HomeMy WebLinkAbout08-15-2017 Amended Agenda Packet 1Amended Agenda
Tuesday, August 15, 2017
3:00 PM REGULAR MEETING Council Hearing Room
990 Palm Street
San Luis Obispo
* This amended agenda includes the addition of Closed Session Items A and B listed in italicized
type.
CALL TO ORDER: Mayor Heidi Harmon
ROLL CALL: Council Members Carlyn Christianson, Aaron Gomez, Andy
Pease, Vice Mayor Dan Rivoire and Mayor Heidi Harmon
PUBLIC COMMENT ON CLOSED SESSION ITEMS
CLOSED SESSION
A. Consideration of Public Employee Appointment
Pursuant to Government Code § 54957(b)(1)
Title: City Manager
B. Consideration of Public Employee Appointment
Pursuant to Government Code § 54957(b)(1)
Title: Interim City Manager
ADJOURNED TO THE REGULAR MEETING OF AUGUST 15, 2017 TO BEGIN AT
4:00 PM.
Tuesday, August 15, 2017
4:00 PM REGULAR MEETING Council Chamber
990 Palm Street
San Luis Obispo Page 1
CALL TO ORDER: Mayor Heidi Harmon
ROLL CALL: Council Members Carlyn Christianson, Aaron Gomez, Andy
Pease, Vice Mayor Dan Rivoire and Mayor Heidi Harmon
PRESENTATIONS
1.CAL POLY STUDENT ENROLLMENT PRESENTATION (15 MINUTES)
STUDY SESSION
2.WATER AND WASTEWATER RATE STRUCTURE REVIEW (MATTINGLY /
METZ – 60 MINUTES)
Recommendation:
Participate in the second of four water and wastewater rate structure study sessions with
HDR Engineering, Inc. and prioritize rate structure goals.
ADJOURNED TO THE REGULAR MEETING OF AUGUST 15, 2017 TO BEGIN AT
6:00 PM.
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San Luis Obispo City Council Agenda August 15, 2017 Page 2
6:00 PM REGULAR MEETING Council Chamber
990 Palm Street
CALL TO ORDER: Mayor Heidi Harmon
ROLL CALL: Council Members Carlyn Christianson, Aaron Gomez, Andy
Pease, Vice Mayor Dan Rivoire and Mayor Heidi Harmon
PLEDGE OF ALLEGIANCE: Council Member Andy Pease
CITY ATTORNEY REPORT ON CLOSED SESSION
PUBLIC COMMENT PERIOD FOR ITEMS NOT ON THE AGENDA (not to exceed 15
minutes total)
The Council welcomes your input. You may address the Council by completing a speaker slip
and giving it to the City Clerk prior to the meeting. At this time, you may address the Council
on items that are not on the agenda. Time limit is three minutes. State law does not allow the
Council to discuss or take action on issues not on the agenda, except that members of the
Council or staff may briefly respond to statements made or questions posed by persons
exercising their public testimony rights (gov. Code sec. 54954.2). Staff may be asked to
follow up on such items.
CONSENT AGENDA
A member of the public may request the Council to pull an item for discussion. Pulled items
shall be heard at the close of the Consent Agenda unless a majority of the Council chooses
another time. The public may comment on any and all items on the Consent Agenda within the
three minute time limit.
3.WAIVE READING IN FULL OF ALL RESOLUTIONS AND ORDINANCES
(GALLAGHER)
Recommendation
Waive reading of all resolutions and ordinances as appropriate.
4.MINUTES OF JUNE 6, 2017, JULY 11, 2017 AND JULY 18, 2017 (GALLAGHER)
Recommendation:
Approve minutes of the June 6, 2017, July 11, 2017 and July 18, 2017 City Council
meetings.
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5.AUTHORIZATION TO ISSUE AN RFP FOR AN ENTERPRISE RESOURCE
PLANNING (ERP) SYSTEM (BRADFORD / JATHANNA)
Recommendation:
1.Approve the issuance of an RFP for an Enterprise Resource Planning (ERP) software
system; and
2.Authorize the City Manager to execute agreements with selected ERP software vendor
and/or software implementer based on the software vendor/implementers selected if
proposal is within approved total implementation budget; and
3.Authorize the Finance Director or their designee to execute Purchase Orders to software
vendor and/or consulting services based on the software selected and contracts
negotiated in an amount not-to-exceed the authorized project budget.
6.ORDINANCE ADOPTION AMEND TITLE 17 OF THE MUNICIPAL CODE
ASSOCIATED WITH DEVELOPMENT AGREEMENTS (CODRON / DAVIDSON)
Recommendation:
Adopt Ordinance No. 1636 (2017 Series) entitled “An Ordinance of the City Council of the
City of San Luis Obispo, California, amending Title 17 (Zoning Regulations) of the
Municipal Code associated with Development Agreements with an exemption from
Environmental Review (CODE-0107-2017).”
7.APPROVAL OF THE FINAL MAP FOR TRACT 2428-2, 3000 CALLE MALVA (TR
121-13) (CODRON / DOSTALEK)
Recommendation:
Adopt a resolution entitled “A Resolution of the City Council of the City of San Luis Obispo,
California, approving the final map for Tract 2428-2 (3000 Calle Malva, TR 121-13)” and
authorizing the Mayor to execute a Subdivision Agreement.
8.ORDINANCE ADOPTION AMENDING CHAPTER 10.52.010 (PARKING METER
ZONE RATES) OF THE SAN LUIS OBISPO MUNICIPAL CODE (GRIGSBY / LEE)
Recommendation:
Adopt Ordinance No. 1635 (2017 Series) entitled “An Ordinance of the City Council of the
City of San Luis Obispo, California, amending Section 10.52.010 (Parking Meter Zone
Rates) of the San Luis Obispo Municipal Code” to increase parking rates for metered spaces
effective January 1, 2018 and again on July 1, 2020.
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9.AUTHORIZE CITY MANAGER TO ENTER INTO A SOLE SOURCE CONTRACT
WITH CENTRE FOR ORGANIZATION EFFECTIVENESS (COE) FOR
EMPLOYEE AND LEADERSHIP DEVELOPMENT PROGRAM (IRONS /
ROLTGEN)
Recommendation:
1.Authorize the issuance of a purchase order to the Centre for Organizational
Effectiveness (COE) in the amount of $123,750; and
2.Authorize the City Manager to execute a sole source agreement with the COE not to
exceed $123,750 for fiscal year 2017-18 to continue a comprehensive employee and
leadership development and core competency program for the City of San Luis Obispo.
10.HUMAN RESOURCES AND FINANCE DEPARTMENTS’ OFFICE
RECONFIGURATION, SPECIFICATION NO. 91525 (GRIGSBY / IRONS /
BRADFORD / ESPARZA-RENIERE)
Recommendation:
1.Approve construction documents for "Human Resources and Finance Departments’ Office
Reconfiguration"; and
2.Authorize staff to advertise for bids and authorize the City Manager to award the
construction contract if the lowest responsible bid is within the Engineer’s Estimate of
$112,939; and
3.Authorize allocation of $185,848 from the General Fund balance.
11.AMENDMENT TO THE GRANT AGREEMENT WITH COMMUNITY ACTION
PARTNERSHIP OF SAN LUIS OBISPO COUNTY, INC. (CAPSLO) FOR FUNDING
FOR THE HOMELESS SERVICES CENTER (40 PRADO) (JOHNSON / HERMANN)
Recommendation:
Approve the amendment to the grant agreement with CAPSLO for funding for the homeless
services center (40 Prado) to extend the term for completion of the project by June 30, 2018.
12.AMENDMENT TO THE AGREEMENT WITH BARNETT COX & ASSOCIATES
(BCA) FOR COMMUNICATIONS SUPPORT SERVICES (JOHNSON / HERMANN)
Recommendation:
Approve the amendment to the agreement with BCA for communications support services.
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13.CLAIM SETTLEMENT DELEGATION TO CALIFORNIA JOINT POWERS
INSURANCE AUTHORITY (CJPIA) FOR WORKERS’ COMPENSATION CLAIMS
INCURRED PRIOR TO MEMBERSHIP (IRONS / ZOCHER)
Recommendation:
Adopt a resolution entitled “A Resolution of the City Council of the City of San Luis Obispo,
California, delegating claim settlement authority to the California Joint Powers Insurance
Authority for workers’ compensation claims incurred prior to membership.”
14.HIGHLAND DRIVE GATEWAY MONUMENT PROJECT, SPECIFICATION NO.
90766 - PG&E EASEMENT (GRIGSBY / MCGUIRE)
Recommendation:
Adopt a resolution entitled “A Resolution of the City Council of the City of San Luis
Obispo, California, approving the real property easement agreement with Pacific Gas &
Electric for utility service” authorizing the Mayor to execute the agreement to allow for
utility relocation at the Highland Drive Gateway Monument.
PUBLIC HEARINGS AND BUSINESS ITEMS
15.SAFE ROUTES TO SCHOOL PLAN FOR BISHOP’S PEAK AND PACHECO
ELEMENTARY SCHOOLS (GRIGSBY / HUDSON / FUKUSHIMA – 30 MINUTES)
Recommendation:
Adopt a resolution entitled “A Resolution of the City Council of the City of San Luis
Obispo, California, adopting the Safe Routes to School Plan for Bishop’s Peak and Pacheco
Elementary Schools, amending the 2013 Bicycle Transportation Plan to include the Class I
Path between Ramona Dr. and Foothill Blvd., and adopting an Addendum to the initial
study/Negative Declaration for the 2013 Bicycle Transportation Plan.”
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STUDY SESSION
16.BROAD STREET BICYCLE BOULEVARD OPTIONS (GRIGSBY / HUDSON /
SCHWARTZ – 90 MINUTES)
Recommendation:
1.Hold a study session and receive a presentation on three alternatives for the Broad Street
Bicycle Boulevard; and
2.Receive public input and provide guidance to staff regarding the Council’s preferred
alternative; and
3.Direct staff to complete the Broad Street Bicycle Boulevard plan with the Council’s
preferred alternative and return to Council for consideration of the completed plan.
PUBLIC HEARINGS AND BUSINESS ITEMS
17.SCHEDULE OF CITY COUNCIL MEETINGS FOR 2018 (GALLAGHER – 15
MINUTES)
Recommendation:
Establish a regular meeting schedule for the 2018 calendar year; and
1.Reschedule the regular City Council meeting of January 2 to January 9, 2018; and
2. Reschedule the regular City Council meeting of July 3, to July 10, 2018; and
3. Reschedule the regular City Council meeting of November 6 to November 13, 2018
4.Cancel the regular City Council meetings of August 7 and December 18, 2018.
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LIAISON REPORTS AND COMMUNICATIONS
Not to exceed 15 minutes) Council Members report on conferences or other City activities. At
this time, any Council Member or the City Manager may ask a question for clarification, make
an announcement, or report briefly on his or her activities. In addition, subject to Council
Policies and Procedures, they may provide a reference to staff or other resources for factual
information, request staff to report back to the Council at a subsequent meeting concerning any
matter, or take action to direct staff to place a matter of business on a future agenda. (Gov.
Code Sec. 54954.2).
ADJOURNMENT
The next Regular City Council Meeting is scheduled for Tuesday, September 5, 2017 at 4:00 p.m.,
and 6:00 p.m., in the Council Chamber, 990 Palm Street, San Luis Obispo, California.
LISTENING ASSISTIVE DEVICES are available for the hearing impaired--please see City Clerk.
The City of San Luis Obispo wishes to make all of its public meetings accessible to the
public. Upon request, this agenda will be made available in appropriate alternative formats to
persons with disabilities. Any person with a disability who requires a modification or
accommodation in order to participate in a meeting should direct such request to the City
Clerk’s Office at (805) 781-7100 at least 48 hours before the meeting, if possible.
Telecommunications Device for the Deaf (805) 781-7107.
City Council regular meetings are televised live on Charter Channel 20. Agenda related
writings or documents provided to the City Council are available for public inspection in the
City Clerk’s Office located at 990 Palm Street, San Luis Obispo, California during normal
business hours, and on the City’s website www.slocity.org. Persons with questions concerning
any agenda item may call the City Clerk’s Office at (805) 781-7100.
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Meeting Date: 8/15/2017
FROM: Carrie Mattingly, Utilities Director
Prepared By: Jennifer Metz, Utilities Project Manager
SUBJECT: WATER AND WASTEWATER RATE STRUCTURE REVIEW
RECOMMENDATION
Participate in the second of four water and wastewater rate structure study sessions with HDR
Engineering, Inc. and prioritize rate structure goals.
DISCUSSION
Background
At the July 18, 2017 City Council meeting, Shawn Koorn from HDR Engineering, Inc. (HDR)
kicked off the Water and Wastewater Rate Structure Review by providing the Council with a
presentation on the fundamentals of water and sewer rate structure design. The study session
included a discussion on fundamentals of developing cost-based rate structures, rate setting
philosophy, underlying rate setting goals and objectives, terminology, and technical aspects of
rate structure design. The presentation also summarized the rate structure review process and the
topics to be covered in the three remaining study sessions.
During Study Session 2, Mr. Koorn will engage the Council in a
discussion of commonly accepted rate structure design goals and
objectives, their meanings and implications to an overall rate
structure design, and current industry thinking and trends in rate
design. The presentation will also include a review of the current
rate structure and goals. This will give the Council a basis to
develop a prioritized set of goals and objectives that will establish
the basis for the conceptual rates and assist in the rate structure
decision making process.
Following an explanation of rate design goals, Council will work
through identifying and defining goals in alignment with the City’s
values, and then weight them; a process which will result in an
updated set of rate design goals and objectives. Ultimately, Council
and staff will be asked to prioritize their top five water and sewer
rate structures. The last time City Council considered the rate
structure was during study sessions focused on water in 2012. That
prioritization is listed in the table.1 Prior to 2012, both water and
1 It should be noted that, regarding Goal 5, the idea of using a water rate structure to purely discourage wasteful
water use has been deemed in violation of the requirements of Prop 218. Specifically, in the case of Capistrano
Taxpayers Association, Inc. v. City of San Juan Capistrano , the court held, among other things, that a tiered water
rate structure must correlate with the actual cost of providing water at those tiered levels. Rate pricing which is
intended to purely discourage water use does not comply with this substantive mandate.
2012 City Council
Rate Structure Design
Goals & Objectives
Prioritization
1.Revenue Stability and
Predictability
2.Stability and
Predictability of Rates
3.Easy to Understand
and Administer
4.Fair Allocation of
Costs
5.Discourage Wasteful
Use
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2
wastewater rate structures had been determined in 2006.
Next Steps
At Study Session 3 on October 3, HDR will present the results of the City Council weighting of
recommended rate structure goals for discussion. Based on the City’s prioritized rate structure
design goals and objectives, conceptual water and wastewater rate designs (rate structures only,
no actual rates, meaning no dollars) will be developed by HDR and presented to the City
Council. Based on Council input from the meeting, HDR and staff will then narrow the field and
select the top rate structures (e.g. 2-3 structures). The selected rate structures will be evaluated
and presented to the Council at Study Session 4 on November 7.
A fourth Study Session with the City Council is planned where HDR will present the “road test”
of the final selected conceptual rate structure which will support the prioritized goals and
financial policies. Actual rates and bill comparisons will be used to review any impacts to
ratepayers based on current revenue levels (i.e., current rates). Although there will be numbers
associated with the “road test” it is not an exercise in setting the actual rates.
After completion of the study sessions, HDR will provide the Council with a report summarizing
the steps taken to review the rate structure, an overview of the rate structures reviewed during the
study, recommendations of the analysis HDR will undertake, and recommended final proposed
water and wastewater rate structures.
ENVIRONMENTAL REVIEW
No environmental review is required for Water and Wastewater Rate Structure Review study
sessions.
CONCURRENCES
Concurrence from other City departments is not required for Water and Wastewater Rate
Structure Review study sessions.
FISCAL IMPACT
There is no fiscal impact associated with participating in the Water and Wastewater Rate
Structure Review study sessions.
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San Luis Obispo Page 1
Tuesday, June 6, 2017
Regular Meeting of the City Council
CALL TO ORDER
A Regular Meeting of the San Luis Obispo City Council was called to order on Tuesday, June
6, 2017 at 6:00 p.m. in the Council Chamber, located at 990 Palm Street, San Luis Obispo,
California, by Mayor Harmon.
ROLL CALL
Council Members
Present: Council Members Carlyn Christianson, Aaron Gomez, Andy Pease, Vice Mayor
Dan Rivoire, and Mayor Heidi Harmon.
Council Members
Absent: None
City Staff
Present: Katie Lichtig, City Manager; Christine Dietrick, City Attorney; Derek Johnson,
Assistant City Manager; and Carrie Gallagher, City Clerk; were present at Roll
Call. Other staff members presented reports or responded to questions as indicated
in the minutes.
PLEDGE OF ALLEGIANCE
Council Member Andy Pease led the Pledge of Allegiance.
PRESENTATIONS
1.MAYOR'S AWARDS FOR COMMUNITY SERVICE
Presentation of the Mayor's Awards for Community Service to San Luis Obispo High
School students for completing eighty hours or more of community service.
2.PROCLAMATION - NET ZERO ENERGY DAY
Presentation of a proclamation to Marcus Carloni, Sustainability Coordinator, representing
the City of San Luis Obispo, declaring June 20, 2017 as "Net Zero Energy Day" and
encouraging all residents of the City of San Luis Obispo to support Net Zero Energy Day by
consciously reducing or eliminating their energy use for the day.
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PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
Louise Justice
Cory Jones
Harry Busselin
---End of Public Comment---
Council Member Gomez suggested June 20th as a possible meeting date for discussion regarding
Straws Upon Request be June 20th, Mayor Harmon and Council Member Pease spoke in support;
City Manager Lichtig noted the need for possible work program tradeoffs as it relates to the
Climate Action Plan Work Program if new items were to be added at this time.
CONSENT AGENDA
ACTION: MOTION BY COUNCIL MEMBER CHRISTIANSON, SECOND BY VICE
MAYOR RIVOIRE, CARRIED 5-0 to approve Consent Calendar Items 3 thru 14.
3. WAIVE READING IN FULL OF ALL RESOLUTIONS AND ORDINANCES
CARRIED 5-0, to waive reading of all resolutions and ordinances as appropriate.
4. MINUTES OF APRIL 4 AND 12, 2017
CARRIED 5-0, to approve the Minutes of the City Council meeting of April 4, 2017 and
Joint City Council and Planning Commission Special meeting of April 12, 2017.
5. ORDINANCE ADOPTION TO AMEND TITLE 17 OF THE MUNICIPAL CODE
ASSOCIATED WITH ACCESSORY DWELLING UNITS
CARRIED 5-0, to adopt Ordinance No. 1634 (2017 Series) entitled “An Ordinance of the
City Council of the City of San Luis Obispo, California, amending Title 17 (Zoning
Regulations) of the Municipal Code associated with Accessory Dwelling Units with a
Statutory Exemption from Environmental Review (CODE-0107-2017).”
Public Comments:
Greg Wynn
---End of Public Comment---
6. RESOLUTION AUTHORIZING THE COLLECTION OF DELINQUENT CODE
ENFORCEMENT FINES
CARRIED 5-0, to adopt a Resolution No. 10800 (2017 Series) entitled “A Resolution of the
City Council of the City of San Luis Obispo, California, authorizing the San Luis Obispo
County Auditor to assess amounts due on delinquent administrative fines as special
assessments against the properties pursuant to California Government Code Section
53069.4(a).”
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7. COOPERATION AGREEMENT WITH THE COUNTY OF SAN LUIS OBISPO
REGARDING CITY PARTICIPATION IN THE URBAN COUNTY COMMUNITY
DEVELOPMENT BLOCK GRANT FEDERAL PROGRAM FOR FISCAL YEARS
2018-2020
CARRIED 5-0, to adopt Resolution No. 10801 (2017 Series) entitled “A Resolution of the
City Council of the City of San Luis Obispo, California, approving a Cooperation
Agreement between the City and County of San Luis Obispo to recognize joint participation
in the Urban County Grant Program for Fiscal Years 2018-2020.”
8. LOS OSOS VALLEY ROAD/US 101 INTERCHANGE IMPROVEMENTS
PROJECT, SPECIFICATION NO. 99821–TWO LAND QUITCLAIM DEEDS TO
CALTRANS
CARRIED 5-0, to adopt Resolution No. 10802 (2017 Series) entitled “A Resolution of the
City Council of the City of San Luis Obispo, California, approving and authorizing the Mayor
to execute a Quitclaim Deed transferring real property from the City to Caltrans” as part of the
southbound U.S. 101 onramp at Los Osos Valley Road.
9. RESOLUTION UPDATING THE CITY’S DEVELOPMENT REVIEW
NOTIFICATION REQUIREMENTS
CARRIED 5-0, to adopt Resolution No. 10803 (2017 Series) entitled “A Resolution of the
City Council of the City of San Luis Obispo, California, adopting revised Development
Review Notification Requirements,” to be consistent with State Requirements.
10. REQUEST FOR PROPOSALS FOR POLICE AND FIRE ALARM TRACKING AND
BILLING SERVICES
CARRIED 5-0, to:
1. Authorize staff to submit a Request for Proposal for Police and Fire Alarm Tracking and
Billing Services (Specification No. 91551) for fiscal years 2018-21; and
2. Authorize the City Manager to execute an agreement for services.
11. ADVISORY BODY BYLAWS AND HANDBOOK UPDATE
CARRIED 5-0, to adopt Resolution No. 10804 (2017 Series) entitled “A Resolution of the
City Council of the City of San Luis Obispo California, amending the bylaws of certain
advisory bodies and adopting a revised Advisory Body Handbook.”
12. CONTRACT WITH LIEBERT CASSIDY WHITMORE
CARRIED 5-0, to authorize the City Manager to execute an agreement with Liebert Cassidy
Whitmore (LCW) to provide specialized employment and labor relations legal services to
the City of San Luis Obispo up to $160,000 for fiscal year 2017-18.
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13. AUTHORIZE USE OF FUNDS FOR CONTINUING LITIGATION
CARRIED 5-0, to authorize the City Attorney to execute a Third Amendment to the Legal
Services Agreement with the law firm of Jarvis, Fay, Doporto & Gibson (Original
Agreement dated March 31, 2015) increasing the not to exceed amount from $75,000 to
$85,000, for the City’s legal defense in the case of Palacios, et al. v. Nielsen, et al., as
authorized by the City Council and reported out of closed session on March 31, 2015.
14. AMENDMENT TO DEPUTY CITY ATTORNEY CONTRACT
CARRIED 5-0, to authorize the City Attorney to execute a First Amendment to the Legal
Services Agreement with the law firm of Hanley and Fleishman, LLP (Original Agreement
effective April 1, 2017) adding a term of 18 months and a not to exceed amount of
$108,000.
PUBLIC HEARING/BUDGET WORKSHOP
15. PUBLIC HEARING - 2017 WATER FUND REVIEW AND 2017-18 WATER RATE
ADOPTION
Utilities Director Mattingly, Water Division Manager Floyd, and Wastewater Division
Manager Hix provided an in-depth staff report with the use of a Power Point presentation
and responded to Council questions.
Mayor Harmon opened the Public Hearing.
Harry Busselen
Pat Connelly
---End of Public Comment---
City Clerk Gallagher reported a total of 589 written protests were submitted, of which 553
were validated in advance of the public hearing and 1 un-validated protests were received at
the public hearing; advised that based on the total percentage needed, this does not
constitute to a legally sufficient protest.
Mayor Harmon closed the Public Hearing.
ACTION: MOTION BY VICE MAYOR RIVOIRE, SECOND BY COUNCIL
MEMBER CHRISTIA NSON, CARRIED 5-0 to:
1. Review and approve the 2017 Water Fund Review; and
2. Conceptually approve the 2017-19 Water Fund financials and budget with final action on
June 20, 2017, with the adoption of the City’s 2017-19 Financial Plan; and
3. Adopt Resolution No. 10805 (2017 Series) entitled “A Resolution of the City Council of
the City of San Luis Obispo, California, establishing the Water Rates for Fiscal Year
2017-18” provided there is no majority protest against such increases; and
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4. Adopt Resolution No. 10806 (2017 Series) entitled “A Resolution of the City Council of
the City of San Luis Obispo, California, setting charges for water meters, customer
valves, and adapters.”
16. 2017 SEWER FUND REVIEW
Utilities Director Mattingly, Wastewater Division Manager Hix, and Utilities Business
Manager Elke provided an in-depth staff report with the use of a Power Point presentation
and responded to Council questions.
Public Comments:
Harry Busselen,
---End of Public Comment---
ACTION: MOTION BY COUNCIL MEMBER CHRISTIANSON, SECOND BY
COUNCIL MEMBER GOMEZ, CARRIED 5-0 to:
1. Review and approve the 2017 Sewer Fund Review; and
2. Conceptually approved the 2017-19 Sewer Fund financials and budget with final action
on June 20, 2017, with the adoption of the City’s 2017-19 Financial Plan.
RECESS
Council recessed at 8:05 p.m. and reconvened at 8:15 p.m., with all Council Members
present.
17. 2017 PARKING FUND REVIEW
Public Works Director Grigsby, Parking Services Manager Lee and Administrative Analysis
Betz provided an in-depth staff report with the use of a Power Point presentation and
responded to Council questions.
Public Comments:
None
---End of Public Comment---
ACTION: MOTION BY COUNCIL MEMBER GOMEZ, SECOND BY COUNCIL
MEMBER CHRISTIANSON, CARRIED 5-0 to:
1. Review and accept the 2017-19 Parking Fund Analysis; and
2. Conceptually approve the Parking Enterprise Fund budget for 2017-19 with final action
on June 20, 2017 with the adoption of the 2017-19 Financial Plan; and
3. Authorize the release of the Parking Structure Assessment and Maintenance Report
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Request for Proposal (RFP); and
4. Introduce Ordinance No. 1635 (2017 Series) entitled “An Ordinance of the City Council
of the City of San Luis Obispo, California, amending Section 10.52.010 (Parking Meter
Zone Rates) of the San Luis Obispo Municipal Code” approving an increase in parking
rates for metered spaces effective January 1, 2018, July 1, 2019 and again on July 1,
2020; and
5. Adopt Resolution No. 10807 (2017 Series) entitled “A Resolution of the City Council of
the City of San Luis Obispo, California, approving parking fees in the City’s parking
structures” effective January 1, 2018 and July 1, 2020; and
6. Adopt Resolution No. 10808 (2017 Series) entitled “A Resolution of the City Council of
the City of San Luis Obispo, California, approving increased parking citation fines” to
modify/increase the fine and forfeiture amounts for certain parking violations identified
in the resolution effective January 1, 2018.
18. TRANSIT FISCAL YEAR 2017-19 FUND REVIEW
Public Works Director Grigsby, Transit Manager Anguiano and Administrative Analysis
Betz provided an in-depth staff report with the use of a Power Point presentation and
responded to Council questions.
Public Comments:
None
---End of Public Comment---
ACTION: MOTION BY VICE MAYOR RIVOIRE, SECOND BY COUNCIL MEMBER
PEASE, CARRIED 5-0 to:
1. Review and approve the Fiscal Year 2017-19 Transit Enterprise Fund Review; and
2. Conceptually approve the Fiscal Year 2017-19 Transit Enterprise Fund financials and
budget, with final action on June 20, 2017, with the adoption of the 2017-19 Financial
Plan.
COUNCIL COMMUNICATIONS AND LIAISON REPORTS
Council Member Pease reported attending the Zoning Ordinance Workshop.
Mayor Harmon reported attending the Zoning Ordinance Workshop.
ADJOURNMENT
The meeting adjourned at 8:57 p.m. The next Regular City Council Meeting is scheduled for
Tuesday, June 20, 2017 at 4:00 p.m. and 6:00 p.m., respectively, in the Council Chamber, 990
Palm Street, San Luis Obispo, California.
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__________________________
Carrie Gallagher
City Clerk
APPROVED BY COUNCIL: XX/XX/2017
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San Luis Obispo Page 1
Tuesday July 11, 2017
Special Meeting of the City Council
CALL TO ORDER
A Special Meeting of the San Luis Obispo City Council was called to order on Tuesday, July 11,
2017 at 6:08 p.m. at the Ludwick Community Center, 864 Santa Rosa Street, San Luis Obispo,
California, by Mayor Harmon.
ROLL CALL
Council Members
Present: Council Members Carlyn Christianson, Aaron Gomez, Andy Pease, and Mayor
Heidi Harmon.
Council Members
Absent: Vice Mayor Dan Rivoire
City Staff
Present: Katie Lichtig, City Manager; Christine Dietrick, City Attorney; Derek Johnson,
Assistant City Manager; and Teresa Purrington, Recording Secretary; were
present at Roll Call. Other staff members presented reports or responded to
questions as indicated in the minutes.
PLEDGE OF ALLEGIANCE
Council Member Aaron Gomez led the Pledge of Allegiance.
COUNCIL WORKSHOP
1. HOUSING LAW AND POLICY FORUM OVERVIEW
Department Director Michael Codron, City Attorney Christine Dietrick, Assistant City
Attorney Jon Ansolabehere, and Department staff Jenny Wiseman provided an in-depth
presentation. A special presentation was also provided by Dave Mullinax from the League
of California Cities.
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PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
Paul Rys
Bob Champra
Don Hedrick
---End of Public Comment---
ADJOURNMENT
The meeting was adjourned at 8:35 p.m. The next Regular City Council Meeting is scheduled
for Tuesday, July 18, 2017 at 2:00 p.m., 4:00 p.m. and 6:00 p.m., in the Council Hearing Room
and Council Chamber, 990 Palm Street, San Luis Obispo, California.
__________________________
Teresa Purrington
Recording Secretary
APPROVED BY COUNCIL: XX/XX/2017
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Tuesday, July 18, 2017
Regular Meeting of the City Council
CALL TO ORDER
A Regular Meeting of the San Luis Obispo City Council was called to order on Tuesday, July 18,
2017, at 2:00 p.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo,
California, by Mayor Harmon.
ROLL CALL
Council Members
Present: Council Members Carlyn Christianson, Aaron Gomez, Andy Pease, Vice Mayor
Dan Rivoire, and Mayor Heidi Harmon.
Council Members
Absent: None
City Staff
Present: Katie Lichtig, City Manager; Christine Dietrick, City Attorney; Derek Johnson,
Assistant City Manager; and Carrie Gallagher, City Clerk; were present at Roll
Call. Other staff members presented reports or responded to questions as indicated
in the minutes.
PUBLIC COMMENT ON CLOSED SESSION ITEMS
None.
---End of Public Comment---
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CLOSED SESSION
A. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to Government Code § 54957.6
Agency Negotiators: Monica Irons, Nickole Sutter, Rick Bolanos
Represented Employee
Organizations: San Luis Obispo City Employee’s Association (SLOCEA)
San Luis Obispo Police Officer’s Association (POA)
San Luis Obispo Police Staff Officer’s Association (SLOPSOA)
International Association of Firefighters Local 3523
Unrepresented Employees: Unrepresented Management Employees
Unrepresented Confidential Employees
B. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION Paragraph (1) of subdivision (d) of Government Code § 54956.9; Name of case: Erik Baskin, et al. v. City of San Luis Obispo; United States District Court, Central District of California Case No. 2:16-cv-08876-DSF-JPR
C. CONFERENCE REGARDING PROPERTY NEGOTIATIONS
Pursuant to Government Code § 54956.8
Property: 1625 Calle Joaquin, APN 053-171-033 and 053-171-034
Agency Negotiators: Katie Lichtig, Christine Dietrick, Carrie Mattingly, Michael
Codron, Jon Ansolabehere, Dave Hix, Aaron Floyd, Jennifer
Metz, Cathy Springford
Negotiating Parties: G6 Hospitality Property LLC
Under Negotiation: Price and terms of payment
Property: APN 053-161-014
Agency Negotiators: Katie Lichtig, Christine Dietrick, Carrie Mattingly, Michael
Codron, Jon Ansolabehere, Dave Hix, Aaron Floyd, Jennifer
Metz, Cathy Springford
Negotiating Parties: Kundert Family Trust
Under Negotiation: Price and terms of payment
Property: APN 053-171-014
Agency Negotiators: Katie Lichtig, Christine Dietrick, Carrie Mattingly, Michael
Codron, Jon Ansolabehere, Dave Hix, Aaron Floyd, Jennifer
Metz, Cathy Springford
Negotiating Parties: Alfred and Linda Martinelli
Under Negotiation: Price and terms of payment
ADJOURNED TO THE REGULAR MEETING OF JULY 18, 2017 TO BEGIN AT 4:00
PM.
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CALL TO ORDER
A Regular Meeting of the San Luis Obispo City Council was called to order on Tuesday, July 18,
2017 at 4:00 p.m. in the Council Chamber, located at 990 Palm Street, San Luis Obispo,
California, by Mayor Harmon.
ROLL CALL
Council Members
Present: Council Members Carlyn Christianson, Aaron Gomez, Andy Pease, Vice Mayor
Dan Rivoire, and Mayor Heidi Harmon.
Council Members
Absent: None
City Staff
Present: Katie Lichtig, City Manager; Christine Dietrick, City Attorney; Derek Johnson,
Assistant City Manager; and Carrie Gallagher, City Clerk; were present at Roll
Call. Other staff members presented reports or responded to questions as indicated
in the minutes.
CITY ATTORNEY REPORT ON CLOSED SESSION
City Attorney Dietrick stated that there was no reportable action for Closed Session Items A, B
or C.
PUBLIC HEARINGS AND BUSINESS ITEMS
1. REINTRODUCTION OF PARKING METER RATE ORDINANCE AND PARKING
STRUCTURE RATE RESOLUTION
Public Works Director Grigsby and Parking Manager Lee provided an in-depth staff report
and responded to Council questions.
Public Comments:
None
---End of Public Comment---
ACTION: MOTION BY COUNCIL MEMBER GOMEZ, SECOND BY VICE
MAYOR RIVOIRE, CARRIED 5-0 to:
1. Rescind and Replace Resolution 10807 (2017 Series) in its entirety, and adopt Resolution
No. 10823 (2017 Series) entitled, “A Resolution of the City Council of the City of San
Luis Obispo, California, approving Parking Fees in the City’s Parking Structures,
Monthly and Quarterly Permit Fees for Parking Lots and Meters, Validation Discount
Rate, and Fees for Residential Ten-Hour Meter Permits and Residential Parking Permits”
effective January 1, 2018 and July 1, 2020; and
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2. Re-introduce Ordinance No. 1635 (2017 Series) entitled, “An Ordinance of the City
Council of the City of San Luis Obispo, California, amending Section 10.52.010 (Parking
Meter Zone Rates) of the San Luis Obispo Municipal Code” approving an increase in
parking rates for metered spaces effective January 1, 2018, July 1, 2019 and again on July
1, 2020.
STUDY SESSION
2. WATER AND WASTEWATER RATE STRUCTURE REVIEW
Utilities Director Carrie Mattingly, Utilities Deputy Director Aaron Floyd, Utilities Deputy
Director David Hix, Utilities Project Manager Jennifer Metz, and Shawn Koorn representing
HDR Inc. provided an in-depth staff report with the use of a Power Point presentation and
responded to Council questions.
Public Comments:
None
---End of Public Comment---
By consensus, Council directed staff to receive and file the first of four water and
wastewater rate structure study sessions with HDR Engineering, Inc.
ADJOURNED TO THE REGULAR MEETING OF JULY 18, 2017 TO BEGIN AT 6:00
PM.
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CALL TO ORDER
A Regular Meeting of the San Luis Obispo City Council was called to order on Tuesday, July 18,
2017 at 6:00 p.m. in the Council Chamber, located at 990 Palm Street, San Luis Obispo,
California, by Mayor Harmon.
ROLL CALL
Council Members
Present: Council Members Carlyn Christianson, Aaron Gomez, Andy Pease, Vice Mayor
Dan Rivoire, and Mayor Heidi Harmon.
Council Members
Absent: None
City Staff
Present: Katie Lichtig, City Manager; Christine Dietrick, City Attorney; Derek Johnson,
Assistant City Manager; and Carrie Gallagher, City Clerk; were present at Roll
Call. Other staff members presented reports or responded to questions as indicated
in the minutes.
PLEDGE OF ALLEGIANCE
Council Member Carlyn Christianson led the Pledge of Allegiance.
PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
Christine Ghent
---End of Public Comment---
3. APPOINTMENT TO THE TOURISM BUSINESS IMPROVEMENT DISTRICT
(TBID) AND BICYCLE ADVISORY COMMITTEE (BAC)
City Clerk Gallagher presented the contents of the report.
Public Comments:
None
---End of Public Comments---
ACTION: MOTION BY COUNCIL MEMBER CHRISTIANSON, SECOND BY
COUNCIL MEMBER GOMEZ, CARRIED 5-0 to:
1. Confirm the appointment of Bruce Skidmore to the Tourism Business Improvement
District to complete an unexpired term through March 31, 2021; and
2. Confirm the appointment of Timothy Jouet to the Bicycle Advisory Committee to Packet Pg 24
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complete an unexpired term through March 31, 2019; and
3. Confirm the appointment of Layla Lopez to the Bicycle Advisory Committee to complete
an unexpired term through March 31, 2018.
CONSENT AGENDA
ACTION: MOTION BY COUNCIL MEMBER CHRISTIANSON, SECOND BY VICE
MAYOR RIVOIRE, CARRIED 5-0 to approve Consent Calendar Items 4 thru 13.
4. WAIVE READING IN FULL OF ALL RESOLUTIONS AND ORDINANCES
CARRIED 5-0, to waive reading of all resolutions and ordinances as appropriate.
5. MINUTES OF MAY 16, 2017, JUNE 1, 2017 AND JUNE 20, 2017
CARRIED 5-0, to approve minutes of the May 16, 2017, June 1, 2017 and June 20, 2017
City Council meetings.
6. ADOPTION OF A RECREATION PARTNERSHIP AGREEMENT BETWEEN THE
CITY OF SAN LUIS OBISPO AND CC SOCCER CORPORATION
CARRIED 5-0, to adopt a Recreation Partnership Agreement between the City and CC
Soccer Corporation (CCS) to provide an Adult Recreational Soccer Program.
7. SELECTION OF VOTING DELEGATE AND ALTERNATES - LEAGUE OF
CALIFORNIA CITIES ANNUAL CONFERENCE
CARRIED 5-0, to appoint Mayor Heidi Harmon as the voting delegate and Council
Members Pease and Gomez as alternate voting delegates to vote on the City’s behalf at the
Annual Business Meeting of the League of California Cities on Friday, September 15, 2017.
8. VEHICLE AND EQUIPMENT SURPLUS DESIGNATION AND AUTHORIZATION
OF SALE
CARRIED 5-0, to authorize the surplus designation and disposal of surplus units in
accordance with the City’s policies and procedures as prescribed in the Financial
Management Manual Sections 405-L, 480-A and 480-B.
9. ESRI ENTERPRISE LICENSE AGREEMENT EXTENSION
CARRIED 5-0, to approve an agreement with Environmental Systems Research Institute
(ESRI), Inc. for a three-year Small Government Enterprise License Agreement (ELA) in the
amount of $105,000 payable on an annual basis at $35,000 per year.
10. AUTHORIZE REQUEST FOR PROPOSAL FOR LICENSE PLATE
RECOGNITION (LPR), SPECIFICATION NO 91547
CARRIED 5-0, to:
1. Authorize the issuance of a Request for Proposal (RFP) for License Plate Recognition Packet Pg 25
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System (LPR), Specification No. 91547; and
2. Authorize the City Manager to enter into a contract with the successful bidder within
authorized project budget not to exceed $145,000, and
3. Authorize the City Attorney to approve modifications to the form of the contract with
the successful bidder.
11. ENTERPRISE STORAGE UPGRADE
CARRIED 5-0, to:
1. Award a contract and authorize a purchase order for Connection (formally
GovConnection). in the amount of $299,972 for the upgrade and installation of the City’s
Enterprise Storage System (the Compellent storage solution) and three years of 24/7
support; and
2. Waive formal bids and authorize use of Dell WSCA/NASPO Contract#: MNWNC-108
to procure this purchase from Connection (formally GovConnection) as allowed under
3.24.060 E. of the City of San Luis Obispo Muncipal Code.
12. MARGARITA LIFT STATION REPLACEMENT, SPECIFICATION NO. 91214A
CARRIED 5-0, to:
1. Approve plans and specifications for the Margarita Lift Station Replacement,
Specification No. 91214A and authorize staff to advertise for bids; and
2. Authorize the City Manager to award the contract if the lowest responsible bid is within
the Engineer's estimate of $903,000.
13. 2017-19 DOWNTOWN ASSOCIATION AGREEMENT
CARRIED 5-0, to approve and authorize the Mayor to execute a two-year agreement with
the San Luis Obispo Downtown Association (SLODA) for use of funds collected through
the Downtown Parking and Business Improvement Area assessment with no changes other
than the term of the agreement and a new provision requiring SLODA to obtain an
encroachment permit for Farmer’s Market.
CONTINUED PUBLIC HEARING
The following public hearing was concluded and the item continued from the rescheduled
regular City Council meeting of July 5, 2017. Further public testimony will be taken only to
address new material presented between the conclusion of the July 5 th meeting and the continued
Council deliberation on this matter on July 18, 2017.
Council Member Pease noted having to recuse herself on this item due to a potential conflict of
interest relating to her prior working relationship with RRM Design Group; she exited the dais at
6:07 p.m.
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14. PUBLIC HEARING TO CONSIDER THE SAN LUIS RANCH PROJECT,
INCLUDING 1) RELATED ENTITLEMENTS AND 2) THE CERTIFICATION OF
THE FINAL ENVIRONMENTAL IMPACT REPORT (EIR). PROJECT
ENTITLEMENTS INCLUDE: 1) SPECIFIC PLAN, 2) GENERAL PLAN
AMENDMENT, 3) VESTING TENTATIVE TRACT MAP, AND 4) INITIATION OF
ANNEXATION FOR THE PROJECT SITE INCLUDING REVIEW OF A TERM
SHEET AS THE BASIS FOR A FUTURE DEVELOPMENT AGREEMENT.
DEVELOPMENT PLANS FOR THE SITE INCLUDE UP TO 580 RESIDENTIAL
UNITS; 200,000 SQUARE FEET OF COMMERCIAL DEVELOPMENT; 150,000
SQUARE FEET OF OFFICE DEVELOPMENT; A 200-ROOM HOTEL; AND
APPROXIMATELY 60.4 ACRES OF THE SITE TO REMAIN FOR
AGRICULTURE AND OPEN-SPACE.
Council Members Gomez and Christianson, Vice Mayor Rivoire and Mayor Harmon
reported having no new Ex Parte Communications since the previous Hearing on this item
held July 5th, 2017.
Assistant City Manager Derek Johnson, Community Development Director Michael Codron
and Traffic Operations Manager Jake Hudson provided an in-depth staff report and
responded to Council questions.
Public Comments:
Torsten Jahn
Ian Ferguson
Mik Foley
Jeff Eckles
Ryan Miller
Michelle Tasseff
Audrey Bigelow
---End of Public Comment---
ACTION: MOTION BY COUNCIL MEMBER CHRISTIANSON, SECOND BY
VICE MAYOR RIVOIRE, CARRIED 4-0 (COUNCIL MEMBER PEASE RECUSED) to:
adopt Resolution No. 10822 (2017 Series) entitled “A Resolution of the City Council of the
City of San Luis Obispo, California, certifying the final EIR for and approving the San Luis
Ranch Project, including a Specific Plan, General Plan Amendment, Prezoning,
Development Plan/Vesting Tentative Tract Map No. 3096, initiation of annexation for the
project, and term sheet for property located at 1035 Madonna Road (SPEC/ANNX/ER-
1502-2015).” As amended to include: Revised conditions to Bicycle Protection and Highway
101 Monitoring; updates to revised term sheet regarding workforce housing, and
sustainability features and mitigation measure related to right turn lane at LOVR and
Higuera
Council Member Pease returned and took her place on the dais at 7:07 p.m.
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PUBLIC HEARINGS AND BUSINESS ITEMS
15. ORDINANCE INTRODUCTION - REVIEW OF AMENDMENTS TO MUNICIPAL
CODE TITLE 17: ZONING REGULATIONS, ASSOCIATED WITH
DEVELOPMENT AGREEMENTS WITH AN EXEMPTION FROM
ENVIRONMENTAL REVIEW
Community Development Director Michael Codron and Community Development Deputy
Director Doug Davidson provided an in-depth staff report and responded to Council
questions.
Public Comments:
Paul Rys
---End of Public Comment---
ACTION: MOTION BY VICE MAYOR RIVOIRE, SECOND BY COUNCIL
MEMBER GOMEZ, CARRIED 5-0 to introduce Ordinance No. 1636 (2017 Series) entitled,
“An Ordinance of the City Council of the City of San Luis Obispo, California, Amending
Title 17 (Zoning Regulations) of the Municipal Code associated with Development
Agreements with an Exemption from Environmental Review (Code-0107-2017)”.
16. MODIFICATION OF CORPORATION YARD WELL PERMIT FEE AND ACCESS
Utilities Director Carrie Mattingly, Utilities Deputy Director Aaron Floyd and Water
Resources Program Manager Mychal Boerman provided an in-depth staff report and
responded to Council questions.
Public Comments:
Pat Rusco
Paul Schmitt
Clay Knight
Mike Zohns
Linda Zohns
Paul Rys
---End of Public Comment---
ACTION: MOTION BY VICE MAYOR RIVOIRE, SECOND BY COUNCIL
MEMBER PEASE, CARRIED 5-0 to adopt Resolution No. 10824 (2017 Series) entitled “A
Resolution of the City Council of the City of San Luis Obispo, California, amending the
City’s Permit Fee and User Regulations for the Use of the Corporation Yard Non-Potable
Well” amending Resolution No. 10629 (2015 Series) As amended: to extend to current
permit holders located outside the city within the groundwater basin at the 90% potable
annual fee of $1,359.
