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Home My WebLink AboutAgenda Packet - CC - 2023.02.06CITY v 0 ticow � � rPORATED Monday, February 6, 2023 City of Burlingame Meeting Agenda - Final City Council 7:00 PM BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 On September 16, 2021, Governor Newsom signed into law AB 361 which allows a local agency to meet remotely when: The local agency holds a meeting during a declared state of emergency 2. State or local health officials have imposed or recommended measures to promote social distancing 3. Legislative bodies declare the need to meet remotely due to present imminent risks to the health or safety of attendees On January 17, 2023, the City Council adopted Resolution Number 004-2023, stating that the City Council and Commissions may need to continue to meet remotely for at least thirty days for the following reasons: 1. There is a declared state of emergency 2. The State recommends individuals in public spaces maintain social distancing and wear masks 3. The City can't maintain social distancing requirements for the public, staff, Councilmembers, and Commissioners, in their meeting spaces Pursuant to Resolution Number 004-2023, the City Council Chambers will not be open to the public for the February 6, 2023 City Council Regular Meeting. Members of the public may provide written comments by email to publiccomment@burlingame.org. Emailed comments should include the specific agenda item on which you are commenting. Note that your comment concerns an item that is not on the agenda. The length of the comment should be commensurate with the three minutes customarily allowed for verbal comments which is approximately 250-300 words. To ensure that your comment is received and read to the City Council for the appropriate agenda item, please submit your email no later than 5:00 p.m. on February 6, 2023. The City will make every effort to read emails received after that time but cannot guarantee such emails will be read into the record. Any emails received after the 5:00 p.m. deadline which are not read into the record will be provided to the City Council after the meeting. Online City of Burlingame Page 1 Printed on 21212023 City Council Meeting Agenda - Final February 6, 2023 1. CALL TO ORDER - 7:00 p.m. - Online To access the meeting by computer: Go to www.zoom.us/join Meeting ID: 882 4258 6090 Passcode:281558 To access the meeting by phone: Dial 1-669-900-6833 Meeting ID: 882 4258 6090 Passcode:281558 2. PLEDGE OF ALLEGIANCE TO THE FLAG 3. ROLL CALL 4. REPORT OUT FROM CLOSED SESSION 5. UPCOMING EVENTS 6. PRESENTATIONS a. Recap of United Against Hate Community Conversation 7. PUBLIC COMMENTS, NON -AGENDA Members of the public may speak about any item not on the agenda. Members of the public wishing to suggest an item for a future Council agenda may do so during this public comment period. The Ralph M. Brown Act (the State local agency open meeting law) prohibits the City Council from acting on any matter that is not on the agenda. 8. APPROVAL OF CONSENT CALENDAR Consent calendar items are usually approved in a single motion, unless pulled for separate discussion. Any member of the public wishing to comment on an item listed here may do so by submitting a speaker slip for that item in advance of the Council's consideration of the consent calendar. a. Approval of the City Council Meeting Minutes for the January 17, 2023 City Council Meeting Attachments: Meeting Minutes b. Approval of City Council Meeting Minutes for the January 28, 2023 City Council Annual Goal Setting Session Attachments: Meeting Minutes City of Burlingame Page 2 Printed on 2/2/2023 City Council Meeting Agenda - Final February 6, 2023 C. Adoption of an Ordinance Amendina Chapter 15.10 of the Burlinaame Municipal Code to Update Terminology to be Consistent with the Plumbing Code and to Clarify Wastewater Discharge Permit Requirements; CEQA Determination: Exempt Pursuant to State CEQA Guidelines Sections 15378 and 15061(b)(3) Attachments: Staff Report Ordinance January 17, 2023 Staff Report d. Adoption of an Ordinance Amendina Chapter 18.30 of the Burlinaame Municipal Code Which Contains Local Amendments to the 2022 California Green Building Standards Code (CEQA Determination: Exempt Pursuant to State CEQA Guidelines Sections 15378, 15061(b)(3)) Attachments: Staff Report Ordinance Staff Report - First Reading Reach Code Ordinance e. Adoption of a Resolution to Approve the Information Technology Consulting Assistance Services Agreement with Baker Tilly US, LLP (Baker Tilly) on an As -needed Basis, with a Not -to -Exceed Limit of $100,000 Per Fiscal Year, and Authorize the City Manager to Execute the Aareement Attachments: Staff Report Resolution Professional Services Agreement Exhibit A - Services Proposal f. Adoption of a Resolution Authorizina the Citv Manaaer to Execute a Third Amendment to the Agreement with ECS Imaging, Inc. for a Three -Year Extension at a Total Cost of $95,532.39 Attachments: Staff Report Resolution Third Amendment ECS Invoice for Third Amendment Original Agreement First Amendment Second Amendment g. Authorize the Mayor to Send a Letter to State Legislators in Support of Changes to AB 2449's Brown Act Teleconferencing Provisions Attachments: Staff Report City of San Carlos Letter City of Burlingame Page 3 Printed on 2/2/2023 City Council Meeting Agenda - Final February 6, 2023 h. Open Nomination Period to Fill One Vacancy on the Planning Commission Attachments: Staff Report i. Approval of Out -of -State Travel for the Human Resources Director to Attend the Western Region International Public Management Association — Human Resources Annual Conference Attachments: Staff Report 9. PUBLIC HEARINGS (Public Comment) a. Introduction and First Readina of an Ordinance Amendina Chaoter 9.04. "Animals." of Title 9 of the Burlingame Municipal Code, Regarding the Number of Allowable Cats and Dogs; CEQA Determination: Exempt Pursuant to State CEQA Guidelines Sections 15378, 15061(b)(3) Attachments: Staff Report Ordinance 10. STAFF REPORTS AND COMMUNICATIONS (Public Comment) a. Discussion of a Smoking Ban in the Broadway Commercial District Attachments: Staff Report Palo Alto Smoking Ban Ordinance Summary Walnut Creek Smoking Ban Ordinance Summary ED Subcommittee Minutes - November 17, 2022 ED Subcommittee Minutes - December 14, 2022 11. COUNCIL COMMITTEE AND ACTIVITIES REPORTS AND ANNOUNCEMENTS Councilmembers report on committees and activities and make announcements. 12. FUTURE AGENDA ITEMS 13. ACKNOWLEDGMENTS The agendas, agenda packets, and meeting minutes for the Planning Commission, Traffic Safety & Parking Commission, Beautification Commission, Parks & Recreation Commission, and the Library Board of Trustees are available online at www.burlingame.org. 14. ADJOURNMENT City of Burlingame Page 4 Printed on 2/2/2023 City Council Meeting Agenda - Final February 6, 2023 Notice: Any attendees who require assistance, a disability related modification, or language assistance in order to participate in the meeting should contact Meaghan Hassel -Shearer, City Clerk by 10:00 a.m. on Monday, February 6, 2023 at (650) 558-7203 or at mhasselshearer@burlingame.org. Any individual who wishes to request an alternate format for the agenda, meeting notice, or other writings that are distributed at the meeting should contact Meaghan Hassel -Shearer, City Clerk by 10:00 a.m. on Monday, February 6, 2023 at (650) 558-7203 or at mhasselshearer@burlingame.org. Notification in advance of the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting, the materials related to it, and your ability to comment. NEXT CITY COUNCIL MEETING Regular City Council Meeting - Tuesday, February 21, 2023 at 7:00 p.m. VIEW REGULAR COUNCIL MEETING ONLINE www.burlingame.org/video Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection via www.burlingame.org or by emailing City Clerk Meaghan Hassel -Shearer at mhasselshearer@burlingame.org. If you are unable to obtain information via the website or through email, contact the City Clerk at (650) 558-7203. City of Burlingame Page 5 Printed on 2/2/2023 Meeting Date: February 6, 2023 Agenda Item: 8a CITY 0 BURLINGAME �Nai[o J BURLINGAME CITY COUNCIL Unapproved Minutes Regular City Council Meeting on January 17, 2023 1. CALL TO ORDER A duly noticed meeting of the Burlingame City Council was held on the above date via Zoom Webinar at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE TO THE FLAG The pledge of allegiance was led by Councilmember Ortiz. 3. ROLL CALL MEMBERS PRESENT: Beach, Brownrigg, Colson, Ortiz, Stevenson MEMBERS ABSENT: None 4. REPORT OUT FROM CLOSED SESSION There was no closed session. 5. UPCOMING EVENTS Mayor Brownrigg reviewed upcoming events in the city. 6. PRESENTATIONS a. PROCLAMATION RECOGNIZING JANUARY AS NATIONAL SLAVERY AND HUMAN TRAFFICKING PREVENTION MONTH AND JANUARY 11, 2023 AS NATIONAL HUMAN TRAFFICKING AWARENESS DAY Mayor Brownrigg read the proclamation recognizing January as National Slavery and Human Trafficking Prevention Month. San Mateo County Human Trafficking Program representative Pamela Estes thanked the City Council for the proclamation. She discussed the several programs that the County has to assist individuals. 1 Meeting Date: February 6, 2023 Agenda Item: 8a b. UPDATE ON THE PENINSULA WELLNESS COMMUNITY Peninsula Health Care District ("PHCD") CEO Cheryl Fama began with a brief overview of the district. She discussed PHCD's mandate, which is to cover the health needs of the community. She stated that PHCD bought 26 acres of land in 1950 and built the Peninsula Hospital on that site. Ms. Fama discussed the remaining 6.42 acres of land at the site. She stated that because San Mateo County has a large aging population, the District felt that the best way to utilize the land would be to create the Peninsula Wellness Community ("PWC"). She reviewed the vision of the PWC: • Seniors with mixed incomes can live independently • New medical offices located near the hospital can provide a range of services to PWC residents and the community at large • Residents of all ages throughout the PHCD community can gather and participate in programs focused on healthy and social lifestyles • Public open space can be enjoyed by all PMB President Jake Rohe stated that PMB is one of the team members that is working on the PWC project. Mr. Rohe reviewed the project goals: • Housing for a range of income levels • A vibrant and active community • Physical and mental wellness spaces • Indoor and outdoor community amenities • Medical offices and services He stated since 1971, PMB has focused exclusively on healthcare real estate development. He added that this project has a lot of potential to impact the community. He noted that 46% of the housing at PWC will be affordable. PMB Senior Vice President Ben Rosenfeld reviewed the project's timeline: • PMB and Generations awarded the project in 2017 • MiclPen joined the project in 2018 • Three developer -led community outreach meetings, with the next one scheduled for February 8, 2023 • Preparing to submit entitlements package to the City in early 2023 • Construction scheduled to start in 2025, with a completion date of 2027 Mr. Rosenfeld displayed some of the proposed PWC site plans, which include: • 200,000 square foot building that includes 160,000 square feet of medical offices, with the remaining space known as "The Hub" Meeting Date: February 6, 2023 Agenda Item: 8a • Senior Living building will have 10% affordable housing with approximately 225 units and a retail bistro open to the public • Paseo connecting the site to Sutter's campus • MidPen's 100% affordable housing building He then displayed a 3D view of the proposed design. Mr. Rosenfeld reviewed what has changed in the project from the original design: Original Design Current Design HUB 35,000 to 40,000 square feet 35,000 to 40,000 square feet Medical Office Building 265,000 to 275,000 square feet 150,000 to 160,000 square feet Total Senior Homes 375 homes 377 homes Market -Rate Senior Homes 337 homes 202 homes Affordable Senior Homes 38 homes 175 homes Percentage of Affordable Homes 10% affordable 46% affordable Vice Mayor Colson stated that she was happy to see the increased level of affordable housing. She asked about the levels of affordability. Mr. Rosenfeld stated that the Senior Living building's 10% affordable housing will focus on 80% AMI. MidPen representative Andrew Bialek stated that the MidPen building will target 50% and below AMI. Vice Mayor Colson stated that this project came before the San Mateo County Housing and Community Development Committee. (Vice Mayor Colson sits on this committee.) She noted that it was put at a lower priority level for County funding because of where the project is in the process. However, she noted that as the timeline progresses, she is sure that it will move up in priority. She added that it was exciting to see extremely low and very low AMI targets for the housing. She asked if the housing was mostly for single individuals. Mr. Bialek replied that it is mostly one bedroom units. Councilmember Stevenson asked if outreach would continue once construction started. Ms. Fama replied in the affirmative. Councilmember Stevenson asked if transportation was included in the project. Generations representative Chip Gabriel replied in the affirmative. He added that the project is hoping to meet the health and medical needs of the community on the property. Councilmember Stevenson asked if there were restrictions on the project due to the location of the Hetch Hetchy easement. Mr. Rosenfeld replied in the affirmative and added that there are limitations on the types of permanent structures and foundations that are allowed. Meeting Date: February 6, 2023 Agenda Item: 8a Councilmember Stevenson asked if Samaritan House and other existing occupants would be accommodated within the new structure. Ms. Fama stated that the tenants have received notification about the project. She added she didn't know how much of The Hub would be available to the nonprofit programs like Samaritan House and AbilityPath. Councilmember Ortiz thanked the District for the amount of affordable housing the project is expected to create. He added that he lives a few blocks from the project site. He asked about the height of the buildings. Mr. Rohe replied that there are multiple factors for height control such as flight path from Sutter and local zoning regulations. He noted that there are various height levels per building, and he would need to follow up with Council on this information. Councilmember Ortiz asked how the February 8, 2023 community outreach meeting would be publicized. Mr. Rosenfeld stated mailers would be sent and that they would be working with different leaders in the community to release information. Councilmember Ortiz asked about the meeting's location. Mr. Bialek replied that they are planning on utilizing the City's Community Center. Councilmember Beach thanked the developers for focusing on creating affordable housing. She asked about the common concerns that the developers are hearing from the community. Mr. Rohe stated that the community concerns focus on affordability and the density/scale of the building. Mayor Brownrigg opened the item up for public comment. No one spoke. Mayor Brownrigg thanked the District for the presentation. He stated that this project would create a lot more pedestrians and thought the City needed to ensure that Trousdale Drive is pedestrian safe. Councilmember Beach stated that she loved hearing the conversation around transportation support for seniors. She added that she hopes the District considers childcare facilities as part of the project. The Council discussed Ms. Fama's retirement. They thanked her for all her work and efforts to move this project forward. UPDATE REGARDING THE DECEMBER AND JANUARY STORMS City Manager Goldman stated that as this meeting was beginning, she received an email from someone who lives on California Drive. The individual wrote in to thank staff for being incredibly responsive. City Manager Goldman stated that the storm began on New Year's Eve. She discussed the trees that came down and flooding. She noted that the Parks and Recreation Department and Department of Public Works did a lot of work to assist the community during these storms. 4 Meeting Date: February 6, 2023 Agenda Item: 8a DPW Murtuza stated that since December 26, 2022, the City recorded over 22 inches of rain. He explained that 5 inches were recorded on December 31st alone. He noted that on December 31, the City opened up the Emergency Operations Center. He added that El Camino Real, portions of California Drive, and Burlingame Avenue experienced flooding. He stated that a lot of potholes were created as a result of the storms. He discussed the high volume of phone calls that staff has responded to and added that staff has provided over 200 tons of sands to the community. DPW Murtuza reviewed some of the storm damages in the city: • Breaches in the Easton Creek levee, which will need permanent repairs • Lost some pumps at the pump station facility • Tidal gate was damaged • City sewer systems experienced significant infiltration, which resulted in overflow • Wastewater treatment plant, which typically treats three million gallons of wastewater in a normal day, received over 23 million gallons on December 31 • Police Station and Community Center parking garage had some leakage • City Hall elevator had some impacts DPW Murtuza discussed staff's preparation in the summer for storm season. He noted how much this helped the City avoid major problems. He thanked staff for their tireless work during the storms. Parks and Recreation Director Glomstad stated that she is incredibly proud of staff and how they handled the storms. She noted that there were only 30 emergency calls to the Parks Department. She added that most were for tree and branch failures on El Camino Real. She noted that there were four whole tree failures and three landslides in Mills Canyon. Parks and Recreation Director Glomstad stated that most of the work for her staff was after each storm. She explained that staff would drive every street in Burlingame and perform clean-up of branches and other debris. She added that the City Arborist inspected the large Eucalyptus groves after each storm to ensure safety. Councilmember Ortiz asked how the Crystal Springs water releases affected the city's creeks. City Manager Goldman replied that the releases didn't affect Burlingame creeks. Vice Mayor Colson stated that the storms stressed the importance of having staff live near the city. She discussed how it allows them to be on call and more responsive as issues occur. She suggested ensuring sleeping accommodations for staff who might need to work overnight. Councilmember Beach echoed Vice Mayor Colson's points. She thanked staff for their hard work. She added that the passage of the storm drain measure has allowed staff to improve facilities in order to ensure that the City is prepared for large storms. Mayor Brownrigg opened the item up for public comment. Meeting Date: February 6, 2023 Agenda Item: 8a Jennifer Pfaff thanked staff for their hard work. Mayor Brownrigg closed public comment. Mayor Brownrigg thanked staff for the update and for their hard work. 7. PUBLIC COMMENTS, NON -AGENDA Sandra Lang thanked staff for their work during the storms and Council for the questions asked during the Special Meeting on January 9, 2023. (comment submitted via publiccomment@burlingame.org). 8. APPROVAL OF CONSENT CALENDAR Mayor Brownrigg asked the Councilmembers and the public if they wished to remove any item from the Consent Calendar. No items were removed. Councilmember Ortiz made a motion to approve the Consent Calendar; seconded by Councilmember Beach. The motion passed unanimously by roll call vote, 5-0. a. APPROVAL OF CITY COUNCIL MEETING MINUTES FOR THE DECEMBER 19. 2022 CITY COUNCIL MEETING City Clerk Hassel -Shearer requested Council approve the City Council Meeting Minutes for the December 19, 2022 City Council Meeting. b. APPROVAL OF CITY COUNCIL MEETING MINUTES FOR THE JANUARY 9, 2023 SPECIAL CITY COUNCIL MEETING City Clerk Hassel -Shearer requested Council approve the City Council Meeting Minutes for the January 9, 2023 Special City Council Meeting. CONFIRMATION OF THE MAYOR'S COUNCIL ASSIGNMENTS FOR 2023 City Clerk Hassel -Shearer requested Council confirm the Mayor's Council Assignments for 2023. d. ADOPTION OF A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH TELECOMMUNICATIONS ENGINEERING ASSOCIATES (TEA) IN THE AMOUNT OF $149,748.38 TO PURCHASE AND REPLACE NETWORK SWITCHING EQUIPMENT AT THE POLICE DEPARTMENT AND APPROPRIATING $150,000 IN THE INFORMATION TECHNOLOGY INTERNAL SERVICES FUND N. Meeting Date: February 6, 2023 Agenda Item: 8a Police Chief Matteucci requested Council adopted Resolution Number 003-2023. e. ADOPTION OF A RESOLUTION TO ALLOW THE CITY COUNCIL AND COMMISSIONS TO CONDUCT MEETINGS REMOTELY DUE TO HEALTH AND SAFETY CONCERNS FOR THE PUBLIC City Clerk Hassel -Shearer requested Council adopt Resolution Number 004-2023. f. ADOPTION OF A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT WITH URBAN FIELD STUDIO TO PROVIDE CONCEPTUAL DESIGN SERVICES FOR THE BURLINGAME TOWN SQUARE TO MODIFY THE SCOPE OF WORK AND EXTEND THE TERM OF THE AGREEMENT CDD Gardiner requested Council adopt Resolution Number 005-2023. g. OPEN NOMINATION PERIOD TO FILL TWO VACANCIES ON THE MEASURE I CITIZENS' OVERSIGHT COMMITTEE City Manager Goldman requested Council open the nomination period to fill two vacancies on the Measure I Citizens' Oversight Committee. h. ACCEPTANCE OF THE ANNUAL COMPREHENSIVE FINANCIAL REPORT FOR THE YEAR ENDED JUNE 30, 2022 Finance Director Yu -Scott requested Council accept the Annual Comprehensive Financial Report for the year ending June 30, 2022. L ADOPTION OF A RESOLUTION APPROVING FISCAL YEAR 2022-2023 PERSONNEL CHANGE OF THE ASSISTANT TO THE CITY MANAGER POSITION FROM PART-TIME TO FULL-TIME HR Director Saguisag-Sid requested Council adopt Resolution Number 006-2023. ADOPTION OF A RESOLUTION APPROVING THE CITY OF BURLINGAME PAY RATES AND RANGES (SALARY SCHEDULES) HR Director Saguisag-Sid requested Council adopt Resolution Number 007-2023. 9. PUBLIC HEARINGS a. INTRODUCTION OF AN ORDINANCE AMENDING CHAPTER 15.10 OF THE BURLINGAME MUNICIPAL CODE TO UPDATE TERMINOLOGY TO BE CONSISTENT WITH THE PLUMBING CODE AND TO CLARIFY WASTEWATER DISCHARGE PERMIT REQUIREMENTS; CEQA DETERMINATION: EXEMPT PURSUANT TO STATE CEQA GUIDELINES SECTIONS 15378 AND 15061(b)(3) 7 Meeting Date: February 6, 2023 Agenda Item: 8a DPW Murtuza stated that food service establishments are the main sources of fats, oils, and grease in the wastewater collection system. He explained that the City regulates food service establishments and their discharge of fats, oils, and grease into the sanitary sewer system through the Burlingame Municipal Code Chapter 15.10 Sanitary Sewer Use Regulations. He stated that under this chapter, all facilities that discharge industrial wastewaters either directly or indirectly to the sanitary sewer are required to obtain a wastewater discharge permit per Section 15.10.070. DPW Murtuza stated that the proposed updates to Chapter 15.10 are intended to increase clarity and to be consistent with the California Plumbing Code in order to prevent confusion and/or avoid misinterpretation of the regulations. He noted that the update will ensure that the terminology is consistent across the documents. He added that the proposed ordinance clarifies that any user, including food service establishments, with waste that negatively impacts the wastewater treatment facility, will be required to obtain a wastewater discharge permit issued by the City. Mayor Brownrigg asked if the outcome of this proposed ordinance is that the public would need a permit to discharge. DPW Murtuza replied that industrial discharge always requires a permit, but the ordinance provides clarity on the terminology. Mayor Brownrigg asked the City Clerk to read the title of the ordinance. City Clerk Hassel -Shearer read the title. Councilmember Ortiz made a motion to waive further reading and introduce the ordinance; seconded by Vice Mayor Colson. The motion passed unanimously by roll call vote, 5-0. Mayor Brownrigg opened the public hearing. No one spoke. Councilmember Beach made a motion to bring back the ordinance for a second reading; seconded by Councilmember Ortiz. The motion passed unanimously by roll call vote, 5-0. b. INTRODUCTION OF AN ORDINANCE AMENDING CHAPTER 18.30 OF THE BURLINGAME MUNICIPAL CODE, WHICH CONTAINS LOCAL AMENDMENTS TO THE 2022 CALIFORNIA GREEN BUILDING STANDARDS CODE (CEQA DETERMINATION: EXEMPT PURSUANT TO STATE CEQA GUIDELINES SECTIONS 15378, 15061(b)(3) Councilmember Beach recused herself from the item due to conflicts that were confirmed by the FPPC. ACA Spansail stated that at the November 21, 2022 Council meeting, the Council adopted an ordinance that made local amendments to Title 24, Part 11 of the 2022 California Building Codes, which contains the California Green Building Standards Code ("CALGreen"). He explained that these local amendments are commonly referred to as a city's "Reach Code." E3 Meeting Date: February 6, 2023 Agenda Item: 8a ACA Spansail explained that the approved ordinance did not include language that allowed exemptions for developers who submitted a complete planning application prior to the implementation of the proposed ordinance. He added that similarly, the ordinance did not allow the Building Official to grant exceptions to the City's Reach Code when their application could make a development project infeasible. ACA Spansail reviewed the two issues that are addressed in the proposed ordinance. He stated that firstly, it would exempt developers who submitted a complete planning or building permit application prior to the effective date of the new (and then unknown) requirements of the City's updated Reach Code. He added that any project granted this exemption would still be required to comply with the City's 2020 Reach Code (or any variation of the Code applicable to the project based on its application history). ACA Spansail stated that staff believes that the proposed developments at 620 Airport Boulevard, 1499 Bayshore Highway, and the Peninsula Crossing Project at 1300 Bayshore would all qualify for this exemption. ACA Spansail stated that secondly, the proposed ordinance would allow future developers to apply for an exception to certain aspects of the City's new Reach Code if those additional requirements would make the building of the project infeasible. He explained that in this scenario, the Building Official would determine whether an exception should be granted and would limit any approved exception to only those aspects of the Reach Code that make the project infeasible. He added that if the Building Official denies an exception, the applicant could appeal this decision to the Community Development Director within five business days. The decision of the Community Development Director would be final. Councilmember Stevenson asked about the timeframe for when the Reach Codes become applicable to a new development. ACA Spansail replied that typically the Reach Codes need to be in place when a project submits its entitlement application to be applicable. Vice Mayor Colson asked how many projects this proposed ordinance would impact. ACA Spansail replied that he believed it would impact three large projects. Mayor Brownrigg asked the City Clerk to read the title of the ordinance. City Clerk Hassel -Shearer read the title. Councilmember Ortiz made a motion to waive further reading and introduce the ordinance; seconded by Councilmember Stevenson. The motion passed by roll call vote, 4-0-1 (Councilmember Beach recused herself). Mayor Brownrigg opened the public hearing. No one spoke. Vice Mayor Colson made a motion to bring back the proposed ordinance for a second reading; seconded by Councilmember Stevenson. The motion passed by roll call vote, 4-0-1 (Councilmember Beach recused herself). 2 Meeting Date: February 6, 2023 Agenda Item: 8a 10. STAFF REPORTS AND COMMUNICATIONS a. ADOPTION OF A RESOLUTION DIRECTING THAT THE DRAFT 2023-2031 HOUSING ELEMENT BE SUBMITTED TO THE CALIFORNIA DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT FOR REVIEW AND CERTIFICATION CDD Gardiner began by explaining the definition of a Housing Element. He stated that it is a plan for the housing needed in a community that includes: • Types of housing and where it should go • Housing policies and programs • Required by state law and guided by target numbers • Updated every eight years CDD Gardiner explained that the Housing Element starts with the General Plan. He stated that the City's General Plan was updated in 2019 after lots of community input. He noted that this put Burlingame ahead of other cities when it came to the Housing Element. CDD Gardiner stated that the Regional Housing Needs Allocation ("RHNA") is a target for the housing units needed in each city. He added that this is assigned to the region by the State. He then reviewed the City's RHNA requirement: Income Level RHNA 6 Allocation Very Low Income (50%AMI) 863 Low Income (60% AMI) 497 Moderate Income (80% AMI) 529 Above Moderate Income (120% AMI) 1,368 TOTAL 3,257 CDD Gardiner reviewed the Area Median Income ("AMI") and noted that it is higher in San Mateo County than in many regions. • $116,200 household of 1 • $123,800 household of 2 • $149,400 household of 3 • $166,000 household of 4 He noted that these numbers change every year. CDD Gardiner stated that the General Plan planned for substantial new housing, including housing of different types and affordability. He explained that the General Plan planned for 2,951 units and that the General Plan will be able to accommodate the 3,257 required under RHNA. He added that as of January 2023, there are 2,412 unites in the "pipeline" that will be eligible to be applied to the next cycle. He stated 10 Meeting Date: February 6, 2023 Agenda Item: 8a that the pipeline projects meet the allocation needs in some of the income levels but fall short in the very low income and low-income levels. CDD Gardiner reviewed a chart reviewing the pipeline project and unmet need: Income Level RHNA 6 Allocation "Pipeline" Projects Unmet Need Very Low Income (50% AMI) 863 147 716 Low Income (60%AMI) 497 188 309 Moderate Income (80% AMI) 529 72 457 Above Moderate Income (120%AMI) 1,368 2,005 -637 TOTAL 3,257 2,412 CDD Gardiner stated that 38.9% of Burlingame's workforce makes less than $40,000 a year. He noted that there is a large gap between what 38.9% of the City's workforce makes and the region's AMI. CDD Gardiner showed a map depicting affordable areas of the Bay Area. It highlighted how far from Burlingame an individual would need to live such as Hayward, San Leandro, and the Central Valley, to afford housing. He added that when you take into consideration traffic and tolls, it makes it hard for companies to recruit. Councilmember Stevenson asked if the Peninsula Wellness Community (PWC) numbers are included in the "pipeline" report. CDD Gardiner replied that PWC is not yet included but it will assist the City when they are included. CDD Gardiner stated that the City's Housing Element includes the following seven chapters: • Chapter 1— Executive Summary • Chapter 2 — Introduction • Chapter 3 — Profile of the Community • Chapter 4 —Affirmatively Furthering Fair Housing (AFFH) • Chapter 5 — Housing Constraints • Chapter 6 — Community Resources and Opportunities • Chapter 7 — Housing Goals, Policies, and Action Programs He added that the Housing Element includes the following appendices: • Appendix A— RHNA 5 Program Implementation • Appendix B — Community Outreach • Appendix C —Affirmatively Furthering Fair Housing Assessment • Appendix D — Sites Inventory 11 Meeting Date: February 6, 2023 Agenda Item: 8a CDD Gardiner discussed the community outreach that was undertaken for the City's Housing Element including: • Burlingame Talks Together About Housing — part of the County's "Home for All" initiative, which was created to understand how community perspectives about housing affect decisions made by local governments. • 21 Elements collaborative — a countywide outreach program • Outreach events including "pop-up" outreach tables at the Fresh Market in Downtown Burlingame and on Broadway • Two virtual interactive community workshops • Joint meeting with the Planning Commission and City Council He noted that a summary of the outreach activities and related findings can be found at www.burlingame.org/housingelement. CDD Gardiner discussed Affirmatively Furthering Fair Housing ("AFFH"). He stated that this process asks cities to create low-income housing in the "highest resource" or "high resource" areas. He explained that is defined by the State based on a range of indicators such as: • Proximity to transit • Access to high performing schools and jobs • Access to amenities, such as parks and services • Access to health care facilities and grocery stores He added that the good news is that all Burlingame residents live in neighborhoods identified as "highest resource" or "high resource," meaning there are no "low resource" neighborhoods in Burlingame. CDD Gardiner stated that the next thing that is included in the Housing Element is the Sites Inventory. He reviewed the following chart: Very Low Low Moderate Above Moderate Total Units RHNA 863 497 529 1,368 3,257 Pipeline Projects 147 188 72 2,005 2,412 ADUs 50 50 50 17 167 Key Vacant/Nonvacant Sites 898 385 461 1,202 2,946 TOTAL 1,095 623 583 3,224 5,525 Buffer 27% 25% 10% 136% 170% CDD Gardiner stated that sites smaller than 0.5 acres or larger than 10 acres are considered unsuitable for affordable housing development unless the jurisdiction demonstrates that it has a track record of affordable developments on these sizes of lots. He added that the Housing Element includes a track record 12 Meeting Date: February 6, 2023 Agenda Item: 8a of development and the types of development. He showed the charts and timelines that are included in the Housing Element. He stated that the Housing Element includes how the City created its density assumptions. He explained that inclusion in the Sites Inventory is not: • An entitlement in itself • An obligation to build housing He noted that not being a designated Housing Inventory site does not preclude housing development if housing is an allowed land use. CDD Gardiner next reviewed the policies and programs section of the City's Housing Element. He explained that the plan for housing needed in a community must include: • Provide opportunities for a variety of housing choices • Facilitate the development of affordable housing • Remove barriers to housing • Improve the condition of existing housing • Preserve existing affordable housing • Affirmatively further fair housing CDD Gardiner stated that the policies and programs for affordable housing include three priority levels: • High — planned implementation within 1-2 years of Housing Element adoption • Medium — planned implementation within 4 years of Housing Element adoption • Low — ongoing/continuous implementation within 8 years of Housing Element adoption CDD Gardiner reviewed some of the programs outlined in the Housing Element: • Program H (B-3) — a commitment to environmental justice for underrepresented community groups most impacted by pollution • Program H (C-6) — consideration of providing additional incentives for developers to include child care facilities in new residential, commercial, or industrial developments • Program H (D-2) — provision of 50 Extremely -Low Income (ELI) units subject to a preference for people with development disabilities CDD Gardiner stated that the Planning Commission reviewed the draft Housing Element and some of the items that the Commission was interested in included: • Condominium conversions (Program H(E-2)) • Preserve naturally affordable housing • Tree planting requirements • Enumerate the numbers of persons who both live and work in Burlingame • Consider use of an ADU questionnaire to determine income levels of units • School impacts • Consider increasing the proportion of affordable units required in new developments 13 Meeting Date: February 6, 2023 Agenda Item: 8a CDD Gardiner reviewed the affordable housing development project at 1875 California Drive. He noted that it sits on .36 acres, and 69 units are proposed. He stated that the Council has committed City Housing Funds to this project. He noted that this project works out to 191 dwelling units per acre, making it a dense project. He explained that this project might make it possible to develop some smaller lots and gave examples: • 1145 Capuchino Avenue (Parking Lot R) - .27 acres could offer up to 13 units (at 50 dwelling units per acre) • 1480 Broadway and 1204 El Camino Real - .29 acres could offer up to 14 units (at 50 dwelling units per acre) CDD Gardiner reviewed the Housing Element timeline: • Public Draft Released: December 28, 2022 • Planning Commission: January 9, 2023 • City Council: January 17, 2023 • Deadline for Comments: January 27, 2023 • Consider and incorporate comments from the public, Planning Commission, and City Council: January 27 — February 10, 2023 (10 days maximum) • Submit to HCD: February 13, 2023 He noted that the State has up to 90 days to review the City's first draft and offer comments. Councilmember Ortiz stated that he thought condo conversions led to the same number of units. He asked how condo conversions would encourage more housing units. CDD Gardiner replied that the policies and programs are meant to focus on the needs of the community. He stated that the thought is that condo conversions would help to bridge the gap between the cost of renting and first home purchase. Councilmember Ortiz asked if he was correct that the Housing Element identified opportunities for more housing units than what is required under RHNA. CDD Gardiner replied in the affirmative. Councilmember Ortiz asked if staff expected any pushback from HCD. CDD Gardiner replied that the review of other cities' housing elements has been rigorous. He stated that HCD has expressed a desire to have more commitments and certainty out of cities. Councilmember Ortiz asked if anything in the Housing Element conflicts with the General Plan. CDD Gardiner replied in the negative. He stated that the General Plan was written partially as a housing plan. Vice Mayor Colson gave the scenario of a low density multi -residential building (approximately 4 units) that could be redeveloped into 20 units. She asked if there were ang regulations regarding tenant displacement or other matters that would make the redevelopment challenging. CDD Gardiner replied that he is not aware of a required relocation program. 14 Meeting Date: February 6, 2023 Agenda Item: 8a Vice Mayor Colson asked if the City had any SB 9 projects in the past year. CDD Gardiner replied in the negative. He noted that the City's SB 9 regulations are fair and reasonable. Vice Mayor Colson stated that under the program to create extremely -low income housing for people with disabilities, staff listed some partners. She noted that she didn't think PARCA or GatePath were included and wondered if they should be included. CDD Gardiner stated that staff included AbilityPath, which used to be GatePath. Vice Mayor Colson stated that she noticed that none of the City's religious sites were included in the report. She explained that a new State law allows religious organizations/sites to redevelop parking lots and parts of their parcels into affordable housing. She added that staff might want to have conversations with the City's faith organizations to see if they are interested in developing their lots. Vice Mayor Colson asked that the introduction to the report include more information about the City's large rental population. She highlighted the fact that 54% of residents are renters and how high this number is in comparison to Burlingame's neighbors. She thought the cost of rent versus the cost of single- family homes in Burlingame should be highlighted in the introduction to highlight the difficulties of becoming a first-time home buyer in the city. Mayor Brownrigg discussed the impactful work that the City has done to develop housing. He noted that he thought the report was overly defensive. He explained that the City has done a lot and has been thoughtful on where and how to create additional density. He stated that there isn't a lot of public land for the City to develop, and developers can't make the numbers work to create affordable housing on private land. He discussed the need for the State to create subsidies to allow for affordable housing to be created. He asked that the report include some language about how the City is doing what it can and that the State needs to assist financially to create more affordable housing. Councilmember Beach stated that she appreciated the policies and programs that were highlighted in the report. She added that she would explore looking into smaller sites. She concurred with Vice Mayor Colson that religious organizations/sites would be a great partner in creating housing. Mayor Brownrigg opened public comment. Zach stated the importance of creating affordable housing around transit. He discussed AFFH and the need to further explore this requirement. (comment submitted via publiccomment@burlingame.org). Mayor Brownrigg closed public comment. Councilmember Beach asked if staff could talk with the school districts about potential housing sites on their property. CDD Gardiner replied that the administration site was included as an opportunity site in the report. He added that any of the school sites would require zoning code amendments and therefore weren't included. 15 Meeting Date: February 6, 2023 Agenda Item: 8a Councilmember Ortiz stated that he disagreed with Mayor Brownrigg about the tone of the report. Vice Mayor Colson stated that she has read a lot of HCD response letters that other cities received after submitting their reports. She hoped that because the City has utilized responses from other cities that HCD would be satisfied with the City's report. Mayor Brownrigg thanked staff for their hard work on this report. Councilmember Beach made a motion to adopt Resolution Number 008-2023; seconded by Mayor Brownrigg. The motion passed unanimously by roll call vote, 5-0. b. ADOPTION OF A RESOLUTION AUTHORIZING AMENDMENT OF THE CITY MANAGER'S EMPLOYMENT AGREEMENT TO PROVIDE A SALARY INCREASE OF 2%. AN ACCURAL OF TWENTY- i. 9xi;IE•Y�V/_L�l_� [00INJ_ I-712:191TI10,10111111111:M4111W991 3�I:�fi;L�l_1f•�[�l�_\'�.7_�i � AND RANGES (SALARY SCHEDULE) HR Director Saguisag-Sid stated that before Council was a resolution to authorize the eighth amendment to the City Manager's employment contract. She noted that the City Manager's evaluation was conducted at the December 7, 2022 Closed Session. She explained that in recognition of her positive performance, the Council recommended providing a salary increase of 2% and an increase of two vacation days per year for a total of 27. Mayor Brownrigg opened the item up for public comment. No one spoke. Councilmember Ortiz made a motion to adopt Resolution Number 009-2023; seconded by Vice Mayor Colson. The motion passed unanimously by roll call vote, 5-0. Mayor Brownrigg thanked City Manager Goldman for all her work. 11. COUNCIL COMMITTEE AND ACTIVITIES REPORTS AND ANNOUNCEMENTS Council reviewed their committee appointments. 12. FUTURE AGENDA ITEMS Mayor Brownrigg stated that Council would be asked to review a letter of support regarding amendments to the Brown Act at the February 6, 2023 Council meeting. 13. ACKNOWLEDGMENTS 16 Meeting Date: February 6, 2023 Agenda Item: 8a The agendas, packets, and meeting minutes for the Planning Commission, Traffic, Safety & Parking Commission, Beautification Commission, Parks & Recreation Commission, and Library Board of Trustees are available online at www.burlingame.org. 14. ADJOURNMENT Mayor Brownrigg adjourned the meeting at 10:19 p.m. in memory of Charles Voltz. Respectfully submitted, Meaghan Hassel -Shearer City Clerk 17 Meeting Date: February 6, 2023 Agenda Item: 8b CITY O� BURLINGAME 4-- W-- BURLINGAME CITY COUNCIL Unapproved Minutes City Council Annual Goal Setting Session on January 28, 2023 CALL TO ORDER A duly noticed meeting of the Burlingame City Council was held on the above date via Zoom Webinar at 9:00 a.m. 2. PLEDGE OF ALLEGIANCE TO THE FLAG The pledge of allegiance was led by Councilmember Beach. 3. ROLL CALL MEMBERS PRESENT: Beach, Brownrigg, Colson, Ortiz, Stevenson MEMBERS ABSENT: None 4. PUBLIC COMMENTS There were no public comments. 5. CITY COUNCIL AND DEPARTMENT HEAD HIGHLIGHTS Mayor Brownrigg asked each Department Head and Councilmember to state something that they are proud of from last year and what keeps them up at night. Fire Chief Barron stated that what he is proud of is the collaborative nature of his department in assisting the public during COVID. He explained that what keeps him up at night is that CCFD just sent out their "standards of cover," which reviews the locations of stations, number of trucks, personnel, etc. to ensure that the department is properly sized for the population it serves. Police Chief Matteucci stated that he is proud of the hires he has made in each division at the Police Department in the past few years. He explained that what keeps him up at night are videos like the recent incident in Memphis, Tennessee. He stated that although he trusts his officers, it angers and frustrates him to see these videos as there is no excuse for that behavior. Meeting Date: February 6, 2023 Agenda Item: 8b DPW Murtuza stated that he is proud of City staff and the team that the City has been able to build. He discussed how well staff worked during the recent storms. He explained that what keeps him up at night are storms, water main breaks, and the Broadway railroad crossing. CDD Gardiner stated that he is proud of the projects that staff has been working on. He discussed the hard work of staff. He explained that what keeps him up at night is State legislation that requires expedited implementation. Parks and Recreation Director Glomstad stated that she is most proud of her staff and their can -do attitude. She explained that what keeps her up at night is staff retention and management of large trees. Finance Director Yu -Scott stated that she is proud of her staff's teamwork over the past year while facing significant turnover in Finance. She explained that what keeps her up at night is how to balance the City budget with limited resources and staff retention. City Librarian McCulley stated that he is proud of his staff's hard work while undergoing staff turnovers. He explained that what keeps him up at night is potential flooding issues at the Library. He noted that there were some leaks during the past storms. HR Director Saguisag-Sid stated that she is thankful for how welcoming everyone has been in the City. She explained that what keeps her up at night is staying on top of everything. City Attorney Guina stated that he is most proud of getting the Topgolf Ground Lease signed. He discussed the coordination with the different departments to get that agreement across the finish line. He explained that what keeps him up at night is claims against the City. City Manager Goldman stated that she is proud of the Department Head team and thinks it is the best she has worked with. She added that she is also very proud of the business license tax and the work staff did to assist the Council on getting this placed on the ballot. She explained that what keeps her up at night is the City's finances. She discussed the City's infrastructure needs and how the City hasn't been able to put money in its Capital Reserve as a result of COVID. Mayor Brownrigg stated that he is proud of the Town Square project. He noted that he thought the project was shaping up to add a lot of benefit to the community. He explained that what keeps him up at night is staff retention. He discussed inflation and his concern about how this is hitting staff during a time when the City has also run down its reserves as a result of COVID. Vice Mayor Colson stated that she is proud of the Rollins Road Specific Plan. She noted that she thought this neighborhood was demonstrative of the City's commitment to providing realistic and diverse solutions to the City's housing issues. She explained that what keeps her up at night is staff retention and the City's vulnerability around sea level rise and storms. 2 Meeting Date: February 6, 2023 Agenda Item: 8b Councilmember Beach stated that what she is proud of is the passage of the Reach Codes. She added that she is also proud of staff and Council's commitment and work behind the scenes to obtain State and Federal grants for the Broadway grade crossing. She explained that what keeps her up at night is safety at the Broadway grade crossing and tree safety during storms. Councilmember Ortiz stated that he is proud of the new Community Center. He explained that what keeps him up at night is tree safety during storms and the Broadway grade separation. Councilmember Stevenson stated that what he is proud of is all the hard work of the City staff and Council on behalf of residents. He added that he was also proud that he got to work on the funding for the new Community Center. He explained that what keeps him up at night is traffic and safety. 6. FINANCIAL REVIEW City Manager Goldman stated that on June 6, 2022 the City Council adopted the $129.11 million FY 2022-23 Operating and Capital Improvement Budget. She reviewed the breakdown of the budget: • General Fund-$67.60 million • Capital Improvements - $21.91 million • Utilities (Water and Sewer) - $27.75 million • Other Funds - $11.85 million City Manager Goldman reviewed a chart depicting the City's FY 2022-23 adopted General Fund revenues: Property Tax $28,298,000 Sales and Use Tax $17,116,000 Transient Occupancy Tax $12,975,000 Other Taxes Franchise Tax Business Tax Real Property Transfer Tax State HOPTR $1,590,000 $800,000 $800,000 $62,000 Licenses and Permits $86,000 Fines, Forfeitures, and Penalties $653,000 Use of Money and Property $200,000 Charges for Services $6,356,225 Other Revenues $32,000 State Subventions $163,000 Interest Income $1,500,000 Total General Fund Revenues $70,633,225 Meeting Date: February 6, 2023 Agenda Item: 8b She noted that up until COVID, the City's main revenue source was Transient Occupancy Tax ("TOT"). However, as a result of COVID, TOT dropped and property tax has become the City's largest revenue source. She noted that the year prior to COVID, the City generated $29 million in TOT. City Manager Goldman stated that the City's top three revenue sources (TOT, property tax, and sales and use tax) account for approximately 83% of the City's revenue. She noted that the new business license tax isn't included in the above chart. City Manager Goldman stated that pre-COVID, the City's revenues were approximately $84 million. City Manager Goldman reviewed a chart depicting the FY 2022-23 adopted General Fund expenditures: General Administration $7,555,604 Public Safety Fire and Disaster Preparedness $14,072,647 Police and Dispatch $17,902,932 Parking Enforcement $708,248 Public Works $7,791,188 Community Development $2,238,960 Leisure and Culture Aquatics Center $474,000 Library $5,870,691 Parks and Tree Maintenance $6,288,120 Recreation $4,700,850 Total General Fund Expenditure $67,603,240 She noted that the City's expenditures are up a bit due to personnel expenditures such as step increases and cost of living increases. City Manager Goldman reviewed the following chart: General Fund FY 2022-23 (in millions) Total Resources $70.63 Total Requirements ($75.79) Resources (Under) Requirements ($5.16) She noted that the City's resources are not meeting the requirements for the year. City Manager Goldman stated that the Finance Department completed an audit for FY 2021-22. She reviewed the following good news that was included in the audit: 4 Meeting Date: February 6, 2023 Agenda Item: 8b Property tax revenue at $27.7 million, came in at 3.3% more than the budgeted amount and nearly 14.4% over prior year. This is due to an unanticipated ERAF refund and Property Tax in Lieu of VLF distributions o ERAF Refund - $0.9 million more than prior year o Property Tax in Lieu of VLF - $1.6 million more than prior year Sales and use tax revenue sources have recovered more than anticipated. Including the Measure I transactions tax, a total of $17.6 million in sales and use tax revenue went to the General Fund. The City collected $12.4 million in transient occupancy tax (TOT), which was more than double the prior year's $5.7 million of revenue. City Manager Goldman reviewed a chart that depicted the City's General Fund balance from FY 2018-19 through FY 2022-23. She noted that at the end of FY 2018-19, the City had an unassigned fund balance of $20,371,309. She added that for FY 2022-23, it is projected that the balance will be $7,537,924. She discussed some payments that were made out of the unassigned fund balance including the finalized Washington Park tree claims. She noted that payments from the unassigned fund balance would be presented to Council at the mid -year budget review. City Manager Goldman reviewed a bar chart that depicted the City's assigned fund balance, unassigned fund balance, and the draw from reserves/other sources. She noted that the Catastrophic Reserve is always funded at $2 million, Contingency Reserve is funded at $500,000 and the Economic Stability Reserve is a percentage of General Fund revenues. Councilmember Stevenson asked when the last time the City revisited the required level of funding for the Catastrophic Reserve. City Manager Goldman replied that approximately seven or eight years ago, the City hired the Government Finance Officers Association to review the City's reserves and determine their appropriate funding levels. City Manager Goldman reviewed the City's Capital Investment Reserve. She noted that the budgeted balance of the Reserve on June 30, 2021 is $21,197,670. She explained that $15 million is being put towards the Broadway Grade Separation and $6 million towards the El Camino Real Underground Utility Project. She stated that in prior years, the City put funds in this reserve. However, due to COVID, the City was unable to continue funding the reserve. She added that in 2019, the City transferred $10.6 million out of the Capital Reserve to assist with the new Community Center Project. City Manager Goldman showed a chart depicting the General Fund's five-year revenue forecast. She noted that there is hope that TOT will continue to climb. However, she discussed the recent layoffs in the tech industry and how they may negatively impact the City's TOT. Vice Mayor Colson discussed the importance of investing in the Bayfront in order to assist with bringing the TOT back to pre -pandemic levels. She explained that the City shouldn't create consistent expenses based on high TOT levels because it is a volatile revenue generator. Meeting Date: February 6, 2023 Agenda Item: 8b Councilmember Beach thanked staff and her colleagues for being fiscally responsible in order to build up the City's reserves. She asked whether or not it is time for the City to consider another reserve study as a result of COVID. City Manager Goldman replied that she would talk with the Finance Director about the possibility of a new study. Mayor Brownrigg thanked staff for the presentation. City Manager Goldman opened public comment. Jennifer Pfaff asked about auto sales and their difficulty getting inventory. Finance Director Yu -Scott stated that auto dealers are still the leader of sales and use tax. City Manager Goldman closed public comment. 