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AgendaPacket_ 04142025
: flF SEAL r AGENDA c .;4 MEETING OF THE CITY COUNCIL Monday, April 14, 2025 - 7:00 PM City Council Chambers 211 Eighth Street Seal Beach, California LISA LANDAU MAYOR Third District NATHAN STEELE MAYOR PRO TEM Fifth District BEN WONG COUNCIL MEMBER Second District JOE KALMICK COUNCIL MEMBER First District PATTY SENECAL COUNCIL MEMBER Fourth 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 TV -3 and on the City's website (www. sea Ibeachca.gov). Check SBTV-3 schedule for the rebroadcast of meetings. The meetings are also available on demand on the City's website (starting 2012). In compliance with the Americans with Disabilities Act of 1990, if you require disability related modifications or accommodations, including auxiliary aids or services to attend or participate in the City Council meeting, please call the City Clerk's office at (562) 431-2527 at least 48 hours prior to the meeting. CALL TO ORDER PLEDGE OF ALLEGIANCE COUNCIL ROLL CALL PRESENTATIONS / RECOGNITIONS • Arbor Day Proclamation —April 25, 2025 ORAL COMMUNICATIONS At this time members of the public may address the Council regarding any items within the subject matter jurisdiction of the City Council. Pursuant to the Brown Act, the Council cannot discuss or take action on any items not on the agenda unless authorized by law. Matters not on the agenda may, at the Council's discretion, be referred to the City Manager and placed on a future agenda. Those members of the public wishing to speak are asked to come forward to the microphone and state their name for the record. All speakers will be limited to a period of five (5) minutes. Speakers must address their comments only to the Mayor and entire City Council, and not to any individual, member of the staff or audience. Any documents for review should be presented to the City Clerk for distribution. Speaker cards will be available at the Clerk's desk for those wishing to sign up to address the Council, although the submission of a speaker card is not required in order to address the Council. Emailed presentation received from Ken Seiff Public comment received from James Lingle Public comment received from Chad Belinghieri 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. CITY ATTORNEY REPORT Nicholas Ghirelli, City Attorney CITY MANAGER REPORT Patrick Gallegos, Interim 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 City Council Minutes - That the City Council approve the minutes of the Closed Session, Budget Study Session, and Regular City Council meetings held on March 24, 2025. B. Demand on City Treasury (Fiscal Year 2025) - Ratification. C. Approving and Authorizing a Professional Services Agreement with ClientFirst Technology Consulting for a Five Year Citywide Information Technology Master Plan - That the City Council adopt Resolution 7630: 1. Approving the Professional Services Agreement with ClientFirst Technology Consulting for the Citywide Information Technology Master Plan for $74,826; and, 2. Authorizing the Interim City Manager to execute the agreement with ClientFirst Technology Consulting on behalf of the City. D. Notice of Completion for the Lampson Avenue Bike Lane Gap Closure Project, CIP ST1811 - That the City Council adopt Resolution 7631: 1. Accepting the Lampson Avenue Bike Lane Gap Closure Project, CIP ST1811, in the amount of $2,288,746.39; 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 thirty-five (35) days after recordation of the Notice of Completion contingent upon no claims being filed on the Project. E. Approving and Authorizing the Purchase for the Replacement of Marine Safety Vehicle Unit #5140 - That the City Council adopt Resolution 7632: 1. Authorizing the purchase of Marine Safety Vehicle Unit #5140 replacement for a total cost of $51,829.29, from National Auto Fleet Group pursuant to the Cooperative Purchase Contract with Sourcewell, Master Vehicle Contract #091521 -NAF, including the execution of a purchase order and all other necessary documents to effectuate the purchase, in accordance with the cooperative purchasing procedures set forth in Seal Beach Municipal Code Section 3.20.025(D); and, 2. Approving Budget Amendment BA #25-10-02; and, 3. Authorizing the Interim City Manager to surplus the existing Marine Safety Vehicle Unit #5140 upon the completion of the replacement vehicle purchase and equipment upfitting. F. Approving and Authorizing a Memorandum of Understanding Between the County of Orange and the City of Seal Beach for the Use of the Countywide Mass Notification System, AlertOC - That the City Council adopt Resolution 7633: 1. Approving the Memorandum of Understanding (MOU) with the County of Orange for the AlertOC Countywide Mass Notification System; and, 2. Authorizing the Interim City Manager to execute this memorandum on behalf of the City. ITEMS REMOVED FROM THE CONSENT CALENDAR PUBLIC HEARING — None UNFINISHED / CONTINUED BUSINESS — None NEW BUSINESS — None ADJOURNMENT Adjourn the City Council to Monday, April 28, 2025 at 5:00 p.m., to meet in a Special Meeting of the City Council/Study Session. CITY COUNCIL NORMS: Adopted on June 12, 2023 • Maintain a citywide perspective, while being mindful of our districts. • Move from I to we, and from campaigning to governing. • Work together as a body, modeling teamwork and civility for our community. • Assume good intent. • Disagree agreeably and professionally. • Utilize long range plans to provide big picture context that is realistic and achievable. • Stay focused on the topic at hand. Ensure each member of Council has an opportunity to speak. • Demonstrate respect, consideration, and courtesy to all. • Share information and avoid surprises. • Keep confidential things confidential. • Respect the Council/Manager form of government and the roles of each party. • Communicate concerns about staff to the City Manager; do not criticize staff in public. CIVILITY PRINCIPLES: Treat everyone courteously; Listen to others respectfully; Exercise self-control; Give open-minded consideration to all viewpoints; Focus on the issues and avoid personalizing debate; and, Embrace respectful disagreement and dissent as democratic rights, inherent components of an inclusive public process, and tools for forging sound decisions. 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IJJGLG ULG fMO AGra uubor fuuf brscG2 oL iuto wupou rucjngGq ru fpG 308 AgIG CILCIG' Cbff 3 00 1uruGz rru�JG d\1d\S2 \j rr Ahaff- vv w !91 rr m Em E �i rrJ m uZ b a1 E Ahaff- vv �Fw ev � m e aR Q ! FF } C 1 d-4 ayaNa y E 6 x1 Z o E AGENDA STAFF REPORT 'c:4C IFORWP: DATE: April 14, 2025 TO: Honorable Mayor and City Council THRU: Patrick Gallegos, Interim City Manager FROM: Gloria D. Harper, City Clerk SUBJECT: Approval of the City Council Minutes SUMMARY OF REQUEST: That the City Council approve the minutes of the Closed Session, Budget Study Session, and Regular City Council meetings held on March 24, 2025. 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. RECOMMENDATION: That the City Council approve the minutes of the Closed Session, Budget Study Session, and Regular City Council meetings held on March 24, 2025. Agenda Item A SUBMITTED BY: Gforia 0.ffarper Gloria D. Harper, City Clerk NOTED AND APPROVED: PatrickGa((egos Patrick Gallegos, Interim City Manager Prepared by: Brandon DeCriscio, Deputy City Clerk ATTACHMENTS: A. Minutes — Closed Session, March 24, 2025 B. Minutes — Budget Study Session March 24, 2025 C. Minutes — Regular Session, March 24, 2025 Page 2 Seal Beach, California March 24, 2025 The City Council met in Closed Session at 5:04 p.m. in the City Hall Conference Room. ROLL CALL Present: Mayor Landau Council Members: Kalmick, Wong (arrived at 5:15pm), Senecal, Steele Absent: None City Staff: Nicholas Ghirelli, City Attorney Patrick Gallegos, Interim City Manager Gloria D. Harper, City Clerk Alexa Smittle, Director of Community Development Iris Lee, Director of Public Works ORAL COMMUNICATIONS Mayor Landau opened oral communications communications. CLOSED SESSION Speakers: None. Mayor Landau closed oral A. PUBLIC EMPLOYEE APPOINTMENT/EMPLOYMENT Government Code §54957(b) Title: City Manager B. CONFERENCE WITH LABOR NEGOTIATOR Agency Designated Representative: Nicholas Ghirelli, City Attorney Unrepresented Employee: Interim City Manager C$Kole7kiIa4N4z[a]4TA10:"*T-11W91611P►6y*�_1jkImI:7_a 94smkI[rl_a0Eel k,1 Significant exposure to litigation pursuant to Government Code Section 54956.9(d)(2) — One (1) case involving facts and circumstances not yet known to a potential plaintiff. D. CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code Section 54956.9(d)(2) — One (1) case involving a threat of litigation regarding a proposed development at 4665 Lampson Avenue, Los Alamitos, CA. A record of the threat of litigation is available for inspection in the City Clerk's office E. CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code Section 54956.9(d)(2) — One (1) case involving the receipt of a claim under the Government Claims Act from Asad Holdings LLC DBA OrangeBlue General Contractors. A copy of the claim is available for inspection in the City Clerk's office. RECESSED CLOSED SESSION— 5:30 p.m. RECONVENED CLOSED SESSION — 8:20 p.m. ROLL CALL Present: Mayor Landau Council Members: Kalmick, Wong, Senecal, Steele Absent: None City Staff: Nicholas Ghirelli, City Attorney Patrick Gallegos, Interim City Manager Alexa Smittle, Director of Community Development Iris Lee, Director of Public Works ORAL COMMUNICATIONS Mayor Landau opened oral communications. Speakers: None. Mayor Landau closed oral communications. CLOSED SESSION A. PUBLIC EMPLOYEE APPOINTMENT/EMPLOYMENT Government Code §54957(b) Title: City Manager B. CONFERENCE WITH LABOR NEGOTIATOR Agency Designated Representative: Nicholas Ghirelli, City Attorney Unrepresented Employee: Interim City Manager C. CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code Section 54956.9(d)(2) — One (1) case involving facts and circumstances not yet known to a potential plaintiff. D. CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code Section 54956.9(d)(2) — One (1) case involving a threat of litigation regarding a proposed development at 4665 Lampson Avenue, Los Alamitos, CA. A record of the threat of litigation is available for inspection in the City Clerk's office E. CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code Section 54956.9(d)(2) — One (1) case involving the receipt of a claim under the Government Claims Act from Asad Holdings LLC DBA OrangeBlue General Contractors. A copy of the claim is available for inspection in the City Clerk's office. No reportable action was taken. ADJOURNMENT Mayor Landau adjourned the Closed Session meeting at 10:10 p.m. Approved: Attested: Lisa Landau, Mayor Gloria D. Harper, City Clerk Gloria D. Harper, City Clerk City of Seal Beach Seal Beach, California March 24, 2025 The City Council met in a Special Meeting for a Budget Study Session at 5:35 p.m. in the City Council Chambers. ROLL CALL Present: Mayor Landau Council Members: Kalmick, Wong, Senecal, Steele Absent: None City Staff: Patrick Gallegos, Interim City Manager Michael Henderson, Police Chief Joe Bailey, Chief, Marine Safety Department Alexa Smittle, Director of Community Development Barbara Arenado, Director of Finance/City Treasurer Alayna Hoang, Finance Manager Tracey Yonemura, Financial Analyst Iris Lee, Director of Public Works Gloria D. Harper, City Clerk Brandon DeCriscio, Deputy City Clerk Tim Kelsey, Recreation Manager Deb Machen, Executive Assistant PUBLIC COMMENTS Mayor Landau opened oral communications. Speakers: Joe Osuna, Peter Anninos, Terri Quinlan, Jim Quinlan, James Jenson, Theresa Miller, and Matthew Terry. Mayor Landau closed oral communications. Three (3) supplemental communications were received after the posting of the agenda; they were distributed to the City Council and made available to the public. STUDY SESSION Interim City Manager Gallegos welcomed everyone to the study session and gave an overview of the meeting agenda and goals. He called upon Director Finance Arenado who provided an in-depth overview of the budget process and the city's goals and objectives for Fiscal Year 2025-2026. A discussion ensued between the Mayor, Mayor Pro Tem, Council Members and City staff. Council Members' questions and concerns were addressed. ADJOURNMENT Mayor Landau adjourned the meeting at 6:49 p.m., to meet in the regular session meeting of the City Council at 7:00 p.m. Gloria D. Harper, City Clerk City of Seal Beach Approved: Lisa Landau, Mayor Attested: Gloria D. Harper, City Clerk Seal Beach, California March 24, 2025 The City Council met in Regular Session at 7:05 p.m. in the City Council Chambers. Council Member Senecal led the Pledge of Allegiance. ROLL CALL Present: Mayor Landau Council Members: Kalmick, Wong, Senecal, Steele Absent: None City Staff: Nicholas Ghirelli, City Attorney Patrick Gallegos, Interim City Manager Michael Henderson, Police Chief Barbara Arenado, Director of Finance/City Treasurer Iris Lee, Director of Public Works Joe Bailey, Marine Safety Chief Gloria D. Harper, City Clerk Brian Gray, Police Sergeant Nick Nicholas, Police Captain Mike Ezroj, Police Captain Tim Kelsey, Recreation Manager Deb Machen, Executive Assistant PRESENTATIONS / RECOGNITIONS • Girl Scouts of the United States of America 113th Birthday Proclamation • Lifeguard New Zealand Exchange Program Presentation • Neighbor4Neighbor Program and Sign Initiative Presentation • National Tsunami Preparedness Week Proclamation - March 22 — 30, 2025 ORAL COMMUNICATIONS Mayor Landau opened oral communications. Speakers: Joe Osuna, James Lingle, and Matthew Terry addressed the City Council. Mayor Landau closed oral communications. City Clerk Harper announced that four (4) supplemental communications were received after posting the agenda; they were distributed to the City Council and made available to the public. APPROVAL OF AGENDA & WAIVER OF FULL READING OF RESOLUTIONS AND ORDINANCES Mayor Landau pulled item G for separate consideration. Council Member Senecal moved, second by Council Member Kalmick to approve the agenda. AYES: Kalmick, Wong, Landau, Senecal, Steele NOES: None ABSENT: None ABSTAIN: None Motion carried CITY ATTORNEY REPORT City Attorney Ghirelli reported that the City Council met in Closed Session to discuss the five (5) items posted on the agenda. All five (5) Council Members were present, and no reportable action was taken. Additionally, City Attorney Ghirelli announced that the City Council would reconvene into Closed Session following the conclusion of the regular session meeting. CITY MANAGER REPORT Interim City Manager Gallegos announced the passing of Assistant Engineer Luna. He noted that information regarding the memorial service will be announced when it is made available. 161011M0 41111111111156Z0]t•I►VAIa101r.11 Council Member Kalmick announced his attendance at the Staff Appreciation Luncheon, the League of California Cities Orange County meeting, the Orange County Fire Authority (OCFA) Open House, the Americana Awards, the San Gabriel Rivers and Mountains Conservancy meeting, the Watershed Conservation Authority meeting, the California Coastal Commission listening session, and the Los Cerritos Wetlands Authority Public Workshop. Council Member Senecal reported her attendance at the Seal Beach Chamber of Commerce Board of Directors meeting, the Orange County Fire Authority (OCFA) Open House, the Americana Awards, the Los Cerritos Wetlands Authority Public Workshop, the League of California Cities Legislative briefing, the Environmental Quality Control Board (EQCB) meeting. Council Member Senecal also reported that she met with staff to assist with registration issues at the Tennis and Pickleball Center. Additionally, Council Member Senecal announced that she toured the Bay Theater, and the Republic Services facilities. Lastly, Council Member Senecal announced that City Council agendas will now feature a new "drop-down menu" that will allow the viewer to go directly to a specific item within the agenda packet. She thanked City Clerk staff for adding the new feature. Mayor Pro Tem Steele reported his attendance at the Staff Appreciation Luncheon, the Orange County Fire Authority (OCFA) Open House, the Americana Awards, the Leisure World Local Hazard Mitigation Plan meeting, the Environmental Quality Control Board (EQCB) meeting, the McGaugh Elementary School Pageant of the Arts, the League of California Cities Orange County Division meeting, and the Orange County Mosquito and Vector Control meeting. Additionally, Mayor Pro Tem Steele announced that he met with Mark Weaver, the Golden Rain Foundation (GRF) Facilities Director, to discuss their water and wastewater infrastructure related issues. Finally, Mayor Pro Tem Steele announced that the Orange County Older Adult Advisory Commission (OC-OAAC) ranked Seal Beach as the top city in Orange County for senior assistance programs. Council Member Wong reported his attendance at the Chamber of Commerce Breakfast, the Orange County Sanitation District (OCSan) meeting, the Seal Beach Cable Communications Foundation Board meeting, and the Los Cerritos Wetlands Authority Public Workshop. Mayor Landau announced her attendance at the Los Cerritos Wetland Authority Public Workshop, the Americana Awards, the Seal Beach Animal Care Center Meatball Fundraiser. Additionally, Mayor Landau announced that she was given a tour of Orange County Sanitation District's Plant. Lastly, Mayor Landau congratulated Perla Mendoza and Lieutenant Clasby for being recognized by Assembly Women Dixon as Local Women of the Year. COUNCIL ITEMS There were no council items. CONSENT CALENDAR Mayor Pro Tem Steele moved, second by Council Member Kalmick, to approve the recommended actions on the consent calendar with exception of Item G. A. Approval of the City Council Minutes - That the City Council approve the minutes of the Closed Session, Water/Sewer Rate Financial Study Session, and Regular City Council meetings held on March 10, 2025. B. Demand on City Treasury (Fiscal Year 2025) - Ratification. C. Monthly Investment Report (March 24, 2025) - Receive and file. D. City Council Appointment - It is the request of Council Member Senecal that the City Council appoint Keith Crafton to the Recreation and Parks Commission. E. 2024 General Plan Annual Progress Report - That the City Council: 1. Receive and file the 2024 General Plan Annual Progress Report; and, 2. Authorize staff to submit the Annual Progress Report to the California Department of Housing and Community Development and the Governor's Office of Land Use and Climate Innovation, as required by State law. F. Authorize an Application for a Cost -Free Lease with the California State Lands Commission for the use of Sovereign land, located in the Pacific Ocean at Seal Beach and Sunset Beach - That the City Council adopt Resolution 7627: 1. Approving a lease application for a cost-free lease from the California State Lands Commission for the use of Sovereign land located in the Pacific Ocean at Seal Beach and Sunset Beach; and, 2. Directing the Interim City Manager, or their designee, to execute all necessary documents for the lease application on behalf of the City. ._ .. IN I L no ...... 1 I _ . • _ _ _ _ •• MISSION 1l • - _ . . • • _ • .. .. _ . . •• _ • _d, . •• . - • - H. Approving and Authorizing the Allocation of Funds From Assets Forfeiture to the Seal Beach Police Department Budget for Use to Purchase New Mobile Dispatch Terminals in Police Vehicles - That the City Council adopt Resolution 7629: 1. Approving the Mobile Dispatch Terminals project total of $107,280 to equip and upfit police vehicles BA #25-10-01 as necessary; and, 2. Authorizing the Interim City Manager to execute the purchase of equipment and utilize the funding on behalf of the City. The vote below is for the Consent Calendar Items with the exception of Item G. AYES: Kalmick, Wong, Senecal, Steele, Landau NOES: None ABSENT: None ABSTAIN: None Motion carried ITEMS REMOVED FROM THE CONSENT CALENDAR G. Approving and Authorizing Budget Amendment BA #25-09-02 and the Purchase for the Replacement of City Vehicles and Heavy Equipment - That the City Council adopt Resolution 7628: 1. Authorizing the purchase of Police Pursuit Vehicle Units #4102, #4103, and #4106 for a total cost of $201,298.47, from Olathe Ford pursuant to the Cooperative Purchase Contract with Sourcewell, master vehicle contract #032824 -OLA, in accordance with the cooperative purchasing procedures set forth in Seal Beach Municipal Code Section 3.20.025(D); and, 2. Authorizing the purchase of Public Works Heavy Equipment Unit #76 for a total cost of $135,937.50, from JCB Southern California, LLC pursuant to the Cooperative Purchase Contract with Sourcewell, master vehicle contract #020223 -JCB, in accordance with the purchasing procedures set forth in Seal Beach Municipal Code Section 3.20.025(D); and, 3. Authorizing the purchase of Marine Safety Vehicle Unit #5140 for a total cost of $48,436.16, from National Auto Fleet Group pursuant to the Cooperative Purchase Contract with Sourcewell, master vehicle contract #091521 -NAF, in accordance with the cooperative purchasing procedures set forth in Seal Beach Municipal Code Section 3.20.025(D); and, 4. Authorizing and directing the Interim City Manager to approve all necessary agreements and expenditures for the purchase of the new vehicles and equipment; and, 5. Authorizing and directing the Interim City Manager to approve payments to High Standard Automotive, LLC., for vehicle upfitting work pursuant to Seal Beach Municipal Code Section 3.20.025(8) in the not -to - exceed amount of $70,000.00; and, 6. Approving Budget Amendment BA #25-09-02 in the amount of $94,729.13; and, 7. Authorizing the Interim City Manager to surplus existing vehicles and equipment upon the completion of the new vehicle and equipment purchases and upfitting. Interim City Manager Gallegos called upon Public Works Director Lee. Public Works Director Lee provided an overview of the staff report. A discussion ensued between Council Member Wong, Mayor Pro Tem Steele, Mayor Landau, Public Works Director Lee, and Police Chief Henderson. Council Members' questions and concerns were addressed. Mayor Landau moved, second by Mayor Pro Tem Steele to adopt Resolution 7628, with the exception of item 3: 1. Authorizing the purchase of Police Pursuit Vehicle Units #4102, #4103, and #4106 for a total cost of $201,298.47, from Olathe Ford pursuant to the Cooperative Purchase Contract with Sourcewell, master vehicle contract #032824 -OLA, in accordance with the cooperative purchasing procedures set forth in Seal Beach Municipal Code Section 3.20.025(D); and, 2. Authorizing the purchase of Public Works Heavy Equipment Unit #76 for a total cost of $135,937.50, from JCB Southern California, LLC pursuant to the Cooperative Purchase Contract with Sourcewell, master vehicle contract #020223-JCB, in accordance with the purchasing procedures set forth in Seal Beach Municipal Code Section 3.20.025(D); and, 2. the ni FGhoco of Morino Safety VehiGlo Unit #5140 for a total root of $48,436.16, Autofrom Motional Auto Fleet Group Seal QeEh MURiGipal Code Se�GR 3.20.025(D); and, 4. Authorizing and directing the Interim City Manager to approve all necessary agreements and expenditures for the purchase of the new vehicles and equipment; and, 5. Authorizing and directing the Interim City Manager to approve payments to High Standard Automotive, LLC., for vehicle upfitting work pursuant to Seal Beach Municipal Code Section 3.20.025(8) in the not-to- exceed amount of $70,000.00; and, 6. Approving Budget Amendment BA #25-09-02 in the amount of $94,729.13; and, 7. Authorizing the Interim City Manager to surplus existing vehicles and equipment upon the completion of the new vehicle and equipment purchases and upfitting. AYES: Kalmick, Wong, Senecal, Steele, Landau 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 There were no new business items. ADJOURNMENT Mayor Landau adjourned the City Council in memory of Assistant Engineer Luna at 8:11 p.m. to Monday, April 14, 2025, at 5:30 p.m. to meet in Closed Session, if deemed necessary. Gloria D. Harper, City Clerk City of Seal Beach Approved: Lisa Landau, Mayor Attested: Gloria D. 