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1. Restrict public access to the Corporation Yard non-potable well to outside-City properties
on O’Connor Way, West Foothill Boulevard, and neighboring areas for non-potable use
only; and
2. Update permit fee for access to the Corporation Yard non-potable well; and
3. Terminate public access to the Corporation Yard non-potable well on July 1, 2018.
COUNCIL COMMUNICATIONS AND LIAISON REPORTS
Council Member Pease reported attending the monthly Latino Outreach Council Meeting as well
the League of California Cities Channel Counties Division Dinner.
Mayor Harmon reported attending the open space trail head on Terrace Hill; the Mayors Meeting
hosted by the City of SLO, she attended the weekend Pride Event, and noted upcoming dates and
times for her new open office hours at the Hot House and scheduled neighborhood walks, she
invited the public to contact her directly for questions or additional information.
Mayor Harmon requested agendizing a future affordable housing study session, City Manager
Lichtig suggested incorporating affordable housing during the upcoming Zoning Code Update
scheduled for September 26, she noted that staff will seek Council direction on housing policy at
that time, by consensus, Council mutually agreed.
ADJOURNMENT
The meeting was adjourned at 8:11 p.m. The Regular City Council Meeting of August 1, 2017
was previously cancelled. The next Regular City Council Meeting is scheduled for Tuesday,
August 15, 2017 at 4:00 p.m., and 6:00 p.m., in the Council Chamber, 990 Palm Street, San Luis
Obispo, California.
__________________________
Carrie Gallagher
City Clerk
APPROVED BY COUNCIL: XX/XX/2017
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Meeting Date: 8/15/2017
FROM: Xenia Bradford, Finance Director
Prepared By: Vinay Jathanna, Technology Projects Manager
SUBJECT: AUTHORIZATION TO ISSUE AN RFP FOR AN ENTERPRISE RESOURCE
PLANNING (ERP) SYSTEM
RECOMMENDATION
1.Approve the issue of an RFP for an Enterprise Resource Planning (ERP) software system;
and
2.Authorize the City Manager to execute agreements with selected ERP software vendor and/or
software implementer based on the software vendor/implementers selected if proposal is
within approved total implementation budget; and
3.Authorize the Finance Director or their designee to execute Purchase Orders to software
vendor and/or consulting services based on the software selected and contracts negotiated in
an amount not-to-exceed the authorized project budget.
DISCUSSION
Background
In 2015 the City contracted with the GFOA to conduct an assessment of the Finance Department.
In their key recommendations, GFOA identified a variety of necessary upgrades and
organizational and process modifications in order to provide more efficient and accurate work
product. GFOA noted that these deficiencies often resulted in a “ripple effect” to other parts of
the organization which negatively impacted those departments’ work product and level of
efficiency as well. More specifically, the “ripple” effect creates redundant process and additional
work required in other departments. It identified the use of inadequate systems driving an over-
reliance on manual or “side” systems, complicated business processes, and confusion around
assignment of duties as responsibilities and expectations expanded without additional staff (e.g.
new or additional work is given to a person because of availability not skill set or work flow) and
a lack of processes and tools to effectively communicate with the public. Following
recommendations were made by GFOA:
1) Immediately address the lack of a complete financial system, 2) Align a chart of
accounts with business requirements and system capabilities, 3) Streamline ineffective
business policy and process, 4) Clarify roles and responsibilities and implement service
level agreements for all central functions.
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GFOA concluded that these core issues represent the most significant problems faced by the
City’s Finance function and cause ripple effects throughout all City departments. In other words,
over time, the Finance Department has blurred lines of responsibility as staffing levels have
decreased and responsibilities have increased.
This combined with an outdated financial system inhibits the department’s ability to improve
efficiency and effectiveness even with temporary resources.
The GFOA report was presented to Council on April 19, 2016 with the above 4
recommendations. Based on the GFOA recommendation and Council approval, the Motion
project was initiated as a citywide initiative to implement an Enterprise Resource Planning
(ERP) software.
ERP is a management software suite of integrated functions that enables an organization to
automate its business processes on one platform. It is a standard best practice and a hallmark of
efficiency to have integrated systems that can provide real time data to both staff and the
community about the financial aspects of the City. Similar ERP implementations have been
completed by City of Paso Robles and City of Santa Barbara.
The ERP implementation consists of core functions in Finance, Budgeting, Procurement, Human
Resources and Payroll/Time, supporting the design of new and/or redesign of current business
processes to achieve the 4 GFOA recommendations above.
The implementation will be accomplished in three phases:
1. Readiness, Requirement Gathering/RFP
2. Implement Core Finance and Procurement Applications
3. Implement Core Human Resources and Time/Payroll Applications
A full-time project manager was engaged in September 2016 to manage the implementation. The
project is organized of 4 core teams for each of the functional areas, consisting of members from
Finance and Human Resources, augmented by extended department teams of subject matter
experts who will contribute during all the phases of implementation.
As part of the efficiency and effectiveness initiative, the City recently implemented Questica as
the operating budget solution for the 2017-19 financial plan.
The readiness and requirement gathering phase was managed in two steps. The first step was to
identify the “in-scope” processes within each functional area, and document the “As-is”
processes flows, meaning what are the business processes today.. GFOA was engaged for the
“To-be” step to conduct workshops with the Motion Core Team members to analyze the As-is
report and identify weaknesses and recommend “best practices” for each process so that future or
“To-be” processes reflect best practices. The core team along with GFOA, conducted workshops
with key stakeholders from all City Departments.
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The output from these workshops is the attached RFP package consisting of:
• Main Request for Proposal (RFP) document
• To-be business Processes
• ERP System requirements
• Current Applications
• Inventory of Data Conversion
The RFP and Procurement Schedule is listed on page seven of the Main RFP document.
A Software Selection Panel, with representatives from all departments, has been created to
participate in reviewing the RFP responses and vote on the finalist vendors. The evaluation
criteria is listed in A.12 – Evaluation Criteria section of the RFP document and GFOA will guide
the panel through the selection process.
CONCURRENCES
It is the concurrence of the Department Head Team that the implementation of an ERP software
is required as part of City’s Organizational Efficiency, Effectiveness & Transparency Initiative.
Department Head team approved the project charter. The project charter and this Request for
Proposals has been reviewed and approved by Information Technology City staff.
ENVIRONMENTAL REVIEW
The recommended actions are not a project as defined under the California Environmental
Quality Act.
FISCAL IMPACT
No Fiscal impact. The budget was approved in the 2015-17 Supplemental Financial Plan as per
below:
2016-17 2017-18 2018-19 Total
ERP Acquisition (2015-17
Supplemental Financial Plan)
$1,900,000 $350,000 $2,250,000
Business Systems Analyst - SOPC
Approved (2017-19 Financial Plan)
($90,464) ($90,472) ($180,936)
Total $2,069,064
ALTERNATIVES
If the RFP is not issued, there are no alternative option to continue with Motion project. The
project team will have to be disbanded and continue using the current finance system along with
side systems. This option is not recommended as evidenced b y GFOA recommendations.
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Attachments:
a - RFP document
b - Software Requirements
c - Data Conversion
d - Business Process
e - Vendor Estimated Staffing Proposal
f - Vendor Cost Proposal
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Request for Proposal (RFP)
for an
Enterprise Resource Planning (ERP) System
for
The City of San Luis Obispo, CA
RFP# 91621
Release Date 08/16/2017
Pre-Proposal Conference 08/22/2017
Due Date 09/14/2017
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REQUEST FOR PROPOSALS
ERP SYSTEM
PAGE 2 OF 38
CITY OF SAN LUIS OBISPO
Table of Contents
SECTION A: RFP INTRODUCTION ............................................................................ 4
A.1 Purpose of the RFP ...................................................................................................................................... 4
A.2 About the City .............................................................................................................................................. 4
A.3 Project Background – “Motion Project” .................................................................................................... 5
A.4 Notice to Proposers ...................................................................................................................................... 5
A.5 Conditions ..................................................................................................................................................... 5
A.6 City’s Rights Reserved ................................................................................................................................. 6
A.7 Communication Regarding this RFP ......................................................................................................... 6
A.8 Register as a Proposer.................................................................................................................................. 7
A.9 Inquiries and Requests for Clarification .................................................................................................... 7
A.10 Pre-Proposal Conference ........................................................................................................................... 7
A.11 Procurement Schedule ............................................................................................................................... 7
A.12 Evaluation Criteria .................................................................................................................................... 8
A.13 Proposal Submission Instructions ............................................................................................................. 9
A.14 Organization of Proposal ......................................................................................................................... 10
A.15 Format of Electronic Submission ............................................................................................................ 10
SECTION B: DETAILED SUBMITTAL REQUIREMENTS ....................................... 11
B.1 Executive Summary and Introductory Materials .................................................................................... 11
B.2 Scope of Services ......................................................................................................................................... 11
B.3 Functional Requirements ........................................................................................................................... 11
B.4 Implementation Plan .................................................................................................................................. 12
B.5 Ongoing Support and Hosting Services .................................................................................................... 13
B.6 Exceptions to the RFP ................................................................................................................................ 14
B.7 Deliverables and Project Outcomes .......................................................................................................... 14
B.8 Sample Documents ..................................................................................................................................... 15
B.9 Price Proposal ............................................................................................................................................. 15
SECTION C: SCOPE OF PROJECT ........................................................................... 17
C.1 Project Scope - Software ............................................................................................................................ 17
C.2 Project Scope – Implementation Deliverables ......................................................................................... 18
C.3 Project Schedule ......................................................................................................................................... 18
C.4 Project Staffing ........................................................................................................................................... 18
C.5 Statement of Work ..................................................................................................................................... 19
C.6 Number of Users ......................................................................................................................................... 19
C.7 Interfaces ..................................................................................................................................................... 20
C.8 Data Conversion ......................................................................................................................................... 20
C.9 Current Applications ................................................................................................................................. 20
C.10 Business Process Improvement ............................................................................................................... 22
C.11 On-Site Expectations ................................................................................................................................ 22
SECTION D: CONTRACT TERMS AND CONDITIONS............................................ 23
D.1 Key Personnel ............................................................................................................................................. 23
D.2 Implied and Express Warranty................................................................................................................. 23
D.3 Express Warranty Remedy ....................................................................................................................... 23
D.4 System Acceptance ..................................................................................................................................... 23
D.5 Additional Users and Modules .................................................................................................................. 24
D.6 Accuracy of Proposal Fees ......................................................................................................................... 24
D.7 Independent Contractor ............................................................................................................................ 24
D.8 Interests of Proposer .................................................................................................................................. 24
D.9 Intellectual Property .................................................................................................................................. 25
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REQUEST FOR PROPOSALS
ERP SYSTEM
PAGE 3 OF 38
CITY OF SAN LUIS OBISPO
D.10 Confidentiality .......................................................................................................................................... 25
D.11 Hold Harmless and Indemnification ....................................................................................................... 25
D.12 Insurance Requirements .......................................................................................................................... 25
D.13 Business Tax ............................................................................................................................................. 27
SECTION E: ATTACHMENTS .................................................................................. 28
E.1 Attachment 1 (RFP Submittal Checklist) ................................................................................................. 28
E.2 Attachment 2 (Signature Page) ................................................................................................................. 29
E.3 Attachment 3 (Proposer Statement) ......................................................................................................... 30
E.4 Attachment 4 (Scope of Proposal) ............................................................................................................. 31
E.5 Attachment 5 (Company Background) ..................................................................................................... 32
E.6 Attachment 6 (Reference Form) ................................................................................................................ 33
E.7 Attachment 7 (Technical Specifications) .................................................................................................. 34
E.8 Attachment 8 (Software-as-a-Services / Hosting) .................................................................................... 35
E.9 Attachment 9 (Proposed Service Level Agreement) ................................................................................ 36
E.10 Attachment 10 (Maintenance and Support) ........................................................................................... 37
E.11 Attachment 11 (Conversions) .................................................................................................................. 38
E.12 Attachment 12 (Staffing) .......................................................................................................................... 38
E.13 Attachment 13 (Functional Requirements) ............................................................................................ 38
E.14 Attachment 14 (Cost) ............................................................................................................................... 38
E.15 Attachment 15 (Business Process Documentation) ................................................................................ 38
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Section A: RFP Introduction
A.1 Purpose of the RFP
With this Request for Proposals (RFP) the City of San Luis Obispo, CA (the City desires to purchase or
otherwise acquire rights to use an Enterprise Resource Planning (ERP) System that meets the
requirements identified in this RFP. The City requires that any proposal for an ERP also include
professional services necessary to implement the system. Proposers offering hosted services or software
as a service (SaaS) systems are encouraged to propose.
A.2 About the City
The City of San Luis Obispo serves as the commercial, governmental, and cultural hub of San Luis
Obispo County. One of California’s oldest communities, it began with the founding of Mission San Luis
Obispo de Tolosa in 1772, by Father Junípero Serra as the fifth mission in the California chain of 21
missions. The mission was named after Saint Louis, a 13th century Bishop of Toulouse, France. The City
was first incorporated in 1856 as a General Law City, and became a Charter City in 1876.
The City has a population of 47,339, and is located eight miles from the Pacific Ocean midway between
San Francisco and Los Angeles at the junction of Highway 101 and scenic Highway 1.
San Luis Obispo is the County Seat, and a number of federal and state regional offices and facilities are
located here, including Cal Poly State University, Cuesta Community College, Regional Water Quality
Board and Caltrans District offices. The City’s ideal weather and natural beauty provide numerous
opportunities for outdoor recreation at nearby City and State parks, lakes, beaches and wilderness areas.
While San Luis Obispo grew relatively slowly during most of the 19th century, the coming of Southern
Pacific Railroad in 1894 opened up the area to the rest of California. The City’s distance from major
metropolitan areas to the north (San Francisco Bay Area) and south (Los Angeles) have allowed it to
retain its historic and scenic qualities, which contribute to the superb quality of life residents enjoy, and
attract visitors from many other areas. In fact, in 2010, the City was dubbed the “Happiest City in North
America” by National Geographic Author Dan Buettner.
The City operates under the Council-Mayor-City Manager form of government. Council members are
elected at-large and serve overlapping, four-year terms. The Mayor is also elected at-large but for a two-
year term, and serves as an equal member of the Council. The Council appoints the City Manager and
City Attorney. All other department heads are appointed by the City Manager. San Luis Obispo is a full-
service city that provides police, fire, water, sewer, streets, transit, parking, planning, building,
engineering, and parks & recreation services to the community.
Background Statistics
Background Summary
Operating Budget (2017-18) $103.745M
Total Revenue (2017-18) $119.021M
Approximate Number of Employees (FTE) 390
W-2s Issued 807
Fiscal Year (City) July 1 – June 30
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A.3 Project Background – “Motion Project”
The City’s Motion Project is a citywide initiative to improve efficiency, effectiveness, and transparency
through the implementation of an Enterprise Resource Planning (ERP) System. The ERP implementation
consists of core functions as defined in this RFP and the design of new and/or redesign of current
business processes to achieve these goals. The project was initiated based on the assessment of the
Finance Department conducted by the Government Finance Officers Association (GFOA) and their key
recommendations.
The project was approved by the City Council in April 2016, and is one of the major initiatives supported
by the City Manager. As per the recommendation of GFOA, the project will be accomplished in 3 phases:
1. Readiness, Requirement Gathering/RFP
2. Implement Core Finance and Procurement Applications
3. Implement Core Human Resources and Time/Payroll Applications
A full-time project manager was engaged in September 2016, to manage the implementation. The project
is organized of four core teams for each of the functional areas, consisting of members from Finance and
Human Resources, augmented by extended department teams of subject matter experts who will
contribute during all the phases of implementation.
A Project Charter was presented and endorsed by the department heads in November 2016. As part of the
efficiency and effectiveness initiative, the City recently implemented Questica as the operating budget
solution for the 2017-19 financial plan.
The requirement gathering sessions for requirements found in this RFP included business process
redesign workshops that were facilitated by GFOA and attended by the subject matter experts from all
departments. As described in Section C.10, the City expects that the finalist vendor will be able to
leverage documentation and reduce time and effort on the ERP implementation.
A.4 Notice to Proposers
Failure to carefully read and understand this RFP may cause the proposal to be out of compliance,
rejected by the City, or legally obligate the proposer to more than it may realize. Information obtained by
the proposer from any officer, agent or employee of the City shall not affect the risks or obligations
assumed by the proposer or relieve the proposer from fulfilling any of the RFP conditions or any
subsequent contract conditions. Attempts by or on behalf of a prospective or existing vendor to contact or
to influence any member of the selection committee, any member of the City Council, or any employee of
the City with regard to the acceptance of a proposal may lead to elimination of that vendor from further
consideration. Only the format described in the RFP and the attachments included with this RFP will be
accepted as compliant for the submitted proposal. Failure to completely fill out all required attachments
may result in disqualification.
A.5 Conditions
A.5.1 In the event that all RFP requirements are not met with products and services provided by one
firm, proposers are encouraged to partner with another firm to submit a joint proposal. Failure to
meet all requirements will not disqualify a firm. However, the City will evaluate each proposal
to determine its overall fit in the best interests of the City.
A.5.2 In the event that multiple firms partner to submit a joint proposal, the proposal must identify one
firm as the primary contact. This primary contact will be the primary point of contact throughout
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the procurement process and will be held responsible for the overall implementation of all
partners included in the joint proposal.
A.5.3 All third-party solutions or firms proposed as part of a joint proposal are subject to the same
requirements of this RFP, unless otherwise stated.
A.5.4 Pricing must be submitted on a “milestone” basis. For services under a milestone arrangement,
the City compensates the vendor a fixed amount for the completion of major milestones.
Proposers are to provide all work effort and assumptions used to calculate a fixed fee for each
milestone.
A.5.5 The scope of the project will be defined by a statement of work mutually agreed upon between
the City and successful proposer focused on completion of the detailed functional requirements
included as Attachment 13 (Functional Requirements).
A.5.6 All proposals and any subsequent clarification or response to the City’s questions shall be valid
for a minimum of 120 days.
A.6 City’s Rights Reserved
A.6.1 The City reserves the right to select the proposal(s) which in its sole judgment best meets the
needs of the City. The lowest proposed cost will not be the sole criterion for recommending the
contract award.
A.6.2 The City reserves the right to award multiple contracts from this RFP.
A.6.3 The City reserves the right to reject any or all proposals and to waive technicalities and
informalities when such waiver is determined by the City to be in the City’s best interest.
A.6.4 The City may modify this RFP by issuance of one or more written addenda. Addenda will be
posted on BidSync and sent electronically to all proposers registered with the City. (See Section
A.8)
A.6.5 The City reserves the right to meet with select proposers at any time to gather additional
information. Furthermore, the City reserves the right to remove or add functionality (i.e.,
modules, components, and/or services) until the final contract signing.
A.6.6 This RFP does not commit the City to award a contract. All proposals submitted in response to
this RFP, and any subsequent clarifications, communications, and the resulting agreement will
become the property of the City and public records, and as such, may be subject to public
review.
A.6.7 The City shall not be liable for any pre-contractual expenses incurred by prospective vendors,
including but not limited to costs incurred in the preparation or submission of proposals. By
submitting a proposal, each proposer agrees that the City shall be held harmless and free from
any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or
organization responding to this RFP.
A.7 Communication Regarding this RFP
All communication from prospective proposers regarding this RFP must be made as required in sections
A.9 and A.10 of this RFP. Communication by telephone or in person will not be accepted.
Attempts by or on behalf of a prospective or existing vendor to contact or to influence any member of the
selection committee, any member of the City Council or any employee of the City with regard to the
acceptance of a proposal may lead to elimination of that vendor from further consideration.
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A.8 Register as a Proposer
All firms interested in receiving further correspondence regarding this RFP are required to register using
BidSync (www.BidSync.com).
A.9 Inquiries and Requests for Clarification
A.9.1 In an effort to maintain fairness in the process, inquiries concerning this procurement , including
questions related to technical issues are to be directed through Bidsync. In the event a
prospective vendor has difficultly submitting questions through BidSync, the prospective vendor
should contact BidSync support (support.BidSync.com)
A.9.2 All questions concerning the RFP must reference the RFP page number, and section heading and
must be submitted on the date indicated in section A.11 of this RFP. Questions will be answered
and posted to BidSync.
A.9.3 Inquiries or requests for clarification submitted prior to the pre-proposal conference will be
addressed at the pre-proposal vendor conference. Additional inquires or requests for clarification
will be accepted until the deadline specified in Section A.11.
A.10 Pre-Proposal Conference
A pre-proposal vendor conference will be held on August 22, 2017 at City Hall and by conference call.
Attendance at the pre-proposal conference is not mandatory. Proposers intending to participate in the pre-
proposal conference should request meeting access information when registering. Answers to questions
submitted prior to the conference and answers to all questions asked at the pre-proposal meeting will be
officially answered by addendum after the meeting.
A.11 Procurement Schedule
The expected procurement schedule is listed below. The City reserves the right to change the procurement
schedule. If changes are made, proposers will be notified by the City in the form of an addendum to this
RFP.
Procurement Schedule
August 16, 2017 RFP released
August 22, 2017 Pre-proposal conference – 10:00 AM (PDT)
August 28, 2017 Last day to accept questions and requests for clarification on the RFP -
4:00 PM (PDT)
August 30, 2017 Answers to submitted questions provided
September 14, 2017 Proposals due – 2:00 PM (PDT) & Public Opening 2:15 PM (PDT)
October 2, 2017 Up to three proposers elevated and notified for software demonstrations
Week of October 16,
23, 30 Software demonstrations and Implementation Presentations
November 3, 2017 Elevate and notify semifinalist or finalist proposer(s)
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Procurement Schedule
Week of November 27 Discovery sessions completed (1-2 days per elevated proposer, if
necessary)
December 2018 Complete contract negotiations and Statement of Work (SOW)
Mid January 2018 Award of contract by City
February 2018 Implementation Begins
A.11.1 Software demonstrations and implementation presentations will be held on-site at the City’s
offices and can cover all functional areas listed in this RFP. The City expects to elevate up to
three (3) proposers for demonstrations. Demonstrations will include both presentations on
software and implementation services. It recommended that key member’s proposer’s
implementation staff proposed for this project be present at the demonstration and lead
presentation of any implementation topics. To avoid unnecessary delays, the City expects that
proposers will be available for software demonstrations and on-site Discovery sessions on the
dates identified on the procurement schedule and to identify any potential issues or conflicts in
their response to this RFP using Attachment 2 (Signature Page). Proposers that cannot
demonstrate their software during the dates identified or make key members of their proposed
project team available may be eliminated. The agenda and software demonstration scripts will be
distributed to proposers that have been short-listed for software demonstrations approximately
two weeks in advance of the interviews.
A.11.2 Discovery sessions will consist of an additional on-site meeting with elevated proposers to focus
on implementation issues and development of a statement of work. It is expected the City will
elevate either one (1) or two (2) proposers. Each elevated proposal team will receive a Request
for Clarification (RFC) letter that will ask proposers to clarify any necessary parts of the initial
proposal. In addition, the RFC letter will identify a schedule for the on-site Discovery session
that will include a detailed discussion of implementation issues. It is the expectation of the
City that all key project team members will be available for the on-site Discovery sessions.
A.11.3 The City expects that the implementation project will commence in early February 2018.
Prospective vendors are required to ensure that all proposed resources will be available to begin
work at the appropriate time to facilitate completion of the City’s schedule as identified in
Section C.3.
A.12 Evaluation Criteria
The City will review all proposals received as part of a documented evaluation process. For each decision
point in the process, the City will evaluate proposers according to specific criteria and will then elevate a
certain number of proposers to compete in the next level. Proposers not previously elevated may be
elevated at a later date.
The sole purpose of the proposal evaluation process is to determine which solution best meets the City’s
needs. The evaluation process is not meant to imply that one proposer is superior to any other, but rather
that the selected proposer can provide and has proposed the best software and implementation approach
for the City’s current and future needs based on the information available and the City’s best efforts of
determination.
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The proposal evaluation criteria, which will be developed by the City prior to opening of proposals,
should be viewed as standards that measure how well a proposer’s approach meets the desired
requirements and needs of the City. The criteria that will be used to evaluate proposals may include, but
are not limited to the following:
▪ Cost
▪ Response to Attachment 13 (Functional Requirements)
▪ Qualifications of Proposed Project Team
▪ Software Demonstrations
▪ Implementation Approach
▪ Project Management Approach
▪ Past Experience with Similar Organizations and References
▪ Proposed Integration to Other Modules / Systems in RFP Scope
▪ Technical Compatibility
▪ Service Level Guarantees
▪ Overall Understanding of the City’s Needs and Project Risk Mitigation
▪ Compliance with Contract Terms and Conditions
The City reserves the right to determine the suitability of proposals on the basis of any or all of these
criteria or other criteria not included in the above list. The City’s evaluation team will then make a
recommendation to be approved by the City’s steering committee to elevate proposals for software
demonstrations, discovery, and final contract negotiations.
A.13 Proposal Submission Instructions
A.13.1 Proposals are to be submitted in sealed packages by September 14, 2017 at 2:00 PM PDT. Late
submissions will not be accepted.
Submittal Address:
City of San Luis Obispo
Attn: Kristin Eriksson - Finance
990 Palm Street
San Luis Obispo, CA 93401-3249
Public Opening Address: 990 Palm Street, Council Hearing Room @ 2:15 PM PDT
A.13.2 Failure to comply with the requirements of this RFP may result in disqualification. Proposals
received subsequent to the time and date specified above will not be considered. Please note the
following as part of the submittal process.
A.13.3 Signature of the proposal by the proposer constitutes acceptance by the proposer of terms,
conditions, and requirements set forth herein.
A.13.4 Proposers are required to separate their proposals into two sections, a technical proposal and a
price proposal.
▪ Proposers are required to submit TWO (2) electronic copies (external hard drives or flash
drives) of the technical proposal in a sealed package that is clearly labeled with the proposer’s
company name, the RFP name and the words “Technical Proposal”. Technical proposal must
include a submittal letter signed by an authorized agent of each firm involved in the proposal.
The letter should include appropriate contact information for each firm.
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▪ Proposers are required to submit TWO (2) electronic copies of the price proposal in a sealed
package, clearly labeled with the proposer’s company name, the RFP name and the words
“Price Proposal”.
A.13.5 Emailed and faxed proposals will not be accepted.
A.13.6 Use Attachment 1 (RFP Submittal Checklist) to ensure that all required documents, forms, and
attachments have been completed and submitted as instructed.
By submitting a proposal, the proposer is providing a guarantee to the City that, if chosen, it will
be able to provide the proposed products and services during the period of time discussed in the
RFP. Upon submission, all proposals shall be treated as confidential documents until the
selection process is completed. All proposals and supporting documents become public
information after an award has been made and are available for public inspection by the general
public in accordance with State of California public records statutes.
A.13.7 In the event that a proposer desires to claim portions of its proposal exempt from disclosure, it is
incumbent upon the proposer to clearly identify those portions with the word “Confidential”
printed on the top of each page for which such privilege is claimed. Each page shall be clearly
marked and readily separable from the proposal in order to facilitate public inspection of the
non-confidential portion of the proposal. The City will consider a proposer’s request for
exemptions from disclosure; however, the City will make its decision based upon applicable
laws. An assertion by a Proposer that the entire proposal, or large portions, is exempt from
disclosure will not be honored and vendor may be asked to re-submit proposal for consideration.
Prices, makes and models or catalog numbers of the items offered, deliverables, and terms of
payment shall be publicly available regardless of any designation to the contrary.
A.14 Organization of Proposal
The proposal must be organized into major sections defined in Section B. Specific instructions for each
section are provided in Section B of this RFP. Any required attachments must be included in the proper
section as indicated by the instructions.
A.15 Format of Electronic Submission
Proposers must provide electronic copies of all files on a USB flash drive or similar device using the
following file formats. Attachments not listed in the table below do not have a required file format and
may be supplied in either the original file format or PDF.
RFP Section Attachment/Document Required File Format
E.11 Attachment 11 (Conversions) Microsoft Excel (.xls or .xlsx)
E.12 Attachment 12 (Staffing) Microsoft Excel (.xls or .xlsx)
B.8.1 Sample agreements Microsoft Word (.doc or .docx)
E.13 Attachment 13 (Functional Requirements) Microsoft Excel (.xls or .xlsx)
E.14 Attachment 14 (Cost) Microsoft Excel (.xls or .xlsx)
* NOTE: Attachment 13 (Functional Requirements) is password protected to prevent responders from
making changes to the functional requirements.
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Section B: Detailed Submittal Requirements
So that competing proposals can be compared equally, proposers must assemble their proposals in strict
adherence to the submittal requirements identified in Section A.14. Failure to follow all proposal
organizational requirements may result in disqualification. Proposals should be prepared as simply as
possible and provide a straightforward, concise description of the proposed products and services to
satisfy the requirements of the RFP. Attention should be given to accuracy, completeness, relevance, and
clarity of content. Proposals must address the following questions and contain the following sections.
B.1 Executive Summary and Introductory Materials
(Proposal Section 1.0) The introductory material should include a title page with the RFP name, name of
the proposer, address, telephone number, the date, a letter of transmittal, and a table of contents. The
executive summary should be limited to a brief narrative (less than 3 pages) summarizing the proposal.
B.1.1 Complete Attachment 1 (RFP Submittal Checklist)
B.1.2 Complete Attachment 2 (Signature Page)
B.1.3 Complete Attachment 3 (Proposer Statement)
B.2 Scope of Services
(Proposal Section 2.0) This section of the proposal should include a general discussion of the proposer’s
overall understanding of the project and the scope of work proposed including the following:
B.2.1 Complete Attachment 4 (Scope of Proposal)
B.2.2 For each firm identified on Attachment 4 (Scope of Proposal), explain the following:
▪ Complete the Attachment 5 (Company Background)
▪ Complete Attachment 6 (Reference Form).
▪ Role of the firm in the project
B.2.3 List and describe all proposed software products that will be delivered as part of the project and
if the City will need to maintain/host the software on its servers. If software is sold by module,
proposer must explicitly state the software module name and versions that are proposed.
▪ All functional requirements that are responded to with a positive response (anything
except “N”) are considered to be in scope. Proposed software and any necessary services
required to meet the requirements of the RFP or implement the proposed software should
be included in the proposal.
B.3 Functional Requirements
(Proposal Section 3.0) This section describes the software and implementation scope of the overall
project and the requirements for each functional area. Responses to the functional requirements should be
completed to identify the capability of the software, the scope of the implementation plus if the
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requirement will be include under the scope of any proposed support agreement. Responses to the
functional requirements shall use the following response codes:
Functional Requirements Responses
Column E: Available Responses
Y
Requirement Met and Proposed (Standard features in the generally available
product)
Y-ND
Requirement Met and Proposed (Features that are not offered as a generally
available product or require custom development)
N Requirement Not Met with Proposal
I Need More Information/Discussion
B.3.1 Submit Attachment 13 (Functional Requirements)
• Failure to provide some requirements or excluding some requirements from scope will NOT
eliminate the proposer from contention. The City will evaluate the proposal as a whole
including price/value comparisons when evaluating proposals.
• The requirements responses submitted will become part of the agreement. Proposers are
expected to warrant both software and implementation of all positive responses (every
response except “N” and “I”).
• The City will clarify any requirements with the response of “I” during software
demonstrations. Immediately following software demonstrations, proposers would be
expected to re-submit Attachment 13 (Functional Requirements).
• For requirement responses other than “N” or “I” proposers must indicate the module or
product that is required to meet the requirement.
• For requirement responses other than “N” or “I” proposers must indicate the phase of the
project that the functionality will be implemented.
• All responses which are marked Y, or Y-ND will be considered to be included in the scope,
and the cost proposal and all other information submitted in this proposal should reflect this.
Furthermore, the module necessary to perform that functionality must be included in the
scope and cost of this proposal.
• Proposers must be ready to demonstrate any requirements listed as “Y” during software
demos.
B.3.2 Identify any licenses, hardware, or other products not included in this proposal that would be
required to operate any of the proposed solutions contained in this proposal.
B.3.3 Describe the technical environment necessary for this software for any products that are to be
hosted by the City by completing Attachment 7 (Technical Specifications) (if applicable).
B.4 Implementation Plan
(Proposal Section 4.0) This section should describe the proposed implementation plan. Proposers should
reference Section C.4 for listing of likely City resources that will contribute to this project.
B.4.1 Provide a detailed plan for implementing the proposed system. This information must include:
• Proposed phasing for roll-out of proposed system
• Schedule of key dates
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B.4.2 Explain the proposed plan for implementation. This information must include:
• Description of implementation tasks and activities
• Description of key deliverables (and how they relate to the implementation approach and
activities). Please note the required deliverables listed in Section C.
B.4.3 Explain the proposed vendor staffing for the project including:
• Approximate dedication to the project of each resource and approximate time work will be
completed on-site vs. off-site
• Identify how the vendor plans to control costs by utilizing remote meetings
• Major roles and responsibilities for each resource
B.4.4 Explain proposed project management services including:
• Role of the vendor project manager
• Use of project collaboration site
• Expected role of the City project manager
• On-Site presence of vendor project manager
• Proposed quality assurance procedures
B.4.5 Explain the expected City staffing for the project including:
• Assumed participation in the project (average portion of FTE). This should include all time
spent working on the project (including time spent with and without vendor consultants)
• Assumptions about prior skills / competencies of resources
• Complete Attachment 12 (Staffing). Refer to Section C.4 of the RFP for project staffing
assumptions.
B.4.6 Provide an overview of proposed training plan/strategy, specifying how and when training is to
be delivered for both on-site and off-site training and web training services for the core project
team, end users, and technology personnel (if required).
• Explain any roles and responsibilities the City is expected to provide for the training
effort including (but not limited to) training coordination, training material development,
training delivery, etc.
B.4.7 Complete Attachment 11 (Conversions). The City expects proposers to include all conversions
listed in the RFP.
B.5 Ongoing Support and Hosting Services
(Proposal Section 5.0) The proposal should specify the nature of any post-implementation and on-going
support, including hosting services provided by the vendor including:
B.5.1 Complete Attachment 8 (Software-as-a-Services / Hosting) (if applicable)
B.5.2 Describe proposed services for hosting including:
• Information on the specific hosting services provided
• Help desk support services
• Application support
• Operational support services
• Technology infrastructure services
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• Disaster recovery
• Will all products (including third party products) be hosted through the same provider?
• Will the City need to host anything on its servers?
B.5.3 For each of the services proposed explain service levels that are used to guarantee performance
for the City through the proposed hosting agreement. Complete Attachment 9 (Proposed Service
Level Agreement)
B.5.4 Complete Attachment 10 (Maintenance and Support)
B.6 Exceptions to the RFP
(Proposal Section 6.0) All requested information in this RFP should be supplied. Proposers may take
exception to certain requirements in this RFP. All exceptions shall be clearly identified in this section,
with a written explanation of the exception and an alternate proposal (if applicable). The City, at its sole
discretion, may reject any exceptions or specifications within the proposal.
To avoid the scenario where the City is unable to negotiate successfully with its finalist vendor, any
material exceptions to the RFP including those to the terms and conditions listed in Section D will be
clarified prior to elevation for software demonstrations. City reserves right to negotiate terms at any
point and elevation for software demonstrations does not constitute acceptance of vendor’s alternative
terms.
B.7 Deliverables and Project Outcomes
(Proposal Section 7.0) This section should describe proposed project deliverables and past client
outcomes specifically addressing the following:
B.7.1 Provide a listing of project deliverables (work products) and for each identify:
• Purpose of deliverable
• Expected scope / contents of deliverable
• If deliverable is expected to have value outside the ERP implementation project
B.7.2 Provide an excerpt from project deliverables showing process documentation, configuration
documentation, testing scripts, training materials, and requirements traceability
B.7.3 The City is looking to fully leverage the human resource functionality in the system. Please
describe a past project where you feel your client established an effective system modeled in
“best practice” for managing an employee’s human resources for employee evaluations, training,
skills/certifications, succession planning, and recruiting.
B.7.4 The City desires to automate the exchange of information between the system and various
benefit providers. Please explain specific past client examples where your firm helped establish
these interfaces.
B.7.5 The City’s long term fiscal sustainability depends on ability to make smart budget decisions,
create long-range financial plans, and effective manage its existing capital infrastructure and
equipment. Please describe a past project where the proposed software is used to complete the
following:
• Create a program budget
• Consider multiple scenarios that impact service levels
• Create long term financial projections
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• Develop a multi-year CIP
• Create asset replacement schedules
• Identify long term funding needs for capital projects
B.7.6 With the system, the City expects to improve the effectiveness of its purchasing function and a
significant part of that will depend on the ability to collect and report information from p-cards.
Please describe how past clients have used p-card integration to track spending by vendor, type
of purchase, and user.
B.7.7 With modern technology providing greater access to information, City employees and managers
are able to better utilize information for decision making. However, much of this relies on
having technology that is truly accessible. Please identify how a past client used mobile
features, dashboards, reporting tools, and self service capabilities to create a source of
information that is widely used across the organization.
B.8 Sample Documents
(Proposal Section 8.0) Proposers should include sample copies of the following documents.
B.8.1 Any sample agreements that the City would be required to sign upon contract award. This
would include any applicable software license agreements, professional service agreements,
hosting agreements, third party agreements, etc.
B.8.2 Sample Project Plan
B.9 Price Proposal
(Proposal Section 9.0) - TO BE SUBMITTED UNDER SEPARATE COVER. Proposers should
submit their price proposal in a separate and sealed packet according to the format provided in
Attachment 14 (Cost) to this RFP.
B.9.1 Identify major milestones as part of the project. It is required that costs will be invoiced upon
completion of major milestones and cumulative payments should not exceed incurred work.
Please provide a schedule of all payments necessary to complete the proposed scope.
B.9.2 Complete and submit Attachment 14 (Cost)
• It is important that proposers use the format presented in this RFP even if an additional
format is provided. Attachment 16 (Cost) should include total price for all software and
services, including third parties. If third party products or services are included, do not
provide separate version of Attachment 14 (Cost) for each third-party product.
• All pricing must be submitted as fixed by milestone. Costs listed as “to-be-
determined” or “estimated” will not be scored.
• All service costs must be provided on a task or completion basis with costs assigned to each
milestone, deliverable and/or task. Proposers are required to fill in deliverables and tasks
under the provided headers (project initial knowledge transfer, process analysis/system
design, system build, testing, training, and closure) Additional detail may be provided to
further explain deliverable/task costs.
• City requires that milestone payment for final acceptance of each phase (as defined in
Section D) be at least 10% of the total cost for each phase.
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• Proposers should include all software modules and state any limitations on module use. If
no limitations are listed, the City will consider that pricing is based on full enterprise wide
access for the City.
• Proposers must submit implementation costs as fully loaded rates that include all
necessary travel or other expenses. By submitting a proposal, all proposers acknowledge
that all pricing (including travel) must be a fixed fee or included in the implementation
milestones.
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Section C: Scope of Project
C.1 Project Scope - Software
The project scope for procurement and implementation of software solutions is briefly described in the
chart below. Specific functionality within each category listed below is more thoroughly described in
Attachment 13 (Functional Requirements)
The City expects that the project will result in the following business processes being implemented City-
wide following the process documentation included in the RFP as Attachment 15.
Process List
Process Task / Topics
Accounting • Chart of Accounts
• General Ledger Transactions
• Activity Costing and Budget Monitoring
• Internal Service Charges
• Grant / Project Tracking
• Financial Reporting
Budget • Operating Budget
• Capital Improvement Planning (CIP)
• Capital Budget
• Budget Adjustments / Amendments
Procure – Pay • Vendors
• Purchase Requisitions
• Purchase Orders
• Contract Management
• Change Order
• Receiving
• Accounts Payable
• Inventory
Customer Billing
• Customer File
• Billing
• Accounts Receivable
Treasury • Cash Receipts
• Disbursements
• Interest Allocation
• Bank Reconciliation
• Investments
Asset Management • Asset Acquisition
• Depreciation
• Transfer / Disposal / Retirement
Human Resources • Positions
• Employee File
• Benefit Enrollment
• Personnel Evaluations
• Disciplinary Actions / Grievance
• Risk Management (Injury / Workers Comp)
• Training / Certifications
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Process List
Personnel Actions • Recruitment
• New Hire
• Personnel Actions (Salary Adjustment / Position Change)
Time Entry – Payroll • Time Entry
• Time Approval
• Payroll Calculations
• Payroll Processing
• Leave Management (FMLA)
C.2 Project Scope – Implementation Deliverables
To ensure quality throughout the implementation, the City’s project will include, at a minimum, the
following deliverables. Each deliverable will be the responsibility of the vendor and will be formally
presented to the City for review and sign off. For projects with multiple phases, the City expects each
phase to contain each deliverable (unless noted)
1. Comprehensive Project Plan – Detailed listing of tasks for the entire project that includes the
following for each task: due date, responsibility, predecessors. Tasks to itemize on the project plan
will include all implementation activity, deadlines, milestones, sign offs, review periods, and
deliverables. The project plan is also to include County staff resources and tasks.
2. System Design Document – Work product that identifies both the business process decisions as well
as system configuration decisions for each in scope business pr ocess and system feature. System
design documentation will be organized by business process and contain recommendations, City
decisions, and detailed process and system documentation. The City expects that vendors will use
documentation included in Attachment 15 (Business Process Documentation) for initial
process documentation.
3. Testing Scripts – Test scripts based on the functional requirements and system design document that
require successfully completion of each item in scope (functional requirements) and the set-up of
the system (system configuration).
4. Training Documentation – Complete system manual for how to use the configured system. Vendors
should propose services to train end-users on how to use the software and operate within new
business processes
5. Requirements Traceability – Vendor documents that all requirements identified in Attachment 13
(Functional Requirements) are included in the project.
C.3 Project Schedule
The City has identified the schedule below as its proffered project schedule. Unless a prospective vendor
believes its approach is advantageous for the City, all proposals should be consistent with the below
schedule.
Project Schedule
Phase Start Go -Live
1) Finance February 2018 October 2018
2) HR/Payroll February 2018 March 2019
3) Budget TBD September 2019
C.4 Project Staffing
The City will make every effort to staff the project appropriately and understands that staffing a project is
important to its success. The following table lists resources that the City expects to be available for the
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project, their applicable areas of knowledge/assumed roles in the project, and the maximum participation
levels in the project. Project staffing will be organized into four main teams (finance, human resources,
payroll/time entry, and budgeting. The City will also make technical staff available to serve any
necessary roles.
City Staff Participation
Assumed Role Maximum Participation
(FTE)
Project Manager 1.0 FTE
Finance Lead .50 FTE
General Ledger / Treasury Lead .50 FTE
Procurement Lead .50 FTE
Accounts Payable Support .25 FTE
Revenue / Accounts Receivable Support .25 FTE
Project Accounting Support .25 FTE
Capital Asset Support .25 FTE
Human Resources Lead .50 FTE
Employee Administration Support .25 FTE
Organization and Position Support .25 FTE
Benefits Support .25 FTE
Payroll / Time Entry Lead .50 FTE
Time Entry Lead .25 FTE
Payroll Lead .25 FTE
Budgeting Lead .75 FTE
Technical Lead .75 FTE
C.5 Statement of Work
The City will require the development of a detailed statement of work, including a high -level project plan,
prior to contract signing. The statement of work will include and describe at least the following and may
include additional items the City deems necessary:
▪ Project scope
▪ Project milestones
▪ Project deliverables
▪ High level project schedule (listing of phases and go-live dates)
▪ Project resources
▪ Project roles and responsibilities
▪ Project change control procedures
C.6 Number of Users
It is difficult for the City to envision exactly who will use the system as implementation of the system will
result in a major change in the way that the City does business. Proposers should plan however on having
all City departments with access to the system for at least a few users to enter transactions. The following
user counts identify expected users within each functional area. Additional users may be required for
extra help and proposers should plan to provide sufficient system access for the City to fully implement
their desired business processes. Proposals should include services to complete implementation and any
appropriate training services to prepare all City staff for using the system. (Note: Employees are counted
in multiple columns).
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The City expects that pricing for software will be on an enterprise basis where all City employees will
have access to the software to perform necessary tasks and the City will not encounter issues where
individual employees are not licensed to perform tasks.
City Users
Type of User Estimated Number of Users Estimated Number of Power
Users
Financials 75 35
HR/Payroll 75 20
Budgeting 50 10
Purchasing 75 10
Technical/Administrative Users NA 5
Self Service Access All City Employees NA
C.7 Interfaces
Interface requirements have been included in with the functional requirements. Proposers should respond
to each functional requirement, including the interface requirements, to identify the proposed scope. Any
positive response – “Y” or “Y-ND” is considered to be in-scope and all pricing for the proposed scope
included in the submitted milestone pricing. Interfaces to the City’s existing systems and/or third party
vendors are critical to the project success
C.8 Data Conversion
The City understands the level of effort required to convert data and is interested in converting only
essential data required for the new system. Proposers are required to complete Attachment 11
(Conversions) and indicate the proposed data conversions that are included in scope.
C.9 Current Applications
The following applications are used by the organization for major business functions. Information about
their replacement or interface is provided for the proposer’s convenience. The City intends to discuss the
future use of these applications during software demonstrations and contract negotiations.
Function Name Description Interface?
HR Aflac
Section 125
supplemental plan y
HR Carl Warren Claims Administrator y
HR CJPIA
Liability Insurance &
Worker's Com. y
HR Delta Dental
Dental Insurance
provider y
HR ICMA
Deferred Comp
Administrator y
HR Lincoln Financial
SLOCEA's Long-Term
Disability Administrator y
HR Mass Mutual
Deferred Comp
Administrator y
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Function Name Description Interface?