7. MAJOR DEVELOPMENTS UPDATE CDD Gardiner showed a map of all the commercial development in the works on the Bayfront including: • 1669/1699 Bayshore Highway — Office/Research and Development • 1499 Bayshore Highway — Office/Research and Development • 1200-1340 Bayshore Highway — Office/Research and Development • 777 Airport Boulevard — Office/Research and Development • 250 Anza Boulevard —Topgolf • 620 Airport Boulevard — Office/Research and Development • 410 Airport Boulevard — Recreation Park • 567 Airport Boulevard — Office/Research and Development (a five-minute break was taken due to technical difficulties) CDD Gardiner reviewed the list of projects that have been approved for the Bayfront but have not yet broken ground: Address Square Feet Estimated Information Page Completion Topgolf 84,140 sf 2025 www.burlingame.org/topgolf commercial recreation 777 Airport 403,400 sf 2025 www.burlingame.org/777airport Boulevard office/r&d 1699 Bayshore 431,000 sf 2025 www.burlingame.org/1699baVshore Highway office/r&d 15,500 sf commercial N. Meeting Date: February 6, 2023 Agenda Item: 8b TOTALS 834,400 sf office/r&d 99,640 sf commercial CDD Gardiner reviewed the list of projects under review: Address Square Feet Information Page State Lands 410 Airport Boulevard 9.4 acre park with 8,564 sf interpretive center www.burlingame.org/410airport 620 Airport Boulevard 484,000 sf off ice/r&d www.burlingame.org/620airport 1200-1340 Bayshore Highway 1,455,000 sf office/r&d 5,000 commercial www.burlingame.org/1200- 1340bayshore 1499 Bayshore Highway 315,200 sf office/r&d 13,564 sf commercial www.burlingame.org/1499baVshore CDD Gardiner reviewed the total square footage of development proposed at the Bayfront Office/R&D Commercial Under Construction 241,000 sf Approved 834,400 sf 99,640 sf Under Review 2,254,200 sf 13,564 sf TOTAL 3,329,600 sf 113,204 sf CDD Gardiner reviewed some of the City's priorities when it comes to the Bayfront development: • Open Space and Recreation — he reviewed the park that is proposed on the State Lands Commission site and how each private project includes some Bay Trail development or park creation • Transportation and Public Access — developers are working with Commute.org to assist with a shuttle system • Affordable Housing — commercial linkage fees will assist the City's Affordable Housing Fund • Sea Level Rise Resilience — utilizing information from One Shoreline to ensure that new development aligns with the needs of its particular "reach" Mayor Brownrigg asked if the City learned anything from the storms in regard to the City's ability to withstand sea level rise. DPW Murtuza replied that there were some breaches in the Easton Creek levee. However, he noted that there were no breaches near the lagoon. Councilmember Stevenson asked for clarification on commercial linkage fees. CDD Gardiner stated an ad hoc committee was formed to address how to use linkage fees and develop a list of priorities. He explained that linkage fees come in project by project, and while it can be tempting to spend them as they come in, this committee is trying to prioritize the best use of the funds. 7 CDD Gardiner next discussed development in residential neighborhoods locations of projects in residential neighborhoods including: • 1814-1820 Ogden Drive — 90 units • 1868-1870 Ogden Drive —120 units • 1870 El Camino Real — 169 units • 1875 California Drive — 69 units (100% affordable) • 1855-1881 Rollins Road — 420 units • 1 Adrian Court — 265 units • 30 Ingold Road — 298 units • 1766 El Camino Real — 311 units CDD Gardiner reviewed a list of residential projects under construction: Meeting Date: February 6, 2023 Agenda Item: 8b He showed a map depicting the Address Total Units Affordable Units Estimated Completion Informational Page The Village at Burlingame 132 132 2023 www.burlingame.org/villageatburlingame 1095 Rollins Road 150 15 2024 www.burlingame.org/1095rollins 1 Adrian Court 265 38 2024 www.burlingame.org/ladriancourt 1433 Floribunda Avenue 8 2024 www.burlingame.org/1433floribunda 301ngold Road 298 43 2025 www.burlingame.org/30ingold TOTAL 853 228(27%) CDD Gardiner reviewed the long list of approved proiects: Address Total Units Affordable Units Information Page 1418 Bellevue Avenue 15 2 www.burlingame.org/1418bellevue 601 California Drive (Live/Work) 25 Fee www.burlingame.org/601california 619-625 California Drive (Live/Work) 44 Fee www.burlingame.org/619-25california 1214 Donnelly Avenue 14 www.burlingame.org/1214donnelIV 1128-32 Douglas Avenue 27 2 www.burlingame.org/1128-32douglas 556 El Camino Real 21 www.burlingame.org/556elcaminoreal E3 Meeting Date: February 6, 2023 Agenda Item: 8b 1431 El Camino Real 6 www.burlingame.org/1431elcaminoreal 1457 El Camino Real 9 www.burlingame.org1457elcaminoreal 1766 El Camino Real 311 22 www.burlingame.org/1766ecr 1870 El Camino Real 169 17 www.burlingame.org1870elcaminoreal 128 Lorton Avenue 19 2 www.burlingame.org/128Lorton 1814-1820 Ogden Drive 90 5 www.burlingame.org/1814ogden 1869 Ogden Drive 120 6 www.burlingame.org/lab den 21 Park Road 7 www.burlingame.org/21park 1855-1881 Rollins Road 420 35 www.burlingame.org/1855rollins TOTAL 1,297 91(7%) CDD Gardiner reviewed the list of residential projects under review: Address Total Units Affordable Units 1875 California Drive 69 69 1213 Capuchino Avenue 6 1200 Howard Avenue 61 6 123-135 Primrose Road 14 TOTAL 150 75(50%) CDD Gardiner reviewed the total number of potential residential projects in the City: Total Units Affordable Units Under Construction 853 228 Approved 1,297 91 Under Review 150 75 TOTAL 2,300 394(17%) Mayor Brownrigg asked if he was correct that the list doesn't include the Peninsula Wellness Community project. CDD Gardiner replied in the affirmative. CDD Gardiner stated that some of the projects are creating low and very -low income affordable housing units. CDD Gardiner discussed the Village at Burlingame project. He stated that the City provided the land for the project. The project includes: 0 132 Units (78 workforce units, 54 senior units) Meeting Date: February 6, 2023 Agenda Item: 8b • 82 units up to 50% AMI, 35 units up to 80% AMI, and 14 units up to 120% AMI • 6,750 square foot public park • Replacement of existing parking in new parking structure • Estimated completion Summer 2023 CDD Gardiner reviewed the Eucalyptus Grove Apartments project. He noted that the project includes the following: • 69 units up to 50% AMI • $1,432,138 City contribution from commercial linkage/Housing Trust funds • SB 35 project allowing streamlined administrative review CDD Gardiner stated that each of the new developments includes a park, plaza, or dog park. Mayor Brownrigg asked if there is a need for the City to budget for civic space/parks in new neighborhoods like North Rollins Road. He discussed the potential of opening a library branch in the North Rollins Road neighborhood. Vice Mayor Colson stated that it is always nice to put aside funding for City parks and libraries. However, she explained that she thought the City did a great job partnering with private developers to obtain the amenities that the community needs. CDD Gardiner stated that the City has been working on a park fee nexus study. He added that this will be part of the development impact fee study. CDD Gardiner discussed the Peninsula Wellness Community. He noted that the project includes: • 6.5 acres • 404 units • 175 affordable units (43%) • 185,850 sf medical office building and community hub • Publicly accessible open space CDD Gardiner discussed the timeline of the Peninsula Wellness Community project. He explained that the project is hoping to break ground in 2025 and complete construction in 2027. He noted that if individuals want more information, they can go to www.burlingame.org/masterplan. CDD Gardiner stated that a complete list of major projects in the City can be found at www.burlingame.org/majorprojects. Councilmember Stevenson stated that he would like to see residential project reports include a breakdown of the different levels of affordability that the proposed developments would offer. 10 Meeting Date: February 6, 2023 Agenda Item: 8b Councilmember Beach asked if she was correct that part of the Peninsula Wellness Community was zoned institutional and therefore it would impact how it is classified in the Housing Element. CDD Gardiner replied in the affirmative. He noted that a portion of the area would need to be rezoned. Councilmember Ortiz stated that he thought CDD Gardiner's slides went a long way to address concerns from the public. He asked if these slides would be made available to the public. CDD Gardiner replied in the affirmative and stated that staff would determine how best to share them with the public. City Manager Goldman opened the item up for public comment. Jennifer Pfaff stated that a lot of the projects create a patchwork that is not controllable by the City. Therefore, she thought it would be important to keep in mind the end goal. Jonathan Wan asked if any evaluations were done regarding the proposed projects' impact on traffic. Mayor Brownrigg responded to Mr. Wan's comment that traffic management was included in the General Plan as the City considered expanding zoning. Terry Nagel asked if the City shared its sea level rise zoning work with other cities. She noted that the cities on the Bayfront would need to work together. (comment submitted via publiccomment@burlingame.org) Vice Mayor Colson responded to Ms. Nagel's comment in the affirmative. City Manager Goldman closed public comment. 8. CITY COUNCIL PRIORITIES Mayor Brownrigg introduced this item by stating that some of the Council's former large priorities had been completed. He explained that he asked his colleagues to come to the meeting with one small idea and one big idea. Mayor Brownrigg asked each of the Councilmembers to first share their small idea. Councilmember Ortiz stated that there is a cyclone fence that runs between Trousdale and Murchison on El Camino Real. He explained that he would love for the City to work with Caltrans to fix this fence. Councilmember Beach discussed inspiring people to proactively electrify their homes. She noted that she would like to see the City assist the public in how to navigate federal/state rebates and what the financial benefits are. She stated that she would like to see the City bring together points of contact to create a roadmap on what the most important thing to prioritize in electrification is and how to go about getting the rebate. 11 Meeting Date: February 6, 2023 Agenda Item: 8b Vice Mayor Colson stated that her small idea is an internship program for the City. She noted that she wanted to ensure that the interns were paid positions in order to not limit who is able to take these positions. City Manager Goldman noted that the City has interns. However, she noted space and staff time constraints limit how robust the program can be. Councilmember Beach stated that her day job is in workforce development, and there are resources to assist youth involved in municipal work. Councilmember Stevenson stated that his small idea is to promote culture, music, and other events at the new Town Square. He noted that the City might need to set aside funding for this. Mayor Brownrigg stated that he liked Councilmember Stevenson's idea as it would be important to activate the Town Square when it opens. Mayor Brownrigg stated that his small idea was to add lights to the new sport court at the Community Center in order to allow members of the public, especially students, to use the court until 10:00 p.m. Mayor Brownrigg asked each of the Councilmembers to share their big idea. Mayor Brownrigg stated that he would like to see a robust shuttle system installed in Burlingame. He noted that the City will be transformed by all the development in the next ten years and wanted to see more members of the public utilize public transportation. He discussed the potential of having driver -less shuttles in the future. Councilmember Stevenson stated that he thought "micro -transportation" for the City was important. He added that this might have the added bonus of helping TOT increase. Vice Mayor Colson supported the idea. Councilmember Ortiz stated that the City's current shuttles are underutilized; therefore, he thought the City should focus on how to get more people on the shuttles by studying routes, times, etc. Councilmember Beach stated that she thought it was a great idea. She added that she thought the Bayfront would be an important opportunity site for shuttles. Councilmember Ortiz stated that he would like to see a storm water collection/retention project created at all levels in the City (i.e. resident program and City facility program). Vice Mayor Colson stated that her big idea was water conservation and how to more efficiently collect and use recycled water. She noted that Redwood City and other cities have programs in place. She stated that 12 Meeting Date: February 6, 2023 Agenda Item: 8b she thought it would be important for the City to make a commitment to creating a recycled water program. Councilmember Beach voiced her support for Councilmember Ortiz and Vice Mayor Colson's big ideas. Mayor Brownrigg stated that he thought it was important for the City to be leaders in this field. Councilmember Beach stated that her big idea is for the City to consider Vision Zero as a policy. She explained that Vision Zero is a policy that legislative bodies can adopt where the city sets the goal to eliminate traffic fatalities or serious traffic injuries in a community. She noted that the policy has big implications, and it impacts how the City, among other things, considers sidewalk repairs/construction, infrastructure needs, and the urgency around repairs/construction. Councilmember Stevenson stated that he liked Councilmember Beach's idea. Councilmember Stevenson discussed the southern portion of Rollins Road. He added that he thought that when the City considers a project/plan for one area, it should be considered whether elements are necessary for the same reason in other areas. He gave the example of the City stressing the need for parks in the North Rollins Road neighborhood due to its high density, but noted that South Rollins Road also had high density. Councilmember Ortiz concurred with Councilmember Stevenson and thanked him for his idea. City Manager Goldman displayed the "infamous" iceberg slide. The slide depicts the fact that all the work that staff does during the day is below the water (the large portion of the iceberg), while the high visibility projects and Council ideas are above the water (the small portion of the iceberg). City Manager Goldman opened public comment. Sandra Lang stated that she loved all the ideas that were brought forth by Council. She added that if the public listened to the meeting, they would have a good understanding of all the factors that play into good governance. Terry Nagel stated that she is proud of the City's work on the storms. She encouraged the Council to help residents transition to clean energy. Mike McCord thanked the City for the Reach Code amendments. He stated that he would like to see the City assist citizens with converting their existing natural gas appliances to electric. Jonathan Wan stated that he would like to see the City focus on flood prevention, fire protection, and security systems. 13 Meeting Date: February 6, 2023 Agenda Item: 8b City Manager Goldman closed public comment. Mayor Brownrigg thanked his colleagues and staff all their ideas and the productive meeting. 11. ADJOURNMENT Mayor Brownrigg adjourned the meeting at 12:02 p.m. in memory of Mik Lowrie. Respectfully submitted, Meaghan Hassel -Shearer City Clerk 14 STAFF REPORT AGENDA NO: 8c kIdV, MEETING DATE: February 6, 2023 To: Honorable Mayor and City Council Date: February 6, 2023 From: Syed Murtuza, Director of Public Works — (650) 558-7230 Jennifer Lee, Environmental Regulatory Compliance Manager— (650) 558-7381 Subject: Adoption of an Ordinance Amending Chapter 15.10 of the Burlingame Municipal Code to Update Terminology to be Consistent with the Plumbing Code and to Clarify Wastewater Discharge Permit Requirements; CEQA Determination: Exempt Pursuant to State CEQA Guidelines Sections 15378 and 15061(b)(3) RECOMMENDATION Staff recommends that the City Council adopt the proposed Ordinance amending Chapter 15.10 of the Burlingame Municipal Code to update terminology to be consistent with the Plumbing Code and to clarify wastewater discharge permit requirements. Staff recommends the following procedure: 1. By motion, adopt the proposed Ordinance; and 2. Direct the City Clerk to publish a summary of the Ordinance within 15 days of adoption. BACKGROUND Food service establishments are the main sources of fats, oils, and grease in the wastewater collection system. The City of Burlingame regulates food service establishments and their discharge of fats, oils, and grease into the sanitary sewer through the Burlingame Municipal Code Chapter 15.10 Sanitary Sewer Use Regulations. Under this chapter, all facilities that discharge industrial wastewaters either directly or indirectly to the sanitary sewer are required to obtain a wastewater discharge permit per Section 15.10.070. Lastly, Chapter 15.10 was first adopted in 1970 with amendments last made in 2011. The City Council introduced the proposed Ordinance at its January 17, 2023 City Council meeting, and at the conclusion of the public hearing directed staff to bring it back for adoption at a future City Council meeting. DISCUSSION The proposed updates to Chapter 15.10 are intended to increase clarity and to be consistent with the California Plumbing Code in order to prevent confusion and/or avoid misinterpretation of the regulations. Essentially, the municipal code updates will ensure the terminology is consistent across the documents. Additionally, the proposed ordinance clarifies that any user, including food 1 Adoption of Ordinance Amending Municipal Code Chapter 15.10 February 6, 2023 service establishments, with waste that negatively impacts the wastewater treatment facility, will be required to obtain a wastewater discharge permit issued by the City. Given that Chapter 15.10 has not been updated since 2011, staff proposes minor updates to the code as described in the proposed ordinance to address the terminology discrepancy between the existing code and the California Plumbing Code and to clarify wastewater discharge permit requirements. ENVIRONMENTAL REVIEW The proposed Ordinance is not a project within the meaning of section 15378 of the CEQA Guidelines because it has no potential for resulting in physical change in the environment, either directly or ultimately. In the event that this Ordinance is found to be a project under CEQA, it is subject to the CEQA exemption contained in CEQA Guidelines section 15061(b)(3) because it can be seen with certainty to have no possibility of a significant effect on the environment. FISCAL IMPACT There is no fiscal impact. Exhibits: • Ordinance • January 17 Staff Report 2 ORDINANCE NO. AN ORDINANCE OF THE CITY OF BURLINGAME AMENDING CHAPTER 15.10 OF THE BURLINGAME MUNICIPAL CODE TO UPDATE TERMINOLOGY TO BE CONSISTENT WITH THE PLUMBING CODE AND TO CLARIFY WASTEWATER DISCHARGE PERMIT REQUIREMENTS; CEQA DETERMINATION: EXEMPT PURSUANT TO STATE CEQA GUIDELINES SECTIONS 15378 AND 15061(b)(3) WHEREAS, food service establishments are the main sources of fats, oils, and grease (FOG) discharges to wastewater collection system; and WHEREAS, the City of Burlingame regulates food service establishments and their discharge of fats, oils, and grease into the sanitary sewer through the Burlingame Municipal Code Chapter 15.10 Sanitary Sewer Use Regulations; and WHEREAS, under this chapter, all facilities that discharge industrial wastewaters either directly or indirectly to the sanitary sewer are required to obtain a wastewater discharge permit per Section 15.10.070; and WHEREAS, Chapter 15.10 was first adopted in 1970 with amendments last made in 2011; and WHEREAS, the proposed updates to Chapter 15.10 are intended to increase clarity and to be consistent with the California Plumbing Code in order to prevent confusion and/or avoid misinterpretation of the regulations; and WHEREAS, the proposed ordinance also clarifies that any user, including food service establishments, with waste that negatively impacts the wastewater treatment facility, will be required to obtain a wastewater discharge permit issued by the City; and WHEREAS, given that Chapter 15.10 has not been updated since 2011, staff proposes minor updates to the code to address the terminology discrepancy between the existing code and the California Plumbing Code and to clarify wastewater discharge permit requirements. NOW THEREFORE THE CITY COUNCIL OF THE CITY OF BURLINGAME DOES HEREBY ORDAIN AS FOLLOWS: Section 1. The recitals set forth above are true and correct, and are hereby incorporated herein by this reference as if fully set forth in their entirety. Section 2. The City Council hereby finds that the proposed Ordinance is in the public interest. Section 3. The proposed Ordinance is not a project within the meaning of section 15378 of the CEQA Guidelines because it has no potential for resulting in physical change in the environment, either directly or ultimately. In the event that this Ordinance is found to be a project under CEQA, it is subject to the CEQA exemption contained in CEQA Guidelines section 15061(b)(3) because it can be seen with certainty to have no possibility of a significant effect on the environment. Section 4. If any section, subsection, clause or phrase of this Ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portion or sections of the Ordinance. The City Council of the City of Burlingame hereby declares that it would have adopted the Ordinance and each section, subsection, sentence, clause or phrase thereof irrespective of the fact that any one or more sections, subsections, sentences, clauses or phrases be declared unconstitutional. Section 5. Section 15.10.015, "Definitions" of Chapter 15.10 of Title 15 of the Burlingame Municipal Code is amended as follows. Additions are reflected by underlined text and deletions with strike „i ,+ text 15.10.015 Definitions. (e) "E" Definitions. (1) Effluent. "Effluent' means the liquid outflow of any facility designed to treat, convey, or retain wastewater. (2) Engineer. "Engineer" means the City Director of Public Works. (3) Existing Source. "Existing source" means a source of discharge that is not a new source. (f) Reserved. "F" Definitions. (1) Fats, Oils, and Grease (FOG). "Fats, oils, and grease (FOGY means organic polar compounds derived from animal and/or plant sources that contain multiple carbon chain triglyceride molecules. (g) "G" Definitions. (1) Garbage. "Garbage" means wastes from the preparation, cooking and dispensing of foods, and from the handling, storage, and sale of produce. (2) Grab Sample. "Grab sample" means a single discrete sample collected at a particular time and place which represents the composition of the waste stream only at that time and place with no regard to the flow in the waste stream. (3) , prohibited Gen6tituent6 frern wastewater by differential gravity separation before dlSGharge to ffie. pubsewer. Grease Interceptor. "Grease interceptor" means a plumbing appurtenance or appliance that is installed in a sanitary drainage system to intercept nonpetroleum fats, oil, and greases (FOG) from a wastewater discharge. M Gravity Grease Interceptor. "Gravity grease interceptor" means a plumbing appurtenance or appliance that is installed in a sanitary drainage system to intercept nonpetroleum fats, oils, and greases (FOG) from a wastewater discharge and is identified by volume, 30-minute retention time, baffle(s), not less than two compartments, a total volume of not less than 300 gallons (1135 L), and gravity separation. (ii) Hydromechanical Grease Interceptor. "Hydromechanical grease interceptor" means a plumbing appurtenance or appliance that is installed in a sanitary drainage system to intercept nonoetroleum fats. oil. and arease (FOG) from a wastewater discharae and is identified by flow rate, and separation and retention efficiency. (4) Grease. "Grease" means ether -soluble matter, and shall include each of the following two (2) types: (i) Dispersed grease, which means grease which is not floatable grease; (ii) Fooatable grease, which means grease which floats on the surface of quiescent sewage water or other liquid or which floats when mixed or added to water. (5) Groundwater Discharger. "Groundwater discharger" means a discharger that pumps and treats contaminated groundwater and discharges to the sanitary sewer system. This class of discharger is variable, so that some permits are a year in length while others may be written for a week. Hydrocarbons are the most common pollutants. (i) "I" Definitions. (1) Incompatible Pollutant. "Incompatible pollutant" means any pollutant that is not a "compatible pollutant" as defined above. (2) Industrial Connection Sewer. "Industrial connection sewer" means the sewer connecting the building sewer or building waste drainage system to the public sewer for the purpose of conveying industrial wastewater. (3) Industrial User. "Industrial user" means any non-residential user that discharges industrial wastes to the sanitary sewer system. (4) Industrial Wastes. "Industrial wastes" means the wastes from producing, manufacturing and processing operations of every kind and nature. (5) Industrial Wastewater. "Industrial wastewater" means all water -carried wastes and wastewater of the community, excluding domestic wastewater and uncontaminated water, and includes all wastewater from any producing, manufacturing, processing, institutional, commercial, agricultural, or other operation where the wastewater discharged includes significant quantities of wastes from non -human origin. (6) Inspector. A person authorized by the director to inspect wastewater generation, conveyance, processing, disposal, and monitoring facilities. (7) IRteFfeFeRGe Interceptor. "Interceptor" means a food service device designed and installed to separate and retain deleterious, hazardous, or undesirable matter from normal wastes and permit normal sewage or liquid wastes to discharge into the disposal terminal by gravity_ (8) Interference. (i) "Interference" means a discharge which alone, or in conjunction with a discharge or discharges from other sources, inhibits or disrupts the processes or operation of the sanitary sewer system, including the POTW, prevents the POTW from using its chosen sludge use/disposal practice, or causes or significantly contributes to a violation of any requirement of the National Pollutant Discharge Elimination System (NPDES) Permit, which is a permit issued to the city pursuant to Section 402 of the Act. (ii) "Interference" also includes prevention of bio-solids use or disposal by the POTW in accordance with published regulations providing guidelines under Section 405 of the Act [33 U.S.C. §�1251-13871 or in regulations developed pursuant to the Solid Waste Disposal Act (SWDA) [42 U.S.C. §§6901, et seg.l, the Toxic Substances Control Act f15 U.S.C. §U601-26541, or more stringent state regulations (including those contained in any state bio-solids management plan prepared pursuant to Title IV of SWDA) applicable to the method of disposal or use employed by the POTW. Section 6. Section 15.10.017, "Abbreviations" of Chapter 15.10 of Title 15 of the Burlingame Municipal Code is amended as follows. Additions are reflected by underlined text and deletions with stroke out text 15.10.017 Abbreviations. When used in this chapter or in connection with any resolution, regulation, permit, order, or other action undertaken pursuant to this chapter, the following abbreviations shall have the following meanings: BMP — Best Management Practice BOD — Biochemical Oxygen Demand CFR — Code of Federal Regulations COD — Chemical Oxygen Demand CPC — California Plumbing Code EPA — Environmental Protection Agency FOG — Fats, Oils, and Grease L — Liter mg— Milligrams mg/L — Milligrams per Liter NPDES — National Pollutant Discharge Elimination System POTW — Publicly Owned Treatment Works SIC — Standard Industrial Classification SIU — Significant Industrial User SWDA — Solid Waste Disposal Act [42 U.S.C. Section 6901 et seq.] USC — United States Code TSS — Total Suspended Solids Section 7. Section 15.10.066, "Interceptors required" of Chapter 15.10 of Title 15 of the Burlingame Municipal Code is amended as follows. Additions are reflected by underlined text and deletions with strobe e, ,+ text 15.10.066 Interceptors required. (a) Any type of business or establishment where grease er other ohie^+ionohle materials may he diSGharged inte a publiG or private sewage main er dispesal systern shall have a grease rerneval deVise of a size that is required to install an interceptor shall be consistent with the recommended procedure for sizing, design, and installation based on the current adopted California Plumbing Code and design approved by the Director of Public Works. (b) Each grease removal device interceptor shall be so installed and connected that it shall be at all times easily accessible for inspection, cleaning and removal of grease. (c) The grease removal device interceptor should be situated on the discharger's premises but when such a location would be impractical or cause undue hardship on the discharger, the city may issue an encroachment permit to allow the device to be installed in the public street or sidewalk area and located so that it will not be obstructed by landscaping or parked vehicles. However, such a device shall not at any time pose a hazard or obstruction to public use of the street or sidewalk area. (d) Waste discharge from fixtures and equipment in establishments which may contain grease or other objectionable materials including, but not limited to, scullery sinks, pot and pan sinks, dishwashers, food waste disposals, soup kettles, mop sinks, floor sinks, and floor drains located in areas where such objectionable materials may exist, may be drained into the sanitary waste through the grease removal rye„i^e interceptor when approved by the director provided, however, that toilets, urinals, wash basins, and other fixtures containing fecal material shall not flow through the grease removal deai^e interceptor. Inter^enter^ shall he Io^ated u ps+ream of any dishwashers ^r rtis^haFges ev^eediRg one hYRdFed ten (110) degFees Fahrenheit. Heat in amounts that may cause interference with the FOG separation process shall not be connected to a grease interceptor unless approved by the Director of Public Works. (e) %`Frio removal rdeyiGes Interceptors shall be maintained in efficient operating condition by periodic removal of the accumulated grease in accordance with the manufacturer's operations manual or as deemed by the inspector. The use of chemicals to dissolve grease is specifically prohibited. No accumulated grease shall be introduced into any drainage piping or public or private sewer. Users with eil and grease removal .deyiGes interceptors shall maintain them in good operating condition at all times. (f) The discharger shall develop and maintain a record of periodic maintenance, and pumping of the rerneyal ldovino interceptor records shall be retained for a period of not less than three (3) years. All records shall be available for inspection in either physical or electronic form. (g) Pumping shall be sufficiently frequent to prevent objectionable odors, surcharge of the removal ,deviGe interceptors, or interference with the operation of the sanitary sewer system. (h) Abandoned grease interceptors shall be emptied and filled as required for abandoned septic tanks in accordance with the California Plumbing Code. (i) Existing users may be required to install an interceptor for the proper handling of grease - laden wastewaters approved by the Director of Public Works. The discharger is responsible for obtaining all necessary permits before installing a required interceptor. Section 8. Section 15.10.070, "Wastewater discharge permit required" of Chapter 15.10 of Title 15 of the Burlingame Municipal Code is amended as follows. Additions are reflected by underlined text and deletions with ctFmke t tex4 15.10.070 Wastewater discharge permit required. (a) No person shall discharge, or cause or allow or permit to be discharged any industrial wastewaters, or any waste that alone or in conjunction may cause interference or pass through the POTW, directly or indirectly to sewage facilities owned by the city without first obtaining a city permit for i^dustriai wastewater discharge. (b) A permit shall be issued for a specified time period, not to exceed five (5)years. A permit may be issued for a period less than a year or may be stated to expire on a specific date. The discharger shall apply for permit reissuance a minimum of forty-five (45) days prior to the expiration of the user's existing permit. Section 9. This Ordinance shall become effective 30 days after its adoption. The City Clerk is directed to publish this ordinance in a manner required by law. Section 10. Sections 5, 6, 7, and 8 of this Ordinance shall be codified in the Burlingame Municipal Code. Sections 1, 2, 3, 4, 9, and 10 shall not be so codified. Michael Brownrigg, Mayor I, Meaghan Hassel -Shearer, City Clerk of the City of Burlingame, certify that the foregoing ordinance was introduced at a public hearing at a regular meeting of the City Council held on the 17th day of January, 2023, and adopted thereafter on the 6th day of February, 2023, by the following vote: AYES: Councilmembers: NOES: Councilmembers: ABSENT: Councilmembers: Meaghan Hassel -Shearer, City Clerk BURLINGAME STAFF REPORT AGENDA NO: 9a MEETING DATE: January 17, 2023 To: Honorable Mayor and City Council Date: January 17, 2023 From: Syed Murtuza, Director of Public Works — (650) 558-7230 Jennifer Lee, Environmental Regulatory Compliance Manager— (650) 558-7381 Subject: Introduction of an Ordinance Amending Chapter 15.10 of the Burlingame Municipal Code to Update Terminology to be Consistent with the Plumbing Code and to Clarify Wastewater Discharge Permit Requirements; CEQA Determination: Exempt Pursuant to State CEQA Guidelines Sections 15378 and 15061(b)(3) RECOMMENDATION Staff recommends that the City Council take the following actions: 1. Receive the staff presentation and ask questions of staff. 2. Conduct a public hearing on the proposed ordinance. 3. Pass a motion to adopt the first reading of the proposed ordinance and to place the ordinance for second reading and adoption on the February 6, 2023 City Council agenda. BACKGROUND Food service establishments are the main sources of fats, oils, and grease in the wastewater collection system. The City of Burlingame regulates food service establishments and their discharge of fats, oils, and grease into the sanitary sewer through the Burlingame Municipal Code Chapter 15.10 Sanitary Sewer Use Regulations. Under this chapter, all facilities that discharge industrial wastewaters either directly or indirectly to the sanitary sewer are required to obtain a wastewater discharge permit per Section 15.10.070. Lastly, Chapter 15.10 was first adopted in 1970 with amendments last made in 2011. DISCUSSION The proposed updates to Chapter 15.10 are intended to increase clarity and to be consistent with the California Plumbing Code in order to prevent confusion and/or avoid misinterpretation of the regulations. Essentially, the municipal code updates will ensure the terminology is consistent across the documents. Additionally, the proposed ordinance clarifies that any user, including food 1 Introduction of Ordinance Amending Municipal Code Chapter 15.10 January 17, 2023 service establishments, with waste that negatively impacts the wastewater treatment facility, will be required to obtain a wastewater discharge permit issued by the City. Given that Chapter 15.10 has not been updated since 2011, staff proposes minor updates to the code as described in the proposed ordinance to address the terminology discrepancy between the existing code and the California Plumbing Code and to clarify wastewater discharge permit requirements. ENVIRONMENTAL REVIEW The proposed Ordinance is not a project within the meaning of section 15378 of the CEQA Guidelines because it has no potential for resulting in physical change in the environment, either directly or ultimately. In the event that this Ordinance is found to be a project under CEQA, it is subject to the CEQA exemption contained in CEQA Guidelines section 15061(b)(3) because it can be seen with certainty to have no possibility of a significant effect on the environment. FISCAL IMPACT There is no fiscal impact. Exhibit: • Proposed Ordinance 2 To: Date: From STAFF REPORT Honorable Mayor and City Council February 6, 2023 AGENDA NO: 8d MEETING DATE: February 6, 2023 Scott Spansail, Assistant City Attorney — (650) 558-7204 Subject: Adoption of an Ordinance Amending Chapter 18.30 of the Burlingame Municipal Code, Which Contains Local Amendments to the 2022 California Green Building Standards Code (CEQA Determination: Exempt Pursuant to State CEQA Guidelines Sections 15378, 15061(b)(3)) RECOMMENDATION Staff recommends that the City Council consider adoption of an Ordinance amending Chapter 18.30 of the Burlingame Municipal, which contains local amendments to the 2022 California Green Building Standards Code. Recommended Procedure and Order of Operations: A. By motion, adopt the proposed Ordinance. B. Direct the City Clerk to publish a summary of the Ordinance within 15 days of adoption. BACKGROUND At the November 21, 2022 Burlingame City Council meeting, the City Council adopted an Ordinance that made local amendments to Title 24, Part 11 of the 2022 California Building Code, which contains the California Green Building Standards Code (CALGreen). These local amendments are commonly referred to as a City's "Reach Code." However, the approved Ordinance did not include language that allowed exemptions for developers who had submitted a complete planning application prior to the implementation of this proposed Ordinance. Similarly, it did not allow the Building Official to grant exceptions to the City's Reach Code when their application could make a development project infeasible. At the January 17, 2023 Burlingame City Council meeting, the City Council introduced the proposed Ordinance and held a public hearing. Following discussion, the Council requested that the proposed Ordinance be brought back for second reading and potential adoption. 1 Amendment to Building Electrification Reach Code February 6, 2023 DISCUSSION The proposed Ordinance would add language regarding two issues not addressed in the current Reach Code. First, it would exempt developers who submitted a complete planning or building permit application prior to the effective date of the new (and then unknown) requirements of the City's updated Reach Code. Any project granted this exemption would still be required to comply with the City's 2020 Reach Code (or the variation of the Code applicable to the project based on its application history). Second, it would allow future developers to apply for an exception to certain aspects of the City's new Reach Code if those additional requirements would make the building of the project infeasible. In this scenario, the Building Official would determine whether an exception should be granted and would limit any approved exception to only those aspects of the Reach Code that make the project infeasible. If the Building Official denies an exception, the applicant could appeal this decision to the Community Development Director within five business days. The decision of the Community Development Director would be final. Staff believes that the addition of these two items will allow for a more complete and equitable application of the City's new Reach Code. FISCAL IMPACT There is no fiscal impact Exhibits: • Staff Report — First Reading • 2022 Reach Code Ordinance (November 21, 2022) 2022 Reach Code Staff Report (November 21, 2022) 2 ORDINANCE NO. AN ORDINANCE OF THE CITY OF BURLINGAME AMENDING CHAPTER 18.30 OF THE BURLINGAME MUNICIPAL CODE, WHICH CONTAINS LOCAL AMENDMENTS TO THE CALIFORNIA GREEN BUILDING STANDARDS CODE; EXEMPT PURSUANT TO STATE CEQA GUIDELINES SECTIONS 15378, 15061(b)(3)) WHEREAS, the City of Burlingame formally adopted the 2022 California Building Codes, which includes Title 24, Part 11: The California Green Building Standards Code (CALGreen), at its regular meeting on November 7, 2022; and WHEREAS, the City adopted local amendments to the California Green Building Standards Code through adoption of an Ordinance at its regular meeting on November 21, 2022, which requires all -electric new construction and enhanced electric vehicle charging infrastructure beyond State requirements; and WHEREAS, the City wishes to allow developers who had submitted an application deemed complete by the Director of Community Development for a planning or building entitlement prior to January 1, 2023, to be exempt from the City's newest local amendments to CALGreen, adopted on November 21, 2022; and WHEREAS, the City further wishes to allow the Building Official the discretion to provide an exception to projects who are able to prove that they can not build a compliant project due to the requirements of the City's newest local amendments, as noted in the exception below. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BURLINGAME DOES ORDAIN AS FOLLOWS: Section 1. The recitals set forth above are true and correct, and are hereby incorporated herein by this reference as if fully set forth in their entirety. Section 2. The City Council hereby finds that the proposed Ordinance is in the public interest. Section 3. The proposed Ordinance is not a project within the meaning of section 15378 of the CEQA Guidelines because it has no potential for resulting in physical change in the environment. In the event that this Ordinance is found to be a project under CEQA, it is subject to the CEQA exemption contained in CEQA Guidelines section 15061(b)(3) because it can be seen with certainty to have no possibility of a significant effect on the environment. Section 4. If any section, subsection, clause or phrase of this Ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portion or sections of the Ordinance. The City Council of the City of Burlingame hereby declares that it would have adopted the Ordinance and each section, subsection, sentence, clause or phrase thereof irrespective of the fact that any one or more sections, subsections, sentences, clauses or phrases be declared unconstitutional. Section 5. Chapter 18.30 of the Burlingame Municipal Code is amended as reflected in Exhibit A, attached hereto and incorporated herein by reference. Exhibit A generally shows additions with underlined text and deletions with strobe out text. Provisions that are not edited remain unchanged. Section 6. Section 5, Exhibit A of this Ordinance shall be codified in the Burlingame Municipal Code. Sections 1, 2, 3, 4, 6, 7, and 8 shall not be so codified. Section 7. This Ordinance shall go into effect 30 days following its adoption. Section 8. The City Clerk is directed to publish this Ordinance in a manner required by law. I, MEAGHAN HASSEL-SHEARER, City Clerk of the City of Burlingame, certify that the foregoing ordinance was introduced at a regular meeting of the City Council held on 17th day of January, 2023 and adopted thereafter at a regular meeting of the City Council held on the day of by the following votes: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ATTEST: Meaghan Hassel - Shearer, City Clerk I► EXHIBIT A Section 18.30.015 is added to Chapter 18.30 of the City of Burlingame Municipal Code, and shall read as follows: Section 18.30.015: Exemptions and Exceptions a. Exemptions: Any project that has submitted an application deemed complete by the Director of Community Development for either a planning or building entitlement prior to January 1, 2023, is exempt from the City of Burlingame's local amendments to Title 24, Part 11: The California Green Building Standards Code (CALGreen) that went into effect on January 1, 2023. All projects must still comply with any local amendments to the California Energy Code applicable to the project that were in place prior to January 1, 2023, as well as with all other applicable local, State and Federal codes and regulations. b. Exceptions: 1. If the applicant establishes that there is not a compliance pathway for the building under the City's local amendments to the California Green Building Standards Code (effective January 1, 2023), and that the building is not able to achieve the performance compliance standard applicable to the building under these same standards using commercially available technology and an approved calculation method, or if it is demonstrated that there is equivalent greenhouse gas reduction, then the Building Official may grant an exception. c. Exception Process: Granting of Exception. If the Building Official or designee determines that it is infeasible for the applicant to fully meet the requirements of this Chapter and the exception listed above applies, the Building Official or designee, shall determine the maximum feasible threshold of compliance reasonably achievable for the project. The decision of the Building Official or designee shall be provided to the applicant in writing. If an exception is granted, the applicant shall be required to comply with this Chapter in all other respects and shall be required to achieve, in accordance with this Chapter, the threshold of compliance determined to be achievable by the Building Official or designee. 2. Denial of Exception. If the Building Official or designee determines that it is reasonably possible for the applicant to fully meet the requirements of this Chapter, the request for exception shall be denied and the Building Official or designee shall so notify the applicant in writing. The project and compliance documentation shall be modified to comply with this Chapter prior to further review of any pending planning or building permit application. 3. Appeals of Exception Denial. If denied the exception, the applicant may appeal the denial in writing to the Director of Community Development. Such appeal must be received by the City within five (5) business days from the date the applicant was given notice of the denial. The Director will consider the information provided, and render a written decision regarding infeasibility based on the factors set forth in this Chapter. The decision of the Director shall be final. To Date: From: STAFF REPORT Honorable Mayor and City Council November 21, 2022 AGENDA NO: 8c MEETING DATE: November 21, 2022 Sigalle Michael, Sustainability Coordinator — (650) 558-7274 Subject: Adoption of an Ordinance Amending Chapter 18.30 of the Burlingame Municipal Code to Adopt Local Amendments to the 2022 California Green Building Standards Code (CEQA Determination: Exempt Pursuant To State CEQA Guidelines Sections 15378, 15061(b)(3)) RECOMMENDATION Staff recommends that the City Council adopt the proposed Ordinance amending Chapter 18.30 of the Burlingame Municipal Code to adopt local amendments to the 2022 California Green Building Standards Code. In its action, the Council should: 1. Adopt the proposed ordinance. 2. Direct the City Clerk to publish a summary of the ordinance within 15 days of adoption; and 3. Direct the City Clerk to file the findings and amendments with the California Building Standards Commission. BACKGROUND The California Building Standards Commission was established in 1953, and its members are appointed by the Governor. Since 1978, all proposed regulations promulgated by the various state agencies must be reviewed and approved by the Building Standards Commission. On December 14, 2021, the Building Standards Commission voted to adopt the most up-to-date edition of the model codes as amended by those various state agencies. On July 1, 2022, the California Building Codes were published. All local jurisdictions are required by State law to adopt and to enforce the most recent codes reviewed and approved by the California Building Standards Commission. The new codes will become effective on January 1, 2023. 1 Building Electrification Reach Code November 21, 2022 The City of Burlingame adopted the California Building Standards Code at its regular meeting on November 7, 2022. The California Green Building Standards Code, or "CALGreen," is a subcategory of the California Building Codes. It can be found within the California Building Codes at Part 11, Title 24. The City's anticipated adoption of the Building Standards Code would thereby include the adoption of Title 24 (CALGreen). Staff recommends making additional, local amendments to the CALGreen codes, which would impose City requirements that go beyond the State's requirements for energy efficiency. Such amendments are commonly referred to as "Reach Codes." Reach codes are local building code amendments that go beyond the State's requirements for energy efficiency and green building standards. The City of Burlingame adopted reach codes in 2020 that required new developments to use electric appliances for heating, cooling, and cooking (with some exceptions); and install electric vehicle (EV) infrastructure and solar power. DISCUSSION On November 7, 2022, the City Council introduced and held a public hearing for the proposed ordinance to amend Chapter 18.30 of the Burlingame Municipal Code to adopt local amendments to the 2022 California Green Building Standards Code. The Council unanimously introduced the ordinance, held a public hearing for the ordinance, and set the date for the second reading of the ordinance for November 21, 2022. At the November 7, 2022 meeting, the City council reviewed the proposal to amend the Building Codes with local amendments proposed to reflect Burlingame's local procedures and practices. The State allows local jurisdictions to make local amendments to the Building Codes to protect the health, welfare, and safety of the citizens of Burlingame because of local climatic, geological, and topographical conditions. The intent of the reach codes is to reduce greenhouse gas emissions and the impacts of global climate change. The City's local climactic, geological, and topographical conditions make the area vulnerable to wildfires, sea level rise, flooding, extreme heat days, and other potential climate change impacts. Evidence to support the findings necessary for local building code amendments includes the following: 1. Burlingame is located between the Santa Cruz Mountains foothills and San Francisco Bay, with a number of substantial creeks flowing through highly developed residential and industrial areas. It is surrounded by large areas of open space maintained in natural condition, as well as having a significant natural canyon in the center of the residential area. Strong winds come down the foothills during both the driest and the wettest parts of the year. The city is directly east of the San Andreas Fault, and much of the highly developed part of the city is located along the front of the Bay, much of it on fill. The United States Geologic Survey, the California Division of Mines and Geology, and the Association of Bay Area Governments have extensively mapped the area for such earthquake probabilities. The foothill areas have a variety of soil formations with steep canyons and heavy precipitation. Much of the city has a high water table. The proposed amendments to the 2 Building Electrification Reach Code November 21, 2022 Building Code address the local geological conditions in Burlingame. 2. Fires in the community could quickly spread because of the extensive, natural vegetation throughout the city. The city has a number of highly developed commercial areas with older buildings, and an industrial area that is filled with mixed uses utilizing various materials that could be highly hazardous. Heavily traveled approach and departure routes for San Francisco International Airport are immediately adjacent to or over the city. The city is also located in a national climate zone that is designated "Very High" on the Termite Infestation Probability Map. The proposed amendments to the Building Code address the local topographical conditions in Burlingame. 3. The City has worked with other jurisdictions on the San Francisco Peninsula to establish consistent standards to minimize the impact that varying standards might have on development and redevelopment of both residential and commercial buildings. It is only through strong building standards and effective fire prevention and containment programs that citizens will receive the protection they deserve, and that citizens will be able to obtain reasonably priced insurance for their homes and businesses. 4. The City operates its own sanitary sewer system and water quality control plant and is subject to State and Federal laws regarding both point and non -point discharges. The proposed amendments to the Building Code are intended to assist the City in meeting its responsibilities regarding those laws as well as protecting the public safety and welfare. 5. The City also operates its own water supply system for its citizens. The proposed amendments to the Building Code are intended to provide consistent policy regarding water service installations and to protect the public's water supply. The proposed ordinance, which addresses the local geological and topographic conditions described above, is based on the model reach code prepared by Peninsula Clean Energy (PCE). The model reach code proposes for all new construction to be all electric and install electric vehicle charging infrastructure. The table below highlights the requirements in the model reach code. 3 Building Electrification Reach Code November 21, 2022 Single Family Homes Multifamily Buildings Commercial Buildings Model Reach All -electric construction All -electric construction All -electric construction Code for Building For -profit restaurants may Electrification use methane gas for cooking and must prewire for future electric appliances. Model Reach One parking space L2 40% of units with L2 Offices: Code for EV ready charging stations 20% of parking spaces Infrastructure with L2 charging stations One parking space L1 60% of units L1 ready 30% L2 capable ready 5% of parking spaces with L2 charging stations 25% L2 ready 10% L2 capable Other: 10% of parking spaces with L2 charging stations 10% L2 capable Definitions: - L2 ready: Level 2 outlet (240 volt, dryer plug) to plug into. - L1 ready: Regular 120 volt outlet to plug into. - L2 charging station: Level 2 station installed. - L2 capable: Power is available for future use. The proposed reach code would make local amendments to the California Green Building Standards Code. The California Energy Commission (CEC) advised local jurisdictions that such local amendments fall outside of the scope of the CEC and do not require CEC approval. FISCAL IMPACT None. Exhibit: 0 Ordinance ORDINANCE NO. AN ORDINANCE OF THE CITY OF BURLINGAME AMENDING CHAPTER 18.30 OF THE BURLINGAME MUNICIPAL CODE TO ADOPT LOCAL AMENDMENTS TO THE 2022 CALIFORNIA GREEN BUILDING STANDARDS CODE (CEQA DETERMINATION: EXEMPT PURSUANT TO STATE CEQA GUIDELINES SECTIONS 15378, 15061(b)(3)) WHEREAS, the City of Burlingame formally adopted the 2022 California Building Codes, which includes Title 24, Part 11: The California Green Building Standards Code (CALGreen), at its regular meeting of November 7, 2022; and WHEREAS, the City desires to amend the anticipated update to Chapter 18.30 of the Burlingame Municipal Code, which will become the California Green Building Standards Code, 2022 Edition, with local amendments to include electrification requirements; and WHEREAS, the local amendments below amend Chapter 18.30 of the Burlingame Municipal Code, and therefore the local application of the California Green Building Standards Code, to require all -electric new construction and enhanced electric vehicle charging infrastructure beyond state requirements; and WHEREAS, pursuant to Sections 17922, 17958, 17958.5, 17958.7 and 18941.5 of the California Health and Safety Code, the City may adopt amendments, modifications, changes, and additions to the provisions of these codes, which are reasonably necessary to protect the health, welfare and safety of the citizens of Burlingame because of local climatic, geological and topographical conditions; and WHEREAS, the City of Burlingame adopted a Climate Action Plan (CAP) that contains measures to curb the use of fossil fuels, a primary contributor to GHG emissions, in buildings and transportation; and WHEREAS, adoption of these local amendments is consistent with the goals of reducing greenhouse gas emissions as identified in the City's CAP. