which will be disbursed to the City of El Segundo on an annual basis is approximately$251,000. If this would have been a direct local sales tax, $6,000,000 would be the annual revenue to the City, instead of$251,000 under Measure M. Likewise, Los Angeles County voters passed Measure H in March 2017, effective October 1, 2017, for a 0.25% County-wide homelessness tax. The City's share of Measure H revenues which will be disbursed to the City of El Segundo on an annual basis is estimated to be minimal, possibly $0. If this would have been a direct local sales tax, $3,000,000 would be the annual revenue to the City, instead of$0 under Measure H. General local sales and use tax requires an affirmative vote by four members of the Council to place the measure on the ballot and voter approval of 50% + 1. A 0.25% local sales tax would generate about $3M per year for the City of El Segundo. A 0.5% local sales tax would generate about $6M. The local sales tax can be in perpetuity or include a sunset provision ranging from 5-30 years. There is a cap of 10.00% for the sales tax rate in the City limits. Los Angeles County could come in subsequent elections with an additional sales tax measure that would reach the 10% cap and prevent the City from implementing a local sales tax measure. Local Sales Tax policy options: 1. Status Quo: no local sales tax 2. Direct staff to look into pursuing a 0.25% general local sales tax 3. Direct staff to look into pursuing a 0.50% general local sales tax 221 Utilitv Users Tax (UUT) In addition to the County of Los Angeles, there are thirty-six (36) cities in the County of Los Angeles that assess a UUT. The City of Carson has the lowest UUT assessment at 2% on businesses and residents. The City of Culver City has the highest rate at 11%on businesses and residents.The current UUT rate assessed by the City is 3% on Electric, Gas & Water, and a 2% assessment on phones. These rates apply only to businesses,not Residents. Any changes to the current UUT structure would require an affirmative vote by four members of the Council to place the measure on the ballot, and voter approval: 50% + 1. Each I% increase in UUT will result in $1,700,000 (business UUT only) in additional revenue to the City. Each 1% UUT assessed on residential will result in $625,000 in new revenue to the City. The current UUT rate on residential is 0%. UUT policy options: 1. Status Quo: no action 2. Direct staff to look into pursuing an increase to the rates of 3% (gas, water, electric)/2% (phone) current UUT rate on business 3. Direct staff to look into pursuing an increase of the 3% (gas, water, electric)/2% (phone) current UUT rate on business and set a new rate for residential assessment Business License Tax The City of EI Segundo's current business license tax structure is detailed in Title 4 of the El Segundo Municipal Code. Most of the current language in Title 4 was developed in the 1960s and 70s, with revisions taking place by Ordinance in 1988, 1996, and 2000. The language and definitions of businesses and business models in the Municipal Code are outdated and do not reflect business types and models pertaining to the technological and shared economy. However,these and other businesses not specifically identified in the code are taxed under a catchall provision in the code. The general tax structure which is applicable to most businesses is based on number of employees and square footage aggregated to the first 10 employees and 5,000 square feet. Additional employees and a square foot charge is applied for the subsequent count, as explained in table below: Aggregated Tax Base First 10 employees and 5,000 sq. ft. $103.00 Employee Per employee over 10 $127.55 Square Footage Per square foot over 5,000 $0.25 For businesses in which employee count and square footage are irrelevant to the calculation, the tax structure follows different methods. The most common are listed in the table below: Residential Rental Property(not short term) base rate + per rental unit Parking Lots with shuttle per space Coin Operated Machines per machine _ Home Occupation flat fee Vehicles (Food Trucks, Garbage Trucks) per vehicle In addition to the tax structure, the City currently offers two credit incentives: a sales and use tax credit, and a penalty