HR MES Vision
MESVision (Medical Eye
Services) vision care
provider y
HR MHN Provider Portal
Healthcare provider
network y
HR myCALPERS
California Public
Employees' Retirement
System agency y
HR Nationwide
Deferred Comp
Administrator y
HR NeoGov
Government and Public
Sector software used for
recruitment y
HR John Hancock
PARS 401(a) deferred
comp y
HR The Standard Life Insurance provider y
HR York
Work Comp
Administrator y
HR DMV
Department of Motor
Vehicles y
HR CDT
Pre-Employment/Drug
Testing y
HR AMC
Pre-Employment/Drug
Testing y
HR DOJ Department of Justice y
HR/Payroll Intellitime
Timekeeping and
Scheduling Solutions for
the Public Sector TBD
HR Target Solutions
Fire Safety Training
Management System y
HR Lexipol
Policy Management
Software for Public
Safety y
HR Spillman
Spillman Technologies:
Public Safety Software
Solutions y
Asset Cityworks
Asset management/work
orders y
AR Springbrook Utility Billing y
Projects
CIPAce Portfolio
Management Platform
Project Planning and
Management TBD
Finance Pentamation Finance Plus
Finance, Fixed Assets,
Projects, HR & Payroll
N, to be
decommissioned
Finance
Pentamation Community
Plus
Miscellaneous
Receivables
N, to be
decommissioned
Finance HDL Business Licenses Y
GIS/Billing EnerGov GIS and Billing Y
Finance Franchise Tax Board CA State Taxes Y
Asset
AssetWorks: Asset
Management Services &
Software Solutions
Asset Management for
Fleet Management Y
Training Target Safety Training Database TBD
AR
Online Event Registration &
Management Software
Event registration &
booking Y
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Function Name Description Interface?
AR GolfNow Golf course booking Y
Time WhenToWork Shift Planning TBD
Time TeleStaff
Time entry and
scheduling TBD
Time
Speedshift staff scheduling
application Scheduling TBD
C.10 Business Process Improvement
The City’s Motion Project has involved City staff working to define improved processes. The City
expects that the finalist vendor will leverage work already completed and not require significant time
spent on understanding current process and working through gap analysis. Expected “to-be” process flows
for many key processes are included in Attachment 15 (Business Process Documentation). The City
expects that vendors will leverage this documentation in project deliverables and make recommendations
on how to best leverage the software to meet these processes – or improve upon processes with features of
the software.
C.11 On-Site Expectations
The City understands all projects are delivered with a mix of on-site and off-site services and requests that
vendors consider both project quality and cost considerations when submitting proposals. The City
expects that certain services, such as training, project management, change manage ment, and other
services where on-site presence is important be delivered onsite, however the City also expects that
vendors explore use of remote service delivery through web meetings, and video conferencing as a
method to reduce project costs.
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Section D: Contract Terms and Conditions
Below are important contract terms and conditions that the City expects to be part of an agreement with
the finalist proposer(s). Please indicate your willingness to comply with each condition by noting any
exceptions per the instructions in section B.6 of this RFP. Contract terms in the final agreement should
include but will not be limited to those listed below. The City will carefully evaluate any exceptions to
the terms and conditions listed below.
D.1 Key Personnel
The City requires assurances as to the consistency and quality of vendor staffing for its project. Key
points of the City’s key personnel provision include:
D.1.1 The City shall have the ability to interview and approve key personnel proposed by the vendor.
D.1.2 The City shall have the right to dismiss key personnel from the project.
D.1.3 Vendor key personnel may not be removed from the project without the City’s approval.
D.2 Implied and Express Warranty
The Proposer will expressly warrant that
D.2.1 All work performed in connection with this project be performed in a competent, professional,
and workmanlike manner, and shall be consistent with the accepted practices of leading
providers performing similar services or professional standards referenced in the vendor’s
proposal
D.2.2 All work will be performed by an adequate number of qualified individuals with suitable
training, education, and experience
All work performed shall comply with applicable laws
All work performed and all deliverables, including the System itself will conform to the scope and
specifications as stated in the RFP including the functional requirements identified as Attachment 13
(Functional Requirements) for a period extending no less than 24 months after final acceptance.
D.3 Express Warranty Remedy
The City requires that the vendor commit to repair or replace any function not working in the system
during the life of the warranty. In the event a problem cannot be fixed the vendor will reimburse the City
for costs to acquire and implement an functionally equivalent replacement.
D.4 System Acceptance
For purposes of acceptance of the system (or portions thereof), the City intends to use a two-staged
acceptance procedure for each phase and for the entire project. Key points include:
D.4.1 “Conditional Acceptance” will occur at or prior to go-live. The City will have up to forty-five
(45) days to test the system (“pre-live testing”) before going live.
D.4.2 The City will have a 60-day period after Conditional Acceptance to “live test” the system. Live
testing is the City’s opportunity to verify that the system complies with the functional
requirements and any other written specifications delivered to the City by the vendor during the
course of the project.
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D.4.3 If after the live testing the system performs in accordance with the system specifications
(including the design document and functional requirements), and all services identified in the
statement of work are completed, the City will issue “Final Acceptance.”
D.5 Additional Users and Modules
The City will require “price protection” for a minimum of two (2) years from the effective date of the
agreement for additional City users and modules that are listed in the proposal but are not initially
purchased.
D.6 Accuracy of Proposal Fees
The City requires that any proposed licenses or fees to access the software be adequate to allow the City
to use the system unrestricted for all business purposes of the City and the City agencies, departments,
and other third party entities under the control of the City. The City will not be subject to expansion fees,
additional license purchases, or fees for additional users, increases in City employee count, budget size,
population size, or data storage requirements for a period of 6 years from the effective date of the
agreement.
D.7 Independent Contractor
D.7.1 Proposer understands and acknowledges that it is an independent contractor, not an employee,
partner, agent, or principal of City. This Agreement does not create a partnership, joint venture,
association, or employer-employee relationship between the Parties. At its own expense,
Proposeris responsible for providing compensation; employment benefits; disability,
unemployment, and other insurance; workers’ compensation; training; permits and licenses; and
office space for Proposer and for Proposer’s employees and Subconsultants. Proposer has, and
shall retain, the right to exercise full control over the employment, direction, compensation, and
discharge of all persons whom Proposer uses in performing the Services under this Agreement.
D.7.2 Propower shall provide the Services in Proposer’s own manner and method, except as this
Agreement specifies. Proposer shall treat a provision in this Agreement that may
appear either to give City the right to direct Proposer as to the details of doing the work,
or to exercise a measure of control over the work, as giving Propower direction only as to
the work’s end result.
D.7.3 Proposer shall indemnify, defend (including Proposer’s providing and paying for legal counsel
for City), and hold harmless City for any obligation; claim; suit; demand for tax or retirement
contribution, including any contribution or payment to pensions; social security; salary or wages;
overtime, penalty, or interest payment; or workers' compensation payment that City may be
required to make on behalf of Proposer, an employee of Proposer, or any employee of Proposer
construed to be an employee of City, for the work done under this Agreement.
D.8 Interests of Proposer
The Proposer covenants that it presently has no interest, and shall not acquire any interest—direct,
indirect or otherwise—that would conflict in any manner or degree with the performance of the work
hereunder. The Proposer further covenants that, in the performance of this work, no sub-consultant or
person having such an interest shall be employed. The Proposer certifies that no one who has or will have
any financial interest in performing this work is an officer or employee of the City. It is hereby expressly
agreed that, in the performance of the work hereunder, the Proposer shall at all times be deemed an
independent Proposer and not an agent or employee of the City.
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D.9 Intellectual Property
D.9.1 If Proposer uses or incorporates patented, trademarked, or copyrighted work, idea, or products, in
whole or in part, into Proposer’s work product, Proposer represents that:
(A) Proposer holds the patent, trademark or copyright to the work, idea or product; or
(B) Proposer is licensed to use the patented, trademarked or copyrighted work idea or product.
D.9.2 Unless City states otherwise in writing, all proprietary rights or intellectual property rights,
including copyrights, that arise from creation of the work under this Agreement vest in City.
Proposer waives and relinquishes all claims to proprietary rights and intellectual property rights,
including copyrights, in favor of City.
D.9.3 Proposer shall indemnify, defend (including COntrator5’s providing and paying for legal counsel
for the City) and hold harmless City, its officials, officers, agents, employees, and representatives
from and against all liability, claims, suits, demands, dama ges, royalties, fines, penalties, costs or
expenses arising out of or alleging any infringement or misappropriation of a patent, copyright,
trade secret, trade name, trademark or other intellectual property right or proprietary right.
D.10 Confidentiality
Proposer shall not use any information that it obtains from performing the Services for any purpose other
than for fulfillment of Proposer’s Scope of Work. Without City’s prior written authorization, Proposer
shall not disclose or publish, or authorize, permit or allow others to disclose or publish, data, drawings,
designs, specifications, reports or other information relating to the Services or the work that City assigns
to Proposer or to which Proposer has access.
D.11 Hold Harmless and Indemnification
Proposer agrees to defend, indemnify, protect and hold the City and its officials, agents, officers and
employees harmless from and against any and all claims asserted or liability for damages or injuries to
any person or property, including injury to Proposer's employees, agents or officers which arise from or
are connected with or are caused or claimed to be caused by the acts or omissions of Proposer, and its
agents, officers or employees, in the performance of all obligations under this Agreement, and all
expenses of investigating and defending against same; provided, however, that Proposer's duty to
indemnify and hold harmless shall not include any claims or liability arising from the proven sole
negligence or willful misconduct of the City, its agents, officers or employees.
D.12 Insurance Requirements
D.12.1 Upon notice of intent to award contract, the Proposer shall provide proof of insurance in the form,
coverages and amounts specified in these conditions as a precondition to contract execution. The
Proposer shall procure and maintain for the duration of the contract insurance against claims for
injuries to persons or damages to property which may arise from or in connection with the
performance of the work hereunder by the Proposer, its agents, representatives, employees or sub-
consultants.
D.12.2 Minimum Scope of Insurance. Coverage shall be at least as broad as:
A. Insurance Services Office Commercial General Liability coverage (occurrence form CG
20 10 Prior to 1993 or CG 20 10 07 04 with CG 20 37 10 01 or the exact equivalent as
determined by the City).
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B. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile
Liability, code 1 (any auto).
C. Workers' Compensation insurance as required by the State of California and Employer's
Liability Insurance.
D.12.3 Minimum Limits of Insurance. Proposer shall maintain limits no less than:
A. General Liability: $1,000,000 per occurrence, $2,000,000 general aggregate for bodily
injury, personal injury and property damage. The policy must include contractual liability
that has not been amended. Any endorsement restricting standard ISO “insured contract”
language will not be accepted. Agency, its officers, officials, agents, employees, and
volunteers shall be added as additional insureds on the policy.
B. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
C. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
D.12.4 Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be
declared to and approved by the City. At the option of the City, either: the insurer shall reduce or
eliminate such deductibles or self-insured retentions as respects the City, its officers, officials,
employees and volunteers; or the Proposer shall procure a bond guaranteeing payment of losses
and related investigations, claim administration and defense expenses.
D.12.5 Other Insurance Provisions. The general liability and automobile liability policies are to contain,
or be endorsed to contain, the following provisions:
A. The City, its officers, officials, employees, agents and volunteers are to be covered as
insureds as respects: liability arising out of activities performed by or on behalf of the
Proposer; products and completed operations of the Consultant; premises owned,
occupied or used by the Proposer; or automobiles owned, leased, hired or borrowed by
the Proposer. The coverage shall contain no special limitations on the scope of protection
afforded to the City, its officers, official, employees, agents or volunteers.
B. For any claims related to this project, the Proposer’s insurance coverage shall be primary
insurance as respects the City, its officers, officials, employees, agents and volunteers.
Any insurance or self-insurance maintained by the City, its officers, officials, employees,
agents or volunteers shall be excess of the Proposer’s insurance and shall not contribute
with it.
C. The Consultant's insurance shall apply separately to each insured against whom claim is
made or suit is brought, except with respect to the limits of the insurer's liability.
D. Each insurance policy required by this clause shall be endorsed to state that coverage
shall not be suspended, voided, canceled by either party, 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.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating
of no less than A:VII.
Verification of Coverage. Proposer shall furnish the City with a certificate of insurance showing
maintenance of the required insurance coverage. Original endorsements effecting general liability
and automobile liability coverage required by this clause must also be provided. The
endorsements are to be signed by a person authorized by that insurer to bind coverage on its
behalf. All endorsements are to be received and approved by the City before work commences.
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D.12.6 Waiver of Subrogation. The Vendor grants the City a waiver of any right to subrogation which
any insurer of Vendor may acquire against the City by virtue of the payment of any loss under
such insurance. This provision applies regardless of whether or not the City has received a waiver
of subrogation endorsement from the Vendor’s insurer.
D.13 Business Tax
The Proposer must have a valid City of San Luis Obispo business tax certificate before execution of the
contract. Additional information regarding the City's business tax program may be obtained by calling
(805) 781-7134.
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Section E: Attachments
E.1 Attachment 1 (RFP Submittal Checklist)
Submittal Checklist
Section Item Submitted
B.1 Executive Summary and Introductory Materials
E.1 Attachment 1 (RFP Submittal Checklist)
E.2 Attachment 2 (Signature Page)
E.3 Attachment 3 (Proposer Statement)
B.2 Scope of Services
E.4 Attachment 4 (Scope of Proposal)
E.5 Attachment 5 (Company Background)
E.6 Attachment 6 (Reference Form)
B.3 Functional Requirements
E.13 Attachment 13 (Functional Requirements)
E.7 Attachment 7 (Technical Specifications)
B.4 Implementation Plan
E.11 Attachment 11 (Conversions)
E.12 Attachment 12 (Staffing)
B.5 Ongoing Support and Hosting Services
E.8 Attachment 8 (Software-as-a-Services / Hosting)
E.9 Attachment 9 (Proposed Service Level Agreement)
E.10 Attachment 10 (Maintenance and Support)
B.6 Exceptions to the RFP
B.7 Deliverables and Project Outcomes
B.8 Sample Documents
B.9 Price Proposal (under separate cover)
E.14 Attachment 14 (Cost)
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E.2 Attachment 2 (Signature Page)
The undersigned proposer having examined this RFP and having full knowledge of the condition
under which the work described herein must be performed, hereby proposes that the proposer
will fulfill the obligations contained herein in accordance with all instructions, terms, conditions,
and specifications set forth; and that the proposer will furnish all required products/services and
pay all incidental costs in strict conformity with these documents, for the stated prices as
proposed.
Submitting Firm: _______________________________________________________________
Address: ______________________________________________________________________
City: ___________________________State:_______________ Zip:________________
Authorized Representative (print):________________________ Title: _____________________
Authorized Signature: ____________________________ Date: __________________________
Contact Information:
Name: ________________________________________________________________________
Title: ________________________________________________________________________
Address: ______________________________________________________________________
City: ___________________________State:_______________ Zip: ______________________
Email: ____________________________________
Phone: ____________________________________
Cell Phone: ____________________________________
Fax: ____________________________________
Software Demonstrations / Implementation Interviews:
Software demonstrations are currently scheduled for the following dates. Please indicate your availability
and date preference to provide software demonstrations in the event your proposal is elevated to software
demonstrations. Elevated proposers will be notified of the scheduled demonstrate date when elevated.
Week Availability (Y/N) Preference (1,2,3,No Preference)
10/16/17
10/23/17
10/30/17
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E.3 Attachment 3 (Proposer Statement)
By submitting a response, the respondent acknowledges that he/she has acquainted themselves with the
terms, scope, and requirements of the project based on the information contained in this RFP and any
addendums. Any failure by the proposer to acquaint themselves with available information will not relieve
them from the responsibility for estimating properly the difficulty or cost of successfully performing the
work available. The City is not responsible for any conclusions or interpretations made by the proposer on
the basis of the information made available by the City.
The following addendums have been acknowledged and are included in our response. Proposals that do
not acknowledge addendums may be rejected.
Addendum# Initials
________________________________________
PRINTED NAME OF AUTHORIZED AGENT (TITLE)
________________________________________________ _________________________
SIGNATURE OF AUTHORIZED AGENT DATE
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E.4 Attachment 4 (Scope of Proposal)
Identify the scope of the proposal and if the proposal contains software and services for each scope
option. Scope options are defined in the RFP in section A and Section C.
Software and Implementation Services:
Proposed
Not Proposed
Primary Software Firm ___________________________________________________________
Software Product Proposed _______________________________ Version _________________
Primary Implementation Firm ______________________________________________________
Technology Services:
Hosting Services Proposed
Software as a Service Proposed
Not Proposed
Hosting Provider: ____________________________________________________________________
Ongoing Support
Ongoing Support Provided by Software Vendor
Ongoing Support Provided by Implementation Firm
Ongoing Support Provided by Third Party
Firm Primarily Responsible for Ongoing Support: __________________________________________
Third Party Products/Services
Third Party Products/Services Proposed
No Third Party Products/Services Proposed
Firm _______________________________Purpose ______________________________________
Firm _______________________________Purpose ______________________________________
Firm _______________________________Purpose ______________________________________
Firm _______________________________Purpose ______________________________________
Firm _______________________________Purpose ______________________________________
Firm _______________________________Purpose ______________________________________
Name of Individual / Firm Submitting Proposal:
__________________________________________________________
Signature of Proposer:
____________________________________________________________________________
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CITY OF SAN LUIS OBISPO
E.5 Attachment 5 (Company Background)
Complete one form for each firm included in the proposal.
Company Background
Company Name:
Location of corporate headquarters:
Proposer Experience
# of years in business:
# of years providing systems/services to public
sector:
Customer Base:
# of clients using proposed software/services
# of clients using other similar software/services
Market Focus:
Identify other industries serviced (other than
local governments)
If not Primary Proposer
# of past projects partnering with primary
proposer
Official Partnership status/certification (if
applicable)
About the Company
Number of Total Employees:
Number of Employees Providing
Implementation Services (if applicable)
Number of Employees Supporting Product
(Maintenance and Support) (if applicable)
Number of Employees Dedicated to Product
Development (if applicable)
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ERP SYSTEM
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CITY OF SAN LUIS OBISPO
E.6 Attachment 6 (Reference Form)
Please provide at least five (5) references for past projects that include products and services similar in
scope to those proposed for this RFP. Please use the following format in submitting references.
GENERAL BACKGROUND
Name of Client:
Project Manager/Contact: Title:
Phone: E-mail:
Software Program/Version:
Summary of Project:
Number of Employees: Size of Operating Budget:
PROJECT SCOPE
Please indicate (by checking box) functionality installed:
Financials Budgeting
HR
Payroll
TECHNOLOGY INFORMATION
Hosted? Yes_______ No________ If yes, hosting provider_______________
IMPLEMENTATION INFORMATION
Project Duration:
Initial Go-Live:
Describe Role on Project:
Project Challenges:
Major Accomplishments:
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ERP SYSTEM
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CITY OF SAN LUIS OBISPO
E.7 Attachment 7 (Technical Specifications)
Technical Specifications
Required Licenses
Does the Proposed System Require that the City
install software?
Yes/No
Provide full documentation of technical
specifications and requirements necessary to host
the system (vendors can submit documentation in
alternate format and attach to this page.)
Hardware / Server / Database Requirements
Desktop / Client Requirements
Mobile Requirements
Business Intelligence
Describe how business intelligence tools operate
and if the City would be able to leverage tools for
non-ERP data
Does the report writer utilize a separate database?
Security
Describe database security
Describe application security
Is system compatible with single sign on?
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REQUEST FOR PROPOSALS
ERP SYSTEM
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CITY OF SAN LUIS OBISPO
E.8 Attachment 8 (Software-as-a-Services / Hosting)
*Attach additional pages if necessary
Alternative Delivery Options
Options
Is system available through a hosted model
(City owns license and system implemented on
dedicated single tenant environment)
Yes/No
Is the system available through SaaS model
(City pays subscription fee and system
implemented in multi-tenant environment)
Yes/No
Is the system available through a managed
services model (City owns and hosts system;
vendor maintains system)
Yes/No
Where is the data center and disaster recovery
data center located?
Network Bandwidth
If ASP or SaaS, what are the internet bandwidth
requirements for optimal performance?
Contract
Describe any minimum contract periods (example:
Minimum of 5 year)
Does vendor contract provide for price increases
above 0% per year for years 2-5
After contract period, is it possible to transition to
self-hosted model? Describe what is required for
transition and cost
Does vendor contract cap price increase to less
than 5% for years 6-10)
Proposed Services
Number of database instances (please list)
Describe proposed disaster recovery services
Describe proposed application availability service
level
Support
Describe operations support
Describe back up procedures and testing of
backups and other quality assurance processes to
ensure the backup is working correctly.
Describe process for installing patches and
updates
Describe process for roll-back of patches and
updates if major functionality is broken as a result
of the patch and/or update
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ERP SYSTEM
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CITY OF SAN LUIS OBISPO
E.9 Attachment 9 (Proposed Service Level Agreement)
If hosting services are proposed, please complete the following table identifying proposed service level
guarantees. For each service, please indicate the metric used to measure the service quality, the proposed
requirement (target for service), and the proposed remedy/penalty if guarantee is not met.
Proposed Service Level Guarantees
Service Metric Requirement/
Guarantee
Remedy if Not Met
System Availability
(Unscheduled Downtime)
System Response
(Performance)
Issue Response Time
Issue Resolution Time
System Data Restore
Implementation of System
Patches
Notification of Security
Breach
Please list other proposed
service levels
Proposed Service Level Guarantees
How is performance against service levels
reported to the City
Describe process for City reporting issue to the
vendor
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REQUEST FOR PROPOSALS
ERP SYSTEM
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CITY OF SAN LUIS OBISPO
E.10 Attachment 10 (Maintenance and Support)
Proposed Maintenance and Support
Post-implementation Support:
Days of on-site support after go-live
What is purpose of on-site support?
Other on-site support after go-live (month end,
quarter end, year-end, open enrollment, etc.)
Telephone Support:
Hours available (and time zone)
Problem reporting and resolution procedures
Response time for various levels of severity
Third Parties:
Support provided for third party products?
Upgrades/Patches:
Upgrade Frequency (major and minor releases)
How are upgrades delivered?
Are upgrades required?
How many versions are currently supported?
Third Party Support
Upgrade Frequency (major and minor releases)
How are upgrades delivered?
Are upgrades required?
How many versions are currently supported?
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ERP SYSTEM
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CITY OF SAN LUIS OBISPO
E.11 Attachment 11 (Conversions)
(See Separate Excel Spreadsheet)
E.12 Attachment 12 (Staffing)
(See Separate Excel Spreadsheet)
E.13 Attachment 13 (Functional Requirements)
(See Separate Excel Spreadsheet)
E.14 Attachment 14 (Cost)
(See Separate Excel Spreadsheet)
E.15 Attachment 15 (Business Process Documentation)
(See Separate PDF document)
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Attachment 13: Functional Requirements
YY-NDNI
Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
1 GL Chart of Accounts System provides chart of account structure with multiple independent segments
2 GL Chart of Accounts
Independent chart of account segments are independent of other segments (do not form hierarchical relationship between segments) of different types (fund, org, program, account, etc.)
3 GL Chart of Accounts Chart of accounts support multiple segments for org unit
4 GL Chart of Accounts Chart of accounts support multiple segments for program/activity
5 GL Chart of Accounts Segments of same type (org unit, program/activity, etc) form hierarchical relationship
6 GL Chart of Accounts Chart of accounts supports project ledger (sub ledger) for detailed cost tracking
7 GL Chart of Accounts General Ledger and project ledger supports alpha numeric accounts
8 GL Chart of Accounts Segments of chart of accounts used in acceptable combinations to form full general ledger account
9 GL Chart of Accounts System supports segments representing programs that can extend across multiple departments
10 GL Chart of Accounts
Segments of the Chart of Accounts can be grouped on a user-defined basis into multiple reporting hierarchies
11 GL Chart of Accounts
System allows reporting at summary level accounts (for example, accounts 5501, 5502, 5503 can be reported together as 5500)
12 GL Chart of Accounts System provides short cut key functionality to allow users to not enter full account characters
13 GL General Ledger Set Up System only allows transactions to post to active accounts within any open period
14 GL Budget Control Budget control can be set to soft error (Warn user but allow)
15 GL Budget Control Budget control can be set to hard error (Do not allow)
16 GL Budget Control
System allows for budgeting at one level and controlling at a different level (Example: budget by account/object but conduct budget control at program level)
17 GL Budget Control System allows budget control at summary roll up of account/object
18 GL Budget Control
System allows budget control at summarized roll up categories (example, transact at 5501, 5502, 5503, but control at level of all 5500s)
Column F: Available ResponsesRequirement Met and Proposed (Standard features in the generally available product)Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development)Requirement Not Met with ProposalNeed More Information/Discussion
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
19 GL Journal Entry
General ledger transactions record the source of the transaction (e.g., manual entry or automated entry from another module)
20 GL Journal Entry Journal entries are validated against the chart of account structure for valid accounts
21 GL Journal Entry Journal entries are validated against: Available funds (budget check or cash availability check)
22 GL Journal Entry Journal entries are validated against balancing entries (make sure all entries balance)
23 GL Journal Entry Users can import journal entries from spreadsheet (e.g., Microsoft Excel)
24 GL Journal Entry
Imported transactions from spreadsheets are validated using the same business rules as transactions made in the system
25 GL Journal Entry
System allows creation of a journal entry from previously entered journal entry format (copy journal), by: Line item
26 GL Journal Entry System allows users to reverse journal entry with proper security and approvals
27 GL Journal Entry System allows to schedule accrual auto-reversals.
28 GL Journal Entry
Journal entries support "required" data fields and prevents transaction from posting until all "required" fields are completed
29 GL Journal Entry Users can attach files for documentation to journal entry
30 GL Journal Entry
Users can save journal entries that have not yet been posted or cleared for all validation errors online
31 GL Journal Entry System allows posting of transactions for multiple fiscal years at the same time
32 GL Journal Entry When working in multiple fiscal years the detail transactions are maintained for each year.
33 GL Journal Entry
Journal transactions can be entered and scheduled using effective dates (e.g., posting does not occur until effective date)
34 GL Recurring Journal Entry System provides templates and notifications for recurring journal entries
35 GL Recurring Journal Entry System provides templates and notifications for recurring journal entries with the same dollar value
36 GL Recurring Journal Entry
System provides templates and notifications for recurring journal entries with varying dollar amounts
37 GL Recurring Journal Entry Recurring journal entries occur at regular frequency (can set start and stop dates)
38 GL Recurring Journal Entry System allows journal entries to be scheduled (example: lease/debt schedules)
39 GL Annual Close Process System allows more than 12 accounting periods (please specify)40 GL Annual Close Process System closes at end of period by fund
41 GL Cash Management Interface
System allows import of daily bank activity and balances and reconciles to recorded receipts and disbursements
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
42 GL Cash Management Interface
System reconciles both cash/check transactions as well as credit card payments with potential lag in posting date
43 GL Cash Management
System provides cash flow forecasts projecting outstanding payable, outstanding receivables, recurring payments, and current position44 PG Project Set Up Supports multiple-year projects
45 PG Project Set Up
Supports parent/child relations for projects and sub-projects (list any limitations in the comments column)
46 PG Project Set Up System tracks funding sources (multiple funding sources for each project)
47 PG Project Set Up Funding sources can be grants, city dedicated revenues, other city funds, etc.48 PG Project Set Up System allows decentralized project set up
49 PG Project Set Up
System uses project start date and end date for determining eligible expenditures and doesn't allow transactions outside project eligibility period
50 PG Project Set Up Projects can be established across multiple funds and departments
51 PG Project Set Up
System will identify and track user-defined multiple sub-levels of a project (e.g. design, pre construction, construction, post construction, completed)
52 PG Project Set Up User-defined sub-levels of project can be different for each project
53 PG Project Budget System allows creation of project budget for select projects (not required for all projects)
54 PG Project Budget Project budgets are established for entire project
55 PG Project Budget Project budgets are established by fiscal year within multi-year project
56 PG Project Budget Budget control for a project can be set for calendar year
57 PG Project Budget Budget control for a project can be set for period other than City fiscal year (grantor fiscal year)
58 PG Project Budget Budget control for a project can be set for entire Life of Project (multi-Year)59 PG Project Budget System can control budget at project level
60 PG Project Budget System can control budget at sub-project level (example: phase, task, etc.)
61 PG Project Budget System can set level of budget control differently for each project
62 PG Project Budget Project budget can control to level of project funding (limit project expenses to funding sources)
63 PG Project Budget System can track and control budget for multiple projects using the same funding source
64 PG Project/Grant Tracking System allows for tracking direct costs (encumbrance) to project through purchasing
65 PG Project/Grant Tracking System allows for tracking direct costs (expense) to project through accounts payable
66 PG Project/Grant Tracking
System allows for tracking direct costs and indirect costs (encumbrance and expense) to project through journal entries
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
67 PG Project/Grant Tracking System allows employees to charge time to projects and sub projects
68 PG Project/Grant Tracking System allows for tracking salary and benefit costs (expense) to project through payroll
69 PG Project/Grant Tracking
System allocates indirect costs to projects based on pre-determined cost drivers and allocation schedules
70 PG Project/Grant Tracking
System identifies eligible expenses for reimbursement based on criteria identified for each project (by account)
71 PG Project/Grant Tracking System identifies and tracks funding sources for projects
72 PG Project/Grant Tracking
System will split the cost of projects across various funding sources by Percentage (e.g. 70% grant, 30% bond)
73 PG Project/Grant Tracking
System will split the cost of projects across various funding sources by Priority (Grant first, local funds next)
74 PG Project/Grant Tracking Interface
Interface to EnerGov for tracking permitting and plan review projects (capture costs entered into EnerGov)
75 PG Project/Grant Tracking Interface Interface to Emergo for tracking permit revenue by project
76 PG Project/Grant Tracking
System will split the cost of projects across various funding sources by priority up to limit (example: Charge grant first up to $10,000 then charge local funds)
77 PG Project/Grant Revenue System allows revenue source to be split across multiple projects
78 PG Project/Grant Revenue System can assign multiple revenues sources to be used for single project
79 PG Project/Grant Revenue
System allows multiple revenue sources to be split across multiple projects (each project has multiple sources)
80 PG Project/Grant Billing Projects link with accounts receivable to provide all billing, aging, and tracking capabilities.
81 PG Project/Grant Billing Generates revenue/receivable transactions from grants expenditure data
82 PG Project/Grant Billing
System can generate invoice to bill for any project costs (bill to contractor, citizen, other government, or grant)
83 PG Project/Grant Billing
System can generate invoice for appropriate billable expenses at any point (end of project, milestone, or any time)
84 PG Project/Grant Billing System tracks expenses that have been billed to date
85 PG Project/Grant Billing Project billing based on actual expenses (using current salary and benefit information)
86 PG Project/Grant Billing
Project billing based on actual expenses (using current salary and benefit information) plus percentage
87 PG Project Capitalization Expenditures for capital project can be identified as capitalized expenses
88 PG Project Capitalization
System will move a project to Capital Assets but allow for any subsequent expenditures to be charged to that project.
89 PG Project Capitalization
Transfers construction-in-progress accounts to capital asset accounts at project close or completion
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
90 PG Project Capitalization System allows creation of asset before project close
91 PG Project Capitalization One project can be converted into multiple assets
92 PG Project Capitalization System allows users to determine what costs should be capitalized
93 PO Purchase Requisition Each department initiates purchasing process through requisition entry into the system
94 PO Purchase Requisition
Requestor can attach files to requisition at header level, files can be individually printed or printed with document
95 PO Purchase Requisition Requestor can attach files to requisition at line item level
96 PO Purchase Requisition Purchase requisition allows user to add NIGP commodity code to line item
97 PO Purchase Requisition System allows user to record information on competing quotes
98 PO Purchase Requisition Purchase requisition allows user to identify project ledger segments on line item
99 PO Purchase Requisition Purchase requisition allows user to identify work order number on line item
100 PO Purchase Requisition Purchase requisition allows user to identify contract number for requisition101 PO Purchase Requisition Chart of accounts linked to commodity code
102 PO Purchase Requisition Purchase requisition can be saved without submitting for approval
103 PO Purchase Requisition
System provides option for emergency purchase that will bypass workflow approvals and create purchase order
104 PO Purchase Requisition Emergency purchase order provides workflow notification to pre-identified roles/users
105 PO Purchase Requisition - Budget When purchase requisition is submitted, system provides budget check
106 PO Purchase Requisition - Budget System tracks pre-encumbrances (purchase requisitions)
107 PO Purchase Requisition - Budget System records pre-encumbrance when purchase requisition is saved or submitted through workflow
108 PO Purchase Requisition
System routes purchase requisition for approval/notification by chart of account information (object/account code)
109 PO Purchase Requisition System routes purchase requisition for approval/notification by dollar amount
110 PO Purchase Requisition System routes purchase requisition for approval/notification by if it is a capital item
111 PO Purchase Requisition System allows users to cancel requisition before it is approved
112 PO Purchase Requisition Cancelled requisitions or cancelled requisition line items release pre-encumbrance113 PO Purchase Order System links purchase order to requisition114 PO Purchase Order Purchase orders created for specific items
115 PO Purchase Order Purchase orders created for dollar allowance with vendors (blanket purchase orders)
116 PO Purchase Order PO automatically created after req approval based on $ threshold
117 PO Purchase Order Creation of purchase order creates encumbrance
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
118 PO Purchase Order System provides for approval process for purchase order prior to being sent to vendor:
119 PO Purchase Order Approval process for purchase order can be routed by dollar amount
120 PO Purchase Order
System allows for encumbrance of shipping and freight and allows user to add shipping and freight to purchase order
121 PO Purchase Order Shipping and freight charges distributed to accounts by line item on PO
122 PO Purchase Order
User can attach files to purchase order at header level, files can be individually printed or printed with document123 PO Purchase Order Purchase order sent to vendor through Email
124 PO Purchase Order Purchase order sent to vendor through Hard copy (print and mail)
125 PO Purchase Order Purchase order identifies originator of PO and contact information
126 PO Purchase Order Purchase order identifies alternate contact for PO (other than originator)
127 PO Purchase Order Purchase order prints with default contract terms based on type of purchase and commodity code
128 PO Purchase Order
System allows purchase orders to be re-sent - System identifies re-printed purchase orders as duplicates
129 PO Receiving
System allows user to search for PO by PO#, vendor, description, department, contract #, custom fields, requisition, NIGP code130 PO Receiving System tracks goods or services received
131 PO Receiving User can acknowledge receipt of entire purchase order
132 PO Receiving User can acknowledge receipt of purchase order by individual line item133 PO Receiving User can record partial receipt
134 PO Receiving System tracks vendor performance at receipt (on time, damaged, other comments)
135 PO Receiving
Receipt of a capital asset requires that the receiver complete asset record (serial number, asset tag, other information, etc.)
136 PO Receiving System identifies orders that have not been received by delivery date on PO
137 PO Modify PO/Change Order Any open purchase order can be modified by change order
138 PO Modify PO/Change Order Departments can initiate request for a change to purchase order for increase quantity or amount
139 PO Modify PO/Change Order Departments can initiate request for a change to purchase order for decrease quantity or amount
140 PO Modify PO/Change Order Departments can initiate request for a change to purchase order for canceling line items
141 PO Modify PO/Change Order Departments can initiate request for a change to purchase order for canceling entire PO
142 PO Modify PO/Change Order Departments can initiate request for a change to purchase order for adding line items
143 PO Modify PO/Change Order
Departments can initiate request for a change to purchase order for change of chart of account string
144 PO Modify PO/Change Order Requests to change purchase order routed through workflow
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
145 PO Modify PO/Change Order Request to change purchase order (for increase) pre-encumbers funds
146 PO Modify PO/Change Order
Request to change purchase order (for decrease) release encumbrance when change request is approved
147 PO Modify PO/Change Order Approval of change to purchase order encumbers funds or releases encumbrance of funds
148 PO Modify PO/Change Order Printing of modified purchase order clearly labels that purchase order has been changed
149 PO Modify PO/Change Order Purchase order identifies information that was changed on header and line item
150 PO Purchasing Cards Interface System provides automatic transfer of information from bank with purchasing card transaction details
151 PO Purchasing Cards System allows users to identify correct account for each p-card transaction
152 PO Purchasing Cards System allows users to identify correct project (including sub-project) for each p-card transaction
153 PO Purchasing Cards System allows users to identify correct contract for each p-card transaction
154 PO Purchasing Cards System allows users to identify correct purchase order for each p-card transaction
155 PO Purchasing Cards System allows users to identify correct NIGP commodity code for each p-card transaction156 PO Purchasing Cards System allows upload of scanned receipt
157 PO Purchasing Cards System allows multiple accounts for each p-card transaction
158 PO Purchasing Cards System allows user to identify p-card vendor (link to vendor file)
159 PO Purchasing Cards System automatically identifies vendor based on file from bank
160 PO Purchasing Cards Interface Any new vendor (not in vendor file) where P-card is used is added to vendor file
161 PO Purchasing Cards System provides workflow approval of p-card transactions
162 PO End of Year Process Any open purchase orders at year end can be rolled to next fiscal year
163 PO End of Year Process
Any open purchase order rolled to next fiscal year can roll associated encumbered budget to next fiscal year
164 PO End of Year Process System prepares budget amendment to authorize roll of encumbered funds for next budget year
165 PO End of Year Process Open purchase orders rolled to next year can encumber next year budget (not roll budget)
166 PO Contract Set Up Purchase requisitions can be converted to contracts
167 PO Contract Set Up
Workflow approval process for establishing contract is determined by chart of accounts (example: department)
168 PO Contract Set Up Workflow approval process for establishing contract is determined by type of contract
169 PO Contract Set Up Workflow approval process for establishing contract is determined by dollar amount170 PO Contract Set Up Contract module can track payment schedules
171 PO Contract Set Up System allows option of encumbering value of contract or not encumbering
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
172 PO Contract Set Up
System allows encumbrances to be split across multiple fiscal years (user can identify encumbrance in each fiscal year)
173 PO Contract Set Up Contracts can be converted to a purchase order174 PO Contract Set Up System allows users to attach files to contract
175 PO Contract Administration System can apply purchase orders/requisitions against contracts
176 PO Contract Administration Purchase orders encumber funds against a contract
177 PO Contract Administration The system tracks service performance against a contract (e.g., milestones and/or deliverables).
178 PO Contract Administration
The system tracks and auto flag contract expiration dates with sufficient lead time to extend or re-solicit contract.
179 PO Contract Administration
System tracks required insurance, performance bonds, vendor licenses, or other requirements of contract
180 PO Contract Administration System tracks expiration dates of insurance, vendor licenses, or other contract requirements.181 PO Contract Administration System tracks contract renewal options
182 PO Contract Administration System tracks and applies adjust to fees for renewals (example: new fee or increase by %)
183 PO Contract Administration System tracks pricing for contract (unit prices for various items under contract)
184 PO Contract Administration System tracks performance milestones on contract
185 PO Contract Administration System tracks contracts without encumbering PO (for on-call vendors)
186 PO Contract Administration System tracks vendor performance against contract
187 PO Contract Administration Attach copy of contract (or other schedules) and documentation
188 PO Contract Administration Interface System can identify if vendor has valid City business license (interface with HDL)
189 PO Contract Administration Interface System interface with DocuSign for contract execution190POVendor Self Service Interface Interface to purchasing / bid system?191 PO Vendor Self Service System allows vendor to register with the City
192 PO Vendor Self Service System allows vendor to submit required documentation (W-9, insurance)
193 PO Vendor Self Service System provides workflow for approval of submitted vendor information
194 PO Vendor Self Service
Vendor can use self-service for updating vendor information (address, contact, preferred payment, etc.)
195 PO Vendor Self Service Vendor changes go through workflow for approval
196 AP Vendor File Supports Parent/Child relationships for vendor records197 AP Vendor File Maintains multiple address types
198 AP Vendor File Maintains multiple location addresses for each vendor199 AP Vendor File Stores DBA name
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
200 AP Vendor File
System can accommodate certification information (minority, women owned, dbe, ccb license - type & #)
201 AP Vendor File System records multiple commodity (NIGP) codes to classify vendors
202 AP Vendor File System identifies default payment remittance address
203 AP Vendor File
System identifies preference for electronic payments and for those indicated makes all payments electronically204 AP Vendor File System identifies 1099 vendors
205 AP Vendor File System identifies cumulative purchase history by vendor to identify common vendors
206 AP Vendor File Cumulative purchase history includes p-card purchases
207 AP Vendor File
System identifies one time vendors - vendors set up in normal vendor file but identified as one-time vendor for easier data entry and system search functions 208 AP Vendor File Vendor file stores insurance levels information
209 AP Vendor File Vendor file stores vendor payment preference (ACH or check)
210 AP Vendor File Vendor files can identify terms and conditions that are applied to purchase orders for that vendor211 PO Vendor File Interface Sync vendors with information in BidSync
212 AP Invoice Processing System fills information for invoice from purchase order
213 AP Invoice Processing System allows entering of direct claims without purchase order
214 AP Invoice Processing System provides workflow approval path for Invoices from purchase orders
215 AP Invoice Processing System provides workflow approval path for Invoices without purchase orders
216 AP Invoice Processing Invoices routed through workflow for approval based on amount
217 AP Invoice Processing Invoice routed through workflow based on point of entry (entered by department vs. AP)
218 AP Invoice Processing Invoices routed through workflow for approval based on PO vs no PO
219 AP Invoice Processing Invoices routed through workflow for approval based on chart of account information
220 AP Invoice Processing Supports partial payments (partial payment of invoice)
221 AP Invoice Processing System supports applying credit memo to invoice for incorrect invoices
222 AP Invoice Processing Allow payment of multiple purchase orders from one invoice
223 AP Invoice Processing Allow multiple invoices to be received and processed for one purchase order
224 AP Invoice Processing
System will automatically check for and prevent duplicate invoice numbers for the same vendor (don't pay same invoices twice)
225 AP Invoice Processing System allows files to be attached in the system to the invoice (scanned image of invoice)226 AP Invoice Processing System allows payment of invoice with p-card
227 AP Refunds System processes refunds to one time customers
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
228 AP Refunds Interface
System allows upload of refund payments from other systems (Energov, parks and rec, Springbrook (UBS), others)
229 AP Refunds Interface
System interfaces to third party system for refund payments (Load check information from processing payment through AP)
230 AP Matching Supports 2 way matching (purchase order, invoice)
231 AP Matching Supports 3 way matching (purchase order, receiving document, invoice)
232 AP Matching System defaults either 2 or 3 way matching based on commodity code
233 AP Matching System defaults either 2 or 3 way matching based on chart of accounts
234 AP Matching
System provide workflow approval for invoice for services and other purchase goods/services without receipt235 AP Matching Matching occurs at line item detail level
236 AP Matching System excludes freight and shipping charges from matching requirements
237 AP Matching System provides notification when match does not occur
238 AP Payment Process
After approval, schedule invoices for payment based on invoice date (example: 45 days after invoice date)
239 AP Payment Process After approval, schedule invoices for payment based on date entered by AP clerk
240 AP Payment Process
After approval, schedule invoices for payment based on grouping of invoices (example: employee reimbursement)
241 AP Payment Process
System will pay vendors electronically (ACH, wire transfer, etc.) using standard NACHA formats (ctx).
242 AP Payment Process The system prints checks based on regular schedule
243 AP Payment Process The system prints on-demand checks (single check printing)
244 AP Payment Process
The system creates/sorts checks based upon chart of account information (example: fund or department)
245 AP Payment Process The system creates/sorts checks based upon vendor
246 AP Payment Process
The system creates/sorts checks based upon payment type (employee reimbursement, one time vendors, need to route to department, etc.)
247 AP Payment Process Interface System provides and sends electronic payment file to bank
248 AP Payment Process System sends electronic remittance advice for EFT payments to vendor through email
249 AP Payment Process
System permits users to select to pay one invoice per check (issue multiple checks to one vendor in a single check run).
250 AP Payment Process
System combines multiple invoice payments onto one check (issue one check for multiple invoices in a single check run)
251 AP Payment Process System itemizes invoices (including the vendor invoice number) on the remittance advice
252 AP Payment Process System allows users to place a payment on hold
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
253 AP Payment Process Enter broadcast messages which appears on all AP check stubs
254 AP Payment Process Users may enter a message for one specific vendor which appears on that specific check stub255 AP Payment Process System supports positive pay
256 AP Void and Cancel
System allows user to cancel warrant and system makes all correct accounting entries to reverse payment, including contract balances
257 AP Void and Cancel System allows user to void check and re-issue replacement check
258 AP Void and Cancel
System allows users to cancel current and prior fiscal year checks and have the system automatically credit back designated accounts259 AP Tax Reporting Monitors cumulative payments to 1099 vendors260 AP Tax Reporting On-demand 1099 form generation
261 AP Tax Reporting
Collects necessary information for generation of Federal 1099s at year-end (both manually and per IRS approved file) (all types of 1099)
262 AP Tax Reporting System can produce electronic file to send 1099 related forms to IRS
263 AP/Payroll Employee Reimbursement
All employees have access to submit reimbursement for expenses
264 AP/Payroll Employee Reimbursement
System identifies any reimbursements that are taxable for inputted income
265 AP/Payroll Employee Reimbursement
Employees enter pre-travel reimbursement request through self service (prior to travel)
266 AP/Payroll Employee Reimbursement
Pre-Travel reimbursement request is routed through workflow for approval (prior to travel)
267 AP/Payroll Employee Reimbursement
Pre-Travel reimbursement request routed based on employee supervisor
268 AP/Payroll Employee Reimbursement
Actual reimbursement request linked to pre-travel request
269 AP/Payroll Employee Reimbursement
Approval of pre-travel request provides advanced payment for per-diem amounts
270 AP/Payroll Employee Reimbursement
Actual reimbursement request completed in self service and routed through workflow
271 AP/Payroll Employee Reimbursement
Employee uploads images of actual receipts to self service272 CA Asset Set Up System is used to track capitalized items273 CA Asset Set Up System is used to track non-capitalized items
274 CA Asset Set Up Identifies assets based on capitalization threshold (and different threshold for each asset type)
275 CA Asset Set Up Asset can have multiple account distributions (including multiple funds)
276 CA Asset Set Up System accommodates parent child relationships for assets
277 CA Asset Set Up
System must link component units (parent/child relationship) whereby each component maintains its own financial and historical information and depreciable life.