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BURLINGAME DOES ORDAIN AS FOLLOWS: Section 1. The recitals set forth above are true and correct, and are hereby incorporated herein by this reference as if fully set forth in their entirety. Section 2. The City Council hereby finds that the proposed Ordinance is in the public interest. Section 3. The proposed Ordinance is not a project within the meaning of section 15378 of the CEQA Guidelines because it has no potential for resulting in physical change in the environment. In the event that this Ordinance is found to be a project under CEQA, it is subject to the CEQA exemption contained in CEQA Guidelines section 15061(b)(3) because it can be seen with certainty to have no possibility of a significant effect on the environment. Section 4. If any section, subsection, clause or phrase of this Ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portion or sections of the Ordinance. The City Council of the City of Burlingame hereby declares that it would have adopted the Ordinance and each section, subsection, sentence, clause or phrase thereof irrespective of the fact that any one or more sections, subsections, sentences, clauses or phrases be declared unconstitutional. Section 5. Chapter 18.30 of the Burlingame Municipal Code is amended as reflected in Exhibit A, attached hereto and incorporated herein by reference. Exhibit A generally shows additions with underlined text and deletions with stroke out text. Provisions that are not edited remain unchanged. Section 6. Pursuant to Sections 17922, 17958, 17958.5, 17958.7 and 18941.5 of the California Health and Safety Code, the City Council makes the following findings to support the need for local amendments to the Green Building Standards Code which are reasonably necessary to protect the health, welfare and safety of the citizens of Burlingame because of local climatic, geological and topographical conditions: 1. Burlingame is located between the Santa Cruz Mountains foothills and San Francisco Bay, with a number of substantial creeks flowing through highly developed residential and industrial areas. It is surrounded by large areas of open space maintained in natural condition, as well as having a significant natural canyon in the center of the residential area. Strong winds come down the foothills during both the driest and the wettest parts of the year. The city is directly east of the San Andreas Fault, and much of the highly developed part of the city is located along the front of the Bay, much of it on fill. The United States Geologic Survey, the California Division of Mines and Geology, and the Association of Bay Area Governments have extensively mapped the area for such earthquake probabilities. The foothill areas have a variety of soil formations with steep canyons and heavy precipitation. Much of the city has a high water table. The proposed amendments to the Green Building Standards Code address the local geological conditions in Burlingame. 2. Fires in the community could quickly spread because of the extensive, natural vegetation throughout the city. The city has a number of highly developed commercial areas with older buildings, and an industrial area that is filled with mixed uses utilizing various materials that could be highly hazardous. Heavily traveled approach and departure routes for San I% Francisco International Airport are immediately adjacent to or over the city. The city is also located in a national climate zone that is designated "Very High" on the Termite Infestation Probability Map. The proposed amendments to the Green Building Standards Code address the local topographical conditions in Burlingame. 3. The City has worked with other jurisdictions on the San Francisco Peninsula to establish consistent standards to minimize the impact that varying standards might have on development and redevelopment of both residential and commercial buildings. It is only through strong building standards and effective fire prevention and containment programs that citizens will receive the protection they deserve, and that citizens will be able to obtain reasonably priced insurance for their homes and businesses. 4. The City operates its own sanitary sewer system and water quality control plant and is subject to State and Federal laws regarding both point and non - point discharges. The proposed amendments to the Green Building Standards Code are intended to assist the City in meeting its responsibilities regarding those laws as well as protecting the public safety and welfare. 5. The City also operates its own water supply system for its citizens. The proposed amendments to the Green Building Standards Code are intended to provide consistent policy regarding water service installations and to protect the public's water supply. Section 7. Section 5, Exhibit A of this Ordinance shall be codified in the Burlingame Municipal Code. Sections 1, 2, 3, 4, 6, 7, 8, and 9 shall not be so codified. Section 8. This Ordinance shall go into effect 30 days following its adoption. Section 9. The City Clerk is directed to publish this Ordinance in a manner required by law. I, MEAGHAN HASSEL-SHEARER, City Clerk of the City of Burlingame, certify that the foregoing ordinance was introduced at a regular meeting of the City Council held on 7th day of November, 2022 and adopted thereafter at a regular meeting of the City Council held on the 21 st day of November by the following votes: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ATTEST: Meaghan Hassel - Shearer, City Clerk 3 EXHIBIT A Chapter 18.30 of the City of Burlingame Municipal Code is amended as follows: Part 11 — California Green Building Standards Code (CALGreen) CHAPTER 2 SECTION 202 — DEFINITIONS ALL -ELECTRIC BUILDING. A building that contains no combustion equipment or plumbing for combustion equipment serving space heating (including fireplaces), water heating (including pools and spas), cooking appliances (including barbegues), and clothes drying, within the building or building property lines, and instead uses electric heating appliances for service. AFFORDABLE HOUSING. Residential buildings that entirely consist of units below market rate and whose rents or sales prices are governed by local agencies to be affordable based on area median income. AUTOMATIC LOAD MANAGEMENT SYSTEM (ALMS). A control system designed to manage load across one or more electric vehicle supply equipment (EVSE), circuits, panels and to share electrical capacity and/or automatically manage power at each connection point. ALMS systems shall be designed to deliver no less than 3.3 kVa (208/240 volt, 16-ampere) to each EV Capable, EV Ready or EVCS space served by the ALMS, and meet the requirements of California Electrical Code Article 625. The connected amperage to the building site for the EV charging infrastructure shall not be lower than the required connected amperage per California Green Building Standards Code, Title 24 Part 11. COMBUSTION EQUIPMENT. Any equipment or appliance used for space heating, water heating, cooking, clothes drying and/or lighting that uses fuel gas. COMMERCIAL FOOD HEAT -PROCESSING EQUIPMENT. An equipment used in a food establishment for heat -processing food or utensils and that produces grease vapors, steam, fumes, smoke, or odors that are required to be removed through a local exhaust ventilation system. as defined in the California Mechanical Code. DIRECT CURRENT FAST CHARGING (DCFC) PARKING SPACE. A parking space provided with electrical infrastructure that meets the following conditions: A minimum of 48 kVa (480 volt, 100-ampere) capacity wiring. Electric vehicle supply equipment (EVSE) located within three (3) feet of the parking space providing a minimum capacity of 80-ampere. ELECTRIC HEATING APPLIANCE. A device that produces heat energy to create a warm environment by the application of electric power to resistance elements, refrigerant compressors, or dissimilar material junctions, as defined in the California Mechanical Code. ELECTRIC VEHICLE CHARGING STATION (EVCS). narking spaGGS. A parking space that includes installation of electric vehicle supply equipment (EVSE) at an EV Ready space. An EVCS space may be used to satisfy EV Ready space requirements. EVSE shall be installed in accordance with the California Electrical Code, Article 625. ELECTRIC VEHICLE (EV) READY SPACE. [HCD] A vehicle space which is provided with a branch circuit; any necessary raceways, both underground and/or surface mounted; to accommodate EV charging, terminating in a receptacle or a charger. .- r FUEL GAS. A gas that is natural, manufactured, liquefied petroleum, or a mixture of these. LEVEL 2 EV CAPABLE. A Darkina space provided with electrical infrastructure that meets the following requirements: i. Conduit that links a listed electrical panel with sufficient capacity to a junction box or receptacle located within three (3) feet of the parking space. ii. The conduit shall be designed to accommodate at least 8.3 Wa (208/240 volt, 40- ampere) per parking space. Conduit shall have a minimum nominal trade size of 1 inch inside diameter and may be sized for multiple circuits as allowed by the California Electrical Code. Conduit shall be installed at a minimum in spaces that will be inaccessible after construction, either trenched underground or where penetrations to walls, floors, or other partitions would otherwise be required for future installation of branch circuits, and such additional elements deemed necessary by the Building Official. Construction documents shall indicate future completion of conduit from the panel to the parking space, via the installed inaccessible conduit. iii. The electrical panel shall reserve a space for a 40-ampere overcurrent protective device space(s) for EV charging, labeled in the panel directory as "EV CAPABLE." iv. Electrical load calculations shall demonstrate that the electrical panel service capacity and electrical system, including any on -site distribution transformer(s), have sufficient capacity to simultaneously charge all EVs at all required EV spaces at a minimum of 40 amaeres. The parking space shall contain signage with at least a 12" font adjacent to the parking space indicating the space is EV Capable. LEVEL 1 EV READY. A parking space that is served by a complete electric circuit with the following requirements: A minimum of 2.2 kVa (110/120 volt, 20-ampere) capacity wiring. A receptacle labeled "Electric Vehicle Outlet" or electric vehicle suDDly eauioment located within three (3) feet of the parking space. If EVSE is provided the minimum capacity of the EVSE shall be 16-ampere. iii. Conduit oversized to accommodate future Level 2 EV Readv (208/240 volt. 40- ampere) at each parking space. LEVEL 2 EV READY. A parking space that is served by a complete electric circuit with the following requirements: A minimum of 8.3 kVa (208/240 volt, 40-ampere) capacity wiring. A receptacle labeled "Electric Vehicle Outlet" or electric vehicle supply equipment located within three (3) feet of the parking space. If EVSE is provided the minimum capacity of the EVSE shall be 30-ampere. LOW POWER LEVEL 2 EV READY. A parking space that is served by a complete electric circuit with the followina reauirements: A minimum of 4.1 kVA (208/240 Volt, 20-ampere) capacity wiring. A receptacle labeled "Electric Vehicle Outlet" or electric vehicle suoDly eauipment located within three (3) feet of the parking space. If EVSE is provided the minimum capacity of the EVSE shall be 16-ampere. iii. Conduit oversized to accommodate future Level 2 EV Ready (208/240 volt, 40- ampere) at each parking space. CHAPTER 3 — GREEN BUILDING 301.1.1 Additions and alterations. The mandatory provisions of Section 4.106.4.2 may apply to additions or alterations of existing parking facilities or the addition of new parking facilities serving existing multifamily buildings. See aGtien 4.106.4.3 for�IriGatiionT The mandatory provisions of Section 5.106.5.3 may apply to additions or alterations of existing parking facilities or the addition of new parking facilities serving existing nonresidential buildi NOTE: Repairs including, but not limited to, resurfacing, restriping, and repairing or maintaining existing lighting fixtures are not considered alterations for the purpose of this section. CHAPTER 4 — RESIDENTIAL MANDATORY MEASURES 4.106.4 Electric vehicle (EV) charging for new coast uGtion. New Residential - construction shall comply with Section 4.106.4.1 or 4.106.4.2, and 4.106.4.3, to facilitate future installation and use of EV chargers. Electric vehicle supply equipment (EVSE) shall be installed in accordance with the California Electrical Code, Article 625. For EVCS signs, refer to Caltrans Traffic Operations Policy Directive 13-01 (Zero Emission Vehicle Signs and Pavement Markings) or its successor(s). Calculation for spaces shall be rounded up to the nearest whole number. Exceptions: On a case -by -case basis, where the local enforcing agency has determined EV charging and infrastructure are not feasible based upon one or more of the following conditions: 1.1. Where there is no local utility power supply or the local utility is unable to supply adequate power. 1.2. Where there is evidence suitable to the local enforcing agency substantiating that additional local utility infrastructure design requirements, directly related to the implementation of Section 4.106.4, may increase construction cost by an average of $4,500 per parking space for market rate housing or $400 per parking space for affordable housing. EV infrastructure shall be provided up to the level that would not exceed this cost for utility service adversely imnont the nenctn intien nett of the Proient 2. Accessory Dwelling Units (ADU) and Junior Accessory Dwelling Units (JADU) without additional parking facilities and without electrical panel upgrade or new panel installation. Detached ADUs, attached ADUs, and JADUs without additional parking but with electrical panel upgrades or new panels must have reserved breakers and electrical capacity according to the requirements of 4.106.4.1. 3. Multifamily residential R-2 building projects that have approved entitlements before the code effective date shall provide, based on the total number of parking spaces, at least five percent (5%) with EVCS Level 2 EV Ready, twenty-five percent (25%) with Low Power Level 2 EV Ready, and ten percent (10%) with Level 2 EV Capable according to 2022 California Green Building Standards Code reauirements. 4.106.4.1 New oOne- and two-family dwellings and town -houses with private garages. M � 1 � ii 1 I 1 � 4.106.4.1.2. Existina Buildina. Parkina additions or electrical panel uoarades must have reserved breaker spaces and electrical capacity according to the requirements of 4.106.4.1.1. 4.106.4.2 New Multifamily dwellings, hotels and mote's and with new residential parking facilities. Requirements apply to parking spaces that are assigned or leased to individual dwellina units, as well as unassianed residential Parkina. Visitor or common area parking is not included. 4.106.4.2.1 New Construction. Forty percent (40%) of dwellina units with oarkina spaces shall be EVCS with Level 2 EV Ready. ALMS shall be permitted to reduce load when multiple vehicles are charging. Sixty percent (60%) of dwelling units with parking spaces shall be provided with at minimum a Level 1 EV Ready space. EV ready spaces and EVCS in multifamily developments shall comply with California Building Code, Chapter 11A. Section 1109A. EVCS shall comply with the accessibilitv arovisions for EV charaers in the California Buildina Code. Chapter 11 B. Note: The total number of EV spaces should be one -hundred percent (100%) of dwelling units or one -hundred percent (100%) of parking spaces, whichever is less. �..rnr nrnine*:�r�:r.Er_�r�M . i and hotels and models wroth loss than 70 sleeping units or guest rooms 2. 1 �7 spaGGS required u 4.106.4.2.2 Multifamily development projects with 20 or more dwelling units, hotels and motels or more sleepingunits or guest rcTvvms. shall be e!eGtroG vehoGle bumidoRg Site, for all types ef faGilities, provided parkiRg .11 MUM !AVAN!MVATA OWN 4.106.4.2.2 Existina Buildinas. 1. When new parking facilities are added, or electrical systems or lighting of existing parking facilities are added or altered and the work requires a building permit, ten percent (10%) of the total number of parking spaces added or altered shall be EVCS. Any existing EV Capable spaces on the building property required by the locally adopted codes at the time of building permit shall be upgraded to a minimum of Level 1 EV Ready. Upgrades shall be required at currently designated vehicle parking spaces. Upgrades shall be required for remaining parking spaces after meeting the accessibility requirements of California Building Code Chapters 11A and 11 B. 2. When new parking facilities are added and ALMS is installed, the ALMS system must be designed to deliver no less than 2.2 kVa (110/120 volt, 20-ampere) per space. 4.106.4.32.2.1 Electric vehicle charging stations (EVCS). Electric vehicle charging stations required by Section 4.106.4.2.2, '+�T shall comply with Section 4.106.4.32:21. Exception: Electric vehicle charging stations serving public accommodations, public housing, motels, and hotels shall not be required to comply with this section. See California Building Code, Chapter 11 B, for applicable requirements. 4.106.4.3.12.2.1.1 Location. EVCS shall comply with at least one of the following options: 1. The charging space shall be located adjacent to an accessible parking space meeting the requirements of the California Building Code, Chapter 11 A, to allow use of the EV charger from the accessible parking space. 2. The charging space shall be located on an accessible route, as defined in the California Building Code, Chapter 2, to the building. Exception: Electric vehicle charging stations designed and constructed in compliance with the California Building Code, Chapter 11 B, are not required to comply with Section 4.106.4.3.1''� and Section 4.106.4.3.2-9-9.1-21 Item 3. 4.106.4.3.22.2.1..2Electr+cvehiGle Charging stations (EVGS) dpimensions. The charging spaces shall be designed to comply with the following- 1 . The minimum length of each EV space shall be 18 feet (5486 mm). 2. The minimum width of each EV space shall be 9 feet (2743 mm). 3. One in every 25 charging spaces, but not less than one, shall also have an 8- foot (2438 mm) wide minimum aisle. A 5-foot (1524 mm) wide minimum aisle shall be permitted provided the minimum width of the EV space is 12 feet (3658 mm). a. Surface slope for this EV space and the aisle shall not exceed 1 unit vertical in 48 units horizontal (2.083 percent slope) in any direction. Exception: Where the City's Municipal or Zoning Code permits parking space dimensions that are less than the minimum requirements stated in this section 4.106.4.3.2, and the compliance with which would be infeasible due to particular circumstances of a project, an exception may be granted while remaining in compliance with California Building Code Section Table 11 B-228.3.2.1 and 11 B- 812, as applicable. I✓ ... 4.106.4.4 Direct current fast charging stations. One DCFC may be substituted for up to five (5) EVCS to meet the requirements of 4.106.4.1 and 4.106.4.2. Where ALMS serve DCFC stations, the power demand from the DCFC shall be prioritized above Level 1 and Level 2 spaces. pili .. . .. �•�� .. 1 icnr,iliflno- atr - - • future Level 2 EVSE. 4.106.5 All -electric buildings. New construction buildings and qualifying alteration projects shall comply with Section 4.106.5.1 so that they do not use combustion equipment. 4.106.5.1. New construction and qualifying alteration projects. All newly constructed buildings shall be all -electric buildings. Alterations that include replacement or addition of over 50 percent of the existing foundation for purposes other than a repair or reinforcement as defined in California Existing Building Code Section 202; or where over 50 percent of the existing framing above the sill plate is removed or replaced for purposes other than repair, shall be all -electric buildings. If either of these criteria are met within a three-year period, measured from the date of the most recent previously obtained permit final date, the project shall be subject to the all -electric building requirements. Tenant improvements shall not be considered new construction. The final determination whether a project meets the definition of substantial reconstruction/alteration shall be made by the local enforcing agency. Inactive Fuel Gas Infrastructure may be extended to spaces that are anticipated to qualify for the exceptions contained in this chapter. The inactive Fuel Gas Infrastructure shall not be activated, have a meter installed, or otherwise used unless the exemptions specified in this chapter have been confirmed as part of the issuance of a building permit. If the Fuel Gas Infrastructure is no longer serving one of the exceptions contained in this chapter, it shall either be capped, otherwise terminated, or removed by the entity previously entitled to the exemption, in a manner pursuant to all aaDlicable Codes. City of Burlingame shall have the authority to approve alternative materials, design and methods of construction or eauioment Der California Buildina Code Section 104. 10 CHAPTER 5 — NONRESIDENTIAL MANDATORY MEASURES 5.106.13 All -electric buildings. New construction buildings and qualifying alteration projects shall comply with Section 5.106.13.1 or 5.106.13.2 so that they do not use combustion equipment or are ready to facilitate future electrification. 5.106.13.1. New construction and qualifying alteration projects. All newly constructed buildings shall be all -electric buildings. Alterations that include replacement of over 50 percent of the existing foundation for purposes other than a repair or reinforcement as defined in California Existing Building Code Section 202; or where over 50 percent of the existing framing above the sill plate is removed or replaced for purposes other than repair, shall be all -electric buildings. If either of these criteria are met within a three-year period, measured from the date of the most recent previously obtained permit final date, the project shall be subject to the all -electric buildings requirements. Tenant improvements shall not be considered new construction. The final determination whether a project meets the definition of substantial reconstruction/alteration shall be made by the local enforcing agency. Exceptions: 1. Nonresidential buildings containing kitchens located in a place of public accommodation, as defined in the California Building Code Chapter 2, may apply to the local enforcing agency for a modification to install commercial food heat- processinq equipment served by fuel gas. The local enforcing agency may grant the modification if they find: a. A business -related need to cook with combustion equipment; and b. The need cannot be achieved equivalently with an electric heating appliance; and c. The applicant has installed energy efficient equipment based on Energy Star or California Enerav Wise aualifications. as available. d. The applicant shall comply with Section 5.106.13.2. 2. If the applicant establishes that there is not an all -electric prescriptive compliance pathway for the building system under the California Building Energy Efficiency Standards, and that the building is not able to achieve the performance compliance standard applicable to the building under the Energy Efficiency Standards using commercially available technology and an approved calculation method, then the local enforcina aaencv may arant a modification. The applicant shall comDly with Section 5.106.13.2. Inactive Fuel Gas Infrastructure may be extended to sDaces that are anticiaated to qualify for the exceptions contained in this chapter. The inactive Fuel Gas Infrastructure shall not be activated, shall not have a meter installed, and/or shall not otherwise be used unless the exemptions specified in this chapter have been confirmed as part of the issuance of a building permit. If the Fuel Gas Infrastructure is no lonaer servina one of the exceptions contained in this chanter. it shall either be 11 capped, otherwise terminated, or removed by the entity previously entitled to the exemption, in a manner pursuant to all applicable Codes. City of Burlingame shall have the authority to approve alternative materials, design and methods of construction or equipment per California Building Code Section 104. 5.106.13.2. Requirements for combustion equipment. Where combustion equipment is allowed per exceptions under Section 5.106.13.1, the construction drawings shall indicate electrical infrastructure and physical space accommodating the future installation of an electrical heating appliance in the following ways, as certified by a registered design professional or licensed electrical contractor: 1. Branch circuit wiring, electrically isolated and designed to serve all electrical heating appliances in accordance with manufacturer requirements and the California Electrical Code, including the appropriate voltage, phase, minimum amperage, and an electrical receptacle or function box within five feet of the appliance that is accessible with no obstructions. Appropriately sized conduit may be installed in lieu of conductors: and 2. Labeling of both ends of the unused conductors or conduit shall be with "For Future Electrical Appliance"; and 3. Reserved circuit breakers in the electrical panel for each branch circuit, aaaroariately labeled (e.a. "Reserved for Future Electric Ranae"). and positioned on the opposite end of the panel supply conductor connection; and 4. Connected subpanels, panelboards, switchboards, busbars, and transformers shall be sized to serve the future electrical heating appliances. The electrical capacity reauirements shall be adiusted for demand factors in accordance with the California Electric Code; and 5. Phvsical space for future electrical heatina appliances. includina eauipment footprint, and if needed a pathway reserved for routing of ductwork to heat pump evaporator(s), shall be depicted on the construction drawings. The footprint necessary for future electrical heating appliances may overlap with non-structural partitions and with the location of currently designed combustion equipment. 5.106.5.3 Electric vehicle (EV) charging. M Construction to provide electric vehicle infrastructure and facilitate electric vehicle charging shall comply with Section 5.106.5.3.1 and shall be provided in accordance with regulations in the California Building Code and the California Electrical Code. Accessible EVCS shall be provided in accordance with the California Buildina Code Chapter 11B Section 11B-228.3. For EVCS signs, refer to Caltrans Traffic Operations Policy Directive 13-01 (Zero Emission Vehicle Sians and Pavement Markinas) or its successor(s). Calculation for spaces shall be rounded up to the nearest whole number. Exceptions: 1. On a case -by -case basis where the local enforcing agency has determined 12 compliance with this section is not feasible based upon one of the following conditions: a. Where there is no local utility power supply. b. Where the local utility is unable to supply adequate power. c. Where there is evidence suitable to the local enforcement agency substantiating that additional local utility infrastructure design requirements, directly related to the implementation of Section 5.106.5.3, may increase construction cost by an average of $4,500 per parking space. EV infrastructure shall be provided up to the level that would not exceed this cost for utility service. 'Rgpan+ the nE)RGtF in+iGR nnc+ Of the PFGjeGt 2. Parking spaces accessible only by automated mechanical car parking systems are not required to comply with this code section. 5.106.5.3.1 Nonresidential Occupancy Class B Offices — Shared Parking Space. 5.106.5.3.1.1 New Construction. Twenty percent (20%) of parking spaces shall be EVCS with Level 2 EV Ready. ALMS shall be permitted to reduce load when multiple vehicles are charging. Thirty percent (30%) of parking spaces provided shall be Level 2 EV Capable. 5.106.5.3.1.2 Existina Buildinas. When new oarkina facilities are added, or electrical systems or lighting of existing parking facilities are added or altered and the work requires a building permit, ten percent (10%) of the total number of parking spaces added or altered shall be EVCS with Level 2 EV Ready. Any existing EV Capable spaces on the building property required by the locally adopted codes at the time of building permit shall be upgraded to a minimum of Level 1 EV Ready. Upgrades shall be required at currently designated vehicle parking spaces. Upgrades shall be required for remaining parking spaces after meeting the accessibilitv reauirements of California Buildina Code Chaoters 11A and 11 B. IN ._ No _ _.IMMMMM IM_. I ' - NNW NK '1111 _. _ . _ IM I IN 13 TOTAL NUMBER nC ACTUAL- PARKING- SPACES NUMBER nG GCn111RED CV E- CAS NUMBER nG EVGS (CV CAPABLE SPACES- PROVIDED WITH CVCC\ 2 9-� 9 9 1025 4- 9- ��_tin $ 2- `tea --75 43- 9 76-199 47- 4 191-159 2-5- 6 151200 -345- 9 201 and c) 70 4 Of 25 r.ornoRt of F=V naYl-�hlo pornont -tit 14 5.106.5.3.2 Hotel and Motel Occupancies — Shared Parking Facilities. 5.106.5.3.2.1 New Construction. Five percent (5%) of parking spaces provided shall be EVCS with Level 2 EV Ready. ALMS shall be permitted to reduce load when multiple vehicles are charging. Twenty-five percent (25%) of parking spaces provided shall be Low Power Level 2 EV Ready space. Ten percent (10%) of parking spaces provided shall be Level 2 EV Capable. 5.106.5.3.2.2 Existina Buildinas. When new oarkina facilities are added. or electrical systems or lighting of existing parking facilities are added or altered and the work requires a building permit, ten percent (10%) of the total number of parking spaces added or altered shall be EVCS with Level 2 EV Ready. Any existing EV Capable spaces on the building property required by the locally adopted codes at the time of building permit shall be upgraded to a minimum of Level 1 EV Ready. Upgrades shall be required at currently designated vehicle parking spaces. Upgrades shall be required for remaining parking spaces after meeting the accessibility requirements of California Building Code Chapters 11 A and 11 B. 5.106.5.3.3 All Other Nonresidential Occupancies — Shared Parkina Facilities. 5.106.5.3.3.1 New Construction. Ten percent (10%) of parking spaces provided shall be EVCS with Level 2 EV Ready. ALMS shall be permitted to reduce load when multiple vehicles are charging. Ten percent (10%) of parking spaces provided shall be Level 2 EV Capable. 5.106.5.3.3.2 Existina Buildinas. When new oarkina facilities are added, or electrical systems or lighting of existing parking facilities are added or altered and the work requires a building permit, ten percent (10%) of the total number of parking spaces added or altered shall be EVCS with Level 2 EV Ready. Any existing EV Capable spaces on the building property required by the locally adopted codes at the time of building permit shall be upgraded to a minimum of Level 1 EV Ready. Upgrades shall be required at currently designated vehicle parking spaces. Upgrades shall be required for remaining parking spaces after meeting the accessibility requirements of California Building Code Chapters 11 A and 11 B. 15 5.106.5.3.4 Direct current fast charging stations. One DCFC may be substituted for up to five (5) EVCS to meet the requirements of 5.106.5.3.1, 5.106.5.3.2, and 5.106.5.3.3. Where ALMS serve DCFC stations, the power demand from the DCFC shall be prioritized above Level 1 and Level 2 spaces. 5.106.5.4 Electric vehicle (EV) charging readiness: medium -duty and heavy-duty. [NJ Construction shall comply with Section 5.106.5.4.1 to facilitate future installation of electric vehicle supply equipment (EVSE). Construction for warehouses, grocery stores and retail stores with planned off-street loading spaces shall also comply with Section 5.106.5.4.1 for future installation of medium- and heavy-duty EVSE. Accessible EVCS shall be provided in accordance with the California Building Code Chapter 11 B Section 11 B-228.3. For EVCS sians. refer to Caltrans Traffic Operations Policv Directive 13-01 (Zero Emission Vehicle Signs and Pavement Markings) or its successor(s). Exceptions: 1. On a case -by -case basis where the local enforcing agency has determined compliance with this section is not feasible based upon one of the following conditions: a. Where there is no local utility power supply. b. Where the local utility is unable to supply adequate power. c. Where there is evidence suitable to the local enforcing agency substantiating that additional local utility infrastructure design requirements, directly related to the implementation of Section 5.106.5.3, may increase construction cost by an average of $4,500 per parking space. EV infrastructure shall be provided up to the level that would not exceed this cost for utility service. or"'ar"„ imPont the nenctri intien nett of the preient. 5.106.5.4.1 Gllnn4riGyehicAe nharninn rea dinncc rn . . Fer„nnts for-wW_arehouses, grocery stores and retail stores with planned off-street loading spaces. [N] In order to avoid future demolition when adding EV supply and distribution equipment, spare raceway(s) or busway(s) and adequate capacity for transformer(s), service panel(s) or subpanel(s) shall be installed at the time of construction in accordance with the California Electrical Code. Construction plans and specifications shall include, but are not limited to, the following: 16 1. The transformer, main service equipment and subpanels shall meet the minimum power requirement in Table 5.106.5.4.1 to accommodate the dedicated branch circuits for the future installation of EVSE. 2. The construction documents shall indicate one or more location(s) convenient to the planned off-street loading space(s) reserved for medium- and heavy-duty ZEV charging cabinets and charging dispensers, and a pathway reserved for routing of conduit from the termination of the raceway(s) or busway(s) to the charging cabinet(s) and dispenser(s), as shown in Table 5.106.5.4.1. 3. Raceway(s) or busway(s) originating at a main service panel or a subpanel(s) serving the area where potential future medium- and heavy-duty EVSE will be located and shall terminate in close proximity to the potential future location of the charging equipment for medium- and heavy-duty vehicles. 4. The raceway(s) or busway(s) shall be of sufficient size to carry the minimum additional system load to the future location of the charging for medium- and heavy- duty EVs as shown in Table 5.106.5.4.1. TABLE 5.106.5.4.1, Raceway Conduit and Panel power Requirements for Medium - and -Heavy -Duty EVSE [N] Building type Building Size (sq. ft.) Number of Off- street loading spaces Additional capacity Required (kVa) for Raceway & Busway and Transformer & Panel Grocery 10,000 to 90,000 1 or 2 200 3 or Greater 400 Greater than 90,000 1 or Greater 400 Retail 10,000 to 135,000 1 or 2 200 3 or Greater 400 Greater than 135,000 1 or Greater 400 Warehouse 20,000 to 256,000 1 or 2 200 3 or Greater 400 Greater than 256,000 1 or Greater 400 17 To: Date: From: STAFF REPORT Honorable Mayor and City Council February 6, 2023 AGENDA NO: 8e MEETING DATE: February 6, 2023 Helen Yu -Scott, Finance Director — (650) 558-7222 Subject: Adoption of a Resolution to Approve the Information Technology Consulting Assistance Services Agreement with Baker Tilly US, LLP (Baker Tilly) on an As -needed Basis, with a Not -to -Exceed Limit of $100,000 Per Fiscal Year, and Authorizing the City Manager to Execute the Agreement RECOMMENDATION Staff recommends that the City Council adopt the attached resolution to approve the Information Technology Consulting Assistance Services agreement with Baker Tilly US, LLP on an As -needed Basis, with a Not -to -Exceed Limit of $100,000 per Fiscal Year and Authorizing the City Manager to Execute the agreement. BACKGROUND In November 2021, the City contracted with a consultant firm, Management Partners, to assist in selecting a firm to provide Information Technology (IT) managed services upon the expiration of the City's previous contract with Redwood City on June 30, 2022. After the City selected Eaton Associates as the City's new IT provider, Management Partners continued assisting with various aspects of the transition, including developing amendments to the City's IT policies and procedures, identifying City priorities for technology needs, and developing a work plan for the new IT managed services provider. DISCUSSION Effective October 1, 2022, Baker Tilly US, LLP, acquired Management Partners, and the agreement between the City of Burlingame and Management Partners was transferred to Baker Tilly, with the understanding that all of the terms, conditions and provisions of the contract continue to be in full force and are subject to the City Manager's authority limit. Since the City does not have any in- house IT personnel, it is the City's desire to continue working with Baker Tilly to provide IT consulting support to the City's Finance Director by providing expert advice on various upcoming projects, such as the City's IT Strategic Plan, critical infrastructure upgrades, etc., on an as -needed basis. FISCAL IMPACT Adequate funds have been appropriated in the Internal Services Fund budget for FY 2022-23. Resolution to Approve an Agreement with Baker Tilly February 6, 2023 Exhibits: • Resolution • Agreement RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICE AGREEMENT WITH BAKER TILLY US, LLP FOR INFORMATION TECHNOLOGY CONSULTING ASSISTANCE SERVICES WHEREAS, the City of Burlingame has contracted with a consultant firm, Management Partners, to assist in selecting a firm to provide Information Technology (IT) managed services since November 2021; and WHEREAS, the City of Burlingame amended the original agreement in May and September 2022 to assist with the new IT provider transition; and WHEREAS, effective October 1, 2022, Management Partners was acquired by Baker Tilly US, LLP, and the agreement between the City of Burlingame and Management Partners was transferred to Baker Tilly US, LLP; and WHEREAS, in December 2022, the City of Burlingame amended the agreement for the third time; and WHEREAS, the City of Burlingame desires to continue working with Baker Tilly US, LLP to provide IT expertise and support to the City's Finance Director. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Burlingame hereby approves and authorizes the City Manager to execute a professional service agreement with Baker Tilly US, LLP, in the form attached hereto, for information technology consulting assistance services on an as -needed basis, with a Not -to -Exceed limit of $100,000 per fiscal year, bound by the general terms and conditions as attached hereto and incorporated herein. Michael Brownrigg, Mayor I, Meaghan Hassel -Shearer, Clerk of the City of Burlingame, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the Burlingame City Council held on the 6t" day of February 2023, by the following vote to wit: AYES: Councilmembers NOES: Councilmembers ABSENT: Councilmembers Meaghan Hassel -Shearer, City Clerk CITY OF BURLINGAME PROFESSIONAL SERVICES AGREEMENT This Agreement for Professional Services ("Agreement') is made and entered into as of February , 2023 by and between the City of Burlingame, a public agency organized and operating under the laws of the State of California with its principal place of business at 501 Primrose Road, Burlingame, CA 94010 ("City"), and Baker Tilly US, LLP, an advisory firm consulting with its principal place of business at 2570 W. El Camino Real, Suite 640, Mountain View, CA 94040 (hereinafter referred to as "Consultant'). City and Consultant are sometimes individually referred to as "Party" and collectively as "Parties" in this Agreement. RECITALS A. City is a public agency of the State of California and is in need of professional services for the following project: To assist in selecting a firm to provide IT Project Management services (hereinafter referred to as "the Project"). B. Consultant is duly licensed and has the necessary qualifications to provide such services. C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein. AGREEMENT NOW, THEREFORE, IT IS AGREED AS FOLLOWS: Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit "A." 2. Compensation. a. Subject to paragraph 2(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit "A." b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed $ 100,000 each fiscal year. This amount is to cover all printing and related costs, and the City will not pay any additional fees for printing expenses. Periodic payments shall be made within 30 days of receipt of an invoice which includes a detailed description of the work performed. Payments to Consultant for work performed will be made on a monthly billing basis. 3. Additional Work. If changes in the work seem merited by the Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with 83717.00002\34021673.1 a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement. 4. Maintenance of Records. Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City. 5. Term The term of this Agreement shall be from February , 2023 to June 30, 2026, unless earlier terminated as provided herein. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Project. Consultant shall perform its services in a prompt and timely manner within the term of this Agreement and shall commence performance upon agreement execution. 6. Delays in Performance. a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non- performing party. For purposes of this Agreement, such circumstances include but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; pandemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or judicial restraint. b. Should such circumstances occur, the non -performing party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume the performance of this Agreement. 7. Compliance with Law. a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state, and local government, including Cal/OSHA requirements. b. If required, the Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of the Consultant by federal, state, and local regulatory agencies. C. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement. 8. Standard of Care 2 83717.00002\34021673.1 Consultant's services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. 9. Assianment and Subconsultant Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates, and subconsultants as Consultant may deem appropriate to assist in the performance of services hereunder. 10. Independent Contractor Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. 11. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Commercial General Liability (i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following: (1) Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following: (1) Bodily Injury and Property Damage (2) Personal Injury/Advertising Injury (3) Premises/Operations Liability (4) Products/Completed Operations Liability (5) Aggregate Limits that Apply per Project (6) Explosion, Collapse and Underground (UCX) exclusion deleted (7) Contractual Liability with respect to this Agreement (8) Property Damage (9) Independent Contractors Coverage 3 83717.00002\34021673.1 (iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement. (v) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self -insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. b. Automobile Liability (i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non -owned and hired vehicles, in a form and with insurance companies acceptable to the City. (ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto). (iii) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self -insured retention. C. Workers' Compensation/Employer's Liability (i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement. (ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the "Workers' Compensation and Insurance Act," Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer's Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers' compensation coverage of the same type and limits as specified in this section. d. Professional Liability (Errors and Omissions) 4 83717.00002\34021673.1 At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form specifically designed to protect against acts, errors or omissions of the Consultant. "Covered Professional Services" as designated in the policy must specifically include work performed under this Agreement. The policy must "pay on behalf of the insured and must include a provision establishing the insurer's duty to defend. e. Minimum Policy Limits Required (i) The following insurance limits are required for the Agreement: Limits Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate for bodily injury, personal injury, and property damage Automobile Liability $1,000,000 combined single limit Employer's Liability $1,000,000 per accident or disease Professional Liability $1,000,000 per claim and aggregate (errors and omissions) (ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. Evidence Required Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer's equivalent) signed by the insurer's representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. g. Policy Provisions Required (i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of premium. If any of the required coverage is cancelled or expires during the term 5 83717.00002\34021673.1 of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration. (ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant's policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. (iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims -made policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide a waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants. (v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant's indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law. Qualifying Insurers (i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements: (1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law. Additional Insurance Provisions (i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the provisions concerning indemnification. 6 83717.00002\34021673.1 (ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. (iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor any of its officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. j. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants. 12. Indemnification. a. To the fullest extent permitted by law, Consultant shall defend (with counsel of City's choosing), indemnify and hold the City, its officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant's services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney's fees and other related costs and expenses. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees, agents, or volunteers. b. If Consultant's obligation to defend, indemnify, and/or hold harmless arises out of Consultant's performance of "design professional" services (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant's indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant's liability for such claim, including the cost to defend, shall not exceed the Consultant's proportionate percentage of fault. 13. California Labor Code Requirements. a. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain "public works" and "maintenance" projects 7 83717.00002\34021673.1 ("Prevailing Wage Laws"). If the services are being performed as part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). The requirement to submit certified payroll records directly to the Labor Commissioner under Labor Code section 1771.4 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Section 1771.4. b. If the services are being performed as part of an applicable "public works" or "maintenance" project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. Notwithstanding the foregoing, the contractor registration requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Sections 1725.5 and 1771.1. C. This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant's sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor that affect Consultant's performance of services, including any delay, shall be Consultant's sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor. 14. Verification of Employment Eligibility. By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same. 15. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of San Mateo, State of California. 16. Termination or Abandonment 8 83717.00002\34021673.1 a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work. b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days' written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant. 17 Documents. Except as otherwise provided in "Termination or Abandonment," above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. 18. Organization Consultant shall assign Joan Schoening as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City. above. 19. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described 20. Notice Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to: CITY: City of Burlingame 501 Primrose Road Burlingame, CA 94010 Attn: Helen Yu -Scott Dept: Finance Department 9 83717.00002\34021673.1 CONSULTANT: Baker Tilly US, LLP 1730 Madison Road Cincinnati, OH 45206 Attn: Carol Jacobs, Managing Director and shall be effective upon receipt thereof. 21. Third Party Rights Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant. 22. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 23. Entire Agreement This Agreement, with its exhibits, represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each Party acknowledges that no representations, inducements, promises or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This Agreement may not be modified or altered except in writing signed by both Parties hereto. This is an integrated Agreement. 24. Severability The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the remaining provisions unenforceable, invalid or illegal. 25. Successors and Assigns This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each Party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void. 26. Non -Waiver None of the provisions of this Agreement shall be considered waived by either Party, unless such waiver is specifically specified in writing. 27. Time of Essence Time is of the essence for each and every provision of this Agreement. 