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HomeMy WebLinkAboutAgenda Packet_11082021A G E N D A MEETING OF THE CITY COUNCIL Monday,November 8,2021 ~7:00 PM ALL COUNCIL MEMBERS AND STAFF WILL PARTICIPATE VIA TELECONFERENCE JOE KALMICK MAYOR First District MIKE VARIPAPA MAYOR PRO TEM Third District THOMAS MOORE COUNCIL MEMBER Second District SCHELLY SUSTARSIC COUNCIL MEMBER Fourth District SANDRA MASSA-LAVITT COUNCIL MEMBER Fifth District This Agenda contains a brief general description of each item to be considered.No action or discussion shall be taken on any item not appearing on the agenda,except as otherwise provided by law. Supporting documents,including agenda staff reports,and any public writings distributed by the City to at least a majority of the Council Members regarding any item on this agenda are available on the City’s website at www.sealbeachca.gov. City Council meetings are broadcast live on Seal Beach TV3 and on the City's website www.sealbeachca.gov).Check the SBTV3 schedule for rebroadcast of —meetings are available on- demand on the website (starting 2012)meeting. In compliance with the Americans with Disabilities Act of 1990,if you require disability -related modification or accommodation to attend or participate in this meeting,including auxiliary aids or services,please call the City Clerk's office at (562)431-2527 at least 48 hours prior to the meeting. NOTICE REGARDING PUBLIC OBSERVATION AND PARTICIPATION IN THE CITY COUNCIL MEETING Pursuant to Government Code section 54953(e),a proclaimed state of emergency and recommended State and County measures to promote social distancing remain in effect.Due to the continuing need for social distancing and guidance regarding public gatherings during the COVID-19 public health emergency,all participation in the above- referenced Meeting will be by teleconference for the Members of the City Council,staff, and applicants.Because of the unique nature of the emergency there will NOT be a physical meeting location and all public participation will be electronic.The City will continue to review these measures and determine whether meeting in person would continue to present imminent risks to the health or safety of attendees. PUBLIC COMMENT:Members of the public may submit comments on any item on this City Council meeting agenda via email to the City Clerk at gharper@sealbeachca.gov or via the comment icon through the online portal at https://www.sealbeachca.gov/Government/Agendas-Notices-Meeting- Videos/CouncilCommission-Meetings.All email comments the City Clerk receives before the start of the meeting will be posted on the City website and distributed to the Council Members.Email comments received after that time will be posted on the City’s website and forwarded to the City Council after the meeting. Those members of the public wishing to call in for comment during the meeting can join the Zoom Meeting from any electronic device by clicking the following link: https://us02web.zoom.us/j/82168073337.You may also call in by dialing 1-669-900-9128##.Those members requesting to speak by phone or on Zoom can unmute by entering *6 when called upon to speak.Once in the meeting,you will be added to the Waiting Room until the Public Comment period begins.At that time,you will be allowed to join the meeting to offer your comments.Commenters will be allotted five (5)minutes to address the City Council.The ability to comment will be disabled when your allotted time has expired. THIS NOTICE AND ELECTRONIC PARTICIPATION PROVISIONS SET FORTH IN THIS NOTICE ARE PROVIDED PURSUANT TO THE CITY COUNCIL’S DETERMINATION THAT REMOTE MEETINGS ARE STILL WARRANTED,AS REQUIRED BY GOVERNMENT CODE SECTION 54953(e). CALL TO ORDER COUNCIL ROLL CALL APPROVAL OF AGENDA &WAIVER OF FULL READING OF RESOLUTIONS ORDINANCES By motion of the City Council this is the time to notify the public of any changes to the agenda and /or rearrange the order of the agenda. PRESENTATIONS /RECOGNITIONS •Reserve Police Officer Dave Mains Retirement •Parking Sign –Beach Lot Update •Veterans Day Proclamation ORAL COMMUNICATIONS At this time members of the public may address the City Council regarding the items on this City Council agenda.Pursuant to the Brown Act,the City Council cannot discuss or take action on any items not on the agenda unless authorized by law. Those members of the public wishing to provide comment are asked to send comments via email to the City Clerk at gharper@sealbeachca.gov or via the comment icon on the City website at https://www.sealbeachca.gov/Government/Agendas- Notices-Meeting-Videos/Council-Commission-Meetings before 5:30pm on November 8, 2021.Comments provided via email by 5:30pm will be distributed to the City Council and posted on the City website for review by the public.Email comments received after that time will be posted on the City’s website and forwarded to the City Council after the meeting.Any documents for review should be sent to the City Clerk prior to the meeting for distribution. Those members of the public wishing to call in can join the Zoom Meeting from any electronic device by clicking the following link:https://us02web.zoom.us/j/82168073337.You may also call in by dialing 1-669-900-9128##.Those members requesting to speak by phone or on Zoom can unmute by entering *6 when called upon to speak.Once in the meeting,you will be added to the Waiting Room until the Public Comment period begins.At that time,you will be allowed to join the meeting to offer your comments.Commenters will be allotted five (5)minutes to address the City Council.The ability to comment will be disabled when your allotted time has expired. CITY ATTORNEY REPORT Craig A.Steele,City Attorney CITY MANAGER REPORT Jill R.Ingram,City Manager COUNCIL COMMENTS General Council Member comments and reporting pursuant to AB 1234. COUNCIL ITEMS –None CONSENT CALENDAR Items on the consent calendar are considered to be routine and are enacted by a single motion with the exception of items removed by Council Members. A.Approval of the October 25,2021 City Council Minutes -That the City Council approve the minutes of the Special City Council meeting and Regular City Council meeting held on October 25,2021. B.Demands on City Treasury (Fiscal Year 2022)–November 8,2021 -Receive and file. C.Reimbursement to Los Alamitos Unified School District for Half of the Cost to Replace the Gym Floor at McGaugh Elementary -That the City Council adopt Resolution 7213 approving reimbursement to Los Alamitos Unified School District for half of the total cost of replacement of the McGaugh Elementary gymnasium floor,including a 10%contingency,in the not-to-exceed amount of $117,789.10,and approve budget amendment BA 22-05-01 appropriating funds in the General Fund to pay for these costs. D.Approving and Authorizing Amendment No.2 to the Professional Services Agreement with NV5,Inc.for On-Call Professional Inspection Services -That the City Council adopt Resolution 7214:1.Approving Amendment No. 2 to the Professional Services Agreement dated July 22,2019,as previously amended by Amendment No.1 dated July 22,2019,with NV5,Inc.to increase compensation by $225,000 for a revised total contract not-to-exceed amount of $465,000 for additional on-call professional inspection services for the original term,and increasing compensation by $280,000 for a revised total not-to-exceed amount of $360,000 for each optional term extension;and,2.Authorizing the City Manager to Execute Amendment No.2. E.Approval of a Joint Agreement with the County of Orange for the new 800 MHz Countywide Coordinated Communication System (CCCS)-That the City Council adopt Resolution 7215:1.Approving an agreement between the City of Seal Beach and the County of Orange County for the 800 Megahertz Countywide Coordinated Communications System,which serves as the County's public safety radio system;and,2.Authorizing the City Manager to execute the agreement. F.Awarding and Authorizing a Professional Services Agreement for Furnishing and Installation of SCADA Radios and Antennas -That the City Council adopt Resolution 7216:1.Approving and awarding a Professional Services Agreement with Applied Technology Group,Inc.in a not-to-exceed amount of $72,963 to Furnish and Install SCADA Radios and Antennas;and,2. Authorizing and directing the City Manager to execute the Agreement;and,3. Authorizing the City Manager to approve additional work requests up to $7,000 in connection with Furnishing and Installation of SCADA Radios and Antennas. G.Approving and Authorizing Amendment No.1 to the Professional Services Agreement with B &B Nurseries,Inc.-That the City Council adopt Resolution 7217:1.Approving Budget Amendment 22-05-02 appropriating $43,707 in the Special Projects Fund;and,2.Approving Amendment No.1 to the Professional Services Agreement with B &B Nurseries,Inc.,for procurement and installation of five Coastal Oak trees in Gum Grove Nature Park;and,2.Authorizing and directing the City Manager to execute Amendment No.1. H.Review and Determine that the City Council will Continue to Conduct Public Meetings by Teleconference Pursuant to Government Code Section 54953(e)-The City Manager and City Attorney recommend that the City Council determine that the City Council will continue to conduct public meetings by teleconference pursuant to Government Code Section 54953(e),because in- person meetings would present imminent risks to the health and safety of attendees,and continue to review this matter periodically. ITEMS REMOVED FROM THE CONSENT CALENDAR PUBLIC HEARING –None UNFINISHED /CONTINUED BUSINESS I.Appointment of the Initial Five Members to the Board of Directors of the Seal Beach Historic Resources Foundation -That the City Council approve the appointment of the initial five members to the Board of Directors of the Seal Beach Historic Resources Foundation. NEW BUSINESS J.Discussion regarding redistricting process for federal,state,and local jurisdictions (2020 Census) ADJOURNMENT Adjourn the City Council to Monday,December 13,2021 at 5:30 p.m.to meet in closed session,if deemed necessary. Agenda Item A AGENDA STAFF REPORT DATE:November 8, 2021 TO:Honorable Mayor and City Council THRU:Jill R. Ingram, City Manager FROM:Gloria D. Harper, City Clerk SUBJECT:Approval of the October 25, 2021 City Council Minutes ________________________________________________________________ SUMMARY OF REQUEST: That the City Council approve the minutes of the Special City Council meeting and Regular City Council meeting held on October 25, 2021. BACKGROUND AND ANALYSIS: This section does not apply. ENVIRONMENTAL IMPACT: There is no environmental impact related to this item. LEGAL ANALYSIS: No legal analysis is required for this item. FINANCIAL IMPACT: There is no financial impact for this item. STRATEGIC PLAN: This item is not applicable to the Strategic Plan. MEASURE BB: This item is not applicable to Measure BB, the Seal Beach Neighborhood and Essential Services Protection Measure. Page 2 1 1 3 3 RECOMMENDATION: That the City Council approve the minutes of the Special City Council meeting and Regular City Council meeting held on October 25, 2021. SUBMITTED BY: NOTED AND APPROVED: Gloria D. Harper Jill R. Ingram Gloria D. Harper, City Clerk Jill R. Ingram, City Manager Prepared by: Dana Engstrom, Deputy City Clerk ATTACHMENTS: A. Minutes - Special City Council B. Minutes - Regular Session 6 4 2 0 Seal Beach, California October 25, 2021 The City Council met for a Special City Council meeting at 4:30 p.m. via teleconference. ROLL CALL Present: Mayor Kalmick Council Members: Varipapa, Sustarsic, Massa-Lavitt, Moore Absent: None City Staff: Jill R. Ingram, City Manager Patrick Gallegos, Assistant City Manager Gloria D. Harper, City Clerk Dana Engstrom, Deputy City Clerk ORAL COMMUNICATIONS Mayor Kalmick opened oral communications. City Clerk Harper announced that three (3) supplemental communications were received. Mayor Kalmick then closed oral communications. PRESENTATION A. Interview of the Potential Applicants for selection of the Initial Five (5) Board Members to the Seal Beach Historic Resources Foundation. The following seventeen (17) individuals were interviewed and Council Member questions were addressed by the applicants. 1. Adams, Mechelle 2. Cohen, Robert 3. DeSanto, Christopher 4. Foster, Rick 5. Gibbons, Tom 6. Kranda, Nathan 7. Krueger, Lorenz (Larry) 8. Machen, Deb 9. Sandler, Emily Parris 10. Smith, Nancy 11. Stauffer, Linda 12. Strawther, Larry 13. Syrengelas, Dino 14. Villanueva, James 15. Ward, William 16. Way, Tim 17. Weir, Scott 6 4 2 0 ADJOURNMENT Mayor Kalmick adjourned the Special City Council meeting at 6:00 p.m. Gloria D. Harper, City Clerk City of Seal Beach Approved: Joe Kalmick, Mayor Attested: Gloria D. Harper, City Clerk Seal Beach, California October 25, 2021 The City Council met in Regular Session at 7:04 p.m. via teleconference. ROLL CALL Present: Mayor Kalmick Council Members: Varipapa, Moore, Sustarsic, Massa-Lavitt Absent: None City Staff: Craig A. Steele, City Attorney Jill R. Ingram, City Manager Patrick Gallegos, Assistant City Manager Michael Henderson, Police Captain Joe Bailey, Chief, Marine Safety Department Barry Curtis, Interim Director of Community Development Kelly Telford, Director of Finance/City Treasurer Gloria D. Harper, City Clerk Dana Engstrom, Deputy City Clerk Iris Lee, Deputy Director of Public Works/City Engineer Erik Miranda, Orange County Fire Authority APPROVAL OF AGENDA & WAIVER OF FULL READING OF RESOLUTIONS AND ORDINANCES City Clerk Harper announced that four (4) supplemental communications were received after posting of the agenda. Council Member Moore pulled Item I from the consent calendar for separate consideration. Mayor Pro Tem Varipapa moved, second by Council Member Sustarsic, to approve the agenda. City Clerk Harper took a roll call vote to approve the agenda. AYES: Kalmick, Moore, Sustarsic, Massa-Lavitt, Varipapa NOES: None ABSENT: None ABSTAIN: None Motion carried PRESENTATIONS / RECOGNITIONS Legislative Update – Assemblywoman Janet Nguyen Southern California Edison Update 6 4 2 9 Construction Management Association of America (CMAA) Project Recognition Awards: Seal Beach Pier Reconstruction Project ORAL COMMUNICATIONS Mayor Kalmick opened oral communications. City Clerk Harper announced that no email comments were received. There were no callers on the line wishing to speak. Mayor Kalmick then closed oral communications. CITY ATTORNEY REPORT City Attorney Steele had no items to report. CITY MANAGER REPORT City Manager Ingram introduced and provided background information on Alexa Smittle, the newly appointed Community Development Director, who will begin on November 15, 2021. Ms. Smittle indicated that she is honored to serve the City of Seal Beach and looks forward to years of good work with City Council, staff, the community, and the businesses. Additionally, City Manager Ingram thanked Interim Community Development Barry Curtis for his service, leadership, and dedication to the City of Seal Beach over the past several months following the retirement of Community Development Director Les Johnson. Mr. Curtis thanked City Manager Ingram and Assistant City Manager Patrick Gallegos for the opportunity to serve the City and the citizens of Seal Beach. He also congratulated the City on the appointment of Alexa Smittle. COUNCIL COMMENTS Council Member Moore had no comments. Council Member Sustarsic thanked all the applicants of the Historical Resources Foundation that interviewed at the Special meeting tonight and noted that Seal Beach is very lucky to have such a talented and energetic group of citizens who are willing to help the City on this endeavor. Mayor Pro Tem Varipapa expressed his appreciation for Interim Community Development Director Barry Curtis’ service and stated that he is excited to meet new Community Development Director Alexa Smittle. Council Member Massa-Lavitt thanked Interim Community Development Director Barry Curtis for his service and stated that she looks forward to working with Alexa Smittle. Mayor Kalmick echoed the sentiments of his fellow Council Members thanking the interview participants as well as Interim Community Development Director Barry Curtis for his service and helping the City in so many ways. He also welcomed newly appointed Community Development Director Alexa Smittle. COUNCIL ITEMS There were no council items. 6 4 2 9 CONSENT CALENDAR Council Member Massa-Lavitt moved, second by Mayor Pro Tem Varipapa, to approve the recommended actions on the consent calendar. A. Approval of the October 11, 2021 City Council Minutes - That the City Council approve the minutes of the Closed Session and the Regular City Council meeting held on October 11, 2021. B. Demands on City Treasury (Fiscal Year 2022) – October 25, 2021 - Ratification. C. Monthly Investment Report – September 30, 2021 - Receive and file. D. Report of City Manager and Department Heads Authorized Contracts - That the City Council receive and file the report. E. Notice of Completion for the Almond Park Lighting Improvements Project, CIP PR2103 - That the City Council adopt Resolution 7204: 1. Accepting the Almond Park Lighting Improvements Project, CIP PR2103, by ABM Industries, Inc. dba ABM Electrical & Lighting Solutions Inc. (ABM) in the amount of $164,006.83; and, 2. Directing the City Clerk to file a “Notice of Completion” with the Orange County Clerk-Recorder within fifteen (15) days from the date of acceptance and to release retention 35 days after recordation of the Notice of Completion contingent upon no claims being filed on the Project. F. Approval of Master Equity Lease Agreement and Related Documents with Enterprise Fleet Management, Inc. - That the City Council adopt Resolution 7205 to: 1. Approve Budget Amendment BA 22-04-01 to appropriate $84,700 in the Vehicle Replacement Internal Service Fund to account for lease and upfitting costs related to leasing 11 vehicles; and, 2. Approve and authorize the City Manager to execute a master equity lease agreement with Enterprise Fleet Management, Inc. G. Adopting City of Seal Beach Standard Plans, 2021 Editions for Water, Sewer and Street Facilities - That the City Council take the following actions: 1. Adopt Resolution 7206: a) Adopting and approving the Standard Plans for Water Facilities, 2021 Edition, for the City of Seal Beach, as the minimum standard to be followed for the permitting, designing, and constructing of water facilities within the City of Seal Beach; and, b) Authorizing the Director of Public Works to make changes to said publication as required by new regulations on behalf of the City, and further authorizing the Director of Public Works to adopt and approve on behalf of the City future Standard Plans editions and amendments for water facilities as the minimum standard to be followed for the permitting, designing, and constructing of water facilities in the City, and to safeguard the City’s water infrastructure, and to protect public health and safety. 2. Adopt Resolution 7207: a) Adopting and approving the Standard Plans for Sewer Facilities, 2021 Edition, for the City of Seal Beach, as the minimum standard to be followed for the permitting, designing, and constructing of sewer facilities within the City of Seal Beach; and, b) Authorizing the Director of Public Works to make changes to said publication as required by new regulations on behalf of the City, and further authorizing the Director of Public Works to 6 4 2 9 adopt and approve on behalf of the City future Standard Plans editions and amendments for sewer facilities as the minimum standard to be followed for the permitting, designing, and constructing of sewer facilities in the City, and to safeguard the City’s water infrastructure, and to protect public health and safety. 3. Adopt Resolution 7208: a) Adopting and approving the Standard Plans for Street Facilities, 2021 Edition, for the City of Seal Beach, as the minimum standard to be followed for the permitting, designing, and constructing of street facilities within the City of Seal Beach; and, b) Authorizing the Director of Public Works to make changes to said publication as required by new regulations on behalf of the City, and further authorizing the Director of Public Works to adopt and approve on behalf of the City future Standard Plans editions and amendments for street facilities as the minimum standard to be followed for the permitting, designing, and constructing of street facilities in the City, and to safeguard the City’s street infrastructure, and to protect public health and safety. H. Awarding and Authorizing the City Manager to Execute Amendment No. 1 with So Cal Land Maintenance, Inc. for Citywide Landscape Maintenance Services - That the City Council adopt Resolution 7209: 1. Approving and awarding Amendment No. 1 for an additional one-year term and increasing the Contractor’s compensation by $16,005 for that one-year extension, for a total not-to-exceed compensation amount of $593,181.08 for the initial three-year term and the one-year extension; and, 2. Authorizing and directing the City Manager to execute Amendment No. 1; and, 3. Authorizing the City Manager the option to further extend the Agreement for a second one-year term, and to execute an amendment memorializing the second extension. I. Approving the Second Amendment to the Agreement for Solid Waste Handling Services - That the City Council approve the Second Amendment to the Agreement for Solid Waste Handling Services between the City of Seal Beach and Republic Services by adopting Resolution 7210. J. Approving and Authorizing Amendment No. 1 to the Professional Services Agreement with Interwest Consulting Group, Inc. - That the City Council adopt Resolution 7211: 1. Approving Amendment No. 1 to the Professional Services Agreement with Interwest Consulting Group, Inc. to provide temporary staffing assistance services in the Public Works Department; and, 2. Authorizing and directing the City Manager to execute Amendment No. 1. K. Approval of Employment Agreement for Community Development Director - That the City Council adopt Resolution 7212 approving the Employment Agreement between the City of Seal Beach and Alexa Smittle to be the City of Seal Beach Community Development Director and authorizing the City Manager to execute the contract. City Clerk Harper took a roll call vote to approve the consent calendar items. AYES: Kalmick, Varipapa, Sustarsic, Moore, Massa-Lavitt NOES: None ABSENT: None ABSTAIN: None 6 4 2 9 Motion carried ITEMS REMOVED FROM CONSENT CALENDAR I. Approving the Second Amendment to the Agreement for Solid Waste Handling Services - That the City Council approve the Second Amendment to the Agreement for Solid Waste Handling Services between the City of Seal Beach and Republic Services by adopting Resolution 7210. Assistant City Manager Gallegos provided a comprehensive review of the staff report and introduced Area Manager - Municipal Sales, Manuel Gouveia, with Republic Services and Senior Associate Haley Kunert with HF&H Consultants, who provided additional input and responded to Council Members questions. Council Member Massa-Lavitt moved, second by Mayor Pro Tem Varipapa to approve Item I. City Clerk Harper took a roll call vote to approve Item I. AYES: Kalmick, Varipapa, Sustarsic, Moore, Massa-Lavitt NOES: None ABSENT: None ABSTAIN: None Motion carried PUBLIC HEARING There were no public hearing items. UNFINISHED/CONTINUED BUSINESS There were no unfinished/continued business items. NEW BUSINESS L. Review and Determine that the City Council will Continue to Conduct Public Meetings by Teleconference Pursuant to Government Code Section 54953(e) - The City Manager and City Attorney recommend that the City Council determine that the City Council will continue to conduct public meetings by teleconference pursuant to Government Code Section 54953(e), because in-person meetings would present imminent risks to the health and safety of attendees, and continue to review this matter periodically. City Attorney Steele provided a comprehensive review of the staff report. Council Member Massa-Lavitt moved, second by Mayor Pro Tem Varipapa, to approve Item L. City Clerk Harper took a roll call vote to approve Item L. 6 4 2 9 AYES: Kalmick, Varipapa, Sustarsic, Moore, Massa-Lavitt NOES: None ABSENT: None ABSTAIN: None Motion carried STUDY SESSION M. User and Regulatory Fee Study for Community Development and Public Works - It is recommended that the Council: 1. Provide feedback on the proposed cost recovery levels and fees for Community Development and Public Works; and, 2. Direct staff to schedule a public hearing to formally consider adjustments to development-related user and regulatory fees. Director of Finance/City Treasurer Telford provided a brief background on the user and regulatory fee update and introduced Terry Madsen, Principal Consultant with ClearSource Financial Consulting, who discussed what a fee is, why cities charge fees and proactively manage fees, how fees are established and modified, how costs of services are derived, evaluating cost recovery, examples of recovery categories, cost recovery performance, regional fee comparison, overall findings, and action requested. Council Members questions were addressed. Council Member Moore moved, second by Council Member Massa-Lavitt, to direct staff to schedule a public hearing to formally consider adjustments to development-related user and regulatory fees. City Clerk Harper took a roll call vote to approve Item M. AYES: Kalmick, Varipapa, Sustarsic, Moore, Massa-Lavitt NOES: None ABSENT: None ABSTAIN: None Motion carried ADJOURNMENT Mayor Kalmick adjourned the City Council meeting at 9:26 p.m., to Monday, November 8, 2021, at 5:30 p.m. to meet in Closed Session if deemed necessary. ______________________ Gloria D. Harper, City Clerk City of Seal Beach 6 4 2 9 Approved: ___________________________ Joe Kalmick, Mayor Attested: ______________________ Gloria D. Harper, City Clerk Agenda Item C AGENDA STAFF REPORT DATE: November 8, 2021 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Steve Myrter, Director of Public Works SUBJECT:Reimbursement to Los Alamitos Unified School District for Half of the Cost to Replace the Gym Floor at McGaugh Elementary ________________________________________________________________ SUMMARY OF REQUEST: That the City Council adopt Resolution 7213 approving reimbursement to Los Alamitos Unified School District for half of the total cost of replacement of the McGaugh Elementary gymnasium floor, including a 10% contingency, in the not- to-exceed amount of $117,789.10, and approve budget amendment BA 22-05-01 appropriating funds in the General Fund to pay for these costs. BACKGROUND AND ANALYSIS: The City of Seal Beach currently utilizes the athletic gym located on the McGaugh Elementary campus at 1698 Bolsa Avenue. The City’s use of the gym is managed between the City and Los Alamitos Unified School District (LAUSD) through a Joint Use Agreement. The City uses the gym during non-school hours allowing for increased recreation opportunities to be offered to Seal Beach residents. Some of the activities that take place in the gym are adult basketball, youth basketball, open gym volleyball, youth volleyball and other various youth programs. The flooring inside the gym is plank wood which was installed when the gym was built in the mid-1960’s. This type of material traditionally has a 30 to 40-year life span based on the use. The City and LAUSD have regularly maintained the floor by applying new varnish annually; however for the past 15 years the floor has not been sanded as the wood planking is too thin and sanding would expose the nails. Hence, the flooring is beyond its useful life and requires replacement. Over the past three (3) years the City and LAUSD have discussed replacement of the floor as part of the City and LAUSD Working Group. Through these discussions, the City and the District have agreed to share the cost of the gym floor at this facility since it is an asset to the City and LAUSD. Page 2 On October 26, 2021, LAUSD approved an agreement with Pacific Flooring Company, Inc. to replace the flooring within the gym. The total cost of replacement is $214,162.00 plus a 10% contingency of $21,416.20 for a total cost of $235,578.20. The City’s total share for replacement would be $117,789.10. Both parties have met and conferred and have come to a mutual agreement on shared costs and the Joint Use Agreement. ENVIRONMENTAL IMPACT: There is no environmental impact related to this item. LEGAL ANALYSIS: The City Attorney has reviewed and approved as to form. FINANCIAL IMPACT: The City’s total share for replacement of the gym floor is estimated to be $117,789.10. The City is proposing BA 22-05-01 appropriating funds in the General Fund to pay for the costs. The proposed budget amendment is as follows: Description Account Revised/ Adopted Budget Proposed Budget Budget Amendment Intergovernmental 101-150-0019-51290 $ 201,600.00 $ 319,389.10 $ 117,789.10 STRATEGIC PLAN: This item is not applicable to the Strategic Plan. MEASURE BB: This item is not applicable to Measure BB, the Seal Beach Neighborhood and Essential Services Protection Measure. RECOMMENDATION: That the City Council adopt Resolution 7213 approving reimbursement to Los Alamitos Unified School District for half of the total cost of replacement of the McGaugh Elementary gymnasium floor, including a 10% contingency, in the not- to-exceed amount of $117,789.10, and approve budget amendment BA 22-05-01 appropriating funds in the General Fund to pay for these costs. Page 3 SUBMITTED BY: NOTED AND APPROVED: Steve Mryter Jill R. Ingram Steve Myrter Jill R. Ingram, City Manager Director of Public Works Prepared by: Tim Kelsey, Recreation Manager ATTACHMENTS: A. Resolution 7213 RESOLUTION 7213 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING THE EXPENDITURE OF $117,789.10 TO REIMBURSE LOS ALAMITOS UNIFIED SCHOOL DISTRICT FOR HALF OF THE TOTAL COST PLUS CONTINGENCY TO REPLACE THE MCGAUGH GYM FLOOR WHEREAS The City Council hereby approves the expenditure with the Los Alamitos Unified School District for half of total cost to replace the McGaugh Gym floor; and, WHEREAS the McGaugh Gym is a valuable resource for recreation opportunities to the community of Seal Beach; and, WHEREAS the City of Seal Beach and the Los Alamitos Unified School District have met and conferred as by the Joint Use Agreement and agreed to share the expense of replacement of the floor 50/50; and, WHEREAS the fiscal impact to the city will be $117,789.10. THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE: Section 1. Budget Amendment BA 22-05-01 is hereby approved, as follows: Description Account Revised/ Adopted Budget Proposed Budget Budget Amendment Intergovernmental 101-150-0019-51290 $ 201,600.00 $ 319,389.10 $ 117,789.10 Section 2. The Council hereby authorizes the City Manager or her designee to remit payment on behalf of the City of Seal Beach to Los Alamitos Unified School District for half the cost of replacement of the McGaugh gym floor, including a 10% contingency, in the not-to-exceed amount of $117,789.10. PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a regular meeting held on the 8th day of November, 2021 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Joe Kalmick, Mayor ATTEST: Gloria D. Harper, City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Gloria D. Harper, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution 7213 on file in the office of the City Clerk, passed, approved, and adopted by the City Council at a regular meeting held on the 8th day of November, 2021. Gloria D. Harper, City Clerk Agenda Item D AGENDA STAFF REPORT DATE:November 8, 2021 TO:Honorable Mayor and City Council THRU:Jill R. Ingram, City Manager FROM:Steve Myrter, P.E., Director of Public Works SUBJECT:Approving and Authorizing Amendment No. 2 to the Professional Services Agreement with NV5, Inc. for On-Call Professional Inspection Services ________________________________________________________________ SUMMARY OF REQUEST: That the City Council adopt Resolution 7214: 1. Approving Amendment No. 2 to the Professional Services Agreement dated July 22, 2019, as previously amended by Amendment No. 1 dated July 22, 2019, with NV5, Inc. to increase compensation by $225,000 for a revised total contract not-to-exceed amount of $465,000 for additional on-call professional inspection services for the original term, and increasing compensation by $280,000 for a revised total not-to-exceed amount of $360,000 for each optional term extension; and, 2. Authorizing the City Manager to Execute Amendment No. 2. BACKGROUND AND ANALYSIS: The City has a robust capital improvement, development services, and interagency coordination program that requires on-going inspection services to support demand and ensure construction work complies with design requirements and City standards. The City entered into a three-year on-call professional services agreement (Agreement) with NV5, Inc. (NV5) on July 22, 2019 in response to this need. Amendment No. 1 was also approved on the same night that clarified the Agreement’s indemnification obligations. While the City has entered into agreements with other consultants to provide similar services, NV5 became the City’s primary Public Works inspector in 2021 for capital improvement projects, Orange County Sanitation District (OC San) Westminster Force Main, I-405 Improvement Project (I-405), and various development permits. Given the magnitude of these efforts, the Agreement’s $240,000 compensation limit is close to being fully encumbered. Page 2 1 1 3 0 The I-405 and OC San interagency projects have increased their respective construction activities in recent years. Staff anticipates additional inspection needs beyond those generally required for the City’s capital and development efforts. As such, NV5 submitted a letter proposal to continue providing as-needed professional inspection services for an additional $225,000 for a total Agreement not-to-exceed amount of $465,000 for the original term. This amount was calculated based on average monthly inspection needs forecasted to the end of the Agreement’s original term, which is slated to expire July 22, 2022. Should the City elect to extend the original Agreement, it is recommended to increase each one-year extension total not-to-exceed amount to $360,000. All other terms in the Agreement will remain unaltered. It should be noted that I-405, OC San, and development permit-related expenditures will be reimbursed by the respective agency or applicant. This reimbursable amount is estimated to be 70 percent of the overall inspection needs. ENVIRONMENTAL IMPACT: This item is not subject to the California Environmental Quality Act (“CEQA”) pursuant to Section 15061(b)(3) of the state CEQA Guidelines because it can be seen with certainty that approval of Amendment No. 2 to the Professional Services Agreement with NV5, Inc. will not have a significant effect on the environment. LEGAL ANALYSIS: The City Attorney has approved the agreement and resolution as to form. FINANCIAL IMPACT: The approval of the proposed Amendment No. 2 does not directly appropriate or expend funds. Services performed by NV5, Inc. under this Agreement will be used to the extent of available funding in the applicable budget accounts. STRATEGIC PLAN: This item is not applicable to the Strategic Plan. MEASURE BB: This item is not applicable to Measure BB, the Seal Beach Neighborhood and Essential Services Protection Measure. RECOMMENDATION: That the City Council adopt Resolution 7214: Page 3 1 1 3 0 1. Approving Amendment No. 2 to the Professional Services Agreement dated July 22, 2019, as previously amended by Amendment No. 1 dated July 22, 2019, with NV5, Inc. to increase compensation by $225,000 for a revised total contract not-to-exceed amount of $465,000 for additional on-call professional inspection services for the original term, and increasing compensation by $280,000 for a revised total not-to-exceed amount of $360,000 for each optional term extension; and, 2. Authorizing the City Manager to Execute Amendment No. 2. SUBMITTED BY: NOTED AND APPROVED: Steve Myrter Jill R. Ingram Steve Myrter, P.E., Director of Public Works Jill R. Ingram, City Manager Prepared by: Iris Lee, Deputy Public Works Director/City Engineer ATTACHMENTS: A. Resolution 7214 B. Agreement and Amendment No. 1 with NV5, Inc. C. Amendment No. 2 with NV5, Inc. RESOLUTION 7214 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT WITH NV5, INC. FOR ON-CALL PROFESSIONAL INSPECTION SERVICES WHEREAS, the City has a robust capital improvement, development services, and interagency coordination program that requires on-call professional inspection services; and, WHEREAS, on July 22, 2019, City Council adopted Resolution 6934 approving a Professional Services Agreement (Agreement) with NV5, Inc. (NV5) in the amount of $240,000 for the Original Term, and $80,000 for each optional term extension, to provide On-Call Professional Inspection Services; and, WHEREAS, on July 22, 2019, the City also entered into Amendment No. 1 of the Agreement with NV5 to clarify the contract indemnification obligations; and, WHEREAS, the due to the City’s on-going professional inspection services needs, the amount authorized under the current Agreement with NV5 for is close to being fully encumbered; and, WHEREAS, the City and NV5 desire to increase the Agreement compensation limit. NOW, THEREFORE, THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE: Section 1. The City Council hereby approves Amendment No. 2 dated November 8, 2021 to the Agreement dated July 22, 2019, as previously amended by Amendment No. 1 dated July 22, 2019, between the City of Seal Beach and NV5, Inc. to increase NV5’s compensation by $225,000 for a revised total contract not-to-exceed amount of $465,000 for the Original Term, and increase NV5’s compensation by $280,000 for a revised not- to-exceed amount of $360,000 for each term extension, attached hereto as Exhibit A-2 to Amendment No. 2 and incorporated herein by this reference as though set forth in full. Section 2. The City Council hereby authorizes and directs the City Manager to execute Amendment No. 2. 6 3 9 1 PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a regular meeting held on the 8th day of November, 2021 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Joe Kalmick, Mayor ATTEST: Gloria D. Harper, City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Gloria D. Harper, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution 7214 on file in the office of the City Clerk, passed, approved, and adopted by the City Council at a regular meeting held on the 8th day of November, 2021. Gloria D. Harper, City Clerk ADDENDUM NO. 1 TO PROFESSIONAL SERVICES AGREEMENT for On -Call Professional Inspection Services between City of Seal Beach 211 - 8th Street Seal Beach, CA 90740 N NV5, Inc. 9890 Irvine Center Drive Irvine, CA 92618 949) 585-0477 This Addendum No. 1, dated July 22, 2019, amends that certain Professional Services Agreement ("Agreement') dated July 22, 2019, between NV5, Inc. ("Consultant"), a California corporation and the City of Seal Beach ("City"), a California charter city, collectively, "the Parties"). RECITALS A. City and Consultant are parties to the Agreement, pursuant to which City retained Consultant to provide certain professional inspection services to City. B. City and Consultant desire to amend the Agreement pursuant to this Addendum to correct a clerical error in Section 16.0 of the Agreement with regard to the indemnification obligations of Consultant under the Agreement. NOW THEREFORE, in consideration of the Parties' performance of the promises, covenants, and conditions stated herein, the Parties hereto agree as follows. ADDENDUM Section 1. Section 16.1 of the Agreement is hereby deleted and the following provision substituted in its place: 16.1. Indemnity for Professional Services. To the fullest extent permitted by law, Consultant shall, at its sole cost and expense, defend, indemnify and hold harmless the City, its elected officials, officers, attorneys, agents, employees, designated volunteers, successors, assigns and those City agents serving as independent contractors in the role of City officials collectively "Indemnitees" in this Section 16.0), from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, judgments, penalties, liens, and losses of any nature whatsoever, including fees of accountants and other professionals, and all costs associated therewith, and reimbursement of attorneys' fees and costs of defense (collectively "Claims"), whether actual, alleged or threatened, which arise out of, pertain to, or relate to, in whole or in part, the negligence, recklessness or willful misconduct of Consultant, and/or its officers, agents, servants, employees, subcontractors, contractors or their officers, agents, servants or employees (or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of professional services under this Agreement. Consultant shall defend the Indemnitees in any action or actions filed in connection with any Claims with counsel of the Indemnitees' choice, and shall pay all costs and expenses, including all attorneys' fees and experts' costs actually incurred in connection with such defense. Consultant shall reimburse the Indemnitees for any and all legal expenses and costs incurred by the Indemnitees in connection therewith. Notwithstanding the foregoing and as required by Civil Code § 2782.8(a), in no event shall the cost to defend the Indemnitees that is charged to Consultant exceed Consultant's proportionate percentage of fault. Section 2. Section 16.2 of the Agreement is hereby deleted and the following provision substituted in its place: Page 2 of 4 16.2. Other Indemnitees. Other than in the performance of professional services, and to the fullest extent permitted by law, Consultant shall, at its sole cost and expense, protect, defend, hold harmless and indemnify the Indemnitees from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, judgments, penalties, liens and losses of any nature whatsoever, including fees of accountants, attorneys and other professionals, and all costs associated therewith, and the payment of all consequential damages (collectively Damages"), in law or equity, whether actual, alleged or threatened, which arise out of, pertain to, or relate to the acts or omissions of Consultant, its officers, agents, servants, employees, subcontractors, materialmen, suppliers, or contractors, or their officers, agents, servants or employees (or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees' active or passive negligence, except for Damages arising from the sole negligence or willful misconduct of the Indemnitees, as determined by final arbitration or court decision or by the agreement of the Parties. Consultant shall defend the Indemnitees in any action or actions filed in connection with any Damages with counsel of the Indemnitees' choice, and shall pay all costs and expenses, including all attorneys' fees and experts' costs actually incurred in connection with such defense. Consultant shall reimburse the Indemnitees for any and all legal expenses and costs incurred by the Indemnitees in connection therewith." Section 3. Except as expressly modified or supplemented by this Addendum No. 1, all other provisions of the Agreement shall remain unaltered and in full force and effect. In the event of a conflict between the provisions of this Addendum No. 1 and the provisions of the Agreement, the provisions of this Addendum No. 1 shall control. Section 4. This Addendum No. 1 shall be effective on July 22, 2019. IN WITNESS WHEREOF, the Parties hereto, through their respective authorized representatives have executed this Addendum No. 1 as of the date and year first above written. Page 3 of 4 CITY OF SACH By: Alni Ingram, Ci Attest: By: r . loria D. Haro*, Approved asjq Forrry? 0 Steele, City Attorney CONSULTANT: NV5, Inc., a California corporation By: 04111 -- Name: se .ate rd1 , coo lei. PE Please note, two signatures required for corporations under Corp. Code § 313, unless corporate documents authorize only one person to sign this Agreement on behalf of the corporation.) Page 4 of 4 PROFESSIONAL SERVICES AGREEMENT for On -Call Professional Inspection Services between City of Seal Beach 211 - 8th Street Seal Beach, CA 90740 0 NV5, Inc. 9890 Irvine Center Drive Irvine, CA 92618 949) 585-0477 This Professional Service Agreement ("the Agreement") is made as of July 22, 2019 the "Effective Date"), by and between NV5, Inc. ("Consultant"), a Corporation and the City of Seal Beach ("City"), a California charter city, (collectively, "the Parties"). 1 of 14 RECITALS A. City desires certain professional services. B. Pursuant to the authority provided by its City Charter and Seal Beach Municipal Code § 3.20.025(C), City desires to engage Consultant to provide Professional Engineering services in the manner set forth herein and more fully described in Section 1.0. C. Consultant represents that the principal members of its firm are qualified professionals and are fully qualified to perform the services contemplated by this Agreement in a good and professional manner; and it desires to perform such services as provided herein. NOW THEREFORE, in consideration of the Parties' performance of the promises, covenants, and conditions stated herein, the Parties hereto agree as follows. AGREEMENT 1.0 Scope of Services 1. 1. Consultant shall provide those services ("Services") set forth in the attached Exhibit A, which is hereby incorporated by this reference. To the extent that there is any conflict between Exhibit A and this Agreement, this Agreement shall control. 1.2. Consultant shall perform all Services under this Agreement in accordance with the standard of care generally exercised by like professionals under similar circumstances and in a manner reasonably satisfactory to City. 1.3. In performing this Agreement, Consultant shall comply with all applicable provisions of federal, state, and local law. 1.4. As a material inducement to City to enter into this Agreement, Consultant hereby represents that it has the experience necessary to undertake the Services to be provided. In light of such status and experience, Consultant hereby covenants that it shall follow the customary professional standards in performing all Services. The City relies upon the skill of Consultant, and Consultant's staff, if any, to do and perform the Services in a skillful, competent, and professional manner, and Consultant and Consultant's staff, shall perform the Services in such manner. Consultant shall, at all times, meet or exceed any and all applicable professional standards of care. The acceptance of Consultant's work by the City shall not operate as a release of Consultant from such standard of care and workmanship. 2of14 1.5. Consultant will not be compensated for any work performed not specified in the Scope of Services unless the City authorizes such work in advance and in writing. The City Manager may authorize extra work to fund unforeseen conditions up to the amount approved at the time of award by the City Council. Payment for additional work in excess of this amount requires prior City Council authorization. 2.0 Term 2.1. The term of this Agreement shall commence as of the Effective Date and shall continue for a term of three (3) years ("Original Term") and shall expire at midnight on July 22, 2022, unless sooner terminated or extended as provided by this Agreement. 2.2. The City, at its sole option, may elect to extend the Original Term of this Agreement, upon the same terms and conditions, for up to two (2) additional terms of one year each ("extension"), by providing written notice to Contractor at least one month prior to the expiration of an existing term. If timely elected by the City, the first extension shall have a term extending from July 22, 2022 through and including July 22, 2023, unless sooner terminated or extended pursuant to this Agreement. If timely elected by the City, the second extension shall be from July 22, 2023 through and including July 22, 2024, unless sooner terminated pursuant to this Agreement. Any extension shall not be effective except upon execution of a written amendment to this Agreement signed by the City Manager and Contractor's authorized representatives. 3. 0 Consultant's Compensation 3.1. City will pay Consultant in accordance with the hourly rates shown on the fee schedule set forth in Exhibit A for Services but in no event will the City pay more than the total not -to -exceed amount of $240,000 for the Original Term. 3.2. In the event that City elects to extend the Original Term in accordance with Section 2.2 of this Agreement, City will pay Consultant in accordance with the hourly rates shown on the fee schedule set forth in Exhibit A for Services but in no event will the City pay more than the total not -to -exceed amount of $80,000 for each extension. 3.3. Consultant will not be compensated for any work performed not specified in the Scope of Services unless the City authorizes such work in advance and in writing. The City Manager may authorize extra work to fund unforeseen conditions up to the amount approved at the time of award by the City Council. Payment for additional work in excess of this amount requires prior City Council authorization. Any additional work authorized by the City Council pursuant to this Section will be compensated in accordance with the fee schedule set forth in Exhibit A. 3of14 4.0 Method of Payment 4.1. Consultant shall submit to City monthly invoices for all Services rendered pursuant to this Agreement. Such invoices shall be submitted within 15 days of the end of the month during which the Services were rendered and shall describe in detail the Services rendered during the period, the days worked, number of hours worked, the hourly rates charged, and the Services performed for each day in the period. City will pay Consultant within 30 days of receiving Consultant's invoice. City will not withhold any applicable federal or state payroll and other required taxes, or other authorized deductions from payments made to Consultant. 4.2. Upon 24-hour notice from City, Consultant shall allow City or City's agents or representatives to inspect at Consultant's offices during reasonable business hours all records, invoices, time cards, cost control sheets and other records maintained by Consultant in connection with this Agreement. City's rights under this Section 4.2 shall survive for two years following the termination of this Agreement. 5.0 Termination 5.1. This Agreement may be terminated by City, without cause, or by Consultant based on reasonable cause, upon giving the other party written notice thereof not less than 30 days prior to the date of termination. 5.2. This Agreement may be terminated by City upon 10 days' notice to Consultant if Consultant fails to provide satisfactory evidence of renewal or replacement of comprehensive general liability insurance as required by this Agreement at least 20 days before the expiration date of the previous policy. 6.0 Party Representatives 6.1. The City Manager is the City's representative for purposes of this Agreement. 6.2. Peter Salgado is the Consultant's primary representative for purposes of this Agreement. Peter Salgado shall be responsible during the term of this Agreement for directing all activities of Consultant and devoting sufficient time to personally supervise the Services hereunder. Consultant may not change:. its representative without the prior written approval of City, which approval shall not be unreasonably withheld. 