278 CA Asset Set Up If asset is replacement of other asset, it references old asset279 CA Asset Set Up Asset tracks expiration date of asset280 CA Asset Set Up Asset tracks warranty information on asset281 CA Asset Set Up System tracks software licenses
282 CA Asset Set Up
Assets identify custodian for asset (employee linked to asset) (example: cell phone identifies user)
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
283 CA Asset Set Up Interface
System interfaces to third party system to transfer new assets to system for asset management (CityWorks)
284 CA Asset Tracking Interface
System interfaces to third party asset management system to receive updates to asset initiated in third party system (including transfer, disposal, asset modification, preventative maintenance history costs)
285 CA Asset Tracking Interface System interfaces to bar coding system to bar code assets
286 CA Asset Tracking System provides bar code tracking for capital assets
287 CA Asset Acquisition Allows effective date posting for asset acquisition
288 CA Asset Acquisition
System identifies potential capital assets from purchasing module by chart of accounts (example: purchased from capital account)
289 CA Asset Acquisition System identifies potential capital assets from purchasing module by dollar amount
290 CA Asset Acquisition
System identifies potential capital assets from purchasing module manually (user flags purchase as fixed asset)
291 CA Asset Acquisition
System identifies potential capital assets from accounts payable module by chart of accounts (example: payment from capital account)
292 CA Asset Acquisition System identifies potential capital assets from accounts payable module by dollar amount
293 CA Asset Acquisition
System allows creation of asset manually that does not flow through purchasing or accounts payable (for example: asset below threshold or donated asset)
294 CA Asset Acquisition System is able to copy an asset record to create a similar asset record
295 CA Asset Acquisition
System is able to identify/record all capitalize costs associated with the construction or purchase/acquisition of an asset (from project accounting)
296 CA Asset Acquisition System allows users to identify/classify costs as capitalized costs / non capitalized costs
297 CA Asset Acquisition
System can recognize fixed/capital assets when they are completed, regardless of whether the project has been completed/closed
298 CA Physical Inventory System produces asset list by department for physical inventory
299 CA Physical Inventory System produces asset list by location for physical inventory
300 CA Disposal
Upon disposal, system calculate partial period depreciation and generate appropriate profit/loss calculation301 CA Disposal System tracks reason for disposal302 CA Disposal System stores information on disposed assets
303 CA Disposal System provides workflow approval/notification for disposed assets
304 CA Depreciation
System automatically calculate depreciation in accordance with the depreciation method and convention designated for an asset
305 CA Depreciation System calculates pro-rated depreciation for assets sold mid-year or mid-month
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
306 CA Depreciation System can designate some assets as non-depreciable (i.e., land, assets not in use)
307 CA Capital Budget System prepares multi-year schedule and forecast for asset replacement costs308 CA Asset Replacement System tracks asset replacement schedules
309 CA Asset Replacement
System allows users to track replacement costs and forecasts asset replacement costs over multiple years
310 CA Asset Replacement Asset replacement forecasts allow for consideration of condition assessment
311 CA Asset Replacement Asset replacement forecasts allows for prioritizing assets
312 AR Customer File Customer file is shared with vendor file used for purchasing and accounts payable
313 AR Customer File Single customer master is used for all receivables in the system
314 AR Customer File Interface System shares customer file with third party billing system315 AR Create Receivable System creates receivable for all general billing
316 AR Create Receivable System allows user to create receivable manually for bill generated outside system
317 AR Create Receivable
System allows for import of receivables (aggregate) from bills generated from external system (income tax billing, parks and rec, permit fees, etc.)
318 AR Miscellaneous Billing Departments will use system to create invoices for various charges319 AR Miscellaneous Billing System accommodates one-time invoices
320 AR Miscellaneous Billing System allows users to create invoices for each type by entering dollar amount
321 AR Miscellaneous Billing
System allows users to create invoices for each type by entering non-financial parameter and having system calculate appropriate fees according to pre-defined business rules
322 AR Miscellaneous Billing Invoice prints with statement balance information
323 AR Recurring Billing
System accommodates recurring invoices (regular invoices to occur at set dates or duration) (example: rent)
324 AR Recurring Billing
System allows recurring invoices to be set up to handle invoices scheduled at set dates for same amount
325 AR Recurring Billing
System allows recurring invoices to be set up to handle invoices scheduled at set dates for different amounts
326 AR Recurring Billing System saves templates for generating invoices (different template for each AR type)
327 AR Receivable Tracking System provides receivable tracking and aging reporting capabilities
328 AR Receivable Tracking System stores schedule of penalties and interest to apply to open receivables329 AR Receivable Tracking Penalties can be flat fee amounts330 AR Receivable Tracking Penalties can be percentage of original amount331 AR Receivable Tracking Interest charges can be applied monthly
332 AR Receivable Tracking System generates customer statement that shows all outstanding bills/receivables
333 AR Payment Receipt System records payments against open receivables334 AR Payment Receipt System generates deposit slip
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
335 AR Payment Receipt System routes deposit slip for workflow approval
336 AR Payment Receipt System applies one payment to multiple receivables / point of sale transactions
337 AR Payment Receipt System allows using multiple payment types to pay for one invoice (example: cash and credit card)
338 AR Payment Receipt Automatically generate general ledger distribution entries needed to record receipts 339 AR Loans System tracks loans to customer in system
340 AR Loans System tracks declining balance loan programs341 AR Loans System calculates amortization schedules
342 AR Loans System tracks customer payments for loan re-payment
343 AR Cash Receipts
System interfaces with various cash receipt systems in use by City for recording daily deposit amounts
344 AR Cash Receipts System provides cash receipts function for receiving on miscellaneous billing345 AR Cash Receipts Interface Interface with EnerGov to record cash receipts
346 AR Cash Receipts Interface Interface with HDL (business license) to record cash receipts
347 AR Cash Receipts Interface Interface with Springbrook (utility billing) to record cash receipts
348 AR Cash Receipts Interface Interface with Active.net (parks) to record cash receipts
349 AR Cash Receipts Interface Interface with SDL (business license) to record cash receipts
350 AR Cash Receipts Interface Interface with GolfNow (golf course) to record cash receipts
351 AR Cash Receipts Interface Interface with alarm permit vendor for cash receipts
352 AR Cash Receipts Interface Interface with various other systems used to process cash receipts and credit card payments353 POS Position Structure All positions are tied to job classification
354 POS Position Structure System allows multiple positions in each job classification
355 POS Position Structure Each position identified by unique position control number
356 POS Position Structure Positions tied to funding source / chart of account information357 POS Position Structure Positions identify FTE and headcount limit
358 POS Position Structure System allows split funded position (funded from multiple accounts/departments/programs)
359 POS Position Structure System stores default schedule for each position / job classification360 POS Position Structure Security permission tied to position / role361 POS Position Structure Security permission default based on position
362 POS Position Control System requires each regular employee to be placed in a position
363 POS Position Control One employee can have multiple positions but not to exceed 1.0 FTE.
364 POS Position Control Multiple employees can share a single position
365 POS Position Control System can set FTE limit for position (not always 1)
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
366 POS Position Control System prevents FTE limit from being exceeded without proper approval
367 POS Position Control System prevents headcount limit from being exceeded without proper approval
368 POS Position Control System tracks special assignment (within position) - time limits on special assignment369 POS Position Structure System support direct deposit for payroll
370 POS Position Structure System allows for position reclassification (moving position to different classification)
371 POS Position Structure
System tracks job classification assigned to each position and history of job classification assigned to each position as well as incumbent history for the position.
372 POS Position Structure System provides for online request for re-classification
373 POS Position Structure System supports workflow approach for new and re-classifications
374 POS Position Structure New Positions and re-classifications are effective dated375 POS Position Structure System identified supervisor for position
376 POS Position Structure System shows org-chart with current incumbent
377 POS Position Structure The system is able to track revisions to Job Description.
378 POS Position Structure Job can be created and moved through multiple statuses.
379 POS Position Structure Job can be kept un-published until approval is received.380 POS Position Structure A Job can be defined with its competences.
381
POS
Position Structure
The system can generate Personnel Action based on change in specific Position attributes.
382 POS Position Structure The system can trigger Personnel Actions based on changes in Position attributes.
383
POS
Position Structure
The system can maintain draft/alternate Organizational structures in different statuses and can be published to revise the existing structures.
384 HR Employee Master System allows documents to be scanned and attached to employee records
385 HR Employee Master
System records equipment issued to each employee such as items that would need to be returned upon termination
386 HR Employee Master
System records equipment issued to each employee such as items that have been issued to employee (example: uniform)
387 HR Personnel Actions Departments enter personnel actions directly into the system for workflow approval
388 HR Personnel Actions Each personnel action type can have different workflow approval type
389 HR Personnel Actions
System Effective dates employee transactions (example: add employee, remove employee, promote, etc.)
390 HR Personnel Actions All personnel actions can be effective dated forward or backward
391 HR Personnel Actions
System maintains history of all personnel actions including maintaining all attachments for individual personnel actions.
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
392 HR Personnel Actions
System allows identifying sequencing for multiple personnel actions that occur on same day, including multiple changes to salary (example: provide % COLA first, and then $.50 per hour merit increase)
393 HR Personnel Actions
Upon approval of the personnel action and effective date reached, changes are automatically made to the employee record.
394 HR Personnel Actions
For personnel actions that require notification to be sent to third party (benefit changes, name change, etc.), system provides notification.
395 HR Personnel Actions
System allows personnel actions and salary changes at any date (mid pay period) and prorates changes correctly.
396 HR New Hire Interface
Interface to NeoGov to transfer information for new hire (from information provided during recruiting process)
397 HR New Hire Interface System/NeoGov initiates new hire personnel action
398 HR New Hire System generates offer letter using information from candidate and position
399 HR New Hire System provides self service portal for new employee to provide necessary information
400 HR New Hire System sends employee email with instructions to access self service portal
401 HR New Hire System stores personal email in ERP (part of interface with NeoGov)
402 HR New Hire
System provides new hire check list which includes notification of various City departments of pending tasks (example: IT for network access, Facilities for prox, benefits for benefit packet, etc)
403 HR New Hire Interface System initiates new hire checklist as soon as information is imported from NeoGov
404 HR New Hire Interface System interfaces to NeoGov/Government Jobs to provide information on open position
405 HR New Hire System tracks completion of important tasks in hiring process (on boarding checklist).
406 HR New Hire System tracks different checklist based on job classification 407 HR New Hire System tracks dates for items in checklist
408 HR New Hire System tracks different checklist based on department/division
409 HR New Hire Provides self service for initial enrollment in benefits
410 HR New Hire Provides self service for on-line completion and auto processing of W-4 form to payroll.
411 HR New Hire Provides self service for on-line completion of direct deposit for payroll
412 HR Self Service Employees access self service to update personal information 413 HR Employee File System tracks electronic employee file
414 HR Employee File System allows attachment of documents to employee file
415 HR Employee File System tracks hours worked for each employee
416 HR Employee File System tracks employee group for each employee
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
417 HR Separation
Upon separation, workflow notifies all appropriate departments (example: HR, Payroll, IT) of employee separation
418 HR Separation
System provide separation check list that notifies various City departments of pending tasks (example: IT turn off network access; HR conduct exit interview)
419 HR Separation System tracks different checklist based on department/divisions
420 HR Separation Interface System updates benefit carriers/TPAs with termination of benefit information.
421 HR Separation Interface System generates notice to City's COBRA TPA with necessary information
422 HR Disciplinary Actions System tracks disciplinary actions on employees
423 HR Disciplinary Actions System tracks multiple types of disciplinary actions
424 HR Disciplinary Actions System records follow up actions with notification to remind users of upcoming follow up action
425 HR Disciplinary Actions System links disciplinary action to personnel action
426 HR Disciplinary Actions System allows files to be attached to disciplinary action
427 HR Disciplinary Actions System limits access to disciplinary actions to only those with approved access
428 HR Disciplinary Actions System allows reports to be run on disciplinary actions
429 HR Disciplinary Actions
While not discipline, the system's case management system should also be able to track other employee issues such as ADA (Americans with Disabilities Act) and provide appropriate security, notification, and reporting features
430 HR Self Service System provides web self service for employees to change contact information
431 HR Self Service System provides web self service for employees to emergency contact information
432 HR Self Service
All changes/requests made by employees via the self-service module are routed to the appropriate approver/supervisor for review and approval via workflow before the change is posted.
433 HR Self Service
When change requires documentation to be submitted, the system notifies employee that further action is required and change won't occur until that occurs
434 HR Self Service System allows attachments to changes/requests.
435 HR Self Service System allows changes to be initiated by someone other than employee.
436 HR Self Service System notifies employee when certain changes are made.437 HR Job Evaluation Jobs can be tagged as benchmark Jobs.
438 HR Job Evaluation Multiple salary survey results can be stored in benchmark jobs
439
HR Job Evaluation Studies of Salary, Benefits, Retirement, Paid Time off, Job Specifications (Education, Certification) can be made against Benchmark Jobs.
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
440
HR Job Evaluation Internal salaries can be compared to survey results for benchmark jobs using standard reports.
441 HR Performance Evaluation System allows information to be entered into performance evaluation forms online
442 HR Performance Evaluation System to build in due dates when evaluations are to be completed
443 HR Performance Evaluation Personnel evaluation dates set at anniversary of hire date, promotion date.
444 HR Performance Evaluation Personnel evaluations done quarterly for new hires
445 HR Performance Evaluation
System notifies employee, supervisor and other department staff (example: department head, payroll clerk) of upcoming evaluation
446 HR Performance Evaluation
System notifies employee, supervisor and other department staff (example: department head, payroll clerk) of need to complete goals
447 HR Performance Evaluation Personnel evaluations track goals for management staff
448 HR Performance Evaluation Personnel actions evaluation employees against unique goals
449 HR Performance Evaluation System notifies employee, supervisor and HR of late evaluation
450 HR Performance Evaluation System allows employee to make notes on evaluation form prior to evaluation
451 HR Performance Evaluation System stores multiple evaluation forms based on position, departments, and job
452 HR Performance Evaluation System can link performance evaluation to personnel action (such as merit increase)
453 HR Performance Evaluation System provides scoring for personnel action questions454 HR Performance Evaluation Scoring is weighted by question
455 HR Performance Evaluation System provides dashboard notification of overdue evaluations
456 HR Performance Evaluation
System's performance evaluations are electronically routed to the appropriate users for approval via workflow and electronic signature.
457 HR Professional Development
System tracks performance improvement plan / professional development goals for employees
458 HR Professional Development System has the ability to track City-offered trainings
459 HR Professional Development System allows for user self-enrollment or user-enrollment by supervisor or admin
460 HR Professional Development System can charge fees for course and charge department of employee attending training
461 HR Professional Development System offers current & historical training transcript for view by user, supervisor, admin
462 HR Professional Development System allows users to enter personal learning events
463 HR Professional Development
System allows for administrator to manage, create & update course offerings
464 HR Professional Development
System has the ability to send email notifications for enrollment, cancellations, completion, or changes
465 HR Professional Development System has the ability to manage courses in a catalog which is viewable by users
466 HR Professional Development System would provide the ability to create reports or queries off of training data467 HR Professional Development Interface Interface to Spillman for public safety training
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
468 HR Professional Development Interface Interface to Target Solutions for Fire Safety Training
469 HR Certifications System tracks required certifications by position / job classification470 HR Certifications System tracks employee certifications
471 HR Certifications System notifies employee, supervisor, other of expiring certifications
472 HR Certifications System tracks ongoing certification compliance (training credits/CEUs)
473 BEN Benefit Set Up System is compliant with and supports ACA eligibility
474 BEN Benefit Set Up System maintains multiple benefit plans each having multiple options
475 BEN Benefit Set Up System tracks benefits and manages payroll deductions for benefits for employees
476 BEN Benefit Set Up Benefit premium amount differs by job classification/bargaining unit/work group
477 BEN Benefit Set Up Benefit premium amount differs by employee election (tiers)
478 BEN Benefit Set Up System offers ability to enroll in domestic partner benefits (both taxable and non-taxable)
479 BEN Benefit Set Up System can calculate taxable value for domestic partner covered under insurance
480 BEN Benefit Set Up System maintains one benefit record for multiple jobs.
481 BEN Benefit Eligibility
System automatically determines employee eligibility by employee status (full time vs. not full time)
482 BEN Benefit Eligibility
System automatically determines employee eligibility by work group (one bargaining unit may be in different plan)
483 BEN Benefit Eligibility System places employee in default benefit based on work group
484 BEN Benefit Eligibility
System provides alert to employees nearing benefit eligibility threshold (for hours worked) in year)
485 BEN Benefit Eligibility System supports ACA open enrollment (track ACA eligible (annual and new)
486
BEN Enrollment System is able to enroll employee in default plans (short term plans for new hires prior to making elections), automatic plans (enrollment in plans without employee having to make elections), electable plans (option for employee to select coverage levels or opt-out) based on their Job Class, Bargaining Unit or Position.
487
BEN Enrollment System is automatically able to determine eligibility for Health, Insurance, Savings/Retirement and Flexible Spending Plans based on their Job Class, Bargaining Unit or Position.
488
BEN Enrollment System is able to create Benefit Program groups based on their Job Class, Bargaining Unit or Position.
489
BEN Enrollment Creation of Hire/Rehire action is able to open New Hire Enrollment in Self Service for a pre-determined period of time.
490
BEN Enrollment System is able to manage Deferred Com based on employee age for age catch up contributions, etc.
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
491 BEN Enrollment System is automatically able to open enrollment for specified Life Change Events.
492 BEN Beneficiaries/Dependents System tracks history of all dependents changes493 BEN Deductions Benefit deductions to occur for each pay period
494 BEN Deductions Benefit deductions to occur for 1st pay period of the month
495 BEN Deductions Benefit deductions to occur for 2nd pay period of the month
496 BEN Deductions Benefit deductions to occur for 3rd pay period of the month
497 BEN Deductions Benefit deductions to occur for off cycle pay cycles
498 BEN Deductions
System allows user to select each period individually (example: 1st and 2nd of month, but not 3rd.)
499 BEN Deductions System deducts employer paid amount and transfers funds to internal service funds500 BEN Deductions Deduction rate can be set as a flat amount
501 BEN Deductions
Deduction amount/rate can be set as a percentage of eligible pay (not all pay code types would be eligible)
502 BEN Deductions
System tracks maximum deduction amounts and tracks deduction totals against maximum allowed per pay period
503 BEN Deductions
System tracks maximum deduction amounts and tracks deduction totals against maximum allowed per year
504 BEN Deductions
System tracks accumulated payments across multiple plans when comparing against a maximum amount
505 BEN Deductions
System tracks limit to deductions by year (System automatically stops taking deduction after limit is reached)
506 BEN Deductions
System will provide invoice to employees with deductions and garnishments greater than compensation
507 BEN Deductions System will alert and track for employees with net pay less than benefit deductions
508 BEN Deductions Deductions and garnishments can be prioritized
509 BEN Benefit Plan Administration System allows all changes to benefit plans, rates, and eligibility be made through effective dating
510 BEN Benefit Plan Administration System allows changes in premium amounts to be made with effective dating
511 BEN Benefit Plan Administration System automatically creates term row in FSA plan if no annual election made512 BEN Benefit Plan Administration System track history of benefit elections513 BEN COBRA System generates COBRA notification letter
514 BEN Benefit Plan Administration System has the ability to track COBRA and Retirees enrollment
515 BEN Benefit Plan Administration
System provides automated notifications to employees for ineligible dependents (turning age 26)
516 BEN Benefit Plan Administration
System provides annual notifications to employees and Benefits Staff for employees changing age categories (for PTL tiers)
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
517 BEN Benefit Plan Administration Interface
System provides interface to update benefit carriers of change in enrollment, status, dependents, or other required information518 BEN Benefit Plan Administration Interface Interface to Aflac for Section 125
519 BEN Benefit Plan Administration Interface Interface/Report to Carl Warren (the City's claims administrator
520 BEN Benefit Plan Administration Interface Interface to CJPIA for liability insurance and workers comp521 BEN Benefit Plan Administration Interface Interface to Delta Dental for dental insurance522 BEN Benefit Plan Administration Interface Interface to ICMA RC for deferred comp
523 BEN Benefit Plan Administration Interface Interface to Lincoln Financial for long term disability524 BEN Benefit Plan Administration Interface Interface to Mass Mutual for deferred comp525 BEN Benefit Plan Administration Interface Interface to MES vision for vision care526 BEN Benefit Plan Administration Interface Interface to MHN Provider Portal for Healthcare527 BEN Benefit Plan Administration Interface Interface to CALPERS
528 BEN Benefit Plan Administration Interface Interface to John Hancock for PARS 401a deferred comp529 BEN Benefit Plan Administration Interface Interface to the Standard for life insurance
530 BEN Benefit Plan Administration System provides benefit reconciliation to compare provider billing to deductions
531 BEN Benefit Plan Administration All benefit changes done through effective dating
532
BEN Life Events System is able to open enrollment elections when employee makes changes to their dependent data.
533
BEN Life Events System is able to open enrollment elections based on employee’s change in bargaining unit, Job Class or position.
534
BEN Pension Based on whether the employee has not previously enrolled in CalPERS, the system is able to generate notification at predetermined hours of work to obtain approval for CalPERS enrollment or terminate employee.
535 BEN Pension Able to create request to enroll employee in CalPERS
536 BEN Pension Able to manually make an employee eligible for CalPERS enrollment.
537
BEN ACA, Pension System to track hours worked & notify supervisor when they have hit a certain number of hours (1040 for sup. Employees)
538 BEN Self Service
System allows web portal for employees to select benefit options for initial and open enrollment, including the option to waive coverage
539 BEN Self Service System provides web portal for employees to update benefit elections for qualifying life events
540 BEN Self Service
System determines employee eligibility and only offers eligible benefit packages to employees through self service
541 BEN Self Service Open enrollment indicates employee's current selection (for previous year)
542 BEN Self Service Employees using self service for open enrollment can re-select all benefit elections
543 BEN Self Service
Employees using self service for open enrollment can confirm existing benefit elections (selections from previous year are carried over)
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
544 BEN Self Service
Employees not entering self service for open enrollment have previous selections applied to next year
545 BEN Self Service
System identifies employees that have not yet re-enrolled and provides notification to RISK and/or employee
546 BEN Self Service Employees can make changes to dependents through self service:
547 BEN Self Service Any benefit changes made through self service are routed through workflow for approval
548 BEN Self Service
Employees are able to attach documentation if necessary to benefit elections, dependent information, or qualifying life events (example: birth certificate), including documentation if Waiving coverage
549 BEN Self Service System generates a configurable annual Total Compensation Statement
550 BEN Self Service System provides check simulation to show take home pay after benefit elections
551 BEN Self Service Upload pictures of birth certificates, marriage certificates, opt out (employee optional)
552
BEN
Self Service System allows employees to utilize self service and provide documentation through mobile device
553 BEN End of Year Process
System gathers information and generates 1095-c forms for annual reporting. This needs to include employees with multiple jobs.
554 BEN End of Year Process System maintains records for ACA reporting - 1095c
555 BEN End of Year Process Interface System generates annual health insurance summary transmittal to IRS - 1094-c
556 BEN Reporting System tracks health care costs for use in W-2 reporting - ACA
557 TE Time Entry Employees can enter time in system by punch-in, punch-out
558 TE Time Entry Employees can enter time in system by exception based hours entry (against pre-defined schedule)
559 TE Time Entry Employees can enter time in system by hours worked per day
560 TE Time Entry Employees can enter time for regular hours (default allocation)
561 TE Time Entry System stores default schedule for each position/job classification.
562 TE Time Entry System allows for multiple unique schedules (4/10, 5/40, 3/12, 9/80)
563 TE Time Entry System will allow for time sheets to be created, reviewed and approved by proxy.
564 TE Time Entry Employees can enter time for projects by overriding the default earnings distribution
565 TE Time Entry Interface System interfaces to time clock device for employee time entry
566 TE Time Entry Interface
System interfaces with third party time entry system for department (police uses e-shift / fire uses InteliStaf)
567 TE Time Entry Interface Interface to scheduling system to get employee schedule
568 TE Time Entry System allows employees to record time not worked (for part time)
569 TE Time Entry System allows managers to view employees currently working
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
570 TE Time Entry Interface Interface to permitting system to track time for plan reviews571 TE Time Entry System allows for time entry on mobile device
572 TE Time Entry Ability to pay employees different pay rates during one day, week, and pay period
573 TE Time Sheet Approval
System provides workflow for review and approval of timesheets with ability to activate notifications.
574 TE Time Sheet Approval Allow for supervisory approval of time on a pay period basis
575 TE Time Sheet Approval System supports multiple approvals for timesheets or individual timesheet
576 TE Time Sheet Approval System allows for the workflow approval of vacation or requests of time off
577 TE Time Sheet Validation Business rules in timesheet automatically apply correct: Shift differential
578 TE Time Sheet Validation Business rules in timesheet automatically apply correct: Overtime
579 TE Time Sheet Validation Business rules in timesheet automatically apply correct: Holiday Pay
580 TE Time Sheet Validation
City maintains one holiday schedule but employees with normally scheduled off day on holiday receive additional holiday day
581 TE Time Sheet Validation Holiday pay is 8 hours. Employees schedule for more than 8 hours must take leave
582 TE Time Sheet Validation
Overtime rules can identify type of hours to track for overtime calculation (hours worked, all hours (work and leave)
583 TE Time Sheet Validation
Business rules for timesheets can vary by employee type, earnings program, and/or work group
584 TE Time Sheet Validation Time can be entered manually for those cases where business rules cannot be codified
585 TE Time Sheet Validation
Earnings codes, (overtime, special pay, etc.), are applied to each timesheet based on the earnings program assigned to employee
586 TE Time Sheet Validation
System will calculate the FLSA overtime earnings benefit based on the actual work hours by user-defined period by employee.
587 TE Time Sheet Validation System alerts if employees have recorded zero hours
588 TE Time Entry System must allow for negative or positive changes for prior pay periods.
589 TE Time Entry
System will allow for time sheets to be created in different formats which allow ease of entry for different groups of employees.
590 TE Time Entry System allow for multiple In/Out times for a single day.
591 TE Time Entry System allows comments to be added to a timesheet (Line and Timesheet).
592 TE Time Entry System provides information for coordinating timesheets for employees with multiple jobs.
593 TE Time Entry System has ability to deal with mid-pay period job changes for employees.
594 TE Time Entry Ability to print timesheets with log and comments.
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
595 TE Time Entry
System needs the ability to process two partial timesheets for the same pay period for a single employee.
596 TE Time Entry Interface
Interface to Telestaff for coordinate employees, schedules, time entry, and leave information. Interface should allows for information to be entered in one system and accessed in both
597 TE Time Entry Interface
Interface to WhentoWork for coordinate employees, schedules, time entry, and leave information. Interface should allows for information to be entered in one system and accessed in both598
599 TE Time Sheet Validation System System will prevent the coding of work hours for the same period on multiple timesheets.
600 TE Time Sheet Validation Business Business rules (validation) allow for different processing of timesheets.
601 TE Time Sheet Validation System System accommodates FLSA period that begins halfway through day602 TE Time Sheet Validation System System compares FLSA OT vs. MOA OT
603 TE Time Sheet Approval System System allows for the set up of workflow alternates for either a period on time or on an ongoing basis.
604 TE Time Sheet Approval System
System provides approver the ability to track the status of timesheets of employees that report to the approver.
605 TE Time Sheet Approval System System allow for ability to view timesheets without ability to update.
606 TE Time Sheet Processing System System can provide reports for preparing timesheets for processing.
607 TE Time Sheet Processing Ability Ability to view and sort timesheets that will be uploaded for payroll processing.
608 PAY Salary Administration System System supports step (longevity) and grade (job classification/type) salary structure
609 PAY Salary Administration System System supports salary range (employee salary falls between min and max)
610 PAY Salary Administration System System supports mass change for COLA on step grade and/or salary ranges
611 PAY Salary Administration Changes Changes to salary tables made through effective dating
612 PAY Garnishments System
System records garnishments on employee and can accommodate multiple garnishments with priority order
613 PAY Garnishments Garnishments Garnishments calculated as percentage of disposable income
614 PAY Garnishments Garnishments
Garnishments withheld and paid to appropriate agency/organization through accounts payable (integration between garnishment and accounts payable)
615 PAY Special Pay System System supports rates for special pays, shift differentials, and other add to pays
616 PAY Special Pay System System calculates add-to-pays and special pay amounts every pay period
617 PAY Special Pay Special Special pay/add-to-pay is calculated as flat amount
618 PAY Special Pay Special Special pay/add-to-pay is calculated as an hourly amount.
619 PAY Special Pay Special
Special pay/add-to-pay is calculated as percentage of eligible pay (identify eligible pay for each special pay by pay code)
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
620 PAY Special Pay System System automatically applies imputed income for employees receiving non-cash benefits
621 PAY Special Pay System System allows payment based on unit rate (commissioners paid per meeting)
622 TE Time Sheet Validation System
System allows user to define eligible pay types applied as hours worked for OT purposes by job classification
623 TE Time Sheet Validation System
System will calculate the FLSA overtime earnings benefit based on the actual work hours by user-defined period by employee.
624 PAY Special Pay System System identifies pensionable earnings vs. non-pensionable earnings.
625 PAY Leave Accruals Leave Leave can be taken in different increments depending on code or bargaining unit contract
626 PAY Leave Accruals System System allows override for employees to be hired with leave (pre-set amount)
627 PAY Leave Accruals Employees Employees leave accrual rate based on: (earn X hours of leave per pay period)628 PAY Leave Accruals System System tracks comp time for employees
629 PAY Leave Accruals Comp
Comp time can be earned at rate equal to 1.5 time hours worked (1 hour of overtime worked = 1.5 hours of comp time). Need to be able to calculate any other rate other than 1:1
630 PAY Leave Accruals Leave Leave balances can be set to roll over depending on leave type at end of anniversary year
631 PAY Leave Accruals Leave Leave balances can be set to roll over depending on leave type at end of calendar year
632 PAY Leave Accruals Leave Leave balances can be set to roll over depending on leave type at end of specified date
633 PAY Leave Accruals Leave Leave balances can be set to not roll over depending on leave type at end of anniversary year
634 PAY Leave Accruals Leave Leave balances can be set to not roll over depending on leave type at end of calendar year
635 PAY Leave Accruals Leave Leave balances can be set to not roll over depending on leave type at end of specified date
636 PAY Leave Accruals Balances Balances can be capped at maximum amount at any time
637 PAY Leave Accruals Balances Balances can be capped at maximum amount at anniversary date
638 PAY Leave Accruals Balances Balances can be capped at maximum amount on specified date
639 PAY Leave Accruals Balances Balances can be capped at maximum amount at end of calendar year640 PAY Leave Accruals Balances Balances can be capped at fixed amount
641 PAY Leave Accruals Ability
Ability to accrue leave can be capped by amount already earned in current year (regardless of current balance)642 PAY Leave Accruals All All leave balances are printed on pay stub
643 PAY Leave accrual/Time Entry System System is able to prohibit use of leave accrual for certain time period, but also allow an override.
644 PAY Leave Accruals System System allows user to have negative leave balance
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
645 PAY Leave Accruals System System allows comp time to be earned up to limit
646 PAY Leave Accruals If If comp limit is reached, employee forced to take overtime payments
647 PAY
LOA
Based
Based on the total accrued leave (vacation, admin leave, etc.) the employee has accumulated, the system is able to project the duration of paid leave and leave will become unpaid.
648 PAY
LOA
System
System can maintain a Catastrophic Leave Bank, to which employees can donate their paid time credits and can be used by individual employees based on eligibility rules.
649 PAY
LOA
When
When an employee on FMLA extends her leave beyond the eligible 12 weeks and enters unpaid leave, the system is able to continue their benefits coverage.
650 PAY FMLA System System tracks FMLA on rolling 12 month calendar
651 PAY FMLA System System accommodates forward and backward rolling calendars
652 PAY FMLA System System tracks multiple leave periods (multiple FMLA and OFLA periods within rolling calendar)
653 PAY FMLA System
System allows employees to take FMLA/CFRA leave and sick leave (or other leave type) at the same time
654 PAY FMLA System
System tracks FMLA/CFRA leave taken intermittently (example: FMLA leave taken every other day of leave period)
655 PAY FMLA System System provides workflow for notification and approval of FMLA leave656 PAY Payroll Processing Payroll Payroll process bi-weekly
657 PAY Payroll Processing System
System will process pay for one employee with multiple jobs and employee will receive one paycheck
658 PAY Payroll Processing System
System will run pay, deduction, withheld taxes, and net pay calculations as a "proof" run for review prior to final pay run.
659 PAY Payroll Processing System System will cut special or immediate (on-demand) checks.
660 PAY Payroll Processing System
System allows posting new adjustments/corrections for a prior period for tax reporting (overrides)
661 PAY Payroll Reporting System System generates pension earnings and deductions report
662 PAY Retro Pay Retro Retro pay calculation used to back date and correct for personnel actions
663 PAY Retro Pay Retro Retro pay calculation used to back date and correct for corrections to errors
664 PAY Retro Pay Retro Retro pay calculation used to back date and correct for changes to timesheet
665 PAY Retro Pay Retro Retro pay calculation used to back date and correct for back pay
666 PAY Retro Pay Retro Retro pay will automatically correct salary amounts
667 PAY Retro Pay Retro Retro pay will automatically correct tax deductions (additional income tax withheld)
668 PAY Retro Pay Retro Retro pay will automatically correct calculate benefit deductions669 PAY Retro Pay Retro Retro pay will calculate garnishments
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
670 PAY Retro Pay Retro Retro pay will automatically correct FLSA Calculations (Overtime)
671 PAY Retro Pay Retro Retro pay will automatically correct leave balances
672 PAY Retro Pay System
System will retain previous salary and hours and days worked data and effective dates for use when calculating retroactive pay adjustments
673 PAY Check Printing System System supports positive pay for payroll checks674 PAY Check Printing System System support direct deposit for payroll
675 PAY Check Printing System
System provides set up to provide direct deposit to multiple bank accounts based on amount and percentage
676 PAY Check Printing System System produces electronic files to send to bank for direct deposit
677 PAY Check Printing System System produces electronic file to multiple banks for direct deposit
678 PAY Self Service Employees Employees can use self service to view compensation package
679 PAY Self Service Employees Employees can use self service to view W-2, including history680 PAY Self Service Employees Employees can use self service to view W-4
681 PAY Self Service System
System meets federal and state requirements for accepting online W-4. System must support state withholding
682 PAY Self Service Employees Employees can use self service to view pay stub
683 PAY Self Service Central Central payroll and HR need to be able to view any other pay stub along with pertinent history.684 PAY Self Service System System must allow for a configurable pay stub
685 PAY Self Service Employees Employees can use self service to view pay history
686 PAY Self Service Employees Employees can use self service to view leave balances
687 PAY Self Service All
All changes made by employees via the self-service module is routed to the appropriate approver/supervisor for review and approval via workflow before the change is posted.
688 PAY Self Service Provides Provides self service for on-line completion or update of direct deposit for payroll
689 PAY End of Year Process System System will produce W-2s (and to reprint single W-2)690 PAY End of Year Process System System will store W-2s
691 PAY End of Year Process System System will produce quarterly Form 941 report (IRS)
692 PAY End of Year Process System System will produce amended W-2 for multiple years
693 PAY End of Year Process System System will produce a report showing FICA wages, by individual, W-2 Plan, and in total
694 PAY End of Year Process System System produces electronic files for social security and IRS695 PAY End of Year Process System System provides social security verification file696 RISK Risk Management System System used to track all incidents/injuries697 RISK Risk Management System System used to track general liability claims
698 RISK Risk Management System System provides online form for entering incidents/injuries that all employees can access699 RISK Risk Management System System tracks location of injury/incident
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment700 RISK Risk Management Location Location tied to City facility or GIS(Map)701 RISK Risk Management System System relates injuries/incidents to claims
702 RISK Risk Management System System allows users to enter notes on claim and incident records
703 RISK Risk Management System System allows users to track actions made on the claim including dates, actions, follow up dates)
704 RISK Risk Management System System allows users to upload documents to incidents/claims
705 RISK Risk Management System System provides notification for follow up actions
706 RISK Risk Management Interface System provides notification to TPA of reported injuries/ incidents
707 RISK Risk Management Interface System uploads file from TPA with claim information to update injury/ incident
708 RISK Risk Management System System provides supervisor report of injury/incident709 RISK Risk Management System System provides incident to injured party710 RISK Risk Management System System generates OSHA log
711 BUD Budget Requests Departments Departments enter budget requests through system including requested budget amount712 BUD Budget Requests Budgets Budgets preparation system accommodates entering budget detail for project budget (over
713 BUD Budget Requests System
System pre-populates budget entry fields with past budget version, and actual expenditures and revenues
714 BUD Budget Requests System System used to prepare budgets for revenues and expenses
715 BUD Budget Requests Departments
Departments enter budget requests through system including changes/additions/deletions of positions
716 BUD Budget Requests Departments
Departments enter department and narrative information along with budget requests (Example: program goals, challenges, highlights of major changes, etc.)
717 BUD Budget Requests Departments Departments enter budget requests through system including attaching documents
718 BUD Budget Requests Departments Departments can enter notes/justification for budget requests
719 BUD Budget Requests Departments Departments enter information on service level (or what is proposed for budgeted program)
720 BUD Budget Requests Budget Budget requests can be grouped into decision packages (multiple line items that go together)
721 BUD Budget Requests Budget Budget requests (decision packages) can be prioritized
722 BUD Budget Requests System System allow users to create different budget projections/scenarios (example: what if 5% cut)
723 BUD Budget Requests Users
Users can flag one-time budget events and the system automatically removes them from the next years' budget
724 BUD Budget Requests System System allows users to budget reoccurring expenditures that do not occur every fiscal year
725 BUD Budget Requests Users Users can create multiple versions of a budget request for "what if" scenario simulation
726 BUD Budget Requests System System allows users to compare multiple scenarios727 BUD Budget Requests System System supports multi-year budgeting
728 BUD Budget Requests System System supports budgeting for one year and forecasting multiple years
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
729 BUD Budget Requests System
System supports biennial budgeting where 2 years are budgeted and then 2nd year is revised after 1st year.
730 BUD Budget Requests Users Users can view multiple years of actual and budget data while preparing budget request
731 BUD Program Budgeting System System allows users to prepare budgets by program (can be across multiple departments)
732 BUD Program Budgeting City City operating budget is roll up of all accepted program budgets
733 BUD Program Budgeting System System allows program budgets to be prioritized
734 BUD Program Budgeting System System allows program budgets to link to strategic goals
735 BUD Program Budgeting System System tracks performance measures on each program
736 BUD Program Budgeting System System tracks program narrative and goals for each program
737 BUD Budget Development Department Department worksheets are automatically rolled into organization-wide master budget
738 BUD Budget Development System System maintains history of multiple budget versions including requested Budget
739 BUD Budget Development System
System allows budget users to modify all department budget worksheets within allowed permissions for each user
740 BUD Budget Development System System allows budget users to roll budget to new version
741 BUD Budget Development System System maintains history of multiple budget versions including recommended Budget
742 BUD Budget Development System System maintains history of multiple budget versions including adopted Budget
743 BUD Budget Development System System maintains history of multiple budget versions including revised budget
744 BUD Personnel Budgeting System
System projects and budgets tax and benefit costs based on current regular employee salary and current benefit elections
745 BUD Personnel Budgeting System
System projects and budgets tax and benefit costs based on position salary range and default benefit elections
746 BUD Personnel Budgeting System System allows user to propose new position in proposed budget
747 BUD Personnel Budgeting System
System provides ability to propose changing position status as part of budget development (funded - unfunded positions)
748 BUD Personnel Budgeting System System provides ability to request new positions as part of budget process
749 BUD Personnel Budgeting With With changes to salary amounts, system automatically adjusts any benefits/tax amounts
750 BUD Personnel Budgeting System
System allows for the cost of a position to be allocated to multiple segments of the Chart of Accounts (i.e. organizational codes, programs, projects, grants, etc.)
751 BUD Personnel Budgeting System System provides what if forecasting for salary adjustments
752 BUD Personnel Budgeting System System budgets salary with COLA occurring on identified date and prorate salary
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
753 BUD Personnel Budgeting System
System can assume step change in salary upon employee anniversary date and budget with change in salary mid year
754 BUD Personnel Budgeting System System budget full cost for employee including all salary, benefit, and ARC for pension755 BUD Capital Budgeting Capital Capital budgets prepared by project
756 BUD Capital Budgeting Project
Project budgets created roll up to create department capital budget and overall capital improvement plan
757 BUD Capital Budgeting System System allows individual capital project budgets created in project module to feed budget module
758 BUD Capital Budgeting System
System must allow for the reappropriation of funds from one fiscal year to the next for projects with capital carryover.
759 BUD Capital Budgeting Estimated Estimated operating budget impacts can be captured at the time of project budget entry. 760 BUD Capital Budgeting Multiple Multiple departments view project
761 BUD Capital Budgeting Departments Departments working together on projects (access to view, approve)
762 BUD Capital Budgeting System System allows departments to develop replacement schedule for capital assets
763 BUD Capital Budgeting Information Information for replacement schedule pulled from capital assets to avoid need to re-enter for budget
764 BUD Capital Budgeting Interface Interface to CityWorks (parks, streets, trees, utilities) to provide budget information
765 BUD Capital Budgeting System System tracks project manager for each capital project766 BUD Capital Budgeting Interface Interface New Fleet System
767 BUD CIP System System supports developing 10 year CIP projections
768 BUD CIP System System connects individual projects to City priority
769 BUD CIP Identify Identify funding source by fund/department on projects770 BUD CIP Identify Identify all funding source for department / fund771 BUD CIP System System provides asset replacement schedules
772 BUD CIP Long Long term planning / forecasting for capital replacement
773 BUD CIP System System tracks long range infrastructure needs (long term asset management) for 30 year period
774 BUD Budget Projections System System used to project revenues and expenses and monitor budget throughout year775 BUD Budget Projections Budget Budget projections available through dashboard
776 BUD Budget Monitoring System
System provides alerts and notifications for hitting defined budget thresholds (example: 90% of budget)
777 BUD Budget Adjustments System
System allows departments to propose budget transfers within department authority with workflow approval
778 BUD Budget Adjustments System
System provides workflow based on transfer to/from (example: within department/division/fund or between department/division/fund)
779 BUD Budget Adjustments System
System provides workflow based on transfer based on within or between budget categories (example: salary/supplies/materials/etc.)
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Req # Function Process Interface Requirement Implementation Response Module / System Phase for Go Live Comment
780 BUD Budget Adjustments System System allows departments to propose additional budget requests
781 BUD Budget Adjustments System System validates and enforces rule that all budget amendments and transfers must balance
782 BUD Budget Adjustments System System provides funds availability check when entering budget amendments
783 BUD Budget - Other System
System allows restricting access to different budget or forecast versions to specific users or permission levels
784 BUD Budget - Other System System maintains audit trail of which users made changes to any given field over time
785 BUD Budget/Reporting System System provides online transparency portal for viewing budget information
786 BUD Budget/Reporting System System provides online transparency portal for viewing actual expenditure information
787 BUD Budget/Reporting Online Online portal provides summary information for citizens in easy to use format
788 INV Receipt of Inventory Integration Integration with purchasing to automatically create or add inventory items
789 INV Receipt of Inventory System System can accommodate items with zero dollar value and/or zero quantity
790 INV Receipt of Inventory System System allows defective goods that have been received and placed in inventory to be taken out
791 INV Receipt of Inventory Track Track donated items or other items not from purchasing system
792 INV Use of Inventory System System provides on-line requisition form for items in inventory
793 INV Use of Inventory System
System processes partial pick/issue tickets of reserved items while keeping the remaining balance of items on reserve794 INV Use of Inventory System System generates trip/delivery tickets795 INV Use of Inventory System System tracks item usage
796 INV Use of Inventory User User can define, by item, the variables used in determining reorder points and reorder quantities
797 INV Track Inventory System System tracks location of inventory item by warehouse (including multiple warehouses)
798 INV Track Inventory System System tracks location by section of warehouse
799 INV Track Inventory System System provides online form to transfer inventory between warehouse
800 INV Track Inventory System System indicates stock on hand for each location
801 INV Track Inventory System System indicates stock on hand for multiple locations802 INV Track Inventory Identify Identify inventory items as critical spare
803 INV Cost Allocation System System calculates and allocates cost of inventory by: average price
804 INV Physical Inventory System System automatically updates inventory on-order information at the time that a requisition is created
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Attachment 11 - Data ConversionsInstructions: Complete yellow shaded cells
Functional Area Data System Description Quantity In Scope?Comments
General Ledger Trial Balance by Fund Finance Plus All balances > $0 for prior and current fiscal years*40 Yes
General Ledger Revenue and expenditures (ACTUALS)Finance Plus Summary balances > $0 for prior fiscal years* All transactions > $0 for prior and current fiscal years*
2300 Yes
General Ledger Revenues and expenditures (BUDGET)Finance Plus Summary balances > $0 for prior fiscal years* All transactions > $0 for prior and current fiscal years*
2300 Yes
General Ledger Balance Sheet Account Finance Plus All accounts with Balances 200 YesPurchasingPurchase Orders Various All balances > $0 for current fiscal year 300 Yes Encumbrances are manually TrackedPurchasingContractsVariousAll open contracts 250 Yes Manually Tracked
Accounts payable Vouchers Various All vouchers from prior calendar year forward for 1099 processing*
5200 Yes Approximately 100/wk
Accounts receivable Customers Community Plus Active records 2000 Yes
Accounts payable Vendors Finance Plus Active records 1000 Yes
Capital Assets Assets Multiple systems All capitalized assets 1300 Yes
Non-Capital Assets Assets Multiple systems Assets under capitalization threshold tracked by departments
Needs analysis Yes Departments are compiling the list
Human Resources Employee personnel data Multiple systems All records for active employees 800 Yes
Human Resources Employee personnel action Multiple systems All records for active employees 2000 Yes
Position Information Job classifications, positions, and salary tables Questica & Excel All records for the prior and current calendar year 600 Yes Job Class, Grades, Pay Scales, Bargainaing Units, etc.
