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HomeMy WebLinkAbout2017-10-25 e-packet@7:00Wednesday, October 25, 2017 7:00 PM City of South San Francisco P.O. Box 711 South San Francisco, CA Municipal Services Building, Council Chambers 33 Arroyo Drive, South San Francisco, CA City Council Regular Meeting Agenda October 25, 2017City Council Regular Meeting Agenda PEOPLE OF SOUTH SAN FRANCISCO You are invited to offer your suggestions. In order that you may know our method of conducting Council business, we proceed as follows: The regular meetings of the City Council are held on the second and fourth Wednesday of each month at 7:00 p.m. in the Municipal Services Building, Council Chambers, 33 Arroyo Drive, South San Francisco, California. The City Clerk will read successively the items of business appearing on the Agenda. As she completes reading an item, it will be ready for Council action. PRADEEP GUPTA, Mayor LIZA NORMANDY, Vice Mayor KARYL MATSUMOTO, Councilwoman RICHARD A. GARBARINO, Councilman MARK ADDIEGO, Councilman FRANK RISSO, City Treasurer KRISTA MARTINELLI, City Clerk MIKE FUTRELL, City Manager JASON ROSENBERG, City Attorney PLEASE SILENCE CELL PHONES AND PAGERS HEARING ASSISTANCE EQUIPMENT AVAILABLE FOR USE BY THE HEARING IMPAIRED AT CITY COUNCIL MEETINGS In accordance with California Government Code Section 54957.5, any writing or document that is a public record, relates to an open session agenda item, and is distributed less than 72 hours prior to a regular meeting will be made available for public inspection in the City Clerk’s Office located at City Hall. If, however, the document or writing is not distributed until the regular meeting to which it relates, then the document or writing will be made available to the public at the location of the meeting, as listed on this agenda. The address of City Hall is 400 Grand Avenue, South San Francisco, California 94080. Page 2 City of South San Francisco Printed on 12/7/2017 October 25, 2017City Council Regular Meeting Agenda CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE AGENDA REVIEW PRESENTATIONS Presentation of new employees. (Mich Mercado, Human Resources Manager)1. Presentation of the 2016 San Francisco Business Times Real Estate Deals of the Year Award for The Cove at Oyster Point. (Alex Greenwood, Director, Department of Economic and Community Development) 2. Presentation of the 2017 Platinum Level Beacon Spotlight Award for 22 percent Agency Energy Savings, and the 2017 Gold Level Beacon Spotlight Award for Best Practice Activities from the Statewide Energy Efficiency Collaborative and the Institute for Local Government. (Sailesh Mehra, Planning Manager, Department of Economic and Community Development) 3. Certificates of Recognition to Dave Casagrande and Bill Zemke for their countless hours of volunteerism at the Plymire-Schwarz house. (Richard Garbarino, Councilmember) 4. Proclamation acknowledging the contributions to the community of the San Mateo County LGBT Commission. (Pradeep Gupta, Mayor) 5. PUBLIC COMMENTS COUNCIL COMMENTS/REQUESTS PUBLIC HEARING Report regarding an ordinance adding Chapter 20.375 of the South San Francisco Municipal Code pertaining to the regulation of Small Cell Wireless Communications Facilities. (Jason Rosenberg, City Attorney) 6. Ordinance adding Chapter 20.375 of the South San Francisco Municipal Code pertaining to the regulation of Small Cell Wireless Communications Facilities. 6a. Report regarding an ordinance modifying regulations related to accessory dwelling units Citywide, in accordance with South San Francisco Municipal Code Chapter 20.550 ("Amendments to Zoning Ordinance and Map"). (Rozalynne Thompson, Associate Planner) 7. Page 3 City of South San Francisco Printed on 12/7/2017 October 25, 2017City Council Regular Meeting Agenda Ordinance amending the South San Francisco zoning ordinance, related to accessory dwelling units Citywide, in accordance with South San Francisco Municipal Code Chapter 20.550 ("Amendments to Zoning Ordinance and Map"). 7a. ADMINISTRATIVE BUSINESS Report regarding a resolution authorizing the acceptance of a $10,000 donation to the Parks and Recreation Department from Bimbo Bakeries USA to install a new drinking fountain, landscaping, and interpretive signage on Centennial Way at South Spruce Avenue, and amending the Parks and Recreation Department’s Fiscal Year 2017-18 Operating Budget pursuant to budget amendment #18.010. (Sharon Ranals, Director, Parks and Recreation) 8. Resolution authorizing the acceptance of a $10,000 donation to the Parks and Recreation Department from Bimbo Bakeries USA to install a new drinking fountain, landscaping, and interpretive signage on Centennial Way at South Spruce Avenue, and amending the Parks and Recreation Department’s Fiscal Year 2017-18 Operating Budget pursuant to budget amendment #18.010. 8a. Report regarding a resolution approving a five year agreement with CivicPlus, Inc. of Manhattan, Kansas in an amount not to exceed $290,493 to host and provide related services for a recreation management system. (Sharon Ranals, Parks and Recreation Director) 9. Resolution authorizing the City Manager to execute a five year agreement with CivicPlus, Inc. of Manhattan, Kansas in an amount not to exceed $290,493 to host and provide related services for a recreation management system. 9a. Report regarding an ordinance approving an amendment to the contract between the Board of Administration, California Public Employees’ Retirement System and the City Council, City of South San Francisco, implementing the ability for Classic Safety members to pay a portion of the employer share of their California Public Employees’ Retirement System pension costs. (LaTanya Bellow, Human Resources Director) 10. An ordinance approving an amendment to the contract between the Board of Administration, California Public Employees’ Retirement System and the City Council, City of South San Francisco, implementing the ability for Classic Safety members to pay a portion of the employer share of their California Public Employees’ Retirement System pension costs. 10a. CONSENT CALENDAR Motion to approve the Minutes from the meetings of March 8, 2017, March 22, 2017 and October 11, 2017. 11. Page 4 City of South San Francisco Printed on 12/7/2017 October 25, 2017City Council Regular Meeting Agenda Motion confirming payment registers for October 25, 2017. (Richard Lee, Director of Finance) 12. Motion to cancel the Regular City Council meetings on November 22, 2017 and December 27, 2017. (Mike Futrell, City Manager) 13. Report regarding resolution of the City Council of the City of South San Francisco approving the two applications for grant funds from the Habitat Conservation Fund Program in the amounts of $100,000 from the Trails Category and $9,250 from the Wildlife Area Activities Category for a total of $109,250. (Sharon Ranals, Parks and Recreation Director) 14. Resolution of the City Council of the City of South San Francisco approving the two applications for grant funds from the Habitat Conservation Fund Program in the amounts of $100,000 from the Trails Category and $9,250 from the Wildlife Area Activities Category for a total of $109,250. 14a. Report regarding a resolution authorizing the acceptance of $25,000 in grant funding from the Woodlawn Foundation to support the Community Learning Center’s after-school homework program and approve Budget Amendment 18.011. (Valerie Sommer, Library Director) 15. Resolution authorizing the acceptance of $25,000 in grant funding from the Woodlawn Foundation to support the Community Learning Center’s after-school homework program and approve Budget Amendment 18.011. 15a. Report regarding a resolution of support for the filing of an application for funding assigned to Metropolitan Transportation Commission and committing any necessary matching funds and stating assurance to complete the Plans, Specifications and Estimates Phase for the US 101 Produce Avenue Interchange Project. (Richard Cho, Senior Civil Engineer) 16. Resolution of support for the filing of an application for funding assigned to Metropolitan Transportation Commission and committing any necessary matching funds and stating assurance to complete the Plans, Specifications and Estimates Phase for the US 101 Produce Avenue Interchange Project. 16a. ITEMS FROM COUNCIL – COMMITTEE REPORTS AND ANNOUNCEMENTS ADJOURNMENT Page 5 City of South San Francisco Printed on 12/7/2017 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-754 Agenda Date:10/25/2017 Version:1 Item #:1. Presentation of new employees. (Mich Mercado, Human Resources Manager) City of South San Francisco Printed on 10/19/2017Page 1 of 1 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-1000 Agenda Date:10/25/2017 Version:1 Item #:2. Presentation of the 2016 San Francisco Business Times Real Estate Deals of the Year Award for The Cove at Oyster Point.(Alex Greenwood, Director, Department of Economic and Community Development) BACKGROUND/DISCUSSION The San Francisco Business Times awarded the City of South San Francisco with the 2016 Superlative Real Estate Deal of the Year Award for The Cove at Oyster Point, Phase 1. Every year brokers,developers,architects,contractors,and others in the development community submit their biggest,best,and most complex projects throughout the Bay Area for consideration of the San Francisco Business Times Deals of the Year awards program;but only the top 24 are selected,and fewer receive a Superlative Award for excellence.The Cove at Oyster Point was selected for Superlative recognition.The site is located at 151-171 Oyster Point Boulevard,and Phase 1 includes one million square feet.The second phase includes fully leased,230,000 square feet under construction,and the third phase includes 336,000 square feet. There will also be 20,000 square feet of retail, 30,000 square feet of amenities, and a hotel. The Award is the result of the diligence and creative thinking of City staff and private partners. City of South San Francisco Printed on 10/19/2017Page 1 of 1 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-1002 Agenda Date:10/25/2017 Version:1 Item #:3. Presentation of the 2017 Platinum Level Beacon Spotlight Award for 22 percent Agency Energy Savings,and the 2017 Gold Level Beacon Spotlight Award for Best Practice Activities from the Statewide Energy Efficiency Collaborative and the Institute for Local Government.(Sailesh Mehra,Planning Manager,Department of Economic and Community Development) BACKGROUND/DISCUSSION The Beacon Program is sponsored by the Institute for Local Government and the Statewide Energy Efficiency Collaborative.The Statewide Energy Efficiency Collaborative (SEEC)is an alliance to help cities and counties reduce greenhouse gas emissions and save energy.SEEC is a collaboration between three statewide non-profit organizations and California’s four Investor Owned Utilities.The Beacon Program provides a framework for local governments to share best practices that create healthier,more vibrant,and sustainable communities.The program honors voluntary efforts by local governments to reduce greenhouse gas emissions,save energy,and adopt policies that promote sustainability. The Beacon Spotlight Awards recognizes an agency’s holistic approach to addressing climate change.The Beacon Program recently honored the City of South San Francisco at the California League of Cities Annual Conference in Sacramento,California,by presenting two Spotlight Awards from the Statewide Energy Efficiency Collaborative and the Institute for Local Government: (1)The 2017 Platinum Level Beacon Spotlight Award for 22 percent Agency Energy Savings -awarded as a result of energy efficiency retrofits undertaken at agency facilities. (2)The 2017 Gold Level Beacon Spotlight Award for Best Practice Activities -awarded for completed or ongoing activities undertaken to address best practices in sustainability. These awards are the result of the hard work and creative thinking of the planning and building staff members of the Department of Economic and Community Development at the City of South San Francisco. City of South San Francisco Printed on 10/19/2017Page 1 of 1 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-1014 Agenda Date:10/25/2017 Version:1 Item #:4. Certificates of Recognition to Dave Casagrande and Bill Zemke for their countless hours of volunteerism at the Plymire-Schwarz house. (Richard Garbarino, Councilmember) City of South San Francisco Printed on 10/19/2017Page 1 of 1 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-1015 Agenda Date:10/25/2017 Version:1 Item #:5. Proclamation acknowledging the contributions to the community of the San Mateo County LGBT Commission. (Pradeep Gupta, Mayor) City of South San Francisco Printed on 10/19/2017Page 1 of 1 powered by Legistar™ IN RECOGNITION OF THE EFFORTS OF THE SAN MATEO COUNTY LESBIAN, GAY, BISEXUAL, TRANSGER, AND QUEER (LGBTQ) COMMISSION October 25, 2017 WHEREAS, the San Mateo County Board of Supervisors established the San Mateo County LGBTQ Commission on June 3, 2014; and WHEREAS, the San Mateo County LGBTQ Commission is California’s first County commission focused on the needs of the LGBTQ community; and WHEREAS, the San Mateo County LGBTQ Commission is committed to cultivating South San Francisco and the County as a welcoming and safe environment, where the LGBTQ community can thrive; and WHEREAS, the San Mateo County LGBTQ Commission values a healthy and engaged community, and provides a forum for developing collaborative solutions to the diverse needs of the LGBTQ community; and WHEREAS, the San Mateo County LGBTQ Commission envisions South San Francisco and the County as areas where all LGBTQ individuals are treated fairly and with dignity and respect in all settings, i.e. business, government, cultural, educational, faith-based, recreational, and community; and WHEREAS, the San Mateo County LGBTQ Commission has prepared a comprehensive, confidential survey for LGBTQ individuals living and working in San Mateo County to determine if LGBTQ individuals have access to, can fully avail themselves of, and are fully participating in the County’s wide ranging and culturally competent services, including career, educational, financial, gainful employment, healthcare, housing, and other wellness services; and WHEREAS, in June 2017 the San Mateo County LGBTQ Commission launched the survey on its website and has begun to widely publicize and encourage participation in the survey; and WHEREAS, the collection of unbiased survey data and analyzed results will help the San Mateo County LGBTQ Commission thoughtfully address the topics of importance for LGBTQ individuals in South San Francisco, as well as cities and towns in the County. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of South San Francisco recognize and congratulate the many efforts to date of the San Mateo County LGBTQ Commission in South San Francisco and the County. ________________________________ Pradeep Gupta, Mayor ________________________________ Liza Normandy, Vice Mayor ________________________________ Mark Addiego, Councilmember ________________________________ Richard Garbarino, Councilmember ________________________________ Karyl Matsumoto, Councilmember Dated: October 25, 2017 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-1066 Agenda Date:10/25/2017 Version:1 Item #:6. Report regarding an ordinance adding Chapter 20.375 of the South San Francisco Municipal Code pertaining to the regulation of Small Cell Wireless Communications Facilities.(Jason Rosenberg, City Attorney) RECOMMENDATION Staff recommends that the City Council make findings and introduce an ordinance adding Chapter 20.375 of the South San Francisco Municipal Code pertaining to the regulation of Small Cell Wireless Communications Facilities, and waive further reading. BACKGROUND Under existing federal and state law,local municipalities must permit telecommunications providers access to the City’s right-of-way,but nonetheless retain authority to regulate wireless the time,place and manner in which telecommunication facilities locate within the public right-of-way.Cities also have the authority to impose discretionary permit requirements and require reasonable compensation. California Senate Bill (SB)649,which was vetoed by Governor Brown on October 15,2017,would have introduced a new regulatory scheme for Small Cell Wireless Communications Facilities (SCWF)within and outside the public right-of-way.Under SB 649,municipalities would have had to allow SCWF to locate in the public right-of-way and in any zone that includes a commercial or industrial use,subject only to a ministerial permit process,and feasible design and collocation standards.SB 649 also provided that local governments may only charge certain limited fees for SCWF attachment and staff cost recovery. Currently,wireless telecommunication facilities within the City of South San Francisco (“City”)are collectively regulated under Chapter 20.370 of the South San Francisco Municipal Code.The proposed ordinance would add a new Chapter 20.375 to the Municipal Code to specifically address SCWF within the City, while leaving remaining wireless communication facilities to be regulated by Chapter 20.370. DISCUSSION The proposed ordinance would establish a comprehensive set of requirements and standards to regulate SCWF development,siting,installation,operation,and cessation.These requirements aim to protect and promote public safety,community welfare,and municipal aesthetics consistent with the goals,objectives,policies of the General Plan and in conformance with federal and state law, including Public Utilities Code Section 7901. The proposed ordinance would define relevant terms in SCWF regulation;prescribe permitted facilities and license areas;impose standard requirements for all SCWF installation,operation,maintenance and cessation of operation;require SCWF applicants to obtain a ministerial permit in compliance with permit criteria;and City of South San Francisco Printed on 10/19/2017Page 1 of 3 powered by Legistar™ File #:17-1066 Agenda Date:10/25/2017 Version:1 Item #:6. establish a permit review and approval process. Further,the proposed ordinance would establish the above requirements while conforming with state and federal law mandates.It would further create general requirements for all SCWF installation,operation, maintenance and cessation that are consistent with Municipal Code requirements for other types of public works projects.The proposed ordinance would also establish a preferential order of locations for SCWF installation in the public right-of-way as well as in all zones with an industrial or commercial use.Within these permitted locations,the proposed ordinance,to the maximum extent feasible,would impose design and collocation requirements to protect community aesthetics and views in the public right-of-way consistent with the City’s goals,including the existing design and location preferences for other wireless communications facilities regulated by Chapter 20.370,while conforming to the limitations set by state law.Finally,the proposed ordinance would provide a mechanism for the City and the wireless provider to enter into a Master License Agreement for SCWF installations on City-owned poles or other structures.The Master License Agreement would enable the City to negotiate additional terms of operation with the service provider and retain a broader scope of municipal oversight. Following the Governor’s veto of SB 649,City staff revisited the draft ordinance to ascertain whether the City staff recommends proceeding with an ordinance regulating SCWF,and if so,whether any revisions to the draft ordinance were recommended.City staff felt comfortable that the majority of the regulations contained in the ordinance presented to the Planning Commission on September 21st and originally scheduled to be heard by the City Council on October 11th were appropriate to regulate SCWF,while creating legislation that would proactively seek to address new technology deployment within the City. In light of those stated goals, the draft ordinance was modified as follows: ·Adds a list of preferred locations for SCWFs in the Right of Way (ROW),subject to an applicant’s documentation demonstrating that locating SCWFs on a higher ranked option is not feasible. ·Requires applicants to obtain a Minor Use Permit for applicants seeking a waiver or modification of permit conditions required by the proposed ordinance,subject to the review and approval by the Chief Planner.The Minor Use Permit does not relieve an applicant of the obligation to obtain an encroachment permit or a building permit in accordance with requirements of the ordinance. ·Requires applicants to comply with state and federal laws and regulations regarding SCWFs,and to bring facilities in compliance with updates to such laws and regulations within six months of the new law or regulation’s effective date. ·Requires applicants to hold neighborhood outreach meetings. ·Removes fee calculation methods required by SB 649 and replaced fee calculations with the rate to be set by the City’s Master Fee Schedule. ·Provides that SCWF applications are subject to concurrence by the City Manager or his/her designee, based on review and recommendations from the Chief Planner and staff. Additional discussion on the legislative background and the contents of the proposed ordinance is contained in City of South San Francisco Printed on 10/19/2017Page 2 of 3 powered by Legistar™ File #:17-1066 Agenda Date:10/25/2017 Version:1 Item #:6. Additional discussion on the legislative background and the contents of the proposed ordinance is contained in the Planning Commission staff report attached hereto and dated September 21, 2017. ENVIRONMENTAL REVIEW Adoption of the proposed ordinance will not result in any new environmental impact since the additions, refinements and clarifications set forth in the proposed ordinance,as related to small cell wireless communication facilities,are minor in nature.The proposed ordinance is not subject to the requirements of the California Environmental Quality Act (CEQA)pursuant to California Code of Regulations Title 14,Chapter 3, section 15303, class 3, “New Construction or Conversion of Small Structures”. FISCAL IMPACT The proposed ordinance would establish two types of fees relating to the permitting of SCWF.First,the proposed ordinance requires SCWF applicants that are attaching to City structures to pay a Right-of-Way Pole Usage Fee,which would be set in the Master Fee Schedule and contained in any Master License Agreement with the carriers.The City would be free to negotiate and agree to terms by entering into a Master License Agreement with a provider for each of the provider’s small cell sites in the public right-of-way within the City. Second,the proposed ordinance would require SCWF applicants to pay a processing fee for the applicant and permit process in accordance with the City’s Master Fee Schedule.Presumably,this processing fee would also be accompanied by a reimbursement agreement for legal services and environmental consultants. Staff has conducted research regarding the range of pole attachment fees for SCWF attachments.Annual attachment fees range from $270 (Palo Alto),$1,000 (San Mateo)to $1,500 (Cupertino,Campbell,Dublin and Milpitas).The City of San Jose adopted a stepped attachment fee schedule.Although San Jose charges up to $5,000 per attachment,which may be considerably higher than comparable Bay Area cities,their tiered structure may be worth considering adopting here.San Jose’s tiered rate structure has lower attachment fees for preferred designs and higher rates for SCWF that do not meet the city’s preferred design criteria. If the Council introduces the ordinance,City staff will provide the City Council with a draft template Master License Agreement at a subsequent City Council meeting,along with a proposed fee structure for pole attachment fees. CONCLUSION Staff recommends that the City Council make findings and introduce an ordinance making revisions to Title 20 of the South San Francisco Municipal Code,related to the regulation of Small Cell Wireless Communications Facilities citywide and waive further reading. Attachments 1.Planning Commission Staff Report dated September 21, 2017 2.Draft Planning Commission Minutes of September 21, 2017 Meeting 3.Powerpoint presentation City of South San Francisco Printed on 10/19/2017Page 3 of 3 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-943 Agenda Date:9/21/2017 Version:1 Item #:3. Report regarding Zoning Text Amendment to add Chapter 20.375 to the South San Francisco Municipal Code pertaining to the regulation of Small Cell Wireless Communications Facilities,in accordance with South San Francisco Municipal Code Chapter 20.550 ("Amendments to Zoning Ordinance and Map")(Allison Knapp, Planning Consultant) RECOMMENDATION Staff recommends that the Planning Commission make findings and adopt a Resolution recommending that the City Council adopt an Ordinance making revisions to Title 20 (“Zoning”)of the South San Francisco Municipal Code, related to Small Cell Wireless Communications Facilities regulations. BACKGROUND/DISCUSSION Senate Bill (SB)649 defines and prescribes the location and specific permitting requirements for the installation of small cell wireless communications facilities (SCWF).As of September 13,2017,SB 649 has been passed by the state assembly and the state senate.It will now go to the Governor for his consideration. SCWF are required to be permitted within the public-right-of-way.SB 649 also requires SCWF to be permitted outside of the public right-of-way in any zone that includes a commercial or industrial use subject to feasible design and collocation requirements,which is defined as,“reasonable and objective specifications concerning the physical structure,construction,location,and appearance of a small cell,provided that those specifications facilitate the installation of the small cell…” SB 649 mandates that SCWF are to be considered a permitted use subject to a specified ministerial permitting process adopted by the City,such as an encroachment and/or building permit,or its equivalent.The definition of SCWF excerpted from SB 649, and proposed in the draft ordinance is: 20.375.002.G.Small Cell Wireless Facility.A Small Cell Wireless Facility means a wireless telecommunications facility,as defined in paragraph (2)of subdivision (d)of Section 65850.6 of the Government Code,as amended,or a wireless facility that uses licensed or unlicensed spectrum and that meets the following requirements: 1.The small cell antenna(s)on the structure,excluding certain Ancillary Equipment as specified in this subsection, total no more than six cubic feet in volume, whether an array or separate. 2.Any individual piece of any Ancillary Equipment,except those specified in this subsection,on pole structures does not exceed nine cubic feet. 3.The cumulative total of any Ancillary Equipment,except those specified in this subsection,on pole structures does not exceed 21 cubic feet. 4.The cumulative total of any ground-mounted equipment along with all Ancillary Equipment, except those specified in this subsection,on any pole or nonpole structure does not exceed 35 cubic feet. 5.A Micro wireless facility,which shall be defined as a small cell that is no larger than 24 inchesCity of South San Francisco Printed on 9/15/2017Page 1 of 7 powered by Legistar™ File #:17-943 Agenda Date:9/21/2017 Version:1 Item #:3. 5.A Micro wireless facility,which shall be defined as a small cell that is no larger than 24 inches long,15 inches in width,12 inches in height,and that has an exterior antenna,if any,no longer than 11 inches. 6. For the purposes of this subsection, the following types of Ancillary Equipment are excluded from the calculation of equipment volume: a. Electric meters and any required pedestal; b. Concealment elements such as a stealth facility; c. Any telecommunications demarcation box; d. Grounding equipment, power transfer switch; e. Cutoff switch; f. Vertical cable runs for the connection of power and other services; and g. Equipment concealed within an existing building or structure. Permitted Facilities and License Areas SB 649 states that a SCWF shall be a permitted use subject only to a ministerial permitting process adopted by the City if it is located in a public right-of-way in any zone,or on existing structures on private property in any zone that includes a commercial or industrial use and the SCWF complies with all applicable federal,state, and local health and safety regulations,including the federal Americans with Disabilities Act of 1990 (42 U.S.C. Sec. 12101 et seq.). In compliance with state law, the proposed draft ordinance states: 20.375.003.A. Permitted Facilities.Subject to compliance with all applicable provisions of this chapter, Small Cell Wireless Facilities shall, pursuant to a Small Cells Attachment Permit, be permitted in License Areas, which are designated as follows: 1.On existing structures within the public right-of-way in all zoning districts; and 2.On existing structures located outside of the public right-of-way in any zone that includes a commercial or industrial use. B. Permitted Locations.Subject to compliance with all applicable provisions of this chapter, the Permitted Locations for Small Cell Wireless Facilities within License Areas are as follows: 1. Small Cell Wireless Facilities in the public right-of-way in all zoning districts shall be located on existing light poles only. If an Applicant demonstrates that locating on an existing light pole is not feasible or practicable, the Applicant shall propose an existing structure in the public right-of-way that is not readily visible. Staff proposes a process to review and approve attachments to and placements of SCWF and Ancillary Equipment in the public right-of-way and private property.The process includes staff-level design review,and assurances that the provisions of (proposed)20.375 are met,and continue to be met.The applicant would be required to mail a public notice to all addresses within specified radii of the facility once the application has been deemed complete. For SCWF within the public right-of-way,staff approval of an encroachment permit,including the standard conditions thereto that address repair and replacement of public property,and insurance and indemnification City of South San Francisco Printed on 9/15/2017Page 2 of 7 powered by Legistar™ File #:17-943 Agenda Date:9/21/2017 Version:1 Item #:3. requirements, would result in procurement of a “Small Cell Attachment Permit.” For SCWF located on private property,staff has included Design and Location Preferences in keeping with the requirements other wireless communications facilities as stated in Chapter 20.370 Antennas and Wireless Communications Facilities.When a lower ranked alternative is proposed,the applicant will be required to provide technical information demonstrating that a higher ranked option is not technically feasible in light of the provider’s service objectives. 20.375.003.B.2.a. Design Preferences. i.Building-or structure-mounted antennas that are not readily visible or are completely concealed from view because of integration into design of nonresidential buildings or structures erected and approved for use other than as wireless telecommunications support. ii.Building-or structure-mounted antennas set back from roof edge and not visible from the public right-of-way or from surrounding properties. iii.On existing communication towers,existing signal,light or similar kinds of permanent poles not supplying electric,telephone or similar service and not in the public right-of-way,or utility facilities not subject to the City’s franchise agreements. iv. Nonbuilding- or structure-mounted alternative tower structures. b. Location Preferences i. In any Nonresidential District and co-located with existing conforming facilities. ii. In any Nonresidential District and located more than 600 feet from a Residential District. iii.On Nonresidential Structures in residential districts and located more than 600 feet from a Residential Structure. iv. In any Nonresidential District and located less than 600 feet from a Residential District. Staff approval of a building permit for facilities on private property would result in the procurement of a “Small Cell Attachment Permit”.The respective permits that are applicable to SCWF are indicated in Section 20.375.003.D “Permits Required”. Standard Requirements Protection of public health,safety and welfare is addressed in proposed 20.375.004 Standard Requirements. This section addresses federal,state and local standards,as well as noise,safety,maintenance and electrical metering.Applicants are also required to provide evidence of compliance with radio frequency emissions standards per the Federal Communications Commission. Permit Requirements Pursuant to SB 649 cities are permitted to adopt permit requirements for the placement of SCWF(s)that are the same permit requirements for similar construction projects.The proposed ordinance addresses these permit requirements in various sections,most notably 20.375.005.The language follows the similar design City of South San Francisco Printed on 9/15/2017Page 3 of 7 powered by Legistar™ File #:17-943 Agenda Date:9/21/2017 Version:1 Item #:3. requirements in various sections,most notably 20.375.005.The language follows the similar design construction requirements identified in SSFMC Chapter 20.370 Antennas and Wireless Communications Facilities. The proposed language is: 20.375.005 Permit Requirements A.General Standards.Small Cell Wireless Facilities and any Ancillary Equipment shall be located and designed and whenever possible screened to blend with the existing natural or built surroundings. Improvements which will be primarily viewed against soils,trees or grasslands shall be painted colors matching these landscapes while elements which rise above the horizon shall be painted a blue gray that matches the typical sky color at that location. B.Ancillary/Supporting Infrastructure.Ancillary Equipment and any support facilities for Small Cell Wireless Facilities located in the public right-of-way shall be undergrounded unless determined infeasible by the City Engineer.The City Engineer shall determine feasibility based on any competing infrastructure near the Small Cell Wireless Facility,safety,hydrological,geologic or other similar conditions that would impede undergrounding. 1.In the event that undergrounding is not feasible as determined by the City Engineer,the Ancillary Equipment and any supporting infrastructure shall be concealed in a stealth facility, which may include but are not limited to partial undergrounding,landscaping,or decorative treatment of the cabinet.Stealth facility or other concealment measures shall comply with all applicable laws, including the American Disabilities Act. C.Pole Designs.All Small Cell Wireless Facility pole installations shall be sufficiently designed and engineered such that no additional supporting hardware is required beyond the pole itself.A Small Cell Wireless Facility that is affixed to an existing light pole shall be painted and/or textured to match that structure. D.Non-Reflective Materials.Small Cell Wireless Facilities shall be constructed out of non-reflective materials (visible exterior surfaces only),or materials and colors consistent with surrounding backdrop. Anodized metal is an acceptable treatment. E. Design Preservation.Applicants are responsible for maintaining and preserving approved design and aesthetic features for each facility, Ancillary Equipment and any support infrastructure, including but not limited to color, tint, shade, treatment, painting, surface treatment, replacement landscaping, stealth design, and concealment. F. Security Fencing.Under no circumstances shall security fencing be permitted. Permit Application Submittal Requirements Proposed 20.375.006 Permit Application Submittal Requirements identifies the application requirements including submitting proof of the right to use the property subject to the application and application fees and pole usage fees.Site plans,including the layout and placement of SCWF and all ancillary equipment defined by local ordinance as well as SB 649, photo simulations and camouflage and/or matching methods are required. SB 649 would authorize the City to charge three types of fees relating to SCWF:an annual charge for each small cell attached to the City’s light poles,an annual attachment rate and a one-time reimbursement fee.The City of South San Francisco Printed on 9/15/2017Page 4 of 7 powered by Legistar™ File #:17-943 Agenda Date:9/21/2017 Version:1 Item #:3. small cell attached to the City’s light poles,an annual attachment rate and a one-time reimbursement fee.The bill would require the City to comply with notice and hearing requirements before imposing the annual attachment rate.The bill would require an action or proceeding to challenge a fee imposed under the provisions of SB 649 to be commenced within 120 days of the effective date of the City ordinance or resolution. Staff is researching potential fees to apply to SCWF attachments. Preliminary information made available by one service provider indicate a range of annual fees for a pole attachment from $270 (Palo Alto), $1,000 (San Mateo) to $1,500 (Cupertino, Campbell, Dublin and Milpitas). Staff is researching additional fee information for City Council review. Permit Review, Renewal and Revocation Procedures Proposed chapter 20.375.007 Permit Review,Renewal and Revocation Procedures contains a proposed approval process. Draft language is excerpted below. A.Review and Notice.Applications shall be reviewed by the City Engineer,Chief Planner,and Chief Building Official,on private property only,for sufficiency and compliance.No incomplete applications shall be processed,reviewed or approved by the City.Following determination of a complete application,the Applicant shall mail “Notice of Proposed Action to Approve a Small Cell Wireless Facility”to addresses within three-hundred (300)feet of the proposed site(s)in all zoning districts except residential.Notices in residential districts shall include a five-hundred (500)feet radius for notification. B.Pre-Approval Actions.To ensure complete submissions,Applicant(s)for Small Cell Wireless Facilities are encouraged to complete the following tasks prior to City staff conducting its application review process: 1. Participate in an application submittal meeting with City staff. 2.Schedule and conduct a Neighborhood Outreach meeting involving residents within the radius area as described in section A above.Applicant shall submit transcripts,minutes and/or videos of the outreach meeting along with the application materials. 3. Submit a completed and signed “Application Checklist”. 4.Pay fees in the applicable amount identified pursuant to this chapter and discussed at the pre- application meeting. 5. Provide all required materials pursuant to 20.375.006 of this chapter. C.Financial Assurances.Prior to obtaining a permit to erect or install the proposed facility,the Applicant shall either secure a bond or provide financial assurances,in a form acceptable to the City Manager,for the removal of the facility in the event that its use is abandoned or the approval is otherwise terminated. D.Permit Approval and Issuance.All Small Cell Wireless Facilities not otherwise exempt from regulation from this chapter shall be issued a Small Cell Attachment Permit,an encroachment permit and building permit by the City,provided that all applicable permit,application,location,construction, operation, maintenance, repair, and design requirements as stated in this chapter have been met. E.Modification of Requirements.The City Council may waive or modify requirements of this chapter upon advice of the City Attorney that denial of the application would have the effect of prohibiting the provision of telecommunications services,unreasonably discriminating among service providers,or constituting any other violation of State or Federal law.The applicant shall have the burden of proving City of South San Francisco Printed on 9/15/2017Page 5 of 7 powered by Legistar™ File #:17-943 Agenda Date:9/21/2017 Version:1 Item #:3. constituting any other violation of State or Federal law.The applicant shall have the burden of proving that the denial would result in such a violation. In summary,staff has incorporated the prescriptive language provided in SB 649 wherever possible to maintain conformance with state law.Therefore,definitions and the permitted location of the SCWF are the definitions prescribed by the state.General requirements (i.e.insurance,maintenance,indemnification,compliance with state,federal and local laws,maintenance,abandonment and penalties)as contained in applicable areas through the proposed ordinance are in conformance with the entirety of the SSFMC.The proposed language for Chapter 20.375 closely resembles that of the existing Chapter 20.370.The design review requirements build upon existing City requirements and wherever possible expand the requirements.For example,the requirement to underground ancillary equipment (unless determined infeasible by the City Engineer)is proposed given that SCWF(s)are expected to be predominately in the public right-of-way and above ground Ancillary Equipment containment would be very visible. The proposed legislation contained within SB 649 has been constantly evolving as it is considered by the legislature and stakeholders throughout the State.Based on this,staff has included language in the attached Resolution that allows staff to make minor amendments to the Ordinance,in keeping with SB 649 and feedback from stakeholders, prior to consideration of the Ordinance by City Council. ENVIRONMENTAL REVIEW The additions,refinements and clarifications set forth in proposed Ordinance 20.370 and 20.375,as they relate to small cell wireless communication facilities,are minor in nature,the adoption of which would not result in any new significant environmental effects or a substantial increase in the severity of any previously identified effects beyond those disclosed and analyzed in the IS/ND prepared and circulated for the Zoning Ordinance, additions constitute a potentially significant change in the project or change in circumstances that would require additional environmental review. The Zoning Ordinance was adopted after preparation,circulation,consideration,and adoption of an Initial Study/Negative Declaration (“IS/ND”)in accordance with the California Environmental Quality Act,Public Resources Code Sections 21000,et seq.(“CEQA”),which IS/ND analyzed the environmental impacts of adopting the Zoning Ordinance and concluded that adoption of the Zoning Ordinance could not have a significant effect on the environment because none of the impacts required to be analyzed under CEQA would exceed established thresholds of significance. The proposed Ordinance is not subject to the requirements of (CEQA)pursuant to the California Code of Regulations Title 14,Chapter 3 section 15303,class 3,‘New Construction or Conversion of Small Structures’. The project is the construction and location of new small cell wireless facilities including supporting equipment and is by definition considered categorically exempt from CEQA.The Project would permit the construction of small cell wireless facilities on existing and or replaced City-owned light fixtures within the public-right-of- way and on privately owned property or in any zone that allows a commercial or industrial use. The project includes the use and operation of small cell wireless facilities which by definition include radio and electromagnetic fields (radiation)that are subject to the permitting and safety regulations promulgated by the Federal Communications Commission (FCC).The Small Cell Wireless Facility Ordinance requires radio frequency emissions to be compliant with the regulations set forth by the FCC,as part of the permitting process to protect the public health and safety.Therefore,the Ordinance is self-mitigating.No further environmental review is required at this time. City of South San Francisco Printed on 9/15/2017Page 6 of 7 powered by Legistar™ File #:17-943 Agenda Date:9/21/2017 Version:1 Item #:3. CONCLUSION Staff recommends that the Planning Commission conduct a public hearing and adopt the attached Resolution making findings and recommending that the City Council adopt an Ordinance making revisions to Title 20 (“Zoning”) of the South San Francisco Municipal Code, related to Small Cell Wireless Facilities. City of South San Francisco Printed on 9/15/2017Page 7 of 7 powered by Legistar™ September 21, 2017 Minutes Page 1 of 3 The video recording of this Regular Planning Commission meeting can be found at http://www.ssf.net/1996/Planning-Commission MINUTES September 21, 2017 CITY OF SOUTH SAN FRANCISCO REGULAR PLANNING COMMISSION CALL TO ORDER / PLEDGE OF ALLEGIANCE TIME: 7:00 P.M. ROLL CALL / CHAIR COMMENTS PRESENT: Chairperson Faria, Vice Chairperson Nagales, Commissioner Tzang, Shihadeh, Ruiz, Murphy, Wong ABSENT: AGENDA REVIEW CONSENT CALENDAR  Approval of the special meeting minutes of April 6, 2017  Approval of the regular meeting minutes of September 7, 2017 Motion to approve the entire Consent Calendar. Commissioner Tzang / Second – Vice-Chair Nagales Approved by roll call vote (6-0-1) PUBLIC HEARING 1. Small Cell Communication Facilities Public Hearing Open: 7:03 P.M. Consideration of a Resolution recommending that the City Council adopt an Ordinance adding Chapter 20.375 of the South San Francisco Municipal Code pertaining to the regulation of Small Cell Wireless Communications Facilities. Public Hearing Closed: 7:24 P.M. Commission Discussion begins 00:10:27 in video recording  Commissioner Wong asked if this only effects new proposals, and any new changes being made, or will this affect existing properties? If a property is out of code will they have to bring it up to code? Allison Knapp, City Planning consultant, responded that this only pertains to Small Cell wireless facilities, which is a 5g band or small cell facility as defined in the proposed ordinance. It doesn’t address towers and other types of equipment.  Commissioner Wong inquired that if anything is grandfathered in, will it need to be updated? Senior Planner Gross replied that the City does not currently have any small cell facilities. It’s a newer technology and anything we have right now will fall under Zoning Ordinance Chapter 20.370, and will pertain to private property. The Zoning Ordinance currently does not allow antennas in the right-of-way. This state bill was going to require that we permit such facilities, so we are planning for it with zoning regulations.  Commissioner Wong asked if this was already state mandated? Allison Knapp replied that this has not been signed into law yet. Many cities like our own are trying to get an ordinance pass ed before it becomes effective, in case the Governor signs it into law. ORAL COMMUNICATIONS September 21, 2017 Minutes Page 2 of 3  Commissioner Wong stated that we won’t have much wiggle room for adoption if it’s signed into law. Allison Knapp replied what we tried to provide as much flexibility as possible with proposed ordinance.  Commissioner Tzang asked how many facilities were anticipated within the next 3-5 years? IT Manager Tony Barrera replied that he has spoken with AT&T and Sprint, and that at this time AT&T was requesting 15 facilities and Sprint was requesting 9 facilities.  Chairperson Faria asked about the approved design and the unapproved design and to explain the difference. IT Manager Tony Barrera replied that it was aesthetics and City staff prefers the stealth version where there is no equipment hanging on poles. Senior Planner Gross replied that there are a variety of mechanisms that carriers can propose. The proposed ordinance will include design preferences that give guidance to the carriers.  Chairperson Faria replied that what he meant was 3-4 providers on one pole wouldn’t look good. Allison Knapp replied that state law says you can do design and regulate aesthetics, but if the provider doesn’t find it feasible, the regulations can be waived. City Attorney D’Andrea stated that we can impose general requirements to applicable construction projects.  Commissioner Murphy asked if this would all be handled administratively and by Design Review? Senior Planner Gross Replied yes.  Commissioner Ruiz asked about the picture with the pole and the four boxes expo sed on the sidewalk. Are those boxes from different providers? Allison Knapp replied that the image was taken from the internet for the staff report, and that it was intended as a worst case scenario of what City staff does not want to see (and which would not be allowed per the proposed ordinance).  Commissioner Ruiz replied that he was going to ask if they could be put underground . Allison Knapp replied that in the draft ordinance there are provisions for undergrounding.  Commissioner Wong stated that a couple meetings ago we had a few wireless applications asking to be relocated. Would they be affected by this? Senior Planner Gross replied that they would not, they are covered under Zoning Ordinance Chapter 20.370. The intent of this is to take some of the load off of the bigger antennas, and spread it throughout the community. This is a different technology but remains consistent with State and Federal regulations.  Commissioner Shihadeh stated that a lot of carriers are going to be jumping on the 5G bandwagon. We should be streamlining this. He commends staff for leadership on this and getting in front of this pending state legislation.  Vice-Chair Nagales Asked about the appeal process. Who does the applicant appeal to? Senior Planner Gross replied that an appeal would be heard by the City Manager. Motion that the Planning Commission make findings and adopt a Resolution recommending that the City Council adopt an Ordinance making revisions to Title 20 (“Zoning”) of the South San Francisco Municipal Code, related to Small Cell Wireless Communications Facilities regulations. Commissioner Wong /Second – Commissioner Ruiz Approved by roll call vote (7-0-0) ADMINISTRATIVE BUSINESS 2. Report regarding the installation of historical plaques at 256 Grand Avenue, 411 Grand Avenue, 501 Grand Avenue, and 201 Linden Avenue. Commission Discussion begins 00:27:30 in video recording  Chairperson Faria asked where the tour will start.  Communications Director Arroyo stated the tour “The Grand Walk” will start at City Hall, on September 30th at 10am, and proceed to all eleven stops. ITEMS FROM STAFF ITEMS FROM COMMISSION  Vice-Chair Nagales stated that he attended the Rotary groundbreaking and it was a great event. Hats off to staff and the Commission. This is an important housing development and it was nice to be a part of it.  Vice-Chair Nagales also asked staff to look into AB1505 which deals with the Palmer decision. ITEMS FROM THE PUBLIC September 21, 2017 Minutes Page 3 of 3 None. ADJOURNMENT Chairperson Faria adjourned the meeting at 7:31 P.M. Sailesh Mehra Norm Faria, Chairperson Secretary to the Planning Commission Planning Commission City of South San Francisco City of South San Francisco ZONING TEXT AMENDMENT TO ADD CHAPTER 20.375 TO THE SOUTH SAN FRANCISCO MUNICIPAL CODE RELATING TO SMALL CELL WIRELESS COMMUNICATION FACILITIES REGULATIONS Current Regulations (Federal Law) •Cities are preempted from enacting ordinances that prohibit, or have the effect of prohibiting, the provision of telecommunication services, including wireless services. –But cities retain authority over individual zoning decisions regarding placement, construction, and modification of wireless facilities, subject to limitations set forth under federal law. •Section 6409(a): Requires local governments to approve any request for collocation, removal, or replacement of transmission equipment on an existing wireless tower or base, if the action does not “substantially change” the physical dimensions of the tower or base station. Current Regulations (State Law) •PUC Code section 7901 “Telegraph or telephone corporations” are allowed to construct lines on public road, highway, water or land, including poles, posts, piers, etc., as long as construction does not “incommode the public use of the road or highway or interrupt the navigation of the waters. ” •Wireless service providers are considered “telephone corporations.” State Law (cont’d) •PUC Code Section 7091.1: Cities retain the authority to regulate telephone lines within public roads and highways based on aesthetic concerns. •This authority includes the right to exercise reasonable control over the time, place, and manner in which a public right-of-way may be used to protect the function and safety of the road or highway. SENATE BILL (SB) 649 •Passed by the state legislature but vetoed by Governor Brown on October 15, 2017 •If passed, SB 649 would have imposed the following major requirements: –Cities must allow a Small Cell Wireless Facility (SCWF) to be located in the public right of way and in any zone with a commercial or industrial use –Cities can only require SCWFs to obtain a ministerial permit, a building permit or an encroachment permit, with reasonable design and collocation requirements –Limit the amount and types of fees cities can charge SCWFs –Allow cities to enter into agreements with service providers for terms different than those required under state law, and grandfathers existing agreements entered into before the bill’s effective date Existing SSFMC Regulations •Contained in Chapter 20.370, with the following highlights: –Defines wireless telecommunication facilities and related components and equipment subject to regulation –Identifies the type of wireless telecommunication facilities subject to regulation, including height and location elements –Impose operational, maintenance, code compliance, design and aesthetic standards –Regulates location, facility heights, setbacks and separation requirements –Requires service providers to submit an application for a Minor Use Permit or a Use Permit, except for certain exempt facilities –Sets forth the findings required for the Chief Planner/the Planning Commission to approve a Minor Use Permit or Use Permit –Establishes the requirements for wireless telecommunication facilities to cease operation HIGHLIGHTS OF PROPOSED ORDINANCE •Defines Small Cell Wireless Facilities (SCWF) •Establishes License Areas where SCWF are permitted –On existing structures within the public right of way (ROW) in all zoning districts –On existing and new structures on private property located outside of ROW in any zone that includes a commercial or industrial use •List preferred locations within the License Areas –If in ROW: existing light poles > utility poles > utility cabinets > any other existing pole or not readily visible structures –If outside of ROW in any zone that includes a commercial or industrial use, then on facilities ranked by design and location preferences. HIGHLIGHTS OF PROPOSED ORDINANCE •Requires SCWF to obtain the following permits (exempts government-owned SCWF): –Small Cell Attachment Permit –Encroachment Permit or Building Permit –A Minor Use Permit if seeking a waiver or modifications from the requirements of a Small Cell Attachment Permit •Requires SCWF to meet the following requirements: –Comply with the most current state and federal regulations –Comply with City and state building codes and safety standards –Demonstrate compliance with federal radio frequency emission standards HIGHLIGHTS OF PROPOSED ORDINANCE •Requires SCWF to comply with the following operation and maintenance standards: –Signage installation on a SCWF is prohibited, except for a sign with emergency contract information –Each SCWF must be maintained in good working condition and appearance –Each SCWF must install security measures, such as a emergency “kill switch” –A SCWF in ROW must relocate at owner’s expense for public works projects –SCWF electrical power must be independently metered –Existing City-owned light poles proposed for SCWF location must be inspected prior to installation; if the pole fails inspection, the SCWF applicant must replace the pole at its own cost, or install a proprietary pole in place of the light pole and arrange for lighting, independent metering, and satisfy other requirements HIGHLIGHTS OF PROPOSED ORDINANCE •SCWF must comply with the following Permit Requirements: –SCWF and any ancillary equipment must be located and designed to be concealed, stealthed, or incorporated into the design of the pole. –All equipment and facilities are required to be undergrounded unless the City Engineer determines that undergrounding is infeasible –SCWF pole installations must be designed to require no additional supporting hardware beyond the pole itself and must be constructed out of non-reflective materials consistent with surrounding backdrop –SCWF owners must maintain and preserve design and aesthetic features for each facility and equipment HIGHLIGHTS OF PROPOSED ORDINANCE •SCWF Permit Approval Process: –Based on an application checklist provided by the Planning Department, applicants will need to complete and submit with application: •Compliance verification form •Proof of legal right to use the property proposed for SCWF installation –For City-owned properties, applicants may enter into a Master License Agreement with the City to satisfy this requirement. –For other properties, applicant may provide proof of owner consent for installation •Site plans and layouts, including maps, inventory of proposed sites, photo simulations, drawings and plans •Pay two fees: (1) Right-of-way pole usage fee and (2) City processing fee •Financial assurance/bond for future removal of the SCWF facility –Applicants are also required to hold a neighborhood outreach meeting prior to submitting an application UPDATES TO PROPOSED ORDINANCE •Following the SB 649 veto, staff revisited and modified the proposed ordinance as summarized below: –Adds a list of preferred locations for SCWFs in the ROW –Requires applicants to obtain a Minor Use Permit for applicants seeking a waiver or modification of permit conditions required by the proposed ordinance –Requires applicants to hold neighborhood outreach meetings –Removes fee calculation methods required by SB 649 and replaced fee calculations with the rate to be set by the City’s Master Fee Schedule –Provides that SCWF applications are subject to concurrence by the City Manager, based on review and recommendations from the Chief Planner and staff City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-1067 Agenda Date:10/25/2017 Version:1 Item #:6a. Ordinance adding Chapter 20.375 of the South San Francisco Municipal Code pertaining to the regulation of Small Cell Wireless Communications Facilities. WHEREAS,in July of 2010,the City Council for the City of South San Francisco (“City”)adopted a comprehensive update to the City’s zoning ordinance,which repealed the then-existing Title 20 of the South San Francisco Municipal Code (“Zoning Ordinance”),and replaced it with an entirely new Title 20 that,among other actions,established new zoning districts,revised and reformatted many then-existing zoning provisions, eliminated inconsistent and outdated provisions,and codified entirely new zoning provisions,including new land use regulations and development standards (“Zoning Ordinance Update”); and WHEREAS,as part of the 2010 Zoning Ordinance Update,the City adopted Chapter 20.370,which regulates wireless facilities throughout the City; and WHEREAS, since adoption of the Zoning Ordinance in July 2010, there have been legal developments, including state law, that necessitate that the City refine, clarify, and/or correct certain provisions of the City’s Zoning Ordinance and other relevant portions of the South San Francisco Municipal Code (“Municipal Code”) that require refinement, clarification, and/or correction, including revisions to the City’s Chapter regulating antennas and wireless communication facilities as well as a new chapter regarding small cell wireless facilities, as further set forth in the Ordinance (“Ordinance”); and WHEREAS, the Zoning Ordinance was adopted after preparation, circulation, consideration, and adoption of an Initial Study/Negative Declaration (“IS/ND”) in accordance with the California Environmental Quality Act, Public Resources Code Sections 21000, et seq. (“CEQA”), which IS/ND analyzed the environmental impacts of adopting the Zoning Ordinance and concluded that adoption of the Zoning Ordinance could not have a significant effect on the environment because none of the impacts required to be analyzed under CEQA would exceed established thresholds of significance; and WHEREAS, the additions set forth in this Ordinance, as they relate to small cell wireless communication facilities, are minor in nature, the adoption of which would not result in any new significant environmental effects or a substantial increase in the severity of any previously identified effects beyond those disclosed and analyzed in the IS/ND prepared and circulated for the Zoning Ordinance, nor do the additions constitute a potentially significant change in the project or change in circumstances that would require additional environmental review; and WHEREAS,the proposed Ordinance is not subject to the requirements of (CEQA)pursuant to the California Code of Regulations Title 14,Chapter 3 section 15303,class 3,‘New Construction or Conversion of Small Structures’.The Project is the construction and location of new small cell wireless facilities including ancillary equipment and by definition is considered categorically exempt from CEQA.The Project would permit the construction of small cell wireless facilities on existing and or replaced City-owned light fixtures within the public-right-of-way and on privately owned property or in any zone that allows a commercial or industrial use. The land use and operations of a small cell wireless facility would include,by definition,radio and electromagnetic fields (radiation)which are subject to the permitting and safety regulations promulgated by theCity of South San Francisco Printed on 10/19/2017Page 1 of 17 powered by Legistar™ File #:17-1067 Agenda Date:10/25/2017 Version:1 Item #:6a. electromagnetic fields (radiation)which are subject to the permitting and safety regulations promulgated by the Federal Communications Commission (FCC).The Small Cell Wireless Facility Ordinance requires Radio Frequency Emissions compliant with the regulations set forth by the FCC,as part of the permitting process to protect the public health and safety.Therefore,the Ordinance is self-mitigating.No further environmental review is required at this time; and WHEREAS,on September 21,2017,the City’s Planning Commission held lawfully noticed public hearing to solicit public comment and consider the proposed Ordinance,take public testimony,and make a recommendation to the City Council on the Ordinance; and WHEREAS,on October 25,2017,the City Council for the City of South San Francisco held a lawfully noticed public hearing to solicit public comment and consider the proposed amendments. NOW,THEREFORE,BE IT ORDAINED that based on the entirety of the record before it,as described below, the City Council of the City of South San Francisco does hereby ordain as follows: SECTION 1.Findings Based on the entirety of the record as described below,the City Council for the City of South San Francisco hereby makes the following findings: A.General Findings 1.The foregoing recitals are true and correct and made a part of this Ordinance. 