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Approving the Professional Services Agreement with ClientFirst Technology Consulting for the Citywide Information Technology Master Plan for $74,826; and, 2. Authorizing the Interim City Manager to execute the agreement with ClientFirst Technology Consulting on behalf of the City. BACKGROUND AND ANALYSIS: On December 19, 2024, the City issued a Request for Proposals (RFP) to develop a comprehensive five-year Citywide Information Technology Master Plan (Master Plan) to align with the City's strategic priorities and improve the policies, management practices, and infrastructure associated with the City's technology functions. At the January 30, 2024 Strategic Planning Workshop for Fiscal Year 2024-2025, the City Council identified the Master Plan as a top priority, achieving a consensus to proceed with this effort. The Council emphasized the importance of this initiative for sustaining service delivery, updating existing systems, and maintaining equipment. Key components of the discussion included topics such as the integration of mobile dispatch terminals, body -worn cameras, geographic information systems, and various software applications. The current information technology (IT) setting presents several significant challenges. With only one employee dedicated to IT in the City, much of the work has been outsourced to a private company to manage system implementation, Agenda Item C maintenance, and help desk support. The lack of a centralized IT structure has caused various departments to manage their own IT needs independently, leading to fragmentation and inefficiencies across the City. Additionally, a recent cybersecurity assessment has identified deficiencies in outdated infrastructure and training practices, highlighting the urgent need for comprehensive improvements in the IT environment. The Master Plan will provide a roadmap for thoughtful, strategic alignment and investment in technology to support City Council priorities and achieve the City's overall objectives. The implementation of cohesive IT solutions will promote fiscal sustainability and transparency for the Seal Beach community. Enhanced technology will significantly improve the City's ability to deliver high-quality municipal services, and the Master Plan will address technical solutions to improve safety services and response times, enhancing overall public safety, thus modernizing the City's IT infrastructure and services. In January 2025, the City received 14 RFP responses. Cost proposals ranged from $30,000 to $400,000, with those two specific figures being the outliers. Of the 11 proposals staff considered to be adequately responsive to the RFP, the median cost proposal was $74,900. From this pool, staff interviewed five firms they believed were best suited to develop the Master Plan. Based on thorough consideration of the written proposals, as well as the interviews conducted, staff recommends that the City Council approve the Professional Services Agreement with ClientFirst Technology Consulting in the amount of $74,826 for the Citywide IT Master Plan. ENVIRONMENTAL IMPACT: This item is exempt from environmental review under the California Environmental Quality Act (CEQA) pursuant to Sections 15061(b)(3) and 15061(b)(4) of the State CEQA Guidelines because it can be seen with certainty that creation of the Master Plan will not involve any development or change to the physical environment and therefore no further environmental review under CEQA is warranted or necessary. LEGAL ANALYSIS: The City Attorney has reviewed and approved as to form. FINANCIAL IMPACT: Adequate funding is available in Account 301-500-0333-55000 BG2401. STRATEGIC PLAN: This item is a direct result of the City Council's 2024 Strategic Plan Workshop. Page 2 RECOMMENDATION: That the City Council adopt Resolution 7630: 1. Approving the Professional Services Agreement with ClientFirst Technology Consulting for the Citywide Information Technology Master Plan for $74,826; and, 2. Authorizing the Interim City Manager to execute the agreement with ClientFirst Technology Consulting. SUBMITTED BY: AL&x a-, S mi4fe Alexa Smittle, Community Development Director NOTED AND APPROVED: I�a�-►�itk� Ga�,1,�-90-x' Prepared by: Megan Coats, Management Analyst ATTACHMENTS: Patrick Gallegos, Interim City Manager A. Resolution 7630 B. Professional Services Agreement with ClientFirst Technology Consulting C. ClientFirst Technology Consulting Response to RFP Page 3 RESOLUTION 7630 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT WITH CLIENTFIRST TECHNOLOGY CONSULTING FOR THE FIVE-YEAR CITYWIDE INFORMATION TECHNOLOGY MASTER PLAN WHEREAS, the City of Seal Beach recognizes the critical role of information technology (IT) in supporting efficient municipal operations, delivering high-quality services to residents, and ensuring public safety; and, WHEREAS, the City's current IT infrastructures are fragmented, resulting in inefficiencies and operational challenges; and, WHEREAS, the development of a Citywide IT Master Plan will provide aligning technology investments with the City Council's strategic goals, ensuring fiscal sustainability, improving service delivery, and enhancing public safety; and, WHEREAS, the IT Master Plan will assess the City's current IT environment, analyze departmental IT needs, identify opportunities for emerging technologies, and provide actionable recommendations for the next five years; and, WHEREAS, it is essential to secure a Citywide IT Master Plan with ClientFirst Technology Consulting to modernize the City's IT infrastructure and services. NOW, THEREFORE, THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE: Section 1. The City of Seal Beach hereby approves a Professional Services Agreement for a five-year Citywide Information Technology Master Plan with ClientFirst Technology Consulting. Section 2. The City of Seal Beach authorizes the Interim City Manager to execute all necessary documents for the agreement on behalf of the City. PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a regular meeting held on the 14th day of April 2025 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Lisa Landau, 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 7630 on file in the office of the City Clerk, passed, approved, and adopted by the City Council at a regular meeting held on the 14th day of April 2025. Gloria D. Harper, City Clerk Docusign Envelope ID: 824E39A8-5034-4E05-9C70-OB233D6487EB PROFESSIONAL SERVICES AGREEMENT for Citywide IT Master Plan Services between City of Seal Beach 211 - 8th Street Seal Beach, CA 90740 .09 ClientFirst Consulting Group, LLC 1250 Corona Pointe Ct., Suite 201 Corona, CA 92879 (951) 739-7989 This Professional Service Agreement ("the Agreement") is made as of April 14, 2025 to be effective as of April 15, 2025 (the "Effective Date"), by and between Client First Consulting Group, LLC, dba, ClientFirst Technology Consulting ("Consultant"), a California Limited Liability Company, and the City of Seal Beach ("City"), a California charter city, (collectively, "the Parties"). City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4E05-9C70-OB233D6487EB RECITALS A. City desires certain professional planning services related to an IT Master Plan. B. Pursuant to the authority provided by its City Charter and Seal Beach Municipal Code § 3.20.025(C), the City issued Request for Proposals on December 19, 2024, titled "Request for Proposals Information Technology Master Plan" for the Citywide Information Technology Master Plan. Consultant submitted a proposal dated January 29, 2025 to perform the professional services in response to the RFP. C. Consultant represents that the principal members of its firm are licensed and professional information technology consultants and are fully qualified to perform the professional services contemplated by this Agreement by virtue of its experience, and the training, education and expertise of its principals and employees. D. City desires to retain Consultant as an independent contractor and Consultant desires to serve City to perform those professional services in accordance with the terms and conditions of this Agreement. 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 Consultant's Services 1.1. Scope of Services. In compliance with all terms, conditions and provisions of this Agreement, Consultant shall provide those professional services (collectively "Services") set forth in the Request for Proposals or other solicitation document ("RFP"), and the "Scope of Services" attached hereto as Exhibit A and incorporated herein by this reference, all to City's reasonable satisfaction. "The Services relate to the following City Project: IT Master Plan." 1.2. Agreement Documents; Order of Precedence. 1.2.1. The Agreement Documents include this Agreement itself, and all of the following: (i) the Exhibits attached to or referenced in this Agreement; (ii) the Request for Proposal ("RFP"), including all attachments and exhibits thereto; and (iii) Consultant's accepted proposal ("Proposal"). Unless otherwise indicated therein, the "Scope of Services", Exhibit A, includes the Proposal, which is incorporated herein by this reference, together with any additional City standards or specifications or requirements set forth therein. 2 of 21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4EO5-9C70-OB233D6487EB 1.2.2. In the event of any inconsistency or conflict between this Agreement and any Exhibit or incorporated documents, the order of precedence shall be as follows: (i) this Agreement; and then (ii) Exhibit A; and then (iii) Exhibit B (Terms for Compliance with California Labor Law Requirements); and then (iv) Exhibit C (if any); and then (v) Exhibit D (if any); and then (vi) the RFP; and then (vii) the Proposal, shall govern. In the event there is any conflict between the Agreement, on the one hand, and any of the Exhibits, the Proposal on the other hand, the Agreement shall govern. 1.3. Standard of Care. 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 generally exercised by like professionals under similar circumstances and in a manner reasonably satisfactory to City. The acceptance of Consultant's work by the City shall not operate as a release of Consultant from such standard of care and workmanship. 1.4. Familiarity with Services. By executing this Agreement, Consultant represents that, to the extent required by the standard of practice, Consultant (i) has investigated and considered the scope and level of services to be performed, (ii) has carefully considered how the Services should be performed, and (iii) understands the facilities, difficulties and restrictions attending performance of the Services under this Agreement. Consultant represents that Consultant, to the extent required by the standard of practice, has investigated any areas of work, as applicable, and is reasonably acquainted with the conditions therein. Should Consultant discover any latent or unknown conditions, which will materially affect the performance of services, Consultant shall immediately inform City of such fact and shall not proceed except at Consultant's risk until written instructions are received from City's Representative. 1.5. Compliance with Laws. In performing this Agreement, Consultant shall comply with all applicable provisions of federal, state, and local law... 1.6. Additional Services. 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 3of21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4E05-9C70-OB233D6487EB 2.1. Original Term. The term of this Agreement shall commence on April 15, 2025, and shall remain in full force and effect until June 30, 2026, unless sooner terminated as provided in Section 5.0 of this Agreement. 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 the Services but in no event will the City pay more than the total not -to -exceed amount of $74,826.00 (seventy-four thousand, eight hundred and twenty-six dollars) for the original Term. 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 three (3) years following the termination of this Agreement. 5.0 Termination 5.1. Termination by Ci 5.1.1. This Agreement may be terminated by City, without cause, upon giving Consultant written notice thereof not less than 30 days prior to the date of termination. 5.1.2. 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. 5.2. Termination by Consultant. This Agreement may be terminated by Consultant based on reasonable cause, by serving written notice of termination 4of21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4E05-9C70-OB233D6487EB to City, provided that Consultant has first City with a written notice of default and demand to cure, and City has failed to cure such default within 30 days of receipt of such notice. 5.3. Obligations Upon Termination. Unless otherwise specified in the notice of termination, Consultant shall cease all work under this Agreement immediately upon receipt of notice of termination from City under Subsection 5.1, or immediately upon City's acknowledgment of receipt of Consultant's notice of termination to City under Subsection 5.1. Upon termination, City shall be immediately given title to and possession of all Work Product (as defined in Subsection 11.1 of this Agreement) and all other documents, writings, and/or deliverables produced or developed pursuant to this Agreement. Provided that Consultant is not then in breach, City shall pay Consultant for any portion of the Services completed prior to termination, based on the reasonable value of the Services rendered. If said termination occurs prior to completion of any specific task for which a payment request has not been received, the charge for Services performed shall be the reasonable value of such Services, based on an amount agreed to by City and Consultant. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. In no event shall Consultant be entitled to payment for unperformed services or services within the Scope of Services performed prior to the effective date of this Agreement; and Consultant shall not be entitled to receive more than the amount that would be paid to Consultant for the full performance of the Services up to date of termination. Consultant shall have no other claim against City by reason of such termination, including any claim for compensation or damages. 6.0 Party Representatives 6.1. The City Manager is the City's representative for purposes of this Agreement. 6.2. David Krout is the Consultant's primary representative for purposes of this Agreement. David Krout 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 in the United States Mail, first class postage prepaid and addressed to the party at the following addresses: 5of21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4EO5-9C70-OB233D6487EB To City: City of Seal Beach 211 -8th Street Seal Beach, California 90740 Attn: City Manager To Consultant: ClientFirst Technology Consulting 1250 Corona Pointe Ct. Corona, CA 92879 Attn: David Krout 7.2. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. 8.0 Permits and Licenses Consultant and all of Consultant's employees and other personnel shall obtain and maintain during the Agreement term all necessary licenses, permits and certificates required by law for the provision of the Services under this Agreement, including a business license as required by the Seal Beach Municipal Code. 9.0 Independent Contractor 9.1. 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. Consultant will determine the means, methods, and details by which Consultant's employees and other 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. 9.2. 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 (i) as otherwise required for the performance of Services on City real property, vehicles or equipment; (ii) as otherwise may from time to time be 6of21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4EO5-9C70-OB233D6487EB 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 under this Agreement, or (iii) 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. 9.3. 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. 9.4. Consultant shall defend, indemnify and hold harmless City, its elected and appointed officials, officers, employees, servants, volunteers, and those City 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, caused by, or relating to Consultant's personnel practices. or to the extent arising from, caused by or relating to the violation of any of the provisions of this Section 9.0. In addition to all other remedies available under law, 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 any other provision of this Agreement. Consultant's covenants and obligations under this Section shall survive the expiration or termination of this Agreement. 10.0 PERS Compliance and Indemnification 10.1. General Requirements. The Parties acknowledge that City is a local agency member of PERS, and as such has certain pension reporting and contribution obligations to PERS on behalf of qualifying employees. Consultant 7of21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4E05-9C70-OB233D6487EB agrees that, in providing its employees and any other personnel to City to perform any work or other Services under this Agreement, Consultant shall assure compliance with the Public Employees' Retirement Law ("PERL"), commencing at Government Code § 20000, as amended by the Public Employees' Pension Reform Act of 2013 ("PEPRA"),. and the regulations of PERS, as amended from time to time. 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 annuitants and in performing this Agreement shall not assign or utilize any of its personnel in a manner that will cause City to be in violation of the PERL, PEPRA or any other applicable retirement laws and regulations. 10.2. Indemnification. To the maximum extent permitted by law, Consultant shall defend, indemnify and hold harmless City, its City, its elected and appointed officials, officers, employees, servants, volunteers, and those City 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, caused by, or relating to Consultant's violation of any provisions of this Section 10.0. This duty of indemnification is in addition to Consultant's duty to defend, indemnify and hold harmless as set forth in any other provision of this Agreement. Consultant's covenants and obligations under this Section shall survive the expiration or termination of this Agreement. 11.0 Ownership of Work Product 11.1. Unless otherwise agreed upon in writing, all field notes and other notes, draft and final reports, drawings, specifications, data, surveys, studies, plans, maps, models, specifications, photographs, images, images, ideas, concepts, designs including but not limited to website designs, source code, object code, computer files, electronic data and/or files, other media of any kind whatsoever, and any other documents and written material of any kind, created, developed or used by Consultant in the performance of this Agreement (collectively "Work Product") shall be considered "works made for hire," for the benefit of City. Upon completion of, or in the event of termination or expiration of this Agreement, all Work Product and any and all intellectual property rights arising from their creation, including, but not limited to, all copyrights and other proprietary rights, shall be and remain the property of City without restriction or limitation upon their use, duplication or dissemination by City upon final payment being made in accordance with Subsection 5.3, and may be used, reused or otherwise disposed of by City for any purpose without Consultant's consent; provided that any use, reuse or modification of the Work Product by City for any purpose other than the purpose for which the Work Product was prepared or provided under this Agreement shall be at City's own risk. Consultant shall not obtain or attempt to obtain copyright protection as to any of the Work Product. 8of21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4EO5-9C70-OB233D6487EB 11.2. Consultant hereby assigns to City all ownership and any and all intellectual property rights to the Work Product that are not otherwise vested in City pursuant to Subsection 11, 1. 11.3. Consultant warrants and represents that it has secured all necessary licenses, consents or approvals to use any instrumentality, thing or component as to which any intellectual property right exists, including computer software, used in the rendering of the Services and the production of all Work Product produced under this Agreement, and that City has full legal title to and the right to reproduce the Work Product for any purpose. Consultant shall defend, indemnify and hold City, its elected and appointed officials, officers, employees, servants, attorneys, volunteers, and those City agents serving as independent contractors in the role of City officials, harmless from any loss, claim or liability in any way related to a claim that City's use of any of the Work Product violates federal, state or local laws, or any contractual provisions, or any laws relating to trade names, licenses, franchises, copyrights, patents or other means of protecting intellectual property rights and/or interests in products or inventions. Consultant shall bear all costs arising from the use of patented, copyrighted, trade secret or trademarked documents, materials, equipment, devices or processes in connection with its provision of the Services and Work Product produced under this Agreement. In the event the use of any of the Work Product or other deliverables hereunder by City is held to constitute an infringement and the use of any of the same is enjoined, Consultant, at its expense, shall: (i) secure for City the right to continue using the Work Product and other deliverables by suspension of any injunction, or by procuring a license or licenses for City; or (ii) modify the Work Product and other deliverables so that they become non -infringing while remaining in compliance with the requirements of this Agreement. Consultant's covenants and obligations shall survive the expiration and/or termination of this Agreement. 11.4. Upon expiration or termination of the Agreement, Consultant shall deliver to City all Work Product and other deliverables related to any Services performed pursuant to this Agreement without additional cost or expense to City. If Consultant prepares a document on a computer, Consultant shall provide City with said document both in a printed format and in an electronic format that is acceptable to City. 12.0 Confidentiality 12.1. Consultant may have access to financial, accounting, statistical, and personnel data of individuals and City employees, trade secrets, and/or other information that may be protected under other applicable laws relating to privacy, confidentiality and/or privilege. Consultant covenants that all Work Product (as defined in Subsection 11.1) and/or any other data, documents, writings, discussion or other information created, developed, received or provided by Consultant in the performance of this Agreement are deemed confidential unless 9of21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4EO5-9C70-OB233D6487EB such information is in the public domain or already known to Consultant. Consultant shall not release or disclose any such Work Product, data, documents, writings, discussion or other information to persons or entities other than City without prior written authorization by City. City shall grant such authorization if applicable law requires disclosure. Consultant, its officers, employees, agents, and/or subcontractors shall not without written authorization from the City Manager or unless requested in writing by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the Services performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered "voluntary," provided Consultant gives City timely notice of such court order or subpoena. 12.2. Consultant shall promptly notify City should Consultant, its officers, employees, agents and/or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City. City may, but has no obligation to, represent Consultant or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct or rewrite the response. 12.3. Consultant's covenants and obligations under this Section shall survive the termination or expiration of this Agreement. 13.0 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. Authorized subcontracts, if any, shall contain a provision making the subcontractor subject to all requirements of this Agreement, 14.0 Prohibition Against Assignment, Transfer or Delegation Consultant shall not assign or transfer this Agreement or any of its rights, obligations or interest in this Agreement, or delegate any of its duties under this Agreement, either in whole or in part, without City's prior written consent, which may be withheld for any reason. Any purported assignment, transfer or delegation without City's consent shall be void and without effect, and shall entitle City to terminate this Agreement. 10 of 21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4E05-9C70-OB233D6487EB 15.0 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, payroll, invoices, time cards, cost control sheets, costs, expenses, receipts and other records and Work Product with 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 15.0 shall survive for three (3) years after expiration, termination or final payment under this Agreement, whichever occurs later. 16.0 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 and other applicable state and federal laws. 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. 17.0 Insurance 17.1. General Requirements. 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. Risk Manager 17.2. Minimum Scope and Limits of Insurance. Consultant shall, at its sole cost and expense, procure, maintain and keep in full force and effect 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, as follows: 17.2.1. Commercial General Liability Insurance: Consultant shall maintain limits no less than $2,000,000 per occurrence for bodily injury, personal 11 of 21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4E05-9C70-OB233D6487EB 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: Coverage shall be at least as broad as the latest version of Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001). If Consultant is a limited liability company, the commercial general liability coverage shall be amended so that Consultant and its managers, affiliates, employees, agents and other persons necessary or incidental to its operation are insureds; 17.2.2. Automobile Liability Insurance: Consultant shall maintain limits no less than $1,000,000 per accident for bodily injury and property damage. Coverage shall be at least as broad as Automobile Liability: Insurance Services Office Business Auto Coverage form number CA 0001, code 1 (any auto).. 17.2.3. Workers' Compensation Insurance in the amount required by law; and Employer's Liability: with minimum limits of $1,000,000 per accident and in the aggregate for bodily injury or disease; 17.2.4. Professional Liability (or Errors and Omissions) Liability Insurance: Consultant shall maintain professional liability (or errors and omissions liability) insurance that covers the Services to be performed in connection with this Agreement, with minimum limits of $1,000,000 per claim/aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this Agreement. If a "claims made" policy is provided, then the policy shall be endorsed to provide an extended reporting period of not less than three years. 17.3. Acceptability of Insurers. The Insurance policies required under this Section shall 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. 17.4. Additional Insured. 17.4.1. For general liability insurance, City, its elected and appointed officials, officers, employees, agents, volunteers and those City agents serving as independent contractors in the role of City officials 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. 17.4.2. For automobile liability insurance, City, its elected and appointed officials, officers, employees, agents, volunteers and those City agents serving as independent contractors in the role of City officials, shall be covered as additional insureds with respect to the ownership, operation, 12 of 21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4EO5-9C70-OB233D6487EB maintenance, use, loading or unloading of any auto owned, leased, hired or borrowed by the Consultant or for which the Consultant is responsible. 17.4.3. These additional insured provisions shall also apply to any excess/umbrella liability policies. 17.5. Cancellations or Modifications to Coverage. The insurance policies shall contain the following provisions, or Consultant shall provide endorsements on forms supplied or approved by City to state: (i) coverage shall not be suspended, voided, reduced or canceled except after 30 days (or ten days for nonpayment) prior written notice by certified mail, return receipt requested, has been given to City; (ii) any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to City, its elected and appointed officials, officers, employees, agents, volunteers, and those City agents serving as independent contractors in the role of City officials; 17.6. Primary and Non -Contributing. Coverage shall be primary insurance as respects the City, its elected and appointed officials, officers, employees, agents, volunteers and those City agents serving as independent contractors in the role of City officials, 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 elected and appointed officials, officers, employees, agents. volunteers and those City agents serving as independent contractors in the role of City officials, shall be excess of the Consultant's insurance and shall not be called upon to contribute with it; 17.7. Separation of Insureds. Each insurance policy shall contain standard separation of insureds provisions and shall not contain any special limitations on the scope of protection afforded to City, its elected and appointed officials, officers, employees, agents, volunteers and those City agents serving as independent contractors in the role of City officials. 