Conversion Scope in RFP
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Benefits Beneficiary and Dependent data Finance Plus All records for the prior and current calendar year 500 Yes
Leave Management Leave accrual balances Various All records for the prior and current calendar year*200 Yes
Leave Management Leave of abscence Various All records for the prior and current calendar year*200 Yes
Payroll Salary Tables Finance Plus All records for the prior and current calendar year*225
Payroll W-2 Finance Plus All records for the prior and current calendar year*800
Payroll Direct Deposit information Finance Plus All records for the prior and current calendar year*600
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Attachment 15 – Business Process
This attachment contains business process maps for expected process the City plans to
implement as part of this project. Proposers should review these business process descriptions
and consider implementation of these processes to be a key part of the project scope.
During the implementation, the City expects that consultants will review the processes and
make necessary adjustments to best utilize the software and/or improve process efficiency or
effectiveness. Up to this point, the City has invested time and resources into thinking about
revised process and doesn’t expect that a complete as-is/to-be process analysis will be
conducted again.
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Process Descriptions:
Chart of Accounts ............................................................................................................................ 3
Chart of Account Structure ......................................................................................................... 3
Budget ............................................................................................................................................. 4
Operating Budget ........................................................................................................................ 4
Capital Budget ............................................................................................................................. 5
Budget Amendments .................................................................................................................. 6
Purchasing ....................................................................................................................................... 7
Vendor Registration .................................................................................................................... 7
Vendor Maintenance .................................................................................................................. 8
Purchase Requisition ................................................................................................................... 9
Purchase Order ......................................................................................................................... 10
Receiving / Invoice Entry ........................................................................................................... 11
Capital Assets ................................................................................................................................ 12
Asset Acquisition – Equipment ................................................................................................. 12
Asset Acquisition – Projects ...................................................................................................... 12
Asset Retirement / Disposal ..................................................................................................... 13
Accounts Receivable ................................................................................................................. 14
Billing ......................................................................................................................................... 14
Customer File ............................................................................................................................ 15
Cash Receipts ............................................................................................................................ 16
Human Resources ..................................................................................................................... 17
New Hire ................................................................................................................................... 17
Employee Personal Information Change .................................................................................. 18
Personnel Action ....................................................................................................................... 19
Personnel Evaluation ................................................................................................................ 20
Time Entry / Payroll ...................................................................................................................... 21
Risk Management ......................................................................................................................... 22
Injury / Incident......................................................................................................................... 22
General Liability ........................................................................................................................ 23
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Chart of Accounts
Chart of Account Structure
The City plans to utilize the following segments in its revised chart of accounts:
Segment Type Segment Digits
Fund Fund 3
Org Unit Department 2
Org Unit Division 3
Program Program 5
Object Object Level 2
Account Account 5
Project/Grant Project/Grant 6
Project/Grant Project/Grant Details TBD
Considerations:
1. The City expects each segment to be an independent segment that could be used on
transactions in combination with other segments to create valid accounts.
2. For segments that exist in the same segment type, segments would be organized hierarchically
or could be reported in roll up categories. For example, programs would roll up to a function.
3. Between segment types, there is no hierarchical relationship. For example, programs could and
will cross multiple org units.
4. The City expects to utilize a sub ledger to account for detailed project data where additional
segments and values could be defined on a project-by-project basis.
5. The City expects to be able to create reporting hierarchies and roll up information in a variety of
ways. For example:
a. Programs can be grouped into functions or by City goals/priority areas
b. Detailed accounts can be rolled up into summary level categories. For example, many
different types of salary accounts could be rolled up into “salaries"
6. All reporting throughout the City would utilize a consistent chart of accounts.
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Budget
Operating Budget
Budget
Operating Budget
Future
City ManagerFinanceCouncilAdvisory BodyDepartmentsCity ManagerStart
Update advisory
body on goal-
setting process
City
Manager Manual
Complete Revenue
Projects and Long
Term Plans
Staff ERP /
Manual
Conduct setting the
stage and goal
workshop
Council Manual
Provide
recommended
goals
Advisory
Body Manual
Develop
departmental and
program budgets
Staff ERP
Send instructions
and timelines
Staff ERP
Submit
departmental
budget
FO / Dept.
Manager ERP
Review budget with
departments
Staff Manual
Develop budget for
Community Forum
Staff ERP /
Manual
Review budget
City
Manager Manual
Develop budget for
Council
Staff ERP/Manual
Finalize and
approve budget
Staff ERP/Manual
Communicate with
departments and
set targets
Staff ERP /
Manual
Incorporate
Feedback and
Revise Budget
Staff ERP /
Manual
Incorporate
Feedback and
Revise Budget
Staff ERP /
Manual
Host Community
Forum
Staff ERP /
Manual
Conduct setting the
stage and goal
workshop
City
Mangaer Manual
Review budget with
departments
City
Mangaer Manual
Review budget
City
Manager Manual
Considerations:
1. The City’s operating budget process is very collaborative and involves significant public feedback
and comment. The process is based on City priorities.
2. The City desires to implement a program budget where revenue and expenses are budgeted at a
program level that can form a program inventory for the City. Programs could and will be multi-
departmental.
3. Each program will need to track service level and departments will need to use budget to plan
both financial and non-financial goals.
4. Essential to the City’s budget process is having quality long term forecasts and accurate
personnel budgeting.
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Capital Budget
Budget
Capital Budget
Future
DepartmentFinanceCIP TeamPlan CommissionOperating
Compile capital
needs
Staff ERP
Prioritize / approve
projects
Staff ERP
Review and update
projects
Staff ERP
Enable capital
project
development
Staff ERP
Review and update
equipment
replacement
Staff ERP
Identify Operating
Impact of Projects
Staff ERP
Identify Operating
Impact of Projects
Staff ERP
Compile Proposed
Capital Budget
Staff ERP
Review Budget
Staff ERP
Review Budget
Staff ERP
Considerations:
1. The City’s capital budget involves both capital projects and capital equipment (new and
replacement).
2. The City expects that the system will utilize information entered on a capital project or asset
record to help forecast long term capital needs (for example: asset replacement or long term
funding for capital project).
a. The City expects to be able to create a list of projects and then continue to build cost
estimates or identify funding sources that will become part of capital budget and long
term CIP
b. The City will track capital assets in the ERP system and needs to track replacement
schedules (both replacement cost and replacement timing).
3. The City will need multiple versions / levels of approval for the capital budget.
4. Capital projects need to identify any impact on the operating budget
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Budget Amendments
Budget
Amendments
Future
DepartmentHuman ResourcesCouncilFinanceStart
Submit budget
adjustment request
Manager /
FO ERP
FTE Change?
Review request
(routed via
workflow)
Staff ERP
Yes
Create Council item
Staff Manual
Review request
(routed via
workflow)
Staff ERP
Review
Council Manual
Create budget
amendment
Staff ERP
End
Approve?No
Approve?
Yes
No
Approve?Yes
No
No
Considerations:
1. Budget amendments for both operating and capital budget are processed online in the system.
2. The City expects that budget amendments will utilize workflow for approvals.
3. Currently, the City utilizes budget amendments to move money between line item accounts as
well as for supplemental requests. In the future, the City plans on allowing individual line items
to be overspent as long as funding is available at higher summary categories. This should reduce
the need for a large volume of amendments.
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Purchasing
Vendor Registration
Procure to Pay
Vendor Registration
Future
VendorPurchasingPublic Works
Formal
Sol.
Select awarded
vendor
Purchasing Manual /
BidSync
Receive notification
to enter
information and
upload forms
Vendor ERP
Review / approve
Purchasing ERP
Review / approve
FO ERP
Start
Register to receive
opportunity notices
Vendor BidSync
Generate
notification to
vendor to go to
self-service
Purchasing ERP
(interface)
Enter information
and upload forms
Vendor ERP
APCIP?
Yes
PO
Generate
notification for
vendor to go to
self-service
Purchasing ERP
No
Start
Receive vendor
information
Purchasing Manual
Update vendor file
Purchasing Manual /
ERP
Considerations:
1. All vendors that are issued purchase orders will be registered with the City and complete all
necessary forms and documents
2. The system will track interested vendors for bids/RFPs
3. The City will be using Bid Sync for vendor solicitations and other advanced purchasing functions.
The City will need to explore use of interface to provide integration and avoid duplicate data
entry.
4. The City will use self-service for reduce data entry effort for vendor registration
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Vendor Maintenance
Procure to Pay
Vendor Maintenance
Future
VendorPurchasingPublic WorksAP
Review / approve
Purchasing ERP
Review / approve
FO ERP
Start
Updates record
with new
information / forms
Vendor ERP
APCIP?
Yes
Generate notice to
update info
(license, insurance,
bank, etc.)
Purchasing ERP
Start
Receives
notification to
update information
Vendor ERP
AP
ACH failed or check
returned
Staff Bank / ERP
Notify Purchasing
of vendor record
issue
Staff ERP
(workflow)
No
Considerations:
1. It is expected that purchasing will control the vendor file and make necessary revisions that are
not completed in self-service. Accounts payable would review changes.
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Purchase Requisition
SLO
Purchase Requisition
To-Be
DepartmentBudgetPurchasingCity ManagerCity Council
Start
Departments Enter
Requisition
End User ERP
Fiscal Officer
Approves
Fiscal Officer ERP
Tier 1
Tier 2 Get 3 Quotes
End User ERP
Department Head
Approval
Department
Head ERP
Fiscal Officer
Approves
Fiscal Officer ERP
Tier 3, 4 and 5
City Manager
Approval
Role System
CIP?
Budget Approval
Role System
No
No
Yes
Yes
Yes
Yes
Tier 4
No
Yes
POBid/RFPNo
Fiscal Officer
Approves
Fiscal Officer ERP
Tier 5
No
City Council
Approval
Role System
Yes
Considerations:
1. All purchases through the system (all without p-card) will go through requisition
2. Requisitions will be entered at the beginning to encumber funds and track status of pending
purchases. For purchases that will require an RFP, the department will enter requisition prior to
going through RFP process with estimate of amount and without a vendor. This will allow the
purchase to be tracked and budget estimate reserved.
3. The City will have 5 tiers of purchase approval each with thresholds based on purchase dollar
amount.
4. Purchases at the Tier 1 level will automatically be converted to PO without involvement from
purchasing department.
5. Purchase requisitions will need an easy to use format focused on end users. The City expects the
software to have features to limit data entry errors, collect detailed information upfront
(account, commodity code, description, etc.), and do so in an efficient way.
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Purchase Order
SLO
Purchase Order
To-Be
DepartmentCity ManagerPurchasing
Requisition
Complete
Convert Req to PO
Purch Staff ERP
If Tier 3 or 4
Complete RFP
Process
Purch Staff Out of
System
Complete Contract
Process
Purch/
Attorney
Out of
System
Validate Vendor
Reg Complete
Purch Staff ERP
Purchasing Analyst
Approval
Purch
Analyst ERP
Purchasing Sends
PO to Vendor
Purch
Analyst ERP
City Manager
Approval
City
Manager
Out of
System
Complete Contract
Process
Department
Staff
Out of
System
Complete RFP
Process
Department
Staff
Out of
System
Considerations:
1. Purchase orders will be utilized for all purchases (not including p-card purchases). Purchase
orders will be issued centrally by purchasing and automatically issued for Tier 1 purchases.
2. Purchase orders will require additional approval for Tier 3 and Tier 4 process.
3. The City will have a process for emergency purchases where emergency purchases may make
this process prohibitive.
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Receiving / Invoice Entry
SLO
Receiving
To-Be
DepartmentAP
Start
Departments
Receive Order
Department
Staff Manual
Start
Invoice Received
AP Manual
Enter in Invoice
AP ERP
Match Against
Reciept
ERP ERP
Match
Workflow Notice to
Department
ERP ERP
Invoice Received
Department
Staff Manual
Send Invoice to
Finance
Department
Staff Manual
Start
Approve Invoice in
ERP
Department
Staff ERP
No
Payment Process
AP ERP
Ok to Pay
OK to Pay
Department Enter
Receipt
Department
Staff ERP
Considerations:
1. The city expects to use both 2-way and 3-way matching for invoice approval. Departments
would be either required to enter receipt in the system or to approve invoices in the system.
2. All invoices would be entered by central finance staff.
3. Capital assets would require receipt in the system and completion of capital asset identification
information.
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Capital Assets
Asset Acquisition – Equipment
Capital Assets
Acquisition (equipment)
Future
DepartmentFinanceStart New or
replacement?
Track replacement
cost for budgeting
Manager/FO ERP
Replacement
Enter requisition
for asset
Manager/FO ERP
New Requisition Receive asset
Requestor Manual
Matching Create asset record
Requestor ERP
Review and
approve
Manager/FO ERP
Review and
approve
Staff ERP
End
Tag asset
Requestor ERP /
Manual
Considerations:
1. Assets will be recorded at point of acquisition. Departments will enter all necessary
identification information online in the system.
2. Workflow would notify appropriate staff for review/approval.
Asset Acquisition – Projects
Capital Assets
Acquisition (capital project)
Future
DepartmentFinanceStart Track project cost
Manager/FO ERP
Close project
Manager/FO ERP
Project
complete?Yes
Review projects at
year-end for
completion
Staff ERP /
Manual
No
Determine value
Staff ERP
Create / modify
asset
Staff EFP
End
Considerations:
1. Capitalized costs for projects will be recorded throughout the year and capitalized at year end or
upon project completion.
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Asset Retirement / Disposal
Capital Assets
Disposal/Retirement
Future
DepartmentFinanceStart
Enter asset
disposal/retirement
Manager/FO ERP
Sell asset?
Manage sales
process
Manager/FO Manual
Yes
Approve asset
record change
Staff ERP
Update asset with
sales information
Manager/FO ERP
No EndStart
Generate physical
inventory list
Staff ERP
Conduct physical
inventory
Staff Manual
Missing asset?
Yes
No
Considerations:
1. The City expects that departments will have access to initiate disposal or transfer request within
the system. The process would then be managed by workflow.
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Accounts Receivable
Billing
Accounts Receivable
Billing
Recommended
DepartmentAccounts Receivable
Start
3rd Party
Invoice
System?
Create invoice and
match customer ID
with amount
FO / Admin 3rd Party Sys
(interface)
System/user
validates invoice
information
FO / Admin 3rd Party
Sys / Manual
Cash
Receipts/
Cashiering
Create invoice and
match customer ID
with amount
Staff ERP
System/user
validates invoice
information
Staff ERP
Send invoice to
customer
Staff Manual
Customer
File
New/updated
customer?
New/updated
customer?
No
Yes
Customer
File
Yes
No
Send invoice to
customer
Staff Manual
Yes
No
Considerations:
1. The billing process would only be utilized for miscellaneous receivables. The City has many
specialized billing applications that would continue to be used.
2. For all specialized billing processes, the City expects to have the ERP system track summary level
receivables. Interfaces will need to be created to allow frequent data to be transferred
communicating outstanding receivables for overall financial reporting.
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Customer File
Accounts Receivable
Customer File
Recommended
Accounts ReceivableDepartments
Billing New
customer?
Update customer
record
Staff ERP
No
Create customer
record
Staff ERP
Yes
System validates
information,
initiate workflow
Staff ERP
(interface)
Update 3rd party
billing system
Staff ERP
Interface
End
Billing New
customer?
Update customer
record
Staff 3rd Party Sys
No
Create customer
record
Staff 3rd Party Sys
Yes
System validates
information,
initiate workflow
Staff 3rd Party Sys
(interface)
Update ERP
Staff 3rd Party Sys
(interface)
End
Considerations:
1. The City would like to explore possibility of having customer files sync between multiple
systems. At this point, the customer file within the ERP system will be managed jointly between
finance and individual billing departments.
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Cash Receipts
Accounts Receivable
Cash Receipts / Cashiering
Recommended
Accounts ReceivableDepartmentsFireCustomer
Billing Walk-in?
Brings payment and
invoice
Customer Manual
Yes
Enters invoice and
payment
information
Customer ERP (self-
service)
No
Enters account
information
Staff Manual /
ERP
Collects payment,
validates account
information
Staff ERP
(interface)
Updates account
status
Staff ERP
(interface)
System generates
receipt
Staff ERP /
Manual
Receives receipt
Staff Manual
System validates
account and
payment
information
Customer ERP (self-
service)
System updates
account status
Customer ERP
(interface)
System generates
receipt
Customer ERP (self-
service)
Reconcile payment
information by
tenure type
Staff ERP/Manual
Daily
Prepare deposit
Staff ERP/Manual
Bank
Recon.
Considerations:
1. The ERP system will record all payments recorded in the ERP system and interface (or be
manually updated) to record bank deposit information for payments collected in other systems.
2. When payments are received in various systems against current receivables, the City expects
that any interface would also update summary level receivable in the ERP system.
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Human Resources
New Hire
HR to Benefits
New Hire
Future
DepartmentHuman ResourcesCandidate
Evaluation
Selects candidate
for official offer
Hiring
Manager NeoGov
Initiate personnel
action
Hiring
Manager
NeoGov
(interface)
Review/approve
personnel action
(workflow)
HR Director ERP
(interface)
Generate offer
letter and benefit
summary
HR ERP
Accept?
Return signed offer
letter
Candidate Manual
Yes
No
Initiate new hire
checklist
HR ERP
Complete items on
checklist
Hiring Dept/
Other Depts Manual/ERP
Initiate employee
self-service
HR ERP
Complete forms
and benefits
selection
Candidate ERP
Benefit
Enrollment
Onboarding
Considerations:
1. The system will interface with NeoGov to transfer initial information on new employee. The City
will then rely on self-service within the HR system to allow the employee to enter additional
information, enroll in benefits, and complete tasks.
2. The City expects that the ERP system will generate the offer letter using information in the
system and from interface with NeoGov.
3. HR would review information submitted and be available, if necessary, to assist employees.
4. The City expects that ERP system will be able to manage checklist of tasks that multiple
departments need to complete when a new employee is hired (turn on IT access, enroll in
benefits, receive training/orientation, etc.).
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Employee Personal Information Change
HR to Benefits
Information Change
Future
EmployeeHuman Resources
Start
Update
information /
changes in self-
service
Employee ERP
Requires
documentation
or approval?
Approve?
Yes
No
Notify employee
HR ERP
No
Workflow approval
HR ERP
Benefits?Update benefits
HR ERP
(interface)
Receive system
notification of
update
Employee ERP
Yes
No End
Considerations:
1. The system expects that most changes will be completed through self-service.
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Personnel Action
HR to Benefits
Personnel Action (existing employee)
Future
DepartmentHuman ResourcesPayrollBenefits
Start
Enter personnel
action
Supervisor /
FO ERP
Attach
documentation
Supervisor /
FO ERP
Review / approve
Department
Manager ERP
Start
Enter personnel
action
HR ERP
Attach
documentation
HR ERP
Workflow approval
HR ERP
Workflow approval
Benefits ERP
Workflow approval
Payroll ERP
Receive notification
of personnel action
complete
Dept Mgr /
Employee ERP
Considerations:
1. Personnel actions will be done in the system using workflow.
2. Workflow path can vary based on personnel action type
3. Workflow will include approvals at both department level an among the HR/finance department
depending on the type of change.
4. For changes that require documentation, the City expects the ERP system will allow
documentation to be uploaded.
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Personnel Evaluation
HR to Benefits
Personnel Evaluations
Future
Human ResourcesDepartment
New
Hire
Receive system
notification of
evaluation due
date
Supervisor/
Employee ERP
Review and
approve (workflow)
HR ERP
Review and
approve (workflow)
Dept.
Manager ERP
Review and sign
(workflow)
Employee ERP
Update personnel
record and initiate
personnel action
HR ERP
System generates
default evaluation
dates based on
business rules
HR ERP
Complete
evaluation
Supervisor Manual/ERP
Complete pre-
evaluation form
Employee Manual/ERP
Meets
expectations?
Review and provide
input
HR ERP
No
Yes
Personnel
Action
Considerations:
1. Performance evaluations will be done in the system.
2. Different departments/job classifications will have different evaluation templates
3. The City’s management staff create goals and are evaluated against goals. The City expects that
the personnel action system will allow employees to track goals which will be used as basis for
evaluation.
4. Workflow process allows employee to review and approve of personnel evaluation.
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Time Entry / Payroll
Time Entry to Payroll
Time Entry
Future
DepartmentPayroll
Start
Type of entry?
Exception Entry
Confirm hours at end
of pay period, enter
exceptions for leave
or projects hours
Employee ERP
Enter time worked by
day (or in/out); track
hours, leave, project
hours
Employee ERP
Submit timesheet
for approval
Employee ERP
Review timesheet
(workflow)
Supervisor ERP
Approve?
Positive Entry
No
Approve timesheet
Supervisor ERP
System calculates
pay based on
business rules
Payroll ERP
Yes
Payroll
Timesheet applies
business rules
Employee ERP
Considerations:
1. The City has different departments that provide very different services. As a result, it expects
that employees will enter time using a variety of methods.
2. Recorded time will need to be specific for project or position (for those employees working on
multiple projects or in multiple positions)
3. The city will use time clocks or other time entry devices.
4. The city expects time information to be entered on mobile device.
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Risk Management
Injury / Incident
Risk Management
Injury / Incident
Future
Employee/DepartmentRisk ManagementTPA
Workflow approval
to notify
appropriate staff
System ERP
Receive Incident
Information
TPA Interface
Start
Identify incident
and log into system
Employee Manual/ERP
Complete
additional
Information
Employee ERP
Complete
additional
Information
Risk ERP
Interface to TPA
Risk ERP
Update City with
financial
information
TPA Interface
Update Incident
Risk Interface
Manage Issue by
logging additional
information
Risk ERP
Considerations:
1. The system will be used to track events and record information related to injuries and incidents
for reporting to third party administrator and city-wide reporting
2. Interface with City’s TPA will transfer information on new injuries/incidents.
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General Liability
Risk Management
General Liability
Future
City AttorneyDepartmentTPAFunction
Workflow approval
to notify
appropriate staff
System ERP
Receive Incident
Information
TPA Interface
Start Log Claim
Employee Manual/ERP
Complete
additional
Information
Department ERP
Review Claim
Risk ERP
Update City with
financial
information
TPA Interface
Update claim
Risk Interface
Manage Issue by
logging additional
information
Risk ERP
Interface to TPA
Risk ERP
Considerations:
1. General liability claims will be entered into the system and tracked. The City expects to
be able to notify the City’s TPA with information entered into the system. Additionally,
the City expects to be able to add information to claim and report on claims.
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Attachment_12_Staffing
Schedule 1Estimated Vendor Staffing Indcated Date for Month 1
Month 1 = 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30All Phases 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Finance000000000000000000000000000000HR/Payroll 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Budget000000000000000000000000000000Technical000000000000000000000000000000
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30Phase Resource Type Resource
Total 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Project Manager 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Finance0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0HR/Payroll 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Budget0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Technical0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Month
Project Summary
MonthResource/Position
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Attachment_14_Cost
Attachment 12 (Costs)Vendor:
Cost Categories Total Costs Explanation/Notes (if necessary)Project CostsSoftware Fees (Schedule 2)-$ Professional Services (Schedules 3): -$ Other Fees (Schedule 4)-$ Total Cost During Project Period -$
1-SummaryPacket Pg 130
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Meeting Date: 8/15/2017
FROM: Michael Codron, Community Development Director
Prepared By: Doug Davidson, Deputy Community Development Director
SUBJECT: ADOPTION OF ORDINANCE INTRODUCED BY THE CITY COUNCIL ON
JULY 18, 2017 TO AMEND TITLE 17 OF THE MUNICIPAL CODE
ASSOCIATED WITH DEVELOPMENT AGREEMENTS
RECOMMENDATION
Adopt Ordinance 1636 (2017 Series) amending Title 17 of the San Luis Obispo Municipal Code
regarding Development Agreements.
BACKGROUND
On July 18, 2017, the City Council voted 5:0 to introduce Ordinance 1636 (2017) Series, which
amends Title 17 of the City’s Municipal Code regarding Development Agreements. The
Ordinance amends the City’s existing Development Agreement Ordinance (Chapter 17.94 of the
Zoning Regulations) particularly Chapter 17.000 (D) to facilit ate Development Agreements for
large, complex projects that may have significant impacts on the environment. This change will
allow the CEQA process to govern the determination and mitigation of impacts while enabling
certain large, complex projects to use a Development Agreement with the City to provide
certainty in the process, identify community benefits, and address financing issues.
The Ordinance is now ready for adoption. A summary of the ordinance was prepared and
published in the local newspaper ten days prior to the second reading. The amendments will
become effective thirty (30) days after final passage of the Ordinance.
ALTERNATIVES
1. The City Council could reject adoption of the Municipal Code Amendments. This is not
recommended because the Council previously voted to introduce the Ordinance and the
revised Ordinance is important to allow the CEQA process to identify and mitigate
environmental impacts separately from the Development Agreement process.
2. The Council could continue final adoption of the proposed amendments and provide
direction to staff for research and revisions, which would require re-introduction of the
ordinance.
Attachments:
a - Ordinance 1636 (2017)
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O 1636
ORDINANCE NO. 1636 (2017 SERIES)
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, AMENDING TITLE 17 (ZONING
REGULATIONS) OF THE MUNICIPAL CODE ASSOCIATED WITH
DEVELOPMENT AGREEMENTS WITH AN EXEMPTION FROM
ENVIRONMENTAL REVIEW (CODE-0107-2017)
WHEREAS, the City Council of the City of San Luis Obispo held a study session in the
Council Chamber of City Hall, 990 Palm Street, San Luis Obispo, California, on March 21, 2017,
(CODE-0107-2017) and directed staff to return with amendments to the City’s Municipal Code
related to Development Agreements; and
WHEREAS, the City Council of the City of San Luis Obispo conducted a public hearing
in the Council Chamber of City Hall, 990 Palm Street, San Luis Obispo, California, on July 18,
2017, for the purpose of considering amendments to the Municipal Code relating to Development
Agreements (CODE-0107-2017); and
WHEREAS, the City Council finds that the proposed amendments are consistent with the
City’s General Plan, the purposes of the Zoning Regulations, and other applicable City ordinances;
and
WHEREAS, notices of said public hearings were made at the time and in the manner
required by law.
NOW THEREFORE, BE IT ORDAINED by the Council of the City of San Luis Obispo
as follows:
SECTION 1. Environmental Determination. The activity is covered by the general rule
that CEQA applies only to projects, which have the potential for causing a significant effect on the
environment. It can be seen with certainty that there is no possibility that the activity in question
may have a significant effect on the environment. The activity is not subject to CEQA because the
minor amendment to the Zoning Regulations regarding Development Agreements will have no
effect on the environment; any actual Development Agreement will be subject to Chapter 17.94 of
the Zoning Regulations and CEQA. Any project associated with a Development Agreement will
undergo environmental review under CEQA and will be required to mitigate any impacts to the
maximum extent feasible.
SECTION 2. Findings. Based upon all the evidence, the Council makes the following
findings:
1. The proposed amendments to the City’s Municipal Code regarding Development
Agreements are consistent with the General Plan and implement City goals and policies to
help facilitate large housing developments to increase the City’s housing supply.
2. The proposed amendments to the City’s Municipal Code will enable Development
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Ordinance No. 1636 (2017 Series) Page 2
O 1636
Agreements as a tool to coordinate the extensive financing, phasing, community benefits,
and mitigations measures of large, complex projects.
SECTION 3. Section 17.94.100.D of the San Luis Obispo Municipal Code is hereby
amended as follows:
17.94.100 Planning commission hearing and recommendation.
The commission shall consider the proposed development agreement and shall make its
recommendation to the council. The recommendation shall include whether or not the proposed
development agreement meets the following findings:
A. The proposed development agreement is consistent with the general plan and any applicable
specific plan;
B. The proposed development agreement complies with zoning, subdivision and other applicable
ordinances and regulations;
C. The proposed development agreement promotes the general welfare, allows more
comprehensive land use planning, and provides substantial public benefits or necessary public
improvements, making it in the city’s interest to enter into the development agreement with
the applicant; and
D. The proposed project and development agreement:
1. Will not adversely affect the health, safety or welfare of persons living or working in the
surrounding area; and
2. Will be appropriate at the proposed location and will be compatible with adjacent land
uses.
SECTION 4. Severability. If any subdivision, paragraph, sentence, clause, or phrase of
this ordinance is, for any reason, held to be invalid or unenforceable by a court of competent
jurisdiction, such invalidity or unenforceability shall not affect the validity or enforcement of the
remaining portions of this ordinance, or any other provisions of the city' s rules and regulations. It
is the city' s express intent that each remaining portion would have been adopted irrespective of
the fact that any one or more subdivisions, paragraphs, sentences, clauses, or phrases be declared
invalid or unenforceable.
SECTION 5. A summary of this ordinance, approved by the City Attorney, together with
the ayes and noes shall be published at least five days prior to its final passage in the Tribu ne, a
newspaper published and circulated in said City, and the same shall go into effect at the expiration
of 30 days after its final passage. A copy of the full text of this ordinance shall be on file in the
Office of the City Clerk on and after the date following introduction and passage to print and shall
be available to any member of the public.
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Ordinance No. 1636 (2017 Series) Page 3
O 1636
INTRODUCED on the 18th day of July, 2017, AND FINALLY ADOPTED by the
Council of the City of San Luis Obispo on the______ day of______, 2017, on the following vote:
AYES:
NOES:
ABSENT:
____________________________________
Mayor Heidi Harmon
ATTEST:
____________________________________
Carrie Gallagher
City Clerk
APPROVED AS TO FORM:
_____________________________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City
of San Luis Obispo, California, this ______ day of ______________, _________.
______________________________
Carrie Gallagher
City Clerk
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Meeting Date: 8/15/2017
FROM: Michael Codron, Community Development Director
Prepared By: Diane Dostalek, Senior Civil Engineer
SUBJECT: APPROVAL OF THE FINAL MAP FOR TRACT 2428-2, 3000 CALLE
MALVA (TR 121-13)
RECOMMENDATION
Adopt a resolution approving the Final Map for Tract 2428-2 (Phase 2), 3000 Calle Malva, and
authorize the Mayor to execute a Subdivision Agreement.
DISCUSSION
Background
Tract 2428 (TR 121-13) is located at 3000 Calle Malva (Attachment A, Vicinity Map). A vesting
tentative map for Tract 2428 was originally approved by the City Council on July 3, 2007, by
Resolution No. 9917 (Series 2007) as TR 98-06. Revised conditions that superseded the previous
tentative map conditions were approved by Council on April 15, 2014, by Resolution No. 10514
(2014 Series) (Attachment B). The tentative map (excerpts included as Attachment C) contained
a total of 178 lots consisting of 165 single-family lots, five lots for up to 26 units of affordable
housing, two lots for six market-rate condominium units, five lots for riparian open space, and
one 71-acre hillside lot for permanent open space.
Subsequent to Council’s approval of the revised conditions, the applicant proposed to reduce the
original 178 lots down to 172 lots for constructability and marketability purposes. The new lot
configuration includes a total of 172 lots consisting of 161 single-family lots, five lots for up to
26 units of affordable housing, five lots for riparian open space, and one 71-acre hillside lot for
permanent open space. An exhibit showing the old lot configuration and numbering and the new
lot configuration and numbering is attached (Attachment D). This change to the tentative map is
minor and is consistent with the intent and spirit of the original tentative map. The tentative map
conditions of approval refer to the old lot numbering, so Attachment D is helpful in interpreting
the conditions based on the new lot numbering.
Tract 2428 is currently planned to be recorded in three phases (Attachment E, Phasing Plan).
Phase 1 – Final Map approved and under construction:
Tract 2428-1, the first phase of Tract 2428, was approved by Council on August 16, 2016, by
Resolution No. 10737 (2016 Series). It created 45 single -family lots (Lots 1-14, 72 to 80, and 86
to 107), two lots for riparian open space (Lots 81 and 84), one 71-acre hillside lot that was
dedicated to the City for permanent open space (Lot 172), and one Remainder lot for the future
phases. Building plans for all the lots in Tract 2428-1 have been approved and the units are
currently under construction.
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Phase 2 – This approval:
Tract 2428-2 is a subdivision of Tract 2428-1’s Remainder lot. It will create 36 single-family
lots, (Lots 62 to 71, Lots 139 to 162, and Lots 170 to 171), three lots for riparian open space
(Lots 82, 83 and 85), seven lots for affordable housing (Lots 163 to 169) for up to 26 affordable
housing units, and two lots for future phases (Lots A and B). Building plans for all the lots in
Tract 2428-2 have been approved pending recordation of the final subdivision map.
Environmental Issues
There is a protected species of plant located on Tract 2428 called adobe sanicle. Although some
of the plants are located in areas to be designated as open space, others are located on lots
intended to be developed. The subdivider is cooperating with the Department of Fish & Wildlife
by applying for an “incidental take permit.” As part of that process, the subdivider is funding
studies to analyze the feasibility of propagating the species and growing them elsewhere as well
as relocating the plants on and off site. Additional information regarding the ability to transplant
and/or relocate the plants is expected to be available no later than the time Phase 3 is proposed to
be developed
The original boundary of Phase 2 included a patch of adobe sanicle that would have been on
affordable housing Lot 167. The subdivider reconfigured the boundaries of Phase 2 so there
would be no adobe sanicle within Phase 2. In order to retain the overall square footage of
property approved for the affordable housing, the subdivider turned two lots originally planned
for single-family residential (Lots 163 and 164) into affordable housing lots. The subdivider will
try to reconfigure lots in Phase 3 to recoup those two lost single-family lots.
Affordable Housing
Condition #77 of the tentative map required subdivider to dedicate the affordable housing lots
prior to or concurrent with the second phase of the map. A grant deed dedicating Lots 163 to 169
to the Housing Authority of the City of San Luis Obispo (HAS LO) will be recorded concurrently
with the final map. It is anticipated that HASLO will be merging the seven lots into a single lot
in order to build apartments.
The affordable housing lots are served by a private street, sewer main, and drainage line that will
be maintained by the Toscano Homeowner’s Association (HOA). Because the affordable
housing lots will not be a part of the HOA and are unable to commit to annual maintenance costs
for these facilities due to legal restrictions on funding, HASLO has tentatively agreed to
contribute a one-time payment in an amount not greater than $25,000 to the HOA for
maintenance of these private facilities. An agreement is being drafted between the HOA and
HASLO clearly stating that this payment will release HASLO from any further obligation to the
HOA for ongoing maintenance in perpetuity.
Prado Road Bike Path
Condition #1 of the tentative map required subdivider to construct a Class 1 bike path connecting
the existing terminus of Prado Road to Broad Street at the Damon-Garcia Sports Field, subject to
available right-of-way. At this time, the subdivider and the City have been unsuccessful at
negotiating with the property owner to acquire the right-of-way for the bike path. Therefore, this
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condition is being deferred to the next phase of the map and is included in a Notice of
Requirements.
Approving the Final Map
The tentative map has an initial two-year life per Municipal Code Section 16.10.150. With the
automatic extensions granted by the State Legislature per Sections 66452.21, 66452.22,
66452.23, and 66452.24 of the Subdivision Map Act (SMA), a City-granted extension of two
years, and a three-year extension allowed for phasing of the map per Section 66452.6 of the
SMA, this vesting tentative map now has an expiration date of July 3, 2021. Modifying the
tentative map conditions did not extend the life of the map. All phases of the map must record
prior to expiration of the tentative map. Additional time extensions are allowed.
The final map for Tract 2428-2 (Attachment F) is ready to be approved and recorded. Pursuant to
Section 16.14.080 of the Municipal Code, the Public Works Director has determined that the
final map is in substantial compliance with the tentative map and approved modifications
thereof. Section 66474.1 of the Subdivision Map Act states that “a Legislative body shall not
deny approval of a final or parcel map if it has previously approved a tentative map for the
proposed subdivision and if it finds that the final or parcel map is in substantial com pliance with
the previously approved tentative map.” The approval of a final map is considered a ministerial
action.
Appropriate securities will be submitted prior to map recordation to guarantee completion of the
required subdivision improvements as shown in the Subdivision Agreement (Attachment G). The
resolution approving the final map (Attachment H) also authorizes the Mayor to sign the
Subdivision Agreement requiring the Subdivider to complete the subdivision improvements.
CONCURRENCES
The Public Works Department concurs with the recommended action.
ENVIRONMENTAL REVIEW
The City Council adopted the project’s Mitigated Negative Declaration (MND) on July 3, 2007,
and approved an Addendum on April 15, 2014. The Final Environmental Impact Report prepared
for the Margarita Area Specific Plan and the amended MND for this project constitute the
complete environmental determination for the project. Approval of a final map is statutorily
exempt under the California Environmental Quality Act (CEQA) pursuant to Section
15268(b)(3) Ministerial Projects (approval of final subdivision maps) of Title 14 of the
California Code of Regulations (State CEQA Guidelines). Therefore, no further environmental
review is required.
FISCAL IMPACT
There is no significant financial impact to the City associated with approving the final map for
Tract 2428-2. However, the public improvements that will be constructed with this phase will result
in an increase in maintenance costs for the public streets, public water and sewer, and other
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infrastructure upon acceptance of the improvements by the City. These costs will be shown in future
Financial Plans as the facilities are accepted and begin to require standard maintenance. The bike
paths will be open to the public but will be privately-maintained by the HOA. The private streets,
private sewer, private drainage, and private open space will also be maintained by the HOA, except
for Lot 85 and the improvements thereon. Lot 85 was inadvertently left off the Declaration of
Annexation for Phase 2 and will be maintained by the owner of Lot 85 (the subdivider) until such
time as it is annexed into the HOA.
ALTERNATIVES
Deny approval of the final map. Denying approval of the final map can apply if findings are
made that the requirements or conditions of the tentative map have not been met or performed
(Section 66473 of the Subdivision Map Act) or if findings are made that the final map is not in
substantial compliance with the previously approved tentative map (Section 66474.1 of the
Subdivision Map Act). Because the final map is in substantial compliance with the tentative map
and all of the conditions of the map will be met or securities deposited prior to map recordation,
Sections 66474.1 and 66473 of the Subdivision Map Act require th at City Council approve the
map. Therefore, denying approval of the final map is not a recommended alternative unless the
required findings are made.
Attachments:
a - Vicinity Map
b - Resolution No. 10514 (2014 Series)
c - Tentative Map
d - Revised Lot Numbering
e - Phasing Plan
f - Final Map
g - Subdivision Agreement
h - Draft Resolution Approving Final Map
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www.tetratech.com711 Tank Farm Road, Suite 110San Luis Obispo, CA 93401(805) 542-9052Packet Pg 1697
N0SCALE:50 1002001" = 100'www.tetratech.com711 Tank Farm Road, Suite 110San Luis Obispo, CA 93401(805) 542-9052FOUND 1-1/4" IPNO TAGACCEPTED AS1-14" IP TAGGEDLS 3877 AS SETPER 13-MB-48FOUND 1-1/2" IP "RCE 29930" ASSET PER 13-MB-98FOUND 11/2" BRASS DISK "CITYOF SAN LUIS OBISPO GPS 5"APPROXIMATELY 15' FROMROCK CAIRN HCN 8205 PER (R1)N:2291512.716E:5768452.037FOUND CITY OF SAN LUISOBISPO BRASS CAPMONUMENT HCN 8105PER (R1)N:2290150.665E:5766571.883FOUND 5/8" REBAR WITH SETORANGE PLASTIC CAPSTAMPED "PLS 8925" PER (R1).Packet Pg 1707
www.tetratech.com711 Tank Farm Road, Suite 110San Luis Obispo, CA 93401(805) 542-9052Packet Pg 1717
SEE SHEET 5N0SCALE:20' 40'80'1" = 40'www.tetratech.com711 Tank Farm Road, Suite 110San Luis Obispo, CA 93401(805) 542-9052EASEMENT FOR PUBLICPEDESTRIAN AND BICYCLETRAIL, AS WELL AS PRIVATEMAINTENANCE PER 2428-1Packet Pg 1727
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www.tetratech.com711 Tank Farm Road, Suite 110San Luis Obispo, CA 93401(805) 542-9052Packet Pg 1767
1
SUBDIVISION AGREEMENT
THIS AGREEMENT is dated this ______ day of ___________201___ by and
between Margarita Ranch SLO, LLC, a California limited liability company, herein referred
to as "Subdivider," and the CITY OF SAN LUIS OBISPO, herein referred to as the "City."
RECITALS
REFERENCE IS HEREBY MADE to that certain proposed subdivision of real
property in the City of San Luis Obispo, County of San Luis Obispo, State of California, a
description of which is shown on the Final Map of Tract 2428-2, City of San Luis Obispo,
California, as approved by the City Council on the ____ day of ___________, 201___.
The Subdivider desires that said Tract 2428-2 be accepted and approved as a Final
Map pursuant to the Subdivision Regulations of the City of San Luis Obispo (Title 16 of the
San Luis Obispo Municipal Code), and
It is a condition of said regulations that the Subdivider agree to install the
improvements as set forth on the plans therefore.
TERMS AND CONDITIONS:
In consideration of the foregoing, the Subdivider does hereby agree to construct
and install the following Phase 2 subdivision improvements in accordance with said
subdivision regulations, and in accordance with approved plans and specifications on file
in the office of the City Engineer, City of San Luis Obispo, to wit:
1. CURB, GUTTERS AND SIDEWALKS
2. STREET BASE AND SURFACING
3. PEDESTRIAN AND BICYCLE PATHS
4. WATER MAINS and SEWER MAINS, including sewer laterals to the property line
and water services to the curb stop.
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2
5. LANDSCAPING
6. DRAINAGE STRUCTURES
7. STREET LIGHTS
8. ELECTRIC, GAS, TELEPHONE AND CABLE TELEVISION: In addition to the
inspection and approval of such facilities by the City, each public utility shall be
required to file a letter stating that the developer has properly installed all facilities to
be provided by him, and that the said utility is prepared to provide service to
residents upon request.
9. ENVIRONMENTAL MITIGATION
10. ANY & ALL OTHER IMPROVEMENTS shown on plans or required by project
approvals.
All of the above facilities shall be installed in the locations designated and to the plans and
specifications on file and approved by said City Engineer.
The lines and grades for all of said improvements shall be established by the
Subdivider in accordance with said approved plans and specifications.
The Subdivider agrees that the work of installing the above improvements shall
begin within thirty (30) days from the date of recording of the final map, and that the work
shall be completed within twelve (12) months of said recording date, unless an extension
has been granted by the City, provided that if completion of said work is delayed by acts of
God or labor disputes resulting in strike action, the Subdivider shall have an additional
period of time equivalent to such period of delay in which to complete such work. Any
extension of time hereunder shall not operate to release the surety on the Improvement
Security filed pursuant to this agreement. In this connection, the surety waives the
provisions of Section 2819 of the Civil Code of the State of California.
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No building permits will be issued nor occupancy granted after the expiration date
of the agreement until completion and acceptance of all subdivision improvements unless
specifically approved by the City.
The Subdivider does also agree to comply with the conditions established by the
City Council and has paid the necessary fees as indicated on the attached Exhibits 1
and 2.
The restoration of lost section corners and retracement of section lines within the
Subdivision shall be in accordance with Article 5, paragraph 8771 et seq., of the
Professional Land Surveyors Act, Chapter 15 of the Business and Professions Code of the
State of California.
The Subdivider attaches hereto, as an integral part hereof, and as security for the
performance of this agreement, an instrument of credit or bond approved by and in favor
of the City of San Luis Obispo, and conditional upon the faithful performance of this
agreement. Said instrument of credit or bond is in the amount of $2,089,400 which is the
amount of the estimated cost of said improvements for Phase 2.
Subdivider agrees to remedy any defects in the improvements arising from faulty
workmanship or materials or defective construction of said improvements occurring within
twelve (12) months after acceptance thereof. In accordance with Sections 66499.7 and
66499.9 of the Government Code of the State of California, upon final completion and
acceptance of the work, City will release all but 10% of the improvement security, that
amount being deemed sufficient to guarantee faithful performance by the Subdivider of his
obligation to remedy any defects in the improvements arising within a period of one year
following the completion and acceptance thereof.
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Completion of the work shall be deemed to have occurred on the date which the
City Council shall, by resolution duly passed and adopted, accept said improvements
according to said plans and specifications, and any approved modifications thereto.
Neither periodic nor progress inspections or approvals shall bind the City to accept said
improvements or waive any defects in the same or any breach of this agreement.
“AS-BUILT” record drawings are to be submitted within four weeks of completion of
construction and prior to City acceptance of the public improvements.
If the Subdivider fails to complete the work within the prescribed time, the
Subdivider agrees that City may, at its option, declare the instrument of credit or bond
which has been posted by Subdivider to guarantee faithful performance, forfeited and
utilize the proceeds to complete said improvements, or city may complete said
improvements and recover the full cost and expense thereof from the Subdivider or his
surety.
The Subdivider has deposited with the City a labor and materials surety in the
amount of 50% of the above described subdivision improvements ($1,044,700) in
accordance with State law.
Said Subdivider shall pay an inspection fee for City to inspect the installation of said
subdivision improvements, and to verify that they have been completed in accordance with
the plans and specifications.