2.The Record for these proceedings,and upon which this Ordinance is based,includes without limitation,federal and state law;the California Environmental Quality Act (Public Resources Code §§21000 et seq.(“CEQA”))and the CEQA Guidelines (14 California Code of Regulations §§15000 et seq.);the South San Francisco General Plan and General Plan Environmental Impact Report,including all amendments and updates thereto;the South San Francisco Municipal Code;the Initial Study and Negative Declaration prepared for the Zoning Ordinance Update,including all written comments received;all reports,minutes,and public testimony submitted as part of the Planning Commission's duly noticed meetings on September 21,2017;all reports, minutes,and public testimony submitted as part of the City Council's duly noticed meeting on October 25, 2017;and any other evidence (within the meaning of Public Resources Code section 21080,subdivision (e)and section 21082.2). 3.The refinements,clarifications,and/or corrections to the Zoning Ordinance as they relate to installation of small cell wireless facilities is minor in nature and,the health and safety of the use of small cell facilities is regulated by FCC.The FCC by legal mandate,oversees,regulates and limits environmental exposure from radio frequency emissions within a specified level requisite to protect the public from harmful, including cumulative,levels of exposure.Therefore,the adoption of the ordinance would not result in any new significant environmental effects or a substantial increase in the severity of any previously identified effects beyond those disclosed and analyzed in the IS/ND prepared and circulated for the Zoning Ordinance (2010), nor do the refinements,clarifications,and/or corrections constitute a change in the project or change in circumstances that would require additional environmental review. 4.The documents and other material constituting the record for these proceedings are located at the Planning Division for the City of South San Francisco,315 Maple Avenue,South San Francisco,CA 94080, City of South San Francisco Printed on 10/19/2017Page 2 of 17 powered by Legistar™ File #:17-1067 Agenda Date:10/25/2017 Version:1 Item #:6a. Planning Division for the City of South San Francisco,315 Maple Avenue,South San Francisco,CA 94080, and in the custody of Chief Planner, Sailesh Mehra. B.Zoning Amendment Findings 1.The proposed Amendments are consistent with the adopted General Plan because the rapid increase and dependence upon the use of mobile wireless devices affects nearly every aspect of our life including educational,medical,social and informational activities.Reliable wireless service allows f information access to people of all walks and phases of life;students,parents,friends,emergency personnel, government,service institutions,and religious institutions.The proposed Ordinance related to the regulation of small cell wireless facilities will remain consistent with the City’s General Plan vision for community and economic development,and social and environmental equity,and will not impede achievement of any of the goals, policies, or land use designations established in the General Plan. 2.The proposed Ordinance related to small cell wireless facilities would generally be suitable in terms of ensuring architectural compatibility,consistency with area character,legibility,readability,finish and visibility,and other considerations deemed relevant by the Planning Commission and City Council because of the design and placement requirements outlined in the Ordinance. 3.The proposed Ordinance related to small cell wireless facilities would not result in any change of zoning districts and therefore,would not be detrimental to the use of land in any adjacent zone because the Ordinance is self-mitigating in that radio frequency emission (RF)studies are required to conform to FCC regulations,to ensure that RF are within the amounts allowed and deemed requisite to protect the public health as identified and regulated by the Federal Commissions Commission. SECTION 2.Amendments Part II of Division IV of Title 20,“Zoning,”of the South San Francisco Municipal Code is hereby amended by adding Chapter 20.375, “Small Cell Wireless Communications Facilities,” to read as follows: Chapter 20.375 SMALL CELL WIRELESS COMMUNICATIONS FACILITIES Sections: 20.375.001 Purpose 20.375.002 Definitions 20.375.003 Permitted Facilities and License Areas 20.375.004 Standard Requirements 20.375.005 Permit Requirements 20.375.006 Permit Application Submittal Requirements 20.375.007 Permit Review, Renewal and Revocation Procedures 20.375.008 Cessation of Operations 20.375.009 Appeals 20.375.010 Violations and Penalties 20.375.001 Purpose City of South San Francisco Printed on 10/19/2017Page 3 of 17 powered by Legistar™ File #:17-1067 Agenda Date:10/25/2017 Version:1 Item #:6a. The purpose of this chapter is to establish comprehensive requirements and standards for the development, siting, installation, and operation of small cell wireless communications facilities and ancillary support infrastructure. These regulations are intended to protect and promote public safety, community welfare, and the aesthetic quality of the City consistent with the goals, objectives, and policies of the General Plan while providing for well-managed development of small cell wireless telecommunications in accordance with the Federal Telecommunications Act of 1996, Section 263 of Title 47 United States Code of Law, Section 6409 of the Middle Class Tax Relief and Job Creation Act of 2012 and California law. The specific objectives of this chapter include, but are not limited to the following: A. Foster an aesthetically pleasing urban environment, prevent visual blight, protect and preserve public safety and general welfare, and maintain the character of residential and nonresidential areas consistent with the adopted General Plan and other City-adopted plans and in compliance with applicable State and Federal legislation; B. Minimize the number of small cell wireless facilities in the City by encouraging the location of small cell facilities as a less intrusive alternative, including but not limited to co-location, where feasible; C. Provide the opportunity for wireless quality of service to all persons and visitors in the City by permitting well-designed small cell wireless facilities compliant with FCC health and safety regulations located in the public rights-of-way in any zone or in any zone that includes a commercial or industrial use; D. Improve the ability of telecommunications providers to provide services quickly, safely, effectively, and efficiently while ensuring compliance with all applicable requirements; E. Ensure that public safety personnel have adequate cellular coverage; F. Support the use of wireless services to enhance personal and public health and safety and the general welfare of persons living, working, and visiting in the City; and G. Require wireless communications providers to use the best available design and technology to eliminate all adverse visual impacts of the small cell wireless facilities and ancillary support infrastructure and provide opportunities for further reduction in potential aesthetic and environmental impacts as changes in technology occur. 20.375.002 Definitions Unless otherwise specifically provided, the terms used in this chapter shall have the following meanings. For those terms related to wireless communication facilities not defined here, refer to 20.370.008. A.Ancillary Equipment.Any wires, cables, meter boxes, cooling devices, cable, conduit and connectors, and any other equipment required to operate and support the operation of Small Cell Wireless Facilities. B.Applicant.The Service Provider(s) of the Small Cell Wireless Facilities that are proposed to be located within the City, or Service Provider(s)’s authorized representative. C.Co-location. The location of two or more wireless communications facilities owned or used by more than one public or private entity on a single support structure or otherwise sharing a common location. Co- location shall also include the location of wireless communications facilities with other facilities such as City of South San Francisco Printed on 10/19/2017Page 4 of 17 powered by Legistar™ File #:17-1067 Agenda Date:10/25/2017 Version:1 Item #:6a. buildings, water tanks, light standards, and other utility facilities and structures. D.Distributed Antenna System.Shall have the definition as stated in Section 20.370.008. A system of Small Cell Facilities as defined and regulated by this Chapter does not include a Distributed Antenna System. E.Equipment Cabinet. A structure that contains, protects and conceals the Ancillary Equipment. Equipment Cabinet may also include the equipment necessary to allow for the undergrounding of PG&E meters and other Ancillary Equipment related to the functioning of Small Cell Wireless Facilities. F.Readily Visible. An object that can be seen from street level by a person with normal vision, and distinguished as an antenna or other component of a wireless communication facility, due to the fact that it stands out as a prominent feature of the landscape, protrudes above or out from the structure ridgeline, or is otherwise not sufficiently camouflaged or designed to be compatible with the appurtenant architecture or building materials. G.Small Cell Wireless Facility.A Small Cell Wireless Facility means a wireless telecommunications facility, as defined in paragraph (2) of subdivision (d) of Section 65850.6 of the Government Code, as amended, or a wireless facility that uses licensed or unlicensed spectrum and that meets the following requirements: 1. The small cell antenna(s) on the structure, excluding certain Ancillary Equipment as specified in this subsection, that totals no more than six (6) cubic feet in volume, whether an array or separate. 2. Any individual piece of any Ancillary Equipment, except those specified in this subsection, on pole structures that does not exceed nine (9) cubic feet. 3. The cumulative total of any Ancillary Equipment, except those specified in this subsection, on pole structures does not exceed 21 cubic feet. 4. The cumulative total of any ground-mounted equipment along with all Ancillary Equipment, except those specified in this subsection, on any pole or nonpole structure does not exceed 35 cubic feet. 5. A Micro wireless facility, which shall be defined as a small cell that is no larger than 24 inches long, 15 inches in width, 12 inches in height, and that has an exterior antenna, if any, no longer than 11 inches. 6. For the purposes of this subsection, the following types of Ancillary Equipment are excluded from the calculation of equipment volume: a. Electric meters and any required pedestal; b. Concealment elements such as a stealth facility; c. Any telecommunications demarcation box; d. Grounding equipment, power transfer switch; e. Cutoff switch; f. Vertical cable runs for the connection of power and other services; and g. Equipment concealed within an existing building or structure. City of South San Francisco Printed on 10/19/2017Page 5 of 17 powered by Legistar™ File #:17-1067 Agenda Date:10/25/2017 Version:1 Item #:6a. 7. For the purposes of this chapter, a Small Cell Wireless Facility does not include the following: a. Wireline backhaul facility, which shall mean a facility used for the transport of communications data by wire from wireless facilities to a network. b. Coaxial or fiber optic cables that are not immediately adjacent to or directly associated with a particular antenna or collocation. c. Wireless facilities placed in any historic district listed in the National Park Service Certified State or Local Historic Districts or in any historical district listed on the California Register of Historical Resources or placed in coastal zones subject to the jurisdiction of the California Coastal Commission. d. Underlying vertical infrastructure, which shall mean poles or similar facilities owned or controlled by the city that are in the public rights-of-way or public utility easements and meant for, or used in whole or in part for, communications service, electric service, lighting, traffic control, or similar functions. H.Stealth Facility. Any commercial wireless communications facility that is designed to blend into the surrounding environment by means of screening, concealment, or camouflage. The antenna and supporting antenna equipment are either not readily visible beyond the property on which they are located, or, if visible, appear to be part of the existing landscape or environment rather than identifiable as a wireless communications facility. Stealth facilities may be installed, but such installation methods are not limited to, undergrounding, partially undergrounding and landscaping. I.License Area. Locations in City zones where Small Cell Wireless Facilities are permitted to be installed and operated pursuant to the requirements of this chapter. J.Public Right of Way.All public streets and utility easements, now and hereafter owned by the City or other public entity, but only to the extent of the City or public entity’s right, title, interest or authority to grant a license to occupy and use such streets and easements for wireless communication facilities. 20.375.003 Permitted Facilities and License Areas A. Permitted Facilities.Subject to compliance with all applicable provisions of this chapter, Small Cell Wireless Facilities shall, pursuant to a Small Cells Attachment Permit, be permitted in License Areas, which are designated as follows: 1. On existing structures within the public right-of-way in all zoning districts. 2. On existing structures located outside of the public right-of-way in any zone that includes a commercial or industrial use. 3. On new structures within the public right-of-way in all zoning districts, or outside of the public right- City of South San Francisco Printed on 10/19/2017Page 6 of 17 powered by Legistar™ File #:17-1067 Agenda Date:10/25/2017 Version:1 Item #:6a. of-way in any zone that includes a commercial or industrial use, subject to the requirements of this Chapter. B. Permitted Locations.Subject to compliance with all applicable provisions of this chapter, the Permitted Locations for Small Cell Wireless Facilities within License Areas are as follows: 1. Small Cell Wireless Facilities in the public right-of-way in all zoning districts shall be located in accordance with the following Design and Location Preferences. The preferred approaches for design and siting of new Small Cell Wireless Facilities are ranked as indicated in the following lists. When a lower ranked alternative is proposed, the application must include documentation demonstrating that a higher ranked option is not feasible in light of the provider’s service objectives. a. existing light poles b. all other utility poles c. utility cabinets d. any other existing pole, or an existing structure in the public right-of-way that is not Readily Visible. For the purposes of this subsection, documentation provided by the Applicant that locating Small Cell Wireless Facilities on a higher ranked option would result in all of the wireless telecommunications facilities being limited to sites owned by one particular party within the City is sufficient to demonstrate that a higher ranked option is not feasible. 2.Small Cell Wireless Facilities located outside of the public right-of-way in any zone that includes a commercial or industrial use shall be located in accordance with the following Design and Location Preferences. The preferred approaches for design and siting of new Small Cell Wireless Facilities are ranked as indicated in the following lists. When a lower ranked alternative is proposed, the application must include documentation demonstrating that a higher ranked option is not feasible in light of the provider’s service objectives. a. Design Preferences. i. Building- or structure-mounted antennas that are not readily visible or are completely concealed from view because of integration into design of nonresidential buildings or structures erected and approved for use other than as wireless telecommunications support. ii. Building- or structure-mounted antennas set back from roof edge and not visible from the public right-of-way or from surrounding properties. iii. On existing communication towers, existing signal, light or similar kinds of permanent poles not supplying electric, telephone or similar service and not in the public right-of-way, or utility facilities not subject to the City’s franchise agreements. City of South San Francisco Printed on 10/19/2017Page 7 of 17 powered by Legistar™ File #:17-1067 Agenda Date:10/25/2017 Version:1 Item #:6a. iv. Nonbuilding- or structure-mounted alternative tower structures. b. Location Preferences i. In any Nonresidential district and co-located with existing conforming facilities. ii. In any Nonresidential district and located more than 600 feet from a Residential district. iii. On Nonresidential structures in Residential districts and located more than 600 feet from a Residential Structure. iv. In any Nonresidential district and located less than 600 feet from a Residential district. C. Co-locating with Existing Wireless Communication Facilities.Co-location of Small Cell Wireless Facilities with existing Wireless Communication Facilities within Permitted Locations is permitted, subject to design and colocation standards as set forth in this chapter. D. Permits Required.Applicants shall obtain the following permits prior to installing, constructing, maintaining, operating, removing or performing work related to a Small Cells Wireless Facility: 1. Small Cell Attachment Permit. All Small Cell Wireless Facilities must obtain a Small Cell Attachment Permit for each Small Cell Wireless Facility by submitting an application and obtaining approval pursuant to the requirements of this chapter. 2. Encroachment Permit.An Applicant seeking to install, construct, operate, or perform work related to Small Cell Wireless Facilities in the public right-of-way shall obtain a revocable encroachment permit prior to commencing work. Applications for a right-of-way encroachment permit shall be submitted to the Engineering Division of the Department of Public Works, after compliance with the application requirements identified in Section 20.375.006, below. a. The obligations of an encroachment permit shall run until Applicant applies for a demolition permit to quit and cease operation. The City retains the right to inspect said facilities to ensure all conditions of the permit are met. The encroachment permit obtained pursuant to this subsection shall continue unless otherwise revoked pursuant to Chapter 13.04.080 of the Municipal Code. A performance review may be conducted annually consisting of annual inspections to assure the facility is properly maintained and operated. Applicant must timely provide the City with updated information including but not limited to changes in insurance and equipment to update the encroachment permit reflecting those changes. 3. Building Permit.An Applicant seeking to install, construct, or perform work related to Small Cell Wireless Facilities located outside of the public right-of-way in any zone that includes a commercial or industrial use shall obtain a building permit after complying with the application and permitting requirements stated in this chapter. City of South San Francisco Printed on 10/19/2017Page 8 of 17 powered by Legistar™ File #:17-1067 Agenda Date:10/25/2017 Version:1 Item #:6a. 4. Minor Use Permit.An Applicant that seeks a waiver or modification from the requirements for a Small Cell Attachment Permit as set forth in this Chapter, including but not limited to design review and stealth facility standards, may request such a waiver or modification in writing to the Chief Planner by applying for a Minor Use Permit. If, after review of the request submitted through a Minor Use Permit application, the Chief Planner determines that the purposes of this Chapter can be satisfied while granting the Applicant’s request for waiver or modification, the Chief Planner shall approve the request subject to issuance of a Minor Use Permit. Issuance of a Minor Use Permit under this subsection may include reasonable conditions to ensure purposes of this Chapter are met. Issuance of a Minor Use Permit under this subsection does not relieve the Applicant of the obligation to obtain an encroachment permit or a building permit in accordance with the requirements of this section prior to commencing work. E. Exempt Facilities. 1.Small Cell Wireless Facilities owned and operated by a governmental agency and utilized for governmental function are exempt from the permit requirements of this chapter, provided that they conform to the operational standards of Section 20.375.004 of this chapter. 2. The installation, placement, maintenance, or replacement of micro wireless facilities that are suspended, whether embedded or attached, on communication cables strung between utility poles in compliance with state safety codes are exempt from the permitting requirements of this Chapter. 20.375.004 Standard Requirements. A.State or Federal Requirements.Small Cell Wireless Facilities, including ancillary equipment, must meet or exceed current standards and regulations of the Federal Communications Commission (FCC), the Federal Aviation Administration (FAA), and any other agency of the State or Federal government with the authority to regulate Small Cell Wireless Facilities. If such standards and regulations are changed, then the operators of the Small Cell Wireless Facilities governed by this chapter shall bring such facilities into compliance with such revised standards and regulations within six months of the effective date of such standards and regulations, unless a different compliance schedule is mandated by the controlling State or Federal agency. Failure to bring permitted facilities into compliance with such revised standards and regulations shall constitute grounds for the revocation of City permit and require removal of the small cell facility at the service provider’s expense. This section shall not be construed as a basis to deny eligible facilities request made pursuant to applicable provisions of the Middle Class Tax Relief and Job Creation Act of 2012. B.Building Codes and Safety Standards.The Applicant shall ensure the structural integrity of its Small Cell Wireless Facilities installed within the City, and shall ensure that the facilities are maintained in compliance with standards contained in applicable State or local building codes and the applicable standards for small cell wireless facilities that are published by the Electronic Industries Association, as amended from time to time. If, upon inspection, the City determines that a facility fails to comply with such codes and standards and constitutes a danger to persons or property, then upon notice being provided to the Applicant of the facility, the Applicant shall have 15 days to bring such facility into compliance with such standards. Failure to bring such tower into compliance within the required time shall constitute grounds for the revocation of City permit and required removal of the small cell facility at the owner’s expense. C.Radio Frequency Emissions Standards.Applicants shall provide evidence that the projected radio frequency emissions from any and all permitted Small Cell Wireless Facilities comply with FCC Standards. City of South San Francisco Printed on 10/19/2017Page 9 of 17 powered by Legistar™ File #:17-1067 Agenda Date:10/25/2017 Version:1 Item #:6a. D. Operation and Maintenance Standards.All Small Cell Wireless Facilities shall at all times comply with the following standards in addition to any other conditions required by permits issued pursuant to this chapter. 1. Except as provided in subsection D-2 below, an Applicant shall not install signs, display logos, or run advertisement on, alongside, or in connection with a permitted facility. 2. Every permitted facility shall contain a signage listing the name and contact information for an emergency contact individual or service shall be erected for every permitted facility. The signage shall comply with design, material, color and location requirements as stated in the applicable encroachment permit. Contact information listed on the sign shall be kept current and promptly be provided to the City. 3. Each permitted facility and any ancillary equipment shall be in maintained in good working condition and appearance, free from trash, debris, litter and graffiti and other forms of vandalism. Any damage from any cause shall be repaired as soon as reasonably possible so as to minimize occurrences of dangerous conditions or visual blight. Graffiti shall be removed from any facility or equipment as soon as practicable, and in no instance more than 48 hours from the time of receipt of City notice. 4. Each facility shall be operated to minimize noise impacts to surrounding land uses in accordance with Title 8, Chapter 8.32 entitled “Noise Regulations” of the Municipal Code, and Chapter 9 of the General Plan entitled “Noise.” a. In residential areas, except for emergency repairs, testing and maintenance activities that will be audible beyond the property line shall only occur between the hours of 8:00 a.m. and 6:00 p.m. on Monday through Friday, excluding holidays. b. All air conditioning units and any other equipment that may emit noise that would be audible from beyond the right-of-way shall be enclosed or equipped with noise attenuation devices to the extent necessary to ensure compliance with applicable noise limitations in Chapter 8.32 (“Noise Regulations”) of the South San Francisco Municipal Code. 5. Each facility shall install the following security measures: a. an on-site emergency “kill switch” to de-energize all radio frequency circuits and components of each permitted facility in order to protect emergency response personnel. For co-locating facilities, a single “kill switch” shall be installed that will de-energize all facilities located on the same pole at the facility in the event of an emergency. b. necessary safety measures to prevent unauthorized access, vandalism, and other safety concerns. Installations must comply with design standards, described in Section 20.375.005, and nuisance regulations, and must not interfere with City emergency services or transmission. 6. Any facility located within the right of way shall be relocated at Applicant’s sole cost, upon demand City of South San Francisco Printed on 10/19/2017Page 10 of 17 powered by Legistar™ File #:17-1067 Agenda Date:10/25/2017 Version:1 Item #:6a. by City with reasonable notice, to allow for public projects, services or improvements. 7. Applicant shall, at its sole cost, be responsible for repairing to City standard specifications or replacing in-kind any City facilities or improvements disturbed or damaged during the installation, maintenance, operation, repair or removal of Applicant’s Small Cell Wireless Facilities, ancillary equipment, and any support infrastructure. City facilities or improvements covered by this subsection includes, but are not limited to the following: a. Curb, gutter, sidewalk, storm drains, and pavements; b. landscaping; and c. structures, buildings, light poles and fixtures. E. Electrical Metering and Structural Standards.All Small Cell Wireless Facilities shall comply with the following requirements: 1. All electrical power required by Small Cell Wireless Facility installation shall be metered independently from any anticipated or existing City projects or facilities. 2. All existing City-owned street light poles proposed for Small Cell Wireless Facility installations shall be inspected prior to an installation in accordance with the most recent City structural standards for street light poles, including but not limited to safety and load bearing capability for the SCWF to be installed, as approved by the City Engineer. a. Applicants requesting to install a SCWF on City-owned street light poles shall provide documentation demonstrating that the pole proposed for installation meets or exceeds such City standards, and that the proposed installation would not interfere or harm the structural integrity or standards of the light poles, including but not limited to safety and load bearing capability for the SCWF to be installed. b. Pursuant to the pre-installation pole inspection as required in subsection (2) above, and in the event that a pole fails to meet such City structural standards, and in the event that the Applicant wishes to utilize that location, the applicant shall at its own cost replace the existing street light pole at the proposed installation location with a pole that meets or exceeds the City’s structural standards including safety and load bearing capability so that the pole can safely support the proposed installation. Any existing lighting fixture shall be reinstalled on the new pole at applicant’s cost.. c. Pursuant to a pre-installation pole inspection as required in subsection (2) above, and in the event that a pole fails to meet City structural standards, an Applicant may, as an alternative to replacing the existing street light pole at its own cost, request to install a proprietary pole, such that all Small Cell Wireless Facility equipment is located internally within the pole structure. Any proprietary pole installation shall be inspected prior to construction in accordance with the most recent City structural standards for the same or similar type of pole, including but not limited to safety and load bearing capability, and shall be suitable for the location and maintain American Disability Access (ADA) access requirements. Applicant will provide documentation satisfactory to the City that the pole to be installed meets all required standards with regards to safety and load bearing capabilities for the Small Cell Wireless Facility hardware to be installed. The existing lighting fixture shall be re-installed on the new pole at Applicant’s cost. 20.375.005 Permit Requirements A. General Standards.Small Cell Wireless Facilities and any ancillary equipment shall comply with City of South San Francisco Printed on 10/19/2017Page 11 of 17 powered by Legistar™ File #:17-1067 Agenda Date:10/25/2017 Version:1 Item #:6a. the following permit requirements of this section, and shall be located and designed and whenever possible screened to blend with the existing natural or built surroundings, as is required for similar construction projects within the City. Improvements which will be primarily viewed against soils, trees or grasslands shall be painted colors matching these landscapes while elements which rise above the horizon shall be painted a blue gray that matches the typical sky color at that location. B. Ancillary Equipment.To comply with important local aesthetics and expressive concerns, ancillary equipment and any support facilities for Small Cell Wireless Facilities located in the public right-of-way shall be located on the pole and concealed, stealthed or incorporated into the design of the pole. If location within the stealth equipment is not feasible, the Ancillary Equipment shall be mounted on the pole in compliance with applicable building code requirements and painted to match the pole color. If the prior two locations are infeasible as determined by the City Engineer, the Ancillary Equipment shall be undergrounded. The City Engineer shall determine feasibility based on any competing infrastructure near the Small Cell Wireless Facility, or other safety, hydrological, geologic or other similar conditions that would impede undergrounding. 1. In the event that attachment on the pole or undergrounding is not feasible as determined by the City Engineer, the ancillary equipment and any supporting infrastructure shall be concealed in a stealth facility, which may include but are not limited to partial undergrounding, landscaping, or decorative treatment of the cabinet. Stealth facility or other concealment measures shall comply with all applicable laws, including but not limited to the American Disabilities Act. C. Pole Designs.All Small Cell Wireless Facility pole installations shall be sufficiently designed and engineered such that no additional supporting hardware is required beyond the pole itself. A Small Cell Wireless Facility that is affixed to an existing light pole shall be painted and/or textured to match that structure. D. Non-Reflective Materials. Small Cell Wireless Facilities shall be constructed out of non-reflective materials (visible exterior surfaces only), or materials and colors consistent with surrounding backdrop. Anodized metal is an acceptable treatment. E. Design Preservation.Applicants are responsible for maintaining and preserving design and aesthetic features for each facility, ancillary equipment and any support infrastructure, including but not limited to color, tint, shade, treatment, painting, surface treatment, replacement landscaping, stealth design, and concealment. F. Security Fencing.Under no circumstances shall security fencing be permitted. 20.375.006 Permit Application Submittal Requirements A. Compliance Required.No applications for Small Cell Wireless Facilities shall be deemed complete under this Chapter unless the Applicant has submitted all required application materials and applicable fees, as provided by this section. 1.Batching Applications.Applicants submitting applications for more than two (2) Small Cell Attachment Permits will be required to batch their applications in order to expedite review and action. City of South San Francisco Printed on 10/19/2017Page 12 of 17 powered by Legistar™ File #:17-1067 Agenda Date:10/25/2017 Version:1 Item #:6a. B. Application Materials.A complete application for Small Cell Attachment Permits shall include the following information: 1. A completed and signed application and checklist provided by the Planning Department. The application shall be signed by the Applicant or by the Applicant’s authorized agent or representative. 2. A sworn statement entitled “Compliance Verification” by the Applicant or by the Applicant’s authorized agent or representative, stating that the application holds all applicable licenses or other approvals required by the Federal Communications Commission (FCC), the California Public Utilities Commission (PUC), and any other agency of the Federal or State government with authority to regulate telecommunications facilities that are required in order for the applicant to construct the proposed facility. 3. Documentation of, or a sworn statement by the Applicant or by the Applicant’s authorized agent or representative, stating that applicant is in, compliance with all conditions imposed in conjunction with such licenses or approvals, a description of the number, type, power rating, frequency range, and dimensions of antennas, equipment cabinets, and related Small Cell Wireless communications facilities proposed to be installed, and engineering calculations demonstrating that the proposed facility will comply with all applicable FCC requirements and standards. C. Proof of Legal Right to Use Property.Applications for Small Cell Wireless Facilities must be accompanied by evidence satisfactory to the City demonstrating the property owner’s consent or other form of proof demonstrating Applicant’s legal right to use the property upon which proposes to attach the Small Cell Wireless Facility. Applicant must demonstrate evidence satisfactory to City for each and every proposed Small Cell Wireless Facility. Failure to demonstrate a legal right to utilize the property upon which a Small Cell Wireless Facility is attached is grounds for permit revocation. 1. Master License Agreements for City-owned structures. Applicants that have entered into a valid Master License Agreement with the City for multiple Small Cell Wireless Facility attachments upon City- owned structures shall be deemed to satisfy the requirements of this Subsection (C) for each Small Cell Wireless Facility subject to the Master License Agreement. Applications for all site locations subject to the Master License Agreement shall be batched and processed together. Small Cell Wireless Facilities subject to the terms of a Master License Agreement shall still obtain an encroachment permit, and are subject to staff-level design review to ensure compliance with any provisions in the Master License Agreements as well as to ensure the best possible design consistent therewith. D. Site Plans and Layouts.Applicants shall submit the following information with the application electronically or by hardcopy. Hardcopy submittals shall be provided in triplicate. 1.Map and Inventory of Proposed Sites.Applicant shall provide a map of the proposed site(s) including photographs of the City-owned light pole(s) as appropriate, where the facility(ies) is/are proposed to be located. Map shall show all land uses within 300 feet of the proposed Small Cell Wireless Facility sites(s), shown on the map. Small Cell Wireless Facility sites proposed in residentially zoned and/or used areas shall include a 500-foot radius map. 2. Photo Simulations of Small Cell Facility and Ancillary Equipment.Applicant shall show the placement of the proposed Small Cell Wireless Facility. The simulation shall show where the Small Cell City of South San Francisco Printed on 10/19/2017Page 13 of 17 powered by Legistar™ File #:17-1067 Agenda Date:10/25/2017 Version:1 Item #:6a. Wireless Facility is proposed to be placed, where the ancillary equipment (cables, power sources, electricity, and any other items required to operate and support the facility) is proposed to be located and how they will be finished to comply with the requirements of this chapter. The proposed location and treatment of the Small Cell Wireless Facility and any ancillary equipment shall comply with the Aesthetic Requirements in this chapter. 3. Drawings and Plans. Applicant shall furnish site plan, plans, and elevations drawn to scale that identify the proposed Small Cell Wireless Facility and ancillary equipment placement. Elevations shall include all structures on which facilities are proposed to be located. All proposed structures, including ancillary equipment shall be drawn to scale on the elevations, see below. Emergency signage required as identified in this chapter. 4. Camouflage and/or Matching Methods. Applicant shall provide both a description of methods proposed to stealth the Small Cell Wireless Facility and all ancillary equipment, and colors and materials specifications. 5.Identify all Ancillary Equipment.Plans shall identify any and all ancillary equipment required to support the Small Cell Wireless Facility, including but not limited to emergency generators, air conditioning equipment, cables, and power sources. E. Fee Requirements.An application for Small Cells Wireless Facilities shall be accompanied by the following fee payments: 1. Right-of-Way Pole Usage Fee.Unless set forth in a Master License Agreement, and in that case, the terms of the Master License Agreement shall govern, Pole usage fee amounts shall be set by the City’s most current Master Fee Schedule as established by City Council resolution. 2.City Processing Fees. City application and permit processing fees shall be charged pursuant to the City’s Master Fee Schedule in effect at the time the application is filed. 20.375.007. Permit Review, Renewal and Revocation Procedures. A. Review and Notice. Applications submitted to the City will be promptly processed and reviewed. Applicants will be promptly notified of incomplete applications, but no later than 30 days after the application has been submitted. After an application has been deemed incomplete, in order to proceed further in the application process, Applicants shall provide such supplemental information to address the incompleteness or insufficiencies identified in the City’s notice. 1. Following determination of a complete application, the Applicant shall mail “Notice of Proposed Action to Approve a Small Cell Wireless Facility” to addresses within three-hundred (300) feet of the proposed site(s) in all zoning districts except residential. Notices in residential districts shall include a five-hundred (500) feet radius for notification. Applicant shall also schedule a neighborhood outreach meeting involving residents and businesses within the radius area as described in this subsection within 2 weeks of submittal of an application. Following the meeting, Applicant shall submit any transcripts, minutes and/or videos of the outreach meeting to the City. 2. Applications shall be reviewed by the City Engineer, Chief Planner, and Chief Building Official for sufficiency and compliance with this Chapter. The Chief Planner shall make a preliminary determination on the Application and submit for concurrence by the City Manager or his/her designee. Following review by City City of South San Francisco Printed on 10/19/2017Page 14 of 17 powered by Legistar™ File #:17-1067 Agenda Date:10/25/2017 Version:1 Item #:6a. Manager or his/her designee, the Chief Planner shall approve or deny an application in accordance with the requirements of this section. B. Pre-Submittal Actions.To ensure complete submissions, Applicant(s) for Small Cell Wireless Facilities are encouraged to complete the following tasks prior to City staff conducting its application review process: 1. Participate in an pre-submittal meeting with City staff. 2. Submit a completed and signed “Application Checklist”. 3. Pay fees in the applicable amount identified pursuant to this chapter and discussed at the pre- application meeting. 4. Provide all required materials pursuant to 20.375.006 of this chapter. C. Financial Assurances. Prior to obtaining a permit to erect or install the proposed facility, the applicant shall either secure a bond or provide financial assurances, in a form acceptable to the City Manager, for the removal of the facility in the event that its use is abandoned or the approval is otherwise terminated. D. Permit Approval and Issuance.All Small Cell Wireless Facilities not otherwise exempt from regulation from this chapter shall be issued a Small Cell Attachment Permit, an encroachment permit and building permit by City, provided that all applicable permit, application, location, construction, operation, maintenance, repair, and design requirements as stated in this chapter have been met. E. Modification of Requirements.The City Council may waive or modify requirements of this chapter upon advice of the City Attorney that denial of the application would have the effect of prohibiting the provision of telecommunications services, unreasonably discriminating among service providers, or constituting any other violation of State or Federal law. The applicant shall have the burden of proving that the denial would result in such a violation. 20.375.008 Cessation of Operations A. Voluntary Cessation. Applicants intending to vacate a Small Cell Wireless Facility site shall notify the Chief Planner of this intent to vacate at least 30 days prior to the vacation. B. Abandonment.A permit for a Small Cell Wireless Facility that is not operated for a continuous period of 12 months shall be deemed lapsed and the site will be considered abandoned unless: 1. The Chief Planner has determined that the same operator resumed operation within six months of the notice; or 2. The City has received an application to transfer the permit to another service provider. C. Removal of Facilities and Restoration of Site.No later than 120 days from the date a Small Cell Wireless Facility is has ceased operation, or from the date of receipt of the Applicant’s notice of its intent to vacate the site, the Applicant or its authorized agent of the abandoned Small Cell Wireless Facility shall remove all equipment and improvements associated with the use, and shall restore the site to its original condition as City of South San Francisco Printed on 10/19/2017Page 15 of 17 powered by Legistar™ File #:17-1067 Agenda Date:10/25/2017 Version:1 Item #:6a. shown on the plans submitted with the original approved application or as required by the Chief Planner. 1. The Applicant or its authorized agent may use any bond or other assurances provided pursuant to the requirements of Section 20.375.007C (“Financial Assurances”) to fulfill the requirements of this subsection. 2. The owner or agent shall provide written verification of the removal of the Small Cell Wireless Facility within 30 days of the date the removal is completed. D. Failure to Remove and Restore.A Small Cell Wireless Facility that is not removed and the site has not been restored in accordance with the requirements stated above, the site shall be deemed to be a nuisance pursuant to Section 20.580.003 of the Municipal Code. The Chief Planner may cause the facility to be removed at the owners’ expense or by calling any bond or other financial assurance to pay for removal. 1. For a single structure occupied by two or more users, this subsection shall not become effective until all users cease on the structure. 2. The requirement for removal of equipment in compliance with this section shall be included as a provision in any lease of private property for Small Cell Wireless Facilities. 20.375.009 Appeals Any appeals of a staff decision under this Chapter may be appealed to the City Manager, or his designee. An appeal shall be submitted in writing to the City Clerk. The appeal shall be accompanied by the fee specified in the City’s master fee schedule. Any appeal under this section shall be considered in a manner consistent with the Middle Class Tax Relief and Job Creation Act of 2012, related Federal Communications Commission (FCC) “shot clock” regulations, and applicable state law permit streamlining requirements. 20.375.010 Violations and Penalties Failure to comply with these standards shall be considered a violation of conditions of approval subject to enforcement pursuant to provisions of Title 20. All violations and penalties shall be enforced pursuant to the procedure set forth in Chapter 20.580 of the Municipal Code. SECTION 3.Severability If any provision of this Ordinance or the application thereof to any person or circumstance is held invalid or unconstitutional,the remainder of this Ordinance,including the application of such part or provision to other persons or circumstances,shall not be affected thereby and shall continue in full force and effect.To this end,provisions of this Ordinance are severable.The City Council of the City of South San Francisco hereby declares that it would have passed each section,subsection,subdivision,paragraph,sentence,clause,or phrase hereof irrespective of the fact that any one or more sections,subsections,subdivisions,paragraphs, sentences, clauses, or phrases be held unconstitutional, invalid, or unenforceable. SECTION 4.Publication and Effective Date Pursuant to the provisions of Government Code section 36933,a summary of this Ordinance shall be prepared by the City Attorney.At least five (5)days prior to the Council meeting at which this Ordinance is scheduled to be adopted,the City Clerk shall (1)publish the Summary,and (2)post in the City Clerk’s Office a certified copy of this Ordinance.Within fifteen (15)days after the adoption of this Ordinance,the City Clerk shall (1)publish the summary,and (2)post in the City Clerk’s Office a certified copy of the full text of this Ordinance along with the names of those City Council members voting for and against this Ordinance or City of South San Francisco Printed on 10/19/2017Page 16 of 17 powered by Legistar™ File #:17-1067 Agenda Date:10/25/2017 Version:1 Item #:6a. Ordinance along with the names of those City Council members voting for and against this Ordinance or otherwise voting. This Ordinance shall become effective thirty (30) days from and after its adoption. ***** City of South San Francisco Printed on 10/19/2017Page 17 of 17 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-879 Agenda Date:10/25/2017 Version:1 Item #:7. Report regarding an ordinance modifying regulations related to accessory dwelling units Citywide,in accordance with South San Francisco Municipal Code Chapter 20.550 ("Amendments to Zoning Ordinance and Map"). (Rozalynne Thompson, Associate Planner) RECOMMENDATION Staff recommends that the City Council waive reading and introduce an ordinance making revisions to Title 20 (“Zoning”)of the South San Francisco Municipal Code,related to accessory dwelling unit regulations. BACKGROUND/DISCUSSION On September 27,2016,Governor Brown signed Senate Bill (SB)1069 and Assembly Bill (AB)2299 into law, modifying a local jurisdiction’s ability to regulate accessory dwelling units (ADUs),which is the new term in these bills for second dwelling units.In addition,Governor Brown signed AB 2406 into law,which authorizes local agencies to provide,by ordinance,for the creation of “junior accessory dwelling units”(JADU),in single family residential zones. The new law touches on multiple aspects of the local regulation of ADUs and requires that the City modify its current municipal code regulations (found in primarily in section 20.350.035 of the Zoning Ordinance)to ensure compliance with the state standards.Per the requirements of the state statutes,as of January 1,2017,the City has been applying the new state standards.Upon adoption of an amended ordinance and submission of the ordinance to the State of California Department of Housing and Community Development,the City will begin applying its own standards pursuant to its amended compliant ordinance. Some elements of the new law are mandatory and thus,the City has no authority to adopt different regulations for those elements.However,other elements of the law provide some flexibility for local jurisdictions to tailor the requirements to their communities.Because the City’s current ordinance contains provisions that are not consistent with the mandatory elements of the new law,the City’s ordinance needs to be amended in order for the City to continue enforcing local regulations. Housing Sub-Committee and Planning Commission Study Sessions On November 3,2016,Planning Division staff circulated a memorandum to the Housing Sub-Committee that outlined the state legislation and summarized the City’s existing second dwelling unit zoning regulations.At the February 6,2017 Housing Sub-Committee meeting,Planning Division staff discussed the new legislation and presented potential revisions to the Zoning Ordinance for their consideration.The Housing Sub-Committee reviewed the proposed revisions and raised a concern about the reduced parking requirement.The Housing Sub -Committee directed the Planning Commission to hold a study session on the statutory changes and proposed City of South San Francisco Printed on 10/19/2017Page 1 of 3 powered by Legistar™ File #:17-879 Agenda Date:10/25/2017 Version:1 Item #:7. -Committee directed the Planning Commission to hold a study session on the statutory changes and proposed amendments.On March 16,2017,the Planning Commission held a study session to discuss the statutory changes and proposed revisions to the Zoning Ordinance.The Planning Commission also expressed concern about the reduced parking requirement and whether more than one JADU would be allowed on a property. July 6, 2017 Planning Commission Hearing The proposed revisions were presented at the July 6,2017 Planning Commission hearing for recommendation to City Council.During the hearing,the Planning Commission requested clarification from staff on several issues,including,but not limited to,the maximum size of an ADU,setbacks for ADUs,parking configuration and requirements for the primary dwelling and the ADU, and requirements for JADUs. The Planning Commission also raised an issue regarding the proposed external door requirement for JADUs. The Commission was concerned that if a front bedroom was converted into a JADU and an external door was required then there could be two adjacent external doors on the front of a dwelling.In its recommendation,the Planning Commission proposed a revision to the draft ordinance to provide the Chief Planner with the discretion to grant exceptions to the external door requirement for JADUs.Upon further review and analysis, staff determined that requiring external doors for JADUs is mandatory under state law.Consequently,staff drafted an alternative revision to the ordinance,which is included in the associated ordinance for City Council consideration.The proposed revision addresses the Planning Commission’s concerns while ensuring compliance with state law.The proposed revision to Section 20.350.035 (K)(1)(c)states that where possible, exterior entries for JADUs shall not be located adjacent to the primary front door of the primary dwelling unit. At the conclusion of the meeting,the Planning Commission adopted a resolution recommending revisions to the ADU regulations in the Zoning Ordinance.See Attachment 1 for minutes of the July 6,2017 Planning Commission hearing. See Attachment 2 for the Planning Commission resolution. Proposed Amendments to the Zoning Ordinance to Comply with State ADU Legislation In response to the state legislation,staff is proposing the following changes to bring the City’s Municipal Code into compliance with the new state ADU legislation: ·Replace the term “second dwelling units”,“second housing units”,and “second units”with “accessory dwelling units” throughout the Zoning Ordinance. ·Add “landscaping” as one of the criteria evaluated in an application for an ADU. ·Eliminate setbacks for existing garages that are converted to an accessory dwelling unit. ·Require a five-foot side and rear setback for accessory dwelling units constructed above a garage. ·Eliminate Design Review requirement and any other discretionary review as part of the application process. ·Exempt certain ADUs from the one-car parking requirement if applicable criteria are satisfied. ·Permit tandem parking on an existing driveway as parking for an ADU, if a parking space is required. ·Allow single-family dwelling units with nonconforming parking that construct an ADU to satisfy the parking requirement by any configuration on the site. City of South San Francisco Printed on 10/19/2017Page 2 of 3 powered by Legistar™ File #:17-879 Agenda Date:10/25/2017 Version:1 Item #:7. Additional Modifications to Accessory Dwelling Unit Regulations While not specifically required by State law,staff recommends additional changes to the ordinance to increase flexibility and further encourage creation of accessory dwelling units as follows: ·Modify the setbacks for detached ADUs to be five feet from side and rear property lines. ·Increase the maximum floor area of ADUs to 50 percent of the floor area of the existing single-family dwelling or 900 square feet, whichever is less. ·Eliminate the maximum bedroom requirement. ·Allow JADUs, subject to required development standards. Environmental Review In accordance with the California Environmental Quality Act (CEQA),the City’s Zoning Ordinance Update consultant prepared and circulated an Initial Study/Negative Declaration for the 2010 Zoning Ordinance Update.In July of 2010,the City Council adopted the Initial Study/Negative Declaration.The proposed changes to the Zoning Ordinance to make minor alterations to ensure that the City’s Accessory Dwelling Unit requirements are consistent with state law are minor in nature.These changes would not create any significant environmental effect requiring major revisions to the environmental review or Initial Study/Negative Declaration prepared and circulated for the Zoning Ordinance Update (2010).Therefore,no further environmental review is required at this time. FISCAL IMPACT This action has no impacts to the City’s fiscal budget. CONCLUSION Staff recommends that the City Council waive reading and introduce an ordinance making revisions to Title 20 (“Zoning”) of the South San Francisco Municipal Code, related to Accessory Dwelling Unit regulations. Attachments: 1.Minutes of the July, 6 2017 Planning Commission hearing 2.Planning Commission Resolution 2808-2017 3.Powerpoint Presentation City of South San Francisco Printed on 10/19/2017Page 3 of 3 powered by Legistar™ RESOLUTION NO. 2808-2017 PLANNING COMMISSION, CITY OF SOUTH SAN FRANCISCO STATE OF CALIFORNIA RESOLUTION MAKING FINDINGS AND RECOMMENDING THAT THE CITY COUNCIL ADOPT AN ORDINANCE AMENDING THE SOUTH SAN FRANCISCO ZONING ORDINANCE, RELATED TO ACCESSORY DWELLING UNITS CITYWIDE. WHEREAS, in July of 2010, the City Council for the City of South San Francisco adopted a comprehensive update to the City’s zoning ordinance, which repealed the then-existing Title 20 of the South San Francisco Municipal Code (“Zoning Ordinance”), and replaced it with an entirely new Title that, among other actions, established new zoning districts, revised and reformatted many then-existing zoning provisions, eliminated inconsistent and outdated provisions, and codified entirely new zoning provisions, including new land use regulations and development standards; and, WHEREAS, as part of the 2010 Zoning Ordinance Update, the City adopted Section 20.350.035, which allows accessory dwelling units on properties with single-unit dwellings throughout the City; and, WHEREAS, the availability of housing is a substantial concern for individuals of all demographics, ages, and economic backgrounds in communities throughout the State of California; and WHEREAS, accessory dwelling units and junior accessory dwelling units offer lower cost housing to meet the needs of existing and future residents within existing neighborhoods, while respecting architectural character; and WHEREAS, in September 2016, the Legislature passed new laws including AB 2299, SB 1069, and AB 2406 intended to increase the number of accessory dwelling units and junior accessory dwelling units by simplifying the approval process and reducing costs associated with their creation, developing new standards and regulations, and modifying the City’s ability to regulate accessory dwelling units; and WHEREAS, the State of California has established that a local agency may adopt a local ordinance to provide for the creation of accessory dwelling units and junior accessory dwelling units in single family residential zones and the ordinance must designate areas within the jurisdiction where accessory dwelling units may be permitted; and WHEREAS, accessory dwelling units and junior accessory dwelling units are residential uses consistent with existing residential zoning and General Plan designations; and WHEREAS, the proposed accessory dwelling unit and junior accessory dwelling unit provisions and standards would implement Housing Element, Policy I-6, “The City shall support and facilitate the development of second units on single-family designated and zoned parcels”; and WHEREAS, the proposed Zoning Ordinance amendments comply with the California legislative amendments that were made in 2016 to Government Code Section 65852.2, which establish standards for the development of accessory dwelling units and junior accessory dwelling units designed to increase the supply of smaller and affordable housing while ensuring that such housing remain compatible with the existing neighborhood; and WHEREAS, the City has prepared an amendment (“Amendment”) to the City’s Zoning Ordinance, including refinements to Section 20.350.035 of the Zoning Ordinance; and WHEREAS, the Zoning Ordinance was adopted after preparation, circulation, consideration, and adoption of an Initial Study/Mitigated Negative Declaration (“IS/MND”) in accordance with the California Environmental Quality Act, Public Resources Code Sections 21000, et seq. (“CEQA”), in which the IS/MND analyzed the environmental impacts of adopting the Zoning Ordinance and concluded that adoption of the Zoning Ordinance could not have a significant effect on the environment because none of the impacts required to be analyzed under CEQA would exceed established thresholds of significance; and WHEREAS, the refinements, clarifications, and/or corrections set forth in this Amendment, as they relate to accessory dwelling unit and junior accessory dwelling unit regulations are minor in nature, the adoption of which would not result in any new significant environmental effects or a substantial increase in the severity of any previously identified effects beyond those disclosed and analyzed in the IS/MND prepared for the Zoning Ordinance, nor do the refinements, clarifications, and/or corrections constitute a change in the project or change in circumstances that would require additional environmental review; and WHEREAS, on July 6, 2017 the Planning Commission for the City of South San Francisco held a lawfully noticed public hearing to solicit public comment and consider the proposed Amendment, take public testimony, and make a recommendation to the City Council on the project. NOW, THEREFORE, BE IT RESOLVED that based on the entirety of the record before it, which includes without limitation, the California Environmental Quality Act, Public Resources Code §21000, et seq. (“CEQA”) and the CEQA Guidelines, 14 California Code of Regulations §15000, et seq.; the South San Francisco General Plan and General Plan EIR, including all amendments and updates thereto; the South San Francisco Municipal Code; all reports, minutes, and public testimony submitted as part of the Planning Commission’s duly noticed July 6, 2017 meeting and any other evidence (within the meaning of Public Resources Code §21080(e) and §21082.2), the Planning Commission of the City of South San Francisco hereby finds as follows: SECTION 1 FINDINGS I. General Findings 1. The foregoing recitals are true and correct and made a part of this Resolution. 