7.0 Notices 7.1. All notices permitted or required under this Agreement shall be deemed made when personally delivered or when mailed 48 hours after deposit 4of14 in the United States Mail, first class postage prepaid and addressed to the party at the following addresses: To City: City of Seal Beach 211 -8th Street Seal Beach, California 90740 Attn: City Manager To Consultant: NV5, Inc. 9890 Irvine Center Drive Irvine, CA 92618 Attn: Peter Salgado 7.2. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. 8.0 Independent Contractor 8.1. Consultant is an independent contractor and not an employee of the City. All work or other Services provided pursuant to this Agreement shall be performed by Consultant or by Consultant's employees or other personnel under Consultant's supervision, and Consultant and all of Consultant's personnel shall possess the qualifications, permits, and licenses required by State and local law to perform such Services, including, without limitation, a City of Seal Beach business license as required by the Seal Beach Municipal Code. Consultant will determine the means, methods, and details by which Consultant's personnel will perform the Services. Consultant shall be solely responsible for the satisfactory work performance of all personnel engaged in performing the Services and compliance with the customary professional standards. 8.2. All of Consultant's employees and other personnel performing any of the Services under this Agreement on behalf of Consultant shall also not be employees of City and shall at all times be under Consultant's exclusive direction and control. Consultant and Consultant's personnel shall not supervise any of City's employees; and City's employees shall not supervise Consultant's personnel. Consultant's personnel shall not wear or display any City uniform, badge, identification number, or other information identifying such individual as an employee of City; and Consultant's personnel shall not use any City e-mail address or City telephone number in the performance of any of the Services under this Agreement. Consultant shall acquire and maintain at its sole cost and expense such vehicles, equipment and supplies as Consultant's personnel require to perform any of the Services required by this Agreement. Consultant shall perform all Services off of City premises at locations of Consultant's choice, except as otherwise may from time to time be necessary in order for Consultant's personnel to receive projects from City, review plans on file at City, pick up or deliver any work product related to Consultant's performance of any Services 5of14 under this Agreement, or as may be necessary to inspect or visit City locations and/or private property to perform such Services. City may make a computer available to Consultant from time to time for Consultant's personnel to obtain information about or to check on the status of projects pertaining to the Services under this Agreement. 8.3. Consultant shall be responsible for and pay all wages, salaries, benefits and other amounts due to Consultant's personnel in connection with their performance of any Services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: Social Security taxes, other retirement or pension benefits, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. Notwithstanding any other agency, State, or federal policy, rule, regulation, statute or ordinance to the contrary, Consultant and any of its officers, employees, agents, and subcontractors providing any of the Services under this Agreement shall not become entitled to, and hereby waive any claims to, any wages, salaries, compensation, benefit or any incident of employment by City, including but not limited to, eligibility to enroll in, or reinstate to membership, in, the California Public Employees Retirement System ("PERS") as an employee of City, and entitlement to any contribution to be paid by City for employer contributions or employee contributions for PERS benefits. 8.4. Consultant shall indemnify and hold harmless City and its elected officials, officers, employees, servants, designated volunteers, and agents serving as independent contractors in the role of City officials, from any and all liability, damages, claims, costs and expenses of any nature to the extent arising from Consultant's personnel practices. City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant's failure to promptly pay to City any reimbursement or indemnification arising under this Section. This duty of indemnification is in addition to Consultant's duty to defend, indemnify and hold harmless as set forth in Sections 9.0 and 16.0 of this Agreement. 9.0 PERS Compliance and Indemnification 9.1. General Requirements. The parties acknowledge that City is a local agency member of PERS, and as such has certain pension contributions to PERS on behalf of qualifying employees. In providing its employees and any other personnel to perform any work or other Services under this Agreement, Consultant shall assure compliance with the Public Employees' Retirement Law, commencing at Government Code § 20000, the regulations of PERS, and the Public Employees' Pension Reform Act of 2013, as amended. Without limitation to the foregoing, Consultant shall assure compliance with regard to personnel who have active or inactive membership in PERS and to those who are retired 6of14 annuitants and shall not assign or utilize any personnel in a manner that will cause City to be in violation of the applicable retirement laws and regulations. 9.2. Indemnification. In the event that Consultant or any of its officers, employees, agents, or subcontractors providing any of the Services under this Agreement, is determined by a final enforceable decision of a court of competent jurisdiction or by PERS to be a common law employee of City, to be eligible for enrollment in PERS as an employee of City, or to be reinstated from PERS retirement as an employee of City, Consultant shall defend ( with legal counsel approved by City, whose approval shall not be unreasonably withheld), indemnify and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its officers, employees, agents or subcontractors, as well as for the payment of penalties and interest on such contributions, and any other any fees, fines, reimbursements, losses, or other monetary damages of any kind whatsoever that is claimed, asserted, or alleged, which would otherwise be the responsibility of City. This duty of indemnification is in addition to Consultant's duty to defend, indemnify and hold harmless as set forth in Sections 8.0 and 16.0 of this Agreement. 10.0 Confidentiality Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without prior written authorization by City. City shall grant such authorization if applicable law requires disclosure. All City data shall be returned to City upon the termination of this Agreement. Consultant's covenant under this Section shall survive the termination of this Agreement. 11.0 Subcontractors No portion of this Agreement shall be subcontracted without the prior written approval of the City. Consultant is fully responsible to City for the performance of any and all subcontractors. 12.0 Assignment Consultant shall not assign or transfer any interest in this Agreement whether by assignment or novation, without the prior written consent of City. Any purported assignment without such consent shall be void and without effect. 13.0 Inspection and Audit of Records Consultant shall maintain complete and accurate records with respect to all Services and other matters covered under this Agreement, including but expressly not limited to, all Services performed, salaries, wages, invoices, time cards, cost control sheets, costs, expenses, receipts and other records with 7of14 respect to this Agreement. Consultant shall maintain adequate records on the Services provided in sufficient detail to permit an evaluation of all Services in connection therewith. All such records shall be clearly identified and readily accessible. At all times during regular business hours, Consultant shall provide City with free access to such records, and the right to examine and audit the same and to make copies and transcripts as City deems necessary, and shall allow inspection of all program data, information, documents, proceedings and activities and all other matters related to the performance of the Services under this Agreement. Consultant shall retain all financial and program service records and all other records related to the Services and performance of this Agreement for at least three (3) years after expiration, termination or final payment under this Agreement, whichever occurs later. City's rights under this Section 12.0 shall survive for three (3) years after expiration, termination or final payment under this Agreement, whichever occurs later. 14.0 Safety Requirements All work performed under this Agreement shall be performed in such a manner as to provide safety to the public and to meet or exceed the safety standards outlined by CAL OSHA. The City may issue restraint or cease and desist orders to Consultant when unsafe or harmful acts are observed or reported relative to the performance of the Services. Consultant shall maintain the work sites free of hazards to persons and property resulting from its operations. Consultant shall immediately report to the City any hazardous condition noted by Contractor. 15.0 Insurance 15.1. Consultant shall not commence work under this Agreement until it has provided evidence satisfactory to the City that Consultant has secured all insurance required under this Section. Consultant shall furnish City with original certificates of insurance and endorsements effecting coverage required by this Agreement on forms satisfactory to the City. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf, and shall be on forms provided by the City if requested. All certificates and endorsements shall be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. 15.2. Consultant shall, at its expense, procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of this Agreement. Insurance is to be placed with insurers with a current A.M. Best's rating no less than A:VIII, licensed to do business in California, and satisfactory to the City. Coverage shall be at least as broad as the latest version of the following: ( 1) General Liability: Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001); (2) Automobile Liability: Insurance Services Office Business Auto Coverage form 8of14 number CA 0001, code 1 (any auto); and, if required by the City, ( 3) Professional Liability. Consultant shall maintain limits no less than: (1) General Liability: $2,000,000 per occurrence for bodily injury, personal injury and property damage and if Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this Agreement/location or the general aggregate limit shall be twice the required occurrence limit; (2) Automobile Liability: $1,000,000 per accident for bodily injury and property damage; and (3) Professional Liability: 1,000,000 per claim/aggregate. 15.3. The insurance policies shall contain the following provisions, or Consultant shall provide endorsements on forms supplied or approved by the City to state: (1) coverage shall not be suspended, voided, reduced or canceled except after 30 days prior written notice by certified mail, return receipt requested, has been given to the City; (2) any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to the City, its directors, officials, officers, (3) coverage shall be primary insurance as respects the City, its directors, officials, officers, employees, agents and volunteers, or if excess, shall stand in an unbroken chain of coverage excess of the Consultant's scheduled underlying coverage and that any insurance or self-insurance maintained by the City, its directors, officials, officers, employees, agents and volunteers shall be excess of the Consultant's insurance and shall not be called upon to contribute with it; (4) for general liability insurance, that the City, its directors, officials, officers, employees, agents and volunteers shall be covered as additional insureds with respect to the services or operations performed by or on behalf of the Consultant, including materials, parts or equipment furnished in connection with such work; and (5) for automobile liability, that the City, its directors, officials, officers, employees, agents and volunteers shall be covered as additional insureds with respect to the ownership, operation, maintenance, use, loading or unloading of any auto owned, leased, hired or borrowed by the Consultant or for which the Consultant is responsible. 15.4. All insurance required by this Section shall contain standard separation of insureds provisions and shall not contain any special limitations on the scope of protection afforded to the City, its directors, officials, officers, employees, agents, and volunteers. 15.5. Any deductibles or self-insured retentions shall be declared to and approved by the City. Consultant guarantees that, at the option of the City, either: 1) the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its directors, officials, officers, employees, agents, and volunteers; or (2) the Consultant shall procure a bond guaranteeing payment of losses and related investigation costs, claims and administrative and defense expenses. 9of14 16.0 Indemnification, Hold Harmless, and Duty to Defend 16.1. Indemnity for Design Professional Services. To the fullest extent permitted by law, Consultant shall, at its sole cost and expense, indemnify and hold harmless the City agents serving as independent contractors in the role of City officials (collectively "Indemnitees" in this Section 16.0), from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, judgments, penalties, liens, and losses of any nature whatsoever, including fees of accountants and other professionals, and all costs associated therewith, and reimbursement of attorneys' fees and costs of defense collectively "Claims"), whether actual, alleged or threatened, which arise out of, pertain to, or relate to, in whole or in part, the negligence, recklessness or willful misconduct of Consultant , and/or its officers, agents, servants, employees, subcontractors, contractors or their officers, agents, servants or employees (or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of design professional services under this Agreement by a "design professional," as the term is defined under California Civil Code § 2782.8(c). 16.2. Other Indemnitees. Other than in the performance of design professional services, and to the fullest extent permitted by law, Consultant shall, at its sole cost and expense, protect, defend, hold harmless and indemnify the Indemnitees from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, judgments, penalties, liens and losses of any nature whatsoever, including fees of accountants, attorneys and other professionals, and all costs associated therewith, and the payment of all consequential damages (collectively "Damages"), in law or equity, whether actual, alleged or threatened, which arise out of, pertain to, or relate to the acts or omissions of Consultant, its officers, agents, servants, employees, subcontractors, materialmen, suppliers, or contractors, or their officers, agents, servants or employees (or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees' active or passive negligence, except for Damages arising from the sole negligence or willful misconduct of the Indemnitees, as determined by final arbitration or court decision or by the agreement of the Parties. Consultant shall defend the Indemnitees in any action or actions filed in connection with any Damages with counsel of the Indemnitees' choice, and shall pay all costs and expenses, including all attorneys' fees and experts' costs actually incurred in connection with such defense. Consultant shall reimburse the Indemnitees for any and all legal expenses and costs incurred by the Indemnitees in connection therewith. 16.3. Subcontractor Indemnification. Consultant shall obtain executed indemnity agreements with provisions identical to those in this Section 16.0 from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this Agreement. If Consultant fails to obtain such indemnities, Consultant shall be fully responsible and 10 of 14 indemnify, hold harmless and defend the Indemnitees from and against any and all Claims in law or equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to the acts or omissions of Consultant's subcontractor, its officers, agents, servants, employees, subcontractors, materialmen, contractors or their officers, agents, servants or employees (or any entity or individual that Consultant's subcontractor shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees' active or passive negligence, except for Claims or Damages arising from the sole negligence or willful misconduct of the Indemnitees, as determined by final arbitration or court decision or by the agreement of the Parties. 16.4. The obligations of Consultant under this or any other provision of this Agreement shall not be limited by the provisions of any workers' compensation act or similar act. Consultant expressly waives any statutory immunity under such statutes or laws as to the Indemnitees. Consultant's indemnity obligation set forth in this Section 16.0 shall not be limited by the limits of any policies of insurance required or provided by Consultant pursuant to this Agreement. 16.5. Consultant's covenants under this Section 16.0 shall survive the expiration or termination of this Agreement. 17.0 Equal Opportunity Consultant affirmatively represents that it is an equal opportunity employer. Consultant shall not discriminate against any subcontractor, employee, or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex, sexual orientation, or age. Such non-discrimination includes, but is not limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff, or termination. 18.0 Labor Certification By its signature hereunder, Consultant certifies that it is aware of the provisions of Section 3700 of the California Labor Code that require every employer to be insured against liability for Workers' Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Services. 19.0 Prevailing Wage and Payroll Records If this Agreement calls for services that, in whole or in part, constitute "public works" as defined in the California Labor Code, then Consultant shall comply in all respects with all applicable provisions of the California Labor Code, including those set forth in Exhibit B, attached hereto and incorporated by reference herein. 11 of 14 20.0 Entire Agreement This Agreement contains the entire agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings, or agreements. This Agreement may only be modified by a writing signed by both parties. 21.0 Severability The invalidity in whole or in part of any provisions of this Agreement shall not void or affect the validity of the other provisions of this Agreement. 22.0 Governing Law This Agreement shall be governed by and construed in accordance with the laws of the State of California. 23.0 No Third Party Rights No third party shall be deemed to have any rights hereunder against either party as a result of this Agreement. 24.0 Waiver No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a party shall give the other party any contractual rights by custom, estoppel, or otherwise. 25.0 Prohibited Interests; Conflict of Interest 25.1. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the Services, or which would conflict in any manner with the performance of the Services. Consultant further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, Consultant shall avoid the appearance of having any interest, which would conflict in any manner with the performance of the Services. Consultant shall not accept any employment or representation during the term of this Agreement which is or may likely make Consultant "financially interested" (as provided in California Government Code §§ 1090 and 87100) in any decision made by City on any matter in connection with which Consultant has been retained. 25.2. Consultant further warrants and maintains that it has not employed or retained any person or entity, other than a bona fide employee working 12 of 14 exclusively for Consultant, to solicit or obtain this Agreement. Nor has Consultant paid or agreed to pay any person or entity, other than a bona fide employee working exclusively for Consultant, any fee, commission, gift, percentage, or any other consideration contingent upon the execution of this Agreement. Upon any breach or violation of this warranty, City shall have the right, at its sole and absolute discretion, to terminate this Agreement without further liability, or to deduct from any sums payable to Consultant hereunder the full amount or value of any such fee, commission, percentage or gift. 25.3. Consultant warrants and maintains that it has no knowledge that any officer or employee of City has any interest, whether contractual, non - contractual, financial, proprietary, or otherwise, in this transaction or in the business of Consultant, and that if any such interest comes to the knowledge of Consultant at any time during the term of this Agreement, Consultant shall immediately make a complete, written disclosure of such interest to City, even if such interest would not be deemed a prohibited "conflict of interest" under applicable laws as described in this subsection 26.0 Attorneys' Fees If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party all of its attorneys' fees and other costs incurred in connection therewith. 27.0 Exhibits All exhibits referenced in this Agreement are hereby incorporated into the Agreement as if set forth in full herein. In the event of any material discrepancy between the terms of any exhibit so incorporated and the terms of this Agreement, the terms of this Agreement shall control. 28.0 Corporate Authority The person executing this Agreement on behalf of Consultant warrants that he or she is duly authorized to execute this Agreement on behalf of said Party and that by his or her execution, the Consultant is formally bound to the provisions of this Agreement. 13 of 14 IN WITNESS WHEREOF, the Parties hereto, through their respective authorized representatives have executed this Agreement as of the date and year first above written. CITY OF SEAL BEACH By: Jiil . Ingram, C Attest: By: - loria D. HarpeV Approved For By: CONSULTANT: NV5, Inc., a California corporstinn UT) By: r Name: ii 1-Qro . Its: Steele, City Attorney By: Please note, two signatures required for corporations pursuant to California Corporations Code Section 313.) 14 of 14 Cover Letter 01 Local Staffing List & Resumes 02 Company Qualifications 19 FIRM BACKGROUND 1.9 QA/QC APPROACH 20 DOCUMENT TRACKING AND FILE SHARING PROCESS 20 PROJECT EXPERIENCE 21 Samples 27 References 29 Exceptions 30 Fee Proposal 01 •• IM April 26, 2019 Iris Lee Deputy Public Works Director Department of Public Works 211 Eighth Street Seal Beach, CA 90740 SUBJECT: On -Call Professional Inspection Services Dear Ms. Lee, At NV5, Inc., we understand the various aspects of the capital improvement process, making our team of experts uniquely qualified to perform the services required for successful completion of your projects. We acknowledge that City projects are vital to the community, and we have more than 12 years of experience partnering with many cities and agencies across Southern California to provide Professional Inspection Services. We are excited to have the opportunity to provide On -Call Professional Inspection services to the City of Seal Beach (City). NV5's strengths include the following: Relevant Experience: Our Construction Inspectors have extensive engineering and construction experience and are thoroughly familiar with local, state, and federal procedures. We only staff our projects with senior -level professionals. Our team has a portfolio of successfully completed public works projects throughout Southern California, including several small- and large-scale public works improvement projects. Because of our extensive experience in the area, and specifically in coastal communities such as Long Beach, Huntington Beach, Manhattan Beach, Newport Beach, Rancho Palos Verdes, Costa Mesa, Laguna Niguel, San Clemente, and Santa Monica, there is no learning curve when we work on your projects. Proposed Team: NV5 offers the City a team of Construction Inspection professionals with an unparalleled reputation and proven capability and expertise. We are offering Peter Salgado, PE and Luanne Bean, PE as Project Managers/ Construction Managers, providing oversight for all construction support services. With more than 20 years of experience, Mr. Salgado has managed and delivered a variety of public works projects. In addition, Ms. Bean has more than 30 years of experience in the design and construction management of water and wastewater projects. Accessibility and Responsiveness: Our professionals take pride in providing immediate response and personal attention to our clients' needs. Additionally, each of our Construction Inspectors has been provided with an iPad and will be using our exclusive iPad application to prepare daily reports with photos. These reports are uploaded to our servers at the end of each day and can be made available to the City immediately; granting you convenient, full access to the current status and progress of your projects. Proposal Validity: This proposal shall remain valid for a period of 90 days from the date of this submittal. Statement: This proposal has been signed by Jeffrey M. Cooper, PE, a company officer authorized to bind the firm. NV5 looks forward to the opportunity to work with the City and help you achieve your goals and objectives. If you need further information, we may be reached by phone at (949) 585-0477, or electronically at jeff.cooper@nv5.com and peter.salgado@nv5.com. Thank you for your time and consideration. Sincerely, NV5 Jefey . Doper, PE Peter I do, PE Diof Infrastructure Director of Construction Management 9890 Irvine Center Drive I Irvine, CA 92618 1 www.nv5.com I Office: 949.585.0477 1 Fax: 949.585.0433 ORGANIZATION CHART Our team of experts bring direct, relevant, successful and current experience working on projects of similar scope and complexity. We are equipped with the resources to provide the City with the requested On -Call Professional Inspection Services. Shown below are team roles and responsibilities. No person designated as key personnel shall be removed, replaced, or reallocated without prior written concurrence of the City. Please find resumes of proposed staff on page 5. Jeffrey M. Cooper, PE* Peter Salgado, PE Luanne Bean, PE Pedram Abbassi, LEED AP BD+C, QSP, CESSWI Eric Charlonne Kalid Dawood, QSP, CESSWI Ray Farnaghi, LEED GA Matt Greer David Ledyard James Remus Craig Wheeler Daniel Warren Mike Helma, LEED AP Staff Authorized to Negotiate the Contract on Behalf of the Firm KEY STAFF QUALIFICATIONS Our team has the ability to deliver quality products on schedule and within budget. Below, please find a chart including names, roles, education, experience, applicable professional licenses and credentials, and availability of the proposed team. NV5 has a deep bench of professional inspectors available to the City, and we will provide the inspector with the most relevant experience per task order, Project Peter Salgado, PE Manager/ 20 B.S. Civil Engineering 50% Construction Civil Engineer (CA) No. 63159 Manager M. S. Civil Engineering B.S. Civil Engineering Project Civil Engineer (CA) No. 50129 Luanne Bean, PE Manager/ 30 FEMA OPS -1 50% Construction HAZMAT First Responder/Operations Level Manager DOT Offers of Bulk and Non -Bulk HAZMAT Packages Nuclear Waste Safety for Workers B.S. Civil Engineering Pedram Abbassi, LEED Construction LEED AP BD+C AP BD+C, QSP, CESSWI Inspector 17 Qualified SWPPP Practitioner 70% Certified Erosion, Sediment and Storm Water Inspector Contract Administration Eric Charlonne Construction 40 Model-netics Supervisor Program 30% Inspector Construction Estimating and Public Contract Law A.A. Construction Management & GIS Mapping/Survey Safety Trained Supervisor STSC-IEX09112 American Construction Inspection Certifications RCI No. 6044 Kalid Dawood, QSP, Construction 36 NASSCO #U-616-07004649 70% CESSWI Inspector Qualified SWPPP Practitioner Certified Erosion, Sediment, Storm Water Inspector, No. 3315 DYK Tank System Training and Certification Trench & Excavating Competent Person Training and Certificate Ray Farnaghi, LEED GA Construction 17 B.S. Civil Engineering 70°x6 Inspector LEED GA Matt Greer Construction 14 B.S. Civil Engineering 70% Inspector David Ledyard Construction 36 A.A. Engineering 70% Inspector KEY STAFF QUALIFICATIONS ExperienceEducation, Certifications & Licenses Availability James Remus Construction 19 Cross Connection Control and Backflow 70% Inspector Prevention and Program Specialist B.A. Philosophy Licensed W General Engineering Construction Contractor Craig Wheeler Inspector 30 NASSCO-Certified Inspector (Pipeline, 70% Lateral and Manhole Assessments) Crisis Management Facilities Management Water Distribution Operator Grade III #8020 Water Treatment Operator Grade II #18940 Recycled Site Supervisor Conversion from Daniel Warren Construction 24 Potable to Recycled Water 70% Inspector Competent Person Site Survey for Soil Conditions Trench Shoring Certified Underground Utilities Certified Mike Helma, LEED AP Construction 30 B.S. Civil Engineering 30% Inspector LEED Accredited Professional CONTACT INFO PETER SALGADO, PE peter.saigado@nv5.com Project Manager/Construction Manager949.585.0477 EXPERIENCE With more than 20 years of experience, Mr. Salgado has managed and delivered a 20 years variety of public works projects including street improvements; vertical construction and tenant improvements; parks and landscaping improvements; and water, sewer, EDUCATION and storm drain improvements. Working with a variety of agencies, he is thoroughly B.S. Civil Engineering familiar with local, state, and federal procedures. LICENSES Civil Engineer (CA) Project Experience No.63159 8th Street and Pier Avenue Improvements CITY OF HERMOSA BEACH I HERMOSA BEACH, CA Construction Manager. Mr. Salgado managed these federally funded (ARRA) projects to improve vehicular travel and general aesthetics. The project included sidewalk/ parkway improvements, ADA curb ramps, street resurfacing, and striping and signage. FY 2008 through 2016 Annual Citywide & Street Improvements CITY OF SANTA MONICA I SANTA MONICA, CA Construction Manager. Mr. Salgado provided construction management, inspection, and public outreach for this annual citywide project. Work consisted of pavement resurfacing of streets and parking lots (including slurry seal and crack seal treatments); full pavement reconstruction; traffic signal modifications; and construction of new sidewalks, driveways and ADA ramps. Key services included all facets of construction management and inspection including: utility and multiple agency coordination; project budget and accounts tracking; engineering plan and specification review; traffic management and control; submittal, schedule, request for information (RFI), progress payment review and processing; field observation; negotiating and processing change orders; document control; and project closeout, which consisted of warranties, guarantees, recommending notices of completion and the release of retention. Total construction cost varied between $1M and $ 3M. Harbor Boulevard Widening CITY OF COSTA MESA I COSTA MESA, CA Construction Manager. Mr. Salgado managed this project to improve traffic operations along northbound Harbor Boulevard. The project included signal modifications at two intersections to accommodate the widening, construction of a new sidewalk, street light relocations, utility relocations and landscaping improvements on private property. 2nd and 4th Street Pedestrian and Streetscape Improvements CITY OF SANTA MONICA I SANTA MONICA, CA Construction Manager. Mr. Salgado managed this $7M transit mall improvements project in one of Santa Monica's most frequented commercial areas. The project included sidewalk/parkway improvements, ADA curb ramps, decorative paving, street resurfacing, striping and signage, new traffic signal equipment, landscaping and irrigation. Robinson Park Recreation Center CITY OF PASADENA I PASADENA, CA Project Manager. Mr. Salgado is responsible for overseeing the constructionV5managementandinspection services for the renovation of Robinson Park Recreation Center. The $7.2M project consists of the demolition and reconstruction of the Recreation Center's approximately 9,000 -square -foot multipurpose room, administrative offices, kitchen, open court yard, restrooms and conference room, an approximately 4,900 -square -foot addition of fitness and dance rooms, storage and common areas, and an intensive structural upgrade of the Recreation Center's existing 7,300 -square -foot gymnasium. The design is fully accessible and includes energy efficient lighting, technology and security upgrades and new drought tolerant landscaping. University Drive Widening (Campus to MacArthur) CITY OF IRVINE I IRVINE, CA Project Manager. Mr. Salgado is currently overseeing our construction management and inspection team for the University Drive Widening (from Campus Avenue to MacArthur Boulevard) project, which includes parkway improvements, street improvements, storm drain improvements, water improvements, and landscape and irrigation for the adjacent bike trail. Our services include bid management, construction management, daily inspection services, and project close-out. The project consists of traffic control, unclassified excavation, unclassified fill, construction of PCC curb ramps, median curb, curb & gutter, sidewalk, crack sealing, uniform depth cold milling, asphalt base course, asphalt concrete surface course, adjust utility manholes and valves to grade, installation of traffic signs, striping, pavement markings, and raised pavement markers, installation of new traffic signals, traffic signal modifications, SCE coordination and installation of new street light infrastructure, storm drain installation, landscaping, irrigation system, and water quality BMPs. Santa Monica Boulevard Mid -Block Traffic Signal Installation CITY OF WEST HOLLYWOOD I WEST HOLLYWOOD, CA Construction Manager. Mr. Salgado managed the construction management, inspection, labor compliance, and funding oversight services for the installation of a traffic signal on Santa Monica Boulevard. The scope of work for this federally funded project included roadway reconstruction and resurfacing; reconstruction of sidewalks, driveways, curb, gutter, cross gutters, and ADA curb ramps; installation of new traffic signals, controllers and flashing beacon; and traffic striping and signage on this busy segment of Santa Monica Boulevard between Orange Grove Avenue and Ogden Drive. Golden Lantern Roadway Widening CITY OF LAGUNA NIGUEL I LAGUNA NIGUEL, CA Construction Manager. Mr. Salgado managed this 1.7 -mile, $5.5M roadway improvements and widening project that required extensive utility coordination for the relocation and adjustment of several facilities, as well as coordination with surrounding schools to alleviate potential traffic impacts. Adventure Playground CITY OF IRVINE I IRVINE, CA Construction Manager. Mr. Salgado managed this $1.51M park project that served to reconstruct and rehabilitate the playground area to provide updated amenities that comply with existing playground safety standards. The scope of work included installation of new play equipment; construction of a new restroom and storage building; construction of concrete walkways, decorative walkways, retaining walls, slides and benches; and landscaping and irrigation. The project also included off-site water, sewer and storm drain improvements. Adventure Playground is located on a 4.5 -acre site within University Community Park at 1 Beach Tree Lane in the City of Irvine. Harbor Boulevard Bike Path CITY OF COSTA MESA I COSTA MESA, CA Project Manager. Mr. Salgado oversaw our construction management and inspection team for upgrades to the existing bike trail along the north side of Harbor Boulevard between Fair Drive and Merrimac Way. The project consisted of pavement rehabilitation, new pedestrian lighting, landscaping and irrigation. Sea Country Senior and Community Center CITY OF LAGUNA NIGUEL I LAGUNA NIGUEL, CA Construction Manager. Mr. Salgado managed the renovation and expansion of the existing Sea County Senior and Community Center. Scope of work included a 10,300 sf new construction, and a 2,000 sf remodel with related foundation, plumbing and utilities improvements, as well as restriping the existing parking lot. CONTACT INFO LUANNE BEAN, PE luanne.beangnv5.com Project Manager/Construction Manager949.585.0477 LONG BEACH WATER DEPARTMENT I LONG BEACH, CA EXPERIENCE Ms. Bean has more than 30 years of experience in the design and management of 30 years water and wastewater projects. Her technical skills include structural analysis and EDUCATION design, mechanical analysis, instrumentation and control, the preparation of plans, M.S. Civil Engineering specifications, and cost estimates as well as construction management. She has for Workers held various positions with many public agencies including the Long Beach Water B.S. Civil Engineering Department, Victor Valley Wastewater Reclamation Authority, Indio Water Authority, LICENSES Metropolitan Water District, and FEMA. Ms. Bean's technical experience includes large - Civil Engineer (CA) scale public works projects for capital improvement programs including construction No. 50129 oversight, contract administration, document control, cost and schedule control, quality control, structural analysis, and design. REGISTRATIONS FEMA OPS - I Project Experience HAZMAT First Responder/ Operations Level Long Beach Water Department Emergency Project LONG BEACH WATER DEPARTMENT I LONG BEACH, CA DOT Offers of Bulk Construction Manager. Ms. Bean is overseeing the construction management and Non -Bulk HAZMAT and inspection services for the completion of an emergency project for the Long Packages Beach Water Department. The project is to provide LBWD a connection to the Los Nuclear Waste Safety Angeles County Sanitation District's (LACSD) reclaimed water pipeline. While initially for Workers being constructed by a different contractor under the jurisdiction of LACSD, after construction was underway LACSD's Contractor abandoned the project and LBWD agreed to take over the work. Work involves construction of additional 25 -foot deep shoring within 5 feet of the operational LACSD operational plant. Managing high groundwater along with keeping the existing plant operational during construction are just a few of the important construction missions to accomplish. Edgewater Sewer Lift Station Replacement CITY OF HUNTINGTON BEACH I HUNTINGTON BEACH, CA Construction Manager. Ms. Bean is overseeing the construction management and inspection services of the replacement of the Edgewater Sewer Lift Station. The project consists of the abandonment and demolition of an existing sewer lift station, and construction and installation of a new 1,000 gpm submersible sewage lift station and force main. The project also includes installation of new gravity sewer, storm drain, water main, and site restoration. Project is complicated with contaminated groundwater and deep excavations requiring special shoring methods to control groundwater and limit settlement due to groundwater pumping. Bankfield Sewage Pump Station CITY OF CULVER CITY I CULVER CITY, CA Construction Manager. Ms. Bean is overseeing the construction management and inspection services for the construction of the Bankfield Sewage Pump Station. The new pump station will receive diverted flows from two existing pump stations once construction is complete, and possibly diverted flows from two more pump stations at a later date. The new pump station will have a 10 -feet -by -20 -feet sewage wet well that is 35 feet deep constructed in groundwater with watertight shoring. There will be two submersible pumps, a flow meter vault, a valve vault, a bypass vault for the two force mains, and an emergency diesel -fueled back-up electrical generator. There willV5alsobea25 -feet -by -20 -feet building to house instrumentation and SCADA systems, a bathroom and electrical components. Arantine Hills Sewer and Water Infrastructure Projects (Lift Station, Force Main, California Avenue Sewer Main, Potable Water Line) CITY 0= CORONA I CORONA, CA Construction Manager. Ms. Bean is overseeing the construction management and inspection services for the $14.7M three-phase Arantine Hills sewer and water improvement projects to provide the necessary infrastructure for the Arantine Hills Development project. The project involves the construction of a buried cast -in-place sewer lift station with above -grade controls. This is connected to a second project to construct the sewer force main with fused HDPE pipe via conventional open trench and trenchless jack -and -bore sewer construction along arterial streets and Caltrans ROW forming four miles of pipeline. Relocation of 3,300 LF of potable water line was also required to install the new force mains. A third project being managed simultaneously is the construction of the California Avenue Sewer at a depth of 25 feet below grade. All three projects must be completed together for the final and finished sewer lift station to function. Once completed, the City will decommission its Water Reclamation Facility #3. Coordination with developers was required for the construction of the sewer lift station within their property and Caltrans was required along certain reaches of the pipeline construction for construction within their ROW. Group 5 CIPP Sewer Relining Program LONG BEACH WATER DEPARTMENT I LONG BEACH, CA Construction Manager. Ms. Bean was the Construction Manager for the Long Beach Water Department's Group 5 CIPP sewer relining program. This involved providing construction oversight and observation of LBWD's contractor to install almost 12,000 of 8 -inch, 10 -inch, and 18 -inch cured -in-place sewer cleaning, pre -lining video, lining, and post -lining video. Point repairs and manhole rehabilitations were also undertaken. Once the installation of the CIPP began, Ms. Bean coordinated with the LBWD for shutting off water services for the various residential and businesses along the sewer line routes. Once curing was completed, a post -lining video was run, followed by re -installation of the laterals and top hat installation on select laterals. Ms. Bean was additionally responsible to ensure that the 7 -day, 48-hour, and 24-hour notifications were properly distributed and to address any public concerns. Night work was required at the locations, which impacted the local school, hospital, and areas on major arterial streets where traffic control required taking of multiple lanes for the work. Alley Water Main Conversion, Magnolia and Eucalyptus LONG BEACH WATER DEPARTMENT I LONG BEACH, CA Construction Manager/Inspector. Ms. Bean completed full-service Construction Management and Inspection Services for the Magnolia and Eucalyptus Potable Water Conversion project. The project involved the construction of a new water main in the City streets, and convertingthe residents and business laterals and meters moving them from the alley side to the new street side potable water line. The services included full-time Construction Observation, materials testing, review of Contractor's progress payments, resolution of design issues, shop drawing review, RFI resolution, change order management and resolution, meetings, public notifications and LBWD coordination for shutdowns for this project. The Construction Management team resolved public complaints and problems from the local businesses and residence before they became problems for City Hall and LBWD. Ms. Bean also checked NPDES and BMP measures, traffic control, and safety measured during construction. California Avenue Sewer Main CITY OF CORONA I CORONA, CA Construction Manager. As part of the Arantine Hills Sewer projects, Ms. Bean is overseeing the construction management and inspection services on the California Avenue Sewer Main project, which consisted of nearly 9,000 LF of sewer main up to 24 -feet deep within the congested City streets. After initial potholing, some extensive field rework was required to fit the sewer line into the congested City streets due to unforeseen conflicts not originally shown on the plans. These conflicts were found during potholing and necessitated going back to the Department of Health for encroachment to the City's potable water line with the new sewer construction. NV5 has also provided public outreach and full-time soils compaction testing for the cut and cover conventional trench and bore and jack construction through congested intersections. This project will serve the final completed run connecting the Arantine Hills Lift Station to the Arantine Hills Force Main through this gravity interceptor allowing conveyance of the City's sewer to their downtown treatment plant. Once completed, the City expects to abandon other lift stations and outlying smaller aging wastewater treatment plants. CONTACT INFO PEDRAM ABBASSI, LEED AP BD+C, QSP, CESSWI pedram.abbassi@nv5.com Construction Inspectorp949.585.0477 EXPERIENCE Mr. Abbassi has successfully completed several small and large-scale public works 17 years improvements projects. His skills in the development of project control procedures and EDUCATION methodologies for cost and schedule control have been implemented on several recent B.S. Civil Engineering large-scale projects. Mr. Abbassi has accrued more than 17 years of construction industry experience, demonstrating his expertise in a range of responsibilities. He LICENSES has served as a primary point of contact between design team members, general LEED AP BD+C contractors, and owner representatives. Qualified SWPPP Project ExperiencePractitioner Certified Erosion, Pier G Administration & Operations Buildings Sediment and Storm Water PORT OF LONG BEACH, CA I LONG BEACH, CA Inspector Project Manager. The $45.9M improvements included the phased construction of an approximately 46,000 -square -foot Silver LEED-certified Administration Building, an approximately 30,000 -square -foot Silver LEED-certified Operations Building, an approximately 800 -square -foot driver services building, temporary guard shacks, and associated employee/visitor parking. Harbor Boulevard Beautification CITY OF COSTA MESA I COSTA MESA, CA Construction Inspection. Mr. Abbassi served as construction inspector on this federally funded streetscape improvement project designed to enhance the landscape and overall streetscape of Harbor Boulevard. The work consisted of constructing landscape buffers between the street curb and the sidewalks with drought -tolerant landscaping, state-of-the-art irrigation, and the planting of mature palm trees to create a more comfortable pedestrian atmosphere. Improvements included reconstruction of curb and gutter, sidewalks, driveways and ADA curb ramps; roadway reconstruction and resurfacing; traffic signage and striping; and median and parkway landscaping and irrigation. Work also included installing a monument sign with solar powered lighting. Algonquin Sewer Lift Station CITY OF HUNTINGTON BEACH I HUNTINGTON BEACH, CA Construction Manager. Mr. Abbassi was responsible for this $1.3M sewer lift station project that included the abandonment and demolition of an existing sewer lift station, installation of a new sanitary sewer lift station, installation of an 8 -inch sewer force main on Heil Avenue, the installation of a 12 -inch sewer force main on Algonquin Street, asphalt paving and removal, restoration of existing public and private improvements, and all appurtenant work. FY 2012 Water Main Improvements and Pressure -Reducing Station LAGUNA BEACH COUNTY WATER DISTRICT I LAGUNA BEACH, CA Construction Manager. Mr. Abbassi served as construction manager on this project, which replaced 1,200 LF of existing 4 -inch water main with new 6 -inch ductile iron pipe and connections to the existing system. The project also included the installation ofV5anew6 -inch underground pressure reducing station with a 3 -inch pressure -reducing bypass. CONTACTINFO eric.charlonne*nv5.com 949.585.0477 EXPERIENCE 40 years EDUCATION Contract Administration Model-netics Supervisor Program Construction Estimating and Public Contract law NVS ERIC CHARLONNE Construction Inspector Mr. Charlonne has more than 40 years of extensive and diverse experience in municipal engineering and construction management of capital improvement design and construction projects including piers, water, streets, storm drains, sewers, parks and buildings. He is thoroughly knowledgeable in public works contract administration, labor compliance and federal funding administration. Project Experience Pier Plaza, South Beach Phase I & II Improvements CITY OF HUNTINGTON BEACH I HUNTINGTON BEACH, CA Construction Manager. Mr. Charlonne managed the $22M improvements to the City's pier and six miles of its South Beach waterfront including lifeguard headquarters, junior lifeguard headquarters, beach concessions, parking/lighting improvements and an outdoor amphitheater. From plazas, parking and open space areas to a pedestrian promenade and amphitheater, the project integrated art in the form of tiles, sculpture, murals and design details to reflect Huntington Beach's history and culture. The plazas and amphitheater were designed to accommodate large numbers of pedestrians and beach visitors within the space, while providing barrier -free access from the new parking areas and downtown to the promenade walkway system and the beach area. Hermosa Beach Municipal Pier Phase II Pilings And Deck Repairs CITY OF HERMOSA BEACH I HERMOSA BEACH, CA Mr. Charlonne served on the Hermosa Beach Municipal Pier Phase II project which included pilings and deck repairs. Stanton Central Park CITY OF STANTON I STANTON, CA Project Manager/Construction Inspector. Mr. Charlonne provided comprehensive construction management and project oversight services for the construction of this high-profile Stanton Central Park project. As part of the construction management effort, our team performed a detailed constructability and value engineering review of the project documents. Our team also provided the inspection, quality control, and labor compliance during construction of the park. The $10M, 10.5 acre Stanton Central Park project includes a skate park, basketball courts, tennis courts, a softball field with MUSCO lighting, over 4.5 acres of lawn, and approximately 2 acres of decorative concrete. The parks also included a 2,200 square foot community building, a 2,500 square foot restroom and storage building, three picnic shelters and a bandstand pavilion. In addition, a large splash pad and two playgrounds were included. The Strand CITY OF HUNTINGTON BEACH I HUNTINGTON BEACH, CA Construction Manager. Mr. Charlonne provided major development oversight for the Strand at 5th and Pacific Coast Highway, including dining, shopping and the Shorebreak hotel. CONTACT INFO KALID DAWOOD, QSP, CESSWI kalid.dawood@nv5.com