Title 16 of the San Luis Obispo Municipal Code, entitled "Subdivision," all plans and
specifications on file with said City Engineer as a part of said Subdivision Map, and all
other documents filed with the City by the Subdivider and approved by the City Engineer
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are hereby referred to for further particulars in interpreting and defining the obligations of
the Subdivider under this agreement.
Pursuant to Government Code Section 66474.9(b), the subdivider shall defend,
indemnify and hold harmless the City and/or its agents, officers and employees from any
claim, action or proceeding against the City and/or its agents, officers or employees to
attack, set aside, void or annul, the approval by the City of this subdivision, and all actions
relating thereto, including but not limited to environmental review (“Indemnified Claims”).
The City shall promptly notify the subdivider of any Indemnified Claim upon being
presented with the Indemnified Claim and City shall fully cooperate in the defense against
an Indemnified Claim.
It is understood and agreed by and between the Subdivider and the City hereto that
this agreement shall bind the heirs, executors, administrators, successors and assigns of
the respective Parties to this agreement.
It is agreed that the Subdivider will furnish copies of the successful bidder's contract
unit prices and total bid prices for all of the improvements herein referred to.
IN WITNESS WHEREOF, this agreement has been executed by:
CITY OF SAN LUIS OBISPO SUBDIVIDER
Margarita Ranch SLO, LLC,
a California limited liability company
MAYOR Heidi Harmon
Dennis Moresco, Vice President
ATTEST:
CITY CLERK Carrie Gallagher
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EXHIBIT 1
TRACT 2428-2
SUBDIVISION AGREEMENT
1. The Subdivider has deposited a monumentation guarantee in the amount of $21,750 to cover
the installation of survey monuments for Phase 2 in accordance with the approved map and
payment for same. Said guarantee will be released to the Subdivider upon receipt by the
City of a letter from the Engineer indicating that they have completed the work and have
been paid. Subdivider shall adhere to the requirements of California Business and
Professions Code Section 8771 with regards to monument conservation.
2. Park-in-lieu fees shall be paid at time of building permits through the Community
Development Department per the fee schedule in effect at that time.
3. Improvement plancheck fees for all phases of the subdivision were paid with Phase 1. No
additional plancheck fees are required for Phase 2.
4. Construction inspection fees for Phase 2 of the subdivision have been paid, as listed in the
attached EXHIBIT 2, based on the $1,391,000 construction cost estimate for Phase 2.
5. Subdivider overpaid construction inspection fees for Phase 1 in the amount of $18,040. This
overpayment is being credited towards the construction inspection fees for Phase 2.
6. Water and sewer impact fees shall be paid at time of building permits through the
Community Development Department per the fee schedule in effect at that time.
7. Transportation impact fees shall be paid at time of building permits through the Community
Development Department per the fee schedule in effect at that time.
8. The subdivider shall comply with all requirements of Council Resolution 10514 (2014
Series) approving the tentative map.
9. Pursuant to Condition #7 of Council Resolution No. 10514 (2014 Series), the Subdivider
has deposited a faithful performance security in the amount of $130,000 to retain a qualified
traffic consultant to conduct traffic counts and speed measurements one-year after final
occupancy or complete build-out of the subdivision or acceptance of public improvements,
whichever occurs later. If the traffic volumes or speeds exceed City standards, the $130,000
security will be retained by the City to guarantee that Subdivider install additional
City-approved traffic calming measures to reduce volume and speeds to comply with City
standards. The additional measures shall be installed within six (6) months following notice
from the City to install said measures. Another traffic study shall be performed twelve (12)
months after completion of construction of the additional traffic calming measures. The
$130,000 security will be released to the Subdivider once a City-approved traffic study
demonstrates that traffic volumes and speeds comply with City standards.
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EXHIBIT 2
TRACT 2428-2
FEE AND BOND LIST
(3000 Calle Malva)
Amount Form Date
Received
Bond Release Status
Bonds and Guarantees:
Total Faithful Performance for
Phase 2 subdivision improvements (“FPB”)
$2,089,400
xxx xxx Can be released upon City acceptance of
improvements and deposit of one-year
warranty surety.
Labor & Materials (50% of total cost of Phase 2
improvements)
$1,044,700 xxx xxx Can be released 90 days after acceptance
of improvements, if no claims. (Civil
Code Section 8412)
Monument Guarantee for Phase 2 $21,750 CD or
Letter of
Credit
xxx Can be released upon verification that
monuments have been set and surveyor
has been paid.
Faithful Performance
for completion of traffic counts and speed
measurements and installation of additional
traffic calming measures
$130,000 Rider to
Tract 2428-
1
xxx See Exhibit 1 #9 for timing and
requirements regarding release.
10% Warranty $139,100 To be
determined
To be
collected
prior to
release of
FPB
Can be released one-year after acceptance
of improvements, if no defects.
Fees:
Map Check Fee for Phase 2 $16,612 Check 3/20/17
Plan Check Fee Paid with Phase 1
Total Construction Inspection fee for Phase 2
Less overpayment of fee in Phase 1
Construction Inspection fee due for Phase 2
$78,493.29
- $18,040.00
$60,453.29
Xxx
xxx
Park In-Lieu Fee for Phase 11 To be collected with building permit
Affordable Housing Requirements To be fulfilled in future phase by dedication of lots to the Housing Authority
Water, Wastewater, and Traffic Impact Fees1 To be collected with building permit
1 All Impact Fees are adjusted annually (July 1) based on CPI. Credit given for demolished units.
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R _____
RESOLUTION NO. (2017 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, APPROVING THE FINAL MAP FOR
TRACT 2428-2 (3000 CALLE MALVA, TR 121-13)
WHEREAS, the City Council made certain findings concerning the phased vesting tentative
map for Tract 2428, as prescribed in Resolution No. 10514 (2014 Series); and
WHEREAS, the City Council approved the final map for the first phase of Tract 2428
(Tract 2428-1) on August 16, 2016, by Resolution No. 10737 (2016 Series); and
WHEREAS, the subdivider has requested that the Council approve this second phase of
Tract 2428 (Tract 2428-2); and
WHEREAS, the subdivider will submit appropriate securities to guarantee installation of
the required subdivision improvements as shown on the approved plans for this phase prior to map
recordation, and all fees for this phase will be received prior to map recordation, as prescribed in
the Subdivision Agreement; and
WHEREAS, all requirements, conditions and mitigation measures required per said
Resolution No. 10514 (2014 Series) applicable to this phase of Tract 2428 have been completed or
appropriate securities will be in place to guarantee their completion prior to map recordation; and
WHEREAS, the City Council adopted the project’s Mitigated Negative Declaration (MND)
on July 3, 2007, and approved an Addendum on April 15, 2014. The Final Environmental Impact
Report prepared for the Margarita Area Specific Plan and the amended MND for this project
constitute the complete environmental determination for the project. Approval of a final map is
statutorily exempt under the California Environmental Quality Act (CEQA) pursuant to Section
15268(b)(3) Ministerial Projects (approval of final subdivision maps) of Title 14 of the California
Code of Regulations (State CEQA Guidelines).
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo
as follows:
SECTION 1. The final map for Tract 2428-2 is found to be in substantial conformance with
the tentative map.
SECTION 2. The Subdivision Agreement for Tract 2428-2 is approved and the Mayor is
authorized to approve minor revisions to the agreement and execute the document.
SECTION 3. Approval of the final map for Tract 2428-2 is hereby granted.
SECTION 4. The Mayor and City staff are authorized to take action necessary to carry out
the intent of this resolution.
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Resolution No. (2017 Series) Page 2
R _____
SECTION 5. Environmental Review. The Final Environmental Impact Report prepared for
the Margarita Area Specific Plan and the amended Mitigated Negative Declaration for Tract 2428
constitute the complete environmental determination for the project. Approval of a final map is
statutorily exempt under the California Environmental Quality Act (CEQA) pursuant to Section
15268(b)(3) Ministerial Projects (approval of final subdivision maps) of Title 14 of the California
Code of Regulations (State CEQA Guidelines).
Upon motion of _______________________, seconded by ________________________,
and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this ______ day of _______________ 2017.
________________________________
Mayor Heidi Harmon
ATTEST:
______________________________
Carrie Gallagher
City Clerk
APPROVED AS TO FORM:
________________________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City
of San Luis Obispo, California, this ______ day of ______________, _________.
______________________________
Carrie Gallagher
City Clerk
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Meeting Date: 8/15/2017
FROM: Daryl Grigsby, Director of Public Works
Prepared By: Scott Lee, Parking Services Manager
SUBJECT: FINAL ADOPTION OF ORDINANCE 1635 AMENDING CHAPTER 10.52.010
(PARKING METER ZONE RATES) OF THE SAN LUIS OBISPO
MUNICIPAL CODE
RECOMMENDATION
Adopt Ordinance 1635 (2017 Series) amending Chapter 10.52.010 (Parking Meter Zone Rates)
of the San Luis Obispo Municipal Code to increase parking rates for metered spaces effective
January 1, 2018 and again on July 1, 2020.
DISCUSSION
On June 6, 2017 a presentation was made as part of the 2017-19 Parking Services Financial Plan
Budget workshop. On July 18, 2017 an Ordinance was introduced to the City Council, which
moved forward with a unanimous approval of the Ordinance. This included the multi-year rate
increases for metered locations both on street and in lots.
CONCURRENCES
The Downtown SLO Parking and Access Committee (May 11, 2017).
ENVIRONMENTAL REVIEW
Reintroducing an ordinance to adopt parking rates is not an action that has the potential to cause
a significant effect on the environmental and therefore is exempt under 15061 B (3) of the
California Environmental Quality Act as it can be seen with certainty that there is no possibility
that the proposed rate changes will have a significant effect on the environment.
FISCAL IMPACT
On June 6, 2017 a detailed analysis of the Parking Fund revenues, expenditures, and changes
in financial position was presented. The 2017 Parking Fund Analysis included the key
assumptions used in preparing Fund projections and included the proposed rate increases. The
analysis presented to Council in that report, demonstrates sufficient funds to support
operations, capital projects, and debt service needs of the Parking Fund including the CIP
projects yet to be specifically identified.
Ordinance No. 1635 (2017 Series) is now ready for adoption and will become effective thirty
dates after the date of its final passage.
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ALTERNATIVES
Council, at its discretion, can adopt all or part of the requested rate increases presented i n this
report.
Attachments:
a - Ordinance - Meter Rates - 2017
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O 1635
ORDINANCE NO. 1635 (2017 SERIES)
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, AMENDING SECTION 10.52.010 (PARKING
METER ZONE RATES) OF THE SAN LUIS OBISPO MUNICIPAL CODE
WHEREAS, State law provides, in Vehicle Code Section 22508, that cities must establish
parking meter rates by ordinance; and
WHEREAS, the parking program needs to continue to be self-sufficient for its financial
commitments; and
WHEREAS, the City needs to continue to financially support the operation and debt service of
the next City parking structure; and
WHEREAS, the Council considered the staff report and considered the proposed changes to the
parking meter rates at a public meeting on June 6, 2017.
NOW THEREFORE, BE IT ORDAINED by the Council of the City of San Luis Obispo as
follows:
SECTION 1. Section 10.52.010 (Parking meter zone – rates) of the San Luis Obispo Municipal
Code is hereby amended as follows:
10.52.010 Parking meter zone – Rates.
A. Within the area enclosed by a solid line on the parking rate zone map (Exhibit A) and the area
enclosed by the shaded line on Slack Street parking meter zone map (Exhibit B) (more particularly
described as: the north side of Hathway Avenue adjacent to Cal Poly to Longview Lane, the east side of
Longview Street from Hathway Avenue to Slack Street, the north side of Slack Street from Longview
Lane to Grand Avenue, and the south side of Slack Street adjacent to the San Luis Coastal Unified School
District parcel from the midblock point of Slack Street (between Longview Lane and Grand Avenue) to
Grand Avenue), the parking of vehicles on streets or in municipal parking lots may be controlled and
regulated with the aid of parking meters.
B. Unless established otherwise below, the parking meter rate on streets or in municipal parking lots
in the lower rate zone shall be one dollar per hour effective January 1, 2018 and these parking meter
rates shall increase to one dollar and twenty-five cents per hour effective July 1, 2020.
C. Within the area designated on the parking rate zones map (Exhibit A) the rate for parking meters
on streets or in municipal parking lots shall be one dollar and cents per hour effective January 1, 2018
and these parking meter rates shall increase to one dollar and seventy-five cents per hour effective July
1, 2020.
D. Within the area designated on the parking rate zones map (Exhibit A), the rate for parking meters
on streets or in municipal lots shall be one dollar and seventy-five cents per hour effective January 1,
2018 and these parking meter rates shall increase to two dollars per hour effective July 1, 2020.
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Ordinance No. 1635 (2017 Series) Page 2
O 1635
E. Within the shaded area of the map entitled Slack Street parking meter zone map (Exhibit B) the
parking of vehicles on streets may be controlled and regulated with the aid of parking meters. The
parking meter rate shall be one dollar per hour if controller by meter.
SECTION 2. Severability. If any subdivision, paragraph, sentence, clause, or phrase of this
ordinance is, for any reason, held to be invalid or unenforceable by a court of competent jurisdiction,
such invalidity or unenforceability shall not affect the validity or enforcement of the remaining portions
of this ordinance, or any other provisions of the city' s rules and regulations. It is the city' s express intent
that each remaining portion would have been adopted irrespective of the fact that any one or more
subdivisions, paragraphs, sentences, clauses, or phrases be declared invalid or unenforceable.
SECTION 3. A summary of this ordinance, together with the names of the Council members
voting for and against it, shall be published at least five (5) days prior to its final passage, in the
Telegram-Tribune, a newspaper published and circulated in this City. This ordinance will go into effect
at the expiration of thirty (30) days after its final passage.
INTRODUCED on the 18th day of July 2017, AND FINALLY ADOPTED by the Council of
the City of San Luis Obispo on the 15th of August 2017, on the following vote:
AYES:
NOES:
ABSENT:
_______________________
Mayor Heidi Harmon
ATTEST
_____________________________
Carrie Gallagher
City Clerk
APPROVED AS TO FORM:
_____________________________
J. Christine Dietrick
City Attorney
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Ordinance No. 1635 (2017 Series) Page 3
O 1635
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of San
Luis Obispo, California, this ______ day of ______________, _________.
_____________________________
Carrie Gallagher
City Clerk
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Ordinance No. 1635 (2017 Series) Page 4
O 1635
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Meeting Date: 8/15/2017
FROM: Monica Irons, Director of Human Resources
Prepared By: Brittani Roltgen, Administrative Assistant
SUBJECT: AUTHORIZE CITY MANAGER TO ENTER INTO A SOLE SOURCE
CONTRACT WITH CENTRE FOR ORGANIZATION EFFECTIVENESS
(COE) FOR EMPLOYEE AND LEADERSHIP DEVELOPMENT PROGRAM
RECOMMENDATION
1. Authorize the issuance of a purchase order to the Centre for Organizational Effectiveness
(COE) in the amount of $123,750; and
2. Authorize the City Manager to execute a sole source agreement with the COE not to
exceed $123,750 for fiscal year 2017-18 to continue a comprehensive employee and
leadership development and core competency program for the City of San Luis Obispo.
DISCUSSION
At the 2013-14 Budget Supplement Council authorized one-time costs of $170,000, expended
during 2014-15 and 2015-16, to fund the creation of an employee development and leadership
program for the City. In the 2016-17 fiscal year, Council authorized the City Manager to enter a
sole source agreement with COE to continue this programming. The program has been launched
to provide development, assessments, training delivery, and coaching and consultation on
organizational development related issues. The allocated funds were spent by the end of June
2016 and provided over 100 City employees (an employee may be a participant in multiple
trainings or academies) with a variety of training and development opportunities.
Since the 2016-17 Budget Supplement, the Human Resources Department has worked closely
with the Centre to develop new training and reach even more employees. During the 2016-17
fiscal year 115 employees went through academies or targeted trainings, 71 of which had never
been through an academy or training session before. These comprehensive, integrated employee
development and leadership programs have gone a long way toward ensuring the City is
preparing the next generation of employees to seamlessly continue quality service to the
community. Seventy-one percent of 21 employees promoted in the 2016-17 fiscal year had
attended at least one COE training, with 43% of those promoted participating in an academy
focused on refining supervisory and management skills.
COE also partnered with the City to conduct a second Employee Engagement Survey, providing
important feedback from employees regarding training, the work environment, communication,
leadership, and general health of the organization. The Centre provided comparison data so that
progress can be measured City-wide and in various departments. The plan is to conduct an
employee engagement survey every two years, measuring progress, and identifying actions
where opportunities to improve exist. The culminating COE event of the year was a day that
brought together graduates of all COE programs to create action plans for their department based
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on survey results. The proposed offerings in 2017-18 are paced to align with other priorities in
the City, to compliment work already done, to ensure a strong foundation of the competencies
and principles with broad saturation so employees are “speaking the same language”, and to take
advantage of regional offerings for cost effectiveness.
FISCAL IMPACT
Council authorized $125,000 annually to maintain the comprehensive, integrated employee
development and leadership program by partnering with the COE at the 2016-17 Budget
Supplement. Therefore, there is no fiscal impact of authorizing the City Manager to execute this
sole source contract.
ALTERNATIVES
Issue an RFP for these services. Council could choose to direct staff to issue an RFP for t hese
services. This alternative may result in other proposals being submitted, but considering the City
has experienced excellent results through this consulting group that specializes in local
government workforce development, it is not likely that this effort would result in a different
outcome in terms of price or the effectiveness of the program. The timeframe required to develop
and solicit proposals will further delay much needed employee development and succession
planning
Attachments:
a - COE Contract 17-18
b - Sole Source Justification COE 2017-18
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AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on August 16th,
2017, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to
as City, and THE CENTRE FOR ORGANIZATION EFFECTIVENESS, hereinafter referred to as
Contractor.
W I T N E S S E T H:
WHEREAS, on August 15th, 2017, City Council authorized the City Manager to execute a sole
source agreement with the Centre for Organization Effectiveness for fiscal year 2017-18.
WHEREAS, Contractor is qualified to perform this type of service and has submitted a proposal
to do so which has been accepted by the City.
NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants
hereinafter contained, the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date this Agreement is made and
entered, as first written above, until acceptance or completion of said services.
2. INCORPORATION BY REFERENCE. Contractor agrees to perform the services set
forth in the Proposal, hereinafter referred to as Exhibit C, which is incorporated herein by this reference.
Contractor further agrees to comply with the City’s standard terms and conditions and insurance
requirements which are attached hereto as Exhibits A and B, respectively, and incorporated herein by this
reference. Should there be any conflict between Contractor’s proposal and the City’s standard terms or
conditions, the City’s standard terms and conditions shall control.
3. CITY'S OBLIGATIONS. For providing programs offered by the Centre for
Organization Effectiveness as specified in this Agreement, City will pay and Contractor shall receive
therefor compensation in a total sum not to exceed $123,750.
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and
agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to
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provide services as set forth in Exhibit C. Contractor further agrees to the contract performance terms and
requirements set forth in Exhibit A and B, respectively.
5. AMENDMENTS. Any amendment, modification, or variation from the terms of this
Agreement shall be in writing and shall be effective only upon approval by the Council or City Manager
of the City.
6. COMPLETE AGREEMENT. This written Agreement, including all writings
specifically incorporated herein by reference, shall constitute the complete agreement between the parties
hereto. No oral agreement, understanding, or representation not reduced to writing and specifically
incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or
representation be binding upon the parties hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail,
postage prepaid by registered or certified mail addressed as follows:
City City of San Luis Obispo
Human Resources Department
990 Palm Street
San Luis Obispo, CA 93401
Contractor The Centre for Organization Effectiveness
7310 Miramar Road, Suite 380
Miramar, CA 92126
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant
that each individual executing this agreement on behalf of each party is a person duly authorized and
empowered to execute Agreements for such party.
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IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day
and year first above written.
CITY OF SAN LUIS OBISPO CONTRACTOR
By:____________________________________ By: ___________________________________
City Manager
APPROVED AS TO FORM:
_____________________________________
City Attorney
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Exhibit A
GENERAL TERMS AND CONDITIONS
REQUIREMENTS
1. Insurance Requirements. The Contractor shall provide proof of insurance in the form,
coverages and amounts specified in Exhibit B within 10 (ten) calendar days as a precondition to
contract execution.
2. Business Tax. The Contractor must have a valid City of San Luis Obispo business tax certificate
before execution of the contract. Additional information regarding the City's business tax
program may be obtained by calling (805) 781-7134.
CONTRACT PERFORMANCE
3. Ability to Perform. The Contractor warrants that it possesses, or has arranged through
subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out
and complete the work hereunder in compliance with any and all federal, state, county, city, and
special district laws, ordinances, and regulations.
4. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe an d
comply with all applicable state and federal laws and county and City of San Luis Obispo
ordinances, regulations and adopted codes during its performance of the work.
5. Payment of Taxes. The contract prices shall include full compensation for all taxes that the
Contractor is required to pay.
6. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges and
fees, and give all notices necessary.
7. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety
established by OSHA and the California Division of Industrial Safety.
8. Public and Employee Safety. Whenever the Contractor's operations create a condition
hazardous to the public or City employees, it shall, at its expense and without cost to the City,
furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other
devices and take such other protective measures as are necessary to prevent accidents or damage
or injury to the public and employees.
9. Preservation of City Property. The Contractor shall provide and install suitable safeguards,
approved by the City, to protect City property from injury or damage. If City property is injured
or damaged resulting from the Contractor's operations, it shall be replaced or restored at the
Contractor's expense. The facilities shall be replaced or restored to a condition as good as when
the Contractor began work.
10. Immigration Act of 1986. The Contractor warrants on behalf of itself and all subcontractors
engaged for the performance of this work that only persons authorized to work in the United
States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws
shall be employed in the performance of the work hereunder.
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11. Contractor Non-Discrimination. In the performance of this work, the Contractor agrees that it
will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination
in employment of persons because of age, race, color, sex, national origin or ancestry, sexual
orientation, or religion of such persons.
12. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done
hereunder by changes in the work or by any default, act, or omission of the City, or by strikes,
fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or
labor due to federal government restrictions arising out of defense or war programs, then the time
of completion may, at the City's sole option, be extended for such periods as may be agreed upon
by the City and the Contractor. In the event that there is insufficient time to grant such extensions
prior to the completion date of the contract, the City may, at the time of acceptance of the work,
waive liquidated damages that may have accrued for failure to complete on time, due to any of
the above, after hearing evidence as to the reasons for such delay, and making a finding as to the
causes of same.
13. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice
and acceptance by the City of the materials, supplies, equipment or services provided by the
Contractor (Net 30).
14. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to
ascertain that the services of the Contractor are being performed in accordance with the
requirements and intentions of this contract. All work done and all materials furnished, if any,
shall be subject to the City's inspection and approval. The inspection of such work shall not
relieve Contractor of any of its obligations to fulfill its contract requirements.
15. Audit. The City shall have the option of inspecting and/or auditing all records and other written
materials used by Contractor in preparing its invoices to City as a condition precedent to any
payment to Contractor.
16. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall not
acquire any interest—direct, indirect or otherwise—that would conflict in any manner or degree
with the performance of the work hereunder. The Contractor further covenants that, in the
performance of this work, no subcontractor or person having such an interest shall be employed.
The Contractor certifies that no one who has or will have any financial interest in performing this
work is an officer or employee of the City. It is hereby expressly agreed that, in the performance
of the work hereunder, the Contractor shall at all times be deemed an independent contractor and
not an agent or employee of the City.
17. Hold Harmless and Indemnification. The Contractor agrees to defend, indemnify, protect and
hold the City and its agents, officers and employees harmless from and against any and all
claims asserted or liability established for damages or injuries to any person or property,
including injury to the Contractor's employees, agents or officers that arise from or are
connected with or are caused or claimed to be caused by the acts or omissions of the
Contractor, and its agents, officers or employees, in performing the work or services herein,
and all expenses of investigating and defending against same; provided, however, that the
Contractor's duty to indemnify and hold harmless shall not include any claims or liability
arising from the established sole negligence or willful misconduct of the City, its agents,
officers or employees.
18. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise dispose of
the contract, or its right, title or interest, or its power to execute such a contract to any individual
or business entity of any kind without the previous written consent of the City.
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19. Termination. If, during the term of the contract, the City determines that the Contractor is not
faithfully abiding by any term or condition contained herein, the City may notify the Contractor
in writing of such defect or failure to perform. This notice must give the Contr actor a 10 (ten)
calendar day notice of time thereafter in which to perform said work or cure the deficiency.
If the Contractor has not performed the work or cured the deficiency within the ten days specified
in the notice, such shall constitute a breach of the contract and the City may terminate the contract
immediately by written notice to the Contractor to said effect. Thereafter, neither party shall have
any further duties, obligations, responsibilities, or rights under the contract except, however , any
and all obligations of the Contractor's surety shall remain in full force and effect, and shall not be
extinguished, reduced, or in any manner waived by the termination thereof.
In said event, the Contractor shall be entitled to the reasonable value of its services performed
from the beginning date in which the breach occurs up to the day it received the City's Notice of
Termination, minus any offset from such payment representing the City's damages from such
breach. "Reasonable value" includes fees or charges for goods or services as of the last milestone
or task satisfactorily delivered or completed by the Contractor as may be set forth in the
Agreement payment schedule; compensation for any other work, services or goods performed or
provided by the Contractor shall be based solely on the City's assessment of the value of the
work-in-progress in completing the overall work scope.
The City reserves the right to delay any such payment until completion or confirmed
abandonment of the project, as may be determined in the City's sole discretion, so as to permit a
full and complete accounting of costs. In no event, however, shall the Contractor be entitled to
receive in excess of the compensation quoted in its proposal.
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Exhibit B
INSURANCE REQUIREMENTS
Consultant Services
The Contractor shall procure and maintain for the duration of the contract insurance against claims for
injuries to persons or damages to property which may arise from or in connection with the performance of
the work hereunder by the Contractor, its agents, representatives, employees or subcontractors.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code
1 (any auto).
3. Workers' Compensation insurance as required by the State of California and Employer's Liability
Insurance.
4. Errors and Omissions Liability insurance as appropriate to the consultant's profession.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property
damage. If Commercial General Liability or other form with a general aggregate limit is used,
either the general aggregate limit shall apply separately to this project/location or the general
aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
4. Errors and Omissions Liability: $1,000,000 per occurrence.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared
to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers;
or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim
administration and defense expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be
endorsed to contain, the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as
respects: liability arising out of activities performed by or on behalf of the Contractor; products
and completed operations of the Contractor; premises owned, occupied or used by the Contractor;
or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain
no special limitations on the scope of protection afforded to the City, its officers, official,
employees, agents or volunteers.
2. For any claims related to this project, the Contractor's insurance coverage shall be primary
insurance as respects the City, its officers, officials, employees, agents and vo lunteers. Any
insurance or self-insurance maintained by the City, its officers, officials, employees, agents or
volunteers shall be excess of the Contractor's insurance and shall not contribute with it.
3. The Contractor's insurance shall apply separately to each insured against whom claim is made or
suit is brought, except with respect to the limits of the insurer's liability.
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4. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be
suspended, voided, canceled by either party, 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.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no
less than A:VII.
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing
maintenance of the required insurance coverage. Original endorsements effecting general liability and
automobile liability coverage required by this clause must also be provided. The endorsements are to be
signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be
received and approved by the City before work commences.
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Exhibit C
PROPOSAL OF SERVICES
PROPOSAL
City of San Luis Obispo
Employee Development & Learning
FY 2017-2018
Project Description
The City Manager and Human Resources Director for the City of San Luis Obispo has
requested consultant services to facilitate several employee development opportunities
over the 2017-2018 Fiscal Year which will ensure City employees are well-equipped for
current and future demands by focusing on the development of proven public sector
competencies, preparation for supervisory, program management, and leadership roles in
complex environments. This work will connect to the development programs offered in
Fiscal Years 2015-2017 and support the sustainability of the groundwork that has been
laid to ensure continued conversation, collaboration, and engagement of all staff.
Project Scope
The following opportunities will be executed throughout the 2017-2018 Fiscal Years and will be
facilitated by various consultants determined to be the best fit for each engagement.
Additional Academy Programs
City of SLO employees will have the ability to participate in regionally-offered academy
programs including S.T.A.R.T (Supervisors Transition and Readiness Training) and
Supervisor Academy as well as the option of the Manager or Leadership Academy,
depending on availability of offerings. These academies will be offered at different times
throughout the year.
• S.T.A.R.T – Fall 2017 and Spring 2018
• Supervisor Academy - Fall 2017
• Regional Leadership Academy – Winter 2018 (January, February, March)
Individual Contributor Programs
The Individual Contributor Programs are newly customized programs designed to meet the
needs of staff who do not have supervisorial responsibility but are interested in gaining
exposure to City-wide best practices. Up to four 2-day sessions can be offered each year.
Additional programs can also be developed to replace or add to those outlined below.
Part I – can be offered if there is a need to get
• Understanding and Leveraging Your Personal Style (DISC)
• Constructive Conflict
• Time Management
• Career Management Basics
No pre-requisite for Part I.
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Part II:
• Discover Your Strengths (StrengthsFinder)
• Managing Self and Others Effectively (Emotional Intelligence & Communication)
• Leader in Each of Us – managing to your sphere of influence, service orientation in a
public sector agency
• Resiliency – effectively managing priorities and facing challenging situations
• Managing Your Career at The City of San Luis Obispo
Pre-requisites for Part II should be to complete Part I or completion of a DISC session and
Constructive Conflict I
Alumni Support
To support the ongoing application of tools gained from the Academy Programs, an Alumni
Day will be offered late in the Spring after all new academy cohorts have graduated. The
Centre can help with the design and set up for the day and also facilitate the program.
Additional support for Alumni can be designed as requested (i.e. web-based spot programs,
“Ted-talk” format learning sessions, etc.).
Additional Solutions to Support Integration and Alignment
Targeted Training Sessions
A total of 6 open-enrollment sessions on different topics to be offered (two sessions) on the
same day, each in a half-day format, and open to all staff. Topic suggestions:
Constructive Conflict Part 2: For those who have already completed Constructive
Conflict Part 1, this session is an opportunity to take the concepts learned and
practice real life scenarios in a supportive and collaborative environment to ensure
successful integration of strategies in mastering difficult conversations.
*Constructive Conflict Part 1 is a pre-requisite for this course.
DISC Part 2: For those who have already completed the first session on DISC
Personal Style and want to further integrate personal style into their work and team
structure, this session will be chock full of activities and opportunities to use the
DISC assessment with others in the workplace (including customers!).
Best Practices in Managing Staff Transitions: Facing the current turnover in
staff, one of the key challenges for any supervisor or manager is dealing with the
changeover of personnel on an ongoing basis. This session helps those who manage
others to planfully address expected as well as unexpected staff turnover,
understand best practices in leveraging HR for smart rehiring, and efficiently and
effectively onboard new staff.
Performance Management: A manager/supervisor’s toolkit for managing
performance and achieving team effectiveness. Participants work through exercises
to enhance their ability to coach and provide support to their direct reports, how to
leverage strengths to harness productivity and practice difficult conversations. A
toolkit takeaway gives each participant options for planning, team building, and
embracing their role in managing the “people” part of the job!
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Discover Your Strengths Sessions
Participants receive their StrengthsFinder results and understand how to leverage
Strengths in the workplace.
EMOTIONAL INTELLIGENCE
DEPARTMENTAL TEAM BUILDING DAYS
Executive Development
As a continuation of development efforts for the executive team, it is an appropriate time to
again gather well-rounded performance feedback for the Department Heads through the
Competency Instrument. A full-day Executive Retreat will include feedback debriefing as
well as appropriately planned development/team-building content for the Executive Team.
Individual coaching will be available for each Department Head, Council, and the City
Manager (up to 2 hours of coaching each).
Proposed Costs & Invoicing Parameters
The following table represents the costs for each program or project as well as the
invoicing parameters of each activity:
Description Total
Cost
Invoice Plan
Additional Academy Programs/Per attendee
charge
START – 20 employees
Supervisor Academy – 10 employees
Manager/Leadership Academy – 10 employees
$8,000
$10,000
$22,500
1st date of program
attendance for each
attendee
Targeted Trainings (six half-day sessions on 3
days)
$8,000
each
$24,000
total
Upon completion of each
training
Individual Contributor Program (offered 2x)
$14,000
each
$28,000
total
Upon completion of
session
Alumni Day $15,000
Upon completion of
session
Executive Development and Coaching
$16,250
As work occurs, invoices
will be sent monthly as
work is completed
Total Costs $123,750
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Proposed by: Accepted by:
___________ ______
____________
Sommer Kehrli Monica Irons
Executive Director, TCFOE Director of HR, City of San Luis
Obispo
Date: ________ Date: _____________
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City of San Luis Obispo Sole Source Justification Form
Centre for Organization Effectiveness Service Agreement
It is the policy of the City of San Luis Obispo to solicit quotations or bids for purchases of commodities or
services for specified dollar amounts and to select vendors on a competitive basis (See City of San Luis
Obispo Financial Management Manual, Section 201, Exhibit 201-B).
Pursuant to San Luis Obispo Municipal Code Chapter 3.24.060, certain acquisitions in which the products
or services may only be obtained from a single source may be purchased without engaging in bidding
procedures. Such Sole Source acquisitions must be justified in sufficient detail to explain the basis for
suspending the usual competitive procurement process and approved by the approving authority before
such a purchase is made.
1. What product or service is being requested? Why is it necessary?
The service is consulting in the area of organizational development and training that is integral to the
City’s ability to attract, retain, and develop qualified employees. It is necessary because the City has
struggled for years, with limited resources, to develop a comprehensive employee engagement,
leadership development, and integrated training program. The City continues to face a high number
of employees eligible for retirement after long tenures with the City, resulting in “brain drain”
throughout the organization. Training, development, and planning is essential to ensure that there
is a transfer of institutional knowledge and that we are preparing employees to step into the roles
that people will be retiring out of.
2. Is this “brand” of product or services offered the only one that meets the City’s requirements? If
yes, what is unique about the product/services?
The City partnered with the Centre for Organizational Development to launch a comprehensive public
sector competency based leadership and development program in 2014. The Ce ntre provides one
stop shopping with extremely talented array of consultants providing specialized services and training.
Using another consultant would cause the program to cease, quality, delivery, and consistency would
suffer. Throughout that time the Centre has gained a wealth of knowledge about the City and the
unique problems we are facing as an organization. Through a strong partnership, the City and the
Centre have developed action plans to tackle the challenges we are currently facing, and developed
specific training to address those needs. Moreover, the City is taking advantage of regional trainings
offered through the Centre that are open to other public sector agencies. This regional approach is
cost effective and if we were not able to contract with the Centre, the regional offerings may cease.
3. Is the product or service proprietary or is it available from various dealers? Have you verified this?
Some of the work is proprietary such as the public sector competency work and the work the Centre
does around Employee Engagement. We are now comparing our survey results to that of other public
sector agencies working with the Centre asking similar questions to their employees. The Strengths
Finder and related training can only be provided by consultants certified in it.
4. Have other products/vendors been considered? If yes, which products/vendors have been
considered and how did they fail to meet the City’s requirements?
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City of San Luis Obispo Sole Source Justification Form
We looked for several years before we found the Centre. Prior to our contract with the Centre we
had a disjointed, inconsistent, and less effective approach to leadership and employee development.
Quality of trainers and consultants varied and was not as convenient as the one stop approach offered
by the Centre.
5. Is the purchase an upgrade or addition to an existing system or brand of products adopted citywide?
If so, will purchase of this product avoid other costs as opposed to purchasing another product or
service (e.g., additional training required; data conversion; implementation of a new system; etc.)?
This purchase is intended to make our employees more efficient and effective by providing them
training. Through partnership with the Centre our employees will be trained on a variety of different
topics that will help them provide better service to the community, learn how to manage their time
better, how to be more successful at having difficult conversations, and a variety of other skills. As
employees improve these skills the potential for cost savings are significant, from less staff time being
spent per project and less money needed for outside recruitments as we promote from within being
just two examples. In addition, employees who participate in the Manager Academy work on projects
that can be and have been implemented in the organization such as the Onboarding Program. This si
a very cost effective way to get important projects completed that otherwise are not due to limited
resources and competing priorities.
6. Is this a request for services by a contr actor with necessary, unique and critical knowledge of
established City systems or programs? If so, will using the contractor’s services avoid other costs
(e.g.: significant staff time in compiling information, data transfers, etc.)?
As previously stated, the Centre for Organization Effectiveness has worked with the City since 2015.
The partnership that has been developed has taken time, and is constantly being strengthened
allowing the Centre to better understand our needs. Continuing to partner with the Centre as opposed
to searching for another consulting firm will save a substantial amount of time and effort in re-
establishing that relationship as well as explaining the unique challenges we face as a City. Also, many
agencies in our area utilize the Centre’s services or, at the very least, are familiar with them. When
we have extra spaces in a training we can invite other agencies to send employees, which reduces our
cost. If we worked with another agency we would lose that benefit, which may reduce our ability to
provide the number of trainings we can provide to our employees.
7. What is the quoted price for the product or services and is it reasonable (based on other products
or services in the same field or based on historical pricing for the City for similar products or
services)?
The City of San Luis Obispo will need to pay $123,750 for the planned 2017-18 proposal. This is on par
with what we have paid historically for the services we are being provided.
Approved:
______________________________________ _____________________
Kristin Eriksson Date
Purchasing Analyst
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Meeting Date: 8/15/2017
FROM: Daryl Grigsby, Director of Public Works
Monica Irons, Director of Human Resources
Xenia Bradford, Director of Finance
Prepared By: Violeta Esparza-Reniere, Engineer III
SUBJECT: HUMAN RESOURCES AND FINANCE DEPARTMENTS’ OFFICE
RECONFIGURATION, SPECIFICATION NO. 91525
RECOMMENDATIONS
1. Approve construction documents for "Human Resources and Finance Departments’ Office
Reconfiguration"; and
2. Authorize staff to advertise for bids and authorize the City Manager to award the construction
contract if the lowest responsible bid is within the Engineer’s Estimate of $112,939; and
3. Authorize allocation of $185,848 from the General Fund balance.
DISCUSSION
In the 2016-17 Budget Supplement the City Council approved a Significant Operating Program
Change (SOPC) titled Organizational Efficiency, Effectiveness, and Transparency Initiative. This
project identified the need for both the Finance, Information Technology, and Human Resources
departmental re-organization. Specifically, the project approved additional one-time personnel
increases in the Human Resources and Finance Departments during the re-organization and
implementation of an Enterprise Resource System. Due to the personnel increase and functional re-
organization, current workspaces require reconfiguration to meet current and future staff needs. The
proposed office space remodel will improve community and city staff interactions and will address
Americans with Disabilities Act (ADA) deficiencies at the Finance public counter.
The scope of this project is to reconfigure the office spaces to increase the number of workstations
and remodel the front counter. In the 2016-17 Budget Supplement $75,000 was identified as minor
capital for additional work space to address immediate needs, including the purchase of computers
and workstations to temporarily accommodate the additional staff. Further analysis was performed
during 2016-17 fiscal year, following the re-organization, and showed that reconfiguration of the
office space will enhance efficiencies by addressing internal workflows and create the required
number of desk spaces. Currently, only minor adjustments could be made by placing temporary
desks. These configurations are not sufficient to house contract and consulting staff to implement
the objectives of the Organizational Efficiency, Effectiveness and Transparency Initiative.
Currently, approximately $35,000 of the funding for this project is encumbered for architectural
design services. Another $20,000 was used to purchase furniture and workstations for the new hires
in both Human Resources and Finance departments. Of the original $75,000 identified for this
project, the $20,000 balance was returned to the general fund at the end of the fiscal year.
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CONCURRENCES
This project is a collaborative effort from the Human Resources, Finance, and Public Works
departments. The project team concurs with these recommendations. Currently, the Community
Development Department is reviewing the project plans for future issuance of building permit.
ENVIRONMENTAL REVIEW
The Community Development Department has determined that this project is categorically
exempt from CEQA pursuant to Section 15301 (existing facilities).
FISCAL IMPACT
The total estimate to complete the project is $185,848. Of the $75,000 allocated for this purpose
in the 2016-17 Budget Supplement, $20,848 was unused, lapsed at the end of the fiscal year and
was returned to General Fund balance. The Finance Department estimates that $100,000 is
available through savings due to staffing vacancies as well as general carryover from the 2016-
17 fiscal year. These savings will also be returned to General Fund as part of 2016-17 fiscal year
close. As of the 2016-17 Mid-Year report, the estimated General Fund unassigned fund balance
was approximately $3 million. In order to timely address Finance and Human Resources staffing
space needs and given the project savings in 2016-17, staff recommends that $185,848 be
authorized and allocated for this Capital Improvement Project at this time. Given the savings in
2016-17 from expenditures that were originally allocated for the Organizational Efficiency,
Effectiveness and Transparency Initiative, it is estimated that the impact to the General Fund
balance is $60,000. 2016-17 Financial Statements are currently being prepared and this
allocation will be reflected in the fund balance analysis presented with the Mid-Year report in
February of 2018.
Construction (Engineer’s Estimate):
Staff Relocation $1,750
IT Cabling & Workstation Reconfiguration $54,566
Remodel Work $112,939
$169,255
Construction Contingencies:$15,593
Printing and Advertising $1,000
Total Estimated Project Cost:$185,848
Human Resources and Finance Departments' Office Reconfiguration, Specification No.
91525
ALTERNATIVES
Deny approval of funding transfer from the General Fund Balance. City Council may choose to
deny or defer the approval to transfer the funding. Staff does not recommend this option.
Should this be denied or deferred, the needed Finance and Human Resources Departments’
office space remodel will not occur. This project will improve the workflows within the Human
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Resources and Finance Departments. Current configuration of office space is not aligned with
the internal workflows of the departments. Should this project be deferred then construction,
material and labor costs will continue to rise and additional funds may be required.
Attachments:
a - Council Reading File - Remodel Plans
b - Council Reading File - Remodel Specifications
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Meeting Date: 8/15/2017
FROM: Derek Johnson, Assistant City Manager
Prepared By: Greg Hermann Assistant to the City Manager
SUBJECT: AMENDMENT TO THE GRANT AGREEMENT WITH CAPSLO FOR
FUNDING FOR THE HOMELESS SERVICES CENTER (40 PRADO)
RECOMMENDATION
Approve the amendment to the grant agreement with CAPSLO for funding for the homeless
services center (40 Prado) to extend the term for completion of the project by June 30, 2018.
DISCUSSION
On January 20, 2015, the City Council approved a grant of $250,000 from the City to the
Community Action Partnership of San Luis Obispo County, Inc. for the design and construction
costs of a Homeless Services Center and authorized the City Manager to execute the agreement.
Section 1 of the agreement states that construction of the Homeless Services Center, now known
as 40 Prado, must be complete two years following the execution of the agreement.
The 40 Prado project recently broke ground and construction is expected to be complete by June
2018. The project broke ground later than anticipated due to the need to raise necessary funds,
complete the entitlement process and work with State funders. The amendment to the agreement
would modify Section 1 of the agreement to state a construction completion date of June 30,
2018.
FISCAL IMPACT
There is no fiscal impact associated with this action as funds are already budgeted for this
agreement
ALTERNATIVES
1. Do not approve the amendment. This is not recommended as the City would not be able to
provide the payments to CAPSLO for 40 Prado with the current agreement.
2. Change the amendment. Should the City Council wish to modify the amendment, specific
direction should be provided as to what changes are desired.
Attachments:
a - 40 Prado Amendment
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AMENDMENT TO THE GRANT AGREEMENT FOR THE HOMELESS SERVICES
CENTER
THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on
, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after
referred to as “City”, and COMMUNITY ACTION PARTNERSHIP OF SAN LUIS OBISPO COUNTY, INC.,
hereinafter referred to as “CAPSLO”.
WITNESSETH:
WHEREAS, on March 30, 2015, the City entered into an Agreement with CAPSLO to provide a grant for
the design and construction costs of a Homeless Services Center (“HSC”); and
WHEREAS, the City desires to amend the terms of the Agreement to revise the construction completion
date.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained, the parties hereto agree as follows:
1. Section 1 of the Agreement is modified to read as follows:
On or before June 30, 2018, CAPSLO shall complete construction of a shelter with up to 150 beds,
food service, case management, a safe parking program and other services designed to assist the
homeless. The HSC shall be constructed at 40 Prado Road in San Luis Obispo County.
2. All other terms and conditions of the Agreement remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year
first written above.
CITY OF SAN LUIS OBISPO COMMUNITY ACTION PARTNERSHIP OF SAN
LUIS OBISPO COUNTY, INC.
By: ____________________________________ By: ____________________________________
City Administrative Officer
APPROVED AS TO FORM
_____________________________________
City Attorney
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Meeting Date: 8/15/2017
FROM: Derek Johnson, Assistant City Manager
Prepared By: Greg Hermann, Assistant to the City Manager
SUBJECT: AMENDMENT TO THE AGREEMENT WITH BCA FOR
COMMUNICATIONS SUPPORT SERVICES
RECOMMENDATION
Approve the amendment to the agreement with BCA for communications support services.
DISCUSSION
On July 19, 2016, the City Council approved the issuance of a Request for Proposals (RFP) for
consultant services for community outreach and communications support services. The City
Council also authorized the City Manager to award the contract for a one year term if the
proposals were within the project budget of $139,500 with the possibility of one extension.
BCA was the firm selected at the conclusion of the RFP process and an agreement was executed
on September 18, 2016.
The agreement template used for the RFP and final agreement had errors in two sections that
require modification through the proposed amendment. The recommended changes do no
substantively effect the scope or deliverables, but one is an important clarification on the total
possible extension terms of the agreement.