17.8. Deductibles and Self -Insured Retentions. Any deductibles or self- insured retentions shall be declared to and approved by City. Consultant guarantees that, at the option of City, either: (i) the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects City, its elected and appointed officials, officers, employees, agents, volunteers and those City agents serving as independent contractors in the role of City officials; or (ii) Consultant shall procure a bond guaranteeing payment of losses and related investigation costs, claims and administrative and defense expenses. 17.9. Waiver of Subrogation. Each insurance policy required by this Agreement shall expressly waive the insurer's right of subrogation against City and its elected and appointed officials, officers, employees, agents, volunteers 13 of 21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4EO5-9C70-OB233D6487EB and those City agents serving as independent contractors in the role of City officials. Consultant hereby waives its own right of recovery and all rights of subrogation against City; and shall require similar express written waivers from any subcontractor. 17.10. Enforcement of Agreement Provisions (Non -Estoppel). Consultant acknowledges and agrees that any actual or alleged failure on City's part to inform Consultant of non-compliance with any insurance requirement does not impose additional obligations on City, nor does it waive any rights hereunder. 17.11. City Remedy for Noncompliance. If Consultant does not maintain the policies of insurance required under this Section in full force and effect during the term of this Agreement, or in the event any of Consultant's policies do not comply with the requirements under this Section, City may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, City may, but has no duty to, take out the necessary insurance and pay, at Consultant's expense, the premium thereon. Consultant shall promptly reimburse City for any premium paid by City or City may withhold amounts sufficient to pay the premiums from payments due to Consultant. 17.12. Evidence of Insurance. Prior to the performance of Services under this Agreement, Consultant shall furnish City with original certificates of insurance and all original endorsements evidencing and effecting the coverages required under this Section on forms satisfactory to and approved by 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 City if requested. Consultant may provide complete, certified copies of all required insurance policies to City. Consultant shall maintain current endorsements on file with City's Risk Manager. All certificates and endorsements shall be received and approved by the City before work commences. City also reserves the right to require complete, certified copies of all required insurance policies, at any time. Consultant shall also provide proof to City that insurance policies expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Consultant shall furnish such proof at least two weeks prior to the expiration of the coverages. 17.13. Indemnity Requirements Not Limiting. Procurement of insurance by Consultant shall not be construed as a limitation of Consultant's liability or as full performance of Consultant's duties under any provision of this Agreement. 17.14. Broader Coverage/Higher Limits. No representation is made that the minimum insurance requirements of this Agreement are sufficient to cover the obligations of Consultant under this Agreement. Contractor shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the Services. If Consultant maintains broader coverage and/or 14 of 21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4EO5-9C70-OB233D6487EB higher limits than the minimums required above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Consultant. 17.15. Subcontractor Insurance Requirements/Pass-Through Clause. Consultant shall require each of its subconsultants and/or subcontractors that perform Services under this Agreement to maintain insurance coverage that meets all of the requirements of this Section. Consultant agrees to monitor and review all such coverages and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this Section. Consultant agrees to submit all agreements with consultants, subcontractors, and others engaged in the Services upon City's request. 17.16. Timely Notice of Claims. Contractor shall give City prompt and timely notice of demands or claims made or suits instituted that arise out of or result from Contractor's performance under this Agreement, and that involve or may involve coverage under any of the required insurance policies. 18.0 Indemnification, Hold Harmless, and Duty to Defend 18.1. Indemnities. 18.1.1. To the fullest extent permitted by law, Consultant shall, at its sole cost and expense, protect, defend, hold harmless and indemnify City and its elected and appointed officials, officers, attorneys, agents, employees, volunteers, successors, assigns and those City agents serving as independent contractors in the role of City officials (collectively "Indemnitees" in this Section 18.0), from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, judgments, penalties, bid protests, stop notices, liens and losses of any nature whatsoever, including but not limited to fees of accountants, attorneys and other professionals, and all costs associated therewith, and the payment of all consequential damages (collectively "Claims"), in law or equity, whether actual, alleged or threatened, to property or persons, including but not limited to, bodily injury, death, personal injury and property damage, in any manner arising out of, claimed to arise out of, pertaining to, or relating to the breach of this Agreement and/or errors, omissions, negligence or willful misconduct of Consultant, its officers, agents, servants, employees, contractors, subcontractors, subconsultants, materialmen, or suppliers, or their officers, agents, servants or employees (or any entity or individual for whom Consultant shall bear legal liability) in the performance of the Services and/or this Agreement, except to the extent the Claims arise 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 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 15 of 21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4E05-9C70-OB233D6487EB with such defense. Consultant shall reimburse the Indemnitees for any and all legal expenses and costs incurred by the Indemnitees in connection therewith. 18.1.2. Consultant shall defend, indemnify and hold harmless City in accordance with Sections 9.0 and 10.0. 18.2. Subcontractor Indemnification. Consultant shall obtain executed indemnity agreements with provisions identical to those in this Section 18.0 from each and every subcontractor, subconsultant, 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 indemnify, hold harmless and defend the Indemnitees from and against any and all Claims in law or equity, whether actual, alleged or threatened, arising out of, are claimed to arise out of, pertaining to, or relating to, the breach of this Agreement, any acts, errors, omissions, negligence or willful misconduct of Consultant's subcontractor, its officers, agents, servants, employees, materialmen, contractors, subcontractors and/or subconsultants, or their officers, agents, servants or employees (or any entity or individual for whom Consultant's subcontractor shall bear legal liability) in the performance of the Services or this Agreement, except to the extent the Claims arise 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. 18.3. Workers' Compensation Acts Not Limiting. Consultant's indemnification obligations under this Section, 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 its statutory immunity under such statutes or laws as to City, its elected and appointed officials, officers, agents, employees, volunteers and those City agents serving as independent contractors in the role of City officials. 18.4. Insurance Requirements Not Limiting. City does not, and shall not, waive any rights that it may possess against Consultant because of the acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement. The indemnities and obligations in this Agreement shall apply regardless of whether or not any insurance policies are determined to be applicable to the Claims or Liabilities asserted against City or any of the other Indemnitees. 18.5. Survival of Terms. Consultant's covenants and obligations under this Section 18.0 shall survive the expiration or termination of this Agreement. 19.0 Non -Discrimination and Equal Employment Opportunity Consultant affirmatively represents that it is an equal opportunity employer. In the performance of this Agreement, Consultant covenants that it shall not 16 of 21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4E05-9C70-OB233D6487EB discriminate, harass or retaliate against any of its employee, applicants for employment, contractors, subcontractors or subconsultants because of race, religion, color, national origin, handicap, ancestry, sex, gender, sexual orientation, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, military or veteran status, or any other basis prohibited by law. Consultant further covenants that in the performance of this Agreement, Consultant shall not discriminate, harass or retaliate against any of City's elected or appointed officials, officers, employees, consultants, contractors, subcontractors, or subconsultants on any such basis prohibited by law. 20.0 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. 21.0 Prevailing Wage and Payroll Records To the extent that this Agreement calls for services that, in whole or in part, constitute "public works" as defined in the California Labor Code, 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. 22.0 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. 23.0 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. 24.0 Governing Law and Venue This Agreement shall be governed by and construed in accordance with the laws of the State of California, except that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not be applied in interpreting this Agreement. Orange County, California, shall be the venue for any action or proceeding that may be brought by reason of, that arises out of, 17 of 21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4EO5-9C70-OB233D6487EB and/or relates to any dispute under this Agreement (whether contract, tort or both). 25.0 No Third Party Beneficiaries This Agreement is made solely for the benefit of the Parties to this Agreement and their respective successors and assigns, and no other person or entity shall be deemed to have any rights hereunder against either party by virtue of this Agreement. 26.0 Waiver No delay or omission to exercise any right, power or remedy accruing to City under this Agreement shall impair any right, power or remedy of City, nor shall it be construed as a waiver of, or consent to, any breach or default. No waiver of any breach, any failure of a condition, or any right or remedy under this Agreement shall be (i) effective unless it is in writing and signed by the Party making the waiver, (ii) deemed to be a waiver of, or consent to, any other breach, failure of a condition, or right or remedy, or (iii) deemed to constitute a continuing waiver unless the writing expressly so states. 27.0 Prohibited Interests; Conflict of Interest 27.1. 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. 27.2. Consultant further warrants and maintains that it has not employed or retained any person or entity, other than a bona fide employee working 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. 18 of 21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4EO5-9C70-OB233D6487EB 27.3. 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 Section. 28.0 Final Payment Acceptance Constitutes Release The acceptance by Consultant of the final payment made under this Agreement shall operate as and be a release of City from all claims and liabilities for compensation to Consultant for anything done, furnished or relating to Consultant's work or services. Acceptance of payment shall be any negotiation of City's check or the failure to make a written extra compensation claim within ten calendar days of the receipt of that check. However, approval or payment by City shall not constitute, nor be deemed, a release of the responsibility and liability of Consultant, its employees, subcontractors and agents for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by City for any defect or error in the work prepared by Consultant, its employees, subcontractors and agents. 29.0 Corrections In addition to the indemnification obligations set forth above, Consultant shall correct, at its expense, all errors in the work which may be disclosed during City's review of Consultant's report or plans. Should Consultant fail to make such correction in a reasonably timely manner, such correction may be made by City, and the cost thereof shall be charged to Consultant. In addition to all other available remedies, City may deduct the cost of such correction from any retention amount held by City or may withhold payment otherwise owed Consultant under this Agreement up to the amount of the cost of correction. 30.0 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. 31.0 Mutual Cooperation 19 of 21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4EO5-9C70-OB233D6487EB 31.1. City's Cooperation. City shall provide Consultant with all pertinent Data, documents and other requested information as is reasonably available for Consultant's proper performance of the Services required under this Agreement. 31.2. Consultant's Cooperation. Consultant agrees to work closely and cooperate fully with City's representative and any other agencies that may have jurisdiction or interest in the work to be performed. In the event any claim or action is brought against City relating to Consultant's performance of Services rendered under this Agreement, Consultant shall render any reasonable assistance that City requires. 32.0 Time of the Essence Time is of the essence in respect to all provisions of this Agreement that specify a time for performance; provided, however, that the foregoing shall not be construed to limit or deprive a Party of the benefits of any grace or use period allowed in this Agreement. 33.0 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. 34.0 Titles and Headings The titles and headings used in this Agreement are for convenience only and shall in no way define, limit or describe the scope or intent of this Agreement or any part of it. 35.0 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. 36.0 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. 20 of 21 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4E05-9C70-OB233D6487EB 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 M Attest: la Patrick Gallegos, Interim City Manager Gloria D. Harper, City Clerk Approved as to Form: By: Nicholas Ghirelli, City Attorney City of Seal Beach Professional Services Agreement CONSULTANT: ClientFirst Technology Consulting, a California Limited Liability Company By: E QUV 40-0fiTZFSHHl6[1C69S Name: David Krout Its: Managing Partner Lp�� By: Name:Tom Jakobsen Its: Senior Partner (Please note, two signatures required for corporations pursuant to California Corporations Code Section 313 from each of the following categories: (i) the chairperson of the board, the president or any vice president, and (ii) the secretary, any assistant secretary, the chief financial officer or any assistant treasurer of such corporation.) PROOF OF AUTHORITY TO BIND CONTRACTING PARTY REQUIRED 21 of 21 Docusign Envelope ID: 824E39A8-5034-4E05-9C70-OB233D6487EB EXHIBIT PROPOSAL (City Request for Proposal and Consultant's Proposal) City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4E05-9C70-OB233D6487EB 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 City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4EO5-9C70-OB233D6487EB 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. 8. 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." City of Seal Beach Professional Services Agreement Docusign Envelope ID: 824E39A8-5034-4EO5-9C70-OB233D6487EB 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 elected and appointed 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. City of Seal Beach Professional Services Agreement Response to RFP for Information Techi Master Plan January 29, 2025 Client Locations Coast -to -Coast Practice Locations California Texas Illinois North Carolina 800.806.3080 www. c I ie ntf i rstcg. co m AFP TMTFD P lair, I ORN, CLIENTFIIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE January 29, 2025 Alexa Smittle Community Development Director/ Interim Assistant City Manager City of Seal Beach 211 8th Street Seal Beach, CA 90740 RE: Response to RFP for Information Technology Master Plan Dear Ms. Smittle: ClientFirst appreciates the opportunity to present the City of Seal Beach with our proposal, which includes developing and articulating a vision for the effective use of technology to support the City. At ClientFirst, we have a proven track record of educating and building consensus among staff members, departmental leadership, senior management, and elected officials. Our expertise lies in assessing the current environment, reviewing alternatives, and providing the City with specific recommendations and supporting documentation regarding strategy and tactical implementation. Methodology and Approach — ClientFirst customizes industry best practices for Technology Assessment and Master Planning in a practical way to meet the unique needs of each agency. We provide: • Assessments for business department applications, technology utilization, and operational needs • IT infrastructure, cybersecurity, operations, service delivery, and staffing assessments • Development of strategies, goals, objectives, and recommendations • Comprehensive technology initiative recommendations with budgets, timelines, and resource requirements • Master planning workshops with operational departments, IT management, IT Planning Committee, and executive management Truly Independent — ClientFirst is a truly independent technical services and consulting firm. We are certified in multiple technologies, but we do not resell hardware and software, nor do we represent those who do, allowing our analysis and recommendations to be unbiased. Local Government and Municipal Focus — Our management team's career experience includes over 3,500 projects for more than 500 local government agencies. If you have any questions, please don't hesitate to reach out using the contact information provided below for additional information. We look forward to the opportunity to serve the City of Seal Beach as one of our many satisfied clients. Sincerely, David W. Krout, CPA Partner Management Consulting Practice Leader Tom Jakob en Partner IT Infrastructure and Operations Consulting Practice Leader 2133 California • Illinois • North Carolina • Texas • 800.806.3080 • Fax 888.478.0495 Information Technology Master Plan l�Gcuoaesp ,, Table of Contents PROPOSAL SUMMARY...................................................................4 Technology Master Plan Objective............................................................................... 4 Approach to Technology Assessment and Master Planning ......................................... 5 FIRM INFORMATION.......................................................................6 GovernmentTechnology.............................................................................................. 6 Local Presence and Practice Locations........................................................................ 6 Business Management Approach................................................................................. 6 Practical Recommendations......................................................................................... 6 TrueIndependence...................................................................................................... 6 Firm Resources and Commitment................................................................................ 7 SimilarEngagements................................................................................................... 9 Diversified Experience................................................................................................ 10 Integrated Technology Solutions Groups................................................................... 10 Areasof Expertise...................................................................................................... 11 Consultants' Collective Experience............................................................................. 12 SCOPE OF WORK........................................................................13 Technology Planning Process Methodology............................................................... 13 Project Initiation and Information Gathering................................................................ 14 Assessment................................................................................................................ 14 Technology Initiative Determination............................................................................ 17 Planning and Prioritization Workshops....................................................................... 18 Final Report and Presentations.................................................................................. 19 COSTPROPOSAL........................................................................20 WorkPlan................................................................................................................... 20 Timeline...................................................................................................................... 24 FeeSummary............................................................................................................. 24 FxcrERENCES.............................................................................. 25 APPENDICES............................................................................... 