credit. A business generating sales tax to the City of El Segundo can utilize up to 40% of the sales tax payment to offset up to 100% of the business license tax. On average, 222 businesses claim a total of$1.3 million in yearly credits. A business that pays a business license tax late and is assessed a penalty can claim credit of 50% of the penalty paid towards the following year business license renewal. An average of$ 75,000 in penalty credit is claimed on a yearly basis. Restructuring the tax rate baseline by disaggregating employee count and square feet, establishing a tiered rate, and a creating general base rate when employee count and square footage are not a factor in the calculation will result in an additional $930,000 in new revenue to the City. By reducing the sales tax credit to 10%, eliminating the penalty credit, and at the same time offering a small business tax exemption the City will benefit of an additional —$ 920,000 in yearly revenues. Any changes to the current Business License Rate structure would require an affirmative vote by four members of the Council to place the measure on the ballot, and voter approval: 50%+ 1. Business License Tax policy options: 1. Status Quo: no action 2. Direct staff to look into pursuing a change in the tax rate as a package (rate structure, credit and exemption). 3. Direct staff to look into pursuing a change in the tax related to the rate structure calculation only. 4. Direct staff to look into pursuing a change in the tax related to the credits and exemption only. Citv's Financia! Forecast as Presented during the FY 2017-18 Budeet Adoution Projected Revenue & Expenditures $82,000,000 80,824,376 $80,000,000 78,550,373 $78,000,000 76,312,176 1 $76,000,000 73,485,496 $75,272,000 $73,971,860 $74,000,000 $69,335,290 71,000,000 $72,738,942 $72,000,000 r $69,335,290 / $73,465,429 + � $72,240,978 $70,000,000 $71,628,183 $71,906,067 $70,500,000 $68,000,000 $69,317,411 $66,000,000 68,802,780 $66,231,754 $64,000,000 FY 2017/18 FY 2018/19 FY 2019/20 FY 2020/21 FY 2021/22 FY 2022/23 —*—Projected Revenue —*--Projected Recession Revenues t Projected Expenditures Staff s Recommendation City Council to explore adding a local sales tax measures on the April 2018 ballot. Direct staff to immediately conduct polling to measure the voter support for a local sales tax measures. At the same time, conduct polling for a change to the business license tax to determine if the City should pursue this tax measure instead of the local sales tax measure in April 2018. 223 EL SEGUNDO CITY COUNCIL MEETING DATE: October 17, 2017 AGENDA ITEM STATEMENT AGENDA HEADING:Council MemberPirsztuk AGENDA DESCRIPTION: Consideration and possible action to explore discussion of evaluating alternative uses of the$200,000 that was allocated in the Fiscal Year(FY) 2017-18 budget for Golf Course lighting at the Lakes Golf Course. (Fiscal Impact: $0) RECOMMENDED COUNCIL ACTION: 1. City Council discuss and consider possible action to explore reevaluating strategic uses of the $200,000 that was allocated for Golf Course lighting at the Lakes Golf Course. 2. Alternatively, discuss and take other action related to this item. ATTACHED SUPPORTING DOCUMENTS: A. The FY 2017-18 Unfunded CIP list as identified by CIPAC STRATEGIC PLAN: Goal: 5(b) Champion Economic Development and Fiscal Sustainability: El Segundo approaches its work in a financially disciplined and responsible way Objective: 2 The City will maintain a stable, efficient, and transparent financial environment FISCAL IMPACT: $ (0) Amount Budgeted: $0 Additional Appropriation: N/A PREPARED BY: Joseph Lillio, Finance Director APPROVED BY: Greg Carpenter, City Manager BACKGROUND & DISCUSSION: The FY 2017-18 adopted budget included funding of$200,000 towards new lighting at the Lakes Golf Course. The total project cost to replace existing or add new lighting was estimated at$600,000. The City was to contribute $200,000 and Top Golf $400,000. On the October 3, 2017, City Council meeting,the majority of City Council voted to no longer extend the agreement with Center-Cal and Top Golf. Therefore,the City does not have an additional$400,000 available in funds to complete this golf course lighting rehab project. Council Member Pirsztuk requested an agenda item to be brought before City Council to discuss possible alternative uses of the $200,000 that is programed into the City's budget for the golf course lighting.Council Member Pirsztuk discussed reallocating these funds towards Parks facility maintenance with specific projects and repairs to be prioritized by the Parks Commission. 