The first revision is to Section 1, Term. As written, the section allows for extensions, but does
not specify the number and duration of extensions or the approving authority. Per standard
practice, it is recommended that the total possible aggregate term does not exceed five years.
Because the proposed initial term for this Agreement is one year and the RFP referenced a
single, one year extension, it is recommended that one, one-year extension be allowed with City
Manager approval, based on performance of the contractor, for a total possible term of two years.
The second change is to the Section 3, City’s Obligation. The section currently contains minor
inaccuracies of the description of services and the proposed changes correct those.
FISCAL IMPACT
There is no fiscal impact associated with this action as funds are already budgeted for this
contract. Also, the additional language regarding the extension does not bind the City monetarily,
but rather provides the option to continue the contract should the City choose to.
ALTERNATIVES
1. Do not approve the amendment. This is not recommended as the City Attorney’s Office has
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requested that the terms of the original agreement be modified as recommended.
2. Change the amendment. Should the City Council wish to modify the amendment, specific
direction should be provided as to what changes are desired.
Attachments:
a - BCA Amendment
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AMENDMENT TO AGREEMENT FOR COMMUNICATIONS SUPPORT SERVICES
THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on
, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after
referred to as “City”, and BARNETT COX & ASSOCIATES, hereinafter referred to as “Contractor”.
WITNESSETH:
WHEREAS, on September 18, 2016, the City entered into an Agreement with Contractor for
communications support services per Specification No. 91493 ; and
WHEREAS, the City desires to amend the terms of the agreement to clarify the extension process and
correct a minor inaccuracy.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained, the parties hereto agree as follows:
1. Section 1 of the Agreement is modified to read as follows:
The term of this Agreement shall be from the date this Agreement is made and entered, as first
written above, for a period of one year with the potential of one, one-year extension based on the
performance of the Contractor as approved by the City Manager.
2. Section 3 of the Agreement is modified to read as follows:
For providing communication support services as specified in this Agreement, City will pay
Contractor in accordance with compensation set forth Exhibit A.
3. All other terms and conditions of the Agreement remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year
first written above.
CITY OF SAN LUIS OBISPO CONTRACTOR
By: ____________________________________ By: ____________________________________
City Manager
APPROVED AS TO FORM:
_____________________________________
City Attorney
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Meeting Date: 8/15/2017
FROM: Monica Irons, Director of Human Resources
Prepared By: Greg Zocher, Human Resources Manager
SUBJECT: CLAIM SETTLEMENT DELEGATION TO CALIFORNIA JOINT POWERS
INSURANCE AUTHORITY (CJPIA) FOR WORKERS’ COMPENSATION
CLAIMS INCURRED PRIOR TO MEMBERSHIP
RECOMMENDATION
Adopt a resolution delegating claim settlement authority to CJPIA for workers’ compensation
claims incurred prior to membership (Attachment A).
DISCUSSION
The City of San Luis Obispo became a member of the CJPIA in 2004 for participation in the
workers’ compensation program. Prior to joining the CJPIA, the City had been a member of the
Central Coast Cities Self Insurance Fund (CCCSIF). CJPIA agreed to assume administration of
the City’s workers’ compensation claims that occurred during the time the City was a member of
CCCSIF; however, the City never delegated claim settlement authority to CJPIA for these older
workers’ compensation “tail” claims. Prior to becoming a member in CJPIA, City staff had
claim settlement authority for claims under $20,000. Any claim over this amount required City
Council approval. There are currently 17 open claims that occurred prior to the City becoming a
member of CJPIA.
The City has delegated authority to administratively process claims and through our existing
Memorandum of Coverage have delegated settlement authority to CJPIA. This delegation has
reduced staff time, and eliminated redundancies. For the past eleven years, staff has found the
delegation of claim settlement to work very well – CJPIA communicates regularly regarding
claim status, solicits input and is respectful of the City’s input on claims. Staff recommends
Council adopt a resolution (Attachment A) to delegate claims settlement authority to CJPIA for
the workers’ compensation claims incurred prior becoming a member of CJPIA.
FISCAL IMPACT
There is no additional cost associated with delegating settlement authority to CJPIA.
ALTERNATIVE
The City Council could decide to not adopt the attached resolution. This alternative is not
recommended, since CJPIA has claim settlement authority for all other claims in the workers’
compensation and liability programs.
Attachments:
a - Resolution to Delegate Claim Settlement to CJPIA
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R ______
RESOLUTION NO. (2017 Series)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, DELEGATING CLAIM SETTLEMENT
AUTHORITY TO THE CALIFORNIA JOINT POWERS INSURANCE
AUTHORITY FOR WORKERS’ COMPENSATION CLAIMS INCURRED
PRIOR TO MEMBERSHIP
WHEREAS, the City of San Luis Obispo became a member of the California Joint Powers
Insurance Authority (CJPIA) in 2004 for participation in the workers’ compensation primary
insurance program; and
WHEREAS, the City of San Luis Obispo’s current Memorandum of Coverage delegates
claim settlement authority to CJPIA for all claims incurred after the City of San Luis Obispo
became a member; and
WHEREAS, the CJPIA has agreed to assume the responsibility of claim settlement
authority for claims incurred prior to the City of San Luis Obispo’s membership;
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of San Luis
Obispo as follows:
SECTION 1. The City Council authorizes delegation of claim settlement authority to the
CJPIA for workers’ compensation claims incurred prior to membership.
SECTION 2. This Resolution shall become effective immediately upon its adoption.
SECTION 3. The City Clerk shall certify to the adoption of this Resolution.
Upon motion of ______________________, seconded by ________________________,
and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this 15th day of August, 2017.
___________________________________
Mayor Heidi Harmon
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Resolution No. _____ (2017 Series) Page 2
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ATTEST:
__________________________________
Carrie Gallagher
City Clerk
APPROVED AS TO FORM:
__________________________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City
of San Luis Obispo, California, this ______ day of ______________, _________.
______________________________
Carrie Gallagher
City Clerk
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Meeting Date: 8/15/2017
FROM: Daryl R. Grigsby, Public Works Director
Prepared By: Michael J. McGuire, Senior Civil Engineer
SUBJECT: HIGHLAND DRIVE GATEWAY MONUMENT PROJECT, SPECIFICATION
NO. 90766 - PG&E EASEMENT
RECOMMENDATION
Adopt a resolution authorizing the Mayor to execute an Easement Deed with Pacific Gas and
Electric (PG&E) to allow for utility relocation at the Highland Drive Gateway Monument.
DISCUSSION
As part of the overall construction of the Highland Drive Gateway Monument Project
(Specification No. 90766) it was necessary to install a couple of utilities. These installations are
typical for capital improvement projects and require cooperation between local agencies and
utility companies. This project required adjustments to water and electrical utilities; and the
results have been successful during the construction phase of the project. One installation
involved a new meter panel for lighting and irrigation for the monument to an existing overhead
PG&E power line. To connect the new meter panel to the exist ing point of service,
approximately 5 feet of electrical line was installed underground within the project property.
As anticipated, PG&E is requesting that an Easement Deed be granted for the new location of the
underground line. The new location is within the City property along Highland Drive. The
Easement Deed will grant formal authorization for PG&E to own and operate the electrical lines
within the City property through an easement. The property is owned by the City but is within
the County of San Luis Obispo. The location of the proposed easement is shown on the attached
Site Map (Attachment A).
Resolution No. 5370 (1984 Series) authorizes the Mayor or Vice-Mayor to accept easement
dedications on behalf of the City, but there is no corresponding blanket resolution that authorizes
the Mayor or Vice-Mayor to dedicate easements from the City to others. The attached draft
resolution (Attachment B) authorizes the Mayor to grant an easement to PG&E for their
underground utility installation.
FISCAL IMPACT
There is no fiscal impact to the City for the dedication of an easement. The cost of the utility
installation was borne by the City with a service fee of $1,500.
ALTERNATIVES
Deny approval of the PG&E Utility Relocation Easement. Council may choose to deny approval
of the Real Property Permanent Easement with PG&E; however, another installation alignment
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will need to be explored, approved, and reconstructed.
Attachments:
a - Site Map
b - Resolution
c - Exhibit A to Resolution - PG&E Easement Deed
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R ______
RESOLUTION NO. _____ (2017 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, APPROVING THE REAL PROPERTY
EASEMENT AGREEMENT WITH PACIFIC GAS & ELECTRIC FOR
UTILITY SERVICE
WHEREAS, the City of San Luis Obispo (“City”) constructed a new gateway monument
sign at 701 Highland Drive (“Monument Project”); and
WHEREAS, as part of the Monument Project, the City required the installation of
electrical service by Pacific Gas & Electric (“PG&E”); and
WHEREAS, to complete the installation, PG&E needs to install an underground section
of the new utility on City property at 701 Highland Drive and has requested an easement in this
new location in order to maintain and repair the utility.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo
as follows:
SECTION 1. The above recitals are true and correct and incorporated herein by this
reference.
SECTION 2. The City Council hereby approves and authorizes the Mayor to execute the
Easement Deed with Pacific Gas & Electric substantially in the form attached hereto as Exhibit
“A”.
Upon motion of _______________________, seconded by _______________________,
and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this _____ day of _____________________ 2017.
____________________________________
Mayor Heidi Harmon
ATTEST:
____________________________________
Carrie Gallagher
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Resolution No. _____ (2017 Series) Page 2
R ______
City Clerk
APPROVED AS TO FORM:
_____________________________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City
of San Luis Obispo, California, this ______ day of ______________, _________.
____________________________________
Carrie Gallagher
City Clerk
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Meeting Date: 8/15/2017
FROM: Daryl R. Grigsby, Director of Public Works
Prepared By: Jake Hudson, Transportation Manager
Adam Fukushima, Active Transportation Manager
SUBJECT: SAFE ROUTES TO SCHOOL PLAN FOR BISHOP’S PEAK AND PACHECO
ELEMENTARY SCHOOLS
RECOMMENDATIONS
Adopt a resolution adopting the Safe Routes to School Plan for Bishop’s Peak and Pacheco
Elementary Schools and amending the Bicycle Transportation Plan to include the Class I path
between Ramona Dr and Foothill Blvd including an Addendum to the Negative Declaration for
the 2013 Bicycle Transportation Plan.
DISCUSSION
Background
Over the past year, Transportation staff have been developing a Safe Routes to School Plan
(SRTS) in cooperation with the Bishop’s Peak & Pacheco Elementary Schools as well as the
surrounding neighborhoods. The intent of this plan is to identify specific transportation
improvements, education, outreach, and enforcement strategies to make walking and bicycling to
Bishop’s Peak and Pacheco Elementary Schools safe, accessible, and attractive for children and
their families. This Plan supports several city programs and policies, including the Multimodal
Transportation Major City Goal, the General Plan objective to achieve 20 percent bicycle mode
share citywide, and the Vision Zero initiative to eliminate traffic-related deaths and severe
injuries for all the city’s road users by 2030.
Staff has hosted two community meetings over the past year: one for needs assessment and the
other to receive community input on recommended projects. An online forum for the project has
also been established and as of 8/4/2017 has received 15 comments.1 In addition, staff has joined
students and their parents on several bicycle ride-alongs to help identify route challenges to and
from school. Based on input provided through these outreach activities, and via the project’s
online forum, staff has conducted extensive analysis and field observations resulting in a list of
recommended projects. There has also been coordination with staff from the San Luis Coastal
Unified School District, the San Luis Obispo City Police Department, Caltrans, the San Luis
Obispo County Public Health Department, and SLO Regional Rideshare.
The Plan
The Needs Assessment for the Plan indicated 30 unique issues as identified by the community.
The highest priority among these is enhancing pedestrian and bicycle crossings at Foothill and
1Project website: http://www.peakdemocracy.com/portals/189/Issue_3736
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Ferrini, enhancing the crossing at Foothill & Patricia/La Entrada, and connecting with the Broad
Street Bicycle Boulevard with a new planned class I connection between Foothill & Ramona.
Foothill Blvd at Ferrini Bicycle & Pedestrian Crossing
The highest ranked project as
indicated by the community
meetings is the crossing
improvement of Foothill Blvd at
Ferrini. This improvement calls
for the installation of a Pedestrian
Hybrid Beacon (a.k.a. “HAWK”)
and high-visibility crossing
markings and signage. Since a
conventional traffic signal does
not meet signal warrants at this
location, the HAWK device will
allow for a crossing improvement
while only stopping traffic when
the crossing is needed. The improvement will serve neighborhoods south of Foothill Blvd who
attend both Pacheco and Bishop’s Peak Elementary Schools.
This project is already funded as part of the current financial plan. Design work is underway and,
if approved, construction can begin in 2018.
Foothill Blvd & Patricia Dr / La Entrada Ave Signalization
This project will add a signal to Foothill Blvd at La Entrada and will coordinate with the existing
signal on Foothill at Patricia. Two crosswalks will be added to the intersection at La Entrada,
therefore reducing the number of conflict points needed to cross Foothill Blvd for pedestrians.
The project will also provide intersection control for left turning bicyclists from La Entrada to
Patricia across Foothill.
This project is currently unfunded; staff will return as part of future budget cycles to request
funding for implementation.
New Planned Class I Path: Foothill to Ramona
This project will create a Class I path for pedestrians and bicyclists from Ramona Drive to
Foothill Drive in the vicinity of the Church of Jesus Christ of Latter-Day Saints and will provide
an attractive alternative to Broad Street and a direct connection to the Foothill crossing at Ferrini.
Transportation staff are currently in discussions with officials from the church.
While most of the projects in the SRTS Plan involve pedestrian improvements including
intersection and crossing enhancements, sidewalk and curb ramp construction, the Ramona Dr to
Foothill Blvd Class I Path also provides bicycle connectivity. However, the project is not
identified in the 2013 Bicycle Transportation Plan. Therefore, staff is requesting that this project
be added as an amendment to the current plan. (For more information, see Attachment B).
This project is currently unfunded; staff will return as part of future budget cycles to request
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funding for implementation.
In addition to these three high priority projects there are 16 other projects identified in the plan.
All of the projects identified in the plan are included in Table 1 below.
Draft
Priority # Project Project
ID Cost
1 Foothill Blvd. & Ferrini Rd. Crossing
Enhancement
1 $295,000 (funded)
2 Ram ona Dr. to Fo othill Blvd. Clas s I Path 3 $143,000 -
$514,000
3 Foothill Blvd. & Patricia Dr./La Entrada Ave.
Crossing Enhancement
2 $230,000
4 Highland Dr. & Cuesta Dr. Inters ection
Improvements
10 $10,000 – $20,000
5 Ram ona Dr. & Palomar Ave. Crossing
Enhancements
6 $1,000 (Phas e 1)
(funded)
$53,000 (Phase 2)
6 Cerro Romau ldo Ave. & Ferrini Rd. Intersection
Improvements
7 $240,000
7 Patricia Dr. & Craig Way Bicycle Fac ilities 13 $5,000 (funded)
8 Foothill/Patricia & Foothill/Broad/Chorro
Pedes trian Signal Enhancements
19 $135,000
9 Highland Dr. & Highway 1 Bicycle
Impro vements
8 $47,000
10 S. Tas sajara Dr . Sidewalk Improvements 11 $54,000
11 Craig Way Sidewalk Improvements 12 $49,000
Other* Foothill Blvd. Bicycle Improvements 4 TBD
Other* Ferrini Rd. & Fe lton Way Curb Ram ps 5 $39,000
Other* Cerro Romauldo Ave. & Tas sajara Dr.
Inters ection Improvements
9 $20,000 - $50,000
Other* Highland Dr. & Jeffrey Way Curb Ram ps 14 $52,000
Other* La Entrada Ave. & Del Norte Way & Ram ona
Dr. Curb R amps
15 $98,000
Other* Ram ona/La Entrad a Traffic Calming 16 TBD
Other* Patricia D r. & Fe l Mar Dr. Curb Ram ps 18 $30,000
Comp lete Highland Dr. Striping Improvements:
[COMPLETED 2016]
17 N/A
*Not as sign ed a priorit y for the purpose s of this plan, as these projec ts ca n be bes t imp lement ed
as part of other ongoing City program s (Neighbor hood Traffic Man agemen t, Pavement
Resurfa cing , Comm unity Develop men t Block Grant for cu rb ramp s, etc.) or as part of private
develop men t projects .
CONCURRENCES
At its July 20, 2017 meeting, the City Bicycle Advisory Committee reviewed the DRAFT Safe
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Routes to School Plan for Bishop’s Peak and Pacheco Elementary Schools and recommend
approval to the Council. The Committee also reviewed the recommended amendment of the
Bicycle Transportation Plan to include the Ramona to Foothill Class I Path and recommend
approval to the Council.
FISCAL IMPACT
No authorization of funds is requested as part of approving this Safe Routes to School Plan.
The Foothill Blvd at Ferrini Crossing Enhancement project is already funded in the 2017-19
Financial Plan, Capital Improvement Plan. It carries over $45,000 in used funds for design and
adds an additional $50,000 in FY 2017-18. It also allocates $250,000 in FY 2018-19 for project
construction with Proposition 1B funding. In total, approximately $345,000 is anticipated to be
available for project design and construction.
Funding for the Ramona Dr & Palomar Ave Crossing Enhancements and the Patricia Dr & Craig
Way Bicycle Facilities is also already funded through the FY 2017-19 Financial Plan, Capital
Improvement Plan, as part of Minor Bikeway Improvements Fund which has allocated $100,000
per year in FY 2017-18 and FY 2018-19.
The remaining unfunded projects will either be incorporated as a component of other larger
projects or requested for additional funding as part of future budget cycles.
ALTERNATIVES
1. Council could recommend major or minor changes to recommended projects and the draft
prioritization.
2. The Council could continue this item to a future meeting date and request additional
information of staff.
Attachments:
a - Resolution Adopting the Safe Routes to School Plan
b - Ramona Dr to Foothill Blvd Class I Path
c - Amendment to the Negative Declaration
d - Council Reading File -- DRAFT Safe Routes to School Plan
e - Council Reading File -- 2013 Bicycle Transportation Plan
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R ______
RESOLUTION NO. ____ (2017 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, ADOPTING THE SAFE ROUTES TO SCHOOL
PLAN FOR BISHOP’S PEAK AND PACHECO ELEMENTARY
SCHOOLS, AMENDING THE 2013 BICYCLE TRANSPORTATION PLAN
TO INCLUDE THE CLASS I PATH BETWEEN RAMONA DR AND
FOOTHILL BLVD, AND ADOPTING AN ADDENDUM TO THE INITIAL
STUDY/NEGATIVE DECLARATION FOR THE 2013 BICYCLE
TRANSPORTATION PLAN
WHEREAS, the Bicycle Transportation Plan and the Land Use and Circulation Elements
to the General Plan support Safe Routes to School efforts; and
WHEREAS, the City has adopted a Vision Zero policy to eliminate all fatal traffic deaths
and severe injuries by 2030; and
WHEREAS, the Circulation Element to the General Plan has modal split objectives of 20
percent for bicycles and 18 percent for walking, carpools, and other forms of transportation; and
WHEREAS, the City coordinated with neighbors, parents and officials of Bishop’s Peak
and Pacheco Elementary Schools on outreach and public input through community meetings and
other methods; and
WHEREAS, the Class I Path between Ramona Dr and Foothill Blvd is a proposed bicycle
and pedestrian facility that is not identified in the 2013 Bicycle Transportation; and
WHEREAS, on July 20, 2017 the Bicycle Advisory Committee reviewed the Safe Routes
to School Plan for Bishop’s Peak and Pacheco Elementary Schools at a public hearing and
recommended that the City Council approve the Plan and amend the Bicycle Transportation Plan
to include the Ramona Dr and Foothill Blvd Class I Path.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Luis
Obispo as follows:
SECTION 1. Findings. The City Council finds that, after consideration of the Safe Routes
to School Plan for Bishop’s Peak and Pacheco Elementary Schools as recommended by the Bicycle
Advisory Committee, staff recommendations, public testimony, and reports thereof:
1. The proposed Safe Routes to School Plan will promote bicycling and walking to
Bishop’s Peak and Pacheco Elementary Schools in an effort to make these activities
safer, more accessible, and attractive for children and their families.
2. The proposed Safe Routes to School Plan will further General Plan goals to increase
bicycle and walking.
3. The proposed Ramona Dr to Foothill Blvd Class I Path will provide a new bicycling
and walking facility for school access and connect the neighborhoods.
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Resolution No. _____ (2017 Series) Page 2
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SECTION 2. Approvals.
a. The Safe Routes to School Plan for Bishop’s Peak and Pacheco Elementary Schools as
set forth in Exhibit A is hereby approved.
b. The 2013 Bicycle Transportation Plan is hereby amended to include the Ramona Drive
to Foothill Blvd Class I Path as depicted in Exhibit B.
SECTION 3. CEQA Determination. The City Council finds that the amendments to the
2013 Bicycle Transportation Plan do not trigger any of the circumstances set forth in CEQA
Guidelines Section 15162 and hereby adopt the Addendum to Initial Study/Negative Declaration
ER 71-13 as set forth in Exhibit C.
Upon motion of _______________________, seconded by _______________________,
and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this _____ day of _____________________ 2017.
____________________________________
Mayor Heidi Harmon
ATTEST:
____________________________________
Carrie Gallagher
City Clerk
APPROVED AS TO FORM:
_____________________________________
J. Christine Dietrick
City Attorney
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Resolution No. _____ (2017 Series) Page 3
R ______
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City
of San Luis Obispo, California, this ______ day of ______________, _________.
____________________________________
Carrie Gallagher
City Clerk
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Safe Routes to School Improvements for
Bishop’s Peak & Pacheco Elementary Schools
Appendix A: Project Fact Sheets A-5
Transportation Improvement Project #3
Addresses Needs
Assessment Issue #:
#1,15, 23
Estimated Cost:
$143,000-$514,000
Priority:
#2 (High Priority)
Ramona Dr. to Foothill Blvd. Class I Path
Access/Safety Issue Identified by Community:
High traffic volumes/speeds create an uncomfortable walking and bicycling
environment along Ramona Dr. and Foothill Blvd. Limited bicycle
accommodations at the Foothill Blvd./Broad St. intersection, and lack of
other controlled crossings along Foothill Blvd. further impact connectivity
between the neighborhoods north and south of Foothill Blvd.
Recommended Project Description:
Pursue construction of a Class I bicycle/pedestrian path along the eastern
edge of the Church of Jesus Christ of Latter Day Saints property to provide
a low-stress north-south connection between Ramona Dr. and Foothill Blvd.
This connection would provide a link between the planned Broad St. Bicycle
Boulevard and the proposed enhanced crossing at Foothill Blvd./Ferrini Rd.
(see Transportation Improvement Project #1).
Notes:
Project requires agreement between City and LDS Church for access
easement or right-of-way acquisition. See conceptual designs on following
page.
Implementation Strategy:
Can be implemented as City Capital Improvement Project, pending
agreement with LDS Church representatives.
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ShoulderBicycle/Pedestrian PathShoulderSafetyFence &LightingTYPICAL CROSS SECTION FOR CLASS I BICYCLE/PEDESTRIAN PATHExistingShoppingCenterWallChurchFieldPROPOSED CLASS I BICYCLE/PEDESTRIAN PATHTHROUGH CHURCH PROPERTY CONNECTINGRAMONA TO FOOTHILL NEAR FERRINIFOOTHILL BLVDN1" = 80'BROAD STREETRAMONA DRIVEFERRINI DRIVETHE CHURCH OF JESUSCHRIST OF LATTER-DAYSAINTSPLANNED BROAD STREET BICYCLE BOULEVARDPROVIDES KEY NORTH-SOUTH CONNECTION BETWEENDOWNTOWN AND FOOTHILL CORRIDORPLANNED BICYCLE/PEDESTRIAN CROSSING ATFOOTHILL & FERRINI INTERSECTION AS PARTOF SAFE ROUTES TO SCHOOL PROJECTPOTENTIAL TWO-WAY PROTECTED BIKEWAY("CYCLE TRACK") ALONG RAMONA DRIVE AS PART OFBROAD STREET BICYCLE BOULEVARDCITY SPECIFICATION NO.DATE:1ofSHEET NO.DESIGNED BY:DRAWN BY:CHECKED BY:APPROVED BY:SCALE:PROJECT TITLE:
SHEET TITLE:
RAMONA TO FOOTHILL CLASS I BICYCLE/PEDESTRIAN PATH
1SAFE ROUTES TO SCHOOL IMPROVEMENTS FOR
BISHOP'S PEAK & PACHECO ELEMENTARY SCHOOLSWIDENED SIDEWALK PROVIDES LINKAGE BETWEENCLASS I BICYCLE/PEDESTRIAN PATH AND PLANNEDFOOTHILL/FERRINI CROSSINGPacket Pg 24315
ADDENDUM TO INITIAL STUDY ER 71-13
1. Project Title: Safe Routes to School Plan for Bishop’s Peak and Pacheco
Elementary Schools; 2013 Bicycle Transportation Plan Update (GPI/ER 71-13)
2. Lead Agency Name and Address:
City of San Luis Obispo
919 Palm Street
San Luis Obispo, CA 93401
3. Contact Person and Phone Number:
Adam Fukushima, Active Transportation Manager
afukushima@slocity.org
(805) 781-7590
4. Project Location: Citywide
5. Project Sponsor’s Name and Address:
City of San Luis Obispo
Public Works Department
Contact: Adam Fukushima, Active Transportation Manager
afukushima@slocity.org
(805) 781-7590
6. General Plan Designation: The Safe Routes to School Plan encompasses
multiple land use designations. Transportation Improvement Project #3 (Ramona
Dr. to Foothill Blvd. Class I Path), which is the focus of this Addendum, is
located within the High-Density Residential designation.
7. Zoning: The Safe Routes to School Plan encompasses multiple zones and areas of
public right-of-way. The Transportation Improvement Project #3 (Ramona Dr. to
Foothill Blvd. Class I Path), which is the focus of this Addendum is located
within the R-4 (High-Density Residential) zone.
8. Description of the Project:
The Safe Routes to School Plan includes a list of several transportation
improvement projects previously identified in the 2013 Bicycle Transportation
Plan and analyzed in the adopted Initial Study / Negative Declaration for the
approved Bicycle Transportation Plan. These infrastructure improvements are
proposed to improve the safety and functionality of pedestrian and bicycle
facilities within the Safe Routes to School study area (a focused area within the
scope of the adopted Bicycle Transportation Plan). The Safe Routes to School
Plan would support and implement Bicycle Transportation Plan Policy 3.3, which
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Addendum to Initial Study ER 71-13
Page 2
states that: “The City shall continue to work with the San Luis Obispo Coastal
Unified School District to create and support “Safe Routes to School Plans” and
programs for schools in San Luis Obispo”.
The Safe Routes to School Plan includes a modification to one of the projects
included in the Bicycle Transportation Plan (Foothill/Ferrini Crossing project).
This modification is identified as Transportation Improvement Project #3 Ramona
Dr. to Foothill Blvd. Class I Path in the proposed Safe Routes to School Plan.
This Addendum is proposed to address this minor modification to the
Foothill/Ferrini Crossing project. The proposed modifications include:
• An approximate 20’ by 440’ Class I path on the eastern edge of the
Church of Jesus Christ of Latter-Day Saints property between
Ramona Dr and Foothill Blvd.
The Safe Routes to School Plan also includes the following projects not included
in Bicycle Transportation Plan, all of which are located within the public right-of-
way:
• Foothill Blvd Bicycle Improvements between Patricia and Santa
Rosa. Possible improvements include buffered bike lanes,
protected bikeways, and intersection/conflict zone enhancements
• Ferrini Rd and Felton Way Curb Ramps
• Crossing Enhancements at Ramona Dr & Palomar Ave, Cerro
Romauldo Ave & Ferrini Rd, Cerro Romauldo Ave & Tassajara
Dr, Highland Dr & Cuesta, Ramona & La Entrada Dr to include
traffic calming improvements such as sidewalk bulbouts, raised
intersections, traffic circles, and striping.
• Highland Dr and Highway 1 Bicycle Improvements such as
striping improvements and channelization enhancements
• Sidewalk and curb ramp improvements at: Craig Way, Highland
Dr, Jeffrey Way, La Entrada Ave, Del Norte Way, Ramona Dr,
Patricia Dr, Fel Mar Dr,
• Pedestrian Signal Enhancements at Foothill/Patricia and
Foothill/Broad/Chorro.
Copies of the Draft Safe Routes to School Plan can be found on the City of San
Luis Obispo’s website:
http://www.slocity.org/Home/Components/News/News/5084/17?backlist=%2fho
me
Copies of the 2013 Bicycle Transportation Plan can be found on the City of San
Luis Obispo’s website:
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Addendum to Initial Study ER 71-13
Page 3
http://www.slocity.org/home/showdocument?id=3785
9. Surrounding Land Uses and Settings: The Safe Routes to School Plan study
area consists of a ½ mile bikeshed and walkshed around the Bishop’s Peak and
Pacheco Elementary Schools encompassing mostly residential but some
commercial, and public (educational) land uses.
The Ramona Dr to Foothill Class I Path is on the Church of Jesus Christ of Latter-
Day Saints property (651 Foothill Boulevard) in a high density residential land
use zone and adjacent to the Foothill Plaza Shopping Center (commercial). The
proposed facility is across Ramona Street from the Villages Assisted Living
Center, the Valencia Apartments and single family residential units. The project
is located in an urbanized area, and supports grasses and ornamental landscaping.
The additional improvement projects noted above are located within developed
public right-of-way.
10. Project Entitlements Requested: The City Public Works Department is
requesting approval of the Safe Routes to School Plan, which includes
transportation projects previously identified in the adopted Bicycle Transportation
Plan, a modification to the Foothill/Ferrini Crossing project to include a Class I
path from Ramona Drive to Foothill Boulevard, and additional improvements
within the public right-of-way as noted above. The Foothill/Ferrini Crossing
project was included as part of the previously adopted Negative Declaration for
the 2013 Bicycle Transportation Plan; therefore this Addendum is proposed to
address this minor modification, in addition to noted public right-of-way
improvements, which are similar to the improvements described and analyzed in
the adopted Negative Declaration.
11. Other public agencies whose approval is required: None
12. Previous Environmental Review: On November 5, 2013, the City Council
adopted a Negative Declaration of environmental impact for the 2013 Bicycle
Transportation Plan. A copy of the adopted initial study is attached.
Section 15164 of the CEQA Guidelines allows a lead agency to prepare an
addendum to a previously adopted Negative Declaration if only “minor technical
changes or additions” have occurred in the project description since the initial
study was originally prepared.
ENVIRONMENTAL FACTORS POTENTIALLY AFFECTED:
Environmental impacts associated with the 2013 Bicycle Transportation Plan were
evaluated in the Negative Declaration GPI/ER 71-13. The request to revise the
Foothill/Ferrini Crossing project will enable the crossing to be accessed from Ramona
Street. Approval of the Safe Routes to School Plan, including the proposed modification
to a project previously identified in the 2013 Bicycle Transportation Plan, would not
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Addendum to Initial Study ER 71-13
Page 4
result in any new impacts not previously disclosed in the adopted Negative Declaration,
and would not increase the severity of any impact identified in the adopted Negative
Declaration. The proposed improvements within the public right-of-way would not result
in any new impacts not previously disclosed in the adopted Negative Declaration, and
would not increase the severity of any impact identified in the adopted Negative
Declaration
DETERMINATION:
In accordance with Section 15164 of the State CEQA Guidelines, the City of San Luis
Obispo has determined that this addendum to the 2013 Bicycle Transportation Plan
Negative Declaration is necessary to document changes or additions that have occurred in
the project description since the Negative Declaration was adopted. The preparati on of a
subsequent environmental document is not necessary because:
1. None of the following circumstances included in Section 15162 of the State
CEQA Guidelines have occurred which require a subsequent environmental
document:
a. The project changes do not result in new or more severe environmental
impacts.
b. The circumstances under which the project is undertaken will not require
major changes to the adopted Negative Declaration.
c. The modified project does not require any new mitigation measures.
2. The proposed Safe Routes to School Plan includes a series of projects that are
identified in the approved 2013 Bicycle Transportation Plan, and this Addendum
addresses a modification to one project identified in the 2013 Bicycle
Transportation Plan and additional improvements within the public right-of-way.
The Safe Routes to School Plan and proposed modifications to a previously
approved component of the 2013 Bicycle Transportation Plan is minor and
consistent with the scope of the approved 2013 Plan.
3. The changes are consistent with City goals and polices that promote an integrated
system of bikeways that enables safe and convenient bicycling, with an emphasis
on travel to schools.
:
Attached: Initial Study / Negative Declaration GPI/ER 71-13
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CITY OF SAN LUIS OBISPO 1 INITIAL STUDY ENVIRONMENTAL CHECKLIST 2013
City of San Luis Obispo
INITIAL STUDY
ENVIRONMENTAL CHECKLIST FORM
For ER 71-13
1. Project Title: 2013 Bicycle Transportation Plan Update
2. Lead Agency Name and Address:
City of San Luis Obispo
Community Development Department
919 Palm Street
San Luis Obispo, CA 93401
3. Contact Person and Phone Number:
Brian Leveille
bleveille@slocity.org
805) 781-7166
4. Project Location:
Citywide
5. Project Sponsor’s Name and Address:
City of San Luis Obispo
Public Works Department
Contact: Peggy Mandeville, Principal Transportation Planner
pmandeville@slocity.org
805) 781-7590
6. Description of the Project: The project is a comprehensive update to the 2007 Bicycle
Transportation Plan (BTP). The Bicycle Transportation Plan was originally adopted in April,
1985. Since adoption, the plan has been updated in 1993, 2002, and 2007. As with previous
updates, the recommended modifications to the 2007 plan are intended to comply with State
standards in order to be eligible for State Transportation Account (BTA) grants which are a key
source of funding for City bicycle facilities. The City of San Luis Obispo Bicycle Transportation
Plan is used for the planning, development, and maintenance of bicycle facilities and activities in
San Luis Obispo and in adjoining County jurisdiction that is within the City of San Luis
Obispo’s Urban Reserve (anticipated outward limit of City growth).
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CITY OF SAN LUIS OBISPO 2 INITIAL STUDY ENVIRONMENTAL CHECKLIST 2013
Copies of the public hearing draft of the 2013 Bicycle Transportation Plan Update can be found
on the City of San Luis Obispo’s website:
http://www.slocity.org/publicworks/documents.asp#bicycle
The main elements of the recommended update include:
New Projects – Eleven new projects are included in the Bicycle Transportation Plan update. The
projects are listed below with corresponding page number in the Public Hearing draft 2013 Bicycle
Transportation Plan.
Project Name: Page:
Jennifer St. bridge, access to Morro St. Bicycle Boulevard A17
Boysen Ave. Connection A27
Santa Rosa at Boysen, Grade Separated Crossing A28
North Chorro Intersection Enhancement A32
Cuesta Park/Loomis St. S. Bound Hwy. 101 Exit A35
Southwood Sharrows A69
Spanish Oaks Underpass Ramp A71
Class II Connection to Prado (Part of Bob Jones Trail) A87
LOVR grade separated crossing east of LOVR interchange A90
Industrial to Bougainvillea A106
Industrial/Tank Farm Class I Bypass A107
Madonna to Laguna Lake Traverse, Class I Path A126
Plan Format – Plan topics are now organized in chapters rather than appendices. Objectives and
Policies are found within chapters and definitions are included on page sidebars. Plan requirements
relative to California Streets and Highways Code are included in a separate contents page.
Implementation Actions – Implementation actions have been added to identify steps needed to
implement Plan policies. Implementation actions are located in policy sections for each chapter
where a relationship exists with the stated policy.
Project Ranking and Presentation – The Plan update uses the same criteria used for the 2007 plan.
In the “Bicycle Transportation Network” chapter there is a discussion of the top two ranked projects
by facility type. Graphics are included to depict the location of each project in the City.
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CITY OF SAN LUIS OBISPO 3 INITIAL STUDY ENVIRONMENTAL CHECKLIST 2013
2007 BTP Accomplishments and 2013 BTP Modifications – A listing of accomplishments is
provided which summarizes implementations of bicycle related projects from the 2007 Bicycle
Transportation Plan. A synopsis of additions and modifications from the previous plan provides
information to compare the recommended 2013 BTP update with the 2007 BTP.
The projects and policies contained in the BTP are intended to support the planned expansion of the
City’s bicycle facility network. Table 1, below, summarizes existing and proposed BTP network
mileage.
Table 1.1 - Existing and Proposed Bicycle Transportation Network Mileage (as of December 2012)
Bicycle Transportation Plan Statistics
Facility Existing Mileage Proposed Mileage Total Mileage
Class I Bike Paths 7.2 (22%) 26.1 33.3
Class II Bike Lanes 29.7 (62%) 17.9 47.6
Class III Bike: Routes
Sharrows
Boulevards
Subtotal
20.6 (100%)
2.9 (58%)
0.5 (8%)
24.0 (75%)
0
2.1
5.9
8.0
20.6
5.0
6.4
32.0
Total 60.9 (54%) 52.0 112.9
10. Project Entitlements Requested:
The recommended Bicycle Transportation Plan (BTP) Update requires Planning Commission
review and City Council Approval. The Planning Commission will review the BTP as
recommended by the Bicycle Advisory Committee and recommend action to the City Council.
11. Other public agencies whose approval is required:
The 2013 Bicycle Transportation Plan will be submitted to the San Luis Obispo Council of
Governments (SLOCOG) to determine its consistency with the adopted Regional Transportation
Plan (RTP); and to the California Department of Transportation, Bicycle Unit, to determine its
consistency with State Code requirements and to certify the plan.
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CITY OF SAN LUIS OBISPO 4 INITIAL STUDY ENVIRONMENTAL CHECKLIST 2013
ENVIRONMENTAL FACTORS POTENTIALLY AFFECTED:
The environmental factors checked below would be potentially affected by this project, involving at
least one impact that is a “Potentially Significant Impact” as indicated by the checklist on the following
pages.
Aesthetics Greenhouse Gas Emissions Population / Housing
Agriculture Hazards & Hazardous
Materials
Public Services
Air Quality Hydrology / Water Quality Recreation
Biological Resources Land Use / Planning Transportation / Traffic
Cultural Resources Mineral Resources Utilities / Service Systems
Geology / Soils Noise Mandatory Findings of
Significance
FISH AND GAME FEES
X
There is no evidence before the Department that the project will have any potential adverse effects on fish
and wildlife resources or the habitat upon which the wildlife depends. As such, the project qualifies for a
no effect determination from Fish and Game.
The project has potential to impact fish and wildlife resources and shall be subject to the payment of Fish
and Game fees pursuant to Section 711.4 of the California Fish and Game Code. This initial study has
been circulated to the California Department of Fish and Game for review and comment.
STATE CLEARINGHOUSE
X
This environmental document must be submitted to the State Clearinghouse for review by one or more
State agencies (e.g. Cal Trans, California Department of Fish and Game, Department of Housing and
Community Development). The public review period shall not be less than 30 days (CEQA Guidelines
15073(a)).
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CITY OF SAN LUIS OBISPO 5 INITIAL STUDY ENVIRONMENTAL CHECKLIST 2013
DETERMINATION:
On the basis of this initial evaluation:
I find that the proposed project COULD NOT have a significant effect on the environment,
and a NEGATIVE DECLARATION will be prepared. X
I find that although the proposed project could have a significant effect on the environment,
there will not be a significant effect in this case because revisions in the project have been
made, or the mitigation measures described on an attached sheet(s) have been added and
agreed to by the project proponent. A MITIGATED NEGATIVE DECLARATION will be
prepared.
I find that the proposed project MAY have a significant effect on the environment, and an
ENVIRONMENTAL IMPACT REPORT is required.
I find that the proposed project MAY have a “potentially significant” impact(s) or “potentially
significant unless mitigated” impact(s) on the environment, but at least one effect (1) has been
adequately analyzed in an earlier document pursuant to applicable legal standards, and (2) has
been addressed by mitigation measures based on the earlier analysis as described on attached
sheets. An ENVIRONMENTAL IMPACT REPORT is required, but it must analyze only the
effects that remain to be addressed
I find that the proposed project will not have a significant effect on the environment, because
all potentially significant effects have been analyzed adequately in an earlier NEGATIVE
DECLARATION pursuant to applicable standards, nothing further is required.
Signature Date
Doug Davidson, AICP For: Derek Johnson
Deputy Director of Community Development Community Development Director
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CITY OF SAN LUIS OBISPO 6 INITIAL STUDY ENVIRONMENTAL CHECKLIST 2013
EVALUATION OF ENVIRONMENTAL IMPACTS:
1. A brief explanation is required for all answers except “No Impact” answers that are adequately supported by the
information sources a lead agency cites in the analysis in each section. A “No Impact” answer is adequately
supported if the referenced information sources show that the impact simply does not apply to projects like the one
involved (e.g. the project falls outside a fault rupture zone). A “No Impact” answer should be explained where it is
based on project-specific factors as well as general standards (e.g. the project will not expose sensitive receptors to
pollutants, based on a project-specific screening analysis).
2. All answers must take account of the whole action involved, including off-site as well as on-site, cumulative as well
as project-level, indirect as well as direct, and construction as well as operational impacts. The explanation of each
issue should identify the significance criteria or threshold, if any, used to evaluate each question.
3. "Potentially Significant Impact' is appropriate if there is substantial evidence that an effect is significant. If there are
one or more "Potentially Significant Impact" entries when the determination is made, an EIR is required.
4. "Potentially Significant Unless Mitigation Incorporated" applies where the incorporation of mitigation measures has
reduced an effect from "Potentially Significant Impact" to a "Less than Significant Impact." The lead agency must
describe the mitigation measures, and briefly explain how they reduce the effect to a less than significant level
mitigation measures from Section 17, "Earlier Analysis," may be cross-referenced).
5. Earlier analysis may be used where, pursuant to the tiering, program EIR, or other CEQA process, an effect has been
adequately analyzed in an earlier EIR or negative declaration. Section 15063 (c) (3) (D) of the California Code of
Regulations. Earlier analyses are discussed in Section 17 at the end of the checklist.
6. Lead agencies are encouraged to incorporate into the checklist references to information sources for potential
impacts (e.g. general plans, zoning ordinances). Reference to a previously prepared or outside document should,
where appropriate, include a reference to the page or pages where the statement is substantiated.
7. Supporting Information Sources: A source list should be attached, and other sources used or individuals contacted
should be cited in the discussion. In this case, a brief discussion should identify the following:
a) Earlier Analysis Used. Identify and state where they are available for review.
b) Impacts Adequately Addressed. Identify which effects from the above checklist were within the scope of and
adequately analyzed in an earlier document pursuant to applicable legal standards, and state whether such
effects were addressed by mitigation measures based on earlier analysis.
c) Mitigation Measures. For effects that are “Less than Significant with Mitigation Measures Incorporated,”
describe the mitigation measures which were incorporated or refined from the earlier document and the extent
to which they address site-specific conditions for the project.
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Issues, Discussion and Supporting Information Sources
ER # 71-13, 2013
Bicycle Transportation Plan Update
Sources Potentially
Significant
Issues
Potentially
Significant
Unless
Mitigation
Incorporated
Less Than
Significant
Impact
No
Impact
CITY OF SAN LUIS OBISPO 7 INITIAL STUDY ENVIRONMENTAL CHECKLIST 2013
1. AESTHETICS. Would the project:
a) Have a substantial adverse effect on a scenic vista? 1 X
b) Substantially damage scenic resources, including, but not limited
to, trees, rock outcroppings, open space, and historic buildings
within a local or state scenic highway?
X
c) Substantially degrade the existing visual character or quality of
the site and its surroundings?
14 X
d) Create a new source of substantial light or glare, which would
adversely affect day or nighttime views in the area?
3 X
Evaluation
a), b), c) The Bicycle Transportation Plan (BTP) update would not have an adverse effect on scenic vistas. Planned locations of
bicycle paths are generally located at grade and could not impact scenic vistas. In locations where there are grade separated
crossings any planned bridge structures would be subject to review for conformance with Community Design Guidelines and
would be subject to Architectural Review. The Community Design Guidelines of San Luis Obispo contain requirements that
proposed improvements such as bridge structures must be designed to minimize visual impacts and be compatible with the
character of the site and surroundings. Less than Significant Impact.
d) The project will not introduce elements which would create new sources of substantial light or glare. Any proposed bicycle
facilities are also subject to conformance with City Night Sky Preservation Ordinance requirements which set maximum
illumination levels and require sufficient shielding of light sources to minimize glare and preserve night time views. All bicycle
facilities included in the plan will be required to conform to standards of the City’s Night Sky Preservation Ordinance. Class I
bike path lighting is required to comply with City standards. Additionally, lighting placement is required to comply with the
policies in the Bicycle Transportation Plan which call for lighting along creeks to be designed to shine away from the creek
corridor or not be installed at locations where impacts cannot be mitigated. The project does not have the potential to adversely
affect day or nighttime views in the area. Less than significant impact.
Conclusion: Less than significant impact
2. AGRICULTURE RESOURCES. Would the project:
a) Convert Prime Farmland, Unique Farmland, or Farmland of
Statewide Importance ( Farmland), as shown on the maps
pursuant to the Farmland Mapping and Monitoring Program of
the California Resources Agency, to non-agricultural use?
12
X
b) Conflict with existing zoning for agricultural use or a Williamson
Act contract?
X
c) Involve other changes in the existing environment which, due to
their location or nature, could result in conversion of Farmland to
non-agricultural use?
X
Evaluation
a) b) c) No new paths are proposed to be located on properties used for agricultural purposes or which contain prime farmland,
unique farmland, or farmland of statewide importance. The BTP update would not conflict with any existing zoning for
agricultural uses and would not conflict with any Williamson Act contracts. The BTP update involves no other changes to the
existing environoment which could result in the conversion of Farmland to non-agricultural uses.
Conclusion: No Impact
3. AIR QUALITY. Would the project:
a) Conflict with or obstruct implementation of the applicable air
quality plan?