Construction Inspector949.585.0477 Springdale Street Water Main Replacement EXPERIENCE Mr. Dawood has more than 35 years of experience in engineering, construction 36 years management, and inspection. Mr. Dawood has provided inspection services on a wide EDUCATION variety of Public Works Capital Improvement Projects including street, sewer, water A.A. Construction and storm drain improvements. He has also completed a number of dry utility projects, Management & GIS bridges and overpasses, pump stations, and mass grading projects. He possesses Mapping/Survey a thorough knowledge of the Caltrans Standard Plans and Standard Specifications, Sediment and Storm Water Caltrans Construction Manual, Standard Specifications for Public Works Construction, LICENSES OSHA requirements, as well as all standards for traffic control. Mr. Dawood also holds a Safety Trained Supervisor NASSCO certification for CCTV sewer video review and evaluation. STSC-IEX09112 CITY OF TORRANCE I TORRANCE, CA American Construction Project Experience Inspection Certifications RCI No. 6044 Springdale Street Water Main Replacement NASSCO #U-616- CITY OF HUNTINGTON BEACH I HUNTINGTON BEACH, CA 07004649 Construction Inspector. Mr. Dawood served as construction inspector on this 5.8M street and waterline rehabilitation project. The scope of work included the Qualified SWPPP replacement of existing 36 -inch and 42 -inch welded steel water mains at SpringdalePractitioner Street from Warner Avenue to the northern city limits. The project also included trench Certified Erosion, reconstruction, roadway section repairs and resurfacing, traffic signal modifications, Sediment and Storm Water and traffic striping and signage. Inspector, No. 3315 DYK Tank System Training Citywide CDBG Street Improvements and Certification CITY OF TORRANCE I TORRANCE, CA Construction Inspector. Mr. Dawood served as construction inspector for this $5M Trench & Excavating CDBG funded, citywide street improvements project. The scope of work included Competent Person Training roadway reconstruction and resurfacing; reconstruction of sidewalks, driveways, curb, and Certificate gutter, cross gutters, and ADA curb ramps; and traffic signage and striping. San Clemente Pedestrian Trail CITY OF SAN CLEMENTE I SAN CLEMENTE, CA Construction Inspector. Mr. Dawood was responsible for overseeing civil and structural work, and also maintaining daily construction reports of people and equipment on the site and hours worked; measuring, calculating and recording all quantities of items removed from or incorporated into the work; taking photos documenting the work; and performing daily observation for compliance with plans and specifications. Edwards Sewer Lift Station No. 24 and Force Main Rehabilitation CITY OF HUNTINGTON BEACH I HUNTINGTON BEACH, CA Project Manager. Mr. Dawood served as project manager for this sewer lift station and force main replacement. Improvements consists of abandonment and demolition of an existing sewer pump station and various sections of existing sewer lines, removal of existing electrical panels and conduit, sidewalk, pavement, and surface improvements, installation of new sanitary sewer lines, installation of a new sewer lift station, N V 5 installation of a new dry pit submersible pumps, replacement of a force main, asphalt paving and removal, and restoration of existing public and private improvements. CONTACTINFO RAY FARNAGHI, LEED GA ray.farnaghi@nv5.com 949.585.0477 Construction Inspector EXPERIENCE Mr, Farnaghi has more than 17 years of successful demonstrated experience in 17 years the construction management and inspection of large-scale and complex projects. EDUCATION Mr. Farnaghi's experience includes several large facility and park renovations B.S. Civil Engineering and improvements. He understands the balance between working effectively with architects, engineers, contractors, inspectors, and construction crews. He works LICENSES/CERTIFICATES diligently to ensure that all construction activities have a strategic plan and can offer LEED GA sensible resolutions to avoid delays. Project Experience Annual Paving and Street Improvements FY 20142015 CITY OF SANTA MONICA I SANTA MONICA, CA Construction Inspector. Mr. Farnaghi was responsible for providing inspection services for pavement resurfacing of streets and parking lots (including slurry seal and crack seal treatments); full pavement reconstruction; traffic signal modifications; and construction of new sidewalks, driveways and ADA ramps. Our key services included all facets of construction management and inspection, including: utility and multiple agency coordination; project budget and accounts tracking; engineering plan and specification review; traffic management and control; submittal, schedule, request for information (RFI), progress payment review and processing; field observation; negotiating and processing change orders; document control; and project closeout, which consisted of warranties, guarantees, recommending notices of completion and the release of retention. Commercial/Industrial Stormwater Inspection (2015) CITY OF LAGUNA HILLS I LAGUNA HILLS, CA Construction Inspector. Mr. Farnaghi provided stormwater inspection services for the City of Laguna Hills. Our team has been providing the City with commercial and industrial storm water inspection services for various commercial and industrial facilities throughout the City, including restaurants, automotive facilities, shopping centers, medical buildings, schools, churches, banks, churches, grocery stores, movie theaters and hotels. Thorough BMP inspection reports included date, time, and weather during the inspection; management name and contact information; condition of BMP; action required; and whether a follow-up visit would be necessary. Detailed photos were taken to accompany each report. Our staff also provided business -relevant BMP educational materials to assist with understanding and future compliance. Compton Boulevard/Wilmington Avenue Sewer Replacement CITY OF COMPTON i COMPTON, CA Construction Inspector, Mr. Farnaghi provided construction observation for this project, which consisted of a combined total of 9,200 LF of new construction of 8 inch, 10 inch, 12 inch, 15 inch, 18 inch, and 24 inch VCP sewer mainlines; in-place lining construction of 8 inch, 15 inch and 18 inch existing sewer mainline segments; in-placeV-5 reconnection for 28 service laterals; the restoration of the appurtenances (pavement, backfill, restoration, etc.) associated with the sewer main construction; construction of 45 new sewer manholes; and the re -construction of two existing sewer mainline connections to Los Angeles County Sanitation District sewer trunk main. CONTACT INFO matt.greerOnv5.com 949.585.0477 EXPERIENCE 14 years EDUCATION B.S. Civil Engineering LICENSES/ CERTIFICATES C2 Workzone Traffic Control Certificate OSHA 10 -Hour Construction Certificate N V 5 MATT GREER Construction Inspector Mr. Greer has 14 years of experience as a qualified Quality Control Inspection and Construction Engineer with experience in the management and inspection of public works projects. His projects have included sewer and water -related facilities, street rehabilitations, sidewalk improvements, slurry seal projects, landscaping and irrigation, storm drains and vertical construction. He has extensive experience dealing with the public, elected officials, contractors, architects, and engineers. He has been responsible for monitoring construction activities, preparing daily construction inspection reports, verifying compliance with plans and specifications, maintaining record drawings, final inspections, and assisting in field start-ups. Project Experience Sewer Force Main and Lift Station Rehabilitation CITY OF HUNTINGTON BEACH I HUNTINGTON BEACH, CA Construction Inspector. Mr. Greer served as construction inspector for the replacement of an existing sewer lift station and force main. The project included the construction of a concrete vault to house the new station, pumps, valves, metering equipment, as well as electrical and telemetry systems. The project also included the construction of new sewer and force mains, and manhole structures. The existing lift station had to remain in operation while the new facilities were being constructed. Springdale Street Water Main Rehabilitation CITY OF HUNGTINGTON BEACH I HUNTINGTON BEACH, CA Construction Inspector. Mr. Greer served as construction inspector on this $5.8M street and waterline rehabilitation project. The scope of work included the replacement of existing 36 -inch and 42 -inch welded steel water mains at Springdale Street from Warner Avenue to the northern city limits. The project also included trench reconstruction, roadway section repairs and resurfacing, traffic signal modifications, and traffic striping and signage. Mid -Block Traffic Signal Installation CITY OF WEST HOLLYWOOD I WEST HOLLYWOOD. CA Construction Inspector. Mr. Greer served as construction inspector on this federally funded street and traffic signal improvements project. The scope of work included roadway reconstruction and resurfacing; reconstruction of sidewalks, driveways, curb, gutter, cross gutters, and ADA curb ramps; installation of new traffic signals, controllers and flashing beacon; and traffic striping and signage. 190th Street Rehabilitation CITY OF TORRANCE I TORRANCE, CA Construction Inspector. Mr. Greer served as construction inspector on this $1.5M street and traffic signal improvements project. The scope of work included roadway reconstruction and resurfacing; reconstruction of sidewalks, driveways, curb, gutter, and ADA curb ramps; installation of traffic signals; and traffic signage and striping. CONTACT INFO DAVID LEDYARD david.ledyard@nv5.com 949.585.0477 Construction Inspector EXPERIENCE Mr. Ledyard has more than 36 years of engineering and construction inspection 36 years experience. He has served as both a supervisory inspector, overseeing permit EDUCATION inspectors, as well as serving as lead inspector on various capital improvement A.A. Engineering projects including street, sewer, water and storm drain improvements. As construction inspector, Mr. Ledyard's responsibilities include site observation and construction quality assurance and control, ensuring general site safety, preparing daily reports, photo documentation, monitoring SWPPP and BMP implementation, providing daily updates to the city project manager, labor compliance and EEO interviews, providing recommendations and responses for contractor RFI's, assisting with submittal and shop drawing reviews, tracking quantities, and assisting with the progress payment reviews. Project Experience Agate Street and Thalia Street Beach Access Rehabilitation CITY OF LAGUNA BEACH I LAGUNA BEACH, CA Alternate Construction Inspector. Mr. Ledyard's responsibilities included all facets of construction inspection for the rehabilitation of the existing concrete stairs. The project consisted of grading, electrical, irrigation, landscaping, and other associated work. 2018 CDBG Street Improvements CITY OF COMPTON I COMPTON, CA Construction Inspector. Mr. Ledyard is currently providing daily inspection services for the 2018 CDBG Street Improvements. The project includes: Reconstruction of PCC sidewalks, driveways, curb and gutter, and ADA curb ramps; Reconstruction and resurfacing of existing AC pavement; traffic loop replacement; traffic striping and signage; and other minor associated work. Central Avenue Pavement Rehabilitation CITY OF COMPTON I COMPTON, CA Construction Inspector. Mr. Ledyard provided daily inspection services for the Central Avenue Pavement Rehabilitation Project (Phase II). The project includes Cold-In- Place Recycling and Cement Treatment of AC structural section; coldmill and overlay; reconstruction of PCC sidewalks, driveways, curb and gutter, and ADA curb ramps; traffic loop replacement; utility adjustments; and, traffic striping and signage. Alpine Street Lighting Installation CITY OF PASADENA I PASADENA, CA Construction Inspector. Mr. Ledyard served as construction inspector on this lighting installation project. This project included the installation of new post top street light standards and LED fixtures, conduit, foundations, pull boxes and conductors. The project was built in conjunction with a power underground utility project and required new feed points from the new power vaults. Sewer Capacity Upgrades CITY OF PASADENA I PASADENA, CA Construction Inspector. Mr. Ledyard served as construction inspector for the reconstruction of approximately 2,900 linear feet of sanitary sewer. CONTACT INFO JAMES REMUS James. RemusOnv5.com Construction Inspector949.585.0477 EXPERIENCE Mr. Remus has spent more than 28 years as a construction inspector for a variety 28 years of pipeline and construction projects. He has worked closely with engineering firms, EDUCATION public agencies and specialists in the fields of biology and archeology as related to Office Management respective projects. Mr. Remus is knowledgeable in a variety of construction activities including heavy documentation of design/build structures, testing and trench safety. LICENSES/CERTIFICATES He has spent more than 13 years as a cross -connection specialist with the Walnut Cross Connection Control Valley Water District. and Backflow Prevention and Program Specialist Project Experience C2 Workzone Traffic Control Certificate Staff Augmentation Inspection Services IRVINE RANCH WATER DISTRICT I IRVINE, CA OSHA 10 -Hour Inspector. Mr. Remus is currently providing inspection services for water, wastewaterConstruction Certificate and sewer projects for the Irvine Ranch Water District. His duties include: confirming that the Contractors are adhering to the Contract Documents, as well as generating daily reports for several ongoing projects. The types of projects he has worked on include: housing tracts, commercial sites, as well as capital and non -capital projects. Sunnyslope Avenue Pipeline, Junkie Tank and Pump Station ELSINORE VALLEY WATER DISTRICT I ELSINORE, CA Construction Manager. Project included the installation of new pump station, discharge 8 -inch potable pipeline through a hilltop residential neighborhood that had limited access and a narrow road, and bolted steel potable water storage tank. 52 -inch, 48 -inch and 42 -inch Domestic Waterline WALNUT VALLEY WATER DISTRICT I WALNUT VALLEY, CA Construction Inspector. Mr. Remus monitored chlorinating and hydrostatic testing of the pipeline and performed pressure test for leakage for all the mainline valves. Involved in a 16.7 million gallon additional storage project. Project included three metering structures, six inline main valves, in which one was located at a flood control channel where a bridge was constructed to support the pipeline crossing. This entailed the construction of three subterranean reinforced concrete reservoirs, three inlet and three outlet valve vaults, one 42 -inch venturi meter vault, and four interconnections to existing 33 -inch pipelines. Bike Lane Installation and Street Improvements ROLLING HILLS ESTATES I ROLLING HILLS, CA Construction Manager. Mr. Remus provided construction management services for bike lane installation and street improvements. Work consisted of street improvements on Palos Verdes Drive North from Crenshaw Boulevard to West City Limits. Storm Drain and Street Improvements on Amar Road CITY OF LA PUENTE, CA I LA PUENTE, CA Construction Manager. Mr. Remus provided construction management services for the Storm Drain and Street Improvements of Amar Road. Improvements consisted ofNV5completegrindandoverlay, striping, RPMs, and signage. EXHIBIT A Consultant's Proposal mow , 'LL^',.jw.lr: F'!:. - \ .:.Y. I .- _ "• _ - w - - - ,,, . lb ter• % 41 i f'' ;' w ST 4 y4 Y 41444 0 -' PROPOSAL Submitted by NV5, Inc. 9890 Irvine Center Drive, Irvine, CA 92618 City of Seal Beach On -Call Professional Inspection Services CONTACTINFO CRAIG M. WHEELER craig.wheelerOnv5.com 949.585.0477 Construction Inspector EXPERIENCE Mr. Wheeler has more than 30 years of experience in engineering and construction in 30 years both the public and private sectors. He has provided project management and inspection EDUCATION services on a wide variety of public works projects including street, traffic signal, B. A. Philosophy street lighting, water, sewer, storm drain, and parks and landscaping improvements. As a project manager and construction inspector, Mr. Wheeler's responsibilities LICENSES/CERTIFICATES include site observation and construction quality assurance and control, ensuringLicensed "A" General general site safety, preparing daily reports, photo documentation, monitoring SWPPPEngineeringContractorandBMPimplementation, providing daily updates to City project manager, providing NASSCO-Certified recommendations and responses for contractor RFI's, assisting with submittal and shop Inspector (Pipeline, drawing reviews, tracking quantities, and conducting progress payment reviews. Lateral and Manhole Assessments) Project Experience Crisis Management FY 2015-2016 Annual Citywide Sidewalk Repairs Facilities Management CITY OF SANTA MONICA I SANTA MONICA, CA Construction Inspector. Mr. Wheeler served as construction inspector on this 900,000 citywide sidewalk repairs project. The scope of work included reconstruction of sidewalks, driveways, curb, gutter, and ADA curb ramps. Manhattan Beach Waterline and Street Improvements CITY OF MANHATTAN BEACH I MANHATTAN BEACH, CA Construction Inspector. Mr. Wheeler served as construction inspector on the paving portion of this Citywide waterline improvements project. The scope of work included full -width grind and overlay on all of Terrazo Place, Longfellow Drive, Ronda Drive from Kuhn Drive to Altura Way. Harbor Boulevard Median and Landscape Improvements CITY OF COSTA MESA I COSTA MESA, CA Construction Inspector. Mr. Wheeler provided inspection services for the landscape and irrigation improvements on Harbor Boulevard from Merrimac Way to Fair Drive. The project included removal of trees, replacement of curbs, gutters, city sidewalks, commercial driveways, ADA ramps and other related works. Emergency Storm Drain Repair CITY OF TORRANCE I TORRANCE, CA Construction Inspector. Mr. Wheeler provided inspection services for the repair of the storm drain pipeline located at Madison Street and Serra Drive. Excavation and removal of an 18 -inch collapsed reinforced concrete pipe (RCP), including bedding material; sub -grade compaction; new crushed aggregate base; and base course asphalt and finished course asphalt. The project included shoring and traffic control, potholing existing utilities, and AC paved repair area. Mr. Wheeler received and reviewed submittals and requests for information (RFIs). Citywide Sewer Repairs CITY OF WEST HOLLYWOOD I WEST HOLLYWOOD, CA Alternate Construction Inspector. Mr. Wheeler provided construction inspection services for this citywide sewer repair and rehabilitation project. The project included sewer cleaning, pre- and post -construction CCTV video surveys, sewer line point repairs and reconstruction, and sewer line CIPP lining. CONTACT INFO DANIEL WARREN da n i el.wa rren Onv5.com 949.585.0477 Construction Inspector EXPERIENCE Mr. Warren is a water/wastewater inspector with more than 26 years of experience 26 years in public works. Additionally, Mr. Warren was a Grade III Water Distribution Operator, LICENSES and Grade II Water Treatment Operator for the Rowland Water District. He also served Water Distribution as a Construction Inspector for the City of La Habra Heights. Mr. Warren is extremely Operator Grade III #8020 knowledgeable about the need for the Contractor's conformance to the approved plans and specifications, adherence to field quality control, as well as what the various Water Treatment Operator heavy construction industry standards and construction principles are for water and Grade II #18940 wastewater systems. Mr. Warren has a significant knowledge of all aspects of public Recycled Site Supervisor utilities and provides expert quality control for all aspects of potable water, sewer, and Conversion from Potable recycled water works throughout his execution of his duties as an Inspector. to Recycled Water Project Experience Competent Person Site - Survey for Soil Conditions Arantine Hills Sewer and Water Infrastructure Projects Trench Shoring Certified CITY OF CORONA I CORONA, CA Inspector. Mr. Warren provided inspection services for the $14.7M three-phase Underground Utilities Arantine Hills sewer and water improvement projects to provide the necessaryCertified infrastructure for the Arantine Hills Development Project. The project involves the construction of a buried cast -in-place sewer lift station with above -grade controls. This is connected to a second project to construct the sewer force main with fused HDPE pipe via conventional open trench and trenchless jack -and -bore sewer construction along arterial streets and Caltrans ROW forming four miles of pipeline. Relocation of 3,300 LF of potable water line was also required to install the new force mains. A third project being managed simultaneously is the construction of the California Avenue Sewer at a depth of 25 feet below grade. All three projects must be completed together for the final and finished sewer lift station to function. Once completed, the City will decommission its Water Reclamation Facility #3. Coordination with developers was required for the construction of the sewer lift station within their property and Caltrans was required along certain reaches of the pipeline construction for construction within their ROW. Bankfield Sewage Pump Station CITY OF CULVER CITY I CULVER CITY, CA Inspector. Mr. Warren is providing inspection services for the construction of the Bankfield Sewage Pump Station. The new pump station will receive diverted flows from two existing pump stations once construction is complete, and possibly diverted flows from two more pump stations at a later date. The new pump station will have a 10 -feet -by -20 -feet sewage wet well that is 35 feet deep constructed in groundwater with watertight shoring. There will be two submersible pumps, a flow meter vault, a valve vault, a bypass vault for the two force mains, and an emergency diesel -fueled back-up electrical generator. There will also be a 25 -feet -by -20 -feet buildingto house instrumentation and SCADA systems, a bathroom and electrical components. Doubletree Lane Pipeline Installation ROWLAND WATER DISTRICT I ROWLAND HEIGHTS, CA Inspector. Mr. Warren provided inspection services on this project, which installed 6 -inch D.I.P. distribution main, hydrant laterals, hydrants and services to approximatelyNV25homes. CONTACT INFO mike.helmaOnv5.com 949.585.0477 EXPERIENCE 30 years EDUCATION B.S. Civil Engineering LICENSES LEED Accredited Professional N!V5 MIKE HELMA, LEED AP Construction Inspector Mr. Helma has more than 30 years of experience in construction management and inspection with specific expertise in street improvements, sewer, water and storm drain systems, heavy grading, concrete structures, traffic signals, paving and landscaping. He is a LEED Accredited Professional with expertise in the management of large- and small-scale projects, in addition to complex projects. His experience includes serving as an extension of city staff and public works departments, where all assigned projects are completed in a timely and professional manner. Project Experience Public Works Inspection (Staff Augmentation) CITY OF SAN CLEMENTE I SAN CLEMENTE, CA Public Works Inspector. Mr. Helma inspected various City sidewalks, ramps, driveways, and curb and gutters for damage or tripping hazards as part of the City's yearly sidewalk repair program. He provided a written report for each street address, complete with repair quantities and locations. In a three-month period, Mr. Helma provided more than 1,500 reports. Edgewater Sewer Lift Station Replacement CITY OF HUNTINGTON BEACH I HUNTINGTON BEACH, CA Construction Inspector. Mr. Helma is providing construction inspection services on the replacement of the Edgewater Sewer Lift Station. The project consists of the abandonment and demolition of an existing sewer lift station, and construction and installation of a new 1,000 gpm submersible sewage lift station and force main. The project also includes installation of new gravity sewer, storm drain, water main, and site restoration. Project is complicated with contaminated ground water and deep excavations requiring special shoring methods to control groundwater and limit settlement due to groundwater pumping. Citywide Sewer Main Replacement CITY OF TORRANCE I TORRANCE, CA Construction Inspector. Mr. Helma provided construction inspection services for the installation of 12,000 LF of 8 -inch cast in place plastic (CIPP) sewer liner that was installed in the residential streets of Rolling Hills Estates along with the point repair of 25 areas where the 8 -inch sewer had to be replaced prior to lining. The project included the removal and replacement of 90 feet of 8 -inch concrete encased sewer across an arterial highway. Work was completed within the 60 -day schedule. Agate Street and Thalia Street Beach Access Rehabilitation CITY OF LAGUNA BEACH I LAGUNA BEACH, CA Alternate Construction Inspector. Mr. Helma's responsibilities included all facets of construction inspection for the rehabilitation of the existing concrete stairs. The project consisted of grading, electrical, irrigation, landscaping, and other associated work. NV5, Inc. has been providing engineering and consulting services to public and private sectors for more than 70 years, delivering solutions through five business verticals: Construction Quality Assurance, Infrastructure, Energy, Program Management, and Environmental. With offices nationwide and abroad, NV5 helps clients plan, design, build, test, certify, and operate projects that improve the communities where we live and work. As engineers, architects, construction/program managers, and environmental professionals, we play a significant role in shaping our communities through the services we provide. From designing the water systems we rely on; streets and bridges our kids use to get to school; buildings and resorts we enjoy; and the electricity/gas we use to power our homes and businesses, to testing materials used to construct high-rise buildings and responding to environmental disasters, our everyday decisions make lasting impacts. NV5 takes pride in helping our clients develop and deliver cost-effective, sustainable projects that improve lives in our communities. Our combined capabilities bring effective solutions to complex issues. KEY SERVICES The successful delivery of our products and services has resulted in repeat clients for a broad range of municipal projects. Our key services include: nn d CIVIL ENGINEERING CONSTRUCTION PLAN CHECK STAFF STRUCTURAL DESIGN MANAGEMENT + AND REVIEW AUGMENTATION ENGINEERING INSPECTION 19 111 PROJECT CONSTRUCTABILITY FEDERAL LABOR PUBLIC MANAGEMENT REVIEW FUNDING COMPLIANCE OUTREACH MANAGEMENT We maintain an extensive history of working with various local agencies. Throughout the course of completing a myriad of public works capital improvement projects, our team has demonstrated an unparalleled ability to work well with local agency staff, project stakeholders, engineers and contractors. We have successfully delivered projects in a timely and cost-effective manner, and we have acquired a keen understanding of local agency requirements, a critical element in the facilitation and resolution of project issues. We are excited about the opportunity to continue to serve the City and are committed to maintaining effective working relationships with your staff, relevant government agencies and project stakeholders. With a demonstrated ability to address public concerns, we are experts in a broad range of governmental interface, public outreach and community involvement, and we are genuinely committed to public participation as a way of planning and completing projects. Our team routinely performs these services as part of our delivery of public works projects and regard them as a vital component to project success. FINANCIAL CONDITION NV5 is financially stable with a 70 -year history of providing excellent professional engineering services. With a rapidly growing list of clients, we have experienced steady year -over -year growth, especially over the last several years. We continue to hire and maintain an increasing number of highly qualified professionals in order to meet the diverse needs of our valued clients. NV5's longevity and continued growth is a testament to our financial stability and the strength of our expanding professional capabilities. COMPANY QUALIFICATIONS QUALITY ASSURANCE AND QUALITY CONTROL To ensure compliance with the plans and specifications, we will implement a comprehensive quality assurance and quality control (QA/QC) program involving the following steps: We will perform a thorough review of the contract documents. This responsibility will include the following tasks: o Checking plans and specifications against requirements that have been associated with issues that occurred on similarjobs. o Comparing existing elevations, grades and details, etc., shown on plans with those at the actual site. o Reporting all errors, omissions and deficiencies, etc., to the City and engineering design team. o Keeping a marked -up set of plans and specifications for quick reference. o Anticipating the Contractor's operations by reviewing the plans and specifications for each one before it begins. Before start of construction, we will discuss with the Contractor the definable features of work to ensure that documentation is complete, materials are on hand and those who are to perform the work understand the scope in its entirety. At the onset of the work, we will perform an initial inspection to determine whether the Contractor thoroughly understands and is capable of accomplishing the work as specified. We will ensure that the Contractor has an established safety program and that regular safety meetings are conducted. We will also ensure that the Contractor meets all OSHA safety requirements. The construction inspector will perform follow- up inspections on a daily basis for the purpose of ensuring that the controls established during the initial inspection continue to provide work that conforms to the contract requirements and all applicable standards. Unsatisfactory workmanship, materials and construction deficiencies will be documented and reported for future identification and traceability. Notices of non-compliance will be issued to the Contractor and corrective and preventive action will be taken to ensure compliance with the contract documents. We will conduct a monthly review of the as -built drawings and ensure that all items are considered in the changes of the record drawings, including: o The size, type and location of existing and new utility lines o The layout and schematic drawings of electrical circuits and piping o Verification of alignment and cross sections o Changes in the location of equipment, etc. Finally, we will review and approve the as -built drawings to complete the project turnover and begin the warranty period. DOCUMENT TRACKING AND FILE SHARING PROCESS IPAD APPLICATION Our proprietary application is a user-friendly, iPad application used by our inspectors to generate reports, including daily inspection photos. Our inspectors have all been issued an iPad device. The application guides our inspectors, step-by-step to complete and fill -out appropriate sections of their daily reports. The application is specially designed to automatically populate weather and site conditions based on the devices GPS location. Drop-down menus for equipment and labor classifications have also been built-in to the application to assist inspectors in completing and fully -accounting for their site observations. There is also a prompt feature that notifies the inspector when any portion of the report is not complete. Daily photos can be taken through the application and will automatically attach to the report. Basic, common information will be carried over from previous days' reports in order to save time filling out a new report each day on a job -site. A supervisor can approve and finalize the report and request corrections. These reports are uploaded to our servers at the end of each day and can be made available to the City immediately, granting you convenient, full access to the current status and progress of your projects. PROJECT EXPERIENCE We have a proven track record of successfully providing on-call professional services to municipalities throughout Southern California. Please find below a list of our current on-call contracts in which similar professional inspection services to those listed in the RFP are currently being provided. City of Manhattan Beach • On -Call Construction Management and Inspection Services City of Newport Beach • On -Call Staff Augmentation for Public Works Department and Utility Permit Inspection Services and Construction Administration City of Norwalk • On -Call Construction Inspection Services City of Pasadena • On -Call Construction Management and Inspection Services City of Placentia • On -Call Contract Administration and Construction Inspection Services City of Pomona • On -Call Civil Engineering Design, Pavement Rehabilitation Design, Project Management and Construction Inspection City of Rancho Palos Verdes • Capital Projects Engineering and Construction Management Oversight Services City of Rancho Santa • On -Call Construction Management and Inspection Services Margarita City of Santa Monica • On -Call Construction Management Services City of West Covina • As -Needed Construction Management, Inspection and Related Services City of West Hollywood • On -Call Construction Management and Inspection Services Irvine Ranch Water District • As -Needed Design and Construction Inspection Services Long Beach Water • On -Call Construction Management and Inspection Services Department City of Aliso Viejo On -Call Construction Inspection Services City of Azusa On -Call Professional Engineering Services (Engineering, Project Management, Construction Management and Inspection Services) City of Bellflower On -Call Construction Management and Inspection Services for Federally Funded Projects City of Brea On -Call Construction Management and Inspection Services City of Commerce On -Call Construction Management and Inspection Services City of Costa Mesa On -Call Project and Construction Management Staff Support Services City of Culver City On -Call Civil Engineering Design and Construction Management and Inspection Services City of EI Segundo On -Call inspection Services for Water Pipeline Replacement Projects City of Glendale On -Call Construction Management and Inspection Services City of Huntington Beach On -Call Construction Management Services City of Irvine Project Management and Construction Management and Inspection City of Laguna Beach On -Call Program/Construction Management and Inspection Services City of Laguna Hills On -Call Engineering City of Laguna Niguel On -Call Public Works Inspection Services City of Laguna Woods On -Call Building Inspection Services City of Manhattan Beach • On -Call Construction Management and Inspection Services City of Newport Beach • On -Call Staff Augmentation for Public Works Department and Utility Permit Inspection Services and Construction Administration City of Norwalk • On -Call Construction Inspection Services City of Pasadena • On -Call Construction Management and Inspection Services City of Placentia • On -Call Contract Administration and Construction Inspection Services City of Pomona • On -Call Civil Engineering Design, Pavement Rehabilitation Design, Project Management and Construction Inspection City of Rancho Palos Verdes • Capital Projects Engineering and Construction Management Oversight Services City of Rancho Santa • On -Call Construction Management and Inspection Services Margarita City of Santa Monica • On -Call Construction Management Services City of West Covina • As -Needed Construction Management, Inspection and Related Services City of West Hollywood • On -Call Construction Management and Inspection Services Irvine Ranch Water District • As -Needed Design and Construction Inspection Services Long Beach Water • On -Call Construction Management and Inspection Services Department ANNUAL PAVING AND STREET IMPROVEMENT PROJECTS CITY OF SANTA MONICA I SANTA MONICA, CA Our team provided construction management, inspection, and public outreach for multiple annual street, sidewalk and curb ramp improvement projects. The work consisted of pavement resurfacing of streets and parking lots (including slurry seal and crack seal treatments); full pavement reconstruction; traffic signal modifications; and construction of new sidewalks, driveways and ADA ramps. DATES: 2008-2014 SANTA MONICA BOULEVARD MID -BLOCK TRAFFIC SIGNAL INSTALLATION AND STREET IMPROVEMENTS CITY OF WEST HOLLYWOOD I WEST HOLLYWOOD. CA As part of our on-call contract, our team provided construction management and inspection services for the installation of a traffic signal on Santa Monica Boulevard. The scope of work included roadway reconstruction and resurfacing; reconstruction of sidewalks, driveways, curb, gutter, cross gutters, and ADA curb ramps; installation of new traffic signals, controllers and flashing beacon; and traffic striping and signage on this busy segment of Santa Monica Boulevard between Orange Grove Avenue and Ogden Drive. DATES: SEPTEMBER 2016 -APRIL 2017 HARBOR BOULEVARD WIDENING CITY OF COSTA MESA I COSTA MESA, CA Our team provided construction management and inspection services for this roadway widening project. The project improved traffic operations along northbound Harbor Boulevard, one of the county's most heavily traveled roadways, by widening the roadway to accommodate a fourth northbound through lane. The project also included signal modifications at two intersections to accommodate the widening, construction of a new sidewalk, street light relocations, utility relocations and landscaping improvements on private property. The project was constructed to meet the recommended roadway widths/ geometrics as specified in the Harbor Boulevard Smart Street Study as well as the Orange County Transportation Authority's (OCTA) Master Plan of Arterial Highways (MPAH). DATES: JULY 2015 -SEPTEMBER 2015 UNIVERSITY DRIVE WIDENING CITY OF IRVINE I IRVINE, CA Our team is currently providing construction management and inspection services for the University Drive Widening project, which includes parkway and street improvements, storm drain improvements, water improvements, and landscape and irrigation for the adjacent bike trail. Our services include bid management, construction management, daily inspection services, and project close- out. The project consists of raised pavement markers, installation of new traffic signals, SCE coordination and installation of new street light infrastructure, storm drain installation, and water quality BMPs. DATES: MARCH 2018 -CURRENT BELLFLOWER BOULEVARD PEDESTRIAN ENHANCEMENTS CITY OF BELLFLOWER IJ BELLFLOWER, CA Our team provided construction management, inspection, labor compliance, and funding oversight services for the federally funded roadway and pedestrian/parkway improvements of Bellflower Boulevard. The scope of work included roadway reconstruction and resurfacing; reconstruction of sidewalks, driveways, curb, gutter, cross gutters, and ADA curb ramps; installation of traffic signals, controller cabinets, and flashing beacon; landscaping and irrigation; and traffic striping and signage (including decorative crosswalks). DATES: JANUARY 2016 -NOVEMBER 2016 OAK STREET AND MOUNTAIN ROAD BEACH ACCESS REHABILITATION CITY OF LAGUNA BEACH I LAGUNA BEACH, CA Our team provided construction management and inspection services for the rehabilitation of two beach access stairways. The project consisted of replacing the existing concrete stairways, replacing the deck on the Oak Street overlook, landscaping, and other associated work. DATES: DECEMBER 2016 -APRIL 2017 CENTRAL AVENUE PAVEMENT REHABILITATION CITY OF COMPTON I COMPTON, CA Our team provided comprehensive Construction Management and Inspection Services for the Central Avenue Pavement Rehabilitation Project (Phase II). The project includes Cold -In -Place Recycling and Cement Treatment of AC structural section; coldmill and overlay; reconstruction of PCC sidewalks, driveways, curb and gutter, and ADA curb ramps; traffic loop replacement; utility adjustments; and, traffic striping and signage. DATES: APRIL 2018 -OCTOBER 2018 EMERGENCY PROJECT LONG BEACH WATER DEPARTMENT I LONG BEACH, CA Our team is providing construction management and inspection services for the completion of an emergency project for the Long Beach Water Department. The project is to provide LBWD a connection to the Los Angeles County Sanitation District's LACSD) reclaimed water pipeline. While initially being constructed by a different contractor under the jurisdiction of LACSD, after construction was underway LACSD's Contractor abandoned the project and LBWD agreed to take over the work. Work involves construction of additional 25 -foot deep shoring within 5 feet of the operational LACSD operational plant. Managing high groundwater along with keeping the existing plant operational during construction are just a few of the important construction missions to accomplish. DATES: DECEMBER 2018 -CURRENT EDGEWATER LIFT STATION CITY OF HUNTINGTON BEACH I HUNTINGTON BEACH, CA Our team is currently providing construction management and inspection services for the replacement of the Edgewater Sewer Lift Station. The project consists of the abandonment and demolition of an existing sewer lift station, and construction and installation of a new 1,000 gpm submersible sewer lift station and force main. The project also includes installation of new gravity sewer, storm drain, water main, and curb, gutter, sidewalk, and AC pavement construction. DATES: OCTOBER 2017 -AUGUST 2018 FY 2013-2014 WATERLINE REPLACEMENT PROJECT CITY OF MANAHTTAN BEACH I MANHATTAN BEACH, CA Our team provided construction management and inspection services for the citywide replacement of old and/or undersized water mains and associated valves to reduce the risk of main breaks and enhance fire suppression flows. New 6 -inch ductile iron pipes replaced a total of 10,261 LF of existing water mains. Work also included the installation of five new fire hydrants, reconnection of four existing fire hydrants and the installation of 2 -inch water Blow Off assemblies at four sewer pump stations. The project also included trench restoration, roadway resurfacing and reconstruction, and traffic signage and striping. DATES: SEPTEMBER 2015 -APRIL 2016 CITYWIDE SEWER MAIN IMPROVEMENTS AND REPAIRS CITY OF TORRANCE I TORRANCE, CA Our team provided construction inspection services for this citywide sewer main improvement project. The project included rehabilitating existing sewer system in various locations throughout the City. The scope of work included point repairs, removal and replacement, pipelining sections of sewer where damage was repaired by insertion of a plastic liner, thereby eliminating the need for trench excavation and minimizing public impacts. Where trench excavation was required, damaged sections of pipe were replaced with new vitrified clay pipe (VCP). DATES: MARCH 2015 -JULY 2015 ARANTINE HILLS SEWER AND WATER INFRASTRUCTURE PROJECTS CITY OF CORONA I CORONA, CA Our team is currently providing construction management and inspection services for the $14.7M three-phase Arantine Hills sewer and water improvement projects to provide the necessary infrastructure for the Arantine Hills Development Project- A major rerouting of the City's water distribution system for nearly a mile including service connections was part of this project. The project involved the construction of a buried cast -in-place sewer lift station with above -grade controls. This is connected to a second project to construct the sewer force main. DATES: AUGUST 2011 CURRENT ROBINSON PARK RECREATION CENTER RENOVATION CITY OF PASADENA I PASADENA, CA Our team is providing construction management and inspection services for the renovation of Robinson Park Recreation Center. The 7.2M project consists of the demolition and reconstruction of the Recreation Center's approximately 16,000 -square -foot multipurpose room, administrative offices, kitchen, open court yard, restrooms and conference room, an approximately 4,900 -square -foot addition of fitness and dance rooms, storage and common areas, and an intensive structural upgrade of the Recreation Center's existing 7,300 -square -foot gymnasium. The design is fully accessible and includes energy efficient lighting, technology and security upgrades and new drought tolerant landscaping. DATES: MAY 2017 -CURRENT HARBOR BOULEVARD BIKE TRAIL CITY OF COSTA MESA I COSTA MESA, CA Our team provided construction management and inspection services for upgrades to the existing bike trail along the north side of Harbor Boulevard between Fair Drive and Merrimac Way. The project consisted of pavement rehabilitation, new pedestrian lighting, landscaping and irrigation. This bike trail is a vital element for making non -automotive travel safer and enjoyable in the City. The landscaping improvements alongside the Harbor Boulevard Bike Trail provide a safety buffer between the trail and the busy street, and create pleasant conditions for bike riders or pedestrians. It was important that the new trail improvements continue the precedent of other sustainable, attractive quality -of -life improvements in the City. DATES: APRIL 2016 -SEPTEMBER 2016 ADVENTURE PLAYGROUND CITY OF IRVINE I IRVINE, CA Our team provided construction management and inspection services on the $1.5M rehabilitation project to update the playground area and amenities that comply with existing playground safety standards. The scope of work included installation of new play equipment; construction of a new restroom and storage building; construction of concrete walkways, decorative walkways, retaining walls, slides and benches; and landscaping and irrigation. The project also included off-site water, sewer and storm drain improvements. Adventure Playground is located on a 4.5 -acre site within University Community Park at 1 Beach Tree Lane in the City of Irvine. DATES: JANUARY 2014 -FEBRUARY 2016 DAILY INSPECTION REPORT Pnpi.cl rule Bantrrele hh M~ c-"lor Pacf C Heroacn C xp kaapeclpr. Oat Waren peport e. 1 Date Nw 2fy 2018 Day Monday 51rt T.— 600 AM End re W PM Working status Day Workup Wlathe sunny Temp .00. 75, w.m 0-6 Mh FWrNdrn 0%.ZS% Address: Faer cale Shwnq Pachc ' tYerwech - a vawW tat efeaea ww1lar, p^'PP^9 fw n1taW[ion Or 5lswirq anelgteanAn. aseMen Bke vm twel n trr moaluanw. W equp t and maclh~e for nRallaben Of sbereen Corhgxntipn r«,ee ney 11" IM - A Croy of tat mob klyd rqupnrrnt are macmrayy 1p pbsee pcatun, semny w fb Mtruct ShonI q conlqurat,on supeetterl0ent 1 10 v.a no.y w Pact falOotech Jaime.0- 0 Fco— 10 In Pacft Hyd6naech Onar4o Dim Labore 1 10 Pwfk Hybptech Luis Pnkelbtatabo Tp[ 11,000 Labpre 10 Imoto Pmfic wvd reach Jor an i welaete Foreman t0 Faer cale Shwnq Blue MOn P.Inwk Andersen POW Drnor 10 Iwel weal llko Ir— GYn I I O t Plal Opeslw 10 Crane Operator Blue ken Troy Cense OPwaf. 10 Fa«IwslerseA w Bk. ken Tery BWA LabO 1 t0 FaMcata snwvq 8kw kon 0—AluruIwRaenl Opvalw 1 1p cabrcate srwna ttkt kon Hate batesfeetsem Fwklat 10 ruler.% Shy w_ 17.000Ibb— C'_ t r0 Bhae lr r L ~ BOO! Tp[ 11,000 Eacaraal0 10 ems, ae MrYrdi JOMOaae mauraA POW Drnor 10 PO%_ llko Ir— GYn I I O t Plal B.Chh- to savawirwaeNin P -ft Hy".n CAT 42OF Pack Hydrotech is reprtnq to remove approx. 47 of char"Mlorg w the west side of property tine (Cal Transl/wortzone w Blue Man can fit egtaprnelt needed to moM sheet pees for Shoring. RR a 001. W 11 reotUaB ferlcing atter every work day for safety and seamy. Nobfied Luanne Bean regarding request. SAMPLES Special Inspection Material( Equipment Delive,y: v,s.tw . Safety! Sne Impact Concerns: Phntns t ly City of Seal Beach I On -Call Professional Inspection Services NV5 28 REFERENCES Provided below are five (5) references of public agency clients for whom similar inspection services have been performed that are comparable in quality and scope to that specified in this RFP. r161 Long Beach Water LONG BEACH WATER DEPARTMENT Abelardo Rendon, PE Manager of Engineering (LBWD) 562.570.2341 abelardo.rendon@lbwater.org LBWD Emergency Project December 2018 -Current) Our team is providing Construction Management and Inspection Services for the completion of an emergency project for the LBWD. The project is to provide LBWD a connection to the Los Angeles County Sanitation District's (LACSD). Key Personnel Luanne Bean CITY OF NEWPORT BEACH Mike Sinacori Acting City Engineer 949.644.3342 msinacori@newportbeachca.gov On -Call Construction Inspection Services January 2019 -Current) Our team is currently providing the City with a Construction Inspector to work on an as -needed basis for various City projects as they occur. Key Personnel Jeffrey Cooper, Craig Wheeler, and Mark Puglisi CITY OF LAGUNA BEACH David W. Shissler Director of Water Quality 949.497.3311 dshissler@lagunabeachcity.net On -Call Construction Management and Inspection Services 2017 -Current) Our team is currently providing on-call construction management and inspection services to the City. Key Personnel Peter Salgado, Mike Helma, and Matt Greer CITY OF COMPTON John Strickland Project Manager 310.605.5505 jstrickland@comptoncity.org Central Avenue Pavement Rehabilitation (Phase II) From Compton Boulevard to City Limits April 2018 -October 2018) Our team provided comprehensive Construction Management and Inspection Services for the Central Avenue Pavement Rehabilitation Project (Phase II). Key Personnel Peter Salgado and David Ledyard CITY OF COSTA MESA Bart Mejia City Engineer 714.754.5378 bart.mejia@costamesaca.gov Harbor Boulevard Bike Trail April 2016 -September 2016) Our team provided Construction Management and Inspection services for upgrades to the existing bike trail along the north side of Harbor Boulevard between Fair Drive and Merrimac Way. Key Personnel Peter Salgado EXCEPTIONS NV5 does not have any exceptions or deviations to any portion of the City's RFP or the standard Professional Services Agreement provided in the RFP. Fee Schedule Effective January 1, 2019 through December 31, 2022. If contract assignment extends beyond that date, a new rate schedule will be added to the contract. CONSTRUCTION SERVICES Project Manager/Construction Manager Office Engineer Project Controls Engineer Labor Compliance/Documents Control Construction Inspector Surveying (2 -person survey crew) REIMBURSABLE EXPENSES Reproduction Consultant Services Automobile Transportation Delivery, Freight, Courier Agency Fees Commercial Travel NNIS HOURLY RATE 150 120 120 90 138 250 COST Cost Cost + 15% 54 per mile Cost Cost Cost EXHIBIT B TERMS FOR COMPLIANCE WITH CALIFORNIA LABOR LAW REQUIREMENTS 1. This Agreement calls for services that, in whole or in part, constitute "public works" as defined in Division 2, Part 7, Chapter 1 (commencing with Section 1720) of the California Labor Code ("Chapter 1"). Further, Consultant acknowledges that this Agreement is subject to (a) Chapter 1 and (b) the rules and regulations established by the Department of Industrial Relations ("DIR") implementing such statutes. Therefore, as to those Services that are "public works", Consultant shall comply with and be bound by all the terms, rules and regulations described in 1(a) and 1(b) as though set forth in full herein. 