10 224 For City Councils'reference and discussion purposes,included in this report is attachment A:FY 2017- 18 Unfunded CIP list as identified by CIPAC. If City Council chooses to repurpose the $200,000, attachment A is a listing of projects that were identified by CIPAC as priority projects to address, however there were insufficient funds in the FY 2017-18 budget to fund these projects. In addition to Parks facility maintenance and alternative capital improvement projects,the funds could also be repurposed for paying down additional CalPERS pension liabilities. Paying down the City's pension liability by$200,000 would save the City$333,000 in pension interest expense.An additional use of the funds would be to fund a section 115 Pension Trust. The funds allocated to the section 115 Pension Trust could be used in future years to help defray increasing pension costs. 225 Attachment A City of EI Segundo -Capital Improvement Program - Current and Future Needs FY 2017-18 General Fund Unfunded CIPAC/Staff/Community Recommendations-Unfunded Main and Imperial Irrigation & Landscape Project $ 100,000 Playground Replacement for Washington Park $ 250,000 Richmond St. Ball Field upgrade $ 150,000 Downtown Street Tree Lightings $ 70,000 Missing Sidewalk (annual cost) $ 25,000 Teen Center Upgrades $ 100,000 Outreach Office Conversion $ 100,000 Racquetball Courts Refurbishment $ 75,000 Playground Shade Structures $ 325,000 Softball Field Bleachers $ 30,000 Skate Park Renovation $ 340,000 EI Segundo Blvd. Median Landscape Project $ 60,000 Electronic Marquee at Eucalyptus/Grand $ 40,000 Kitchen remodel at Gordon clubhouse $ 50,000 Downtown Flower Basket $ 180,000 Solar Powered Stop signs $ 25,000 Fitness Zone In Recreation Park $ 100,000 Grand Total $ 2,020,000 226 EL SEGUNDO CITY COUNCIL MEETING DATE: October 17, 2017 AGENDA STATEMENT AGENDA HEADING: Mayor Fuentes AGENDA DESCRIPTION: Consideration and possible action related to developing a Request for Proposals to explore options for future management and/or alternatives for the future use at The Lakes at El Segundo Golf Course,located at 400 S. Sepulveda Blvd. (Fiscal Impact: None) RECOMMENDED COUNCIL ACTION: 1. Discuss and provide direction to staff on how to proceed with a Request for Proposals for The Lakes at El Segundo; and/or, 2. Alternatively, discuss and take other possible action related to this item. ATTACHED SUPPORTING DOCUMENTS: 1. Deed Recorded December 28, 1989 FISCAL IMPACT: None Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A STRATEGIC PLAN: N/A 'p ORIGINATED BY: Meredith Petit, Director of Recreation and Parks �JV\'( REVIEWED BY: Greg Carpenter, City Manager `� APPROVED BY: Greg Carpenter, City Manager, BACKGROUND AND DISCUSSION: The Lakes at El Segundo Golf Course ("The Lakes"), located at 400 S. Sepulveda Blvd,is a city-owned and operated 9-hole par-29 executive golf course, fully lighted 58-bay driving range, putting green and practice area. The facility also includes a 4,000 square-foot clubhouse building with a pro shop, restaurant, meeting room and outdoor patio. The golf course opened in 1994 after the land was deeded to the City by Chevron for the purposes of public outdoor recreation. The Lakes is an Enterprise Fund, a type of fund with the intent that revenues generated by the enterprise activity will be devoted to funding all operations of the enterprise activity, including operations, maintenance, capital improvements and debt service. Historically, The Lakes Enterprise Fund revenues have not been able to support all obligations of the fund. To ensure fiscal responsibility, the City should explore alternative options to enable sustainable operations of the golf course property. Possibilities can include, but are not limited to, restructuring the management contract, sub-leasing portions of the operations to private business, determining a different use of the land, or redefining the financial expectations. The intent of this discussion item is to begin brainstorming the appropriate process to initiate action to find the best solution for the City. Once a direction is provided,a Request for Proposals can be developed to solicit interested parties accordingly. 