2. The Record for these proceedings, and upon which this Resolution is based, includes without limitation, Federal and State law; the California Environmental Quality Act (Public Resources Code §§ 21000, et seq. (“CEQA”)) and the CEQA Guidelines (14 California Code of Regulations § 15000, et seq.); the South San Francisco General Plan and General Plan EIR, including all amendments and updates thereto; the South San Francisco Municipal Code, all reports, minutes, and public testimony submitted as part of the Planning Commission’s duly noticed July 6, 2017 meeting and any other evidence (within the meaning of Public Resources Code §21080(e) and §21082.2). 3. The refinements, clarifications, and/or corrections set forth in this Amendment, as they relate to accessory dwelling unit and junior accessory dwelling unit regulations are minor in nature, the adoption of which would not result in any new significant environmental effects or a substantial increase in the severity of any previously identified effects beyond those disclosed and analyzed in the IS/MND prepared for the Zoning Ordinance, nor do the refinements, clarifications, and/or corrections constitute a change in the project or change in circumstances that would require additional environmental review. 4. The documents and other material constituting the record for these proceedings are located at the Planning Division for the City of South San Francisco, 315 Maple Avenue, South San Francisco, CA 94080, and in the custody of Chief Planner, Sailesh Mehra. II. Zoning Text Amendment Findings 1. The proposed Zoning Amendment meets the purpose of the Zoning Ordinance and is consistent with the adopted General Plan because the Zoning Amendment will reinforce the General Plan policies, is consistent with the relevant specific plans, and is consistent with the City’s overall vision for providing a diversity of housing types responsive to household size, income, and age needs. None of the new or revised requirements for accessory dwelling units and junior accessory dwelling units will conflict with or impede achievement of any of the goals, policies, or land use designations established in the General Plan. 2. The Zoning Amendments would encourage the creation of accessory dwelling units and junior accessory dwelling units on residentially zoned properties to provide opportunities for affordable housing stock. The zoning districts where accessory dwelling units and junior accessory dwelling units are permitted are generally suitable in terms of access, size of parcel, relationship to similar or related uses, and other considerations as deemed relevant by the Planning Commission and City Council because the proposed uses are consistent with General Plan policies, specifically those policies which promote developing a diverse housing stock. 3. The proposed revisions and additions to the accessory dwelling unit regulations will not be detrimental to the use of land in any adjacent zone because the Zoning Amendment will refine existing performance standards and introduce new standards for accessory dwelling units to ensure that any future accessory dwelling units are compatible with surrounding single-family residential uses. SECTION II. AMENDMENTS. The Planning Commission recommends that the City Council adopt the draft Ordinance attached as Exhibit A. Sections and subsections that are not amended by the draft Ordinance in Exhibit A shall remain in full force and effect. SECTION 2 RECOMMENDATION NOW, THEREFORE, BE IT FURTHER RESOLVED that the Planning Commission of the City of South San Francisco hereby makes the findings contained in this Resolution, and recommends that the South San Francisco City Council adopt an Ordinance amending the South San Francisco Municipal Code as shown in Exhibit A including revisions to Tables 20.080.002, 20.090.002, 20.100.002, 20.280.003, 20.330.004, 20.330.007 and Sections 20.300.002, 20.320.004, 20.350.035, 20.440.008, 20.480.003, and 20.620.002 and the proposed revision to Section 20.350.035(K)(1)(c). BE IT FURTHER RESOLVED that this Resolution shall become effective immediately upon its passage and adoption. * * * * * * * I hereby certify that the foregoing resolution was adopted by the Planning Commission of the City of South San Francisco at a regular meeting held on the 6th day of July, 2017 by the following vote: AYES: Chairperson Faria, Vice Chairperson Nagales, Commissioner Wong, Commissioner Shihadeh, Commissioner Ruiz, Commissioner Murphy, Commissioner Tzang NOES: ABSTENTIONS:_______________________________________________________________ ABSENT: Attest_/s/Sailesh Mehra__________ Secretary to the Planning Commission City Council September 6, 2017 1 9/6/2017 Planning Division 2 •AB 2299 and SB 1069 amend sections of the State law regarding “Accessory Dwelling Units” •Local zoning ordinances must comply with the new ADU law •Replace term “Second Dwelling Units” with “Accessory Dwelling Units” (ADUs) •Landscaping as an additional development standard •Amend regulations regarding garage conversions and ADUs built above a garage 9/6/2017 Planning Division 3 •Eliminate Design Review requirement •Adjust parking requirements 9/6/2017 Planning Division 4 9/6/2017 Planning Division 5 •Location and setbacks of detached ADUs •Increase maximum floor area •Remove restriction on the number of bedrooms •Introduce Junior Accessory Dwelling Units (JADUs) That the City Council adopt an Ordinance making revisions to Title 20 (“Zoning”) of the South San Francisco Municipal Code, related to Accessory Dwelling Unit regulations. 9/6/2017 Planning Div. 6 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-880 Agenda Date:10/25/2017 Version:1 Item #:7a. Ordinance amending the South San Francisco zoning ordinance,related to accessory dwelling units Citywide, in accordance with South San Francisco Municipal Code Chapter 20.550 ("Amendments to Zoning Ordinance and Map"). WHEREAS,in July of 2010,the City Council for the City of South San Francisco (“City”)adopted a comprehensive update to the City’s zoning ordinance,which repealed the then-existing Title 20 of the South San Francisco Municipal Code (“Zoning Ordinance”),and replaced it with an entirely new Title that,among other actions,established new zoning districts,revised and reformatted many then-existing zoning provisions, eliminated inconsistent and outdated provisions,and codified entirely new zoning provisions,including new land use regulations and development standards (“Zoning Ordinance Update”); and WHEREAS,as part of the 2010 Zoning Ordinance Update,the City adopted Section 20.350.035,which allows accessory dwelling units to be located on properties with single-unit dwellings throughout the City; and WHEREAS,the availability of housing is a substantial concern for individuals of all demographics, ages, and economic backgrounds in communities throughout the State of California; and WHEREAS,accessory dwelling units and junior accessory dwelling units offer lower cost housing options to meet the needs of existing and future residents within existing neighborhoods,while respecting architectural and neighborhood character; and WHEREAS,in September of 2016,the California legislature passed new laws including AB 2299,SB 1069,and AB 2406,which were intended to increase the number of accessory dwelling units and junior accessory dwelling units by simplifying the approval process and reducing costs associated with their creation, developing new standards and regulations,and modifying cities’ability to regulate accessory dwelling units; and WHEREAS,state law provides that local agencies may,by ordinance,provide for the creation of accessory dwelling units and junior accessory dwelling units in single family residential zones and such ordinances must designate areas within local jurisdictions where accessory dwelling units may be permitted; and WHEREAS,accessory dwelling units and junior accessory dwelling units are residential uses consistent with the City’s existing residential zoning and General Plan designations; and WHEREAS,the proposed accessory dwelling unit and junior accessory dwelling unit provisions and City of South San Francisco Printed on 10/19/2017Page 1 of 5 powered by Legistar™ File #:17-880 Agenda Date:10/25/2017 Version:1 Item #:7a. WHEREAS,the proposed accessory dwelling unit and junior accessory dwelling unit provisions and standards would implement Housing Element,Policy I-6,“The City shall support and facilitate the development of second units on single-family designated and zoned parcels”; and WHEREAS,the proposed Zoning Ordinance amendments comply with the legislative amendments made in 2016 to Government Code Section 65852.2,which establish standards for the development of accessory dwelling units and junior accessory dwelling units so as to increase the supply of smaller and affordable housing while ensuring that they remain compatible with the existing neighborhood; and WHEREAS,the City has prepared a Zoning Amendment (“Amendment”)to the City’s Zoning Ordinance, including refinements to Section 20.350.035 of the Zoning Ordinance; and WHEREAS,the Zoning Ordinance was adopted after preparation,circulation,consideration,and adoption of an Initial Study/Mitigated Negative Declaration (“IS/MND”)in accordance with the California Environmental Quality Act,Public Resources Code Sections 21000,et seq.(“CEQA”),in which the IS/MND analyzed the environmental impacts of adopting the Zoning Ordinance and concluded that adoption of the Zoning Ordinance could not have a significant effect on the environment because none of the impacts required to be analyzed under CEQA would exceed established thresholds of significance; and WHEREAS,the refinements,clarifications,and/or corrections set forth in this Amendment,as they relate to accessory dwelling unit and junior accessory dwelling unit regulations are minor in nature,the adoption of which would not result in any new significant environmental effects or a substantial increase in the severity of any previously identified effects beyond those disclosed and analyzed in the IS/MND prepared for the Zoning Ordinance,nor do the refinements,clarifications,and/or corrections constitute a change in the project or change in circumstances that would require additional environmental review; and WHEREAS,on July 6,2017,the Planning Commission for the City of South San Francisco held a lawfully noticed public hearing to solicit public comment and consider the proposed Amendment,take public testimony, and make a recommendation to the City Council on the project; and WHEREAS,on October 25,2017,the City Council for the City of South San Francisco held a lawfully noticed public hearing to solicit public comment,take public testimony,consider the proposed Amendment,and take action on the proposed Amendment. NOW,THEREFORE,BE IT ORDAINED that based on the entirety of the record before it,as described below, the City Council of the City of South San Francisco does hereby ORDAIN as follows: SECTION I.FINDINGS. Based on the entirety of the record as described above,the City Council for the City of South San Francisco hereby makes the following findings: City of South San Francisco Printed on 10/19/2017Page 2 of 5 powered by Legistar™ File #:17-880 Agenda Date:10/25/2017 Version:1 Item #:7a. A.General Findings. 1.The foregoing recitals are true and correct and made a part of this Ordinance. 2.The record for these proceedings,and upon which this Ordinance is based,includes without limitation, Federal and State law;the California Environmental Quality Act,Public Resources Code §21000,et seq. (“CEQA”)and the CEQA Guidelines,14 California Code of Regulations §15000,et seq.;the South San Francisco General Plan and General Plan EIR,including all amendments and updates thereto;the South San Francisco Municipal Code;all reports,minutes,and public testimony submitted as part of the Planning Commission’s duly noticed July 6,2017 meeting;all reports,minutes,and public testimony submitted as part of the City Council’s duly noticed October 25,2017 meeting;and any other evidence (within the meaning of Public Resources Code §21080(e) and §21082.2). 3.The refinements,clarifications,and/or corrections set forth in this Amendment,as they relate to accessory dwelling unit and junior accessory dwelling unit regulations are minor in nature,the adoption of which would not result in any new significant environmental effects or a substantial increase in the severity of any previously identified effects beyond those disclosed and analyzed in the IS/MND prepared for the Zoning Ordinance,nor do the refinements,clarifications,and/or corrections constitute a change in the project or change in circumstances that would require additional environmental review. 4.The documents and other material constituting the record for these proceedings are located at the Planning Division for the City of South San Francisco,315 Maple Avenue,South San Francisco,CA 94080, and in the custody of Chief Planner, Sailesh Mehra. B.Zoning Amendment Findings 1.The proposed Zoning Amendment is consistent with the adopted General Plan because the Zoning Amendment will reinforce the General Plan policies,is consistent with the relevant specific plans,and is consistent with the City’s overall vision for providing a diversity of housing types responsive to household size,income,and age needs.None of the new or revised requirements for accessory dwelling units and junior accessory dwelling units will conflict with or impede achievement of any of the goals,policies,or land use designations established in the General Plan. 2.The Zoning Amendments would encourage the creation of accessory dwelling units and junior accessory dwelling units on residentially zoned properties to provide opportunities for affordable housing stock.The zoning districts where accessory dwelling units and junior accessory dwelling units are permitted are generally suitable in terms of access,size of parcel,relationship to similar or related uses,and other considerations as deemed relevant by the Planning Commission and City Council because the proposed uses are consistent with General Plan policies,specifically those policies which promote developing a diverse housing stock. 3.The proposed revisions and additions to the accessory dwelling unit regulations will not be detrimental City of South San Francisco Printed on 10/19/2017Page 3 of 5 powered by Legistar™ File #:17-880 Agenda Date:10/25/2017 Version:1 Item #:7a. 3.The proposed revisions and additions to the accessory dwelling unit regulations will not be detrimental to the use of land in any adjacent zone because the Amendment will refine existing performance standards and introduce new standards for accessory dwelling units to ensure that any future accessory dwelling units are compatible with surrounding single-family residential uses. SECTION II.AMENDMENTS. The City Council hereby makes the findings contained in this Ordinance and amends the sections attached as Exhibit A with additions in double-underline and deletions in strikethrough.Sections and subsections that are not amended by this Ordinance in Exhibit A shall remain in full force and effect. SECTION III.SEVERABILITY. If any provision of this Ordinance or the application thereof to any person or circumstance is held invalid or unconstitutional,the remainder of this Ordinance,including the application of such part or provision to other persons or circumstances shall not be affected thereby and shall continue in full force and effect.To this end,provisions of this Ordinance are severable.The City Council of the City of South San Francisco hereby declares that it would have passed each section,subsection,subdivision,paragraph,sentence,clause,or phrase hereof irrespective of the fact that any one or more sections,subsections,subdivisions,paragraphs, sentences, clauses, or phrases be held unconstitutional, invalid, or unenforceable. SECTION IV.PUBLICATION AND EFFECTIVE DATE. Pursuant to the provisions of Government Code Section 36933,a summary of this Ordinance shall be prepared by the City Attorney.At least five (5)days prior to the Council meeting at which this Ordinance is scheduled to be adopted,the City Clerk shall (1)publish the Summary,and (2)post in the City Clerk’s Office a certified copy of this Ordinance.Within fifteen (15)days after the adoption of this Ordinance,the City Clerk shall (1)publish the summary,and (2)post in the City Clerk’s Office a certified copy of the full text of this Ordinance along with the names of those City Council members voting for and against this Ordinance or otherwise voting. This Ordinance shall become effective thirty (30) days from and after its adoption. ******* Introduced at a regular meeting of the City Council of the City of South San Francisco,held the _____ day of _____________, 2017. Adopted as an Ordinance of the City of South San Francisco at a regular meeting of the City Council held the _____ day of _____________, 2017 by the following vote: AYES:_______________________________________________________________________ City of South San Francisco Printed on 10/19/2017Page 4 of 5 powered by Legistar™ File #:17-880 Agenda Date:10/25/2017 Version:1 Item #:7a. NOES:_______________________________________________________________________ ABSTENTIONS:_______________________________________________________________ ABSENT:_____________________________________________________________________ Attest:__________________________________ Krista Martinelli, City Clerk As Mayor of the City of South San Francisco,I do hereby approve the foregoing Ordinance this _____day of _____________, 2017. Mayor City of South San Francisco Printed on 10/19/2017Page 5 of 5 powered by Legistar™ A. Revise Table 20.080.002 (Land Use Regulations – Residential Districts) to change the terminology from “Second Unit” and “Second Dwelling Units” to “Accessory Dwelling Units”. Use Classification RL-1.3 RL-5, 6, and 8 RM-10, 15, 17.5 RH-30 and 35 Additional Regulations Residential Use Types Single-Unit Dwelling See sub-classifications below Single Unit Detached P P P P Second Accessory Dwelling Unit P P P P See Section 20.350.033 Second Accessory Dwelling Units Single Unit Semi- Attached - C P P Single-Unit Attached - - P P B. Revise Table 20.090.002 (Land Use Regulations – Residential Commercial, Office, and Mixed Use Districts) to change the terminology from “Second Unit” and “Second Dwelling Units” to “Accessory Dwelling Units”. Use Classification CC BPO CMX ECRMX Additional Regulations Residential Use Types Single-Unit Dwelling See sub-classifications below Single Unit Detached (1) (1) - (1) Second Accessory Dwelling Unit (1) (1) P (1) See Section 20.350.033 Second Accessory Dwelling Units Single Unit Semi-Attached (1) (1) (1) (1) Single-Unit Attached (1) (1) C P(2) Limitations: 1. Permitted if existing. New units not allowed. 2. Residential use types not permitted on the ground floor along El Camino Real, except on the east side of El Camino Real between First Street and West Orange Drive subject to approval of a Use Permit. 3. Residential use on ground floor limited to 50 percent of ground floor area. 4. Subject to state licensing requirements. 5. Subject to site evaluation based on prior use. 6. Maximum of 10 vehicles stored on-site with minor maintenance in enclosed structure only. 7. Must be located entirely within a building. 8. These uses shall be developed in accordance with the development standards and supplemental regulations for the M1 District except the maximum FAR is .4 with an increase up to .6 for development that provides specified off-site improvements, subject to Conditional Use Permit approval. These uses are not subject to the development standards or supplemental regulations of the BPO District. 9. Hours of operation 7:00 a.m. to 7:00 p.m. weekdays only except within 400 feet of a BART station. C. Revise Table 20.100.002 (Land Use Regulations – Downtown Districts) to change the terminology from “Second Unit” and “Second Dwelling Units” to “Accessory Dwelling Units”. Use Classification DMX DRL DRM DRH Additional Regulations Residential Uses Single-Unit Dwelling See sub-classifications below Single Unit Detached (1) P P C Second Accessory Dwelling Unit (1) P P P See Section 20.350.033 Second Accessory Dwelling Units Single Unit Semi-Attached (1) P P P Single-Unit Attached MUP(2) P P P Limitations: Use Classification DMX DRL DRM DRH Additional Regulations 1. Permitted if existing. New units not allowed. 2. Limited to sites with a maximum gross site area of 4,000 square feet. 3. Prohibited on the ground floor except residential uses located south of Baden Avenue, banks, and walk-in offices which are subject to approval of a Use Permit. 4. Permitted if retail, restaurants, personal services, or other active pedestrian-oriented use is located on the ground floor, otherwise Minor Use Permit is required. Minor Use Permit may only be approved if the Review Authority first finds that, based on information in the record, it is infeasible to locate retail, restaurants, personal services, or other active pedestrian-oriented use on the ground floor. 5. Limited to facilities serving a maximum of 10 victims and may not be located within 300 feet of any other domestic violence shelter. 6. Subject to state licensing requirements. 7. Clinic uses may not occupy the ground floor, except along Grand Avenue, west of Maple Avenue, which are subject to the approval of a conditional use permit. 8. Living space may not occupy ground floor. 9. Limited to upper stories unless at least 50 percent of ground floor street frontage is occupied by food service use. 10. Limited to single-family detached units. D. Revise Table 20.280.003 (Land Use Regulations – Downtown Station Area Specific Plan Sub-Districts) to change the terminology from “Second Unit” and “Second Dwelling Units” to “Accessory Dwelling Units”. Uses Permitted DTC GAC DRC TO/RD LCC LNC Additional Regulations Residential Use Classifications Single-Unit Dwelling See sub-classifications below Single Unit Detached (1) (1) (1) - (1) (1) Second Accessory Dwelling Unit (1) (1) (1) - (1) (1) See Section 20.350.035 Second Accessory Dwelling Units Single Unit Semi-Attached (1) (1) (1) - (1) (1) Single-Unit Attached (1) (1) (1) - (1) (1) Limitations: 1. Permitted if existing. New units not allowed. 2. Limited to facilities serving a maximum of 10 victims and may not be located within 300 feet of any other domestic violence shelter. 3. Prohibited on the ground floor except residential uses located south of Baden Avenue, banks and walk-in offices which are subject to approval of a Use Permit. 4. Subject to licensing requirements. 5. Limited to upper stories unless at least 50 percent of the ground floor street frontage is occupied by food service uses. Uses Permitted DTC GAC DRC TO/RD LCC LNC Additional Regulations 6. Must be located at least 1,000 feet from any other social service facility. 7. Clinic uses may not occupy the ground floor along Grand Avenue, except on properties located west of Maple Avenue, which are subject to the approval of a conditional use permit. E. Eliminate Section 20.300.002(G) (Accessory Buildings with Second Dwelling Unit) as it is inconsistent with State law and revised in Section 20.350.035(B): Accessory Buildings with Second Dwelling Unit. Where an accessory building with a second dwelling unit is detached, a part of, or is located over an accessory building or garage, the entire structure shall be considered a main building and no portion of said building shall be closer to any lot line than is permitted for any other main building. F. Revise Section 20.320.004(C) so that the parking requirement for accessory dwelling units located on properties with single-unit dwellings with non-conforming parking be the same as garage conversions to accessory dwelling units: Notwithstanding the requirements of subsection A above, an second accessory dwelling unit in compliance with Section Chapter 20.350.033 (“Second Accessory Dwelling Units”) and State law may be developed on a lot that contains a single-unit dwelling that is nonconforming with respect to standards. If the single-unit dwelling is nonconforming because it does not meet parking standards, an second accessory second dwelling unit may only be established when parking for the primary dwelling unit is provided to meet the applicable requirements of Chapter 20.330 (“On-Site Parking and Loading”) for the primary dwelling unit. Notwithstanding the requirements of Chapter 20.330, parking for the primary dwelling unit may be located in any configuration on the site, such as covered spaces, uncovered spaces, or tandem spaces, or mechanical parking lifts. G. Revise the parking requirement in Table 20.330.004 (Required On-Site Parking Spaces) to comply with State law and revised Section 20.350.035(H). (See Attachment 5) Land Use Classification Required Parking Spaces Residential Use Classifications Single-Unit, Detached or Attached Less than 2,500 square feet and less than 5 bedrooms 2 spaces per dwelling unit General Requirements for all Single-Unit Residential Parking: At least one space must be within a garage. A carport shall not be substituted for a required garage except for existing dwellings on lots adjacent to a lane. 2,500 to 2,999 square feet or 5 bedrooms 3 spaces per dwelling unit 3,000 square feet or more than 5 bedrooms 4 spaces per dwelling unit Second Accessory Dwelling Unit 1 space for each, except accessory dwelling units which meet the criteria set forth in See Section 20.350.0335(H) are exempted from the parking requirement. Second Dwelling Units H. Revise the parking requirement in Table 20.330.007 (Required Parking Spaces, Downtown Districts) to comply with State law and revised Section 20.350.035(H). Land Use Classification Required Parking Spaces Residential Use Classifications Single-Unit, Detached or Attached Less than 2,500 square feet and less than 5 bedrooms 2 spaces per dwelling unit General Requirements for all Single-Unit Residential Parking: At least one space must be within a garage. A carport shall not be substituted for a required garage except for existing dwellings on lots adjacent to a lane. 2,500 to 2,999 square feet or 5 bedrooms 3 spaces per dwelling unit 3,000 square feet or more than 5 bedrooms 4 spaces per dwelling unit Second Accessory Dwelling Unit 1 space for each, except accessory dwelling units which meet the criteria set forth in See Section 20.350.0335(H) are exempted from the parking requirement. Second Dwelling Units I. Revise the language of preamble of Section 20.350.035 to eliminate any language that implies discretionary review of an application for an accessory dwelling unit and repealing the Design Review requirement. A permit will be issued as a ministerial matter without discretionary review or hearing for an second accessory dwelling unit within 120 days of receiving the application if the requirements of this Chapter (“Accessory Dwelling Units”), other requirements of the Zoning Ordinance, and other applicable City codes are met., in addition to the first single- unit dwelling on a lot when all of the conditions below are met. Such permits may be processed and issued as an administrative matter by the Chief Planner after review and consideration of the application without requirement of hearing. G. Design Review. All residential second units that result in alterations to the exterior of an existing residence or new construction are subject to the design review provisions of Chapter 20.480 (“Design Review”). J. Amend Section 20.350.035(B) as follows to include any additional standards listed in Section 65852.2(a)(1)(B)(i) of the Government Code, the requirements for garage conversions and accessory dwelling units constructed above a garage in Section 65852.2(a)(1)(D)(vii) of the Government Code to be consistent with state law, and development standards for detached accessory dwelling units: B. Development Standards. Second Except as provided below, accessory dwelling units shall conform to the height, setbackslandscaping, lot coverage and other zoning requirements of the zoning district in which the site is located, the development standards in this Chapter, other requirements of the zoning ordinance, and other applicable City codes. (i) Where an existing detached or attached garage is converted to an accessory dwelling unit, no setback shall be required, but the structure shall conform to height, lot coverage and other zoning requirements of the zoning district in which the site is located, the development standards in this Chapter, other requirements of the zoning ordinance, and other applicable City codes. (ii) Where an accessory dwelling unit is constructed above a garage, the setback for that unit shall be five feet from the side and rear lot lines, but shall conform to height, lot coverage and other zoning requirements of the zoning district in which the site is located, the development standards in this Chapter, other requirements of the zoning ordinance, and other applicable City codes. (iii) The minimum side yard and rear yard setback for a detached accessory dwelling unit is five feet, except as provided in (i) above. The minimum side yard and rear yard setback for an attached accessory dwelling shall conform to the setback requirements of the zoning district where the site is located. (iv) A detached accessory dwelling unit shall be located at least six feet to the rear of the primary dwelling unit. For detached accessory dwelling units located on corner lots, accessory dwelling units shall have the same street side yard setback as required for the primary dwelling unit in the underlying zoning district. The Chief Planner may grant exceptions based on lot characteristics. K. Revise the language of Section 20.350.035(D) to increase the percentage of living area allowed for accessory dwelling units to 50 percent of the living area of the primary dwelling unit and increase the maximum square footage for all accessory dwelling units to 900 square feet: D. Maximum Floor Area. The total area of floor space of an second attached or detached accessory dwelling unit shall not exceed 900 square feet or 50 percent of the living area of the primary unit or the minimum area of an efficiency unit as described in Section 17958.1 of the California Health and Safety Code, whichever is greater, with a maximum allowable floor area of 640 900 square feet. L. Eliminate Section 20.350.035(E) because the square footage limitation ensures that the unit is secondary to the primary dwelling and the building code ensures certain minimum sizes for bedrooms: E. Number of Bedrooms. The number of bedrooms in a residential second unit shall notbe more than one. M. Revise the langue of Section 20.350.035(H) to be consistent with the parking requirements under State law as depicted below: One independently usable on-site parking space shall be provided for the Second Accessory Dwelling Unit, which shall be provided in addition to the required parking for the primary single-unit dwelling.unless the accessory dwelling unit meets any of the following criteria, in which case no parking spaces shall be required: 1. Within a half-mile of public transit 2. Within an architecturally and historically significant historic district, as determined by the Chief Planner 3. Is part of an existing primary residence or an existing accessory structure 4. Is in an area where on-street parking permits are required, but not offered to the occupant of the accessory dwelling unit 5. Within one block of a car share area If a space is required, it shall be provided in addition to the required parking for the primary single-unit dwelling and shall comply with all development standards set forth in Chapter 20.330 (“On-site Parking and Loading”). A tandem parking space may also be used to meet the parking requirement for the Secondary Housing Accessory Dwelling Unit, providinged such space will not encumber access to a required parking space for the primary single- unit dwelling. Required parking for the primary single-family dwelling may not be removed for the creation of a Secondary Housing Accessory Dwelling Unit (e.g., garage conversions), or allocated to meet the parking requirement for the Second Accessory Dwelling Unit, unless replacement parking is provided in accord with this Chapter. The replacement parking spaces for the single-unit dwelling may be located in any configuration on the site, such as covered spaces, uncovered spaces, or tandem spaces, or mechanical parking lifts. N. Revise Section 20.350.035 to include development standards for Junior Accessory Dwelling Units. K. Junior Accessory Dwelling Units. A junior accessory dwelling unit is a unit that is no more than 500 square feet in size and contained entirely within an existing single-family structure. The junior accessory dwelling unit must incorporate an existing bedroom and must be within the existing footprint of a structure and may only include an efficiency kitchen. A junior accessory dwelling unit may include separate sanitation facilities, or may share sanitation facilities with the existing structure. 1. Development Standards. Junior accessory dwelling units shall comply with the following standards: a. Number of Units Allowed. Only one accessory dwelling unit or, junior accessory dwelling unit, may be located on any residentially zoned lot that permits a single-family dwelling. b. Location. A junior accessory dwelling unit may only be located on a lot which already contains one legal single-family dwelling. A junior accessory dwelling unit must be created within the existing walls of an existing primary dwelling, and must include conversion of an existing bedroom. c. Separate Entry Required. A separate exterior entry shall be provided to serve a junior accessory dwelling unit. Where possible, exterior entries for JADUs shall not be located adjacent to the primary front door of the primary dwelling unit. d. Interior Entry Remains. The interior connection to the main living area must be maintained, but a second door may be added for sound attenuation. e. Kitchen Requirements. The junior accessory dwelling unit shall include an efficiency kitchen, requiring and limited to the following components: 1) A sink with a maximum waste line diameter of one-and-a-half (1.5) inches, 2) A cooking facility with appliance which do not require electrical service greater than one-hundred-and twenty (120) volts or natural or propane gas, and 3) A food preparation counter and storage cabinets that are reasonable to size of the unit. f. Minimum and Maximum floor area. The minimum total area of floor space of a junior accessory dwelling unit shall be at least the minimum area of an efficiency unit as described in Section 17958.1 of the California Health and Safety Code but shall not exceed a maximum of 500 square feet of floor area. 2. Parking. No additional parking is required. 3. Owner Occupancy. The owner of a parcel proposed for a junior accessory dwelling unit shall occupy as a principal residence either the primary dwelling unit or the accessory dwelling unit. 4. Sale Prohibited. A junior accessory dwelling unit shall not be sold independently of the primary dwelling on the parcel. 5. Deed Restriction. Prior to obtaining a building permit for a junior accessory dwelling unit, a deed restriction, approved by the City Attorney, shall be recorded with the County Recorder's office, which shall include the pertinent restrictions and limitations of a junior accessory dwelling unit identified in this Section. Said deed restriction shall run with the land, and shall be binding upon any future owners, heirs, or assigns. A copy of the recorded deed restriction shall be filed with the Department stating that: a. The junior accessory dwelling unit shall not be sold separately from the primary dwelling unit; b. The junior accessory dwelling unit is restricted to the maximum size allowed per the development standards; c. The junior accessory dwelling unit shall be considered legal only so long as either the primary residence, or the accessory dwelling unit, is occupied by the owner of record of the property; d. The restrictions shall be binding upon any successor in ownership of the property and lack of compliance with this provision may result in legal action against the property owner, including revocation of any right to maintain a junior accessory dwelling unit on the property. O. Revise language of Section 20.350.035(C) and 20.350.035(L) to make corrections or clarify regulations. C. Type of Unit. The second accessory dwelling unit shall provide separate, independent living quarters for one household. The second accessory dwelling unit may be attached, detached, or located within the living areas of the primary dwelling unit on the lot, subject to the standards of this section. An existing single-family dwelling may be converted into two dwelling units. J. Conversion of an Existing House to an Accessory Dwelling Second Unit. In cases where an existing single-family residence of a size 640 900 square feet or less, the Chief Planner may approve the construction of one additional residence which is intended to be the primary residence on the property. The existing residence, which is intended to become the lawful second accessory dwelling unit, must comply with all the requirements of this Ordinance, including the second-dwelling size limitations. The primary residence shall be constructed in accordance with the provisions of the applicable zoning district and other requirements of this Ordinance. P. Revise title of Section 20.350.035 of the SSFMC to “Accessory Dwelling Units” and language of Sections 20.350.035(A), 20.350.035(E), 20.350.035(G), 20.350.035(H), and 20.350.035 (I) to change the nomenclature from “second units” and “secondary unit to accessory dwelling unit. 20.350.035 SecondAccessory Dwelling Units A. Location. Second Accessory dwelling units may be established on any lot in any district where a primary single unit dwelling has been previously established or is proposed to be established in conjunction with construction of an accessory dwellingsecond unit. Only one second accessory dwelling unit is permitted per primary single-family dwelling on the same lot. FE. Architectural Compatibility. The accessory dwellingsecond unit may utilize either a separate entry or the same exterior doorways as the primary unit and shall be installed in a manner as to negate an obvious indication of two units in the same structure. An accessory dwellingsecond unit shall be designed and constructed so as to blend with and complement the existing single-family unit in terms of height, roofing, siding materials and color. IG. Code Compliance. The accessory dwellingsecond unit shall comply with all provisions of the South San Francisco Municipal Code in effect at the time of approval of the building permit. 1. If the proposed accessory dwellingsecond unit is attached or within the primary structure, the primary unit must comply with all building, electrical, plumbing, and housing code requirements in effect at the time the building permit is issued for the accessory dwellingsecond residential unit. 2. Products of combustion detectors shall be required for each primary and accessory dwellingsecond unit. JH. Use Limitation. Either the primary or accessory dwellingsecondary unit may be for rental purposes and neither unit may be sold separately. KI. Deed Restrictions. Before obtaining a building permit, the property owner shall file with the County Recorder a declaration or agreement of restrictions which has been approved by the City Attorney as to its form and content, containing a reference to the deed under which the property was acquired by the owner stating that: 1. The accessory second dwelling unit shall be considered legal only so long as either the primary residence or the accessory second dwelling is occupied by the owner of the property. 2. The accessory second dwelling unit cannot be sold separately. 3. The accessory dwelling unit is restricted to the maximum size allowed per the development standards. 4. The restrictions shall be binding upon any successor in ownership of the property, the City may enforce these provisions at the cost of the owner, and enforcement may include legal action against the property owner including revocation of any right to maintain an accessory dwelling unit on the property. Q. Revise Section 20.440.008 (Chief Planner) as follows to eliminate language that implies discretionary review of accessory dwelling units: E. Conduct design review for additions to one-, two- and three-unit residential structures; residential second units; and sign programs less than 25 square feet in total sign area. R. Revise Sections 20.480.003 (Assignment of Design Review Responsibilities) and 20.480.006 as follows to eliminate language that implies discretionary review of accessory dwelling units: A. Chief Planner. 1. The Chief Planner may approve, conditionally approve, or deny sign programs with less than 25 square feet of total sign area, and additions to one-, two- and three-unit residential structures, and residential second units not elsewhere exempted from the procedures of this chapter, without the Design Review Board’s review and recommendations. 3. New additions to existing residential dwellings and residential second units shall be architecturally compatible with the primary residential unit, with respect to style, massing, roof pitch, color and materials. R. Revise Section 20.620.002 (Residential Use Classifications) to change the terminology from “Second Unit” to “Accessory Dwelling Unit” and add “Junior Accessory Dwelling Unit” to the residential use classifications. Second Accessory Dwelling Unit. A dwelling unit providing complete independent living facilities for one or more persons that is located on a lot with another primary, single-unit dwelling. An second accessory dwelling unit may be within the same structure as the primary unit, in an attached structure, or in a separate structure on the same lot. Accessory Dwelling Unit, Junior. An accessory dwelling unit that is no more than 500 square feet in size and contained entirely within an existing single-family structure. The junior accessory dwelling unit must incorporate an existing bedroom and must be within the existing footprint of a structure and may only include an efficiency kitchen. A junior accessory dwelling unit may include separate sanitation facilities, or may share sanitation facilities with the existing structure. Second Unit. A dwelling unit providing complete independent living facilities for one or more persons that is located on a lot with another primary, single-unit dwelling. A second unit may be within the same structure as the primary unit, in an attached structure, or in a separate structure on the same lot. City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-904 Agenda Date:10/25/2017 Version:2 Item #:8. Report regarding a resolution authorizing the acceptance of a $10,000 donation to the Parks and Recreation Department from Bimbo Bakeries USA to install a new drinking fountain,landscaping,and interpretive signage on Centennial Way at South Spruce Avenue,and amending the Parks and Recreation Department’s Fiscal Year 2017-18 Operating Budget pursuant to budget amendment #18.010.(Sharon Ranals,Director,Parks and Recreation) RECOMMENDATION It is recommended that the City Council adopt a resolution accepting a donation in the amount of $10,000 from Bimbo Bakeries USA to install a new drinking fountain,landscaping and interpretive signage on Centennial Way at South Spruce Avenue,and amending the Parks and Recreation Department’s Fiscal Year 2017-18 Operating budget. BACKGROUND/DISCUSSION In 2016,after the completion of the Francisco Terrace Park renovation project,Bimbo Bakeries USA generously donated $5,000 to facilitate additional improvements at the park,most notably for resurfacing and striping of the basketball courts.Again this year,Bimbo Bakeries USA approached staff with a proposal to contribute $10,000 for park improvements near their facility. Staff and Bimbo Bakeries USA representatives agreed to complete the following improvements on Centennial Way: ·Installation of a new three tiered drinking fountain with an accessible drinking fountain,bottle filling station and pet fountain. ·Replacement of the existing interpretive signage with topics including industry in the area,the cut stone bridge and the historic rail corridor that ran along Centennial Way Trail. ·Drought tolerant landscaping on both sides of the trail entrance. Bimbo Bakeries USA and staff also organized a community planting event for the landscape improvements on Monday,October 23,2017.Bimbo Bakeries USA staff,City representatives,and community volunteers were present to complete the improvements to the plaza area. FISCAL IMPACT Funds from this donation will be used to amend the Parks and Recreation Department’s Fiscal Year 2017-18 Operating Budget on a one-time basis (budget amendment #18.010).Receipt of these funds does not commit the City to ongoing funding. City of South San Francisco Printed on 10/19/2017Page 1 of 2 powered by Legistar™ File #:17-904 Agenda Date:10/25/2017 Version:2 Item #:8. CONCLUSION Receipt of these funds will offset the cost of installation of the improvements described above at the north entrance of Centennial Way at South Spruce Avenue.It is recommended that the City Council accept $10,000 in grant funding and amend the Parks and Recreation Department’s Fiscal Year 2017-18 Operating Budget. City of South San Francisco Printed on 10/19/2017Page 2 of 2 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-905 Agenda Date:10/25/2017 Version:1 Item #:8a. Resolution authorizing the acceptance of a $10,000 donation to the Parks and Recreation Department from Bimbo Bakeries USA to install a new drinking fountain,landscaping,and interpretive signage on Centennial Way at South Spruce Avenue,and amending the Parks and Recreation Department’s Fiscal Year 2017-18 Operating Budget pursuant to budget amendment #18.010. WHEREAS,the City of South San Francisco (“City”)Parks and Recreation Department oversees the maintenance of Centennial Way Trail; and WHEREAS,Bimbo Bakeries USA has generously offered to donate $10,000 to facilitate the enhancements to the Centennial Way trail entrance at South Spruce Avenue; and WHEREAS,improvements of the trail include installation of a drinking fountain,redesigned interpretive signage, and new landscaped areas; and WHEREAS,staff recommends the acceptance of this donation in the amount of $10,000 from Bimbo Bakeries USA; and WHEREAS,the foregoing donation will be used to amend the Fiscal Year 2017-2018 Operating Budget of the Parks and Recreation Department. NOW,THEREFORE,BE IT RESOLVED that the City Council of the City of South San Francisco hereby accepts a $10,000 donation from Bimbo Bakeries USA and amends the Parks and Recreation Department’s 2017-18 Operating Budget in order to reflect an increase of $10,000. ***** City of South San Francisco Printed on 10/27/2017Page 1 of 1 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-459 Agenda Date:10/25/2017 Version:1 Item #:9. Report regarding a resolution approving a five year agreement with CivicPlus,Inc.of Manhattan,Kansas in an amount not to exceed $290,493 to host and provide related services for a recreation management system. (Sharon Ranals, Parks and Recreation Director) RECOMMENDATION It is recommended that the City Council adopt a resolution approving a five year agreement with CivicPlus,Inc.of Manhattan,Kansas in an amount not to exceed $290,493 to host and provide related services for a recreation management system,and authorizing the City Manager to execute the Services Agreement. BACKGROUND/DISCUSSION For nearly 20 years,the Parks and Recreation Department has used a recreation management system (RMS) called CLASS by Active Network to track registration and process payments for recreation classes,childcare programs,and facility usage and rentals.This system is an invaluable tool supporting the department’s daily operations,and is used by both staff and the public.The department processes nearly $4 million per year in revenue, most of which is processed through CLASS. Active Network is phasing out CLASS and replacing it with a more modern product called ActiveNet,which is one of the RMS considered in the request for proposals discussed later in this report.After November 30,2017, Active Network will only support CLASS on a limited-term basis,with the option to extend services and support through November 30, 2018. Needs Assessment Prior to issuing a request for proposals (RFP)seeking a new RMS vendor,staff spent many hours assessing current practices and identifying areas that may be improved by a new RMS.Angela Duldulao,Management Analyst II of the Parks and Recreation Department,has worked with the Parks and Recreation team to guide the transition process thus far from conducting a Needs Assessment through the RFP,and will continue leading the team through the system implementation. The Needs Assessment included group discussion and visits with each Parks and Recreation Department program area to learn about high priorities and desired functionality in the new RMS,problem areas with the current RMS, and ideas for new practices upon implementation of a new RMS. Staff also sought the customer perspective with a survey that was shared with Parks and Recreation program participants from January 1, 2017 through March 26, 2017. The survey solicited information about: ·How participants like to receive communications about departmental activities and offerings; ·Rating of participants’ experience registering for classes; ·Ideas about how to improve the registration experience; and ·Interest in new features such as membership passes,text message alerts,online calendar to preview City of South San Francisco Printed on 10/19/2017Page 1 of 5 powered by Legistar™ File #:17-459 Agenda Date:10/25/2017 Version:1 Item #:9. facilities available for rent, and online picnic reservations. 