2. California law requires the inclusion of specific Labor Code provisions in certain contracts. The inclusion of such specific provisions below, whether or not required by California law, does not alter the meaning or scope of Section 1 above. 3. Consultant shall be registered with the Department of Industrial Relations in accordance with California Labor Code Section 1725.5, and has provided proof of registration to City prior to the Effective Date of this Agreement. Consultant shall not perform work with any subcontractor that is not registered with DIR pursuant to Section 1725.5. Consultant and subcontractors shall maintain their registration with the DIR in effect throughout the duration of this Agreement. If Consultant or any subcontractor ceases to be registered with DIR at any time during the duration of the project, Consultant shall immediately notify City. 4. Pursuant to Labor Code Section 1771.4, Consultant's Services are subject to compliance monitoring and enforcement by DIR. Consultant shall post job site notices, as prescribed by DIR regulations. 5. Pursuant to Labor Code Section 1773.2, copies of the prevailing rate of per diem wages for each craft, classification, or type of worker needed to perform the Agreement are on file at City Hall and will be made available to any interested party on request. Consultant acknowledges receipt of a copy of the DIR determination of such prevailing rate of per diem wages, and Consultant shall post such rates at each job site covered by this Agreement. 6. Consultant shall comply with and be bound by the provisions of Labor Code Sections 1774 and 1775 concerning the payment of prevailing rates of wages to workers and the penalties for failure to pay prevailing wages. Consultant shall, as a penalty to City, forfeit 200.00 for each calendar day, or portion thereof, for each worker paid less than the prevailing rates as determined by the DIR for the work or craft in which the worker is employed for any public work done pursuant to this Agreement by Consultant or by any subcontractor. 7. Consultant shall comply with and be bound by the provisions of Labor Code Section 1776, which requires Consultant and each subcontractor to: keep accurate payroll records and verify such records in writing under penalty of perjury, as specified in Section 1776; certify and make such payroll records available for inspection as provided by Section 1776; and inform City of the location of the records. B. Consultant shall comply with and be bound by the provisions of Labor Code Sections 1777.5, 1777.6 and 1777.7 and California Code of Regulations, Title 8, Section 200 et seq. concerning the employment of apprentices on public works projects. Consultant shall be responsible for compliance with these aforementioned Sections for all apprenticeable occupations. Prior to commencing work under this Agreement, Consultant shall provide City with a copy of the information submitted to any applicable apprenticeship program. Within 60 days after concluding work pursuant to this Agreement, Consultant and each of its subcontractors shall submit to City a verified statement of the journeyman and apprentice hours performed under this Agreement. 9. Consultant shall not perform Work with any Subcontractor that has been debarred or suspended pursuant to California Labor Code Section 1777.1 or any other federal or state law providing for the debarment of contractors from public works. Consultant and subcontractors shall not be debarred or suspended throughout the duration of this Contract pursuant to Labor Code Section 1777.1 or any other federal or state law providing for the debarment of contractors from public works. If Consultant or any subcontractor becomes debarred or suspended during the duration of the project, Consultant shall immediately notify City. 10. Consultant acknowledges that eight hours labor constitutes a legal day's work. Consultant shall comply with and be bound by Labor Code Section 1810. Consultant shall comply with and be bound by the provisions of Labor Code Section 1813 concerning penalties for workers who work excess hours. Consultant shall, as a penalty to City, forfeit $25.00 for each worker employed in the performance of this Agreement by Consultant or by any subcontractor for each calendar day during which such worker is required or permitted to work more than eight hours in any one calendar day and 40 hours in any one calendar week in violation of the provisions of Division 2, Part 7, Chapter 1, Article 3 of the Labor Code. Pursuant to Labor Code Section 1815, work performed by employees of Consultant in excess of eight hours per day, and 40 hours during any one week shall be permitted upon public work upon compensation for all hours worked in excess of eight hours per day at not less than one and one-half times the basic rate of pay. 11. California Labor Code Sections 1860 and 3700 provide that every employer will be required to secure the payment of compensation to its employees. In accordance with the provisions of California Labor Code Section 1861, Consultant hereby certifies as follows: I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract." 12. For every subcontractor who will perform work on the project, Consultant shall be responsible for such subcontractor's compliance with Chapter 1 and Labor Code Sections 1860 and 3700, and Consultant shall include in the written contract between it and each subcontractor a copy of those statutory provisions and a requirement that each subcontractor shall comply with those statutory provisions. Consultant shall be required to take all actions necessary to enforce such contractual provisions and ensure subcontractor's compliance, including without limitation, conducting a periodic review of the certified payroll records of the subcontractor and upon becoming aware of the failure of the subcontractor to pay his or her workers the specified prevailing rate of wages. Consultant shall diligently take corrective action to halt or rectify any failure. 13. To the maximum extent permitted by law, Consultant shall indemnify, hold harmless and defend (at Consultant's expense with counsel reasonably acceptable to City) City, its officials, officers, employees, agents and independent contractors serving in the role of City officials, and volunteers from and against any demand or claim for damages, compensation, fines, penalties or other amounts arising out of or incidental to any acts or omissions listed above by any person or entity. (including Consultant, its subcontractors, and each of their officials, officers, employees and agents) in connection with any work undertaken or in connection with the Agreement, including without limitation the payment of all consequential damages, attorneys' fees, and other related costs and expenses. All duties of Consultant under this Section shall survive the termination of the Agreement. A o® CERTIFICATE OF LIABILITY INSURANCE DATE (MMIDD/YYYY) 7/28/2019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Cav450 B tr & Associates 450 B Street, Suite 1800 San Diego CA 92101 NAME: CONTACT Certificate Department VCONNe Ext): 619-744-0574 ac No : 619-234-8601 E-MAILADDRESS: certificates@cavignac.com INSURE S AFFORDING COVERAGE NAIC # INSURER A: Valley Fore Insurance Company 20508 5/1/2020 INSURED NV51NC0-01 NV5, Inc. 9890 Irvine Center Drive INSURER B: Continental CasualtyCo. 20443 INSURER C: Continental Insurance Company 35289 INSURER D : National Fire Ins. Hartford 20478Irvine, CA 92618 INSURER E: Berkley Insurance Company 32603 INSURER F : MED EXP (Any one person) $15,000 COVERAGES CERTIFICATE NUMBER: 280714563 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSRTR TYPE OF INSURANCE ADDL SUER EFF POLICY NUMBER MM/DCDIYYYY MLICYLEXP D/YYYYMIDY LIMITS A X COMMERCIAL GENERAL LIABILITY Y 6057040530 5/1/2019 5/1/2020 EACH OCCURRENCE $ 1,000,000 CLAIMS -MADE a OCCUR DAMAGE TO RENTED PREMISES Ea occurrence $ 1,000,000 MED EXP (Any one person) $15,000XCrossLiab/Sevin X $0 Deductible PERSONAL & ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 i PRO - POLICY FX ] ECT U LOC PRODUCTS - COMP/OP AGG $ 2,000,000 Stop Gap Liability $ 1,000,000OTHER: B AUTOMOBILE LIABILITY Y 6057040575 5/1/2019 5/1/2020 COMBINED SINGLE LIMIT $ Ea accident 1000 000 BODILY INJURY (Per person) $ X ANY AUTO ALL OWNED SCHEDULED AUTOS AUTOS BODILY INJURY (Per accident)$ PROPERTY DAMAGE $ Per accident NON -OWNED HIRED AUTOS AUTOS C X UMBRELLA LIAR X OCCUR CUE6076054554 5/1/2019 5/112020 EACH OCCURRENCE $ 20,000,000 AGGREGATE $20,000,000EXCESSLIABCLAIMS -MADE DED I X I RETENTION $ 0 D WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN WC6057040558 5/1/2019 5/1/2020 X PER OTH- STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? N NIA" IA E.L. EACH ACCIDENT $ 1,000,000 E.L. DISEASE - EA EMPLOYE $ 1,000,000MyandatoryInNH) If DESs, describe under CRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT 1 $ 1,000,000 E Professional/ Pollution Liability AEC902912003 5/1/2019 5/1/2020 Each Claim $10,000,000 I Aggregate $20,000,000 DESCRIPTION OF OPERATIONS 1 LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Re: On Call Inspection Services. Additional Insured coverage applies to General Liability and Automobile Liability for City of Seal Beach per policy form. Excess/Umbrella policy follows form over underlying policies: General Liability, Auto Liability & Employers Liability (additional insured and waiver of subrogation apply). Professional Liability - Claims made form, defense costs included within limit. CERTIFICATE HOLDER CANCELLATION 1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of Seal Beach 211 Eighth Street AUTHORIZED REPRESENTATIVESealBeach CA 90740 1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD CNA CN Ed. 10/1(2) ADDITIONAL INSURED - PRIMARY AND NON-CONTRIBUTORY It is understood and agreed that this endorsement amends the BUSINESS AUTO COVERAGE FORM as follows: SCHEDULE Name of Additional Insured Persons Or Organizations AS REQUIRED BY CONTRACT 1. In conformance with paragraph A.1.c. of Who Is An Insured of Section II — LIABILITY COVERAGE, the person or organization scheduled above is an insured under this policy. 2. The insurance afforded to the additional insured under this policy will apply on a primary and non-contributory basis if you have committed it to be so in a written contract or written agreement executed prior to the date of the "accident" for which the additional insured seeks coverage under this policy. All other terms and conditions of the Policy remain unchanged. CNA71527XX (10/12) Page 1 of 1 Insured Name: NV5 GLOBAL, INC. Copyright CNA AI Rights Reserved. Policy No: 6057040575 Endorsement No: Effective Date: 05/ 01/2019 cera Blanket Additional Insured - Owners, Lessees or Contractors - with Products -Completed Operations Coverage Endorsement This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART It is understood and agreed as follows: I. WHO IS AN INSURED is amended to include as an Insured any person or organization whom you are required by written contract to add as an additional insured on this coverage part, but only with respect to liability for bodily injury, property damage or personal and advertising injury caused in whole or in part by your acts or omissions, or the acts or omissions of those acting on your behalf: A. in the performance of your ongoing operations subject to such written contract; or B. in the performance of your work subject to such written contract, but only with respect to bodily injury or property damage included in the products -completed operations hazard, and only if. - 1. f: 1. the written contract requires you to provide the additional insured such coverage; and 2. this coverage part provides such coverage. II. But if the written contract requires: A. additional insured coverage under the 11-85 edition, 10-93 edition, or 10-01 edition of CG2010, or under the 10-01 edition of CG2037; or B. additional insured coverage with "arising out of language; or C. additional insured coverage to the greatest extent permissible by law; then paragraph I. above is deleted in its entirety and replaced by the following: WHO IS AN INSURED is amended to include as an Insured any person or organization whom you are required by written contract to add as an additional insured on this coverage part, but only with respect to liability for bodily injury, property damage or personal and advertising injury arising out of your work that is subject to such written contract. III. Subject always to the terms and conditions of this policy, including the limits of insurance, the Insurer will not provide such additional insured with: A. coverage broader than required by the written contract; or B. a higher limit of insurance than required by the written contract. IV. The insurance granted by this endorsement to the additional insured does not apply to bodily injury, property damage, or personal and advertising injury arising out of: A. the rendering of, or the failure to render, any professional architectural, engineering, or surveying services, including: 1, the preparing, approving, or failing to prepare or approve maps, shop drawings, opinions, reports, surveys, field orders, change orders or drawings and specifications; and 2. supervisory, inspection, architectural or engineering activities; or B. any premises or work for which the additional insured is specifically listed as an additional insured on another endorsement attached to this coverage part. V. Under COMMERCIAL GENERAL LIABILITY CONDITIONS, the Condition entitled Other Insurance is amended to add the following, which supersedes any provision to the contrary in this Condition or elsewhere in this coverage part: Primary and Noncontributory Insurance CNA75079XX (10-16) Policy No: 6057040530 Page 1 of 2 Effective Date: 05/ 01/2019 Insured Name: NV5 Global, Inc Copyright CNA All Rights Reserved. Includes copyrighted material of Insurance Services Office, Inc., with its permission. Blanket Additional Insured - Owners, Lessees or Contractors - with Products -Completed Operations Coverage Endorsement With respect to other insurance available to the additional insured under which the additional insured is a named insured, this insurance is primary to and will not seek contribution from such other insurance, provided that a written contract requires the insurance provided by this policy to be: 1. primary and non-contributing with other insurance available to the additional insured; or 2. primary and to not seek contribution from any other insurance available to the additional insured. But except as specified above, this insurance will be excess of all other insurance available to the additional insured. VI. Solely with respect to the insurance granted by this endorsement, the section entitled COMMERCIAL GENERAL LIABILITY CONDITIONS is amended as follows: The Condition entitled Duties In The Event of Occurrence, Offense, Claim or Suit is amended with the addition of the following: Any additional insured pursuant to this endorsement will as soon as practicable: 1. give the Insurer written notice of any claim, or any occurrence or offense which may result in a claim; 2. send the Insurer copies of all legal papers received, and otherwise cooperate with the Insurer in the investigation, defense, or settlement of the claim; and 3. make available any other insurance, and tender the defense and indemnity of any claim to any other insurer or self -insurer, whose policy or program applies to a loss that the Insurer covers under this coverage part. However, if the written contract requires this insurance to be primary and non-contributory, this paragraph 3. does not apply to insurance on which the additional insured is a named insured. The Insurer has no duty to defend or indemnify an additional insured under this endorsement until the Insurer receives written notice of a claim from the additional insured. VII. Solely with respect to the insurance granted by this endorsement, the section entitled DEFINITIONS is amended to add the following definition: Written contract means a written contract or written agreement that requires you to make a person or organization an additional insured on this coverage part, provided the contract or agreement: A. is currently in effect or becomes effective during the term of this policy; and B. was executed prior to. - 1. o: 1. the bodily injury or property damage; or 2. the offense that caused the personal and advertising injury; for which the additional insured seeks coverage. Any coverage granted by this endorsement shall apply solely to the extent permissible by law. All other terms and conditions of the Policy remain unchanged. This endorsement, which forms a part of and is for attachment to the Policy issued by the designated Insurers, takes effect on the effective date of said Policy at the hour stated in said Policy, unless another effective date is shown below, and expires concurrently with said Policy. CNA75079XX (10-16) Policy O: 6057040530 Page 2 of 2 Effective Date: 05/01/2019 Insured Name: NV5 Global, Inc. Copyright CNA All Rights Reserved. Includes copyrighted material of Insurance Services Office, Inc., with its permission. Policy No: 6057040530 This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART SCHEDULE Name Of Person Or Organization: Any person or organization against whom you have agreed to waive such right of recovery in a written contract or agreement. Information reauired to complete this Schedule. if not shown above. will be shown in the Declarations It is understood and agreed that the condition entitled Transfer Of Rights Of Recovery Against Others To The Insurer is amended by the addition of the following: Solely with respect to the person or organization shown in the Schedule above, the Insurer waives any right of recovery the Insurer may have against such person or organization because of payments the Insurer makes for injury or damage arising out of the Named Insured's ongoing operations or your work done under a contract with that person or organization and included in the products -completed operations hazard. All other terms and conditions of the Policy remain unchanged. This endorsement, which forms a part of and is for attachment to the Policy issued by the designated Insurers, takes effect on the effective date of said Policy at the hour stated in said Policy, unless another effective date is shown below, and expires concurrently with said Policy. 1 AMENDMENT NO. 2 PROFESSIONAL SERVICES AGREEMENT for On-Call Professional Inspection Services between City of Seal Beach 211 - 8th Street Seal Beach, CA 90740 & NV5, Inc. 163 Technology Drive, Suite 100 Irvine, CA 92618 (949) 419-3030 This Amendment No. 2, dated November 8, 2021, amends that certain agreement (“Agreement”) dated July 22, 2019, as previously amended by Amendment No. 1 dated July 22, 2019, by and between the City of Seal Beach (“City”), a California charter city, and NV5, Inc. (“Consultant”), a California corporation. 2 RECITALS A. Effective July 22, 2019, City and Consultant entered into an Agreement for Consultant to provide On-Call Professional Inspection Services. B. Effective July 22, 2019, City and consultant entered in an amendment to the Agreement (Amendment No. 1) to clarify the contract indemnification obligations. C. City and Consultant wish to amend the Agreement, as previously amended by Amendment No. 1, for Consultant to provide additional on-call professional inspection services, and to increase Consultant’s compensation by $225,000 for those additional services for a revised total compensation in the not-to-exceed amount of $465,000 as provided herein. AMENDMENT NO. 2 NOW, THEREFORE and in consideration of the foregoing and of the mutual covenants and promises herein set forth, the parties agree to amend the Agreement as follows: Section 1. Section 3.0 (Consultant’s Compensation) of the Agreement is hereby amended in its entirety to read as follows: “3.0 Consultant’s Compensation “ 3.1 City will pay Consultant in accordance with the hourly rates shown on the fee schedule set forth in Exhibit A for Services, and Exhibit A- 2 for Additional Services, but in no event will the City pay more than the total not-to-exceed amount of $465,000 for the Services (Exhibit A) and Additional Services (Exhibit A-2) for the Original Term. Any additional work authorized by the City pursuant to Section 1.5 will be compensated in accordance with the fee schedules set forth in Exhibits A and A-2, and shall not exceed the amount authorized by the City Council at time of award or amendment. 3.2 In the event that City elects to extend the Original Term in accordance with Section 2.2 of the Agreement, City will pay Consultant in accordance with the hourly rates shown on the fee schedule set forth in Exhibit A for Services, and Exhibit A-2 for Additional Services, but in no event will the City pay more than the total not-to-exceed amount of $360,000 for the Services (Exhibit A) and Additional Services (Exhibit A-2) for each extension.” Section 3. Section 14.0 (Safety Requirements) of the Agreement is hereby revised to require the Consultant to comply with all applicable COVID-19 public health regulations and industry safety orders, to read as follows: “14.0 Safety Requirements All work and other Services performed under this Agreement shall be performed in such a manner as to provide safety to the public and to meet or exceed the safety standards outlined by CAL OSHA and other applicable local, 3 state and federal laws, industry safety orders and/or health orders. Consultant’s obligations shall include but are not limited to, the requirement to comply with all applicable COVID-19 social distancing requirements, daily monitoring and recordkeeping requirements when Consultant’s employees come onsite, and other applicable provisions of any applicable industry safety standards and/or health orders issued by the County of Orange, City of Seal Beach, and/or any other federal, state or local agency with jurisdiction over the City and/or Consultant, during Consultant’s performance of the Project. The City may issue restraint or cease and desist orders to Consultant when unsafe or harmful acts are observed or reported relative to the performance of the Services. Consultant shall maintain the work sites free of hazards to persons and property resulting from its operations. Consultant shall immediately report to the City any hazardous condition noted by Consultant.” Section 3. Section 29.0 (Non-Appropriation of Funds) is hereby added to the Agreement to read as follows: “29.0 Non-Appropriation of Funds Payments to be made to Consultant by City for any Services performed within the current fiscal year are within the current fiscal budget and within an available, unexhausted fund. In the event that City does not appropriate sufficient funds for payment of Consultant’s Services beyond the current fiscal year, this Agreement shall cover payment for Consultant’s Services only to the conclusion of the last fiscal year in which City appropriates sufficient funds and shall automatically terminate at the conclusion of such fiscal year. Section 4. All references to the term “Agreement” throughout Sections 1.0 through 29.0, inclusive, of the Agreement are hereby modified to include the Agreement dated July 22, 2019, Amendment No. 1 dated July 22, 2019, and this Amendment No. 2 dated November 8, 2021, as if all of those terms are fully set forth therein. Section 5. Except as expressly modified or supplemented by this Amendment No. 2, all other provisions of the Agreement, as previously amended by Amendment No. 1, shall remain unaltered and in full force and effect. In the event of a conflict between the provisions of this Amendment No. 2 and the provisions of the Agreement and/or Amendment No. 1, the provisions of this Amendment No. 2 shall control. Section 6. The persons executing this Amendment No. 2 on behalf of Consultant warrants that he or she is each duly authorized to execute this Amendment No. 2 on behalf of said Party and that by his or her execution, Consultant is formally bound to the provisions of this Amendment No. 2. 4 IN WITNESS WHEREOF, the parties hereto have caused this Amendment No. 2 to be executed and attested by their proper officers thereunto: CITY OF SEAL BEACH By: Jill R. Ingram, City Manager Attest: By: Gloria D. Harper, City Clerk Approved as to Form: By: Craig A. Steele, City Attorney CONSULTANT: NV5, Inc. a California corporation By: Name: Jeffrey M Cooper Its: Vice President By: Name: MaryJo OBrien Its: Corporate Secretary (Please note, two signatures required for corporations under Corp. Code §313, unless corporate documents authorize only one person to sign this Agreement on behalf of the corporation.) 5 EXHIBIT A-2 – Additional Services 163 Technology Drive, Suite 100 | Irvine, CA 92618 | www.NV5.com | Office 949.585.0477 October 25, 2021 City of Seal Beach Attn: Iris Lee, PE Deputy Director of Public Works/City Engineer 211 Eighth Street Seal Beach, CA 90740 SUBJECT: On-Call Construction Inspection Services –Amendment No. 2 Dear Ms. Lee, NV5, Inc. respectfully requests an amendment to the subject contract for additional funds to continue providing on-call construction inspection services to the City of Seal Beach (City). Currently we are providing the services of one full-time inspector in addition to a part-time inspector. The City has requested that NV5 analyze the City’s needs with the OC405 project for Construction Inspection through project completion of 2023. The OC405 and its associated projects are very volatile with four to five permits already on this project, which include the following so far:  DPW04270 Lampson Intersection & 405 Left Turn which is almost complete  DPW4099 North Gate Road will continue for quite some time on the reconstruction of the wall  DPW04311 Almond Wall Demo (OC405) which is three or four months ahead of North Gate and our inspectors will need to check that City traffic is not negatively impacted  SS1802 Old Ranch Parkway Manholes is inactive at the moment as the MH’s on North Gate Road are completed. Old Ranch Parkway will need to be completed once the on-ramp is done  ST1809 Is for other 405 work that does not have a specific City permit number NV5 anticipates that the above permits represent a sample of the OC405 work that will be ongoing, either under these permits or under new OC405 permits. Therefore, NV5 has analyzed these OC405 permits from May 1 through September 30, 2021 to understand the OC405 project needs. From May 1 through September 30, 2021, there are 149 working days (Monday through Friday), and at times, NV5 has spent nights and weekends on the OC405 projects for a total of 129 hours out of the 990 hours total of Seal Beach inspections in this time period. Moving forward, NV5 would anticipate at least this much involvement and perhaps up to 20% more inspection needed in support of the OC405 project in Seal Beach. Therefore, we could assume approximately 16% of our total inspection hours and budget would need to be allocated to OC405. Similarly, the City has also asked NV5 to analyze the future needs of the OC San project (DPW04065). Again, from May 1 through September 30, 2021, there are 149 working days (Monday through Friday), and at times, NV5 has spent nights and weekends on the OC San projects for a total of 90 hours out of the 990 hours total of Seal Beach inspections in this time period. Moving forward, NV5 would anticipate at least this much involvement and perhaps up to 20% more inspection needed in support of the OC San project in Seal Beach. Therefore, we could assume approximately 11% of our total inspection hours and budget would need to be allocated to OC San. 163 Technology Drive, Suite 100 | Irvine, CA 92618 | www.NV5.com | Office 949.585.0477 Our remaining funds already in place for this contract will allow us to continue to provide coverage through approximately mid-November 2021, which comes from the last Purchase Order (PO 17539), assuming one full-time and one part-time inspector at $138 per hour, plus mileage between project sites. Per the City’s request, in order to continue to serve the City’s inspection projects, NV5 estimates the following needs for these continued services: Time Period OC 405 (16% of Total) * OC San (11% of Total) * City's Other Inspection Projects Remaining Contract Allocations Totals Nov 2021 through June 10, 2022 $ 36,000 $ 24,750 $ 164,250 -$ 0 $ 225,000 June 11, 2022 through June 10, 2023 $ 56,000 $ 38,500 $ 255,500 -$ 80,000 $ 280,000 June 11, 2023 through June 10, 2024 ** $ 32,036 $ 22,025 $ 305,939 -$ 80,000 $ 280,000 * Estimated to Complete December 2023 (203 CD out of 365 CD) ** Includes a 3% hourly rate increase from $138 to $142 for Inspectors We look forward to the opportunity to continue to work with the City and help you achieve your goals and objectives. If you have any questions please don’t hesitate to contact me at (951) 377-1566 or by email at luanne.bean@nv5.com Sincerely, NV5, Inc. Luanne Bean, PE Director of Water & Wastewater Operations PN: P27021-0001740.00 Jeffrey M. Cooper, PE Vice President Agenda Item E AGENDA STAFF REPORT DATE:November 8, 2021 TO:Honorable Mayor and City Council THRU:Jill R. Ingram, City Manager FROM:Philip Gonshak, Chief of Police SUBJECT:Approval of a Joint Agreement with the County of Orange for the new 800 MHz Countywide Coordinated Communication System (CCCS) ________________________________________________________________ SUMMARY OF REQUEST: That the City Council adopt Resolution 7215: 1. Approving an agreement between the City of Seal Beach and the County of Orange County for the 800 Megahertz Countywide Coordinated Communications System, which serves as the County's public safety radio system; and, 2. Authorizing the City Manager to execute the agreement. BACKGROUND AND ANALYSIS: On February 6, 1996, the Orange County Board of Supervisors (Board) approved the original Joint Agreement (Agreement) for the Implementation and Operation of the Orange County 800 MHz Countywide Coordinated Communications System (CCCS). The Orange County Sheriff-Coroner Department (Sheriff) operates and maintains the 800 MHz CCCS, which provides centralized, interoperable voice radio communications for Orange County and its 34 cities, including all public safety and public service agencies, as well as a number of private, state and federal agencies that provide support to the above agencies and/or have relevant communications requirements. The 800 MHz CCCS is funded by the CCCS partnership in accordance with the financial requirements outlined in the Agreement. The original agreement addressed city and county partnership responsibilities and financial obligations for the implementation of the 800 MHz CCCS in Orange County. It was executed by the then 31 cities and the Orange County Fire Authority (OCFA). The agreement was amended by the Board on June 24, 2003, to include the capital improvement cost-sharing agreement negotiated by the County with the 34 cities and OCFA and replaced the original Joint Agreement. Page 2 1 1 3 1 On November 23, 2004, the current Joint Agreement for the Operation, Maintenance and Financial Management of the CCCS was entered into by the County, its 34 cities and other partnership agencies, replacing the original 1996 Agreement and subsequent 2003 amendment with the intent to define the post- implementation operational, technical and financial requirements and guidelines for the CCCS going forward. On June 2, 2015, the Board approved the current version of the Joint Agreement currently in place. The proposed re-write of the Joint Agreement establishes the technical, operational, and financial requirements for all agencies participating in the CCCS. This includes establishing financial parameters for the year to year cost and for the costs of necessary system upgrades in the future. This also includes establishing bylaws for the Governance Committee. The re-written Agreement was presented to the Governance Committee at the April 28, 2021 Governance Committee Meeting. The Governance Committee approved the rewrite and recommended submitting to the Board for approval. The rewritten Agreement was presented to the City Managers of the Partner Agencies to seek input and revisions. All revisions received were incorporated into the document. The Partner Agencies, which include 34 Orange County cities, OCFA, Orange County Transportation Authority, Orange County Lifeguards, Irvine Valley College Police Department, and the Santa Ana Unified School District Police Department, have confirmed their continued participation in the CCCS. ENVIRONMENTAL IMPACT: This item is not subject to the California Environmental Quality Act pursuant to Section 15061(b)(3) of the CEQA Guidelines because it can be seen with certainty that the approval of the agreement with Orange County 800 Megahertz Countywide Coordinated Communications System will not have a significant effect on the environment. LEGAL ANALYSIS: The City Attorney has reviewed and approved as to form. FINANCIAL IMPACT: Under the current agreement the City of Seal Beach cost allocation is $53,134 and the new cost allocation for next fiscal year will be $58,698. The increase totals $5,564 or approximately 10.5% and will be effective for Fiscal Year 2022-23. STRATEGIC PLAN: This item is not applicable to the Strategic Plan. Page 3 1 1 3 1 MEASURE BB: This item is not applicable to Measure BB, the Seal Beach Neighborhood and Essential Services Protection Measure. RECOMMENDATION: That the City Council adopt Resolution 7215: 1. Approving an agreement between the City of Seal Beach and the County of Orange County for the 800 Megahertz Countywide Coordinated Communications System, which serves as the County's public safety radio system; and, 2. Authorizing the City Manager to execute the agreement. SUBMITTED BY: NOTED AND APPROVED: Philip L. Gonshak Jill R. Ingram Philip L. Gonshak, Chief of Police Jill R. Ingram, City Manager Prepared by: Michael Ezroj, Support Services Captain ATTACHMENTS: A. Resolution 7215 B. Joint Agreement C. Comparison Chart D. Cost Allocation E. Signature Page RESOLUTION 7215 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING THE JOINT AGREEMENT WITH THE COUNTY OF ORANGE FOR THE NEW 800MHz COUNTYWIDE COORDINATION COMMUNICATION SYSTEM (CCCS) AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE AGREEMENT WHEREAS The City Council hereby approves the agreement with the County of Orange for 800 MHz Communication System (CCCS); and, WHEREAS the countywide 800 MHz, is a valuable tool for the City of Seal Beach, as it allows for encrypted communication within Orange County; and, WHEREAS The revisions to this agreement considered input from The Partner Agencies, which include 34 Orange County cities, the Orange County Fire Authority, Orange County Transportation Authority, Orange County Lifeguards, Irvine Valley College Police Department, and the Santa Ana Unified School District Police Department; and, WHEREAS the fiscal impact to the city will be $58,698, as budgeted. THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE: Section 1. The Council hereby authorizes the City Manager or her designee to execute on behalf of the City of Seal Beach all contracts and necessary documents and amendments in relation thereto. PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a regular meeting held on the 8th day of November, 2021 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Joe Kalmick, Mayor ATTEST: Gloria D. Harper, City Clerk 6 4 0 3 STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Gloria D. Harper, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution 7215 on file in the office of the City Clerk, passed, approved, and adopted by the City Council at a regular meeting held on the 8th day of November, 2021. Gloria D. Harper, City Clerk 2 Contents 1.0 GENERAL ........................................................................................................................................ 4 1.1 System ........................................................................................................................................... 4 1.2 Definition of Terms ....................................................................................................................... 4 1.3 Amendment Process ...................................................................................................................... 6 1.4 Liability ......................................................................................................................................... 6 2.0 GOVERNANCE COMMITTEE ...................................................................................................... 7 2.1 Governance Committee Authority ................................................................................................ 7 2.2 Governance Committee Member Appointment ............................................................................ 7 2.3 Governance Committee Purpose ................................................................................................... 7 3.0 MEMBERS TO THE SYSTEM ....................................................................................................... 8 3.1 Lead Agency ................................................................................................................................. 8 3.2 Partner Agencies ........................................................................................................................... 8 3.2.1 New Partner Agencies ........................................................................................................... 8 3.2.2 Sponsored Agencies .................................................................................................................. 9 3.3 Mutual Aid Agencies .................................................................................................................... 9 3.3.1 Mutual Aid Agency Approval Process: ................................................................................ 9 3.3.2 Mutual Aid Agency Access and Limitations ...................................................................... 10 3.3.3 Mutual Aid Agency Financial Responsiblities ................................................................... 10 4.0 SYSTEM ADMINISTRATION ..................................................................................................... 10 4.1 System Equipment ...................................................................................................................... 10 4.2 System Subscriber Equipment .................................................................................................... 10 4.3 Dispatch Centers ......................................................................................................................... 10 4.3.1 Dispatch Center Equipment ................................................................................................ 11 4.3.1.1 Dispatch Center Required Equipment Upgrades ............................................................ 11 4.3.1.2 Dispatch Center Non-Required Equipment Upgrades .................................................... 11 4.4 System Modifications ................................................................................................................. 11 4.4.1 System Modifications requiring Governance Committee Approval ................................... 11 4.4.2 System Modification by Lead Agency ................................................................................ 12 4.4.3 System Modifications requested by Partners Agencies ...................................................... 12 4.5 Security ....................................................................................................................................... 12 4.6 Maintenance & Service Contracts ............................................................................................... 13 4.7 System Standard Operating Procedures ...................................................................................... 13 4.8 Partner Agency Operational Policies and Procedures ................................................................. 13 Attachment A - Joint Agreement for 800 MHz CCCS Page 2 of 83 3 5.0 FINANCIAL ADMINISTRATION ............................................................................................... 13 5.1 Governance Committee Financial Authority .............................................................................. 13 5.2 Partner Agencies Financial Obligations ...................................................................................... 13 5.2.4 Mutual Aid Agencies .......................................................................................................... 14 5.3 System Operations Budget .......................................................................................................... 15 5.3.1 Partner Agency Cost ........................................................................................................... 15 5.3.2 Payment Remittance ........................................................................................................... 15 5.4 Year End Settlement ................................................................................................................... 15 5.5 Ten-Year Plan ............................................................................................................................. 15 5.6 Reserve Fund .............................................................................................................................. 16 5.6.1.1 Contributions by Partner Agencies ..................................................................................... 16 5.6.1.2 System Entry Fees .............................................................................................................. 16 5.6.1.3 System Operation Budget Surplus ...................................................................................... 16 5.7 System Modification Cost ........................................................................................................... 16 Attachment A - Joint Agreement for 800 MHz CCCS Page 3 of 83 4 1.0 GENERAL 1.1 System The 800 MHz Countywide Coordinated Communications System (800 MHz CCCS) will be referred to as the “System.” The System shall be maintained by the Orange County Sheriff- Coroner Department’s Technology Division (hereinafter referred to as “Lead Agency”). 1.2 Definition of Terms • “System” is defined as a multichannel digital trunked radio communications system enabling interoperability among all participating City and County law, fire, public works, and lifeguard/marine safety departments. The System components also include transmitting /receiving sites, microwave networks, IP networks, dispatch consoles, control stations, and field equipment (mobile and portable radios). • “Governance Committee” is established by the Board of Supervisors and Partner Agencies to the Joint Agreement to facilitate the operation, maintenance, and financial management of the system. The Governance Committee is comprised of nine (9) members as identified in the Governance Committee Bylaws, attached hereto as Attachment A. • “Governing Authorities” are the City Councils, the Orange County Board of Supervisors, and the Orange County Fire Authority Board of the Partner Agencies, responsible for approving certain substantive modifications or amendments to this agreement where such approval authority has not been expressly delegated to the Governance Committee. • “Law Enforcement Agency” is defined as all governmental Law Enforcement Agencies operating primarily within the limits of Orange County, including, but not limited to: Orange County Sheriff-Coroner Department, Orange County City Police Departments, Orange County District Attorney’s Office, and Orange County Probation Department. • “Lead Agency” is designated to be the Orange County Sheriff’s Department (OCSD) Technology Division that will be responsible to manage, maintain, and enhance the System and its respective Standard Operating Procedures (SOP). • “Marine Safety” is defined as and shall include all governmental and private lifeguard agencies operating primarily within the limits of Orange County. Attachment A - Joint Agreement for 800 MHz CCCS Page 4 of 83 5 • “Member Agency” is defined as an agency authorized by the Governance Committee to use the System. Members include the Lead Agency and Partner Agencies. • “Mobile Radio” is defined as two-way radio equipment installed in a vehicle to provide communications for the vehicle operator. • “Mutual Aid Provider” is any governmental organization not otherwise defined in this Agreement that will provide short term assistance across jurisdictional boundaries during an emergency or planned event that exceeds local resources. Mutual aid use of the System will be restricted to the timeframe of the mutual aid incident. • “New Partner Agency” are Partner Agencies added after the adoption of this Joint Agreement. • “Parties” are all those entities that are authorized users of the System and have signed this agreement. • “Partner Agency” are authorized subscribers to the system who agree to share in the System Operational Costs to administer, maintain, and upgrade the technology by providing recurring rate schedule payments. • “Portable Radio” is a two-way radio equipment that is rechargeable, and handheld or belt carried. • “Radio Site” is defined as a location, which consists of a building, systems within the building, and a tower. • “Sponsored Agency” is any agency approved to use the System under sponsorship of a Partner Agency. • “Sponsoring Partner Agency” is a Partner Agency that wishes to sponsor a Sponsored Agency. • “Subscriber Unit” is defined as the subscriber radios and other devices that utilize the System. This includes dispatch operator positions, mobile radios, portable radios, cellular based devices and any other device that allows a user to communicate over the System. • “System infrastructure” is defined as all associated radio and support equipment required to establish a radio network on which user radios can operate to communicate throughout the County of Orange. System infrastructure includes, but is not limited to, servers, switches, routers, data lines, base station radios, microwave technology, and firewalls. • “System Operational Costs” are the expenses required to administer, maintain, and update the System. Attachment A - Joint Agreement for 800 MHz CCCS Page 5 of 83 6 • “System Modification” is any change in operational procedure or technology that requires alteration to the System. • “System Subscriber Equipment” is defined as all equipment used to support user access to the System including Subscriber Units and other supporting equipment such as dispatch center console equipment, antennas, batteries, etc. • “System User” is defined as an individual or agency authorized to access the System. • “System Watch Network Operation Center” is a Lead Agency staffed support center responsible for the 24/7 support of the System. This includes but not limited to, live monitoring, notifications, troubleshooting, callouts, and repair. • “Talkgroups” are used to identify groups of users who communicate together on a trunked radio system. 1.3 Amendment Process The Governance Committee is authorized to make future updates, amendments, or modifications to the Agreement and its attachments without further action of the Governing Authorities, so long as the updates, amendments, or modifications to the Agreement and its attachments would result in minor, non-substantive changes that do not create or increase the financial obligations of the Partner Agencies. Where the Governance Committee is authorized to make such updates, amendments, or modification, such delegated authority shall be expressly granted in this agreement. This agreement may also be amended or modified by the consent of all of the Governing Authorities representing the Partner Agencies. 1.4 Liability Each Party of this Agreement (the “Indemnitor”) shall indemnify, defend, and hold all other Parties, and their agents and employees (the “Indemnitees”) harmless from all claims, liabilities, damages, and losses to the Indemnitees arising out of any acts or omissions of itself and its agents and employees in connection with the performance of this agreement which acts or omissions constitute gross negligence. 1.5 Withdrawal from System Any Party may withdraw from this Agreement by serving written notice to the Governance Committee of their intent to withdraw. Due to the cost distribution model used to fund the operation of the System, any Party withdrawing from this Agreement will financially impact the remaining Parties. As such, Parties wishing to withdraw from this Agreement shall do the following: 1) Withdrawing Party provides written notice twelve months prior of withdrawal after meeting its financial obligations under this agreement. Attachment A - Joint Agreement for 800 MHz CCCS Page 6 of 83 7 2) Withdrawing Party will attend the Governance Committee meeting following their submittal to discuss withdrawal process. 3) Withdrawing Party will work with the Lead Agency to effect the withdrawal. 4) Withdrawing Party will make all Operational Cost payment obligations for the full fiscal year of the withdrawal. 5) Withdrawing Party will be responsible for all Lead Agency Costs associated with the withdrawal process. Withdrawing Party will not be responsible for any financial obligations assumed by the other Partner agencies subsequent to withdrawal and upon fulfillment of existing financial obligations. Similarly, it is understood that the County of Orange has ownership of the System and certain sites as well as FCC licenses presently issued to the County, and upon any withdrawal by any Parties to the Agreement, any and all right, title, and interests in the System, those sites and FCC licenses shall remain with the County. Should the County of Orange wish to withdraw, an orderly transition to the remaining Parties must be affected. 2.0 GOVERNANCE COMMITTEE 2.1 Governance Committee Authority The Governance Committee shall be governed in accordance with the Governance Committee Bylaws attached hereto as Attachment A. Any future updated revisions or amendments to the Governance Committee Bylaws shall be deemed adopted by this agreement without further action of the Governing Authorities. 