1 1 227 20&7473 , fi@CORDED IN OFFICIAL. RECORDS RECORDING REQUESTED BY AND OF LOS ANGELES COUNTY,CA WHEN RECORDED, MAIL TO: DEC 28 IM AT 8 A.M. THE CITY OF EL SEGUNDO Recorder's Office 350 Main Street El Segundo, California 90245 Attention: City Clerk MAIL TAX STATEMENTS TO: FREE R SAME AS ABOVE NOTE: THIS IS A BONAFIDE GIFT AND THE GRANTOR RECEIVED NOTHING IN RETURN, Revenue and Taxation Code, Section 11911. APN 4138-014-018 (ptn) DEED CHEVRON U.S.A. INC., a Pennsylvania corporation ("Grantor"), hereby remises, releases and forever quitclaims to THE CITY OF EL SEGUNDO, a municipal corporation ("Grantee"), the following right relative to the real property in the City of EI Segundo, County of Los Angeles, State of California, described as follows and hereinafter referred to as the "Property": Parcel 1 of Parcel Map 17749, recorded on May 23, 1988, in Book 207, Page 59 of Parcel Maps, in the Office of the Recorder, County of Los Angeles, California- THAT CERTAIN RESERVATION TO GRANTOR set forth in the penultimate paragraph on page 3 of that certain Corporation Grant Deed of the Property from Grantor to Grantee, dated May 16, 1988, and recorded on May 24, 1988, under Recordation No. 88-826097 of the Official Records of Los Angeles County, California (the "Deed"). Said penultimate paragraph provides as follows: "Grantor hereby reserves to itself, its successors and assigns the exclusive right and power to amend said restrictions from time to time so as to permit all or any part of the Property to be used for purposes prohibited by said restrictions; provided, however, that any such amendment by Grantor shall t, beineffective to the extent that it permits the use of any part of the Property forI use which is prohibited by any covenant or restriction placed upon the Rfvperty by Grantee, its successors and assigns. Each such amendment r' �haii be binding upon anyone who acquires, whether before or after the u,, date of recordation of such amendment, any part of or interest in Grantor's On Quer Lands." w. - Page 1 of 3 - 6 3SW 3 Grantor and Grantee agree that the above paragraph shall be and hereby is deleted from the Deed and henceforth shall be and hereby is void and of no force and effect. In all other respects, the terms, conditions, covenants, restrictions, and all other provisions of the Deed shall remain in full force and effect. IN WITNESS WHEREOF, Grantor has executed the instrument this 26th day of December, 1989. GRANTOR: CHEVRON U.S.A. INC., a Pennsylvania corporation, BY: • !e �a.�.G.�� Its: Assistant Secretary ACCEPTED AND AGREED GRANTEE: THWMANA O, a municipal corporation, BY:Its: - Page 2 of 3 - 89 20'00473 0p 473 229 State of California ) Coufity of San Francisco ) On December 26, 1989, before me, is ,� a NotaryPublic in and for said County and State, duly cammIss oned and rn, personally appeared b.� personally known to me to be Assistant Secretary of CHEV N .A. INC., the Corporation described in and that executed the within instrument, and also known to me to be the person(s) who executed it on behalf of the said Corporation therein named and acknowledged to me that such corporation executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal, in the County and State aforesaid the day and year in this certificate above written. = OFFICIAL SEAL � lJ-' i A. M. BR:N4l.i"lGER Notary Public In an for the C � my of NOTARY YUBCIC•CA";:pRNIA a CITY AND COUNTY OF SAN FRANCISCO San FranCISCO, State of California My Comm.Expires March 23,1990. State of California } ss: County of Los Angeles } On December 27th , 1989, before me, the undersigned, a Notary Public in and for said State, personally appeared before me Ronald E. Cana , personally known to me (or proved to me on the basis of satisfactory evidence) to be the person who executed the within instrument as the City ManaUer on behalf of THE CITY OF EL SEGUNDO, the municipal corporation therein named, and acknowledged to me that such corporation executed the within instrument pursuant to its bylaws or a resolution of its City Council