26 CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE 3133 Information Technology Master Plan l�Gcuoaesp ,, Proposal Summary The objective of the Assessment and Planning process includes developing and articulating a vision for digital transformation through the effective use of technology that aligns with the strategic goals and objectives of the City. This vision supports a City's priority objectives of City Management and City Council while moving towards a more streamlined and unified approach to Information Technology. The process also ensures the availability of proper technical resources and an organizational structure capable of managing the information technology (IT) function effectively. The plan also identifies strategies for developing and implementing technology projects and initiatives that address the operational needs of individual departments and align with the City's Technology Master Plan. Our efforts focus on planning and recommending improvements to the City's business applications to enhance their effectiveness in supporting departmental functions and the City's overarching goals, ultimately increasing the City's capacity to deliver efficient municipal services. We will develop a comprehensive, actionable five-year Technology Master Plan aligned with the City of Seal Beach's strategic goals of fiscal sustainability, public safety enhancement, and improved municipal service delivery. This includes detailed recommendations for implementing AI -driven solutions, smart city initiatives, and robust cybersecurity strategies to ensure resilience and transparency. The plan is the result of a thorough analysis of the following: • Interviews and workshops involving all levels of City staff, including the management team, end-users, and other stakeholders • Existing network infrastructure, cybersecurity, risk management, policies, staffing, funding, applications, business systems, projects, processes, telecommunications, training, and other investments and resources currently in use by the City • Identification and prioritization of projects to undertake over the next five years • Identification of needs to accommodate current and future technology requirements, such as IT operations and management, legal requirements, cybersecurity requirements, service delivery, training, cloud computing, smart city technologies, and more. Experience with Government Agencies — We have experience working with government agencies across the country. Our staff has subject -matter expertise that enables us to quickly understand operational demands and opportunities and then equate them to beneficial technology improvements and recommendations. CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE 4133 Information Technology Master Plan l�Gcuoaesp ,, Technology Assessment and Master Planning are processes by which information technology supports an organization's goals and objectives. These processes align technology strategies and objectives with the strategic goals and objectives of the agency. More than a Strategic Plan — The industry standard in IT planning for the past decade has been a high-level analysis to develop a strategic plan. Though helpful, such a plan lacks the depth and practical guidance necessary to successfully (1) implement the plan, (2) meet business goals through technology initiatives, and (3) maintain the plan into the future. ClientFirst takes the strategic plan to a new level with our Technology Assessment and Master Plan, which provides several key features: • Collaborative Needs Assessment • Education and Prioritization Workshops Step -by -Step Roadmap Technology Master Planning • Resource Assignments • Project Budgets • Project Timelines Tactical — Our emphasis is on providing the City with a technology plan that is not merely strategic but also tactical. Our goal is to create a plan that will serve as a guiding document to help implement and plan for technological advancements in municipal governance, ultimately benefiting residents, businesses, and visitors. Business Perspective — We approach Technology Assessment and Master Planning from a business perspective and create deliverables that are understood by everyone in the organization, from the IT technicians to upper-level management and elected officials. Collaborative and More Comprehensive — Our process is intended to create an interactive, collaborative environment conducive to the sharing of ideas while building a single vision for the future of the City's information technology function, decision-making, and ongoing support. This collaborative effort results in a detailed and comprehensive action plan that should be viewed as a fluid, "living" set of documents. We train agency staff on the adopted technology initiatives and projects, as well as how to implement the plan over the next five years. Practical and Sustainable — Because of our focus on budget realities and fiscal sustainability, the solutions we recommend will be practical and cost-effective. Receiving a plan that is too costly to implement and sustain does not help the City in the long run. Use of Best Practices — ClientFirst utilizes PMI, COBIT, ITIL, and EAP concepts as building blocks, drawing on our own experience and knowledge of best practices to guide our Technology Assessments and System Selections. Governance is an essential component to ensuring that technology strategies and recommendations align with business objectives in an ongoing, repeatable process. • PMI (Project Management Institute) • ITIL (Information Technology Infrastructure Library) • National Institute of Standards and Technology (NIST) • Criminal Justice Information Services (CJIS) • Payment Card Industry Data Security Standards (PCI -DSS) • COBIT (Control Objectives for Information and Related Technology) • EAP (Enterprise Architecture Planning) CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE rJ 133 Information Technology Master Plan Firm Information Focusing on local governments means that we understand the unique needs, processes, protocols, and political nuances involved in the industry. This understanding and experience ensures that our strategies and recommendations are practical in all respects. Our management team's career experience includes over 3,500 projects for more than 500 local government agencies. We have a local presence with extensive experience in California. ClientFirst is a national firm with practices located in California, Illinois, Texas, and North Carolina. IIS' yti 1� Corona, CA Schaumburg, IL San Antonio, TX Charlotte, NC We understand that not all government executives are versed in the latest technology issues and opportunities. Therefore, our approach and deliverables provide a business -management perspective that allows the layperson the ability to understand the technology issues, strategies, and potential solutions required to make more informed business decisions. We believe in using technology as a tool to meet the agency's business objectives; we do not apply technology just for technology's sake. We are serious in our quest to provide clients with practical solutions that meet their requirements. Sometimes, the proper solution includes cutting-edge technology. However, a cost-effective and practical solution using proven technology is often the most beneficial. SAVE n___ Time /�.,�] Money Af Resources INCREASE Expertise o� Service Efficiency ClientFirst believes in practicing true independence. We do not resell products nor maintain relationships that would result in any add-on profit margins or referral fees. Our interest is in putting the client first by finding optimum solutions (i.e., the greatest value at the lowest competitive cost) to meet their needs. CLIENTFIRST TECHNOLOGY CONSULTING 6 133 OPTIMAL TECHNOLOGY GUIDANCE Information Technology Master Plan l�Gcuoaesp ,, Technology planning projects are our firm's premier service offering. We are a diversified firm with a wide range of subject -matter experts committed to completing this project in a timely manner. We have outlined the steps needed to attend meetings, provide guidance to staff, prepare and share reports with City Management and the City Council, and assist with necessary reviews and disclosures related to the services. Project Team Resources We will assign this project to a comprehensive multi -discipline team. This team is assembled from practice leaders in our firm's Management Consulting, Enterprise Applications and Business Processing, and IT Infrastructure practices. All members of this project team are ClientFirst employees, not third -party subcontractors. Our team consists of specialists with deep expertise, and our partners take an active role in every project. This hands-on approach ensures consistency, continuity, and high-quality deliverables. Experience that Enhances the Master Planning Process One of the unique qualities of ClientFirst is our breadth of service practice areas, summarized below. As a firm, our recommendations are based on experience resulting from performing and delivering these services daily. Our continued engagement with our clients provides us with significant opportunities to stay current with industry trends and emerging technologies while preserving our independence by not reselling vendor products. IT Staffing and Leadership Experience Interim IT Management—Our firm's senior talent has held CIO, CTO, and IT Director positions in local government and led national, government -solution -based software companies. We have placed these resources at various government organizations to fill IT leadership vacancies and assist in hiring and transitioning to replacement IT leadership. Staffing Assessment and Organization—Our IT leadership experience helps our government clients update IT staffing structures and develops their IT teams to be more productive and efficient and deliver a higher level of service. IT Infrastructure IT Infrastructure Resources—Our firm has government -agency -experienced network engineers and senior system administrative talent. We utilize these experts in our Technology Assessment and Planning engagements for their real-world experience in making meaningful recommendations. Cybersecurity and Disaster Recovery—Our firm includes experienced professionals in Cybersecurity incident response, disaster recovery, and business continuity assessment and planning. We leverage their expertise to help organizations prepare for and respond to unexpected events that could disrupt operations. This includes developing comprehensive plans to detect and manage Cybersecurity incidents, ensuring critical systems can be restored quickly after disruptions, and maintaining essential functions during emergencies. Data Center, Telecommunications, and Infrastructure Cabling—A key resource in our firm is our data center, telecommunications, and structured cabling talent. They have designed, selected, and implemented state-of-the-art telephone and telecommunications systems for hundreds of local government agencies. Our team's experience includes data center design inside/outside cable -plant expertise, including fiber-optic and wireless specialization. CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE 7133 Information Technology Master Plan l�Gcuoaesp ,, • IT Support Experience—We provide IT support and act as the IT department or management for several agencies in Illinois. These teams have real-life experience managing government agencies' IT operations and can impart their knowledge when assisting with Technology Assessment and Planning recommendations and initiatives. Local Government Application and Process Improvement Expertise Application Knowledge—We have experienced enterprise application consultants who have assessed, reviewed and assisted in the selection of all local government application suites, including Financial and Accounting, People Management, CIS/Utility Billing, Land Management, Work Orders and Asset Management, Public Safety, Parks and Recreation, Community Services, and more. They have worked with thousands of end users in all agency departments. This experience helps us make effective departmental application and operational technology recommendations. Application Implementation—We have experienced Implementation Project Management staff. This is helpful to the Technology Assessment and Planning process because we know what it takes to implement these solutions according to Best Practices. Process Improvement—A key aspect of applications and operational technology is the ability to use these tools to eliminate manual and duplicate processes, reduce shadow systems, and improve processes to achieve higher levels of productivity and service to departments and citizens. Our firm has experience with hundreds of applications used in municipal governments throughout the United States. Experience in Multilevel Communication and Advising Clients For a plan to work, everyone in the organization needs to understand it, from leadership to staff. We create clear materials and presentations to help share the plan with different audiences. We also have experience presenting to executives and elected officials to build support for the strategies and resources needed to make a long-term Technology Master Plan. CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE Information Technology Master Plan The list below includes the list of clients for whom we have completed Technology Master/Strategic Planning projects. City of Albany City of Azusa City of Big Bear Lake City of Brentwood City of Brisbane City of Burbank City of Camarillo City of Colton City of Corona City of Countryside City of Dublin City of Escondido City of Gastonia City of Glendora City of Healdsburg City of Hemet City of Highland Park City of Hutto City of La Habra City of Lake Forest City of Larkspur City of Manassas Park City of Menlo Park City of Mission Viejo City of Mount Airy City of Murrieta City of Naperville City of Newark City of Norco City of Oakbrook Terrace City of Pacific Grove City of Palm Desert City of Petaluma City of Pflugerville City of Piedmont City of Pismo Beach City of Rancho Mirage City of Rialto City of Riviera Beach City of Salinas City of Salisbury City of San Gabriel City of San Leandro City of San Pablo City of Sandpoint City of Seal Beach City of Sierra Madre City of South Gate City of South San Francisco City of St. Charles City of Tustin City of Vacaville City of West Covina CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE City of West Des Moines City of West Sacramento City of Wilton Manors County of Atascosa Town of Danville Town of Groton Town of Groton Police Town of Windsor Town of Woodside Town of Yucca Valley Village of Cary Village of Glencoe Village of Kenilworth Village of Lake Barrington Village of Libertyville Village of Lincolnwood Village of Lincolnwood Village of Lincolnwood Police Village of Matteson Village of Morton Grove Village of Norridge Village of Northbrook Village of Northfield Village of Oak Brook Village of Oak Park Village of Ossining Village of Palos Park Village of River Forest Village of Riverside County of Davie County of Denton County of Mariposa County of Mendocino CA -NV American Water Works Association Castaic Lake Water Agency Castro Valley Sanitary District Civitas Schools Consolidated High School District 230 Cucamonga Valley Water District Dubuque Community School District East Aurora CUSD 129 East Bay Regional Park District Elgin School District U-46 Four Rivers Sanitation Harrison School District 36 Hayward Area Recreation & Park District Illinois Action for Children Illinois Municipal Retirement Fund Indian Prairie Community Unit School District 204 J. Sterling Morton School District 201 Jurupa Community Services District Lincolnwood Public Library Los Angeles County Development Authority Midpeninsula Regional Open Space District Missouri Basin Municipal Power Morton High School District Naperville Community Unit School District 203 Naperville Park District Norridge Park District North Scott School District Northbrook Public Library Northern Illinois University Oswego Library District Oswego School District 308 Park District of Highland Park Park Ridge Schools Ramona Water Riverside County Sheriff's Department Riverside Public School District 96 Rosamond Community Services District San Bernardino Municipal Water San Jose Community College Southern California Coastal Water Research Stanislaus Council of Governments Sweetwater Authority West Covina Unified School District Western Municipal Water District 9133 Information Technology Master Plan .` l�Gcr�p We have extensive experience with a wide variety of organizations and technology and processing environments. In addition, we have significant market knowledge regarding software and hardware providers and are well-informed with respect to vendor and industry developments. Whatever the agency's technology needs are, we offer a unique combination of experts in their given disciplines who can guide technology decisions, planning, implementation, and management, chosen according to the specific needs of each project, working as an integrated team to provide end-to-end consulting and support services. ClientFirst Integrated Technology Solutions Groups Technology Planning Mentoring/Advisory Interim CIO Contract Negotiations Project Management Technology Governance Networking Servers Data Centers Procurement Mgmt. Contract Negotiations Project Management CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE 10133 Assessment & Planning Bill Audits Business Process Review Incident Response Plans Assessment & Planning Disaster Recovery Design Software Selection Procurement Management RFP/Procurements Implementation Project Mgmt. Contract Negotiations Carrier Services Agreements Business Continuity Call Centers COMMUNITY DEVELOPMENT Public Portals Assessment and Certification Assessment& Planning System Administration Design CADD Design &Layout Data Management Gap Analysis Vendor Selection Development Software Selection Project Management Mapping Implementation Project Documentation Management CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE 10133 Areas of Expertise ClientFirst has such a broad and well- rounded experience with cities that they already have a good idea of what will or won't work. Other vendors we have worked with don't have this depth of experience and suggest solutions that are unrealistic in a city government environment. IT INFRASTRUCTURE & OPERATIONS EXPERIENCE • Data Center Management • Cable Infrastructure • Wireless Systems • Routers and Switches • Server Installation, Configuration and Troubleshooting • Network Troubleshooting and Configuration • Security Systems Support • Network Management • Event Monitoring • Patch Management • Inventory Management • Licensing Management • Software Distribution • Remote Network and Desktop Monitoring — IT Director CA Municipality TELECOM EXPERIENCE • Systems Evaluation and Assessments • Telecommunications System Management • Voice and Data Cable Infrastructure Design and Engineering • LAN/WAN Assessments, Design, Procurement, and Implementation • VoIP (Voice -over -Internet Protocol) Readiness Reviews and Assessments • Telecom Billing Audits and Cost Reviews • Strategic IT and Telecommunications Planning • Systems Design and Alternative Analysis • Business Continuation Planning and Disaster Recovery Planning • Call Center Planning and Operational Design • Competitive System and Vendor Selection • Project Management and Implementation DEPARTMENT AREA EXPERIENCE • Council • Administration • Building and Safety • City Clerk • Finance • Fire • Library • Utility Billing • Customer Service/Call Centers • Payroll • Human Resources • Planning • Police • Purchasing • Public Works • Parks and Recreation • Engineering • Geographic Information System (GIS) • Water • Wastewater • Sanitation • Field Operations • Laboratories • Environmental Services • Facilities • Treatment Plants • Fleet Management • Engineering • Warehousing • SCADA • Information Systems APPLICATION AREA EXPERIENCE • General Ledger • Budgeting • Project Accounting • Grant Accounting • Cash Receipts • Purchasing and Receiving • Bids Management • Contract Management • Accounts Payable • Fixed Assets • Loans • Special Assessments • Financial Reporting • Business Licensing • Applicant Tracking • Human Resources • Employee Self -Service • Benefits Tracking • Time and Attendance • Payroll • CIS and Utility Billing • Customer Service / Call Centers • Backflow • Service Orders • Work Orders / Preventative Maintenance • Inventory and Fleet Management • Planning, Permitting, Inspection and Code Enforcement • Land/Parcel/Address Management • Computer -Aided Dispatch (CAD) • Records Management • Mobile Computing • Citizen Request Management (CRM) • Geographic Information System (GIS) • Adjudication • Citation Management • Database Management Information Technology Master Plan l�Gcuoaesp ,, We understand that the experience of the individual consultants is a significant factor in hiring a firm to conduct the project on your behalf. Our consultants have extensive public -sector experience in their respective careers, including projects with the following agencies: California City of Albany City of Azusa City of Big Bear Lake City of Brentwood City of Brisbane City of Burbank City of Calabasas City of Camarillo City of Carlsbad City of Cathedral City City of Chico City of Chino City of Clovis City of Colton City of Corona City of Coronado City of Dana Point City of Downey City of Dublin City of Emeryville City of Escondido City of Fairfield City of Foster City City of Glendale City of Glendora City of Hawaiian Gardens City of Healdsburg City of Hemet City of La Habra City of La Puente City of Laguna Niguel City of Larkspur City of Lathrop City of Lomita City of Menlo Park City of Mission Viejo City of Montclair City of Mountain View City of Newark City of Norco City of Novato City of Pacific Grove City of Pacifica City of Palm Desert City of Palmdale City of Patterson City of Petaluma City of Piedmont City of Pinole City of Pismo Beach City of Port Hueneme City of Rancho Cucamonga City of Rancho Mirage City of Redlands City of Rialto City of Rohnert Park City of Rosemead City of Sacramento City of Salinas City of San Clemente City of San Gabriel City of San Jacinto City of San Leandro City of San Pablo City of San Rafael City of Seal Beach City of Sierra Madre City of Simi Valley City of South Gate City of South Pasadena City of South San Francisco City of St. Helena City of Tracy City of Tulare City of Tustin City of Upland City of Vacaville City of West Covina City of West Sacramento City of Whittier County of Butte County of Lassen County of Mariposa County of Mendocino County of Plumas County of Riverside County of San Bernardino County of Tuolumne County of Yolo Fontana Unified School District Hemet Public Library Town of Danville Town of Hillsborough Town of Truckee Town of Windsor Town of Woodside Town of Yucca Valley CA -NV American Water Works Association Castaic Lake Water Agency Castro Valley Sanitary District Coachella Valley Mosquito and Vector Control District Cucamonga Valley Water District East Bay Regional Park District EI Toro Water District Fresno Irrigation District Glendale Water and Power Hayward Area Recreation and Park District Irvine Unified School District Jurupa Community Services District Las Virgenes Water bstrict Livermore Area Recreation and Park District Los Angeles County Development Authority Midpeninsula Regional Open Space District Moraga-Orinda Fire District Newhall County Water District Piedmont Police and Fire Ramona Municipal Water District Rincon del Diablo Municipal Water District Riverside County Sheriff Rosamond Community Services District San Bernardino Municipal Water San Marino Unified School District San Mateo Consolidated Fire Department JPA San Mateo Fire District Southern California Coastal Water Research Sweetwater Authority Walnut Valley Water District CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE West County Wastewater District Western Municipal Water District Colton Joint Unified School District Irvine Unified School District Lake Elsinore Unified School District Menifee Unified School District Mesa Water District Mountain View School District Romoland School District West Covina Unified School District Ohlone Community College San Jose Community College University of California Berkeley University of California San Francisco UCSF Medical Center Stanislaus Council of Governments Mechoopda Indian Tribe Alabama City of Pelham Arizona County of Maricopa Connecticut City of Bristol City of New Haven Groton Police Town of Groton Florida City of Cape Coral City of Deerfield Beach City of Dunedin City of Fort Lauderdale City of Oakland Park City of Pompano Beach City of Port St. Lucie City of Riviera Beach City of Wilton Manors Collier County Board of County Commis�o' ners Idaho City of Sandpoint Illinois City of BlooMington City of Champaign City of Countryside City of Crystal Lake City of Highland Park City of Joliet City of Lake Forest City of Moline City of Morton Grove City of Naperville City of Oakbrook Terrace City of Orland Park City of Prospect Heights City of Rock Island City of Rockford City of St. Charles City of Waukegan City of Wood Dale Village of Arlington Heights Village of Barrington Hills Village of Cary Village of Glencoe Village of Itasca Village of Kenilworth Village of Lake Barrington Village of Libertyville Village of Lincolnwood Village of Lisle Village of Matteson Village of Morton Grove Village of Norridge Village of Northbrook Village of Northfield Village of Oak Brook Village of Oak Park Village of Orland Park Village of Oswego Village of Palos Park Village of Park Forest Village of River Forest Village of Riverside Village of Westmont Village of Wheeling County of DuPage County of Peoria County of Sangamon County of Winnebago Addison School District Batavia Public Library Batavia Public School District Bloomingdale School District Bunker Hill School District Champaign County Forest Preserve District Four Rivers Sanitation District Norridge Park District Park District of Highland Park Central Community Unit Indiana The University of Notre Dame Indianapolis Public Library Indianapolis Public Schools Iowa City of Ankeny City of Bettendorf City of Burlington City of Cedar Rapids City of Des Moines City of New Hampton City of West Des Moines County of Johnson County of Linn State of Iowa Burlington Community School District Cedar Rapids Community School District Davenport School District Dubuque Community School District Knoxville Community School District Mason City School District North Scott School District Des Moines Area Community College Kansas City of Emporia City of Shawnee Michigan University of Michigan Lake Superior State University Nevada County of Nye Town of Pahrump County of Douglas New York City of Batavia Village of Ossining North Carolina City of Burlington City of Gastonia City of High Point City of Kinston City of Mount Airy City of Salisbury Town of Wake Forest County of Buncombe County of Cabarrus County of Davie County of Orange Arc of Stanley County St. Augustine College Wake Forest University Eastern,Dand of Cherokee In cans Salisbury Rowan Utilities Ohio County of Cuyahoga County of Montgomery South Dakota Rapid City Area Schools Texas City of Cedar Hill City of Dallas City of Farmers Branch City of Hutto City of Pflugerville City of University Park Corpus Christi Fire County of Atascosa County of Denton Highland Park Police and Fire North Texas Emergency Communications Center kowmmonwealth niversity of Texas tah ashington County School District irginia of Virginia City of Manassas Park Wisconsin City of Appleton City of Brookfield City of Eau Claire City of Wauwatosa City of West Allis County of Brown County of Kenosha County of Milwaukee County of Waukesha Village of Hales Corner HIDTA Milwaukee Diocese of Madison Catholic Schools Madison School District Shorewood School District Whitnall School District West Allis School District 12133 Information Technology Master Plan l�Gcuoaesp ,, Scope of Work We use a five -phase approach to guide our Technology Assessment and Planning projects, which focus on collaboration and digital transformation. This process allows us to tailor each step to fit the unique needs of every client. By working closely with our clients, we help transform their technology systems, making them more effective and efficient at meeting the needs of their staff and the communities they serve. Develop Fwail Repad LeademNip and EedGed Otficiah P res e n latio n 5AM rksho ps CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE 13133 Information Technology Master Plan l�Gcuoaesp ,, Project Kick -Off and Initiation The project kick-off is a time to review the City's available documentation and background information and set expectations for the project. We provide information requests and questionnaires for the operational departments and other stakeholder groups to complete. After obtaining and reviewing the background information, we meet with the Project Manager and Technology Planning Committee to review the work plan, establish overall responsibilities and communications for the project, schedule meetings, and finalize the project plan details. Operational Department Reviews Operational department reviews focus on understanding the current and future use of technology to support the organization's business operations. The best source of information regarding gaps and issues with technology is the individuals who work with it daily. We conduct workshops with representatives from each department at all levels. This provides an opportunity for users to voice concerns, share gaps in IT services, and identify strengths and weaknesses of current technology and business processes. Workshop discussion topics include: • Enterprise and Departmental Application Needs • Business Processes • Improvements and Automation • Application Interfaces and Data Sharing • GIS • Reporting Issues • User IT Support Needs • User Training Recommendations IT Infrastructure and IT Operations Review • Departmental Application Analyst Needs • Enterprise Communications • Remote Access and Mobile Computing • Emerging and Smart Technologies • Regulatory Compliance Issues • Technology Governance • Smart Technologies and Al • ROI or Cost -Benefit Considerations ClientFirst conducts infrastructure reviews with highly qualified subject -matter experts, performing infrastructure and operations reviews with systems engineers who continually design, implement, and maintain IT infrastructure. We propose to provide an assessment and gap analysis of the City's technology based on technology