28. City's Right to Employ Other Consultants 10 83717.00002\34021673.1 City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects. 29. Prohibited Interests Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no director, official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. [SIGNATURES ON FOLLOWING PAGE] 11 83717.00002\34021673.1 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT BETWEEN CITY OF BURLINGAME AND MANAGEMENT PARTNERS IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above. CITY OF BURLINGAME Approved By: Helen Yu -Scott Finance Director Baker Tilly US, LLP Carol Jacobs Managing Director Date Date Attested By: City Clerk Approved As To Form: City Attorney 12 83717.00002\34021673.1 EXHIBIT A Services Proposal 13 83717.00002\34021673.1 January 25, 2023 Ms. Helen Yu -Scott Director of Finance City of Burlingame 501 Primrose Road Burlingame, CA 94010 Delivered electronically Dear Ms. Yu -Scott: Baker Tilly US, LLP 2570 West Camino Real, Suite 640 Mountain View, CA 94040 +1 (650) 857-1655 bakertil ly.com Thank you for the opportunity to submit a proposal to provide the City of Burlingame with expert information technology (IT) advisory services. Management Partners (now part of Baker Tilly) previously provided expertise to City staff to select a new information services provider and advise on the transition to this provider. We understand that you would like to continue utilizing Baker Tilly to provide ongoing advice in a variety of areas regarding information technology needs, planning and implementation. We have assisted the City with IT advisory services since 2021 and are well -positioned to continue providing this support. Proposed plan of work Our team will provide the following services. • Advise on Information Technology Strategic Plan. Working closely with you, we will help staff develop a strategic plan that addresses the City's information technology needs. Advise on Best Practices. We will provide advice on how technology is being utilized across the organization and identify best practices in areas such as policies, procedures, security, software purchase and implementation, hardware procurement and maintenance, and user training. Advise on Technology Projects. We will provide advice and guidance regarding specialized technology projects, as requested. Most of our work will be conducted remotely, with some onsite assistance during portions of the engagement. Baker Tilly will provide you with periodic project status memoranda throughout the engagement. Meeting your needs with our resources We dedicate ourselves to delivering efficiency, quality, creativity, innovation, and forward -thinking solutions. We are passionate about enhancing and protecting our clients' value, which is a collective effort by everyone across our firm. Burlingame will receive an exceptional experience for your management team, governance team, internal process owners and ultimately those you serve. Below are some key facts about our firm. The City of Burlingame January 25, 2023 Delivering specialized expertise to our public sector MUNICIPALITIES UTILITIES AND TRANSIT clients o 11 � Burlingame will be served by our highly qualified team that blends our government -focused professionals with experienced COUNTIES : •STATE Public sector ENTITIES specialists. Burlingame will be working with knowledgeable �'�� ` specialization professionals who understand the specific challenges you face and who will provide innovative solutions to help you overcome them. K-12 SCHOOL TRIBAL A DISTRICTS GOVERNMENTS State and local government is a complex, unique environment �> Zo shaped by fiscal, regulatory and operational considerations not found in other industries. Recognizing this complexity, and eager to NOT -FOR -PROFIT HIGHER EDUCATION serve as a truly valued advisor to the public sector. Nationwide, our state and local government practice serves more than 3,100 state and local governmental entities, including school districts, municipalities, counties, public utilities and transit. Celebrating our recent combination with Management Partners CC bakertilly In October, Management Partners combined with Baker Tilly US, LLP (Baker x Tilly) to create a premier public sector consulting practice. This combination adds a unique and significant layer of experience to Baker Tilly's robust public sector practice. Our project team members are former local government Management leaders and managers stemming from all operational facets. Partners Delivering specialized expertise to our public sector clients Burlingame will be served by a team that blends our government -focused professionals with experienced specialists. We have a specific mission to help local government leaders improve their service to the public. We have worked with cities, counties, towns, and special districts of all sizes across the United States to help them work more effectively and run more efficiently. Our services include: • Executive Recruitment • Executive Coaching • Executive Performance Assessment • Organization Assessments • Organization Development • Performance Management • Process Improvement • Planning and Economic Development • Strategic and Business Planning • Service Sharing and Service Consolidation • Management Services • Financial Planning, Budgeting and Analysis Baker Tilly offers a balance of perspectives with a practitioner's bias and a proven track record of successful consulting engagements. This experience gives us a sensitivity that produces positive outcomes. We are proud to say that as a result of our quality work, many of our clients ask us to complete subsequent assignments. Aligning key engagement team members with your goals The team of professionals detailed below will provide a collaborative focus supported by the breadth and depth of our firm's national resources. Engagement team members are introduced below. The City of Burlingame January 25, 2023 Project role: Lead consultant • Developed broad technical expertise in information technology during her 28 years in local government. Served as information technology manager in the City of Foster City for 13 years, where she oversaw diverse and complex technology projects while working closely with multiple City departments to align business objectives with solutions. Developed policies and procedures and implemented best practices for city-wide related technology projects. Adept at building strong partnerships with IT staff, department personnel, vendors and contractors. Participated on public safety technology subcommittees and several county -wide initiatives and was a staff liaison for a Citizen's Advisory Committee. Former state and local board member for Municipal Information Systems Association of California (MISAC) and currently volunteers assisting the MISAC board with special projects. Project role: Technical advisor • Over 20 years of IT experience performing a variety of technology and security -related roles. Has been concentrating on cybersecurity related services for over 10 years where he assists clients on assessing, testing, and developing cybersecurity strategies and programs. Develops and improves clients' cybersecurity policies, standards, procedures, business processes and controls. Has provided digital forensics and incident response to organizations involved in cyber incidents. Bachelor of Science in Information Technology, Sophos Certified Engineer, Sophos Certified Architect 3 The City of Burlingame January 25, 2023 Project role: Analyst Joined Management Partners in 2021 after 23 years with the City of Laguna Beach, a full -service city, where she worked as a senior personnel specialist and human resources analyst. Senior Certified Professional through the International Public Management Association. Associates degree from Orange Coast College. Managed citywide workers' compensation program, including advising on claims administration with third -party claims administrator; managed mandated Department of Transportation random drug and alcohol testing program; and prepared records for annual California Highway Patrol audit. • Developed and administered training for supervisors and staff and advised managers on disciplinary and performance matters. D.Director Project role: Engagement Lead More than 35 years of experience in local government, including 25 years in management positions. He was the city manager for the California cities of Vallejo, Concord, Novato, Seaside and La Palma. Member of the American Institute of Certified Planners for 30 years; obtained master's degrees in planning and public administration. Past president of the League of California Cities' City Managers Department; former board member of the California City Management Foundation (CCMF). Independent Contractors ■ All work performed on behalf of the City of Burlingame will be provided by Baker Tilly as a firm. At all times, Baker Tilly shall have the right to assign and substitute team members with equivalent skills and abilities, at its sole discretion and without prior approval of the City. • Our consultants are part of our overall team and are available for assignments on other engagements, consistent with our responsibility to the City of Burlingame, at the discretion of Baker Tilly. Baker Tilly and our consultants will determine the method and manner of carrying out the work and achieving the desired result. We will also determine the schedule of our consultants, including onsite or off -site hours. - Matters pertaining to personnel, such as discipline, hiring or evaluations, are not part of the scope of work, nor are execution of contracts or other written documents obligating the City. All such matters will be the responsibility of the City of Burlingame. Baker Tilly shall not execute contracts or other written documents on behalf of the City, nor shall our associates obligate the City through written or oral instructions or other means to enter into any contract, expend City funds, or take any specific actions. At all times, City staff shall be responsible for determining the appropriateness and legality of any contracts executed for services desired by the City, and City staff shall be responsible for execution of such contracts. 4 The City of Burlingame January 25, 2023 • Baker Tilly provides all insurance (including workers' compensation, liability and professional errors and omissions), training and administrative support (including equipment such as phones and computers) on behalf of its consultants, as necessary during the assignment. • Our consultants will use their Baker Tilly business cards and email addresses and will, at all times, be consultants with our firm and identify themselves as consultants with our firm. The City will not assign any City position titles to Baker Tilly's consultants and will not refer to Baker Tilly's consultants by any City position titles, including interim titles. Our consultants will only use City information systems and equipment if required to access data and information essential for our consulting engagement. Such instances will be authorized by Baker Tilly. ■ The City may provide conference room or office space if needed when our consultants are onsite. Professional fee estimate We propose a not -to -exceed contract in the amount of $100,000. In recognition of our existing relationship with the City of Burlingame, during this engagement our lead consultant, Joan Schoening, will be billed for her actual consultant hours at a discounted rate of $200 per hour plus mileage. Other consultant team members will be paid by the City of Burlingame at our regular hourly rates, ranging from $60 to $295, as shown in the table below. We will also charge reasonable travel expenses when appropriate. Consultant Managing Director $295 Director $235 Special Advisor $225 Senior Manager $180 Manager $180 Senior Consultant $180 Production/Support Staff $60 Conclusion The City of Burlingame is a valued client of Baker Tilly and we are pleased about the opportunity to make tangible contributions to your success. Our team is excited to work with you. If you have any questions about this proposal, please contact Director Dan Keen at (415) 328-3187. Sincerely, Carol Jacobs, Managing Director Baker Tilly US, LLP +1 (714) 287-1547 1 carol. jacobs bakertilly.com Accepted for the City of Burlingame by: Name: Title: Date: 5 The City of Burlingame January 25, 2023 The information provided here is of a general nature and is not intended to address the specific circumstances of any individual or entity. In specific circumstances, the services of a professional should be sought. © 2022 Baker Tilly US, LLP. Baker Tilly US, LLP, trading as Baker Tilly, is an independent member of Baker Tilly International. Baker Tilly International Limited is an English company. Baker Tilly International provides no professional services to clients. Each member firm is a separate and independent legal entity, and each describes itself as such. Baker Tilly US, LLP is not Baker Tilly International's agent and does not have the authority to bind Baker Tilly International or act on Baker Tilly International's behalf. None of Baker Tilly International, Baker Tilly US, LLP nor any of the other member firms of Baker Tilly International has any liability for each other's acts or omissions. The name Baker Tilly and its associated logo is used under license from Baker Tilly International Limited. BURL- INGAME AGENDA NO: 8f STAFF REPORT MEETING DATE: February 6, 2023 To: Honorable Mayor and City Council Date: February 6, 2023 From: Meaghan Hassel -Shearer, City Clerk — (650) 558-7203 Subject: Adoption of a Resolution Authorizing the City Manager to Execute a Third Amendment to the Agreement with ECS Imaging, Inc. for a Three -Year Extension at a Total Cost of $95,532.39 RECOMMENDATION Staff recommends that the City Council adopt the attached resolution authorizing the City Manager to execute a Third Amendment to the Agreement with ECS Imaging, Inc. ("ECS") to extend the term of the agreement for three years. BACKGROUND At the January 16, 2018, City Council meeting, the City Council adopted a resolution authorizing the City Manager to enter into a service agreement with ECS for an electronic content management system ("ECMS") and scanning services. Prior to the purchase of an ECMS, the City's records were kept only in paper form, which resulted in the following issues arising: 1. Misplacement of original versions of records 2. Incomplete project files, as each department was keeping its portion 3. Time consuming process to answer public records requests by sifting through boxes of documents To help resolve these issues, the City Council approved the agreement with ECS to purchase Laserfiche software as the City's ECMS. Laserfiche allows staff to connect documents between departments, quickly generate a history of a project, and create a public -facing search tool for the community. In the original agreement, the City purchased 30 full user licenses. These licenses allowed 30 staff members to have access to Laserfiche. With a license, staff can search for documents, upload documents, and organize their department's records. As more documents became available on the City's ECMS, more staff asked for licenses. Accordingly, on January 23, 2019, staff purchased an additional 35 full user licenses using existing funds in the ECMS CIP fund. 1 Amended Agreement with ECS February 6, 2023 On November 18, 2019, the City Council approved a First Amendment to the original agreement with ECS to incorporate the 35 full user licenses into the original agreement and purchase an additional 25 licenses, bringing the City's total number of licenses to 90. Additionally, the City purchased Laserfiche's form platform from ECS, which allows the City to easily track public information requests, authorize payments, and then store information in accordance with the City's retention schedule. On February 3, 2020, the City Council approved a Second Amendment to the original agreement for an additional three years. DISCUSSION During the past three years, Laserfiche has become an integral part of staff's work. Laserfiche is not only used to store City records but also to create City records. As a result of the pandemic, staff had to quickly transition work from being in -person to online. Laserfiche was able to assist the City by creating forms for several processes including: • Business Licenses • Tree Removals • Parking Permits • Recreation Scholarship Applications • Street and Public Right of Way Permits • Public Records Requests • Residential Utilities Applications Not only do the online Laserfiche forms help the City better respond to the public, the forms also file themselves and therefore limit staff's time having to properly file records. The proposed amendment will allow the City to continue to increase transparency and expedite processes for the public. FISCAL IMPACT The annual maintenance and licensing costs are estimated to be $31,844.13 each year, for a total cost of $95,532.39. Additionally, the Building Division utilizes ECS to scan documents and input them into Laserfiche, with an estimated annual cost of $20,000. The Building Division utilizes enterprise funds to pay for the cost of scanning. However, as other departments begin to utilize ECS for scanning, the Building Division's estimate provides a good marker for the cost. Staff recommends that the City Council authorize the City Manager to execute the amended agreement with ECS. Exhibits: • Resolution • Third Amendment • ECS Invoice for Third Amendment 2 Amended Agreement with ECS February 6, 2023 • Original Agreement • First Amendment • Second Amendment RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME AUTHORIZING THE CITY MANAGER TO EXECUTE A THIRD AMENDMENT TO THE AGREEMENT WITH ECS IMAGING, INC. TO EXTEND THE TERM OF THE AGREEMENT FOR THREE YEARS AT A TOTAL COST OF $95,532.39 WHEREAS, in 2018, the City Council approved an agreement with ECS Imaging, Inc. for an electronic content management system ("ECMS") named Laserfiche and scanning services; and WHEREAS, the agreement included 30 full user licenses, which allowed for 30 staff members to have access to Laserfiche; and WHEREAS, as a result of putting more of the City's documents on Laserfiche, staff utilized existing ECMS CIP funds to purchase an additional 35 full user licenses on January 23, 2019; and WHEREAS, on November 18, 2019, the City Council approved a First Amendment to the agreement to purchase an additional 25 full user licenses, incorporate the previously purchased 35 full user licenses into the agreement, and upgrade the form license to professional and public; and WHEREAS, on February 3, 2020, the City Council approved a Second Amendment to the agreement for an additional three years ending in February, 2023; and WHEREAS, staff has determined that there is a need to extend the term of the agreement for an additional three years; and WHEREAS, the annual maintenance and licensing cost is $31,844.13, for a total cost of $95,532.39. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BURLINGAME RESOLVES AS FOLLOWS: 1. The City Manager is authorized to execute the attached Third Amendment to the agreement with ECS Imaging, Inc. for a three-year extension. Mayor Brownrigg, Mayor I, MEAGHAN HASSEL-SHEARER, City Clerk of the City of Burlingame, certify that the foregoing Resolution was introduced at a regular meeting of the City Council held on the 6th day of February, 2023, and was adopted thereafter by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: Meaghan Hassel -Shearer, City Clerk AMENDMENT NO.3 TO AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF BURLINGAME AND ECS IMAGING, INC THIS AMENDMENT ("Amendment"), made in duplicate and entered into effective day of February, 2023, amending the agreement dated January 1, 2018 ("Agreement"), the agreement dated November 21, 2019, and the agreement dated February 4, 2020 by and between the CITY OF BURLINGAME ("CITY") and ECS IMAGING, INC. ("ECS"). CITY AND ECS are hereinafter collectively referred to as the "Parties." RECITALS WHEREAS, on January 1, 2018, the City entered into the Agreement with ECS to implement an electronic content management system and assist in the scanning of records, which is attached hereto: and WHEREAS, in the Agreement the City purchased 30 full user licenses for the laserfiche software and on January 23, 2019, the City purchased an additional 35 full user licenses; and WHEREAS, on November 21, 2019, the City amended its agreement with ECS to purchase an additional 25 full user licenses, for a total of 90 licenses, and purchase the upgraded forms system to allow for payment and public usage; and WHEREAS, on February 4, 2020, the City amended its agreement with ECS for an additional three years with associated costs; and WHEREAS, the original term of the agreement will end in February 2023, and it has been determined that the term should be extended for an additional 3 years with associated yearly costs; and NOW THEREFORE, IT IS HEREBY AGREED AS FOLLOWS: 1. The Agreement will be amended to extend the agreement to February 6, 2026 for 90 licenses with the upgraded forms system. The costs associated with this amendment are attached. 2. In all other respects, the Agreement dated January 1, 2018, shall remain in full force and effect to the extent that it is not in conflict with this Amendment. IN WITNESS WHEREOF, Consultant and City execute this Agreement. CITY OF BURLINGAME 501 Primrose Road Burlingame, CA 94010 ECS Name_ Address By: By: Lisa Goldman Name City Manager Title Date: Attest: Meaghan Hassel -Shearer City Clerk Approved as to form: Michael Guina City Attorney Date: Federal Employer ID Number: License Number: Expiration Date: ECS Imaging, Inc. 5905 Brockton Ave. Suite C Riverside, CA 92506-2416 (951)-787-8768 (951)-787-0831 fax Name/Address City of Burlingame Accounts Payable 501 Primrose Road Burlingame, CA 94010 Estimate Date Estimate # 2/20/2023 12302 Ship To City of Burlingame Meaghan Hassel -Shearer mhasselshearer@burlingame.org Due Date I P.O. No. I Terms I Rep I Phone 3/22/2023 1 Annual Renewal I Net 30 1 Pete 1 925-586-7549 Description Qty ................................................................................................................................ ............................ 2023-2024 '. LF Avante MS SQL with Workflow LSAP LF Named Full User with Web Access, Snapshot, and Email LSAP LF Avante Standard Audit Trail LSAP LF Digital Signatures Basic LSAP LF Avante Standard Public Portal LSAP (25 Retrieval Users) LF Avante Import Agent LSAP LF Avante Quick Fields Validation LSAP LF Avante Quick Fields Zone OCR - Validation Package LSAP LF Avante Quick Fields Barcode and Validation Package LSAP LF Avante Forms Portal Add -on LSAP LF Avante Forms LSAP Avante Docusign Integration LSAP GreenTec GMN-104, 4TB (2 TB Usable) IU, 4-bay WORM Storage Server Warranty Standard Processing Fee Added to all Credit Card Payments* Rate Total 1 1,000.00' 1,000.00 90 ; 120.00 10, 800.00 90 15.00 1,350.00 90 5.00 ': 450.00 1 5,000.00 5,000.00 1 € 390.00 390.00 3 € 120.00 € 360.00 3 560.00 € 1,680.00 3 340.00' 1,020.00 1 1,600.00 � 1,600.00 gol 10.001 900.00 1 300.00 � 300.00 1 1,744.13 1,744.13 Subtotal Sales Tax (8.75%) Total Page 1 ECS Imaging, Inc. 5905 Brockton Ave. Suite C Riverside, CA 92506-2416 (951)-787-8768 (951)-787-0831 fax Name/Address City of Burlingame Accounts Payable 501 Primrose Road Burlingame, CA 94010 Estimate Date Estimate # 2/20/2023 12302 Ship To City of Burlingame Meaghan Hassel -Shearer mhasselshearer@burlingame.org Due Date I P.O. No. I Terms I Rep I Phone 3/22/2023 Annual Renewal Net 30 Pete 925-586-7549 Description Qty Rate Total ECS Gold Priority Support consists of 30 hours of on-line or on -site 1 5,250.00 5,250.00 support time, unlimited phone support, and a 4 hour response time for most services offered by ECS including Laserfiche tech support, installations, configurations of workflow and forms, and integration services. Support beginning 03/23/2023 and expiring 03/22/2024. An additional 5 hours of Professional Services for version updates, during normal business hours, is included. Additional on-line or on -site support will be billed at your current hourly support rate. Minimum on -site time is calculated at 2 hours. ECS may allow planned after hours support in rare circumstances. In these circumstances Priority Support will be billed at double the hourly rate. **Your organization LSAP's expire on 03/22/2023 - Laserfiche 0.00 € 0.00 imposes a 10% reinstatement fee for each month of an expired LSAP - support may be effected if your payment is not received in our office at least 7 days prior to the expiration date** 2024-2025 LF Avante MS SQL with Workflow LSAP 1 ' 1,000.00' 1,000.00 LF Named Full User with Web Access, Snapshot, and Email LSAP 90 120.00 :: 10,800.00 LF Avante Standard Audit Trail LSAP 90 1 15.00 1,350.00 LF Digital Signatures Basic LSAP 90 1 5.00 450.00 LF Avante Standard Public Portal LSAP (25 Retrieval Users) 1 5,000.00 5,000.00 LF Avante Import Agent LSAP 1 390.00 390.00 LF Avante Quick Fields Validation LSAP 3 120.00 360.00 LF Avante Quick Fields Zone OCR - Validation Package LSAP 3 € 560.00 € 1,680.00 LF Avante Quick Fields Barcode and Validation Package LSAP 3 340.00 1,020.00 Standard Processing Fee Added to all Credit Card Payments* Subtotal Sales Tax (8.75%) Total Page 2 ECS Imaging, Inc. 5905 Brockton Ave. Suite C Riverside, CA 92506-2416 (951)-787-8768 (951)-787-0831 fax Name/Address City of Burlingame Accounts Payable 501 Primrose Road Burlingame, CA 94010 Estimate Date Estimate # 2/20/2023 12302 Ship To City of Burlingame Meaghan Hassel -Shearer mhasselshearer@burlingame.org Due Date I P.O. No. I Terms I Rep I Phone 3/22/2023 Annual Renewal Net 30 Pete 925-586-7549 Description Qty :............................................... Rate Total :............................................... 3 ............................................................................................................................................................................... LF Avante Forms Portal Add -on LSAP 1 ? 1,600.00 i 1,600.00 LF Avante Forms LSAP 90 10.00'. 900.00 '. Avante Docusign Integration LSAP 300.00 300.00 GreenTec GMN-104, 4TB (2 TB Usable) IU, 4-bay WORM 1 1,744.13 ? 1,744.13 Storage Server Warranty ECS Gold Priority Support consists of 30 hours of on-line or on -site 1 5,250.00 ; 5,250.00 support time, unlimited phone support, and a 4 hour response time for most services offered by ECS including Laserfiche tech support, installations, configurations of workflow and forms, and integration services. Support beginning 03/23/2024 and expiring 03/22/2025. An additional 5 hours of Professional Services for version updates, during normal business hours, is included. Additional on-line or on -site support will be billed at your current hourly support rate. Minimum on -site time is calculated at 2 hours. ECS may allow planned after hours support in rare circumstances. In these circumstances Priority Support will be billed at double the hourly rate. **Your organization LSAP's expire on 03/22/2024 - Laserfiche 0.00 € 0.00 imposes a 10% reinstatement fee for each month of an expired LSAP - support site access will be suspended if payment is not received by your expiration date** 2025-2026 LF Avante MS SQL with Workflow LSAP 1 1,000.00 € 1,000.00 LF Named Full User with Web Access, Snapshot, and Email LSAP 90 120.00 10,800.00 Standard Processing Fee Added to all Credit Card Payments* Subtotal Sales Tax (8.75%) Total Page 3 ECS Imaging, Inc. 5905 Brockton Ave. Suite C Riverside, CA 92506-2416 (951)-787-8768 (951)-787-0831 fax Name/Address City of Burlingame Accounts Payable 501 Primrose Road Burlingame, CA 94010 Due Date 3/22/2023 Description ....................................................................................................................... LF Avante Standard Audit Trail LSAP LF Digital Signatures Basic LSAP LF Avante Standard Public Portal LSAP (25 Retrieval Users) LF Avante Import Agent LSAP LF Avante Quick Fields Validation LSAP LF Avante Quick Fields Zone OCR - Validation Package LSAP LF Avante Quick Fields Barcode and Validation Package LSAP LF Avante Forms Portal Add -on LSAP LF Avante Forms LSAP Avante Docusign Integration LSAP GreenTec GMN-104, 4TB (2 TB Usable) IU, 4-bay WORM Storage Server Warranty Estimate Date Estimate # 2/20/2023 12302 Ship To City of Burlingame Meaghan Hassel -Shearer mhasselshearer@burlingame.org P.O. No. I Terms I Rep I Phone Annual Renewal Net 30 Pete 925-586-7549 Qty :............................................... Rate :............................................ Total ............................................... 90 i 15.00 € 1,350.00 901 5.00 '. 450.00 1 5,000.00 :: 5,000.00 1 390.00 390.00 3 120.00 ': 360.00 3: 560.00 1,680.00 3 340.00 1,020.00 1 1,600.00 € 1,600.00 go:: 10.00 € 900.00 1 ' 300.00 ' 300.00 ECS Gold Priority Support consists of 30 hours of on-line or on -site support time, unlimited phone support, and a 4 hour response time for most services offered by ECS including Laserfiche tech support, installations, configurations of workflow and forms, and integration services. Support beginning 03/23/2025 and expiring 03/22/2026. An additional 5 hours of Professional Services for version updates, during normal business hours, is included. Additional on-line or on -site support will be billed at your current hourly support rate. Minimum on -site time is calculated at 2 hours. ECS may allow planned after hours support in rare circumstances. In these circumstances Priority Support will be billed at double the hourly rate. Standard Processing Fee Added to all Credit Card Payments* 1 1,744.13 5,250.00 Subtotal Sales Tax (8.75%) Total 1,744.13 5,250.00 Page 4 ECS Imaging, Inc. 5905 Brockton Ave. Suite C Riverside, CA 92506-2416 (951)-787-8768 (951)-787-0831 fax Name/Address City of Burlingame Accounts Payable 501 Primrose Road Burlingame, CA 94010 Due Date 3/22/2023 Estimate Date Estimate # 2/20/2023 12302 Ship To City of Burlingame Meaghan Hassel -Shearer mhasselshearer@burlingame.org P.O. No. Annual Renewal Description Qty ......................................................................................................................... **Your organization LSAP's expire on 03/26/2025- Laserfiche imposes a 10% reinstatement fee for each month of an expired LSAP - support site access will be suspended if payment is not received by your expiration date** All Software, Licenses and Updates will be downloaded from the Laserfiche website. LSAP= LaserFche Software Assurance Plan includes product updates and enhancements for 12 months. Standard Processing Fee Added to all Credit Card Payments* Terms Rep Phone Net 30 Pete 925-586-7549 Rate Total .........:................................................:................................... 0.00 0.00 Subtotal Sales Tax (8.75%) Total 0.00 0.00 $95,532.39 $0.00 $95,532.39 Page 5 AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF BURLfINGAME AND ECS IMAGING, INC. THIS AGREEMENT is by and between ECS 1MAGNG, INC. ("ECS") and the City of Burlingame, a public body of the State of California ("City"). ECS and City agree: 1. Services. City wishes to obtain the services of ECS to implement an electronic content management system and assist in the scanning of records. ECS shall provide the Services set fortis in Exhibit A, attached hereto and incorporated herein.. 2. Support and License. Incorporated into this agreement and attached as Exhibit C and D are the ECS Priority Support Agreement and Laserfiche End User License Agreement, respectively. 3. Compensation. Notwithstanding the expenditure by ECS of time and materials in excess of said Maximum compensation amount, ECS agrees to perform all of the Scope of Services herein required of ECS for $300,000, including all materials and other reimbursable amounts ("Maximum Compensation"). ECS shall submit invoices when Payment Milestones are completed as defined in the Scope of Work. Additional invoices will be submitted on a quarterly basis for scanning and subscription. fees. All bills submitted by ECS shall contain sufficient information to determine whether the amount deemed due and payable is accurate. Bills shall include a brief description of services performed, the date services were performed, the number of hours spent and by whore, a brief description of any costs incurred and the ECS's signature. 4. Term. This Agreement commences on full execution hereof and terminates on February 1, 2020 unless otherwise extended or terminated pursuant to the provisions hereof ECS agrees to diligently prosecute the services to be provided under this Agreement to completion and in accordance with any schedules specified herein. In the performance of this Agreement, time is of the essence. Time extensions for delays beyond the ECS's control, other than delays caused by the City, shall be requested in writing to the City's Contract Administrator prior to the expiration of the specified completion date. 5. Assignment and. Subcontracting. A substantial inducement to City for entering into this Agreement is the professional reputation and competence of ECS. Neither this Agreement nor any interest herein may be assigned or subcontracted by ECS without the prior written approval of City. It is expressly understood and agreed by both parties that ECS is an independent contractor and not an employee of the City. 6. Insurance. ECS, at its own cost and expense, shall carry, maintain for the duration of the Agreement, and provide proof thereof, acceptable to the City, the insurance coverages specified in Exhibit B, "City Insurance Requirements," attached hereto and incorporated herein by reference. ECS shall demonstrate proof of required insurance coverage prior to the commencement of services required under this Agreement, by delivery of Certificates of Insurance and original endorsements to City. Except in the case of professional design/errors and omissions insurance, the City shall be named as a primary insured. 7. Indemnification. ECS shall indemnify, defend, and hold City, its directors, officers, employees. agents, and volunteers harmless from and against any and all liability, claims, suits, actions, damages, and causes of action arising out of, pertaining or relating to the negligence, recklessness or willful misconduct of ECS, its employees, subcontractors, or agents, or on account of the performance or character of the Services, except for any such claim arising out of the sole negligence or willful misconduct of the City, its officers, employees, agents, or volunteers. It is understood that the duty of ECS to indemnify and hold harmless includes the duty to defend as set forth in section 2778 of the California Civil Code. Notwithstanding the foregoing, for any design professional services, the duty to defend and indemnify City shall be limited to that allowed pursuant to California Civil Code section 2782,8. Acceptance of insurance certificates and endorsements required under this Agreement does not relieve ECS from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply whether or not such insurance policies shall have been determined to be applicable to any of such damages or claims for damages. S. Termination and Abandonment. This Agreement may be cancelled at any time by City for its convenience upon written notice to ECS. In the event of such termination, ECS shall be entitled to pro -rated compensation for authorized Services performed prior to the effective date of termination provided however that City may condition payment of such compensation. upon ECS's delivery to City of any or all materials described herein. In the event the ECS ceases performing services under this Agreement or otherwise abandons the project prior to completing all, of the Services described in this Agreement, ECS shall, without delay, deliver to City all materials and records prepared or obtained in the performance of this Agreement. ECS shall be paid for the reasonable value of the authorized Services performed up to the time of ECS's cessation or abandonment, less a deduction for any damages or additional expenses which City incurs as a result of such cessation or abandonment. 9. Ownership of Materials. All documents, materials, and records of a finished nature, including but not limited to final plans, specifications, video or audio tapes, photographs, computer data, software, reports, maps, electronic files and films, and any final revisions, prepared or obtained in the performance of this Agreement, shall be delivered to and become the property of City. All documents and materials of a preliminary nature, including but not limited to notes, sketches, preliminary plans, computations and other data, and any other material referenced in this Section, prepared or obtained in the performance of this Agreement, shall be made available, upon request, to City at no additional charge and without restriction or limitation on their use. Upon City's request, ECS shall execute appropriate documents to assign to the City the copyright or trademark to work created pursuant to this Agreement. ECS shall return all City property in ECS's control or possession immediately upon termination. 10. Compliance with Laws. in the performance of this Agreement, ECS shall abide by and conform to any and all applicable laws of the United States and the State of California, and all ordinances, regulations, and policies of the City. ECS warrants that all work done under this Agreement will be in compliance with all applicable safety rules, laws, statutes, and practices, including but not limited to Cal./OSHA regulations. If a license or registration of any kind is required of ECS, its employees, agents, or subcontractors by law, ECS warrants that such license has been obtained, is valid and in good standing, and ECS shall keep it in effect at all times during the term of this Agreement, and that any applicable bond shall be posted in accordance with all applicable laws and regulations. 11. Conflict of Interest. ECS warrants and covenants that ECS presently has no interest in, nor shall any interest be hereinafter acquired in, any matter which will render the services required under the provisions of this Agreement a violation of any applicable state, local, or federal law. In the event that any conflict of interest should nevertheless hereinafter arise, ECS shall promptly notify City of the existence of such conflict of interest so that the City may determine whether to terminate this Agreement. ECS further warrants its compliance with the Political Reform Act (Government Code § 81000 et seq.) respecting this Agreement. 12. Whole Agreement and Amendments. This Agreement constitutes the entire understanding and Agreement of the parties and integrates all of the terms and conditions mentioned herein or incidental hereto and supersedes all negotiations or any previous written or oral Agreements between the parties with respect to all or any part of the subject matter hereof. The parties intend not to create rights in, or to grant remedies to, any third party as a beneficiary of this Agreement or of any duty, covenant, obligation, or undertaking established herein. This Agreement may be amended only by a written document, executed by both ECS and the City Manager, and approved as to form by the City Attorney. Such document shall expressly state that it is intended by the parties to amend certain terms and conditions of this Agreement. The waiver by either party of a breach by the other of any provision of this Agreement shall not constitute a continuing waiver or a waiver of any subsequent breach of either the same or a different provision of this Agreement. Multiple copies of this Agreement may be executed but the parties agree that the Agreement on file in the office of the City Clerk is the version of the Agreement that shall take precedence should any differences exist among counterparts of the document. This Agreement and all matters relating to it shall be governed by the laws of the State of California. 13. Capacity of Parties. Each signatory and party hereto warrants and represents to the other party that it has all legal authority and capacity and direction from its principal to enter into this Agreement and that all necessary actions have been taken so as to enable it to enter into this Agreement. 14. Severability. Should any part of this Agreement be declared by a final decision by a court or tribunal of competent jurisdiction to be unconstitutional, invalid, or beyond the authority of either party to enter into or carry out, such decision shall not affect the validity of the remainder of this Agreement, which shall continue in full force and effect, provided that the remainder of this Agreement, absent the unexcised portion, can be reasonably interpreted to give effect to the intentions of the parties. 15. Notice. Any notice required or desired to be given under this Agreement shall be in writing and shall be personally served or, in lieu of personal service, may be given by (i) depositing such notice in the United States mail, registered or certified, return receipt requested, postage prepaid, addressed to a party at its address set forth in Exhibit A; (ii) transmitting such notice by means of Federal Express or similar overnight commercial courier ("Courier"), postage paid and addressed to the other at its street address set forth below; (iii) transmitting the same by facsimile, in which case notice shall be deemed delivered upon confirmation of receipt by the sending facsimile machine's acknowledgment of such with date and time printout; or (iv) by personal delivery. Any notice given by Courier shall be deemed given on the date shown on the receipt for acceptance or rejection of the notice. Either party may, by written notice, change the address to which notices addressed to it shall thereafter be sent. 16. Miscellaneous. Except to the extent that it provides a part of the definition of the term used herein, the captions used in this Agreement are for convenience only and shall not be considered in the eonstiuction of interpretation of any provision hereof, nor taken as a correct or complete segregation of the several units of materials and labor: Capitalized terns refer to the definition provide with its first usage in the Agreement. When the context ofi this Agreement requires, the neuter gender includes the masculine, the feminine, a partnership or corporation, trust Or joint venture, and the singular includes the plural. The terms "shall", "will", "must" and "agree" are mandatory. The term "may" is permissive. The waiver by either party of a breach by the other of any provision of this Agreement shall not constitute a continuing waiver or a waiver of any subsequent breach of either the same or a different provision of this Agreement. When a party is required to do something by this Agreement, it shall do so at its sole cost and expense without right to reimbursement from the other party unless specific provision is made otherwise. Where any party is obligated not to perform any act, such party is also obligated to restrain any others within its control from performing such act, including its agents, invitees, contractors„subcontractors and employees. IN WITNESS WHEREOF, ECS and City execute this Agreement, CITY OF BURLINGAM 501 Primrose Road Burlingame, CA 94010 4 (� Lisa Goldman City Manager Date 4 ECS IMAGING, INC. 5905 Brockton Ave, Suite C Riverside. CA�506 /Fairies F. Pappas 'r 0 ChiefExecutive Officer Date:' Attest: '~— d Federal Employer ID Number: 3 eaghan Hassel- -hearer License Number: City .Clerk Expiration Date: Approved as to form: R hIeen Kane ..... .......................... 1 City Attorney ................. ............ Attachments: Exhibit A Scope of Services ............... Exhibit B City Insurance Provisions .... ........... €` COIR CERTIFICATE OF LIABILITY INSURANCE Accf#: 2405923 DATEJMMIDOIYYYY) Ill 912018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Lockton Companies, LLC 5847 San Felipe, Suite 320 Houston, TX 77057 CONTACT 888-926-8365 NAME: I FAX PHONE� I - ___. A/C No): ADDRESS: - INSURER(S) AFFORDING COVERAGE NAlC # INSURER A : Ace American Insurance Co. — 22667 INSURED Insperity, Inc. LICIF INSURER B INSURER C : ECS IMAGING, INC, 19001 Crescent Springs Drive Kingwood, TX 77339 INSURER D T INSURER E : INSURER F COVERAGES CERTIFICATE NUMBER- R>=VICInM MI Ilsn0I=0. THS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS, 1NSR LTR TYPE OF INSURANCE ADDL SUBR POLICY NUMBER POLICY EFF MMIQ0ffYYY POLICY EXP MMIDDIYYYY LIMITS CpMMERCIAL GENERAL LIABILITY CLAIMS -MADE OCCUR EACH OCCURRENCEDAMAGE $ TO REN D P REM SES L a ocou r nce) $ MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN`L AGGREGATE LIMIT APPLIES PER: POLICY n PE 0 E LOG OTHER: GENERAL AGGREGATE L $ PRODUCTS - COMPIOP AGG E $ $ AUTOMOBILE LIABILITY ANY AUTO ALL OWNED SCHEDULED AUTOS AUTOS HIRED AUTOS NON -OWNED AUTOS COMBINED SINGLE LIMIT Ea accident $ BODILY INJURY (Per person) $ BODILY INJURY Per accident ( ) $ PROPERTY DAMAGE (Per accident) $ UrNBRELLA LIAB EXCESS LIAB OCCUR CLAIMS,MADE EACH OCCURRENCE $ AGGREGATE $ DED 1 1 RETENTION $ $ A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN ANY PROPRIETORIPARTNERtEXECUTIVE OFFICERIMEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below N 1 A C64642622 1611/2017 1 Q! If2t718 PER OTH- X STATUTE ER E.L. EACH ACCIDENT $ 1,000,000 E.L. DISEASE - EA EMPLOYEE 4 1,000,000 — E.L. DISEASE -POLICY LIMIT -- $ 1,000,000 DESCRIPTION OF OPERATIONS i LOCATIONS 1 VEHICLES (ACORD 101,Addit€anal Remarks Schedule, may be attached If more space Is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE CITY OF BURLINGAME 501 PRIMROSE ROAD BURLINGAME, CA 94010 At;UKL) Zb (LU141UI) I ne At;UKLJ name and logo are registered marks of AGORD CMS DAIT(MM/DD?YYYY) CERTIFICATE OF LIABILITY INSURANCE R054 11/18/2018 THIS CERTIFICATEIS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURERS), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(les) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER HUB HUB INTERNATIONAL INS SVCS INC/PHS 165150 P. (866) 467-8730 F: (888) 443-6112 PO BOX 3 3 0 1 5 SAN ANTONIO TX 78265 CONTACT NAME: PHONE (866) 467-8730 iAc,No): (888) 443-6112 E-MAIL INSURER(5) AFFORDING COVERAGE NAICA IN$VRERA: Sentinel Ins Co LTD 11000 INSURED BCS IMAGING, INC. 5905 BROCKTON AVE STE C RIVERSIDE CA 92506 INSURER B INSURER C : INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. fA:SR TYPE OFIN.SURANCE A)!)L .Si/BR POLICYNLfAWER POLICYEFF ifAP7)➢A'YY PtlLlCYEYP LIMIY;S COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE s2,000,000 CLAWS -MADE OCCUR DAMAGE TO RENTED PREMISES (Ea occurrence) $1 ! 0 0 0, 0 0 0 X X MED EXP (Any one person) $10, 000 A General Liab 72 SBA KT6798 10/01/2017 10/01/2018 PERSONAL & ADV INJURY s2,000,000 GEN'L AGGREGATE LIM7 APPLIES PER: POLICY � JEC7 LOC GENERAL AGGREGATE s4,000,000 PRODUCTS- COMPlOP AGG, s4,000,000 OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT (Ea accident) s2,000,000 BODILY INJURY (Per person) $ ANY AUTO A OWNED SCHEDULED AUTOS ONLY AUTOS 72 SBA KT6798 10/01/2017 10/01/2018 BODILY INJURY (Peraccident) $ X HIRED X NON -OWNED AUTOS ONLY AUTOS ONLY PROPERTY DAMAGE (Per accident) $ S UMBRELLA LIAB X OCCUR EACH OCCURRENCE s2,000,000 A EXCESS LIAB CLAIMS -MADE 72 SBA KT6798 10/01/2017 10/01/2018 IX AGGREGATE s2,000,000 DED X RETFNTION S 1 Or C 0 b s WORKERS COMPENSA7'!0,V ANDEMPLOYEXS'LlA9lf.177' PER OTH- STAT€JTE ER ANY PROPRIETORlPARTNERIEXECUTIVE YIN OFFICERIMEMBFR EXCLUDED? (Mandatory In NH) ❑ NIA E.L. EACH ACCIDENT $ E.L. DISEASE- EA EMPLOYEE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY I.tMIT s DESCRIPTION OF OPERATIONS /LOCATIONS I VEHICLES IACORD 101, Additional Remarks Schedule, may he attached if more space is required} Those usual to the Insured's Operations. City of Burlingame, the district, its officers, employees, agents and volunteers are additional insured per the Business Liability Coverage Form SS0008 attached to this policy. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of Burlingame 571 PRIMROSE RD AUTHORIZED REPRESENTATIVE BURLINGAME, CA 94010 Q 1988-2015 ACQRD CORPORATION. All rights reserved. ACQRD 25 (2016/03) The ACQRD name and logo are registered marks of ACQRD POLICY NUMBER: 72 SBA KT6798 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - STATE/POLITICAL SUBDIVISION CITY OF BELLFLOWER 16600 CIVIC CENTER.DR BELLFLOWER, CA 90706 CITY OF FAIRFIELD 1000 WEBSTER ST FAIRFIELD, CA 94533 THE CITY OF HUNTINGTON PARK AND ALL ITS OFFICERS, EMPLOYEES, AND AGENTS. 6550 MILES AVE HUNTINGTON PARK, CA 90255 THE CITY OF DUBLIN AND ALL ITS OFFICERS, EMPLOYEES, AGENTS, AND VOLUNTEERS. 100 CIVIC PLAZA DUBLIN, CA 94568 YOUNTVILLE AND ALL TOWN COUNCIL COMMISSIONERS, OFFICERS, AND EMPLOYEES. 6550 YOUNT STREET YOUNTVILLE, CA 94599 CITY OF BURLINGANE, THE DISTRICT, IT'S OFFICERS, EMPLOYEES, AGENTS AND VOLUNTEERS 571 PRIMROSE RD BURLINGAME, CA 94010 Form IH 12 00 11 85 Printed in U.S.A. Exhibit A Overview Of Professional Services The projected start date of this implementation is early February 2018. ECS resources will provide the necessary information for server development, and perform all Laserfiche related software installations and services in full compliance with the City's Request for Proposal dated 7/3/2017 (attached as Attachment A), and ECS's response to the RFP (attached as Attachment B). ECS will provide consulting, training, and implementation services for records series identified in the City's Imaging Plan (attached as Attachment C) for two departments: City Clerk and Community Development (which consists of 2 divisions: Building and Planning). The services will include assistance with the development of a folder structure and template configuration supporting the records retention workflow as identified in Attachment A's Appendix D. As part of the implementation process The City of Burlingame will provide ECS with rough designs of its desired folder structure and template information for the City Clerk and Building/Planning department (Appendix D of Attachment A will provide most of the information required). ECS will work to refine these designs and implement the solution for the City Clerk and Community Development departments. ECS will also provide implementation and training on Zone OCR, and other components required in the RFP, including the design the Public Portal Interface with the assistance of City employees to facilitate quick and successful searching of public records from the City Clerk and Community Development departments, similar to Newport Beach's Weblink search designs. During the design, ECS will train City employees on how to develop their own customized searches in the Public Portal.' ECS will perform relevant software training of general Laserfiche software functionality, and general business process automation training. This training will allow the City to develop additional workflows to implement other departments with records retention. It is expected that representatives from the departments, including IT will be well represented in these trainings. ECS resources will perform the migration of PaperVision documents to Laserfiche using the existing imaging and indexing information in PaperVision as outlined in the RFP and in the Questions and Answers accompanying the RFP. "The City is aware that there are deficiencies in the indexing of these records, but the task is to ONLY convert the records into the new system, including the images and the indexing as they currently exist. The "upstream" needs are not part of this scope of work, but may be ' RFP requirement: 1.g Implementation Services: Configuration / application design for all components. Provide breakout pricing for different modules where applicable. z RFP requirement: 3a: Includes improving the way the documents were indexed in the past (adding date fields, etc.)...; Appendix B, questions and ECS responses to 6h and 6i mention that "a method [must] be determined to identify documents" to develop a workflow to assist in the identification of documents" and that an "interface with CRW to correlate one of the existing data fields to associate the image's metadata" could be developed — this presumes that existing data fields (presumably the permit number) sufficient to perform a look up to CRW exist; and the Questions and Answers submitted to all proposers states that the vendor is expected to "ONLY convert the records into the new system, including the images and the indexing as they currently exist." Exhibit A ECS will make every possible effort to automatically correct some of the deficiencies with indexing, specifically ECS will work to automate the separation of some Plans and Permits files and adding the date field, pursuant to the RFP. Based our preliminary analysis we believe there are a few general rules we can use to distinguish between plans and permits. 1. When two documents have the same Permit Number, the one with more pages is generally the Permit Number. 2. When a document contains pages that are all landscape, the landscape document is generally the Plan. 3. When the file size of a document is relatively large, compared to other documents, the file is generally a plan. One or more of these rules will be used to add a metadata field to the document indicating if it is a permit or a plan. ECS will develop a confidence level for each Plan and Permit to aid the City in prioritizing, which Permits, or Plans need to be validated first. No guarantee of the accuracy of the classification can be made, but our preliminary review of the data and conversations with the City indicates that the accuracy should be acceptable to the City. ECS will add additional metadata information to each document, such as a date or address, provided an Excel or CSV file generated by the City that contains the Permit Number and any additional metadata that should be added or modified for that Permit Number. There should be one row per Permit Number. The information will need to be provided at the start of the project. Manual indexing of content is outside the scope of the Statement of Work. Additional departments are expected to be implemented by City staff based on training provided throughout the implementation of the two departments by ECS. The City has the option to amend this contract to expand the scope of professional services at the original professional services rate for a period of two -years from execution. ECS will scan and quality check City records on an as needed basis in accordance with the pricing tables on pages 12-14 of ECS' scanning proposal. (Attached as Attachment D) Departments to be implemented by ECS • City Clerk • Community Development (Building/Planning) Departments to be implemented by City • Public Works • Finance • Human Resources • Parks &Recreation • Library Exhibit A Payment Milestones The project will consist of six primary payment milestones. These milestones ensure that the City is only paying for services that are being delivered and the ECS is paid for services accepted by the City. Milestone 1— Initiation and Planning — 2 Days Initial Project Planning (Site Preparation and Installation) • Creation of Project Plan based on the RFP requirements and the Imaging Plan, establishment of performance metrics, stakeholder dialogues, timeline development, detailed tasks creation, and communication plan development Milestone 2 — Software Installation —1 Day Installation of all Laserfiche Software and Licensing — (1 Day) Milestone 3 — Hardware Installation —1 Day Installation and Configuration of the GreenTec WORM drive (1 Day) City IT staff will need to be available to assist with racking and configuration of device. Milestone 4 — System Implementation — 4.5 Days Initial Setup Consultation and implementation for City Clerk • Provide consultation on folder structure and template design with focus on records retention management. Implement records management retention workflow with auto -file functionality and email notifications to report on records ready for disposition (everything is permanent, except for some Agreements or Contracts.) Initial Setup Consultation and implementation for Community Development • Build folder structure/template based on information provided by the City. Records management needs are minimal as all records are permanent. General Laserfiche Training —1 Day • Train approximately 20 employees on On -site Scan / Index / OCR Training • Train approximately 20 employees in two sessions on On -site search and retrieval Laserfiche Administrator Training — 0.5 Day • Provide Laserfiche Admin Training for 4 System Administrators 3 o Training will cover administrative tasks such as: back-ups, system maintenance, assigning licenses, establishing security permissions, creating index templates and workflow creation for retention management Milestone 5 — Data Migration — Flat Rate 3 The RFP requires 4. (1.k) Exhibit A Test migration and identification of Permit vs. Plan, and adding the document date, working with IT and the Building Division. May include pulling data from the City's permitting system; however, if this data is not sufficient to meet the RFP requirements, ECS will analyze and provide the required data by hand. Conversion Services for PaperVision (Migrate Documents from Existing System) — 7 322 • Conversion of data from existing PaperVision system to new Laserfiche repository Milestone 6 — Monitor/Control and Project Close — 2 Days On -going Project Management (Testing and Production Implementation) — 2 Days • Progress Meetings, Stakeholder Dialogues, and General Communication User Acceptance Testing — 0 Days • Sample UAT documentation will be provided to assist the City with Testing • Completed by City to Verify all Components are Working as Described • Project Sign -off Completed by City Payment Milestones MS# Milestone Description Est. Time Est. Date of Est. Cost (Days) Completion 1 Initiation and Planning 2 02/12/2018 $3,600 Conduct Needs Analysis Initial Project Planning 2 Software Installation Materials + 02/21/2018 $75 150 Software Purchased, includes maintenance 1 3 Hardware Installation Materials + 02/21/2018 $9,800 GreenTec WORM device, installation and configuration 1 4 System Implementation 4.5 03/7/2018 $8,100 Initial Setup Consultation and implementation for City Clerk Initial Setup Consultation and implementation for Community Development General Laserfiche Training Laserfiche Administrator Training 5 Data Migration Flat Rate 03/7/2018 $7,322 6 Monitor/Control and Project Close 2 03/30/2018 $3,600 Total $107,572 Exhibit A Quote Software Avante includes Workflow and Forms Essentials MSE30 LaserficheAvanteServer for MSSQLwith Workflow $ 5,000.00 1 $ 5,000.00 MNF16 Laserfiche Named Full User w/Web Access, Snapshot, and Email $ 600.00 30 $ 18,000.00 MCA01 Laserfiche Import Agent $ 1,495.00 1 $ 1,495.00' MCQ01 Laserfiche Quick Fields $ 595.00 3 $ 1,785.00' MCQC3 Laserfiche Quick Fields Zone OCR and Validation Package $ 2,795.00 3 $ 8,385.00 MCQC4 Laserfiche Quick Fields Barcode and Validation Package $ 1,695.00 3 $ 5,085.00 MPPS Laserfiche Standard Public Portal (25 retrieval user licenses) $ 25,000.00 1 $ 25,000.00 MDGSGI6 Laserfiche Digital Signatures $ 25.00 30 $ 750.00 MATM16 Laserfiche Standard AuditTrail $ 75.00 30 $ 2,250.00' Software Discount $ (13,550.00) Software Subtotal' $ 54,200.00 Annual Maintenance and Licensing s- r MSE30B Laserfiche Avante Server for MS SQL with Workflow LSAP $ 1,000.00 1 $ 1,000.00 MNF16B Laserfiche Named Full User w/Web Access, Snapshot, & Email LSAP $ 120.00 30 $ 3,600.00 MCA01B Laserfiche Import Agent LSAP $ 390.00 1 $ 390.00' MCQ01B Laserfiche Quick Fields LSAP $ 120.00 3 $ 360.00 MCQC3B Laserfiche Zone OCR and Validation Package LSAP $ 560.00 3 $ 1,680.00 MCQC46 Laserfiche Barcode and Validation Package LSAP $ 340.00 3 $ 1,020.00 MPPSB Laserfiche Standard Public Portal (25 retrieval user licenses) LSAP $ 5,000.00 1 $ 5,000.00 MDGSG16B Laserfiche Digital Signatures LSAP $ 5.00 30 $ 150.00 MATM16B Laserfiche Standard Audit Trail LSAP $ 15.00 30 $ 450.00 ECS40 *ECS Priority Support -40Hours $ 5,500.00 1 $ 5,500.00' Annual Maintenance Subtotal' $ 19,150.00 Hardware AN-104&4XGN310WRD3iGreenTec4TB(4xlTB)WORM Applicance $ 8,000.00 1 $ 8,000.00 Hardware Subtotal'' $ 8,000.00 Professional Services ® e ECSCI ECS Install, Configuration, Consulting, & Project Management Services $ 1,800.00 9.50 $ 17,100.00 ECSC ECS Data Conversion Services $ 7,322.00 1.00 $ 7,322.00 ECSCI GreenTec 4TB (4xlTB) WORM Applicance (Install and Config) $ 1,800.00 1.00 $ 1,800.00 _ Professional Services Subtotal' $ 26,222.00 _... Special Terms..... Subtotal $ 107,572.00 Tax Rate Software Only (Download Only) 0.000% Tax $ - SoftwareisonlyavailableviadownloadandisnotsubjecttoCAsalestax Shipping $.... Total $ 107,572.00 Exhibit A Optional Services 1. Consult to Develop Folder Structure, Metadata, and Retention Management for Additional Departments ($2,700 to $5,400 per Department) 2. Develop GIS Integration based on Laserfiche URL Based Searches from GIS system ($1,800) a. Will provide training to GIS team to perform URL based searches for documents in Laserfiche b. Will provide services to convert existing links that may exist to records folders to Laserfiche links. The links will need to be replaced by the City in the GIS system, but ECS can provide expertise where applicable to assist with this migration. c. More robust GIS integration is possible, such as those using a map layer— but this would be outside the scope of the proposal and would require further requirements gathering 3. Development of Time Card Workflow Process $3,600 to $9,000 a. Further requirements gathering would be required to understand the number of approvers and all possible routes the workflow could take. Attachment A to Scope of Work Electronic Content Management System / Document Imaging and Management System (Archive & Retrieve) A Release Date: July 3, 2017 Optional Pre -Bid Conference: August 1, 2017 10:30 am, Conference Room A, City Hall Deadline for Registration and Questions: July 24, 2017, 10 am Deadline for Submission: August 11, 2017, 10 am On -site Demonstrations for Selected Vendors: September 6, 2017 Burlingame RFP — ECMS 1 TABLE OF CONTENTS Section 1 — Project Overview..........................................................................................3 Section 2 — Process Instructions.....................................................................................4 Section 3 — Specifications...............................................................................................7 Section4 — Conditions....................................................................................................9 Proposal Form — Part 1 — Questionnaire Proposal Form — Part 2 — Proposal Pricing City's Professional Service Agreement Burlingame RFP — ECMS 2 SECTION 1 - PROJECT OVERVIEW 1.1 PROJECT BACKGROUND The City of Burlingame has a population of 29,700 and has 209 full time equivalent employees. There is no legacy ECMS, except Building Permits and Plans have been scanned and placed in a stand-alone system using PaperVision to view and retrieve (both staff and the public use the same computer.) The City will NOT consider hosted / Cloud -based systems. A scanning RFP is being issued as a separate document. The contracting firms must agree to all of the terms in the City's Professional Services Agreement, as provided as an attachment to this RFP, including all insurance requirements in Exhibit B of the City's agreement. 