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HomeMy WebLinkAboutCC 02-06-2024 Searchable PacketCITY OF CUPERTINO CITY COUNCIL AGENDA 10350 Torre Avenue, Council Chamber and via Teleconference Tuesday, February 6, 2024 6:45 PM Televised Regular Meeting (6:45) IN-PERSON AND TELECONFERENCE / PUBLIC PARTICIPATION INFORMATION Members of the public wishing to observe the meeting may do so in one of the following ways: 1) Attend in person at Cupertino Community Hall, 10350 Torre Avenue. 2) Tune to Comcast Channel 26 and AT&T U-Verse Channel 99 on your TV. 3) The meeting will also be streamed live on and online at www.Cupertino.org/youtube and www.Cupertino.org/webcast Members of the public wishing to comment on an item on the agenda may do so in the following ways: 1) Appear in person at Cupertino Community Hall. 2) E-mail comments by 4:00 p.m. on Tuesday, February 6 to the Council at citycouncil@cupertino.org. These e-mail comments will also be forwarded to Councilmembers by the City Clerk’s office before the meeting and posted to the City’s website after the meeting. Members of the public may provide oral public comments during the Meeting as follows: Oral public comments will be accepted during the meeting. Comments may be made during “oral communications” for matters not on the agenda, and during the public comment period for each agenda item. Oral public comments may be made during the public comment period for each agenda item. Members of the audience who address the City Council must come to the lectern/microphone, and are requested to complete a Speaker Card and identify themselves. Page 1 1 CC 02-06-2024 1 of 723 City Council Agenda February 6, 2024 Completion of Speaker Cards and identifying yourself is voluntary and not required to attend the meeting or provide comments. 3) Teleconferencing Instructions To address the City Council, click on the link below to register in advance and access the meeting: Online Register in advance for this webinar: https://cityofcupertino.zoom.us/webinar/register/WN_GriZsTBcRS-M3GnNImQKHQ Phone Dial: 669-900-6833 and enter Webinar ID: 958 8283 2855 (Type *9 to raise hand to speak, *6 to unmute yourself). Unregistered participants will be called on by the last four digits of their phone number. Or an H.323/SIP room system: H.323: 162.255.37.11 (US West) 162.255.36.11 (US East) Meeting ID: 958 8283 2855 SIP: 95882832855@zoomcrc.com After registering, you will receive a confirmation email containing information about joining the webinar. Please read the following instructions carefully: 1. You can directly download the teleconference software or connect to the meeting in your internet browser. If you are using your browser, make sure you are using a current and up-to-date browser: Chrome 30+, Firefox 27+, Microsoft Edge 12+, Safari 7+. Certain functionality may be disabled in older browsers, including Internet Explorer. 2. You will be asked to enter an email address and a name, followed by an email with instructions on how to connect to the meeting. Your email address will not be disclosed to the public. If you wish to make an oral public comment but do not wish to provide your name, you may enter “Cupertino Resident” or similar designation. 3. When the Mayor calls for the item on which you wish to speak, click on “raise hand,” or, if you are calling in, press *9. Speakers will be notified shortly before they are called to Page 2 2 CC 02-06-2024 2 of 723 City Council Agenda February 6, 2024 speak. 4. When called, please limit your remarks to the time allotted and the specific agenda topic. 5. Members of the public that wish to share a document must email cityclerk@cupertino.org prior to speaking. These documents will be posted to the City’s website after the meeting. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL CLOSED SESSION REPORT CEREMONIAL ITEMS 1.Subject: Recognition of STEM Winners from the City of Cupertino who participated in the Santa Clara County 2023 Synopsys Championship Science Fair Recommended Action: Recognize STEM Winners from the City of Cupertino who participated in the Santa Clara County 2023 Synopsys Championship Science Fair A - Certificates 2.Subject: Recognition of February as Black History Month Recommended Action: Recognize February as Black History Month POSTPONEMENTS AND ORDERS OF THE DAY ORAL COMMUNICATIONS This portion of the meeting is reserved for persons wishing to address the Council on any matter within the jurisdiction of the Council and not on the agenda for discussion, including informational items. The total time for Oral Communications will ordinarily be limited to one hour. Individual speakers are limited to three (3) minutes. As necessary, the Chair may further limit the time allowed to individual speakers, or reschedule remaining comments to the end of the meeting on a first come first heard basis, with priority given to students. In most cases, State law will prohibit the Council from discussing or making any decisions with respect to a matter not listed on the agenda. A councilmember may, however, briefly respond to statements made or questions posed by speakers. A councilmember may also ask a question for clarification, provide a reference for factual information, request staff to report back concerning a matter, or request that an item be added to a future City Council agenda in response to public comment. CONSENT CALENDAR (Items 3-10) Page 3 3 CC 02-06-2024 3 of 723 City Council Agenda February 6, 2024 Items appearing on the Consent Calendar are considered routine City business and may be approved by one motion. Typical items may include meeting minutes, awards of contracts, the ratification of accounts payable, and second readings of ordinances. Any member of the Council may request to have an item removed from the Consent Calendar based on the rules set forth in the City Council Procedures Manual. Members of the public may provide input on one or more consent calendar items when the Mayor asks for public comments on the Consent Calendar. 3.Subject: Approve the December 19, 2023 (Closed Session) City Council minutes Recommended Action: Approve the December 19, 2023 (Closed Session) City Council minutes A - Draft Minutes 4.Subject: Approve the January 12, 2024 City Council minutes Recommended Action: Approve the January 12, 2024 City Council minutes A - Draft Minutes 5.Subject: Approve the January 17, 2024 City Council minutes Recommended Action: Approve the January 17, 2024 City Council minutes A - Draft Minutes 6.Subject: Approve the January 29, 2024 (Closed Session) City Council minutes Recommended Action: Approve the January 29, 2024 (Closed Session) City Council minutes A - Draft Minutes 7.Subject: Second reading of Municipal Code Amendment to Chapter 19.76 to allow privately operated educational uses and privately operated public serving uses in the BA zoning district. (Application No. MCA-2023-003; Applicant: City of Cupertino; Location: BA-zoned (Public Building) properties in Cupertino) Recommended Action: Conduct the second reading and enact Ordinance No. 23-2253: “An Ordinance of the City Council of the City of Cupertino to amend Cupertino Municipal Code Chapter 19.76 (Table 19.76.030) to allow privately operated educational uses and privately operated public serving uses in the BA zoning district”. Staff Report A - Draft Ordinance 8.Subject: Second reading of amendments to Municipal Code Chapter 19.12, Chapter 19.28 and Chapter 19.112 regarding Two-Story Permit and Accessory Dwelling Unit (ADU) laws. (Application No. MCA-2023-002; Applicant: City of Cupertino; Location: City-wide) Page 4 4 CC 02-06-2024 4 of 723 City Council Agenda February 6, 2024 Recommended Action: Conduct the second reading and enact Ordinance No. 23-2254: “An Ordinance of the City Council of the City of Cupertino to amend Municipal Code Chapter 19.12, Chapter 19.28 and Chapter 19.112 regarding Two-Story Permit and Accessory Dwelling Unit (ADU) Laws.” Staff Report A – Draft Ordinance 9.Subject: Exclusive Negotiation Agreement (ENA) with an affordable housing developer on a City owned parcel within the Mary Avenue right-of-way (APN: 326-27-053) Recommended Action: Consider the Draft Agreement attached (Attachment A) and decide whether to enter into the Agreement. Staff Report A – Draft Exclusive Negotiation Agreement B - Draft Term Sheet 10.Subject: Approve a Cooperative Services Agreement with SHI International Corporation for Managed, Detection, and Response (MDR) Cybersecurity services, for a total not-to-exceed amount of $180,025.50. Recommended Action: Authorize the City Manager to execute a Cooperative Services Agreement with SHI International Corp., for Managed, Detection, and Response (MDR) Cybersecurity services for a total not-to-exceed amount of $180,025.50. Staff Report A - DarkTrace via SHI International Corp., Base Cooperative Agreement B - Omnia Partners Cooperative Agreement no. 2018011-02 C - Amendment 4 to Omnia Partners Coop. Agreement no. 2018011-02 D - Draft Supplemental Agreement PUBLIC