issues, business issues, risks by application, and infrastructure elements (data centers, servers, network equipment, IT operations). Our infrastructure and operations workshops focus on assessing the City's network infrastructure, cybersecurity readiness, and IT service delivery. We plan to meet with City staff managing IT to discuss the current budget and existing and planned IT -related projects. We will also interview Police Department staff performing technical duties and the IT support firm to understand better areas that function smoothly and areas that require attention. Our IT operations subject -matter experts currently design, procure, support, and manage infrastructure and support operations daily for numerous local government agencies. We address potential areas for improvement, such as artificial intelligence, staff productivity, collaboration alternatives, policies and procedures, security, disaster recovery, business continuity, and many more. CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE 14133 Information Technology Master Plan l�Gcuoaesp ,, ClientFirst will provide a gap analysis and specific recommendations, including projects, approaches, and best practices. We do not resell any hardware or software, so our recommendations and examples are vendor -independent. The alternatives we suggest are tailored to accommodate agency skill sets, knowledge, current environment, strategic direction, and budget realities. We provide unique capabilities that go far beyond traditional Technology Assessment and Plans because of the depth of our team's IT Infrastructure and IT Operations practices. Our clients benefit from this in-depth technical knowledge because of the long-term value added to the project. Cybersecurity Risk Assessment Our cybersecurity reviews follow established standards, including NIST, CIS Controls, and CJIS. These standards will be factored into every evaluation of IT infrastructure, operations, and services. Cybersecurity recommendations will be provided separately in a confidential format and will include findings, recommendations, and budget. We expect assessment results to include a Gap Analysis and Assessment and associated recommendations for improvement in the following areas: • IT Network and Infrastructure • Cybersecurity Readiness • IT Operational Readiness • Incident Response Capabilities • Resiliency IT and Cybersecurity Policies • Staffing and Organizational Structure • Policies, Procedures, and Effective Cybersecurity Processes • Cybersecurity Budgetary Requirements Technology policy reviews focus on setting clear guidelines to protect technology systems throughout their life cycle. The goal is to improve technology practices, strengthen overall security, and ensure compliance with the necessary standards and regulations. Existing technology policies will be benchmarked against the National Institute of Standards and Technology (NIST) and Criminal Justice Information Services (CJIS) industry standards. We propose to provide policy improvement recommendations that help define the security requirements associated with the creation, modification, transmission, dissemination, storage, or destruction of data and other required standards. Incident Response and Disaster Recovery Planning Incident Response and Disaster Recovery Planning are essential tools used to prepare for, respond to, and recover from incidents or natural disasters. It provides a structured approach to handling incidents such as data breaches, malware infections, ransomware attacks, denial of service (DOS) attacks, and other threats. Incident Response Plans outline Detection, Containment, Eradication, Recovery, and Close-out guidelines for security incidents. Key components of Incident Response and Disaster Recovery Planning include defining a response team, a classification and prioritization methodology, describing tools for detection, remediation and reporting, response procedures, and Communication Plans. CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE 15133 Information Technology Master Plan l�Gcuoaesp ,, IT Business Continuity Planning (BCP) BCP involves assessing the risks to processes and creating policies, plans, and procedures to minimize the impact those risks might have on the City if they were to occur. BCP is used to maintain the continuous operation of the City in the event of an emergency. The goal is to implement a combination of policies, procedures, and processes such that a potentially disruptive event has as little impact on the City as possible. We propose to provide sample plans, recommendations, and key next steps related to incident response preparedness and establishment of the above plans. IT Staffing Assessment ClientFirst's project team includes an IT Operations Practice Leader who manages daily IT support operations for multiple agencies and ongoing contract IT Management and CIO services. This daily, hands-on experience results in real-world, IT Management relevant recommendations regarding IF support for current and emerging Communications Management technologies. ClientFirst will perform an IT staffing Needs Assessment and review existing IT outsourcing contracts and arrangements. We will examine the City's current and future resource requirements, service -delivery model, IT support structure, and staff capabilities and skill sets. After identifying strengths and weaknesses, we will discuss potential structures, _ skill sets, and training options. Staffing recommendations and other metrics will be based on benchmark surveys of similar organizations coupled with our own experience in managing similar IT environments. Desktop Management Office Productivity LSolutions fFce, Email, Internet) Peripherals a Network Management Applications Analysis / Ad Hoc Reporting Network Ma na e Database Administ Programmer License / Inventory /Asset Management Special Projects Special Projects Special Projects CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE 16133 Information Technology Master Plan l�Gcuoaesp ,, We assess overall technology strengths and weaknesses. From there, we determine key strategies, goals, and objectives to address identified issues, which are provided in a preliminary report summarizing our findings and observations along with corresponding technology initiatives. Initiative categories include: • Best Practices • Technology Governance • Departmental Applications and Systems • Smart Technologies • GIS Technology Initiative Development • IT Infrastructure • IT Operations • Cybersecurity • Telecommunications • IT Staffing After categorizing the technology initiatives, we research implementation and support costs and prioritize them based on their level of importance to daily business operations as determined by the City. We then consolidate them into a Current State Technology Assessment and Recommendations Report, which is used for our workshops. This report contains descriptions of our findings and observations, recommendations, next steps, preliminary budgets, implementation timelines, as well as any dependencies that were identified as part of the process. PMI, COBIT, and ITIL, as noted earlier, are applied as methods of adopting and incorporating best practices into the City's operations. Our experience with other cities leads us to expect to identify approximately 60-100 technology projects or initiatives in the following categories: • Application Enhancements • Business Process Improvements and Training Needs • GIS Improvements • Network Infrastructure • Telecommunications Infrastructure • Business Continuity • Cybersecurity • Help Desk and Metrics • Policies and Procedures • Emerging and Smart Technologies • Cloud Computing • Information Technology Staffing and Training • SCADA Network Infrastructure • Technology Governance Additionally, we include planning for ongoing operations, maintenance and support budgets, and the development of project durations for each major initiative. CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE 17133 Information Technology Master Plan l�Gcuoaesp ,, With our Current State Technology Assessment and Recommendations Report in hand, we conduct planning and prioritization workshops and discuss our findings and recommendations with the Project Manager, Department of Information Technology, Technology Planning Committee, and executive management. The goal of these workshops is for the consulting team and City staff to develop a consensus on the recommendations and objectives. The workshop format is conducive to a free-flowing discussion of ideas while also providing an opportunity for City staff to question our assumptions, budgetary cost models, and suggested solutions. Departments and Project Team Workshops The Departments and Project Team Workshop focuses mainly on departmental operational needs, such as business processes, user productivity, software improvements, and customer service, with the goal of improving and enhancing service delivery. We strive to understand the City's budgetary constraints and develop creative solutions within those constraints. We will work with the City to prioritize projects via cost -benefit analysis and other ROI considerations. IT Infrastructure and Operations Workshops This workshop focuses primarily on findings and recommendations related to the City's IT infrastructure, day-to-day operations, metrics, policies, and staffing. We have included workshops with appropriate City staff to review and improve our recommendations and begin the process of transitioning the Technology Master Plan to the City. Cybersecurity, IT Business Continuity, and Disaster Recovery Workshops Workshops would address risk management, incident response, disaster recovery, and business continuity gaps and recommend the next steps. The goal is to ensure that plans will be robust, actionable, and well -understood by all relevant stakeholders. Prioritization Workshops Once the entire project team is educated on the technology initiatives for the five-year planning period, we conduct a prioritization workshop in two parts. The initial prioritization will be conducted without the Project Committee seeing the project cost estimates in order to gauge the need for specific solutions. Priorities are then adjusted after considering budget and resource realities. The workshop methodology prepares team members for the ongoing task of Technology Governance by helping them understand resource limitations and their effect on technology priorities. This workshop broadens each team member's horizons to include a better understanding of colleagues' needs in other departments. Executive Team Workshop We conduct a workshop with the City's Executive Committee to help them understand the staffs key technology priorities and get their feedback. City leaders need to understand which initiatives the Information Technology Department and other departments consider most important. This will help the Executive Team make informed decisions about which projects to focus on first and adjust the budget based on the leadership's perspective. CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE 18133 Information Technology Master Plan l�Gcuoaesp ,, rt Oax— E— U-We�P4l — IkINQ 1-1m 91— T-7 bb.p fVFE N R •we a.�.w..,a A�mm.lw� . ......... ..... _ u StBJx R Rulemeon Fwl. 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P-9—Oev--km— We finalize our findings and recommendations, budgets, and implementation timelines to create the City's Technology Assessment and Master Plan Report, complete with supporting documentation. We will present the final report to City Executive Management and the City Council. 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E cc c 8 I ! J « o K k \ E o | / § 2 ( e 0 E k \ k ƒ ] % » cc m \ % \ § CL 0 k \ e 0 a ( $ CO ( u § - - ee �a §qE 2 § & k § § ; e t f e= E o c - 2 k o k k � k k / k / 9 « n c m Z k - 3 3 | E .0 5 � / k � k° 53 k E E¢ k k k a � // - n a J 0® 2 E> Ed2 �kk % \Ek ;$ m% m a o B a § § 0' f & _ � ¥ o x 2 1 § k � � � w E / § / / ° 2 f a E E k E 3 ; k$¥§¥ g\/� n« E E ; 2 2 2 2%= o o J J « \ 7 J J i;_ J \ Z $ ƒ A % 3 // I / J \ 3 > 3 3 3 o _ / _ ƒ o _ C-4 C-4 Information Technology Master Plan l�Gcuoaesp ,, The following timeline summarizes the project phases and milestones. The timeline starts on the date of the Kick -Off Meeting. TimelineAggregate Schedule in Months 1 2 3 4 5 6 7 Phase 1: Project Initiation Phase 2: Needs Assessment Phase 3: Research and Preliminary Plan Development Phase 4: Planning and Prioritization Workshops - Phase 5: Final Report and Presentations Our professional fees are based on the scope and approach outlined in this proposal, plus expenses. Our standard billing rates for these types of services reflect the levels and skill sets of the consultant(s) assigned to specific aspects of the project. This is a fixed -fee engagement. Hours by Consultant 374 71 129 63 98 13 Rates $ 235 I $ 205 I $ 235 I $ 230 $ 205 Fees $ 83,140 Travel and Related (Mileage) NIA Strategic Partner Discount $ 8,314 Total Cost (Not -to -Exceed) . $ 74,826 CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE 24133 References i c? City of Mission Viejo 200 Civic Center, Mission Viejo, CA 92691 David Meyer, Director of Information Technology Information Technology Master Plan 949.470.8447 dmeyer@cityofmissionviejo.org Cheryl Dyas, Director of Administrative Services/City Treasurer 949.470.3082 cdyas@cityofmissionviejo.org NEWARK califARK City of Newark 37101 Newark Blvd., Newark, CA 94560 Edwin Miranda, Information Officer/Information Technology Director San Leandro, CA RhiN{ft 835 East 14th Street, San Leandro, CA 94577 Janelle Cameron, City Manager Michael Sinor, Chief Information Officer A CathedralCity City of Cathedral City 68700 Avenida Lalo Guerrero, Cathedral City, CA 92234 Anne Ambrose, Assistant City Manager City of South Gate 8650 California Ave, South Gate, CA 90280 Wendy O'Kelly, Director of Administrative Services James Leabres, IT Manager CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE 510.578.4893 ed.miranda@newark.org 510.577.3390 jcameron@sanleandro.org 510.577.3385 msinor@sanleandro.org 760.770.0331 aambrose@cathedralcity.giv 323.563.9522 wokelly@sogate.org 323.563.9561 jleabres@sogate.org 25 1 33 Information Technology Master Plan l�Gcuoaesp ,, Appendices Resumes Tom Jakobsen Partner- IT Infrastructure and Operations Consulting Practice Leader Tom Jakobsen brings over 40 years of experience in the information technology arena, with expertise spanning local government IT infrastructure, applications, cybersecurity, day-to-day IT operations, and resource management. His interdisciplinary background provides him with a deep understanding of how these elements interconnect and the best practices required to operate them effectively. Mr. Jakobsen has extensive experience leveraging project management principles and system development lifecycles to deliver successful infrastructure and cybersecurity-related initiatives. His dual roles as a Virtual CIO and Consultant offer clients unparalleled expertise, bridging interdepartmental collaboration and vendor relationship management to drive organizational success. Highlights • Former National IT Infrastructure Consulting Practice Leader for RSM McGladrey, the nation's fifth-largest CPA and consulting firm • Ongoing Contract CIO for multiple agencies • Managed hundreds of IT consulting projects with local governments throughout the United States • Featured speaker for numerous technology conferences, including Texas Association of Governmental Information Technology Managers (TAGITM) and Municipal Information Systems Association of California (MISAC) Agency Experience City of Albany City of Azusa City of Big Bear Lake City of Bloomington City of Brentwood City of Brisbane City of Burbank City of Calabasas City of Carlsbad City of Cedar Hills City of Chino City of Corona City of Downey City of Dublin City of Emeryville City of Farmers Branch City of Foster City City of Glendora City of Hayward City of Healdsburg City of Hemet City of Highland Park City of Hutto City of Joliet City of La Habra City of La Puente City of Laguna Niguel City of Lake Forest City of Larkspur City of Manassas Park City of Menlo Park City of Mission Viejo City of Murrieta City of Norco City of Newark City of Oakbrook Terrace City of Pacific Grove City of Palm Desert City of Palmdale City of Piedmont City of Pismo Beach City of Pflugerville City of Port Hueneme City of Rancho Cucamonga City of Rancho Mirage City of Redlands City of Rialto City of Riviera Beach City of Rockford City of Rohnert Park City of Salinas City of San Bernardino City of San Leandro City of San Pablo City of Sandpoint City of Seal Beach City of Sierra Madre City of Simi Valley City of South Gale City of South San Francisco City of St. Charles City of University Park City of Vacaville City of West Covina City of West Des Moines City of West Sacramento City of Wilton Manors County of Atascosa County of Denton County of Davie County of Mariposa County of Mendocino County of Tuolumne Town of Danville Town of Groton Town of Woodside Town of Yucca Valley Town of Windsor Village of Arlington Heights Village of Barrington Hills Village of Bloomingdale Village of Cary Village of Glencoe Village of Homewood Village of Lake Barrington Village of Libertyville Village of Lincolnwood Village of Northbrook Village of Northfield Village of Oak Brook Village of Oak Park Village of Ossining Village of Palos Park Village of Park Forest Village of River Forest Village of Riverside Village of South Barrington Village of Wheeling Castaic Lake Water Agency Castro Valley Sanitary District Four Rivers Sanitation Authority Ramona Municipal Water District San Bernardino Municipal Water Sweetwater Authority Forest Preserve District of Will County Naperville Park District Norridge Park District Park District of Highland Park Illinois Action for Children Jurupa Community Service District Los Angeles County Development Authority Midpeninsula Regional Open Space District Steppenwolf Theatre Indianapolis Public Library Oak Park Library CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE Oswego Public Library District Rockford Library Stanislaus Council of Governments Moraga-Orinda Fire District Riverside County Sheriffs Department Batavia UCSD 101 Carpentersville UCSD 300 Orland Park CHSD 230 CUSD 300 DeKalb CUSD 428 Durand CUSD 322 East Aurora SD 131 Elmhurst SD 205 Geneva CUSD 304 Glenview SD 34 Harlem SD 122 Harvard SD 50 Indian Prairie CUSD 204 Morton HSD 201 Mount Prospect SD 57 Naperville CUSD 203 Niles Township HSD 219 CREDENTIALS, DEGREES, AND AFFILIATIONS Bachelor of Science in Mathematics and Economics — University of Iowa Member, Project Management Institute, Midwest Chapter Member, University of Iowa Graduate College, External Advisory Board SPECIALTIES • Assessments, Strategy, and Planning • IT Operations Management • Interim CIO/IT Management • Network Design, Procurement, and Implementation • Cybersecurity • Disaster Recovery • Project Management • Network Design, Procurement, Implementation, and Oversight • IT Governance • Policies Development PHProject Z. Management _ Institute. 26133 Information Technology Master Plan l�•`-.4c ASN , David W. Krout, CPA (Inactive Partner— Enterprise Applications Consulting Practice Leader David Krout brings nearly 30 years of experience partnering with more than 150 local governments to address a wide range of information technology needs. He specializes in working with organizations to identify their strategic, organizational, application, and functional requirements to determine which systems and applications are a proper fit for both the agency and the vendor Mr. Krout's unique and diversified background in business management, accounting, and management consulting enables him to collaborate effectively with C -level executives and department staff alike, providing practical, business -focused solutions to maximize technology investments for all agency departments. With experience working at a leading local government enterprise software provider, Mr. Krout offers a unique understanding of consulting, client advocacy, and vendor relationships to the collaboration between the agency and solution providers. Highlights • Served on the National Committee for Information Technology for the Institute of Management Accountants • Former President, Institute of Management Accountants, Inland Empire Chapter • Former Government IT Consulting Manager for RSM McGladrey, the nation's fifth-largest CPA and consulting firm • Featured speaker for the Texas Association of IT Managers (TAGITM), Municipal Information Systems Association of California (MISAC), California Society of Municipal Finance Officers (CSMFO) and others. • Project lead with public -sector agencies throughout the United States Agency Experience City of Albany City of Newark County of Riverside City of Batavia City of Novato County of San Bernardino City of Bloomington City of Pacifica Town of Danville City of Brentwood City of Palm Desert Town of Groton City of Brisbane City of Palmdale Town of Hillsborough City of Burbank City of Pelham Town of Truckee City of Burlington City of Petaluma Town of Windsor City of Camarillo City of Piedmont Town of Woodside City of Carlsbad City of Rancho Mirage Village of Glencoe City of Cathedral City City of Redlands Village of Lincolnwood City of Cedar Hill City of Rialto Village of Northfield City of Chico City of Riviera Beach Village of Oswego City of Chino City of Rosemead Village of Park Forest City of Clovis City of St. Helena Village of River Forest City of Colton City of Salisbury Coachella Valley MVCD City of Corona City of San Bernardino East Bay Regional Park City of Coronado City of San Gabriel District City of Dana Point City of San Jacinto EI Toro Water District City of Dublin City of San Leandro Four Rivers Sanitation City of Emporia City of Sandpoint Authority City of Farmers Branch City of Shawnee Jurupa Community Services City of Foster City City of Sierra Madre District City of Gastonia City of Simi Valley Las Angeles Community City of Healdsburg City of South Gate Development City of Hemet City of Tracy Authority City of High Point City of Tustin Las Virgenes City of Highland Park City of West Covina Municipal Water City of Hutto City of West Des Moines District City of Indio City of West Sacramento Mesa Water District City of La Habra City of Whittier Midpeninsula City of La Puente City of Wilton Manors Regional Open City of Laguna Niguel City of Windsor Space District City of Lake Forest County of Buncombe Ramona Municipal City of Larkspur County of Butte Water District City of Lomita County of Denton Rincon del Diablo City of Manassas Park County of Douglas Water District City of Menlo Park County of Lassen Riverside County City of Mission Viejo County of Mendocino Sherrif's Office City of Mountain View County of Orange City of Murrieta County of Plumes CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE Rosamond Community Services District Salisbury -Rowan Utilities San Bernardino Municipal Water Walnut Valley Water District West County Wastewater District Western Municipal Water District Castaic Lake Water Agency Castro Valley Sanitary District Cucamonga Valley Water District Gastonia Water & Power Glendale Water and Power TrueNorth Educational Cooperative Eastern Band of Cherokee Indian CREDENTIALS, DEGREES, AND AFFILIATIONS • Certified Public Accountant (CPA) (Inactive) • Bachelor of Science in Business Administration and Accounting — CSU San Bernardino SPECIALTIES • Technology Assessment and Planning • Enterprise Systems Architecture • Business Process Reviews • Current System Needs Analysis and Improvement • New Systems Procurement Management • Project Management and Oversight • Contract Reviews and Negotiations go Certified Public Accountant (Inactive) 27133 Information Technology Master Plan James Smith Senior Director, IT Infrastructure Consulting James Smith is a seasoned technology executive with over 25 years of experience in the Information Technology sector, distinguished by leadership roles that span strategic planning, operations, and consulting. Using a visionary approach, James excels in guiding organizations through complex IT challenges while driving innovative, results -oriented solutions. James's expertise includes service engagement processes, systems design, project management, and managed services. He specializes in crafting and executing IT strategies, developing comprehensive technology plans, and providing expert guidance in cloud services, Cybersecurity, business continuity, disaster recovery, and deep storage solutions. A proven leader and strategic thinker, James has consistently delivered success across different types of government agencies, helping them maximize the value of their technology investments. Highlights Leveraged over 25 years of proven experience in high-level positions within the Information Technology field Demonstrated leadership as an accomplished leader, manager, and technology strategist with a track record of success in developing and designing IT solutions Proficient in communicating and implementing IT strategies, managing high -visibility initiatives, and providing technology consulting to Director and C -level executives throughout the United States Agency Experience City of Azusa EI Toro Water District City of Calabasas Bloomington School District City of Cedar Hill Byron School District City of Farmers Branch Dekalb School District City of Mountain View Des Plaines School District City of Oakland Park Elmhurst School District City of Petaluma Hoover Schrum District City of Sandpoint Jurupa School District City of South Gate Oak Lawn School District City of Whittier Salt Creek School District Town of Windsor Sycamore School District Village of Lincolnwood Township High School Village of River Forest District County of Kings DuPage County Sheriff County of Travis ESQ Region 20 CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE Harris County Toll Authority Placer County Sheriff Riverside County Sheriff's Department Aurora Public Library Alamo Community College DeVry University Kishwaukee College Moraine Valley Community College Oakton Community College Rock Valley College Roosevelt University SPECIALTIES • IT strategy and technology plan development • End-to-end systems architecture • Cybersecurity • Business continuity and disaster recovery • Engagement Management • Systems design consulting • IT Support Services • Contract Negotiations • Staff Augmentation • Cloud services • IT Cost Optimization • Deep data management expertise • Distributed end-user technologies 281 33 Information Technology Master Plan l�Gcuoaesp ,, Paul Miller Director, Cybersecurity Consulting Paul Miller is a seasoned IT professional known for his pragmatic and solution -oriented approach to management. With