1.2 EXISTING TECHNOLOGY ENVIRONMENT Operating Platform: Windows Server 2008 R2 Database: SQL Server 2005 Hardware: Dell Servers are virtualized 1.3 PROJECT TEAM The City has a cross -functional Stakeholder Team to facilitate the selection of the system. The consultant for this project is Gladwell Governmental Services, Inc. All questions must be directed via e-mail to: Diane Gladwell — Gladwe114@aol.com and Meaghan Hassel -Shearer — mhasselshearer@burlingame.org Contact with other City employees, Council Members or other officials is expressly prohibited without prior consent and may result in disqualification of the bidder. Burlingame RFP — ECMS SECTION 2_PROCESS INSTRUCTIONS 2'0 OPTIONAL PRE -PROPOSAL CONFERENCE An optional Pre -Bid Conference will be held on August 1. 2017 at 10:30 a.m. at Conference Room Ain City Hall, 501 Primrose Road, Burlingame. Participants may request io participate via teleconference. Requests to participate via teleconference shall be directed to: Diane G|@dvve||— and K8e8Qh8nHassel-Shearer — The conference will beoudio-neoordad. 2'1 REGISTRATION IS REQUIRED All vendors must register on or before July 24, 2017 at 10:00 am by e-mailing: [)i8Ng G|8dvveU — and 2.2 DEADLINE FOR QUESTIONS All queSUOOS must be submitted via e-mail on Orbefore July 24' 2017 at 10:00 am by e-mailing: Diane G|8dvveU— and The City will endeavor Loprovide answers back toall registered vendors the following week. 2'3 PROPOSALFORN0 All proposals must be submitted on the form(s) provided in the RFP Specifications. Supplemental material may also be submitted. The proposal forms will be provided in Word and Excel format to all registered 2.4 PROPOSAL SUBMISSION 2.4.1 Proposals must be received no later than August 11, 2017 at 10:00 am at the following location: City of Burlingame City Clerk's Office 501 Primrose Road Burlingame, CA 94010 2.4.2 Proposals must be submitted via mail, courier, or in person. No fax or e- mail submittals will be accepted. All proposals must be submitted in a sealed envelope or package, plainly marked: Request for Proposal ECMS Name and Address of Proposer 2.4.3 Eight (8) complete paper copies, double -sided, and one PDF copy on DVD-r, CD-r, or Flash Drive of the proposal and supplemental material must be enclosed in the envelope containing the proposal. 2.4.4 Proposals must be signed by an individual authorized to bind the proposing entity to all commitments contained therein. 2.4.5 Proposers shall send in a separate envelope clearly identified as "confidential" all financial statements, copyrighted material, trade secrets, or other proprietary information that it asserts is exempt from disclosure under the Public Records Act. Note that pricing proposals are available to the public. 2.5 EVALUATION CRITERIA Burlingame will award the contract based upon the proposal the City determines to be most advantageous. Selection criteria includes, but is not limited to: 2.5.1 Price: The cost to complete the project or the part(s) of the project the City elects to award, including annual software maintenance and support. 2.5.2 Quality: Ease and simplicity of user interface 2.5.3 Quality: Ease and simplicity of configuration, implementation, and support 2.5.4 Quality: The quality and responsiveness of technical support and the quality of employee training. 2.5.5 Ability, capacity, and skill of the bidder to perform the contract or provide the supplies or services required, as determined by the vendor's experience and references of the vendor. Burlingame RFP — ECMS 2.5.6 Ability to perform the contract, or provide services promptly, without delay or interference. 2.6 CONDITIONS Upon award of contract, the proposer shall agree that: 2.6.1 Information received from the City about its operations, plans, products, or services may not be revealed to any third party without prior written consent of the City's Project Manager. 2.6.2 Proposal shall include a list of all subcontractors or business partners that the vendor contemplates using for approval by the City. Once approved, the list shall not be changed without prior written approval by the City. Burlingame RFP — ECMS SECTION 3: SPECIFICATIONS 3.0 DELIVERABLES Deliverables shall include, at the least, fully functional as described below and City buildings as appropriate: 3.0.1 All required software. the following components, installed and elsewhere in this proposal, at specified 3.0.2 The successful installation must take place within the agreed upon timeframe(s). Successful installation is defined as: All components purchased via this proposal and contractual agreement are fully operational (includes employee training as directed by the City) and able to be relied upon on a daily basis by City. 3.0.3 Onsite or remote employee training completed within an agreed upon timeframe 3.0.4 Annual software technical support 3.0.5 Annual software maintenance and upgrades 3.1 SPECIFICATION SUMMARY The vendor must provide the following components to the City, including installation, training, technical support and at least one software upgrade annually. The City prefers one vendor to provide all of the requested functionality, but will consider separate proposals for different technologies (all subcontractors must be clearly disclosed.) 3.1.1 ECMS (archival & retrieval), including electronic imports, scanning, OCR, indexing, searching via Full -text & Metadata combined at the same time, retrieval of text and images, e-mail (MAPI) of images in PDF or TIFF format for 25 (twenty-five) thin - client users (the City has an Intranet). a. All software must be Microsoft terminal server compatible. b. Training of 4 System Administrators — At least two half days on site. c. Thin Client access (search & retrieve) for 25 employees. Disclose all software and other services required to provide this. d. Public Portal: Able to support 20 Concurrent public users. e. Scanning, Indexing, OCRing License for 5 (five) Users. f. The ability to combine full text searches with metadata searches in both the Thin Client and Public Portal software. g. WORM, or other Unalterable Media for Trustworthy Electronic Records Compliance h. Installation and Configuration on City's servers. i. Annual Software Maintenance and Support Burlingame RFP — ECMS 3.1.2 Conversion of Building Permits and Plans from the PaperVision, including images and metadata. Burlingame RFP — ECMS SECTION 4: CONDITIONS 4.1 VALIDITY OF PROPOSALS Proposals shall be valid for one hundred twenty (120) days from the submittal deadline. 4.2 STATUS OF CONTRACTOR / PRIME CONTRACTOR It is agreed to and understood that any employees of the contractor and the employees of any approved subcontractor selected for this project shall be considered private contractors and not employees of City. City prefers to contract with a primary vendor. If a multi -vendor, solution partner, or subcontracted approach is proposed, the proposer should clearly identify the responsibilities of each vendor and the assurances of performance offered. The prime vendor will be responsible, and must take responsibility, for the entire contract performance whether or not other vendors, subcontractors or solution partners are used. 4.3 RIGHTS City reserves the following rights: 4.4.1 To modify this RFP at any time 4.4.2 To determine the professional and financial competence and responsibility of proposers. 4.4.3 To select a limited number of proposers to be interviewed or to provide on -site demonstrations at the City's sole discretion. 4.4.4 To accept the most qualified proposal. 4.4.5 To require additional demonstrations and site visits to existing installations. 4.4.6 To purchase some components from other vendors (e.g. hardware). 4.4.7 To adjust the project schedule and scope to best meet the City's needs. 4.4.8 To ask a proposer to provide alternative pricing for various components than those originally proposed. 4.4.9 To reject any or all proposals. 4.4 LATEST TECHNOLOGY The proposer must provide the latest versions of all software. Al licenses, titles, manuals, and warrantees will be passed throug h Burlingame RFP — ECMS 4.5 4.6 M 4.8 4.9 ABILITY TO PERFORM Proposer warrantees that it possesses the expertise to provide all equipment, labor, materials and licenses necessary to carry out and complete the work in compliance with the request for proposal as well as any and all federal or state laws and regulations. The proposer shall guarantee that all provisions of the proposal submitted shall remain in effect for a period of 120 calendar days from the date of proposal opening. Proposal may not be withdrawn after the submission date. PAYMENT TERMS Payment for software, less 10% of the software and consulting price, will be made upon successful installation at CITY. Successful installation is defined as all components purchased via this proposal and contractual agreement are fully operational and able to be relied upon on a daily basis using CITY's existing network (includes completion of employee training). Payment for all services will be made following the successful delivery of those services. BILLING The successful bidder shall provide itemized billing for equipment, software, installation, training, and maintenance, less the 10% software and consulting services holdback, after successful installation. ACCEPTANCE TEST / TITLE The City will require a 120-day acceptance test, which will begin after completion of successful installation. Successful installation is defined as all components purchased via this proposal and contractual agreement are fully operational and able to be relied upon on a daily basis using City's existing network (including employee training). Ten percent (10%) of the software and consulting services price and consulting services will be retained by the City and will be released after successful performance of the acceptance test. The City will exercise all functions of the system to ensure it meets all requirements as stated in this RFP and in the vendor's proposal. The vendor has a duty to repair or replace any problem components within the agreed upon time frame. The City's acceptance will be transmitted in writing. If completion of the acceptance test is unsuccessful, the City shall have the option to return all equipment and software and the vendor shall refund any monies paid. NO ACCESS TO CITY'S COMPUTER SYSTEMS WITHOUT IT ESCORT Vendor will not access the City's systems without the express prior permission of the Information Technology Department, who will provide escorted access Burlingame RFP — ECMS 10 4.10 PROPOSAL DEVELOPED BY CONSULTANT This proposal was developed contains pre-existing copyrighted for purposes other than those Gladwell Governmental Services, by Gladwell Governmental Services, Inc. It material, and cannot be utilized or distributed of CITY without the prior written consent of Inc. Burlingame RFP — ECMS 11 Provide short, complete answers to the following questions. Additional pages may be attached, if necessary. 1. COMPETITIVE ADVANTAGE 1.a State why your system is the best solution to meet CITY's needs (maximum '/2 page). 1.b. State concisely why your company is the best to deliver the product (maximum '/2 page). 2. COMPANY PROFILE 2.a In this section, provide a short narrative of your company (NOT the software manufacturer, if a VAR). If you would like to include information about the software manufacturer in addition to your company's information, you may do so. Include: • How long your company has been in business; • The number of employees; • An organization chart listing the titles and names of employees; • The date of the first document imaging installation; • The number of installations you have performed for the software that you have proposed (if different for each component, disclose) 2.b What personnel will be involved with this installation? List the name and position, whether that person is a subcontractor, the responsibilities on this project, length of employment with your company, and time in the ECMS business. 3. TRAINING 3.a User Training for employees. Provide a syllabus or agenda for user training. Include the number of recommended hours for user training. 3.b System Administrator Training. Provide a syllabus or agenda for system administrator training. Include the number of recommended hours for system administrator training. 4.a Provide your Support telephone number, e-mail and website, if any. Questionnaire 4b. Describe your normal support levels, including: • Days of the week and hours support is available (PST). • Average response times (initial call). • Maximum "call-back" times (during normal business hours). • Average "open ticket" or problem resolution time. 4.c Enhanced service — Please indicate the level and cost of any additional or enhanced service you provide, e.g., extended help desk hours, weekend response, on -site service, expedited response, etc. 5. REFERENCES 5.a Provide 10 current local governments or other agencies currently utilizing your software Organization Name Year(s) Installed # of User Licenses Departments Installed Products Currently Used Website Address / ECMS Public Portal, if Applicable Contact Name / Phone / e- mail address 6. FUNCTIONALITY 6.a Provide a company Website or YouTube or video link for employees to use to see a demonstration of your product. 6.b Provide screen shots of the ECMS Searching (Thin Client / Web Interface) interface. 6.c Describe the process to implement your public portal on the City's Website, and any other information about the Public Portal that would be helpful to the City. 6.d Describe the process to import agenda packets into your database, making them accessible to the public to search and retrieve. 6.e What mobile devices / systems does your public portal software currently support? 6.f Describe the process you would use to convert the Building Permits and Plans from the PaperVision system. Questionnaire 6.g How many PaperVision conversions has your firm completed? How many other conversions has your firm completed? Are you planning on utilizing a subcontractor to assist with the conversion (if so, please disclose the name and address of the subcontractor, and provide information about their background)? 6.h. The PaperVision index does not currently indicate what is a Permit, and what is a Plan. Can you provide ideas on how this could be added during the conversion? 6.i. The PaperVision index does not currently indicate date(s). The permit # indicates what year. Can you provide ideas on how dates or years could be added during the conversion? 7. PROJECT SCHEDULE / APPROACH 7.a Please provide a draft project schedule, starting with contract sign -off, and ending with completion of training and implementation. 7.b Explain your approach to the work, and what the City can expect (parallel processing, turnaround, etc.) Questionnaire AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF BURLINGAME AND < Name of Firm> THIS AGREEMENT is by and between < Name of Firm> ("Consultant") and the City of Burlingame, a public body of the State of California ("City"). Consultant and City agree: 1. Services. Consultant shall provide the <Type of Services> Services set forth in Exhibit A, attached hereto and incorporated herein. 2. Compensation. Notwithstanding the expenditure by Consultant of time and materials in excess of said Maximum compensation amount, Consultant agrees to perform all of the Scope of Services herein required of Consultant for <not -to -exceed amount>, including all materials and other reimbursable amounts ("Maximum Compensation"). Consultant shall submit invoices as the work is completed over the contract term. Invoices shall be paid within 30 days of approval. All bills submitted by Consultant shall contain sufficient information to determine whether the amount deemed due and payable is accurate. In accordance with the Scope of Services, bills shall include a brief description of services performed, the date services were performed and by whom, a brief description of any costs incurred and the Consultant's signature. In no event shall City be obligated to pay late fees or interest, whether or not such requirements are contained in Consultant's invoice. 3. Term. This Agreement commences on full execution hereof and terminates on <final date of term> unless otherwise extended or terminated pursuant to the provisions hereof. Consultant agrees to diligently prosecute the services to be provided under this Agreement to completion and in accordance with any schedules specified herein. In the performance of this Agreement, time is of the essence. Time extensions for delays beyond the Consultant's control, other than delays caused by the City, shall be requested in writing to the City's Contract Administrator prior to the expiration of the specified completion date. 4. Assignment and Subcontracting. A substantial inducement to City for entering into this Agreement is the professional reputation and competence of Consultant. Neither this Agreement nor any interest herein may be assigned or subcontracted by Consultant without the prior written approval of City. It is expressly understood and agreed by both parties that Consultant is an independent contractor and not an employees) of the City. 5. Insurance. Consultant, at its own cost and expense, shall carry, maintain for the duration of the Agreement, and provide proof thereof, acceptable to the City, the insurance coverages specified in Exhibit B, "City Insurance :Requirements," attached hereto and incorporated herein by reference. Consultant shall demonstrate proof of required insurance coverage prior to the commencement of services required under this Agreement, by delivery of Certificates of Insurance to City. 6. Indemnification. Consultant shall indemnify, defend, and hold City, its directors, officers, employees, agents, and volunteers harmless from and against any and all liability, claims, suits, actions, damages, and causes of action arising out of, pertaining or relating to the City's Professional Service Agreement negligence, recklessness or willful misconduct of Consultant, its employees, subcontractors, or agents, or on account of the performance or character of the Services, except for any such claim arising out of the sole negligence or willful misconduct of the City, its officers, employees, agents, or volunteers. It is understood that the duty of Consultant to indemnify and hold harmless includes the duty to defend as set forth in section 2778 of the California Civil Code. Notwithstanding the foregoing, for any design professional services, the duty to defend and indemnify City shall be limited to that allowed pursuant to California Civil Code section 2782.8. Acceptance of insurance certificates and endorsements required under this Agreement does not relieve Consultant from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply whether or not such insurance policies shall have been determined to be applicable to any of such damages or claims for damages. 7. Termination and Abandonment. This Agreement may be cancelled at any time by City for its convenience upon written notice to Consultant. In the event of such termination, Consultant shall be entitled to pro -rated compensation for authorized Services performed prior to the effective date of termination provided however that City may condition payment of such compensation upon Consultant's delivery to City of any or all materials described herein. In the event the Consultant ceases performing services under this Agreement or otherwise abandons the project prior to completing all of the Services described in this Agreement, Consultant shall, without delay, deliver to City all materials and records prepared or obtained in the performance of this Agreement. Consultant shall be paid for the reasonable value of the authorized Services performed up to the time of Consultant's cessation or abandonment, less a deduction for any damages or additional expenses which City incurs as a result of such cessation or abandonment. 8. Ownership of Materials. All documents, materials, and records of a finished nature, including but not limited to final plans, specifications, video or audio tapes, photographs, computer data, software, reports, maps, electronic files and films, and any final revisions, prepared or obtained in the performance of this Agreement, shall be delivered to and become the property of City. All documents and materials of a preliminary nature, including but not limited to notes, sketches, preliminary plans, computations and other data, and any other material referenced in this Section, prepared or obtained in the performance of this Agreement, shall be made available, upon request, to City at no additional charge and without restriction or limitation on their use. Upon City's request, Consultant shall execute appropriate documents to assign to the City the copyright or trademark to work created pursuant to this Agreement. Consultant shall return all City property in Consultant's control or possession immediately upon termination. 9. Compliance with Laws. In the performance of this Agreement, Consultant shall abide by and conform to any and all applicable laws of the United States and the State of California, and all ordinances, regulations, and policies of the City. Consultant warrants that all work done under this Agreement will be in compliance with all applicable safety rules, laws, statutes, and practices, including but not limited to Cal/OSHA regulations. If a license or registration of any kind is required of Consultant, its employees, agents, or subcontractors by law, Consultant warrants that such license has been obtained, is valid and in good standing, and Consultant shall keep it in effect at all times during the term of this Agreement, and that any applicable bond shall be posted in accordance with all applicable laws and regulations. City's Professional Service Agreement 10. Conflict of Interest. Consultant warrants and covenants that Consultant presently has no interest in, nor shall any interest be hereinafter acquired in, any matter which will render the services required under the provisions of this Agreement a violation of any applicable state, local, or federal law. In the event that any conflict of interest should nevertheless hereinafter arise, Consultant shall promptly notify City of the existence of such conflict of interest so that the City may determine whether to terminate this Agreement. Consultant further warrants its compliance with the Political :Reform Act (Government Code § 81000 et seq.) respecting this Agreement. 11. Whole Agreement and Amendments. This Agreement constitutes the entire understanding and Agreement of the parties and integrates all of the terms and conditions mentioned herein or incidental hereto and supersedes all negotiations or any previous written or oral Agreements between the parties with respect to all or any part of the subject matter hereof.. The parties intend not to create rights in, or to grant remedies to, any third party as a beneficiary of this Agreement or of any duty, covenant, obligation, or undertaking established herein. This Agreement may be amended only by a written document, executed by both Consultant and City's City Manager, and approved as to form by the City's City Attorney. Such document shall expressly state that it is intended by the parties to amend certain terms and conditions of this Agreement. The waiver by either party of a breach by the other of any provision of this Agreement shall not constitute a continuing waiver or a waiver of any subsequent breach of either the same or a different provision of this Agreement. Multiple copies of this Agreement may be executed but the parties agree that the Agreement on file in the office of City's City Clerk is the version of the Agreement that shall take precedence should any differences exist among counterparts of the document. This Agreement and all matters relating to it shall be governed by the laws of the State of California. 12. Capacity of Parties. Each signatory and party hereto warrants and represents to the other party that it has all legal authority and capacity and direction from its principal to enter into this Agreement and that all necessary actions have been taken so as to enable it to enter into this Agreement. 13. Severability. Should any part of this Agreement be declared by a final decision by a court or tribunal of competent jurisdiction to be unconstitutional, invalid, or beyond the authority of either party to enter into or carry out, such decision shall not affect the validity of the remainder of this Agreement, which shall continue in full force and effect, provided that the remainder of this Agreement, absent the unexcised portion, can be reasonably interpreted to give effect to the intentions of the parties. 14. Notice. Any notice required or desired to be given under this Agreement shall be in writing and shall be personally served or, in lieu of personal service, may be given by (i) depositing such notice in the United States mail, registered or certified, return receipt requested, postage prepaid, addressed to a parry at its address set forth in Exhibit A; (ii) transmitting such notice by means of Federal Express or similar overnight commercial courier ("Courier"), postage paid and addressed to the other at its street address set forth below; (iii) transmitting the same by facsimile, in which case notice shall be deemed delivered upon confirmation of receipt by the sending facsimile machine's acknowledgment of such with date and time printout; or (iv) by City's Professional Service Agreement personal delivery. Any notice given by Courier shall be deemed given on the date shown on the receipt for acceptance or rejection of the notice. Either party may, by written notice, change the address to which notices addressed to it shall thereafter be sent. 15. Miscellaneous. Except to the extent that it provides a part of the definition of the term used herein, the captions used in this Agreement are for convenience only and shall not be considered in the construction of interpretation of any provision hereof, nor taken as a correct or complete segregation of the several units of materials and labor. Capitalized terms refer to the definition provided with its first usage in the Agreement. When the context of this Agreement requires, the neuter gender includes the masculine, the feminine, a partnership or corporation, trust or joint venture, and the singular includes the plural. The terms "shall", "will", "must" and "agree" are mandatory. The term "may" is permissive. The waiver by either party of a breach by the other of any provision of this Agreement shall not constitute a continuing waiver or a waiver of any subsequent breach of either the same or a different provision of this Agreement. When a party is required to do something by this Agreement, it shall do so at its sole cost and expense without right to reimbursement from the other party unless specific provision is made otherwise. Where any party is obligated not to perform any act, such party is also obligated to restrain any others within its control from performing such act, including its agents, invitees, contractors, subcontractors and employees. IN WITNESS WHEREOF, Consultant and City execute this Agreement. CITY OF BURLINGAME 501 Primrose Road Burlingame, CA 94010 Lisa Goldman City Manager CONSULTANT Name Address By: Name Title Date: Date: City's Professional Service Agreement Attest: Meaghan Hassel -Shearer City Clerk Approved as to form: Kathleen Kane City Attorney Attachments: Federal Employer ID Number: License Number: Expiration Date: Exhibit A - Scope of Services Exhibit B — Insurance Requirements EXHIBIT A SCOPE OF SERVICES City's Professional Service Agreement EXHIBIT B Before beginning any of the services or work called for by any term of this Agreement, Consultant, at its own cost and expense, shall carry, maintain for the duration of the Agreement, and provide proof thereof that is acceptable to the District, the insurance specified herein. 1. Insurance Requirements. ❑ Statutory Worker's Compensation Insurance and Employer's Liability Insurance coverage: $1,000,000 ❑ Commercial General Liability Insurance: $1,000,000 (Minimum), $2,000,000 Aggregate ❑ Automobile Liability Insurance -including owned, non -owned and hired vehicles: $1,000,000 per occurrence 2. Workers' Compensation. Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any and all persons employed directly or indirectly by Consultant shall be provided as required by the California Labor Code. Commercial General and Automobile Liability. Consultant, at Consultant's own cost and expense, shall maintain Commercial General and Business Automobile Liability insurance for the period covered by this Agreement in an amount not less than the amount set forth in this Exhibit B, combined single limit coverage for risks associated with the work contemplated by this Agreement. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting there from, and damage to property resulting from activities contemplated under this Agreement, including the use of hired, owned and non -owned automobiles. Coverage shall be at least as broad as the latest edition of the Insurance Services Office Conunercial General Liability occurrence form CG 0001 and Insurance Services Office Automobile Liability form CA 0001 (ed. 12/90) Code 1 (any auto). No endorsement shall be attached limiting the coverage. a. A policy endorsement inust be delivered to District demonstrating that District, its officers, employees, agents, and volunteers are to be covered as insured as respects each of the following: liability arising out of activities performed by or on behalf of Consultant, including the insured's general supervision of Consultant; products and completed operations of Consultant; premises owned, occupied or used by Consultant; or automobiles owned, leased, hired, or borrowed by Consultant. The coverage shall contain no special limitations on the scope of protection afforded to District, its officers, employees, agents, or volunteers. b. The insurance shall cover on an occurrence or an accident basis, and not on a claims made basis. c. An endorsement must state that coverage is primary insurance and that no other insurance affected by the District will be called upon to contribute to a loss under the coverage. d. Any failure of Consultant to comply with reporting provisions of the policy shall not affect coverage provided to District and its officers, employees, agents, and volunteers. e. Insurance is to be placed with California -admitted insurers. 4. Deductibles and Self -Insured Retentions. Consultant shall disclose the self -insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. Any self -insured retention or deductible is subject to approval of District. During the period covered by this Agreement, upon express written authorization of District Legal Counsel, Consultant may increase such deductibles or self -insured retentions with respect to District, its officers, employees, City's Professional Service Agreement agents, and volunteers. The District Legal Counsel may condition approval of an increase in deductible or self -insured retention levels upon a requirement that Consultant procure a bond guaranteeing payment of losses and related investigations, claim administration, and defense expenses that is satisfactory in all respects to each of them. Notice of Reduction in Coverage. In the event that any coverage required under the Agreement is reduced, limited, or materially affected in any other manner, Consultant shall provide written notice to District at Consultant's earliest possible opportunity and in no case later than five days after Consultant is notified of the change in coverage. 6. Remedies. In addition to any other remedies District may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, District may, at its sole option: a. Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement; b. Order Consultant to stop work under this Agreement or withhold any payment which becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof, c. Terminate this Agreement. Exercise of any of the above remedies, however, is an alternative to other remedies District may have and is not the exclusive remedy for Consultant's failure to maintain insurance or secure appropriate endorsements. City's Professional Service Agreement Work Delivering Paperless Solutions Since 1990 Loserfiche Support Document Scanning Records Management Project Management Data Migration Integration Largest Provider of Laserfiche in Western USA Southern California 5905°Brockton Ave., Suite C Riverside, CA 92506 Phone (951) 787-8768 fax (951) 787-0831 Toll Free (877) 790-1600 Northern California 5052 Forni Drive, Suite A Concord, CA 94520 Arizona 10781 E. Salsabila Tucson, AZ 85747 Phone (520) 599-8124 Colorado 403 161h Street, Suite 301 Denver, CO 80202 Phone (720) 598-9176 www.ecsimaging.com sales@ecsimaging.com Authorized Reseller City of Burlingame 501 Primrose Road Burlingame,.CA 94010 ATTN: Diane Gladwell and Meaghan Hassel -Shearer Dear Diane and Meaghan, Thank you for including us in your request for proposals for an Electronic Content Management System / Document Imaging and Management System (Archive & Retrieve) project. We are committed to meeting and exceeding the City of Burlingame's comprehensive document management needs for its immediate and future requirements. ECS Imaging, Inc. is submitting our turn -key solution with the award winning Laserfiche document Management System. We are confident that the system will deliver all of the required functionality With capabilities that will enable the City to leverage its existing assets, manage and secure business records, and allow for continued growth. The system will be implemented by a team of professionals who have been providing and supporting Laserfiche systems to local government for more than 20 years. ECS has an installed base of over 400 Laserfiche clients in 16 states with a strong emphasis on local government and education. We offer a complete range of Laserfiche related imaging services including: software, hardware, consulting, integrations of applications, special programs, project management, data conversion, scanning services, microfilm/fiche conversion, on -site training, on -site support, telephone support and remote support. We have over 27 years of experience in the industry and 22 years with Laserfiche. Unique in the industry, ECS offers a complimentary Annual Conference for our clients and quarterly user groups with Free Training. We believe in providing continued added value to our clients in an ongoing basis and assisting them in utilizing the solutions we provide to the maximum potential. As the largest. provider of Laserfiche solutions in the Western United States, ECS maintains the largest and most experienced engineering, training, and project management staff to serve you. By choosing ECS Imaging the City will join an ever-growing number of municipalities in California who prosper from our experience and knowledge of having implemented and supported Laserfiche systems for city government including most recently the City of Lancaster and the City of Santa Clara. ECS looks forward to serving the City of Burlingame and ensuring success in its endeavor to streamline and better secure its document management and record keeping processes. Thank you. Sincerely, 2 -Debbi Bodewin Executive Vice President 951-787-8768 x109 debbittecsirnaRinp-corn ECS Imaging, Inc. CLL Al Carrion Account Manager 408-771-4916 al ecsima in .cotes ECS Imaging, Inc. i i loom CITY OF BURLINGAM Table of ont is EXECUTIVESUMMARY ... ...................... .................................. ..... ....................... ........................................ ............4 COMPETITIVE ADVANTAGE ................................................................................................................................... 5 ---- COMPANYPROFILE ................................................................................................................................................6 ORGANIZATIONALCHART .................................................................................................." "............o..,..,....,..........,.,... 7 IMPLEMENTATION PERSONNEL .....................................................................................:...<..,......:.:......,................9 TRAINING............... ................................... ......... ......................... ...............:........................................................11 ONSITEEND USER TRAINING .............................. ......................... ...............,............................,....................,..................11 ONSITE ADMINISTRATOR TRAINING ................. .................... ........... ...............................................:...............................o. 11 — ONSITE POW ER—U5ER TRAINING .............................................................................................................. ..................... 12 ONLINEHELP RESOURCES..... ...... -111 ......... - I ..... — ....................... ... .... ............................................................ ....... . 12 COMPLIMENTARY ECS USER TRAINING .......... ..:............................. ....................... ............................................ ........ ....... 12 OPTIONAL ONLINE TRAINING OPPORTUNITIES .......................... .................................... ..,................ ................. ................... 13 SUPPORT.......... ................. ......................... ........................ ........................ ........................ ...,........,.................. is W HAT YOU GET WITH ECS PRIORITY SUPPORT ................................................................................................................ 16 DIRECT SUPPORT J EXTENDED SUPPORT HOURS .ECS .......................................................................................... .16 REFERENCES............ ..... ........................................................... --- ............. :....,.......................... ....................... 17 FUNCTIONALITY ................................. ....................6.4........ . PROJECT SCHEDULE / APPROACH ........................................................................................................................ 24 PROJECT MANAGEMENT METH0DOLOGY ........................................................................................................................ 24 PROJECTMANAGEMENT..... .......................................................................................................................................... 25 ROLES AND RESPONSIBILITIES ..............................................''^.......................................,................,.,.....:.................-... 25 ; PROFESSIONAL SERVICES ............................................... 26 PRICING....................................... ......... ................. .........: ............................................................................ 30 ECS IMAGING PROPOSAL COST. ............................. ........................................................................................... 31 HARDWARE AND SOFTWARE SPECIFICATIONS .................................................................................................... 32 SUPPORTED WEB BROWSERS AND MOBILE DEWCES ..... .................. .......... ............................................... ............. .......... . 32 SYSTEM ARCHITECTURE INFORMATION..— ...................................... PRODUCTINFORMATION .......... ..................... ............................. ...,.........,............ ........................................ ,.....,.......,.... 33 SOFTWARE PRODUCT DESCRIPTIONS ............................................................................................... ................. 40 OPTIONAL LASERFICHE SOFTWARE MODULES ................ ................ ............ ..................... .....""....................................... 44 COMPLETE LASERFICHE RIO PRICE LIST ................................................................................................................ 48 APPENDIX 1— PROPOSAL FORM PART 2 PROPOSAL PRICING .............................................................................. 51 CITY OF BURLINGAME 3 Executive Summary ECs Imaging, Inc. is pleased to present our proposal for the design and' implementation of an Electronic Content Management System:and WORM (write -once, read many time) security solution to the City of Burlingame. The objective is to provide a turn -key solution that includes electronic document management and WORM security in an integrated environment. This solution will provide the City of Burlingame an ECMS that will allow them to quickly access, retrieve, manage and report on all document in the system including Building Permits and Plans. A key component of the solution will be utilization of the Laserfiche Weblink Public Portal which will allow data to be accessed by both the public and staff making access to the data more efficient, accurate and consistent. Since 1987, Laserfiche has grown from a system to image documents to providing full capabilities to manage and secure content. We understand that cities put a high priority on the security of their data. Laserfiche will be providing are Assureon WORM security solution (unalterable media) for the city of Burlingame to ensure that they can meet the strictest regulatory requirements such as HIPAA, SOX, and SEC17. In addition, Laserfiche provides a user-friendly interface and full capture (OCR) capability. Laserfiche is a flexible and configurable system allowing you to start with any number of users and grow to a full enterprise system as the need occurs. We have an.excellent reputation for data conversions from other systems. Our project mangers and support engineers have both years of knowledge and experience with data migrations and conversions. In 2017, we have already completed 15 conversions from other systems for our clients. The conversion of the Building Permits and Plans (90 gigabytes) from Papervision will be accomplished in a timely and accurate manner. ECS will provide the experience and knowledge we have gained through the installation and support of over 400 systems in the United States including over 100 Cities in California. Maintaining systems from Mississippi to the Hawaiian Islands, from our two offices in California, has given us experience for implementations and maintenance, no matter where our client exists. We have been supporting the Burlingame Police [Department for over 10 years for their Laserfiche implementation. CITY OF BURLINGAME 4 Competitive Advantage State why your system is the best solution to meet the City's needs The Laserfiche Document Management System is easy to install, easy to learn and easy to use. Laserfiche is a flexible and configurable system allowing you to start with any number of users and grow to a full enterprise system as the need occurs. Laserfiche Software is utilized by mote than 35,000 sites worldwide with an emphasis on government entities including about .half of the Cities in California and over 3,000 nationwide. Laserfiche offers a full product suite of features including: DOD 5015.2 Records Management, Weblink public portal and the Web Access thin client. Laserfiche Mobile allows access to Laserfiche through an app on your Android, iOS and Windows mobile phone and tablet devices. Workflow and Electronic Forms for collecting forms and information while automating business processes. LF Connector is an out of box screen scraping and scanning tool to integrate Laserfiche with other systems on the fly. The proposed solution provides easy -to -use document management, document storage and retrieval capabilities through an intuitive and flexible interface that will be customized to meet the needs of the City. Flexible licensing allows us to deliver the solution the City currently needs, and will allow scalability for future growth. We've proposed a solution that will utilize a single centralized repository, controlled through .security. Users will access the system through a user-friendly, Windows -centric or Web browser interface. The proposed capture platform will automate the recognition, indexing, and filing of documents with a built in interface to the rest of the system. The proposed solution is compatible with the City's current technology environment. State concisely why your company is the best to deliver the product ECS Imaging, Inc. is a world-class.LaserFiche provider and has continuously been ranked the ##1 value added reseller (VAR) in the western United States for over 22 years. We specialize in turn -key document management solutions and have installed more than 400 Laserfiche.systems in 16 states. Ranging from stand-alone systems to complex enterprise systems with high volumes of sensitive data, ECS Imaging, Inc. prides itself on providing services for each unique situation..ECS Imaging, Inc. was established in 1990 with the goal of perfecting the art of blending business with technology to help government and commercial organizations improve their operations. We have over 27 years of experience in the industry and 22 years with Laserfiche. We have installed Laserfiche solutions in most industries with an emphasis on local government. Our solutions have been implemented for a variety of agencies from small cities with one department to enterprise -wide, multiple server, multiple domain networked solutions over WAN's, LAN's and Virtual Farms. We offer a full range of turn -key imaging services including: document .management with e-forms software, digital signatures, hardware, consulting, .project management, on -site training and support, scanning services, microfilm/fiche conversions. Some of our industry partners include Microsoft, Canon and Fujitsu. ECS Imaging, Inc. also partners with agenda manager, email manager, and digital signature providers such as, .NovusACENDA, CMA Email Archive, and ARX Digital Signature solutions, all of which greatly improves the paperless environment and simplifies your business processes. CITY OF BURLINGAME 5 Company Profile ECS imaging was founded in 1990 by CEO, Jim Pappas, a pioneer in the content management industry. The company has maintained the same Executive Management since its inception. ECS Imaging became a Laserfiche Value Added Reseller (VAR) in .1995 and has achieved top performance recognition consistently every year since. ECS has .expanded with implementations across the USA from our offices in Riverside, Concord, and Tucson. ECS Imaging is Gold Certified Laserfiche provider and has continuously been ranked as the top value added reseller (VAR) in the Western United States for 21 consecutive years. We focus our efforts on helping organizations become more efficient by eliminating paper -based business processes. We specialize in providing government and commercial organizations innovative turn -key document management solutions with the award winning Laserfiche Enterprise Content Management Systems. ECS has over 26 years of industry experience and 22 years with Laserfiche. ECS Imaging is a full service document management solutions provider and currently employs 43 full time staff providing the following range of services: ■ Project Management d Laserfiche Software Installation ■ Software and Hardware Integration • Data Conversion Services On -going Support of Software and Hardware .................................................. ■ On -Site Training and Support ■ Scanning Services (including Large Maps, Microfilm, Microfiche conversion) d Out -of -the -box Integrations with 3f6 Party Applications o PlanetPress o GeoDocs o NovusAGENDA o Zynbit Email Management o Docusign Digital Signatures .................................................. o Psigen Capture Solutions o MS Office and SharePoint ■ Customs Integrations with 3rd Party Applications ■ Documentation Complimentary Quarterly User Croup Workshops with Training E Annual Complimentary Client Conference with Training We focus on the goal of helping organizations of all sizes improve business operations and increase productivity and we can help your organization: ■ Eliminate paper based processes m Automate data and information collection ... Simplify the management and access of business records ■ Secure information from unauthorized use Attain Records Management Compliance Organizational izational Chart Industry Experience With the largest technology staff of any Laserfiche VAR in the Western US, we have the expertise, experience,and proficiency to successfully install any size .Laserfiche system for any type of business. We have installed systems for individual departments, multiple departments, multiple locations, and enterprise -wide. We have extensive experience installing and supporting systems for local government, County and State government, Education — K-12 and Nigher, Special Districts, Federal, Tribal, non -profits and commercial organizations. Technical Capabilities All ECS Executive, Sales and Technical staff attend training sessions on an annual basis. Staying up=to- date and informed on the latest features and enhancements within Laserfiche and the Document Management industry provides our clients with the best consulting and support services available. As a Gold Certified. Laserfiche Reseller, all ECS Technicians are Laserfiche certified. ECS Technical staff currently holds over 200 Laserfiche Certifications collectively. CITY OF BURLINGAME 7 .Our experience working with more than 400 clients in both the public and private sector and decades of being recognized as the leading Laserfiche Value Added Reseller (VAR) has given us the confidence and capability to successfully manage projects of any size. We take great pride in providing superior and consistent technical support that exceeds the requirements of our clients. System Integration Experience Integrations with YJ Party Applications: .......... Financial Systems: InCode-Tyler Technologies, Munis Financial, JD Edwards, Eden Financial, Oracle Financial, Springbook, QSS, Peoplesoft. Financials ERP Systems: Peoplesoft, Datatel, Microsoft Navision, Linux based Green -screen Permit Systems: CRW Permits, N.T.E., Accela, Eden, Tyler Tech nologies-Energov GIS Systems: ESRI, AutoDesk, Geo Docs Law and Justice: ISD Court Case Management, HITS (Hawaii Island Tracking System), ECS Custom Upload to District Attorney, Mugshot and Sixpack Applications Other Applications: NovusAGENDA, Zynbit Email Archiving Integration, PlanetPress Transactional Documents Integration, Psigne, DocuSign, Ratchet X, Microsoft Share Point, Amazon Cloud Data Conversion Experience Data Conversions performed by ECS Imaging: • Questys • FileNet • LibertyNet • AX/OTG/Legato • Sire • OnBase ImageNow DISC Image ■ Image X • Papervision ■ Alchemy • Microsoft Access ■ OpenText • Minolta. ■ Sytech ■ Content Verse DAZEL Iff lmageFlow MuniMetrix a Excalibur l_xigen — Visiflow Fortis/File Magic * Alfresco Stellant ■ ATPAC DocStar ■ HP Trim Excalibur on VAX Implementation Personnel Chad Rodriguez, Chief Technology Officer Industry Experience: 15 Years RESOURCE SUMMARY: Accomplished management professional with significant experience in electronic content Management, team management, project management, network infrastructure, software development, and systems administration with an emphasis on industry proven process improvement strategies across various business applications. He earned a Bachelor's degree in Computer Science and Engineering as well as a Master's degree in Business Administration. He is a motivated, transformational, and responsible individual who possesses exceptional interpersonal skills as well as a personal dedication to providing the best quality of work whether from himself or his team. RESOURCE. EXPERIENCE: • Led project to implement an enterprise wide multi -departmental document management and workflow system at a multi -location government organization. Project included in-depth analysis of business processes, prototyping, and integration into existing databases, mainframe, and LAN/WAN environment. o Solutions for Finance, HR, Transportation and Land Management, etc. • Led project to implement an enterprise wide document management, workflow, and high availability system at a multi -location government organization. Project included the replacement of a legacy document management system, building new and more efficient business processes, -integration into existing systems, and managing resources to meet aggressive schedules. o Solutions for Judicial, etc. • Led project to migrate legacy document management system content to a new enterprise wide document management system at a government organization. Project included managing production critical system resources, sensitive time schedules, and transferring a significant amount of historical data. o Solutions for Conservation and Development, etc. EDUCATION i B.S. in Cornputer.Science & .Engineering —.University of La Verne M.B.A in Technology, Management & Leadership — University of La Verne ■ 15 years of industry experience (as of 2015) 8 years of Laserfiche experience (as of 2015) 5 years of management experience (as of 2015) CERTIFICATIONS: All Laserfiche CPPs except Forms CITY OFBURLINGAME Brian Grove - Project Manager % Consulting Engineer 19 Years of Industry Experience RESOURCE SUMMARY: Veteran project manager and support engineer working with an extensive experience in the government and private sectors. Analyzing existing environments and businesses processes to develop workflows and forms to automate and capture data in the most efficient ways. 5 years of previous experience as a scanning service bureau project manager, 10 years of technical support and software project. management experience, and 4 years as an IT Manager have prepared me for today's technical challenges. 