2 X
b) Violate any air quality standard or contribute substantially to an
existing or projected air quality violation?
X
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Issues, Discussion and Supporting Information Sources
ER # 71-13, 2013
Bicycle Transportation Plan Update
Sources Potentially
Significant
Issues
Potentially
Significant
Unless
Mitigation
Incorporated
Less Than
Significant
Impact
No
Impact
CITY OF SAN LUIS OBISPO 8 INITIAL STUDY ENVIRONMENTAL CHECKLIST 2013
c) Result in a cumulatively considerable net increase of any criteria
pollutant for which the project region is non-attainment under an
applicable federal or state ambient air quality standard (including
releasing emissions which exceed qualitative thresholds for
ozone precursors)?
X
d) Expose sensitive receptors to substantial pollutant
concentrations?
X
e) Create objectionable odors affecting a substantial number of
people? X
Evaluation
a), b), c), d), e) The 2013 BTP update will have the effect of increasing bicycle ridership which will have a potential benefit of
producing a positive impact on air quality. There is no potential the implementation of the proposed update to the 2013 BTP
update would have a potentially significant effect on air quality, pollutant concentrations, or objectionable odors. No Impact.
4. BIOLOGICAL RESOURCES. Would the project:
a) Have a substantial adverse effect, either directly or indirectly or
through habitat modifications, on any species identified as a
candidate, sensitive, or special status species in local or regional
plans, policies, or regulations, or by the California Department of
Fish and Game or U.S. Fish and Wildlife Service?
1, 10
X
b) Have a substantial adverse effect, on any riparian habitat or other
sensitive natural community identified in local or regional plans,
policies, or regulations, or by the California Department of Fish
and Game or U.S. Fish and Wildlife Service?
3
X
c) Have a substantial adverse effect on Federally protected wetlands
as defined in Section 404 of the Clean Water Act (including, but
not limited to, marshes, vernal pools, etc.) through direct
removal, filling, hydrological interruption, or other means?
X
d) Interfere substantially with the movement of any native resident
or migratory fish or wildlife species or with established native
resident or migratory wildlife corridors, or impede the use of
wildlife nursery sites?
X
e) Conflict with any local policies or ordinances protecting
biological resources, such as tree preservation policy or
ordinance?
1, 10
X
f) Conflict with the provisions of an adopted habitat Conservation
Plan, Natural Community Conservation Plan, or other approved
local, regional, or state habitat conservation plan?
X
Evaluation
a), b), c), d), e) In cases where proposed Class 1 bicycle facilities are located in areas which contain riparian habitat, or are
located within creek setbacks, Creek setback regulations of the City’s Zoning Regulations would apply. In addition to standard
City policies and regulations, the previous 2007 BTP and update 2013 BTP include policies and standard mitigation for
locating bikeways near creeks to reduce the level of biological impact to less than significant levels. Existing City policies and
standards would apply to any proposed facilities which could have a potential impact which would reduce potential biological
resource impacts to less than significant levels. Less than significant impact.
Conclusion: Less than significant impact.
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Issues, Discussion and Supporting Information Sources
ER # 71-13, 2013
Bicycle Transportation Plan Update
Sources Potentially
Significant
Issues
Potentially
Significant
Unless
Mitigation
Incorporated
Less Than
Significant
Impact
No
Impact
CITY OF SAN LUIS OBISPO 9 INITIAL STUDY ENVIRONMENTAL CHECKLIST 2013
5. CULTURAL RESOURCES. Would the project:
a) Cause a substantial adverse change in the significance of a
historic resource? (See CEQA Guidelines 15064.5)
16 X
b) Cause a substantial adverse change in the significance of an
archaeological resource? (See CEQA Guidelines 15064.5)
X
c) Directly or indirectly destroy a unique paleontological resource
or site or unique geologic feature?
X
d) Disturb any human remains, including those interred outside of
formal cemeteries?
X
Evaluation
a), b), c), d). Installing Class II bike lanes and bicycle boulevards along City streets will have no effect on subsurface resources.
Installing Class I bike paths may affect currently unidentified cultural resources if resources are found during the minimal
grading and excavation needed to provide a stable base for the bike path. As part of the required environmental clearance for
the construction of Class I facilities, provisions of the City’s Archaeological Resource Preservation Guidelines will direct
project-specific evaluations and the provision of mitigation measures, including avoidance where necessary. If potential
cultural resources are found during construction, the City’s Guidelines require that construction cease until a qualified
archaeologist determines the extent of the resource, and the Community Development Director approves appropriate protective
measures. Less than significant impact.
Conclusion:
Less than significant impact.
6. GEOLOGY AND SOILS. Would the project:
a) Expose people or structures to potential substantial adverse
effects, including risk of loss, injury or death involving:
4 X
I. Rupture of a known earthquake fault, as delineated in the
most recent Alquist-Priolo Earthquake Fault Zoning Map
issued by the State Geologist for the area, or based on other
substantial evidence of a known fault?
X
II. Strong seismic ground shaking? X
III. Seismic-related ground failure, including liquefaction? X
IV. Landslides or mudflows? X
b) Result in substantial soil erosion or the loss of topsoil? X
c) Be located on a geologic unit or soil that is unstable, or that
would become unstable as a result of the project, and potentially
result in on or off site landslides, lateral spreading, subsidence,
liquefaction, or collapse?
X
d) Be located on expansive soil, as defined in Table 18-1-B of the
Uniform Building Code (1994), creating substantial risks to life
or property?
X
e) Have soils incapable of adequately supporting the use of septic
tanks or alternative waste water disposal systems where sewers
are not available for the disposal of waste water?
X
Evaluation
a), b), c). The City of San Luis Obispo is in Seismic Zone 4, a seismically active region of California and strong ground
shaking should be expected during the life of proposed structures. Structures must be designed in compliance with seismic
design criteria established in the Uniform Building Code. Less than significant impact.
d), e). Moderately expansive soils are common in the project vicinity. All new construction will be required to meet or exceed
building code standards for these soils. Less than significant impact.
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ER # 71-13, 2013
Bicycle Transportation Plan Update
Sources Potentially
Significant
Issues
Potentially
Significant
Unless
Mitigation
Incorporated
Less Than
Significant
Impact
No
Impact
CITY OF SAN LUIS OBISPO 10 INITIAL STUDY ENVIRONMENTAL CHECKLIST 2013
Conclusion:
Less than significant impact.
7. GREENHOUSE GAS EMISSIONS. Would the project:
a) Generate greenhouse gas emissions, either directly or indirectly,
that may have a significant impact on the environment?
X
b) Conflict with an applicable plan, policy or regulation adopted for
the purpose of reducing the emissions of greenhouse gases.
X
a) b) The State of California passed Assembly Bill 32, the California Global Warming Solution Act of 2006 and California
Governor Schwarzenegger Executive Order S-3-05 (June 1, 2005), both require reductions of greenhouse gases in the State of
California. Updates to the Bicycle Transportation Plan are consistent with efforts to reduce greenhouse gases since they support
alternatives to use of motor vehicles by enhancing facilities which can be used for bicycles. Updates to the Bicycle
Transportation Plan are consistent with efforts to reduce greenhouse gas emissions. No Impact.
Conclusion: No Impact.
8. HAZARDS AND HAZARDOUS MATERIALS. Would the project:
a) Create a significant hazard to the public or the environment
through the routine transport, use, or disposal of hazardous
materials?
4
X
b) Create a significant hazard to the public or the environment
through reasonably foreseeable upset and accident conditions
involving the release of hazardous materials into the
environment?
X
c) Emit hazardous emissions or handle hazardous or acutely
hazardous materials, substances, or waste within one-quarter
mile of an existing or proposed school?
X
d) Be located on a site which is included on a list of hazardous
materials sites compiled pursuant to Government Code Section
65962.5 and, as a result, would it create a significant hazard to
the public or the environment?
8
X
e) For a project located within an airport land use plan or, where
such a plan has not been adopted, within two miles of a public
airport or public use airport, would the project result in a safety
hazard for people residing or working in the project area?
X
f) For a project within the vicinity of a private airstrip, would the
project result in a safety hazard for people residing or working
in the project area?
X
g) Impair implementation of or physically interfere with an
adopted emergency response plan or emergency evacuation
plan?
4
X
h) Expose people or structures to a significant risk of loss, injury,
or death involving wildland fires, including where wildlands
are adjacent to urbanized areas or where residences are
intermixed with wildlands?
4
X
Evaluation
a), b), c), d) The Bicycle Transportation Plan update has no potential to expose the public to hazardous materials. The project
would not involve the use, transportation, disposal, or emission of hazardous materials. No Impact.
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Issues, Discussion and Supporting Information Sources
ER # 71-13, 2013
Bicycle Transportation Plan Update
Sources Potentially
Significant
Issues
Potentially
Significant
Unless
Mitigation
Incorporated
Less Than
Significant
Impact
No
Impact
CITY OF SAN LUIS OBISPO 11 INITIAL STUDY ENVIRONMENTAL CHECKLIST 2013
e), f) The Bicycle Transportation Plan update has no potential to result in an airport related safety hazard for people using the
bicycle facilities in the plan which may be within the airport land use area. No impact.
g), h) The Bicycle Transportation Plan update will not impede access for emergency response. In the case of Class 1 bike paths, the dimensions are sufficiently wide to accommodate most emergency vehicles, and their construction would pave a positive
impact on emergency access. No Impact.
Conclusion: No Impact.
9. HYDROLOGY AND WATER QUALITY. Would the project:
a) Violate any water quality standards or waste discharge
requirements?
X
b) Substantially deplete groundwater supplies or interfere
substantially with groundwater recharge such that there would be
a net deficit in aquifer volume or a lowering of the local
groundwater table level (e.g. the production rate of pre-existing
nearby wells would drop to a level which would not support
existing land uses or planned uses for which permits have been
granted)?
X
c) Substantially alter the existing drainage pattern of the site or area,
including through the alteration of the course of a stream or river,
in a manner which would result in substantial erosion or siltation
on or off site?
3
X
d) Substantially alter the existing drainage pattern of the site or area,
including through the alteration of the course of a stream or river,
or substantially increase the rate or amount of surface runoff in a
manner which would result in flooding on or off site?
X
e) Create or contribute runoff water which would exceed the
capacity of existing or planned storm water drainage systems or
provide substantial additional sources of polluted runoff?
X
f) Otherwise substantially degrade water quality? X
g) Place housing within a 100-year flood hazard area as mapped on
a federal Flood Hazard Boundary or Flood Insurance Rate Map
or other flood hazard delineation map?
10
X
h) Expose people or structures to significant risk of loss, injury or
death involving flooding, including flooding as a result of the
failure of a levee or dam?
X
i) Inundation by seiche, tsunami, or mudflow? X
Evaluation
a), b), c), d), e), f), g), h), i). Proposed new Class I bike paths would be paved with asphalt, which will incrementally increase
impervious surface. However, unlike roadways traveled by motor vehicles, the quality of runoff water should not be
significantly contaminated with oils or greases that could impact ground water or adjoining habitat areas. The design and
location of all Class I bike paths adjoining creeks have been integrated with adopted flood management strategies for those
creek areas, as established by independent Council action or by adoption of specific plans for various sub-areas of San Luis
Obispo. Additionally, any construction requiring drainage analysis shall be consistent with the City’s Waterways Management
Plan and Drainage Design Manual. Less than significant impact.
Conclusion: Less than significant impact.
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Issues, Discussion and Supporting Information Sources
ER # 71-13, 2013
Bicycle Transportation Plan Update
Sources Potentially
Significant
Issues
Potentially
Significant
Unless
Mitigation
Incorporated
Less Than
Significant
Impact
No
Impact
CITY OF SAN LUIS OBISPO 12 INITIAL STUDY ENVIRONMENTAL CHECKLIST 2013
10. LAND USE AND PLANNING. Would the project:
a) Conflict with applicable land use plan, policy, or regulation of an
agency with jurisdiction over the project adopted for the purpose
of avoiding or mitigating an environmental effect?
X
b) Physically divide an established community? X
c) Conflict with any applicable habitat conservation plan or natural
community conservation plans?
X
Evaluation
a), b), c) The proposed project is consistent with applicable General Plan Policies and regulations and there are no proposed
deviations for the purpose of avoiding or mitigating an environmental effect. There are no applicable habitat conservation plans
or community conservation plans which would be affected by the Bicycle Transportation Plan Update. No Impact.
Conclusion: No Impact.
11. NOISE. Would the project result in:
a) Exposure of people to or generation of “unacceptable” noise
levels as defined by the San Luis Obispo General Plan Noise
Element, or general noise levels in excess of standards
established in the Noise Ordinance?
7
X
b) A substantial temporary, periodic, or permanent increase in
ambient noise levels in the project vicinity above levels existing
without the project?
X
c) Exposure of persons to or generation of excessive groundborne
vibration or groundborne noise levels?
X
d) For a project located within an airport land use plan, or within
two miles of a public airport or public use airport, would the
project expose people residing or working in the project area to
excessive noise levels?
X
Evaluation
a), b), c), d). Implementation of projects related to the Bicycle Transportation Plan update would not expose people to
unacceptable noise levels and would not generate noise levels in excess of the City’s noise ordinance. Construction activities
generate noise, and may temporarily raise the ambient noise levels above acceptable levels for the duration of construction,
including groundborne vibration and noise. Construction noise is regulated by the City’s Noise Ordinance, which regulates
time of construction and maximum noise levels that may be generated. The project would be required to meet the noise
standards contained in the Ordinance, which includes limitations on the days and hours of construction. Less than significant
impact.
Conclusion: Less than significant impact.
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ER # 71-13, 2013
Bicycle Transportation Plan Update
Sources Potentially
Significant
Issues
Potentially
Significant
Unless
Mitigation
Incorporated
Less Than
Significant
Impact
No
Impact
CITY OF SAN LUIS OBISPO 13 INITIAL STUDY ENVIRONMENTAL CHECKLIST 2013
12. POPULATION AND HOUSING. Would the project:
a) Induce substantial population growth in an area, either directly
for example by proposing new homes or businesses) or
indirectly (for example, through extension of roads or other
infrastructure)?
X
b) Displace substantial numbers of existing housing or people
necessitating the construction of replacement housing elsewhere? X
Evaluation
a), b). The proposed changes to the bikeway network will facilitate non-vehicular access to and from existing developed areas
within the City’s urban reserve, and to new commercial and residential districts envisioned by the General Plan and supporting
Specific Plans. The update to the Bicycle Transportation plan will not induce population growth or displace existing housing.
No Impact.
Conclusion: No Impact.
13. PUBLIC SERVICES. Would the project result in substantial adverse physical impacts associated with the
provision, or need, of new or physically altered government facilities, the construction of which could cause
significant environmental impacts, in order to maintain acceptable service ratios, response times, or other
performance objectives for any of the public services:
a) Fire protection? X
b) Police protection? X
c) Schools? X
d) Parks? X
e) Roads and other transportation infrastructure? X
f) Other public facilities? X
Evaluation
a), b), c), d), e), f) New bicycle facilities will incrementally increase the demand for maintenance services as well as patrol by
City Rangers, however these costs are considered as part of the City’s budget process prior to the facility’s construction.
Less than significant impact.
Conclusion: Less than significant impact.
14. RECREATION. Would the project:
a) Increase the use of existing neighborhood or regional parks or
other recreational facilities such that substantial physical
deterioration of the facility would occur or be accelerated?
X
b) Include recreational facilities or require the construction or
expansion of recreational facilities, which might have an adverse
physical effect on the environment?
X
Evaluation
a) Implementation of the Bicycle Transportation Plan will have a positive effect on recreational opportunities within San Luis
Obispo. Less than significant impact.
Conclusion: Less than significant impact.
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Issues, Discussion and Supporting Information Sources
ER # 71-13, 2013
Bicycle Transportation Plan Update
Sources Potentially
Significant
Issues
Potentially
Significant
Unless
Mitigation
Incorporated
Less Than
Significant
Impact
No
Impact
CITY OF SAN LUIS OBISPO 14 INITIAL STUDY ENVIRONMENTAL CHECKLIST 2013
15. TRANSPORTATION/TRAFFIC. Would the project:
a) Conflict with an applicable plan, ordinance or policy establishing
measures of effectiveness for the performance of the circulation
system, taking into account all modes of transportation including
mass transit and non-motorized travel and relevant components
of the circulation system, including but not limited to
intersections, streets, highways and freeways, pedestrian and
bicycle paths, and mass transit?
X
b) Conflict with an applicable congestion management program,
including, but not limited to level of service standards and travel
demand measures, or other standards established by the county
congestion management agency for designated roads or
highways?
X
c) Result in a change in air traffic patterns, including either an
increase in traffic levels or a change in location that results in
substantial safety risks?
X
d) Substantially increase hazards due to a design feature (e.g., sharp
curves or dangerous intersections) or incompatible uses (e.g. farm
equipment)?
X
e) Result in inadequate emergency access? X
f) Conflict with adopted policies, plans, or programs regarding
public transit, bicycle, or pedestrian facilities, or otherwise
decrease the performance or safety of such facilities?
X
g) Conflict with the with San Luis Obispo County Airport Land Use
Plan resulting in substantial safety risks from hazards, noise, or a
change in air traffic patterns?
X
Implementation of facilities included in The Bicycle Transportation Plan are required to comply with City design standards and
would not introduce dangerous design features or incompatible uses. Bikeways included in the Bicycle Transportation Plan
Update are anticipated to have an overall positive impact on transportation and circulation by providing an alternative means of
transportation to private vehicles. Less than significant impact.
Conclusion: Less than significant impact.
16. UTILITIES AND SERVICE SYSTEMS. Would the project:
a) Exceed wastewater treatment requirements of the applicable
Regional Water Quality Control Board?
X
b) Require or result in the construction or expansion of new water
treatment, wastewater treatment, water quality control, or storm
drainage facilities, the construction of which could cause
significant environmental effects?
X
c) Require or result in the construction of new storm water drainage
facilities or expansion of existing facilities, the construction of
which could cause significant environmental effects?
X
d) Have sufficient water supplies available to serve the project from
existing entitlements and resources, or are new and expanded
entitlements needed?
X
e) Result in a determination by the wastewater treatment provider
which serves or may serve the project that it has adequate
capacity to serve the project’s projected demand in addition to the
provider’s existing commitments?
X
f) Be served by a landfill with sufficient permitted capacity to
accommodate the project’s solid waste disposal needs?
X
g) Comply with federal, state, and local statutes and regulations X
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Issues, Discussion and Supporting Information Sources
ER # 71-13, 2013
Bicycle Transportation Plan Update
Sources Potentially
Significant
Issues
Potentially
Significant
Unless
Mitigation
Incorporated
Less Than
Significant
Impact
No
Impact
CITY OF SAN LUIS OBISPO 15 INITIAL STUDY ENVIRONMENTAL CHECKLIST 2013
related to solid waste?
Evaluation:
a), b), c), d), e), f), g). Implementation of the Bicycle Transportation Plan Update will not impact City utilities for water and
wastewater and will not generate solid waste or create additional demand on landfill facilities. No Impact.
Conclusion: No Impact.
17. MANDATORY FINDINGS OF SIGNIFICANCE.
a) Does the project have the potential to degrade the quality of the
environment, substantially reduce the habitat of a fish or wildlife
species, cause a fish or wildlife population to drop below self-
sustaining levels, threaten to eliminate a plant or animal
community, reduce the number or restrict the range of a rare or
endangered plant or animal or eliminate important examples of
the major periods of California history or prehistory?
X
The 2013 Bicycle Transportation Plan Update will not have any effects on habitat for fish and wildlife species and will not
impact historic resources. Less than significant impact.
b) Does the project have impacts that are individually limited, but
cumulatively considerable? ("Cumulatively considerable" means
that the incremental effects of a project are considerable when
viewed in connection with the effects of the past projects, the
effects of other current projects, and the effects of probable future
projects)
X
The Bicycle Transportation Plan Update will not have cumulatively considerable impacts and will not result in potential effects
from probable future projects. Less than significant impact.
c) Does the project have environmental effects, which will cause
substantial adverse effects on human beings, either directly or
indirectly?
X
The 2013 Bicycle Transportation Plan update will not have environmental effects which could case substantial adverse effects
on human beings, either directly or indirectly. No Impact.
18. EARLIER ANALYSES.
Earlier analysis may be used where, pursuant to the tiering, program EIR, or other CEQA process, one or more effects have
been adequately analyzed in an earlier EIR or Negative Declaration. Section 15063 (c) (3) (D). In this case a discussion
should identify the following items:
a) Earlier analysis used. Identify earlier analyses and state where they are available for review.
N/A
b) Impacts adequately addressed. Identify which effects from the above checklist were within the scope of and adequately
analyzed in an earlier document pursuant to applicable legal standards, and state whether such effects were addressed by
mitigation measures based on the earlier analysis.
N/A
c) Mitigation measures. For effects that are "Less than Significant with Mitigation Incorporated," describe the mitigation
measures which were incorporated or refined from the earlier document and the extent to which they address site-specific
conditions of the project.
N/A
19. SOURCE REFERENCES
1. City of SLO General Plan Conservation and Open Space Element, April 2006
2. SLO County Air Pollution Control District, CEQA Air Quality Handbook, December 2009
3. City of San Luis Obispo Zoning Regulations, August 2012
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Issues, Discussion and Supporting Information Sources
ER # 71-13, 2013
Bicycle Transportation Plan Update
Sources Potentially
Significant
Issues
Potentially
Significant
Unless
Mitigation
Incorporated
Less Than
Significant
Impact
No
Impact
CITY OF SAN LUIS OBISPO 16 INITIAL STUDY ENVIRONMENTAL CHECKLIST 2013
4. City of SLO General Plan Safety Element, July 2005
5. City of SLO General Plan Circulation Element, revised April 2006
6. City of SLO General Plan Housing Element, 2010
7. City of SLO General Plan Noise Element, May 1996
8. Cortese List Data Resources, California Environmental Protection Agency website:
http://www.calepa.ca.gov/SiteCleanup/CorteseList/
9. City of San Luis Obispo Municipal Code
10. City of San Luis Obispo, Land Use Inventory Database
11. USDA, Natural Resources Conservation Service, Soil Survey of San Luis Obispo County
12. Website of the Farmland Mapping and Monitoring Program of the California Resources Agency:
http://www.consrv.ca.gov/dlrp/FMMP/
13. San Luis Obispo Quadrangle Map, prepared by the State Geologist in compliance with the Alquist-Priolo
Earthquake Fault Zoning Act, effective January 1, 1990
14. City of San Luis Obispo Community Design Guidelines, June 2010
15. Airport Land Use Plan, May 2005
16. City of San Luis Obispo Historic Preservation Ordinance, December 2010
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City of San Luis Obispo
Bicycle Transportation Plan
November 5, 2013
Published By:
San Luis Obispo Public Works Department
919 Palm Street, San Luis Obispo, California 93401
Telephone 805.781.7200; Fax 805.781.7198
www.slocity.org
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Preface
Preface:
The City of San Luis Obispo adopted their first Bicycle Transportation
Plan (BTP) in April of 1985. Since that original adoption, the City has
adopted updates to the plan in 1993, 2002, 2007 and now, 2013.
2013 Bicycle Transportation Plan Changes:
The 2013 Bicycle Transportation Plan Update is a comprehensive
update of all of the Bike Plan’s policies, programs, maps, tables, and
projects. With a focus on ease of use, the Plan has been reformatted
to improve both presentation and content. Notable changes include:
Plan Format – Plan topics are now organized in chapters rather
than appendices. The Plan’s objectives and policies are found within
these chapters and glossary definitions are found topically on the
page sidebars. Plan chapters and project areas can be located using
graphical tabs at the tops of the pages. For locating Plan requirements
relative to California Streets and Highways Code Section 891.2, a
separate contents page has been included.
Implementation Actions – These have been added to identify
implementation steps associated with Plan policies. They are found in
the policy sections for each chapter where a relationship exists with the
stated policy. They are also compiled in Appendix B, “Implementation
Actions Matrix”.
Project Ranking and Presentation – For ranking projects, the same
criteria established in the 2007 plan has been used, but only the
project’s overall rank (First, Second, Third) is included in the 2013
presentation (Appendix A). Included in the “Bicycle Transportation
Network” chapter is a discussion of the top two ranked projects by
facility type. Graphics are now included to visually orient the location
of each project in the City. Projects are presented in groupings by City
location (Central, Northern, Eastern, Southern, and Western).
2007 BTP Accomplishments and 2013 BTP Modifications – Appendix G
“Accomplishments and Updates”, provides a listing of bicycling related
City accomplishments resulting from the 2007 Plan. For those wishing
to compare the 2007 plan to the 2013 plan, a synopsis of the additions
and modifications is included.
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2013 Bicycle Transportation Plan
Acknowledgements
Acknowledgements
Special thanks...
Planning consultation,
research and design:
Jennifer Rice Consulting
The following individuals
and groups were involved
in the research, preparation,
review or adoption of this
Plan.
City Council
Jan Howell Marx, Mayor
John Ashbaugh
Kathy Smith
Dan Carpenter
Planning Commission
Michael Draze
John Fowler
John Larson
Eric Meyer
Michael Multari
Airlin Singewald
Charles Stevenson
Public Works Department
Daryl Grigsby, Administration
Timothy Bochum, Administration
Peggy Mandeville, Project Manager
Mary Andrews, GIS
Dan Van Beveren, Engineering
Kevin Christian, Assistant Project
Manager
Matt Crisp, Technical Support
Jake Hudson, Technical Support
Chris Overby, Technical Support
Bryan Wheeler, Technical Support
Interns
Chrissy Ford
Jasmine Martin
Mikki McDaniel
Bicycle Advisory Committee
Chris Black
Lea Brooks
Peter Deragon
Catherine Machado
Howard Weisenthal
Arlene Winn
Jim Woolf
Lisa Woske, Recording Secretary
Past Bicycle Advisory
Committee Members
Bill Bradlee
Matt Colonell
Tim Gillham
Cheryl Lenhardt
Glen Matteson
Kristina Seley
Additional Contributors
David Abrecht, San Luis Obispo
Bicycle Club
Jessica Berry, San Luis Obispo
Council of Governments
John DiNunzio, JBG Consulting
Joe Fernandez, Central Coast
Transportation Consulting
Adam Fukushima, Economic
Impact Statement
Gary Havas, San Luis Obispo Parks
and Recreation Commission
Morgen Marshall, Rideshare
Dan Rivoire, San Luis Obispo
County Bicycle Coalition
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Table of Contents
Table of Contents
Page
Lists
iv Figures
v Appendices
vi Acronyms
vii SLO Vision and Plan Goals
1 Introduction
2 Purpose of Plan
3 Bicycle Transportation Planning in San Luis Obispo
10 Data Collection and Future Trends
12 Benefits of Bicycling
13 Economic Development
15 Relationship to Other Documents and Plans
21 Chapter One: Bicycle Transportation Network
22 Introduction
23 Bicycle Transportation Network Objectives
23 Existing and Proposed Bikeways
30 Policies and Implementation Actions
43 Chapter Two: Bicycle Parking and Support Facilities
44 Introduction
44 Bicycle Parking and Support Facilities Objectives
44 Existing and Proposed Bicycle Parking and Support Facilities
49 Policies and Implementation Actions
55 Chapter Three: Bicycling Education and Promotion
56 Introduction
56 Bicycling Education and Promotion Objectives
57 Existing and Proposed Education and Promotion
62 Policies and Implementation Actions
66 Chapter Four: Implementation and Funding
67 Introduction
67 Implementation Objectives
68 Implementation of Projects
70 Funding
75 Evaluation and Measurement
75 Administration
76 Policies and Implementation Actions
79 References
82 Glossary
Page
10 - 12
6 - 9
viii, 22 - 29
ix, 44 - 45
ix, 46 - 47
ix, 47 - 48
55 - 60
61
5 - 6
15 - 20, Appendix L
Appendix A
67 - 69
70 -74
Table of Contents
California Streets and Highways Code Section 891.2 Plan Requirements
Existing bicycle commuters and estimated increase (a)
Existing and proposed land use (b)
Existing bikeways and proposed bikeways (c)
End of trip bicycle parking facilities (d)
Bicycle transport and parking facilities (e)
Facilities for changing and storing clothes and equipment (f)
Bicycle safety and education programs (g)
Law enforcement efforts of Vehicle Code ---
Citizen and community involvement (h)
Consistency of Bike Plan to local and regional plans (i)
Proposed bicycle projects (j)
Priorities for bicycle project implementation ---
Past expenditures and future financial needs for bicycling projects (k)
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Page
Table No. Table Name
12 Table Intro.1 Primary Usage of Bicycles in San Luis Obispo
22 Table 1.1 Existing and Proposed Bicycle Network Mileage
41 Table 1.2 Bikeway Surface Tolerances
47 Table 2.1 Bicycle Parking Facilities at Transportation Hubs
69 Table 4.1 Project Priority Criteria
70 Table 4.2 Funding Opportunities
73 Table 4.3 Future Financial Plan (2011-2016)
74 Table 4.4 Past Expenditures for Major Bicycle Facilities 2008-2012
Map No. Map Name
viii Map 1 Bicycle Transportation Network
ix Map 2 Existing Bicycle Parking and Changing Facilities
9 Map 3 San Luis Obispo Land Use Settlement Patterns
20 Map 4 Special Planning Areas
Appendix A-1 Map 5 Project Areas
Appendix A-2 Map 6 Central Area
Appendix A-20 Map 7 Northern Area
Appendix A-38 Map 8 Eastern Area
Appendix A-74 Map 9 Southern Area
Appendix A-120 Map 10 Western Area
Appendix I-1 City of San Luis Obispo Pavement Management Zones
Appendix I-2 Elementary School Zones
List of Figures
List of Figures List of Appendices
List of Appendices
Implementation Projects
Implementation Actions Matrix
Bikeway Width Design Standards
Bikeway Sections
Bike Boulevard Report Card
Bicycle Parking Design and Installation Information
Accomplishments and Updates
Bicycle Plan Project Naming History
Support Maps (Elementary School Zones, Pavement Management Zones)
Bikeway Connections Listing
Bike Plan Benefit-Cost Analysis
Consistency to Related County Plans
Bicycle Transportation Plan Adoption Documents
Appendix A
Appendix B
Appendix C
Appendix D
Appendix E
Appendix F
Appendix G
Appendix H
Appendix I
Appendix J
Appendix K
Appendix L
Appendix M
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List of Acronyms
List of Acronyms
AASHTO American Association of State Highway and Transportation Officials
ACS American Community Survey
AASP Airport Area Specific Plan
APBP Association of Pedestrian and Bicycle Professionals
BB Bicycle Boulevard
BFC Bicycle Friendly Community (A “LAB” program)
BTA Bicycle Transportation Account (Grant Funding)
BTP Bicycle Transportation Plan
BAC Bicycle Advisory Committee
BJT Bob Jones City-to-Sea Trail
CDBG Community Development Block Grant
CEQA California Environmental Quality Act
CIP Capital Improvement Plan
EEM Environmental Enhancement and Mitigation Program (Grant Funding)
GSX Grade Separated Crossing
HDM Highway Design Manual
ITE Institute of Transportation Engineers
LAB League of American Bicyclists
LCI League (of American Bicyclists) Cycling Instructor
MASP Margarita Area Specific Plan
MUTCD Manual on Uniform Traffic Control Devices
NACTO National Association of City Transportation Officials
OTS Office of Traffic Safety
RRST Railroad Safety Trail
RTP Regional Transportation Plan
SCAT South County Area Transit
SHA State Highway Account
SLO San Luis Obispo (City)
SLOCBC San Luis Obispo County Bicycle Coalition
SLORTA San Luis Obispo Regional Transit Authority
SRTS Safe Routes to School (Federally controlled grant funding program)
SR2S Safe Routes to School (State controlled grant funding program)
TDA Transportation Development Account
TE Transportation Enhancements Activities (Grant Funding)
TIF Transportation Impact Fee
Vision and Goals
Significantly increase the percentage of all trips made by
bicycle within San Luis Obispo.
Establish and maintain an integrated system of bikeways
and parking facilities that enables safe and convenient
bicycling, with an emphasis on travel to employment
centers, commercial districts, schools and recreational
destinations.
Advocate bicycling as a way of addressing climate
change, preserving clean air, reducing traffic congestion
and noise, conserving land and energy resources, and
promoting good health.
Develop financial partnerships with other organizations
when the resultant bicycle facilities or activities provide
significant benefits to San Luis Obispo residents.
By 2026, all San Luis Obispo residents will have access to a well
designed and maintained network of interconnected bikeways
linking City destinations. Where bicyclists share streets with
motorists, sufficient space will be reserved for their passage.
Once at their destinations, bicyclists will find convenient and
secure places to park.
Bicycling education opportunities will be available for both
children and adults, offering the ability to learn how to safely
use bicycles for daily transportation needs. Bicycling becomes
an important element of the City’s economy, with connections
provided to important regional destinations such as beaches
and inland parks. For tourists and residents alike, the careful
location and design of off-street paths (such as the Railroad
Safety Trail and the Bob Jones City-to-Sea Trail) allow them to
appreciate unique community features.
SLO
Vision:
Plan
Goals:
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Map 2
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For an inventory visit www.slocity.org
November 2013
Map 2: Existing Bicycle Parking and Changing at Public Facilities ix
2013 Bicycle Transportation PlanSanLuisObispo
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City Limit
Proposed
Bike Blvd.
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Class I Bike Path
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Existing Bicycle Parking
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on every block in the downtown core.
For an inventory visit www.slocity.org
November 2013
See Appendix A,
Implementation Projects,
for Map enlargements:
• Central Area
• Northern Area
• Eastern Area
• Southern Area
• Western Area
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Central Area Projects Southern Area ProjectsNorthern Area Projects Eastern Area Projects
2013 Bicycle Transportation Plan
1Introduction
Western Area ProjectsBicycle Parking and
Support Facilities2 Bicycling Education
and Promotion3 Implementation and
Funding41Bicycle Transportation
Network
Introduction
Purpose of Plan
Bicycle Transportation Planning in San Luis Obispo
Data Collection and Future Trends
Benefits of Bicycling
Economic Development
Relationship to Other Documents and Plans
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Introduction
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Introduction
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Network1 Bicycle Parking and
Support Facilities2 Bicycling Education
and Promotion3 Implementation and
Funding4 Western Area Projects
encouragement, enforcement and evaluation have been incorporated
into the Plan’s Policies and Actions as tools to move the City forward as
a bicycle friendly community. Each category provides opportunities
for advocacy and awareness of the community, a tool to measure plan
effectiveness, and implementation of facilities supporting bicycling.
The Objectives and Policies of the Plan are to be used by engineers,
designers, and installers in creating, operating, and maintaining
bicycling facilities within the City of San Luis Obispo. They are meant
to complement and strengthen standards and guidelines contained
within the City’s Standards Specifications and Engineering Standards,
Community Design Guidelines, and State and Federal standards as
prescribed in the Highway Design Manual, the Manual for Uniform
Traffic Control Devices (MUTCD), and American Association of State
Highway and Transportation Official (AASHTO) standards.
The provisions of this Plan apply to the planning, development and
maintenance of bicycle facilities and activities within the corporate
limits of San Luis Obispo. In addition, this Plan represents the City’s
official policy for the design and development of bikeways in adjoining
territory under County jurisdiction but within San Luis Obispo’s Urban
Reserve – the anticipated outward limit of City growth.
Since 1982, San Luis Obispo’s long-range plans have promoted the
use of modes of transportation other than private motor vehicles. The
1994 General Plan Circulation Element includes specific objectives for
reducing vehicle use and promoting other modes – with bicycling
being a very important transportation choice.
Bicycling in San Luis Obispo has many advantages: the weather is good,
trip distances and times are relatively short, the cost of purchasing and
maintaining a bicycle is modest, connections between origins and
destinations can be direct and convenient, and bicycling is healthful
– one way of combating the negative effects of a sedentary life style.
However, not all bicyclists are equal. Children, seniors, and novice
riders, may only feel comfortable riding on very low traffic streets,
or facilities separated from traffic. More experienced riders have the
ability to integrate with traffic, but still may desire additional space
where traffic is moving at higher speeds and need consideration
at intersections. The challenge is to provide relatively conflict-free
bikeway facilities that meet the needs of the full range of bicyclists’
skill levels.
This Plan presents goals, objectives, polices, and implementation
actions. Each of these terms is defined at left. The Plan Goals are
stated with the “SLO Vision” prior to this introduction (pg. vii). The
Plan Objectives are stated at the beginning of each chapter where
their relative subjects are addressed, and Plan Policies and Actions
are presented at the end of each chapter. Engineering , education,
Purpose of Plan
This Plan presents:
Goals
Broad statements of intent.
(located with the Plan’s “Vision”
statement, pg. vii)
Objectives
Expected outcomes to
implementation of this Plan’s
projects, policies, and actions.
(located at the beginning of each
chapter, relative to chapter content)
Policies
Principles that guide
implementation of this Plan
and other actions associated
with bicycling.
(located at the end of each chapter,
relative to chapter content)
Implementation Actions
Implementation steps
associated with specific Plan
policies.
(located with associated policy)
Bicycle Friendly Community :
A community that provides
accommodation for cycling with
policies and practices which encourage
people to bike for transportation and
recreation.
Bicycle Transportation
Planning in San Luis Obispo
Community Profile
The City of San Luis Obispo is home to approximately 45,000 people
who enjoy its temperate climate, the rolling hills of the Santa Lucia
mountain range, and the compact urban design of the City which
covers only 12.85 square miles. According to 2010 Census data, San
Luis Obispo’s median population age is 26 years. The young age
can be attributed to the presence of the area’s two colleges, Cuesta
Community College and Cal Poly State University. According to a 2006
Outdoors Foundation survey, individuals of younger ages (specifically
under the age of 44) are more likely to participate in bicycling activities.
These factors make the City of San Luis Obispo the perfect community
for both transportation and recreational bicycling.
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Bicycle Transportation Plan History
In April 1985, the City of San Luis Obispo adopted its first bicycle
transportation plan. The Bicycle Facilities Plan identified a network of
on-street bikeways extending throughout the community – mostly
along arterial streets and collector roads.
In 1991, the San Luis Obispo City Council created a Bicycle Advisory
Committee (BAC) and asked it to prepare a bicycle transportation
plan that met State law requirements in place at that time. This work
was completed and a Bicycle Transportation Plan (BTP) was adopted
on October 27, 1993. The second-generation document expanded the
scope of bicycle transportation planning in San Luis Obispo by calling
for a more complete network of both on and off-street bikeways, and
by establishing policies for bicycle parking.
Since 1993, State codes that establish the required content of bicycle
transportation plans have changed. Therefore, the 2002 plan update
focused on developing and including new information as required by
Section 891.2 of the California Streets and Highways Code. This update
process involved City staff, members of the BAC and its subcommittee,
and citizen volunteers. On May 7, 2002, the San Luis Obispo City
Council adopted the plan, which was submitted to the Caltrans Bicycle
Facility Unit and subsequently certified as meeting the requirements
of the California Streets and Highways Code.
The next update of the BTP was adopted by the City Council on May 15,
2007. This BTP update focused on updating and expanding policies, as
well as creating a comprehensive ranking system for projects listed
in the Plan. Again the update process involved City staff, members of
the BAC, and input from citizens. Also in 2007, the City was named
as a Bicycle Friendly Community by the League of American Bicyclists
(LAB). In 2008, the Central Coast Section of the American Planning
Association presented the City with an Award of Excellence for its
2007 Bicycle Transportation Plan.
The 2013 plan builds on the past plans by adding new projects and
by refining policies to reflect successful experiences of other bicycle
friendly communities. It adds best practices to the policy section,
has been reformatted for clarity, and includes more detailed cost
estimates of proposed facilities. A summary of the changes can be
found in Appendix G, page G-5. The Community Development Director
reviewed the Plan for its environmental impact in August 2013, and
recommended that a mitigated negative declaration be granted.
The San Luis Obispo Public Works Department and the Bicycle
Advisory Committee prepared this fifth generation plan. For more
information, contact the Public Works Department at (805) 781-7210.
This Plan can also be viewed on the Public Works page of the City’s
website (www.slocity.org).
Public Input
In 2008, San Luis Obispo’s Public Work’s Department distributed
a Transportation Survey to obtain data on usage and modes of
transportation, including bicycling. Over one thousand survey
respondents offered information on their primary destination by
bicycle, how often they commute by bicycle, and what measures
would need to be implemented to increase their bicycle usage.
The San Luis Obispo Bicycle Advisory Committee consists of seven
members of the public, appointed by the City Council. The purpose of
the BAC is to provide oversight and policy direction on matters related
to bicycle transportation in San Luis Obispo and its relationship to
bicycling outside the City. Members of the Committee serve a term of
four years, and are eligible for re-appointment for an additional four
years. There is a term limit of eight years, or two consecutive terms.
The Committee bylaws call for a minimum of four meetings (quarterly)
per year, but the BAC has met at least six times per year since 2006.
The Bicycle Advisory Committee spent 12 public meetings updating
the Bicycle Transportation Plan over a 2-year period. The Committee’s
Bicycle Advisory Committee:
A seven member committee appointed
by the City Council to provide oversight
and policy direction on matters related
to bicycle transportation in San Luis
Obispo and its relationship to bicycling
outside the City.
Arterial Streets:
Are designed to provide a high capacity
of mobility and generally serve longer
vehicle trips to, from, and within urban
areas.
Collector Roads:
Are designed to connect traffic from
small local roads to arterial streets,
while providing a balance between
mobility and land access within
residential, commercial, and industrial
areas.
BAC Agendas and Minutes:
Advisory Body agendas and minutes
can be found on the City’s web site via
the “Advisory Bodies” button.
www.slocity.org
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May 2011 meeting was specifically advertised to solicit input from
the public. In addition to considering requests from the public, the
Committee considered input from SLOCOG’s annual unmet bike needs
requests, input received from other agencies such as the County and
Caltrans, and comments received as part of the City’s Bicycle Friendly
Community award renewal in 2011. Public input concerning City
priorities was provided via community surveys, a community forum,
letters from community groups and from individuals in setting the
Major City Goals for the 2013-15 Financial Plan which includes
support of this Plan. Beginning in May 2013, the “Public Hearing Draft”
of the Bicycle Transportation Plan was then reviewed by the City’s
Traffic Operations Manager and at public meetings with the Bicycle
Advisory Committee, the Planning Commission, and the City Council.
Revisions to the draft Plan were made in response to input received.
Copies of the draft plan were available for review at the City’s Public
Works offices, the City/County Library and on the City’s web page
(www.slocity.org).
Land Use Settlement Patterns
Existing Development Pattern
The community of San Luis Obispo began in 1772 with the founding
of Mission San Luis Obispo de Tolosa. During its first century, a retail
and financial district and government center formed around the old
mission. At the close of the 19th century, the Southern Pacific Railroad
(now the Union Pacific Railroad) pushed through the eastern side of
San Luis Obispo, forming a circulation barrier for community residents
but providing a vital link to interstate destinations. In the mid-1950s,
Highway 101, a four-lane freeway, was constructed along the town’s
western edge, dividing some older neighborhoods and again limiting
cross-town access.
Following a traditional expansion pattern, offices and residential
neighborhoods now surround the Downtown Area, extend outward
and are served by arterial streets, some of which are also State
highways. Outward expansion along these arterial streets has provided
new shopping and employment centers, now located near the town’s
periphery. (See Map 3: Land Use Settlement Patterns, pg. 9.)
San Luis Obispo is the County seat and includes offices for City, County,
State, and Federal agencies. Major employment centers include
California Polytechnic State University (Cal Poly), the downtown core,
shopping plazas adjacent to Highway 101 along Madonna and Los
Osos Valley Roads, and light industrial and office development along
Broad and South Higuera Streets.
Proposed Settlement Pattern
To the north and east, outward growth of San Luis Obispo is limited by
topography (e.g. Santa Lucia Foothills and Bishop Peak) and by State-
owned land (Cal Poly University). To the west, productive agricultural
lands and a flood plain surrounding Laguna Lake border Los Osos
Valley Road and Foothill Boulevard. These areas are part of a “green
belt” proposed for preservation as open space.
Most urban growth is slated for areas along the southern edge of
the City, most of which can be seen as in-fill based on the current
boundary shape of the City. The extent of future growth is shown
in Map 4: Planning Areas (pg. 20). It includes two new residential
neighborhoods (the Margarita and Orcutt Areas), further expansion
of retail commercial uses along Madonna Road and Los Osos Valley
Road, and substantial industrial development north of the County
Airport in the Airport Area. Specific Plans have been prepared for
these “expansion areas” that incorporate a network of Class I and II
bikeways connected to the existing system.
Full development of land, as envisioned by San Luis Obispo’s General
Plan, will result in the City occupying about 14 square miles, with a
total resident population of 57,000 people living in 24,700 dwellings
by the year 2029.
Downtown Area:
The City of San Luis Obispo’s “General
Plan, Land Use Element” defines an area
that includes the commercial core and
surrounding neighborhoods, as the
“Downtown Planning Area”. (See Figure
4 of that plan.)
Major City Goals:
Represent the City’s priorities for the
two-year financial plan.
In January 2013 the City Council
included bicycling and support of the
Bicycle Transportation Plan as one of
the City’s major goals for the 2013-15
Financial Plan. The goal states:
“Expand bicycle and pedestrian paths
to improve connectivity and safety,
including continued progress on Rail
Road Bicycle and Pedestrian Safety
Trail and Bob Jones Trail, and pursuit of
other options contained in the Bicycle
Transportation Plan.”
A full listing of the “Major City Goals”
can be found on the City web site at:
www.slocity.org Planning Areas:
Lands surrounding or within San Luis
Obispo where the City has adopted, or
intends to adopt, a specific plan, district
plan, enhancement plan, area plan,
route plan, or alignment plan to guide
its use.
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