HEARINGS - None Effective January 1, 2023, Government Code Section 65103.5 (SB 1214) limits the distribution of copyrighted material associated with the review of development projects. Members of the public wishing to view plans that cannot otherwise be distributed under SB 1214 may make an appointment with the Planning Division to view them at City Hall by sending an email to planning@cupertino.org. Plans will also be made available digitally during the hearing to consider the proposal. ACTION CALENDAR 11.Subject: Cessation of Hybrid Commission and Committee Meetings Recommended Action: Conduct City Council and Planning Commission meetings in a hybrid format while continuing to utilize in-person only meetings for all other Commissions and Committee meetings Presenter: Bill Mitchell, Chief Technology Officer Staff Report Page 5 5 CC 02-06-2024 5 of 723 City Council Agenda February 6, 2024 12.Subject: Cost Allocation Plan, User Fee Study, and Cost Recovery Policy Recommended Action: Receive and File Cost Allocation Plan and User Fee Study and provide direction on the components of a Cost Recovery Policy Presenter: Kristina Alfaro, Director of Administrative Services Staff Report A - Cost Allocation Plan B - User Fee Study Final Report COUNCIL REPORTS AND COMMENTS 13.Subject: Councilmember Reports A - Council Reports, Fruen B - Council Reports, Mohan C - Council Reports, Wei CITY MANAGER REPORT ORAL COMMUNICATIONS - CONTINUED INFORMATIONAL ITEMS - None Information items are intended to provide background information and routine reports to Councilmembers and the public, without discussion by Council. Members of the public wishing to comment on informational items should do so during oral communications. COUNCIL AND STAFF COMMENTS AND FUTURE AGENDA ITEMS ADJOURNMENT 14.Subject: Adjourn in memory of former Cupertino Mayor Philip Johnson Lobbyist Registration and Reporting Requirements: Individuals who influence or attempt to influence legislative or administrative action may be required by the City of Cupertino’s lobbying ordinance (Cupertino Municipal Code Chapter 2.100) to register and report lobbying activity. Persons whose communications regarding any legislative or administrative are solely limited to appearing at or submitting testimony for any public meeting held by the City are not required to register as lobbyists. For more information about the lobbying ordinance, please contact the City Clerk’s Office at 10300 Torre Avenue, Cupertino, CA 95014; telephone (408) 777-3223; email cityclerk@cupertino.org; and website: www.cupertino.org/lobbyist. The City of Cupertino has adopted the provisions of Code of Civil Procedure §1094.6; litigation challenging a final decision of the City Council must be brought within 90 days after a decision is announced unless a shorter time is required by State or Federal law. Page 6 6 CC 02-06-2024 6 of 723 City Council Agenda February 6, 2024 Prior to seeking judicial review of any adjudicatory (quasi-judicial) decision, interested persons must file a petition for reconsideration within ten calendar days of the date the City Clerk mails notice of the City’s decision. Reconsideration petitions must comply with the requirements of Cupertino Municipal Code §2.08.096. Contact the City Clerk’s office for more information or go to http://www.cupertino.org/cityclerk for a reconsideration petition form. In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend this meeting who is visually or hearing impaired or has any disability that needs special assistance should call the City Clerk's Office at 408-777-3223, at least 48 hours in advance of the meeting to arrange for assistance. In addition, upon request, in advance, by a person with a disability, meeting agendas and writings distributed for the meeting that are public records will be made available in the appropriate alternative format. Any writings or documents provided to a majority of the Cupertino City Council after publication of the packet will be made available for public inspection in the City Clerk’s Office located at City Hall, 10300 Torre Avenue, Cupertino, California 95014, during normal business hours; and in Council packet archives linked from the agenda/minutes page on the Cupertino web site. IMPORTANT NOTICE: Please be advised that pursuant to Cupertino Municipal Code section 2.08.100 written communications sent to the Cupertino City Council, Commissioners or City staff concerning a matter on the agenda are included as supplemental material to the agendized item. These written communications are accessible to the public through the City’s website and kept in packet archives. Do not include any personal or private information in written communications to the City that you do not wish to make public, as written communications are considered public records and will be made publicly available on the City website. Page 7 7 CC 02-06-2024 7 of 723 CITY OF CUPERTINO Agenda Item 23-12847 Agenda Date: 2/6/2024 Agenda #: 1. Subject:Recognition of STEM Winners from the City of Cupertino who participated in the Santa Clara County 2023 Synopsys Championship Science Fair Recognize STEM Winners from the City of Cupertino who participated in the Santa Clara County 2023 Synopsys Championship Science Fair CITY OF CUPERTINO Printed on 1/31/2024Page 1 of 1 powered by Legistar™8 CC 02-06-2024 8 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  Tt~tá{ ^âÅtÜ February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    9 CC 02-06-2024 9 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  Tw{|Ñ etz{âÇtà{tÇ February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    10 CC 02-06-2024 10 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  Tw|à| UtwÜ|ÑÜtátw February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    11 CC 02-06-2024 11 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  Tw|à| itwâÜ| February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    12 CC 02-06-2024 12 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  TÅtÇ}çÉà| `Ü|w{t February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    13 CC 02-06-2024 13 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  TÅç k|Ççâ m{xÇz February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    14 CC 02-06-2024 14 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  TÇwÜxã `âéx _| February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    15 CC 02-06-2024 15 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  TÇ|~t `â~{xÜ}xx February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    16 CC 02-06-2024 16 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  U{tätÇ ft| UtÄâáâ February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    17 CC 02-06-2024 17 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  V{Ü|áàÉÑ{xÜ g fâÇ February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    18 CC 02-06-2024 18 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  VÄt|Üx YtÇz kâ February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    19 CC 02-06-2024 19 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  WtÇ|xÄ _|Ç February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    20 CC 02-06-2024 20 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  XÄ|étuxà{ m{tÇz February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    21 CC 02-06-2024 21 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  XätÇ `tàà{xã lâtÇ February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    22 CC 02-06-2024 22 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  \á{t ^ÉàtÄãtÜ February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    23 CC 02-06-2024 23 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  ]t| f{tÜÅt February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    24 CC 02-06-2024 24 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  ^Ü|á{ TÜÉÜt February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    25 CC 02-06-2024 25 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  `xz{tÇt fÉÅâ February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    26 CC 02-06-2024 26 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  `Ü|wâÄt et}tzÉÑtÄtÇ February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    27 CC 02-06-2024 27 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  `Ü|wâÄt fÜ|Ç|ätátÇ February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    28 CC 02-06-2024 28 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  axàÜt ZtâÜtä ^{Éà February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    29 CC 02-06-2024 29 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  a|ÜtÇ}tÇt ftÇ~tÜ February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    30 CC 02-06-2024 30 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  bÜv{|àtV{t~ÜtuÉÜàç February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    31 CC 02-06-2024 31 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  exät h~~twtÅ February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    32 CC 02-06-2024 32 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  eÉ{tÇ f{t{ February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    33 CC 02-06-2024 33 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  ftÇ}tç V{tÇwÜtáx~tÜ February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    34 CC 02-06-2024 34 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  f{|äxÇ U{tàà February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    35 CC 02-06-2024 35 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  f{Ü|wâÄt fÜ|Ç|ätátÇ February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    36 CC 02-06-2024 36 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  fÉÇ|t fãtÅç February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    37 CC 02-06-2024 37 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  fÉÉÜt} içwçtÇtà{tÇ February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    38 CC 02-06-2024 38 of 723 VxÜà|y|vtàx Éy TÑÑÜxv|tà|ÉÇ Presented to  m|çt T{Åtw February 6, 2024  In recognition of your performance in the Santa Clara County 2023 Synopsys  Championship Science Fair. The City of Cupertino commends you for your   achievement and wishes you the best of luck in your future endeavors.   __________________________  The Honorable Sheila Mohan  Mayor, City of Cupertino    39 CC 02-06-2024 39 of 723 CITY OF CUPERTINO Agenda Item 24-12920 Agenda Date: 2/6/2024 Agenda #: 2. Subject: Recognition of February as Black History Month Recognize February as Black History Month CITY OF CUPERTINO Printed on 1/31/2024Page 1 of 1 powered by Legistar™40 CC 02-06-2024 40 of 723 CITY OF CUPERTINO Agenda Item 24-12944 Agenda Date: 2/6/2024 Agenda #: 3. Subject: Approve the December 19, 2023 (Closed Session) City Council minutes Approve the December 19, 2023 (Closed Session) City Council minutes CITY OF CUPERTINO Printed on 1/31/2024Page 1 of 1 powered by Legistar™41 CC 02-06-2024 41 of 723 Page 1 DRAFT MINUTES CUPERTINO CITY COUNCIL Tuesday, December 19, 2023 At 11:00 a.m., Mayor Sheila Mohan called the Special City Council Meeting to order in Cupertino City Hall Conference Room C, 10300 Torre Avenue. ROLL CALL Present: Mayor Sheila Mohan, Vice Mayor J.R. Fruen, and Councilmembers Kitty Moore and Hung Wei. Absent: Councilmember Liang Chao. In open session prior to closed session, Mayor Mohan opened the public comment period regarding any item on the agenda. No members of the public requested to speak, and Mayor Mohan closed the public comment period. CLOSED SESSION 1. Subject: Conference with legal counsel - existing litigation pursuant to Government Code § 54956.9 (City of Cupertino v. California Department of Tax & Fee Administration) Council conducted the conference with legal counsel regarding existing litigation (City of Cupertino v. California Department of Tax & Fee Administration). CLOSED SESSION REPORT City Attorney Jensen conducted the open session report regarding closed session. City Attorney Jensen reported that there was no reportable action. ADJOURNMENT At 12:28 p.m., Mayor Mohan adjourned the Special City Council Meeting. Minutes prepared by: _________________________ Kirsten Squarcia, City Clerk 42 CC 02-06-2024 42 of 723 CITY OF CUPERTINO Agenda Item 23-12645 Agenda Date: 2/6/2024 Agenda #: 4. Subject: Approve the January 12, 2024 City Council minutes Approve the January 12, 2024 City Council minutes CITY OF CUPERTINO Printed on 1/31/2024Page 1 of 1 powered by Legistar™43 CC 02-06-2024 43 of 723 DRAFT MINUTES CUPERTINO CITY COUNCIL Friday, January 12, 2024 SPECIAL MEETING At 11:00 a.m., Mayor Sheila Mohan called the Special City Council Meeting to order in the Cupertino Library, Room 201, 10800 Torre Avenue. ROLL CALL Present: Mayor Sheila Mohan, Vice Mayor J.R. Fruen, and Councilmembers Liang Chao, Kitty Moore, and Hung Wei. Absent: none. CITY COUNCIL TRAINING 1. Subject: City Council Training Recommended Action: Conduct City Council Training Written communications for this item included a staff presentation, printed Attachment B - Rosenberg's Rules of Order, and a Rosenberg's Rules of Order Cheat Sheet handout. City Manager Pamela Wu introduced the item and discussed the following presentation items:  City of Cupertino’s government structure  City Commissions as Advisory Boards to Council  Deputy City Manager, Economic Development Manager, and Emergency Services Manager roles and responsibilities  Process of reimbursements for Council  Update on 2024 Council Committee Assignments  Types of City Council meetings o Special Meetings versus Regular Meetings o Closed Session meetings o Study Session meetings providing information for Council  Future Agenda Setting o Two or more councilmembers requesting agenda items 44 CC 02-06-2024 44 of 723 Page 2 City Council Minutes January 12, 2024  Draft City Council agenda review and finalization process  Staff preparation of answers to councilmember questions  Councilmember prep sessions prior to City Council meetings City Attorney Chris Jensen presented Rosenberg's Rules of Order, Simple Rules of Parliamentary Procedure for the 21st Century, including the following:  Governing through the rule of majority and public participation  Council Procedures Manual as a supplement to Rosenberg's Rules of Order procedure  The deliberation process as an opportunity for councilmembers to explain why they are voting the way they vote  Process for discussing an agenda  Allowance of up to three motions on the table  Motion to Reconsider  Point of Privilege  Point of Order  Call to Orders of the Day  Withdrawing motions  Critiques of Rosenberg's Rules o Gives more authority to the Chair but Council Procedures Manual limits this o Dilutes clarity on body’s motion making o Motion does not belong to the body, motion belongs to the maker o Only three motions on the floor  Discussion during motions  Clarification on motion format Councilmembers asked questions and made comments. Chief Technology Officer Bill Mitchell presented the following:  Cyber Security Training o The complexity and frequency of cyber-attacks o Cities that were breached o The City’s multi-tiered security architecture encompasses:  Regular annual training sessions  Scheduled phishing simulations  Targeted remedial training for individuals  City-issued Equipment o Laptop and associated hardware and software 45 CC 02-06-2024 45 of 723 Page 3 City Council Minutes January 12, 2024 o Cell phone with data plan o Annual review conducted by IT  Security and application patches  Firmware updates  Scans for malicious software  Use of City Email o Use of City Email account when sending messages pertaining to City business o Privacy expectations o Subject to Public Records Act requests  International Travel o Procedure for network logins outside of the United States City Clerk Kirsten Squarcia presented the following:  Reminders for ethics (AB 1234) and harassment prevention training and Statement of Economic Interests (Form 700) filing  City Council meeting agenda items o Deadlines for submitting councilmember questions to staff and Councilmember Activity Reports o City Council meeting minutes format o Supplemental Reports versus Desk Items  Information on the number of City Council meetings held in 2023 and the number of Public Records Act requests processed in 2023  Best Practices when participating in political activities  Political Reform Act update for Councilmember contributions Councilmembers asked questions and made comments. Assistant City Manager Matt Morley reviewed the following City Department highlights:  Administrative Services o City Budget o Fee Schedule o Purchasing Policy o Annual Comprehensive Financial Report (ACFR) o Training standards for employees by classification o Injury and Illness Prevention Policy  Public Works o Landfill Agreement o Water Lease 46 CC 02-06-2024 46 of 723 Page 4 City Council Minutes January 12, 2024 o CIP Projects including LED lighting transition and solar o Exploring opportunity for maintenance insourcing o DOLA improvements at Linda Vista  Community Development o Vallco project, Housing Element, and Lehigh expected activity o Mary Avenue affordable housing next steps in the spring o Simian property and coordination with the County as the lead advancing this affordable housing project o Zoning Code updates including removal of two-story permits, updating the tree list, review of parking standards, and objective design standards • Parks and Recreation o Community Funding o Fee adjustments and market rate analysis o Sponsorship and Grant opportunities • City Manager’s Office o Leading Work Program efforts o Adoption of Hazard Mitigation Plan o Monitoring for State legislation and action where appropriate • Information and Technology o Website Update o Replacement of Server/Storage systems o Augmented reality on flora and fauna at McClellan Ranch Deputy City Manager Tina Kapoor reviewed the following: • Process for submitting proclamation requests and other ceremonial matters • Mayor as ceremonial