a wealth of experience in leading teams and overseeing intricate projects, he has consistently demonstrated his ability to navigate complexity and deliver results. At the core of his leadership style is the cultivation of an environment rooted in excellence, emphasizing quality, service, and profitability. Paul is deeply dedicated to facilitating the success of individuals, leaders, and teams, consistently surpassing goals and expectations. His proficiency shines in strategic planning, adept decision-making, and innovative problem -solving, all underscored by a strong sense of urgency, ownership, and personal accountability. Committed to continuous development, both personally and professionally, Paul Miller remains a driving force in the IT industry. Highlights • Leading Digital Transformation and Information Security teams • Translating internal audit requirements into actionable plans • Expertise in technology architecture, networking, applications, and information security • Delivering complex technical solutions and cross -functional collaboration • Leading a team in assessing and designing IT solutions across various services • Developing pursuit strategies for complex engagements and RFPs • Creating customer -facing documents and technical presentations • Growing and maintaining key vendor technical knowledge and certifications Agency Experience City of Albany City of Corona City of Country Club Hills City of Glendale City of Mountain View City of Petaluma City of South Gate City of Whittier Town of Windsor Village of Itasca Village of Lincolnwood Village of Northfield Windstream Enterprise Coachella Valley Mosquito Vector Control District Las Virgenes Municipal Water District Riverside County Sheriff's Department Jurupa School District Salt Creek School District CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE Arthur Andersen & Co Bank of America Centuryl-ink (Lumen) Community and Economic Development (CEDA) Hewlett Packard IBM Global Services Rich Township District 227 University of Illinois CREDENTIALS, DEGREES, AND AFFILIATIONS • Bachelor of Science in Software Engineering — DePaul University • ITILv2 Foundation SPECIALTIES • Digital Transformation Leader • Information Security Expert • Complex Technical Solutions Delivery • Networking and Applications Proficiency • Internal Audit Translation to Actionable Plans • Network Infrastructure and Security • Strategic Engagement Pursuits • Customer Liaison and Relationship Management • Vendor Technical Knowledge and Certifications Management • Technical Training and Team Guidance • Business Development and Renewals k,4 gldO ITI L° 291 33 Information Technology Master Plan l�Gcuoaesp ,, Janet Federico, MBA Management Consultant Janet Federico has over 11 years of experience with local and federal government agency software implementations. Her in-depth experience with software configuration, business analysis, and user needs assessment allows her to oversee project implementations of standard and customized software successfully. Skilled in all facets of the project life cycle for application software, she has experience with functional and technical requirements development, gap analysis, system analysis, design, specifications, unit and system testing, implementation planning, execution, lessons learned, and system documentation. Janet also has over six years of experience in working with organizations to identify their strategic, organizational, application, and functional requirements to determine which system and/or specific applications are a proper fit for both the agency and the vendor. Additionally, having worked for a leading local government enterprise software provider, Janet brings a strong understanding of software implementation, consulting, process knowledge, and functional knowledge, along with the customers' needs and concerns throughout and post -implementation. Highlights • Multi -phased agency -wide software implementations • Extensive knowledge of business and technical processes pertaining to enterprise applications Agency Experience City of Bartlesville City of Batavia City of Bentonville City of Carlsbad City of Cathedral City City of Cedar Hill City of Clovis City of Coronado City of Corvallis City of Decatur City of Emporia City of Farmers Branch City of Fort Smith City of Glendora City of High Point City of Highland Park City of Hutchinson City of Hutto City of Menlo Park City of Mountain View City of Newark City of Norco City of Pacifica City of Patterson City of Piedmont City of Salinas City of San Bernardino City of Simi Valley City of South Gate City of Tracy City of Tulare City of Tulsa City of West Sacramento City of Whittier City of Wichita City of Wilton Manors City of Windsor City of Wisconsin Springs City of Wood Dale Town of Whittier Town of Windsor CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE Town of Woodside Village of Hinsdale Village of Orland Park County of Champaign County of Collin County of Denton County of Douglas County of Lassen County of Mendocino County of Minnehaha County of St. Joseph Coachella Valley Mosquito Vector Control District East Bay Regional Park District EI Toro Water District Jurupa Community School District Los Angeles County Development Authority Las Virgenes Water District County of Lassen County of Mendocino Riverside Co Sheriffs Dept State of Texas (DFPS) CREDENTIALS, DEGREES, AND AFFILIATIONS • Master of Business Administration — Ellis College • Bachelor of Science in Applied Management — Kaplan University SPECIALTIES • Project Management • Conversion, Interface Planning, and Implementation Support • Understanding of public sector departmental operations and application systems • Workflow analysis and mapping • Business Process Redesign • System Configuration and Training • Test and Go Live Plan Creation Phi Project Management - Institute. PN I\N. PMP' 30 1 33 Information Technology Master Plan l�Gcuoaesp ,, Tom Weiman Practice Leader, Enterprise Communications Consulting Tom Weiman has provided IT and telecommunications consulting for over 30 years. He has experience consulting in telecommunications, data networks (LAN/WAN), and cable infrastructure.�1611h Tom's unique combination of voice, data, and infrastructure experience provides our clients with years of design, selection, and implementation experience with all facets of IT and telecommunications. Tom has direct experience in the detailed design of contact centers, IVR operations, and the integration of voice and data services for multi -location clients. Highlights • Lead Project Manager, State of Wisconsin, saving the state over $90 million in telecommunications service costs • Former Partner and National Telecom Consulting Project Leader for RSM McGladrey, the nation's fifth-largest CPA and consulting firm • Call Center Campus Instructor at Purdue University, Center for Customer - Driven Quality • Provided telecommunications consulting services to nearly 300 public agencies throughout the United States, including government agencies, non-profit organizations, healthcare and financial institutions, and educational institutions at the K-12 and higher education levels Agency Experience City of Bettendorf City of Bloomington City of Brentwood City of Burbank City of Calabasas City of Camarillo City of Cape Coral City of Chino City of Corona City of Countryside City of Deerfield Beach City of Downey City of Dunedin City of Eau Claire City of Escondido City of Fort Lauderdale City of Foster City City of Kinston City of La Habra City of La Puente City of Laguna Niguel City of Lake Forest City of Mason City City of Matteson City of Miami Springs City of Moline City of Mount Airy City of Mount Dora City of Murrieta City of Naperville City of New Hampton City of New Haven City of Oakbrook Terrace City of Orland Park City of Palm Desert City of Palmdale City of Piedmont City of Pompano Beach City of Port St. Lucie City of Prospect Heights City of Rancho Cucamonga City of Rancho Mirage City of Redlands City of Rock Island City of Rockford City of Sacramento City of Salisbury City of San Clemente City of San Gabriel City of San Rafael City of Sierra Madre City of Sioux Falls City of South Pasadena City of South San Francisco City of St. Charles City of Upland City of Waukegan City of Wauwatosa City of West Allis City of West Covina City of West Des Moines City of West St. Paul County of Buncombe County of Cabarrus County of DuPage County of Milwaukee County of Montgomery County of Orange County of Peoria County of San Bernardino County of Sangamon County of Tazewell County of Tuolumne County of Will County of Winnebago County of Yolo Town of Danville Town of Truckee Village of Arlington Heights Village of Cary Village of Lincolnwood Village of Northfield Village of Oak Brook Village of Oak Park Village of Palos Park Village of River Forest Village of Riverside Civitas Schools Consolidated SD 158 Algonquin CUSD 300 Arlington Heights Township HSD 214 Assumption Catholic High School, Davenport Batavia SD 101 Burlington Central CUSD 301 Castaic Lake Water Agency Cedar Rapids Community School District Davenport Community Schools Davenport School District DeKalb CUSD 428 CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE Diocese of Davenport Catholic Schools Diocese of Madison Catholic Schools Dubuque Community School District Eastern IL University Elgin School District Forest Preserve District of Will County Geneva Community Unit SD 304 Glenview Schools Gower School District 62 Hampton SD 29 Harlem SD 122 Harrison SD 36 Harvard CUSD 50 IL Action for Children Illinois State University Indian Prairie CUSD 204 Irvine School District Knoxville Community School District Livermore Area RFD Madison School District Mason City School District Mount Prospect SD 57 Naperville CUSD 203 Newhall County Water District Norridge Park District North Scott School District Oak Park Public Library Ohlone Community College Omaha Public Power District (OPPD) Orland Park CHSD 230 Oswego CUSD 308 Oswego Public Library District PACE Suburban Bus Division RTA Park District of Highland Park Park Ridge -Niles CCSD 64 Port Byron Central School District Rapid City Area Schools Riverdale CUSD 100 Riverside SD 96 Rockford Public Library Salisbury -Rowan Utilities (SRU) San Bernardino Municipal Water Department San Jose/Evergreen Community College Schaumburg Township District Library Sherrard Community Schools Shorewood School District South Florida Water Management St. Ambrose University St. Charles CUSD 303 Sunset Ridge SD 29 University of Chicago University of Michigan University of Notre Dame Wahlert Catholic High School Washington County School District West Allis School District West Aurora SO 129 Wheaton-Warrenville SD 200 Whitnall School District Cedar Falls Utilities Central Illinois Power Church of Our Savior CREDENTIALS, DEGREES, AND AFFILIATIONS • Bachelor of Arts in Communications — St. Ambrose University • Ongoing training from Avaya/Cisco/S h o reTe I/N o rte I/Mit el/NEC, and others • Past President and current member of the Iowa Telecommunications Users Group (ITUG) • Member, All Major Vendor Consultant Programs • Member, Association of Communications Technology Professionals in Higher Education (ACUTA) • Member, Building Industry Consulting Services, International (BICSI) • Member, Healthcare Information and Management Systems Society (HIMSS) • Member, Society of Telecommunications Consultants (STC) • Member, Institute of Electrical and Electronics Engineers (IEEE) SPECIALTIES • Billing Audits and Cost Reviews • Carrier Services Cost Analysis • Competitive Hardware and Services RFP Development and Evaluations • Implementation Project Management • Operational Assessment and Workflow • Strategic Telecommunications Planning • VOIP Readiness Assessments and Review PN Project Management KMsoatlror ]. _ Institute. coNWwICAXIO t100010t v CONSur,wq n,tefwrcxwwi 31 1 33 Information Technology Master Plan l�Gcuoaesp ,, Toby Soto Senior GIS Consultant Toby Soto has 26 years of GIS experience in the local government sector. Toby's previous GIS positions in local government provide clients with tremendous GIS implementation and integration experience. He understands the link between Business Unit GIS needs, technical requirements, and a practical, cost-effective GIS strategy. Toby is considered an industry expert in GIS Leadership and Management and regularly publishes GIS -related articles and resources. He also hosts monthly webinars addressing GIS managers' pain points and best practices. Highlights • Esri SAG Award with the City of Anaheim GIS • 2011 Implemented Project ViewFinder Application, saving the City of Anaheim $100,000 per year in repaving cost • Extensive GIS presentations at Esri's User Conferences, Meetups, User Groups, Podcasts, and Webinars Former Orange County GIS Users Group Coordinator • Multiple Local Government GIS Implementations and Implementations • Former IT Manager, City of Lake Elsinore • Former Chief of Technical Information, Wester Riverside County Regional Conservation Authority Project Experience • Process Streamlining and Redefinition • Process Workflow Creation • Software Configuration and Troubleshooting • Project Management • GIS Strategy and Organization Development • GIS Policy Development • Open Data Strategy Development • Business Process Analysis • Web/Cloud-Based Technology and Workflow Optimization • GIS ROI Analysis • GIS Web App Development • Citizen Access GIS Web Maps Development Agency Experience City of Anaheim City of Azusa City of Brisbane City of Carlsbad City of Cathedral City City of Cedar Hill City of Dana Point City of Diamond Bar City of Larkspur City of Lake Elsinore City of Mountain View City of Newark City of Pflugerville City of Piedmont City of Pinole City of Rancho Cucamonga • GIS Migration and Workflow Development • ETL Conversions • Cognos and Crystal Reports • GIS Enterprise Application Integrations • Implementation and Maintenance of Online GIS Services • Database Administration • GIS Budget Development • GIS Leadership Coaching and Mentoring • Server Management • Network Analysis and Maintenance • CIP Project Tracking City of Rancho Mirage East Bay Regional Park District City of Riverside EI Toro Water District City of Salinas Four Rivers Sanitation Authority City of San Clemente Jurupa Community Services City of Sandpoint District City of Simi Valley Las Virgenes Water District City of Tracy Riverside County Sherrifs City of Vacaville Department City of West Sacramento West County Wastewater City of Whittier Western Riverside County City of Windsor Regional Conservation City of Wood Dale Authority Town of Windsor Disneyland (GIS Village of Oswego Programmer/Analyst — Riverside County Water/Electric utilities) Mendocino County CLIENTFIRST TECHNOLOGY CONSULTING OPTIMAL TECHNOLOGY GUIDANCE EDUCATION • CSU Fullerton SPECIALTIES • GIS Strategic Planning • GIS Implementation • GIS Integration • GIS Web Development • GIS Mobile Applications • Open Data/ Philanthropy 321 33 City of Rancho Mirage Transformation Article Information Technology Master Plan l�Gcuoaesp ,, Published Digital ClientFirst has assisted the City of Rancho Mirage with various Technology Projects, starting with a citywide Technology Master Plan and Roadmap to transform the City and its operations digitally. The following article was published to showcase these digital transformation improvements. We also jointly presented these transformation efforts at the annual California Society of Municipal Finance Officers (CSMFO) conference. CLIENTFIRST TECHNOLOGY CONSULTING 33 1 33 OPTIMAL TECHNOLOGY GUIDANCE api PY � i �k✓ a ......... ` _ li ��Tu6G�6 yw L911 5078', 0E61FIsl hnpjiGsRou o1,Fpc. Glf1. 01.If V f C,HO 1SIH'I('B' GsI!}oLuI' afUP12 LswOFGI1, suq bsa oupus' CITlssus MITI ps spls to Cpscjc s b6LwIF;2 bLOGG22 �112ooU PG 2TLGswllusq' Vuq sTlJcs y,IssuMplTG' Fps CIFa,2 beLUIIFTIU& Lor. smblo]�csz a.q cps bsX,. 7 gsbst.FcusuF ElsctLoulc Llwszgssaz x,iTT 2rwbIIL1, wsFFGLz z?PmlresaFlA LGgncs bLocs.... Furs' Irl G bsbsLJs2z JUAOIClun. 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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 thirty-five (35) days after recordation of the Notice of Completion contingent upon no claims being filed on the Project. BACKGROUND AND ANALYSIS: In 2016, the City was awarded an Active Transportation Program (ATP) federal grant to construct the Lampson Avenue Bike Lane Gap Closure Project (Project). Consistent with the City's General Plan Circulation Element, the Project would create a Class II dedicated bike lane along both directions of Lampson Avenue between Basswood Street and Seal Beach Boulevard, connecting to the existing Class II bike lane heading east towards Valley View Boulevard. On December 11, 2023, the City Council adopted Resolution 7470, awarding a Public Works Agreement to Sequel Contractors, Inc. for the Project. Due to coordination delays associated with Southern California Edison (SCE) in removing the existing streetlight poles and foundations, and The Gas Company (SCG) in working along a high-pressure line, the Project construction duration was delayed by approximately two (2) months. The Project has been completed and inspected to the satisfaction of the City Engineer. It is requested that the City Council formally accept the Project and direct staff to file a Notice of Completion (NOC) with the Orange County Clerk -Recorder's Agenda Item D Office and release the retention thirty-five (35) days after recordation of the NOC contingent upon no claims being filed on the Project. Upon the City Council's acceptance, staff will proceed with the Project close-out documents pursuant to federal funding requirements. ENVIRONMENTAL IMPACT: The State has determined that this Project has no significant impacts on the environment as defined by the National Environmental Policy Act (NEPA), and that there are no unusual circumstances as described in 23 CFR 771.117(b). The State has determined that the project is a Categorical Exclusion under 23 CFR 771.117(c); activity (c)(3). The Project complies with all requirements of the California Environmental Quality Act (CEQA) and is categorically exempt under section 15301 (c) of the CEQA Guidelines. LEGAL ANALYSIS: The City Attorney has reviewed and approved the resolution as to form. FINANCIAL IMPACT: Eight (8) change orders were issued due to unforeseen conditions. These included, but were not limited to, additional vegetation removal, utility line and traffic signal equipment relocation, and miscellaneous pavement work. The table below presents the breakdown of the Project's construction costs: Description Amount Total Base Bid $2,179,697.09 Contract Change Orders $ 109,049.30 Project Cost $ 2,288,746.39 STRATEGIC PLAN: This item is not applicable to the Strategic Plan. RECOMMENDATION: That the City Council adopt Resolution 7631: 1. Accepting the Lampson Avenue Bike Lane Gap Closure Project, CIP ST1811, in the amount of $2,288,746.39; and, Page 2 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 thirty-five (35) days after recordation of the Notice of Completion contingent upon no claims being filed on the Project. SUBMITTED BY: Iris Lee Iris Lee, Director of Public Works ATTACHMENTS: A. Resolution 7631 B. Notice of Completion Page 3 NOTED AND APPROVED: Patrick Gaffegos Patrick Gallegos, Interim City Manager RESOLUTION 7631 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL ACCEPTING COMPLETION OF THE LAMPSON AVENUE BIKE LANE GAP CLOSURE PROJECT, CIP ST1811, BY SEQUEL CONTRACTORS, INC., AND DIRECTING THE FILING OF A NOTICE OF COMPLETION FOR THE PROJECT THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE: Section 1. The City accepts the completion of the Lampson Avenue Bike Lane Gap Closure Project, CIP ST1811, by Sequel Contractors, Inc. in the amount of $2,288,746.39; and, Section 2. The City Clerk is hereby directed to file a "Notice of Completion" for the Project with the Orange County Clerk -Recorder within fifteen (15) days of the date of this resolution and to release retention 35 days after the recordation of the Notice of Completion contingent upon no claims being filed on the Project. PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a regular meeting held on the 14th day of April 2025 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Lisa Landau, Mayor ATTEST: Gloria D. Harper, City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } 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 7631 on file in the office of the City Clerk, passed, approved, and adopted by the City Council at a regular meeting held on the 14th day of April 2025. Gloria D. Harper, City Clerk RECORDING REQUESTED BY AND WHEN RECORDED MAIL TO CITY OF SEAL BEACH Attn: City Clerk 211 - 8th Street Seal Beach, CA 90740 Space of above this line for Recorder's use. *** No Recording Fee Pursuant to Government Code Sections 6103 and 27383 **** NOTICE OF COMPLETION Notice pursuant to Civil Code Section 9204, must be filed within 15 days after completion. Notice is hereby given that: 1. The undersigned is owner or corporate officer of the owner of the interest or estate stated below in the property hereinafter described: 2. The full name of the owner is: City of Seal Beach. 3. The address of the owner is: 211 — 8th Street, Seal Beach, CA 90740. 4. The nature of the interest or estate of the owner is: In Fee. The City of Seal Beach. 5. A work of improvement on the property hereinafter is described as substantially completed on January 15, 2025. The work was Lampson Avenue Bike Lane Gap Closure Project, CIP ST1811. 6. The name of the contractor(s), if any, for such improvement was: Sequel Contractors, Inc. 7. The date of the Contract Award was December 11, 2023. 8. The property on which said work of improvement was completed in the City of Seal Beach, County of Orange, State of California, and is described as follows: Lampson Avenue between Seal Beach Boulevard and Basswood Street, Seal Beach, CA. Date: Iris Lee, Director of Public Works, City of Seal Beach Signature of owner or corporate officer of owner named in paragraph 2 or agent. VERIFICATION I, the undersigned, say: Iris Lee (Director of Public Works) declarant of the foregoing notice of completion; have read said notice of completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury the foregoing is true and correct. Executed on , 2025, at Seal Beach, California. (Date of Signature) Iris Lee, Director of Public Works, City of Seal Beach AGENDA STAFF REPORT 'c:4C IFORWP: DATE: April 14, 2025 TO: Honorable Mayor and City Council THRU: Patrick Gallegos, Interim City Manager FROM: Iris Lee, Director of Public Works SUBJECT: Approving and Authorizing the Purchase for the Replacement of Marine Safety Vehicle Unit #5140 SUMMARY OF REQUEST: That the City Council adopt Resolution 7632: Authorizing the purchase of Marine Safety Vehicle Unit #5140 replacement for a total cost of $51,829.29, from National Auto Fleet Group pursuant to the Cooperative Purchase Contract with Sourcewell, Master Vehicle Contract #091521 -NAF, including the execution of a purchase order and all other necessary documents to effectuate the purchase, in accordance with the cooperative purchasing procedures set forth in Seal Beach Municipal Code Section 3.20.025(D); and, 2. Approving Budget Amendment BA #25-10-02; and, 3. Authorizing the Interim City Manager to surplus the existing Marine Safety Vehicle Unit #5140 upon the completion of the replacement vehicle purchase and equipment upfitting. BACKGROUND AND ANALYSIS: On January 27, 2025, a Fleet Modernization Analysis Report (Report) was presented to City Council providing a comprehensive fleet modernization strategy and criteria for the prioritization of unit replacement to increase efficiency and reduction of costs over the lifecycle of the unit. The criteria include but is not limited to, vehicle age, maintenance repairs and history, mileage milestone, and usage case. On March 24, 2025, the City Council adopted Resolution 7628 approving the purchase of three (3) Police pursuit vehicles and one (1) backhoe, based on the Report criteria. The item originally included the replacement of Marine Safety Vehicle Unit #5140; however, National Auto Fleet Group notified the City of a quote Agenda Item E error and could not honor the price. As such, Unit #5140 was omitted from the City Council action. Staff resolicited for an updated Unit #5140 replacement quote through Sourcewell Master Vehicle Contract #091521 -NAF, as permitted by City of Seal Beach Municipal Code Section 3.20.025(D), for a total cost of $51,829.29. The Municipal Code provides for an exemption from the City's competitive bidding requirements for purchases made through a cooperative purchase program. Pricing under cooperative purchasing programs is competitively solicited and generally ensures best pricing by leveraging the volume of participating members region and/or nationwide. 