136 people responded via the online survey,and 31 paper surveys were received,totaling 167 responses. Overall,the department received favorable reviews and interest in possible new features,but also received comments about improving functionality that we expect to address in the new RMS. Findings from the Needs Assessment informed the writing of the RFP,and more importantly,prepared Parks and Recreation staff with a clear vision of the services being sought to benefit our program participants and the department’s business functions. Request for Proposals and Evaluation On November 3,2016,staff issued a request for proposals (RFP)seeking a new RMS vendor,and proposals were due on January 19,2017.The RFP was circulated to a list of 21 RMS vendors and posted on the City’s website. A total of seven proposals were received: 1.Active Network (ActiveNet) 2.Bockyn, LLC (BlueRec) 3.Maximum Solutions, Inc. (MaxGalaxy) 4.PerfectMind Inc. (PerfectMind) 5.PureLynx, LLC (RecEnroll) 6.CivicPlus, Inc. (Rec1) 7.Vermont Systems, Inc. (RecTrac) The evaluation process consisted of two phases.Phase 1 consisted of scoring the written proposals based on the Executive Summary and Introductory Materials,Company Background,Proposed Software,Professional Services,Technical Information,Maintenance and Support,and Price Proposal.Based on scored ranking of Phase 1,staff had the option to choose at least two top-scoring proposers to proceed to Phase 2 of the evaluation process,with the option to invite more than two proposers in order to determine the solution that best meets the City’s needs. See Attachment 1 for the results of Phase 1 evaluation scores. Phase 2 of the evaluation involved a scripted,one and a half day Proof of Capability (POC)demonstration of the proposer’s RMS.The top three highest scoring proposers in Phase 1 --ActiveNet,PerfectMind,and CivicPlus --were invited to participate in the POC.In Phase 2,the evaluation team reviewed each system’s functional capabilities,technical requirements,and ongoing maintenance and operational support services.Staff also conducted reference checks that included traveling to other cities to see the software in use and interview city staff who use the software. See Attachment 1 for the results of Phase 2 evaluation scores. The following staff from the Parks and Recreation Department evaluated proposals: ·Recreation Manager ·Management Analyst II ·Assistant Childcare Supervisor ·Administrative Assistant ·Senior Services Supervisor ·Rentals and Sports Supervisor ·Classes Supervisor ·Aquatics Supervisor Due to the technical nature of the proposals and desired services,the following staff members from Finance and Information Technology (IT)reviewed proposals and participated in the POC demonstrations to serve as City of South San Francisco Printed on 10/19/2017Page 2 of 5 powered by Legistar™ File #:17-459 Agenda Date:10/25/2017 Version:1 Item #:9. Information Technology (IT)reviewed proposals and participated in the POC demonstrations to serve as subject matter experts in their respective areas. They are: ·Senior Accountant (Finance) ·Manager (IT) Finance and IT staff saw no issues with any of the top three proposers in terms of how the RMS could integrate with the City’s Finance and IT systems and practices. Vendor Selection Pursuant to South San Francisco Municipal Code section 4.04.080(a)(3)(A),agreements for professional services,personal services,and/or specialized,the skill,ability,and expertise of the entity performing the services is a key component of the selection criteria.Accordingly,the RFP and the vendor selection process for the new RMS was based on demonstrated competence,overall value to the city,and on the professional qualifications of the proposers.Cost was only one factor in determining the preferred vendor.Based on the results of the evaluation criteria described above,CivicPlus received the highest evaluation score in Phase 2. See Attachment 2 for CivicPlus’ proposal. Cost Considerations While cost was not the sole factor in the evaluation process,in addition to being the highest rated proposers, CivicPlus was the least costly RMS of the final three proposals being evaluated in terms of their implementation costs as well as ongoing service fees.The table below compares the costs between the top three proposers: Vendor Annual Fees One-time Implementation Costs* CivicPlus, Inc.$37,844 starting at $19,000 Active Network $56,756 starting at $65,300 PerfectMind $52,877 starting at $78,250 *Fee structures for annual fees and one-time implementation costs vary per vendor.One-time implementation costs are listed at their starting price because they represent the vendor’s cost for a proposed implementation plan. Upon identification of CivicPlus as the highest-scoring proposer and after a discussion between the City and CivicPlus about implementation services,the City is paying $10,500 more for additional services to integrate the RMS with the City’s credit card processor,automate data export/import between the RMS and the City’s financial system,and integrate with the City’s GIS system for the purposes of local resident determination.Even after adding on the extra costs,CivicPlus remains the least costly option. CivicPlus’ costs are detailed in the Fiscal Impact section below. Other proposals not considered in Phase 2 evaluations ranged from ongoing service fees of $18,000 to $31,000 per year,and one-time implementation costs starting at $22,000 to over $50,000.Note that some of the vendors in this price range were lacking in functionality or were not responsive to all of the proposal requirements. Recreation Management System Implementation In addition to replacing the current uses of CLASS,staff hopes to streamline operations by expanding use of the RMS to more Parks and Recreation program areas,have improved capability with smartphones,and increase online class registration with a registration portal that is easier to use.If City Council approve of the agreement, staff will be working with CivicPlus over the next few months to transition to the new RMS,and anticipate City of South San Francisco Printed on 10/19/2017Page 3 of 5 powered by Legistar™ File #:17-459 Agenda Date:10/25/2017 Version:1 Item #:9. staff will be working with CivicPlus over the next few months to transition to the new RMS,and anticipate changes to our public-facing registration website by the Fall 2018 recreation class registration period. Part of the implementation process will include migration of some information from CLASS to the CivicPlus RMS,such as active account holder names and contact information,facility and park listings,and recreation classes and activities.However,except for special circumstances,staff does not plan to import any balances due or credits that have accrued in CLASS over the years.Staff is researching balances due and credits,and correcting errors such as a balance due for a student who should have been unenrolled from a class.Staff anticipates returning to City Council with a request to write off old balances that cannot be collected.Moving forward,the new RMS is expected to improve payment tracking and processing for both customers and staff, and staff has identified policies and practices that will reduce the chance to carry on aged balances due and credits. FISCAL IMPACT The proposed contract with CivicPlus is for a total amount not to exceed $290,493,covering five years of service from November 1,2017 through October 31,2022.Sufficient funding to cover the one-time costs of implementing the new RMS and annual service fees are included in the City of South San Francisco Fiscal Year 2017-18 operating budget. Annual service fees have been established as ongoing costs in future budget years. Year 1 fees will come out of Fiscal Year 2017-18 for services from November 1,2017 through October 31, 2018,and will be paid in two installments (half up front,half upon completed implementation).Years 2 and beyond are due in full at the start of each subsequent 12-month service period to cover the months from November through October. The following is a breakdown of costs: Year 1 TOTAL:$67,344 One-time implementation costs $29,500 (includes data import, system integration, training) Annual Service Fee $37,844 (includes licensing, support, and maintenance) Year 2 TOTAL:$37,844 Annual Service Fee Years 3 and beyond:subject to fee adjustment* Annual Service Fee *Beginning in Year 3,CivicPlus may reassess the City’s Annual Service Fee based on 1 percent of the prior year’s gross income processed through the RMS.Any change in the Annual Service Fee shall not exceed 20 percent of the prior year’s Annual Service Fee. At this point,staff is uncertain of the impact the new RMS will have on the department’s revenue. The following table illustrates the possible maximum Annual Service Fee in Years 3 and beyond. These fees have been built into the not-to-exceed value of the contract. City of South San Francisco Printed on 10/19/2017Page 4 of 5 powered by Legistar™ File #:17-459 Agenda Date:10/25/2017 Version:1 Item #:9. Maximum Fee (not to exceed 20 percent of prior year’s fee) Year 3 $45,413 Year 4 $54,496 Year 5 $65,396 Fees for Optional Services: The contract includes a provision for Optional Services,which staff will consider implementing as needed,and as available budget allows.The potential cost for Optional Services are built into the not-to- exceed value of the contract. ·Customized Enhancements, Additional Data Import/Export (not to exceed $10,000) ·Additional Training (not to exceed $10,000) TOTAL Not-to-Exceed Value of Contract:$290,493 Maximum cost for Years 1 to 5 plus Optional Services Given the large investment in system implementation and staff training,staff anticipates requesting a renewal of this agreement near its expiration date.Prior to renewing this agreement,staff will evaluate other RMS options to ensure that CivicPlus’ RMS remains the most efficient and cost-effective program for the City. Customer Fees At this time,the department expects to retain its current fee structure for processing fees charged to participants.For recreation and aquatics classes,participants pay a $2 processing fee per activity.Participants in the After School Recreation Program pay a $65 application processing fee.Facility Rental applicants pay an $80 processing fee. Based on the number of registrations and applications processed in Fiscal Year 2016-17,the department expects to generate over $60,000 in processing fees related to these program areas.These fees count towards the department’s revenue and help offset administrative processing costs.Staff may consider a new fee structure depending on the change in the Annual Service Fee in future years. CONCLUSION Approval of the resolution will allow the City Manager to execute a consulting services agreement with CivicPlus for hosting and related services for a recreation management system.This system is an invaluable tool supporting the department’s daily operations.Depending on how many functions can be configured to allow revenue collection through the system,the new RMS is expected to process nearly $4 million per year in revenue. Attachments: 1.Recreation Management System RFP Evaluation Results 2.CivicPlus Proposal City of South San Francisco Printed on 10/19/2017Page 5 of 5 powered by Legistar™ Attachment 1 Recreation Management System RFP Evaluation Results Attachment 1 - Page 1 Phase 1 - Written Proposals Weight of Score Max. Weighted Score Active Network PerfectMind CivicPlus Maximum Solutions Vermont Systems PureLynx Bockyn Executive Summary and Introductory Material 5%2 Company Background 10%4 3.83 3.43 3.42 3.07 3.53 2.78 2.04 Proposed Software 20%8 7.60 7.23 6.76 6.69 6.36 5.42 5.61 Professional Services 20%8 7.08 7.13 6.80 5.33 5.02 5.62 3.57 Technical Information 5%2 1.68 1.72 1.63 1.29 1.33 1.47 0.77 Maintenance and Support 20%8 6.88 7.28 6.44 5.19 5.80 5.94 3.30 Price Proposal 20%8 6.07 5.84 5.99 5.34 4.51 5.29 3.91 Weighted Score 100%40.00 33.12 32.62 31.03 26.90 26.55 26.52 19.19 * Scoring for the Executive Summary and Introductory Material was not included in the final weighted average score because not all evaluators scored this section. Scores for this section not counted in total* Attachment 1 Recreation Management System RFP Evaluation Results Attachment 1 - Page 2 Phase 2 - Proof of Capability (POC) Demonstration The POC Demonstration took place over one and a half days and consisted of two parts: Day 1 - Functional Demonstration: Review of functional capabilities Day 2 (half day) - Technical Demonstration: Review of technical requirements, and ongoing maintenance and support services Weight of Score Max. Weighted Score Active Network CivicPlus PerfectMind FUNCTIONAL DEMONSTRATION Introduction and Overview 19%13.30 11.97 11.59 9.88 Contact Management 19%6.65 5.70 6.27 4.94 Program Registration 19%39.90 33.06 34.77 29.83 Facility Reservations 19%33.25 27.93 28.50 23.56 Membership Management 14%14.70 6.30 13.16 10.22 Point of Sale 5%5.25 4.80 4.75 3.90 Additional Functionalities 5%8.75 6.55 7.20 5.40 SUBTOTAL SCORE (WEIGHTED) - Functional Demonstration 100%121.80 96.31 106.24 87.73 TECHNICAL DEMONSTRATION System Requirements 20%18.00 15.40 15.00 12.80 Releases, Ongoing Maintenance and Operational Support 30%27.00 23.70 24.30 17.10 GL Accounting and Financial System Interface 20%12.00 10.20 9.80 7.60 Implementation Plan 30%54.00 46.80 46.50 31.80 SUBTOTAL SCORE (WEIGHTED) - Technical Demonstration 100%111.00 96.10 95.60 69.30 GRAND TOTAL SCORE Functional + Technical 232.80 192.41 201.84 157.03 CITY OF SOUTH SAN FRANCISCO, CALIFORNIA Recreation Management System January 19, 2017 Landon Schenck, President 12470 Crabapple Rd, Ste 202 #111 Alpharetta, GA 30004 phone: 800.335.1863 ext. 501 lschenck@rec1.com A CivicPlus Company Attachment 2 Attachment 2 - Page 1 January 19, 2017 Angela Duldulao, Management Analyst II Department of Parks and Recreation City of South San Francisco 33 Arroyo Drive South San Francisco, CA 94080 RE: Recreation Management System Dear Ms. Duldulao: REC1 is pleased to present this response to the City of South San Francisco (the City) Department of Parks and Recreation for the Recreation Management System Request for Proposal (RFP). We thank you for the opportunity to participate in this evaluation and for the consideration of our solutions. In our response, we have provided high-level information about our company and software so you may evaluate REC1 products and services in light of your business and technical requirements. We welcome an opportunity to further demonstrate our technology solutions to the City at your convenience (either on site or via web meeting). REC1 has been delivering software solutions for parks and recreation departments for the past ten years and is fully qualified to support the business needs of the City and to deliver the services sought under the RFP. Our estimated prices within this response will remain valid for 180 days. REC1 has no known conflicts of interest that would limit our ability to provide the requested services. I will act as your primary point of contact during your vendor evaluation process. Should you have any questions regarding our response, please let me know. We look forward to working with you on the next steps of the process. Sincerely, REC1 12470 Crabapple Rd, Ste 202 #111 Alpharetta, GA 30004 Landon Schenck President lschenck@rec1.com 800.335.1863 ext. 501 Attachment 2 Attachment 2 - Page 2 City of South San Francisco Page 21 RFP for Recreation Management Software SECTION 5: ATTACHMENTS 5.1 Attachment 1: RFP Checklist Proposal Item # RFP Section Item Submitted 1.0 3.1 Executive Summary and Introductory Material 3.1.1 Title Page 3.1.2 Proposal Transmittal Letter 5.1 Attachment 1 (RFP Checklist) 3.1.4 Table of Contents 3.1.5 Executive Summary 2.0 3.2 Company Background 3.2.1 Company Background 3.2.2 References 3.0 3.3 Proposed Software 3.3.1 Description of proposed software modules 5.2 Attachment 2 (Functional Requirements), including Excel file 4.0 3.4 Professional Services 3.4.1 Implementation plan 3.4.2 Proposed vendor staffing 3.4.3 Expected City staffing 3.4.4 Data extraction and loading 3.4.5 Financial system interface 5.0 3.5 Technical Information 3.5.1 Technical Requirements 3.5.2 Hosting options 3.5.3 Security features 6.0 3.6 Maintenance and Support 7.0 3.7 Sample Documents 3.7.1 Sample software licensing agreement 3.7.2 Sample maintenance agreement 3.7.3 Sample implementation services agreement 3.7.4 Sample hosting agreement (if applicable) 8.0 3.8 Price Proposal 3.8.1 Annual Product Pricing 3.8.2 Internet and eCommerce Pricing 3.8.3 Implementation and Training Pricing 3.8.4 Hardware Costs and Additional Products 3.8.5 Invoicing 3.8.6 Remittance of Payments 3.8.7 Data Conversion X X X X X X X X X X X X X X X X X X X X X X X X X X X X X Attachment 2 Attachment 2 - Page 3 Table of Contents 1 EXECUTIVE SUMMARY 3 COMPANY BACKGROUND 6 PROPOSED SOFTWARE 40 PROFESSIONAL SERVICES 47 TECHNICAL INFORMATION 50 MAINTENANCE AND SUPPORT 53 SAMPLE DOCUMENTS 62 PRICE PROPOSAL Attachment 2 Attachment 2 - Page 4 1 REC1 is a hosted, web-based application specifically designed to meet the needs of recreation and park districts and municipal recreation departments. REC1 is a Software as a Service (SaaS) solution that is ready to go off-the-shelf. REC1 is proposing the following software capabilities to the City, including, but not limited to the following: „„„Account Management/Customer Database „„„Activity/Program Registration (online and in person) „„„Space Management/Facility Scheduling (online and in person) „„„Script Cards/Passes/Memberships (online and in person) „„„League Management „„„Ticketing „„„Financial Integration to the City’s financial systems „„„Point of Sale „„„Payment Processing Integration (credit card processing) „„„Waiting List Management „„„Reporting Executive Summary Attachment 2 Attachment 2 - Page 5 2 Executive Summary We realize this is a competitive situation and ask that you keep the following points in mind as you evaluate technology vendors: „„REC1 is a fully mature product; it is not a ‘framework’ or ‘toolkit’ or ‘vaporware’. „„We do not believe any of our competitors can match the nimble, modern, and affordable solution that is REC1. Review sites like Capterra.com are a good testament to this. „„We have a track record of not only supporting our product, but also evolving it, so it consistently stays at the forefront of design, usability, and capability. Please compare the REC1 solution it to other products out there so you get a sense of not only what it does, but also how it feels. „„Our solution is specifically developed for parks and recreation. REC1 is not a product that has been adapted from some other industry. „„We will work with you closely to ensure your implementation meets your business requirements. „„In order to keep our products fresh, REC1 encourages our clients to submit product enhancement requests through an online ticket tracking system. We regularly accept and incorporate client feedback, which benefits our entire user base, at no cost. „„All modules are available to all clients all the time at no additional cost. „„All software updates (product enhancements) are available to all clients at no additional cost. „„You will always have brand new software! REC1 software is ready for immediate use off-the-shelf. We will provide multiple releases per year and will continue to develop and improve the product as a top priority. We will get you live on time, with high quality, and won’t ‘nickel and dime’ you along the way. We want both our customers, and our customers’ customers (the public), to experience a product that feels clean, is powerful, is actively managed, and is well-supported. Lastly, we would like to offer the City the opportunity to access a REC1 sandbox environment so you can play around during your software evaluation process. The sandbox will mirror the production environment and will include all REC1 capabilities. It’s important that the City understand exactly what they are getting prior to signing up. We can also offer the assistance of a REC1 Solution Consultant during this period to ensure you are getting the most out of the sandbox. Attachment 2 Attachment 2 - Page 6 3 Cirilian, Inc. (dba REC1) is a corporation and has been in business since 2001. Cirilian operates under the name REC1 and has been providing managed recreation software under this name since 2007. We are based in Alpharetta, Georgia (a suburb of Atlanta). Our product is designed specifically to meet the needs of municipal parks and recreation departments. REC1 was developed from the ground up with a metro Atlanta recreation department that serves approximately 200K residents (relationship began in 2003). We began marketing the product nationally in 2007. Company Background Attachment 2 Attachment 2 - Page 7 4 EXPERIENCE Years in Parks and Recreation Software 10 Number of Total Clients ~250 Number of Clients within Last Three Years~150 EXPERIENCE AND CAPABILITY „„REC1 is a fully mature product with hundreds of implementations at departments of all sizes. „„REC1 is not a product that has been adapted from some other industry. Parks and recreation has been our sole focus for the past ten years, and we have implemented hundreds of best practice product suggestions from the parks and recreation user community. „„Our solution is web-based, hosted, and PCI compliant. „„There is nothing for the City to install - no software or hardware. „„Our implementations are fast (~12 weeks but can be accelerated, if desired). „„Our pricing model is very simple, and we do not charge extra fees for support or maintenance. „„We provide a monthly release. Our solution is a SaaS solution and there are no additional upgrade fees. All software updates are available to all clients, every month. The City will always have brand new software! „„Big Bear Valley Recreation and Park District, Big Bear Lake „„City Of Alhambra - Community Services Department „„City of Anaheim „„City of Arcadia „„City of Beverly Hills „„City of Cyprus „„City of Kerman Recreation & Community Services „„City of La Mirada Community Services „„City of Laguna Beach „„City of Lake Elsinore „„City of Martinez, Martinez „„City of Ontario Recreation & Community Services „„City of Pittsburg „„City of Porterville Parks & Leisure Services „„City of Santa Clarita „„City of Temecula „„Crafton Hills College, Yucaipa „„Del Norte County Recreation, Crescent City „„Easton Archery Center of Excellence, Chula Vista „„Easton Van Nuys Archery Center, Van Nuys „„Elings Park, Santa Barbara „„Joshua Tree Recreation and Park District „„Kensington Community Council „„LA Mavericks, Agoura Hills „„Monterey Peninsula Regional Park District, Monterey „„Mountain House Community Services District „„Rim Of The World Recreation and Park District, Rimforest „„Sacramento County Regional Parks „„Tehachapi Valley Recreation and Park District „„Town of Moraga „„Tuolumne County Recreation Department, Sonora „„Union City „„Valley Wide Recreation & Park District, San Jacinto „„Wasco Recreation and Parks District CALIFORNIA CLIENTS Attachment 2 Attachment 2 - Page 8 5 Client References Contact: Josh Gire Phone: 562-497-0304 Email: jgire@cityoflamirada.org www.crpa.net Summary of Project: La Mirada is high-volume customer that had an accelerated timeline for getting started. REC1 has also made several client- specific enhancements for La Mirada to better serve their regional aquatic center and water park (Splash!). Functionality Installed: All RMS modules including Registration, Facilities, Memberships, POS,Ticketing, Permitting, Food Service. Contact: Candice Cheung Phone: 626-821-4374 Email: ccheung@arcadiacaCA.gov www.arcadiaca.gov/government/city-departments/recreation-and- community-services Summary of Project: Arcadia transitioned to REC1 from CLASS after opting out of ActiveNET. Seeing an opportunity to start fresh on their database, they elected not to transfer much data to the new system. In addition, they prefered to utilize multiple merchant options within their REC1 account. This allows them to keep their senior center monies separate from recreation. Functionality Installed: All RMS modules including Registration, Facilities, Memberships. Contact: Robyn Hockenhull Phone: 909-395-2368 Email: rhockenhull@ci.ontario.ca.us www.ontarioca.gov/recreation Summary of Project: Ontario is a California department who used RecWare and also opted out of ActiveNET. They have had transition success moving off of their old platform and onto online registration with REC1. Ontario runs several facilities, including activity and senior centers and takes tens of thousands of transactions per year. Functionality Installed: All RMS modules including Registration, Facilities, POS, Memberships. ARCADIA RECREATION AND COMMUNITY SERVICES, CALIFORNIA ONTARIO RECREATION AND COMMUNITY SERVICES, CALIFORNIA LA MIRADA COMMUNITY SERVICES, CALIFORNIA Attachment 2 Attachment 2 - Page 9 6 Proposed Software REC 1 Recreation Management Software (RMS) We believe we have the most modern and user-friendly software in the market. This includes both the desktop version as well as our responsive mobile version. No apps need to be installed. REC1 will present to the user automatically in the best layout to fit the screen being used. Attachment 2 Attachment 2 - Page 10 7 REC1 understands the City is seeking a fully hosted RMS to provide your staff and customers with the greatest service in the industry. The City wants to provide its citizens with excellent customer service both in person and online with the use of a RMS that controls daily recreation program administration and registration, facility and field reservations, and payment processing and reporting. REC1 is a fully hosted, PCI compliant SaaS solution that is ready to go off-the-shelf. We will provide the City with an integrated web-based, hosted application recreation management system that is comprehensive, efficient, and modern. In addition, REC1 is fully scalable to allow for future growth and is easily deployed to all functional areas of the City. Please see the following brief module descriptions which support how we can meet your needs. Features & Functionality FACILITY RESERVATIONS (ONLINE AND IN-HOUSE) All facility functions in REC1 are completely integrated. Generate and email complex permits, schedule programs, take in-house and online reservations, and schedule leagues and meetings…all without fear of double bookings! Grid views and map based bookings also make campsite reservations a breeze. ACTIVITY REGISTRATION (ONLINE AND IN-HOUSE) Quickly create programs, indicate flexible pricing, attach waivers and prompts, and assign instructors. Then, easily take registrations in-house or allow your public to register on the device of their choice…including mobile. Our software utilizes load balanced servers and can be scaled to accommodate any volume. MEMBERSHIP MANAGEMENT Customer Management in REC1 is particularly easy. Associate photos and avatars with users for use on membership cards and system profiles. Staff can see a history of all of the account’s transactions. Store credit/debit cards on file for future and recurring payments. Perform other functions like sending invoices, merging accounts, and more. With REC1, the City can easily sell memberships and punch cards, take photos of members, print cards or associate barcode key tags, and check people into a facility. REC1 will even help you auto-bill your members to ensure everyone stays paid and current. Attachment 2 Attachment 2 - Page 11 8 Features & Functionality POINT OF SALE REC1’s Point-of-Sale screen makes it easy for staff to quickly sell merchandise, enroll participants, and reserve facilities – all in the same cart! It even plugs right in with your cash drawers, barcode readers, receipt printers, and credit card readers. Integrated inventory control will tell you how many of each item are available at each of your locations. LEAGUE MANAGEMENT Athletics staff can easily create leagues, draft players, assess skills, and generate schedules. Public facing “Scores and Schedules” pages can be linked to directly from your website so your public always has up to date information about their leagues. We are continuing to evolve these tools including an exciting “Parent/ Player Portal” that will make it even easier for participants to follow their leagues. MOBILE FOR YOUR PUBLIC AND YOUR STAFF When users register through REC1, they get the same great experience on their phone/tablet as they’re used to experiencing on their desktops. The mobile experience supports all the same waivers, prompts, discounts, and add-ons that the desktop version does. We always try to adhere to industry standards to ensure access by all customer populations. TICKETING Easily generate tickets for events either through our desktop or our mobile experience. Public users receive additional pages, along with their receipt, that contain their tickets. Those tickets can then be printed and scanned into our mobile check-in or desktop check-in screens. Public users may also prefer to simply show the ticket code on their phone display instead of printing. Attachment 2 Attachment 2 - Page 12 9 Features & Functionality SURVEYS Participants will automatically receive post-program surveys requesting feedback on your programs, organization, instructors, and processes. This information is captured and is presented back to staff to assist in determining how well Client programming is being received. REPORTING / FINANCIAL ACCOUNTING REC1 has a very powerful reporting engine. There are dozens of standard reports in REC1. However, staff can basically take any report and customize it to their liking. Filters and fields can be added and/or removed. Reports can be sorted, saved, emailed, exported, or scheduled for regular delivery to any email address. REC1 will gladly take any reasonable reporting request from the Client and ensure it is made available as requested. MERCHANT OPTIONS / CREDIT CARD PROCESSING REC1 has multiple credit card processing options. The Client may elect to have REC1 serve as the merchant of record for credit card processing. A Client may elect to use its own merchant account, in which case, REC1 can be integrated. If the Client desires its own merchant account, but needs to shop for a new one, REC1 can provide a reference to our well-regarded processing partner. EMAIL/SMS BLASTS There are several links within REC1 that allow for mail blasts. Many of our reports and roster views allow for mass mailings with just the click of a button. The People Finder report is a particularly handy report that allows for mailings based on several different filters. SMS messaging has recently been introduced to facilitate those particularly time-sensitive notifications like cancellations. Attachment 2 Attachment 2 - Page 13 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments 1. O V E R A R C H I N G S Y S T E M P H I L O S O P H I E S 1. 1 R Y Th e R E C 1 s y s t e m w a s d e v e l o p e d f r o m t h e g r o u n d u p to b e c o m p l e t e l y i n t e g r a t e d . U s e r a n d o t h e r d a t a i s sh a r e d a c r o s s a l l m o d u l e s . 1. 1 a Al l o w s f o r u n l i m i t e d u s e r - d e f i n e d , a d d i t i o n a l f i e l d s t o b e c r e a t e d t o t r a c k c u s t o m e r i n f o r m a t i o n . I f l i m i t e d , in d i c a t e t h e ma x i m u m n u m b e r o f u s e r - d e f i n e d f i e l d s a v a i l a b l e . R Y RE C 1 s u p p o r t s b o t h a c c o u n t - l e v e l c u s t o m d a t a f i e l d s as w e l l a s p r o g r a m a n d f a c i l i t y s p e c i f i c p r o m p t i n g . Th e r e i s n o l i m i t t o t h e n u m b e r o f d a t a f i e l d s a n d pr o m p t s t h a t c a n b e c o n f i g u r e d . 1. 1 b Ab i l i t y t o e a s i l y v i e w a l l t r a n s a c t i o n h i s t o r y f o r c u s t o m e r f i l e , i n c l u d i n g s p l i t t i n g o u t o f c r e d i t s o r d e d u c t i o n s f r o m t h e ac c o u n t . R Y Cu s t o m e r t r a n s a c t i o n s a r e e a s i l y v i e w a b l e b y s t a f f i n th e A c c o u n t P r o f i l e s c r e e n . T h e A c c o u n t P r o f i l e l i s t s a l l tr a n s a c t i o n s i n c l u d i n g c h a r g e s , r e f u n d s , a n d c r e d i t s . I n ad d i t i o n , t h e p u b l i c c a n a l s o v i e w t h e i r o w n tr a n s a c t i o n s a n d p r i n t t h e i r o w n r e c e i p t s t h r o u g h t h e pu b l i c f a c i n g p o r t a l . 1. 1 c Ab i l i t y t o a s s o c i a t e s c a n n e d d o c u m e n t s ( p r o o f o f i n s u r a n c e , c o n t r a c t s , w a i v e r s ) t o e a c h c u s t o m e r r e c o r d b y a d o c u m e n t im a g i n g s y s t e m . R SR By d e f a u l t , w e p r o h i b i t t h e s t o r i n g o f s e n s i t i v e do c u m e n t s o n R E C 1 s e r v e r s . W e a r e c u r r e n t l y l o o k i n g at v a r i o u s o p t i o n s f o r i n t e g r a t i o n s u c h a s D r o p b o x a n d Go o g l e D r i v e . W e a r e h a p p y t o w o r k w i t h t h e C i t y t o fi n d a s o l u t i o n t h a t s o l v e s i t s d o c u m e n t s t o r a g e re q u i r e m e n t s w i t h o u t c r e a t i n g u n n e c c e s a r y r i s k t o t h e Ci t y o r t o R E C 1 . Th e f o l l o w i n g f u n c t i o n s a r e e s s e n t i a l t o t h e b u s i n e s s o p e r a t i o n s o f t h e C i t y a n d m u s t b e r e f l e c t i v e o f t h e p r i m a r y s e t u p o f t h e s o f t w a r e . Ad d i t i o n a l q u e s t i o n s r e g a r d i n g s p e c i f i c s y s t e m f u n c t i o n s a r e c o n t a i n e d i n t h e f o l l o w i n g s e c t i o n s . Th e b a s i s o f t h e p r o p o s e d s y s t e m s h o u l d c o n s i s t o f a c e n t r a l c u s t o m e r d a t a b a s e f i l e , c o n s o l i d a t i n g e n t i r e c u s t o m e r c o n t a c t in f o r m a t i o n a n d t r a n s a c t i o n h i s t o r y w i t h t h e o r g a n i z a t i o n . CI T Y O F S O U T H S A N F R A N C I S C O - R F P F O R R E C R E A T I O N M A N A G E M E N T S Y S T E M A T T A C H M E N T 2 - R E C R E A T I O N S O F T W A R E F U N C T I O N A L / T E C H N I C A L R E Q U I R E M E N T S IN S T R U C T I O N S : Pr o p o s e r s m u s t p r o v i d e r e s p o n s e s u s i n g t h i s E x c e l w o r k s h e e t . S e e R F P s e c t i o n 3 . 3 . 2 f o r s u b m i s s i o n r e q u i r e m e n t s . T h e t a b l e b e l o w l i s t s s o m e o f t h e f u n c t i o n a l a n d t e c h n i c a l a b i l i t i e s t h a t t h e C i t y w o u l d l i k e t o s e e i n t h e n e w Re c r e a t i o n M a n a g e m e n t S y s t e m . N o t e t h a t i n t h e "C i t y C r i t e r i a " c o l u m n , t h e C i t y h a s i n d i c a t e d e a c h c r i t e r i a a s R ( R e q u i r e d ) o r O ( O p t i o n a l ) . P l e a s e k e e p t h o s e d i s t i n c t i o n s i n m i n d w h e n i d e n t i f y i n g t h e c a p a b i l i t y o f t h e s o f t w a r e t o m e e t th e r e q u i r e m e n t s . In t h e c o l u m n f o r "V e n d o r R e s p o n s e " , p l e a s e s e l e c t Y ( Y e s ) , N ( N o ) , o r SR ( S e e R e s p o n s e ) t o i n d i c a t e y o u r s o f t w a r e ' s a b i l i t y t o m e e t t h e r e q u i r e m e n t s i n t h e l i s t b e l o w . P r o p o s e r s m a y p r o v i d e a n y c o m m e n t s t o a s p e c i f i c l i n e i t e m i n t h e "V e n d o r C o m m e n t s " s e c t i o n . E x t e n s i v e c o m m e n t s m a y b e a t t a c h e d o n a s e p a r a t e s h e e t . Pr o p o s e r : RE C 1 Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 1 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 14 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 1. 1 d Ab i l i t y t o a d d c u s t o m e r s t o f a m i l y / b u s i n e s s u n i t s A N D a b i l i t y t o t r a n s f e r c u s t o m e r s t o n e w f a m i l y / b u s i n e s s u n i t w i t h o u t lo s s o f c u s t o m e r h i s t o r y o r c r e a t i o n o f d u p l i c a t e a c c o u n t s . R Y Us e r s c a n e a s i l y b e d e t a c h e d f r o m o n e h o u s e h o l d ( o r or g a n i z a t i o n ) p r o f i l e a n d a t t a c h e d t o a n e w o n e . A l l tr a n s a c t i o n s a n d r e g i s t r a t i o n / r e n t a l h i s t o r y w i l l f o l l o w th e u s e r t o a n e w a c c o u n t . 1. 2 R Y RE C 1 h a s a s i n g l e " c a t a l o g " t h r o u g h w h i c h a u s e r c a n pe r f o r m a r e g i s t r a t i o n , r e n t a f a c i l i t y , s i g n u p f o r a me m b e r s h i p , p u r c h a s e t i c k e t s , a n d p u r c h a s e me r c h a n d i s e o r c o n c e s s i o n s - a l l i n o n e t r a n s a c t i o n ! 1. 2 a Op e r a t o r i s a b l e t o u p d a t e a n d m a k e c h a n g e s t o a n y p a r t o f t h e t r a n s a c t i o n , a t a n y p o i n t i n t h e p r o c e s s , p r i o r t o t h e pr i n t i n g o f t h e r e c e i p t . R Y Th e o p e r a t o r c a n e d i t t h e c a r t ( w i t h p e r m i s s i o n s ) th r o u g h o u t t h e c h e c k o u t p r o c e s s . 1. 3 R Y RE C 1 w a s d e s i g n e d f r o m D a y 1 t o b e a m u l t i u s e r sy s t e m . P r i c i n g i s n o t a s s e s s e d o n a p e r - u s e r b a s i s , a n d th e r e i s n o l i m i t t o t h e n u m b e r o f u s e r s ( s t a f f o r p u b l i c ) th e C i t y m a y h a v e . 1. 3 a Th e s y s t e m a l l o w s t h e S y s t e m A d m i n i s t r a t o r t o d e v e l o p u s e r p r o f i l e s t h a t a l l o w s g r a n t i n g s e c u r i t y r i g h t s t o v a r i o u s fu n c t i o n s o f t h e s o f t w a r e . E a c h u s e r i s a s s i g n e d t o a p r o f i l e . U s e r r i g h t s m a y b e f u r t h e r e d i t e d o n a m a n u a l c a s e - b y - c a s e ba s i s . R Y RE C 1 h a s a g r o u p - b a s e d p e r m i s s i o n p r o c e s s . D u r i n g ou r f o r m a l i m p l e m e n t a t i o n p r o c e s s , R E C 1 w i l l w o r k wi t h t h e C i t y t o e s t a b l i s h t h o s e u s e r g r o u p s a n d pr o p e r l y a s s i g n p e r m i s s i o n s t o t h e m . 1. 3 b De s c r i b e t h e c a p a b i l i t i e s o f t h e s y s t e m t o g r a n t p e r m i s s i o n s - s u c h a s p e r m i s s i o n t o a c c e s s c e r t a i n m o d u l e s d o w n t o pe r m i s s i o n t o u p d a t e s p e c i f i c f i e l d s o r c e l l s . R Y Pe r m i s s i o n s a r e a s s i g n e d o n b o t h a p a g e a n d a fu n c t i o n a l b a s i s . S o m e o f t h e s e f u n c t i o n s a r e p a g e le v e l ( " C a n a c c e s s a c c o u n t p r o f i l e s " ) a n d s o m e a r e fu n c t i o n - l e v e l ( " C a n e d i t a p r i c e i n t h e c a r t " ) . 1. 3 c Sy s t e m a l l o w s f o r c r e a t i o n o f u s e r - d e f i n e d m e n u s / v i e w s , e n a b l i n g e a c h o p e r a t o r t o h a v e c u s t o m m e n u s / v i e w s . R SR Me n u s a r e c u r r e n t l y r o l e d e f i n e d , n o t u s e r d e f i n e d . Th e p a g e s / f u n c t i o n s t h a t a u s e r g r o u p h a s a c c e s s t o wi l l d e t e r m i n e t h e i t e m s i n t h e i r m e n u . 1. 3 d Op e r a t o r s a r e r e q u i r e d t o l o g - i n o n l y o n c e a n d h a v e a c c e s s t o a l l s p e c i f i c a r e a s o f t h e s y s t e m , b a s e d o n a c c e s s a n d s e c u r i t y ri g h t s a s s i g n e d t o t h a t u s e r . R Y Al l R E C 1 m o d u l e s a r e c o m p l e t e l y i n t e g r a t e d a n d d o no t r e q u i r e s e p a r a t e l o g i n s . Wi t h i n o n e w i n d o w , t h e s y s t e m m u s t a l l o w f o r c o m p l e t i o n o f t r a n s a c t i o n s i n m u l t i p l e m o d u l e s , r e s u l t i n g i n o n e r e c e i p t . F o r in s t a n c e , c o m p l e t e a p r o g r a m r e g i s t r a t i o n , a p a s s p u r c h a s e , a r o o m r e s e r v a t i o n a n d p u r c h a s e a p o i n t o f s a l e i t e m i n a s i n g l e tr a n s a c t i o n , p r o c e s s e d t h r o u g h a s i n g l e p a y m e n t s c r e e n , r e s u l t i n g i n o n e r e c e i p t . So f t w a r e m u s t b e d e s i g n e d a s a m u l t i - u s e r s y s t e m a n d a l l o w f o r a n u n l i m i t e d n u m b e r o f u s e r s . I f l i m i t e d , i n d i c a t e t h e m a x i m u m nu m b e r . P r i c i n g i s t o p r o v i d e f o r s i m u l t a n e o u s a c c e s s b y a m i n i m u m o f t h i r t y ( 3 0 ) c o n c u r r e n t u s e r s . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 2 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 15 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 1. 4 R Y No t h i n g p r e v e n t s t w o u s e r s f r o m u p d a t i n g d a t a a t t h e sa m e t i m e . I f t h e s a m e r e c o r d i s u p d a t e d c o n c u r r e n t l y , th e l a s t r e q u e s t w i l l b e t h e o n e t h a t r e m a i n s . 1. 5 R Y Bo o k i n g a n a c t i v i t y i n a r o o m / f i e l d w i l l r e s e r v e t h a t fa c i l i t y ( u n l e s s t h e o p e r a t o r s p e c i f i e s o t h e r w i s e ) . T h i s wi l l p r e v e n t p u b l i c r e n t a l s , a d m i n b o o k i n g s , o r p e r m i t s fr o m c a u s i n g a d o u b l e b o o k i n g . 1. 6 R Y Wh i l e R E C 1 h o s t s t h e r e g i s t r a t i o n e x p e r i e n c e , w e cr e a t e a c o p y o f t h e C i t y ' s w e b s i t e i n o r d e r t o c r e a t e a se a m l e s s t r a n s i t i o n b e t w e e n t h e C i t y s i t e a n d R E C 1 . RE C 1 ' s m o b i l e e x p e r i e n c e i s o n e o f t h e m o s t m o d e r n an d e l e g a n t o n t h e m a r k e t . I t ' s a l s o r e s p o n s i v e t o a n y si z e d e v i c e . W e d o n ' t r e q u i r e a u s e r t o s t o p t h e re g i s t r a t i o n p r o c e s s t o d o w n l o a d a n a p p t o r e c e i v e a n el e g a n t e x p e r i e n c e o n t h e i r p h o n e . 1. 7 O SR We d o n o t t y p i c a l l y r e c o m m e n d t h e u s e o f a n i f r a m e as t h e v a r i o u s s i z e s o f t h e R E C 1 p a g e s c a n b e ch a l l e n g i n g f o r s o m e s i t e l a y o u t s . I n s t e a d , w e t y p i c a l l y ho s t t h e c h e c k o u t e x p e r i e n c e . T o e n s u r e w e c r e a t e a n se a m l e s s t r a n s i t i o n f r o m y o u r s i t e t o o u r s , w e s p e n d co n s i d e r a b l e t i m e m i r r o r i n g t h e l o o k a n d t h e f e e l o f th e C i t y ' s w e b s i t e . 2. G E N E R A L S Y S T E M R E Q U I R E M E N T S Te c h n i c a l Mo r e t h a n o n e o p e r a t o r m a y u p d a t e t h e d a t a b a s e a t t h e s a m e t i m e , i n t h e s a m e p r o g r a m s . A r e c o r d l o c k i n g f e a t u r e m u s t pr e v e n t t h e l o s s o f d a t a w h e n t w o o r m o r e u s e r s a r e u p d a t i n g t h e s a m e r e c o r d . Th e F a c i l i t y m o d u l e m u s t b e i n t e g r a t e d w i t h a l l o t h e r m o d u l e s s o t h a t w h e n a n a c t i v i t y i s l i n k e d t o a f a c i l i t y i t a u t o m a t i c a l l y re s e r v e s t h a t f a c i l i t y i n t h e o v e r a l l b o o k i n g s c h e d u l e . On l i n e r e g i s t r a t i o n p o r t a l c a n b e m o d i f i e d t o t h e l o o k a n d f e e l o f t h e C i t y ' s w e b s i t e , a n d i s m o b i l e r e s p o n s i v e a n d o p t i m i z e d f o r vi e w i n g o n m o b i l e d e v i c e s . Th e a p p l i c a t i o n c a n b e i n t e g r a t e d i n t o t h e C i t y ' s w e b s i t e , s u c h a s w i t h t h e u s e o f a n i f r a m e . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 3 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 16 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 2. 1 R Y RE C 1 i s w e b b a s e d a n d c a n b e u s e d o n a n y o p e r a t i n g sy s t e m a s l o n g a s t h e r e i s a r e a s o n a b l y m o d e r n br o w s e r w i t h a n i n t e r n e t c o n n e c t i o n . 2. 2 R Y RE C 1 i s c o m p l e t e l y w e b b a s e d . 2. 2 a I f t h e s o f t w a r e i s b r o w s e r b a s e d , I E 1 1 , E d g e , F i r e f o x , a n d C h r o m e i s s u p p o r t e d w i t h o u t c o m p a t i b i l i t y m o d e . V e n d o r s h a l l al s o s t a t e w h a t o t h e r b r o w s e r s o f t w a r e i s s u p p o r t e d . R Y RE C 1 i s r o u t i n e l y t e s t e d i n I E / E d g e , C h r o m e , F i r e f o x , an d S a f a r i . 2. 2 a If t h e s o f t w a r e i s h o s t e d o n - p r e m i s e , M i c r o s o f t S Q L 2 0 0 8 o r a b o v e m u s t b e s u p p o r t e d . R SR RE C 1 i s n o t h o s t e d o n p r e m i s e . 2. 2 a On l i n e R e g i s t r a t i o n ( f r o m c u s t o m e r h o m e ) f u n c t i o n s m u s t b e c o m p a t i b l e w i t h a l l w e b a p p l i c a t i o n s , i . e . I n t e r n e t E x p l o r e r , Fi r e f o x , S a f a r i , C h r o m e . R Y RE C 1 i s r o u t i n e l y t e s t e d i n I E / E d g e , C h r o m e , F i r e f o x , an d S a f a r i . 2. 3 R Y RE C 1 p r o v i d e s d o c u m e n t a t i o n a n d i n s t r u c t i o n a l v i d e o s th r o u g h i t s K n o w l e d g e B a s e a n d i s a c c e s s i b l e f r o m wi t h i n t h e R E C 1 s o f t w a r e . 2. 4 On l i n e h e l p i s a v a i l a b l e f r o m a l l s o f t w a r e s c r e e n s . R Y Al l s c r e e n s h a v e l i n k s t o t h e K n o w l e d g e B a s e a s w e l l a s in l i n e t o o l t i p s w h e n a p p r o p r i a t e . 2. 4 a On l i n e h e l p i n c l u d e s f i e l d l e v e l d e f i n i t i o n s a n d e x p l a n a t i o n s . R Y Mo s t f i e l d s h a v e i n l i n e t o o l t i p s t o a s s i s t t h e u s e r b y cl a r i f y i n g t h e i n f o r m a t i o n . 2. 4 b On l i n e h e l p i n c l u d e s r e p o r t s a m p l e s f o r a l l s y s t e m s t a n d a r d r e p o r t s . R SR Sa m p l e s o f a l l r e p o r t s a r e n o t c u r r e n t l y a v a i l a b l e wi t h i n t h e K n o w l e d g e b a s e b u t c a n b e a d d e d e a s i l y . 2. 5 R Y Th e R E C 1 s o f t w a r e s h o u l d b e a b l e t o w o r k w i t h t h e Ci t y ' s e x i s t i n g h a r d w a r e p e r i p h e r a l s . W e c u r r e n t l y wo r k w i t h m o s t v e r s i o n s o f e a c h o f t h e l i s t e d d e v i c e ty p e s . 2. 6 O Y RE C 1 i s c u r r e n t l y i m p l e m e n t i n g A c t i v e D i r e c t o r y in t e g r a t i o n f o r a n e x i s t i n g c u s t o m e r . T h e C i t y w i l l be n e f i t f r o m t h i s d e v e l o p m e n t . A d d i t i o n a l p r o f e s s i o n a l se r v i c e f e e s w i l l a p p l y f o r A D i n t e g r a t i o n . 2. 7 R Y Mo s t s y s t e m a c t i v i t y i s l o g g e d , a n d t h e r e a r e r e a d i l y ac c e s s i b l e l o g v i e w s t h a t s h o w e d i t s t o p r o g r a m s , fa c i l i t i e s , a n d h o u s e h o l d s . Sy s t e m c a n u t i l i z e A c t i v e D i r e c t o r y l o g - i n a u t h e n t i c a t i o n p r o c e s s f o r a u t o m a t i c l o g - i n t o p r o p o s e d a p p l i c a t i o n . T h i s a l l o w s f o r si n g l e I D a n d p a s s w o r d m a n a g e m e n t f o r e m p l o y e e s . Sy s t e m h a s t h e a b i l i t y t o t r a c k w h i c h u s e r h a s p e r f o r m e d v a r i o u s f u n c t i o n s , s u c h a s p r o c e s s i n g p a y m e n t s a n d r e f u n d s . Th e a p p l i c a t i o n s o f t w a r e m u s t b e c o m p a t i b l e w i t h Wi n d o w s 7 or l a t e r . Th e p r o p o s e d s o f t w a r e i s a W i n d o w s - b a s e d o r b r o w s e r - b a s e d a p p l i c a t i o n , w i t h a f u l l g r a p h i c a l u s e r i n t e r f a c e . Ve n d o r m u s t p r o v i d e c o m p l e t e d o c u m e n t a t i o n , i n c l u d i n g r e f e r e n c e a n d r e p o r t s m a n u a l s f o r s o f t w a r e b e i n g p r o p o s e d . E l e c t r o n i c ve r s i o n s o f m a n u a l s m u s t b e a v a i l a b l e . Sy s t e m i n t e g r a t e s c o m p u t e r w i t h a f u l l r a n g e o f o p t i o n a l P O S p e r i p h e r a l s i n c l u d i n g b u t n o t l i m i t e d t o t o u c h s c r e e n s , pr o g r a m m a b l e k e y b o a r d o r k e y p a d s , c a s h d r a w e r s , 4 0 c o l u m n r e c e i p t & 8 0 c o l u m n r e p o r t p r i n t e r s , s l o t b a d g e o r l a s e r b a r c o d e re a d e r s , a n d m a g n e t i c s t r i p r e a d e r s . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 4 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 17 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 2. 8 Pa s s w o r d s a r e p r o t e c t e d b y u s i n g a n i r r e v e r s i b l e e n c r y p t i o n a l g o r i t h m . R Y Pa s s w o r d s a r e o n e - w a y e n c r y p t e d a n d m e e t P C I pa s s w o r d s t a n d a r d s . 2. 8 a Ad m i n h a s t h e a b i l i t y t o t e m p o r a r i l y r e s e t p a s s w o r d w h i c h f o r c e s u s e r t o c h a n g e p a s s w o r d a t n e x t l o g i n . R Y Ad m i n s c a n e i t h e r c h a n g e a p a s s w o r d ( a n d f o r c e a re s e t ) o r t h e y c a n i n i t i a t e t h e F o r g o t P a s s w o r d pr o c e s s . 2. 8 b Al l o w s f o r c u s t o m e r l o g - i n v i a e m a i l a d d r e s s a n d c u s t o m e r d e f i n e d p a s s w o r d . R Y Cu s t o m e r s c a n l o g i n w i t h t h e i r e m a i l a d d r e s s a n d pa s s w o r d . I n a d d i t i o n , t h e p u b l i c c a n o p t t o l o g i n w i t h th e i r G o o g l e o r F a c e b o o k a c c o u n t s u s i n g t h e R E C 1 so c i a l s i g n - o n p r o c e s s . 2. 8 c In c l u d e s a b i l i t y f o r c u s t o m e r t o r e t r i e v e f o r g o t t e n p a s s w o r d . De s c r i b e . R Y Cu s t o m e r s c a n i n i t i a t e t h e F o r g o t P a s s w o r d p r o c e s s fr o m t h e p u b l i c f a c i n g p o r t a l . T h e y w i l l b e s e n t a te m p o r a r y p a s s w o r d t o v e r i f y t h e i r a c c o u n t . T h e n , t h e us e r w i l l b e r e q u i r e d t o c h o o s e a m o r e s e c u r e pa s s w o r d u p o n l o g i n . 2. 9 R Y RE C 1 u t i l i z e s 2 0 4 8 - b i t e n c r y p t i o n a n d p r o d u c e s t h e fo l l o w i n g s e c u r i t y i n f o r m a t i o n w h e n p r o f i l e d : " T h e co n n e c t i o n t o t h i s s i t e i s e n c r y p t e d a n d a u t h e n t i c a t e d us i n g a s t r o n g p r o t o c o l ( T L S 1 . 2 ) , a s t r o n g k e y ex c h a n g e ( E C D H E _ R S A w i t h P - 2 5 6 ) , a n d a s t r o n g ci p h e r ( A E S _ 2 5 6 _ G C M ) . " 2. 1 0 R Y Ad m i n s o n t h e R E C 1 s y s t e m c a n s e t d o z e n s o f v a l u e s to b e t t e r t a i l o r t h e s y s t e m . T h e s e i n c l u d e s e t t i n g s s u c h as " r e q u i r e d f i e l d s f o r u s e r s " , " c a s h v s a c c r u a l ac c o u n t i n g " , a u t o - i n v o i c i n g d e f a u l t s a n d m o r e . 2. 1 0 a Sy s t e m s h o u l d a l l o w f o r g l o b a l s e t t i n g o f f e e s a n d a l s o a l l o w f o r m a n u a l w a i v e r o r c h a n g e o f f e e s o n s p e c i f i c p r o g r a m re g i s t r a t i o n s o r f a c i l i t y b o o k i n g s . R Y Ad d - o n f e e s a n d d i s c o u n t s c a n b e s e t o n a g l o b a l b a s i s an d c a n b e a s s i g n e d / r e m o v e d e n m a s s e . B a s e f e e s a r e se t o n t h e p r o g r a m , f a c i l i t y , a n d P O S i t e m l e v e l . Fi n a n c i a l s Sy s t e m u s e s 2 0 4 8 - b i t S S L e n c r y p t i o n t e c h n o l o g y b e t w e e n i n t e r n e t c l i e n t a n d D a t a C e n t e r . De s c r i b e t h e a b i l i t y t o s e t s y s t e m - w i d e g l o b a l s e t t i n g s . I n c l u d e a n y g l o b a l s y s t e m s e t t i n g s w h i c h c a n n o t b e m o d i f i e d . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 5 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 18 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 2. 1 1 R Y RE C 1 s u p p o r t s d o u b l e e n t r y r e v e n u e a c c o u n t i n g - in c l u d i n g C o s t C e n t e r s . C o d e s c a n b e a s l o n g a s re q u i r e d b y t h e C i t y . 2. 1 1 a Al l o w s s e p a r a t e f e e s t o b e l i n k e d t o d i f f e r e n t G L a c c o u n t c o d e s . R Y Th e C i t y c a n i t e m i z e a d d - o n s , d i s c o u n t s , a n d a d m i n fe e s t o s e p a r a t e a c c o u n t s f r o m a n i t e m ' s b a s e f e e i f de s i r e d . 2. 1 2 R Y RE C 1 s u p p o r t s m a n u a l l y p r o d u c e d , f l a t - f i l e e x t r a c t s a s we l l a s a w e b - a p i i n t e r f a c e f o r p u r p o s i n g o f p r o d u c i n g fi n a n c i a l f i l e s . P r o f e s s i o n a l s e r v i c e f e e s w i l l a p p l y t o th e d e v e l o p m e n t / c o n f i g u r a t i o n o f t h i s i n t e r f a c e . 2. 1 3 R Y Th e e n t i r e R E C 1 s y s t e m i s r e a l - t i m e . T h e r e i s n o o f f - ho u r s p o l l i n g t h a t t a k e s p l a c e t o k e e p d a t a i n s y n c . 2. 1 4 R Y Ho u s e h o l d d a t a ( i n c l u d i n g b a l a n c e s , c r e d i t s , a n d sc h o l a r s h i p s ) i s s h a r e d a c r o s s m o d u l e s . Ba s i c R e p o r t i n g - s e e b e l o w f o r m o d u l e s p e c i f i c r e p o r t i n g n e e d s 2. 1 5 R Y RE C 1 p r o v i d e s d o z e n s o f s t a n d a r d r e p o r t s . E a c h o f th e s e c a n b e f i l t e r e d o r h a v e f i e l d s a d d e d a n d re m o v e d t o b e t t e r s u i t t h e u s e r ' s n e e d s . I n a d d i t i o n , a l l re p o r t s c a n b e p r i n t e d , e m a i l e d , e x p o r t e d t o c s v , s a v e d fo r f u t u r e u s e , o r s c h e d u l e d f o r r e g u l a r , a u t o m a t i c de l i v e r y . 2. 1 6 R Y Re p o r t c o n f i g u r a t i o n i s a n i n t u i t i v e p r o c e s s t h a t re q u i r e s n o a s s i s t a n c e f r o m s u p p o r t . W e a r e , h o w e v e r , av a i l a b l e t o a s s i s t o r p r o d u c e n e w r e p o r t s t o b e t t e r su i t t h e u s e r ' s r e q u i r e m e n t s i f r e q u e s t e d . 2. 1 7 R Y Re p o r t s c h e d u l i n g i s o n e o f R E C 1 ' s m o s t h i g h l y r a t e d fe a t u r e s . R e p o r t s o f a n y t y p e ( f i n a n c i a l , r o s t e r , re s e r v a t i o n s ) c a n b e s c h e d u l e d f o r r e g u l a r , a u t o m a t i c de l i v e r y t o p e o p l e i n s i d e a n d o u t s i d e o f t h e or g a n i z a t i o n . Sy s t e m m u s t p r o v i d e a b i l i t y t o e x p o r t f i n a n c i a l s t o m u n i c i p a l f i n a n c i a l p a c k a g e , E d e n S o f t w a r e f r o m T y l e r T e c h n o l o g i e s . De s c r i b e if t h i s h a p p e n s v i a a n a u t o m a t e d i n t e r f a c e , a n e x p o r t e d . C S V f i l e , o r o t h e r m e t h o d . Sy s t e m m u s t o p e r a t e i n " r e a l - t i m e " m o d e . E x a m p l e : U p o n c o m p l e t i o n o f a p r o g r a m r e g i s t r a t i o n , t h e r o s t e r , c u s t o m e r h i s t o r y , ca s h j o u r n a l , g e n e r a l l e d g e , b i l l i n g i n f o r m a t i o n a n d a c t i v i t y f i n a n c i a l s t a t u s r e p o r t s a r e a l l u p d a t e d . Sy s t e m m u s t p r o v i d e f o r l i n k i n g r e v e n u e t o a c h a r t o f a c c o u n t ( g e n e r a l l e d g e r a c c o u n t ) c o d e s , a s w e l l a s t o s u b - a c c o u n t c o d e s . Sy s t e m m u s t a l l o w f o r c u s t o m e r / h o u s e h o l d c r e d i t b a l a n c e s , w i t h t h e a b i l i t y t o a p p l y t h a t c r e d i t i n a n y m o d u l e . Sy s t e m m u s t p r o v i d e a s u i t e o f s t a n d a r d r e p o r t s w i t h a b i l i t y t o f i l t e r b y a v a r i e t y o f c r i t e r i a f r o m c u s t o m e r c o n t a c t i n f o r m a t i o n , tr a n s a c t i o n h i s t o r y , d a t e r a n g e , e t c . Th i s c a p a b i l i t y m u s t a l l o w e n d - u s e r s t o c r e a t e u n i q u e r e p o r t s w i t h o u t r e q u i r i n g t e c h n i c a l a s s i s t a n c e o r m a n i p u l a t i o n o f a r e p o r t wr i t e r . Sy s t e m m u s t a l l o w f o r s c h e d u l i n g o f r e p o r t s f o r a u t o m a t i c o u t p u t a t p r e d e f i n e d i n t e r v a l s . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 6 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 19 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 2. 1 8 2. 1 8 a Pr e v i e w a l l r e p o r t p r i n t j o b s . R Y RE C 1 l e v e r a g e s b r o w s e r s u p p o r t p r i n t p r e v i e w o p t i o n s . 2. 1 8 b Pr i n t t o l o c a l , s h a r e d , a n d n e t w o r k p r i n t e r s ; a l l o w i n g f o r o p e r a t o r t o s e l e c t d e s i r e d p r i n t e r . R Y RE C 1 l e v e r a g e s t h e P C ' s p r i n t c a p a b i l i t i e s , a n d t h e r e i s no r e s t r i c t i o n o n w h a t p r i n t e r s c a n b e u s e d w i t h t h e so f t w a r e . 2. 1 8 c Ex p o r t r e p o r t s i n a v a r i e t y o f f o r m a t s , i n c l u d i n g P D F , E x c e l ( i n c l u d i n g D a t a O n l y v e r s i o n ) , W o r d a n d C S V f i l e s . R Y Al l r e p o r t s c a n b e e x p o r t e d t o c s v , p d f , a n d a n y o t h e r ex p o r t f o r m a t s u p p o r t e d b y t h e u s e r ' s P C . 2. 1 8 d Di r e c t e m a i l r e p o r t s t o s y s t e m u s e r s o r c u s t o m e r s . O Y Re p o r t s c a n b e e m a i l e d d i r e c t l y f r o m t h e R e p o r t i n g in t e r f a c e . A d d r e s s e s f r o m i n s i d e a n d o u t s i d e t h e or g a n i z a t i o n c a n b e s e l e c t e d a s r e c i p i e n t s . 3. P A Y M E N T P R O C E S S I N G 3. 1 R Y RE C 1 c a n s e r v e a s t h e C i t y ' s m e r c h a n t o f r e c o r d , o r RE C 1 c a n b e i n t e g r a t e d w i t h t h e C i t y ' s c h o s e n me r c h a n t p r o v i d e r . I f R E C 1 i s t h e C i t y ' s p r o c e s s o r , f e e s of 3 % + $ 0 . 3 0 / t r a n s w i l l a p p l y . I f t h e C i t y c h o o s e s i t s ow n m e r c h a n t p r o v i d e r , a o n e - t i m e p r o f e s s i o n a l se r v i c e f e e w i l l a p p l y f o r i n t e g r a t i o n . R E C 1 h a s me r c h a n t p a r t n e r s i t i s h a p p y t o r e f e r t h e C i t y t o f o r co m p e t i t i v e q u o t e s . 3. 1 a So l u t i o n m u s t m e e t P C I D S S / C I S P c r e d i t c a r d i n d u s t r y P a y m e n t A p p l i c a t o r B e s t P r a c t i c e s . Id e n t i f y P C I L e v e l o f p r o p o s e d so l u t i o n s . R Y RE C 1 i s c e r t i f i e d a s P C I S A Q - D ( S e r v i c e P r o v i d e r ) co m p l i a n t . 3. 1 b PC I D S S C e r t i f i c a t e o f C o m p l i a n c e m u s t b e c u r r e n t a n d o n f i l e w i t h C i t y o f S o u t h S a n F r a n c i s c o a t a l l t i m e s . R Y RE C 1 i s s c a n n e d m o n t h l y b y a n A p p r o v e d S c a n n i n g Ve n d o r ( C o n t r o l S c a n ) . C o n t r o l S c a n p r o v i d e s a qu a r t e r l y c o m p l i a n c e c e r t i f i c a t e t h a t w i l l b e m a d e av a i l a b l e t o t h e C i t y t h r o u g h t h e R E C 1 s u p p o r t p o r t a l . De s c r i b e c r e d i t c a r d s o l u t i o n o p t i o n s , w i t h d e t a i l s a n d a s s o c i a t e d f e e s . Sy s t e m i n c l u d e s t h e a b i l i t y t o : Th e C i t y e x p e c t s t h a t t h e f o l l o w i n g p a y m e n t f u n c t i o n s a r e a p p l i c a b l e t o a l l s y s t e m m o d u l e s ( r e g i s t r a t i o n , f a c i l i t i e s , P O S , e t c . ) . I f a n y mo d u l e i s a n e x c e p t i o n t o o n e o f t h e s e i t e m s , pl e a s e n o t e t h a t i n y o u r r e s p o n s e . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 7 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 20 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 3. 1 c Ve n d o r w i l l p r o v i d e w r i t t e n l e t t e r a n d p r o o f o f P C I c o m p l i a n c e l e v e l y e a r l y . R Y Ce r t i f i c a t e s a r e p r o v i d e d q u a r t e r l y . 3. 2 R SR We a r e h a p p y t o s h a r e o u r b r e a c h r e s p o n s e p o l i c y wi t h t h e C i t y o n c e s e l e c t e d a s v e n d o r . 3. 2 a Ve n d o r w i l l p r o v i d e c e r t i f i c a t e o f i n s u r a n c e f o r l o s s o f c u s t o m e r d a t a o r d a t a b r e a c h . R SR We a r e u n a b l e t o p r o v i d e i n s u r a n c e b e y o n d w h a t i s ty p i c a l l y c o v e r e d b y o u r g e n e r a l , p r o f e s s i o n a l l i a b i l i t y (T e c h E & O ) , a n d w o r k e r ' s c o m p p o l i c i e s . T h e C i t y w i l l be p r o v i d e d a c e r t i f i c a t e o f i n s u r a n c e d e m o n s t r a t i n g th o s e c o v e r a g e s . T h e C i t y w i l l n e e d t o d e t e r m i n e i f th o s e c o v e r a g e s a r e s u f f i c i e n t . 