2.2 Governance Committee Member Appointment The Governance Committee shall be comprised of nine (9) members, as identified below. It will also be responsible for coordinating with their appropriate associations/agencies on issues involving the appropriate Governing Authorities approvals: • Four City Managers appointed by the Orange County City Managers’ Association • Orange County Chief Executive Officer, or Designee • Orange County Sheriff-Coroner, or Designee • Orange County Public Works Deputy Director, or Designee • Orange County Chief of Police & Sheriffs Association (OCCOPSA) Chief or Designee not from a city currently represented on the governance committee • Orange County Fire Chiefs Association (OCFCA) Fire Chief or Designee not from a city currently represented on the governance committee 2.3 Governance Committee Purpose The Governance Committee oversees all aspects of the implementation, operation, and fiscal management of the system, including but not limited to, the following: • Approving System operational policies • Addressing System operational issues Attachment A - Joint Agreement for 800 MHz CCCS Page 7 of 83 8 • Resolving operational policy or fiscal matter disputes of Partner Agencies. • Addressing System facilities development • Reviewing and approving modification and enhancement plans • Approving contract pricing changes • Approving Annual System Operational Budget and Cost Sharing Allocations. • Approving 10 year capital plans and allocation of Reserve Fund for required upgrades. • Approving New Partner Agencies. • Approving Sponsored Agencies. 3.0 MEMBERS TO THE SYSTEM Members are all agencies authorized by the Governance Committee to use the system and who have signed this agreement. 3.1 Lead Agency The lead agency is designated to be the Orange County Sheriff’s Department Technology Division and will manage, maintain, and enhance the system. Lead Agency is responsible for System Administration as outlined in Section 4 below. 3.2 Partner Agencies Partner Agencies are authorized subscribers to the System who have signed this Joint Agreement or added as New Partner Agencies via the process outlined in 3.2.1 below. Partner agencies agree to share in the System Operational Costs and System Maintenance Costs as outlined in Section 5 below. 3.2.1 New Partner Agencies Agencies that wish to become an authorized subscriber to the System may be added as a New Partner Agency via the following steps: 1) The prospective New Partner Agency submits an official request, in writing, to the Lead Agency requesting to join as a Partner Agency. 2) Lead Agency gathers additional information from requesting New Partner Agency to determine the feasibility of the request and the potential impact on the System operation and the existing Members. 3) The Lead Agency processes the request to obtain approval. 4) Lead Agency presents the request to the Governance Committee along with previous approvals from appropriate Governing Authorities. Governance Committee will determine final approval or denial of the request. 5) Once all approvals have been obtained, requesting New Partner Agency will execute a copy of this agreement along with the associated New Partner Agency forms identified in Attachment B. 6) The approved New Partner Agency will purchase necessary radio equipment and arrange to pay associated New Partner Agency costs described in in 5.2 below. Attachment A - Joint Agreement for 800 MHz CCCS Page 8 of 83 9 3.2.2 Sponsored Agencies Partner Agencies may, with Lead Agency review and Governance Committee Approval, sponsor non-partner agencies to participate in the system. 3.2.2.1 Sponsored Agencies Approval Process: 1) Sponsoring Partner Agency submits to the Lead Agency an official written request to add a Sponsored Agency. 2) Lead Agency gathers relevant information from Sponsoring Partner Agency to determine the feasibility of the request and the potential impact on the System Operation and the existing Members. 3) Lead Agency reviews all available information to determine the feasibility of the request to add the Sponsored Agency. Lead Agency shall work with the Sponsoring Partner Agency to determine the additional costs to the Sponsoring Partner Agency. 4). Lead Agency presents the request to the Governance Committee at a Governance Committee Meeting. Governance Committee shall approve or deny the addition of the Sponsored Agency. 3.2.2.2 Sponsored Agency Access and Limitations Sponsored Agencies are only allowed access to use the common talkgroups/channels and select agency specific talkgroups/channels of the sponsoring Partner Agency, as recommended by the Lead Agency and approved by the Governance Committee. Sponsored Agencies do not have a role in defining the operation of the System. The inclusion or exclusion of Sponsored Agencies in the System will be determined by the Governance Committee and will be reviewed annually or as needed. Partner Agencies shall be responsible for any System use by a Sponsored Agency. Sponsored Agencies must use the same common talkgroups as the sponsoring Partner Agency. 3.2.2.3. Sponsored Agency Financial Responsibilities Sponsored Agency financial responsibilities are outlined in section 5.2.4 below. 3.3 Mutual Aid Agencies Certain governmental agencies may, with Lead Agency review and Governance Committee Approval, be granted access to the System for the express purpose of providing mutual aid to Partner Agencies. Mutual Aid agencies are limited to and identified within ATTACHMENT C 3.3.1 Mutual Aid Agency Approval Process: 1) Any Partner Agency may submit to the Lead Agency an official written request to add a Mutual Aid Agency. Attachment A - Joint Agreement for 800 MHz CCCS Page 9 of 83 10 2) Lead Agency gathers relevant information to determine the feasibility of the request and the potential benefit to existing Partner Agencies and overall public safety in Orange County. 4) Lead Agency presents the request to the Governance Committtee at a Governance Committee meeting. The Governance Committee shall approve or disapprove the addition of the Mutual Aid Agency. 3.3.2 Mutual Aid Agency Access and Limitations Mutual Aid Agencies are only allowed access to use the common talkgroups/channels and the mutual aid channels associated with other systems that are included in our radio programming. Mutual Aid Agency use of the System is restricted to the actual duration of a mutual aid incident. Mutual Aid Agencies do not have a role in defining the operation of the System. The inclusion or exclusion of Mutual Aid Agencies in the System will be determined by the Governance Committee and will be reviewed annually or as needed. 3.3.3 Mutual Aid Agency Financial Responsiblities Mutual Aid Agency financial responsibilities are outlined in section 5.2.5 below. 4.0 SYSTEM ADMINISTRATION The Lead Agency shall have the authority and responsibility to maintain the proper operation of the System. The Lead Agency shall be responsible for maintaining, managing, and operating the System, which includes staffing the System Watch Network Operations Center on a continual basis (e.g., 24x7x365), assuring the seamless operation of the System. 4.1 System Equipment The Lead Agency shall approve and evaluate all equipment and new technology for use with the system to ensure that it meets the requisite technical standards and requirements. Approved equipment must meet the standards set by the Federal Communication Commission as well as any Federal, State, and Local Laws. 4.2 System Subscriber Equipment Each Member Agency is responsible for the maintenance, management, and operation of its System Subscriber Equipment. A Member Agency may establish a System Subscriber Equipment maintenance contract with the Lead Agency. Prior to making any modifications to System Subscriber Equipment, including but not limited to adding radios or alteration to dispatch center equipment, Member Agencies must request such modifications to be reviewed and approved by the Lead Agency as outlined in section 4.4. 4.3 Dispatch Centers Member Agencies may operate their own Dispatch Centers at their discretion. Individual Member Agencies that manage their own Dispatch Centers shall be responsible for the day to day maintenance, management, and operation of those Dispatch Centers, equipment and associated facilities. Day to day dispatch operations and protocols shall be left to the individual Members Attachment A - Joint Agreement for 800 MHz CCCS Page 10 of 83 11 Agencies. The Lead Agency will not be responsible for the maintenance or management of Members Agencies’ individual Dispatch Centers unless a Member User contracts with the Lead Agency for maintenance, management, or operations. 4.3.1 Dispatch Center Equipment Dispatch Center Equipment must meet the technical standards as outlined in Section 4.1. 4.3.1.1 Dispatch Center Required Equipment Upgrades The Governance Committee may mandate equipment upgrades for Member Agencies Dispatch Center Equipment. If the Governance Committee mandates an Equipment Upgrade to Members Agencies’ Dispatch Center Equipment, then the Members Agencies must upgrade their equipment as directed by the Governance Committee. 4.3.1.2 Dispatch Center Non-Required Equipment Upgrades Members Agencies may upgrade their Dispatch Center equipment and associated facilities at their own cost without coordination with the Lead Agency so long as the upgrade will not adversely affect the System itself. However, Member Agencies must coordinate with the Lead Agency as outlined in the System Modifications section 4.4, below, when upgrading or modifying any Dispatch Center equipment vital to the operation of the System. Dispatch Center Equipment modification requiring coordination with the Lead Agency includes, but is not limited to: computer equipment, software, consoles, routers, switches, gateways, firewalls, control stations, and antenna systems. 4.4 System Modifications The System will require occasional routine modifications, which shall be conducted as outlined in this section. 4.4.1 System Modifications requiring Governance Committee Approval The following System Modifications require the pre-approval of the Governance Committee, as outlined in the Governance Committee By-Laws: A. Addition of any New Member Agencies to the System. B. Any modification that adds a financial burden shared by the Member Agencies. C. Any modification that would affect a System User other than the requesting Member Agency. The Lead Agency is required to provide a report and recommendation to the Governance Committee on any proposed System Modification that requires Governance Committee approval. The Lead Agency report and recommendation must provide a financial analysis of the System Modification, if appropriate, and an estimated timeline to complete the System Modification. The Lead Agency is responsible for implementing any Governance Committee approved modification. Attachment A - Joint Agreement for 800 MHz CCCS Page 11 of 83 12 4.4.2 System Modification by Lead Agency The Lead Agency is authorized to perform System Modifications, as necessary. The Lead Agency has the discretion to implement System Modifications without prior Governance Committee Approval, so long as the modification does not require Governance Committee approval as listed in Section 4.4.1 of this agreement, and does not cause unanticipated or unbudgeted costs to Member Agencies. 4.4.3 System Modifications requested by Partners Agencies Partner Agencies may request system modifications. System Modification requests from Partner Agencies must be submitted in writing to the Lead Agency for review and approval. If the Lead Agency grants a Partner Agency modification request, and the request does not require Governance Committee Approval as outlined in Section 4.4.1, then the Lead Agency shall provide the Partner Agency with a formal approval, including all costs of the requested modification. If a Member Agency agrees with the official permission, the Member Agency may request the Lead Agency to implement the System Modification. Any and all costs associated with implementing the System Modification will be the sole responsibility of the System User requesting the modification. If a Member Agency modification request requires Governance Committee approval per Section 4.4.1 above, then the Lead Agency and the Member Agency requesting the modification shall present the modification request to the Governance Committee for approval. The modification request shall include the reason for the modification, the Lead Agency’s recommendation and cost analysis of implementing the modification. 4.4.4 Appeal of Modification Request Denial If the Lead Agency denies a Member Agency’s modification request, the Lead Agency shall provide the Member Agency, in writing, the reasons for the denial. Members Agencies may submit a written appeal of the decision of the Lead Agency to the Governance Committee within 90 days of the denial notification. The Lead Agency will ensure the appeal is added to the next Governance Committee meeting agenda for action. 4.4.5 Notification of System Modifications to Governance Committee Lead agency is required to provide a list of implemented, pending and requested System Modifications at each Governance Committee Meeting. 4.5 Security The Lead agency has in place a Security Plan for the System (Attached as Attachment D.) Member Agencies and System Users are required to protect the security of the System as set forth in the Security Plan. System Users are required to contact System Watch for any actual or potential security breach to the System as soon as the actual or potential security threat is known. The Lead Agency must evaluate any reported security breaches and is authorized to implement measures to remediate the Attachment A - Joint Agreement for 800 MHz CCCS Page 12 of 83 13 security breach. If appropriate, the Lead Agency shall inform the Governance Committee of any reported breach and steps taken to remediate. 4.6 Maintenance & Service Contracts Within approved and adopted budget, the Lead Agency is authorized to enter into contracts with vendors as needed for the ongoing execution of this agreement. Such contracts include, but are not limited to, the purchase or lease of equipment, installation of equipment, service and/or maintenance of equipment, and System upgrades. All contracts shall comply with applicable law and purchasing policies and guidelines. Appropriate shared costs will be included in System Operational Costs cost-sharing allocations. The Lead Agency shall negotiate and enter into contracts with vendors as intended in this agreement and shall make payments due and payable under such contracts on behalf of the parties. The Lead Agency will serve as an administrative liaison between the other Member Agencies and the contracted vendors. 4.7 System Standard Operating Procedures The Lead Agency is responsible for the development and maintenance of the Standard Operating Procedures (“SOP”) (Attachment E) for the system. The Lead Agency shall coordinate with System Users, including but not limited to Law Enforcement, Fire Services, Marine Safety, and Public Works in developing and updating the SOP. The SOP, and any amendments to the SOP, must be approved by the Governance Committee. All Member Agencies must follow the SOP and any amendments to the SOP once approved by the Governance Committee. 4.8 Partner Agency Operational Policies and Procedures Member Agencies must inform the Lead Agency of any changes to their operational policy or procedures, in writing and prior to any implementation of such changes, if the change of operational policy or procedure affects or may affect the System. The Lead Agency will work with Member Agencies to ensure that operational policies and procedures are compatible with the System. The Lead Agency shall work collaboratively with Member Agencies to settle any disputes regarding Member Agency Operational Policies and Procedures. The Lead Agency shall bring any dispute to Member Agency Operational Policies and Procedures to the Governance Committee for review and resolution if a dispute cannot be resolved between the Lead Agency and the Member Agency. 5.0 FINANCIAL ADMINISTRATION 5.1 Governance Committee Financial Authority The Governance Committee shall have the authority to allocate available budgeted funds as they deem appropriate for the operation, maintenance, and management of the system. Governance Committee has the authority to approve the System Operations Budget, set rates and fees, and approve use of the Reserve Fund for necessary expenditures and upgrades. Governance Committee has the authority to approve capital expenditure funding and approved sources of the reserve fund. 5.2 Partner Agencies Financial Obligations Partner Agencies and New Partner Agencies are responsible for certain financial obligations including, but not limited to, the following. Attachment A - Joint Agreement for 800 MHz CCCS Page 13 of 83 14 5.2.1 System Operational Costs All Partner Agencies shall contribute to the System Operational Costs via the Systems Operations Budget and administered as described in section 5.3 below. 5.2.2 System Entry Fees/Upgrade Fees Some Partner Agencies must pay System Entry Fees when they enter/register a radio into the System for activation based on the System Entry Fee established by the Governance Committee. The Lead Agency shall submit their recommendation of the System Entry Fees for Governance Committee approval at the same time the System Operations Budget (Section 5.3) is submitted for approval annually. The System Entry Fees are necessary to recoup/offset costs that were required during the previous System upgrade Partner Agencies that financially contributed to the previous System Upgrade are not required to pay System Entry Fees. Legacy Partner Agencies that are not required to pay System Entry Fees are listed in attachment C. Partner Agencies not listed in attachment C and any New Partner Agencies are required to pay the System Entry Fee for each radio they add to the System. System Entry Fees are billed on a per radio basis. The Lead Agency shall invoice the Partner Agency or New Partner Agency for any System Entry Fees at the approved per radio rate when a new radio is entered into the System on behalf of that Partner or New Partner. System Entry fees shall be deposited into the Reserve Fund as outlined in section 5.6 below. Over -the-air upgrade programming of radio equipment will not be charged and limited to two annually per Member Agency. Any additional upgrades past the two annually will incur a cost. 5.2.3 Miscellaneous Rates and fees As stated in 5.1 above, the Governance Committee has authority to set rates and fees as necessary. The Lead Agency may charge Partner Agencies and New Partner Agencies via invoice. Partner Agencies shall pay invoice within thirty (60) days of the date of the invoice. Governance Committee shall set any Miscellaneous Rates and Fees annually. Lead Agency shall submit their recommendation for Miscellaneous Rates and Fees at the same time they submit the System Operations Budget (Section 5.3) for approval. 5.2.4 Mutual Aid Agencies Mutual Aid Agencies are not authorized to use the System for day-to-day communications but are limited to use of the System only when providing emergency assistance to Partner Agencies. As such, Mutual Aid Agencies are not included in the System Operations cost share calculations or System Entry Fees. Mutual Aid Agency equipment and programming costs will be the responsibility of the Mutual Aid Agency. Attachment A - Joint Agreement for 800 MHz CCCS Page 14 of 83 15 5.2.4 Sponsored Agencies The sponsoring Partner Agency is responsible for the costs, rates, and fees of any Sponsored Agency it sponsors on the System, unless otherwise approved by the Governance Committee. System Entry Fees per 5.2.2 above shall not apply to System Subscriber equipment for a Sponsored Agency. 5.3 System Operations Budget The Lead Agency will submit the proposed System Operations Budget for approval to the Governance Committee no later than one hundred and twenty (120) days prior to the beginning of the fiscal year. Governance Committee shall be responsible for approving the System Operation Budget no later than ninety (90) days prior to the fiscal year. 5.3.1 Partner Agency Cost The Lead Agency shall submit the Partner Agency Cost Share to the Governance Committee along with the System Operations Budget in 5.2 above. The Governance Committee shall be responsible for approving the Partner Agency Cost Share, along with the System Operations Budget. Partner Agency Cost Share shall be calculated based on the number of Subscriber Units each agency operates on the System as a percentage of the total number of Subscriber Units operating on the System. This will determine the agency’s share of the annual System Operations Budget. 5.3.2 Payment Remittance Partner Agencies are required to remit payments to the Lead Agency for their contribution for use of the System. The Lead Agency shall invoice Partner Agencies quarterly. Lead Agency shall issue invoices no later than thirty (30) days after the beginning of each quarter. Partner Agencies shall pay invoice within thirty (30) days of the date of the invoice. 5.4 Year End Settlement At the end of each fiscal year, the Lead Agency shall submit a financial review with the actual System Operational Costs from the previous fiscal year to the Governance Committee. The findings of the financial review shall be reported in writing to the Partner Agencies on the system. Thereafter, to the extent there have been contributions made by the Partner Agencies which exceed the actual System Operations Costs, the number of said excess contributions shall be deposited into the Reserve Fund (see 5.5), unless the Governance Committee deems otherwise. In the event of a shortfall, each Partner Agency shall be billed its pro-rata share of the shortfall, which shall be paid in the first quarter payment for the next fiscal year following the fiscal year of the shortfall. 5.5 Ten-Year Plan The Governance Committee, in conjunction with the Lead Agency, will be responsible for evaluating and planning for future upgrades. Doing so will ensure the continued structural Attachment A - Joint Agreement for 800 MHz CCCS Page 15 of 83 16 integrity of System equipment and Sites and any necessary maintenance or repairs, and allocating for unforeseen events which may lead to additional expenses outside of the standard operational costs. Such items will be defined within a Ten-Year Plan, which will be presented to and approved annually by the Governance Committee. The Lead Agency shall submit an updated Ten-Year Plan to the Governance Committee annually for review and approval. 5.6 Reserve Fund The Governance Committee shall review and approve a long-term financial plan to ensure funds are available for the System’s capital needs as defined in the annually updated Ten-Year Plan, as well as for any unforeseen emergency expenses. A Reserve Fund has been established to ensure adequate funds are available for ongoing maintenance, upgrades, and unforeseen expenses which may arise outside of operational costs. 5.6.1 The Reserve Fund shall be funded in the following manner: 5.6.1.1 Contributions by Partner Agencies The Partner Agencies are responsible for providing funds for deposit to the Reserve Fund. The Lead Agency shall submit the cost of each Partner Agency along with the Fiscal Year Budget described in section 5.3. The Governance Committee shall approve the Reserve Fund contributions as part of the annual budget review and adoption process. 5.6.1.2 System Entry Fees All System Entry Fees collected per 5.2.2 of this Agreement shall be deposited into the Reserve Fund. 5.6.1.3 System Operation Budget Surplus In the event of a System Operation Budget Surplus at the Year-End Settlement, that System Operation Budget Surplus shall be deposited into the Reserve Fund. 5.7 System Modification Cost Any costs associated with System Modifications shall be addressed as outlined is section 4.4 of this agreement. Attachment A - Joint Agreement for 800 MHz CCCS Page 16 of 83 18 APPROVED AS TO FORM: By: ________________________________ Authority Counsel Dated: ______________________________ ATTEST: ___________________________________ Clerk of the Authority APPROVED AS TO FORM: By: ________________________________ Authority Counsel Dated: ______________________________ ORANGE COUNTY AGENCY By: ________________________________ Chairman Dated: _____________________________ ATTEST: ___________________________________ Clerk of the Authority APPROVED AS TO FORM: By: ________________________________ Authority Counsel Dated: ______________________________ Attachment A - Joint Agreement for 800 MHz CCCS Page 18 of 83 BYLAWS 800 MHz GOVERNANCE COMMITTEE Page 1 Article 1 Name Section 1. The name of this body is the 800 MHz GOVERNANCE COMMITTEE, hereinafter referred to as the "Governance Committee.” Article 2. Purpose and Authority Section 1. It is the purpose of the Committee to oversee implementation and operation of the 800 MHz Countywide Coordinated Communications System (the “System”), including Member Agency compliance with payment schedules, addressing operational issues affecting System operation and site development, reviewing and approving conversion, modification and enhancement plans, approving contract pricing changes, resolving disputes between Member Agencies, operational and fiscal matters necessary for the operation and maintenance of the System, and performing any other responsibilities required to implement the Joint Agreement. The Governance Committee shall be responsible for approving the 800 MHz Project System Operations Budget operating and Reserve Fund that are jointly funded by the Parties to the Joint Agreement. Section 2. The Governance Committee was established November 23, 2004, and amended June 2, 2015, by the Orange County Board of Supervisors (the “Board”) and Parties to the Joint Agreement to facilitate the operation, maintenance and financial management of the 800 MHz CCCS. Section 3. This Governance Committee will operate under the revised Board authorization of the re-written Joint Agreement to facilitate the operation, maintenance, and financial management of the 800 MHz CCCS established on _______________ Article 3. General Operating Mandated Regulations and Statutes Section 1. The Governance Committee must adhere to all local, state and federal regulations and statutes that may, from time to time, apply. Section 2. The Committee shall be subject to the provisions of The Brown Act (commencing with Section 54950 of the Government Code) relating to public meetings of local governmental advisory boards. Section 3. The Governance Committee must comply with the County’s non-discrimination and zero tolerance sexual harassment policies. Section 4. The Governance Committee must comply with the County’s Code of Ethics, which outlines the County’s clear expectations for behavior in relation to the members’ duties as public servants. Attachment A - Joint Agreement for 800 MHz CCCS Page 19 of 83 BYLAWS 800 MHz GOVERNANCE COMMITTEE Page 2 Section 5. The Governance Committee shall operate strictly within its designated purpose. Article 4. Membership and Term of Office Section 1. Appointment. The Committee shall be comprised of nine (9) members, as identified below, and will also be responsible for coordinating with their appropriate associations/agencies on issues involving the appropriate Governing Authorities approvals: • Four City Managers appointed by the Orange County City Managers’ Association • County Executive Officer, County of Orange, or Designee • Sheriff-Coroner, or Designee • Orange County Public Works Resources and Development Management Department Director, or Designee • Orange County Chief of Police & Sheriffs Association (OCCOPSA) Executive Director, or Designee • Orange County Fire Chiefs Association (OCFCA) Fire Chief or Designee Each member must designate and name an alternate as a voting member if member cannot attend. Section 2. Terms. Committee members shall be appointed for a two (2) year term. Members may serve for multiple additional two (2) year terms upon reappointment to each new term in accordance with Article 4, Section 1 above. Section 3. Removal. The Governance Committee, by majority vote, may remove members of the Committee any time without cause. In addition, if a committee member misses three (3) consecutive Governance Committee meetings (whether regular or special meetings), said Governance Committee member will be deemed automatically removed without further Governance Committee action. Section 4. Vacancies. A vacancy on the Governance Committee shall be filled by majority vote of the Governance Committee in accordance with Article 4, Section 1 above. Such vacancy should, if possible, be filled within 30 days of vacancy. Article 5. Meetings Section 1. Regular meetings shall be held on a quarterly basis. Governance Committee meetings shall be fixed on the first month of each quarter (January, April, July, and Attachment A - Joint Agreement for 800 MHz CCCS Page 20 of 83 BYLAWS 800 MHz GOVERNANCE COMMITTEE Page 3 October) on the fourth Wednesday at 1:30 PM unless a majority of the Committee members determine that an alternate fixed meeting day and time within the designated months is required to maximize member attendance. At least 72-hours prior to a regular meeting, an agenda shall be posted that contains a brief general description of each item to be covered in the meeting. Section 2. Special meetings may be held on 24-hour public notice, including a binding agenda with brief general description of items to be covered at the meeting. Any special meeting notice must be publicly posted in accordance with all applicable laws and must be received by Committee members at least 24 hours in advance (Government Code Section 54956). Section 3 A majority five (5) of the members shall constitute a quorum to conduct business. Section 4. Only Governance Committee members may vote on items on the Agenda and each member may have only one vote. Section 5. Governance Committee meetings may be rescheduled or canceled in accordance with the Brown Act. Orange County Sheriff Technology staff shall act as the Clerk of the Board for meeting rescheduling purposes. Article 6. Officers Section 1. The officers shall consist of a Chairperson and Vice Chairperson. The elected Chairperson shall conduct the meetings. Section 2. The elected Vice Chairperson shall conduct regular Governance Committee meetings in the absence of the Chairperson; and do everything necessary to assist the Chairperson in related duties. In the event that both the Chairperson and the Vice Chairperson are absent from the same committee meeting, the remaining Governance Committee members present may appoint one of them to be the Chairperson for that meeting. Section 3. Elections for Chairperson and Vice Chairperson shall be conducted by the full Governance Committee and shall occur in April of each year. The Chairperson shall call for nominations from the Governance Committee members and the Chairperson will initiate a vote. A majority vote of the Committee members present is required for each candidate to be elected as Chairperson and Vice Chairperson. Article 7. Staffing Section 1. Orange County Sheriff Technology staff secretary will provide secretarial support to the Governance Committee. Orange County Sheriff Technology staff secretary shall prepare and publish the Committee’s agenda for each meeting. Orange County Attachment A - Joint Agreement for 800 MHz CCCS Page 21 of 83 BYLAWS 800 MHz GOVERNANCE COMMITTEE Page 4 Sheriff Technology staff shall call for attendance at the beginning of each meeting, keep the minutes, and perform other clerical duties as appropriate to the position. He/she shall retain the attendance records including the minutes. Article 8. Compensation Section 1. Governance Committee members shall receive no compensation for their service. Article 9. Amendments. Review, Dissolution and Effective Date Section 1. This Committee will operate as established by the Board of Supervisors on November 23, 2004 and revised by the Board of Supervisors in ____________, 2021 Section 2. These Bylaws shall supersede all previous Bylaws and shall become effective on upon the approval of the Board of Supervisors. Section 3. These Bylaws shall remain in effect until amended, revised or terminated by the Board of Supervisors and Parties to the Joint Agreement. Section 4. The Board of Supervisors and Parties to the Joint Agreement may make amendments to the Bylaws at any time. Section 5. This Governance Committee can be terminated at any time, without cause, by action of the Board of Supervisors and Parties to the Joint Agreement. Attachment A - Joint Agreement for 800 MHz CCCS Page 22 of 83 Page 1 of 3 Rider to Joint Agreement for the Operation, Maintenance and Financial Management of the Orange County 800 Megahertz Countywide Coordination Communications System Project No: Project Name: Project Location: NEW PARTNER AGENCY RIDER TO JOINT AGREEMENT FOR THE OPERATION, MAINTENANCE AND FINANCIAL MANAGEMENT OF THE ORANGE COUNTY 800 MEGAHERTZ COUNTYWIDE COORDINATED COMMUNICATIONS SYSTEM This New Partner Agency Rider (“NPA Rider”) is entered into on _______________________, (“Effective Date”), by and between ___________________________________ (hereinafter referred to as “NEW PARTNER AGENCY”) and the Orange County 800 Megahertz Countywide Coordinated Communications System Governance Committee (hereinafter referred to as “GOVERNANCE COMMITTEE). For the purposes of this agreement, the GOVERNANCE COMMITTEE represents the Partners (hereinafter referred to as “JOINT AGREEMENT PARTNERS”) of the Joint Agreement for the Operation, Maintenance and Financial Management of the Orange County 800 Megahertz Countywide Coordination Communications System (hereinafter referred to as “JOINT AGREEMENT”) (Section 1.4.1 of the JOINT AGREEMENT). GOVERNANCE COMMITTEE and NEW PARTNER AGENCY may be referred to individually herein as a “Partner” or collectively as the “Partners.” RECITALS I. WHEREAS, JOINT AGREEMENT PARTNERS entered into the JOINT AGREEMENT in 2020; and, II. WHEREAS, NEW PARTNER AGENCY, executed a copy of the JOINT AGREEMENT in accordance with Section 3.2.1 of the JOINT AGREEMENT on _______________________; and, III. WHEREAS, NEW PARTNER AGENCY executed a copy of the New Partner Agency Agreement per Section 3.2.1 of the JOINT AGREEMENT on ____________________________; and, IV. WHEREAS, Section 2.1,“Governance Committee Authority”, and Section 3.2.1, “Adding New Partner Agencies”, of the JOINT AGREEMENT grants the GOVERANANCE COMMITTEE the authority to enter into a separate agreement with NEW PARTNER AGENCY to establish additional terms, conditions, and costs for entry into the Countywide Coordinated Communications System (the “CCCS”); and, V. WHEREAS, the JOINT AGREEMENT in Section 1.4 “Liability” provides for indemnification only between those Partners listed in Exhibit A of the JOINT AGREEMENT (and would not include NEW PARTNER AGENCY); and, VI. WHEREAS, Section 1.4.1 of the JOINT AGREEMENT, “New Agency Liability Rider”, grants the GOVERNANCE COMMITTEE the authority to enter into a Liability Rider that shall, for all intents and purposes, make the NEW PARTNER AGENCY, a Partner in Section 1.4. Attachment A - Joint Agreement for 800 MHz CCCS Page 23 of 83 Page 2 of 3 Rider to Joint Agreement for the Operation, Maintenance and Financial Management of the Orange County 800 Megahertz Countywide Coordination Communications System VII. WHEREAS, the GOVERNANCE COMMITTEE and NEW PARTNER AGENCY now desire to enter into a separate agreement (this NPA Rider) to establish additional terms and conditions by including NEW PARTNER AGENCY in the indemnity provision of the JOINT AGREEMENT per Section 1.4; NOW THEREFORE, in consideration of the Recitals above, the receipt of which the Partners acknowledge herein, and which are incorporated herein by this reference, and the mutual covenants and agreements hereinafter contained, the GOVERNANCE COMMITTEE and NEW PARTNER AGENCY do hereby agree as follows: A. NEW PARTNER AGENCY LIABILITY. NEW PARTNER AGENCY shall now be included as a Partner as stated in Section 1.4 of the JOINT AGREEMENT. Except as otherwise expressly set forth herein, all terms and conditions contained in the JOINT AGREEMENT, including any amendments/modifications, are hereby incorporated herein by this reference as if fully set forth herein and shall remain in full force and effect. THE REMAINDER OF THIS PAGE WAS INTENTIONALLY LEFT BLANK Attachment A - Joint Agreement for 800 MHz CCCS Page 24 of 83 Page 3 of 3 Rider to Joint Agreement for the Operation, Maintenance and Financial Management of the Orange County 800 Megahertz Countywide Coordination Communications System IN WITNESS WHEREOF, the Partners have executed this New Partner Agency Rider on the day and year first written above. GOVERNANCE COMMITTEE NEW PARTNER AGENCY By: ______________________________ By: _________________________________ Date: _____________________________ Date: _______________________________ Attachment A - Joint Agreement for 800 MHz CCCS Page 25 of 83 A. LEGACY PARTNER AGENCIES – Partner Agencies that financially contributed to the previous System Upgrade: Aliso Viejo, Anaheim, Brea, Buena Park, Costa Mesa, Cypress, Dana Point, Fountain Valley, Fullerton, Garden Grove, Huntington Beach, Irvine, La Habra, La Palma, Laguna Beach, Laguna Hills, Laguna Niguel, Laguna Woods, Lake Forest, Los Alamitos, Metronet, Mission Viejo, Newport Beach, Orange, Placentia, Rancho Santa Margarita, San Clemente, San Juan Capistrano, Santa Ana, Seal Beach, Stanton, Tustin, Villa Park, West-Comm, Westminster, Yorba Linda, Orange County Fire Authority, CEO, District Attorney, Health Care Agency, John Wayne Airport, Animal Control, OC Lifeguard, OC Parks, OC Waste & Recycling, OC Public Works, Probation, OC Sheriff, Social Services Agency, Orange County Transportation District, Irvine Valley College Police, Santa Ana Unified School District Police, Saddleback College Police B. MUTUAL AID AGENCIES ATF, CA State Parks, California Corrections & Rehabilitation, CHP, Downey Fire, Lake Mission Viejo LG, Loaners, Long Beach Fire, Long Beach PD, Los Alamitos Armed Forces Reserve, LA County Fire, LA Sheriff, San Diego Sheriff Aviation, Santa Fe Springs Fire, Signal Hill PD, DOJ, UCI Irvine, US Marshals, USMC Camp Pendleton Fire Attachment A - Joint Agreement for 800 MHz CCCS Page 26 of 83 COUNTY OF ORANGE CALIFORNIA 800 MHz CCCS (Countywide Coordinate Communications System) STANDARD OPERATING PROCEDURES PREPARED AND DISTRIBUTED BY: ORANGE COUNTY LEAD AGENCY January 2021 Attachment A - Joint Agreement for 800 MHz CCCS Page 27 of 83 Table of Contents January 2021 ............................................................................................................................................. 1 1.0 INTRODUCTION .......................................................................................................................... 4 2.0 PURPOSE ....................................................................................................................................... 4 2.1 Governance ............................................................................................................................... 4 2.2 Users Group .............................................................................................................................. 5 2.3 800 MHz CCCS Radio System ............................................................................................. 5 2.4 Eligible Users............................................................................................................................ 5 2.5 Acceptable Usage/Radio Discipline ................................................................................. 5 3.0 SCOPE ............................................................................................................................................. 6 3.1 SOP Approval ........................................................................................................................... 6 3.2 SOP Change Process.............................................................................................................. 6 4.0 RADIO SYSTEM MANAGEMENT ............................................................................................. 7 4.1 Radio System Architecture ................................................................................................. 7 4.2 Radio System Management ................................................................................................ 8 4.3 Network Management .......................................................................................................... 9 4.4 Advanced System Keys....................................................................................................... 10 4.5 Database Management ...................................................................................................... 11 4.6 Subscriber Radio Inventory/Fleetmap ......................................................................... 12 4.7 Lost or Stolen Radio Notifications ................................................................................. 12 4.8 System Management Access ............................................................................................ 13 4.9 Requesting System Access ............................................................................................... 14 4.10 Alias List Standards ......................................................................................................... 15 4.11 Member Agency Operational Policy Changes ........................................................ 15 4.12 Infrastructure Equipment Standards ........................................................................ 16 4.13 Subscriber Equipment Standards ............................................................................... 18 4.14 System Administrator Standards................................................................................ 18 4.15 Dispatch Center Personnel Training .......................................................................... 19 4.16 Incident / Tactical Dispatcher Training ................................................................... 20 4.17 Radio (Subscriber) User Training ............................................................................... 21 4.18 Interoperability and non-CCCS Radio Users .......................................................... 22 4.19 System Upgrade Notification ....................................................................................... 23 Attachment A - Joint Agreement for 800 MHz CCCS Page 28 of 83 4.20 In-building Coverage (Bi-Directional Amplifiers) ................................................ 23 4.21 Aircraft Radio Installations and Operation ............................................................. 24 4.22 In-building Coverage .......................................................................................................... 26 5.0 CONFIGURATIONS AND ALLOCATION ............................................................................. 27 5.1 Zone and Talkgroup Naming Standards ...................................................................... 27 5.2 Radio IUID Allocation ......................................................................................................... 28 5.3 Fleetmap Standards ............................................................................................................ 28 5.4 Subscriber Template Management ................................................................................ 30 5.5 Talkgroup Assignments ...................................................................................................... 31 5.6 Talkgroup Sharing ................................................................................................................ 32 5.7 Talkgroup and Radio User Priorities ............................................................................. 33 5.9 Failsoft Assignments ........................................................................................................... 33 5.10 Scanning .............................................................................................................................. 34 5.11 Emergency Button ............................................................................................................ 35 5.12 Encryption ........................................................................................................................... 36 6.0 INTEROPERABILITY STANDARDS ...................................................................................... 37 6.1 Interoperable Communications Requirements ......................................................... 37 6.2 Radio Console Patching of Talkgroups/Channels .................................................... 38 6.3 Use of the Statewide and National Interoperability Channels ............................ 40 6.4 Control Station Usage on Interoperability Channels .............................................. 41 6.5 Required Monitoring of Interoperability Channels .................................................. 43 7.0 MAINTENANCE RESPONSIBILITIES .................................................................................. 43 7.1 System Maintenance ........................................................................................................... 43 7.3 Maintenance / Repair Notifications .............................................................................. 45 7.4 System Coverage .................................................................................................................. 47 7.5 Repair Parts Inventory ....................................................................................................... 48 7.6 Disaster Recovery ................................................................................................................ 48 8.0 SITE AND SYSTEM SECURITY .............................................................................................. 49 8.1 Site Security ........................................................................................................................... 49 8.2 Network Operational Security ......................................................................................... 50 8.3 Software, Firmware and Document Security ............................................................. 51 9.0 APPENDIX ................................................................................................................................... 52 Attachment A - Joint Agreement for 800 MHz CCCS Page 29 of 83 9.1 Lead Agency Contact Information ................................................................................. 52 9.2 Glossary – Definitions and Acronyms ........................................................................... 53 1.0 INTRODUCTION The 800 MHz Countywide Coordinated Communications System (CCCS) Standard Operating Procedures (SOP) provides National Incident Management System (NIMS) compliant procedures that are applicable to multi-agency, multi-discipline, all-hazard responses throughout the County of Orange. This SOP ensures consistent protocols and formalizes the operation and usage of the 800 MHz Radio System (System). This SOP will be utilized by CCCS emergency response and support personnel, communications operational and technical personnel, local/State/Federal government representatives, non-governmental organizations, and other System users as authorized by 800 MHz CCCS Governance Committee. All System users shall comply with this SOP. 2.0 PURPOSE The System is an 800 MHz trunked simulcast radio communications system designed to meet the needs of Orange County law enforcement, fire, lifeguard and public works responders and any other authorized users who are supporting these services. This SOP addresses procedural and operational aspects of the System to include: • Operational guidelines. • Technology specifications and requirements. • Usage guidelines. • Training and exercises. • Maintenance and repair. 2.1 Governance The CCCS is governed by the 800 MHz CCCS Governance Committee which was established November 23, 2004 and amended June 2, 2015, by the Orange County Board of Supervisors and Parties to the Joint Agreement to facilitate the operation, maintenance and financial management of the 800 MHz CCCS. The Governance Committee is comprised of nine members including four City Managers, and designees from the County Executive Officer, Sheriff-Coroner, Public Works Director, Orange County Chiefs’ of Police & Sheriff’s Association and Orange County Fire Chief’s Association. The Governance Committee responsibilities include the establishment and enforcement of these Standard Operating Procedures. Additional information on the 800 MHz CCCS Governance Committee membership and responsibilities are documented in the 800 MHz CCCS Governance Committee Bylaws. Attachment A - Joint Agreement for 800 MHz CCCS Page 30 of 83 2.2 Users Group The 800 MHz CCCS Users Group meetings occur once each quarter. The Users Group meetings allow for the sharing of information from the Lead Agency (Orange County Sheriff’s Department Technology Division) regarding the System operations and any upgrade or enhancement projects proposed or in progress. These meetings also allow for Partner Agencies to discuss current concerns or provide input regarding future enhancements. All Partner Agencies are welcome to participate in the quarterly 800 MHz Users Group meetings. 2.3 800 MHz CCCS Radio System The 800 MHz CCCS Radio System (System) is an advanced digital radio communications system built to the Association of Public-Safety Communications Officials (APCO) Project 25 (P25) digital radio standards. The System utilizes radio frequencies in the 800 MHz radio spectrum under the rules and regulations of the Federal Communications Commission (FCC). The System consists of the following major components: • Radio Communications sites located throughout the County (towers, equipment shelters, generators & site security). • Radio infrastructure (transmitters, receivers, combiners, antennas, etc). • Radio spectrum in the 800 MHz frequency band and microwave radio frequency spectrum. • Microwave radio links between the radio sites and the Loma Ridge Master Site. • Subscriber Units (mobile radios, portable radios, control stations, dispatch consoles). • System Watch Network Operations Center (NOC). The System is designed to provide 95% portable radio coverage, 95% of the time within the Orange County operating area. 2.4 Eligible Users The primary purpose for the System is to support Orange County public-safety and local government agencies’ day-to-day operations by providing dependable, interoperable radio communication. Orange County public safety and local government agencies as well as applicable State and Federal government agencies may be eligible for access to the System. System access will be determined by the 800 MHz CCCS Governance Committee in compliance with the 800 MHz CCCS Joint Agreement and with consideration of System capacity. 2.5 Acceptable Usage/Radio Discipline All System users shall follow these policies. The System is to be used for day-to-day operations, emergency response calls, incidents, missions and disasters. The System may also be utilized for planned events, training and exercises with consideration of channel capacity and available talkgroups. This policy clearly defines the discipline for agencies and individuals to follow when using radios on the System. Each Agency is responsible for ensuring their users adhere to proper radio discipline. Attachment A - Joint Agreement for 800 MHz CCCS Page 31 of 83 Misuse of the System shall be reported to the Lead Agency Director to handle directly with the Department Head of the agency involved. The reporting party’s contact information should be provided in the notification. No profanity, playing music, personal conversations or activities not directly related to agency business will be permitted on the System. All agencies and individuals shall utilize these communications resources professionally and keep radio conversations as concise as possible. All agencies and individuals utilizing the System must abide by all FCC regulations as stated in Title 47 Part 90 Land Mobile Communications. 