or other governing body. WITNESS my hand and official seal. . orta�sou J.o.,amu -- WTAWPUB lc-M(FO A I No ublie in and for the County of Los" gCO 'r Angeles, State of California - Page 3 of 3 - ju " 20834`3 230 t g� 2083474 RDS RECORDING REQUESTED BY AND R()r LOS ANG F.s0 IN �couNrl,CA WHEN RECORDED, MAIL TO: DEC ?.8'18 AT 8 A.M. THE CITY OF EL SEGUNDO Recorder's 4fAce j 350 Main Street EI Segundo, California 90245 Attention: City Clerk MAIL TAX STATEMENTS TO: FREE R SAME AS ABOVE NOTE: THIS IS A BONAFIDE GIFT AND THE GRANTOR RECEIVED NOTHING IN RETURN, Revenue and Taxation Code, Section 11911. APN 4138-014-018 (ptn) DEED CHEVRON U.S.A. INC., a Pennsylvania corporation ("Grantor"), executed a Corporation Grant Deed, dated May 16, 1988, and recorded on May 24, 1988, under Recordation No. 88-826097 (the "Deed") in favor of THE CITY OF EL SEGUNDO, a municipal corporation ("Grantee"), relative to the real property in the City of EI Segundo, County of Los Angeles, State of California, described as follows and hereinafter referred to as the "Property": Parcel 1 of Parcel Map 17749, recorded on May 23, 1988, in Book 207, Page 59 of Parcel Maps, in the Office of the Recorder, County of Los Angeles, California: The terms and conditions of said Deed are hereby incorporated by reference herein as if fully set forth. Terms as defined in said Deed and used herein shall have the meanings ascribed to them therein. .-� rel .•a J,t J 'V - Page 1 of 3 - a 900 3 r The restriction contained as item No. 1 on page 2 of said Deed is and shall be deleted in its entirety and the following shall be substituted therefor: 1. The Property is restricted in use and may be used solely and exclusively as (a) a public golf course and such other uses necessary, essential and related to the operation of a public golf course, including but not limited to specific support facilities as follows: a"pro shop" (including related retail space), restaurant for golf course patrons, and a golf cart storage facility; and/or (b) public outdoor recreational uses, including parks and playing fields and other similar active or passive recreational uses. In all other respects, said Deed shall remain in full force and effect except as amended and corrected hereby. IN WITNESS WHEREOF, Grantor has executed the instrument this 26th day of December, 1989. GRANTOR: CHEVRON U.S.A. INC., a Pennsylvania corporation, BY: (2.le Its: Assistant Secretary ACCEPTED AND AGREED GRANTEE: THE C SEGUNDO, a municipal corporation, BY: � Ronal E. Cano Its: CITY MAI&ER - Page 2of3 - 'DflW 004 Ck)47 232 State of Calif rnia L: ] I`-LI } ss: County of San Francisco } On December 26, 1989, before me, IVI' `p,,,, I, a Nota Public in and for said County and State, duly commisssionneed nd personally appeared � , personally known to me to be Assistant Secretary of CHf6RON U.S.A. INC., the Corporation described in and that executed the within instrument, and also known to me to be the person(s) who executed it on behalf of the said Corporation therein named and acknowledged to me that such corporation executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal, in the County and State aforesaid the day and year in this certificate above written. 241.k 1\R 1.►. K 41 OMCIAL SEAL + �Il� lrl Q� A. M.8i"NOLi�iG�R 2 Notary Public In and for th ounty of 4 ,,.� `- NOTARY PUOLIC-CALIFORNIA 3 - CrrY AND COUNTY OF SAN FRANCISCO 3 San Francisco, State of California 3 My Comm.Expires Mach 23,1090 7 .h ti R A A•.A k .Y. A+„ly rR l►J ki N State of California ) ss: County of Los Angeles } On December 27th , 1989, before me, the undersigned, a Notary Public in and for said State, personally appeared before me RONALD E. CANO , personally known to me (or proved to me on the basis of satisfactory evidence) to be the person who executed the within instrument as the CITY MANAGER on behalf of THE CITY OF EL SEGUNDO, the municipal corporation therein named, and acknowledged to me that such corporation executed the within instrument pursuant to its bylaws or a resolution of its City Council or other governing body. WITNESS my hand and official seal. s? OFTV&SEAL q J.0.AOIaFJI! NDTMY MV-CALWORINA U6 AMOD29 COLN" Public In and for the County of CO EV—MY ,o,ivoi 1 s Angeles, State of California - Page 3 of 3 - 89 2083474 233