3. 3 R Y We a l w a y s a d h e r e t o i n d u s t r y b e s t p r a c t i c e s w h e n po s s i b l e . W e a l s o a r e r e q u i r e d t o a d h e r e t o c e r t a i n po l i c i e s w h e n r e q u i r e d b y i n s u r a n c e o r P C I . 3. 4 3. 4 a Fu l l p a y m e n t . R Y Fu l l p a y m e n t s a r e s u p p o r t e d . 3. 4 b Pa r t i a l p a y m e n t . R Y Pa r t i a l p a y m e n t s a r e s u p p o r t e d , b u t a r e o n l y a l l o w e d to b e c o n d u c t e d b y s t a f f w i t h a p p r o p r i a t e g r o u p - l e v e l pe r m i s s i o n s . 3. 4 c Pa y m e n t p l a n w i t h a u t o m a t e d p r o c e s s i n g o f f u t u r e p a y m e n t s o n a p r e - d e f i n e d s c h e d u l e . R Y Pa y m e n t p l a n s a r e s u p p o r t e d a n d t h e C i t y c a n e l e c t t o fo r c e p a t r o n s t o l e a v e a c a r d o n f i l e f o r a u t o b i l l i n g . I f th e C i t y c h o o s e s n o t t o f o r c e p a t r o n s t o l e a v e a c a r d on f i l e , R E C 1 w i l l s t i l l s o l i c i t b a l a n c e p a y m e n t s w i t h co u r t e s y n o t i c e s t h a t c o n t a i n " P a y N o w " l i n k s . 3. 4 d Sp l i t p a y m e n t s a m o n g m u l t i p l e p a y m e n t m e t h o d s . R Y Pa y m e n t c a n b e s p l i t a c r o s s m u l t i p l e p a y m e n t t y p e s . 3. 4 e Pa y m e n t s f r o m h o u s e h o l d c r e d i t , g i f t c a r d b a l a n c e o r g i f t c e r t i f i c a t e . R Y Cr e d i t s , g i f t c a r d s , a n d s c h o l a r s h i p s a r e a l l s u p p o r t e d . 3. 4 f Th i r d p a r t y p a y m e n t s : R Y Th i r d p a r t y p a y m e n t s a r e s u p p o r t e d . Ve n d o r w i l l n o t i f y i n w r i t i n g a n d b y v o i c e i m m e d i a t e l y i f a n y d a t a b r e a c h h a s b e e n d e t e c t e d o n a n y h o s t e d s y s t e m a n d w i l l pr o v i d e d e t a i l e d a s s u r a n c e / i n f o r m a t i o n o n w h a t C i t y i n f o r m a t i o n h a s b e e n c o m p r o m i s e d . Al l p a y m e n t s r e g a r d l e s s o f t y p e ( c r e d i t c a r d , E F T , c h e c k , e t c . ) a n d h o w t a k e n ( p h o n e , i n t e r n e t , P O S , m a i l , e t c . ) m u s t s a t i s f y b e s t in d u s t r y p r a c t i c e s a n d r e q u i r e m e n t s . Sy s t e m m u s t a l l o w f o r a v a r i e t y o f p a y m e n t s c e n a r i o s : Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 8 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 21 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 3. 4 f . 1 Th e a b i l i t y f o r a n o t h e r c u s t o m e r a c c o u n t t o p a y f o r a r e g i s t r a n t ( i . e . g r a n d m o t h e r p a y i n g f o r c l a s s r e g i s t r a t i o n f o r a gr a n d c h i l d ) . T h i s m u s t i n c l u d e t h e a b i l i t y t o r e f u n d c l a s s r e g i s t r a t i o n f e e s t o t h e p a y e e ( i . e . g r a n d m o t h e r ) a n d n o t t h e c l a s s pa r t i c i p a n t ( i . e . g r a n d c h i l d ) . R Y Th i r d p a r t y p a y m e n t s a r e s u p p o r t e d a n d r e f u n d s g o ba c k t o t h e i n d i v i d u a l p a y e r s o f r e c o r d . I n a d d i t i o n t o th i r d p a r t y p a y m e n t s , t h i r d p a r t y c a r t s a r e s u p p o r t e d . Th i s a l l o w s s o m e o n e t o b r i n g a n o n - h o u s e h o l d me m b e r i n ( n e p h e w , n e i g h b o r , e t c . ) a n d , e v e n t h o u g h th e r e g i s t r a n t i s n o t i n t h e s a m e h o u s e h o l d , t h a t pe r s o n c a n b e a d d e d t o t h e p a y e r ' s c a r t . 3. 4 f . 2 T h e a b i l i t y t o b i l l a n o r g a n i z a t i o n a c c o u n t , n o t a s p e c i f i c i n d i v i d u a l , f o r a f a c i l i t y b o o k i n g . R Y Or g a n i z a t i o n a l a c c o u n t s a r e s u p p o r t e d i n R E C 1 . 3. 5 3. 5 a Co n v e r t t o c r e d i t i n h o u s e h o l d a c c o u n t . R Y Ac c o u n t c r e d i t s a r e s u p p o r t e d i n R E C 1 . 3. 5 b Pa y m e n t r e v e r s a l s / r e f u n d s t o c u s t o m e r c r e d i t c a r d . R Y Cr e d i t C a r d r e f u n d s a r e s u p p o r t e d . 3. 5 c Sp l i t r e f u n d p a y m e n t s ( i . e . a b i l i t y t o p r o c e s s a r e f u n d w i t h p o r t i o n s a p p l i e d t o m u l t i p l e r e f u n d p a y m e n t m e t h o d s a n d ac c o u n t s ) . R Y Sp l i t r e f u n d s a r e a l l o w e d b u t m u s t b e d o n e i n s e p a r a t e tr a n s a c t i o n s c u r r e n t l y . 3. 5 d Re f u n d f r o m c a s h d r a w e r a l l o w e d w i t h a u t h o r i z e d S u p e r v i s o r s t a t u s . R Y Th e C i t y c a n c h o o s e a n y o f i t s p a y m e n t t y p e s a s b e i n g va l i d r e f u n d t y p e s . 3. 5 e Re f u n d l a t e r f r o m s y s t e m , u s i n g c h e c k r e q u e s t , a l l o w e d w i t h a u t h o r i z e d S u p e r v i s o r s t a t u s . R Y Ch e c k R e q u e s t s a r e s u p p o r t e d a n d r e p o r t s c a n b e ge n e r a t e d / s c h e d u l e d t o n o t i f y F i n a n c e o f t h o s e pe n d i n g c h e c k r e q u e s t s . 3. 5 f Ab i l i t y t o a p p l y c a n c e l l a t i o n f e e . R Y Ad m i n f e e s c a n b e a s s i g n e d i n t h e e v e n t o f r e f u n d s an d t r a n s f e r s . 3. 5 g Ab i l i t y t o s e t u p M a n a g e r / S u p e r v i s o r o v e r r i d e f o r r e f u n d s a n d / o r v o i d s . R Y Re f u n d s a n d V o i d s a r e s e p a r a t e p e r m i s s i o n - b a s e d fu n c t i o n s t h a t s t a f f c a n b e g i v e n a u t h o r i z a t i o n t o pe r f o r m . 3. 5 h Ab i l i t y t o c h o o s e t o r e f u n d o r r e t a i n a d d e d f e e s ( s u c h a s u n i f o r m d e p o s i t ) . R Y Ad d - o n s d o n o t h a v e t o b e r e f u n d e d w i t h b a s e f e e s . 3. 6 R Y We d o n o t h a v e a p h y s i c a l g i f t c a r d p r i n t i n g p r o c e s s , bu t w e d o p r i n t u n i q u e c a r d c o d e s o n r e c e i p t s , w h e n gi f t c a r d s a r e p u r c h a s e d , t h a t a l l o w t h e p a t r o n t o re d e e m o r t r a n s f e r a s t h e y c h o o s e . 3. 7 R Y Th e r e i s a m e m o f i e l d a n d a c o m m e n t f i e l d o n e a c h pa y m e n t e n t e r e d . Sy s t e m m u s t a l l o w f o r a v a r i e t y o f p a y m e n t c a n c e l l a t i o n s c e n a r i o s : Sy s t e m a l l o w s f o r G i f t C a r d s a l e s , r e d e m p t i o n s a n d t r a c k i n g . Ex p l a i n i f t h e r e a r e a n y e x c e p t i o n s t o t h e u s e o f G i f t C a r d s i n s p e c i f i c mo d u l e s . Sy s t e m c a n r e q u i r e p a y m e n t r e f e r e n c e i n f o r m a t i o n t o b e e n t e r e d d u r i n g t r a n s a c t i o n p r o c e s s i n g . E x a m p l e : C u s t o m e r c h e c k nu m b e r r e q u i r e d . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 9 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 22 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 3. 7 a Ab i l i t y t o s e a r c h p a y m e n t t r a n s a c t i o n s b y c h e c k n u m b e r d e t a i l . R N Th e r e i s n o t c u r r e n t l y a w a y t o s e a r c h t r a n s a c t i o n s b y ch e c k n u m b e r , b u t t h i s c a n b e a d d e d . 3. 8 R Y St a t e m e n t s c a n b e g e n e r a t e d b y s t a f f o r c a n b e ge n e r a t e d b y p a t r o n s t h r o u g h t h e p u b l i c f a c i n g p o r t a l . 3. 9 R Y Wi t h p e r m i s s i o n s , s t a f f c a n r e d u c e o r w a i v e f e e s a s th e y c h o o s e . 3. 1 0 3. 1 0 a Pe r c e n t a g e d i s c o u n t o n e n t i r e t r a n s a c t i o n o r i n d i v i d u a l i t e m s . R Y Di s c o u n t s c a n b e d o l l a r b a s e d o r p e r c e n t a g e b a s e d . 3. 1 0 b Fl a t d o l l a r a m o u n t d i s c o u n t o n e n t i r e t r a n s a c t i o n o r i n d i v i d u a l i t e m s . R Y Di s c o u n t s c a n b e d o l l a r b a s e d o r p e r c e n t a g e b a s e d . 3. 1 0 c Cr e a t i o n o f d i s c o u n t c o d e s f o r u s e i n o n l i n e r e g i s t r a t i o n . R Y Co u p o n c o d e s a r e s u p p o r t e d o n t h e p a y m e n t s c r e e n . 3. 1 0 d Au t o m a t i c c a l c u l a t i o n o f m u l t i p l e c h i l d / p a r t i c i p a n t d i s c o u n t s b a s e d o n e n r o l l m e n t s i n t o t h e s a m e t y p e o r s e s s i o n o f a pr o g r a m ( s ) . R Y Fa m i l y d i s c o u n t s a n d m u l t i - c l a s s d i s c o u n t s a r e su p p o r t e d a n d c a l c u l a t e d a u t o m a t i c a l l y w h e n ap p r o p r i a t e f o r a p r o g r a m . 3. 1 1 R Y Pr o r a t i n g d i s c o u n t s a r e a v a i l a b l e t h a t w i l l c a l c u l a t e di s c o u n t s i n t h e e v e n t a p a r t i c i p a n t e n r o l l s a f t e r cl a s s e s h a v e b e g u n . 3. 1 2 R Y La t e f e e s a r e a s s e s s e d a u t o m a t i c a l l y a n d c a n b e ov e r r i d d e n b y s t a f f . 3. 1 3 3. 1 3 a Pr i n t t o s t a n d a r d r e c e i p t p r i n t e r s . R Y Re c e i p t t e m p l a t e s c a n b e c o n f i g u r e d t o a p p e a r di f f e r e n t l y d e p e n d i n g u p o n w h e r e i n t h e C i t y t h e pa t r o n e n r o l l s . 3. 1 3 b Di r e c t e m a i l t o c u s t o m e r . R Y Re c e i p t s c a n b e e m a i l e d b y s t a f f w i t h o n e c l i c k a t t h e en d o f t h e c h e c k o u t p r o c e s s . O n l i n e r e g i s t r a t i o n s ca u s e e m a i l s t o b e s e n t a u t o m a t i c a l l y a s c o n f i r m a t i o n . 3. 1 3 c Pr i n t t o s t a n d a r d m a i l e r ( w i n d o w s e n v e l o p e ) f o r m a t . R Y Th e C i t y c a n c r e a t e i t s o w n r e c e i p t t e m p l a t e a n d en s u r e i t ' s l a i d o u t a p p r o p r i a t e l y f o r e n v e l o p e s . 3. 1 3 d Ab i l i t y t o i n c l u d e c u s t o m m e s s a g e s o n r e c e i p t s . R Y Th e C i t y w i l l c r e a t e i t s o w n r e c e i p t t e m p l a t e s . Re c e i p t o p t i o n s m u s t i n c l u d e : Sy s t e m m u s t a l l o w f o r c r e a t i o n o f i n v o i c e s o r s t a t e m e n t s f o r o u t s t a n d i n g p a y m e n t s d u e . Sy s t e m s h o u l d a l l o w f o r f e e w a i v e r s o r p r i c i n g a d j u s t m e n t s f o r a l l m o d u l e s . Sy s t e m s h o u l d a l l o w f o r a v a r i e t y o f d i s c o u n t s c e n a r i o s : Fo r r e g i s t r a t i o n o n l y , t h e a b i l i t y t o p r o r a t e p r o g r a m s b a s e d o n r e m a i n i n g c l a s s d a t e s . Pr o v i d e f o r a u t o m a t i c l a t e f e e c a l c u l a t i o n a n d a b i l i t y t o o v e r r i d e t h i s f e e w i t h p r o p e r r i g h t s . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 10 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 23 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 3. 1 3 e Ab i l i t y t o l o o k u p a t r a n s a c t i o n b y r e c e i p t n u m b e r . R Y Tr a n s a c t i o n s c a n b e s e a r c h e d b y a n u m b e r o f f i e l d s (i n c l u d i n g T r a n s a c t i o n I D ) i n t h e T r a n s a c t i o n B r o w s e r . 3. 1 4 3. 1 4 a Da t a i n p u t s h o u l d b e s e c u r e a n d e n c r y p t e d , m a k i n g u s e o f S S L . R Y Al l t r a n s a c t i o n s o c c u r o v e r 2 0 4 8 - b i t e n c r y p t e d S S L . 3. 1 4 b Sy s t e m c a n p r o c e s s a t l e a s t 1 0 0 0 s i m u l t a n e o u s w e b t r a n s a c t i o n s . P l e a s e s p e c i f y n u m b e r o f w e b t r a n s a c t i o n s t h a t c a n b e pr o c e s s e d s i m u l t a n e o u s l y . R SR RE C 1 i s d e s i g n e d t o s c a l e a s w i d e a s n e e d e d . I n pr e p a r a t i o n o f t r a f f i c s p i k e s , w e a r e h a p p y t o w o r k wi t h t h e C i t y t o s h a r e l o a d t e s t i n g r e s u l t s u n t i l b o t h pa r t i e s a r e c o m f o r t a b l e w i t h t h e c o n f i g u r e d c a p a c i t y . Pa y m e n t P r o c e s s i n g R e p o r t i n g 3. 1 5 Sy s t e m m u s t p r o v i d e c o m p l e t e e n d o f d a y r e p o r t s , t o i n c l u d e a s a m i n i m u m : 3. 1 5 a En d o f s h i f t c a s h - o u t p r o c e s s / r e p o r t . R Y RE C 1 c o n t a i n s a c o n v e n i e n t C l o s e O u t s c r e e n f r o n t l i n e st a f f c a n u s e t o v e r i f y c a s h r e c e i p t t o t a l s a n d p r o d u c e a r e p o r t t o i n c l u d e i n t h e b a n k b a g w h e n m o n e y i s tu r n e d i n . 3. 1 5 b Re c e i p t t r a n s a c t i o n l i s t i n g . R Y Th e C l o s e O u t p r o c e s s i n c l u d e s a S u m m a r y R e p o r t , wh i c h i s m o s t o f t e n i n c l u d e d i n t h e b a n k b a g , b u t a l s o in c l u d e s a D e t a i l R e p o r t t h a t a l l o w s s t a f f t o s e e in d i v i d u a l t r a n s a c t i o n s . 3. 1 5 c Ac c o u n t a c t i v i t y l i s t i n g / c h a r t o f a c c o u n t s d i s t r i b u t i o n . R Y Th e C l o s e O u t r e p o r t i n c l u d e s b o t h a c a s h r e c e i p t po r t i o n a s w e l l a s a G L s e c t i o n . 3. 1 5 d Da i l y c l o s e b a t c h e s . R Y Ba t c h r e p o r t s a r e a v a i l a b l e t h a t a g g r e g a t e t o t a l s f r o m mu l t i p l e c l o s e s t o s e e a m o u n t s t h a t w i l l b e e x p o r t e d t o th e f i n a n c i a l a c c o u n t i n g p l a t f o r m . 4. C O N T A C T M A N A G E M E N T 4. 1 R Y RE C 1 s u p p o r t s h o u s e h o l d s a s w e l l a s o r g a n i z a t i o n a l ac c o u n t s . On l i n e R e g i s t r a t i o n : Sy s t e m m u s t a l l o w t r a c k i n g o f a f a m i l y , c o m p a n y o r h o u s e h o l d . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 11 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 24 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 4. 1 a Sy s t e m m u s t a l l o w f o r i n d i v i d u a l m e m b e r s t o b e m e m b e r s o f m u l t i p l e f a m i l y h o u s e h o l d s . R N Th i r d p a r t y c a r t s a n d t h i r d p a r t y p a y m e n t s m a k e t h i s re q u i r e m e n t l e s s c r i t i c a l , b u t w e a r e h a p p y t o a d d ac c o u n t l i n k i n g i f d e s i r e d . 4. 1 b Sy s t e m m u s t a l l o w f o r i n d i v i d u a l m e m b e r s t o b e t r a n s f e r r e d b e t w e e n f a m i l y h o u s e h o l d s w i t h o u t l o s s o f d a t a o r h i s t o r y . R Y Me m b e r s c a n e a s i l y b e d e t a c h e d f r o m h o u s e h o l d s , an d t h e y w i l l t a k e t h e i r p r o g r a m a n d t r a n s a c t i o n hi s t o r y w i t h t h e m . 4. 1 c Sy s t e m m u s t a l l o w f o r a b i l i t y t o p a y u n d e r c o m p a n y n a m e , w i t h t h e a b i l i t y t o s e a r c h b y c o m p a n y n a m e a n d / o r b y c o n t a c t pe r s o n . R Y In d i v i d u a l s o r o r g a n i z a t i o n s c a n b o t h b e p a y e r s o n tr a n s a c t i o n s . 4. 2 4. 2 a Cu s t o m e r c o n t a c t i n f o r m a t i o n : n a m e , a d d r e s s , t w o ( 2 ) t e l e p h o n e n u m b e r s a n d e m a i l a d d r e s s . R Y Th e l i s t e d f i e l d s a r e s u p p o r t e d . 4. 2 b ID n u m b e r , w h i c h c a n b e a s s i g n e d a u t o m a t i c a l l y o r m a n u a l l y ( u n i q u e o n l y ) . R Y Us e r I D ' s a r e s y s t e m a s s i g n e d c u r r e n t l y , a l t h o u g h t h e Ci t y m a y u s e a " C u s t o m D a t a F i e l d " i f i t c h o o s e s t o tr a c k i t s o w n n u m b e r ( s ) . 4. 2 c Pr i m a r y g u a r d i a n n a m e , a d d r e s s , t w o ( 2 ) t e l e p h o n e n u m b e r s a n d e m a i l a d d r e s s . R N Th e r e i s n o t a c o n c e p t o f g u a r d i a n p e r s e i n R E C 1 , al t h o u g h t h e C i t y c a n t r a c k t h a t e a s i l y e n o u g h w i t h ei t h e r C u s t o m D a t a F i e l d s o r w i t h P r o g r a m P r o m p t s . 4. 2 d Se c o n d a r y g u a r d i a n n a m e , a d d r e s s , t w o ( 2 ) t e l e p h o n e n u m b e r s a n d e m a i l a d d r e s s . R N Th e r e i s n o t a c o n c e p t o f g u a r d i a n p e r s e i n R E C 1 , al t h o u g h t h e C i t y c a n t r a c k t h a t e a s i l y e n o u g h w i t h ei t h e r C u s t o m D a t a F i e l d s o r w i t h P r o g r a m P r o m p t s . 4. 2 e Em e r g e n c y c o n t a c t n a m e a n d t e l e p h o n e n u m b e r . R Y Em e r g e n c y c o n t a c t n a m e a n d n u m b e r a r e t y p i c a l d a t a po i n t s t h a t a r e r e q u e s t e d u s i n g P r o g r a m P r o m p t s . Pr o m p t r e s p o n s e s c a n a p p e a r o n a l l r e p o r t s a n d s i g n - in s h e e t s . 4. 2 f No t e s f r o m t h e c u s t o m e r ( s u c h a s m e d i c a l i n f o r m a t i o n o r s p e c i a l c i r c u m s t a n c e s ) . R Y Th e s e a r e a l s o v e r y c o m m o n p r o m p t s t h a t a r e in c l u d e d i n t h e c h e c k o u t p r o c e s s . 4. 2 g No t e s f r o m e m p l o y e e s ( c u s t o m e r c a n n o t v i e w ) . R Y St a f f c a n m a k e p r i v a t e n o t e s o n h o u s e h o l d a c c o u n t s wh i c h a r e n o t v i s i b l e t o t h e p u b l i c . 4. 2 h Al l c u s t o m e r t r a n s a c t i o n h i s t o r y . R Y Tr a n s a c t i o n h i s t o r y ( a s w e l l a s a c t i v i t y a n d r e n t a l hi s t o r i e s ) i s k e p t i n d e f i n i t e l y a n d c a n a l w a y s b e re v i e w e d b y s t a f f a n d t h e p u b l i c ( t h r o u g h t h e cu s t o m e r p o r t a l ) . At a m i n i m u m , t h e s y s t e m m u s t b e a b l e t o r e c o r d i n c u s t o m e r / c o n t a c t r e c o r d s t h e f o l l o w i n g : Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 12 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 25 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 4. 2 i Cu s t o m e r d o c u m e n t a t i o n , s u c h a s s i g n e d w a i v e r s . R Y Al l w a i v e r s a r e t r a c k e d i n R E C 1 , s o s t a f f c a n a l w a y s s e e th e d a t e , s i g n a t o r y , a n d c o n t e n t o f a l l w a i v e r s t h a t ha v e b e e n a g r e e d t o o n a n a c c o u n t . 4. 2 j Ab i l i t y t o c h o o s e w h i c h f i e l d s i n c u s t o m e r r e c o r d a r e r e q u i r e d . R Y Th e C i t y w i l l b e a b l e t o d e t e r m i n e w h i c h f i e l d s i t re q u i r e s i n t h e u s e r p r o f i l e . 4. 2 k Ab i l i t y t o a d d c u s t o m a c c o u n t p r o m p t s , s u c h a s p r o m p t t o f o l l o w u p w i t h a c u s t o m e r r e g a r d i n g a r e n t a l r e s e r v a t i o n . R N Cu s t o m e r a c c o u n t t r i g g e r s a r e n o t c u r r e n t l y su p p o r t e d , a l t h o u g h t h e n o t e s f i e l d c a n b e u s e d f o r th a t . 4. 3 Re c o r d m a n a g e m e n t f e a t u r e s s h o u l d i n c l u d e : 4. 3 a Ab i l i t y t o c h e c k f o r d u p l i c a t e c u s t o m e r f i l e s w h e n e n t e r i n g n e w c u s t o m e r r e c o r d s . De f i n e w h i c h c o n t a c t f i e l d t h e s y s t e m us e s a s t h e u n i q u e i d e n t i f i e r f o r d u p l i c a t e s . R Y RE C 1 h a s v a r i o u s w a y s t h a t d u p l i c a t e s a r e p r e v e n t e d an d s e a r c h e d f o r . E m a i l i s t h e p r i n c i p a l f i e l d t h a t i s us e d t o p r e v e n t d u p l i c a t e s , b u t s t a f f m a y a l s o a t t e m p t to f i n d d u p l i c a t e s u s i n g a c o m b i n a t i o n o f p h o n e , D O B , an d n a m e a s w e l l . 4. 3 b Ab i l i t y t o p u l l a r e p o r t o f d u p l i c a t e c u s t o m e r f i l e s . R Y Th e D u p l i c a t e U s e r R e p o r t i s a p e r f e c t t o o l f o r s t a f f t o id e n t i f y d u p l i c a t e s . T h o s e d u p l i c a t e s c a n b e s i m p l y me r g e d r i g h t f r o m t h e r e p o r t . 4. 3 c Ab i l i t y t o m e r g e d u p l i c a t e c u s t o m e r r e c o r d s ( w i t h f u l l h i s t o r y m e r g e ) . Ex p l a i n t h e m e t h o d o l o g y . R Y Wh e n a c c o u n t s a r e m e r g e d , n o t h i n g i s l o s t . A l l tr a n s a c t i o n a n d a c t i v i t y h i s t o r i e s a r e s i m p l y s w i t c h e d to t h e I D o f t h e r e m a i n i n g a c c o u n t . 4. 3 d Ab i l i t y t o l a b e l c u s t o m e r s a n d / o r a c c o u n t s a s a c t i v e , i n a c t i v e , o r d e c e a s e d . R SR Th e C i t y w o u l d n e e d t o u s e a c c o u n t f l a g s f o r t h i s . 4. 3 e Sy s t e m m u s t a l l o w f o r a r c h i v i n g o f i n a c t i v e a c c o u n t s a n d h i s t o r y . R Y Us e r s c a n s a f e l y b e d e l e t e d ( i n a c t i v a t e d ) i n t h e s y s t e m wi t h o u t i s s u e . T h e y w i l l s t i l l a p p e a r o n h i s t o r i c a l re p o r t s e v e n t h o u g h t h e y ' r e n o t v i s i b l e i n s e a r c h e s a n d ca n n o t a c c e s s t h e s y s t e m . 4. 3 f Ab i l i t y t o l o c k a c c o u n t s f r o m f u r t h e r t r a n s a c t i o n s d u e t o u n p a i d b a l a n c e s . E x a m p l e : A c u s t o m e r d i d n o t c o m p l e t e pa y m e n t s f o r t h e F a l l s e s s i o n a n d t h e i r a c c o u n t i s l o c k e d b y a S u p e r v i s o r t o p r e v e n t r e g i s t r a t i o n i n t h e S p r i n g s e s s i o n u n t i l ov e r d u e a m o u n t s a r e p a i d . Pl e a s e d e s c r i b e h o w t h i s f e a t u r e w o u l d w o r k f o r u n p a i d t r a n s a c t i o n s i n d i f f e r e n t p r o g r a m ar e a s . R Y Pa t r o n s c a n b e l o c k e d o u t u s i n g a c c o u n t f l a g s t h a t a r e of a t y p e c a l l e d " R e s t r i c t A c c e s s " . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 13 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 26 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 4. 4 On l i n e c u s t o m e r a c c o u n t a c c e s s : 4. 4 a Al l o w s f o r c r e a t i o n o f u n i q u e l o g - i n f o r c u s t o m e r s t o a c c e s s t h e i r a c c o u n t s , r e g i s t e r a n d m a k e p a y m e n t s o n l i n e . R Y Cu s t o m e r s c a n l o g i n w i t h t h e i r e m a i l a d d r e s s e s , o r th e y m a y c h o o s e t o l o g i n w i t h t h e i r G o o g l e o r Fa c e b o o k l o g i n s u s i n g o u r s i n g l e s i g n - o n p r o c e s s . 4. 4 b Ab i l i t y t o g i v e c u s t o m e r a c c e s s t o a d d f a m i l y m e m b e r s a n d u p d a t e c o n t a c t i n f o r m a t i o n ; b u t l i m i t o t h e r t y p e s o f c h a n g e s t o th e a c c o u n t . R Y Th e C i t y c a n l i m i t w h a t e d i t s p u b l i c p a t r o n s c a n m a k e to t h e i r a c c o u n t s . 4. 4 c Cu s t o m e r c a n v i e w a c c o u n t b a l a n c e s o n l i n e , s u c h a s a v a i l a b l e s c h o l a r s h i p d o l l a r s , p a y m e n t s d u e , a n d c r e d i t s o n cu s t o m e r s ' a c c o u n t . R Y Al l o f t h e l i s t e d f i e l d s a r e v i s i b l e t o t h e p u b l i c u s e r th r o u g h t h e p u b l i c - f a c i n g w e b p o r t a l . 4. 4 d Cu s t o m e r c a n v i e w i n d i v i d u a l o r f a m i l y s c h e d u l e o n l i n e . R Y Pa t r o n s c a n s e e a n a g e n d a o r p r i n t a c o n s o l i d a t e d ca l e n d a r t h a t s h o w s a l l o f t h e i r f a m i l y a c t i v i t i e s a t t h e de p a r t m e n t . 4. 4 e Cu s t o m e r c a n v i e w p r e v i o u s p a y m e n t s a n d r e c e i p t s . R Y Th e c u s t o m e r c a n v i e w a n d p r i n t a l l o f t h e i r o w n re c e i p t s o n l i n e . T h e y c a n a l s o g e n e r a t e t h e i r o w n ac c o u n t s t a t e m e n t s . 4. 4 f Cu s t o m e r h a s a b i l i t y t o i n d e p e n d e n t l y r e c o v e r t h e i r o w n l o g - i n i n f o r m a t i o n ( e . g . f o r g o t t e n p a s s w o r d o r u s e r I D ) . R Y Th e F o r g o t P a s s w o r d f e a t u r e i s a c c e s s i b l e o n t h e pu b l i c f a c i n g p a g e a n d w i l l w a l k t h e u s e r t h r o u g h re g a i n i n g a c c e s s t o t h e i r a c c o u n t . 5. P R O G R A M R E G I S T R A T I O N 5. 1 R Y Se s s i o n c o d e s c a n b e a s l o n g a s n e c e s s a r y . 5. 1 a Pr o g r a m n u m b e r s a r e a u t o m a t e d b y t h e s y s t e m . R Y Co d e s c a n b e s e t u p t o b e s y s t e m - g e n e r a t e d o r ma n u a l l y g e n e r a t e d . 5. 1 b Au t o m a t e d p r o g r a m n u m b e r s c a n b e e d i t e d a n d u s e r - d e f i n e d o n a n a s n e e d e d b a s i s . R SR As l o n g a s t h e e d i t d o e s n o t c r e a t e a d u p l i c a t e c o d e . 5. 2 R Y Th e r e a r e v a r i o u s l e v e l s o f p r o g r a m o r g a n i z a t i o n wi t h i n t h e R E C 1 p r o g r a m : S e c t i o n , C a t e g o r y , A c t i v i t y , an d S e s s i o n . 5. 3 R Y Wa i v e r s c a n b e r e q u i r e d f o r a l l r e g i s t r a t i o n s a n d fa c i l i t y r e s e r v a t i o n s . W a i v e r s c a n b e p r o g r a m s p e c i f i c . Th o s e w a i v e r s a r e t r a c k e d w i t h i n t h e u s e r ' s h o u s e h o l d pr o f i l e . Pr o g r a m n u m b e r s m u s t a l l o w f o r a m i n i m u m o f s i x ( 6 ) d i g i t s . Sy s t e m a l l o w s f o r p r o g r a m t o b e a s s o c i a t e d w i t h a n a c t i v i t y s u b - t y p e c o d e a n d c a t e g o r y / k e y w o r d d e s i g n a t i o n s . T h e s e as s o c i a t i o n s a r e t h e n u s e d f o r r e p o r t s o r t i n g a n d c u s t o m e r s e a r c h o p t i o n s . Pr o g r a m s m a y b e l i n k e d t o a u n i q u e , u s e r - d e f i n e d w a i v e r l e t t e r . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 14 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 27 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 5. 4 R Y An u n l i m i t e d n u m b e r o f s e s s i o n s c a n b e c r e a t e d w i t h i n an a c t i v i t y , e a c h w i t h a u n i q u e s e s s i o n c o d e . 5. 5 R Y RE C 1 ' s a c t i v i t y m a n a g e m e n t i s i n t e g r a t e d w i t h ca l e n d a r s a n d s c h e d u l i n g c l a s s e s i n a f a c i l i t y p r e v e n t s th a t f a c i l i t y f r o m t h e n b e i n g r e n t e d o r r e s e r v e d b y st a f f o r t h e p u b l i c u n l e s s a c o n f l i c t o v e r r i d e i s sp e c i f i c a l l y p e r f o r m e d . 5. 6 5. 6 a Ab i l i t y t o d e s i g n a t e m i n i m u m a n d m a x i m u m a g e r a n g e . R Y Mi n i m u m a n d m a x i m u m a g e i s s u p p o r t e d . 5. 6 b Ab i l i t y t o d e s i g n a t e m i n i m u m a n d m a x i m u m n u m b e r o f r e g i s t r a n t s p e r p r o g r a m . R Y Mi n i m u m a n d m a x i m u m s l o t s f o r r e g i s t r a t i o n i s su p p o r t e d . 5. 6 c Ab i l i t y t o s e t s t a r t a n d e n d d a t e s / t i m e s f o r p r o g r a m r e g i s t r a t i o n . R Y Se s s i o n s c a n s h a r e r e g i s t r a t i o n d a t e s ( w i t h P r o g r a m Pe r i o d s e t t i n g s ) o r t h e y c a n h a v e u n i q u e r e g i s t r a t i o n da t e s . 5. 6 d Al l o w s f o r c o n t r o l l i n g t h e d a t e s / t i m e s f o r O n l i n e R e g i s t r a t i o n b y p r o g r a m . R Y Se s s i o n s c a n s h a r e r e g i s t r a t i o n d a t e s ( w i t h P r o g r a m Pe r i o d s e t t i n g s ) o r t h e y c a n h a v e u n i q u e r e g i s t r a t i o n da t e s . 5. 6 e Al l o w s f o r c o n t r o l l i n g t h e n u m b e r o f r e g i s t r a t i o n s t h a t a r e a l l o w e d v i a O n l i n e R e g i s t r a t i o n i n o r d e r t o r e s e r v e s l o t s f o r w a l k - in s o r m a i l i n r e g i s t r a t i o n s . R N Th i s i s c u r r e n t l y n o t s u p p o r t e d b u t c a n b e a d d e d . 5. 6 f Op t i o n t o a u t o m a t i c a l l y c a l c u l a t e p r o g r a m f e e s b a s e d o n h o u r l y r a t e a n d d a t e s a n d t i m e s o f p r o g r a m . T h i s f e a t u r e s h o u l d in c l u d e o p t i o n t o e d i t t h e c a l c u l a t e d f e e . O N Fe e s a r e e x p l i c i t l y s e t i n R E C 1 . 5. 6 g Ha s a s p e l l - c h e c k f u n c t i o n t o i d e n t i f y s p e l l i n g e r r o r s i n p r o g r a m t i t l e s a n d d e s c r i p t i o n s . O SR Sp e l l c h e c k i s t y p i c a l l y a b r o w s e r l e v e l f u n c t i o n . 5. 7 R Y Wa i t l i s t s a r e s u p p o r t e d i n R E C 1 . 5. 7 a Wh e n a n i n d i v i d u a l c a n c e l s f r o m a p r o g r a m , a s l o t b e c o m e s f r e e a n d t h e s y s t e m m u s t r e m i n d t h e o p e r a t o r t h a t a w a i t - l i s t ex i s t s , i f a p p l i c a b l e . R N Th e r e ' s n o t a n e x p l i c i t r e m i n d e r c u r r e n t l y , b u t c a n b e ad d e d . 5. 8 5. 8 a Nu m b e r o f r e g i s t r a n t s c u r r e n t l y e n r o l l e d . R Y Cu r r e n t e n r o l l m e n t c o u n t s c a n b e d i s p l a y e d . 5. 8 b Nu m b e r o f r e g i s t r a n t s c u r r e n t l y o n t h e w a i t l i s t . R N Th e e x i s t e n c e o f a w a i t l i s t i s d i s p l a y e d , b u t n o t t h e to t a l c o u n t c u r r e n t l y . T h i s c a n b e a d d e d . Sy s t e m m u s t h a n d l e f u l l p r o g r a m w a i t l i s t e n r o l l m e n t s . Sy s t e m m u s t d i s p l a y t o b o t h a d m i n i s t r a t i v e u s e r s a n d c u s t o m e r s t h e f o l l o w i n g i n f o r m a t i o n p e r p r o g r a m : Mu s t a l l o w f o r m u l t i p l e s e c t i o n s / s e s s i o n s t o b e a s s o c i a t e d w i t h a p r o g r a m n u m b e r . E a c h s e s s i o n i s a u n i q u e i t e m i n t h e s y s t e m wi t h u n i q u e p r o g r a m s e s s i o n d a t a t r a c k e d . Pr o g r a m s m u s t b e a b l e t o b e a s s o c i a t e d t o m u l t i p l e f a c i l i t i e s ( l o c a t i o n s ) a n d t h e s y s t e m m u s t b e a b l e t o r e s e r v e t h o s e f a c i l i t i e s au t o m a t i c a l l y . Pr o g r a m s e t u p o p t i o n s i n c l u d e : Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 15 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 28 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 5. 8 c Mi n i m u m a n d m a x i m u m a g e r a n g e . R Y Mi n i m u m a n d m a x i m u m a g e s a r e d i s p l a y e d t o t h e pu b l i c . 5. 8 d Pr o g r a m m e e t i n g d a y s . R Y Cl a s s s c h e d u l e s i n c l u d i n g d a t e s , d a y s , t i m e s , a n d lo c a t i o n s a r e s h o w n t o t h e p u b l i c . 5. 8 e Pr o g r a m s k i p d a y s . S y s t e m m u s t a l l o w f o r e n t r y o f d a t e s o n w h i c h t h e p r o g r a m w i l l n o t b e h e l d . R Y Ex c l u d e d d a t e s a r e a l s o s h o w n t o t h e p u b l i c . 5. 8 f Pr o g r a m d e s c r i p t i o n . R Y Pr o g r a m d e s c r i p t i o n s a r e v i s i b l e t o t h e p u b l i c a n d c a n in c l u d e r i c h t e x t a s w e l l a s p i c t u r e s . 5. 8 g Pr o g r a m i n s t r u c t o r n a m e . R Y In s t r u c t o r n a m e s a r e v i s i b l e b y t h e p u b l i c . 5. 8 h Un i q u e c o m m e n t / n o t e f o r p a r t i c u l a r p r o g r a m . R Y Co m m e n t s a n d n o t e s w o u l d g o i n t o t h e p r o g r a m de s c r i p t i o n f i e l d . T h e r e i s a l s o a s e p a r a t e f i e l d f o r "R e c e i p t N o t e s " f o r c o m m u n i c a t i n g i n f o r m a t i o n t o t h e re g i s t r a n t a f t e r s i g n - u p . 5. 8 i Ab i l i t y t o v i e w p r o g r a m d a t a i n p r o g r a m g r o u p i n g s - c a t e g o r i e s , t y p e s , s u b - t y p e s , a n d / o r i n s t r u c t o r . R Y RE C 1 h a s f o u r l e v e l s o f g r o u p i n g s : S e c t i o n , C a t e g o r y , Ac t i v i t y , a n d S e s s i o n . 5. 9 R Y RE C 1 h a s a n I n D e s i g n c o m p a t i b l e b r o c h u r e e x p o r t ca p a b i l i t y . 5. 1 0 R Y Th o s e a r e k n o w n a s P r o m p t s i n R E C 1 . T h e y c a n b e mu l t i p l e c h o i c e , t e x t b o x , d o n a t i o n r e q u e s t s , y e s / n o , an d m o r e . 5. 1 0 a If a p p l i c a b l e , a p p r o p r i a t e f e e s s h o u l d b e a p p l i e d a u t o m a t i c a l l y b a s e d o n r e s p o n s e s t o q u e s t i o n s ( i . e . a p p l y $ 1 0 f e e f o r pr o v i d e d l u n c h o r f o r s u p p l i e s ) . R Y Pr o m p t s c a n t r i g g e r a d d - o n s i n R E C 1 . 5. 1 1 5. 1 1 a Al l o w s f o r o v e r r i d e s o f a g e , g r a d e , a n d / o r m a x c o u n t s r e q u i r e m e n t s , b a s e d o n t h e o p e r a t o r ' s s e c u r i t y f i l e o v e r r i d e s t a t u s . R Y RE C 1 h a s p e r m i s s i o n s w r a p p e d a r o u n d t h o s e e l i g i b i l i t y se t t i n g s . I f t h e o p e r a t o r d o e s n o t h a v e p r o p e r pe r m i s s i o n s t o e d i t t h o s e f i e l d s , a n a d m i n c a n au t h o r i z e i t w i t h o u t n e e d i n g t o l o g o u t a n d b a c k i n . 5. 1 1 b Al l o w s a n i n d i v i d u a l t o r e g i s t e r f o r m u l t i p l e c l a s s e s / p r o g r a m s w i t h o u t h a v i n g t o r e s e l e c t t h e i n d i v i d u a l f o r e a c h p r o g r a m se l e c t e d . R Y Th e c a t a l o g d o e s n o t r e q u i r e r e - s e l e c t i n g a u s e r f o r ea c h p r o g r a m b e i n g e n r o l l e d f o r . 5. 1 1 c Al l o w s f o r r e g i s t r a t i o n o f m u l t i p l e f a m i l y m e m b e r s i n t o m u l t i p l e c l a s s e s a t t h e s a m e t i m e , w i t h o u t h a v i n g t o r e s e l e c t t h e ho u s e h o l d . A l l t r a n s a c t i o n s m u s t p r i n t o n a s i n g l e r e c e i p t . R Y Mu l t i p l e f a m i l y m e m b e r s c a n b e e n r o l l e d f o r m u l t i p l e pr o g r a m s i n o n e c a r t . Sy s t e m a l l o w s f o r p r o g r a m d e s c r i p t i o n a n d c o n t e n t l i s t e d a b o v e t o b e g e n e r a t e d a s a b r o c h u r e c o n t e n t r e p o r t , i n s t a n d a r d f i l e fo r m a t , f o r p r i n t e d a c t i v i t y s c h e d u l e s . Sy s t e m a l l o w s f o r u s e r - d e f i n e d e n r o l l m e n t q u e s t i o n s t o b e s e t u p a n d t r a c k e d f o r e a c h p r o g r a m . D u r i n g t h e e n r o l l m e n t p r o c e s s th e q u e s t i o n s d e f i n e d h e r e w i l l b e p r e s e n t e d f o r i n p u t . E x a m p l e : T - s h i r t s i z e ? Re g i s t r a t i o n P r o c e s s i n g : Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 16 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 29 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 5. 1 1 d Al l o w s f o r a u t o m a t i c c a l c u l a t i o n o f m u l t i p l e c h i l d / p a r t i c i p a n t d i s c o u n t s b a s e d o n e n r o l l m e n t s i n t o t h e s a m e t y p e o r se s s i o n o f a p r o g r a m ( s ) . R Y Fa m i l y a n d m u l t i - c l a s s d i s c o u n t s a r e c a l c u l a t e d au t o m a t i c a l l y w h e r e a p p r o p r i a t e . 5. 1 1 e Al l o w s f o r t h e t r a n s f e r o f e n r o l l e e s f r o m o n e a c t i v i t y t o a n o t h e r ( a n d p r o p e r l y h a n d l e f i n a n c i a l d a t a , e v e n w h e n f e e s a r e no t t h e s a m e ) . R Y Pa r t i c i p a n t s c a n b e t r a n s f e r r e d f r o m o n e p r o g r a m t o an o t h e r , a n d R E C 1 w i l l d e t e r m i n e c r e d i t s / b a l a n c e s ba s e d u p o n t h e p r i c e o f e a c h c l a s s . T h e o p e r a t o r m a y al s o c h o o s e t o a s s e s s a n a d m i n f e e f o r t h e t r a n s f e r . 5. 1 1 f Sy s t e m w i l l c h e c k e n r o l l m e n t s o f s e l e c t e d i n d i v i d u a l f o r c o n f l i c t s ( t i m e ) w i t h e x i s t i n g p r o g r a m r e g i s t r a t i o n s . R N Th i s i s o n o u r p r o d u c t r o a d m a p b u t i s n o t y e t a v a i l a b l e . 5. 1 1 g Du r i n g r e g i s t r a t i o n , a s p e c i a l n e e d s n o t e m a y b e e n t e r e d f o r t h e r e g i s t r a n t , w h i c h w o u l d t h e n s h o w u p o n t h e c l a s s r o s t e r . R Y Th e C i t y c a n p r o m p t f o r a n y n u m b e r o f r e s p o n s e s du r i n g t h e c h e c k o u t p e r i o d ( a l l e r g i e s , a u t h o r i z e d pi c k u p s , s p e c i a l r e q u e s t s , e t c ) , a n d t h o s e r e s p o n s e s ca n a p p e a r o n a l l r e p o r t s a n d s i g n - i n s h e e t s . 5. 1 2 R Y RE C 1 h a s m a n y e l e g a n t s e a r c h a n d f i l t e r o p t i o n s t o al l o w t h e s t a f f e r ( o r p u b l i c p e r s o n ) t o f i n d p r o g r a m s ba s e d o n k e y w o r d , c o d e , i n s t r u c t o r , o r e v e n b y t h e el i g i b i l i t y o f o n e o f t h e f a m i l y m e m b e r s . ( " S h o w m e ev e r y p r o g r a m t h a t T i m m y S m i t h i s e l i g i b l e f o r a t No r t h P a r k o n T u e s d a y s . " ) 5. 1 3 R Y Cl a s s e s c a n b e " d u p l i c a t e d " i n d i v i d u a l l y , o r t h e y c a n b e "r o l l e d o v e r " e n m a s s e . 5. 1 4 R Y Cl a s s e s c a n b e " d u p l i c a t e d " i n d i v i d u a l l y , o r t h e y c a n b e "r o l l e d o v e r " e n m a s s e . Re g i s t r a t i o n R e p o r t s 5. 1 5 R Y Ro s t e r ( a n d a l l o t h e r ) R e p o r t s h a v e e x t e n s i v e ca p a b i l i t i e s f o r s o r t i n g , f i l t e r i n g , h a v i n g f i e l d s a d d e d , an d m o r e . A n d , a s m e n t i o n e d p r e v i o u s l y , a l l r e p o r t s ca n b e p r i n t e d , e x p o r t e d , e m a i l e d , s a v e d , a n d sc h e d u l e d . Sy s t e m m u s t i n c l u d e a s e a r c h f u n c t i o n , e n a b l i n g o p e r a t o r s a n d c u s t o m e r s t o e a s i l y a n d q u i c k l y f i n d p r o g r a m d e t a i l s a n d in f o r m a t i o n b a s e d o n p r o g r a m c r i t e r i a s u c h a s d a t e s , t i m e s , a g e s , l o c a t i o n s , c a t e g o r i e s a n d k e y w o r d s . Sy s t e m a l l o w s f o r c l a s s e s a n d p r o g r a m s t o b e " r o l l e d - o v e r " t o a n o t h e r r e g i s t r a t i o n t i m e p e r i o d b y u p d a t i n g e x i s t i n g c o n t e n t ( s t a r t / e n d d a t e s , d e s c r i p t i o n , e t c . ) , r a t h e r t h a n r e e n t e r i n g t h e c l a s s e a c h s e s s i o n . Sy s t e m a l l o w s f o r c l a s s e s a n d p r o g r a m s t o b e " c o p i e d " t o a n e w p r o g r a m n u m b e r f o r c r e a t i o n o f s i m i l a r c l a s s e s / p r o g r a m s , u n d e r a n e w p r o g r a m n u m b e r . Ab i l i t y t o p r i n t a n d c u s t o m i z e p r o g r a m r o s t e r s i n a v a r i e t y o f f o r m a t s ( a l p h a b e t i c a l o r d e r , o r d e r o f e n t r y , o n l y t h o s e s i n c e t h e l a s t pr i n t ) a n d i n c l u d e / e x c l u d e a d d i t i o n a l i n f o r m a t i o n f r o m c u s t o m e r a c c o u n t s ( a d d r e s s e s , c o m m e n t s , e m a i l ) . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 17 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 30 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 5. 1 6 R Y Fa m i l i e s c a n v i e w t h e i r p e r s o n a l i z e d f a m i l y c a l e n d a r ri g h t t h r o u g h t h e p u b l i c f a c i n g p o r t a l . T h e y c a n a l s o ch o o s e t o g e t a l i v e f e e d o f t h e i r c a l e n d a r a n d l i n k i t t o th e i r o w n O u t l o o k o r G o o g l e c a l e n d a r s . 5. 1 7 R Y Tr a n s a c t i o n D e t a i l r e p o r t s a r e a g r e a t w a y t o s h o w a l l li n e i t e m s a s s o c i a t e d w i t h a p a r t i c u l a r t r a n s a c t i o n . Th e s e c a n a l s o b e g r o u p e d b y p r o g r a m . 5. 1 8 R Y At t e n d a n c e c a n b e t a k e n o n b o t h d e s k t o p a s w e l l a s a mo b i l e . F o r p r o g r a m s t h a t t a k e p r e - r e g i s t r a t i o n , a sc r e e n o n t h e P C o r t h e p h o n e w i l l l i s t e a c h o f t h e en r o l l e e s , a n d s t a f f s i m p l y t a p t h e i r n a m e s t o c o u n t th e m a s p r e s e n t . T h e s e c h e c k - i n s c o u n t t o w a r d s o v e r al l A d m i s s i o n r e p o r t s t h a t a g g r e g a t e a t t e n d a n c e w i t h ti c k e t s , d r o p - i n s , a n d m e m b e r s h i p c a r d s c a n s . 5. 1 8 a Ab i l i t y t o p r i n t a t t e n d a n c e r o s t e r s w i t h e i t h e r s i g n a t u r e l i n e s , c h e c k b o x e s o r s e s s i o n d a t e s t o t r a c k a t t e n d a n c e . O Y RE C 1 h a s b o t h s i n g l e d a y a t t e n d a n c e s h e e t s ( s i g n a t u r e li n e s ) a s w e l l a s m u l t i - d a y s i g n - i n s h e e t s ( c h e c k b o x e s ) . Be s t o f a l l , i n s t r u c t o r s c a n p r i n t t h e i r r o s t e r s i f t h e C i t y ch o o s e s t o a l l o w i t . 5. 1 8 b Ab i l i t y t o p r i n t c l a s s l i s t s w i t h r e g i s t r a t i o n i n f o r m a t i o n , s u c h a s a n s w e r s t o c u s t o m r e g i s t r a t i o n q u e s t i o n s . R Y Al l P r o m p t R e s p o n s e s c a n b e i n c l u d e d o n s i g n - i n sh e e t s a n d r o s t e r s i f d e s i r e d . 5. 1 9 O Y On e o f t h e f i e l d s i n R e p o r t i n g i s " W a i v e r S t a t u s " w h i c h th e o p e r a t o r c a n i n c l u d e o n r o s t e r r e p o r t s a n d s i g n - i n sh e e t s . In s t r u c t o r M a n a g e m e n t 5. 2 0 R Y RE C 1 h a s a n I n s t r u c t o r M a n a g e m e n t m o d u l e t h a t al l o w s t h e C i t y t o a s s i g n c l a s s e s t o i n s t r u c t o r s , a s s i g n ra t e s t o i n s t r u c t o r s , a n d e m a i l c o n t r a c t s t o i n s t r u c t o r s fo r r e v i e w a n d a p p r o v a l . Ab i l i t y t o p u l l a r e p o r t o n r e g i s t r a n t s w h o a r e m i s s i n g s i g n e d w a i v e r s , s o r t e d b y c l a s s s e c t i o n . Ab i l i t y t o t r a c k i n s t r u c t o r c o n t r a c t s a n d p r i n t d i r e c t l y f r o m s y s t e m . Sy s t e m m u s t p r o v i d e f o r a c u s t o m e r s c h e d u l e v i e w / p r i n t ( p r e f e r a b l y i n c a l e n d a r f o r m a t ) t h a t d i s p l a y s a l l p r o g r a m r e g i s t r a t i o n s fo r a c u s t o m e r / f a m i l y w i t h e n r o l l e e n a m e , d a t e , l o c a t i o n , a n d d e t a i l s o f t h e p r o g r a m . Ab i l i t y t o p r i n t d e t a i l e d f e e r e p o r t t h a t s h o w s f e e s p r o c e s s e d p e r a c t i v i t y . Sy s t e m a l l o w s f o r r e c o r d i n g p r o g r a m a t t e n d a n c e a n d r e p o r t i n g . D e s c r i b e f u n c t i o n a l i t y . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 18 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 31 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 5. 2 1 R Y In s t r u c t o r s c a n b e a s s i g n e d r a t e s i n e a c h o f t h e f o r m s li s t e d . 5. 2 2 O Y In s t r u c t o r s c a n v i e w / p r i n t r o s t e r s a n d s i g n - i n s h e e t s a s we l l a s r e c o r d a t t e n d a n c e t h r o u g h t h e p u b l i c f a c i n g po r t a l . 5. 2 3 Ab i l i t y t o g e n e r a t e c h e c k r e q u e s t f o r m f o r i n s t r u c t o r p a y m e n t . R N RE C 1 s u p p o r t s C h e c k R e q u e s t a s a p a y m e n t t y p e i n t h e co n t e x t o f r e f u n d s b u t n o t c u r r e n t l y f o r I n s t r u c t o r Pa y m e n t s . 6. F A C I L I T Y R E S E R V A T I O N / S C H E D U L I N G 6. 1 R Y RE C 1 h a s b o t h s i m p l e f a c i l i t y b o o k i n g o p t i o n s a s w e l l as m o r e c o m p l e x p e r m i t g e n e r a t i n g o p t i o n s . 6. 1 a Sy s t e m m u s t m a n a g e f a c i l i t i e s w i t h o v e r l a p p i n g a r e a s / r o o m s a n d p r e v e n t d o u b l e b o o k i n g s i n o v e r l a p s i t u a t i o n s . T h e sy s t e m m u s t r e c o g n i z e a f a c i l i t y ( i . e . r o o m , b a l l f i e l d , e t c . ) a s p a r t o f a l a r g e r b u i l d i n g o r c o m p l e x a n d n o t a l l o w t h e in d i v i d u a l f a c i l i t y t o b e r e s e r v e d i f t h e c o m p l e x / b u i l d i n g i s , o r a l l o w t h e c o m p l e x / b u i l d i n g t o b e r e s e r v e d i f a n i n d i v i d u a l ro o m o r f i e l d i s . R Y We h a v e " p a r e n t / c h i l d " r e l a t i o n s h i p s f o r f a c i l i t i e s t o en s u r e t h a t n o f a c i l i t y , o r a n y p a r t o f i t , i s d o u b l e bo o k e d . 6. 1 b Th e s y s t e m i s f l e x i b l e e n o u g h t o h a n d l e e q u i p m e n t r e n t a l s , b i r t h d a y p a r t y r e n t a l s , p o o l r e n t a l s , g y m n a s i u m r e n t a l s , p i c n i c re n t a l s , a n d a n y o t h e r i t e m s t h a t c a n b e s i g n e d o u t f o r a p e r i o d o f t i m e . R N Eq u i p m e n t r e n t a l s a r e c u r r e n t l y h a n d l e d u s i n g a d d - on s , b u t a m o r e s p e c i f i c r e n t a l s c a p a b i l i t y i s b e i n g ad d e d . 6. 2 6. 2 a Sy s t e m a l l o w s f o r u s e r - d e f i n e d r e s e r v a t i o n q u e s t i o n s t o b e s e t u p a n d t r a c k e d f o r e a c h f a c i l i t y . D u r i n g t h e r e s e r v a t i o n pr o c e s s t h e q u e s t i o n s d e f i n e d h e r e w i l l b e p r e s e n t e d f o r i n p u t . E x a m p l e : D o y o u n e e d o n - s i t e s e c u r i t y ? R Y Th e P r o m p t s p r o c e s s i s u s e d w i t h f a c i l i t y r e n t a l s j u s t a s it i s w i t h p r o g r a m r e g i s t r a t i o n s . P r o m p t r e s p o n s e s c a n ap p e a r a s f i e l d s o n r e s e r v a t i o n r e p o r t s a n d p e r m i t s . 6. 2 b If a p p l i c a b l e , a n s w e r s t o c u s t o m q u e s t i o n s w i l l a u t o m a t i c a l l y u p d a t e f e e s c h a r g e d . R Y Pr o m p t r e s p o n s e s c a n b e c o n f i g u r e d t o t r i g g e r a d d - o n fe e c h a n g e s . 6. 2 c Ab i l i t y t o d i s p l a y f a c i l i t y i m a g e s , d e s c r i p t i o n , e m b e d d e d v i d e o , e t c . o n o n l i n e r e s e r v a t i o n s i t e . R Y RE C 1 h a s e l e g a n t f a c i l i t y d i s p l a y c a p a b i l i t i e s i n c l u d i n g ga l l e r i e s a n d d e s c r i p t i o n s . I n a d d i t i o n , R E C 1 h a s g r i d vi e w s a n d m a p b a s e d v i e w s t o f a c i l i t a t e t h e b o o k i n g pr o c e s s . Ab i l i t y t o c a l c u l a t e i n s t r u c t o r p a y , b a s e d o n e i t h e r a p e r c e n t a g e o f c l a s s r e v e n u e s , r a t e p e r i n s t a n c e o f a c l a s s , o r a f l a t r a t e f o r a l l in s t a n c e s o f a c l a s s . Ab i l i t y t o g i v e i n s t r u c t o r s o n l i n e a c c e s s t o r o s t e r s a n d t o d o c u m e n t a t t e n d a n c e , r e s t r i c t e d t o t h e i r a s s i g n e d c l a s s e s . Mu s t p r o v i d e s c h e d u l i n g / r e s e r v a t i o n c a p a b i l i t i e s f o r a n y f a c i l i t y t y p e , s u c h a s g y m s , f i e l d s , c o u r t s , r o o m s , a u d i t o r i u m s , p o o l s , pa r k s , e t c . Fa c i l i t y s e t - u p f e a t u r e s m u s t i n c l u d e : Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 19 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 32 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 6. 2 d Ab i l i t y t o l i n k f a c i l i t i e s i n t o f a c i l i t y g r o u p s t o a l l o w f o r r e s e r v i n g m u l t i p l e f a c i l i t i e s i n o n e s t e p . R Y Fa c i l i t i e s c a n b e " t a g g e d " t o l i n k s i m i l a r f a c i l i t i e s to g e t h e r ( " t e n n i s c o u r t s " , " p a v i l i o n s " , " c o m m u n i t y ro o m s " , e t c ) . 6. 2 e Ab i l i t y t o s e t t h e m i n i m u m a n d m a x i m u m t i m e i n a d v a n c e t h a t r e n t a l r e s e r v a t i o n s a r e a l l o w e d t o b e b o o k e d . R Y St a f f c a n c o n f i g u r e a m i n i m u m a n d m a x i m u m a m o u n t of l e a d t i m e r e q u i r e d f o r b o o k i n g s . 6. 2 f Ab i l i t y t o a s s o c i a t e a m e n i t i e s / u n i q u e f e a t u r e k e y w o r d s t o e a c h f a c i l i t y , f o r u s e w i t h s e a r c h f u n c t i o n s . R Y It e m t a g s a r e u s e d f o r t h i s p u r p o s e . A d d - o n s c a n a l s o be u s e d w h e n a m e n i t i e s r e q u i r e a d d i t i o n a l c o s t . 6. 2 g Ab i l i t y t o a s s i g n c a p a c i t y o r h e a d c o u n t a l l o w e d t o e a c h r e n t a l i t e m ( n u m b e r o f u n i t s ) . R e s e r v a t i o n s a r e t h e n p r o c e s s e d a n d tr a c k e d a g a i n s t t h e n u m b e r o f u n i t s a v a i l a b l e . E x a m p l e : 5 0 0 c h a i r s - r e n t 3 0 0 , t h e n 2 0 0 a r e s t i l l a v a i l a b l e . R N He a d c o u n t c a n b e s o l i c i t e d u s i n g P r o m p t s . T h e s e pr o m p t s c u r r e n t l y d o n o t f a c t o r i n t o i n v e n t o r y c o n t r o l th o u g h . T h e y a r e f o r r e p o r t i n g o n l y . 6. 2 h Mu s t a l l o w f o r s p e c i f i c o p e r a t i n g d a t e s ( o p e n a n d c l o s e ) a n d h o u r s ( o p e n a n d c l o s e ) f o r e a c h f a c i l i t y . R Y Fa c i l i t y h o u r s a n d o p e n / c l o s e d a t e s c a n b e c o n f i g u r e d wi t h i n R E C 1 . 6. 2 i Al l o w s f o r l i n k a g e o f u n i q u e r e s e r v a t i o n c o m m e n t s t o e a c h f a c i l i t y , w h e r e c o m m e n t / n o t e p r i n t s o n t h e c u s t o m e r r e c e i p t . R Y Re c e i p t n o t e s a n d i n t e r n a l s t a f f n o t e s c a n b e co n f i g u r e d f o r f a c i l i t i e s . 6. 2 j Al l o w s f o r l i n k a g e o f u n i q u e m a i n t e n a n c e c o m m e n t s t o e a c h f a c i l i t y , w h e r e t h e n o t e s / c o m m e n t p r i n t s o n t h e s t a f f ma i n t e n a n c e s c h e d u l e r e p o r t . S y s t e m m u s t a l s o i n c l u d e m a i n t e n a n c e s e t u p i m a g e s l i n k . R Y Re c e i p t n o t e s a n d i n t e r n a l s t a f f n o t e s c a n b e co n f i g u r e d f o r f a c i l i t i e s . 6. 2 k Sy s t e m a l l o w s f o r o p e r a t o r t o t u r n - o n a n d t u r n - o f f a b i l i t y t o d o o n l i n e r e s e r v a t i o n s f o r d i f f e r e n t f a c i l i t i e s . R Y Th e r e a r e v a r i o u s l e v e l s o f r e s t r i c t i o n s t a f f c a n p u t o n fa c i l i t i e s : 1 ) T h e y c a n b e b o o k e d a n d p a i d o n l i n e . 2 ) Th e y c a n b e r e s e r v e d o n l i n e b u t r e q u i r e A d m i n ap p r o v a l . 3 ) T h e f a c i l i t y i n f o a n d c a l e n d a r c a n b e sh o w n o n l i n e , b u t b o o k i n g s n o r r e q u e s t s a r e a l l o w e d . 4) I n f o a n d g a l l e r i e s c a n b e s e e n o n l i n e , b u t t h e ca l e n d a r i s n o t v i s i b l e a n d b o o k i n g s a r e n o t p o s s i b l e . 5 ) Th e f a c i l i t y c a n b e h i d d e n c o m p l e t e l y f r o m p u b l i c vi e w . 6. 3 R Y Th e r e a r e e x t e n s i v e s e a r c h a n d f i l t e r c a p a b i l i t i e s f o r fa c i l i t i e s . Y o u c a n a l s o v i e w f a c i l i t i e s a n d b o o k i n g s b y ei t h e r a g r i d o r m a p v i e w . 6. 4 6. 4 a Sy s t e m a l l o w s f o r m u l t i p l e f e e s f o r e a c h f a c i l i t y , e a c h o f w h i c h i s l i n k e d t o a u n i q u e C i t y r e v e n u e a c c o u n t c o d e a n d g e n e r a l le d g e r a c c o u n t n u m b e r . R Y Ge n e r a l l e d g e r a c c o u n t i n g i s s u p p o r t e d t h r o u g h o u t th e R E C 1 s y s t e m . Sy s t e m m u s t i n c l u d e a s e a r c h f u n c t i o n f o r f a c i l i t i e s b a s e d o n s i z e , l o c a t i o n , c a p a c i t y , a n d a m e n i t i e s . Fe e s a n d f i n a n c i a l m a n a g e m e n t f e a t u r e s f o r f a c i l i t i e s m u s t i n c l u d e : Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 20 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 33 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 6. 4 b Sy s t e m a l l o w s f o r t r a c k i n g , b i l l i n g , a n d c o l l e c t i n g o f b i l l a b l e s e r v i c e s s u c h a s s t a f f c o s t s , c u s t o d i a l f e e s , s e c u r i t y , a n d li g h t i n g . R N Th e r e i s n o t c u r r e n t l y a C o s t A c c o u n t i n g c o m p o n e n t t o RE C 1 . T h i s i s o n o u r l o n g - t e r m r o a d m a p . 6. 4 c Sy s t e m a l l o w s f o r p r e m i u m b i l l i n g , w h e r e r a t e d i f f e r e n c e s a r e a u t o m a t i c a l l y c a l c u l a t e d b a s e d o n s e a s o n , t i m e o f d a y , d a y of w e e k o r h o l i d a y s . R Y Th e C i t y c a n c o n f i g u r e r a t e s b a s e d o n p e a k d a t e s , p e a k ti m e s , r e s i d e n t s t a t u s , f o r - p r o f i t s t a t u s , a n d m o r e . 6. 4 d Ab i l i t y t o a p p l y f e e d i s c o u n t a t t i m e o f r e s e r v a t i o n , w i t h p r o p e r p e r m i s s i o n s . R Y An y a d d - o n o r d i s c o u n t c a n b e a p p l i e d a t p a y m e n t ty p e a s s u m i n g t h e o p e r a t o r h a s t h e p r o p e r pe r m i s s i o n s . 6. 4 e Sy s t e m m u s t b e a b l e t o a c c e p t a n d t r a c k d a m a g e d e p o s i t s a n d d o w n p a y m e n t s . R Y RE C 1 h a s a h i g h l y r a t e d " U n r e f u n d e d D e p o s i t s " wo r k f l o w s c r e e n t h a t s h o w s s t a f f e x a c t l y w h i c h de p o s i t s n e e d t o b e p r o c e s s e d . S t a f f c a n r e f u n d a l l , so m e , o r n o n e o f t h e d e p o s i t r i g h t f r o m t h a t s c r e e n . 6. 4 f Sy s t e m m u s t b e a b l e t o b i l l t o a t h i r d p a r t y . R Y Th i r d p a r t y b i l l i n g i s s u p p o r t e d i n R E C 1 . 6. 5 6. 5 a On e t i m e r e s e r v a t i o n s - o n e d a y o n l y . R Y Th e c a t a l o g i s a c l e a n w a y t o m a k e s i m p l e , o n e - o f f cu s t o m e r r e s e r v a t i o n s . 6. 5 b Pa t t e r n r e s e r v a t i o n s - e v e r y T u e s d a y a n d T h u r s d a y f o r t h e n e x t f o u r m o n t h s ( i n o n e p r o c e s s ) . R Y Th e F a c i l i t y P e r m i t s c r e e n i s b e s t f o r r e c u r r i n g o r co m p l e x b o o k i n g s . 6. 5 c Ra n d o m p a t t e r n r e s e r v a t i o n s - a n y c o m b i n a t i o n o f a n y d a t e s e q u e n c e ( i n o n e p r o c e s s ) . R Y Th e p e r m i t t i n g s c r e e n c o n t a i n s a v i s u a l c a l e n d a r bo o k i n g i n t e r f a c e t h a t a l l o w s t h e s t a f f e r t o c l i c k sp e c i f i c d a t e s t o p o p u l a t e t h e p e r m i t . 6. 5 d In t e r n a l r e s e r v a t i o n s - r e s e r v a t i o n s n o t l i n k e d t o a h o u s e h o l d o r o r g a n i z a t i o n . R Y St a f f c a n m a k e a d m i n b o o k i n g s t h r o u g h t h e i n t e r n a l ca l e n d a r . T h e y c a n o p t i o n a l l y a t t a c h t h o s e t o ho u s e h o l d / o r g a n i z a t i o n a l a c c o u n t s i f d e s i r e d . 6. 5 e Ac t i v i t y r e s e r v a t i o n s - a u t o m a t i c a l l y p o p u l a t e d f r o m t h e R e g i s t r a t i o n m o d u l e . R Y Th e A c t i v i t i e s m o d u l e i s c o m p l e t e l y i n t e g r a t e d w i t h th e F a c i l i t i e s m o d u l e . B o o k i n g a p r o g r a m i n a f a c i l i t y wi l l a u t o m a t i c a l l y b o o k t h a t f a c i l i t y u n l e s s t h e s t a f f e r in d i c a t e s o t h e r w i s e . Th e s y s t e m m u s t a l l o w f o r t h e f o l l o w i n g t y p e s o f r e s e r v a t i o n s : Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 21 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 34 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 6. 5 f Le a g u e s c h e d u l e r e s e r v a t i o n s . R Y Le a g u e s c h e d u l e s a l s o r e s e r v e f a c i l i t i e s a n d p r e v e n t do u b l e b o o k i n g s . 6. 5 g Pr i o r t o c o m p l e t i o n o f a r e p e a t i n g / p a t t e r n r e s e r v a t i o n , a l l i t e m s m u s t b e l i s t e d ( d i s p l a y e d ) , t o a l l o w f o r a d j u s t i n g o r de l e t i n g i t e m s w i t h o u t h a v i n g t o p r o c e s s a n o t h e r t r a n s a c t i o n . R Y Th e p e r m i t t i n g s c r e e n c l e a n l y l i s t s a l l d a t e s , f a c i l i t i e s , an d t i m e s w h i c h a l l o w s t h e s t a f f e r t o r e v i e w a n d e d i t pr i o r t o c o m p l e t i n g . 6. 5 h Al l o w s f o r b o o k i n g s p a s t m i d n i g h t ( o v e r a 2 d a y p e r i o d ) w i t h o u t h a v i n g t o m a k e m u l t i p l e r e s e r v a t i o n s . R Y Bo o k i n g s t h a t c r o s s m i d n i g h t d o n o t c a u s e a n y i s s u e s in R E C 1 . 6. 5 i Al l o w s f o r r e s e r v a t i o n s e t - u p a n d c l e a n - u p t i m e a s s i g n m e n t . R Y St a f f c a n c o n f i g u r e " r e n t a l b u f f e r s " w h i c h p r e v e n t bo o k i n g s f r o m o c c u r r i n g b a c k t o b a c k w i t h o u t t i m e f o r cl e a n u p . 6. 6 R Y Th e C i t y w i l l b e a b l e t o c o n f i g u r e v a r i o u s p e r m i t te m p l a t e s t h a t w i l l b e s u i t a b l e f o r p a v i l i o n s , co m m u n i t y c e n t e r s , b a l l f i e l d s , o r a n y o t h e r f a c i l i t y ty p e s . S t a f f c a n e m a i l t h e s e p e r m i t s d i r e c t l y f r o m t h e sy s t e m . 6. 6 a De s c r i b e a n y a d d i t i o n a l f e a t u r e s r e l a t i n g t o d i s t r i b u t i o n a n d t r a c k i n g o f c u s t o m e r c o n t r a c t s . O Y St a f f h a v e t h e a b i l i t y t o g e n e r a t e e s t i m a t e s i f t h e pa t r o n s i m p l y w a n t s a n e s t i m a t e o f c o s t s . T h e n , i f t h e pa t r o n r e q u e s t s i t , t h a t e s t i m a t e c a n b e c o n v e r t e d t o a co n f i r m e d P e r m i t . 6. 7 R Y An y c o n f l i c t s w i l l a p p e a r t o s t a f f a s a w a r n i n g . Pe r m i s s i o n e d s t a f f c a n t h e n o v e r r i d e t h o s e c o n f l i c t s . 6. 8 R Y Un b i l l e d p e r m i t s c a n s i m p l y b e e d i t e d a n d r e - s a v e d . Bi l l e d b o o k i n g s c a n b e a d j u s t e d a n d a p p r o p r i a t e ba l a n c e / c r e d i t a d j u s t m e n t s w i l l b e r e f l e c t e d . 6. 9 R Y Al l o f t h e l i s t e d f e a t u r e s a r e a v a i l a b l e i n t h e R E C 1 Fa c i l i t i e s m o d u l e . 6. 1 0 R Y Th i s c a n b e d o n e u s i n g P r o m p t R e s p o n s e s o r T a g s . 6. 