spokesperson and Vice Mayor as designated alternate Councilmembers asked questions and made comments. Executive Assistant to Council and City Manager Debra Nascimento presented the following: • Supporting City Council, City Manager, and Assistant City Manager • Arrangement of various regularly scheduled meetings: o Mayor’s Meeting with Commissioners o Council meeting agenda review o City Manager and Councilmember one-on-one meetings • Registration for conferences and events • Arrangement of travel 47 CC 02-06-2024 47 of 723 Page 5 City Council Minutes January 12, 2024 Councilmembers asked questions and made comments. Mayor Mohan opened the public comment period and the following people spoke. Cathy Helgerson was concerned about discussions during special meeting closed sessions regarding litigation matters, meeting adjournments and continuations, and compliance with the Brown Act; and supported meetings that are held at Community Hall (submitted written comments). Lisa Warren supported the session and was concerned about staff guidance and staff reports as the sole source of information for Councilmembers, and Councilmembers making their decisions before receiving public input. Mayor Mohan closed the public comment period. Council conducted the City Council training. Councilmember comments included the following:  Would like to continue to have flexibility to ask questions after receiving public comments.  For some agenda items, it doesn’t make sense to receive councilmember views on an item after a motion because once a motion is made, comments should be discussing the agenda item, not the motion.  Support allowing councilmembers to explain how they made their decisions.  Consider listing only one agenda item instead of grouping multiple items in the item.  Include agenda language for the public regarding instruction on the public comment process.  Support this type of training to be audio/video recorded and with a hybrid option for the public.  Appreciate the clarification on study sessions and when Council actions are taken.  Ensure City Commissions are given training on how to run a meeting. ADJOURNMENT At 1:08 p.m., Mayor Mohan adjourned the Special City Council Meeting. Minutes prepared by: 48 CC 02-06-2024 48 of 723 Page 6 City Council Minutes January 12, 2024 _________________________ Kirsten Squarcia, City Clerk 49 CC 02-06-2024 49 of 723 CITY OF CUPERTINO Agenda Item 24-12913 Agenda Date: 2/6/2024 Agenda #: 5. Subject: Approve the January 17, 2024 City Council minutes Approve the January 17, 2024 City Council minutes CITY OF CUPERTINO Printed on 1/31/2024Page 1 of 1 powered by Legistar™50 CC 02-06-2024 50 of 723 DRAFT MINUTES CUPERTINO CITY COUNCIL Wednesday, January 17, 2024 SPECIAL MEETING At 5:00 p.m., Mayor Sheila Mohan called the Special City Council Meeting to order and led the Pledge of Allegiance in the Cupertino Community Hall Council Chamber, 10350 Torre Avenue and via teleconference. ROLL CALL Present: Mayor Sheila Mohan, Vice Mayor J.R. Fruen, and Councilmembers Liang Chao, Kitty Moore, and Hung Wei. Absent: none. STUDY SESSION 1. Subject: Provide input to staff on potential service-level reductions for the FY 2024-25 Proposed and Final Budgets Recommended Action: Provide input to staff on potential service-level reductions for the FY 2024-25 Proposed and Final Budgets Presenter: Thomas Leung, Budget Manager Written communications for this item included a staff presentation, a supplemental report with staff responses to councilmember question, an amended Attachment A - Potential Service-Level Reductions Summary, and emails to Council. City Manager Pamela Wu and Administrative Services Director Kristina Alfaro gave a presentation. Mayor Mohan opened the public comment period and the following people spoke. Jennifer Griffin Alyssa Sakkas (representing Rotary Club of Cupertino) Jeff Moe (representing Rotary Club of Cupertino) Louise Saadati 51 CC 02-06-2024 51 of 723 City Council Minutes January 17, 2024 Page 2 Peggy Griffin Jean Bedord Rhoda Fry Planning Commissioner Steven Scharf (representing self) Lisa Warren Parks and Recreation Commissioner Jennifer Shearin (representing self) Mayor Mohan closed the public comment period. Councilmembers asked questions and made comments. Councilmembers provided the following input to staff on potential service -level reductions for the FY 2024-25 Proposed and Final Budgets:  Operations and Maintenance: o Confirm the City provides an ACH option so that customers are not forced to pay on credit cards only o Provide information on costs to further reduce the Scene printed copy o Keep crossing guard services funding o Keep staff conferences and training, as necessary o Discuss enterprise funds for Blackberry Farm and Sports Center, in addition to Senior Center expenses  Infrastructure: o Provide more information on sidewalk maintenance and street tree maintenance and how programs would work o Provide more information on school district ground maintenance o Research a potential fee or tax specific to the sidewalk and street tree programs o Check-in with Cupertino Union School District to understand their budget impacts  Fiscal Accountability: There was no Council follow-up for this item.  Community Benefit: o Keep all programs but to look for potential sponsorships (excluding any previously defunded Fourth of July events) At 6:35 p.m., Mayor Mohan recessed the meeting. The meeting reconvened at 6:45 p.m. with all Councilmembers present. 52 CC 02-06-2024 52 of 723 City Council Minutes January 17, 2024 Page 3 CLOSED SESSION REPORT City Attorney Chris Jensen reported that the City entered into a settlement agreement which resulted in a stipulated judgement in the action of California Housing Defense Fund v. City of Cupertino. The judgment was entered on January 8, 2024 and has resolved the matter. CEREMONIAL ITEMS – None POSTPONEMENTS AND ORDERS OF THE DAY – None ORAL COMMUNICATIONS Written communications for this item included emails to Council. Mayor Mohan recognized the passing of former Cupertino Mayor William Reed Sparks. The following people spoke: Jennifer Griffin discussed Senate Bill 423. Peggy Griffin discussed Housing Element strategies. Angela discussed Cupertino Dog Off-Leash Areas (DOLAs) and a recent incident. Rhoda Fry discussed the Housing Element, CDTFA sales tax audit, budget, potential revenue tax measures, and treasurer's reports. J Huang discussed a Code Enforcement matter. Louise Saadati discussed Cupertino DOLAs and a recent incident. Lisa Warren discussed a DOLA incident, Council governance workshop, and Councilmember committee assignments. San R discussed Cupertino DOLAs and an unhoused person by Target. CONSENT CALENDAR (Items 2-9) Mayor Mohan opened the public comment period and the following people spoke. Jennifer Griffin provided comments on Item 5. 53 CC 02-06-2024 53 of 723 City Council Minutes January 17, 2024 Page 4 Peggy Griffin provided comments on Items 7 and 8. Mayor Mohan closed the public comment period. MOTION: Fruen moved and Wei seconded to approve the items on the Consent Calendar as presented. The motion carried with the following vote: Ayes: Mohan, Fruen, Chao, Moore, and Wei. Noes: None. Abstain: None. Absent: None. 2. Subject: Approval of the December 5, 2023 City Council minutes Recommended Action: Approve the December 5, 2023 City Council minutes 3. Subject: Approval of the December 14, 2023 City Council minutes Recommended Action: Approve the December 14, 2023 City Council minutes 4. Subject: A resolution establishing the City Council meeting schedule through January 22, 2025 Recommended Action: Adopt Resolution 24-001 establishing the City Council meeting schedule through January 22, 2025 5. Subject: Appointment of 2024 Council Committee Assignments Recommended Action: Approve the draft 2024 Council Committee Assignments Written communications for this item included a supplemental report Attachment A - Draft 2024 Council Committee Assignments. 