3.0 SCOPE This SOP applies to the operational, technical and usage aspects of the System. It is therefore applicable to any user of the System, and applies to government agencies at the local, County, State and Federal levels, as well as authorized non-government users. 3.1 SOP Approval This SOP and subsequent revisions require approval of the 800 MHz CCCS Governance Committee after review by the Lead Agency. 3.2 SOP Change Process Annual Review Requirement The SOP will be reviewed on an annual basis to assess the need for updates or revisions. The Lead Agency Director or designee will be assigned the task of reviewing the SOP, identifying applicable updates, and submitting a draft of the revised SOP for Governance Committee approval. Operational Context The 800 MHz CCCS Governance Committee is charged with approving standards, protocols and procedures for optimal operations between and among the users of the System. Submitting Change Requests Requests to delete, add, and/or change adopted standards, policies and/or procedures may be submitted in writing to the Governance Committee at any time. If the requested change is time critical, the Governance Committee may direct a request for immediate consideration to the Lead Agency Director. Change Request Contents A written request for any change to the SOP submitted to the Governance Committee shall include: • A full description of the deletion, addition, or change including section and subsection references. • The reason for the change (including the potential consequences if the request is not approved). Attachment A - Joint Agreement for 800 MHz CCCS Page 32 of 83 • A preliminary assessment of impact on other System users and an estimate of associated costs, if any. The Governance Committee may direct the Lead Agency Director to conduct an assessment to address: • Technical impact to current and future System performance including which system or subsystems will be or may be affected. • Operational impact to current and future system performance including effects on System capacity and determination of those systems or subsystems that will be or may be affected. • Degree of conformance with Governance Committee approved plans and standards. • Cost impact to current participants. • Potential alternatives. The Lead Agency Director shall forward the completed assessment to the Governance Committee along with recommendations including strategies to mitigate negative impacts, if appropriate. The Governance Committee shall notify all agencies of all requests along with potential impact and invite their comments. The Governance Committee will approve, deny, or modify the requested SOP change. If approved, the Governance Committee will incorporate the applicable SOP modifications and inform System users. Management of Change Process The Governance Committee Chair will manage this process. 4.0 RADIO SYSTEM MANAGEMENT 4.1 Radio System Architecture The System is an advanced digital radio communications system built to the Association of Public-Safety Communications Officials (APCO) Project 25 (P25) digital radio standards. The P25 System is a standards based system, and different vendor subscriber radios may be able to access and use it. Due to manufacturer differences outside of the defined P25 standard, not all manufacturer radio features may work with the System. Some radios may interact differently with the existing infrastructure and can potentially exhibit undesirable operational characteristics. As a result, the following procedures must be followed: • All manufacturer’s radios must be tested and approved by the Lead Agency prior to being used on the System. • A listing of tested and approved radio models will be maintained by the Lead Agency. Operational Context Attachment A - Joint Agreement for 800 MHz CCCS Page 33 of 83 The System is dedicated primarily to public safety agencies, the agencies that support public safety and public utility and service agencies. Protocol / Standard The System utilizes the APCO Project 25 Phase 1 digital radio standard for the voice and control channels. The microwave radio system is a digital system that adheres to Telecommunications Industry Association (TIA) / Electronic Industry Alliance (EIA) standards. 4.2 Radio System Management The Lead Agency is responsible for System administration and the day-to-day management, operation and oversight of the System and for the maintenance of this SOP. While their specific duties are not detailed in this document, their general duties include: • Monitoring the System and components for normal operations. • Diagnosing System performance, problems, and developing corrective action recommendations. • Dispatching appropriate repair services in the event of a malfunction of System equipment. • Managing the database elements, including subscriber IDs, talkgroup IDs, and the various parameters that relate to their effective operation. • Working with all agencies and their technical staff to diagnose and resolve problems that involve radio operations, maintenance or repair of the equipment. • Serving as the point of contact (POC) with equipment manufacturers for issues related to the radio System. • Providing timely information to System users on issues that arise, or repair/maintenance issues related to System equipment that would affect normal radio operations. • Monitoring System databases for normal operations and conducting regular database backups. • Programming of all subscriber radios and dispatch consoles with System access. • Encryption management including managing and maintaining encryption keyloaders. The Lead Agency makes decisions on issues related to the day-to-day operation of the System and addresses urgent or emergency operational, maintenance, or repair decisions. An urgent or emergency situation is one where immediate decision authority is needed to allow the System as a whole, or any of the subsystem components, to continue supporting normal wide-area voice communications services. It is recognized that Lead Agency may have to obtain authorizations from the CCCS Governance Committee to make longer-term or non-emergency capital or repair expenditure decisions. Due to the complexity and distributed administration and maintenance of the System, problems can typically occur when changes are made to hardware or software. In order to keep all System users informed of any updates, notifications will be sent to all dispatch centers and designated User Agency contacts when the following actions occur: Attachment A - Joint Agreement for 800 MHz CCCS Page 34 of 83 • Planned maintenance work is being performed on the System that will impact performance or System operations • Equipment malfunctions or failures that affect System performance or operation • Configuration changes in equipment or software by any user agency that may impact operations of any other agency 4.3 Network Management Purpose or Objective Defines the responsibilities for network management. Technical Background The System is comprised of, but not limited to, channel banks, hubs, switches, routers, servers, local area networks, and wide area network links connecting sites together. The network sites are interconnected by usage of microwave radio equipment, fiber, Ethernet or telecom T1 circuits. The radio network is monitored with network management tools provided by the equipment manufacturers and/or other vendors. The radio System architecture is primarily constructed around the APCO Project 25 standard. The microwave system is composed of industry standard equipment, which also provides flexibility and a large variety of management and diagnostic tools. The System network is complex. Unusual problems may be difficult to identify and resolve. System documentation shall be kept up to date or it will lose its value in supporting the System network. The System is protected from all other agency data networks to manage the security and functionality of the System. If there is a connection to another data network, it shall be through a manufacturer specified and configured firewall, and approved by the Lead Agency. Operational Context The components of the System are considered as “owned” by the Partnership with responsibility for maintenance of the sites and equipment delegated to the Lead Agency by the authority of the 800 MHz CCCS Governance Committee and the 800 MHz CCCS Joint Agreement. Any required maintenance contractor agreements will be negotiated by the Lead Agency and presented to the 800 MHz CCCS Governance Committee for approval. The backbone of the System is structured on an integrated network. Any infrastructure hardware and software upgrades or changes that may impact the System require reasonable discussion, approval and oversight by the Lead Agency, and the 800 MHz CCCS Governance Committee. All maintenance work being scheduled that may affect System performance is preceded by reasonable and appropriate notification to the user agencies. Attachment A - Joint Agreement for 800 MHz CCCS Page 35 of 83 The configurations for each of the components of the System are documented primarily for the purpose of maintenance, but also affect future planning. The manufacturer provides the original ‘as-built’ documentation. The other defined standards for maintenance, documentation, notification, changes, security, and training also pertain to the network portion of the System. Procedure The methods for performing detailed System operations are defined in the technical resource manuals and training documentation for the System. The technical resource manuals are classified as ‘Restricted Information’ and are not available to the general public except by formal written request approved by the 800 MHz CCCS Governance Committee, the Lead Agency and County Counsel. Management The Lead Agency is responsible for managing the System network. 4.4 Advanced System Keys Purpose or Objective To outline the procedures for the production, and usage of both the Software and Advanced System Keys (ASK) for the System. Technical Background A system key allows for the programming of a radio for use on the System and is used to maintain System security. The System key keeps unauthorized units from gaining access to the System. Most radio equipment manufacturers provide a software based system key unique to each trunked radio system. The System key is required for a radio (subscriber unit) to be programmed so that the radio can be recognized by the System and the user can access the System. Operational Context The Lead Agency will maintain and safeguard all Master ASKs, regardless of manufacturer and is responsible for the production and issuing of all secondary keys to authorized users. Manufacturers’ radios that do not require a system key will not be approved for operation on the System. An agency using subscriber radios other than the System manufacturer (Motorola) must acquire and provide to the Lead Agency the manufacturer’s Master ASK for the 800 MHz System and all necessary software and key hardware to program secondary keys as needed. The safeguarding of these keys is paramount and should at all times be treated as restricted, public safety sensitive information with access closely guarded. Management Attachment A - Joint Agreement for 800 MHz CCCS Page 36 of 83 The Lead Agency Director is responsible for maintaining the security of and access to the System keys. 4.5 Database Management Purpose or Objective Defines the aspects and assignment of responsibilities for managing the System’s databases. Technical Background The management of the System and subsystem databases is assigned to Lead Agency staff with responsibility for the various aspects of the System operations. The databases contain information for the System and subsystems defining the operational characteristics of: • Subscriber Radios • Radio Users • Talkgroups • Profiles for Radio Users and Talkgroups • System portion of the fleet map programming • System and Subsystem equipment operational parameters • Security Group structures • Login User accounts and privileges The databases contain the operational personality of the entire System. Because of this critical function, the data must be properly managed for System functionality and archived regularly in case of data loss or corruption. Operational Context The System databases are partitioned to facilitate the distributed management of the data contained in them. The database management responsibilities of the Lead Agency include the following: • The Lead Agency is responsible for maintaining and archiving copies of all radio codeplug data and System databases. • Database backups are made once per week and are stored “off-site” on a backed-up server in the event of a disaster. • Database restoration will be performed by trained technical staff and only in the event of System software reloading and version changes, System database corruption, or as defined in the Disaster Recovery Plan. • Database restoration is performed when a non-critical condition exists and if approved by the Lead Agency Director. • The Lead Agency notifies agencies of any database issues that adversely impact their normal operations. Procedure Attachment A - Joint Agreement for 800 MHz CCCS Page 37 of 83 The methods for performing the database operations are defined in the manufacturer’s technical resource manuals. The technical resource manuals are classified as ‘Restricted Information’ and are not available to the general public except by formal written request to the Lead Agency. The procedure for this standard is at the discretion of the Lead Agency. Management The Lead Agency is responsible for managing the data attributes and is responsible for backing up the System databases. 4.6 Subscriber Radio Inventory/Fleetmap Purpose or Objective Establishes the policy to ensure all radios activated on the System are properly accounted for, assigned, and managed. Technical Background Each radio operating on the System must be assigned a unique 7-digit IUID number allowing the radio to affiliate and communicate on the System. The System’s controller provides individual access to the System for each assigned radio. Operational Context The Lead Agency manages the subscriber radio inventory and is responsible for assigning and tracking all IUID numbers. Each 7-digit IUID number can only be used with an individual radio and shall not be duplicated or “cloned” to another radio. IUID management and subscriber radio inventory are critical to the operational integrity of the System. Accurate subscriber radio inventory is also important as this is the basis for the equitable distribution of the costs associated with System operations and maintenance. Protocol / Standard The Lead Agency is the only authorized source for IUID assignment and subscriber radio programming. The Lead Agency establishes and maintains the Fleetmap Inventory database and conducts annual inventory verification with each Partner Agency. This annual inventory is also provided to Lead Agency Financial for use in the various budget and billing calculations for Partner Agencies. Management The Lead Agency is responsible for IUID issuance and management of the subscriber radio inventory/Fleetmap. 4.7 Lost or Stolen Radio Notifications Purpose or Objective Attachment A - Joint Agreement for 800 MHz CCCS Page 38 of 83 Establishes the policy to ensure the System’s operational integrity and security by providing users with a procedure for reacting to incidents of missing, lost or stolen radio units. Each agency shall develop internal guidelines for dealing with incidents of lost, stolen or missing radio equipment, to include notification to the Lead Agency. Technical Background The System’s controller provides individual access to the System for each assigned radio. The controller provides the ability to disable the radio altogether with the ‘inhibit’ feature. The target radio must be turned on and affiliated with the System for the actions to be processed. If the target radio is not active, the requested action can be put into the passive mode. When the target radio does attempt to affiliate with the System, the pending action is initiated. Operational Context All agencies are required to make immediate notification to the Lead Agency upon receiving information, notification, or recognition that an assigned radio is misplaced, lost or stolen. Delay in providing notification could result in unauthorized persons causing interference and/or receiving confidential information. Protocol/Standard The Lead Agency shall be immediately notified of the situation by a phone call and submission of a Lost/Stolen Radio Report Form. The request to inhibit a lost/stolen radio must be specified on the Lost/Stolen Radio Report and must be accompanied by a copy of the Police report. Lost and stolen radio information will be passed on to user agencies and local radio shops in case the radio is located or turned in. The Lead Agency will invoice the agency for the replacement cost of the radio if owned by the Lead Agency (ie., a loan pool radio). Management The Lead Agency is responsible for managing this policy. 4.8 System Management Access Purpose or Objective Defines the types and areas of individual access to the management functions of the System. Technical Background Every login user of the System has a minimum of one login account and possibly more if multiple levels of access rights are needed for different purposes, such as administrative or general use. Every account can be individually set with the security and application rights needed to meet the needs of each user. All user account IDs shall be unique as the System’s Attachment A - Joint Agreement for 800 MHz CCCS Page 39 of 83 databases do not permit the use of duplicate IDs. The user login aliases are limited to a specific length. Operational Context Personnel who log into the systems to use management applications and support tools are referred to as “Login Users”. These are technical support staff such as the System Manager, administrators, technicians, etc. This is different that “Radio User” as referred to in other standards. Every user’s login ID on the system is unique. Every login user of the System has a user ID that is only for that specific agency’s or individual’s use. Based on the types of access required an individual may need more than one login ID. The types of access fall into the following areas: • System Management • Infrastructure Maintenance • Subscriber Administration • Dispatch Management • Asset Management The areas of access are based on the physical locations of the equipment and individual need. Access to System, Network, and Asset Management terminals will be limited to Lead Agency staff and approved vendors. Lead Agency may review personnel with System access at any time to ensure that only the appropriate levels of access have been granted based on their currently assigned business needs. Protocol Each Login User account must be requested from and approved by the Lead Agency Director. The account will be assigned a login name and access level based on the requirements of the request. Access will be immediately rescinded for any unauthorized actions or change of employment status. Management The Lead Agency is responsible for the creation of administrative accounts, designating the areas of access allowed for each account, and the review of access granted. 4.9 Requesting System Access Purpose or Objective To establish the procedure for an eligible agency to apply to participate on the 800 MHz CCCS. Operational Context The 800 MHz CCCS Governance Committee has determined the requirements and procedure for potential new applicants desiring access to the 800 MHz CCCS. Those procedures are documented in the 800 MHz CCCS Joint Agreement. Attachment A - Joint Agreement for 800 MHz CCCS Page 40 of 83 Management The Lead Agency Director is responsible for managing the process of potential new System User applications in accordance with protocols established by the Governance Committee and documented in the 800 MHz CCCS Joint Agreement. 4.10 Alias List Standards Purpose or Objective To establish a standard for the use of Subscriber alias for identifying radio users. Operational Context An alias is a common alphanumeric name used to identify a radio, talkgroup, site, etc. rather than referencing the assigned 7-digit IUID number. The Lead Agency does not maintain alias names for Partner Agencies. Each Partner Agency shall maintain their own alias database and their alias names will only appear on their local dispatch consoles and subscriber radios. Management Each User Agency is responsible for establishing and maintaining any alias lists used by that agency. 4.11 Member Agency Operational Policy Changes Purpose or Objective Defines a process to mitigate negative impact to this SOP, other Member Agencies or the overall operation of the System when Member Agencies make changes to their individual Agency operational policies. Operational Context The 800 MHz CCCS Governance Committee is charged with approving standards and determining protocols and procedures for optimal operations between and among the users of the System. Member Agency operational policies must not be contrary to this established SOP nor should they knowingly impact other Member Agencies in a negative manner. There will be occasions or incidents that might result in the need for a Member Agency to make changes to their operational polices. Member Agencies must ensure that any change made to their internal operational policies harmonizes with the established SOP and fellow Member Agencies. Protocol Member Agencies are expected to understand the potential for their policies to impact other Agencies on an integrated communications system. As a result, any Member Agency planning to make changes to their operational policy must take into account the impact on the System. If the operational policy change is likely to have an impact on the System and/or on other Attachment A - Joint Agreement for 800 MHz CCCS Page 41 of 83 Member Agencies, or, if it is unknown whether the change will have such an impact, the Agency planning to make the change shall submit the planned policy change in writing to the Lead Agency for evaluation. The Lead Agency will address Member Agency policy change notices with respect to their impact on the System and other Agencies. The Lead Agency will inform the Governance Committee Chair of the decision regarding the policy change if it is determined that the change will impact the System or other Member Agencies. A written notice of any planned operational policy change submitted to the Lead Agency shall include: • Description of the policy being changed • Reason for the planned policy change (including the potential consequences if the request is not approved) • Preliminary assessment of impact to other System users, and an estimate of any associated costs to implement the request An assessment shall be conducted by the Lead Agency technical and management staff and shall address: • Technical impact to the current and future System performance including which systems or subsystems are affected • Operational impact including capacity impact to current and future System performance • The degree of conformance with established policies and standards • Cost impact to current participants • Potential alternative solutions The Lead Agency Director shall forward the completed assessment to the requesting Member Agency along with recommendations including ways to mitigate negative impact where applicable. If the assessment reveals a negative impact to the System or to other Member Agencies, the Lead Agency will advise the requesting Agency against enacting the change. The requesting Agency may appeal the decision to the Governance Committee for resolution if desired. The Governance Committee shall then review the requested policy change and approve, deny or modify the request. If approved or modified, the Governance Committee shall set forth operational and/or financial responsibility as appropriate and notify all affected parties of the decision. Management The Lead Agency Director, acting on behalf of the Governance Committee, shall manage this process. 4.12 Infrastructure Equipment Standards Purpose or Objective Attachment A - Joint Agreement for 800 MHz CCCS Page 42 of 83 Sets the minimum technical and performance standards for infrastructure equipment operating on or interfacing with the System and establishes a policy preventing premature obsolescence of the same. Technical Background The 800 MHz CCCS is an APCO P25 standards-based System constructed by Motorola Solutions, Inc. It consists of radio communications sites utilizing 800 MHz radio spectrum. The Master Site is located at the Loma Ridge Facility where the Lead Agency Radio Microwave Unit is collocated along with the County Emergency Operations Center and the OCSD PSAP/Dispatch Center. Microwave links between the Master Site and the radio sites utilize redundant methods in the construction of the System to provide for a public safety grade of service. Vendors’ equipment often utilizes different operating software and may interact differently with the existing infrastructure which can potentially exhibit undesirable operational characteristics. It is also possible that new, untested radios, equipment and/or software can exhibit performance and functionality characteristics that are destructive to the performance, capacity and/or security of the System. Operational Context Participants desiring to connect or interface with the System any type of fixed equipment such as a radio or console product must receive approval from the Lead Agency. Prior to approval, the System manufacturer must prove equipment compatibility. All equipment must be installed in compliance with all rules, regulations and codes applicable to its operation and location. Industry accepted radio site installation and equipment grounding practices, such as R56 or approved equivalent in effect at the time of installation, shall be used. Protocol To ensure the reliability of the System, all infrastructure equipment directly interfaced with the System’s core must maintain the same level of software revision. Requests shall be submitted in writing to the Lead Agency signed by the requesting agency director or department head. Procedure The request shall provide an outline of plans the requesting agency has developed for equipment integration. The written request shall indicate the name and contact information for the person designated to lead the project. The Lead Agency Director will review the request and make the final decision. If a technical use plan is already in place, the agency shall submit the plan to the Lead Agency for review to ensure compliance and compatibility with CCCS policy, standards and procedures. If a technical use plan is not in place, Lead Agency shall assist the requesting agency in developing a plan. Costs associated with the development of a technical plan are borne by the requesting agency. When the plan is complete it is submitted to the Lead Agency Director, who shall review the plan for compliance and compatibility with CCCS policies and procedures. Attachment A - Joint Agreement for 800 MHz CCCS Page 43 of 83 Management The Lead Agency is responsible for management of infrastructure equipment standards and integration. 4.13 Subscriber Equipment Standards Purpose or Objective Sets the minimum technical and performance standards for subscriber radios operating on the System including: • Establishing a policy to prevent premature obsolescence of subscriber radios. • Establishing procedures for Lead Agency to measure, test, certify and publish a list of subscriber radios that are approved for use on the System. • Ensuring that decommissioned subscriber radios are properly deprogrammed before disposal to prevent interference with public safety communications. Technical Background The System utilizes digital communication technology with the primary use being voice communications using the APCO P25 Phase 1 protocol with 9600-baud control channels. Subscriber radios from various vendors often utilize different operating software providing a variety of services, features, functionality and performance to the users. Many of these radios interact differently with the infrastructure and can potentially exhibit undesirable operational characteristic. It is possible that untested radios and/or software can exhibit performance and/or functionality characteristics that are destructive to the overall performance, capacity and/or security of the System. Users are prohibited from using radios or accessories that may be destructive to the System. Partner Agencies shall deliver any retired radio subscriber equipment to the Lead Agency for decommissioning and deprogramming. Decommissioned radios that are not properly deprogrammed could pose interference issues with public safety communications. Radios removed from the System for decommissioning purposes shall be deprogrammed so as to remove all System related information, ID’s, and conventional channels, leaving only an idle frequency of 851.0000 MHz to prevent potential interference issues with public safety communications. Management The Lead Agency is responsible for maintaining all testing, managing radio equipment manufacturer initiated submittals, coordinating activities of the test team, and the proper deprogramming of subscriber radios. Any Agency purchasing new subscriber equipment is encouraged to work with the Lead Agency first to ensure the new equipment meets System standards and is properly equipped to operate on the System. 4.14 System Administrator Standards Purpose or Objective Attachment A - Joint Agreement for 800 MHz CCCS Page 44 of 83 Establishes the minimum training standards for System administration and staff. This ensures that System functionality and integrity are maintained by restricting System administrative functions to trained, qualified and authorized personnel only. Protocol The Lead Agency is responsible for maintaining System configuration databases for System or subsystem infrastructure, subscriber databases and console configuration databases. 4.15 Dispatch Center Personnel Training Purpose or Objective Establishes minimum training standards for the public-safety dispatch center personnel with access to System resources. This ensures that personnel performing communications dispatch operations are properly trained by the Lead Agency. Operational Context System functionality and integrity shall be maintained by ensuring that only qualified personnel perform dispatch functions using console equipment connected to the System core. Protocol/Standard Public safety dispatch center personnel shall be familiar with all applicable mutual aid requirements, interoperability requirements, trunk system patching and all established SOPs. Other recommended training that each agency’s communications center personnel should have include: • COML. • ICS courses 100, 200, 700.B, 800 or others as required by employing agency Recommended Procedure This policy does not contain specific training procedures or training modules. Management The communications / 9-1-1 center manager within each agency is responsible to ensure personnel with radio console access to resources on the System comply with the following: • Public safety communications / 9-1-1 center personnel receive the appropriate training before accessing System resources. • Public safety communications / 9-1-1 center personnel maintain familiarity with features and functions of communications consoles in order to rapidly and effectively Attachment A - Joint Agreement for 800 MHz CCCS Page 45 of 83 communicate with public safety personnel and are able to identify and establish interoperability solutions when appropriate or directed. • Only qualified personnel perform dispatch functions on System resources. • Public safety communications / 9-1-1 center personnel maintain familiarity with all applicable sections of the SOP. 4.16 Incident / Tactical Dispatcher Training Purpose or Objective Establishes minimum training standards for those performing incident or tactical dispatch functions with access to System resources. This ensures that System communications incident/tactical dispatcher operations are performed by properly trained dispatch personnel. Operational Context System functionality and integrity shall be maintained by ensuring that only qualified personnel perform incident/tactical dispatch functions. Protocol or Standard Incident/tactical dispatch personnel shall successfully complete appropriate training on the console system, mobile radios or control stations in the Mobile Command/Communications Units. Appropriate training shall, at a minimum, include formal training either by an incident/tactical dispatch trainer who has completed the training from a qualified instructor or by a qualified radio technical staff member familiar with the Mobile Command/Communications Unit’s (MCU) operations. Incident/tactical dispatch personnel shall be familiar with all applicable mutual aid requirements, interoperability requirements, trunked system patching, gateway and other communications equipment in the MCU as well as all established standard operating procedures. Other recommended incident/tactical dispatcher training should include: • COML. • COMT. • ICS courses 100, 200, 300, 400, 700.B, 800 or others as required by their employing agency. • Any other developmental, technical or safety courses deemed necessary by employing agency. Procedure This policy does not contain specific training procedures or training modules. Management The Communications Center Manager within each agency is responsible to ensure personnel with access to MCU resources on the System comply with the following: • Incident/tactical dispatch personnel or those acting in that capacity receive the appropriate training before accessing System resources. Attachment A - Joint Agreement for 800 MHz CCCS Page 46 of 83 • Incident/tactical dispatch personnel maintain familiarity with features and functions of MCU in order to rapidly and effectively communicate with public safety personnel and are also able to identify and establish interoperability solutions when appropriate or directed. • Only qualified personnel perform incident/tactical dispatch functions on System resources. • Incident/tactical dispatch personnel maintain familiarity with all applicable sections of the SOP. 4.17 Radio (Subscriber) User Training Purpose or Objective Establishes the minimum training standards for radio users, which ensures proper operation of radios on the System. Operational Context System functionality and integrity shall be maintained by ensuring that only trained personnel operate radio equipment. Protocol/Standard Radio users shall successfully complete appropriate training on assigned radios before being allowed to operate on the System. Appropriate training shall include formal training from a qualified instructor or approved media and, at a minimum, include the following: • Radio users shall be trained on the technical operation of assigned radios. Training will be required biennial. • Radio users shall be trained on how to operate the radio within the System along with any special features of the System they will use, e.g., emergency button, call alert, etc. • Radio users shall be trained on and demonstrate proficiency with all applicable mutual aid and interoperable communications resources and standard operating procedures. • Radio users shall maintain awareness of the mutual aid, interoperability channels or talkgroups in their radios, as well as how to navigate to them when necessary. • User agencies will make an effort to conduct ongoing refresher training for radio users periodically following their initial training (e.g., build into in-service training, dispatch centers conduct random tests, roll call training, on-shift training, etc.). Lead Agency staff assists user agencies in identifying training needs and implementing training programs to meet those needs. The Lead Agency also employs a qualified training officer who is available to provide this training to authorized System users. Procedure This SOP does not contain specific training procedures or training modules, however, Lead Agency staff assists with radio user training when requested. Management Attachment A - Joint Agreement for 800 MHz CCCS Page 47 of 83 Each User Agency is responsible to ensure that: • Personnel assigned radios shall receive the appropriate training with emphasis on awareness of and how to navigate to mutual aid and interoperability channels or talkgroups (initial and ongoing refresher training). • Only trained and qualified personnel shall operate radio equipment. • Radio users are familiar with sections of the SOP. 4.18 Interoperability and non-CCCS Radio Users Purpose or Objective Establishes the minimum training standards for radio users having access to interoperable resources of the System. This ensures the proper operation of radios on the System and safeguards against improper utilization of interoperability resources. Operational Context System functionality and operability is maintained by ensuring that only properly trained personnel use the interoperable resources on the System for mutual aid communications. If agencies do not have appropriate training, then communications failure or a degradation of the System resources may occur. Protocol/Standard Radio users shall have a demonstrated knowledge of Section 6 Interoperability Standards, and have successfully completed appropriate initial and ongoing refresher training including: • User training emphasizing: o The use of interoperable channels and how to navigate their radio. o How a user’s radio experiences can be affected by the selected interoperability channel (digital, analog, non-trunked, etc.). • Dispatch and supervisory training emphasizing: o The use of interoperable channels. o The use of patching and patch channels. o The use of cross band repeaters and gateway devices. o The use of RF control stations. o How a user’s radio experiences can be affected by the selected interoperability channel (digital, analog, non-trunked, etc.). Radio users with access to interoperable channels must be familiar with all applicable mutual aid and interoperable requirements and procedures. Procedure This SOP does not contain specific training procedures or training modules. Management The Lead Agency will provide training materials upon request for initial training and ongoing refresher training. Additionally, as resources permit, the Lead Agency will assist user agencies Attachment A - Joint Agreement for 800 MHz CCCS Page 48 of 83 with developing plans and methods on incorporating ongoing radio refresher training into various activities for the most effective delivery to personnel. The Lead Agency also employs a qualified training officer who is available to provide this training to authorized System users. Agencies requesting and/or using the interoperable talkgroups are responsible to ensure that: • The use of mutual aid/interoperability channels and talkgroups is properly coordinated and approved through the Control One. • Radio users successfully complete appropriate initial and on-going refresher training and demonstrate knowledge of proper communications procedures before being allowed to operate the interoperable resources. • Radio users are familiar with all applicable interoperable sections of this manual. • Radio users are familiar with all applicable mutual aid requirements and interoperable SOPs. 4.19 System Upgrade Notification Purpose or Objective Establishes notification procedure prior to major System upgrades. Protocol/Standard System software upgrades will be performed as needed contingent upon available funding and/or technical requirements. The Lead Agency will be responsible for ensuring that all System user agencies that may be impacted by the upgrade are notified by email and/or other written form. Recommended Procedure Planned upgrade procedures will be communicated to all System users as follows: • At least 30 days prior to a planned major System upgrade that will cause a System or site outage, the Lead Agency will notify all System user agencies that may be impacted by the upgrade. • The Lead Agency will send an email reminder to all potentially impacted System user agencies a week prior to the System upgrade. • Control One will communicate upgrade instructions and status to all System users before, during and upon completion of the upgrade. User agencies must notify the Lead Agency Director in writing if the planned upgrade dates will interfere with any major planned events. Management The Lead Agency is responsible for managing System upgrades and the necessary notifications associated with each upgrade. 4.20 In-building Coverage (Bi-Directional Amplifiers) Purpose or Objective Attachment A - Joint Agreement for 800 MHz CCCS Page 49 of 83 Establishes policy on usage of Bi-Directional Amplifiers (BDA) and awareness of all locations utilizing BDAs for the purpose of mitigating interference issues. Technical Background The System is designed for mobile and portable radio coverage but cannot provide 100% coverage in all places. BDAs are a device that aims to improve radio access within a confined space such as high-density buildings. Although the use of a BDA may improve in-building coverage, it may also create interference issues with the overall System. Tracking the locations of all BDAs will aid in quickly locating offending BDA equipment. Protocol/Standard It is not the intent for the Lead Agency or Governance Committee to approve or regulate BDAs. It is important for the Lead Agency to maintain a list of facilities that do have BDAs used with the System. Any agency or department installing a BDA will provide the Lead Agency with the location of the device prior to installation if possible. This will include the physical address, emergency contact information, building name, location within the building, manufacturer and model number. It is the responsibility of the equipment/facility owner to comply with all requirements of the FCC, including licensing, location reporting, and interference mitigation. Recommended Procedure Agencies installing BDAs will submit to the Lead Agency a list of locations where BDAs are installed that are supplementing the System. BDAs not supplementing the System do not need to be reported. This list will be updated periodically. Management The Lead Agency will maintain the list of BDAs supplementing the System. Each agency will maintain a list of BDAs within their jurisdiction along with contact information for the equipment/facility owner to allow access should the BDA interfere with the System. 4.21 Aircraft Radio Installations and Operation Purpose or Objective Sets the policy regarding aircraft subscriber radio installation, programming, and operation on the System. Technical Background Due to the elevated altitude of operation, aircraft radios have a greater coverage footprint. This allows a radio operated in the air to access sites as far away as 150 to 200 miles, while mobile radios operated in vehicles on the ground typically have ranges limited to 30 to 40 miles. Radios in aircraft operating with the System function slightly different than radios on the ground. Attachment A - Joint Agreement for 800 MHz CCCS Page 50 of 83 Due to the interference potential from the larger coverage footprint of aircraft operated radios, the FCC rules for operation of these radios limits the output power to help reduce interference, as frequency reuse is applicable in the CCCS and other radio systems. Installation of aircraft mounted radios is governed by the Federal Aviation Administration (FAA) and permanent installations must be performed by FAA certified personnel. Operational Context Subscribers that acquire a large coverage footprint due to high altitude operations need to take into consideration potential interference due to frequency reuse in other systems. This could cause interference to their users. This interference could appear as an interruption, loss of communications, or as tailgating to other talkgroup transmissions on other sites. Protocol/Standard All permanently installed aircraft radios shall comply with the FCC 90.423 power output limitation of 10 watts, the Effective Radiated Power (ERP) being no more than 5 watts. Only unity gain antennas will be allowed. Permanently mounted aircraft radios should be programmed with the following: • BER threshold of 2.5% For aircrews that are assigned portable radios, these portable radios should be programmed for the following: • 2.5% or 2.9% BER threshold These settings apply for both aircraft installed radios using remote mounted mobile or portable radios and Technisonic-type aircraft control panel mounted avionics packages using internal portable radios. Procedures for landing zone areas where communications with ground personnel are conducted are recommended on a simplex, non-trunked, channel. In addition to the SOP training requirement, training for users of aircraft radios shall include a description of the issues surrounding airborne operation of System radios including: • Issues of potential interference to other systems due to frequency reuse; • Personnel using portable radios in a limited capacity (observers, guests, etc.) and the potential for FAA and FCC rule violation, and interference. Recommended Procedure Installation and programming should be performed as outlined in this section. Operation of Aircraft landing zone coordination should be performed as outlined in this section. In-flight transmissions should be as brief as possible due to the potential interference. Management Attachment A - Joint Agreement for 800 MHz CCCS Page 51 of 83 The Lead Agency Director will be responsible for the oversight and compliance of this standard. Due to the potential of interference issues to expand beyond a specific region or into another County, Lead Agency staff should also be notified if any interference is detected and is believed to have originated from a CCCS radio equipped aircraft. 4.22 In-building Coverage Purpose or Objective Establishes policy on the approval, usage and regulation of in-building coverage enhancement devices on System frequencies and the tracking of all locations utilizing these devices for the purpose of mitigating interference issues. In-building coverage systems include Emergency Responder Radio Communications Systems (ERRCS), Bi-Directional Amplifiers (BDA), and Distributed Antenna Systems (DAS). Technical Background The System is designed for mobile and portable radio coverage but cannot provide 100% coverage in all places. In-building coverage devices aim to improve radio access within a confined space such as high-density buildings. Although the use of in-building coverage devices may improve in-building coverage, it may also create interference issues with the overall System. Tracking the locations of all in-building coverage devices will aid in quickly locating offending equipment. Protocol/Standard The Lead Agency must approve and regulate in-building coverage systems on frequencies licensed to the County of Orange. It is important for the Lead Agency to maintain a list of facilities that have in-building coverage devices used with the System. Any agency or department planning to install an in-building coverage system will submit their plans to the Lead Agency as described in the current OCSD ERRCS Guidelines document. This will include the physical address, emergency contact information, building name, location within the building, manufacturer and model number. The Lead Agency must review and approve operation of the installed in-building coverage system to ensure proper installation and operation and to mitigate any adverse effect on the System. It is the responsibility of the equipment/facility owner to comply with all requirements of the National Fire Protection Association (NFPA), California Fire Code (CFC) and Federal Communications Commission (FCC) including licensing, location reporting, and interference mitigation. Attachment A - Joint Agreement for 800 MHz CCCS Page 52 of 83 Recommended Procedure Agencies planning to install an in-building coverage system shall contact the Lead Agency for guidance and to begin the approval process. All agencies shall submit to the Lead Agency a list of locations where BDA, DAS or other ERRCS systems are installed that are supplementing the System. In-building coverage devices not supplementing the System do not need to be reported. This list will be updated periodically. Management The Lead Agency will manage the In-Building Coverage policy and maintain the list of in- building devices supplementing the System. Each agency will maintain a list of in-building coverage devices within their jurisdiction along with contact information for the equipment/facility owner to allow access should the equipment interfere with the System. 5.0 CONFIGURATIONS AND ALLOCATION 5.1 Zone and Talkgroup Naming Standards Purpose or Objective A well-defined method of naming radio programming zones and talkgroups/channels aids in user interoperability by allowing all users to understand the designated use of individual talkgroups/channels and how to find those talkgroups/channels in their radio. Operational Context In addition to agency-specific zones and talkgroups, all System users have certain talkgroups/channels programmed into their radios that are common to all System users to allow for operational interoperability. The ability to quickly locate these common talkgroups/channels for interoperability requires a uniform programming methodology to place the talkgroups/channels in specific zones in all radio on the System. Protocol/Standard The Lead Agency, in conjunction with User Agencies, and with the authority of the Governance Committee has established the zone and talkgroup naming structure used by all System users. The zone/talkgroup/Channel names and radio template structure is provided in the Official Communications Handbook (Radio Code Book) for each System Discipline (Law, Fire, Lifeguard/Marine Safety, Public Works). Requests for additional zones or talkgroups must be submitted to the Lead Agency for consideration and analysis as to their potential impact on the System. Management Attachment A - Joint Agreement for 800 MHz CCCS Page 53 of 83 The Lead Agency shall maintain the Official Communications Handbook and associated records related to zone and talkgroup/channel naming. 