1 1 R Y Gr i d v i e w s a n d m a p v i e w s a r e e l e g a n t w a y s t o v i e w mu l t i p l e f a c i l i t i e s a t o n c e . Fa c i l i t i e s R e p o r t i n g Al l o w s f o r c h a n g e s t o c u r r e n t r e s e r v a t i o n s , w i t h o u t h a v i n g t o d e l e t e a c u r r e n t r e s e r v a t i o n a n d r e - e n t e r a n e w r e s e r v a t i o n t o ma k e a c h a n g e . Mu s t p r o v i d e f o r u p d a t i n g c h a r g e s , p a r t i a l p a y m e n t p r o c e s s i n g , d a m a g e d e p o s i t p a y m e n t s a n d r e f u n d s , p a y m e n t r e v e r s a l s , tr a n s f e r / c a n c e l l a t i o n f e e s a n d c r e d i t b a l a n c e r e f u n d s . Ab i l i t y t o t r a c k r e s e r v a t i o n s i n t o u s e r - d e f i n e d s t a t i s t i c s a n d r e p o r t i n g g r o u p s . E x a m p l e : A l l r e s e r v a t i o n s t h a t w e r e f o r w e d d i n g s . Sy s t e m m u s t a l l o w f o r v i e w i n g s c h e d u l e s f o r m u l t i p l e f a c i l i t i e s a t t h e s a m e t i m e . Sy s t e m m u s t p r o v i d e a n o p t i o n a l , u s e r - d e f i n e d c o n t r a c t t e m p l a t e t o b e p r i n t e d w h e n r e s e r v a t i o n i s m a d e t h a t i s m a i l - m e r g e ca p a b l e . Ab i l i t y t o w a r n o p e r a t o r i f a c o n f l i c t e x i s t s p r i o r t o c o m p l e t i o n o f a r e s e r v a t i o n . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 22 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 35 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 6. 1 2 6. 1 2 a Fa c i l i t y s c h e d u l e b y d a t e , w i t h a b i l i t y t o f i l t e r b a s e d o n i n d i v i d u a l l o c a t i o n s o r f a c i l i t i e s . R Y Th e R E C 1 F a c i l i t y R e s e r v a t i o n L o g i s l a i d o u t i n t h e w a y de s c r i b e d . 6. 1 2 b Re s e r v a t i o n r e p o r t b y c u s t o m e r , s h o w i n g a l l r e s e r v a t i o n s m a d e b y t h a t c u s t o m e r w i t h i n a s p e c i f i c d a t e r a n g e . R Y Th e F a c i l i t y R e s e r v a t i o n L o g c a n b e f i l t e r e d t o a n ac c o u n t . 6. 1 2 c Re s e r v a t i o n c a l e n d a r s b y s p e c i f i c f a c i l i t y , l o c a t i o n o r s u p e r v i s o r / p r o g r a m . R Y Th e i n t e r n a l c a l e n d a r c a n b e v i e w e d o r p r i n t e d a n d sh o w s a c a l e n d a r r e p r e s e n t a t i o n o f b o o k i n g s f o r o n e or m o r e f a c i l i t i e s . 6. 1 2 d Ma i n t e n a n c e r e p o r t s b y f a c i l i t y a n d / o r d a t e , s h o w i n g a n y r e s e r v a t i o n s , s p e c i a l n e e d s , a n d s e t - u p r e q u i r e m e n t s . R Y Ma i n t e n a n c e r e p o r t s a r e g e n e r a t e d b y u s i n g a Re s e r v a t i o n L o g r e p o r t a n d i n c l u d i n g i n t e r n a l n o t e s an d p r o m p t r e s p o n s e s o n i t . 6. 1 2 e Ab i l i t y t o r e p r i n t c o n t r a c t s , a m e n d m e n t s , r e c e i p t s / p e r m i t s a t a n y t i m e . R Y Pe r m i t s a n d r e c e i p t s c a n b e r e - p r i n t e d o r e m a i l e d a t an y t i m e . 6. 1 2 f Sc h e d u l e v i e w i n g b y m o n t h l y , w e e k l y a n d d a i l y v i e w s i n c a l e n d a r f o r m . R Y Th e i n t e r n a l c a l e n d a r s c r e e n a l l o w s f o r o n - s c r e e n vi e w i n g o f b o o k i n g s b y m o n t h , w e e k , o r d a y . T h i s sc r e e n i s a l s o p r i n t a b l e . 6. 1 2 g Fa c i l i t y u s a g e r e p o r t . R SR We w o u l d r e q u e s t a s a m p l e f a c i l i t y u s a g e r e p o r t t o en s u r e t h a t w e h a v e a n e q u i v a l e n t o n e i n R E C 1 . I f n o t , we w i l l d e v e l o p a t n o a d d i t i o n a l c h a r g e . 6. 1 2 h Ab i l i t y t o t r a c k r e v e n u e a n d n u m b e r o f t i m e s r e n t e d Y T D , a s w e l l a s h o u r s r e n t e d Y T D . R SR Th i s i s a n o t h e r r e p o r t w e m a y h a v e , b u t w e w o u l d re q u e s t a s a m p l e o f t o e n s u r e w e a r e m e e t i n g t h e Ci t y ' s r e p o r t i n g n e e d s . 6. 1 2 i If a v a i l a b l e , de s c r i b e a n y f u n c t i o n a l i t y t h a t w o u l d a s s i s t i n m a n a g i n g t h e r e n t a l s t a f f i n g s c h e d u l e ( i . e . a s s i g n m e n t o f bu i l d i n g o r p i c n i c s i t e c o o r d i n a t o r s ) a n d e x p o r t i n g a r e p o r t o f t h e e v e n t a n d s t a f f i n g s c h e d u l e . O N Th e r e i s n o t a s t a f f s c h e d u l e c o m p o n e n t t o f a c i l i t y sc h e d u l i n g c u r r e n t l y . I t m a y b e p o s s i b l e t h r o u g h Ad m i n a s s i g n m e n t s a n d i n t e r n a l f a c i l i t y n o t e s , b u t th e r e i s n o t c u r r e n t l y a s t a n d a l o n e c o m p o n e n t t h a t so l v e s t h i s r e q u i r e m e n t . 7. M E M B E R S H I P M A N A G E M E N T 7. 1 At a m i n i m u m , t h e s y s t e m m u s t a l l o w f o r r e p o r t s o f : Sy s t e m m u s t a l l o w f o r t h e f o l l o w i n g m e m b e r s h i p t y p e s : Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 23 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 36 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 7. 1 a Va l i d f o r a s p e c i f i e d d a t e r a n g e ( i . e . m o n t h l y , y e a r l y o r l i f e t i m e m e m b e r s h i p p l a n s ) . R Y Me m b e r s h i p s c a n b e s o l d f o r v a r i o u s t i m e f r a m e s a s we l l a s n u m b e r o f u s e s . 7. 1 b Va l i d f o r a d e s i g n a t e d n u m b e r o f v i s i t s ( c o m p u t e r i z e d p u n c h ) . R Y Pu n c h c a r d s c a n b e s o l d w i t h i n R E C 1 . T h e y c a n op t i o n a l l y h a v e a n e x p i r a t i o n d a t e a s w e l l . 7. 1 c Ca n m a n a g e m u l t i p l e m e m b e r s h i p t y p e s t h r o u g h a s i n g l e m e m b e r p a s s ( i . e . M e m b e r c a n p u r c h a s e b o t h a y e a r l y p l a n a n d a p u n c h p l a n a n d u s e t h e s a m e m e m b e r s h i p c a r d ) . R Y Mu l t i p l e m e m b e r s h i p s c a n b e a t t a c h e d t o t h e s a m e ca r d n u m b e r t o p r e v e n t m e m b e r s f r o m n e e d i n g t o ca r r y m u l t i p l e c a r d s . 7. 2 R Y St a f f w i l l h a v e c o m p l e t e c o n t r o l o f s t a r t a n d e x p i r a t i o n da t e s o f m e m b e r s h i p s . 7. 3 R Y Ad d - o n s a n d d i s c o u n t s c a n b e a p p l i e d t o m e m b e r s h i p s ju s t a s t h e y c a n t o o t h e r t y p e s o f p r o g r a m s . 7. 4 R Y Re v e n u e a c c o u n t i n g i s s u p p o r t e d i n M e m b e r s h i p s j u s t as i t i s i n o t h e r p a r t s o f t h e R E C 1 s y s t e m . 7. 5 R Y So u n d s a r e p r e - l o a d e d i n R E C 1 , a n d t h e r e a r e d i s t i n c t on e s f o r b o t h S u c c e s s a n d F a i l u r e d u r i n g t h e c h e c k - i n pr o c e s s . 7. 6 R Y RE C 1 s u p p o r t s t h e t a k i n g o f p h o t o s a n d t h e p r i n t i n g o f ca r d s u s i n g s t a n d a r d h a r d w a r e p e r i p h e r a l s . R E C 1 a l s o su p p o r t s t h e a s s o c i a t i o n o f m e m b e r s h i p s t o k e y t a g s . 7. 7 R N Re s t r i c t e d A c c e s s f l a g s p r e v e n t m e m b e r c h e c k - i n a n d di s p l a y a n o t e t o t h a t e f f e c t . O t h e r n o t e s o n t h e ac c o u n t d o n o t s h o w c u r r e n t l y , b u t c a n b e a d d e d i f de s i r e d b y t h e C i t y . 7. 8 R Y Re c e i p t s c a n b e c o n f i g u r e d t o p r i n t a u t o m a t i c a l l y t o 8. 5 X 1 1 o r t o t h e r m a l r e c e i p t p r i n t e r s . T h e C i t y m a y al s o o p t N O T t o p r i n t b y d e f a u l t . I n t h i s c a s e , t h e st a f f e r c a n e m a i l r e c e i p t s o r m a n u a l l y p r i n t i f d e s i r e d . 7. 9 R Y Me m b e r s h i p s c a n b e d i s a b l e d f o r a s p e c i f i e d p e r i o d . Ab i l i t y t o d i s p l a y m e m b e r n o t e s a n d a l e r t s d u r i n g c h e c k - i n p r o c e s s . Sy s t e m s h o u l d p r o v i d e f o r o p t i o n a l r e c e i p t p r i n t i n g . Sy s t e m m u s t t r a c k p a s s s u s p e n s i o n s w i t h a d a t e r a n g e f o r t h e s u s p e n s i o n . Ab i l i t y t o s e t r e n e w a l r a t e t h a t i s d i f f e r e n t f r o m t h e n e w r a t e f o r t h e m e m b e r s h i p t y p e . Ab i l i t y t o d i s c o u n t n e w r a t e s a n d r e n e w a l r a t e s . Ab i l i t y t o l i n k r e v e n u e f r o m e a c h p a s s t y p e t o u n i q u e G L c o d e s a n d s u b a c c o u n t c o d e s . Ab i l i t y t o a s s i g n v a l i d a n d i n v a l i d v i s i t s o u n d f i l e s f o r e a c h p a s s t y p e . S o u n d f i l e s m u s t p l a y a t t i m e o f e n t r y ( w h e n I D i s s w i p e d ) t o al e r t a t t e n d a n t . In o n e o p e r a t i o n , t h e s y s t e m m u s t b e a b l e t o c a p t u r e p h o t o s o n m u l t i p l e w o r k s t a t i o n s a n d p r i n t a p l a s t i c I D c a r d u s i n g o n e o r mo r e p r i n t e r s w i t h o u t h a v i n g t o u s e a t h i r d p a r t y s o f t w a r e . P l e a s e pr o v i d e a l l n e c e s s a r y p h o t o I D C a r d h a r d w a r e r e q u i r e m e n t s , in c l u d i n g c a m e r a s , p r i n t e r s a n d s u p p l i e s . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 24 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 37 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 7. 1 0 R Y Re - p r i n t i n g a n d / o r d e - a c t i v a t i n g c a r d s i s s u p p o r t e d i n RE C 1 . 7. 1 1 R Y Th e r e i s a d e d i c a t e d k i o s k c h e c k - i n s c r e e n f o r c a s e s wh e n a s e p a r a t e P C i s a v a i l a b l e . F o r u s e r s w h o a r e a l s o wo r k i n g w i t h i n R E C 1 , t h e r e i s a Q u i c k S c a n o p t i o n o n ev e r y p a g e t h a t a l l o w s a s c a n w i t h o u t t h e u s e r n e e d i n g to l e a v e t h e c u r r e n t p a g e . Me m b e r s h i p R e p o r t s 7. 1 2 R Y Re p o r t s c a n b e r u n t o s h o w b o t h r e v e n u e a n d c h e c k - i n hi s t o r y b y m e m b e r s h i p l e v e l . 7. 1 3 R SR Th e C h e c k - i n m o d u l e o n b o t h d e s k t o p a n d m o b i l e c a n be u s e d t o t r a c k s c a n s i n t o t h e f a c i l i t y . S i g n - o u t ca p a b i l i t i e s a r e c u r r e n t l y n o t e n a b l e d b u t c a n b e u p o n re q u e s t b y t h e C i t y . 7. 1 4 R SR Re p o r t s o f t h i s n a t u r e e x i s t . I f t h e C i t y d e t e r m i n e s i t ne e d s a d d i t i o n a l r e p o r t i n g c a p a b i l i t i e s a r o u n d me m b e r s h i p s , w e a r e h a p p y t o a d d a t n o a d d i t i o n a l co s t . 7. 1 5 R SR Re p o r t s o f t h i s n a t u r e e x i s t . I f t h e C i t y d e t e r m i n e s i t ne e d s a d d i t i o n a l r e p o r t i n g c a p a b i l i t i e s a r o u n d me m b e r s h i p s , w e a r e h a p p y t o a d d a t n o a d d i t i o n a l co s t . 7. 1 6 R Y Th e r e i s a n e x i s t i n g r e p o r t t h a t s h o w s t h e c h e c k - i n br e a k d o w n a s d e s c r i b e d . I f a d d i t i o n a l r e p o r t i n g i s ne c e s s a r y , w e a r e h a p p y t o e n h a n c e . 7. 1 7 R Y Th e r e i s a B a l a n c e b y A c c o u n t r e p o r t t h a t s h o w s t h i s in f o r m a t i o n a n d c a n b e f i l t e r e d t o s p e c i f i c p r o g r a m s li k e m e m b e r s h i p s . T h e r e i s a l s o a n A / R C e n t e r w h i c h al l o w s s t a f f t o i n v o i c e a l l a c c o u n t s w i t h o p e n b a l a n c e s . Th i s t o o c a n b e f i l t e r e d t o m e m b e r s h i p s o n l y . Mu s t b e a b l e t o r e - p r i n t l o s t o r d e s t r o y e d p a s s e s . S y s t e m m u s t a u t o m a t i c a l l y i n a c t i v a t e t h e l o s t c a r d ( r e n d e r i n g i t u n u s a b l e ) . Ab i l i t y t o t r a c k m e m b e r s h i p c h e c k - i n w h i l e i n a n y s c r e e n . E x a m p l e : Y o u a r e c o n d u c t i n g a n a c t i v i t y r e g i s t r a t i o n , t h e m e m b e r c h e c k - in c a n h a p p e n w i t h o u t l e a v i n g t h e r e g i s t r a t i o n p r o c e s s . Ab i l i t y t o t r a c k v i s i t h i s t o r y a n d s t a t i s t i c s f o r e a c h m e m b e r s h i p t y p e . Mu s t p r i n t a p a s s m e m b e r r e p o r t , l i s t i n g a l l m e m b e r s b y p a s s t y p e , m e m b e r s h i p d a t e r a n g e , w i t h o r w i t h o u t c o n t a c t d e t a i l s s u c h as a d d r e s s , a m o u n t d u e , e x p i r a t i o n d a t e , e t c . Mu s t p r o v i d e m e m b e r s h i p a n a l y s i s r e p o r t , s h o w i n g h o w m a n y n e w a n d r e n e w e d m e m b e r s , h o w m a n y e x p i r e d , a n d t o t a l r e v e n u e by p a s s t y p e . Ab i l i t y t o t r a c k s i g n - i n s a n d s i g n - o u t s . Da i l y v i s i t / e n t r y r e p o r t , s h o w i n g t h e n u m b e r o f v i s i t s b y h o u r , b y m e m b e r s h i p t y p e f o r a n y d a t e r a n g e o r l o c a t i o n . Pr o v i d e a l i s t i n g o f a l l m e m b e r s w i t h a b a l a n c e - c r e d i t o r d e b i t . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 25 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 38 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 7. 1 8 R Y Th e r e a r e v a r i o u s p l a c e s f o r s t a f f t o p r i n t i n v o i c e s a n d re c e i p t s f o r m e m b e r s . M e m b e r s c a n a l s o p r i n t t h e i r ow n t h r o u g h t h e c u s t o m e r f a c i n g p o r t a l . 7. 1 9 R Y Al l " p e o p l e " s t y l e r e p o r t s i n R E C 1 a l l o w f o r e x p o r t i n g to A v e r y 5 1 6 0 l a b e l f o r m a t . 7. 2 0 R SR Th i s r e p o r t m a y n o t e x i s t a s d e s c r i b e d b u t c a n b e ad d e d . 8. P O I N T O F S A L E 8. 1 R Y Al l o f t h e d e s c r i b e d c a p a b i l i t i e s a r e i n c l u d e d i n t h e RE C 1 P O S m o d u l e . 8. 2 R Y Ea c h P O S i t e m c a n b e l i n k e d t o a d i f f e r e n t G L C o d e . 8. 3 R SR In v e n t o r y c o u n t s a r e t r a c k e d b y l o c a t i o n . S p e c i f i c re p o r t i n g n e e d s t o b e r e v i e w e d w i t h t h e C i t y . W e w i l l fi l l a n y i d e n t i f i e d r e p o r t i n g g a p s . 8. 4 R Y Tr a n s a c t i o n s a r e k e p t i n d e f i n i t e l y i n t h e R E C 1 s y s t e m un l e s s r e q u e s t e d o t h e r w i s e . 8. 5 R SR Ad d - o n s a n d D i s c o u n t s c a n b e c o n f i g u r e d t o a l t e r f e e s on a p e r c e n t a g e b a s i s , b u t t h e r e i s n o t c u r r e n t l y a w a y to b u l k a d j u s t b a s e f e e s b y p e r c e n t a g e . 8. 6 R Y Sa l e s t a x i s s u p p o r t e d t h r o u g h o u t t h e R E C 1 s y s t e m in c l u d i n g o n A c t i v i t i e s , F a c i l i t i e s , a n d P O S . R E C 1 a l s o su p p o r t s h a v i n g m u l t i p l e l e v e l s o f t a x o n o n e i t e m . Ta x e s c a n b e i n d i c a t e d a s " I n A d d i t i o n t o F e e " o r "I n c l u d e d i n P r i c e " i n w h i c h c a s e t a x e s a r e s p l i t o u t a t re p o r t i n g t i m e . Mu s t t r a c k s a l e s h i s t o r y f o r a t l e a s t 2 4 m o n t h s . Op t i o n t o s e t r e t a i l p r i c e m a n u a l l y , o r a u t o m a t i c a l l y b y f l a t % m a r k u p b a s e d o n c o s t , o r b y m a r g i n . Ab i l i t y t o a p p l y s a l e s t a x . Ab i l i t y t o p r i n t l a b e l s f o r i n d i v i d u a l m e m b e r s o r m a i n h o u s e h o l d c o n t a c t Ab i l i t y t o c u s t o m i z e r e p o r t s o n m e m b e r s ( i . e . r u n a l i s t o f b i r t h d a y s b y m o n t h ) Mu s t a l l o w f o r s a l e o f i n v e n t o r y i t e m s ( w i t h f u l l i n v e n t o r y c o n t r o l ) , m i s c e l l a n e o u s s a l e i t e m s , t i c k e t s a n d s e r v i c e s . An y i t e m s s o l d i n P O S m u s t b e a b l e t o b e l i n k e d t o a n y r e v e n u e a c c o u n t n u m b e r . Mu s t a u t o m a t i c a l l y m a i n t a i n i n v e n t o r y d a t a s u c h a s q u a n t i t y o n h a n d , r e o r d e r p o i n t , n o r m a l s t o c k i n g l e v e l a n d p r o v i d e r e p o r t f o r ea c h . Ab i l i t y t o p r i n t i n v o i c e s f o r m e m b e r s h i p b i l l i n g a n d t o t r a c k b i l l i n g i n s t a l l m e n t s . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 26 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 39 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 8. 7 R Y Ge n e r a l a d m i s s i o n t i c k e t s c a n b e s o l d i n p e r s o n o r on l i n e . T i c k e t s a l e s g e n e r a t e b a r c o d e d t i c k e t s t h a t c a n be p r e s e n t e d e i t h e r v i a p h o n e o r p a p e r a t c h e c k - i n . St a f f c a n s c a n t h o s e b a r c o d e s w i t h e i t h e r a d e s k t o p o r mo b i l e s c a n n e r . 8. 7 a A b e g i n a n d e n d s a l e d a t e r a n g e m a y b e a s s o c i a t e d w i t h e a c h t i c k e t t y p e . R Y Al l a c t i v i t i e s i n R E C 1 h a v e b e g i n n i n g a n d e n d i n g re g i s t r a t i o n / p u r c h a s e d a t e s . 8. 7 b Ti c k e t r o s t e r p r i n t i n g f e a t u r e a v a i l a b l e . R Y Ti c k e t r o s t e r s c a n b e p r i n t e d j u s t a s a n y o t h e r a c t i v i t y ro s t e r s c a n . 8. 7 c Ti c k e t p r i n t i n g f e a t u r e a v a i l a b l e . O Y Ti c k e t s c a n b e p r i n t e d o r p r e s e n t e d e l e c t r o n i c a l l y o n a ph o n e . 8. 8 R Y Co u p o n s a n d d i s c o u n t s a r e b o t h s u p p o r t e d w i t h i n RE C 1 . 8. 9 R Y Re c e i p t s c a n b e c o n f i g u r e d t o p r i n t a u t o m a t i c a l l y o r ma n u a l l y . R e c e i p t s c a n a l s o b e e m a i l e d a s l o n g a s t h e tr a n s a c t i o n i s c o n d u c t e d u n d e r a u s e r a c c o u n t . 8. 1 0 R Y Ca r t i t e m s c a n b e r e m o v e d b y s t a f f b y s i m p l y c l i c k i n g th e " x " n e x t t o t h e l i n e i t e m . 8. 1 1 R SR Gi f t c a r d s c a n b e s o l d . O n c e t h e y a r e r e d e e m e d , t h e as s o c i a t e d v a l u e i s a s s i g n e d t o t h e p r e s e n t e r ' s a c c o u n t as c r e d i t . I t i s t h e n t r a c k e d j u s t l i k e o t h e r C r e d i t i n t h e ac c o u n t . 8. 1 2 R Y Op e r a t o r s g e t a v i s u a l c u e a s t o T o t a l D u e a n d C h a n g e ow e d . PO S R e p o r t i n g 8. 1 3 R Y Ti c k e t r o s t e r s / c o u n t s c a n b e r u n j u s t l i k e a n y o t h e r ac t i v i t y r o s t e r s . 8. 1 4 R Y In v e n t o r y r e p o r t s e x i s t t h a t m a t c h t h i s d e s c r i p t i o n . 8. 1 5 R N A P O S l i s t w i t h P r i c e c a n b e a d d e d a t n o a d d i t i o n a l co s t . Mu s t a l l o w f o r t h e d e l e t i o n ( v o i d ) o f a s i n g l e i t e m d u r i n g a t r a n s a c t i o n , w i t h o u t h a v i n g t o s t a r t t h e t r a n s a c t i o n o v e r a g a i n . Ab i l i t y t o s e l l a n d r e d e e m g i f t c a r d s , m a i n t a i n i n g g i f t c a r d b a l a n c e a n d t r a n s a c t i o n h i s t o r y a s s o c i a t e d w i t h e a c h c a r d . Du r i n g t r a n s a c t i o n , s y s t e m d i s p l a y s a m o u n t t e n d e r e d a n d c h a n g e t o b e r e t u r n e d . Ab i l i t y t o r u n r e p o r t s f o r e v e n t t i c k e t s s o l d b a s e d o n s p e c i f i c s h o w . Sy s t e m m u s t g e n e r a t e a n i n v e n t o r y l i s t i n g w i t h i t e m n u m b e r s , d e s c r i p t i o n s , u n i t o f m e a s u r e a n d c u r r e n t i n v e n t o r y l e v e l s . Sy s t e m m u s t p r o v i d e a n i n v e n t o r y p r i c e l i s t . Ab i l i t y t o s e l l g e n e r a l a d m i s s i o n e v e n t t i c k e t s i n p e r s o n o r o n l i n e . Mu s t p r o v i d e f o r c o u p o n s o r d i s c o u n t c o d e s a n d i t e m d i s c o u n t a t t i m e o f s a l e , w i t h t h e a b i l i t y t o d i s c o u n t a f l a t d o l l a r a m o u n t o r a p e r c e n t a g e a m o u n t . Mu s t p r o v i d e o p t i o n t o p r i n t o r n o t p r i n t r e c e i p t s . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 27 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 40 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 8. 1 6 R N Th i s r e p o r t d o e s n o t y e t e x i s t b u t c a n b e a d d e d . 8. 1 7 R N Th i s r e p o r t d o e s n o t y e t e x i s t b u t c a n b e a d d e d . 8. 1 8 R Y Re p o r t s e x i s t f o r p r o d u c i n g t h e t o t a l o f t a x c o l l e c t e d ov e r a g i v e n t i m e p e r i o d . 8. 1 9 R N Th i s r e p o r t d o e s n o t y e t e x i s t b u t c a n b e a d d e d . 8. 2 0 R Y Su m m a r y r e p o r t s c a n b e r u n b y i t e m a n d c a n b e fi l t e r e d b y e m p l o y e e . 8. 2 1 R Y Th i s r e p o r t e x i s t s a s d e s c r i b e d . I f t h e C i t y r e q u i r e s up d a t e s t o b e t t e r s u i t i t s n e e d s , w e a r e h a p p y t o m a k e th o s e . 9. C O M M U N I C A T I O N S / M A R K E T I N G 9. 1 R Y Ma s s m a i l c o m m u n i c a t i o n s a r e b u i l t i n t o v a r i o u s sc r e e n s w i t h i n R E C 1 r a n g i n g f r o m E n r o l l m e n t v i e w s t o Ro s t e r r e p o r t s . 9. 1 a Cr e a t e a n d e d i t H T M L e m a i l s . O Y Em a i l s c a n b e e d i t e d i n r i c h t e x t ( u s i n g a n o n s c r e e n ed i t o r ) o r i n h t m l . 9. 1 b Pe r s o n a l i z e e m a i l s . O N Em a i l s a r e c u r r e n t l y n o t p e r s o n a l i z e d . T h e y a r e s e n t a s a g r o u p e m a i l w i t h a l l r e c i p i e n t s b c c ' d . 9. 1 c De s c r i b e a v a i l a b l e e m a i l t e m p l a t e s a n d / o r d e s i g n t u t o r i a l s . O Y Th e r e a r e n o c a n n e d t e m p l a t e s , b u t t h e C i t y c a n s a v e em a i l s a s t e m p l a t e s a n d b u i l d i t s o w n l i b r a r y . 9. 1 d De s c r i b e t h e p r o c e s s f o r c r e a t i n g a n d m a n a g i n g o p t - i n s u b s c r i p t i o n l i s t s . R SR Th e r e i s n o t a l i s t b u i l d i n g p r o c e s s p e r s e . M o s t l i s t s ar e b u i l t f r o m r o s t e r s o r f r o m h o w " P e o p l e " s t y l e re p o r t s a r e f i l t e r e d . 9. 1 e De s c r i b e t h e p r o c e s s f o r c u s t o m e r u n s u b s c r i b e s f r o m e m a i l l i s t s . R Y Al l e m a i l n o t i f i c a t i o n s f r o m t h e R E C 1 s y s t e m c o n t a i n Un s u b s c r i b e l i n k s . I n a d d i t i o n , u s e r s c a n m a n a g e r t h e i r co n t a c t p r e f e r e n c e s t h r o u g h t h e c u s t o m e r f a c i n g da s h b o a r d . Sy s t e m i n c l u d e s a b i l i t y t o e m a i l s e l e c t e d g r o u p s d i r e c t l y f r o m t h e s y s t e m . Pr o v i d e a c o u n t o f i t e m s s o l d p e r d a y / w e e k / y e a r b y w o r k s t a t i o n , f a c i l i t y a n d / o r c e n t e r . Mu s t p r o v i d e i n v e n t o r y s a l e s c o m p a r i s o n r e p o r t t h a t s h o w s y e a r t o d a t e s a l e s v e r s u s l a s t y e a r t o d a t e s a l e s , w i t h d i f f e r e n c e s , br o k e n o u t b y v a r i o u s t i m e f r a m e s . Sa l e s t a x r e p o r t , l i s t i n g a l l s a l e s t a x r e v e n u e s . Sa l e s h i s t o r y r e p o r t f o r a n y i n v e n t o r y i t e m o r r a n g e o f i t e m s f o r a n y d a t e o r d a t e r a n g e s h o w i n g s a l e s i n f o r m a t i o n i n c l u d i n g re c e i p t # , s a l e a m o u n t , m a r g i n a n d c o s t o f g o o d s s o l d . Mu s t p r o v i d e a n i n v e n t o r y v a l u a t i o n r e p o r t t h a t s h o w s c o s t v a l u e , s a l e s v a l u e a n d m a r g i n v a l u e . Su m m a r y s a l e s r e p o r t s , s h o w i n g n e t o f a l l s a l e s f o r a n y d a t e , t i m e a n d e m p l o y e e r a n g e . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 28 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 41 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 9. 1 f De s c r i b e a n y r e p o r t i n g f e a t u r e s s p e c i f i c t o e m a i l c o m m u n i c a t i o n s , s u c h a s o p e n r a t e s o r c l i c k t h r o u g h r a t e s . R SR Tr a c k i n g c a p a b i l i t i e s a r e b e i n g a d d e d b u t d o n o t y e t ex i s t i n t h e e m a i l i n g m o d u l e . 9. 2 R Y Te x t m e s s a g e s c a n b e s e n t f r o m w i t h i n t h e R E C 1 sy s t e m a s s u m i n g u s e r s h a v e o p t e d i n t o r e c e i v i n g th e m . 9. 3 O Y RE C 1 h a s s e v e r a l i n t e g r a t i o n s w i t h s o c i a l n e t w o r k s . 1 ) Us e r s c a n o p t t o l o g i n u s i n g s o c i a l s i g n - o n w i t h t h e i r Go o g l e a n d F a c e b o o k a c c o u n t s . 2 ) T h e C i t y c a n co n f i g u r e i t s F a c e b o o k , T w i t t e r , a n d I n s t a g r a m l i n k s , an d R E C 1 w i l l t r y t o s o l i c i t F o l l o w s a n d L i k e s f r o m t h e pa t r o n s a s t h e y p r o c e e d t h r o u g h t h e c h e c k o u t pr o c e s s . 3 ) A t t h e e n d o f t h e c h e c k o u t p r o c e s s , p a t r o n s ha v e t h e o p t i o n t o p o s t t o t h e i r o w n F a c e b o o k a n d Tw i t t e r a c c o u n t s t h a t t h e y " j u s t s i g n e d u p a t t h e Ci t y . . . f o r [ p r o g r a m n a m e ] " a n d i t i n c l u d e s a l i n k b a c k to a l l o w t h e i r f r i e n d s t o r e g i s t e r f o r t h e s a m e p r o g r a m . 10 . A D D I T I O N A L F U N C T I O N A L I T I E S 10 . 1 O Y Fl e x i b l e p r i c i n g ( p r i c i n g p e r d a y ) a n d t h e A / R t o o l a r e in v a l u a b l e t o p r i c i n g a n d i n v o i c i n g f o r o n g o i n g pr o g r a m s l i k e A f t e r s c h o o l . 10 . 2 R Y RE C 1 h a s a p r o m p t t y p e c a l l e d " D o n a t i o n " w h i c h al l o w s t h e C i t y t o s o l i c i t d o n a t i o n s f r o m a l l r e g i s t r a n t s th r o u g h t h e s y s t e m . T h i s i s o f t e n u s e d t o f u n d C i t y sc h o l a r s h i p p r o g r a m s ( a l s o m a n a g e d i n R E C 1 ) . Sy s t e m i n c l u d e s a b i l i t y t o t e x t m e s s a g e s e l e c t e d g r o u p s d i r e c t l y f r o m t h e s y s t e m . De s c r i b e a n y c o n n e c t i v i t y t o s o c i a l m e d i a o r e - m a i l m a r k e t i n g p l a t f o r m s a v a i l a b l e . De s c r i b e a n y d o n a t i o n a c c e p t a n c e a n d t r a c k i n g f u n c t i o n a l i t y , i n c l u d i n g t h e a b i l i t y t o a d d a n o p t i o n a l d o n a t i o n t o a r e g i s t r a t i o n or d e r . De s c r i b e a n y f u n c t i o n a l i t y t h a t a d d r e s s e s t h e n e e d s o f c h i l d c a r e a n d / o r s u m m e r c a m p r e g i s t r a t i o n , p a y m e n t , a n d s i g n - i n / s i g n - ou t . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 29 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 42 Ci t y Cr i t e r i a Ve n d o r Re s p o n s e Vendor Comments Pr o p o s e r : RE C 1 10 . 3 R Y Sc h o l a r s h i p s a r e s u p p o r t e d i n R E C 1 . T h e y c a n b e " p r e - fu n d e d " o r " p o s t - b i l l e d " ( i n w h i c h c a s e a f o u n d a t i o n o r ac c o u n t i s i n v o i c e d f o r a l l s c h o l a r s h i p f u n d s u s e d ) . Ac c o u n t s a r e a l l o c a t e d s c h o l a r s h i p m o n e y , a n d t h a t mo n e y c a n b e r e s t r i c t e d s o t h a t i t ' s o n l y u s e d f o r sp e c i f i c p r o g r a m s . 10 . 4 R Y RE C 1 c u r r e n t l y h a s a l e a g u e m a n a g e m e n t m o d u l e wh i c h i n c l u d e s r e g i s t r a t i o n ( t e a m o r i n d i v i d u a l ) , as s e s s m e n t s , d r a f t s , r e g u l a r s e a s o n s c h e d u l i n g , a n d sc o r e s . T h e C i t y w i l l h a v e a l i n k w h i c h c a n b e p u t o n i t s we b s i t e w h e r e l e a g u e p a r t i c i p a n t s c a n c l i c k t o f o l l o w th e i r s c h e d u l e s a n d s t a n d i n g s . 10 . 5 O N Th e r e a r e n o v o l u n t e e r m a n a g e m e n t c a p a b i l i t i e s i n RE C 1 c u r r e n t l y . 10 . 6 O N Th e r e i s n o i n c i d e n t t r a c k i n g i n R E C 1 y e t . 10 . 7 O SR Th e r e i s n o t a t r i p m o d u l e , b u t s e v e r a l f u n c t i o n s i n RE C 1 a r e s u i t a b l e f o r m a n a g i n g t r i p s i n R E C 1 f o r t r i p s in c l u d i n g r e g i s t r a t i o n s , t i c k e t s , a n d r e s e r v a t i o n s . 10 . 8 De s c r i b e a n y i n t e r f a c e w i t h G o o g l e A n a l y t i c s o r o t h e r c o n v e r s i o n t r a c k i n g s o f t w a r e O Y Th e C i t y m a y p r o v i d e i t s G o o g l e A n a l y t i c s s n i p p e t i f i t wi s h e s t o t r a c k v i s i t o r s t o t h e p u b l i c f a c i n g p o r t a l . 10 . 9 O Y RE C 1 p r o v i d e s a c t i v i t y - s p e c i f i c U R L ' s a n d Q R c o d e s t h e Ci t y m a y c h o o s e t o e m b e d w i t h i n i t s o n l i n e a n d pr i n t e d m a t e r i a l s . 10 . 1 0 O Y RE C 1 s u p p o r t s e m a i l a n d e - s i g n a t u r e w a i v e r ag r e e m e n t s . U s e r s c a n e i t h e r s i g n s c r e e n s i n p e r s o n o r th e y c a n r e c e i v e a n e m a i l w i t h a w a i v e r l i n k ( m o b i l e fr i e n d l y ) t h a t w i l l a l l o w t h e m t o a c k n o w l e d g e t h e wa i v e r o n t h e i r o w n d e v i c e . De s c r i b e a n y L e a g u e S c h e d u l i n g f u n c t i o n a l i t y , i n c l u d i n g : m a x c a p a c i t y f o r n u m b e r o f t e a m s i n a l e a g u e ; a b i l i t y t o m a n a g e g a m e st y l e s s u c h a s r e g u l a r s e a s o n , r o u n d r o b i n , s i n g l e / d o u b l e e l i m i n a t i o n s a n d s c h e d u l e e x e m p t i o n s ; a s s o c i a t i o n o f f e e s ; t r a c k i n g o f me m b e r d a t a ; t r a c k i n g o f p l a y e r a t t e n d a n c e ; p o s t i n g o f l e a g u e s c o r e s ; r e p o r t i n g o p t i o n s ; a n d i n t e r f a c e w i t h Q u i c k S c o r e s o r o t h e r ga m e s c h e d u l i n g p r o g r a m s . De s c r i b e a n y s t a f f a n d / o r v o l u n t e e r s c h e d u l i n g / m a n a g e m e n t f u n c t i o n a l i t y . De s c r i b e a n y i n c i d e n t r e p o r t i n g / t r a c k i n g f u n c t i o n a l i t y . De s c r i b e a n y o n l i n e t r i p r e s e r v a t i o n f u n c t i o n a l i t y a n d t r a c k i n g . De s c r i b e a n y P D F r e a d e r f u n c t i o n a l i t y , a l l o w i n g f o r a u t o - l i n k i n g o f b r o c h u r e P D F t o p r o g r a m u r l s i n o n l i n e r e g i s t r a t i o n s y s t e m . De s c r i b e t h e s y s t e m ' s a b i l i t y t o a l l o c a t e a n d t r a c k a v a r i e t y o f s c h o l a r s h i p f u n d s . De s c r i b e a n y f u n c t i o n a l i t y f o r u s i n g e - s i g n a t u r e s t o s i g n p e r m i t s , w a i v e r s , s i g n i n / o u t , e t c . Ci t y C r i t e r i a : R = R e q u i r e d , O = O p t i o n a l Ve n d o r R e s p o n s e : Y = Y e s , N = N o , S R = S e e R e s p o n s e Page 30 of 30 At t a c h m e n t 2 At t a c h m e n t 2 - Pa g e 43 40 A dedicated project team will assist you throughout our proven development process to ensure your new website achieves your vision of success and delivers you complete satisfaction - guaranteed. Professional Services Attachment 2 Attachment 2 - Page 44 41 Description of Project Management Services A Project Manager will be assigned to the City to ensure milestones are met, staff are trained, issues/ considerations are addressed, and that the City has a painless startup process. REC1 implementations are typicaly straightforward. However, if a client wishes to incorporate customizations prior to initial launch, your Project Manager will be there to help you at any point. Please note that customizations may extend the implementation timeline. A Solution Consultant will be available to work with the City on implementation activities. The Solution Consultant will drive the end-to-end implementation process and will conduct training both for lead staff and frontline staff. The Solution Consultant will utilize phase checklists as well as a detailed Project Plan to facilitate project activities and track milestones. The Project Plan will outline the type of activity, the purpose of the activity, the resources required for the activity, and any associated documents specific to the activity. PROJECT PLAN A Project Plan for the Kickoff Phase is provided as a sample. We are able to disclose a more detailed project plan upon selection as a finalist. PHASE 1: PROJECT INITIATION; KICKOFF ACTIVITY PURPOSE RESOURCESDOCUMENTS Task Communicate tasks necessary in preparation for Kickoff REC1 PMREC1: Kickoff Checklist Meeting/ Call „„Introduce Project Teams „„Define Roles „„Review Statement of Work REC1 PM Client PM Meeting/ Call „„Review Draft Project Timeline „„Establish On-site Training Dates REC1 PM Client PM REC1: Project Plan Implementation Plan Attachment 2 Attachment 2 - Page 45 42 Implementation Plan SCHEDULE Provided is an illustrative development timeline for the City. Our average implementation timeframe is 12 weeks. If the City has implementation, training, or integration needs that require a longer timeframe, we’re happy to adjust accordingly. No two customers have the exact same schedule. Factors like “all-in” vs a “scaled rollout” approach...not to mention the City’s own scheduling needs….will factor into the final implementation schedule. SAMPLE PROJECT SCHEDULE: 12 WEEKS 123456789 101112 Project Initiation; Kickoff Interface/Data Requirements Gathering Module Configuration/Basic Account Setup Integration Development End User Training System Testing/Issue Resolution Go Live REC1 can begin Project Initiation as soon as contract signing is complete. The start date is driven by the City’s preference, and we can add specific dates to our 12-week project plan when the City confirms a start date. A REC1 implementation is not complicated with our comprehensive base products and minimal customization requests. We can accommodate more advanced customization requests, but such requests may extend your implementation schedule. Attachment 2 Attachment 2 - Page 46 43 Description of Proposed Services DATA MIGRATION At the City’s request, REC1 can convert content from the City’s current database, including accounts with credits, accounts with balances, future bookings, and active memberships. We have a number of custom developed scripts and libraries we leverage for data imports. The amount of effort is dependent upon the type of data (e.g., user data imports are typically straightforward, yet historical transactions are often time consuming to import). After a more detailed discussion with the City, we can recommend options for extracting and saving data from the City’s current database. INTEGRATION DEVELOPMENT There are several integration capabilities the City may choose to leverage: „„REC1 can provide integration to the City’s selected payment gateway (for credit card processing). „„Additionally, we can also produce a GL extract compatible with the City’s financial system. We have interfaced with a number of different systems and are confident that we can produce a file compatible with yours. „„Finally, the City may opt to have REC1 integrate with its GIS system for purposes of local resident determination. SYSTEM TESTING/ISSUE RESOLUTION REC1 is a SaaS solution that is ready to go off-the-shelf. In some situations, our clients have asked for either software enhancements or for custom code specific to their needs. If customizations are requested (note: an additional fee may apply), then we will work with you to fully understand your requirements prior to beginning work. If the City wishes to test the custom code changes, then we will provide a testing environment in which you can review the new functionality and provide sign-off prior to moving the code to production. TRANSITION TO PRODUCTION During the 12-week implementation period, the City and REC1 will work together to import and/or configure production data, develop and test integration to third party systems, and complete system training with your lead and frontline staff. The City will also have begun your marketing promotion for the new site and online registration. Any technical aspects of implementation will be handled by our staff as part of our service. During Week 12, REC1 will complete a final data import (if required) and the City will ensure the site is fully configured and ready for launch. Once the City has indicated a Go for launch, you will place a new link on your site which will redirect your customers to REC1. During this time, REC1 is available to be on site with you or can be available remotely for immediate assistance should the City desire. Implementation Plan Attachment 2 Attachment 2 - Page 47 44 Proposed Training Plan We recommend a train-the-user approach in most cases with hands-on training for participants. Users learn the system much more quickly when they’re entering actual data during the training sessions. REC1 offers limited remote training as well as on-site training. Remote training is typically better suited to smaller or seasonal groups, or as a refresher session to larger groups. Groups with diverse operations and large numbers of employees, such as the City, would be better suited for on-site training. Five days of on-site training conducted over two trips to the City is estimated for this project. The specific training plan will be customized to meet your specific needs. We typically break training up by our modules (Registration, POS, Rentals, Reporting, etc.). Sometimes a client may instead ask for training according to job role, which can easily be done. Classes with more than 20 users tend to lose their effectiveness. We will also make sure any of your last minute questions are answered before Go Live. Note: We do not offer system administrator training as that is handled by REC1 as part of our service. Data Extraction and Loading Per the City’s request, REC1 can convert content from the City’s CLASS database, including data for facilities, future permits, active memberships, balances due, and credits on account. We have a number of custom developed scripts and libraries we leverage for data imports. Importing VIP user data would be straightforward, but bringing across each user’s history (transactions, programs, and rentals) is uncommon because of its complexity and associated cost. With a more detailed discussion with the City, we can recommend options for extracting and saving data from CLASS and can then provide a more detailed cost estimate. FINANCIAL SYSTEM INTERFACE We can produce an extract that adheres to Tyler’s Eden import specification, which should allow you to import the file directly into Tyler. We can also configure the extract to be called via web service in the event the City wants to script an automatic import process. Implementation Plan Attachment 2 Attachment 2 - Page 48 45 Vendor Staffing From project management to design and development to training and support, a dedicated project team will assist you throughout the development process to ensure your project’s success and your complete satisfaction. Based out of Alpharetta, Georgia, REC1 staff will perform all project work, other than on-site training/meetings, remotely. We do not utilize any non-US based resources. The following identifies the resource roles who will be involved from REC1 and the City. Aside from Landon, REC1 project team resources have been with REC1 an average of four (4) years. ROLE RESPONSIBILITIES Project ExecutiveProvides executive oversight and ensures best practices for the engagement. Provides ongoing strategic focus and depth of experience implementing REC1 solutions. Project ManagerStreamlines communication during implementation, tracks project status and issues, and oversees quality. Solution ConsultantActs as a product subject matter expert, working to ensure client requirements are fulfilled. Conducts configuration meetings and provides end user training (either on-site or via web meeting). Development Configures code, fixes defects, implements software enhancements, develops and maintains third party integrations, and ensures a quality user experience. Support AnalystCoordinates and communicates support requests post launch. Account ManagerProvides customer care and outreach post launch. Attachment 2 Attachment 2 - Page 49 46 REC1 will work with a single Point of Contact from the City. The City should consider the following roles for a successful implementation team. ROLE RESPONSIBILITIES ~HOURS* Project ExecutiveProvides focus and guidance for the overall project. Helps to prioritize key objectives, assists with issue escalation, and acts as project champion. 20 Project ManagerWorks closely with the REC1 Project Manager to facilitate the execution of project activities and logistics. Organizes training for recreation staff, front desk, supervisors, and managers. Lead Staff Activity managers and facility managers within parks and recreation who will be doing the primary configuration and setup within the REC1 system. 200 Frontline Staff Acts as end users of the system and will participate in end user training sessions. IT Coordinates with REC1 on the GIS data export and other data migration requirements. 8 Finance Coordinates the payment gateway integration, financial accounting extract, and works with REC1 to properly configure the General Ledger setup. 8 Marketing Identifies and communicates rollout and adoption process both internally and to the public. 8 Expected City Staffing *The hours per role provided are an estimate based on previous projects and experience. Once final scope is defined, a more accurate representation of the time your staff will need to allocate to this project will be provided. Attachment 2 Attachment 2 - Page 50 47 Technical Information Attachment 2 Attachment 2 - Page 51 48 Technical Requirements There are no minimum requirements to run REC1. It’s cloud-based and simply requires a reasonably modern PC with internet access. We recommend running it on a high speed internet connection. Hosting/Security Features The City has no obligations in regards to hosting the application. REC1 utilizes industry standards, insurance requirements, and PCI requirements to ensure that REC1 is only accessed in the manner it’s intended to be accessed and by people who are authorized to do so. Methods include: „„Physical security at our Tier I data centers (Codero, TelX, and Rackspace) „„Server firewalls „„Anti-virus scanning „„IP logging and filtering „„Application security monitoring All data centers provide a network operation center with 24/7/365 monitoring of the data center environment, system availability, and performance. The data centers are SSAE 16 compliant. For User Security, the REC1 will assist the City in configuring user levels and assigning users to those groups. Thousands of permissions can then be configured on a group by group basis. Most permissions apply on individual pages, but some also apply to specific functions within a page (buttons, fields, etc). REC1 will guide the City through this process as part of Training and Implementation. PCI COMPLIANCE For credit card security, REC1 maintains PCI compliance through an Approved Scanning Vendor (ControlScan). We are scanned monthly and provided a quarterly certificate of compliance. Our customers are provided a copy of that certificate for use in their own PCI Compliance. We also try – when possible – to take REC1 (and you) completely out of PCI scope by leveraging “hosted” payment pages when available. Many payment gateways have payment forms that can be embedded within REC1 (or that the browser can be redirected to) to ensure card data never touches the REC1 servers. Instead, the card data is keyed directly into the payment gateway’s form, and REC1 simply receives a notification the payment was successfully made. Technical Information Attachment 2 Attachment 2 - Page 52 49 Backup/Recovery/Data Redundancy The City can export data as needed in the standard reporting tool. If the City has elevated data retention requirements, REC1 can have a scoping session with the City to address those. Professional Services fees may apply to custom configurations/capabilities. REC1 has policies and procedures in place to ensure continuity and disaster recovery. We utilize local, replicated servers to ensure that copies of data, software, and files are always available and up to date. These servers can be rolled over in the event of hardware failure or other local issues. We also have a multi-times per day process that encrypts backups and sends them offsite for purposes of disaster recovery. This process ensures that we can reconstitute our entire product and underlying data structure with limited downtime and loss of data - even in the event of catastrophe. Hardware Customers may opt for a variety of hardware peripherals to enhance the REC1 experience. REC1 can be integrated with magnetic stripe readers, barcode readers, thermal printers, cash drawers and more. While REC1 does not provide this hardware, we are happy to assist with procurement and implementation. Technical Information Attachment 2 Attachment 2 - Page 53 50 You are now a part of the REC1 family and will continue to receive both technical and consultative support from our Support and Account Management team. Maintenance and Support Attachment 2 Attachment 2 - Page 54 51 Support REC1 is an internet-based, fully hosted software solution. REC1 handles all server-side maintenance, backups, replication, PCI compliance, fixes, patches, and software upgrades. All maintenance, hosting, and product upgrades are included at no additional cost within the net transaction fee per month. REC1 will provide a toll free number at no cost, and we also offer an online support system for users to submit software issues or requested enhancements. For emergencies, users may either call REC1 or enter an emergency ticket into the system. Emergency tickets include any REC1 issue that is causing a disruption to your ability to use our system (i.e., the website is down). These issues are addressed immediately. Additionally, REC1 is available to be on site with you when needed (travel expenses may be incurred). REC1 processes standard support requests via email or phone from 8am-8pm Eastern, Monday-Friday (excluding holidays). Emergency support is offered 24/7. REC1 also maintains a product Knowledgebase where users can review articles and can get tips on best practices. The Knowledgebase is also where we store Release Notes and PCI certificates. REC1 has formalized support procedures that involve the following Tiers: Tier 1: Simple usability issues and ‘How do I?’ questions Tier 2: Complex functional questions Tier 3: Technical issues Maintenance and Support “I’d have to say my favorite part of REC1 is the service. Sometimes I encounter something I just can’t figure out and REC1 is always there with a solution. They respond quickly and thoroughly.” Client review from Capterra http://www.capterra.com/parks-and-recreation-software/ Attachment 2 Attachment 2 - Page 55 52 During regular support hours, we try to have at least six resources available across all tiers. Staff range in experience from 1 to 5 years of supporting the REC1 product. There is an escalation procedure that is followed by all staff from the initial reception of the issue to its successful resolution. Communication is maintained with the Client throughout the process. Release / Upgrade Schedule REC1 currently utilizes a monthly release schedule. The City can expect to receive an average of one new feature per month. We also try to release a new major module quarterly. If bugs are identified, those are “hotfixed” into production and do not await our standard release dates. REC1 is a SaaS solution and all customers are on the same code base. Product enhancements are provided on an ongoing basis to our clients at no additional charge. Many, if not most, of these enhancements originated from a customer enhancement request that was applied to base product and made available to all REC1 customers. System changes are communicated via our website (users will see a notice upon login). For major changes that may require additional staff training (e.g., a brand new module is being released), we will notify the City in advance and schedule the rollout with you as appropriate. We base our roadmap on requests from our customers as well as on our own internal product goals. We maintain a roadmap request system that allows for customers to request changes and to up/down vote ideas that are under consideration. Maintenance and Support Attachment 2 Attachment 2 - Page 56 53 Sample Documents The attached Online Registration and Servicing Agreement covers the software, maintenance and implementation provisions requested in the RFP. Attachment 2 Attachment 2 - Page 57 ONLINE REGISTRATION AND SERVICING AGREEMENT FOR _______________ AND CIRILIAN, INC. dba REC1 This ONLINE REGISTRATION AND SERVICING AGREEMENT (the “Agreement”) is made and entered into as of this ____ day of ________________, 2017 by and between Cirilian, Inc., a Georgia corporation d/b/a “Rec1” (“Rec1”), whose address is 12460 Crabapple Road, Suite 202, #111, Alpharetta, GA 30004, and _________________________ (“Customer”), whose address is ________________________________________________________________. W I T N E S S E T H: WHEREAS, Rec1 is a corporation formed pursuant to the laws of the State of Georgia and is presently in existence and in good standing; and WHEREAS, Customer is seeking a software registration system for its Parks, Recreation, and Cultural Services Department; WHEREAS, Customer desires to engage Rec1 for a specific term to provide a software registration system, as well as maintenance therefor, and Rec1 desires to be engaged by Customer in accordance with and subject to the terms and conditions hereafter set forth; and WHEREAS, the parties hereto believe it to be in their best interests to create a definite and certain Online Registration and Servicing Agreement under the terms and conditions set forth herein. NOW, THEREFORE, for and in consideration of the mutual promises herein, and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows: 1.Recitals. The statements above are true and correct and herein incorporated into this Agreement by this reference. 2.Engagement. Customer hereby engages Rec1 to perform the services as more particularly described in the attached Exhibit “A” –Services Provided (the “Services Provided”). 3.Duties of Rec1.Rec1 shall serve as the exclusive provider to Customer of the Services Provided. 4.Term. Customer and Rec1 hereby agree that this Agreement is terminable at will upon written notice by either party by regular first class mail to the address listed in Paragraph 12 below. The Agreement shall be terminated 30 days after receipt of such notice. The parties agree to continue performance thereunder until the effective date of termination Attachment 2 Attachment 2 - Page 58 unless the parties mutually agree to an earlier effective date of termination. Upon termination of this Agreement and expiration of any applicable notice period, the parties hereto shall have no further liability or obligation except as explicitly provided hereunder as surviving termination of the Agreement. 5.Payment Agreement. a.Fee for Basic Portal Services. Customer agrees to pay Rec1 a monthly fee ("Basic Portal Services Fee") based upon usage, billed in arrears monthly in an amount equal to 1% per registration transaction fee collected by the Customer (“Customer Transactional Fee”). Rec1 shall invoice Customer the first week of each month for Basic Portal Services Fees incurred during the prior month’s processing. Such Basic Portal Services Fees charged by Rec1 do not include any transactional or monthly fees assessed by Customer’s credit card processor. The minimum monthly Basic Portal Services Fee shall be $100 per unique REC1 organizational account. The Basic Portal Services Fee shall be independent of any Merchant Processing Fees described in subsection b below. b.Rec1 Merchant Account. If Rec1 provides the merchant account for the collection of registration and other credit card monies on behalf of Customer, it shall charge a per transaction processing fees (“Merchant Processing Fee”) as provided herein. Merchant Processing Fees will be calculated using a “Processing Rate” which is a percentage of each positive Charge that is captured through the system. No Processing Rate fees are credited back in the event of a refund or credit. In addition to the Processing Rate, an additional Transaction Fee will be assessed which is a fixed amount per transaction. This Transaction Fee will also only apply to positive Charges and will not apply to Refunds or Voids. Unless otherwise specified, all fees due and payable to Rec1 will be deducted from the funds collected in the merchant account prior to disbursement. Unless otherwise arranged, disbursements will occur either monthly (on or about the 1st of the next month) or semi-monthly (on or about the 1st as well as the 16th of each month). i. Standard Merchant Processing Rates are as follows: Processing Rate -3% per “charge” transaction Transaction Fee -$.30 per transaction ii. There are no monthly minimum fees for merchant processing. Customer simply pays for what it uses. iii. Rec1 reserves the right, at any time, to adjust the merchant processing rate or transaction fee to more accurately reflect the amount and type of credit card transactions being processed. Rec1 will give 30 days' notice upon such change. iv.In addition to the Merchant Fees, Customer will also be responsible for extraordinary processing fees assessed by Rec1’s merchant account beyond Attachment 2 Attachment 2 - Page 59 normal transaction fees. The most typical extraordinary fee would involve a payer reversing a charge on a credit card statement. In such case, Rec 1 shall invoice Customer the first week of each month for any such fees in excess of the funds collected in the Customer merchant account incurred during the prior month’s processing. In any event, Customer shall only be responsible for payment to Rec1 of actual, additional fees charged to Rec1 by the merchant as discussed under this subsection 5.b.iv. c.Payment. All amounts due and payable (and not collected through a merchant account, if applicable) must be remitted within 30 days of distribution of the applicable invoice. All invoices are distributed electronically and can be viewed online on the Rec1 website. i.Any payment not received from Customer by Rec1 within 60 days of distribution of the applicable statement shall be subject to an administrative fee in an amount equal to 1.5% per month of any outstanding and unpaid amount. d.Optional Training. Rec1 will provide optional on-site training at a rate of $1,000 per day plus travel costs and expenses. Such on-site training includes 8 hours of training for as many Customer users as is reasonably necessary. e.Custom Development. Rec1 will provide customized development at a rate of $100 per hour. All work will be estimated and agreed upon with Customer prior to work start. f.Fully-Earned. All amounts owed to Rec1 hereunder are fully-earned upon provision of the Services Provided or other charged amounts hereunder, are not subject to withholding or off-set in any manner whatsoever, and are non-refundable upon payment subject only to a clear demonstration of an accounting error. Customer expressly acknowledges and agrees that Customer is familiar with the proposed Services Provided and Rec1’s billing process. Unless otherwise expressly herein provided, if Customer is not satisfied with the Services Provided or the performance of Rec1 hereunder for any reason or no reason whatsoever, Customer’s sole and exclusive remedy shall be to terminate this Agreement as herein provided, and Customer expressly waives any claim to a refund or other compensation. 6.Indemnification. Rec1 agrees to indemnify, defend and hold harmless Customer and its respective officers, directors, members, employees, agents, representatives and affiliates from and against all claims, suits, obligations, liabilities, actual damages and expenses, including, without limitation, reasonable attorneys’ fees, based upon, arising out of or resulting from any liability, injury, or loss that Customer suffers in connection with the negligence or willful misconduct ofRec1 in performance of Rec1's obligations under this Agreement. Customer agrees to indemnify, defend and hold harmless Rec1 and its respective officers, directors, members, employees, agents, representatives and affiliates from and against all claims, suits, obligations, liabilities, actual damages and expenses, including, without limitation, reasonable attorneys’ fees, based upon, arising out of or Attachment 2 Attachment 2 - Page 60 resulting from any liability, injury, or loss that Rec1 suffers in connection with the negligence or willful misconduct of Customer in connection with this Agreement. Further, Customer represents and warrants that any changes, customizations, added functions or options and any other related items to the Software (defined below) requested by Customer, if any, are not the proprietary work of a third party or owned by a third party, and Customer agrees to indemnify, defend and hold harmless Rec1 and its respective officers, directors, members, employees, agents, representatives and affiliates from and against all claims, suits, obligations, liabilities, actual damages and expenses, including, without limitation, reasonable attorneys’ fees, based upon, arising out of or resulting from any liability that Rec1 suffers in connection with implementing such changes, customizations, functions, options or other items at the Customer’s request. If any party hereto receives notice of an event or possible event that would give rise to indemnification as required hereunder, such party shall provide immediate notice to the other party of such event. Further, if either party that is to be indemnified and held harmless hereunder receives payment or other compensation from a third party, any such amount received shall be applied to any amounts owed by the indemnifying party to theindemnified party or to a third party. Finally, the indemnifying party shall have the right to choose counsel to defend the indemnified party, to be accepted or rejected in the indemnified party’s reasonable judgment. If the parties cannot come to agreement as to a choice of legal representation, the indemnifying party shall have the sole, final determination. Neither party shall be responsible for payment of any amount or any damages in excess of such amount actually incurred or suffered by the indemnified party. 7.Relationship of Parties. The Customer and Rec1 agree that Rec1 is an independent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employerand employee between the parties hereto. The Customer shall not be obligated to pay to Rec1, and Rec1 shall not be entitled to, any benefits accorded to Customer employees by virtue of the services provided under this Agreement. The Customer shall not beresponsible for withholding or otherwise deducting federal income tax or social security or any other tax, for contributing to the state industrial insurance program or otherwise assuming the duties of an employer with respect to Rec1. 