6. Subject: Ratifying Accounts Payable for the periods ending November 3, 2023; November 10, 2023; November 17, 2023; and November 24, 2023 Recommended Action: A. Adopt Resolution No. 24-002 ratifying Accounts Payable for the Period ending November 3, 2023; B. Adopt Resolution No. 24-003 ratifying Accounts Payable for the Period ending November 10, 2023; C. Adopt Resolution No. 24-004 ratifying Accounts Payable for the Period ending November 17, 2023; and D. Adopt Resolution No. 24-005 ratifying Accounts Payable for the Period ending November 24, 2023 7. Subject: Ratifying Accounts Payable for the periods ending December 1, 2023; December 8, 2023; December 15, 2023; and December 22, 2023 Recommended Action: A. Adopt Resolution No. 24-006 ratifying Accounts Payable for the Period ending December 1, 2023; B. Adopt Resolution No. 24-007 ratifying Accounts Payable for the Period ending 54 CC 02-06-2024 54 of 723 City Council Minutes January 17, 2024 Page 5 December 8, 2023; C. Adopt Resolution No. 24-008 ratifying Accounts Payable for the Period ending December 15, 2023; and D. Adopt Resolution No. 24-009 ratifying Accounts Payable for the Period ending December 22, 2023 8. Subject: Award of a construction contract for the Blackberry Farms Accessibility Improvements Project to Selway Construction, Inc. in the amount of $289,601 for ADA and drainage improvements and approve an increase in the amount of $85,209 in the contract for the Blackberry Farm Pool Improvements Project with Adams Pool Solutions for required equipment replacement. Recommended Action: 1. Award a construction contract for the Blackberry Farm Accessibility Improvements Project (budget unit 420-99-073) in the amount of $289,601 to Selway Construction, Inc.; 2. Authorize the City Manager to execute the contract with Selway Construction, Inc. when all conditions have been met; 3. Authorize the Director of Public Works to execute any necessary construction change orders with Selway Construction, Inc., up to a contingency amount of $28,960 (10%), for a total contract amount of $318,561; and 4. Authorize the City Manager to amend the contract amount with Adams Pool Solutions for the Blackberry Farm Pool Improvement Project (420-99-073, PO#2024-242) in the amount of $85,209, for a total contract amount of $437,880. Written communications for this item included an email to Council. 9. Subject: Approve a First Amendment with ReDesign Group, for additional funds for City's server and storage infrastructure project, for a new total not-to-exceed amount of $447,867.70. Recommended Action: Authorize the City Manager to execute a First Amendment with ReDesign Group for additional server and storage infrastructure funds, increasing the Contract amount by $58,175.10 for a new total not-to-exceed contract amount of $447,867.70. PUBLIC HEARINGS 10. Subject: Public hearing on the abatement of public nuisance from weeds or other fire hazards pursuant to provisions of Cupertino Municipal Code Chapter 9.08 and Resolution No. 23-117 Recommended Action: Conduct hearing for impacted property owners to contest the matter of proposed abatement and adopt Resolution No. 24-010 ordering abatement of public nuisance from weeds or other fire hazards pursuant to provisions of Cupertino Municipal Code Chapter 9.08 and Resolution No. 23-117 55 CC 02-06-2024 55 of 723 City Council Minutes January 17, 2024 Page 6 Presenter: Kirsten Squarcia, City Clerk Written communications for this item included a staff presentation. City Clerk Kirsten Squarcia gave a presentation. Mayor Mohan opened the public hearing and the following people spoke. Jennifer Menq, 20950 Stevens Creek Boulevard Zerry-Kuen Huang, 891 S. Tantau Avenue Ramya Krishan, 10365 Sterling Boulevard Mayor Mohan closed the public hearing. Councilmembers asked questions and made comments. Moe Kumre, Santa Clara County Weed Abatement Manager, answered questions. SUBSTITUTE MOTION: Chao moved and Moore seconded the staff recommendation to adopt Resolution No. 24-010 ordering abatement of public nuisance from weeds or other fire hazards pursuant to provisions of Cupertino Municipal Code Chapter 9.08 and Resolution No. 23-117, with an amendment to remove the two properties at 891 S. Tantau Avenue and 10365 Sterling Boulevard. The substitute motion failed with the following vote: Ayes: Chao. Noes: Mohan, Fruen, Moore, and Wei. Abstain: None. Absent: None. MOTION: Fruen moved and Wei seconded to adopt Resolution No. 24-010 ordering abatement of public nuisance from weeds or other fire hazards pursuant to provisions of Cupertino Municipal Code Chapter 9.08 and Resolution No. 23-117. FRIENDLY AMENDMENT: Chao made a friendly amendment to remove the two properties at 891 S. Tantau Avenue and 10365 Sterling Boulevard. (Fruen declined the friendly amendment and it was not included in the motion). The motion carried with the following vote: Ayes: Mohan, Fruen, Chao, Moore, and Wei. Noes: None. Abstain: None. Absent: None. 11. Subject: Application for a seven-unit townhome development and associated environmental review under the California Environmental Quality Act. (Application No(s): DP-2023-001, ASA-2023-002, TM-2023-001 & TR-2023-008; Applicant(s): Leon Hu of Top Mission Realty & Investment, Inc.; Location: 10046 Bianchi Way, APN: 359-07-021.) Recommended Action: 1. Find the project exempt from the California Environmental 56 CC 02-06-2024 56 of 723 City Council Minutes January 17, 2024 Page 7 Quality Act (CEQA) Guideline Sections 15332 (Infill Development Projects) and 2. Approve the following permits: a. Adopt Resolution No. 24-011 approving the Development Permit (DP-2023-001) (Attachment A); b. Adopt Resolution No. 24-012 approving the Architectural & Site Approval Permit (ASA-2023-002) (Attachment B); c. Adopt Resolution No. 24-013 approving the Tentative Final Map (TM-2023-001) (Attachment C); and d. Adopt Resolution No. 24-014 approving the Tree Removal Permit (TR-2023-008) (Attachment D). Presenter: Danielle Condit, Associate Planner Written communications for this item included a staff presentation and emails to Council. Councilmembers disclosed any ex parte communications prior to deliberation in this matter. Community Development Director Ben Fu gave a presentation. Councilmembers asked questions and made comments. Project Manager Mike Wilson, on behalf of applicant Leon Hu, provided a project update and answered questions. Mayor Mohan opened the public hearing and the following people spoke. Jennifer Griffin Des Metcalf Lynne Carlton Sandhana Siva (representing Cupertino for All) Peggy Griffin Jean Bedord Louis Saadati Kamyab Mashian Ava Chiao Parks and Recreation Commissioner Jennifer Shearin (representing self) Shivani K Harry Neil Glenn Fishler 57 CC 02-06-2024 57 of 723 City Council Minutes January 17, 2024 Page 8 Mayor Mohan closed the public hearing. MOTION: Fruen moved and Moore seconded to: 1. Find the project exempt from the California Environmental Quality Act (CEQA) Guideline Sections 15332 (Infill Development Projects) and 2. Approve the following permits: a. Adopt Resolution No. 24-011 approving the Development Permit (DP-2023-001); b. Adopt Resolution No. 24-012 approving the Architectural & Site Approval Permit (ASA-2023-002); c. Adopt Resolution No. 24-013 approving the Tentative Final Map (TM-2023-001); and d. Adopt Resolution No. 24-014 approving the Tree Removal Permit (TR-2023-008). The motion carried with the following vote: Ayes: Mohan, Fruen, Moore, and Wei. Noes: None. Abstain: Chao. Absent: None. At 9:16 p.m., Mayor Mohan recessed the meeting. The meeting reconvened at 9:24 p.m. with all Councilmembers present. 12. Subject: Proposed amendments to Municipal Code Chapter 19.12, Chapter 19.28 and Chapter 19.112 regarding Two-Story Permit and Accessory Dwelling Unit (ADU) laws. (Application No. MCA-2023-002; Applicant: City of Cupertino; Location: City-wide) Recommended Action: Conduct the first reading of Ordinance No. 23-2254: "An Ordinance of The City Council of the City of Cupertino to amend Municipal Code Chapter 19.12, Chapter 19.28 and Chapter 19.112 Regarding Two-Story Permit and Accessory Dwelling Unit (ADU) Laws" (Attachment A) to amend the following: a. Chapter 19.12, Administration, and b. Chapter 19.28 Single-Family Residential (R-1) Zones. c. Chapter 19.112, Accessory Dwelling Units (ADU) Presenter: Gian Martire, Senior Planner Written communications for this item included a staff presentation and emails to Council. Senior Planner Gian Martire gave a presentation. Councilmembers asked questions and made comments. Mayor Mohan opened the public hearing and the following people spoke. Jennifer Griffin Peggy Griffin Long Jiao (representing Cupertino Voice) 58 CC 02-06-2024 58 of 723 City Council Minutes January 17, 2024 Page 9 Louise Saadati Jean Bedord Alison Cingolani Ava Chiao Kendra Rosenberg Sandhana Siva (representing Cupertino for All) Peggy Griffin Kamyab Mashian Glenn Fishler Lisa Warren Shivani K Mayor Mohan closed the public hearing. City Clerk Kirsten Squarcia read the title of Ordinance No. 23 -2254: "An Ordinance of The City Council of the City of Cupertino to amend Municipal Code Chapter 19.12, Chapter 19.28 and Chapter 19.112 Regarding Two-Story Permit and Accessory Dwelling Unit (ADU) Laws." MOTION: Moore moved and Wei seconded for the City Clerk to read the title of Ordinance No. 23-2254, that further reading of the Ordinance be waived, and that the City Council conduct the first reading of the Ordinance by title only. Council did not vote on this motion. SUBSTITUTE MOTION: Fruen moved and Wei seconded the approval of Ordinance No. 23-2254 as recommended by the Planning Commission with the following additional changes: 1. That Table 19.112.030(A)(2) be revised to allow any combination of ADUs by replacing the word "one" with the words "no more than three" on lots zoned for single-family use and with "no more than two" on lots zoned for duplexes; and that the title of Table 19.112.030 be revised to read "Site Development Regulations for Streamlined Accessory Dwelling Units and Junior Accessory