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 the proposed administrative action will not have a significant impact on the environment. LEGAL ANALYSIS: The City Attorney has approved the resolution as to form. FINANCIAL IMPACT: The following is the price breakdown of the Marine Safety Vehicle #5140 through Sourcewell: Unit Number Description Cost 5140 2025 Toyota Tacoma $ 51,829.29 Budget Amendment BA #25-10-02 will allocate funds for the unanticipated cost increase as noted below: Description Account Revised/Adopted Proposed Budget Budget(diff) Budget Amendment Vehicles 106-230-0828-53600 $ - $ 51,829.29 $ 51,829.29 Transfer In- 106-000-0000-49200 $ 1,770,623.00 $ 1,822,452.29 $ 51,829.29 Operation Transfer Out- 601-000-0000-59200 1 $ - $ 3,393.13 $ 3,393.13 Operation Page 2 The vehicle cost will be funded from the Revitalization Project BG2401 and the Vehicle Fund 601 through Tidelands. Any unspent funds will be returned to the original funding source. STRATEGIC PLAN: This item is not applicable to the Strategic Plan. RECOMMENDATION: That the City Council adopt Resolution 7632: 1. Authorizing the purchase of Marine Safety Vehicle Unit #5140 replacement for a total cost of $51,829.29, from National Auto Fleet Group pursuant to the Cooperative Purchase Contract with Sourcewell, Master Vehicle Contract #091521 -NAF, including the execution of a purchase order and all other necessary documents to effectuate the purchase, in accordance with the cooperative purchasing procedures set forth in Seal Beach Municipal Code Section 3.20.025(D); and, 2. Approving Budget Amendment BA #25-10-02; and, 3. Authorizing the Interim City Manager to surplus the existing Marine Safety Vehicle Unit #5140 upon the completion of the replacement vehicle purchase and equipment upfitting. SUBMITTED BY: Iris .Gee Iris Lee, Director of Public Works NOTED AND APPROVED: cPatricka(legos Patrick Gallegos, Interim City Manager Prepared by: Sean C. Low, Deputy Public Works Director — Maintenance/Utilities ATTACHMENTS: A. Resolution 7632 Page 3 RESOLUTION 7632 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING AND AUTHORIZING THE PURCHASE FOR THE REPLACEMENT OF MARINE SAFETY VEHICLE UNIT #5140 WHEREAS, the City owns, operates, and maintains a fleet of vehicles and heavy equipment; and, WHEREAS, on January 27, 2025, a Citywide Fleet Modernization Analysis Report (Report) was published and presented to the City Council, detailing a comprehensive fleet replacement and modernization strategy; and, WHEREAS, the Report identifies specific City vehicles for replacement based on general wear and tear, years in service, mileage milestone, or vehicles deemed out of commission; and, WHEREAS, Marine Safety Unit #5140 is recommended for replacement per the Report's replacement criteria; and, WHEREAS, Seal Beach Municipal Code Section 3.20.025(D) provides an exemption from competitive bidding requirements for purchases made through a cooperative purchasing program. NOW, THEREFORE, THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE: Section 1. The City Council hereby approves and authorizes the purchase of Marine Safety Vehicle Unit #5140 replacement for a total cost of $51,829.23, from National Auto Fleet Group pursuant to the Cooperative Purchase Contract with Sourcewell, master vehicle contract #091521 -NAF, including the execution of a purchase order and all other necessary documents to effectuate the purchase, in accordance with the cooperative purchasing procedures set forth in Seal Beach Municipal Code Section 3.20.025(D); and, Section 2. The City Council hereby approves Budget Amendment BA #25-10- 02 allocating funds as follows: Description Account Revised/Adopted Proposed Budget Budget(diff) Budget Amendment Vehicles 106-230-0828-53600 $ - $ 51,829.29 $ 51,829.29 Transfer In- 106-000-0000-49200 $ 1,770,623.00 $ 1,822,452.29 $ 51,829.29 Operation Transfer Out- 601-000-0000-59200 $ - $ 3,393.13 $ 3,393.13 Operation Section 3. The City Council hereby authorizes the Interim City Manager to surplus the existing Marine Safety Vehicle Unit #5140 upon the completion of the replacement vehicle purchase and equipment upfitting. PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a regular meeting held on the 14th day of April 2025 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Lisa Landau, Mayor ATTEST: Gloria D. Harper, City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } 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 7632 on file in the office of the City Clerk, passed, approved, and adopted by the City Council at a regular meeting held on the 14th day of April 2025. Gloria D. Harper, City Clerk AGENDA STAFF REPORT 'c:4C IFORWP: DATE: April 14, 2025 TO: Honorable Mayor and City Council THRU: Patrick Gallegos, Interim City Manager FROM: Michael Henderson, Chief of Police SUBJECT: Approving and Authorizing a Memorandum of Understanding Between the County of Orange and the City of Seal Beach for the Use of the Countywide Mass Notification System, AlertOC SUMMARY OF REQUEST: That the City Council adopt Resolution 7633: 1. Approving the Memorandum of Understanding (MOU) with the County of Orange for the AlertOC Countywide Mass Notification System; and, 2. Authorizing the Interim City Manager to execute this memorandum on behalf of the City. BACKGROUND AND ANALYSIS: AlertOC has been a vital tool for emergency communication since its inception in 2008, reaching hundreds of thousands of Orange County residents. Public safety agencies have used the system for a variety of critical notifications, including missing children alerts, severe weather warnings, COVID-19 updates, and evacuation orders. On July 22, 2008, the Orange County Board of Supervisors (Board) approved a Memorandum of Understanding (MOU) allowing regional use of AlertOC. This agreement included the City of Seal Beach and other Orange County municipalities, along with public universities responsible for resident safety and operating public safety answering points. Under the MOUs, participating entities can utilize the County's Mass Notification System in accordance with the Countywide Mass Notification System Operating Guidelines and vendor agreements. The Board subsequently approved extensions of these agreements in 2013, 2016, and 2021, ensuring continued access for these entities, including the City of Seal Beach. Agenda Item F The City of Seal Beach will continue to have full access to the AlertOC system for emergency notifications, with the County of Orange managing the overall contract with the system provider, Everbridge, Inc. There is no cost to the City for emergency use of the system through December 30, 2029. Execution of this agreement formalizes the City's rights and responsibilities to use the system in accordance with County and State guidelines. As there is no financial impact on the City, entering into this MOU is an efficient and cost-effective method of ensuring that the City maintains robust communication capabilities for emergencies and public safety operations. The Seal Beach Police Department's Emergency Services Division requests approval of this updated non-financial MOU between the City of Seal Beach and the County of Orange, extending the City's use of the notification system through December 30, 2029. 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: There is no financial impact for this item. STRATEGIC PLAN: This item is not applicable to the Strategic Plan. RECOMMENDATION: That the City Council adopt Resolution 7633: 1. Approving the Memorandum of Understanding (MOU) with the County of Orange for the AlertOC Countywide Mass Notification System; and, 2. Authorizing the Interim City Manager to execute this memorandum on behalf of the City. Page 2 SUBMITTED BY: 9Uichaefffendderson Michael Henderson, Chief of Police NOTED AND APPROVED: Patrick Gallegos Patrick Gallegos, Interim City Manager Prepared by: Brian Gray, Emergency Services Coordinator ATTACHMENTS: A. Resolution 7633 B. Memorandum of Understanding with the County of Orange Page 3 RESOLUTION 7633 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING THE MEMORANDUM OF UNDERSTANDING (MOU) WITH THE COUNTY OF ORANGE AND AUTHORIZING THE INTERIM CITY MANAGER TO EXECUTE THE AGREEMENT ON BEHALF OF THE CITY WHEREAS, the City Council hereby approves the Memorandum of Understanding Between the County of Orange and the City of Seal Beach; and, WHEREAS, AlertOC has been used since its inception in 2008 to contact hundreds of thousands of Orange County residents in times of emergency. Public safety agencies have utilized AlertOC for a wide range of notifications, including missing children, severe weather warnings, traffic hazard information, and evacuations; and, WHEREAS, a new MOU is necessary for the term of December 30, 2024, through December 30, 2029. NOW, THEREFORE, THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE: Section 1. Approving the Memorandum of Understanding (MOU) with the County of Orange for the AlertOC Countywide Mass Notification System. Section 2. Authorizing the Interim City Manager, Patrick Gallegos, to execute this MOU on behalf of the City of Seal Beach. PASSED, APPROVED, AND ADOPTED by the Seal Beach City Council at a regular meeting held on the 14th day of April 2025 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Lisa Landau, 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 7633 on file in the office of the City Clerk, passed, approved, and adopted by the City Council at a regular meeting held on the 14th day of April 2025. Gloria D. 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The dangers of drug abuse in the workplace; b. The organization's policy of maintaining a drug-free workplace; C. Any available counseling, rehabilitation and employee assistance programs; and d. Penalties that may be imposed upon employees for drug abuse violations. Provide as required by Government Code Section 8355(a)(3) that every employee who works under this Contract: a. Will receive a copy of the company's drug-free policy statement; and b. Will agree to abide by the terms of the company's statement as a condition of employment under this Contract. Failure to comply with these requirements may result in suspension of payments under the Contract or termination of the Contract or both, and the Contractor may be ineligible for award of any future County contracts if the County determines that any of the following has occurred: f . The Contractor has made false certification. or The Contractor violates the certification by failing to carry out the requirements as noted above. 17. EDD Independent Contractor Reporting Requirements: Effective January 1, 2001, the County of Orange is required to file in accordance with subdivision (a) of Section 604 LA of the Internal Revenue Code for services received from a "service provider" to whom the County pays $600 or more or with whom the County enters into a contract for $600 or more within a single calendar year. The purpose of this reporting requirement is to increase child support collection by helping to locate parents who are delinquent in their child support obligations. The term "service provider" is defined in California Unemployment Insurance Code Section 1088.8, subparagraph B.2 as "an individual who is not an employee of the service recipient for California purposes and who received compensation or executes a contract for services performed for that service recipient within or without the state." The term is further defined by the California Employment Development Department to refer specifically to independent Contractors. An independent Contractor is defined as "an individual who is not an employee of the government entity for California purposes and who receives compensation or executes a contract for services performed for that government entity either in or outside of California." The reporting requirement does not apply to corporations, general partnerships, limited liability partnerships, and limited liability companies. Additional information on this reporting requirement can be found at the California Employment Development Department web site located at hfa://www.edd.ca.2ov/Employer_Services.htm 18. Equal Employment Opportunity: The Contractor shall comply with U.S. Executive Order 11246 entitled, "Equal Employment Opportunity" as amended by Executive Order 11375 and as County of Orange rb1A-060--25010178 File No. 2424402 Sheriff -Coroner Purchasing Services Bureau Public Mass Notification Syslern Page 16 of 57 2�ts�t> Cotious��batic�sa2c�s& 2suk s2 gsc wm b8(QSSC a22�O�S,SCa�toN �T2�6115 ba8s j� o�2� cp"VS(1 o�ptiau&s Y�1 OQO 520i0I�8 Lt�srAo' SdSddOs LOL PLGUCIJ OL AI0IUTIOU Ot TPI? 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(E) Federal Grant recipients, subrecipients, contractors and subcontractors shall comply with 2 C.F.R. §200.323. Procurement of recovered materials. (F) Contracts for more than the federal Simplified Acquisition Threshold (SAT), which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.0 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate. (G) All contracts in excess of the federal Micro -Purchase Threshold (MPT) must address termination for cause and for convenience by the non-federal entity including the manner by which it will be affected and the basis for settlement. (H) Federal Grant recipients, subrecipients, contractors and subcontractors shall comply with the provision at Federal Acquisition Regulation (FAR) to implement the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (FY 2019 NDAA) (Pub. L. No. 115-232 [2018]) Section 889 (b)(1)—Prohibition on Contracting with Entities Using Certain Telecommunications and Video Surveillance Services or Equipment. (1) Contractor shall comply with applicable provisions of Appendix II to Part 200 — Contract Provisions for Non -Federal Entity Contracts Under Federal Awards of the Code of Federal Regulations, https://www.ecfr.gov/cgibiiV retrieveECFR?gp=&SID=2fb42d bbec4797fa42d02832e3f524f8&mc=true&n= pt2.1.20 0&r=PART&ty=HTML%20-%20ap2.1.200-1521. ii. 38. Debarment and Suspension: Debarment and Suspension (Executive Orders 12549 and 12689). A contract award must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. 39. Byrd Anti -Lobbying Amendment: Byrd Anti -Lobbying Amendment (31 U.S.C. 1352) --If this Agreement exceeds $100,000, Contractor must file with the County, the certification required by 31 U.S.C. 1352. Each tier certifies to the tier above that Contractor will not and has not used Federal appropriated finds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Contractor must also disclose to the County any lobbying with non -Federal fonds that takes place in connection with obtaining any Federal award. Contractor must execute the certification, as provided in Attachment J. County of Orange IVL4-060--25010/78 File No. 2424402 Sheriff-Coroner/Purchasing Services Bureau Public Mass Notification System Page 23of57 ZNs� Cosouss�bsssc)Jazt>st ?sUlrr% gsrs.eass WART-ytazz AAWMC-WO s Z)atq s bests SA o•L2�, CosssssT o"�pscsssts 9YtT-00--52010\ JS H.ics moo' SdSdd05 -2IRUgInLs bins TO LOIIOM- D• vlolplUR psLslU 2I UJI LsugsL UUX surblOass OL COUTLUCTOL au sUlbjoass OL COnuTX• LSUJOns guq Lsblgcs 2ncp Gwbloass MOLKIII?L rlugsL Ipl2 VRLssuJsul• COnula olpsLM12C Ls92ouapla gssur2 gu g22JRusq Gwbloass rlugcccblgpls' COUTLgCIoL 2pgII g{IsL 922IRUUJsuI of gu suJbloAss to MOLK bsLLOLUJsq 9220CIsIsq MIIp Ip12 VRLsslJlsul' OL it C' Ib gua of Ips bLOpIsUJ2 Igsulll»rsq Ml IJ Ls2bscl to COUfLUCTOL,2 suJbloass2 uLs gl2consLsq I• 1l2gRs OtIIIGRUI COUILOIJsq wp2lgucs2 g2 gsLiusq pa lsgsLgl JUM• CgllloLuiu gLJnsL,2 IICsu2s OL g Dfll COUAICllOu Mllplu Ips bLJOL IMO (3) asgL2• 3• tApsLs 2ncp Gwbloass,2 gnlls2 Iucings gLJnluR g nsprcjs' gp2sucs Ob g ngllq UJsuIgl OL bpAmul pgLw to b6L2Ou2- S ball CLJUJIUUI COunlcllou2 boL IpsI,I' prlLRIULA OL cougncl cgn2lu?, kobuo� quwjRc OL j IugpIIIIT OL nuMrlpRus22 To bsLLOLUJ Iu g coulbslsul UJguusL• MIJOW Ips bOLGROIuR bLoccgflLs2 Iuglcgls: B• COUfLJCIOL zpUJI AOI U22JRu TO MOLK nugsL Iprz VRLOGUJGUT Suis COUTLUCIOL bsL2Ouusl 92 TO COUTL011sq 2np2lgucs2 g2 gslJusq p1, bsgsLUI Igo'^' f bGLLOLAJ gLf1PL 2cLssuruR IO g6IGLUJIUs Ipgl 2ncp slJJbloXGs2 gLs uoI n2sL2 Ot IJJsJaUI Mllpru IMO (3) asgL2 bLIOL TO COUJUJSucsUJGUT OJ; 2GLAICs2 psLGnugsL' 2sLnlcs2 psLsflugsL pgns ngllq CgIlboLup gLlnsL,2 Ilcsu2s2 glrq UO DnI COUnICIlOu2 3 y2csL4glu Ipgl Ipo2s suJbloass2 MpO ULs LsdnlLsq to gLlns Iu Ips corlL2s OLbsLLOLUJIUR S• IudfllLs g2 To bg2l CLIUJJUGI lsloUX COunlcllou2• I • bsLtOLUI pgcKRLOnuq CpscK2 g2 to bg2l slubloauJsul pl2Ioa- psLsrrugsL: y COUTLgcIOL 2pgll' MIIp Ls2bsCl to all suJblOAss2 0t COUILUCfOL bUtOLUJIUR 2sLnres2 alp• ?Garr lfl gsdnlr srusu12: CONTRACT SIGNATU RE PAGE IN WITNESS WHEREOF, the Parties hereto have executed this Contract # MA -060-25010178 for a Public Mass Notification System (PMNS) on the dates opposite their respective signatures. Contractor*: Everbridge, Inc. Title: Vice President Print Nam(Noah Webster Date: 10/1/2024 Contractor*: Everbridge, Inc. I le S: •�-� Title: Secretary Print Name: Noah Webster Date: 10/ 1 /2024 *If the contracting party is a corporation, (2) two signatures are required: (1) signature by the Chairman Of the Board, the President or any Vice President; and one (1) signature by the Secretary, any Assistant Secretary, the Chief Financial Officer or any Assistant Treasurer. The signature of one person alone is sufficient to bind a corporation, as long as he or she holds corporate offices in each of the two categories described above. For County purposes, proof of such dual office holding will be satisfied by having the individual sign the instrument twice, each time indicating his or her office that qualifies under the above described provision. In the alternative, a single corporate signature is acceptable when accompanied by a corporate resolution demonstrating the legal authority of the signature to bind the company. County Of Orange A political subdivision of the State of California Sheriff -Coroner Department By: Title: Yri Print Name:0:%j�'VrJena6Date: Zq Approved by the Board of Supervisors: Approved as to Form Office of the County Counsel Orange County, California DocuSigned by: By: Deputy g7726751 D1 E947E County of Orange AIM -060-25010178 File No. 2424402 Sherif)=Coroner/Purchasing Services Bureau Public A4ass Notification System Page 25 of 57 Z�Sstt Co�ousti�bntic�SazsuB Zstinscsz gn�scztc bn�Sscyquzzy�oft tcczStou �Tatsuc bcz&s SQ 6VI\ GonutTo�p�csu8s �N�T OQO 52010IJ8 UP -I 0' SA'SAA S nullulllsq Dolusztrc n2gfs' yqg22 AOf!blCglrou boL LL9u2boLtuT!ou' Coululnulla EuRgRG lsul' uuq Iprz bM2 20UMULs CoulLgct Iuclrrgc YgU22 MO ICUIIOu Buts bOL Zlgts W FOCUI OonsLUlusut rnrllr Ips CLllrcgl coluulrtuiculrou2 guq sutsLbLlzs 2ubsta ubblrcugouz to ps bLonrgsq to Ips COnufx nru mill suupls Ipszs ztsbz to ps cowblstsq drlrcKla' plRpla Lslrupla ulrq at 2culs- OI&INs collbsLsucs pLlgRs2 bol. bsobls tO COIlspOLUfG' uuq uuulass LstnLu Ius22uFIsz• Vrrloulgllou uotlblcupouz uuq IurtLnctrouz nru tsxt' nores' surull—onsL 100 woqulrtrsz Iu 12 Iuu?,r1uRs2 uz ussgsq' guq Mpo TO szculuts TO It u LszbougsL 12 Ilot snsllgpls• CoulLucloL,2 blgtboLw mill Ipsu zcuq oril bL00O2262 puzsq ou tps tabs Ottpl.sgt bOL rnpO 21jorllq ps coutuctsq guq porn' rnput wc22uRs to zcuq' tln.sut uuq tpozs ussgsq TO Lszbouq• Ips bYgA? 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The system can be configured with X The Everbridge platform supports an separate sub -administration accounts unlimited number of groups, subgroups, and for each unique participating agency. groups within groups all of which are maintained in a single organization (client environment) within the Everbridge system. 24. Each User within the sub- X administration accounts has their own password. 25. The main account (OCSD-EMD) will X be notified of and can see all messages launched by the other sub - administrator accounts. 26. The system has a highly granular sub- X administration function that allows for unlimited sub -administrators to create and manage their own users and databases within a nested or silo'ed structure. 27. Some sub -administration agencies and X jurisdictions use Nixle. The system integrates with Nixle lists, operated by individual jurisdictions. 28. The system can publish notifications X automatically to social media and RSS feeds. 29. . Facebook X 30. . Twitter X 31. • Instagram X 32. O Google Alerts X 33. . YouTube X 34. • WhatsApp X 35. . RSS X 36. ! Other (specify) X Everbridge supports a Web Widget that can be added to your website to display a feed of recent notifications and the impacted area. 37. Real-time results reporting and X Everbridge offers the most powerful sets of metrics are available to Users to reporting tools in the Emergency Notification include, but not limited to: market. These include reports for use during emergency activations as well as afterwards. The system provides four types of notification reports, giving you the information you need, when you need it. All reports are capable of export. Notification Dashboard Reporting (Realtime Reporting) The first type of report is the Notification Dashboard reporting. This dashboard is a reporting system that tracks notifications in real time, allowing you to observe the results of the broadcast as they occur. Receiving real-time broadcast results allows you to make faster, more informed decisions. The dashboard reporting screen County of Orange MA -060-25010178 Fite No. 2424402 Sheriff Coroner Department Public Nlass Notification System Page 48 of 57 # Question Yes No N/A Comment automatically refreshes every 60 seconds, or it can be manually refreshed while the broadcast is active to provide up -to -the second information. You can easily access detail -level reporting to see who has received and confirmed messages and who has not. Broadcast Reports The second type of report is the Detailed Broadcast Report, which provides detailed breakdowns of each notification sent. Detailed Broadcast Reports are available online through the Web -based administration console. They can also be automatically e-mailed or faxed at the conclusion of a broadcast. Ad Hoc Reports The third type of report is the Ad Hoc Report, which allows administrators to extract specific data from the system. Ad hoc reports can be downloaded in CSV and PDF format as well as HTML format. Everbridge allows users to retrieve call records via a wide variety of record search and reporting options. Unlike some mass notification systems that provide only static report features, Everbridge's Ad Hoc Reporting functionality will allow you to pull reports that are important and meaningful for your specific needs. Users can create custom Contact Reports, and Notification Reports by choosing from a large selection of data fields from which to query. Event Analysis Reports Everbridge provides the ability for multiple messages to be viewed in a single report. Reports can be filtered to include a single- inglenotification notification— or spanning multiple notifications. Furthermore, using Event Reporting, clients may look, top down, at all messages/response details related to the same Event in a graphical and "top down" style. Detailed Notification Analysis Reports The final type of report is a detailed Notification Analysis report which allows clients to investigate the delivery details, over time and among all users targeted, for any notification campaign launched form the platform. Details about the notification are included such as the settings that were configured for the deployment, confirmation status information (with pie chart representation), and the overall number of delivery attempts made over time (with line chart representation). County of Orange IvL4-060--25010178 File No. 2424402 SheriCoroner Department Public Aloss Notification System Page 49 of 57 # Question Yes No N/A Comment 38. • percentage of attempted X and completed notifications 39. . failure rates X 40. • failure modes (with X standard response definitions across sub- contracted carriers 41. ! time of delivery X 42. . length of delivery X 43. ! total number delivered X 44. C Other 45. Customer support must be treated as a high priority with: 46. a one primary point of X _ Orange County has a dedicated Account contact at the company Manager who serves as your primary point of contact. Additionally, clients are directed to contact 24x7x365 Technical Support: littps://ww-w.evei-bridge.com/custoi-ners/supp ort/ 47. 24/7/365 emergency X Everbridge complies. We believe that client support line (for both care does not end with implementation. True administrators and self- client care continues throughout the life of registration accounts) the partnership. Your organization will receive ongoing support provided via the Internet, e- mail, and telephone. Everbridge Technical Support is available to you at any time of day or night, 24x7x365. Technical Support staff members are fulltime Everbridge employees located on-site. We do not outsource our client care services to third parties that do not have Everbridge expertise. When you reach out to Everbridge Technical Support, you will get a professional who is well- versed in the Everbridge system and is more than capable of assisting you. Additionally, Everbridge has support personnel deployed at all of our offices around the world to ensure that in large scale disaster scenarios your organization will be guaranteed the highest level of support possible. 48. • live chat X 49. . screen -sharing tools X Everbridge support personnel may initiate a Zoom session (corporate approved standard for secure meetings and collaboration) with a client to provide support if necessary. 50. • one business day X deadline for non- emergency support response County of Orange d4A-060--250/0178 File No, 2424402 SheriCoroner Deparbnent Public Altass Notification System Page 50 of 57 '��56\.I 001.01361. D6�JCS1.�l1S613� bnpSsc Y IA22 wAU 2j dv?.� C,oiwos Aommas UP K), SASAAOS ou pGFRO fps Clrsuf• uAUIIUpIG gJfu' EAGLpLIgRG CUU bnLCp92G fp!? 