15 years of experience supporting and working with Laserfiche software suite. RESOURCE EXPERIENCE: Designed a Records Management repository and related workflows for the Alameda Zone 7 Flood Control to automate the filing of records accurately and intelligently into Record folders based on metadata to control retention according to their policies. Allowing users to essentially index and forget for ultra fast and accurate filing of all documents and file types. Integrated with the Town of Gatos' Human Resources front-line business application to perform database lookups and populate metadata to streamline:their onboarding process using Quick Fields. Using Workflow, accelerated the capture of data and the approval process for employee reviews, status changes and payroll modifications using the town's existing Personnel Action Form (PAF) pdf form. ■ Transformed the ingestion of electronic documents for the City of Capitola using Quick Fields and pattern matching to automatically parse file names and populate metadata to establish and maintain a consistent and intuitive folder structure. Refined the capture process for the Stanford University Blood Center to greatly reduce the processing time for their blood donor packets using Quick Fields. Constructed workflows for SuperGen Pharmaceuticals to streamline the updating and approval process of their Standard Operating Procedures (SDP's) ■ Developed a business process for the Town of Los Gatos Polite Department to notify record clerks when new cases have been entered into their CAS system, and are ready for additional processing. The workflow provides a collaboration workspace for the Record Clerks to process the police cases that have been assigned to them by their manager, giving the manager control of the records clerk's workloads. EDUCATION. West Valley College, Saratoga, CA o Concentration: Information Systems 9 Computer Science CITY OF BURLINGAME 10 Training Providing proper training is critical to the success of the implementation. In most cases; training is provided onsite by ECS trainers using the installed system. These training sessions can be scheduled for individuals or groups according to their role. .Onsite End I er Tr lning Laserfiche Training for Thick and Thin Client, Web Access, and Weblink This hands-on or group training is for users who have never used Laserfiche before. Some of the topic covered in this training are: Annotations, Customizing the Document Viewer, Document Metadata, Using the Folder Browser, Electronic Documents, Searching, Importing Documents, Exporting and Printing Documents, and Snapshot. One session will be comprised of scanning, batch scanning, advanced scanning, importing and indexing. It is recommended that only a few at a time .be in this session, as this session includes hands-on training for each person. It's important that each Scan operator actually scan in real documents and get familiar with the process. This hands-on or group training is for user who will be scanning documents into Laserfiche using Laserfiche Scanning. Topics discussed in the training are index ing,.short-cut keys; batch processing techniques, and cleanup tools. The second session will be for retrieval and viewing only users. It is recommended that there are no more than 10 individuals per session. This will address the various retrieval methods, viewing options, printing, emailing and customizing tool bar options. This session includes detailed instruction on the various methods for searching within Laserfiche including Quick Search and the Customize Search option for more advanced search criteria. This session also covers search results and what information is returned, how to open and view documents, .and how to utilize the information returned. Onsite AdministratorTraining System administrators should be encouraged to participate in as much of the implementation process as possible so they understand how the hardware and software componentsare configured and work together. System Administrator Training begins with a comprehensive overview of the Laserfiche System. This includes each component reviewed in detail. Integration and installation issues are also addressed. The role of the trainer is to provide the participants a thorough understanding of the Laserfiche system so that they can develop, integrate, and manage the system at their organization. As a Training Outline, they will be learning: Template Creation and modification, folder design concepts,. Laserfiche security setup and administration, database backup, other miscellaneous tips and tricks for the Laserfiche System Administrator, volume management, other Laserfiche products/plug-ins, most CITY OF BURLINGAME common Laserfiche problems and how to resolve them. Some of these functions may be taught also to the Department Manager. The System Administrator is usually someone with a good knowledge of computers; often an Information Technology person would be best for this role. nsite Power -User Trinin Training may consist of one or more of the fallowing courses depending on the software modules purchased.. Laserfiche Workflow Admin Training This hands-on training is for users who will be designing workflows within the Laserfiche System. This class is not exclusive to IT, but users should be technically savvy and familiar with IF/THEN logic. Some of the topics covered in this training are: Parallel and Conditional Routing, E-mail Notifications, Reminders / Deadlines, and Repeat/Looping related to business processes.. Laserfiche Quick Fields Training This hands-on training is for users who will be creating Quick Fields Sessions. Typically, this training is for IT or Power Users of Laserfiche and includes automating Quick Fields Sessions, data capture, extraction and validation, image enhancement, and customizing the handling, processing, and information capture for specific document types. Class material is dependent on the Quick Fields modules purchased. Laserfiche Audit Trail Training This hands-on or group training is for user who will be generating or viewing Audit Reports on the Laserfiche Repository. Laserfiche Audit Trail is typically used to investigate the viewing, retrieval, or export of a document from the Laserfiche Repository. This class is typically limited to Administrators and Power Users with comprehensive access to the Laserfiche Repository. Online Help Resources As part of your Laserfiche Software Assurance Plan, all licensed users of the system will have M/7 access to the Laserfiche Support site where you will find additional online training opportunities. The Laserfiche Support Site offers a variety of resources to help you use your Laserfiche products more effectively including best practices and tips for using the products, troubleshooting information and hotfixes, technical papers on a variety of topics, product demonstration and how-to videos located on the Laserfiche YouTube site, and a Code Library and other resources for developers. The Support Site is updated regularly. Complimentary ECS User Training We believe in providing continued added value to our clients in an ongoing basis and assisting them in utilizing the solutions we provide to the maximum potential. That is why we offer complimentary training opportunities throughout the year to provide added value to your Laserfiche investment. We CITY OF BURLINGAME 1 offer free User Group Workshops scheduled in Northern and Southern California on a quarterly basis that are hosted by one of our client's at their facility. Our complimentary.Annual Customer Conferences are also held in bath Northern and Southern California and provide a full day of Laserfiche training, networking, and consultation opportunities. This year our Northern CA conference is being held in San Ramon on October 26, 2017. Our monthly eNewsletter provides additional information about ECS events and Laserfiche news including product details, new software releases and updates, tips & tricks, client success stories, webinars, industry news with partners, and other on-line training resources. Optional Online Training Opportunities Self -Guided Online Training (Laserfiche Support Site) .. . ............................................... Laserfiche offers a Certified Professional Program (CPP) with online courses designed to provide users with step-by-step training on setting up, using and optimizing Laserfiche software. These self -guided online training courses are available on the Laserfiche Support site. The first course (ECM 101) is available at no cost and is recommended for anyone new to Laserfiche. Additional courses are offered at a cost of $100 per course and provide detailed information to help users maximize the value of their Laserfiche investment. Certification includes a self -paced online exam, if users do not pass the exam on the first attempt, they can take it a second time at no additional cost. OnlineTraining Center (Optional Laserfiche Training Development Plan) The Training Center is a resource for on -demand Laserfiche training with more than 300 training videos available. The videos are designed for every skill level from basic users to advanced system administrators. The Training Center provides a cost effective way in which to.administer training for the entire organization and to track the training progress of each Laserfiche user. With an annual subscription, members will have unlimited, 24/7 access to the full suite of training videos which includes categories such as Laserfiche Administration, Laserfiche Client, Laserfiche Web Access, Tips & Tricks, etc. Training Center Pricing LiCerlSet* CC)5t 1 1-4 users $495,00 2 5 — 9 users $925.00 3 10 — 24 users 1 $1,620.00 CITY OF BURLINGAME 13 4 25 —49 users $2,840.00 5 50-99 users $3,920,00 6 100 —199 users $5,180.00 7 200 — 499 users $6,995.00 8 500 + Request Quote Support Laserfiche Support Assurance Plan (LSAP) is an integral part of keeping your software up to date and ensuring that you have access to all of the latest features and functionality the software has to offer. The Laserfiche Software Assurance Basic Plan includes the following; Unlimited telephone.support through your authorized reseller ■ Free copies of Software Version Updates, (updates are released an estimated 1-4 times per year),. All the latest hotfixes, updates and patches to keep your system running at peak efficiency. 24/7 access to the Laserfiche Support Site and Laserfiche Answers where users will find detailed technical information to help optimize the Laserfiche system. Comprehensive training opportunities are available to all staff including quarterly Regional Training opportunities and the annual Laserfiche Institute Conference 100% of the purchase price of your current Laserfiche software can be credited to any new product purchase. Consistent and continual operability is paramount for your organization. Rather than spending hours on the phone or on the internet looking for a solution, ECS Priority Support will help get you fully operational with an immediate response. W Location is very important when it comes to supporting our clients. Having offices located in Northern and Southern California and Arizona allows us to respond quickly to onsite support requests. ■ Immediate response time allows our specialized tech team to respond to your problems immediately within hours of your call. Guaranteed on -site hours gives our clients pre -paid hours each year for additional training, updates, consulting and support on - site. CITY OF BURLI:NGAME is What You Get With ECS Priority Support Each customer maintains an experienced Account Manager dedicated to your current and future needs. Your.Acco.unt Manager helps coordinate training and on -site visits. Your Account Manager provides consultative advice to the project not only at the beginning, but also for planning out future requirements as well. This level of care ensures a smooth implementation and guarantees that Our client's expectations are met and exceeded. Our priority support plan includes a Toll Free number with Unlimited Priority Phone Support with a 4- hour response time. Additional support avenues include a dedicated support email account (Hel esk ecsimaging.com), and Website with download/upload capabilities. We also offer Remote Desktop Assistance. we offer fours of support from 7:30 AM to 5.00 PM PST, Monday through Friday, excluding holidays. All support will be provided through ECS Imaging, Inc. directly. Priority Support hours are available for remedial support, additional consulting and training needs, or for version upgrades/releases of the software. ECS Direct Support Extended Support ors ECS offers after hours support on a case by case basis typically for large upgrades to minimize downtime or emergency support.- ECS does have customers that run 24/7 operations and provides support when needed for those clients. Laserfiche provides a 24/7 support portal website complete with videos, white papers, knowledgebase articles and Laserfiche Answers for Q&A. Laserfiche has the complete help manual online built into the system with screenshots and context sensitive search for help topics. Laserfiche Rio Enterprise includes live chat on the web with a Laserfiche support engineer. Laserfiche has a number of offices around the world. This global presence has directly benefited the domestic Laserfiche community by significantly extending the hours that technical support -engineers are available to answer questions in the United States. While Laserfiche corporate headquarters or ECS may be closed,you can still reach an international Laserfiche support team member through the Laserfiche Live Support Chat for help during the following times: ■ Sunday: 5.00 pm PST-12:00 am PST. Monday through Thursday: 12:00 am PSG' - 2:00 am PST and 6:00 am —" .2:00 am PST. Friday: 12:00 am PST—. 2:00 am PST and 6:00 am PST — 5:00 pm PST. These extended hours combined with an exceptional support team are especially valuable when questions or issues crop up beyond normal working hours. References Organization Name Year(s) Installed # of Users Departments Installed Products Currently Used Website Address / ECIVIS Public Portal, if Contact Name / Phone / e- mail address applicable City of Coronado (Papervision Conversion) 2010 23 City Clerk Forms Essentials, Starter Public Portal, Web https://www.cnrona Dave Salinard 619-522-2427 dsalinard coronado,ca:us 0—. C—a A I-SI Client, Mobile, . Import Agent City of South 2002 126 City Clerk, Advanced httaLL_webfink-ssf.n Tony Narrera etLwebHnk/Br0wse, San Building, Audit Trail, (650) 829-3914 x3914 Francisco Human Public Portal, tors .barrera ssf:net Resources, Quick Fields, Planning SDK, ScanConnect, Plus Plug-in City of Emeryville 2014 12 City Clerk, Public Advanced Audit Trail, htt : /www.ci.emer Michael Parenti (510) 450-7803 ville.ca.us Works, Building Quick Fields: Zone OCR; moarentiCesrreryville ors Real Time Lookup, Web Client, import. Agent, Connector City of 2003 48 City Clerk, Forms, Forms hAPILWww-saratog Debbie Bretschnieder a.ca,us defaLiit.as Saratoga Planning Portal, Quick (408) 868-1222 Fields, Real debbie�toa ca us Time Lookup, Web Client, Import Agent City of Pleasant Hill 2015 16 City Clerk Advanced Audit Trail, hit www.ci leas ling King (925) 671-5269 ant-hill,ca.us/ Web Client, Ikin(aialeasanthillca are Forms Pro, Public Portal, Import Agent City of 2012 60 City Clerk, Advanced hit : 24.194_72.12 Susan Neer webli k8/Browse.a. Livermore Human Audit Trail, (925) 960-4.211 spx?stariid-431 Resources Web Client, srr7neer(cci.liverrresre ca us Weblink, Quick Fieldss, Zone OCR, Real Time Lookup, ScanConnect, Plus Plug-in CITY OF BURLINGAMIE. 17 City of San Ramon 2002 VAR Transfer 55 City Clerk, Police Advanced Audit Trail, Weblink, Import Agent, ScanConnect, Plus Plug-in httr , www.ci;sanL Rose Coe (925) 973-2553 r_co@saiiramon-ca.gov ramon.ca.us' weicrs. me.html City of Cupertino 2000 40 City Clerk, Planning, Forms Pro, Forms Portal, Quick Fields Classify, Connector, SDK, Scan connect, Plus htta: 64, 65.34.13 Mariyah Serratos (408) 777-3189 r ariyahs Z cut�ertino,org weblink Drowse.as x s.tartid=676&dbs d=0&cr=1 City of San Pablo 2003 42 City Clerk, Building, Accts Payable Weblink, ScanConnect Mtn-%Owww,ci.san- Rogelio Vista (510) 215-3043 ra eliov@sanpabloca. ov ablo.ca us City of Rohnert Park 2016 VAR Transfer 12 Building Forms Essentials http:/(www.cijohn Joanne Buergler (707) 588-2225 tiuer ler r cit .or ert-park.ca.us/ Town of Danville 2017 30 Town Clerk Starter Audit Trail, Weblink, Import Agent Plus Plug-in hupi www.danui le Clancy Priest (925) 314-3327 cpr� sstC danville ca; *ov. ca. ov ..............................................._ ........_......_ CITY OF BURLINGAME i Functionality -R: •- .Y :*: i. « - .. .�. ? d. . Ld JCf I IL HU 7UU 1 talk SILar htti2s://www.youtube.com/user/`Iaserfiche LeserFiche Software Overview hrt�ps J�www.y€�utube:c�ar�/v�ratc[�?��V1€a�T2i�IiQ ECS imaging Website httij://ecsimaging.com/r)roducts/""`laserficlie/ rxrri�s_ c-r �:ii;=`={ 7-{lci S;ilr €:!_i rnas> {35�E1 p�eatipns 82^Tr �w cs > ;'tAA. Case Records .m . . ... . > y CIAi Ac Dunts PayAA: I [ n s yi OP2 f'ersannnl Ri cards srntp, G51 SWdLmt RK.,ds �' �":l Si5-Rf hyspltcallans.:... - -' --• b Q? d0i t-; x. pt F�fE -� 2,013-i2 D4' 'ire A 0-2Cl11:12-02'AllowT � - :::i � ,.01,�: =Q7 :FaR -Ll 2319-172 03 c_priEEK 8 2012-13-01vaH x 3,'„( 2tliZ-l3-L1d'Fr'inter x Ll 21,712-13-035prhlg 5 -`�-jgt3:3-Cn Summe3 Web Access — Folder Browser View e€coact! C7 c 01 M, 0 .. 'Caasexrrn�r 7a;tagr-. Ai&icess :I[e�tgasaY..;~d �arezi, iarnpEale:n tctn}�iair<i s:1;Et2ti - idE,c ez1Sa _ ircrx�hns li-: _E:�.•Ihli�, LL�r5Eit31e- ..... - �fi12G1382pAt7- \\r: Document Nlana Within current folder ' Docw! e t text Reli:.Pages All fields Entry names Annotation text 2 7 Marvage custom quick search CITY OF BURLINGAME 19 Advanced search syntax gives you more flexibility when specifying the type of search to be performed. Although it is possible to perform most searches without using advanced search syntax, it is useful because it can be used to perform combination and Boolean searches. Advanced search syntax can also be used to refine search results when too many documents are returned. 5ezretx % k:Ai5CL3 REtLf�?rPrSCt:I3 a �trmrnmx� '� Search iarn±s: OaCun .I TOA i" ki Fields ;, Eniry fames. AR n latim TOI O'Ji8W Folder. i `Rtit 52aPC�} IASSSI{5 ii3'. �:�� CuPren84rs��_ RictppsaET2apasitRryi seutteln'=�*-P�4pasnfRepas�laxyi _- _._ 1.:'.. irC.I & �6tEiiRiU�c'P5 .......... x Common Business Process Cate i igital Signature ................. Electronic Document Field €U Link Name Pages Tag Text User Version L hin Folder h Volumerch Syntax se After performing a search, a list of documents and/or folders that match the search criteria will be :displayed in the Contents Pane. You can configure what columns/details are shown as results including Document name, Relevance Ranking, and Page Count. fly:;i.'.[r;,e-;:tfy,i•;i3_n� �t��iE. ih'elviz•.iv . 4^s :� ' Folders' .Search Relults 16 ewjeS 0 wle,;M .. Search$ilmmary �' ' tilt... Rel&y. Paget Company. :Invalce N.n.. P6 Ni1� .... y '{..1 DotutntmL Po1 nagCq meet Ovetvl onnjm,F MM'1 t;".' e%S __ 735 s �t;, - ::'FC' Gammon Rill 179 �:etadaca =ir_ld� e'rnsxr. r<AL^re - Do rr than;{r eatC;•en:Vs' C bAd:;b'tvYDDCLM•erfL,.: I'M _ '... TempWe- La!5!, 29t i1][;einenZS: d'L1L xi;enti Y 4 All Gelds l".?l r74fi%`,_nttr-Is�C..: R1 Emr,'namrs .-' Annelallon lebt R1 ECM,i21"N 655 .4 "TZ�- 1.lhks €5t±tat`s .. - 37 .7 ;� LY'��Elf ii 51 .,-,kli'N5i _ 3__�t1 i•F3- - - Man— T7 h27 l MEtype apwticatianrpdE i�x�a7ti:Mt:+ts. .File path - eCmt35i7G\0olofk?d OOMF pd! - [� Pg.I 009"m@nt Management UMvie+0 ATwde to tte ba vefts. te'hnplpSy and implement."_ D P-& 1 t)E Ci[tltebl MRno9emenEUVenri00 A guide to the hrnef t'M tschnn`ogy al�ri impiement v cyP`w lQvanFec - RFr.1 seMiaRaii;8llal doeclmentrrrarvgemeni scut€ensi R., Smact r'La etf Pg,.i >3i dlErita€decumer2manngemcntsoluilonstF?vr 5marteE�ta flcle Drtg . ffC�44 Pg. 2 tnallY Pu �Tished as Document 1[Yigtng of the Ne.t'M IlEenfum Ol)D Cajn 7i1lkt Mars qnf rMWIL rV[t-CH l[f..1'_J1bt l3 d l,Uen�,e Lype tnat aiiows anonymous users to access the Laserfiche Server through Laserfiche WebLink. Because a WebLink installation may be accessed by the public, it is not feasible to allocate Named User licenses to everyone who will need to access the repository through WebLink. With a Public Portal license, you can make your repository available for read-only public access using WebLink. We have proposed Weblink with 10 retrieval -only user licenses: There are two general types of Public Portal licenses: Public Portal licenses that allow limited numbers of connections, and unlimited Public Portal licenses. With Unlimited. Public Portal licenses, your Public Portal licenses must match or exceed the Server computer in number of processors. limited Public Portal licenses do not have this requirement, but only allow for a certain number of concurrently connected users; additional users cannot log in once the maximum number of connections is in use. WebLink acts as a bridge between Internet Information Services (IIS) and the Laserfiche Server. There are three main components of a WebLink installation: The Laserfiche Server, which stores the documents and datathatWebLink users will view. The Internet Information Services (I IS) Web server, which hosts the RSP.NET pages that make up WebLink's interface. The WebLink files, including the ASP. NET pages and the program files. Scanned Agenda Packets can be imported via drag and drop or automated with another tool. Once the packet is OCR'ed, and a template is assigned and indexed, the packet will be text and field searchable. Once the agenda packet is in the proper folder that is public accessible it will available via the public portal. 6.e What mobile de%&es] sYstdms dues your public portal staftware currently support? Laserfiche supports Apple iOS, Android, Blackberry, and Windows mobile devices ECS Imaging will create a customized extraction script to export the images and metadata from PaperVision, and import it into Laserfiche. ECS Imaging has successfully completed Papervision conversion for the City of Coronado in fan Wego .County. Additional data conversions performed by ECS Imaging include but are not limited to: ■ Ctuestys ■ Papervision ■ Excalibur ■ FileNet ■ Alchemy ■ Exigen—Vi5iflow ■ LibertyNet m Microsoft Access ■ Fortis/File Magic ■ AX/OTG/Legato OpenText Alfresco Sire ■ Minolta Stellant OnBase .... ■ Sytech ATPAC ■ ImageNow ■ Content Verse DocStar ■ DISC Image a DAZEL ■ HP Trim Image lmageFloty MuniMetrix ■ Excalibur on VAX ECS Will not utilize a subcontractor for any portion of this project. All work will be performed by qualified ECS employees. CITY OF BURLINGAME 2 Ch. The PaperVision index dares not currently indicate wFiat is a Permit, and what is a Plana;�an QU provide ideas on low this could be added during the cdriv6Non? Once a method is determined to identify the different document types we can develop a workflow to assist in the identification of the documents. uve WUM tilLel IdCe WIM t Kvv Lo Corretaie one of the existing date tie Ids to associate the image's rnetadata. Project Schedule / Approach As a project based firm, ECS imaging, Inc. understands that our -reputation is based on the impression we leave with our clients at the end of each project engagement. We place a great deal of emphasis on our project plan and the implementation methodology behind that plan. We have found this emphasis to be beneficial in ensuring that all of your expectations are met and exceeded throughout the implementation process. To enable a controlled, effective and timely implementation we would recommend a phased approach. We have used this technique successfully in many previous implementations. The following section outlines the ECS methodology for implementation and is based on PMBOK guidelines published by the Project Management Institute. Step 1: Requirements Analysis - Gather and Confirm All Requirements for a Successful Implementation Performing a thorough requirements analysis is a critical first step to successfully completing a project on time and within budget. The requirements analysis involves a re-examination of the documents that will be captured, the processes that will be automated and the way people will use and interact with the documents once they have been digitized. During the requirements analysis, important design factors such as security, access and retention requirements will be examined and documented. Step 2: P.lanning - Define the Formal Work Plan, Checkpoints and Milestones for the Project The formal work plan will serve as the master schedule by which progress is measured. The work plan will. include all project -related tasks, as well as all required resources. The published work plan will also be used to track all project -related activities and generate scheduled and ad hoc progress reports. A mutually -accepted work plan will be developed before work on the project will begin. Step 3: Design - Design Every Aspect of the System in a Design Specification Document Design is usually the first milestone of the project plan and is always documented in detail. System specifications will be developed to meet the needs outlined in the requirements analysis. These .specifications will be submitted for approval before the build process begins. Design includes identifying and developing folder structure, index values/metadata, approval processes, and retention and security. Step 4: Build - Build the Application According to the Design Specification The system should be built according to the approved specifications. Any changes that need to be made should be made to the specification and agreed upon before they are implemented. Step 5: Test - Test the Application for Functionality, Performance and Design, According to the Specification Before the solution is rolled out, comprehensive testing should be done. It's important to identify issues through testing so that productivity is not hindered once the system goes live. CITY OF BUR.INGAME 2 Step 6: Revise - Revise the Application per Testing Results and Conform to Design Specification Based on test results, there may be functional or performance issues that require modifications to hardware or software components to address. System modifications should require the approval of an appended specification before they are .made. Step 7: Rollout - Launch the Application, Supporter) with Communication, Training and Service The system should be rolled out based on a. defined plan..All rollout activities, such as pilot testing, change management activities and training should be coordinated to ensure a smooth transition to the new system. Project Management At ECS, we have extensive experience implementing turn -key Laserfiche records management document management; and business process automation solutions for hundreds of clients. Our experience implementing systems in similar environments provides us with significant insights into the best practices for your project. We intend to provide professional customized recommendations and solutions to the organization from kick-off to go -live to ensure a successful project implementation. Role Responsibilities Client • Has final authority and responsibility for the project Executive s Reviews and approves changes to project requirements and project scope Sponsor • Allocates resources towards the completion of project tasks • Approves final deliverables Client Project ® Reports to and receives direction from Client Executive Sponsor Manager • Participates in and approves of project plan requirements, scope, and deliverables • Manages, reviews, and prioritizes the client side project tasks with objective to stay on time and on budget • Provide status and progress reviews to project team and Client Executive Sponsor • Manages client side resources (project team members) • Monitor and control project schedule, budget, and quality • Reviews and approves deliverables • Signs off project milestones Client • Identifies the department requirements to Client Project Manager Department • Manages the completion of department specific project tasks Managers • Supervises department specific resources • Reviews and approves department deliverables Client ® )Validates feasibility of hardware requirements Information • Acquires and manages configuration of server and client hardware Technology • Supervises IT specific resources Manager . Reviews and approves IT deliverables Client • Responsible for client hosted training Trainers • Serves as the client's subject matter expert • Long-term power -users or super -users of system information and on -going training for new and existing staff ECS Executive ® Has final authority and responsibility for the project Sponsor s Reviews and approves changes to .project requirements and project scope o Provides additional resources for scope changes • Approves final deliverables ECS Account • Make recommendations for business process improvements Manager • Finalize contract negotiations and commitment of ECS Imaging, Inc. to project • Monitor Project Manager accountabilities 6 Monitor technical Manager accountabilities • Maintain active relationship with Client's Project Sponsor ECS Project • Provide progress updates Manager ® Provide structured implementation methodology • Communicate required process changes to implement solution Prepare and coordinate solution deployment ® Coordinate the availability of staff to meet requirements of project plan • Communicate and confirm scheduled times with the client and ECS staff . Make recommendations for business process improvements • Responsible .for delegating configuration and setup per requirements and analysis (engineers and analysts to be determined based on project requirements) • Drive systems testing; resolve nonconformance's • Participate in User Acceptance Testing; resolve nonconformance's • Coordinate development of custom documentation to be provided to client EC5 Business • Make recommendations for business process improvements Analyst • Analyze current methods and map to desired outcome • Identify gaps between desired outcome and standard software capabilities ECS Trainer raining to Client Trainers and other staff •�Develop •raining documentation ECS System 6 Configuration and setup of system Engineer • Installation and Configuration • Onsite and Remote Technical Support • Dnsite Training Development Tasks (when needed) Implementation Services —48 Hours Configuration (8 Hours) o User license assignment o Security permissions/access rights o Acceptance testing ................................................. I Application Design (40 Hours) o Consulting to assist City with the development of folder structure, taxonorn and Y. metadata o Project management services Creation of Project Plan based on high-level needs analysis, establishment of performance metrics, stakeholder dialogues, timeline development, detailed tasks creation, and communication plan development On -site Scan / index/ OCR Training (10 employees) —4 Hours a One -training half -day On -site Search & Retrieval Training (25 employees) — 4 Hours ® Two-trainings:up to two hours each System Administrator Training (4 employees) —4 Hours • (Completed Soon After Software Installation) • Provide Laserfiche Admin Training for up to 4 System; Administrators in one Training (1 Day) o Training will cover administrative tasks such as: back-ups, system maintenance, assigning licenses, establishing security permissions, and creating index templates Trustworthy Electronic Records Compliance - $3 500 Fixed Price* Installation Services Delivery of storage device ■ Configuration of storage device based on specifications provided by City ■ Integration of storage with Laserfiche Onsite Training (2 employees) ................. Overview of storage architecture Review of backup and maintenance procedures *Assumes permanent storage only and does not include assignment and implementation of retention polices requested as optional in 6.d Conversion of Existing Data — $7 ,342 Fixed Price Migration Migration of 98 GB of PaperVision data to Laserfiche with associated metaclata, foldering and assistance (where possible) in classification of plans and permits optional Professional Services Automatic Retention Assignment —4a Hours ■ Implementation of workflow to assign retention based on existing retention management rules After the specific scope of work is defined, we will determine the timeline for the project. We are flexible in regards to the start time of the project; including consulting, installation, configuration, and training of all users. The following is a high-level project plan with milestones and benchmarks: Description of Tasks Date Kickoff Meeting and Requirements Gathering TBD 2 Software Installation TBD 3 Conversion TBD 4 Solution Review and Validation Meeting TBD 5 Testing TBD 6 Administrative Training TBD 7 Workflow Training (as needed) TBD 8 End UserTraining TBD 9 Go Live TBD 1.. Kickoff meeting: In the initial meeting, we will review the project plan, define project rolls, discuss and review project scope, review hardware.requirements, set expectations of project milestones, and determine ongoing communication.. 2. Software Installation: Upon confirmation of order approval, the software can be installed within two to flour weeks, dependent on availability of any requisite hardware. Installation will be a joint effort between the organization's technical staff and ECS. Detailed hardware recommendations for server side components will be provided to the organization. Additionally, we assist with initial client/scanner workstation installations and provide instructions for unattended deployment to any remaining workstations. 3. Conversion: ECS's development team will convert all appropriate documents and data from the existing document management system or document storage. Please refer to the attached documentation for additional details of the conversion process. 4. Solution Review and Validation Meeting: This meeting is to review the new solution with the organization to ensure the configuration has been completed per the requirements. Changes to the solution are made at this time. Multiple iterations may occur to achieve the final desired solution. S. Testing:. Testing is performed of the final desired solution to ensure that all aspects of the solution are working as intended. ECS will demonstrate that the system is fully functional, security settings are verified, and system is validated by the organization to be fully operational and to meet their needs as proposed. 6. Administrative Training: ECS will train the organization's technical staff on the system's architecture, databases, backend applications, and interfaces with other systems. Training will also cover how to monitor and manage the security, users, and user rights. This training is designed for the organization's system administrator and will focus on how to setup the system, folder trees, file structures, templates, volumes, system monitoring, license usage, and backup procedures. 7. Workflow Training: ECS will train the organization's technical staff on configuring automated workflow processes utilizing the Laserfiche Workflow module for the Workflow administrator. CITY OF BURLINGAME '2 8. End User Training (Train -The -Trainer or Classroom Style); User training on how to arse the software and to understand the business process. Training will cover how to use all of the different software components (Workflow, Forms, etc.). 9. Go Live. An on -site engineer will be available on the Go Live date.. .................. ................................. ................ .............. 5 Imaging Proposal Cast Software Rip includes Workflow, Web Access, Mobile, Adv. Audit Trail, Digital Signatures, Discussions, Unlimited Servers, Forms Essentials ENFPL25 Laserfi the Rio Pilot Named Full Users (25-49 users) $ 900.00 30 $ 27,000.00 PPM25 Laserfic eWeblinkPilotPortal(25retriedalusets) $ 25,00G.00 1 $ 25,0013.00 Q.CI LaserficheQuickFlefdsCore $ 5,000,00 1 $ 5000.00 52,440.00 Software discount $ i4,56 OO) $ Annual Maintenance and Licensing; ENFPMB Laserfiche Rio Pilot Named Full users (25-49 users) ISAP $ 180.00 30 $ 5,400,00 PAM25B Laserfirho Weblink Pilot Portal (25 retrieval users) LSAP .. $ 5,000.00 l $ 5;000;O0 QC18 LaseificheQuickFields Core LSAF $ _ 1,000:00 1 , $ 1,040:00 AS-EKEL-56 Assureon Encryption Key Annual Fee _ $ 2,538,00 1 $.. 2,538:00 OSE-AS-ANX Assureon MAX Appliance lx -Single Site On Site Support NBl] $ 4,448.00 1 $ 4,448.00 Annual Maintenance Subtotal $ 18,386.00 Hardware B AS-AX2-8 AssureonSTBAXApplianceu-SingleSite $ 33,846,00 0 1 $ 33,846.00 Hardware Subtotal $ 33,846,00 Professional Services ECSCI ECS Instaff, Configuration, and Consulting Services $ 1,800,00 : 9,50 $ 17,100.00 Ecsc ECS Data.Conversion Services $ 7,322.00 1.00 $ ... 7;322.00 AS-ONSiTE-INSTL Assureonl-Daypn-Site ProSetvices $ 3,500,00 1.00 $ 3,504.00 Professional Services Subtotal $ 27,972.00 Subtotal $ 132,594.00 Tax state Burlingame 8.750% Tax $ 2,961,53 Softwamis only available via downfoad andis not subject to CAsa€ds tax Shipping. $ Total $ 135,555.53 .NOTE: Please see Appendix 1 for Proposal Form Part 2 Proposal Pricing CITY OF BURLINGAME 31, Hardware and Software Specifications We always recommend going with the newest software environments. Typically, this will result in better performance and a more future proof environment as updates will continue to be available into the near future. Supported Operating Systems (x86): Supported Operating Systems (x64): Windows 7 and above Windows 7, Windows 7 SP1 and above Server 2003 SP1 & SP2 and above Server 2003 SP1 & SP2, Server 2003 R2 and. above Supported Database Management Systems Supported Database Management Systems (x86): (x64): MSSQL 2008 v10 SP1 & SP2 and above MSSQL 2008 v10 SP1-SP3 and Express and above Oracle 10g re (Version 10.1.0.2 and above Web Browsers: Google Chrome Mozilla Firefox .Internet Explorer 10, 11 Microsoft Edge Safari Mobile Devices: Apple i0S Android Blackberry Windows CITY OF BURLINGAME 32 System Architecture Information Laserfiche Server is an extremely efficient and.robust application that creates a very small network footprint yet can scale to support thousands of users, multiple databases, and an abundance of information. The base server is a security gateway to the suite of Laserfiche products. Images and OCR text are stored as TIFF documents and ASCII files (Group IV Compression) to guarantee document integrity as well as future availability. Laserfiche is optimized for Microsoft SQL Server database platform. Metadata information is stored within the database server to allow for scalable quick access. Since Laserfiche utilizes Microsoft SQL database as its backend, it is fully ODBC compliant, meaning it can communicate with most any standard data source. The Oracle version of Laserfiche is available at an additional cost. Product Information .The following features are standard with the Laserfiche system installation. A detailed description of each feature is presented below: ■ Robust Granular Security ■ Built-in Document Viewer ■ Quick Search and Advanced SearchOptions User-friendly Scanning Interface ■ Email, Snapshot, and Web Access Microsoft Office Integration ■ SharePoint Integration Robust Granular Security The Laserfiche access control system provides fine control of user actions within the repository and what level of information they can access. Users can be authenticated to Laserfiche through username and password or through Windows Authentication and/or LDAP. Laserfiche provides the ability to .assign security rights to Windows users and/or groups through integration with Active Directory. To make security rights management most efficient, it is recommended that security profiles be created at the group level and all groups be tied to Windows groups through Active Directory. This strategy will automatically provide appropriate access to new users who are added to the domain and will remove access from users as soon as their network login is deactivated. Encryption can be enabled for content in transit and at rest. Content in transit can be encrypted by leveraging Secure Socket Layer (SSL) and Transport Layer Security (TLS), which are cryptographic protocols used to encrypt and secure communications. Additionally, you can encrypt files in Laserfiche at rest, using Laserfiche's built in (AES-128, AES-192, or AES-256) volume encryption option control user access to folder structures, documents, document annotations, volumes and metadata. Permissions provide the ability to distribute administrative functions without providing system - administrator level access. Tags are user definable and represent the sensitivity level of the documents to which they are assigned. With the robust security features in Laserfiche, you can easily: • Manage Users and Groups • Manage Volumes, Templates,:and Fields • Manage Security Profiles ® Manage Repository Options, and much more Built-in Document Viewer Laserfiche has:an easy to use document viewer that allows for flexible, user -configurable display of index keys, document properties; predefined tasks, page thumbnails, document notes, and toolbars. The Viewer also allows for single -page viewing with multiple options for zooming in and out. Users can easily select preset page region views that can be both system and user -defined. Automated zooming allows the document viewer to auto -position the view of newly opened pages based on the document type. Multiple view panning options make it easy to adjust the current position of specific areas on the magnified image. Users can apply specific annotations such as stamps, sticky notes, text, and redactions to images directly from within the document view interface. Documents can be rotated in the document viewer and saved to maintain the rotated view. Perform common operations such as re -index, copy, e- mail, export, print, and delete pages within document view interface. Convenient and flexible page selection interface within document viewer. Also provides the ability to open a viewer -displayed document in an associated application for viewing or editing. ........ .. . ' 6rvr, IAYan Na'fne :. Pq Pa;.d Fnd pal" e Mileage [raY= fwgoitE finr an;- B'rt 'g�fitlr�d;- �€r 1{fi4ii i;a"- Expengas 11-01"ilnigj¢ F"' F O"i CITY OF BURLINGAME ° 4 Quick Search and Advanced Search Options Make searching more fluid and automatic with fully -integrated text extraction from all documents in your repository —such as imaged documents, electronic documents including Adobe& PDF and Microsoft. Office° documents,:and other binary files. You'll benefit from a multitude of powerful search methodologies, including full -text, metadata, annotation or folder/file tree search. Use .bolded lines of context to find exactly the information you're looking for without searching through pages of a single document or opening multiple documents. Search through spelling variations or misread OCR text with "fuzzy logic" tools. Save and load common searches, copy text, pages or even entire documents from the Search Results pane. And speed searching through the repository with a Quick Search button from your toolbar. Advanced search syntax gives you more flexibility when specifying the type of search to be performed. Although it is possible to perform most searches without using advanced search syntax, it is useful because it can be used to perform combination and Boolean searches. Advanced search syntax can also be used to refine search results when too many documents are returned. When you have performed a search, the results of your search will be displayed in the Contents Pane. If your search was a full -text search, or an annotation text search, the Context Hits pane will appear in the bottom half of the Contents Pane. A context hit is a selection of the text surrounding the search term, providing you information about the context in which that term was found. Double clicking on an item in the Context Hits pane opens the document to the page where the search term appears. User -Friendly Scanning Interface Laserfiche has a built in scanning interface to the client and Web Access. Scanning may be done on your focal network directly to the server or scan remotely with Web Access directly to Laserfiche from outside facilities. You may scan pages as either a document or as a batch. If all the pages you are scanning belong together in one document, scan the pages as a document. If the pages will be divided up into various documents, scan the pages as a batch. Batches make it easy to scan large numbers of pages at once while utilizing the optimum speed of the scanner, and then organize the information at a later time and even by a different user or workstation. Laserfiche works with most common scanning drivers and supports scanner features such as multiple image resolutions, paper size, color scanning, duplex scanning and automatic document feeders. it is able to display images as they are scanned so that the operator can visually verify image acceptability. The system will automatically collate a stack of double -sided pages even if only a single sided scanner is used. CITY OF BURLINGAME 35 Si{g EdR 1°'inn. &ci?nm hL+ya i id'-.Sep+�ie.D'mcsory.11ecx:nillrcd�eEe+�4Satz-1L{ecvt�o. ',. E3 7;Ji+N: "'.lif�.lif ianaa - ikxumcra ..re et ie- .. .............. mac ... . _ . '. 5 nnimJ Oac:ti�c.�ts kkryunges rL�er xy: - -,�ag�E e£1 3ariage-Y55ii r,?3R1.350 Xa'�A [1P% •c t;��;'F"eu F: Email Allows users to send documents stored in the Laserfiche repository to internal and external recipients. This means users can share documents with people who do not have access to Laserfiche. Options allow users to determine whether to include annotations, stamps,highlights-or redactions as well as whether to send specific pages, the entire document or multiple documents. Internal users have the option of sending a link to the document instead of attaching it to the email. When a Laserfiche user receives the email they can click on the link and the document will open in the Laserfiche Viewer. Snapshot Converts electronic documents into TIFF images and imports them into your digital repository. Snapshot functions like a standard Windows" print driver and can process nearly any electronic document, from Microsoft' Word° and Adobe° PDF files to Web pages and CAD maps. Snapshot provides a variety of print -related options so you can specify the images page orientation, resolution and color depth, The a,^,i to -r nfiaiira %At hard M -,tn"p the I;na Shot computer you use to access your repository. Since.Web Access is accessed through a web browser, you can lag in to your repository from anywhere and still view and work with the same repository contents. Laserfiche Web Access Light In today's mobile world, more organizations are using smartphones and tablets in the office as portals to enterprise knowledge — not just for remote and mobile work..Laserfiche Web Access provides a complete end -to -end solution that captures and controls mobile content, making it even simpler for users to get their jobs done, whether they're in the office or in the field. Laserfiche Web Access Light, designed for Blackberry, Chrome, Opera and Safari mobile browsers, offers a lightweight Web interface for popular mobile devices, enabling users to search and retrieve documents, as well as approve documents and participate in workflow automation processes, while away from their desktop computers. Laserfiche Mobile Laserfiche Mobile (Available with Web Access) is an app that enables you to capture, upload, and securely access and work with documents inside your Laserfiche repository while on the go. You can review and submit forms from the app as well. Laserfiche Mobile brings a native Forms module to iOS and Android devices; enabling authenticated and named users to submit and approve Laserfiche Forms. Mobile specific features include attaching images directly .to forms from the camera or photo gallery, bookmarking commonly used forms, and. electronically signing from the mobile device. Users can download the Mobile application from Google Play or the iTunes App Store. Laserfiche SharePoint Integration With the Laserfiche and SharePoint integration components included with Laserfiche Web Access, documents can be easily accessed from Microsoft® SharePoint®. Lust any part of your Laserfiche repository on a SharePoint page. Scan directly to a Laserfiche folder, right from your SharePoint site. Retrieve Laserfiche documents or folders using the SharePoint search box. Even when you're working from a SharePoint site, your valuable Laserfiche repository content is right in front of you. There are four components to the integration: 1. Laserfiche Web Part for SharePoint 2. Laserfiche Records Center Service 3. SharePoint. Search Handler for Laserfiche 4. Laserfiche Workflow Activities for SharePoint Microsoft Office Integration Office Integration is a Laserfiche component that allows users to take advantage of Laserfiche features when working with Microsoft Word documents, Excel spreadsheets, PowerPoint presentations, and Outlook messages in their native Microsoft Office applications. Using Office Integration, you can quickly send files to Laserfiche directly from Office applications, update electronic documents already in your repository from within their native Office applications and easily attach Laserfiche documents to Microsoft Outlook e-mails. CITY OF BURLINGAME 37 When working with Word, Excel and PowerPoint documents in the Client, you can make changes to both the document itself and its metadata. You can save changes while working with your document as well as when you're done working, and you can decide how you want to save those changes, for instance, as a new version or an entirely new document. Laserfiche Web Administration Console The Laserfiche Web Administration Console is an administrative tool that provides secure access to your Laserfiche repository for authorized users via an Internet browser, making administration more flexible than ever. The Web Administration Console features all of the functionality of the desktop Laserfiche Administration Console. This means administrators can work in their repositories from anywhere, including remote sites, client computers, and even mobile devices, easily and securely. Because it is a Web -based application, Web Admin only needs to be installed once and then can be accessed by any authorized user at your organization using a Web browser. The Laserfiche Web Administration Console allows you to manage all aspects of the system. =:asri_ti�-L > OFF' E udio':L ... -- :.....,. ::: �eswrkta;1.aFce* t¢ia5trs dtt '.: 4 ..... r:!:^ri' .r; *,''i, ., Bis5AiL4 "S,jh„ C, _ .. i,. Pesis£lSiREY[4kli£YC' - ,. .... - - =Ni aR _A rvyutn� €i,_e, __. ............... . __.., .......,. ... -..W,_ _... ..._. .., Z .. - f>fSvlleifts' . - pia R yiw6 has�.l Y rvxsib li e - � ;a[ Jl uvl n 9"y.'.:��r�t,_�. _-'�.4 P F '"J. itr,4s .... .. �A^S,Yd €�s 3dsxni [Je�bbCYii. rri�S�F...i Laserfiche Workflow Laserfiche Workflow is built on the Windows Workflow Foundation and allows the user to create a repeatable pattern of activity built in Laserfiche Workflow designed to interact with entries in a Laserfiche repository. A Workflow pattern can be easily designed to automate nearly any manual business process.. Activities are the building blocks of Workflow Definitions. Examples of an activity include Add Sticky Note, Route Entry to user, change metadata, Copy Metadata, Assign Tag, etc. Workflow Rules are stored on a Workflow Server, where they wait to be performed. Workflow Rules are performed when their starting rule conditions are satisfied. Routes can be designed and created with simple click and drag functionality and can be triggered by numerous items both inside and outside of Laserfiche. a More than 150 built-in activities help you create workflows quickly. A graphical Workflow Designer enables you to create workflows by mapping your business process with an intuitive interface for testing, modifying and supporting Workflow activities ■ Laserfiche Workflow builds on the capabilities of Windows Workflow Foundation so you can extend its functionality to all your line -of -business applications. i ',.�•: �.:, !.;�= isS Ft :riiSi,€rc-is€i+aYues L°:rink iai�s: RP i4aerxa I,r-•..�. -. ....................... ctn<� C t "G Ems) Q.J[.t:R;pniY 5 .r6G--�.1 ��,.N Fit•: -. Software Product Descriptions The following software modules are included in the cost proposal. We have provided an overview of the features and functionality of the software modules we are proposing Laserfiche Audit Trail ... Security is no longer simply a matter of creating an impenetrable system that no one can break into. While that deals with threats from outside your organization, it doesn't manage misuse from within. You need to create boundaries and track when someone tries to.step outside of them. And with the security controls of the Laserfiche system, combined with the tracking and reporting capabilities of Audit Trail, you have the tools you need to both create and enforce boundaries for everyone within your organization. By constantly monitoring and recording events that occur in your document repository, Laserfiche Audit Trail helps you protect information from misuse. Audit Trail enables you to regularly review user activity, assess the effectiveness of internal control mechanisms and demonstrate regulatory compliance. It readily fits into your existing IT infrastructure, providing you with a detailed view of enterprise business processes —without creating additional work for your IT department. With Audit Trail, you can: • Track almost any user action, from login and logout to creating, modifying, printing and deleting documents. ■ Create detailed reports, which you can easily filter, wart and graph to identify trends and isolate behavior patterns. • Expedite audits by producing reports listing all the actions taken on a.particular file. • Meet diverse business needs with three modules that monitor varying events in the Laserfiche repository. The Advanced Edition meets the needs of organizations in the most highly regulated industries. It includes all the functionality, and tracks the following events: Login and logout. Creating, editing, printing or deleting. documents. Creating, editing or deleting templates, fields and annotations. Adding security tags. Exporting documents, volumes or briefcases. ■ Sending document to the Recycle Bin. Granting or revoking login rights for Windows accounts. Adding or removing users from Laserfiche groups, ................................................... ■ Modifications to access rights. Modifications to repository -wide settings. The creation, modification or deletion of users and groups. Password changes. ............................................... Track all searches users perform Require users to enter reasons for performing specific actions Automatically add watermarks to printed or exported documents. CITY OF BURLINGAME 40 Sick AvAa.He, D aroa 30 days a r Now Event 7ype5 Grid Chat ....a Reft'esh i K r. - 'Everil M sucmt< d? "osl name nppkatznnaMe Login name Annotation ;,! 