Dwelling Units Associated with Single‐Family Residential Uses and Duplexes"; and 2. That further reading of the Ordinance be waived, and that the City Council conduct the first reading of the Ordinance by title only. FRIENDLY AMENDMENT: Chao made a friendly amendment to add the following distance-to-transit restrictions (from the staff recommendation to the Planning Commission), which apply only to non-streamlined ADUs:  Allowance for heights of 18 feet for a detached ADU within a half mile walking distance of a major transit stop or corridor, and 25 feet if attached to a principal dwelling unit; 59 CC 02-06-2024 59 of 723 City Council Minutes January 17, 2024 Page 10  Allowance for a second story on attached or detached ADUs if located within a half mile walking distance of a major transit stop of corridor. (Fruen and Wei accepted the friendly amendment). Fruen’s substitute motion as amended carried with the following vote: Ayes: Mohan, Fruen, Chao, Moore, and Wei. Noes: None. Abstain: None. Absent: None. MOTION: Wei moved and Fruen seconded to extend the meeting to 11:15 p.m. to continue discussion on this item. The motion carried with the following vote: Ayes: Mohan, Fruen, Chao, Moore, and Wei. Noes: None. Abstain: None. Absent: None. ADJOURNMENT 13. Subject: Adjourn in memory of former Cupertino Mayor William Reed Sparks Mayor Mohan adjourned the meeting in memory of former Cupertino Mayor William Reed Sparks. At 11:05 p.m., Mayor Mohan adjourned the Special City Council Meeting per rule. There was no Council discussion on the remaining agenda items. ACTION CALENDAR – None COUNCIL REPORTS AND COMMENTS 14. Subject: Councilmember Reports Written communications for this item included an updated Attachment C - Council Report for Councilmember Moore. Councilmembers reported on their various committees and activities as provided in the published agenda. CITY MANAGER REPORT Council did not hear this item. ORAL COMMUNICATIONS - CONTINUED – None INFORMATIONAL ITEMS 15. Subject: 2023 Legislative Activity and Priorities update 60 CC 02-06-2024 60 of 723 City Council Minutes January 17, 2024 Page 11 Recommended Action: Receive update on 2023 Legislative Activity and Priorities The information regarding the update on 2023 Legislative Activity and Priorities was provided as part of the published agenda. 16. Subject: Receive the Monthly Treasurer's Investment Report for November 2023 Recommended Action: Receive the Monthly Treasurer's Investment Report for November 2023 Written communications for this item included a supplemental report with staff responses to councilmember questions and emails to Council. The information regarding the Monthly Treasurer's Investment Report for November 2023 was provided as part of the published agenda. 17. Subject: Receive the Monthly Treasurer's Report for November 2023 Recommended Action: Receive the Monthly Treasurer's Report for November 2023 Written communications for this item included a supplemental report with staff responses to councilmember questions and emails to Council. The information regarding the Monthly Treasurer's Report for November 2023 was provided as part of the published agenda. 18. Subject: Receive the Monthly Treasurer's Investment Report for December 2023 Recommended Action: Receive the Monthly Treasurer's Investment Report for December 2023 Written communications for this item included a supplemental report with staff responses to councilmember questions. The information regarding the Monthly Treasurer's Investment Report for December 2023 was provided as part of the published agenda. 19. Subject: Receive the Monthly Treasurer's Report for December 2023 Recommended Action: Receive the Monthly Treasurer's Report for December 2023 Written communications for this item included a supplemental report with staff responses to councilmember questions. The information regarding the Monthly Treasurer's Report for December 2023 was provided as part of the published agenda. 61 CC 02-06-2024 61 of 723 City Council Minutes January 17, 2024 Page 12 COUNCIL AND STAFF COMMENTS AND FUTURE AGENDA ITEMS Council did not hear this item. Minutes prepared by: _________________________ Kirsten Squarcia, City Clerk 62 CC 02-06-2024 62 of 723 CITY OF CUPERTINO Agenda Item 24-12945 Agenda Date: 2/6/2024 Agenda #: 6. Subject: Approve the January 29, 2024 (Closed Session) City Council minutes Approve the January 29, 2024 (Closed Session) City Council minutes CITY OF CUPERTINO Printed on 1/31/2024Page 1 of 1 powered by Legistar™63 CC 02-06-2024 63 of 723 DRAFT MINUTES CUPERTINO CITY COUNCIL Monday, January 29, 2024 At 5:00 p.m., Mayor Sheila Mohan called the Special City Council Meeting to order in Cupertino City Hall Conference Room C, 10300 Torre Avenue. ROLL CALL Present: Mayor Sheila Mohan, Vice Mayor J.R. Fruen, and Councilmembers Liang Chao, Kitty Moore, and Hung Wei. Absent: none. In open session prior to closed session, Mayor Mohan opened the public comment period regarding any item on the agenda. No members of the public requested to sp eak, and Mayor Mohan closed the public comment period. CLOSED SESSION 1. Subject: Conference with legal counsel - existing litigation pursuant to Government Code § 54956.9 (City of Cupertino v. California Department of Tax & Fee Administration) Council conducted the conference with legal counsel regarding existing litigation (City of Cupertino v. California Department of Tax & Fee Administration). CLOSED SESSION REPORT City Attorney Jensen conducted the open session report regarding closed session. City Attorney Jensen reported that there was no reportable action. ADJOURNMENT At 5:37 p.m., Mayor Mohan adjourned the Special City Council Meeting. Minutes prepared by: _________________________ Kirsten Squarcia, City Clerk 64 CC 02-06-2024 64 of 723 CITY OF CUPERTINO Agenda Item 23-12783 Agenda Date: 2/6/2024 Agenda #: 7. Subject: Second reading of Municipal Code Amendment to Chapter 19.76 to allow privately operated educational uses and privately operated public serving uses in the BA zoning district. (Application No. MCA-2023-003; Applicant: City of Cupertino; Location: BA-zoned (Public Building) properties in Cupertino) Conduct the second reading and enact Ordinance No. 23-2253: “An Ordinance of the City Council of the City of Cupertino to amend Cupertino Municipal Code Chapter 19.76 (Table 19.76.030) to allow privately operated educational uses and privately operated public serving uses in the BA zoning district”. CITY OF CUPERTINO Printed on 1/31/2024Page 1 of 1 powered by Legistar™65 CC 02-06-2024 65 of 723 CITY COUNCIL STAFF REPORT Meeting: February 6, 2024 Subject Second reading of Municipal Code Amendment to Chapter 19.76 to allow privately operated educational uses and privately operated public serving uses in the BA zoning district. (Application No. MCA-2023-003; Applicant: City of Cupertino; Location: BA-zoned (Public Building) properties in Cupertino) Recommended Action Conduct the second reading and enact Ordinance No. 23-2253: “An Ordinance of the City Council of the City of Cupertino to amend Cupertino Municipal Code Chapter 19.76 (Table 19.76.030) to allow privately operated educational uses and privately operated public serving uses in the BA zoning district”. Discussion During a regular City Council Meeting held on December 5, 2023, City Council conducted the first reading for Ordinance No. 23-2253. Staff presented details about the proposal to conditionally allow for privately operat ed educational and public serving uses on BA zoned sites. Staff clarified that the amendment would establish a clear process by which private uses that perform functions similar to public agencies, such as schools, can do so on a site that remains owned by the public entity, subject to appropriate conditions that safeguard the surro unding neighborhood. If Council approves these changes today, the proposed ordinance will take effect after thirty (30) days on March 6, 2024. Prepared by: Emi Sugiyama, Associate Planner Reviewed by: Benjamin Fu, Director of Community Development Department Approved for Submission by: Matt Morley, Acting City Manager Christopher Jensen, City Attorney Attachments: A – Draft Ordinance No. 23-2253 66 CC 02-06-2024 66 of 723 Attachment A – Page 1 ORDINANCE NO. 23-2253 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF CUPERTINO AMENDING CITY CODE CHAPTER 19.76 (TABLE 19.76.030) TO ALLOW PRIVATELY OPERATED EDUCATIONAL USES AND PRIVATELY OPERATED PUBLIC SERVING USES IN THE BA ZONING DISTRICT The City Council of the City of Cupertino finds that: 1. That the proposed zoning is in accord with Title 19 of the Municipal Code and the City's Comprehensive General Plan (Community Vision 2040) and the proposed amendments are internally consistent with Title 19 of the Municipal Code. The proposed amendments have been adopted in accord with the requirements of Title 19, and the proposed amendments to Section 19.76.030 are proposed to achieve internal consistency. The amendments are consistent with the Recreation, Parks, and Community Servies Element of the General Plan, which in Strategy RPC-2.1.2 states that the City will Zone all public school sites for public use to allow for the public to use [the] sites, when not in use by schools, through shared arrangements. The proposed Ordinance is intended to update the City's conditionally allowed uses in the BA Zone, in accordance with historical practices, as described in the staff report presented to the Planning Commission and City Council. 