8.Waiver of Breach.The waiver by either party of a breach of any of the provisions of this Agreement shall not be construed as a waiver by such waiving party of any subsequent breach by the offending party. 9.Binding Effect; Assignment. The rights and obligations as provided under this Agreement shall inure to the benefit of and shall be binding upon the successors and assigns of each party hereto. 10.Entire Agreement. This Agreement contains the entire agreement and supersedes all prior agreements and understandings, oral or written, with respect to the subject matter hereof. This Agreement may be changed only by an agreement in writing signed by the party against whom any waiver, change, amendment, modification or discharge is sought. Attachment 2 Attachment 2 - Page 61 11.Governing Law and Venue.THIS AGREEMENT SHALL BE CONSTRUED AND ENFORCED IN ACCORDANCE WITH THE LAWS OF THE STATE OF GEORGIA WITHOUT REGARD TO THE CONFLICTS OF LAW PROVISIONS. THE VENUE FOR ANY LITIGATION UNDER THIS AGREEMENT SHALL BE IN FULTON COUNTY, GEORGIA. 12.Notice. Any notice required or permitted to be given under this Agreement shall be sufficient if in writing and if sent by certified or registered mail, first class, return receipt requested to the parties at the following addresses: To Customer: _________________________ _________________________ Attn: _________________________ e-mail: _________________________ To Rec1: 12460 Crabapple Rd Suite 202, #111 Alpharetta, GA 30004 Attn: Landon Schenck e-mail: 13.Strict Construction. The language used in this Agreement shall be deemed to be in the language chosen by the parties to express their mutual intent, and no rule of strict construction shall be applied for or against any party by reason of such party being deemed the draftsman hereof. 14.Headings. The headings contained in this Agreement are for reference purposes only and shall not affect the meaning or interpretation of this Agreement. 15.Severability. If any provisions of this Agreement shall be held to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable. If a court finds that any provision of this Agreement is invalid or unenforceable, but that by limiting such provision it would become valid or enforceable, then such provision shall be deemed to be written, construed, and enforced as so limited. 16.Waiver of Contractual Right. The failure of either party to enforce any provision of this Agreement shall not be construed as a waiver or limitation of that party’s right to subsequently enforce and compel strict compliance with every provision of this Agreement. 17.Litigation and Attorney's' Fees. If it shall be necessary for either party to this Agreement to bring suit to enforce any provisions hereof or for damages on account of any breach of Attachment 2 Attachment 2 - Page 62 this Agreement, the substantially prevailing party on any issue in any such litigation and any appeals therefrom shall be entitled to recover from the other party, in addition to any damages or other relief granted as a result of such litigation, all costs and expenses of such litigation and a reasonable attorney's' fee as fixed by the court. 18.Insurance. During the term of this Agreement, Rec1 shall procure and maintain, at Rec1’s sole cost and expense, the following insurance coverages: Technology Liability -$1,000,000 Per Claim/$1,000,000 Aggregate General Liability/Auto -$1,000,000 Per Claim/$2,000,000Aggregate 19.Ownership of Software, Website, and Portal and Remedies Related Thereto. Customer agrees that it has no right, title, interest or ownership in, or to, the software, website, or portal utilized by Rec1 to provide the Services Provided, or any of its components, programming code or data structures, images or functions or any copies or modifications of the software, User Manuals, or any components, code or data structures thereof or in the software (collectively, the “Software”) except to the extent that Rec1 grants the right to use the Software. The Software shall remain at all times Rec1’s sole and exclusive property. The definition of “Software” shall also include any changes, customizations, added functions, or options and any other related items requested by the Customer and implemented by Rec1, it being hereby expressly acknowledged and agreed that such changes, customizations, functions, options, and items are and shall be the sole and exclusive property of Rec1 and the Customer shall have no right or claim to such changes, customizations, functions, options, or items or any compensation whatsoever related thereto. Customer shall not reproduce or copy any Software or portion thereof without Rec1’s prior written consent. The obligations setforth in this Paragraph shall survive the termination, cancellation, or expiration of this Agreement for any reason whatsoever. Customer agrees that, in the event of a breach or threatened breach by Customer of the provisions of this Agreement, Rec1 shall be entitled to both a temporary and permanent restraining order and a preliminary injunction, or other similar remedy, restraining Customer or any affiliate, officer, agent or assignee from violating the terms of this Agreement. Customer specifically acknowledges that money damages alone would be an inadequate remedy for the injuries and damage that would be suffered and incurred by Rec1 as a result of a breach of any of the provisions of this Paragraph. Such remedy with respect to the provisions of this Paragraph is non-exclusive and shall be in addition to any other remedy available to Rec1 at law or in equity. 20.Warranty. If the Customer determines that some functions/capabilities within REC1 are not performing up to required specifications, Rec1 will take commercially reasonable measures to remedy such situation during the term of this Agreement at no additional charge to the Customer. Rec1 does not guarantee that Rec1 will implement any and all new enhancement and module requests but will take commercially reasonable efforts to provide features that perform as designed. [Remainder of page intentionally blank. Signature page follows.] Attachment 2 Attachment 2 - Page 63 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first above written. CUSTOMER Customer Signatory Name:Signature: Title:Date: CIRILIAN, INC. (d/b/a Rec1) Name:Landon Schenck Signature: Title: President Date: Attachment 2 Attachment 2 - Page 64 Exhibit “A” Services Provided Services provided by Rec1 to the Customer under this agreement include the following: ●Access –Rec1 hereby grants a nonexclusive license during the term of the Agreement for the Customer and patrons of the Customer recreational programming to access, use and display Rec1’s online registration service (the “Portal”). Excluding occasional maintenance, the Software shall be available 24 hours per day, seven days per week with a guaranteed uptime of 99%. The Portal is accessible via the public Internet from any PC with an Internet connection. There is no limit to the number of organization users and participants that can enroll using the Portal. ●Online Registration –The Rec1 registration engine through which the Portal is accessed can be integrated with Customer’s website. Rec1 will format a registration page to match the colors and theme of the rest of Customer’s website. Customer would then display a link on its own page that would seamlessly redirect the user to a secure page on the Rec1 server. ●Documentation-All Rec1 startup and user’s guides are maintained electronically in the system and can be accessed through the “Help Center” from within Rec1. Rec1 does not provide paper copies of its guides and help files. ●Data Backups –Rec1 currently performs backups daily of all of its data (6:00 AM). In case of emergency, Rec1 may restore data to the point of the previous backup. ●Enhancements –New features will be added to Rec1 throughout the term of this Agreement. Customer will have full access to all of these new features without additional charge. Customer is also encouraged to submit change requests as they see opportunities for improvement. Rec1 will attempt to implement any and all changes that improve the value of Rec1 to all of our customers at no charge. Thereafter,Customer will be charged a development fee at a $100 hourly rate for custom requests. All work will be estimated and agreed upon in writing by the parties hereto prior to work start. ●Customer Support –Rec1 shall provide an online utility for problem reports and change requests. Customer may also reach Rec1 by phone at 1-800-335-1863 between the hours of 9:00 AM and 6:00 PM Eastern Standard Time, Monday through Friday and excluding national holidays. E-mail support is also available at support@rec1.com. After-hours support is often available but is not guaranteed. Emergencies will be handled as soon as possible. Enhancement requests will be queued based on priority and implemented on a schedule. Rec1 shall have sole and absolute discretion as to whether support requests exceed reasonable use or exceed the scope of services outlined in this Agreement. If the parties hereto cannot agree on levels or limits of acceptable support use, then each party hereto has the option to terminate this Agreement as outlined in Paragraph 4. ●Data –In the event Customer no longer wishes to use Rec1, Rec1 will export Customer data based on a requested format (in most cases). If the data exporting request is initiated by Customer, development will be charged at a $100 hourly rate. All work will be estimated and agreed upon in writing by the parties hereto prior to work start. Attachment 2 Attachment 2 - Page 65 62 REC1 utilizes a simple pricing model of 1% per net transaction Price Proposal Attachment 2 Attachment 2 - Page 66 63 Price Proposal All quotes are estimates and presented in US dollars. REC1 can provide a firm estimate based on additional conversation with the City to further define what is in or out of scope for the project. Pricing is valid for 180 days from January 19, 2017. COST ELEMENT YEAR 1 YEAR 2 - ONGOINGYEAR 3 - ONGOING Annual Product Pricing - 1% Per Transaction (includes annual software maintenance, upgrades, hosting and support) $37,844/yr Based on 1% of estimated revenue numbers $37,844/yr Based on 1% of estimated revenue numbers $37,844/yrr Based on 1% of estimated revenue numbers Internet and eCommerce Pricing (only if REC1 is used as merchant provider) 3% + $0.30 Per Transaction (optional) 3% + $0.30 Per Transaction (optional) 3% + $0.30 Per Transaction (optional) Implementation and Training (Includes Project Management, System Integration, and Training) Implementation $19,000 Training: Included —— Optional Further/Future Training None —— Hardware Costs and Additional Products None —— Data Conversion Included with Implementation —— Total:$56,844 (excluding transaction fees) $37,844 (excluding transaction fees) $37,844 (excluding transaction fees) Total Investment for 3 Years $132,532 (excluding transaction fees) South San Francisco’s project development includes: Attachment 2 Attachment 2 - Page 67 64 To clarify our pricing, we offer the following overview of our cost structure. PRICING MODEL REC1 utilizes a transaction-based pricing model of 1% per net transaction. Customers are invoiced at the end of each month for the prior month’s net transactions. If desired, REC1 can also consider alternate pricing structures. The City may prefer to negotiate an annual fixed fee that approximates 1% of net annual transactions. Or, the City may prefer fixed monthly payments or may prefer to establish a cost structure where fees are passed along to end users in the form of Convenience Fees. Notes: „„REC1 does not price per-user. There is no limit to concurrent users. „„All customers on the REC1 system get the entire system. There is no price increment for additional concurrent users. MAINTENANCE REC1 does not price separately for annual software maintenance. All software support and maintenance is included within the 1% per net transaction fee (billed monthly on the prior month’s actual net transaction total). None of our clients pay a separate fee for maintenance. (Please note that credit card processing is not included.) The 1% yearly fee is inclusive of all maintenance, support, backups, product upgrades, etc. In three years, you will still have brand new software! MERCHANT PROCESSING For departments that do not have an existing merchant account, they have the option for REC1 to collect and disburse all credit card monies. A Percentage + Transaction Fee (3% + $0.30 per transaction) applies. This fee is assessed separately from the software fee of 1%. Customers do have the option of using their own merchant account if they choose. Convenience fee options are also available for passing along merchant fees. REMITTANCE OF PAYMENTS REC1 has multiple credit card processing options. The City may elect to have REC1 serve as the merchant of record for credit card processing for reasonable fees (see Pricing section for fees). REC1 disburses funds up to twice monthly. Deposits are net of fees, so the City has no need to remit payment for software. Additionally, the City may elect to use its own merchant account, in which case, REC1 can be integrated to it for a nominal fee. If the City desires its own merchant account, but needs to shop for a new one, REC1 can provide a reference to our well-regarded processing partner. Pricing Overview Attachment 2 Attachment 2 - Page 68 65 PROFESSIONAL SERVICES INVOICING Professional services are invoiced separately from Software/Merchant invoices. The City will not owe any money for solicited services until the services are certified to have been completed in full. INVOICING Unless contracted otherwise, REC1 invoices in arrears on a monthly basis. On the first of each month, REC1 will initiate an electronic invoice that includes Software Fees (based on the prior month’s Net Revenue) and also Merchant Fees (if applicable). Payments are expected on a Net 30 basis. HARDWARE REC1 does not sell hardware but will happily work with the City to identify and procure hardware that is known to be compatible with the REC1 system. Attachment 2 Attachment 2 - Page 69 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-460 Agenda Date:10/25/2017 Version:1 Item #:9a. Resolution authorizing the City Manager to execute a five year agreement with CivicPlus,Inc.of Manhattan, Kansas in an amount not to exceed $290,493 to host and provide related services for a recreation management system. WHEREAS,a recreation management system (“Project”)is an invaluable tool supporting the Parks and Recreation Department’s daily operations; and WHEREAS,the Parks and Recreation Department processes nearly $4 million in annual revenue,most of which is processed through the City’s existing recreation management system; and WHEREAS, the recreation management system is used by both staff and the public; and WHEREAS,the City’s existing recreation management system,CLASS by Active Network,will no longer be supported beginning November 30, 2018; and WHEREAS,on November 3,2016,the City issued a Request for Proposals for a recreation management system; and WHEREAS,by close of the Request for Proposals period on January 19,2017,the City received seven (7) proposals from recreation management system vendors; and WHEREAS,staff reviewed proposals in a two-phase,scored evaluation process including review of written proposals and a Proof of Capability demonstration; and WHEREAS, CivicPlus, Inc. received the highest score in the second phase of the evaluation process; and WHEREAS,funding for the Project for Fiscal Year 2017-18 is included in the Parks &Recreation Department Budget and sufficient funds are available to cover the Project cost. NOW,THEREFORE,BE IT RESOLVED,by the City Council of the City of South San Francisco that the City Council hereby approves a consulting services agreement with CivicPlus,Inc.for services related to implementing,hosting,and supporting a recreation management system in an amount not to exceed $290,493, conditioned on CivicPlus,Inc.’s timely execution of the contract,a draft attached herewith as Exhibit A,and submission of all required documents,including but not limited to,certificates of insurance and endorsements, in accordance with the contract requirements. BE IT FURTHER RESOLVED that the City Council of the City of South San Francisco authorizes the Finance Department to establish the Project Budget consistent with the information contained in the staff report. BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the consulting servicesCity of South San Francisco Printed on 10/27/2017Page 1 of 2 powered by Legistar™ File #:17-460 Agenda Date:10/25/2017 Version:1 Item #:9a. BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the consulting services agreement and any other necessary documents on behalf of the City,subject to approval as to form by the City Attorney. ***** City of South San Francisco Printed on 10/27/2017Page 2 of 2 powered by Legistar™ Consulting Services Agreement between [Rev:11.14.2016] November 1, 2017 City of South San Francisco and CivicPlus, Inc. Page 1 of 16 CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF SOUTH SAN FRANCISCO AND CIVICPLUS, INC. THIS AGREEMENT for consulting services is made by and between the City of South San Francisco (“City”) and CivicPlus, Inc. (“Consultant”) (together sometimes referred to as the “Parties”) as of November 1, 2017 (the “Effective Date”). Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in the Scope of Work attached as Exhibit A, attached hereto and incorporated herein, at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail. 1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall end on October 31, 2022, and Consultant shall complete the work described in Exhibit A prior to that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the services required by this Agreement shall not affect the City’s right to terminate the Agreement, as provided for in Section 8. 1.2 Standard of Performance. Consultant shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in which Consultant practices its profession. Consultant shall prepare all work products required by this Agreement in a substantial, first-class manner and shall conform to the standards of quality normally observed by a person practicing in Consultant's profession. 1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, reassign such person or persons. 1.4 Time. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Sections 1.1 and 1.2 above and to satisfy Consultant’s obligations hereunder. Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed two hundred ninety thousand four hundred ninety three dollars ($290,493), notwithstanding any contrary indications that may be contained in Consultant’s proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Consultant’s proposal, attached as Exhibit A, the Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Consultant for services rendered pursuant to this Exhibit A Exhibit A - Page 1 Consulting Services Agreement between [Rev:11.14.2016] November 1, 2017 City of South San Francisco and CivicPlus, Inc. Page 2 of 16 Agreement. Consultant shall submit all invoices to City in the manner specified herein. Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person. Consultant and City acknowledge and agree that compensation paid by City to Consultant under this Agreement is based upon Consultant’s estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement. 2.1 First Year Fees. The Total First Year Fees shall be invoiced as follows: 2.1.1 Upon signing of this Agreement – one half of the Total First Year Fees amounting to $33,672 as identified in Exhibit A. 2.1.2 Upon completed implementation of the CivicRec Recreation Management Software – the remaining half of the Total First Year Fees amounting to $33,672 as identified in Exhibit A. Implementation is considered to be complete when the City is able to successfully process transactions through the system. 2.2 Annual Service Fee. City shall pay Consultant an annual service fee of $37,844 for licensing, support, and maintenance of the CivicRec Recreation Management Software (“Annual Service Fee”). The Annual Service Fee is included in the not to exceed amount specified in Section 2 above. 2.2.1 Invoicing for Years Two through Five. Beginning with the Second Year of this Agreement, the Annual Service Fee shall be invoiced on the anniversary of the Effective Date in each subsequent calendar year. 2.2.2 Reassessment of Annual Service Fee. Beginning with the Third Year, Consultant may reassess the Annual Service Fee based on the transaction volume occurring during the prior year to ensure that the Annual Service Fee accurately reflects the transaction volume processed. The transaction volume is defined as the gross income processed through CivicRec. 2.2.3 Limit on Reassessment of Annual Service Fee. Such revised Annual Service Fee shall in no event exceed 1% of the actual transaction volume of the prior 12 month term, and the Total Annual Service Fee may not increase by more than 20% over the prior year’s fee. Any change in the Annual Service Fee must be communicated to the Contract Administrator by the first Monday in February prior to such fees going into effect for the new term. Any increase in the Annual Service Fee will not affect the total not to exceed amount specified in Section 2. Exhibit A Exhibit A - Page 2 Consulting Services Agreement between [Rev:11.14.2016] November 1, 2017 City of South San Francisco and CivicPlus, Inc. Page 3 of 16 2.3 Optional Services. Optional Services identified in Exhibit A are services beyond those identified in the First Year implementation plan. If the City elects to obtain any Optional Services, the Fees for such Optional Services shall be billed not more often than once per month during the term of this Agreement, based on the cost of services performed and reimbursable costs incurred prior to the invoice date. All Optional Services and fees for such Optional Services will be agreed upon in writing by the parties and memorialized as an Amendment to this Agreement prior to the commencement of any such Optional Services. 2.4 All amounts owed to Consultant hereunder are fully-earned upon the satisfactory provision of the services provided hereunder, and are non-refundable upon payment subject only to a clear demonstration of an accounting error. City expressly acknowledges and agrees that City is familiar with the proposed services to be provided and Consultant’s billing process. 2.5 Merchant Processing Fee. If Consultant provides a merchant account for the collection of registration and other credit card monies on behalf of City, it shall charge a per transaction processing fees (“Merchant Processing Fee”) as provided herein. Merchant Processing Fees will be calculated using a “Processing Rate” which is a percentage of each positive charge that is captured through the system. No Processing Rate fees are credited back in the event of a refund or credit. In addition to the Processing Rate, an additional transaction fee will be assessed which is a fixed amount per transaction. This transaction fee will also only apply to positive charges and will not apply to refunds or voids. Unless otherwise specified, all fees due and payable to Consultant will be deducted from the funds collected in the merchant account prior to disbursement. Unless otherwise arranged, disbursements will occur either monthly (on or about the 1st of the next month) or semi-monthly (on or about the 1st as well as the 16th of each month). All fees contemplated in this subsection 2.2.5 are subject to the not to exceed amount specified in Section 2. 2.5.1 Standard Merchant Processing Rates are as follows: Processing Rate - 3% per “charge” transaction Transaction Fee - $.30 per transaction 2.5.2 There are no monthly minimum fees for merchant processing. City will only pay for charges it incurs. 2.5.3 Consultant reserves the right, at any time, to adjust the merchant processing rate or transaction fee to accommodate changes in fees charged by third party merchant providers. Consultant will give 30 days' notice upon such change. 2.5.4 In addition to the Merchant Fees, City will also be responsible for extraordinary processing fees assessed by Consultant’s merchant account beyond normal transaction fees. The most typical extraordinary fee would involve a payer reversing a charge on a credit card statement. In such case, Consultant shall Exhibit A Exhibit A - Page 3 Consulting Services Agreement between [Rev:11.14.2016] November 1, 2017 City of South San Francisco and CivicPlus, Inc. Page 4 of 16 invoice City the first week of each month for any such fees in excess of the funds collected in the City merchant account incurred during the prior month’s processing. In any event, City shall only be responsible for payment to Consultant of actual, additional fees charged to Consultant by the merchant as discussed under this subsection. 2.6 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to this Agreement. City shall not pay any additional sum for any expense or cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement. City shall make no payment for any extra, further, or additional service pursuant to this Agreement. In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment. 2.7 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed the amounts shown on the compensation schedule attached hereto and incorporated herein as part of Exhibit A. 2.8 Payment of Taxes, Tax Withholding. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. To be exempt from tax withholding, Consultant must provide City with a valid California Franchise Tax Board form 590 (“Form 590”), as may be amended and such Form 590 shall be attached hereto and incorporated herein as Exhibit C. Unless Consultant provides City with a valid Form 590 or other valid, written evidence of an exemption or waiver from withholding, City may withhold California taxes from payments to Consultant as required by law. Consultant shall obtain, and maintain on file for three (3) years after the termination of this Agreement, Form 590s (or other written evidence of exemptions or waivers) from all subcontractors. Consultant accepts sole responsibility for withholding taxes from any non- California resident subcontractor and shall submit written documentation of compliance with Consultant’s withholding duty to City upon request. . 2.9 Payment upon Termination. In the event that the City or Consultant terminates this Agreement pursuant to Section 8, the City shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice of termination. Consultant shall maintain adequate logs and timesheets in order to verify costs incurred to that date. 2.10 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator. 2.11 Prevailing Wage. Where applicable, the wages to be paid for a day's work to all classes of laborers, workmen, or mechanics on the work contemplated by this Agreement, shall be Exhibit A Exhibit A - Page 4 Consulting Services Agreement between [Rev:11.14.2016] November 1, 2017 City of South San Francisco and CivicPlus, Inc. Page 5 of 16 not less than the prevailing rate for a day’s work in the same trade or occupation in the locality within the state where the work hereby contemplates to be performed as determined by the Director of Industrial Relations pursuant to the Director’s authority under Labor Code Section 1770, et seq. Each laborer, worker or mechanic employed by Consultant or by any subcontractor shall receive the wages herein provided for. The Consultant shall pay two hundred dollars ($200), or whatever amount may be set by Labor Code Section 1775, as may be amended, per day penalty for each worker paid less than prevailing rate of per diem wages. The difference between the prevailing rate of per diem wages and the wage paid to each worker shall be paid by the Consultant to each worker. An error on the part of an awarding body does not relieve the Consultant from responsibility for payment of the prevailing rate of per diem wages and penalties pursuant to Labor Code Sections 1770 1775. The City will not recognize any claim for additional compensation because of the payment by the Consultant for any wage rate in excess of prevailing wage rate set forth. The possibility of wage increases is one of the elements to be considered by the Consultant. a. Posting of Schedule of Prevailing Wage Rates and Deductions. If the schedule of prevailing wage rates is not attached hereto pursuant to Labor Code Section 1773.2, the Consultant shall post at appropriate conspicuous points at the site of the project a schedule showing all determined prevailing wage rates for the various classes of laborers and mechanics to be engaged in work on the project under this contract and all deductions, if any, required by law to be made from unpaid wages actually earned by the laborers and mechanics so engaged. b. Payroll Records. Each Consultant and subcontractor shall keep an accurate payroll record, showing the name, address, social security number, work week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by the Consultant in connection with the public work. Such records shall be certified and submitted weekly as required by Labor Code Section 1776.” Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this Agreement. City shall make available to Consultant only the facilities and equipment listed in this section, and only under the terms and conditions set forth herein. City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Consultant’s use while consulting with City employees and reviewing records and the information in possession of the City. The location, quantity, and time of furnishing those facilities shall be in the sole discretion of City. In no event shall City be obligated to furnish any facility that may involve incurring any direct expense, including but not limited to computer, long-distance telephone or other communication charges, vehicles, and reproduction facilities. Exhibit A Exhibit A - Page 5 Consulting Services Agreement between [Rev:11.14.2016] November 1, 2017 City of South San Francisco and CivicPlus, Inc. Page 6 of 16 Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement, Consultant, at its own cost and expense, unless otherwise specified below, shall procure the types and amounts of insurance listed below against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Consultant and its agents, representatives, employees, and subcontractors. Consistent with the following provisions, Consultant shall provide Certificates of Insurance, attached hereto and incorporated herein as Exhibit B, indicating that Consultant has obtained or currently maintains insurance that meets the requirements of this section and under forms of insurance satisfactory, in all respects, to the City. Consultant shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant's bid. Consultant shall not allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance required herein for the subcontractor(s). 4.1 Workers’ Compensation. Consultant shall, at its sole cost and expense, maintain Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance for any and all persons employed directly or indirectly by Consultant. The Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance shall be provided with limits of not less than ONE MILLION DOLLARS ($1,000,000) per accident. In the alternative, Consultant may rely on a self-insurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the Labor Code shall be solely in the discretion of the Contract Administrator (as defined in Section 10.9). The insurer, if insurance is provided, or the Consultant, if a program of self- insurance is provided, shall waive all rights of subrogation against the City and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement. 4.2 Commercial General and Automobile Liability Insurance. 4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00) per occurrence, 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 owned and non- owned automobiles. 4.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 or GL 0002 (most recent editions) covering comprehensive General Exhibit A Exhibit A - Page 6 Consulting Services Agreement between [Rev:11.14.2016] November 1, 2017 City of South San Francisco and CivicPlus, Inc. Page 7 of 16 Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (ed. 12/90) Code 8 and 9. No endorsement shall be attached limiting the coverage. 4.2.3 Additional requirements. Each of the following shall be included in the insurance coverage or added as a certified endorsement to the policy: a. The insurance shall cover on an occurrence or an accident basis, and not on a claims-made basis. b. Any failure of Consultant to comply with reporting provisions of the policy shall not affect coverage provided to City and its officers, employees, agents, and volunteers. 4.3 Professional Liability Insurance. 4.3.1 General requirements. Consultant, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals’ errors and omissions. Any deductible or self-insured retention shall not exceed ONE HUNDRED FIFTY THOUSAND DOLLARS $150,000 per claim. 4.3.2 Claims-made limitations. The following provisions shall apply if the professional liability coverage is written on a claims-made form: a. The retroactive date of the policy must be shown and must be before the date of the Agreement. b. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the Agreement or the work, so long as commercially available at reasonable rates. c. If coverage is canceled or not renewed and it is not replaced with another claims-made policy form with a retroactive date that precedes the date of this Agreement, Consultant must provide extended reporting coverage for a minimum of five (5) years after completion of the Agreement or the work. The City shall have the right to exercise, at the Consultant’s sole cost and expense, any extended reporting provisions of the policy, if the Consultant cancels or does not renew the coverage. d. A copy of the claim reporting requirements must be submitted to the City prior to the commencement of any work under this Agreement. Exhibit A Exhibit A - Page 7 Consulting Services Agreement between [Rev:11.14.2016] November 1, 2017 City of South San Francisco and CivicPlus, Inc. Page 8 of 16 4.4 All Policies Requirements. 4.4.1 Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII. 4.4.2 Verification of coverage. Prior to beginning any work under this Agreement, Consultant shall furnish City with complete copies of all policies delivered to Consultant by the insurer, including complete copies of all endorsements attached to those policies. All copies of policies and certified endorsements shall show the signature of a person authorized by that insurer to bind coverage on its behalf. If the City does not receive the required insurance documents prior to the Consultant beginning work, it shall not waive the Consultant’s obligation to provide them. The City reserves the right to require complete copies of all required insurance policies at any time. 4.4.3 Notice of Reduction in or Cancellation of Coverage. A certified endorsement shall be attached to all insurance obtained pursuant to this Agreement stating that coverage shall not be suspended, voided, canceled by either party, or reduced in coverage or in limits, except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. In the event that any coverage required by this section is reduced, limited, cancelled, or materially affected in any other manner, Consultant shall provide written notice to City at Consultant’s earliest possible opportunity and in no case later than ten (10) working days after Consultant is notified of the change in coverage. 4.4.4 Additional insured; primary insurance. City and its officers, employees, agents, and volunteers shall be covered as additional insureds with respect to 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, as applicable; premises owned, occupied, or used by Consultant; and automobiles owned, leased, or used by the Consultant in the course of providing services pursuant to this Agreement. The coverage shall contain no special limitations on the scope of protection afforded to City or its officers, employees, agents, or volunteers. A certified endorsement must be attached to all policies stating that coverage is primary insurance with respect to the City and its officers, officials, employees and volunteers, and that no insurance or self-insurance maintained by the City shall be called upon to contribute to a loss under the coverage. 4.4.5 Deductibles and Self-Insured Retentions. Consultant shall disclose to and obtain the approval of City for the self-insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. Further, if the Consultant’s insurance policy includes a self-insured retention that must be paid by a named insured as a precondition of the insurer’s liability, or Exhibit A Exhibit A - Page 8 Consulting Services Agreement between [Rev:11.14.2016] November 1, 2017 City of South San Francisco and CivicPlus, Inc. Page 9 of 16 which has the effect of providing that payments of the self-insured retention by others, including additional insureds or insurers do not serve to satisfy the self- insured retention, such provisions must be modified by special endorsement so as to not apply to the additional insured coverage required by this agreement so as to not prevent any of the parties to this agreement from satisfying or paying the self- insured retention required to be paid as a precondition to the insurer’s liability. Additionally, the certificates of insurance must note whether the policy does or does not include any self-insured retention and also must disclose the deductible. During the period covered by this Agreement, only upon the prior express written authorization of Contract Administrator, Consultant may increase such deductibles or self-insured retentions with respect to City, its officers, employees, agents, and volunteers. The Contract Administrator may condition approval of an increase in deductible or self-insured retention levels with 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. 4.4.6 Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and certified endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. 4.4.7 Wasting Policy. No insurance policy required by Section 4 shall include a “wasting” policy limit. 4.4.8 Variation. The City may approve a variation in the foregoing insurance requirements, upon a determination that the coverage, scope, limits, and forms of such insurance are either not commercially available, or that the City’s interests are otherwise fully protected. 4.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option exercise any of the following remedies, which are alternatives to other remedies City may have and are not the exclusive remedy for Consultant’s breach: 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 that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/or c. Terminate this Agreement. Exhibit A Exhibit A - Page 9 Consulting Services Agreement between [Rev:11.14.2016] November 1, 2017 City of South San Francisco and CivicPlus, Inc. Page 10 of 16 Section 5. INDEMNIFICATION AND CONSULTANT’S RESPONSIBILITIES. To the fullest extent permitted by law, Consultant shall indemnify, defend with counsel selected by the City, and hold harmless the City and its officials, officers, employees, agents, and volunteers from and against any and all losses, liability, claims, suits, actions, damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or damage to property, or any violation of any federal, state, or municipal law or ordinance, to the extent caused, in whole or in part, by the willful misconduct or negligent acts or omissions of Consultant or its employees, subcontractors, or agents, by acts for which they could be held strictly liable, or by the quality or character of their work. The foregoing obligation of Consultant shall not apply when (1) the injury, loss of life, damage to property, or violation of law arises wholly from the gross negligence or willful misconduct of the City or its officers, employees, agents, or volunteers and (2) the actions of Consultant or its employees, subcontractor, or agents have contributed in no part to the injury, loss of life, damage to property, or violation of law. 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. Acceptance by City 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 to any damages or claims for damages whether or not such insurance policies shall have been determined to apply. By execution of this Agreement, Consultant acknowledges and agrees to the provisions of this Section and that it is a material element of consideration. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City. Section 6. STATUS OF CONSULTANT. 6.1 Independent Contractor. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of City. City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however, otherwise City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and/or employee contributions for PERS benefits. Exhibit A Exhibit A - Page 10 Consulting Services Agreement between [Rev:11.14.2016] November 1, 2017 City of South San Francisco and CivicPlus, Inc. Page 11 of 16 6.2 Consultant No Agent. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent or to bind City to any obligation whatsoever. Section 7. LEGAL REQUIREMENTS. 7.1 Governing Law. The laws of the State of California shall govern this Agreement. 7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all laws applicable to the performance of the work hereunder. 7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. 7.4 Licenses and Permits. Consultant represents and warrants to City that Consultant and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals, including from City, of what-so-ever nature that are legally required to practice their respective professions. Consultant represents and warrants to City that Consultant and its employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions. In addition to the foregoing, Consultant and any subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses from City. 7.5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the basis of a person’s race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Consultant under this Agreement. Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby. Consultant shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement. Exhibit A Exhibit A - Page 11 Consulting Services Agreement between [Rev:11.14.2016] November 1, 2017 City of South San Francisco and CivicPlus, Inc. Page 12 of 16 Section 8. TERMINATION AND MODIFICATION. 8.1 Termination. City may cancel this Agreement at any time and without cause upon 60 days’ written notice to Consultant. Consultant may cancel this Agreement for cause upon 180 days’ written notice to City and shall include in such notice the reasons for cancellation. In the event of termination, Consultant shall be entitled to compensation for services performed to the date of notice of termination; City, however, may condition payment of such compensation upon Consultant delivering to City all materials described in Section 9.1. 8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a written amendment to this Agreement, as provided for herein. Similarly, unless authorized by the Contract Administrator, City shall have no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred during the extension period. 8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties. 8.4 Assignment and Subcontracting. City and Consultant recognize and agree that this Agreement contemplates personal performance by Consultant and is based upon a determination of Consultant’s unique personal competence, experience, and specialized personal knowledge. Moreover, a substantial inducement to City for entering into this Agreement was and is the professional reputation and competence of Consultant. Consultant may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator. Consultant shall not assign or subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the Contract Administrator. 8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City and Consultant shall survive the termination of this Agreement. 8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms of this Agreement, City’s remedies shall include, but not be limited to, the following: 8.6.1 Immediately terminate the Agreement; 8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement; Exhibit A Exhibit A - Page 12 Consulting Services Agreement between [Rev:11.14.2016] November 1, 2017 City of South San Francisco and CivicPlus, Inc. Page 13 of 16 8.6.3 Retain a different consultant to complete the work described in Exhibit A not finished by Consultant; or 8.6.4 Charge Consultant the difference between the cost to complete the work described in Exhibit A that is unfinished at the time of breach and the amount that City would have paid Consultant pursuant to Section 2 if Consultant had completed the work. Section 9. KEEPING AND STATUS OF RECORDS. 9.1 Records Created as Part of Consultant’s Performance. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the City. Consultant hereby agrees to deliver those documents to the City upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the City and are not necessarily suitable for any future or other use. City and Consultant agree that, until final approval by City, all data, plans, specifications, reports and other documents are confidential and will not be released to third parties without prior written consent of both parties unless required by law. 9.2 Consultant’s Books and Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to the Consultant to this Agreement. 9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this Agreement requires Consultant to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the City. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), the Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of the City, for a period of three (3) years after final payment under the Agreement. 9.4 Records Submitted in Response to an Invitation to Bid or Request for Proposals. All responses to a Request for Proposals (RFP) or invitation to bid issued by the City become the exclusive property of the City. At such time as the City selects a bid, all proposals received become a matter of public record, and shall be regarded as public records, with the exception of those elements in each proposal that are defined by Consultant and plainly marked as “Confidential,” "Business Secret" or “Trade Secret." Exhibit A Exhibit A - Page 13 Consulting Services Agreement between [Rev:11.14.2016] November 1, 2017 City of South San Francisco and CivicPlus, Inc. Page 14 of 16 The City shall not be liable or in any way responsible for the disclosure of any such proposal or portions thereof, if Consultant has not plainly marked it as a "Trade Secret" or "Business Secret," or if disclosure is required under the Public Records Act. Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City may not be in a position to establish that the information that a prospective bidder submits is a trade secret. If a request is made for information marked "Trade Secret" or "Business Secret," and the requester takes legal action seeking release of the materials it believes does not constitute trade secret information, by submitting a proposal, Consultant agrees to indemnify, defend and hold harmless the City, its agents and employees, from any judgment, fines, penalties, and award of attorneys fees awarded against the City in favor of the party requesting the information, and any and all costs connected with that defense. This obligation to indemnify survives the City's award of the contract. Consultant agrees that this indemnification survives as long as the trade secret information is in the City's possession, which includes a minimum retention period for such documents. Section 10 MISCELLANEOUS PROVISIONS. 10.1 Attorneys’ Fees. If a party to this Agreement brings any action, including arbitration or an action for declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing party shall be entitled to reasonable attorneys’ fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose. 10.2 Venue. In the event that either party brings any action against the other under this Agreement, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County San Mateo or in the United States District Court for the Northern District of California. 10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. 10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement. 10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties. Exhibit A Exhibit A - Page 14 Consulting Services Agreement between [Rev:11.14.2016] November 1, 2017 City of South San Francisco and CivicPlus, Inc. Page 15 of 16 10.6 Use of Recycled Products. Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper. 10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within the corporate limits of City or whose business, regardless of location, would place Consultant in a “conflict of interest,” as that term is defined in the Political Reform Act, codified at California Government Code Section 81000 et seq. Consultant shall not employ any City official in the work performed pursuant to this Agreement. No officer or employee of City shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq. Consultant hereby warrants that it is not now, nor has it been in the previous twelve (12) months, an employee, agent, appointee, or official of the City. If Consultant was an employee, agent, appointee, or official of the City in the previous twelve (12) months, Consultant warrants that it did not participate in any manner in the forming of this Agreement. Consultant understands that, if this Agreement is made in violation of Government Code §1090 et.seq., the entire Agreement is void and Consultant will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement of expenses, and Consultant will be required to reimburse the City for any sums paid to the Consultant. Consultant understands that, in addition to the foregoing, it may be subject to criminal prosecution for a violation of Government Code § 1090 and, if applicable, will be disqualified from holding public office in the State of California. 10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials. 10.9 Contract Administration. This Agreement shall be administered by Angela Duldulao ("Contract Administrator"). All correspondence shall be directed to or through the Contract Administrator or his or her designee. 10.10 Notices. All notices and other communications which are required or may be given under this Agreement shall be in writing and shall be deemed to have been duly given (i) when received if personally delivered; (ii) when received if transmitted by telecopy, if received during normal business hours on a business day (or if not, the next business day after delivery) provided that such facsimile is legible and that at the time such facsimile is sent the sending Party receives written confirmation of receipt; (iii) if sent for next day delivery to a domestic address by recognized overnight delivery service (e.g., Federal Express); and (iv) upon receipt, if sent by certified or registered mail, return receipt requested. In each case notice shall be sent to the respective Parties as follows: Consultant: Contract Manager CivicPlus, Inc. Exhibit A Exhibit A - Page 15 Consulting Services Agreement between [Rev:11.14.2016] November 1, 2017 City of South San Francisco and CivicPlus, Inc. Page 16 of 16 302 S. 4th Street, Suite 500 Manhattan, KS 66502 City: City Clerk City of South San Francisco 400 Grand Avenue South San Francisco, CA 94080 10.11 Integration. This Agreement, including all Exhibits attached hereto, and incorporated herein, represents the entire and integrated agreement between City and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral pertaining to the matters herein. 10.12 Counterparts. This Agreement may be executed in counterparts and/or by facsimile or other electronic means, and when each Party has signed and delivered at least one such counterpart, each counterpart shall be deemed an original, and, when taken together with other signed counterpart, shall constitute one Agreement, which shall be binding upon and effective as to all Parties.. 