5.2 Radio IUID Allocation Purpose or Objective Allocates radio Item Unit Identification number (IUID) ranges for the individual agencies. This allows the Lead Agency to manage the pool of IUIDs as radio users and console positions are configured. This simplifies the management of the IUIDs and provides an easier indication of what IUIDs belong to which agency in the event that a radio user alias is not available. Technical Background These IUIDs are the same IUIDs that users type in for call alert pages. Also, these are the IUIDs that are displayed on the subscriber radios if the “ID Display” feature is enabled. These IUIDs are also displayed at the console if the console alias feature is not available. Operational Context The Lead Agency will allocate radio IUID ranges to agencies based on the number of units the agency will have active on the System and will be shown on the master agency IUID list. Protocol/Standard Only radio IUIDs allocated to an individual agency can be used in the programming of that agency’s radios and consoles. The Lead Agency is responsible for the programming of all radios on the System. Procedure The Lead Agency maintains the master list of IUID distribution and will allocate IUIDs to agencies based on each agency’s radio count and need. If an agency requires additional IUIDs beyond the initial allocation, a request shall be made to the Lead Agency. The Lead Agency will evaluate the request and conduct an analysis to determine impact to the System. Upon completion of the analysis, the Lead Agency may approve or deny the request, or ask for additional information. Management The Lead Agency manages the IUID ranges for day-to-day activities, and manages the IUID ranges for reserve or future allocation. 5.3 Fleetmap Standards Purpose or Objective Defines the process used to document the Fleetmap information for the effective management of the System. System Fleetmap configuration information is classified as ‘Restricted Information’ and is not released to the public. Attachment A - Joint Agreement for 800 MHz CCCS Page 54 of 83 Technical Background The Fleetmap is parameter information programmed into the System infrastructure and into the subscriber radios to control how those radios perform on the System. The Fleetmap spreadsheet is a documented matrix of the talkgroups in the System and the departments or agencies that use and control user access to these talkgroups. The Fleetmap contains the following information: • Talkgroup Name – Name of the talkgroup as it is programmed into the System. • Talkgroup Alias – Abbreviated naming of the talkgroup to fit within the 8 or 14 character radio display. • Talkgroup ID – Numerical designation of the talkgroup in decimal and/or hexadecimal. • Failsoft Channel – The System channel designated for the talkgroup when in the failsoft mode. • Owner – The primary user agency with access control of the talkgroup. • Priority – Priority level of the talkgroup. • On Console – If the talkgroup is available as a console resource. • Trunked Alternate – A talkgroup to be used when the user’s primary system is unavailable. Operational Context The Lead Agency will establish and manage the Fleetmap database information for all users of the System. Protocol/Standard A detailed matrix is maintained by the Lead Agency on the System database. Each agency’s radio representative maintains a Fleetmap spreadsheet containing data on their talkgroups and the users for whom they are responsible. Procedure If an individual agency desires to make updates and changes to their Fleetmap standards, the changes shall be requested through the Lead Agency. • The Lead Agency will evaluate any requests for changes and conduct an analysis to determine its feasibility and impact on the System. • The Lead Agency will decide if the request will be approved or denied and proceed accordingly with notification to the requesting agency. The disclosure of the Fleetmap configuration information, including talkgroup IDs, user IDs, user privileges and other related System information could substantially jeopardize the security of the System. This disclosure makes it more susceptible to sabotage and unauthorized access to the contents of confidential voice and data communications. Therefore, the master Fleetmap data shall be classified as ‘Restricted Information’ and is not available to the general public except by formal written request to the 800 MHz CCCS Governance Committee. Management Attachment A - Joint Agreement for 800 MHz CCCS Page 55 of 83 The Lead Agency manages the Fleetmap and System programming for all agencies. 5.4 Subscriber Template Management Purpose of Objective Defines the process that is used to document the radio subscriber template information for the effective management of the System. The System contains a large number of talkgroups to support the various agencies that subscribe to the System. Subscriber template configuration information is classified as ‘Restricted Information’ and is not released to the general public. Technical Background The subscriber template is parameter information programmed into the individual subscriber radios to control how those radios perform on the System. An agency’s subscriber template is developed and maintained by the Lead Agency with the input of each agency’s radio representative. This is to ensure the agency gets the talkgroups, features, and functionality desired from the radios, while maintaining the overall functionality and integrity of the System. The radio subscriber template is usually specific to a particular agency, but an agency can elect to have different versions of the template based on the department’s needs and operations. The templates normally contain the following information: • Radio Configuration – Specific information related to a particular model of radio, including but not limited to: button assignment, display options, menu items, and other radio wide parameters. • Conventional – Personality information that determines the radio’s operation in the conventional mode such as frequencies, tones, and signaling options. • Trunking – Identifies System and talkgroup specifics that the subscriber radio has access to, as well as System and unit-specific ID numbers relating to the radios operation. • Scan – Defines the limits and lists of the subscriber radio’s scan function, when equipped. • Zone Assignment – Where talkgroups are combined into specifically labeled ‘zones’ within the radio that represent or reflect operations of a particular agency or operation. The zone designation reflects an acronym, which should easily identify the zone as belonging to a particular agency. Operational Context The Lead Agency creates and manages all subscriber templates to ensure uniformity and proper operation on the System. Protocol/Standard User Agencies may have multiple subscriber templates based upon their operational needs. The Lead Agency shall maintain a subscriber template spreadsheet for each of the agency’s template versions. Attachment A - Joint Agreement for 800 MHz CCCS Page 56 of 83 The Lead Agency will work with each user agency to develop the subscriber templates for that agency. All subscriber template creation and modification shall be done by the Lead Agency. The Lead Agency shall maintain all associated documentation for each subscriber template. Procedure If individual agencies desire to make updates and/or changes to their subscriber templates, those change requests shall be submitted to the Lead Agency for review. The Lead Agency will approve or deny the request after reviewing impact to the System and other users. If approved, the costs for template change and subsequent reprogramming of subscriber radios will be borne by the requesting agency. The disclosure of the subscriber template configuration information, including talkgroup IDs, user IDs, user privileges and other related System information could substantially jeopardize the security of the System. This disclosure makes it more susceptible to tampering, sabotage, unauthorized use, jamming, hacking, unauthorized access to the contents of confidential voice and data communications. Therefore, the subscriber template spreadsheets shall be classified as ‘Restricted Information’ and are not available to the general public except by formal written request to the 800 MHz CCCS Governance Committee. Management The Lead Agency manages all subscriber templates and programming for all agencies and maintains records of the process. Access is strictly controlled and is considered ‘Restricted Information’. 5.5 Talkgroup Assignments Purpose or Objective Defines the assignment/usage of agency-specific, common and interoperable/mutual aid talkgroups and resources, and provides a standard so that the Lead Agency will have a firm guideline on allowing particular talkgroups programmed into radios. Operational Context Talkgroups are considered assigned by the agency for which the talkgroup was specifically created. The process for pre-defined sharing authorizations is explained in Section 5.6. Recommended Protocol/Standard There are three types of talkgroups that are programmed into the System: • Agency-Specific – Created for, and controlled by, individual agencies for their day-to- day operations. These talkgroups cannot be accessed by other System users without express permission granted by the assigned agency. The process for obtaining this permission is outlined in Section 5.6. • Common Resources – Talkgroups/channels created for common use among discipline specific agencies (law, fire, general) as needed. These talkgroups/channels are not controlled by any individual agency but are available for use by all Partner Agencies and are coordinated by the Control One. Attachment A - Joint Agreement for 800 MHz CCCS Page 57 of 83 • Interoperable/Mutual Aid Resources – These talkgroups/channels are established interoperable or mutual aid resources available to all System users based upon specific discipline (law, fire, general) and allow communications with non-CCCS System agencies as needed. These talkgroups/channels include the ability to be patched to non-800 MHz resources for greater interoperability. These talkgroups/channels are coordinated locally through the Control One. Procedure The Lead Agency will control all talkgroup generation and access parameters. Agencies shall immediately notify the Lead Agency when changes to an agency-specific talkgroup are required or the talkgroup is no longer required. Management The Lead Agency is responsible for the management of the Talkgroup Ownership policy. 5.6 Talkgroup Sharing Purpose or Objective Defines how System Partner Agencies can permit other agencies to access to their agency- specific talkgroups. Technical Background Radios must be P25 compliant and compatible with the System. Refer to Section 4.13 of this SOP for additional details on subscriber equipment standards. Operational Context Partner agencies have the authority and control to define who is allowed access to their agency- specific talkgroups/channels. This process is accomplished with a formal written request to the Lead Agency from the requesting agency which is passed to the agency-specific talkgroup owner for approval. The request should include the specific talkgroup name desired and the intended purpose and potential users of the talkgroup. Protocol/Standard Agency-specific talkgroups/channels shall not be programmed into any other radios without the written permission from the controlling agency. Documented written approval letters shall be maintained by the Lead Agency for each talkgroup sharing agreement. Procedure The Lead Agency working with the talkgroup ‘owner’ will process the request and, upon approval, make the necessary modifications to the requesting agency template. The Lead Agency will maintain all supporting documentation regarding the requested change. All costs associated with the template change and reprogramming will be borne by the requesting agency. Management Attachment A - Joint Agreement for 800 MHz CCCS Page 58 of 83 The Lead Agency is responsible for the management of this procedure. 5.7 Talkgroup and Radio User Priorities Purpose or Objective Establishes varying priority levels for talkgroups to assure the most critical talkgroups on the System are granted a channel as quickly as possible when the System is experiencing busy conditions. Technical Background The System priorities can be managed both at the radio user level and at the talkgroup level. Operational Context Priority levels in the System are managed at the talkgroup level. The goal is to distribute priorities across the System talkgroups in a way that maximizes the ability for critical groups to communicate and minimizes the number of talkgroups with high priority. 5.9 Failsoft Assignments Purpose or Objective Creates and assigns System resources in a manner which maximizes System utility to users consistent with each user’s mission and needs for radio communications during certain System failure situations. Technical Background When the System’s main controllers detect certain failure conditions in the radio System, all available channels revert from a trunking mode into a conventional repeater type of operation that is given the term ‘failsoft’. During failsoft, talkgroups are assigned to a specific radio channel (frequency) if so programmed, which allows the users to continue voice communication while repairs are made to the System. There are a limited number of channels available in the System, which results in a number of talkgroups being combined on each channel while in failsoft. This requires the radio users to share those channels between numerous agencies. This congestion of radio traffic happens only during the failsoft condition. If a talkgroup is not given a failsoft assignment, radios using that talkgroup will hear the low pitched ‘out-of-range’ tone when the System is in failsoft, and will not be able to communicate on that talkgroup. Operational Context The radio programming template failsoft assignments are configured to balance the ability for users to achieve an acceptable level of communications while maintaining the individual agency’s privacy when possible. While in the failsoft condition, effected radios will display the Attachment A - Joint Agreement for 800 MHz CCCS Page 59 of 83 word ‘FAILSOFT’ on the radio display and emit a short high-pitched tone every 10-15 seconds to indicate to the user that normal trunked operation is unavailable. Protocol/Standard It is the policy of the Lead Agency to provide a failsoft assignment for every ‘primary’ talkgroup on the System to prevent loss of communications for users. Failsoft channel assignments are based on the needs of System users consistent with each user’s mission and need for radio communications. The Lead Agency makes determinations concerning Failsoft channel assignments. During a Failsoft condition, dispatchers may need to announce instructions to radio users and remind them that operations may be combined among several agencies and to implement radio discipline to reduce radio traffic. Management The Lead Agency is the responsible authority for failsoft assignments and management. Agencies desiring additional information on failsoft assignments may request the information from the Lead Agency. 5.10 Scanning Purpose or Objective Identifies operational procedures and responsible authorities governing scanning System talkgroups. Technical Background The network infrastructure and subscriber units are configured to permit managed user scanning of talkgroups. Including a talkgroup in a non-priority scan list does not necessarily result in the user hearing traffic on that talkgroup. Talkgroups are only active if there is at least one user affiliated who has the talkgroup of interest as their selected channel. Subscriber units can scan a talkgroup, a talkgroup in another zone, or another trunked radio system if compatible. An entire radio can be set up as receive only. Operational Context Scanning by multiple subscriber units can quickly overwhelm a trunked radio system creating system busies. As a result, scanning on the System has been limited to the Fire Services as a legacy feature allowing scanning of their Dispatch Talkgroup and primary tacticals. Protocol/Standard Before scanning and/or monitoring of System talkgroups is allowed, permission must be obtained from the Lead Agency and the agency ‘owning’ the talkgroup. Scanning must also be approved by the requestor’s agency in their template design. Scanning can only be enabled in the programming template by the Lead Agency. Attachment A - Joint Agreement for 800 MHz CCCS Page 60 of 83 Management The Lead Agency is responsible for authorizing, programming and managing scanning in subscriber templates. 5.11 Emergency Button Technical Background The emergency button feature allows a radio user to send an emergency notification by pressing a button on the radio. The notifications audibly and visually alert dispatch console positions that have the initiating radio’s talkgroup in their active configuration. Other subscriber radios on the same talkgroup also receive the emergency notification once the ‘emergency’ radio is keyed which will display the IUID (or alias if available) of the radio generating the emergency. Emergency calls are also automatically assigned the highest priority available by the System controller and are the first available from the queue if the System is in a busy situation. Operational Context The orange button on a portable or mobile radio will be programmed with the emergency feature for all agencies. Each agency should establish their own policy on how this feature might be used, taking into consideration how it will impact the System and other users including the Control One. The emergency feature can be used to alert dispatch and other users of an emergency situation and simultaneously allow the activated radio to have priority over other subscriber radios on the same talkgroup. Protocol/Standard The use of the emergency button as an emergency signaling option shall be available to any agency on the System, subject to certain conditions and provisions including: • Agencies must provide training to all users to ensure the safe and effective use of this feature. The Lead Agency can also provide training and training materials. • It is the individual agency’s responsibility to determine how an emergency alarm will be deployed for their operation and the subsequent response to the alarm. • If a user is temporarily assigned a radio other than their normal issued equipment, it is essential that their designated monitoring point be made aware of the radio identification to cross-reference it to the correct user in the event an emergency button activation occurs. • All agencies implementing the emergency feature shall have a plan in place to respond to emergency button activation. All emergency button response plans must include the following: • An established radio monitoring point with the necessary console hardware/software to receive, display and acknowledge the alert. • Established monitoring point must be capable of identifying which radio user pushed the button and capable of responding to the user in need. (Dispatch Center or Control One) Attachment A - Joint Agreement for 800 MHz CCCS Page 61 of 83 • In the event that the monitoring point is not the same agency as the radio user, an agreement on policy, monitoring, use, and response, shall be in place among the agencies. • Established monitoring points shall be available during any/all hours that personnel are using the System, or have an established after-hours arrangement with another monitoring point. • No dispatcher shall clear an emergency without ascertaining what action is necessary to handle said emergency and taking the appropriate actions to do so. Control One receives all emergency button activations and will contact originating radio user’s agency for follow-up when activations occur on common/interoperable talkgroups that are not assigned specifically to the agency in question. Management The Lead Agency will manage the overall Emergency Button policy. Agencies desiring to use the emergency key function shall coordinate with agency resources that receive the emergency calls. The receiving agencies shall have an appropriate plan in place and documented as to the process to handle the emergency calls. 5.12 Encryption Purpose or Objective Establishes guidelines for the use of encryption on the System. Technical Background Encryption is an option on digital radio equipment that must be specially ordered and manually configured. System users may or may not be capable of encryption depending on their equipment configuration and operational needs. AES is the approved standard for encryption on the System. Operational Context The use of encryption in the System is strapped to the specific talkgroups determined by the System users to provide secure communications. Encryption is not a feature that can be enabled or defeated at the user level. Each talkgroup is pre-determined to be either encrypted or clear and is programmed as such in the subscriber template. Radios transmitting with encryption cannot be heard by non-encrypted radios. An encrypted talkgroup that is patched to a non-encrypted talkgroup or channel is no longer considered secure communications as the encrypted audio is decrypted when pushed over the patched non-encrypted talkgroup/channel. Likewise, audio fed to an internet streaming application will not be secure. Protocol/Standard Only the Lead Agency is authorized to program encryption into radios on the System. Attachment A - Joint Agreement for 800 MHz CCCS Page 62 of 83 Each agency shall determine if encryption will be used on its own agency-specific talkgroups. Certain common/interoperable talkgroups allocated to specific disciplines such as law/fire will be encrypted in all System radios. Non-encrypted common/interoperable talkgroups will also be available to System users who do not have encrypted radios. Care should be taken when assigning encrypted talkgroups to incident communications to ensure all applicable users have encrypted radios. Management The Lead Agency manages the encryption policy and the programming of encryption into all radios on the System. 6.0 INTEROPERABILITY STANDARDS 6.1 Interoperable Communications Requirements Purpose or Objective Establishes a minimum requirement for interoperable communications resources for all radios using the System. Technical Background For the purpose of this document, the terms ‘mutual aid’ and ‘interoperability’ will be used interchangeably. The term ‘channel’ will refer to a conventional resource. The planners of the System recognized the need to make common interoperable talkgroups available to all subscribers primarily for interagency and incident command communications. Therefore, in addition to agency-specific talkgroups, the System also provides talkgroups that are common to like-disciplined agencies (law, fire, public works, lifeguard) as well as talkgroups that are available to all System users to provide interoperability between disciplines. In addition to common System talkgroups, subscriber radios will also be programmed with local, state and national conventional interoperable channels. Most of these conventional interoperable channels are not encrypted but there are a few 700MHz encrypted channels available in encryption-capable radios. Operational Context Interoperable talkgroups & channels are used when there is a need to coordinate activities between different agencies and/or personnel assigned to work an event. Efforts should be made to utilize the lowest level of interoperable talkgroup/channel first if possible. For example, OC law agencies needing to coordinate with other law agencies should use the CCCS law interoperability talkgroups/channels before considering national level interoperable channels. If the coordination includes agencies that do not have access to the CCCS interoperable law talkgroups, statewide or national interoperable channels would be selected. Additional information on the operational use of these interoperable talkgroups/channels can be found in the ‘Official Communications Handbook’ (Radio Code Book). Attachment A - Joint Agreement for 800 MHz CCCS Page 63 of 83 Protocol/Standard All radios will be programmed to include the ‘general use’ interoperable talkgroups and channels located in specific zones in the radio template. These talkgroups and channels will be programmed into predetermined specific zones in all System radios to provide uniformity in programming for ease of locating the talkgroups/channels when needed. Radio templates will also include discipline-specific interoperable talkgroups (ie. Orange, Gray, Black talkgroups for Law) in templates for all like-discipline agencies (law, fire, lifeguard, public works). These discipline-specific interoperable talkgroups/channels will be programmed into predetermined specific zones in all like-disciplined agency radios to provide uniformity in programming and ease of use. Additional information on the location of these interoperable talkgroups/channels in the radio programming templates can be found in the ‘Official Communications Handbook’ (Radio Code Book) for each discipline. Procedure Coordination of all interoperable talkgroups and channels in Orange County is managed by the Control One. Any agency requiring interoperable talkgroups or channels should contact Control One for assistance with selecting and reserving these resources to meet their needs. Management The Lead Agency is responsible for managing this policy and ensuring interoperable channels are available and operational. The Countywide Coordinated Communication Center (Control One) is responsible for managing the assignment and use of the interoperable talkgroups and channels in Orange County. 6.2 Radio Console Patching of Talkgroups/Channels Purpose or Objective Establishes policy for use of a console patch between System talkgroups and/or other resources on the dispatch console. Technical Background Most public safety communications/9-1-1 centers have the capability to initiate a console patch but patches that include a common System resource shall be accomplished on a console at Control One. Console patches can be established between multiple System talkgroups and/or between a System Talkgroup and a non-System resource. The resources can be conventional or trunked but must be an existing radio resource on the dispatch console. Patches can be established without a radio dispatch console by using a deployable audio gateway, such as an ACU-1000. Approval is required prior to creating any patch. A talkgroup can only be in one patch at a time. A conventional channel can only be in one patch at a time. Attachment A - Joint Agreement for 800 MHz CCCS Page 64 of 83 Great care must be used in deciding what talkgroups and other resources can be patched together as a patch can have an unexpected consequential impact on other System resources. The patch shall be monitored for continued coordination through Incident Command and/or dispatch personnel. Operational Context Console Patches should only be used when there is an operational need for communications between personnel that cannot be accomplished using common communications resources. Use of conventional resources in a patch must be in compliance with the rules governing mutual aid channel usage. Console patching will only be permitted when approved by agency Watch Commander/Incident Commander and after notification to the Control One supervisor. A patch involving agency-specific talkgroups/channels can be initiated on the local agency’s console with approval by that agency’s Watch Commander. Any patch involving a common System resource should be initiated by Control One. Protocol/Standard Each agency must develop written console patch and/or gateway device patch procedures addressing their unique operation and resource capabilities. These procedures shall be consistent with this policy. All communications center personnel shall receive initial and continuing training on the use of this procedure. Procedure When an incident requires interagency coordination that is not available on a common talkgroup or channel, a request for a patch can be initiated. If the desired resource to be patched is a local agency resource and their agency-specific talkgroup/channel, the requesting agency can initiate the patch on their local console with their Watch Commander’s approval and notification to Control One. If the desired resource to be patched is a common System resource, the patch request must be directed to Control One after obtaining local agency Watch Commander approval. Control One will then initiate the patch from their console. Before initiating a System patch, check to make sure the radio resource being patched is not already being used by another agency. Radio console patches shall be used only if other suitable means for interagency communicating are unavailable or insufficient. Any time a console patch has been established, someone in the requesting agency’s communications center must continually monitor the patch to address and mitigate communications problems. Management Attachment A - Joint Agreement for 800 MHz CCCS Page 65 of 83 The Lead Agency is responsible for managing this policy. All agencies electing to use console patching are responsible for establishing and managing internal patch procedures and complying with this policy. 6.3 Use of the Statewide and National Interoperability Channels Purpose or Objective Defines the procedures for the use of the conventional Statewide and National interoperable radio channels for communications between radio users of disparate radio systems and/or different frequency bands. Technical Background The FCC has designated certain VHF, UHF, 700 MHz & 800 MHz frequency pairs to be used exclusively for conventional interoperable communications between public safety radio users. Each frequency band includes a calling/hailing channel to be used in contacting the coordination center for the local operational area. Additionally, each frequency band includes channels for tactical operations in both repeater and direct “talkaround” modes. In the Orange County Operational Area, these channels are coordinated by the Control One. All CCCS Partner Agency radios include many of the 700 MHz and 800 MHz interoperability channels in their standard radio programming template. Additional information on these channels, including channel names and general use, can be found in the discipline specific Orange County Official Communications Handbook (Radio Code Book) available to Partner Agencies through the Lead Agency. The Lead Agency also maintains repeater systems with Interoperable channels in the VHF and UHF frequency bands which are available to CCCS Partner Agency users through a gateway patch on the Control One radio console. This allows CCCS radio users to be patched to a non- 800 MHz radio system for interoperable communications with the users of that system. Operational Context These designated interoperable communications resources can be used for day-to-day interagency coordination, for urgent or emergency mutual aid situations, and/or for other purposes where coordination between radio users on separate 800 MHz radio systems or non- 800 MHz radio systems must communicate to perform assigned duties. These channels shall not be used for regular communications between radio users with full access to the CCCS, except when authorized and assigned by Incident Command. Protocol/Standard The 700 MHz and 800 MHz interoperability channels are programmed into the radio template of all CCCS subscriber radios. These channels may be used when traveling outside the coverage area of the CCCS System and are used to communicate with another 800 MHz radio system with base and/or mobile radios on those channels. Attachment A - Joint Agreement for 800 MHz CCCS Page 66 of 83 Control One shall monitor the interoperability hailing/calling channels at all times. Procedure When an incident requires the use of a Statewide or National 700 MHz or 800 MHz interoperability resource, the requesting unit or agency will contact Control One to request the assignment of an interoperable tactical channel. Control One will assign an appropriate channel and monitor for any issues. When an incident requires the use of a Statewide or National VHF or UHF interoperability resource, the requesting unit or agency will contact Control One to request the assignment of a tactical radio channel in the appropriate frequency band. Control One will initiate a patch between the requested VHF or UHF resource and the 800 MHz talkgroup/channel used in the patch. Control One shall monitor all interoperability hailing/calling channels 24/7 to provide immediate assistance when requested. Management The Lead Agency will manage this policy and the coordination and maintenance of interoperable radio resources in Orange County. CCCS agencies are responsible for providing training to their personnel on the proper use of these Statewide and National Interoperable communications resources. 6.4 Control Station Usage on Interoperability Channels Purpose or Objective Establishes procedures for the use of control stations for gateway patching. Technical Background A control station is a radio that is set up like a portable or mobile radio, typically with a limited number of talkgroups or conventional radio channels. It can be connected to a radio console or used stand alone. A control station can function on only one talkgroup or conventional channel at a time. Use of a control station with a radio console to patch System resources can have a wide area impact. This type of patch can be easily accomplished, but may take up multiple trunked radio channels, causing the System to experience busies or possibly create radio interference. Control station usage must comply with parameters listed on the agency’s FCC license. Operational Context There are a number of uses for control stations including: • Installed at an agency that does not have a dispatch console to communicate with a conventional repeater or trunked radio system. • Connected to a dispatch console at a communications center. Attachment A - Joint Agreement for 800 MHz CCCS Page 67 of 83 • Installed in a Mobile Communications Unit/Vehicle. • Installed at an Incident Communications Center or Command Post. Protocol/Standard Radio control stations are permissible in the following circumstances: • Connected to a radio console to be used to access the System by non-System user agencies for interoperability purposes. • Installed in a MCU/MCV. • Installed temporarily in an Incident Communications Center or Command Post. • Connected to a radio console to be used to access the System by user agencies for interoperability purposes. • Used with an audio logger to record transmitted or received audio. All communications personnel performing the dispatch function shall be trained on the usage and constraints of the control station. They should receive continued training to maintain proficiency and understanding of the procedures. A radio technician, COMT or other authorized person shall be involved in the configuration, installation and testing of control stations, whether a temporary or permanent installation. Limitations • Control stations should not be used to patch a System talkgroup to another System talkgroup except when approved by the Communications Center Supervisor and the Control One Supervisor. • Control station antennas must not exceed 20’ in height. If an antenna requires more height than 20’ to access the System or mutual aid repeater, then a FCC license is required. • No control station antenna may exceed 200’ in height. • Control stations should use Yagi (directional) antennas when possible. • Antennas should use the lowest gain possible. • Control station power should be kept as low as possible. Procedure Any agency wanting to use one or more control stations at the same location is only permitted to use that configuration if the design is compliant with this SOP. The process for obtaining permission is to submit a written request for control station usage to the Lead Agency Director. • The request shall describe the location, desired talkgroups/channels, antenna height, power, antenna type, antenna gain and feed line type of each control station. • The Lead Agency may approve, deny or request modifications to the request. Management The Lead Agency will manage this policy. Attachment A - Joint Agreement for 800 MHz CCCS Page 68 of 83 Each Dispatch Agency Manager will ensure their personnel are properly trained on the use of control stations for gateway patching. 6.5 Required Monitoring of Interoperability Channels Purpose or Objective Establishes procedures for monitoring mutual aid/interoperability channels at communications centers and command posts. Operational Context Monitoring of mutual aid channels is imperative for the benefit of users needing assistance. Many channels have been identified to use for interoperability but not all of them will be monitored when not in use. Due to the fact that these Statewide and National interoperable channels do not belong to any one agency, there is no channel ‘owner’ monitoring them. As a result, a designated monitoring center should be established in each Operational Area. Protocol/Standard Control One is the designated monitoring center in Orange County for all Statewide and National interoperability calling/hailing channels available. Control One will monitor and respond to any unit requesting assistance on the calling/hailing channel and assign an appropriate tactical channel as necessary. Dispatch Centers are responsible for monitoring any Statewide or National Interoperable channel assigned to them for an incident. The local Dispatch Center will monitor and respond to any communications traffic on the assigned interoperable channel until the completion of the incident. Once the incident has been terminated and the interoperable resource is no longer needed, the Dispatch Center will notify Control One and release their responsibility for monitoring the tactical channel. Management The Lead Agency will manage this policy. The Emergency Communications Coordinator will work with Control One to identify specific interoperable channels to be monitored 24/7 by Control One. Each Dispatch Agency Manager will ensure their personnel are properly trained on the use of Statewide and National interoperability resources. 7.0 MAINTENANCE RESPONSIBILITIES 7.1 System Maintenance Purpose or Objective Attachment A - Joint Agreement for 800 MHz CCCS Page 69 of 83 Defines the System maintenance responsibilities and roles. The maintenance levels for the 800 MHz Radio System and its subsystems shall be set to a standard to protect the overall functionality and integrity of the System for all users. Operational Context The 800 MHz CCCS System is a complex network of radio sites and equipment that require highly trained engineering and technical personnel to constantly monitor the System and intervene as required to prevent System failure and quickly restore the System should any equipment experience failure. The CCCS Governance Committee has designated the Lead Agency as the primary agency responsible for the maintenance of the System. Agreements between the Lead Agency and maintenance contractors are at the Lead Agency’s discretion, but the Lead Agency is ultimately responsible for the System maintenance. Recommended Procedure Any maintenance issues affecting the System will be addressed and resolved by the Lead Agency. The Lead Agency may, at its discretion, involve contract vendors in the process as necessary For emergency and urgent repairs, the Lead Agency may request and expect cooperation from support resources (e.g. – support staff and/or parts) from other agencies to restore equipment/systems to normal operation. For day-to-day maintenance, the Lead Agency or its contract vendor shall maintain the equipment. Repair of any equipment not normally maintained by the Lead Agency requires the notification and consent of the owning agency. The Lead Agency and/or their contracted service providers are responsible for: • FAA registrations, FCC ASR registrations and FCC licenses, ensuring that equipment is properly licensed and copies of the licenses are posted at the sites as required by regulations. • Maintaining equipment within the limits of County of Orange FCC licenses. • Notifying the responsible personnel of equipment and location issues that require attention. • Managing the inventory of the radio subscriber and infrastructure equipment. • Ensuring that equipment at the tower sites that is not part of the System inventory shall be clearly labeled to indicate agency ownership. • Routine equipment maintenance logs are kept at the sites. • Maintaining current copies of all as-built documentation at each site and at the Lead Agency office. Lead Agency is responsible for ensuring the accuracy of all as-built data related to the infrastructure equipment and any changes shall be immediately documented. Lead Agency shall distribute the updated information as required. • Coordinating, implementing and/or overseeing configuration changes affecting the System infrastructure. Attachment A - Joint Agreement for 800 MHz CCCS Page 70 of 83 • Any work being scheduled affecting the System and/or subsystems performance and reasonable notification to the System’s users of same. • Ensuring all technicians assigned to work on System equipment have successfully completed appropriate training on the equipment. Training requirements are referenced in the training section of the SOP. • Following a preventive maintenance plan as defined in the preventative maintenance section of the manufacturers’ manuals. • Maintaining a list of the qualifications and contact information of technical staff in the event of an emergency. • Maintaining a list of the available spare parts/equipment pertaining to the System and subsystems. • Ensuring any equipment upgrades or changes affecting normal operations of the System are discussed and approved by the Governance Committee. • Determining how critical an equipment failure is operationally, determining the appropriate action, and escalating or de-escalating the repair process as needed. Management The Lead Agency is responsible for managing the maintenance of the System equipment and sites and managing the repair responsibilities in emergency situations. 7.3 Maintenance / Repair Notifications Purpose or Objective Defines the procedure for notifications of scheduled and unanticipated maintenance activities having an impact on normal System operations, System interruptions, and System outages. It is the policy of the Lead Agency to provide guidelines for user notifications for any maintenance actions having a potential for System interruptions. Technical Background Typically, equipment functionality can change when hardware and software configuration alterations or other maintenance activities are performed. Advanced notification of planned maintenance activities that impact the normal operation of the System allows user agencies and subscribers to make preparations as needed. Notification will also be made to user agencies when a catastrophic failure happens. If the notification process is difficult and lengthy, it can become a barrier to making notification to user agencies. Failure to make proper notification to user agencies can result in unneeded confusion, disruption or loss of public safety communications, and possible compromise of any special operations communications. Operational Context Attachment A - Joint Agreement for 800 MHz CCCS Page 71 of 83 Affected agencies shall be notified of maintenance activities that impact their subscribers on the System. Agency notification of radio maintenance activities to their individual subscribers is at the discretion of the user agency’s designated representative. Protocol / Standard The Lead Agency is responsible for monitoring the System on a 24-hour basis, through various methods including on-site staff in the System Watch unit. Maintenance activities, planned or unplanned, that could impact the subscribers usage of the System requires notification to the affected agency’s radio representatives. In the event of planned maintenance, all efforts should be made to conduct this type of activity during off-peak hours where radio utilization is as low as possible. If an emergency or high priority incident is in progress at the time of scheduled maintenance, it may be necessary to reschedule or delay the maintenance until the situation has stabilized and can be safely moved to alternate talkgroups or channels. Procedure A reasonable advance notice shall precede planned maintenance activities that affect the agencies using the System. The notification methods shall be by phone, e-mail, radio, or any combination of the same. The notification will consist of: • The type of planned maintenance activity. • When the maintenance will be conducted. • The amount of time anticipated to complete the activity. • The anticipated impact to the System and subsystems. If a known activity has a significant operational impact upon any specific agency, a confirmation of receipt of notification shall be obtained. It is the responsibility of the Lead Agency to ensure that all affected users are notified will in advance of any such operations. Whenever possible, these operations shall be scheduled when the normal radio traffic is slowest. Prior to commencing the maintenance operation, personnel from the Lead Agency shall coordinate with Control One to contact each affected dispatch center’s supervisor for a last minute situational briefing. Once maintenance operations begin, if dispatch operations recognize a need to terminate the operation, or if unexpected problems occur, a communications supervisor must call Control One to have the technical staff notified of the situation. Unanticipated maintenance or equipment failures affect the agencies on the System and require notification to the affected agency’s radio representative. Upon notification of an equipment outage, Lead Agency technical staff is expected to: • Determine the impact of the impairment to the operation of the System. A minor failure is something that either does not affect or minimally affects user functionality. A major failure is something that seriously affects or risks user functionality of the System. Attachment A - Joint Agreement for 800 MHz CCCS Page 72 of 83 • Determine if there are internal or external factors that alter the priority of System impairment, such as weather, subscriber loading unique public safety activities or impending events, etc. • Determine if manual intervention is required. A serious failure requires initiating repair processes regardless of the time of day. Minor failures can wait until normal business hours or other convenient time before repair. The determination is at the discretion of the Lead Agency, and shall be based on internal System functionality and external subscriber needs. • Determine if additional external resources are required. Once the operation or repairs are complete, Lead Agency personnel shall contact Control One for an update and user feedback. When requested by the Governance Committee, the details of the recovery processes may be reviewed for improvements. Management The Lead Agency is responsible for maintaining this policy and ensuring representatives from all affected agencies are notified as appropriate. Each agency’s radio representatives are responsible for notifications within their respective agencies. 7.4 System Coverage Purpose or Objective Establishes the requirements for regular outdoor testing and verification of System signal quality and coverage. Technical Background Signal coverage of the System fluctuates constantly and is influenced by many conditions including but not limited to: • Terrain. • Weather. • Vegetation. • Building Construction. • Equipment Condition. • Location. Regular sampling of signal quality and strength at pre-designated locations will help to confirm adequate coverage, or if a problem might have developed in certain locations due to changes in one of the above conditions. Operational Context Periodic coverage testing is a critical component of System operation and maintenance, and will continue toward identifying and mitigating any signal coverage issues, including any potential effects of new building construction and development. Attachment A - Joint Agreement for 800 MHz CCCS Page 73 of 83 Protocol / Standard Lead Agency staff performs comprehensive signal coverage test to evaluate the System’s signal strength and quality across the service area. The locations and number of individual test points shall be based on the area’s building density and known areas of poor coverage. The results of each test will be compared to previous results and monitored for signal degradation. Test results will be stored on a shared data server for historical comparisons. Management The Lead Agency Director oversees the process, evaluates the results, develops remediation strategies, and reports significant findings to the Governance Committee. 7.5 Repair Parts Inventory Purpose or Objective Establishes an inventory control procedure for infrastructure and subscriber repair parts. It is the policy of the Lead Agency to ensure that planning is in place and available resources identified to expedite the recovery of the System and related components in the case of disaster, catastrophic failure or other major incident that affects operations of the System. Operational Context Lead Agency will maintain an inventory of spare parts for regular repairs to the System and subscriber radios. Protocol / Standard The spare parts inventory for infrastructure and subscriber units shall be kept at Lead Agency facilities for ready access when needed. Management The Lead Agency maintains and manages the repair parts inventory. 