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Weblink easily and securely allows documents to be retrieved by the people who need them via intranet or the internet. Platform and browser independence allows users to view documents in a wide variety of internet browsers, operating.systes and hardware. Publishing documents to the web is as easy as dropping documents into a Laserfiche folder. Users can be required to login, limiting their access to only the documents they have rights to view. c.rry of ivewpvrt ueacn Public Weblink Portal CITY OF BURLINGAME 41 City of San Luis Obispo Public W/eblink Portal Laserfiche Forms Essentials in the Avante and Rio products is available at no charge starting with the 10.2.1 release. Here's a matrix of what is included for Free with the Essentials package and the features available to be added with Forms Professional. ._ l 5" V -_ - T exms - - CAP cct:Apper ai.throL€gh Errwt '.t'IS3iz{_-8@lte,3ta a.g,Tt,'�'`�'�ti��'@.ts�'.�;�t`�;i!"v CW eat'l. ,3d: va icC'd rtt Lic itfr with: data 1 � Fb ri n�.: [-yt G.�Amay .CITY OF BURLINGAMIE 42 Laserfiche Quickfields Laserfiche Quick Fields automatically captures your critical information from paper and electronic documents and organizes it for fast retrieval. Quick Fields transforms data capture from a costly and .labor-intensive operation into an efficient process. Quick Fields collects precise pieces of information from the masses of unstructured data flowing into your organization. Improving the speed and accuracy of data capture, Quick Fields gives authorized staff instant access to the information they need to work effectively - Quick Fields accelerates the flow of useful information into business operations, reducing or eliminating the need for manual data entry, which is labor-intensive and error -prone. Eliminating these repetitive, manual tasks empowers staff to use their time more effectively. Quick Fields allows documents already in the Laserfiche repository to be reprocessed in order to capture new data and update index information. Reprocessing capabilities maximize the value of your Laserfiche "system by adapting to evolving business environments. Quick Fields data extraction modules automatically collect information from paper forms, electronic documents and databases. Quick Fields collects the precise data you need —such as zip codes, bank .account numbers and invoice numbers —and then compares it to information in other application databases to verify its accuracy and ensure that it is correctly formatted. In addition, data extraction tools can draw information from other databases to automatically fill in index fields. Data extraction tools automate these processes to reduce the amount of staff time spent transferring information between applications and integrating it into your business processes. Quick Fields module options: A Bar Code — reads a variety of industry standard bar codes horizontally and vertically. ■ Zone OCR —automatically extracts text from .specific form areas for rapid data capture _and index field population. Real -Tune Lookup— populates template fields and validates metadata by retrieving data stored in client databases and other applications. a Pattern Matching — uses regular expressions to separate extracted data, such as zip codes, from larger blocks of text captured by Zone OCR and verifies that is correctly formatted. Check Scanning — captures images of checks with supported Digital Check Corporation (DCC) scanners. Fora Identification. — automatically recognizes the form or document based on Its overall structure, even in the absence of barcodes, form data or other distinguishing information. Form. Registration — automatically repositions the document to match a master form, correcting for scanning errors and improving data extraction. Form Extractor— removes form outlines, isolating data for more accurate capture. Optical Mark Recognition (OMR) -- detects marks on surveys, tests and ballots. 0.MR can determine whether check boxes have been filled in. Document Classification—eliminatesthe need for sorting prior to forms processing by recognizing multiple types of forms in a single session. CITY OF BURLINGAME 43 _, n i1'ttcry: :_:" . 'FPs T yle: E........... .. _ .. ;.. .. .... _... ....:...... ......... ........... Skc-f3 itf ateert Praeessmg 4. X'. �;s:�,ccnrg�nm urs < a x a 7S'k • :.- "9 d� seianl�: . Image Sample INVOICE '. iNVi)�C6 M 1E0 Laserfiche' :. Y3�4lsq fta�R 5 - ' YPoY-iEM Ps.flT4u9 xflH _ HiE€ To: s"� Sh ipT.: ,�.eseo,con u�c ' '.��se„<war..cn aaxw w jug+ eA awos 6 �SALEWE3SA q.0.NU5S0FA SHIFOAIE 6A,840WF � TEAA15 � .� .:.. �. .: Un.9ia,�fie��'nFumentz r 4 4 yr Laserfiche Digital Signatures Digital Signatures gives users the ability to automatically sign and validate documents as they are created, reviewed and archived without leaving the Laserfiche environment. Digital signatures are a form of electronic signatures that act like a digital notary to your electronic assets, allowing you to verify the condition of your documents for the duration of their lifecycle. optional Laserfiche Software Modules Laserfiche Forms Professional Laserfiche Forms is a Web application that enables.you to capture and work with information via Web - based forms. In Laserfiche Forms, forms are created within business processes that dictate how the collected information is routed and worked with. In general terms, a business process is a collection of activities, events, and decisions that produces a service or product for an organization. In many organizations, employees must submit expense reports to be reimbursed for purchases they made while working for the company. Submitting an expense report is the first step in a larger process in which that information is routed to one or more managers for approval before the process ends with the worker's request being approved or denied. In Laserfiche .Farms, you can create an electronic version of this and other form -based business processes. CITY OF BURLINGAME44 Un Layout rkF S',f Rues U,,pku� f'suhn Th,'mcs CSS and j Ac''Op t New Proposal Request ( Ratio Eiitton peoposai Name t:..j Chacktrcx - - ai'a c?c�� n Organization NarnG. Due Data _h.,. ......... : i� ❑ate Sigraiure _ _ -' �enlacat;an . CJ> CWTom HT 3, 0 Duplicate As�signed To: Laserfiche Forms allows you to; ■ Capture and work with information in Web -based forms Use public forms to extend participation to users beyond your organization Integrate with Workflow for processing outside of Laserfiche Forms Send e-mail notifications to participants ■ Save submitted forms to your Laserfiche repository ............................... When you log in to Laserfiche Forms, you'll see the Home page, where you can quickly access the pages that will let you start a business process, submit a form, perform the tasks assigned to you in a process, view the processes you've started, and manage business processes. In addition, through the navigation choices on the title bar, You can access the Delp files and system security settings, and log out. Farms includes support for wet electronic signatures, a centralized user inbox for viewing pending tasks, processes, and history, and an integrated FAQ view using Laserfiche Social BPM. Additional features include a fully mobile -friendly U1 for submissions, approvals, and task management, customizable logos, improved interactions with Laserfiche Workflow, and post -submission options to print, download, or email forms. CITY OF BURLINGAME 4 Laserfiche Records Management Records management systems simplify the life cycle management of business records. A records management system supports the automatic enforcement of consistent, organization -wide records policies and reduces the cost of regulatory compliance. Fortunately, there is a records management standard that has emerged as the de facto standard across most industries. The United States Department of Defense (Doi) developed a records -management standard, DoD Standard 5015.2, as a requirement for records management applications implemented within its departments which Laserfiche meets. Unlike other requirements, the DoD developed very specific criteria, as well as a formal testing process to determine whether a records management application meets the standard. Because of the formal testing process and the strictness of the requirements, organizations outside of the DoD have used the 5015.2 standard as a starting point for evaluating records management applications for their own use. Knowing that a DoD-certified application has been rigorously testedagainsta standard that is much more demanding than the regulations they must comply with provides a great deal of comfort to compliance officers and records managers. .A configurable solution tailors security to suit requirements. In Laserfiche, records managers can give users customized access rights according to their needs. This technological enforcement keeps unauthorized users from gaining accidental or malicious access to private, confidential records. Unification also allows for consistent, total life cycle management and continuous control of records security. Records Monagerr►ent Highlights: • Enforce enterprise -wide records policies, regardless of your records' format, location or content, .and without additional staff training. • Create records from documents already under management. ■ Search for records according to status or location. As Automate life cycle management from document creation to final disposition. • Run reports detailing where records are in their life cycle and which records are eligible for transfer, accession or destruction. • Log all system activity, providing an audit trail that can be used to prove adherence to you: records management plan and compliance with regulations. • Ensure the future accessibility of your archived records with storage in non-proprietary TIFF file format. • Safeguard records with comprehensive access controls. • Promote compliance with Sarbanes-Oxley, HIPPA, USA PATRIOT ACT, SEC, FINRA and other regulations. Simply business continuity planning by centralizing your organization's information. ■ Reduce litigation risks associated with expired and outdated records. Respond to e-discovery order quickly and confidently. Instantly provide large numbers of records to auditors, without trips to the records room or off - site storage facilities. CITY OF BURLINGAME 46 Laserfiche Connector Laserfiche Connector provides a streamlined experience for integrating Laserfiche with line of business applications such as CRM and ERP systems. Laserfiche Connector integrates easily through user -defined hotkeys and embedded icons. Laserfiche Connector allows you to: ® Searching the Laserfiche repository based on fields from third -party applications such as CRM and ERP systems. Both basic and advanced searching is supported. If only one result is found, the document will. automatically open in the Laserfiche Client, Laserfiche Web Access or Laserfiche WebLink. • Launching Laserfiche Scanning and automatically populating metadata for the scanned documents with information from a third -party application. • Connecting two applications by allowing one of them to start the other (including the ability to pass parameters between them). m Choosing whether any of the above actions are activated from a keyboard shortcut, a button embedded in the application's title bar, or both. Laserfiche Toolkit (SDK) The SDK (Software.Developrnent Kit) allows your organization to more effectively put content to use by integrating Laserfiche with third party applications. Custom solutions can be created using any language with COM support, which means Web sites, scripts, Windows applications, or anything else compatible with COM libraries, including all .NET languages, can easily communicate with the Laserfiche. Server. The SDK comes with detailed documentation that includes tutorials and sample source code in C# and Visual Basic .NET. Laserfiche Plus As more organizations adopt enterprise content management systems and replace filing cabinets and microfilm with digitized images, the obvious problems is how to get the information to users who don't have access to an enterprise content management system remains. Laserfiche Plus is a perfect turnkey solution to this problem. Now you can immediately create a CD/DVD with the state-of-the-art Laserfiche search engine and features on each. Thousands of successful organizations manage their archives with Laserfiche, enabling them to store millions of pages of documents electronically, conduct full text searches quickly, make annotations easily, and much more. Now with Laserfiche Plus you can do all this and publish your documents on to a CD/DVD. You're free to distribute CD/DVDs to practically anyone with a PC royalty -free so they can search, view, and print documents. Laserfiche Scan Connect ScanConnect enables you to use ISIS scanning drivers. A collection of ISIS drivers are included with ScanConnect, enabling you to scan using.supported scanners. A list of supported scanners can be found on the Laserfiche Support Site. if your scanner is not listed, you can manually install any ISIS drivers your scanner's manufacturer has provided. CITY OF BURLINGAME 7 Complete Laserfiche Rio .Price List Product Description User Licenses Software !!L!S4!P7 Laserfiche Rio Pilot Named Full Users 25-49 users $900 $180 50-99 users $833 $167 Laserfiche Rio Named Full Users (1) (2) A minimum of one year LSAP must be purchased with each new system. When new users or software are added to the system, LSAP should be adjusted so that all components of the system have the same renewal date. ........................ 100-199 users $700 $140 200-499 users $600 $120 500-999 users $500 1 $100 1,000-1,499 users $400 $80 1,500-1,999 users $350 $70 2,000-3,999 users $300 $60 3,000-3,999 users $260 $52 4,0004,999 users $230 $46 5,000-5,999 users $200 $40 6,000-6,999 users $190 $38 7,000-7,999 users 5180 $36 8,000-8,999 users $170 $34 9,000-9,999 users $160 $32 Laserfiche Rio Named Retrieval Users (3) 200-999 users $200 $40 1,000=9,999 users $100 $20 Laserfiche Forms Authenticated Participants (4) .......... 1-49 users $200 $40 50-199 users $140 $28 200-499 users $99 $20 500-999 users $70 $14 1,000-1,999 users $56 $11 2,000-2,999 users $38 $8 3,000-4,999 users 1 $32 $6 5,000+users $26 $5 Laserfiche Subscription Full User Full Users have read/write repository access, along with the ability to create and submit forms. They can choose to create rule -based group management and provisioning to determine user account privileges. 10-49 Licenses $540 50-99 Licenses $492 100-199 Licenses $420 200-499 Licenses $348 500-999 Licenses $276 1,000-1,499 Licenses $216 ,500-1,999 Licenses $180 2,000-2,999 Licenses $144 3,000 Licenses and up $108 Laserfiche Subscription Employee Participants Employee Participants have both read-only repository access and the ability.to submit forms. 10-49 Licenses $270 50-99 Licenses $265 100-199 Licenses $252 200-499 Licenses $226 500-999 Licenses $193 1,000-1,499 Licenses $162 1,500-1,999 Licenses $144 2,000-2,999 Licenses $123 3,000-3,999 Licenses $98 4,000 Licenses and up $88 Laserfiche Community Users Block of 500 Licenses $9,700 Block of 1,000 Licenses $14,550 CITY OF BURLINGAME 49 Community Licenses can be used by non -employees, allowing rend -only access to the repository and the ability to submit forms. Users outside of your organization can connect to needed services, with customized access to content. Laserfiche Education Community Users Education Community Licenses maybe used by students, faculty and non -employees. They allow read�only repository access, and the ability to submit forms. This licensing bundle provides your educators, students and community community with the ability to interact and collaborate. Block of 2,000 Licenses $19,400 Block of 5,000 Licenses $29,100 Block of 10,000 Licenses $38,800 Block of 25,000 Licenses $48 500 Block of 50,000 Licenses $58,200 Block of 100,000 Licenses $77,600 Block of .500,000 Licenses Block of 2,000 Licenses $97,000 $9 700 Block of 5,000 Licenses $14,550 Block of 10,000 Licenses $19,400 Block of 25,000 Licenses $24,250 Block of 50,000 Licenses - $29,100 Block of 100,000 Licenses 800 Black of 500,000 Licenses $48,500 Desktop -Based Subscription Add-Ons These applications are licensed per desktop,, you will need one Copy of the software for each computer on which it will be installed. Scanner Drivers Laserfiche Subscription ScanConnect $90 Laserfiche Subscription ScanConnect (5-pack) $330 Laserfiche Subscription ScanConnect (10-pack) $4S0 Digital Archiving and Publishing Laserfiche Subscription Plus $1,850 Integration Tools Laserfiche Subscription SDK Laserfiche Records Management Edition (5) 10% add=on to all named full and retrieval users Laserfiche Oracle Server Support 10% add -on to all named full and retrieval users Laserfiche Forms - Allows form creation and submission as well as the ability to participate in routing 10% add -on to all named for all licensed users. full and retrieval users Laserfiche Connector 5% add -on to all named full users These applications allow individuals who do not have Laserfiche user licenses to interact with Laserfiche products. Web Publishing Tools Laserfiche Pilot Public Portal license - Includes Laserfiche WebLink and 25 Webi.ink-only retrieval connections $25,000 $5,000 Laserfiche Public Portal license - Includes Loserfiche WebLink and unlimited WebLink-only retrieval connections per processor (6) $45,000 $9,000 Laserfiche Public Portal license for dual processor machine $50,000 $10,000 Laserfiche Public Portal license for multiprocessor machine $75,000 $15,OOD CITY OF BURLINGAME These applications are licensed t,apwre fools $595 $120 Laserfiche Quick Fields Laserfiche Quick Fields Basic -Quick Fields and Validation packages for BarCode and Real -Time $2,500 $500 Lookup Laserfiche Quick Fields Core -Quick Fields, Quick Fields Scripting Kit and Validation packages for Bar $5,000 $1,000 Code, Real -Time Lookup and Zone OCR taserfiche Quick Fields Classify- Quick Fields Core package plus Document Classification $7,500 $1,500 Laserfiche Quick Fields Context - Quick Fields Core package plus Farms Alignment, Forms $10,000 $2,000 Identification, Forms Extractor, Optical Mark Recognition and Auto Stamp/Redaction/Bates Blum. Laserfiche Quick Fields Complete (All of the above) $15,000 $3,000 Laserfiche Quick Fields Agent $10,000 $2,000 Laserfiche Auto Stamp/Redaction/Bates Num. $500 $100 Laserfiche Document Classification $5,000 $1,000 Laserfiche Import Agent $1;500 $300 Laserfiche ScanCannect $1.65 $ Laserfiche ScanCannect 5-pack $6- $132 Laserfiche ScanCannect 10-pack $915 $183 Digital Archiving and Publishing Laserfiche Plus for Digital Archiving (up to 5 seats, internal business use only) $10,000 $2,000 Laserfiche Plus for Publishing (royalty -free distribution of published media) (9) $3,800 $1,600 CONFIDENTIAL DRAFT BURLINGAE ECMS RFP Pricing MUST be submitted on this form. SCHEDULE A - PRICING Proposal Pricing-1 RESPONSE NET PRICE MODEL OR CODE COMPONENT BRAND VERSION SPECIFICATIONS (G, - NET PRICE OPTIONAL UPGRADE see b below) (DO NOT include in Response Codes. C=Fully implemented in current software_ M=Software will be modified to provide this function. D=Unable to provide this function. other costs Hardware prices will be "leveled" so they are not a factor in determining the total cost of your proposal. Feet free to bid on hardware components recommended for maximum performance. Vendors are welcome to submit two (2)'or more proposals. Vendors may propose for both Concurrent Licensing and "Named User" licensing. .ANt AFAFaIY'I1L11 IVA4Y.I�"IN#1`1tIla&I"11Illl AI ' 1.a ECMS (Electronic Content Management System) - SCANNING LaserFche 10:2 5 scanning and authoring licenses C $4,140.00 = 5 scanning licenses 5 authorinq licenses OCR, Indexing Metadata, 1.b ECMS (Electronic Content Management - _- System) THIN CLIENT SEARCH & RETRIEVAL 10 (concurrent) licenses OR 25 named user licenses ( ) I_aserfiche 10.2 25 Thick and Thin Client search and C $20,700.00 retrieval licenses Must include the abilty to e-mail documents - directrly from your system and import electronic records if se erate modules include them 1.0 Public Portal- Able to support 24 Concurrent - PUBLIC USERS: Internet Application and Integration to allow searching & retrieval of `- selected documents on the World Wide Web. h Laserfiche 1D.2 Weblink Pilot Portal (25 retrieval user C $23,DOD:DD Must not use licenses from 1b; which will be used licenses) _ by employees. Burlingame's population is 29,700 1.d Zone OCR.1 Bar Code reader module, if not Laserfiche 1 D.2 Zone OCR, Bar Code, Real Time Look included in above. u 'and Pattern Matchin C $4,600.00 _ - - ILe Repoqt2 module, if not included in above. 1.e Standard Audit Trails, if not included above. (concurrent) ses OR 1D concurrent licenses Lase�che 10.2 Audit Trail included in base system cost C Included 25 named user licenses 1.f Software: Fileserver License(s) to support 1.a 1k, if required. (Do not include Microsoft t:aserfiche 101 Laserfiche Serer included in base C Includedsystem Licensin • but indicate what is re uired y 01995-2016 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate without consent Proposers are not required to bid on optional items CONFIDENTIAL DRAFT 2 BURLI GA E EC MS RFP Proposal Pricing-2 Pricing MUST SCHEDULE ® PRICING be submitted on this farm. NET PRICE RESPONSE R OPTIONAL COMPONENT BRAND MODEL OR VERSION SPECIFICATIONS CODE (C M, D - NET PRICE UPGRADE (DO NOT include in see below) other costs Response Codes: C=Fully implemented in current software. M=Software will be modified to provide this function. D=Unable to provide this function. Hardware prices will be "leveled" so they are not a factor in determining the total cost of your proposal. Feel free to bid on hardware components recommended for maximum performance. Vendors are welcome to submit two (2) or more proposals. Vendors may propose for both Concurrent Licensing and "Famed User" licensing. 1.g Implementation Services: Configuration 1 application design for all components. Provide ECS Imaging g g 10.2 5Fi Hours $12,500.00 breakout pricing for different modules where p g - applicable. I Installation. Included in Lg Included '. 1.i On -site Scan ! Index / OCR Training: (10 in ECS lmag g # of Hours: $900.00 employees). Disclose# of hours. 4 1.j On -site Search & Retrieval Training: (25 # of Hours: $900.00 employees). Disclose #i: of hours. 4 1.k On -site Training: System Administrators (4 of Hours: $900.00 employees) Disclose # of hours. 4 Included 1.1 Estimated Travel Expenses if applicable.) 1.m Annual Software Maintenance and Laserliche Annual Laserfiche Software Assurance $11,400.00 Telephone Support. Standard Service Level flan x i ILLS Archive Retrievalalre $0�140 X.AglS - TrIYVRIhI+Gtrrrt Ride liar:; RI.tI 11�T T A1ISiIt�. SIGN II t6�i9"iR IPIEIIiS II+I.iW INE I1riw P. fi i AP�L 2.a WORM Archive Drive - Appliance or like media which cannot be altered or changed. Assureon BTB AX Appliance 1 x — Single $33,846.00 = : disclose media a brand model, capacity & type, p �Y Assureon AX Site access time. Include all software required, including brand and version. 2.b installation. 1-Da On -site Professional Services $3,500.00 2.c On -site Training: System Administrators (2 # of Hours: Included in installation cost Included - employees)Disclose # of hours. 8 Included 2A Estimated Travel Expenses if applicable.) Assureon Encryption Key Annual Fee $ 2 538.00 2.e Annual Software Maintenance and Assurean Assureon 8TB AX Appliance — Single $ 4,448.00 = Telephone Support. (Standard Service.Level.) Site On -site support NBD. 2 "IDTAL.S w WORM 1 Th*WWthyElectrort c .53 4, R06 orels "Comp. lan e I N IAA A �. N;R1M Iwt ell allltenr In�railive: @1995-2016 Gladweli Governmental Services, Inc. '(all rights reserved) Proposers are not required to bid on optional Items Do not duplicate without consent CONFIDENTIAL DRAFT 2 BURL, NGAME ECMS RFP Proposal Pricing-3 Pricing MUST be submitted on this form. SCHEDULE A _ PRICING RESPONSE NET PRICE COMPONENT MODEL OR CODE BRAND VERSION SPECIFICATIONS NET PRICE OPTIONAL UPGRADE (C, - see below) (DO NOT include in Response Codes: C=Fully implemented in currant software. M=Softwara will be modified to provide this function-' Q=Unable to provide this function. other costs Hardware prices will be "leveled" so they are not a factor in determining the total cost of our pro osal. Feel free to bid on haardware components recommended for maximum performance - Vendors are welcome to submit two 2 or more proposals. Vendors may propose for both Concurrent Licensing and "Named User" licensing. 3.a Conversion of Building Permits & Plans, metadata and text from PaperVision Approximately xx GB (xx T6) of data. See Appendix B for screen shots. Migration of 9$ GB of Pa 9 perVision data Dpi images must remain unchanged from to Laserfiche with associated metadata, ECS Imaging folderin g g g, and assistance (where $7,32g,pp - - originals. possible) in classification of plans and Includes improving the way the documents were permits. - indexed in the past (adding date fields, etc.) The files do NOT need to be OCR'd. - 3.b Importing software for conversion of database, if re aired. Included in Migration cost Included 4.a Workflow software, if not included in above. 10 (concurrent) licenses OR Laserfiche 10.2 Included with base 25 named user licenses system 4.b Software: Fileserver License(s) to support - Workflow, if required. (Do not include MS .SQL; LaserFiche 10.2 Included with base - - the Ci has their own licensing.) system 4.c Installation. 4.d On -site Workflow Training: (10 employees). ECS Imaging # of Hours: On -site Workflow Training for 10 g Disclose # of hours. 2 employees. $450.00 4.e On -site Training: System Administrators (4 ECS Imaging # of Hours: On -site Workflow Training for 4 em la ees) Disclose # of hours. 6 admini r st ators $1,350.00 - 4.f Estimated Travel Ex enses if applicable.) Included 4.g Annual Software Maintenance and Telephone Support. (Standard Service Level.) Included in 'I.m Included :. -;-" 01995-201 G Gladwel[ Governmental Services, Inc. (all rights reserved) ea not duplicate without consent Proposers are not required to bid on optional items CONFIDENTIAL DRAFT 2 BURL.IN GAME ECMS RFP Proposal Pricing-4 Pricing MUST SCHEDULE A - PRICING be submitted on this form: NET PRICE RESPONSE OPTIONAL COMPONENT BRAND VERSION MODEL OR SPECIFICATIONSCIFICATlON3 (C M CODE D _ NET PRICE UPGRADE (DO NOT include in see below) other costs Response Codes: C=Fully implemented in current software. M=Software will be modified to provide this function. D=Unable to provide this function. Hardware prices will be "leveled" so they are not a factor in determining the total cost of your pro oral. Feel free to bid on hardware components recommended for maximum performance. Vendors are welcome to submit two 2 or more proposals. Vendors may propose for both Concurrent Licensing and "Named User" licensing : OCA[ I+IEIR «l� illt�I AIa ong FIB 5.a Low -volume Scanner 20ppm (simplex)./ 50ipm (duplex) in color, Canon DR-C225 25ppm150ipm $449.00 grayscale and monochrome . _ Automatic Document Feeder (ADF) Up to 600 dpi 5.b Medium -volume Scanner 60ppm (simplex) f 120ipm (duplex) in color, Canon DR-M16011 60ppm1120ipm $925.00 grayscale and monochrome = - Automatic Document Feeder (ADF) Up to 600 dpi 5.c High -volume Scanner (with Flatbed) 80ppm/160ipm $3,195.00 m (simplex) i 160i m (duplex) in color, BQRR ( R ) P ( P ) (Flatbed scanner requires a flatbed unit) grayscale and monochrome Canon DR6030C Flatbed Unit 101 (8 :x 11) $ 495.00 Automatic Document Feeder (ADF) Flatbed Unit 201 (11 x 17) $1,095.00 _ Flatbed Up to 600 dpi 5.d High -volume Scanner Canon DR-G1130 130ppm/260ipm $6,695.00 _ = Optional Model with at least the specifications in 6.c @1995-2016 Gladwell Govemrnental services, Inc. (all righfs reserved) Proposers are not required to bid on optional Items Do not duplicate without consent CONFIDENTIAL DRAFT 2 BURLINGAME ELMS RFP Proposal Pricing-5 Pricing MUST be submitted on this form. SCHEDULE A - PRICING RESPONSE NET PRICE COMPONENT BRAND MODEL OR VERSION SPECIFICATIONS CODE: (C, M, - NET PRICE OPTIONAL UPGRADE See below)o below)other (DO NOT include in Response Codes: C=Fully implemented in current. software. M=Software will be modified to provide this function. D=Unable to provide this function. costs Hardware prices will be "leveled" so they are not a factor in determining the total cost of your proposal. Feel fee to bid on hardware components recommended for maximum performance. Vendors are welcome to submit two 2 or more proposals. Vendors may propose for both Concurrent Licensingand "Named User" licensing. ,. � till we skrarr I ��1tt� ' li'�Ca�ar� fi ��at�rrtiti';&�ric(�:" ;. ECS Priority Support —10 Hours $ 1,75Q.00 ECS Priority Support — 20 Hours - $ 3 0gq QQ 6.a Annual Software Maintenance and ECS ImagingtY ECS Priori Support — 30 Hours pp $ 4,125.00 Telephone Support. (Premium Service Level.) ECS Priority rronty Support -4q Hours _ _ $ 5,5Q0.00 ECS Priority Support — 50 Hours $ 6,875.00 6.b Optional Training: "Virtual" or "Remote" on- ECS Priority Sup port-100 Hours. = _ $ 12,500.gq line training (vendor off -site: Provide Hourl Please see Optional Online Training Rate Opportunities page 14'for details 6.c Fee for On -site Training or Service (provide _ _ dailyrate, disclosin an travel expenses) ECS Imaging $1,800.00/day 6.d Retention Module to upload and . automatically apply the City"s records retention ECS Imaging 40 Hours 5 days) policies to documents stored in your repository 6.e Optional Capture (Scan, Index, OCR) _ software e.g Kofax Ascent Capture - 6.f Trustworthy Electronic Records Compliance: Hardware Archive Drive - Other Option(s) for Laserfiche 10.2 Included in Section 3 Unalterable Media re uirement 6.g Advanced Audit Trails 10 (concurrent) concurrent licenses OR Laserfiche 10.2 _ Included in Section 1 26 named user licenses 6.h Optional -Additional Hardware Recommended. 6.i Optional - Additional Software Recommended iMiNCtI�TOt It;'��iI�O.. @19962016 Gladwell Governmental Services, Inc. (all rights reserved) 0o not duplicate Mthout consent Proposers are not required to bid on optional items CONFIDENTIAL DRAFT 2 'BURLINGAME ELMS RFP° Proposal Pricing-6 Pricing MUST SCHEDULE A - PRICING .,., ..u..,.....w.- �.. _..._ ._..... NET PRICE RESPONSE OPTIONAL COMPONENT BRAND MODEL OR VERSION SPECIFICATIONS CODE (C, M, D - NET PRICE UPGRADE (DO NOT include in see below) other casts Response Codes. C=Fully implemented in current software. M=Software will be modified to provide this function_ D=Unable to provide this function. Hardware prices will be "leveled" so they are not a factor in determinin.9 the total cost of your proposal. Feel free to bid on hardware components recommended for maximum performance. Vendors are welcome to submit two(2) or more proposals. Vendors may propose for both Concurrent Licensing and "Named User" licensing. Ta. List ALL enhancing modules or plug -ins for the storage & retrieval product proposal not listed elsewhere. Please see complete Lasefche Rio This includes Integrators Toolkits, e-mail, Laserliche Price List multiple database versions, printing, etc.. You ma attach an additional sheet, if desired. i.b. Provide any additional recommendations to the City. OO 1995-2016 Gladwell Governmental Services, Inc. (all rights reserved) Proposers are not required to bid on optional items Do not duplicate without consent Attachment C to Scope of Version 4.0 ECMS - Calculation / Estimate for Scanning Records Work page 1 of 4 To Be Imported (Paper to be scanned, Indexed and Quality Checked) Index Fields Already Scanned or # of Files # of # of # of # of Total Priority Record Series Retention Location(s) Notes Linear # of images (Possible) PDF/ Import to Import cabinets drawers Boxes Inches inches CITY CLERK Comp + 10 2015 forward, with Excel (from Purge old contracts 1 Contracts & Agreements (from Excel File) Index Excel) Vault first; estimate 1/3 92 92 9,174 years destroyed 2 Resolutions (from Excel File) Perm n9d9e0 forward, with Excel rom Excel) Vault 1 90 105 10,500 3 Ordinances (from Excel File) Perm Ordinance 400 forward, (from Vault 12 12 1,200 with Excel index Excel) 2014 forward, with Excel (from Vault - binders 4 Minutes (from Excel File) Perm index Excel) 2008 forward in 59 5,900 CC office 5 Agenda Face Sheets Meeting Date, CC Perm PDFs only CC Office - Doc Type, Body Meeting Date, CC 2014 forward in 6 Agenda Packets Doc Type, Body Perm Granicus; will create 48 Vault 49 735 73,500 PDFs to import Campaign Statements for current last name, first Some have been 7 council only name, Date - Perm scanned; need to fill in 100 CC Office 10 10 1,000 Document the gaps 8 Deeds, Easements Grantor, Grantee, Perm Vault 16 16 1,600 Date - Document last name, first 9 Encroachment Permits - Recorde name, Date - Perm CC Office 4 4 400 Document "@C k,..,. i. 1, r,. } tt .. .>s. tip., s.... ,i. ..ss. ., „s. ,,,, t 4. .., + ,,.s <„<. } .t.. 1 7 t ..: tt '.t.. ... ,.>.. ,,+ trr}.,,, .sn•• t J 7. Pa¢ t. �i„+`+S. F S .t, .t J J7 .tt'.i 7 i { 3:'.i> J13 ,. .t,{rtn htt,to t. t„ ,t =ary,n„�,„ "� 1 i 7 .tt. ',�n i. y .•ry•};,}�«, i FINANCE last name, first Print to PDF bi-weekly Fin. Office & Older W-2s at 1 W-2s (300 employees) name, Date - Perm reports for most recent Datasafe Datasafe? 100 10,000 Document W-2s Date - Payperiod Print to PDF bi-weekly Fin. Office & Are there old payroll 2 Payroll Report / Payperiod Ending Perm reports (from the Datasafe reports at Datasafe? financial system) Date - Pay period; Are all printd names Last name, first Fin. Office & so they can be 3 Timecards name? OCR ? Datasafe scanned by payperiod 100 1,500 150,000 (name is printed)? & OCR'd? 4 Accounts Receivable Payment Date AA+5 being scanned now; no Fin. Office No Backfile - Receipts backfile Doc Type - PDFs for most recent Fin. Office & 5 Budget (adopted) Finance, Fiscal Perm Datasafe 60 6,000 Year ones Doc Type - Fin. Office & 6 Audit Report / CAFR (final) Finance, Fiscal Perm Datasafe 30 3,000 Year Business License -Initial Date, Business Pull name and Application Building Contractor's License # ( Close + 5 address from Finance 7 are 2 sided. Some , Nameme of years Fin. Office database? (7,700 2 42 84 8,400 correspondence & cards Busine Business, open businesses) Address I I I By Gladwell Governmental Services, Inc. (909) 337-3516 Version 4.0 ECMS - Calculation / Estimate for Scanning Records page 2 of 4 To Be Imported (Paper to be scanned, Indexed and r]uality;Checked) Index Fields Already Scanned or # of Files # of # of # of # of Total Priority Record Series Retention Location(s) Notes Linear # of images (Possible) PDF/ Import to Import cabinets drawers Boxes Inches inches Number (Book, Sequence - e.g. Pull name and 8 Water Applications (current) 32-0440), Last Perm Fin. Office address from Finance 2 33 66 6,600 Name, First database? (5,500 Name Corporate Meters) Name, Address. No Backfile - This is Fin. Office & for one fiscal year. 9 Invoices no time to do this Perm Datasafe Option -just scan CIP 6 189 279 27,900 invoices? (5% of total, or $350) Lead Dept. Meet with other 10 Grants - from other departments Office departments to see how this works? PUBLIC WORKS All scanned (TIIF or 3,000 is Diane's 1 As-Builts / Construction Record Drawing #, date Perm. PDF); some older ones 3,000 Eng. Office guess). Some are Drawings (more) not good quality and indexed in Access being re -scanned. &/or ESRI GIS Backfile for ad -hoc scanning as record is CIP Projects - PS&E Portion Project #, Title, Perm. Eng. Office & needed. Engineers 2 (Project Specifications & Date, Doc Type - Portion only Datasafe are scanning current 0 0 Estimates) Engineering projects to network drives. No index for older projects Encroachment Permits - Eng. Office & 3 Permanent & Chairs & Tables Perm. Datasafe 2 30 3,000 that are NOT recorded 4 Easements Perm. Eng. Office & 3 45 4,500 Datasafe 450 boxes = $168,750 to scan everything at Datasafe. Diane estimated 5 boxes that you really want scanned in right now. CIP Projects - Other than PS&E Project #, Title, Perm. Eng. Office & City Clerk will scan 5 Portion, after purging of records Date, Doc Type - Portion only Datasafe agreements & 5 75 7,500 (Permanent records only) Engineering contracts. Backfile for ad -hoc scanning as record is needed. Engineers are scanning current projects to network drives. No index for older projects 6 Landfill Monitoring Date Perm Eng. Office & Guess by Diane 1 15 1,500 Datasafe .., . �•: ,. .t , " , l „t st. 5 5 5 5 5 ,I. is '}, .... ,, aft x ti. t itt . t aa`F '. Xtz ? u it �r.sv..c. ,,.:u, 1 } 5 5 5 5 r. t 11. ,.1',, ,.. r,. 'o.r"o., o., 'o.,t J. 7, 1F.,. Sh,h .t.<.Zi eU> .r;tv ;•t IvJ,J,J,J„ .1'. .tf= ,It .Sl..�t ✓it. :,4,.?, �.. z.Jc', v(},. ,� Version 4.0 ECMS - Calculation / Estimate for Scanning Records page 3 of 4 To Be Imported (Paper to be scanned, Indexed and Quality;Checked) Index Fields Already Scanned or # of Files # of # of # of # of Total Priority Record Series Retention Location(s) Notes Linear # of images (Possible) PDF/ Import to Import cabinets drawers Boxes Inches inches LIBRARY 1 Norberg Archetectural Drawings (PW) Perm Library & PW To PW 25 2 Library Board of Trustees Meeting Date, Perm 12 Vault 1 69 84 8,400 Agenda Packets & Minutes Doc Type, Body Library CIP Projects - Audit to Work with Joanne to 3 Public Works have (PW) Perm Library & PW ensure they have the final 1 z a T z PARKS & RECREATION As-Builts / Construction Record Drawing #, date, 1 Drawings Parks Department facility name Perm. Parks & Rec 80 Only (more) Beautification Commission Meeting Date, CC 9/2016 forward in 2 Agenda Packets & Minutes Doc Type, Body Perm Granicus; CC will create Parks & Rec 2 30 3,000 PDFs to import Parks & Recreation Commission Meeting Date, CC 9/2016 forward in 3 Agenda Packets & Minutes Doc Type, Body Perm Granicus; CC will create Parks & Rec 3 45 4,500 PDFs to import CIP Projects - PS&E Portion Project #, Title, 4 (Project Specifications & Date, Doc Type - Perm. Parks & Rec & 3 45 4,500 Estimates), Permanent Portion of Engineering Portion only Datasafe? files Tree Removal Permit (private, Address, date, Has Excel Spreadsheet Parks & Rec & 5 protected trees) Last name, first last 5 year Datasafe? 4 60 6,000 name .s, " �;sV;?„Y ,,,{,,,,,,,,,,,,,,,,,,,,,,,,,t.i ,.. V,t,ss :l':5 .. l >4t. , 4 sk , t , t BUILDING Scanned start to finish, Databank picks up plans and letter sized does, on CD-r & CRW contains 11 microfilm rolls. Has years of data (permit itemized lists. Doing #); City Attorney does this for at least 12 years. all Code CD-r just in the last year Enforcement. RFP - Project #, - Goes to IT (at least 10 improve this? Building Plans & letter sized address, date, years) - searched by Address problem - 1 Doc Type (Permit, Perm address or permit #. Building not organized when documents - ALL Plan, etc.), Permit Papervision software. you open the file Type Permit Tech QC's it (other project shows before they authorize in) Trial and error to Databank to destroy locate images. paper. IT has copy of Wants sepearate digital version. Kiosk, plans, permits & staff and public use Calcs / Studies both. They scan each document seperate under the permit # - you ,I f J. J. J F F F i � t� .�.. ,, ¢'s wads a.fF ,,.;s.,r'Y„£s. ,£., .t , „ ,. ,,,,,,,,, 4 z 4 1 r� S {$. '', ?', sT. �}, >ds ,,,. „,.,,.,,.. � t t 1. t. t. ..b �.r �.f .it. ./ .t� ,tom S, F S,. k .t t. .zFt, ,t:„ ..�. S t f f F..'.1 ?.,si .»�: T Z Z i 4�F.. Ru,. ,L331, Y .,„.„ .r .it.l l.it. t. 1 t d. {'., t. .c, t t } ,{ ,�` .I 1 �'Y. §, 3 .. .tt ,T. } t 1. {.. r; 1 ;.1 b, s,1 t s ta' t' ,11. 4 l J t: PLANNING' 1 Planning Commission Minutes Meeting Date, CC Perm PDFs of minutes for Planning 128 12,800 od several years Version 4.0 ECMS - Calculation / Estimate for Scanning Records page 4 of 4 To Be Imported (Paper to be scanned, Indexed and tZuality;Checked) Total Index Fields Already Scanned or # of Files # of # of # of # of Priority Record Series Retention Location(s) Notes Linear # of images (Possible) PDF1 Import to Import cabinets drawers Boxes Inches inches Planning Commission Meeting Date, CC 1 Perm Planning 72 7,200 Resolutions Doc Type, Body 2014 forward in Planning Commission Agenda Meeting Date, CC 2 Perm Granicus; CC will create Planning 144 14,400 Packets Doc Type, Body PDFs to import Some contain microfiche of plans (need to convert CRW Planning this?) Does have Permit # (since 2013) - Doc Type reduced sized drawings - default to Planning paper (leave it out of (Aopplication, the specs) Planning Entitlement Project Project Plans, 3 Perm Planning Dayforward & Ad -Hoc 3,160 316,000 Files Staff Reports, Historical only; CRW Approval Letter, (Land Track) since Correspondence 2013 - Planning & Miscellaneous, Permit #; Filed by Resolution, Address (not Noticing) entitlement #). Folder Structure - may vary with the Planner >sr t ttC tt. t 4 Ft st i s CITY ATTORNEY Final Settlements ! Court 1 Jud ements GRAND TOTAL - CITY-WIDE 3160 4 0 1$0 557 13,749 1374979 { By Gladwell Governmental Services, Inc. (909) 337-3516 t D to Scove of ork Providing Paperless Solutions Since 1990 Laserfiche Support Document Scanning Records Management Project Management Data Migration Integration Largest Provider of Laserfiche in Western USA Is City of Burlingame 501 Primrose Road Burlingame, CA.94010 A1TN: Diane Gladwell and Meaghan Hassel Shearer Dear Diane and Meaghan, Thank you for including us in your request for proposals for your Scanning, .Indexing; and Quality Checking (Scanning Service Bureau Services) project. We are committed to meeting and exceeding the City of Burlingame's comprehensive document imaging needs for its immediate and future requirements. ECS currently has two scanning bureaus, one in Concord, CA serving Northern California, and another at its headquarters in Riverside, CA. Both of these operations can perform paper scanning as well as scanning of Microfilm and Microfiche. The benefit that this has for Laserfiche customers is that we can scan any document and have the scanned images loaded on to your Laserfiche server, making them immediately accessible without the need for additional conversion or indexing. We have been providing cost effective document scanning and conversion services to government Agencies since 1995 and can successfully provide all digitization services as requested in the RFP. We have developed methods to ensure superior scanning and conversion results in order to accommodate a variety of imaging requirements. ECS takes great pride in providing accurate and cost effective scanning and conversion services to support local government. The information and pricing contained in this proposal are valid for a period of 90 days following the date of submission. All work will be performed by ECS Imaging and no sub -contractor will be utilized for this project. Scanning will be done in compliance with all applicable ANSI and AIIM standards. All :individuals who will perform work for the City are free of any conflict of interest. We look forward to serving the City by providing superior scanning services that meet and exceed the requirements of the City and this RFP. Our 27 years as the document Management Experts and our reputation for great service makes ECS the right choice for your project needs. We look forward to serving the City's needs in a responsible and professional manner. Thank you. Sincerely, Pete Herschelman Vice -President ECS Imaging, Inc. 925-586-7549 Rete@ecsimaging.com CITY OF BURLINGAME a Table.of Contents INTRODUCTION... .............:....... ..................................................... ................I.... ......... ..,,..... ......... ...:4 COMPETITIVE ADVANTAGE COMPANYPROFILE .... ............... .......... ........................................... ....... .......................................... .......... .............. 6 REFERENCES....................................................... ............................ ......... ........... ............ .......................... >.,.......... 7 SCOPE OF WORK - SCANNING SERVICES ............................................................................................................. 9 PROJECTAPPROACH .......... o............................................................................................................. ...........................: 9 PICK-UP AND DELIVERY ................. :........... ....................................... .............................................................................. 9 ©OcumENT TRACKING,- ........ _ .... .............................. .............. ... __ ................ .................... _ .......... .... 10 DIGITAL CONTENT TRACKING.—........ .......... _ ................... ___ ...... _ .................. . ..... __ ..... ' ...... . .......... 10 INDEXINGPROCEDURES............................................................................................................................................... 10 NAMINGCONVENTION ..... ................ ................................... ................o........ ,,..,..,.,...................,...,.......,..................... 11 OUTPUTTODELIVERY MEDIUM ........................ .....:........... ................... ...,:.;...... .............. :..,....,...........................,....,.., 11 EVIDENCEOF INSURANCE. .................................. .................... ............ i ............ 4 .............................................. 12 PRICING....................... ............ ............ .............. ......................... ....................... ....... ......:................ .................... 13 OTHER DocuMENT SCANNING CHARGES ........ ..... ......... ___ ............ ............ :.......... ...... ....................... ........................... 14 Introduction ECS Imaging is submitting our proposal to provide scanning and indexing services to the City of Burlingame. ECS Imaging, Inc. is a full -service document management solutions provider with over"20 years of experience providing document management related services to local government. ECS currently .supports more than 400 Laserfiche Systems and has provided professional scanning services to many of our government clients. We support over 100 Cities in California and have provided ongoing scanning services for many years to dozens of them including but not limited to the Cities of. The Scope of Services to be performed by ECS as outlined in the RFP include the following tasks: ■ Pickup materials to be scanned from City location ® Provide protected chain of custody during transport ■ Inventory/audit all materials received in-house Document preparation as needed (remove staples/sticky notes/paperclips, repair torn corners, etc;) ■ Scan documents as TIFF Group IV (or preferred format) at 300 DPI ■ Establish preferred document naming protocol and indexing procedures provided by City Employ quality control measures to ensure superior scan Deliver scanned images as Laserfiche Briefcase, or portable drive for potential upload to Laserfiche Return documents in same order and condition as received ECS Irnaging`s scanning and conversion services comply with all applicable California State laves, and ANSI and AIIIVI standards. All images with indexing will be delivered to the City on DVD as a Laserfiche Briefcase and all material (microform) will be returned in the same order and condition as received. ECS can provide the services to upload the documents to your Laserfiche server or can provide training for City employees for the first two imports. All documents will be returned in the same order and condition as they were received. Pricing is valid for a period of 90 days following the date of proposal submission. CITY OF BURLINGAME 4 Competitive d ui State why your company is the best solution to meet the City's needs ECS Imaging, Inc. is a full -service document management solutions provider with over 20 years of experience providing document management related services to local government. ECS currently supports more than 400 Laserfiche Systems and has provided professional scanning services to many of our government clients. We support over 100 Cities in California and have provided ongoing scanning services for many years to dozens of them including the Cities of Albany, San Ramon, Cupertino, Alameda, Redwood City, and many others (see references). From the beginning of the project you will be in communication with your Account Manager to determine any details or requirements not.specified in the RFP. The Scan Bureau Supervisor can also provide specific recommendations based on best practices learned from previous scanning projects. All materials will only be handled by ECS employees to ensure a protected chain of custody; at no time will ECS utilize a sub -contractor to perform the work. Our Scan Bureau Supervisor will be in contact with your project lead throughout the life of the project to determine specific scanning requirements .including naming convention, indexing and output to media if not already determined. We have developed methods to ensure high quality conversion of paper to digital images while maintaining cost efficiencies. using the latest technologies available through the Laserfiche scanning application allows us to provide scanned and indexed images that are ready for upload to the Laserfiche system without the need for additional conversion or indexing. CITY OF BURLINGAME 5 Company Profile ECS Imaging was founded in 1990 by CEO, Jim Pappas, a pioneer in the content management industry. The company has maintained the same Executive Management since its inception, originally called .Empire Computer Solutions, ECS Imaging became a Laserfiche Value Added Reseller (VAR) in 1995 and has achieved top performance recognition consistently ever since. ECS Imaging is a Gold Certified Laserfiche provider and has continuously been ranked as the top value added reseller (VAR) in the Western United States for 21 consecutive years. We focus our efforts on helping organizations become more efficient by eliminating paper -based business processes. We specialize in providing government and commercial organizations innovative turn -key document management solutions with the award winning Laserfiche Enterprise Content Management Systems. ECS has over 27 years of industry experience and 22 years with Laserfiche. ECS Imaging is a full service document management solutions provider and currently employs 4.6 full time staff providing the following range of services: • Scanning Services (including Large Maps, Microfilm, Microfiche conversion) • Project Management • Laserfiche Software Installation • Software and Hardware Integration • Data Conversion Services On -going Support of Software and Hardware On -Site Training and Support ■ Integrations with 3r6 party applications ....... o PlanetPress a GeoDocs o NovusAGENDA ...................................... o Zynbit Email Management o Docusign Digital Signatures a Psigen Capture Solutions ■ Custom Application Development ffi Documentation Complimentary Quarterly User Group Workshops N Annual Complimentary Client Conference CITY OF BURLINGAME References Organization Project Description start End Year Contact Name / Phone / e-mail Name / Documents Year (or address Scanned continuing) City of Albany Building Department 2006 2016 Anne Hsu documents (510) 529-5763 ahsuQaltanvca.org City of San Ramon Accounts payable 2015 Continuing Rose Coe documents (925) 973-2553 rco sanrarran.ca. "ov City of Cupertino Building Department 2012 2015 Albert Salvador documents (408) 777-3206 aloet°ts�'7a c�tperti�to.