10.13 Construction. The headings in this Agreement are for the purpose of reference only and shall not limit or otherwise affect any of the terms of this Agreement. The parties have had an equal opportunity to participate in the drafting of this Agreement; therefore any construction as against the drafting party shall not apply to this Agreement. The Parties have executed this Agreement as of the Effective Date. CITY OF SOUTH SAN FRANCISCO Consultants ____________________________ _____________________________________ City Manager NAME: TITLE: Attest: Approved as to Form: _____________________________ ____________________________ City Clerk City Attorney 2864956.1 Exhibit A Exhibit A - Page 16 Service & License Agreement Contract Information CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951 Contact Information Organization URL Street Address Address 2 City State Postal Code CivicPlus provides telephone support for all trained clients from 7am –7pm Central Time, Monday-Friday (excluding holidays). Emergency Support is provided on a 24/7/365 basis for representatives named by the Client. Client is responsible for ensuring CivicPlus has current updates. Emergency Contact & Mobile Phone Emergency Contact & Mobile Phone Emergency Contact & Mobile Phone Billing Contact E-Mail Phone Ext. Fax Billing Address Address 2 City ST Postal Code Tax ID # Sales Tax Exempt # Billing Terms Account Rep Info Required on Invoice (PO or Job #) Contract Contact Email Phone Ext. Fax Project Contact Email Phone Ext. Fax EXHIBIT A Exhibit A Exhibit A - Page 17 City of South San Francisco CivicRec Emergency Support Contact List Program Area Name Phone Administrator Angela Duldulao O: 650-829-3827 / M: 650-763-7201 Administrator Greg Mediati O: 650-829-3897 / M: 650-676-7689 Recreation Manager Kelli Jo Cullinan O: 650-829-3809 / M: 650-676-7677 Front Desk Administration Susan Filereto O: 650-829-3800 Aquatics Devin Stenhouse O: 650-875-6959 Childcare Laura Armanino O: 650-875-6951 Classes Erin O’Brien O: 650-829-3811 Rentals & Sports Mike Mulkerrins O: 650-877-8679 Senior Services TBD TBD EXHIBIT A Exhibit A Exhibit A - Page 18 Exhibit A - CivicRec SOW for City of South San Francisco CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951 V.PD 06.01.2015-0048 Exhibit A - CivicRec Statement of Work Project Implementation and Deployment Data Import •User Import •Location/Facility Import •Activity/Session Import •Future Facility Rentals $11,000 Financial Extract $5,000 GIS Integration $2,500 Standard Gateway Interface (Authorize, Braintree, OpenEdge, or Converge) $2,500 5 Days of Onsite Training $5,000 Travel (1 X 3 Days and 1 X 2 Days) $3,500 Class Fee ‘Calculator’ Included Total Project Implementation and Deployment $29,500 First Year Annual Service Fee (Includes Licensing, Support and Maintenance) $37,844 Total First Year Fees $67,344 Second Year and Beyond Annual Service Fee (Includes Licensing, Support and Maintenance) Billed 12 months from Effective Date $37,844 Optional Services Customized Enhancements, Additional Data Import/Export ($100/hr) Not to Exceed $10,000 Additional Training a.Onsite Training: 2 day minimum - $3,500 (includes travel) and additional $1,500 per subsequent day b.Web-based: $1,250 for 8 hours (additional 4 hour blocks can be purchased for an additional $625 per 4- hour block) Not to Exceed $10,000 Performance and payment under this SOW shall be subject to the terms & conditions of the Agreement by and between Client and CivicPlus, to which this Statement of Work (SOW) is hereby attached. EXHIBIT A Exhibit A Exhibit A - Page 19 Exhibit A - CivicRec SOW for City of South San Francisco CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951 V.PD 06.01.2015-0048 Addendum 1 to Exhibit A.2 – Services Provided Services provided by CivicPlus to the Client under this agreement include the following: ●Access – CivicPlus hereby grants a nonexclusive license during the term of the Agreement for the Client and patrons of the Client recreational programming to access, use and display CivicPlus’ online registration service (the “Portal”). Excluding occasional maintenance, the Software shall be available 24 hours per day, seven days per week with a guaranteed uptime of 99%. The Portal is accessible via the public Internet from any PC with an Internet connection. There is no limit to the number of organization users and participants that can enroll using the Portal. ●Online Registration – The CivicPlus registration engine through which the Portal is accessed can be integrated with Client’s website. CivicPlus will format a registration page to match the colors and theme of the rest of Client’s website. Client would then display a link on its own page that would seamlessly redirect the user to a secure page on the CivicPlus server. ●Documentation - All CivicPlus startup and user’s guides are maintained electronically in the system and can be accessed through the “Help Center” from within CivicPlus. CivicPlus does not provide paper copies of its guides and help files. ●Data Backups – CivicPlus currently performs backups daily of all of its data (6:00 AM). In case of emergency, CivicPlus may restore data to the point of the previous backup. ●Enhancements – New features will be added to CivicPlus throughout the term of this Agreement. Client will have full access to all of these new features without additional charge. Client is also encouraged to submit change requests as they see opportunities for improvement. CivicPlus will attempt to implement any and all changes that improve the value of CivicPlus to all of our Clients at no charge. Thereafter, Client will be charged a development fee at a $100 hourly rate for custom requests. All work will be estimated and agreed upon in writing by the parties hereto prior to work start. ●Client Support – CivicPlus shall provide an online utility for problem reports and change requests. Client may also reach CivicPlus by phone at 1-800-335-1863 between the hours of 7:00 AM and 7:00 PM Central Standard Time, Monday through Friday and excluding national holidays. E-mail support is also available at support@CivicPlus.com. Non-emergency after-hours support may be subject to additional fees. Emergencies will be handled as soon as possible. Enhancement requests will be queued based on priority and implemented on a schedule. CivicPlus shall have sole and absolute discretion as to whether support requests exceed reasonable use or exceed the scope of services outlined in this Agreement. ●Data – In the event Client no longer wishes to use CivicPlus, CivicPlus will export Client data based on a requested format (in most cases). If the data exporting request is initiated by Client, development will be charged at a $100 hourly rate. All work will be estimated and agreed upon in writing by the parties hereto prior to work start. ●Additional Training – Additional training may be purchased as follows: •Onsite Training: 2 day minimum - $3,500 (includes travel) and additional $1,500 per subsequent day •Web-based: $1,250 for 8 hours (additional 4 hour blocks can be purchased for an additional $625 per 4-hour block) EXHIBIT A Exhibit A Exhibit A - Page 20 REC1 understands the City is seeking a fully hosted RMS to provide your staff and customers with the greatest service in the industry. The City wants to provide its citizens with excellent customer service both in person and online with the use of a RMS that controls daily recreation program administration and registration, facility and field reservations, and payment processing and reporting. REC1 is a fully hosted, PCI compliant SaaS solution that is ready to go off-the-shelf. We will provide the City with an integrated web-based, hosted application recreation management system that is comprehensive, efficient, and modern. In addition, REC1 is fully scalable to allow for future growth and is easily deployed to all functional areas of the City. Please see the following brief module descriptions which support how we can meet your needs. Features & Functionality FACILITY RESERVATIONS (ONLINE AND IN-HOUSE) All facility functions in REC1 are completely integrated. Generate and email complex permits, schedule programs, take in-house and online reservations, and schedule leagues and meetings…all without fear of double bookings! Grid views and map based bookings also make campsite reservations a breeze. ACTIVITY REGISTRATION (ONLINE AND IN-HOUSE) Quickly create programs, indicate flexible pricing, attach waivers and prompts, and assign instructors. Then, easily take registrations in-house or allow your public to register on the device of their choice…including mobile. Our software utilizes load balanced servers and can be scaled to accommodate any volume. MEMBERSHIP MANAGEMENT Customer Management in REC1 is particularly easy. Associate photos and avatars with users for use on membership cards and system profiles. Staff can see a history of all of the account’s transactions. Store credit/debit cards on file for future and recurring payments. Perform other functions like sending invoices, merging accounts, and more. With REC1, the City can easily sell memberships and punch cards, take photos of members, print cards or associate barcode key tags, and check people into a facility. REC1 will even help you auto-bill your members to ensure everyone stays paid and current. EXHIBIT A Exhibit A Exhibit A - Page 21 Features & Functionality POINT OF SALE REC1’s Point-of-Sale screen makes it easy for staff to quickly sell merchandise, enroll participants, and reserve facilities – all in the same cart! It even plugs right in with your cash drawers, barcode readers, receipt printers, and credit card readers. Integrated inventory control will tell you how many of each item are available at each of your locations. LEAGUE MANAGEMENT Athletics staff can easily create leagues, draft players, assess skills, and generate schedules. Public facing “Scores and Schedules” pages can be linked to directly from your website so your public always has up to date information about their leagues. We are continuing to evolve these tools including an exciting “Parent/ Player Portal” that will make it even easier for participants to follow their leagues. MOBILE FOR YOUR PUBLIC AND YOUR STAFF When users register through REC1, they get the same great experience on their phone/tablet as they’re used to experiencing on their desktops. The mobile experience supports all the same waivers, prompts, discounts, and add-ons that the desktop version does. We always try to adhere to industry standards to ensure access by all customer populations. TICKETING Easily generate tickets for events either through our desktop or our mobile experience. Public users receive additional pages, along with their receipt, that contain their tickets. Those tickets can then be printed and scanned into our mobile check-in or desktop check-in screens. Public users may also prefer to simply show the ticket code on their phone display instead of printing. EXHIBIT A Exhibit A Exhibit A - Page 22 Features & Functionality SURVEYS Participants will automatically receive post-program surveys requesting feedback on your programs, organization, instructors, and processes. This information is captured and is presented back to staff to assist in determining how well Client programming is being received. REPORTING / FINANCIAL ACCOUNTING REC1 has a very powerful reporting engine. There are dozens of standard reports in REC1. However, staff can basically take any report and customize it to their liking. Filters and fields can be added and/or removed. Reports can be sorted, saved, emailed, exported, or scheduled for regular delivery to any email address. REC1 will gladly take any reasonable reporting request from the Client and ensure it is made available as requested. MERCHANT OPTIONS / CREDIT CARD PROCESSING REC1 has multiple credit card processing options. The Client may elect to have REC1 serve as the merchant of record for credit card processing. A Client may elect to use its own merchant account, in which case, REC1 can be integrated. If the Client desires its own merchant account, but needs to shop for a new one, REC1 can provide a reference to our well-regarded processing partner. EMAIL/SMS BLASTS There are several links within REC1 that allow for mail blasts. Many of our reports and roster views allow for mass mailings with just the click of a button. The People Finder report is a particularly handy report that allows for mailings based on several different filters. SMS messaging has recently been introduced to facilitate those particularly time-sensitive notifications like cancellations. EXHIBIT A Exhibit A Exhibit A - Page 23 A dedicated project team will assist you throughout our proven development process to ensure your new website achieves your vision of success and delivers you complete satisfaction - guaranteed. Professional Services EXHIBIT A Exhibit A Exhibit A - Page 24 Description of Project Management Services A Project Manager will be assigned to the City to ensure milestones are met, staff are trained, issues/ considerations are addressed, and that the City has a painless startup process. REC1 implementations are typicaly straightforward. However, if a client wishes to incorporate customizations prior to initial launch, your Project Manager will be there to help you at any point. Please note that customizations may extend the implementation timeline. A Solution Consultant will be available to work with the City on implementation activities. The Solution Consultant will drive the end-to-end implementation process and will conduct training both for lead staff and frontline staff. The Solution Consultant will utilize phase checklists as well as a detailed Project Plan to facilitate project activities and track milestones. The Project Plan will outline the type of activity, the purpose of the activity, the resources required for the activity, and any associated documents specific to the activity. PROJECT PLAN A Project Plan for the Kickoff Phase is provided as a sample. We are able to disclose a more detailed project plan upon selection as a finalist. PHASE 1: PROJECT INITIATION; KICKOFF ACTIVITY PURPOSE RESOURCESDOCUMENTS Task Communicate tasks necessary in preparation for Kickoff REC1 PMREC1: Kickoff Checklist Meeting/ Call „„Introduce Project Teams „„Define Roles „„Review Statement of Work REC1 PM Client PM Meeting/ Call „„Review Draft Project Timeline „„Establish On-site Training Dates REC1 PM Client PM REC1: Project Plan Implementation Plan EXHIBIT A Exhibit A Exhibit A - Page 25 Implementation Plan SCHEDULE Provided is an illustrative development timeline for the City. Our average implementation timeframe is 12 weeks. If the City has implementation, training, or integration needs that require a longer timeframe, we’re happy to adjust accordingly. No two customers have the exact same schedule. Factors like “all-in” vs a “scaled rollout” approach...not to mention the City’s own scheduling needs….will factor into the final implementation schedule. SAMPLE PROJECT SCHEDULE: 12 WEEKS 123456789 101112 Project Initiation; Kickoff Interface/Data Requirements Gathering Module Configuration/Basic Account Setup Integration Development End User Training System Testing/Issue Resolution Go Live REC1 can begin Project Initiation as soon as contract signing is complete. The start date is driven by the City’s preference, and we can add specific dates to our 12-week project plan when the City confirms a start date. A REC1 implementation is not complicated with our comprehensive base products and minimal customization requests. We can accommodate more advanced customization requests, but such requests may extend your implementation schedule. EXHIBIT A Exhibit A Exhibit A - Page 26 Description of Proposed Services DATA MIGRATION At the City’s request, REC1 can convert content from the City’s current database, including accounts with credits, accounts with balances, future bookings, and active memberships. We have a number of custom developed scripts and libraries we leverage for data imports. The amount of effort is dependent upon the type of data (e.g., user data imports are typically straightforward, yet historical transactions are often time consuming to import). After a more detailed discussion with the City, we can recommend options for extracting and saving data from the City’s current database. INTEGRATION DEVELOPMENT There are several integration capabilities the City may choose to leverage: „„REC1 can provide integration to the City’s selected payment gateway (for credit card processing). „„Additionally, we can also produce a GL extract compatible with the City’s financial system. We have interfaced with a number of different systems and are confident that we can produce a file compatible with yours. „„Finally, the City may opt to have REC1 integrate with its GIS system for purposes of local resident determination. SYSTEM TESTING/ISSUE RESOLUTION REC1 is a SaaS solution that is ready to go off-the-shelf. In some situations, our clients have asked for either software enhancements or for custom code specific to their needs. If customizations are requested (note: an additional fee may apply), then we will work with you to fully understand your requirements prior to beginning work. If the City wishes to test the custom code changes, then we will provide a testing environment in which you can review the new functionality and provide sign-off prior to moving the code to production. TRANSITION TO PRODUCTION During the 12-week implementation period, the City and REC1 will work together to import and/or configure production data, develop and test integration to third party systems, and complete system training with your lead and frontline staff. The City will also have begun your marketing promotion for the new site and online registration. Any technical aspects of implementation will be handled by our staff as part of our service. During Week 12, REC1 will complete a final data import (if required) and the City will ensure the site is fully configured and ready for launch. Once the City has indicated a Go for launch, you will place a new link on your site which will redirect your customers to REC1. During this time, REC1 is available to be on site with you or can be available remotely for immediate assistance should the City desire. Implementation Plan EXHIBIT A Exhibit A Exhibit A - Page 27 Proposed Training Plan We recommend a train-the-user approach in most cases with hands-on training for participants. Users learn the system much more quickly when they’re entering actual data during the training sessions. REC1 offers limited remote training as well as on-site training. Remote training is typically better suited to smaller or seasonal groups, or as a refresher session to larger groups. Groups with diverse operations and large numbers of employees, such as the City, would be better suited for on-site training. Five days of on-site training conducted over two trips to the City is estimated for this project. The specific training plan will be customized to meet your specific needs. We typically break training up by our modules (Registration, POS, Rentals, Reporting, etc.). Sometimes a client may instead ask for training according to job role, which can easily be done. Classes with more than 20 users tend to lose their effectiveness. We will also make sure any of your last minute questions are answered before Go Live. Note: We do not offer system administrator training as that is handled by REC1 as part of our service. Data Extraction and Loading Per the City’s request, REC1 can convert content from the City’s CLASS database, including data for facilities, future permits, active memberships, balances due, and credits on account. We have a number of custom developed scripts and libraries we leverage for data imports. Importing VIP user data would be straightforward, but bringing across each user’s history (transactions, programs, and rentals) is uncommon because of its complexity and associated cost. With a more detailed discussion with the City, we can recommend options for extracting and saving data from CLASS and can then provide a more detailed cost estimate. FINANCIAL SYSTEM INTERFACE We can produce an extract that adheres to Tyler’s Eden import specification, which should allow you to import the file directly into Tyler. We can also configure the extract to be called via web service in the event the City wants to script an automatic import process. Implementation Plan EXHIBIT A Exhibit A Exhibit A - Page 28 Vendor Staffing From project management to design and development to training and support, a dedicated project team will assist you throughout the development process to ensure your project’s success and your complete satisfaction. Based out of Alpharetta, Georgia, REC1 staff will perform all project work, other than on-site training/meetings, remotely. We do not utilize any non-US based resources. The following identifies the resource roles who will be involved from REC1 and the City. Aside from Landon, REC1 project team resources have been with REC1 an average of four (4) years. ROLE RESPONSIBILITIES Project ExecutiveProvides executive oversight and ensures best practices for the engagement. Provides ongoing strategic focus and depth of experience implementing REC1 solutions. Project ManagerStreamlines communication during implementation, tracks project status and issues, and oversees quality. Solution ConsultantActs as a product subject matter expert, working to ensure client requirements are fulfilled. Conducts configuration meetings and provides end user training (either on-site or via web meeting). Development Configures code, fixes defects, implements software enhancements, develops and maintains third party integrations, and ensures a quality user experience. Support AnalystCoordinates and communicates support requests post launch. Account ManagerProvides customer care and outreach post launch. EXHIBIT A Exhibit A Exhibit A - Page 29 REC1 will work with a single Point of Contact from the City. The City should consider the following roles for a successful implementation team. ROLE RESPONSIBILITIES ~HOURS* Project ExecutiveProvides focus and guidance for the overall project. Helps to prioritize key objectives, assists with issue escalation, and acts as project champion. 20 Project ManagerWorks closely with the REC1 Project Manager to facilitate the execution of project activities and logistics. Organizes training for recreation staff, front desk, supervisors, and managers. Lead Staff Activity managers and facility managers within parks and recreation who will be doing the primary configuration and setup within the REC1 system. 200 Frontline Staff Acts as end users of the system and will participate in end user training sessions. IT Coordinates with REC1 on the GIS data export and other data migration requirements. 8 Finance Coordinates the payment gateway integration, financial accounting extract, and works with REC1 to properly configure the General Ledger setup. 8 Marketing Identifies and communicates rollout and adoption process both internally and to the public. 8 Expected City Staffing *The hours per role provided are an estimate based on previous projects and experience. Once final scope is defined, a more accurate representation of the time your staff will need to allocate to this project will be provided. EXHIBIT A Exhibit A Exhibit A - Page 30 Technical Requirements There are no minimum requirements to run REC1. It’s cloud-based and simply requires a reasonably modern PC with internet access. We recommend running it on a high speed internet connection. Hosting/Security Features The City has no obligations in regards to hosting the application. REC1 utilizes industry standards, insurance requirements, and PCI requirements to ensure that REC1 is only accessed in the manner it’s intended to be accessed and by people who are authorized to do so. Methods include: „„Physical security at our Tier I data centers (Codero, TelX, and Rackspace) „„Server firewalls „„Anti-virus scanning „„IP logging and filtering „„Application security monitoring All data centers provide a network operation center with 24/7/365 monitoring of the data center environment, system availability, and performance. The data centers are SSAE 16 compliant. For User Security, the REC1 will assist the City in configuring user levels and assigning users to those groups. Thousands of permissions can then be configured on a group by group basis. Most permissions apply on individual pages, but some also apply to specific functions within a page (buttons, fields, etc). REC1 will guide the City through this process as part of Training and Implementation. PCI COMPLIANCE For credit card security, REC1 maintains PCI compliance through an Approved Scanning Vendor (ControlScan). We are scanned monthly and provided a quarterly certificate of compliance. Our customers are provided a copy of that certificate for use in their own PCI Compliance. We also try – when possible – to take REC1 (and you) completely out of PCI scope by leveraging “hosted” payment pages when available. Many payment gateways have payment forms that can be embedded within REC1 (or that the browser can be redirected to) to ensure card data never touches the REC1 servers. Instead, the card data is keyed directly into the payment gateway’s form, and REC1 simply receives a notification the payment was successfully made. Technical Information EXHIBIT A Exhibit A Exhibit A - Page 31 Backup/Recovery/Data Redundancy The City can export data as needed in the standard reporting tool. If the City has elevated data retention requirements, REC1 can have a scoping session with the City to address those. Professional Services fees may apply to custom configurations/capabilities. REC1 has policies and procedures in place to ensure continuity and disaster recovery. We utilize local, replicated servers to ensure that copies of data, software, and files are always available and up to date. These servers can be rolled over in the event of hardware failure or other local issues. We also have a multi-times per day process that encrypts backups and sends them offsite for purposes of disaster recovery. This process ensures that we can reconstitute our entire product and underlying data structure with limited downtime and loss of data - even in the event of catastrophe. Hardware Customers may opt for a variety of hardware peripherals to enhance the REC1 experience. REC1 can be integrated with magnetic stripe readers, barcode readers, thermal printers, cash drawers and more. While REC1 does not provide this hardware, we are happy to assist with procurement and implementation. Technical Information EXHIBIT A Exhibit A Exhibit A - Page 32 You are now a part of the REC1 family and will continue to receive both technical and consultative support from our Support and Account Management team. Maintenance and Support EXHIBIT A Exhibit A Exhibit A - Page 33 Support REC1 is an internet-based, fully hosted software solution. REC1 handles all server-side maintenance, backups, replication, PCI compliance, fixes, patches, and software upgrades. All maintenance, hosting, and product upgrades are included at no additional cost within the net transaction fee per month. REC1 will provide a toll free number at no cost, and we also offer an online support system for users to submit software issues or requested enhancements. For emergencies, users may either call REC1 or enter an emergency ticket into the system. Emergency tickets include any REC1 issue that is causing a disruption to your ability to use our system (i.e., the website is down). These issues are addressed immediately. Additionally, REC1 is available to be on site with you when needed (travel expenses may be incurred). REC1 processes standard support requests via email or phone from 8am-8pm Eastern, Monday-Friday (excluding holidays). Emergency support is offered 24/7. REC1 also maintains a product Knowledgebase where users can review articles and can get tips on best practices. The Knowledgebase is also where we store Release Notes and PCI certificates. REC1 has formalized support procedures that involve the following Tiers: Tier 1: Simple usability issues and ‘How do I?’ questions Tier 2: Complex functional questions Tier 3: Technical issues Maintenance and Support “I’d have to say my favorite part of REC1 is the service. Sometimes I encounter something I just can’t figure out and REC1 is always there with a solution. They respond quickly and thoroughly.” Client review from Capterra http://www.capterra.com/parks-and-recreation-software/ EXHIBIT A Exhibit A Exhibit A - Page 34 During regular support hours, we try to have at least six resources available across all tiers. Staff range in experience from 1 to 5 years of supporting the REC1 product. There is an escalation procedure that is followed by all staff from the initial reception of the issue to its successful resolution. Communication is maintained with the Client throughout the process. Release / Upgrade Schedule REC1 currently utilizes a monthly release schedule. The City can expect to receive an average of one new feature per month. We also try to release a new major module quarterly. If bugs are identified, those are “hotfixed” into production and do not await our standard release dates. REC1 is a SaaS solution and all customers are on the same code base. Product enhancements are provided on an ongoing basis to our clients at no additional charge. Many, if not most, of these enhancements originated from a customer enhancement request that was applied to base product and made available to all REC1 customers. System changes are communicated via our website (users will see a notice upon login). For major changes that may require additional staff training (e.g., a brand new module is being released), we will notify the City in advance and schedule the rollout with you as appropriate. We base our roadmap on requests from our customers as well as on our own internal product goals. We maintain a roadmap request system that allows for customers to request changes and to up/down vote ideas that are under consideration. Maintenance and Support EXHIBIT A Exhibit A Exhibit A - Page 35 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-1059 Agenda Date:10/25/2017 Version:1 Item #:10. Report regarding an ordinance approving an amendment to the contract between the Board of Administration, California Public Employees’Retirement System and the City Council,City of South San Francisco, implementing the ability for Classic Safety members to pay a portion of the employer share of their California Public Employees’ Retirement System pension costs.(LaTanya Bellow, Human Resources Director) RECOMMENDATION It is recommended that the City Council introduce an ordinance amending the contract between the Board of Administration,California Public Employees’Retirement System and the City Council,City of South San Francisco,implementing the ability for Classic Safety members to pay a portion of the employer share of their California Public Employees’ Retirement System (CalPERS) pension costs, and waive further reading. BACKGROUND/DISCUSSION The City contracts with CalPERS as the provider of the City’s pension benefits for all active and former fulltime employees.On January 1,2013,the State passed pension reform where all “new members”receive a new,lower cost formula.Any employees hired before January 1,2013 (“Classic Members”)enjoyed the pension formulas in place at the time of the passage of pension reform.Recognizing that the City’s Classic Member Public Safety pension obligations for its Classic Members have become very high,the City and the public safety employee organizations partnered during labor negotiations to create a framework where employees would bare higher contributions to fund their CalPERS pension.The four employee agreements governing the City’s public safety employees (Police Association,International Federations of Firefighters Association,Public Safety Managers,and the Executive Team)were ratified by the unit’s memberships and by City Council in June 2017. On October 11,2017,the City Council adopted a resolution of intention to amend the contract between CalPERS and the City,implementing the ability for Classic Safety Members to pay a portion of the employer share of their CalPERS pension costs as permitted by the Public employees’ Retirement Law. Pursuant to Government code Section 20471,there must be a 20 day period between the adoption of the Resolution of Intention and the adoption of the final Ordinance;therefore,November 8,2017 will be the final reading of the ordinance. FISCAL IMPACT The agreements with the employees provided for long-term structural changes in the City’s Classic Public Safety pension costs.The City currently pays 100 percent of the employer share for the CalPERS pension costs for Classic Employees.For the first time,in addition to the Classic Public Safety Member’s nine percent Employee Share for their CalPERS pension retirements,all Classic Public Safety unit employees will share in City of South San Francisco Printed on 10/19/2017Page 1 of 2 powered by Legistar™ File #:17-1059 Agenda Date:10/25/2017 Version:1 Item #:10. Employee Share for their CalPERS pension retirements,all Classic Public Safety unit employees will share in the employer pension costs.The Classic Public Safety employee cost share would be phased in at one percent effective the first pay period in July 2017 (for a total employee contribution of 10 percent),an additional one percent effective the first full pay period in July 2018 (for a total employee contribution of 12 percent). Effective July 1,2020,the employees will be obligated to pay 3 percent of the employer rate,plus 9 percent of the employee contribution for a total employee commitment of 12 percent. CONCLUSION It is recommended that the City Council introduce an ordinance to approve an amendment to the contract between the Board of Administration California Public employees’Retirement System and the City Council, City of South San Francisco and waive further reading. City of South San Francisco Printed on 10/19/2017Page 2 of 2 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-951 Agenda Date:10/25/2017 Version:1 Item #:10a. An ordinance approving an amendment to the contract between the Board of Administration,California Public Employees’Retirement System and the City Council,City of South San Francisco,implementing the ability for Classic Safety members to pay a portion of the employer share of their California Public Employees’ Retirement System pension costs. WHEREAS,the Public Employees’Retirement Law permits the participation of public agencies and their employees in the Public Employees’Retirement System by the execution of a contract,and sets forth the procedure by which said public agencies may elect to subject themselves and their employees to amendments to said Law; and WHEREAS,on October 11,2017,the City Council of the City of South San Francisco adopted a resolution of intent to approve an amendment to said contract,which resolution contained a summary of the change proposed in said contract; and WHEREAS,the City Council of the City of South San Francisco wishes to adopt an ordinance to approve an amendment to the contract between the Board of Administration California Public Employees’Retirement System and the City Council,City of South San Francisco,implementing the ability for Classic Safety members to pay a portion of the employer share of their California Public Employees’Retirement System (CalPERS) pension costs. NOW,THEREFORE,BE IT ORDAINED that based on the entirety of the record before it,as described below, the City Council of the City of South San Francisco does hereby ordain as follows: SECTION 1.APPROVAL OF CALPERS CONTRACT AMENDMENT The City Council hereby adopts an Ordinance approving an amendment to the contract between the Board of Administration California Public Employees’Retirement System and the City Council,City of South San Francisco,implementing the ability for Classic Safety members to pay a portion of the employer share of their CalPERS pension costs, attached hereto and incorporated herein as Exhibit A. The City Council also hereby authorizes the City Manager to enter into and execute the amendment to the contract on behalf of the City Council in substantially the same form as attached hereto as Exhibit A;to make any revisions,amendments,or modifications,subject to the approval of the City Attorney,deemed necessary to carry out the intent of this ordinance and which do not materially alter or increase the City’s obligations thereunder. City of South San Francisco Printed on 10/19/2017Page 1 of 2 powered by Legistar™ File #:17-951 Agenda Date:10/25/2017 Version:1 Item #:10a. SECTION 2. SEVERABILITY. If any provision of this ordinance or the application thereof to any person or circumstance is held invalid or unconstitutional,the remainder of this ordinance,including the application of such part or provision to other persons or circumstances shall not be affected thereby and shall continue in full force and effect.To this end, provisions of this ordinance are severable.The City Council of the City of South San Francisco hereby declares that it would have passed each section,subsection,subdivision,paragraph,sentence,clause,or phrase hereof irrespective of the fact that any one or more sections,subsections,subdivisions,paragraphs,sentences,clauses, or phrases be held unconstitutional, invalid, or unenforceable. SECTION 3. PUBLICATION AND EFFECTIVE DATE. This ordinance shall be published once,with the names of those City Councilmembers voting for or against it, in the San Francisco Examiner,a newspaper of general circulation in the City of South San Francisco,as required by law, and shall become effective thirty (30) days from and after its adoption. ***** City of South San Francisco Printed on 10/19/2017Page 2 of 2 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-1063 Agenda Date:10/25/2017 Version:1 Item #:11. Motion to approve the Minutes from the meetings of March 8, 2017, March 22, 2017 and October 11, 2017. City of South San Francisco Printed on 10/19/2017Page 1 of 1 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-1064 Agenda Date:10/25/2017 Version:1 Item #:12. Motion confirming payment registers for October 25, 2017.(Richard Lee, Director of Finance) The payments shown in the attached payment register are accurate and sufficient funds were available for payment (payroll items excluded). Attachment: Payment Register City of South San Francisco Printed on 10/19/2017Page 1 of 1 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-1013 Agenda Date:10/25/2017 Version:1 Item #:13. Motion to cancel the Regular City Council meetings on November 22,2017 and December 27,2017.(Mike Futrell, City Manager) RECOMMENDATION It is recommended that the City Council,by motion,cancel the Regular City Council meetings on November 22, 2017 and December 27, 2017. CONCLUSION Cancellation of the November 22,2017 and December 27,2017 Regular City Council meetings will not result in an adverse effect on City business. City of South San Francisco Printed on 10/19/2017Page 1 of 1 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-1009 Agenda Date:10/25/2017 Version:1 Item #:14. Report regarding resolution of the City Council of the City of South San Francisco approving the two applications for grant funds from the Habitat Conservation Fund Program in the amounts of $100,000 from the Trails Category and $9,250 from the Wildlife Area Activities Category for a total of $109,250.(Sharon Ranals, Parks and Recreation Director) RECOMMENDATION It is recommended that the City Council adopt a resolution approving the filing of grant funds from the Habitat Conservation Fund in the amount of $109,250 for trail improvements at Sign Hill and an overnight youth camp at San Bruno Mountain State Park in Fiscal Year (FY) 2017-2018. BACKGROUND/DISCUSSION The State of California enacted the California Wildlife Protection Act of 1990,which provides funds to the State of California for grants to local agencies to acquire,enhance,restore or develop facilities for public recreation and fish and wildlife habitat protection purposes.The State Department of Parks and Recreation has been delegated the responsibility for the administration of the Habitat Conservation Fund (HCF)Program, setting up the necessary procedures governing project applications under the HCF Program. Trails Project:Through this application to the Habitat Conservation Fund Grant Program,the City of South San Francisco is requesting $100,000.This project proposes to restore 1.87 miles of the most heavily used trails in Signal Hill Park by clearing brush to provide a fire break,removing invasive species along existing trails, trail grading,and installing header boards to hold in surfacing materials.This project will also install seating and interpretive signage at key points such as vistas,and along the flight path of the endangered Mission Blue Butterfly.The City would like to include interpretive signage at the base of the trailheads with general information on Sign Hill Park,images of the vistas,and information on key habitat features in areas that would be accessible to all, so that individuals of any ability can learn to appreciate their natural surroundings. Wildlife Areas Project:Through this application to HCF,the City is requesting $9,250 to partially fund an overnight youth wildlife camp at San Bruno Mountain State Park.The project proposes a hiking/camping overnight getaway to get disadvantaged youth from urban areas in the 5th -7th grade aged range in touch with nature and the outdoors,as well as getting much needed physical exercise,through a series of 3 weekend classes that build to an overnight educational excursion in the state park.The classes would include hands on outdoor education activities, designed to encourage an interest and appreciation for wildlife areas. FISCAL IMPACT The total budget for the Trails Project is $200,000,and the total budget for the Wildlife Areas Project is $18,500.HCF requires matching funds of 50 percent.Were the grant to be awarded,Matching funds of City of South San Francisco Printed on 10/19/2017Page 1 of 2 powered by Legistar™ File #:17-1009 Agenda Date:10/25/2017 Version:1 Item #:14. $18,500.HCF requires matching funds of 50 percent.Were the grant to be awarded,Matching funds of $109,250 would be provided from the General Fund as part of the Fiscal Year (FY) 2017-18 budget. CONCLUSION It is recommended that the City Council adopt a resolution approving the filing of grant funds from the Habitat Conservation Fund in the amount of $109,250 for trail improvements at Sign Hill and an overnight youth camp at San Bruno Mountain State Park. City of South San Francisco Printed on 10/19/2017Page 2 of 2 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-1008 Agenda Date:10/25/2017 Version:1 Item #:14a. Resolution of the City Council of the City of South San Francisco approving the two applications for grant funds from the Habitat Conservation Fund Program in the amounts of $100,000 from the Trails Category and $9,250 from the Wildlife Area Activities Category for a total of $109,250. WHEREAS,the people of the State of California have enacted the California Wildlife Protection Act of 1990, which provides funds to the State of California for grants to local agencies to acquire,enhance,restore or develop facilities for public recreation and fish and wildlife habitat protection purposes; and WHEREAS,the State Department of Parks and Recreation has been delegated the responsibility for the administration of the Habitat Conservation Fund (HCF)Program,setting up necessary procedures governing project application under the HCF Program; and WHEREAS,said procedures established by the State Department of Parks and Recreation require the applicant to certify by resolution the approval of applications before submission of said applications to the State; and WHEREAS, the applicant will enter into a contract with the State of California to complete the projects. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of South San Francisco hereby: 1.Approves the filing of an application for the Habitat Conservation Fund Program; and 2.Certifies that said applicant has or will have available,prior to commencement of any work on the project included in this application, the required match and sufficient funds to complete the project; and 3.Certifies that the applicant has or will have sufficient funds to operate and maintain the projects, and 4.Certifies that the applicant has reviewed,understands,and agrees to the provisions contained in the contract shown in the Grant Administration Guide; and 5.Delegates the authority to the City Manager to conduct all negotiations,execute and submit all documents,including,but not limited to applications,agreements,amendments,payment requests and so on, which may be necessary for the completion of the project; and 6.Agrees to comply with all applicable federal,state and local laws,ordinances,rules,regulations and guidelines. ***** City of South San Francisco Printed on 10/26/2017Page 1 of 1 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-1045 Agenda Date:10/25/2017 Version:1 Item #:15. Report regarding a resolution authorizing the acceptance of $25,000 in grant funding from the Woodlawn Foundation to support the Community Learning Center’s after-school homework program and approve Budget Amendment 18.011.(Valerie Sommer, Library Director) RECOMMENDATION It is recommended that the City Council adopt a resolution accepting grant funding in the amount of $25,000 from the Woodlawn Foundation to support Community Learning Center’s (CLC)after-school homework program, and approving Budget Amendment 18.011. BACKGROUND/DISCUSSION In August 2017,the Library Department applied for grant funding from the Woodlawn Foundation to support the CLC’s after-school homework program.In September 2017,a grant award in the amount of $25,000 was awarded to provide free after-school academic support for children attending school or living in South San Francisco.Many program children come from households where parents work multiple jobs and/or have language or literacy issues.The after-school program consists of the Homework Club for children in 3rd to 5th grade.The program aims to promote the successful completion of homework,a critical need identified by both teachers and parents.CLC meets with parents and hosts family education workshops focusing on math,reading, and healthy living to support learning at home.In addition to homework assistance,the program offers dynamic learning clubs featuring enrichment activities such as art and music.Science,Technology,Engineering,and Math (STEM) activities are also provided throughout the school year. FISCAL IMPACT Grant funds will be used to amend the Library Department’s current Fiscal Year 2017-18 Operating Budget per Budget Amendment 18.011.Funds not expended in Fiscal Year 2017-18 will be carried over into Fiscal Year 2018-19. Receipt of these funds does not commit the City to ongoing funding. CONCLUSION Receipt of these funds will support the Community Learning Center’s after-school homework program for children attending school or living in South San Francisco.It is recommended that the City Council accept $25,000 in grant funding and approve Budget Amendment 18.011. City of South San Francisco Printed on 10/19/2017Page 1 of 1 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-1046 Agenda Date:10/25/2017 Version:1 Item #:15a. Resolution authorizing the acceptance of $25,000 in grant funding from the Woodlawn Foundation to support the Community Learning Center’s after-school homework program and approve Budget Amendment 18.011. WHEREAS,the City of South San Francisco (“City”)Library Department established the Community Learning Center to assist adults and their families in reaching educational goals; and WHEREAS,in September 2017,the Woodlawn Foundation awarded a grant to the City in the amount of $25,000 to fund after-school homework programs at the Community Learning Center; and WHEREAS,the homework programs promote the successful completion of homework,host family education workshops, and provide art, music, science, technology, engineering and math activities; and WHEREAS,staff recommends the acceptance of grant funding in the amount of $25,000 from the Woodlawn Foundation to support the Community Learning Center after-school homework programs; and WHEREAS,the foregoing grant funds will be used to amend this year’s operating budget of the Library Department through Budget Amendment 18.011. NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of South San Francisco that the City Council hereby accepts $25,000 in grant funding from the Woodlawn Foundation and approves Budget Amendment 18.011. ***** City of South San Francisco Printed on 10/26/2017Page 1 of 1 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-1027 Agenda Date:10/25/2017 Version:1 Item #:16. Report regarding a resolution of support for the filing of an application for funding assigned to Metropolitan Transportation Commission and committing any necessary matching funds and stating assurance to complete the Plans,Specifications and Estimates Phase for the US 101 Produce Avenue Interchange Project.(Richard Cho, Senior Civil Engineer) RECOMMENDATION It is recommended that the City Council adopt a resolution of support to the filing of an application for funding assigned to MTC and committing any necessary matching funds and stating assurance to complete the Plans,Specifications and Estimates (PS&E,or “Design”)Phase for the US 101 Produce Avenue Interchange Project. BACKGROUND/DISCUSSION On September 3,2015,the San Mateo County Transportation Authority approved a Measure A Highway Program grant in the amount of $3,000,000 to allow the City of South San Francisco to start the Project Approval and Environmental Document (PA/ED)phase for the US 101/Produce Avenue Interchange Project (“Project”).The Highway Program focuses on projects which remove bottlenecks in the most congested commute corridors and improve the commute along critical corridors.The implementing agency,the City of South San Francisco, is responsible for the successful completion of each of the following project components: 1.Project Approval and Environmental Document Phase. 2.Preparation of Plans, Specifications and Estimates Phase. 3.Acquisition of rights-of-way, including, but not limited to, support activities. 4.Construction, construction management and engineering, including surveys and inspection. The Highway Program allows the City of South San Francisco to fund the PA/ED phase of the Project,which is currently underway.Ultimately,the Project will construct an east-west connection across US 101,improve the connectivity to southbound and northbound 101,remove some of the non-standard features at this location,and provide new ramp configurations at Produce Avenue.The Project will provide the adjacent developments surrounding Produce Avenue at the US 101 juncture better access to the on ramps and improve traffic circulation.The City has executed a consultant services agreement with AECOM of San Jose,California to prepare the necessary documents in the PA/ED phase. The City,as sponsor of the Project,is responsible for the PA/ED phase.The California Department of Transportation (Caltrans),as owner and operator of the facility,will,at its own cost,provide Independent Quality Assurance for work within its right-of-way,act as the Lead Agency for California Environmental Quality Act (CEQA)and National Environmental Policy Act (NEPA)activities,and approve the products of City of South San Francisco Printed on 10/19/2017Page 1 of 2 powered by Legistar™ File #:17-1027 Agenda Date:10/25/2017 Version:1 Item #:16. Quality Act (CEQA)and National Environmental Policy Act (NEPA)activities,and approve the products of this phase of work.A Cooperative Agreement between Caltrans and the City was signed per resolution 37-2017 to document respective obligations for the US 101/Produce Avenue Interchange Project PA/ED phase.Once the PA/ED phase is complete, the project would enter the Plans, Specifications, and Estimates (PS&E) Phase. On September 14,2017,the City/County Association of Governments (C/CAG)notified the City that it is proposing to allocate $5,000,000 of 2018 Statewide Transportation Improvement Program (STIP)funds in Fiscal Year (FY)2020-21 for the US 101/Produce Avenue Interchange PS&E (Design)Phase.STIP program summary attached.As a requirement,the City must adopt the associated resolution of support to receive funding. FISCAL IMPACT The estimated cost for the PS&E (Design)Phase is approximately $6,200,000.Although no minimum match is required for this cycle,City staff will need to commit $1,300,000 of local match funds to fund the PS&E Phase by FY 2020-21, as required by STIP. US 101 Produce Avenue Interchange Grant Req.City Funds TOTAL Plans, Specifications and Estimates (PS&E)$5,000,000 $1,200,000 $6,200,000 Grant Administration $ 100,000 $ 100,000 PS&E (Design) Cost $5,000,000 $1,300,000 $6,300,000 The City will need to provide $1,300,000,which is 21 percent of total project cost.The City’s required match may come from Gas Tax,Measure A,or other funding sources.At the time the PS&E phase is budgeted,staff will recommend the final funding sources. CONCLUSION This project will provide the adjacent developments surrounding Produce Avenue at the US 101 better access to the on ramps and improve the traffic circulation.Staff recommends that the City Council adopt the associated resolution of support to the filing of an application for funding the Project and committing necessary funds to complete the PS&E (Design) Phase. Attachment 1 - SM County 2018 STIP Summary City of South San Francisco Printed on 10/19/2017Page 2 of 2 powered by Legistar™ SUMMARY of PROPOSED 2018 STIP FOR SAN MATEO COUNTY ($1,000's) SM County 2018 STIP Summary 8-4-17 1 of 1 9/5/2017 Lead Agency Rte PPNO Project Total (2016 STIP) Total (2018 STIP) (Info Only) 17-18 18-19 19-20 20-21 21-22 22-23 Menlo Park 101 690A US 101/Willow interchange reconstruction - AB 3090 8,000 8,000 Pacifica 1 632C SR 1 Calera Parkway - Pacifica 6,900 San Mateo 92/82 668A Phase 1 of SR 92 Improvement from I-280 to US 101 - Construction of Operational Improvement at the SR 92/El Camino Real Interchange - Allocated 5,000 5,000 South San Francisco 82 648F Grandfathered MTC TE - ECR Complete Streets 1,991 1,991 SM C/CAG VAR 2140E Countywide ITS Project - (SSF Smart Corridors expansion)4,298 240 4,058 SM C/CAG 92 668D Phase 2 of SR 92 Improvement from I-280 to US 101 - Improvement at the SR 92/US 101 Interchange Vicinity 5,628 2,411 3,217 SM C/CAG 101 New US 101 High Occupancy/ Express Lane Project from Santa Clara County Line to I-380 33,498 15,000 18,498 RWC 101 New Woodside Interchange 8,000 8,000 SSF 101 New Produce Interchange - Improvements 5,000 5,000 SM C/CAG 101/280 New ITS Improvements in Daly City and Brisbane - (Daly City and Brisbane Smart Corridors expansion)8,500 600 1,000 6,900 SUBTOTAL - HIGHWAY (2018/19 thru 2022/23):24,917 54,998 23,240 25,567 9,217 6,900 MTC 2140 Planning, programming, and monitoring (MTC)74 246 74 0 82 82 82 SM C/CAG 2140A Planning, programming, and monitoring (CMA)338 787 338 0 263 262 262 SUBTOTAL - PLANNING (2018/19 thru 2022/23):412 1,033 412 0 345 344 344 Grand Total (2018/19 thru 2022/23):56,031 23,652 25,567 9,562 7,244 344 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:17-1028 Agenda Date:10/25/2017 Version:1 Item #:16a. Resolution of support for the filing of an application for funding assigned to Metropolitan Transportation Commission and committing any necessary matching funds and stating assurance to complete the Plans, Specifications and Estimates Phase for the US 101 Produce Avenue Interchange Project. WHEREAS,the City of South San Francisco (herein referred to as “Applicant”)is submitting an application to the Metropolitan Transportation Commission (MTC)for five million dollars ($5,000,000)in funding assigned to MTC for programming discretion,which includes federal funding administered by the Federal Highway Administration (FHWA)and federal or state funding administered by the California Transportation Commission (CTC)such as Surface Transportation Block Grant Program (STP)funding,Congestion Mitigation and Air Quality Improvement Program (CMAQ)funding,Transportation Alternatives (TA)set- aside/Active Transportation Program (ATP)funding,and Regional Transportation Improvement Program (RTIP)funding (herein collectively referred to as “Regional Discretionary Funding”)for the US 101 Produce Avenue Interchange Project (herein referred to as “Project”)for the Regional Transportation Improvement Program (herein referred to as “Program”); and WHEREAS,the United States Congress from time to time enacts and amends legislation to provide funding for various transportation needs and programs,(collectively,the “Federal Transportation Act”)including,but not limited to,the Surface Transportation Block Grant Program (STP)(23 U.S.C.§133),the Congestion Mitigation and Air Quality Improvement Program (CMAQ)(23 U.S.C.§149)and the Transportation Alternatives (TA)set -aside (23 U.S.C. § 133); and WHEREAS,state statutes,including California Streets and Highways Code §182.6,§182.7,and §2381(a)(1), and California Government Code §14527,provide various funding programs for the programming discretion of the Metropolitan Planning Organization (MPO) and the Regional Transportation Planning Agency (RTPA); and WHEREAS,pursuant to the Federal Transportation Act,and any regulations promulgated thereunder,eligible project sponsors wishing to receive federal or state funds for a regionally-significant project shall submit an application first with the appropriate MPO,or RTPA,as applicable,for review and inclusion in the federal Transportation Improvement Program (TIP); and WHEREAS, MTC is the MPO and RTPA for the nine counties of the San Francisco Bay region; and WHEREAS,MTC has adopted a Regional Project Funding Delivery Policy (MTC Resolution No.3606, revised) that sets out procedures governing the application and use of Regional Discretionary Funding; and City of South San Francisco Printed on 10/26/2017Page 1 of 4 powered by Legistar™ File #:17-1028 Agenda Date:10/25/2017 Version:1 Item #:16a. WHEREAS, the Applicant is an eligible sponsor for Regional Discretionary Funding; and WHEREAS,as part of the application for Regional Discretionary Funding,MTC requires a resolution adopted by the responsible implementing agency stating the following: •The commitment of any required matching funds; •That the sponsor understands that the Regional Discretionary Funding is fixed at the programmed amount,and therefore any cost increase cannot be expected to be funded with additional Regional Discretionary Funding; •That the Project will comply with the procedures,delivery milestones and funding deadlines specified in the Regional Project Funding Delivery Policy (MTC Resolution No. 3606, revised); •The assurance of the sponsor to complete the Project as described in the application,subject to environmental clearance,and if approved,as included in MTC's federal Transportation Improvement Program (TIP); •That the Project will have adequate staffing resources to deliver and complete the Project within the schedule submitted with the project application; •That the Project will comply with all project-specific requirements as set forth in the Program; •That the Applicant has assigned,and will maintain,a single point of contact for all FHWA-and CTC- funded transportation projects to coordinate within the agency and with the respective Congestion Management Agency (CMA),MTC,California Department of Transportation (Caltrans),FHWA,and CTC on all communications,inquires or issues that may arise during the federal programming and delivery process for all FHWA-and CTC-funded transportation and transit projects implemented by the Applicant; •In the case of a transit project,the Project will comply with MTC Resolution No.3866,revised,which sets forth the requirements of MTC’s Transit Coordination Implementation Plan to more efficiently deliver transit projects in the region; •In the case of a highway project,the Project will comply with MTC Resolution No.4104,which sets forth MTC’s Traffic Operations System (TOS)Policy to install and activate TOS elements on new major freeway projects; and •In the case of an RTIP project,state law requires the Project be included in a local congestion management plan,or be consistent with the capital improvement program adopted pursuant to MTC’s funding agreement with the countywide transportation agency; and WHEREAS,that the Applicant is authorized to submit an application for Regional Discretionary Funding for the Project; and WHEREAS, there is no legal impediment to the Applicant making applications for the funds; and WHEREAS,there is no pending or threatened litigation that might in any way adversely affect the proposed Project, or the ability of the Applicant to deliver such a Project; and City of South San Francisco Printed on 10/26/2017Page 2 of 4 powered by Legistar™ File #:17-1028 Agenda Date:10/25/2017 Version:1 Item #:16a. WHEREAS,the Applicant authorizes its Executive Director,General Manager,or designee to execute and file an application with MTC for Regional Discretionary Funding for the Project as referenced in this resolution; and WHEREAS,MTC requires that a copy of this resolution be transmitted to the MTC in conjunction with the filing of the application. NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of South San Francisco that the Applicant is authorized to execute and file an application for funding for the Project for Regional Discretionary Funding under the Federal Transportation Act or continued funding. BE IT FUTHER RESOLVED that: ·The Applicant will provide any required matching funds. ·The Applicant understands that the Regional Discretionary Funding for the Project is fixed at the MTC approved programmed amount,and that any cost increases must be funded by the Applicant from other funds,and that the Applicant does not expect any cost increases to be funded with additional Regional Discretionary. ·The Applicant understands the funding deadlines associated with these funds and will comply with the provisions and requirements of the Regional Project Funding Delivery Policy (MTC Resolution No. 3606,revised)and Applicant has,and will retain the expertise,knowledge and resources necessary to deliver federally-funded transportation and transit projects,and has assigned,and will maintain a single point of contact for all FHWA-and CTC-funded transportation projects to coordinate within the agency and with the respective Congestion Management Agency (CMA),MTC,Caltrans,FHWA,and CTC on all communications,inquires or issues that may arise during the federal programming and delivery process for all FHWA-and CTC-funded transportation and transit projects implemented by the Applicant. ·The Project will be implemented as described in the complete application and in this resolution,subject to environmental clearance,and,if approved,for the amount approved by MTC and programmed in the federal TIP. ·The Applicant has reviewed the Project and has adequate staffing resources to deliver and complete the Project within the schedule submitted with the project application. ·The Project will comply with the requirements as set forth in MTC programming guidelines and project selection procedures for the Program. ·In the case of a transit project,the Applicant agrees to comply with the requirements of MTC’s Transit Coordination Implementation Plan as set forth in MTC Resolution No. 3866, revised. ·In the case of a highway project,the Applicant agrees to comply with the requirements of MTC’s Traffic Operations System (TOS) Policy as set forth in MTC Resolution No. 4104. ·In the case of an RTIP project,the Project is included in a local congestion management plan,or is consistent with the capital improvement program adopted pursuant to MTC’s funding agreement with City of South San Francisco Printed on 10/26/2017Page 3 of 4 powered by Legistar™ File #:17-1028 Agenda Date:10/25/2017 Version:1 Item #:16a. the countywide transportation agency. ·The Applicant is an eligible sponsor of Regional Discretionary Funding projects. BE IT FUTHER RESOLVED that the Applicant is authorized to submit an application for Regional Discretionary Funding for the Project. BE IT FUTHER RESOLVED that there is no legal impediment to the Applicant making applications for the funds. BE IT FUTHER RESOLVED that there is no pending or threatened litigation that might in any way adversely affect the proposed Project, or the ability of the Applicant to deliver such a Project. BE IT FUTHER RESOLVED that the Applicant authorizes its City Manager,or designee,to execute and file an application with MTC for Regional Discretionary Funding for the Project as referenced in this resolution. BE IT FUTHER RESOLVED that a copy of this resolution will be transmitted to the MTC in conjunction with the filing of the application. BE IT FUTHER RESOLVED that the MTC is requested to support the application for the Project described in the resolution,and if approved,to include the Project in MTC's federal TIP upon submittal by the project sponsor for TIP programming. ***** City of South San Francisco Printed on 10/26/2017Page 4 of 4 powered by Legistar™