7.6 Disaster Recovery Purpose or Objective Establishes the minimum requirements for a System disaster recovery plan. It is the policy of the Governance Committee and Lead Agency to ensure that planning is in place and resources identified and available to expedite the recovery of the System and related components in the case of disaster, catastrophic failure or other major incident that affects operations of the System. Operational Context Lead Agency personnel will maintain a comprehensive plan for restoration of the System during times of disaster. If the Operational Area EOC is activated, the Emergency Communications Attachment A - Joint Agreement for 800 MHz CCCS Page 74 of 83 Coordinator (ECC) must be notified of any System problem so that it can be logged into WebEOC. Management The Lead Agency maintains and manages the Disaster Recovery Plan. 8.0 SITE AND SYSTEM SECURITY 8.1 Site Security Purpose or Objective Establishes the minimum requirement to provide site security and protect the integrity of the System’s radio towers equipment shelters and equipment. Technical Background Security measures have the overall benefit of protecting the functionality, integrity and operation of the System. Details of specific security measures cannot be placed within a public document as this would compromise measures used in monitoring and maintaining security. Operational Context The physical security of equipment, facilities, and structures making up the core of the radio System infrastructure is paramount to the reliability and availability of communications carried on the System. Each site is within a fenced, gated and locked compound, with shelter entry monitored and reported to a central monitoring point. A remote controlled camera systems are installed and monitored for any unauthorized entry or security concerns. Protocol / Standard Access to the sites are tightly controlled and entry to those sites is granted only to those personnel with proper authorization from the Lead Agency. All personnel requiring site access must be accompanied by Lead Agency staff. Unaccompanied access to any System site is not authorized. Entry alarms for the remote sites are received at Systems Watch and sent immediately to Lead Agency technical support staff. Procedure Notification to Lead Agency Technical staff and Systems Watch is required of all agencies and vendors prior to gaining site access. Any person requiring access to the tower sites for any reason shall have full clearance from the Lead Agency and be accompanied and monitored by Lead Agency personnel while on site. Law enforcement personnel will be immediately notified and dispatched to any site with unexpected or unexplained alarms or unidentified personnel viewed remotely from the camera systems. Any agency or vendor requiring access to any tower site or equipment location shall make immediate notification to the Lead Agency of urgent issues such as discharged employees or cancelled contracts. Attachment A - Joint Agreement for 800 MHz CCCS Page 75 of 83 When a site has been vandalized or broken into, the jurisdictional law enforcement agency should be notified. The person who discovers the event has the responsibility to preserve the crime scene and not contaminate it. He/she should have Systems Watch log the time when the event was discovered and any other pertinent information relating to the site/scene. Systems Watch should notify the appropriate local law enforcement agency as well as the Orange County Sheriff’s Department Watch Commander and Control One. Other agencies may be notified if they own equipment at the site. Lead Agency will notify all affected agencies as soon as possible. When the site is off the air due to a crime, the technician should refrain from making entry unless permission has been given by the Lead Agency Director due to extreme circumstances taking place that requires coverage from the site. If a radio technician should arrive at a site and an unauthorized vehicle or person is on the property, they should back off, notify Systems Watch and call 911. The technician should give the 911 call taker the street address and advise them of the situation. If there is no cell service on site, the technician should radio the information to Systems Watch and request law enforcement response. Systems Watch personnel should immediately contact the appropriate law enforcement agency to request response. Systems Watch personnel will also notify Lead Agency supervisors and management. At no time should the technician put themselves at risk of harm. If a technician has to respond to a vandalized remote site after normal business hours, it is recommended for safety reasons that a minimum of two persons respond to the site. Law enforcement may be requested to go to the site with the technician. Management The Lead Agency Director is responsible for managing this procedure. 8.2 Network Operational Security Purpose or Objective Establishes the specific security measures for System and subsystem equipment and to define site security policy. Technical Background Security measures have the overall benefit of protecting the functionality, integrity and operation of the System. Details of specific security measures cannot be placed within a public document as this would compromise measures used in monitoring and maintaining security. Protocol / Standard All items identified as ‘Restricted Information’ will be maintained in secure areas within the control of the Lead Agency and is not available outside of the Lead Agency except by formal written request. Technical information that can compromise System security is considered ‘Restricted Information’. Attachment A - Joint Agreement for 800 MHz CCCS Page 76 of 83 The System’s network is protected from other data networks by isolation or by using System manufacturer specified and configured firewall with the approval of the Lead Agency. All remote access points to the System are kept secure and are coordinated with the Lead Agency. Passwords protect the System and subsystem equipment for the purpose of preventing unauthorized access to equipment. The Lead Agency issues and manages the passwords. User login accounts are protected with passwords providing an appropriate level of protection. If a password is suspected of being compromised, it must be immediately updated or the user account will be disabled pending resolution. External devices (computers, modems, routers, data storage, etc.) shall not be connected to the System network, computers, or consoles without the approval of the Lead Agency Director. Any such device must also be supplied, supported, and maintained by the user Agency’s Information Technology department or service provider to ensure the most current device security software and virus protection is in place. At no time will any personally owned device be connected to any port or connector on the System. Any such action may result in the immediate revocation of access privileges for the offender and/or agency. It is recommended that computers used for programming or maintenance not be connected to the internet to help reduce possibility of virus infection. A ‘Group Policy’ shall be implemented on the System to prevent the use of external USB ports on all dispatch consoles. Procedure All agencies, contractors, and personnel that require access to Lead Agency controlled sites, equipment or networks must pass a comprehensive background check before access is allowed and must be accompanied by Lead Agency staff while on site. Violations of System security policy or procedures may jeopardize the System and result in the loss of a technician’s, agency’s or vendor’s privileges to access the System. System documentation is classified as ‘Restricted Information’. Management The Lead Agency Director is responsible for the network, equipment, and site security of the System. 8.3 Software, Firmware and Document Security Purpose or Objective Establishes the minimum security measures and procedures to protect the integrity of the System software and programming. Attachment A - Joint Agreement for 800 MHz CCCS Page 77 of 83 Technical Background The documentation, service and technical manuals, databases, spreadsheets and software of the System contain critical operational and technical information that could compromise the System if obtained by unauthorized personnel and is classified as ‘Restricted Information’. Operational Context The documentation and software of the System changes as the System evolves. Those changes and revision must be documented and maintained in a central location for quick and easy access for the technical support staff. Protocol Standard In the best interest of public safety, all documentation, service and technical manuals, databases, spreadsheets and software of the System are considered ‘Restricted Information’. Software relating to the programming of any System component shall only be installed on authorized government owned computers or Lead Agency authorized contractors’ computers. Procedure All items identified as ‘Restricted Information’ will be maintained in secure areas within the control of the Lead Agency Director. These items will only be shared with those who require knowledge of it for operational purposes. This information is not available to anyone outside of the Lead Agency. An exception may be made with a formal written request and approval from the Governance Committee. This information is not to be released to any personnel who do not have a legitimate and appropriate need for it. Management The Lead Agency Director is responsible for managing this procedure. 9.0 APPENDIX 9.1 Lead Agency Contact Information Normal Working Hours – Monday-Friday 7:30AM – 4:30PM Customer Service – 714-704-7999 • Radio repair request • Radio programming request • Radio/accessories purchase request • Dispatch console repair request Systems Watch – 714-628-7020 • Lost/Stolen radio notification • Radio deactivation • Radio transmission history/statistics After Normal Working Hours Attachment A - Joint Agreement for 800 MHz CCCS Page 78 of 83 Systems Watch – 714-628-7020 • Lost/Stolen radio notification • Radio System coverage issues • Emergency radio repair requests • Emergency dispatch console repair requests Control One – 714-834-7008 • Operational issues • Request restricted talkgroup assignment • Interoperability assistance • Emergency radio or console repair requests Physical Address: OCSD/Technology Division – Administration & Radio Repair 840 N. Eckhoff St. Suite 104 Orange, CA 92868 9.2 Glossary – Definitions and Acronyms Item/Acronym Definition 700MHz For Public Safety LMR, digital P25 voice radio channels between 769/775 MHz and 799/805 MHz. Channels have 30 MHz seperation between Tx & Rx when repeated. FCC designated low power channels can be used analog voice. 7CALL / 7TAC Nationwide 700 MHz Calling and Tactical channels 800MHz For Public Safety LMR, analog or digital voice or data radio channels between 806/816 and 851/860 MHz. Channels have 45 MHz seperation between Tx & Rx when repeated. 8CALL / 8TAC Nationwide 800 MHz Calling and Tactical channels ACU-1000 An audio gateway device capable of connecting disparate radio systems, channels, or talkgroups together during on-scene operations, similar to a console patch between talkgroups AES Advanced Encryption Standard Alias A common alphanumeric name used to identify a radio, talkgroup, site, etc. rather than referencing the assigned 6 digit ID number ANSI American National Standards Institute APCO Association of Public-Safety Communications Officials APCO P25 A public-safety digital radio standard Attachment A - Joint Agreement for 800 MHz CCCS Page 79 of 83 Item/Acronym Definition ASK Advanced System Key BDA Bi-Directional Amplifier, relays radio signals into and out of a building BER Bit Error Rate CCCS Countywide Coordinated Communications System Channel A pair of frequencies, transmit and receive, that are used for a single communications path Channel Bank A device that combines multiple data and/or audio inputs into TDMA format so that it can be transmitted over microwave or T1 circuit and shared between transmitter sites Code plug The file containing a specific radio’s programming parameters COMC Communications Coordinator COML Communications Unit Leader COMT Incident Communications Technician Console Patching Ability to connect channels via dispatch consoles Consolette A mobile radio mounted into a case with power supply and converted for desk- top use Control Station An installed radio unit, sometimes a mobile radio, normally found at a desk or common work area indoors or directly connected to a console or other fixed transmitting location DAS Distributed Antenna System, relays radio signals into and out of a building Digial radio Digital radios turns sound (by signal processing) into patterns of digits (numbers) rather than the radio waves which are used for analog transmissions. Dispatch Console A fixed radio operator position with multiple radio resources and features that can access any subset of talkgroups and/or conventional channels ECC Emergency Communications Coordinator EIA Electronic Industry Alliance EMS Emergency Medical Services EOC Emergency Operations Center FAA Federal Aviation Administration FCC Federal Communication Commission Fixed Radio equipment that is installed at a radio site or dispatch center Fleetmap The master spreadsheet plan of the talkgroups, zones, Failsoft assignments, alias information and other pertinent System and radio programming FM Frequency Modulation Gateway A device that allows two or more radio or voice devices to be connected together IAP Incident Action Plan Attachment A - Joint Agreement for 800 MHz CCCS Page 80 of 83 Item/Acronym Definition IC Incident Command ICALL Calling Channel for ITAC ICC Incident Communications Center ICP Incident Command Post ICS Incident Command System ICS 205 Incident Radio Communications Plan ICS 217 Communications Resource Availability Worksheet ID Identification Infrastructure All of the fixed electrical and mechanical equipment, towers and building structures, generators, transmitters, controllers, antennas, microwave and ancillary equipment that comprise the operational backbone of the radio System Inter-agency Located or occurring between two or more agencies Interoperability The ability of Public Safety responders to share information via voice and data communications systems on demand, in real time, when needed, and as authorized. Interoperable Ability of a system to use the parts or equipment of another system ITAC Conventional mutual aid channel 800 Mhz ITS Information Technology Services IUID Item Unit Identification number is a unique number assigned to each individual subscriber radio authorized to have access to the System. Lead Agency Agency primarily responsible for maintenance, management, operation and enhancement of the CCCS System. The CCCS Governance Committee has designated the Orange County Sheriff Department Technology Division as the Lead Agency. LMR Land Mobile Radio Logging The act of recording radio conversations for replay as required MCC Mobile Communicaiton Center MCU Mobile Communications Unit MCV Mobile Communications Vehicle MHz Abbreviation for megahertz. 5 MHz = 5,000,000 Hz or 5,000 kHz. A unit of measure for the number of times a frequency makes one complete cycle in one second Mission Critical For mission critical applications, users have an expectation of "immediate" communication with their dispatch or command center and little to no end‐to‐ end audio delays. Mobile Radio A vehicular mounted radio with an power source and antenna Mutual Aid Personnel, equipment, or services provided to another jurisdiction Attachment A - Joint Agreement for 800 MHz CCCS Page 81 of 83 Item/Acronym Definition NECP National Emergency Communications Plan NGOs Non-Governmental Organizations NIMS National Incident Management System OCCOPSA Orange County Chiefs of Police and Sheriff’s Association OTAP Over the Air Programming OTAR Over the Air Rekeying P25 A suite of standards for digital radio communications for use by federal, state and local public safety agencies in North America to enable them to communicate with different vendor radio systems using a common platform Patch Electrically connecting two or more radio channels or talkgroups so that those users of those separate resources are able to communicate with each other POC Point of Contact Portable A lightweight, completely self-contained radio unit usually worn on user’s belt Public Safety An agency, department, or individual directly involved with the health, safety, and/or security of the public including, but not limited to police, fire, emergency management, and medical personnel and responders Public Service An agency, department, or individual involved with providing non-emergency type services to the public including, but not limited to utilities, transportation, education, and other governmental services, supporting public safety Restricted Information Documentation, service and technical manuals, databases, spreadsheets and software of the System containing critical operational and technical information that could compromise the System if obtained by unauthorized personnel. All items identified as ‘Restricted Information’ will be maintained in secure areas within the control of the Lead Agency and is not available outside of the Lead Agency except by formal written request. RF Radio Frequency SCIP Statewide Communications Interoperability Plan SEOC State Emergency Operations Center Simplex Radio to radio communications on one frequency. Also called Direct Simulcast A type of radio communications in which voice communications are transmitted from multiple radio sites and can be received simultaneously by field units to provide wide area coverage Site The physical location of an antenna tower, equipment shelter and radio System infrastructure equipment SOP Standard Operating Procedure SOW Site on Wheels Subscriber Unit A mobile, hand held or control station radio used on a trunked radio system System User An individual operating a radio authorized to access the System. Attachment A - Joint Agreement for 800 MHz CCCS Page 82 of 83 Item/Acronym Definition System Watch Lead Agency unit responsible for 24/7 monitoring of CCCS and responding to any System issues. This includes notifications, troubleshooting, callouts, repair, etc., resulting in System restoration. TAC Tactical on scene operation Talk Around Radio to Radio communications on one frequency, usually the same frequency on which a repeater transmits. Simular to Direct or Simplex Talkgroup Term ususally used with trunked radio systems. A talkgroup is a predefined list of radios/users assigned a unique ID which allows them to communicate with each other over a trunked radio system. Talkgroup Alias Abbreviated naming of the talkgroup to fit within the 8 or 14 character radio display Talkgroup Failsoft Channel The system channel designated for a talkgroup when in the failsoft mode Talkgroup ID Numerical designation of the talkgroup in decimal and/or hexadecimal Talkgroup Name Name of the talkgroup as it is programmed into the system TIA Telecommunications Industry Association Trunking/Trunked The automatic and dynamic sharing of a number of communications channels between large numbers of radio users UHF Ultra High Frequency – Range of 300 to 3,000 MHz for public safety LMR usually refers to two bands. 380 to 460 MHz (low) and 460 to 512 MHz (high). UPS Uninterruptible Power Source – a battery back-up device that provides emergency power to connected equipment when utility power is not available. User Agency An agency authorized to operate a radio on the System. VHF Very High Frequency – For public safety LMR, usually refers to VHF High Band with a range of 136 to 164MHz. VHF Low Band has a frequency range below 100MHz. Zone An area in the radio / template containing positions for 16 individual talkgroups or conventional radio channels which is normally labeled by an acronym that closely represents the owner agency Attachment A - Joint Agreement for 800 MHz CCCS Page 83 of 83 Comparison List Subject/Item Previous New Notes Table of Contents Section structure modified to improve readability Administrator of System Orange County Sheriff-Coroner Department & County Lead Agency Simplify terminology and nomenclautre Section 1.2, 14.1 System Backbone section 14.1 System Infrastructure Simplify terminology and nomenclautre Section 2.2 Addition of two members OCCOPSA & OCFCA member Previously seven members Section 3.2.2 Addition of Sponsored Agency Allows Partner Agency to sponsor Section 15.2, 5.3.1 Cost Sharing Section 15.2 Partner Agency cost allocation based on their radio count Previously 60/40 percent split of cost allocation between county and Partner Agency Costs Backbone Costs Section 15.3 Reserve Fund Section 5.6 Simplify terminology and nomenclautre Budget Cost Sharing & Future System Enhancements Section 15 Ten-Year Plan Budgeting Section 5.5 Forecast budget for capital improvements Payments Annual Payment Section 15.4 Partner Agency Financial Obiligation Section 5.2 Simplify terminology and nomenclautre Supporting Document New Partner Agency Rider document Prevsiously did not exist Supporting Document Bylaws Previously did not exist Attachment B - Comparison List of the Joint Agreement Page 1 of 1 A B C D E F G H I J K L M N O P 1 800 MHz Backbone Cost Sharing - Cost Allocations based on Radio Counts 2 3 FY 21-22 COST ALLOCATION 4 5 6 CITY/AGENCY LAW EQUIP. FIRE EQUIP. LIFEGR D EQUIP. PW EQUIP.TOTAL ALLOCATION PERCENT (60/40)OPERATIONS BACKBONE INFRASTR. (1) 800 MHz SUSTAIN. FUND (1)TOTAL (60/40) TOTAL Straight Radio Count FY 20- 21Radio Counts) # CHANGE $ Change over FY 19-20 7 ALISO VIEJO Aliso Viejo Total42 0 0 12 54 0.41%$12,987 $2,199 $1,034 $16,220 $18,756 17,079$ 54 0 (858)$ 8 ANAHEIM Anaheim Total1081 459 0 363 1,903 14.35%$457,668 $77,493 $36,452 $571,614 $660,962 599,967$ 1,897 6 (28,353)$ 9 BREA Brea Total227 87 0 38 352 2.66%$84,655 $14,334 $6,743 $105,732 $122,259 105,635$ 334 18 97$ 10 BUENA PARK Buena Park Total232 0 0 59 291 2.19%$69,985 $11,850 $5,574 $87,409 $101,072 92,035$ 291 0 (4,626)$ 11 COSTA MESA Costa Mesa Total380157 0 111 648 4.89%$155,843 $26,388 $12,413 $194,643 $225,067 204,944$ 648 0 (10,301)$ 12 CYPRESS Cypress Total144 0 0 33 177 1.34%$42,568 $7,208 $3,390 $53,166 $61,477 55,664$ 176 1 (2,497)$ 13 DANA POINT Dana Point Total54 0 0 4 58 0.44%$13,949 $2,362 $1,111 $17,422 $20,145 17,079$ 54 4 343$ 14 FOUNTAIN VALLEY Fountain Valley Total12764 0 63 254 1.92%$61,087 $10,343 $4,865 $76,295 $88,221 80,017$ 253 1 (3,721)$ 15 FULLERTON Fullerton Total331 144 0 34 509 3.84%$122,414 $20,727 $9,750 $152,891 $176,789 160,033$ 506 3 (7,142)$ 16 GARDEN GROVE Garden Grove Total4060 0 67 473 3.57%$113,756 $19,261 $9,060 $142,077 $164,285 149,596$ 473 0 (7,519)$ 17 HUNTINGTON BEACH Huntington Beach Total518197 79 164 958 7.23%$230,397 $39,011 $18,351 $287,759 $332,739 302,672$ 957 1 (14,912)$ 18 IRVINE Irvine Total570 0 0 165 735 5.54%$176,766 $29,930 $14,079 $220,776 $255,285 221,390$ 700 35 (614)$ 19 LAGUNA BEACH Laguna Beach Total15598 60 68 381 2.87%$91,630 $15,515 $7,298 $114,443 $132,331 119,551$ 378 3 (5,108)$ 20 LAGUNA HILLS Laguna Hills Total38 0 0 4 42 0.32%$10,101 $1,710 $805 $12,616 $14,588 13,283$ 42 0 (668)$ 21 LAGUNA NIGUEL Laguna Niguel Total760 0 12 88 0.66%$21,164 $3,584 $1,686 $26,433 $30,565 27,832$ 88 0 (1,399)$ 22 LAGUNA WOODS Laguna Woods Total110 0 0 11 0.08%$2,645 $448 $211 $3,304 $3,821 3,479$ 11 0 (175)$ 23 LAKE FOREST Lake Forest Total89 0 0 4 93 0.70%$22,366 $3,787 $1,781 $27,935 $32,301 29,413$ 93 0 (1,478)$ 24 LA HABRA La Habra Total172 14 0 58 244 1.84%$58,682 $9,936 $4,674 $73,292 $84,748 77,170$ 244 0 (3,879)$ 25 LA PALMA La Palma Total61 0 0 11 72 0.54%$17,316 $2,932 $1,379 $21,627 $25,007 22,772$ 72 0 (1,145)$ 26 LOS ALAMITOS Los Alamitos Total51 0 0 0 51 0.38%$12,265 $2,077 $977 $15,319 $17,714 16,130$ 51 0 (811)$ 27 MISSION VIEJO Mission Viejo Total96 0 0 22 118 0.89%$28,379 $4,805 $2,260 $35,444 $40,984 36,687$ 116 2 (1,243)$ 28 NEWPORT BEACH Newport Beach Total320122 62 119 623 4.70%$149,830 $25,370 $11,934 $187,134 $216,384 197,353$ 624 (1)(10,220)$ 29 ORANGE Orange Total340 215 0 104 659 4.97%$158,488 $26,836 $12,623 $197,947 $228,888 210,004$ 664 (5)(12,057)$ 30 PLACENTIA Placentia Total152 48 0 0 200 1.51%$48,100 $8,144 $3,831 $60,075 $69,465 45,859$ 145 55 14,216$ 31 RANCHO SANTA MARGARITA Rancho Santa Margarita Total4100 1 42 0.32%$10,101 $1,710 $805 $12,616 $14,588 13,283$ 42 0 (668)$ 32 SAN CLEMENTE San Clemente Total860 15 5 106 0.80%$25,493 $4,317 $2,030 $31,840 $36,817 33,525$ 106 0 (1,685)$ 33 SAN JUAN CAPISTRANO San Juan Capistrano Total390 0 2 41 0.31%$9,860 $1,670 $785 $12,315 $14,240 12,651$ 40 1 (335)$ 34 SANTA ANA Santa Ana Total648 0 0 151 799 6.03%$192,158 $32,537 $15,305 $240,000 $277,514 246,692$ 780 19 (6,692)$ 35 SEAL BEACH Seal Beach Total134 0 27 8 169 1.27%$40,644 $6,882 $3,237 $50,763 $58,698 53,134$ 168 1 (2,370)$ 36 STANTON Stanton Total57 0 0 23 80 0.60%$19,240 $3,258 $1,532 $24,030 $27,786 25,302$ 80 0 (1,272)$ 37 TUSTIN Tustin Total228 0 0 39 267 2.01%$64,213 $10,873 $5,114 $80,200 $92,736 83,812$ 265 2 (3,612)$ 38 VILLA PARK Villa Park Total5 0 0 2 7 0.05%$1,683 $285 $134 $2,103 $2,431 2,214$ 7 0 (111)$ 39 WESTMINSTER Westminster Total196 0 0 59 255 1.92%$61,327 $10,384 $4,885 $76,596 $88,568 80,333$ 254 1 (3,737)$ 40 YORBA LINDA Yorba Linda Total53 0 0 48 101 0.76%$24,290 $4,113 $1,935 $30,338 $35,080 31,627$ 100 1 (1,289)$ 41 METRONET Metronet Total0 55 0 0 55 0.41%$13,227 $2,240 $1,054 $16,521 $19,103 17,395$ 55 0 (874)$ 42 -$ 43 CITY TOTAL 7,160 1,660 243 1,853 10,916 82.34%$2,625,279 $444,519 $209,097 $3,278,895 $3,791,414 3,405,609$ 10,768 148 (126,715)$ 44 45 OCFA 0 1,916 0 0 1,916 14.45%$460,795 $78,023 $36,701 $575,519 $665,477 596,804$ 1,887 29 (21,285)$ 46 OCTA 0 0 0 124 124 0.94%$29,822 $5,049 $2,375 $37,247 $43,068 39,218$ 124 0 (1,971)$ 47 OC LIFEGUARD TOTAL 0 0 54 0 54 0.41%$12,987 $2,199 $1,034 $16,220 $18,756 17,079$ 54 0 (859)$ 48 COAST COMMUNITY COLLEGE DISTRICT 12 0 0 0 12 0.09%$2,886 $489 $230 $3,605 $4,168 3,795$ 12 0 (190)$ 49 IRVINE VALLEY COLLEGE POLICE 23 0 0 0 23 0.17%$5,531 $937 $441 $6,909 $7,989 7,274$ 23 0 (365)$ 50 SADDLEBACK COLLEGE CAMPUS PD 18 0 0 0 18 0.14%$4,329 $733 $345 $5,407 $6,252 6,009$ 19 (1)(602)$ 51 CAL STATE FULLERTON 76 0 0 0 76 0.57%$18,278 $3,095 $1,456 $22,829 $26,397 24,037$ 76 0 (1,208)$ 52 SANTA ANA UNIF. SCH. DIST. POLICE 70 0 0 0 70 0.53%$16,835 $2,851 $1,341 $21,026 $24,313 22,139$ 0 70 (1,113)$ 53 54 COSTA MESA SANITARY DISTRIC 0 0 0 8 8 0.06%$1,924 $326 $153 $2,403 $2,779 2,530$ 8 0 (127)$ 55 EAST ORANGE COUNTY WATER DISTRICT 0 0 0 7 7 0.05%$1,683 $285 $134 $2,103 $2,431 2,214$ 7 0 (111)$ 56 EL TORO WATER DISTRICT 0 0 0 2 2 0.02%$481 $81 $38 $601 $695 633$ 2 0 (32)$ 57 GOLDEN STATE WATER COMPANY 0 0 0 1 1 0.01%$240 $41 $19 $300 $347 316$ 1 0 (16)$ 58 IRVINE RANCH WATER DISTRICT 0 0 0 4 4 0.03%$962 $163 $77 $1,202 $1,389 1,265$ 4 0 (64)$ 59 MOULTON NIGUEL WATER DISTRICT 0 0 0 1 1 0.01%$240 $41 $19 $300 $347 316$ 1 0 (16)$ 60 MIDWAY SANITATION DISTRICT 0 0 0 1 1 0.01%$240 $41 $19 $300 $347 316$ 1 0 (16)$ 61 MESA WATER DISTRICT 0 0 0 5 5 0.04%$1,202 $204 $96 $1,502 $1,737 1,581$ 5 0 (79)$ 62 METROPOLITAN WATER DISTRICT OF SO. CAL. R. DIEMER0 0 0 1 1 0.01%$240 $41 $19 $300 $347 316$ 1 0 (16)$ 63 ORANGE COUNTY WATER DISTRICT 0 0 0 1 1 0.01%$240 $41 $19 $300 $347 316$ 1 0 (16)$ 64 SANTA MARGARITA WATER DISTRICT 0 0 0 4 4 0.03%$962 $163 $77 $1,202 $1,389 316$ 1 3 885$ 65 SOUTH ORANGE COUNTY WATER AUTHORITY 0 0 0 4 4 0.03%$962 $163 $77 $1,202 $1,389 1,265$ 4 0 (64)$ 66 SERRANO WATER DISTRICT 0 0 0 1 1 0.01%$240 $41 $19 $300 $347 316$ 1 0 (16)$ 67 TRABUCO CANYON WATER DISTRICT 0 0 0 2 2 0.02%$481 $81 $38 $601 $695 316$ 1 1 284$ 68 MUNICIPAL WATER DISTRICT OF OC (WEROC)0 0 0 5 5 0.04%$1,202 $204 $96 $1,502 $1,737 1,581$ 5 0 (79)$ 69 YORBA LINDA WATER DISTRICT 0 0 0 2 2 0.02%$481 $81 $38 $601 $695 633$ 2 0 (32)$ 70 71 CITY/OCFA/OCTA/OCL/IVC/SCCPD/SAU/WATER TOTAL7,359 3,576 297 2,026 13,258 100.00%$3,188,526 $539,889 $253,959 $3,982,373 $4,604,852 4,136,197$ 13,008 250 (153,823)$ 72 73 SHERIFF 2,718 0 0 0 2,718 52.93%$1,133,607 $0 $139,909 $1,273,516 $944,033 1,318,251$ 2,655 63 (44,735)$ 74 DISTRICT ATTORNEY 236 0 0 0 236 4.60%$98,429 $0 $12,148 $110,578 $81,969 114,695$ 231 5 (4,117)$ 75 PROBATION 668 0 0 0 668 13.01%$278,605 $0 $34,385 $312,991 $232,014 333,162$ 671 (3)(20,171)$ 76 CEO 0 0 0 3 3 0.06%$1,251 $0 $154 $1,406 $1,042 1,490$ 3 0 (84)$ 77 REGISTRAR OF VOTERS 0 0 0 100 100 1.95%$41,707 $0 $5,148 $46,855 $34,733 49,652$ 100 0 (2,797)$ 78 HCA/ Environmental Hlth. 0 0 0 25 25 0.49%$10,427 $0 $1,287 $11,714 $8,683 12,413$ 25 0 (699)$ 79 HCA/Correctional Medical Services 0 0 0 24 24 0.47%$10,010 $0 $1,235 $11,245 $8,336 11,916$ 24 0 (671)$ 80 HCA/Emergency Medical Services 0 0 0 129 129 2.51%$53,803 $0 $6,640 $60,443 $44,805 64,051$ 129 0 (3,608)$ 81 HCA/ Bio Terrorism 0 0 0 63 63 1.23%$26,276 $0 $3,243 $29,519 $21,882 31,281$ 63 0 (1,762)$ 82 Community Svcs Prgrm/Animal Control 0 0 0 87 87 1.69%$36,285 $0 $4,478 $40,764 $30,217 43,197$ 87 0 (2,433)$ 83 JOHN WAYNE AIRPORT 157 0 0 0 157 3.06%$65,481 $0 $8,082 $73,562 $54,530 77,953$ 157 0 (4,391)$ 84 OC Public Works/Oper. & Maint./Inspection 0 0 0 275 275 5.36%$114,695 $0 $14,156 $128,851 $95,515 159,382$ 321 (46)(30,531)$ 85 OC Public Works/Transp. ISF/Fleet Mngmt. 0 0 0 10 10 0.19%$4,171 $0 $515 $4,685 $3,473 4,965$ 10 0 (280)$ 86 OCPW WATERSHED MGMT/DIV. MGR.0 0 0 12 12 0.23%$5,005 $0 $618 $5,623 $4,168 -$ 0 12 5,623$ 87 OC Public Works Bldg and Safety - Permits 0 0 0 9 9 0.18%$3,754 $0 $463 $4,217 $3,126 -$ 0 9 4,217$ 88 OC Public Works (OCPW) Facilities Ops.0 0 0 5 5 0.10%$2,085 $0 $257 $2,343 $1,737 -$ 0 5 2,343$ 89 OC Public Works Road Fund Surveyor 0 0 0 7 7 0.14%$2,920 $0 $360 $3,280 $2,431 -$ 0 7 3,280$ 90 OCPW/PEST MANAGEMENT SECTION 0 0 0 16 16 0.31%$6,673 $0 $824 $7,497 $5,557 -$ 0 16 7,497$ 91 OCPW/FLOOD, COUNTY SURVEYOR 0 0 0 13 13 0.25%$5,422 $0 $669 $6,091 $4,515 -$ 0 13 6,091$ 92 OC PARKS 0 0 0 505 505 9.83%$210,622 $0 $25,995 $236,617 $175,400 250,741$ 505 0 (14,124)$ 93 OC PARKS/HBP DANA POINT 3 0 0 0 3 0.06%$1,251 $0 $154 $1,406 $1,042 6,455$ 13 (10)(5,049)$ 94 OC Waste & Recycling 0 0 0 41 41 0.80%$17,100 $0 $2,110 $19,211 $14,240 16,882$ 34 7 2,329$ 95 SSA 0 0 0 29 29 0.56%$12,095 $0 $1,493 $13,588 $10,072 13,902$ 28 1 (314)$ 96 COUNTY TOTAL 3,782 0 0 1,353 5,135 100.00%$2,141,674 $0 $264,324 $2,405,999 $1,783,520 2,510,388$ 5,056 79 (104,389)$ 97 98 GRAND TOTAL 11,141 3,576 297 3,379 18,393 $5,330,200 $539,889 $518,283 $6,388,372 $6,388,372 6,646,585$ 18,064 329 (258,212)$ 99 Change from FY 20-21 =-3.88%(258,212)$ 100 101 FY 21-22 TOTAL Cities/ PAs 59.82% County 40.18% 102 Operations $5,330,200 $3,188,526 $2,141,674 103 Backbone Infra.$539,889 $539,889 $0 104 Total $5,870,089 $3,728,415 $2,141,674 105 106 TOTAL Cities/PAs 49% County 51% 107 Starting FY 08/09 Sustainab. Fund $518,283 $253,959 $264,324 108 109 GRAND TOTAL =$6,388,372 variances due to rounding FY 21-22 Annual Payment FY 21-22 RADIO COUNT PAYMENT FOR FY 21-22 FY 20-21 PAYMENT variances due to rounding Financial - Attachment #2 IN WITNESS WHEREOF, the Partner agencies hereto have set their hands and seals on the date set forth opposite their respective signatures on identical counterparts of this instrument, each which shall for all purposes be deemed an original thereof. [City of Seal Beach] By:________________________ [City Manager] Dated: _____________________ Approved as to From By:________________________ City Attorney Attest:_____________________ [Clerk of Authority] Agenda Item F AGENDA STAFF REPORT DATE:November 8, 2021 TO:Honorable Mayor and City Council THRU:Jill R. Ingram, City Manager FROM:Steve Myrter, P.E., Director of Public Works SUBJECT:Awarding and Authorizing a Professional Services Agreement for Furnishing and Installation of SCADA Radios and Antennas ________________________________________________________________ SUMMARY OF REQUEST: That the City Council adopt Resolution 7216: 1. Approving and awarding a Professional Services Agreement with Applied Technology Group, Inc. in a not-to-exceed amount of $72,963 to Furnish and Install SCADA Radios and Antennas; and, 2. Authorizing and directing the City Manager to execute the Agreement; and, 3. Authorizing the City Manager to approve additional work requests up to $7,000 in connection with Furnishing and Installation of SCADA Radios and Antennas. BACKGROUND AND ANALYSIS: Currently the City’s water distribution system is monitored and controlled through a Supervisor Control and Data Acquisition (SCADA). SCADA is the nerve center of the City’s water system enabling constant communication between the water system’s supply wells, booster pump stations and reservoirs 24 hours a day/7 days a week. SCADA’s ability to simultaneously integrate the operations of these critical water facilities in real time ensures maximum operational reliability and efficiency of the City’s water system. More specifically, SCADA allows for the collection and storage of water system performance data, as well the transmission of alarms should the water system or a specific piece of equipment not be operating to preset performance parameters. It is these capabilities that also make SCADA integral to ensuring the safe and efficient operations of key City sewer system lift stations as well. Page 2 1 1 4 0 Direct SCADA communication is monitored by means of specialized radios integrated into the overall SCADA system architecture. It is these radios specialized for use within the City’s SCADA system and their corresponding antennas that have reached their useful life and are no longer supported by the manufacturer since parts are no longer available should repairs become necessary. To ensure compatibility, consistency, and ease of integration within the City’s existing SCADA architecture, staff reached out to the manufacturer of the City’s current SCADA radios, Applied Technology Group, Inc., to request a proposal to replace all the City’s obsolete SCADA radios and antennas with the manufacturer’s current generation of SCADA radios and antennas. Applied Technology Group, Inc., which specializes in SCADA equipment currently being utilized by the City, submitted the proposal provided as Exhibit A to the attached Agreement. The proposal is for the purchase of 16 new replacement SCADA radios for thirteen (13) existing water system and sewer system sites. The proposal also provides two (2) new SCADA radios to allow for the expansion of the City’s SCADA system to include two (2) new sites currently not being monitored by SCADA. Additionally, one of the new SCADA radios will be utilized as a spare. The proposal also includes the purchase of fourteen (14) antennas. These new antennas will replace the old obsolete existing antennas and provide for two (2) new sites. Additionally, the proposal provides for installation of the equipment that includes the removal of the existing SCADA radios, old antennas with hardware, and installing the new SCADA radios with antennas and hardware system. The total not-to-exceed proposal amount is $72,963. ENVIRONMENTAL IMPACT: This item is not subject to the California Environmental Quality Act (“CEQA”) pursuant to Section 15061(b)(3) of the state CEQA Guidelines because it can be seen with certainty that approval of a professional services agreement with Applied Technology Group, Inc. will not have a significant effect on the environment. LEGAL ANALYSIS: No legal analysis is required for this item. FINANCIAL IMPACT: Sufficient funding is available in the SCADA Improvement Upgrade, Project Budget (Project No. WT1801), which is included City’s Adopted FY 2021-22 Budget. A detailed breakdown of the proposed funding sources is provided in the table below: Description Funding Source Amount (WT1801) Water SCADA Water Fund $47,426 (WT1801) Sewer SCADA Sewer Fund $25,537 Contingency Water Fund $3,500 Page 3 1 1 4 0 Contingency Sewer Fund $3,500 Total $79,963 STRATEGIC PLAN: This item is not applicable to the Strategic Plan. MEASURE BB: This item is not applicable to Measure BB, the Seal Beach Neighborhood and Essential Services Protection Measure. RECOMMENDATION: That the City Council adopt Resolution 7216: 1. Approving and awarding a Professional Services Agreement with Applied Technology Group, Inc. in a not-to-exceed amount of $72,963 to Furnish and Install SCADA Radios and Antennas; and, 2. Authorizing and directing the City Manager to execute the Agreement; and, 3. Authorizing the City Manager to approve additional work requests up to $7,000 in connection with Furnishing and Installation of SCADA Radios and Antennas. SUBMITTED BY: NOTED AND APPROVED: Steve Myrter Jill R. Ingram Steve Myrter, P.E., Director of Public Works Jill R. Ingram, City Manager ATTACHMENTS: A. Resolution 7216 B. Agreement with Applied Technology Group, Inc. RESOLUTION 7216 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL AWARDING AND AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT FOR FURNISHING AND INSTALLATION OF SCADA RADIOS AND ANTENNAS AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH APPLIED TECHNOLOGY GROUP, INC. WHEREAS, the City’s Supervisor Control and Data Acquisition (SCADA) system is critical to enabling the safe reliability and efficiency operations City’s water system and sewer system 24 hours a day/7 days a week in real time; and, WHEREAS, the existing SCADA radios and corresponding antennas, integral to the overall SCADA system architecture, have reached their useful life and are no longer supported by the manufacturer; and, WHEREAS, to ensure compatibility, consistency, and ease of integration within the City’s existing SCADA architecture, staff reached out to the manufacturer of the City’s current SCADA radios, Applied Technology Group, Inc., to request a proposal to replace all the City’s obsolete SCADA radios and antennas with the manufacturer’s current generation of SCADA radios and antennas; and, WHEREAS, Applied Technology Group, Inc., submitted the proposal dated November 1, 2021, for the purchase of 16 new replacement SCADA radios for thirteen (13) existing water system and sewer system sites, two (2) new sites, and one new SCADA radio to be utilized as a spare; and, WHEREAS, the proposal also provides for installation equipment that includes the removal of the existing SCADA radios, old antennas with hardware, and installing the new SCADA radios with antennas and hardware system. NOW, THEREFORE, THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE: Section 1. The City Council hereby awards a Professional Services Agreement (Agreement) to Applied Technology Group, Inc., for a total not-to-exceed amount of $72,963 to Furnish and Install SCADA Radios and Antennas. Section 2. The City Council hereby authorizes the City Manager to approve additional work requests in connection with the Furnishing and Installation of SCADA Radios and Antennas in the total cumulative not- to-exceed amount of $7,000, $3,500 from the sewer fund and $3,500 from the water fund. 6 4 4 6 Section 3. The City Council hereby authorizes and directs the City Manager to execute the Agreement on behalf of the City, pursuant to the Applied Technology Group Inc. proposal dated November 1, 2021. PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a regular meeting held on the 8h day of November, 2021 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Joe Kalmick, Mayor ATTEST: Gloria D. Harper, City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Gloria D. Harper, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution 7216 on file in the office of the City Clerk, passed, approved, and adopted by the City Council at a regular meeting held on the 8th day of November, 2021. Gloria D. Harper, City Clerk Agenda Item G AGENDA STAFF REPORT DATE:November 8, 2021 TO:Honorable Mayor and City Council THRU:Jill R. Ingram, City Manager FROM:Steve Myrter, P.E., Public Works Director SUBJECT:Approving and Authorizing Amendment No. 1 to the Professional Services Agreement with B & B Nurseries, Inc. ________________________________________________________________ SUMMARY OF REQUEST: That the City Council adopt Resolution 7217: 1. Approving Budget Amendment 22-05-02 appropriating $43,707 in the Special Projects Fund; and, 2. Approving Amendment No. 1 to the Professional Services Agreement with B & B Nurseries, Inc., for procurement and installation of five Coastal Oak trees in Gum Grove Nature Park; and, 3. Authorizing and directing the City Manager to execute Amendment No. 1. BACKGROUND AND ANALYSIS: The City Council approved a Professional Services Agreement (PSA) with B & B Nurseries, Inc. for the procurement and installation of five (5) 96-inch box Coastal Oak trees for a not-to-exceed amount of $68,499 at the June 22, 2020 City Council meeting. These trees were purchased to add a new grove of Coastal Oak trees in Gum Grove Nature Park. The procurement and installation of these five (5) trees was initially planned to occur in late summer 2020. However, prior to commencing with installation, the California Coastal Commission (CCC) informed the City that a Coastal Development Permit (CDP) would be required before the City would be permitted to move forward with the project. As a result, the project had to be postponed pending final approval from the CCC to proceed. Moreover, one of the CDP requirements to minimize required excavation activities at the site includes the allowance of only one (1) of the five (5) 96-inch box Coastal Oak trees to be installed; and the other four (4) Coastal Oak trees were required to be downsized to 60-inch box trees. Page 2 1 1 3 8 Recently, the City received the final CDP allowing the project to proceed. With the project’s CDP now approved, the PSA with B & B Nurseries, Inc., for procurement and installation, must be revised to modify the scope of work based upon the final CDP requirements, as well as to extend the end date of the project due to the delay caused by the CCC process. Amendment No. 1 to the PSA modifies the scope of work, extends the agreement term to April 1, 2022, and reduces the compensation to be paid to B & B Nurseries, Inc. in a total not-to-exceed amount of $43,706.69 based on the revised scope of work. ENVIRONMENTAL IMPACT: There is no environmental impact related to this item. LEGAL ANALYSIS: The City Attorney has approved the agreement and resolution as to form. FINANCIAL IMPACT: Funds recovered from a previous litigation involving the illegal removal of public trees within Gum Grove Nature Park were set aside into a tree replacement fund. These funds are maintained in the Special Projects fund and will be utilized to pay for this project. The PSA with B & B Nurseries, Inc. is in the amount of $68,498.45. However, a modification to the initial “scope of work” is required because the final CDP allows only one (1) of the five (5) Coastal Oak Trees to be planted, and the other four (4) Coastal Oak trees were required to be downsized to 60-inch box trees. This CDP requirement resulted in a reduction of the PSA’s total compensation by $24,791.76, for an amended total not-to-exceed compensation of $43,706.69. Amendment No. 1 incorporates this modified scope of work as shown in Exhibit B-1 for a total not-to-exceed compensation of $43,706.69. The City is proposing BA 22-05-02 appropriating funds in the Special Projects Fund to pay for the costs. The proposed budget amendment is as follows: Description Account Revised/ Adopted Budget Proposed Budget Budget Amendment Tree Replacement 103-500-0249-47409 $ 0 $ 43,707 $ 43,707 STRATEGIC PLAN: This item is not applicable to the Strategic Plan. Page 3 1 1 3 8 MEASURE BB: This item is not applicable to Measure BB, the Seal Beach Neighborhood and Essential Services Protection Measure. RECOMMENDATION: That the City Council adopt Resolution 7217: 1. Approving Budget Amendment 22-05-02 appropriating $43,707 in the Special Projects Fund; and, 2. Approving Amendment No. 1 to the Professional Services Agreement with B & B Nurseries, Inc., for procurement and installation of five Coastal Oak trees in Gum Grove Nature Park; and, 3. Authorizing and directing the City Manager to execute Amendment No. 1. SUBMITTED BY: NOTED AND APPROVED: Steve Myrter Jill R. Ingram Steve Myrter, P.E., Public Works Director Jill R. Ingram, City Manager ATTACHMENTS: A. Resolution 7217 B. Agreement with B & B Nursery dated June 22, 2020 C. Amendment No. 1 to B & B Nursery Agreement RESOLUTION 7217 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES AGREEMENT WITH B & B NURSERIES, INC. WHEREAS, on June 22, 2020, the City Council approved a Professional Services Agreement (PSA) with B & B Nurseries, Inc. for the procurement and installation of five (5) 96-inch box Coastal Oak trees for a total not-to-exceed amount of $68,499; and, WHEREAS, the five (5) Coastal Oak trees were purchased to add a new grove of Coastal Oak trees to Gum Grove Park; and, WHEREAS, postponement of the project was required due to the California Coastal Commission (CCC) imposing additional Coastal Development Permit (CDP) requirements just prior to the initially planned project start date; and, WHEREAS, whereas the CCC recently issued the final CDP, allowing the project to proceed; and, WHEREAS, the final CDP requires modification of the project’s scope of work given that the final CDP allows only one (1) of the five (5) 96-inch box Coastal Oak trees to be installed, and requires the remaining four (4) Coastal Oak trees to be downsized to 60-inch box trees; and, WHEREAS, the City and B & B Nurseries, Inc. desire to extend the Agreement term and revise the scope of work with a reduced final compensation of $43,706.69. NOW, THEREFORE, THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE: Section 1. Budget Amendment BA 22-05-02 is hereby approved, as follows: Description Account Revised/ Adopted Budget Proposed Budget Budget Amendment Tree Replacement 103-500-0249-47409 $ 0 $ 43,707 $ 43,707 Section 2. The City Council hereby approves Amendment No. 1 to the Agreement with B & B Nurseries, Inc. extending the Agreement term to April 1, 2022, and revising the scope of work with a reduced final compensation in the total not-to-exceed amount of $43,706.69. 6 4 4 4 Section 3. The City Council hereby authorizes and directs the City Manager to execute Amendment No. 1. 6 4 4 4 PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a regular meeting held on the 8th day of November, 2021 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Joe Kalmick, Mayor ATTEST: Gloria D. Harper, City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Gloria D. Harper, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution 7217 on file in the office of the City Clerk, passed, approved, and adopted by the City Council at a regular meeting held on the 8th day of November, 2021. Gloria D. Harper, City Clerk Agenda Item H AGENDA STAFF REPORT DATE:November 8, 2021 TO:Honorable Mayor and City Council FROM:Craig A. Steele, City Attorney SUBJECT:Review and Determine that the City Council will Continue to Conduct Public Meetings by Teleconference Pursuant to Government Code Section 54953(e) ________________________________________________________________ SUMMARY OF REQUEST: That the City Council review the continuing need to conduct the City’s public meetings virtually and determine that in-person meetings would present imminent risks to public health and safety. BACKGROUND AND ANALYSIS: The City Council has met remotely throughout the pandemic to protect the health and safety of the public and staff. Remote meetings under relaxed Brown Act rules were permitted by Governor Newsom’s executive Order N-29-20, which expired on September 30, 2021. In its place, the Legislature passed AB 361, which became effective October 1, 2021. AB 361 continues to permit remote meetings during a proclaimed local emergency, if social distancing measures are required or recommended. New Government Code Section 54953(e) requires that the Board review these requirements every 30 days, to determine whether in person meetings of the City Council would present imminent risks to the health and safety of attendees. If the City Council continues to meet remotely, AB 361 requires that the public have real time opportunities to participate. The City Council previously determined to continue meeting remotely on October 25, 2021. State, County and City-declared states of emergency due to the COVID-19 pandemic remain in effect. While California and Orange County residents have worked hard to reduce the spread of the virus, hospitalizations and deaths, transmission remains at substantial levels in the community. Authorities, including Cal OSHA, recommend that businesses and entities continue to practice social distancing indoors as well as other measures to guard against the virus. Under the current circumstances, the City Council would be justified in determining that City bodies should continue to meet remotely under the rules set forth in Government Code Section 54953(e). Staff will provide the required real time public participation measures. As required by law, the City Council will review this matter every 30 days. as meeting schedules permit. Page 2 1 1 3 9 ENVIRONMENTAL IMPACT: There is no environmental impact related to this item. LEGAL ANALYSIS: No legal analysis is required for this item. FINANCIAL IMPACT: There is no financial impact for this item. STRATEGIC PLAN: This item is not applicable to the Strategic Plan. MEASURE BB: This item is not applicable to Measure BB, the Seal Beach Neighborhood and Essential Services Protection Measure. RECOMMENDATION: The City Manager and City Attorney recommend that the City Council determine that the City Council will continue to conduct public meetings by teleconference pursuant to Government Code Section 54953(e), because in-person meetings would present imminent risks to the health and safety of attendees, and continue to review this matter periodically. SUBMITTED BY: Craig A. Steele Craig A. Steele, City Attorney Agenda Item I AGENDA STAFF REPORT DATE: November 8, 2021 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Gloria D. Harper, City Clerk SUBJECT:Appointment of the Initial Five Members to the Board of Directors of the Seal Beach Historic Resources Foundation ________________________________________________________________ SUMMARY OF REQUEST: That the City Council approve the appointment of the initial five members to the Board of Directors of the Seal Beach Historic Resources Foundation. BACKGROUND AND ANALYSIS: The City Council has previously approved the Articles of Incorporation and proposed Bylaws for the Seal Beach Historic Resources Foundation. This independent non-profit organization is intended to hold and maintain historic resources for the benefit of the community. Under the proposed Bylaws, the City Council is to appoint the first five members of the Board of Directors, and the Foundation will operate independently thereafter, in cooperation with the City. Seventeen applications for membership to the Board of Directors were received in the City Clerk’s office by the August 27, 2021, deadline. The list of applicants and application materials were supplied to the City Council for review. On Monday, October 25, 2021, the City Council held a Special Meeting to interview and subsequently select the initial five (5) members to the Board of Directors. All 17 applicants were interviewed, and each applicant was given three (3) minutes to provide background information, knowledge and skills, and fundraising efforts, if any, as well as any other information the applicant deemed pertinent to secure membership to the Board of Directors. All follow-up questions from Council Members were answered by the applicants. Each Council Member selected one applicant to serve as one of the initial five (5) members to the Board of Directors of the Seal Beach Historic Resources Foundation. The applicants were not selected based on Council Districts and are not in any order of preference. The initial five (5) members selected to the Board of Directors of the Seal Beach Historic Resources Foundation are as follows (listed alphabetically): Page 2 1. Lorenz (Larry) Krueger 2. Deb Machen 3. Emily Parris Sandler 4. Linda Stauffer 5. Larry Strawther ENVIRONMENTAL IMPACT: There is no environmental impact associated with this administrative item. LEGAL ANALYSIS: The City Attorney has analyzed the legal issues that are incorporated in this report. FINANCIAL IMPACT: There is no financial impact for this item. STRATEGIC PLAN: This item is not applicable to the Strategic Plan. MEASURE BB: This item is not applicable to Measure BB, the Seal Beach Neighborhood and Essential Services Protection Measure. RECOMMENDATION: That the City Council approve the appointment of the initial five members to the Board of Directors of the Seal Beach Historic Resources Foundation. SUBMITTED BY: NOTED AND APPROVED: Gloria D. Harper Jill R. Ingram Gloria D. Harper, City Clerk Jill R. Ingram, City Manager ATTACHMENTS: A. List of Applicants B. Copy of Applications Seal Beach Historic Resources Foundation Applicants 1. Adams, Mechelle Lawrence (Withdrew application on 10/28/2021) 2. Cohen, Robert 3. DeSanto, Christopher 4. Foster, Rick 5. Gibbons, Tom 6. Kranda, Nathan 7. Krueger, Lorenz (Larry) 8. Machen, Deb 9. Sandler, Emily Parris 10. Smith, Nancy 11. Stauffer, Linda 12. Strawther, Larry 13. Syrengelas, Dino 14. Villanueva, James 15. Ward, William 16. Way, Tim 17. Weir, Scott