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This document will provide roles and responsibilities at the regional level. Individual Jurisdictions/Agencies should create and maintain subordinate procedures which incorporate the regional concepts outlined below. The step -by step procedures for activation and use will be maintained in a separate document maintained by each jurisdiction/agency as a part of their emergency response plans for overall planning and response efforts. A copy of these guidelines shall be maintained in PrepareOC. This document does not supersede any policy and procedures outlined in the Memorandum of Understandings signed by participating agencies, but should be used to support the use of the System. Authorized users must respect the integrity of the System, understand the regulatory and privacy issues, and fully comply with the guidelines outlined in this document. II. SYSTEM DESCRIPTION The primary intent of the System is to disseminate early warning and time sensitive information to County businesses and community members during an emergency event. The System is only one component of the County of Orange public warning system. As deemed fit by local authorities, the System should be used in conjunction with the other public warning mechanisms including, but not limited to: route alerting, the Emergency Alert System, outdoor warning systems, and press releases. The System is available 24/7 and has been pre -loaded with Orange County landline phone numbers (including unlisted) and countywide geographic maps. Additionally, community members have the option to provide additional contact information via self -registration portal AlertOC.gov with link access from county and all participating entity websites. The System will be used to send messages, describing the situation, impacted area, and recommended action the public should take, to affected businesses and community members via telephone, e-mail, and/or text. The County is the sponsor of the System and will take appropriate measures to ensure that the System is in a state of operational readiness at all times. It is the responsibility of all participating Agencies to maximize community member benefits from the System. While the County's intent for implementing and maintaining the System is for "emergency" use, upon consent from local authorities, cities may optionally use the System to disseminate "government -related" non -emergency notifications to community members and organization resources within its jurisdiction. Page 1 of 14 County of Orange and Orange County Operational Area Countywide Public Mass Notification System Operating Guidelines III. OVERVIEW OF GENERAL SYSTEM FEATURES At minimum, the Orange County Sheriff's Department Emergency Management Division shall acquire and maintain a System capable of meeting the following requirements: A. Licensed for use throughout the County's entire region B. Capable of sending Wireless Emergency Alerts and Emergency Alert System notifications C. Capacity to send a 45 second message to 10,000 community members and businesses within 10 minutes D. Capacity to send messages via phone, e-mail and text E. Accessible via the public internet F. Provides audit trail logging and reporting G. GIS map interface for geographic call list generation H. Community member self -registration web portal (available in threshold languages) I. Interactive phone survey technology and reporting J. Interactive Voice Response based notification setup and execution K. Unlimited vendor support, with access to vendor available for Jurisdictions as needed IV. REGULATIONS AND AUTHORITIES The System is operated in compliance with laws and regulations which are incorporated by reference into these Operating Guidelines. • 47 C.F.R. Part 11 — Emergency Alert System • 47 C.F.R. Part 10 —Wireless Emergency Alerts • American with Disabilities Act The System uses the E911 database to complete the notifications. The use of the E911 database is regulated by the California Public Utilities Code (CPUC) sections 2872 and 2891 et seq. The information contained in the E911 database is confidential and proprietary and shall not be disclosed or used except by authorized personnel for the purpose of emergency notifications. Any agency in violation of this regulation is subject to criminal charges as described in the CPUC. V. GOVERNANCE The County Board of Supervisors has authority over the System governance. The Orange County Sheriff's Department Emergency Management Division (OCSD-EMD) will manage the System as a countywide asset on a day-to-day basis. The OCSD-EMD will draft, implement and maintain policies, processes, and data related to the System. The OCSD-EMD is responsible for ensuring that the provisions of the Vendor contract are implemented properly. The Emergency Management Council Subcommittee and the Orange County Emergency Management Organization -Technology Subcommittee are responsible for recommending plans, procedures, and policies related to the System for approval. The Orange County Emergency Management Council and County of Orange Operational Area Executive Board are responsible for approving plans, procedures, and policies related to the System. Page 2 of 14 County of Orange and Orange County Operational Area Countywide Public Mass Notification System Operating Guidelines VI. AUTHORIZED USERS Use of the System by each Agency and Jurisdiction is contingent upon that Agency or Jurisdiction abiding by the contract with the mass notification vendor, and the protocols established by the Emergency Management Council and Operational Area Executive Board. The System is designed to be a countywide asset, available to all Jurisdictions that have a dedicated public safety answering point (PSAP) and/or a residential population for whom they are responsible for making protective action recommendations. An Agency may participate in the countywide System at no charge when used for emergency purposes until December 30, 2029. Entities authorized to join the system at no cost are limited to the County, Orange County Cities, the Municipal Water District of Orange County and Orange County Retail Water Agencies, and the University of California, Irvine. Each participating Jurisdiction must sign a Memorandum of Understanding (MOU) and will maintain, at minimum, a Local Administrator responsible for implementing and administering use of the System at the local level. A. County Level 1. County Administrator The OCSD-EMD will assign and maintain a designated County Administrator responsible for overall acquisition, accessibility, maintenance, compliance and management of all components required to provide an effective countywide mass notification system. The County Administrator is responsible for: 1. System acquisition and contract management. 2. Policy management and as needed modification (in consultation with public safety, emergency management and emergency response personnel.) 3. Audit compliance: routine monitoring of System use to insure policy and contract compliance. 4. Access management: record management of signed MOU from each participating Agency, distribution of local administrator accounts and updated Local Administrator contact list. 5. Data management: E911 data acquisition, update and compliance monitoring. Countywide map file acquisition, update and overall geo-coding. 6. Testing: facilitate routine System -wide test exercise, document overall test results and recommend and execute, as needed, corrective action at the County level. 7. User Testing: verify and document County Alert and Warning Users are performing monthly tests. 8. Public education campaign: initiate and facilitate public education campaign aimed at making the public aware of the countywide public mass notification system initiative and individual registration web portal. Page 3 of 14 County of Orange and Orange County Operational Area Countywide Public Mass Notification System Operating Guidelines 9. Exclusion List: maintaining exclusion lists, provided by Local Administrators, in the System. 10. System support: provide support to County Users and Local Administrators. Page 4 of 14 County of Orange and Orange County Operational Area Countywide Public Mass Notification System Operating Guidelines 2. County User The County will have two levels of users: Alert & Warning Users and Agency Users. Both Alert and Warning Users and Agency Users are responsible for obtaining Multi - Factor Authentication (MFA) software and will require MFA software to be functional for access to the System. Alert & Warning Users Orange County Sheriff's Department Emergency Communication Bureau (9-1-1 dispatch), Control One and Emergency Management Division personnel will be setup as Alert & Warning Users. Alert & Warning Users will have permission to access and launch emergency notifications to all jurisdictions within Orange County consistent with the County of Orange and Orange County Operational Area Alert and Warning Plan. Alert and Warning users should perform monthly tests including: 1. Logging into AlertOC 2. Sending a test message to one or more contacts 3. Checking message receipt to ensure message was delivered A Jurisdiction that contracts with the Orange County Sheriff's Department for police services authorizes the OCSD-Control One, OCSD-Dispatch, or OCSD-EMD personnel to launch on their behalf if requested by contracted field personnel in order to launch messages in a timely manner. These jurisdictions can also launch on their own behalf. Agency User Agency Users will have permission to execute inter -department notifications. Unincorporated areas of Orange County will have emergency messaging to the public launched by the Orange County Sheriff's Department. All other County Agencies may have access to use the System for interdepartmental use. Each participating Agency shall develop and maintain written procedures to identify and address the Agency's specific use of the System within the scope of this policy guide and provide this guideline to the Orange County Sheriff's Department Emergency Management Division. Each participating County agency shall maintain a level of training for their users consistent with the County of Orange and Orange County Operational Area Alert and Warning Plan. B. Jurisdictions Jurisdictions wishing to participate may do so by having an authoritative representative sign the "Orange County Public Mass Notification System" MOU. Upon signing the MOU, the Jurisdiction will identify a Local Administrator. The Local Administrator completed specified training and certifications before being provided with an account. Throughout the term of the MOU, the Jurisdiction may use the System to send an unlimited number of emergency notifications to the public as well as an unlimited number of emergency and non -emergency inter -department messages. Each participating Jurisdiction shall develop and maintain written procedures to identify and address the Jurisdiction's specific use of the System within the scope of this guideline. Each participating Jurisdiction shall maintain a level of training Page 5 of 14 County of Orange and Orange County Operational Area Countywide Public Mass Notification System Operating Guidelines for their users consistent with the County of Orange and Orange County Operational Area Alert and Warning Plan. Local Administrator Participating Jurisdictions agree to appoint a designated Local Administrator responsible for leading, coordinating, monitoring and optimizing use of the System at the local level. Local Administrator shall act as the Jurisdiction's central point of contact and will work collaboratively with the County Administrator to ensure local use of the system is within MOU and Operating Guidelines. Local Administrator is responsible for: 1. Contract acquisition if Agency will use the system for non -emergency purposes. 2. Local Agency Mass Notification Operating Procedure development and management. 3. Use compliance: routine monitoring to ensure System is used within the conditions and terms of this document and associated MOU. 4. Access management: Local User account distribution and management, including an annual audit of accounts; annual attestation that all Local Administrators and Local Users are authorized to continue accessing the system. Record management of MOU(s) and signed Local User certifications. 5. Testing: facilitate routine local System test exercise, document local test results and recommend and execute, as needed, corrective action at the local level. 6. User Testing: verify and document Local Users with Alert and Warning responsibilities are performing monthly tests. 7. Public education campaign: initiate and facilitate public education campaign aimed at making the local community aware of the intended use of the System and individual registration web portal. 8. System support: provide support to Local Users. 9. Providing logins and procedural training to key individuals within their Agency responsible for using the System. 10. Exclusion Lists: provide annually a review of the exclusion list for businesses, phone numbers, and organizations in the Participating Jurisdiction. 11. Training: ensuring Local Users complete security awareness training that covers at a minimum the following areas: proper protection, handling, dissemination, and destruction of confidential information (CI); threats, vulnerabilities, and risks associated with handling of Cl; social engineering; system responsibilities and expected behavior; account usage and management — including password creation, protection, and frequency of changes; system usage — allowed vs. prohibited; incident response; physical security; email protection — phishing threats and business account compromise 12. Incident Response: Local Administrator is responsible to immediately notify OCSD of any incidents that could lead to the unauthorized or accidental use, modification, disclosure, or destruction of any information contained within the system. 2. Local User: Page 6 of 14 County of Orange and Orange County Operational Area Countywide Public Mass Notification System Operating Guidelines Participating Jurisdictions may have an unlimited number of Local Users. Local Users will have access to community member contact records within their Jurisdiction or Service District. Local Users will be authorized and managed by the Local Administrator and may have varied system permissions. For Water Retail Water Agencies, Local Users may use the System to send emergency notifications to the public by using pre- established GIS shape files or the system's interactive map feature to identify their water users. Local Users are responsible for obtaining Multi -Factor Authentication (MFA) software and will require MFA software to be functional for access to the System. If a local user has access to send Alert and Warning messaging to the public then the local user should perform monthly tests including: 1. Logging into AlertOC 2. Sending a test message to one or more contacts (this can be the Alert and Warning User) 3. Checking message receipt to ensure message was delivered Page 7 of 14 County of Orange and Orange County Operational Area Countywide Public Mass Notification System Operating Guidelines VII. AUTHORIZED USE A. Emergency Public Notifications Legal restrictions exist related to issuing different types of messages through the System. All Users are required to know and understand these restrictions. The Form in Attachment B delineates the requirements for each type of message. As a general principle, the System is to be used when the public is being asked to take some action (e.g. evacuate, prepare to evacuate, shelter in place, boil tap water before drinking, local assistance centers and other follow up information, re-entry to an area after evacuation orders have been lifted or termination of the emergency because the danger has passed). Use of the System for emergency activity contains two components: (1) the need to disseminate critical, safety-related information to individuals regarding emergency events occurring now, follow up information regarding the event and termination of the emergency event, and (2) communicating with safety -responder staff, volunteers and involved parties about the emergency event. Emergency Public Notifications are limited to: 1. Imminent or perceived threat to life or property 2. Disaster notifications 3. Evacuation notices 4. Public health emergencies 5. Public safety emergencies 6. Any notification to provide emergency information to a defined community The following criteria should be used to assist with determining the need to issue an alert: 1. Severity. Is there a significant threat to public life and safety? 2. Public Protection. Is there a need for members of the public to take a protective action in order to reduce loss of life or substantial loss of property? 3. Warning. Will providing warning information assist members of the public in making the decision to take proper and prudent action? 4. Timing. Does the situation require immediate public knowledge in order to avoid adverse impact? 5. Geographical area. Is the situation limited to a defined geographical area? Is that area of a size that will allow for an effective use of the system, given the outgoing call capacity? 6. Are other means of disseminating the information inadequate to ensure proper and time delivery of the information? 7. Is the message being sent follow up information to an emergency event in progress? If the answer to ALL of these questions is "Yes", then an activation of the System for emergency purposes may be warranted. Page 8 of 14 County of Orange and Orange County Operational Area Countywide Public Mass Notification System Operating Guidelines Illustrations of incidents which may be Emergency Public Notifications are included in Attachment A. Participating Agencies are authorized to develop pre -established notification lists and messages related to specific types of emergencies. The circumstances for using these lists should be documented within County emergency plans and annexes approved by the Emergency Management Council, and their establishment coordinated with the County Administrator. Such documentation should include which forms of System notification will be used (e.g., opt -in agency data). During emergencies, messages will be coordinated with the Operational Area Emergency Operations Center or OCSD-EMD. These lists may include special populations (e.g. in-home care, schools, etc.) or those susceptible to certain risks (e.g. homes within dam inundation zone). It is the responsibility of the participating Agency to create, maintain and update these lists. B. Emergency Responder Notifications Emergency Responder Notifications are limited to: 1. Contacting first responders to advise of an emergency 2. Contacting first responders to report for duty due to an emergency 3. Contacting key staff regarding an emergency or crisis situation 4. Contacting agency employees/DSWs to report at a different time or location (or provide an update) due to an emergency 5. Exercises Emergency considerations: 1. Notification shall clearly state situation is an emergency 2. Message length shall not exceed 60 seconds 3. Message shall have a call back number specific to the agency issuing the notification. 4. It is highly recommended all messages are recorded using a real voice and not the computer transcriber. 5. It is highly recommended to provide a phone number or website where the public can obtain additional or updated information 6. An all clear notification should be sent when applicable C. Non -Emergency Public Notifications Non -emergency public notification use is prohibited for any of the following purposes: 1. Any message of commercial nature 2. Any message of a political nature 3. Any non -official business (e.g. articles, retirement announcements, etc.) 4. To send a message to an E911 obtained data source E911 data is cannot be used for non -emergency use except for testing according to the law California Public Utilities Code (CPUC) sections 2872 and 2891.1 and violators may be subject to criminal enforcement. Any Agency or Jurisdiction in violation of this term may have their use of the System suspended or their individual access revoked. Page 9 of 14 County of Orange and Orange County Operational Area Countywide Public Mass Notification System Operating Guidelines No Jurisdiction shall use the System for non -emergency public announcements unless a separate contract with the Vendor is established. Cost associated with non -emergency public notifications is the responsibility of the local Jurisdiction. Jurisdictions will be limited to using the self -registering portal entry data only when launching non -emergency messages. Jurisdictions who contract to use the System for non -emergency activity agree to give precedence to emergency notification call -outs by delaying or terminating non -emergency notification sessions if needed to increase emergency message success. The primary concern for point of failure in this situation is not the System, but the telephone port capacity of local phone providers responsible for delivering calls to community members and businesses. D. Inter -Department Communication Each participating Agency and Jurisdiction is authorized to create employee/volunteer and department call lists and pre-recorded messages. Agencies and Jurisdictions may use the System for non -emergency inter -departmental business communication as needed, without cost. It is recommended that individual Agencies identify where this would add value to their operations and establish separate written protocols and procedures for this use. Inter- departmental users will have permission to inter -departmental contact information only and are authorized to use the System solely for inter -departmental communication including but limited to first responder or volunteer call -outs. VIII. ACTIVATION OF THE SYSTEM Each Jurisdiction is responsible for launching messages to affected community members and businesses within their Jurisdiction or Service District. For messages launched by Jurisdictions on their own behalf, Jurisdictions are responsible for identifying and documenting who has the authority to launch messages. For messages launched by the County on behalf of Jurisdictions, the County requires the message be authorized by either the City Manager, City Police Chief, City Fire Chief, City Emergency Manager, or by public safety personnel on the incident scene with Incident Commander approval. Exigent circumstances will be evaluated on a case-by-case basis if the preceding individuals are not available. The County of Orange and Orange County Operational Area Alert and Warning Plan is incorporated by reference. This document delineates the processes for coordinating all alert and warning notifications, including those transmitted using this System. IX. LIMITATIONS OF THE SYSTEM Every effort will be made by the County to ensure the System operates in the manner described in the SOP. However there are limitations of technology which may cause the system to fail or provide inconsistent message delivery. Some of these limitations include: • Cell Phone Disruptions Cell Phone Reception Coverage Public Safety Power Shutoff events Page 10 of 14 County of Orange and Orange County Operational Area Countywide Public Mass Notification System Operating Guidelines X. ROUTINE TESTING Monthly System tests will be conducted to ensure that use of the System in an emergency is optimized and users are familiar with operation. All users should perform monthly message proficiency tests. Users who do not login and perform a message proficiency test at least yearly are subject to removal as a user from the System. The System will have an annual regional test. This includes testing operational readiness, activation procedures and system effectiveness as well as validating data and system processes. Through the annual test exercise, System administrators and users will be able to observe the mode of operation to augment and refresh System and process knowledge. Specific test exercise routines, roles, responsibilities and schedule will be detailed in the County of Orange and Operational Area Alert and Warning Plan. By signing the Mass Notification System MOU, participating Jurisdictions agree to take part in System drills and exercises. XI. CONFIDENTIALITY AND SECURITY Through the "Memorandum of Understanding between the County of Orange and Participants for use of Countywide Mass Notification System," each agency is bound in writing to the confidentiality obligations sufficient to permit agencies to fully perform its obligations under this policy or the vendor agreement. Jurisdictions and Agencies shall be responsible for: 1. Ensuring users have completed an appropriate background check and undergone annual security awareness training. 2. Protecting Confidential Information (CI) contained within the system against accidental or unauthorized use, modification, dissemination, or destruction. 3. Ensuring that users maintain the confidentiality of all user login and password information; 4. Ensuring that users follow the 90 day password expiration limit; 5. Ensuring that users use the service in accordance with all applicable laws and regulations, including those relating to use of personal information; 6. Immediately notifying the County Administrator of any security incident that could lead to the unauthorized access, use, modification, dissemination, or destruction of Cl contained within the system. 7. Any breach of the terms of this policy or the vendor agreement by any user; and 8. All communications by users using the service. XII. COSTS The County of Orange agrees to fund the System for notifications classified as "emergency use." The County of Orange also agrees to continue to obtain updated E911 telephone data and geographic maps. Costs associated with use of the System for non -emergency activity is the responsibility of the local Jurisdiction through separate contract with the Vendor. XIII. DEFINITIONS Page 11 of 14 County of Orange and Orange County Operational Area Countywide Public Mass Notification System Operating Guidelines System —All components of the Mass Notification System including hardware, software, access portals, contact data and GIS maps. Community members — Comprises individuals and businesses. Emergency - "Emergency" shall include, but not be limited to, instances of fire, flood, storm, epidemic, riots, or disease that threaten the safety and welfare of the individuals and property located within the boundaries of the county and participants' respective jurisdictions. XIV. REVISION HISTORY Page 12 of 14 M. April 18, 2008 PMNS Policy Document originated Committee May 19, 2008 PMNS Executive Non -emergency session termination in Review Team Section V., Item C. June 16, 2008 Teara LeBlanc Exception clause in Section VII, Item A., bullet 2. May 2010 Vicki Osborn Revision of all sections June 2012 Raymond Cheung Revision for OCSD transition May 2013 Raymond Cheung Revision for new vendor contract May 2016 Raymond Cheung Added confidentiality item to Section V., Item C. and allowed non -emergency use in Section V., Item B. and Section VIII. June 2021 Harmon "Jay" Ward Revision for new contract Revision of Sections II, III, IV, V, IX, and XI. October 2024 Harmon "Jay" Ward Revision for new contract; added User Testing for County and Local Jurisdictions in Sections VI and X; added City Emergency Manager as Authorized Requestor in Section VIII; added Section IX; added password expiration in Section XI. Page 12 of 14 County of Orange and Orange County Operational Area Countywide Public Mass Notification System Operating Guidelines XV. ATTACHMENT A— INCIDENT ILLUSTRATIONS This is a non -exhaustive list provided as examples. Page 13 of 14 Active Shooter A shooting with armed individual or individuals is Yes occurring in a known area. Boil Water An unsafe water supply issue requiring the public to boil Yes Orders water before use. Building Fire A fire occurring in an urban area requiring evacuation or Yes shelter in place for the immediate area. Violent Crimes Violent crimes that just occurred such as robbery, Yes assault, murder, etc. Felony Suspect Law enforcement is currently searching for a felony Yes at Large suspect that is suspected to be in a certain area. HazMat Hazardous Materials incidents that require a fire/hazmat Yes response and may include evacuations or shelter -in - lace orders. Health Orders Any public health order made pursuant to County Yes Health Officer recommendations. Missing Adult 12- 17 yrs with decreased mental capacity or medical Yes (920A) with condition special cires Missing Child 12 yrs or younger Yes (920C) Missing Juvenile 18 yrs and older 12- 17 yrs with decreased mental Yes (920J)with capacity or medical condition special cires Severe Weather Weather warnings that forecast an occurring or Yes Related imminent threat to public safety or coincide with protective action recommendations such as voluntary or mandatory evacuation orders. Evacuation or Voluntary or mandatory evacuation or shelter -in-place Yes Shelter -in -Place orders. Wildland Fire A fire occurring in a wildland urban interface area Yes requiring immediate evacuation or shelter -in-place. Road Closures Unplanned road closures due to an emergency Yes situation. Planned Events Road closures due to community events planned in No advance. Page 13 of 14 County of Orange and Orange County Operational Area Countywide Public Mass Notification System Operating Guidelines XVI. Attachment B — AlertOC/WEA/EAS Activation Form Page 14 of 14