2. The proposed zoning is in compliance with the provisions of the California Environmental Quality Act (CEQA). The proposed amendment is categorically exempt from the CEQA pursuant to section 15301 (Existing Facilities) of the CEQA Guidelines because it can be seen that the regulations for use of existing public facilities for private operations, requiring a discretionary use permit, will result in negligible or no expansion of use and it can be seen with certainty that these regulations related to private uses on publicly owned property will have no possibility of a significant effect on the environment and none of the exceptions in CEQA Guidelines section 15300.2 apply. 3. The site is physically suitable (including, but not limited to, access, provision of utilities, compatibility with adjoining land uses, and absence of physical constraints) for the requested zoning designation(s) and anticipated land use development(s). The proposed ordinance amendment is not being applied to any specific site. The modifications would be applied to sites in the BA Zone which are currently maintained as 67 CC 02-06-2024 67 of 723 MCA-2023-003 - Amendment to Chapter 19.76 - Page 2 publicly operated public serving uses. The expansion of allowed uses to privately operated public serving uses is not expected to result in a substantial change in operations and therefore, the sites in the BA zone are considered to be physically suitable for the anticipated uses. 4. The proposed zoning will promote orderly development of the City. The proposed amendment is intended to promote the continued use of BA zoned properties for public serving uses with flexibility in operator. The amendment is not expected to result in significant modifications or physical changes to these sites which are currently used for public serving uses. 5. That the proposed zoning is not detrimental to the health, safety, peace, morals and general welfare of persons residing or working in the neighborhood of subject parcels. The proposed ordinance amendment is not being applied to any specific site. The modifications would be applied to sites in the BA Zone which are currently maintained as publicly operated public serving uses. The expansion of allowed uses to privately operated public serving uses is not expected to result in a substantial change in operations. The effect of the private operation on the health, safety, peace, moral and general welfare of persons residing or working in the neighborhood of a site will be reviewed when an application is made for a specific site. WHEREAS, Cupertino Municipal Code Chapter 19.76 outlines the requirements for uses proposed in the City’s Public Building (BA) zoning district; and WHEREAS, the maintenance and retention of public school sites as educational facilities is considered as being in the public interest; and WHEREAS, the City has certain General Plan Goals, Policies and Strategies that support the retention of publicly owned property, it does not have regulations that specifically address the private use of these properties, and that the amendments to Chapter 19.76 will provide a standard to review private operations on publicly owned property; WHEREAS, the Ordinance amends the City's Municipal Code as set forth in Exhibit A to clarify the development standards to be applied to private uses on publicly owned land within BA Zones; and WHEREAS, the Ordinance is consistent with the City's General Plan and the public health, safety, convenience, and general welfare; and 68 CC 02-06-2024 68 of 723 MCA-2023-003 - Amendment to Chapter 19.76 - Page 3 WHEREAS, adoption of the Ordinance is exempt from CEQA under Guidelines section 15301 because it can be seen that the regulations for use of existing public facilities for private operations, requiring a discretionary use permit, will result in negligible or no expansion of use and it can be seen with certainty that these regulations related to private uses on publicly owned property will have no possibility of a significant effect on the environment; and WHEREAS, following necessary public notices given as required by the procedural ordinances of the City of Cupertino and the Government Code, the Planning Commission held a public hearing on November 14, 2023 to consider the Ordinance; and WHEREAS, on November 14, 2023, by Resolution 2023-14, the Planning Commission recommended on a unanimous vote that the City Council adopt the proposed Municipal Code Amendment to clarify development standards in the Public Building (BA) Zones; and WHEREAS, the City Council of the City of Cupertino is the decision-making body for this Ordinance; and WHEREAS, the City Council of the City of Cupertino held a duly noticed public hearing on December 5, 2023, and after considering all testimony and written materials provided in connection with that hearing introduced this ordinance and waived the reading thereof. NOW, THEREFORE, THE CITY COUNCIL OF THE OF CITY OF CUPERTINO DOES ORDAIN AS FOLLOWS: SECTION 1. Adoption. The Cupertino Municipal Code is hereby amended as shown below. Text added to existing provisions is shown in bold double-underlined text (example) and text to be deleted in shown in strikethrough (example). Text in existing provisions is not amended or readopted by this Ordinance. Text in italics is explanatory and is not an amendment to the Code. 1. Table 19.76.030 in Section 19.76.030 of the Cupertino Municipal Code is hereby amended to read as follows: Table 19.76.030 - Permitted, Conditional, and Excluded Uses in BA, BQ and T Zones Uses Zoning Districts BA BQ T 69 CC 02-06-2024 69 of 723 MCA-2023-003 - Amendment to Chapter 19.76 - Page 4 Uses Zoning Districts 1. Buildings and other uses on land owned or utilized by a federal, State, county, or city government or authority, or by a special district created for public purposes under the laws of the State of California are permitted in a BA zone. P - - 2. Privately operated educational uses and privately operated public serving uses, including, but not limited to, day care and private educational facilities, which, in the opinion of the Director of Community Development, are similar to the permitted uses in the BA zoning district, and which do not create significant adverse impacts to the surrounding area.(1) CUP - PC 3. Rotating homeless shelter provided that the following conditions are met: a. Shelter is located within an existing church structure; b. The number of occupants does not exceed twenty- five; c. The hours of operation do not exceed six p.m. to seven a.m.; d. Adequate supervision is provided; e. Fire safety regulations are met; and f. Operation period does not exceed two months in any twelve-month period at any single location. - P - 4. Permanent emergency shelter provided the following conditions are met: a. Section 19.76.030(2)(b), (d), (e); b. A management plan is provided which includes a detailed operation plan. c. Shelter is available to any individual or household regardless of their ability to pay; and d. Occupancy is limited to six months or less. - P - 5. Public utility companies regulated by the Public Utility Commission for uses restricted to administrative and office buildings, communication equipment buildings, including parking, landscaping and maintenance within an enclosed area or storage yard; - CUP - PC - 6. Religious, civic, and comparable organizations, for uses restricted to church buildings, community halls, administrative buildings, schoolrooms, recreational facilities, and athletic fields, convents, seminaries, and similar uses customarily associated with churches, including parking and landscaping areas; - CUP - PC - 70 CC 02-06-2024 70 of 723 MCA-2023-003 - Amendment to Chapter 19.76 - Page 5 Uses Zoning Districts 7. Childcare facility, residential care facilities, congregate residence, hospitals, vocational and specialized schools; - CUP - PC - 8. Lodges, clubs, country clubs, including accessory uses such as swimming pools, picnic areas, golf courses, driving tees or ranges, miniature golf courses (all uses to be restricted to members of the above organizations and their guests); - CUP - PC - 9. Large-family daycare home; - CUP - PC - 10. Airports, airfields and helicopter terminals, including administration and service buildings, maintenance and storage yards; - - CUP - PC 11. Railroads, including terminals and stations, freight yards, marshaling yards, storage yards, administrative and service buildings; - - CUP - PC 12. Bus terminals and stations, including administration and service