� City of Alameda Building Department 2006 Continuing Erin Garcia documents (510) 747-6816 e arcia @ alarnedaca. rev City of El Cerrito Building Department 2007 2014 Debbie Haberman documents (510) 215-4349 dhaberrnan ci,ei-cerrito,ca.us City of Pleasanton Building Department 2014 2016 Amy Statham documents (925) 931-5084 AStatham cit of leasartanc ov City of Redwood Building Department 2007 Continuing Gary Lepori City documents (650) 780-7356 City of Fairfield Human Resources, 2012 Continuing _g.IeE,,C,@redwoodciti.org . Lisa Cortez Building Department, (707) 428-7648 Fire Department Icartez fairfield.ca; €�v documents City of Santa Rosa Microfiche Conversion 2015 2015 Jennifer Myles Services (707) 543-3709 'm les . srcity� City of South Lake Microfilm Conversion 2016 2016 Ellen Palazzo Tahoe Services (530) 542-6003 ea alazzo cit cifsit.us ECS"provides paper scanning and Microform conversion services for many of our customers on an on- going basis as needed. CITY OF BUR INGAME Partial Map of ECS Customer Locations ............................... BEEN CITY OF BURLINGAME 8 Scope of Work —Scanning Services ECS Imaging, Inc. is a full -service document management solutions provider with over 20 years of .experience providing document management related services to local government. ECS.currently supports more than 400 I.aserfiche Systems and has provided professional scanning services to many of our government clients. We support over 100 Cities in California and have prodded ongoing scanning services for many years to dozens of them including the Cities of Albany, Alameda, Cupertino, Redwood City, Fairfield, and many more (see references). From the beginning of the project you will be in communication with your Account Manager to determine any details or requirements not specified in the RFP, The Scan Bureau Supervisor can also provide specific recommendations based on best practices learned from previous scanning projects. All materials will only be handled by ECS employees to ensure a protected chain of custody; at no time will ECS utilize a sub -contractor to perform the work. Our Scan Bureau Supervisor will be in contact With your project lead throughout the life of the project to determine specific scanning requirements including naming convention, indexing and output to media if not already determined. Project Approach Below is the general processes performed on each batch of scanning. Modifications to our processes are made as needed to further ensure the overall quality of each scanning project. Client contact and interaction will affect the outcome. The term "Documents" is a general term that refers to any material to be digitized. The term "Boxes" is a general term that is meant to include any container in which material/media may be transported. Pick -yap and Delivery Materials will be picked up by ECS employee using a secure vehicle. When received at our Concord scanning facility, the Scar} Bureau Supervisor will inventory the material and check it against the inventory list provided by the City. The City will be notified immediately of any discrepancies. If requested, the material can be returned in the same manner. Each batch of scanning will be given a unique "job number" that will assist ECS with project tracking, turnaround times, production process management, quality control and inventory of records throughout the entire project. Typically, documents are transported in standard size banker's boxes. Each box will be counted and inventoried at the time of pick up. The driver will have a pick up order clearly identifying the "job number", date of pick up, type of records, and number of boxes (i.e. 30 boxes numbered I - 30). City staff will sign and verify the number of boxes being picked up and a copy will be left. Upon Completion of that job (batch) ECS will contact the City representative and schedule the return delivery. A Delivery sheet for that "Job number" will accompany the return delivery of the boxes and the CITY OF BURLINGAME completed images. City representative will sign and verify the return of the documents and the completed images. Standard turn -around time for most scanning projects is 30-60 days. ..Document Tracking. Document tracking begins with the customer. The better the files are prepared for pick-up, the better we can track and verify throughout the process. A comprehensive inventory of the files to be picked up should be provided whenever possible. Inventory verification information should be referenced on the outer face of all boxes to allow for verification at time of pick-up. Based on the provided information we will document which files and boxes have been provided. The provided inventory of files will be used for Quality Assurance purposes throughout the scanning process. The final verification of files will be conducted -prior to delivery after all other processes are completed. Digital Content Tracking The digital content is created via Laserfiche scanning software and is housed directly onto a server designated to our scanning customers. Each separate scanning project will be processed in a separate repository specifically created to suit the unique needs of the project. Each box will be processed as a separate unit (see processing steps below). All processing will be conducted at "box level" until the final formatting is conducted by the scan supervisor. Each box will be tagged upon arrival. The tag will provide a single location to track the processes listed below. Each box will be prepped and the tag will be signed off by that operator Each box will be scanned and the tag will be signed off by that operator Laserfiche will retain the "created by" information to track who scanned the box Each box will be indexed and the tag will be signed off by that operator ■ Laserfiche will retain the "last modified by" information to track who indexed the box The indexed data for each box will be verified by a second operator and the tag will be signed off by that operator. If any corrections are.made to a document, the "last modified by" will be changed to track who last edited the file. The indexed data and document structure for each box will be further verified by the scan supervisor before the box is considered "validated". Validated boxes are physically segregated from the in -process boxes. Images for the validated boxes are segregated within the repository. Data properties (number of documents, number of images, and. data size) are recorded and tracked throughout the scanning process. Indexing Procedures Indexing requirements are unique to each scanning project. Customers are encouraged to be heavily involved in the development of indexing criteria. The index process will include capture of unique document details as indicated in the RFP. Second pass Image quality control and job specifications Verification is done at this time. Quickfields auto -population is strongly recornmended* ■ identify a key piece of information known as a Unique Identifier. This would be the only manually entered data we enter into your template CITY OF BURLINGAME -.1 • Provide an excel file that will tie the Unique Identifier to other desired field data. This file will be used to auto -populate the fields you wish to have indexed. • The scanning supervisor will conduct the auto -population and verify accuracy *Using this processing technique we can eliminate many common data entry errors. Paper based documents will be imaged and captured as TIFF images at 300 DPI unless otherwise indicated, named and indexed according to the document naming conventions determined by the City Manual indexing is limited to what is available on the scanned images of any given document. Nerving Convention Naming conventions are specified by the customer and vary based on customer needs. We recommend that Quickfields be used to auto -populate the template fields and to name the documents. A document's field data will comprise the document name and will create a standardized format for the naming convention. The scan supervisor will ensure the final product meets the needs specified by the requirements of the RFP. Any document that does not fit the specified criteria will be addressed with the.City staff; any variations to the criteria must be specified in advance or additional charges may be incurred. OUtpUt to Delivery Medium The scanned and indexed images are verified for burn to delivery media. The media attendant will verify image quality and index integrity via spot checking throughout the job (batch). The burned media will be tested for functionality and labeled as specified prior to delivery. This is our final pass for Image Quality Control. Scanned images with OCR will be burned to a DVD as a Laserfiche Briefcase or delivered on a portable drive for potential upload to the City's Laserfiche system. We can also provide a Laserfiche Plus DVD which contains a built-in search engine for easy search and retrieval of files contained on the disc, at an ...additional cost. The Laserfiche Plus DVD can also be used for archival purposes as well potential direct upload to Laserfiche. Individualizing task segments allows us to physically review the image quality in 3 separate passes while maintaining projected production speeds. This is the most efficient means of minimizing production errors without the high cost of "Page by Page Individual Review". Page by Page Individual Review can be done if requested by the City at an additional cost per hour. CITY OF BURLINGAME �Rwm Evidence of Insurance ECS Imaging maintains the following insurance policies.: CITY OF BURLINGAME 12 ............................... Pricing Paper to PDF or TIFF image according to specification: 5,000 images Paper No Indexing City Enter 4 QC: Enter 4 QC: Enter 8 QC: Size (Scan only) provides simple Double complex Double simple Double Excel data index Blind index Blind index Blind Key for index fields Key fields Key fields Indexing fields Indexing Indexing (vendor enters unique field) 8 J:"x11" $0.06/image $27/hour $27/hour N/A $27/hour N/A $27/hour N/A B&W 8 %" x 14" $0.06/image $27/hour $27/hour N/A $27/hour N/A $27/hour N/A B&W 34"x44" $0.90/image Included $27/hour N/A $27/hour N/A $27/hour N/A (e-size) B&W 8 %" x 11" $0.13/image $27/hour $27/hour N/A $27/hour N/A $27/hour N/A Color 8 %" x 14" $0.13/image $27/hour $27/hour N/A $27/hour N/A $27/hour N/A Color 34" x 44" $1.65/image Included $27/hour N/A $27/hour N/A $27/hour N/A (e-size) Color Paper to PDF or TIFF image according to specifications: 10,000 images Paper No Indexing City Enter 4 QC, Enter 4 QC: Enter 8 QC: Size (Scam only) provides simple Double complex Double simple Double Excel data index Blind index Blind index Blind Key for index fields Key fields Key fields Indexing fields Indexing Indexing (vendor enters unique field) 8 W, x 11" $0.06/image $27/hour $27/hour N/A $27/hour N/A $27/hour N/A B&W 8 %" x 14" $0.06/image $27/hour $27/hour N/A $27/hour N/A $27/hour N/A B&W 34" x 44" $0.90/image Included $27/hour N/A $27/hour N/A $27/hour N/A (e-size) B&W 8 %" x 11" $0,13/image $27/hour $27/hour N/A $27/hour N/A $27/hour N/A Color CITY OF BURLINGAME 13 8 Y" x 14" $0.13/image $27/hour $27/hour N/A $27/hour N/A $27/hour N/A Corr 34" x 44" $1.65/image included $27/hour N/A $27/hour N/A $27/hour N/A (e-Size) Color Paper to PDF or TIFF image according to specifications: 50,000 images Paper No Indexing City Enter 4 QC: Enter 4 QC: Enter 8 QC, Size (Scan only) provides simple Double complex Double simple Double Excel data index Blind index Blind index Blind Key for index fields Key fields Key fields Indexing fields Indexing Indexing (vendor enters unique field) 8 W, x 11" $0.06/image $27/hour $27/hour N/A $27/hour N/A $27/hour N/A B&W 8 %" x 14" $0.06/image $27/hour $27/hour N/A $27/hour N/A $27/hour N/A B&W 34" x 44" $0.90/image Included $27/h[our N/A $27/hour N/A $27/hour N/A (e-size) B&W 8 W, x 11" $0. 3/image $27/hour $27/hour N/A $27/hour N/A $27/hour N/A Color 8 2 x 14" $0.13/image $27/hour $27/hour N/A $27/hour N/A $27/hour N/A Color 34"x44" $1.65/image included $27/hour NIA $27/hour N/A $27/hour N/A (e-size) color Other Document Sc nnl n Charges 5 r lie eseri g f Pick up and Delivery per batch $200.00 per trip/batch Document Prep (remove staples/sticky notes/paperclips, repair torn $27.00/hour corners, etc.) Burn to Delivery Media $50.00/batch Document Prep is estimated at approximately 2 hours per box. Indexing is estimated at approximately 2 hours per box. CITY OF BU LINGAME :14 AMENDMENT NO.1 TO AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF BURLINGAME D ECS IMAGING. INC THIS AMENDMENT ("Amendment"), made in duplicate and entered into effective day of November, 2019, amending the agreement dated January 1, 2018 (":Agreement") by and between the CITY OF BURLINGAME ("CITY") and ECS IMAGING, INC. ("ECS"). CITY AND ECS are hereinafter collectively referred to as the "Parties." RECITALS WHEREAS, on January 1, 2018 the City entered into the Agreement with ECS to implement an electronic content management system and assist in the scanning of records, which is attached hereto: and WHEREAS, in the Agreement the City purchased 30 full user licenses for the laserfich software and on January 2, 2019, the City purchased an additional 11 full user licenses, and WHEREAS, it has been determined that City staff are in need of an additional 25 full user licenses for the laserfiche software and upgraded forms system to allow for payment and public usage, and NOW THEREFORE, IT IS HEREBY AGREED AS FOLLOWS; I. The Agreement will be amended to include a total of 90 full user licenses and upgraded professional and portal form licenses to all 90 licenses. The costs associated with this amendment are attached. 2. In all other respects, the Agreement dated January 1, 2018, shall remain in full force and effect to the extent that it is not in conflict with this Amendment.' IN WITNESS WHEREOF, Consultant and City execute this Agreement. i CITY OF BURLINGAME ECS 501 Primrose Road Name Burlingame, CA 94010 Address ' i ar V-t7> h A- B �- Lisa Goldman Name +" " City Manager 'Title G- d>f jerO Date. 5 ` � Date f I/ijiAttest: Federal Employer ID Number: e n Hassel -Shearer License Number: City Jerk Expiration Date: Approved as to form: Kathleen Kane City Attorney 2 Q42019 V1 Quote Type Avante Quotation For Quote Info Name: Meaghan H Date: 11 5 19 Company: City of Burlingame Quote Number: 11519 Phone: Valid Through 121 E-mail: Terms: 0l2019 Account Manager: net 15 Phone: Pete H E-mail: Software Avante includes Workflow and Forms Essentials MNF16 Laserfiche Named Full User wJWeb Access, Snapshot, and Email $ 600.00 25 $ 15,000,00 MATM16 Laserfiche Standard Audit Trail $ 75.00 25 $ 1,875.00 MPFRM Laserfiche Forms Portal Add -on $ 7,995.00 1 $ 7,995.00 MFRM16 Laserfiche Forms Professional $ 50.00 90 $ 4,500,00 MDGSGI6 Laserfiche Digital Signatures $ 25.00 25 $ 625.00 Software Subtotal $ 29,995.00 Annual Maintenance and Licensing MNF16B Laserfiche Named Full User wJWeb Access, Snapshot, & Email LSAP $ 120.00 25 $ 3,000.00 MATM16B Laserfiche Standard Audit Trail LSAP $ 15.00 25 $ 375.00 MPFRMB Laserfiche Forms Portal Add -on LSAP $ 1,600.00 1 $ 1,600.00 MFRM16B Laserfiche Forms Professional LSAP $ 10.00 90 $ 900.00 MDGSG16B Laserfiche Digital Signatures LSAP $ 5.00 25 $ 125.00 Annual Maintenance Subtotal $ 6,000.00 Hardware Hardware Subtotal $ Professional Services ECSCI ECS Install, Configuration, Consulting, & Project Management Services $ 1,800.00 1.00 $ 1,800.00 Professional Services Subtotal $ 1,800.00 Special Terms Subtotal $ 37,795.00 Tax Rate Software Only (Download Only) 0,000% Tax $ - Software is only available via download and is not subject to CA sales tax Shipping $ Billing Terms: Total $ 37,795.00 All Software and Annual Maintenance is billed 100°% at project start. Services are billed 50•% up front minimally with remaining Services as incurred. Annual Priority Support Contract Includes o Maximum 4 Hour Response Time - Upgraded from 24 hours with traditional LSAP support o Two free admissions to the ECS Annual Customer Conference along with Free Admission to o Live Hours of support are 7:30am - 5:00pm PST M-F Quarterly User Groups o Unlimited Phone and E-mail Support o Monthly E-Newsletter o On -site time is calculated to the nearest half hour and minimum onsite calculation is o On-site/remote support hours included as quoted. On -site within next business day as between 2-8 hours depending on the location needed. Additional hours of support purchased at a discounted hourly rate. Customers not o On -site time can be used for remedial training, installing updates, and consulting, in under this plan can purchase on -site hours at $250Jhour with a 1 hour minimum for remote addition to support support, and an 8 hour minimum onsite charge in addition to travel expenses. o ECS may allow planned after hours support in rare circumstances. in these circumstances Priority Support will be billed at double the hourly rate. Hardware Return Policy: Unopened boxed hardware may be exchanged for a full cash or credit refund within 7 days - a 15% restocking fee may apply. Defective hardware will be exchanged for a replacement per the terms and conditions specified on the product warranty card. AMENDMENT NO.2 TO AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF BURLINGAME D ECS IMAGING, INC THIS AMENDMENT {"Amendment"), made in duplicate and entered into effective day of February, 2020, amending the agreement dated January 1, 2018 C Agreement"), and the agreement dated November 21, 2019, by and between the CITY OF BURLINGAME ("CITY") and ECS IMAGING, INC. C"ECS"). CITY AND ECS are hereinafter collectively referred to as the "Parties." R RECITALS S WHEREAS, on January 1, 2018, the City entered into the Agreement with ECS to implement an electronic content management system and assist in the scanning of records, which is attached hereto: and WHEREAS, in the Agreement the City purchased 30 full user licenses for the laserfiche software and on January 23, 2019,-the City purchased an additional 35 full user licenses; and WHEREAS, on November 21, 2019, the City amended its agreement with ECS to purchase an additional 25 full user licenses, for a total of 90 licenses, and purchase the upgraded farms system to allow for payment and public usage; WHEREAS, the original term of the agreement will end February 1, 2020, and it has been determined that the term should be extended for an additional 3 yearn with associated yearly costs; and NOW THEREFORE, IT IS HEREBY AGREED AS FOLLOWS: i 1. The Agreement will be amended to extend the agreement to February 1, 2023 for 90 licenses with the upgraded forms system. The costs associated with this amendment are attached. i 2. In all other respects, the Agreement dated January 1, 2018, shall remain in full force and effect to the extent that it is not in conflict with this Amendment. IN WITNESS WHEREOF, Consultant and City execute this Agreement. i CITY OF BURLINGAME ECS f 501 Primrose Road Name Burlingame, CA 94010 Address ' %4-0- e- Byjp��-9-- Lisa Goldman Name i City Manager Title EV—M { I Date: Date: 0 t 144 -1,0 Attest - .ry Federal Employer ID Number: 31- i. e h. iiWsWhearer License Number: City Clerk Expiration Date: I _ Approved as to form: Xf en Kane City Attorney I BURi®NGAME AGENDA NO: 8g STAFF REPORT MEETING DATE: February 6, 2023 To: Honorable Mayor and City Council Date: February 6, 2023 From: Lisa K. Goldman, City Manager — (650) 558-7243 Subject: Authorize the Mayor to Send a Letter to State Legislators in Support of Chanqes to AB 2449's Brown Act Teleconferencinq Provisions RECOMMENDATION Staff recommends that the City Council authorize the Mayor to send a letter to State Legislators in support of changes to Assembly Bill (AB) 2449's Brown Act teleconferencing provisions. BACKGROUND The Ralph M. Brown Act ("Brown Act") is a California law that guarantees the public's right to attend and participate in meetings of local legislative bodies. The Brown Act allows a City Council to use any type of teleconferencing in connection with any meeting. "Teleconference" is defined as "a meeting of individuals in different locations, connected by electronic means, through either audio or video, or both." While it allows for teleconferencing, the Brown Act imposes certain restrictions and requirements around what constitutes a quorum, posting agendas, noticing of teleconference locations, and public access. DISCUSSION In March 2020, Governor Newsom proclaimed a state of emergency in response to the outbreak of the novel coronavirus (COVID-19) and issued Executive Order N-29-20 easing certain Brown Act restrictions. In September 2021, Governor Newsom approved AB 361 to "improve and enhance public access to local agency meetings during the COVID19 pandemic and future applicable emergencies, by allowing broader access through teleconferencing options." On October 17, 2022, Governor Newsom announced that the COVID-19 State of Emergency will end on February 28, 2023, ending the ability of government agencies to conduct meetings under the provisions of AB 361. Although the existing teleconferencing provisions of the Brown Act remain in effect, there is also new legislation, AB 2449, that amends the Brown Act to provide an additional procedure for members of legislative bodies to attend public meetings remotely. The legislation became effective January 1, 2023. Under this new law, members of a legislative body may attend public meetings remotely without identifying their teleconference site on the agency's agenda or ensuring it is accessible to the public 1 Support for Modifying Brown Act Teleconferencing Provisions February 6, 2023 under certain circumstances. As long as a quorum of the legislative body participates in person from a physical location open to the public, the remaining agency members can participate remotely in two situations: 1. Just cause, which is defined as any one of the following: • childcare or caregiving of a child, parent, grandparent, grandchild, sibling, spouse, or domestic partner that requires a member to participate remotely; • a contagious illness that prevents a member from attending in person; • a need related to a physical or mental disability; or • travel while on business of the legislative body or another state or local agency. In order to participate remotely under the just cause provisions, the member must notify the legislative body at the earliest possible opportunity, including at the start of a meeting, of their need to participate remotely and provide a general description of the circumstances related to one of the four items above. A member may only participate remotely under the just cause provisions up to two meetings per calendar year. 2. Emergency Circumstances, which means a physical or family medical emergency that prevents a member from attending in person. In order to participate remotely under the emergency circumstances provisions, the member must request that the legislative body allow them to participate in the meeting remotely because of emergency circumstances, and the legislative body must take action to approve the request at the earliest opportunity. Modifications to AB 2449 Last month, the Mayor of San Carlos circulated a letter to Mayors in San Mateo requesting that they, and any other interested Councilmembers, sign onto the attached letter to Assemblymember Blanca Rubio, author of AB 2449, requesting changes to the legislation. More specifically, the letter requests that AB 2449 be amended to "allow city councils, standing committees, and regional boards more flexibility more flexibility to establish their own teleconference requirements related to quorums, just cause and emergency requirements, and limitations on the number of remote meetings members may attend." Upon receiving the request to sign onto the letter, staff contacted City of San Carlos staff and learned that the deadline to join the City of San Carlos letter was January 31. Due to the Burlingame City Council schedule, staff was unable to seek direction on this matter prior to the San Carlos deadline. If the City Council wishes to lend its support to this cause, then the Council could authorize the Mayor, by motion, to send a letter to Assemblymember Rubio in a form substantially similar to the attached City of San Carlos letter. 2 Support for Modifying Brown Act Teleconferencing Provisions February 6, 2023 FISCAL IMPACT None. Exhibit: • City of San Carlos letter Dear Assemblymember Rubio: Thank you for your leadership in the State Assembly on critical issues ranging from pre-school education and safe drinking water, to continuous medical care for children under the age of five and transparency and flexibility in public meetings. We appreciate your inclusive approach to addressing the needs of all Californians and empowering communities to come together to create positive change for all. We are writing to request that Assembly Bill ("AB") 2449 be amended to allow city councils, their standing committees, and regional boards more flexibility to establish their own teleconference requirements related to quorums, just cause and emergency requirements, and limitations on the number of remote meetings members may attend. In March 2020, the Governor issued Executive Order N-29-20, giving local agencies more flexibility to deploy teleconferencing, and it was a monumental success. It protected the health and safety of civil servants and the public, while effectively and efficiently conducting the public's business. Teleconferencing during the pandemic increased public participation, reduced single occupancy vehicle trips and travel costs, and decreased greenhouse gas (GHG) emissions. We believe there are several unintended consequences of AB 2449 and respectfully request that the following requirements be considered for amendment: 1. Just cause travel. Local city councils and their standing committees are often comprised of individuals with full-time occupations. AB 2449's "just cause" requirement unfairly allows travel while on business "of the legislative body or another state or local agency," but not travel related to an individual's occupation. This raises an equity concern that participation in local and regional government would be limited to officials at a certain socioeconomic level. Travel for a member's occupation should be allowed under "just cause." 2. Cap on number of remote meetings allowed. The limitation on the number of meetings that may be attended remotely appears arbitrary. The State could consider mandating a "floor" for in -person meetings, i.e. at least two meetings per year must be in person, and allow regional boards and standing committees maximum flexibility in determining the "ceiling" or "cap" on the number of remote meetings permissible. To contrast, local officials serve in the communities in which they live and the return to in -person meetings for local jurisdictions is not an issue. Nonetheless, local jurisdictions and their constituents are best suited to decide whether to host in -person or virtual meetings and to decide the limitations of those meetings. 3. Quorum. Requiring a quorum at a single physical location for regional boards and their subcommittees, and mandating that members of these bodies travel long distances to attend in -person meetings, contradicts the State's efforts to curb GHG emissions and seems arbitrary and particularly burdensome when regional boards are comprised of a geographically diverse membership of cities and counties. Regional boards, as well as standing committees of a city council should be allowed to stay 100% remote, with the option of deciding as a body, how many meetings should be attended in -person versus remote. 4. Webcasting technology. Unlike local city councils, regional boards meet in a variety of locations that often are not equipped with webcasting technology to enable hybrid meetings. Under AB 2449 regional boards will need to pivot from online meetings to in - person meetings. 5. Disclosure. The requirement to publicly disclose any individual in the room over the age of 18 is a privacy violation. For example, if a member is under the care of an at-home nurse, this should not need to be shared publicly. We have serious concerns regarding AB 2449's measures to limit remote teleconferencing to a handful of emergency or restrictive just cause approvals. Without amendment, these measures will result in unnecessarily long travel times to meetings, suppressed attendance, and difficulty reaching quorum, which will in turn negatively impact the governing body's productive work. We respectfully request that AB 2449 be amended to provide more flexibility to regional agencies and local governing bodies. The Brown Act ensures that officials and their constituents can have open and transparent meetings, which we now know can occur using modern technology. As representatives of local governments and regional boards, we believe in the benefit of increased access in our communities. We look forward to collaborating with you to promote greater flexibility and participation in the decision making process by incorporating the changes we have proposed. Thank you for your time and consideration of this important matter that impacts all of us. Sincerely, Adam Rak, Mayor, City of San Carlos Sara McDowell, Councilmember, City of San Carlos cc: Senator Josh Becker Assemblymember Diane Papan euR— �rvGgnn� AGENDA NO: 8h STAFF REPORT MEETING DATE: February 6, 2023 To: Honorable Mayor and City Council Date: February 6, 2023 From: Alyssa Diaz, Executive Assistant — (650) 558-7204 Subject: Open Nomination Period to Fill One Impending Vacancy on the Planning Commission RECOMMENDATION Staff recommends that the City Council call for applications to fill one impending vacancy with a four-year term on the Planning Commission. The vacancy is due to the expiring term of Commissioner Michael Gaul. The recommended deadline is Friday, March 3, 2023. This will allow applicants an opportunity to view the February 13 and February 27, 2023, Planning Commission meetings. BACKGROUND The City's current Commissioner appointment procedure calls for any Commissioner desiring reappointment to apply in the same manner as all other candidates. All past applicants on the two- year waitlist will be informed of the vacancy. 1 BURS— INGAME AGENDA NO: STAFF REPORT MEETING DATE: February 6, 2023 To: Honorable Mayor and City Council Date: February 6, 2023 From: Maria Saguisag-Sid, Human Resources Director — (650) 558-7209 Subject: Approval of Out -of -State Travel for the Human Resources Director to Attend the Western Region International Public Management Association — Human Resources Annual Conference RECOMMENDATION Staff recommends that the City Council approve out-of-state travel for the Human Resources Director to attend the Western Region International Public Management Association — Human Resources (WRIPMA-HR) Annual Conference for training and professional development. BACKGROUND The WRIPMA-HR Annual Conference will take place April 30 — May 3, 2023, in Salt Lake City, Utah. This conference provides HR professionals with training and development opportunities focused on leadership; mental health; diversity, equity and inclusion; developing strategies, and recruitment best practices. Human Resources Director Maria Saguisag-Sid is currently a board member of the Bay Area IPMA-HR chapter and regularly participates in activities to promote the HR profession in the public sector. DISCUSSION The WRIPMA-HR Annual Conference will provide good resources and training to help HR Director Saguisag-Sid improve her professional expertise and service to the organization. This will also provide ideas to improve the overall operation of the Human Resources Department, particularly with diversity, equity, and inclusion efforts, as well as recruitment outreach. Information received at this conference will be shared with other HR staff members. Section 111.1.a of the City's Expense Reimbursement Policy requires City Council approval for out- of-state travel. Pursuant to the policy, staff is requesting the Council's approval of HR Director Saguisag-Sid's travel to Utah. FISCAL IMPACT Expenses for this trip are estimated to cost approximately $1,600 and sufficient funds are available in the Human Resources budget for this trip. 1 To: Date: From: STAFF REPORT Honorable Mayor and City Council February 6, 2023 AGENDA NO: 9a MEETING DATE: February 6, 2023 Michael Guina, City Attorney - (650) 558-7204 Subject: Introduction and First Reading of an Ordinance Amending Chapter 9.04, "Animals," of Title 9 of the Burlingame Municipal Code, Regarding the Number of Allowable Cats and Dogs; CEQA Determination: Exempt Pursuant to State CEQA Guidelines Sections 15378, 15061(b)(3) RECOMMENDATION Staff recommends that the City Council hold a Public Hearing to introduce the proposed Ordinance amending Chapter 9.04 of Title 9 of the Burlingame Municipal Code regarding the number of allowable cats and dogs. Recommended Procedure and Order of Operations: A. Receive the staff report and ask any questions of staff. B. Conduct a public hearing and then discuss the proposed Ordinance. C. By motion determine whether to bring it back for second reading and adoption. If the Council is in favor of the Ordinance, direct the City Clerk to publish a summary of the Ordinance at least five days before its proposed adoption. BACKGROUND The Burlingame Municipal Code' limits the number of dogs kept on any premises to no more than two (2)2. There is no limit on the number of puppies, defined as no more than four months old'. All statutory references are to the Burlingame Municipal Code unless otherwise noted. z Section 9.04.040. 3 Section 9.04.045. 1 Amending Chapter 9.04 of the Burlingame Municipal Code February 6, 2023 The Municipal Code also limits the number of cats kept on any premises to three (3)4. There is no limit on the number of kittens, defined as no more than two months olds. The City Council may allow for more than two (2) dogs or three (3) cats, but not to exceed five (5) dogs and/or cats total6. A resident seeking a permit to keep up to five cats and/or dogs must present a petition to the Council containing signatures from a majority of neighbors within 400' of the premises of the applicant. The permit is revocable at any time by the City Council. DISCUSSION Staff has recently received inquiries from residents seeking a permit to keep more than the allowable number of cats and/or dogs. Staff recommends amending the Municipal Code to authorize the City Manager or her designee, instead of the City Council, to act on permit applications. Delegating this authority to the City Manager will allow staff to respond more efficiently to permit requests. Staff also recommends amendments to allow for a maximum number of cats and/or dogs to be no more than five (5) animals over four months old, rather than distinguishing between the number of cats and dogs. The above amendments are intended to address pet owners, and not commercial pet breeders. A commercial cat or dog breeder must still comply with all zoning regulations, which are addressed in Title 25 of the Municipal Code. FISCAL IMPACT There is no fiscal impact in adopting this ordinance. Exhibit: • Proposed Ordinance 4 Section 9.04.054. s Section 9.04.054. 6 Section 9.04.060 2 ORDINANCE NO. AN ORDINANCE OF THE CITY OF BURLINGAME AMENDING CHAPTER 9.04, "ANIMALS," OF TITLE 9 OF THE BURLINGAME MUNICIPAL CODE, REGARDING THE NUMBER OF ALLOWABLE CATS AND DOGS; CEQA DETERMINATION: EXEMPT PURSUANT TO STATE CEQA GUIDELINES SECTION 15378 AND 15061(b)(3) WHEREAS, currently Chapter 9.04 of Title 9 of the Burlingame Municipal Code limits the number of allowable dogs (maximum of two) and cats (maximum of three) on any premises; and WHEREAS, currently Chapter 9.04 of Title 9 of the Burlingame Municipal Code provides for the City Council to conduct a hearing to consider petitions for keeping more than the allowable number of dogs or cats; and WHEREAS, the City Council wishes to amend Chapter 9.04 of the Burlingame Municipal Code to allow the City Manager or designee the authority to approve permits for keeping more than the maximum allowable number of dogs and cats. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BURLINGAME DOES ORDAIN AS FOLLOWS: Section 1. Incorporation of Recitals The recitals set forth above are true and correct, and are hereby incorporated herein by this reference as if fully set forth in their entirety. Section 2. Amending Chapter 9.04 of Title 9 of the Burlingame Municipal Code Chapter 9.04 or Title of 9 of the Burlingame Municipal Code is amended to read as follows. Additions are in underline text. Deletions are in strike+hreugh text Provisions not otherwise delineated remain unchanged. a) Section 9.04.040 of Chapter 9.04 of Title 9 of the Burlingame Municipal Code is deleted in its entirety and replaced with the following: 9.04.040 Number of Dogs and Cats on Premises Limited. It is a public nuisance for any person, firm or corporation to have, keep or maintain or cause to be kept or maintained on any premises with the City, more than a total of five (5) cats and / or dogs, or a combination thereof, either male or female, of four (4) months and over. b) Sections 9.04.050, 9.04.054, and 9.04.055 of Chapter 9.04 of Title 9 of the Burlingame Municipal Code are deleted in its entirety. c) Section 9.04.060 of Chapter 9.04 of Title 9 of the Burlingame Municipal Code is deleted in its entirety and replaced with the following: 9.04.060 Permit to Keep More Than Five Dogs and/or Cats — Consent of Neighbors The provisions of Section 9.04.040 are subject to the exception that the City Manager, or designee, may grant a permit to an adult resident of the City to have, keep or maintain more than a total of five (5) dogs and / or cats, when such resident presents to the City Manager or designee a petition containing the bona fide signatures of a majority of property owners or adult residents within four hundred feet (400') of the boundary lines of the premises of the applicant. The petition shall be accompanied by a drawing showing all adjoining or adjacent property with four hundred feet (400') from the boundary lines and property owners or adult residents owning or in possession of such property shall be eligible to sign the petition. The permit shall be revocable at any time by the City Manager or designee, by the City Council at its own motion, or upon a petition by a majority of property owners or adult residents within the radius. Section 3. CEQA Determination The City Council finds and determines this Ordinance is not a project within the meaning of section 15378 of the CEQA Guidelines because it has no potential for resulting in physical change in the environment, either directly or ultimately. In the event that this Ordinance is found to be a project under CEQA, it is subject to the CEQA exemption contained in CEQA Guidelines section 15061(b)(3) because it can be seen with certainty to have no possibility of a significant effect on the environment. Section 4. Severability If any section, subsection, clause or phrase of this Ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portion or sections of the Ordinance. The City Council of the City of Burlingame hereby declares that it would have adopted the Ordinance and each section, subsection, sentence, clause or phrase thereof irrespective of the fact that any one or more sections, subsections, sentences, clauses or phrases be declared unconstitutional. Section 5. Effective Date This Ordinance shall go into effect 30 days following its adoption. 2 Section 6. Publication The City Clerk is directed to publish this ordinance in a manner required by law. Section 7. Codification Section 2 of this Ordinance shall be codified in the Burlingame Municipal Code. Sections 1, 3, 4, 5, 6, and 7 shall not be so codified I, MEAGHAN HASSEL-SHEARER, City Clerk of the City of Burlingame, certify that the foregoing ordinance was introduced at a regular meeting of the City Council held on 6tn day of February 2023 and adopted thereafter at a regular meeting of the City Council held on the day of by the following votes: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ATTEST: Meaghan Hassel - Shearer, City Clerk 3 BURL`E AGENDA ITEM NO: 10a STAFF REPORT MEETING DATE: February 6, 2023 To: Honorable Mayor and City Council Date: February 6, 2023 From: Kevin Gardiner, Community Development Director — (650) 558-7253 Joseph Sanfilippo, Economic Development and Housing Specialist — (650) 558- 7264 Subject: Discussion of a Smoking Ban in the Broadway Commercial District RECOMMENDATION Staff recommends that the City Council receive the staff report and provide direction on whether to move forward with an ordinance to introduce a pilot smoking ban in the Broadway commercial district. BACKGROUND The Economic Development Subcommittee discussed the merits of a smoking ban in business districts at their November 17, 2022 meeting, after the idea was proposed by Broadway Business Improvement District (BID) President John Kevranian. Mr. Kevranian explained that he had received many complaints over the years related to smoking on the sidewalk, including increased air pollution and littering. These complaints increased after the introduction of parklets on the street. Mr. Kevranian further explained that the smoking presents challenges to proprietors and employees of Broadway businesses since the smoke enters their workplaces. Mr. Kevranian encouraged education as an enforcement mechanism, given the difficulties of enforcing a ban. Education could include storefront and/or street signage, press releases, and reminders from business owners. During this meeting, the Subcommittee suggested that a ban could be a tool for business owners to guide the public. They also requested a petition of Broadway businesses before recommending the item to the full City council. Staff visited each Broadway business with a petition, asking whether the respondents would be in favor of a smoking ban in the district. Of the 38 businesses reached, 25 supported a ban, one did not, and 12 declined to comment. At the December 14, 2022 Subcommittee meeting, staff noted potential difficulties with enforcement and suggested a long grace period prior to enforcement, partnered with widespread education. While the November 17 discussion was proposed as a citywide ban, the Subcommittee suggested that the Broadway BID would be prepared to "self -police" during a pilot phase of six months, given that 1 Discussion of a Pilot Broadway Smoking Ban February 6, 2023 merchants broadly supported it. (The Downtown Business Improvement District Board noted at their December meeting that they did not see a need for the ban Downtown at the time of the discussion). DISCUSSION While smoking is prohibited within 20 feet of public buildings by State law, the ban proposed before the City Council is intended to prohibit smoking in front of all street -facing Broadway businesses. The Subcommittee had suggested a pilot phase of six months, though this timeframe may be extended based on Council discussion. When considering the pilot program, it is also important to note that the City Council would be using their police power to provide for the public health, safety, and welfare of Burlingame citizens by discouraging the inherently dangerous effects of cigarette smoke. For that reason, any extension of the program would need to consider applying the ban to other pedestrian -oriented districts in the city, including Burlingame Avenue. Some jurisdictions have similar bans in place (Palo Alto, Santa Cruz, and Walnut Creek). Palo Alto staff said that their ban has generally been well -received and staff had received few complaints. Summaries of the Palo Alto and Walnut Creek ordinances are attached as exhibits to illustrate how a smoking ban ordinance may be crafted. FISCAL IMPACT The Subcommittee suggested that, should the City Council support moving forward with an ordinance to introduce a pilot smoking ban in Broadway, some City funds be allocated for "Smoke -free Broadway" signs for merchants to place in their windows. Depending on the nature of the signs, they could be printed on City Hall printers, or sent to a local printer at relatively nominal cost. Exhibits: • Summary of Palo Alto Smoking Ban Ordinance • Summary of Walnut Creek Smoking Ban Ordinance • Economic Development Subcommittee Meeting Minutes for November 17 and December 14, 2022 meetings 2 CITY OF PALO ALTO 1. Smoking and Vaping Ordinance Requirements The City of Palo Alto has two ordinances which restrict smoking to protect public health. The ordinances are summarized on this factsheet and reflect the requirements as of September 3, 2020. Definitions Electronic Cigarette Product: a) any device or delivery system used to deliver nicotine in aerosolized or vaporized form, including: e-cigarettes, e-cigars, e-pipes, vape pens, or e-hookahs, or any component, part, or accessory of such a device or delivery system that is used during its operation, and b) flavored and unflavored liquids or substances containing nicotine. Specific examples include: e-juice or liquid (flavored or unflavored), e-cigarette pods or cartridges (flavored or unflavored), any e-cigarette devices, puff bars or disposable e-cigarette products. Flavored Tobacco Product: includes flavored cigarettes, cigarillos or smokeless tobacco that imparts a characterizing taste or smell other than tobacco. Examples include: menthol, mint, wintergreen, fruit, candy, alcohol or spice flavors. Municipal Code 9.14-Smoking and Tobacco Regulations This ordinance restricts where tobacco may be used. Smoking/vaping is prohibited in: • Public spaces, e.g., all parks, open spaces and Palo Alto facilities, commercial dining areas, entryways, public events, recreation areas, service areas, commercial indoor areas, outdoor service areas (bus stops, ATMs, and ticket lines), employment places, construction worksites; • The Downtown Business District (the University Avenue area) ; • 25 feet from any door or window to any enclosed area; • All multi -unit residences with two or more units and common areas, excluding accessory dwelling units, and junior accessory dwelling units; • Exceptions: designated smoking areas established by commercial areas that are at least 25 feet away from any windows or doors to enclosed areas and include receptacles to control litter. Municipal Code 4.64-Permits for Retailers of Tobacco Products (TRP) This ordinance restricts where and which tobacco products may be sold. The current Tobacco Retail Permit: • Prohibits the sale of all electronic cigarette and flavored tobacco products at all Palo Alto retailers; • Prohibits pharmacies and vending machines from selling tobacco products; • Retailers must display a Tobacco Retail Permit and new retailers are not eligible for a permit if their business is located within 500 feet of another retailer or 1,000 feet of a school; • Limits storefront advertising of tobacco products; • Requires the County to administer permits, and Palo Alto Police Department to provide youth decoy undercover checks. • • cityofpaloalto.org/smokingordinance (650) 329-2122 smokingordinance@cityofpaloalto.org Last Update: October 14, 2013 C I T Y O F WALNUT CREEK Second Hand Smoke Ordinance Summary Smoking is prohibited in the following outdoor areas: (Effective October 31, 2013) • Throughout the downtown Pedestrian Retail District (Effective upon City Manager certification) • All areas within 25' feet from `Enclosed Places' (i.e. places of employment, public places, government buildings, multi -unit residences) • All city -owned parks, trails and open space areas (Effective upon City Manager certification) • Service Areas (i.e. any areas used to receive or wait for a service, including ticket lines and ATMs) • All public events • All outdoor dining areas In Multi -Unit Housing, smoking is prohibited (Effective January 29, 2014): • Within all existing multi -unit residential units • On all balconies, patios, decks and carports • All areas within 25' feet of Enclosed Areas (i.e. all multi -residential buildings, common areas, community centers and recreational areas) • Designated smoking areas may be provided if they meet the above criteria Landlord Responsibilities • Notify all tenants of the new smoking restrictions within 60 days from adoption (November 30, 2013) • Install `No Smoking' signage at each point of ingress within 120 days from adoption (January 29, 2014) • Include lease terms stating that smoking is a material breach of the lease, for all leases entered into or amended on or after January 29, 2014. Smoking is also prohibited: In any indoor workplace or indoor area open to the public, with the exception of Tobacco Retail Shops with a private smoking lounge attached. In every building or other place where smoking is prohibited by law, the owner, operator or manager must: • Post "No smoking" signs with letters not less than one inch in height, and the international "No Smoking" symbol (consisting of a burning cigarette in a red circle with a red bar across it), in clear and conspicuous locations on every building or other place where smoking is restricted by law. Enforcement: • All violations can be reported to the City's no -smoking hotline number at (925) 256-3535, or via e-mail at nosmoking_kwalnut-creek.org. Inquiries and reports will be responded to within 24-hours. • Initial violations will receive a warning notice and repeat violations may be subject to a citation and fee of $100 for first violations, $200 for second violations and $500 for each violation thereafter. City Council Economic Development Subcommittee BURL.INGAME MINUTES (DRAFT) Via Zoom Thursday, November 17, 2022 — 8:15 a.m. ATTENDANCE Members Present: Vice Mayor Michael Brownrigg, Councilmember Donna Colson Members Absent: None Staff Present: City Manager (CM) Lisa Goldman, Community Development Director (CDD) Kevin Gardiner, Parks & Recreation Director (PRD) Margaret Glomstad, Finance Director (FD) Helen Yu -Scott, Economic Development & Housing Specialist (EDS) Joseph Sanfilippo Members of the Public Present: John Kevranian (President of the Broadway Business Improvement District (BID), Jenny Kelleher (President of the Downtown Business Improvement District (DBID)), Bill Chiang (PG&E) READ AND APPROVE MINUTES FROM SEPTEMBER 14 MEETING Approved. DISCUSSION ITEMS Discussion of a Possible Smoking Ban in Business Districts EDS Sanfilippo introduced the topic, establishing that this idea was originally proposed by John Kevranian (President of the Broadway BID). Mr. Kevranian explained that his proposal rose from a variety of complaints he has received over the years, including smoking and littering outside of businesses (particularly after the introduction of parklets). He then explained that, though State law prohibits smoking within 25 feet of a building, the spaces are so near each other on Broadway that smoke will often waft across several storefronts. He also noted that South San Francisco and Palo Alto have smoking bans in business districts, and he would like to see a similar initiative in Burlingame. Mr. Kevranian further explained that he believed storefront and street signage, in addition to press releases on social media and in -person reminders, could be effective in reducing smoking on the street, given the difficulties of enforcing a ban. The Subcommittee and CM Goldman generally supported the idea but did have concerns over how the City would be able to enforce such an ordinance to avoid taking up police staff time. CM Goldman suggested that the ordinance could instead be used as a tool for business owners to guide the public. Councilmember Colson wondered if the ordinance would further exacerbate labor shortage issues, if employees who smoke would no longer wish to work in Burlingame. Mr. Kevranian suggested that this is more of a public health issue for customers and other employees. The Subcommittee asked for City Council Economic Development Subcommittee — Minutes November 17, 2022 (DRAFT) attestations from Broadway merchants that they would be in favor of the ordinance, even knowing that enforcement would be limited. They agreed that Broadway should serve as a pilot case before possibly extending the ban to Downtown or other business areas, should the ordinance move forward. Ideas to Facilitate PG&E Hookups EDS Sanfilippo introduced the topic, opening the floor to the Subcommittee and Bill Chiang from PG&E to discuss how to better serve residents and businesses. Mr. Chiang noted that PG&E has had many financial difficulties, which will continue through the end of the year due to the end of contracts with temporary laborers. Mr. Chiang suggested that the City encourage contractors coming in for Building or Planning permits to contact PG&E as early as possible in their process, especially for remodels or any projects increasing energy load. This would allow PG&E to avoid unnecessary delays by 1) notifying them of the project; 2) allowing them to evaluate the project area to understand energy load -bearing needs; and 3) allowing them to provide plan requirements so that projects are not found to be incompatible with existing PG&E equipment in the area. Councilmember Colson urged PG&E to provide a handout that the City could distribute at the permitting counter to summarize what is needed when contacting PG&E for various types of projects. Mr. Chiang noted that PG&E offers a plan check service that would likely be useful for most projects, and the process could be described in the handout. Miscellaneous Discussion The Subcommittee expressed interest in a workshop or research study into workforce challenges, potentially to be titled "Burlingame Talks About Jobs". This would examine any barriers to integrating a workforce (language/transportation/technological challenges) for Burlingame, and include a variety of testimonials from workers/unions and employers. The Subcommittee suggested starting this effort off with recurring check -in meetings with different sectors over the next year as possible. Councilmember Colson noted that a similar thought piece is being studied at the state and national level, and more information may be forthcoming before the Burlingame discussion begins in full. Action Items • EDS Sanfilippo will inquire with Palo Alto and South San Francisco staff about their smoking bans • Staff will work with PG&E to distribute handouts for residents and businesses interested in upgrading their systems, providing power to their space, etc. FUTURE AGENDA TOPICS 2 City Council Economic Development Subcommittee — Minutes November 17, 2022 (DRAFT) The December meeting will include a follow-up discussion on the consideration of a smoking ban pilot and a check -in with the hoteliers. PUBLIC COMMENTS There were no public comments. ADJOURNMENT Meeting adjourned at 9:15 a.m. Respectfully submitted, Joseph Sanfilippo Economic Development & Housing Specialist 9 City Council Economic Development Subcommittee E k. BURLIINWv MINUTES (DRAFT) a Via Zoom Wednesday, December 14, 2022 — 8:15 a.m. ATTENDANCE Members Present: Vice Mayor Michael Brownrigg, Councilmember Donna Colson Members Absent: None Staff Present: City Manager (CM) Lisa Goldman, Community Development Director (CDD) Kevin Gardiner, Parks & Recreation Director (PRD) Margaret Glomstad, Finance Director (FD) Helen Yu - Scott, Economic Development & Housing Specialist (EDS) Joseph Sanfilippo, Assistant City Attorney (ACA) Scott Spansail Members of the Public Present: John Kevranian (President of the Broadway Business Improvement District (BID), John Hutar (CEO of The San Francisco Peninsula (SFP)), Kevin Kretsch (Hyatt Regency), Lisa Kershner (SFO Marriott Waterfront), Susan Baker (Burlingame/SFO Chamber of Commerce) READ AND APPROVE MINUTES FROM NOVEMBER 17 MEETING Approved. DISCUSSION ITEMS Check -in with Hoteliers EDS Sanfilippo introduced the topic, with Vice Mayor Brownrigg explaining that a particular interest of the Subcommittee was to hear whether labor constraints were substantially impacting local hoteliers. Mr. Hutar presented some recent data, noting that occupancy has been steadily increasing, though the average daily rate (ADR) remains below 2019 peaks. Business travel is still lagging, particularly amid large-scale tech layoffs. Ms. Kershner requested that the City provide the hoteliers/SFP event information to publish and assist with marketing in a competitive national market. Councilmember Colson noted that Topgolf would be coming relatively soon, with CM Goldman explaining that the anticipated opening is in 2026. Ms. Kershner also proposed the creation of a city Arts Commission. To the question of labor, both hoteliers present offered different experiences: one struggling with "quick quits" and another that has seen generally stable employment, attributed to its unionized hourly staff, but now struggling with attracting managerial staff. John Kevranian questioned if bringing back the Burlingame Trolley would assist hoteliers with City Council Economic Development Subcommittee — Minutes December 14, 2022 (DRAFT) marketing. Ms. Kershner suggested that the hoteliers would have some trouble financially supporting the trolley should it return, particularly with increasing shuttle costs for individual hotels and some concerns about the infrequency of the trolley runs during its original operation. Vice Mayor Brownrigg noted that the City would be exploring a city-wide shuttle system given the large-scale developments on the Bayfront. Mr. Hutar wondered if the hoteliers could support the City in securing funding for the Broadway Grade Separation, to which Vice Mayor Brownrigg suggested that SFP and all hoteliers send individual letters of support for the project to assist with 2023 lobbying efforts. For other marketing efforts, Councilmember Colson suggested a coordinated city-wide holiday lighting campaign. She suggested that discussions begin in May or June so there would be adequate time for planning. She also noted a plan to create an "art walk" to highlight art throughout the city, though she believed she would need an intern to work on the initiative given workloads of current staff. Discussion of a Possible Smokina Ban in Business Districts EDS Sanfilippo introduced the topic, which was originally proposed by John Kevranian (President of the Broadway BID). Results of a petition of 38 Broadway merchants showed that 25 would support a ban, 1 would not, and 12 declined to comment. Mr. Kevranian reiterated that the request comes out of concern for public health, corroborated by Ms. Baker. ACA Spansail noted some concerns with enforcement, particularly for police officers that would theoretically have to enforce the ban. He emphasized the importance of education and a long grace period prior to enforcement. He also suggested that the ban would likely need to apply to all business districts given the broad applicability of such an ordinance. The Subcommittee suggested that, since the request came from the Broadway BID, those merchants would be prepared to "self -police" during a 6-month pilot phase. They supported the item being brought to the full Council some time early next year, with Vice Mayor Brownrigg requesting that the staff report include a small commitment of City funds for "Smoke -free Broadway" window signs. They also requested a defined boundary for the district (e.g. all street -facing properties on Broadway, etc.). EDS Sanfilippo also noted that the DBID Board did not feel a strong need for the ordinance at this time, though they could see it being applicable in the future. Miscellaneous Discussion There was no miscellaneous discussion. Action Items • Staff will bring a pilot smoking ban ordinance discussion item to the City Council early in 2023 2 City Council Economic Development Subcommittee — Minutes December 14, 2022 (DRAFT) FUTURE AGENDA TOPICS The January meeting will include a discussion of the Subcommittee's 2023 workplan for the year. PUBLIC COMMENTS There were no public comments. ADJOURNMENT Meeting adjourned at 9:15 a.m. Respectfully submitted, Joseph Sanfilippo Economic Development & Housing Specialist 9