buildings, maintenance and storage yards; - - CUP - PC 13. Freeways, expressways, and other roads with limited or controlled access, including administrative buildings and maintenance yards. - - CUP - PC Key: P – Permitted Use - – Not Allowed CUP - Admin. – Conditional Use Permit issued by the Director of Community Development CUP - PC – Conditional Use Permit issued by the Planning Commission CUP - CC – Conditional Use Permit issued by the City Council Ex – Excluded Uses (1) Provided such use is conducted on property owned by a federal, State, county, or city government or authority, a special district created for public purposes under the laws of the State of California, or any other governmental agency, and leased for said uses. SECTION 2: Severability and Continuity. The City Council declares that each section, sub-section, paragraph, sub-paragraph, sentence, clause and phrase of this ordinance is severable and independent of every other section, sub-section, paragraph, sub-paragraph, sentence, clause and phrase of this ordinance. If any section, sub-section, paragraph, sub-paragraph, sentence, clause or phrase of this ordinance is held invalid, or its application to any person or 71 CC 02-06-2024 71 of 723 MCA-2023-003 - Amendment to Chapter 19.76 - Page 6 circumstance, be determined by a court of competent jurisdiction to be unlawful, unenforceable or otherwise void, the City Council declares that it would have adopted the remaining provisions of this ordinance irrespective of such portion, and further declares its express intent that the remaining portions of this ordinance should remain in effect after the invalid portion has been eliminated. To the extent the provisions of this Ordinance are substantially the same as previous provisions of the Cupertino Municipal Code, these provisions shall be construed as continuations of those provisions and not as an amendment to or readoption of the earlier provisions. SECTION 3: California Environmental Quality Act. The adoption of the Ordinance is exempt from the requirements of the California Environmental Quality Act, together with related State CEQA Guidelines (collectively, “CEQA”), under Guidelines section 15301 because CEQA applies only to actions which have the potential for causing a significant effect on the environment. Where 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. In this circumstance, the proposed action of enacting regulations for use of existing public facilities for private operations, requiring a discretionary use permit, would have no or only a de minimis effect on the environment because it would result in negligible or no expansion of use. The foregoing determination is made by the City Council in its independent judgment. SECTION 4: Effective Date. This Ordinance shall take effect thirty days after adoption as provided by Government Code Section 36937. SECTION 5: Publication. The City Clerk shall give notice of adoption of this Ordinance as required by law. Pursuant to Government Code Section 36933, a summary of this Ordinance may be prepared by the City Clerk and published in lieu of publication of the entire text. The City Clerk shall post in the office of the City Clerk a certified copy of the full text of the Ordinance listing the names of the City Council members voting for and against the ordinance. INTRODUCED at a regular meeting of the Cupertino City Council on December 5, 2023 and ENACTED at a regular meeting of the Cupertino City Council on February 6, 2024 by the following vote: Members of the City Council 72 CC 02-06-2024 72 of 723 MCA-2023-003 - Amendment to Chapter 19.76 - Page 7 AYES: NOES: ABSENT: ABSTAIN: SIGNED: ______________________ Sheila Mohan, Mayor City of Cupertino ________________________ Date ATTEST: _______________________ Kirsten Squarcia, City Clerk ________________________ Date APPROVED AS TO FORM: _______________________ Christopher D. Jensen, City Attorney ________________________ Date 73 CC 02-06-2024 73 of 723 CITY OF CUPERTINO Agenda Item 23-12581 Agenda Date: 2/6/2024 Agenda #: 8. Subject: Second reading of amendments to Municipal Code Chapter 19.12, Chapter 19.28 and Chapter 19.112 regarding Two-Story Permit and Accessory Dwelling Unit (ADU) laws. (Application No. MCA-2023-002; Applicant: City of Cupertino; Location: City-wide) Conduct the second reading and enact Ordinance No. 23-2254: “An Ordinance of the City Council of the City of Cupertino to amend Municipal Code Chapter 19.12, Chapter 19.28 and Chapter 19.112 regarding Two-Story Permit and Accessory Dwelling Unit (ADU) Laws.” CITY OF CUPERTINO Printed on 1/31/2024Page 1 of 1 powered by Legistar™74 CC 02-06-2024 74 of 723 CITY COUNCIL STAFF REPORT Meeting: February 6, 2024 Subject Second reading of amendments to Municipal Code Chapter 19.12, Chapter 19.28 and Chapter 19.112 regarding Two-Story Permit and Accessory Dwelling Unit (ADU) laws. (Application No. MCA-2023-002; Applicant: City of Cupertino; Location: City-wide) Recommended Action Conduct the second reading and enact Ordinance No. 23-2254: “An Ordinance of the City Council of the City of Cupertino to amend Municipal Code Chapter 19.12, Chapter 19.28 and Chapter 19.112 regarding Two‐Story Permit and Accessory Dwelling Unit (ADU) Laws.” Discussion During a regular City Council Meeting held on January 17, 2024, City Council conducted the first reading for Ordinance No. 23-2254. Staff presented details about the need to streamline the development review process by eliminating the Two-Story Permit process, as well as updating Chapter 19.112, Accessory Dwelling Units, to keep consistent with the State of California’s various Assembly and Senate Bills affecting ADU production. As part of the motion, City Council made the following revisions to Ordinance No. 23-2254:  Allow any combination of ADUs on lots zoned for single -family use and with "no more than two" on lots zoned for duplexes.  Table 19.112.030 be revised to read "Site Development Regulations for Streamlined Accessory Dwelling Units and Junior Accessory Dwelling Units Associated with Single‐Family Residential Uses and Duplexes"  For non-streamlined ADUs, an allowance for heights of 18 feet for a detached ADU within a half mile walking distance of a major transit stop or corridor, and 25 feet if attached to a principal dwelling unit;  For non-streamlined ADUs, an allowance for a second story on attached or detached ADUs if located within a half mile walking distance of a major transit stop of corridor. 75 CC 02-06-2024 75 of 723 If Council approves these changes today, the proposed ordinance will take effect after thirty (30) days on March 6, 2024. Prepared by: Gian Paolo Martire, Senior Planner Reviewed by: Benjamin Fu, Director of Community Development Department Approved for Submission by: Matt Morley, Assistant City Manager Attachments: A – Draft Ordinance No. 23-2254 76 CC 02-06-2024 76 of 723 ORDINANCE NO. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF CUPERTINO TO AMEND MUNICIPAL CODE CHAPTER 19.12, CHAPTER 19.28 AND CHAPTER 19.112 REGARDING TWO‐STORY PERMIT AND ACCESSORY DWELLING UNIT (ADU) LAWS The City Council of the City of Cupertino finds that: 1. An assessment of the City’s development review processes and requirements revealed that out of the 768 Planning permit applications that have been received since November of 2021, the City has taken in 98 Two‐Story Permit applications, the most of any codified permitting process. To improve efficiency, staff proposes to eliminate the discretionary Two‐Story Permit requirement, with the intended result to streamline the permitting process and save residents time and money when upgrading their homes. 2. State Law changes have rendered the City’s Accessory Dwelling Unit ordinance (CMC 19.112) obsolete and unenforceable. 3. The City Council of the City of Cupertino held a duly no ticed public hearing on December 5, 2023, and after considering all testimony and written materials provided in connection with that hearing introduced this ordinance and waived the reading thereof. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CUPERTINO DOES ORDAIN AS FOLLOWS: SECTION 1. Adoption. The Cupertino Municipal Code is further amended as set forth in Attachment A. SECTION 2: Severability and Continuity. The City Council declares that each section, sub‐section, paragraph, sub‐paragraph, sentence, clause and phrase of this ordinance is severable and independent of every other section, sub‐section, paragraph, sub‐paragraph, sentence, clause and phrase of this ordinance. If any section, sub‐section, paragraph, sub‐paragraph, sentence, clause or phrase of this ordinance is held invalid, or its application to any person or circumstance, be determined by a court of competent jurisdiction to be unlawful, unenforceable or otherwise void, the City Council declares that it would have adopted the remaining provisions of this ordinance irrespective of such portion, and further declares its express intent that the remaining portions of this ordinance should rema in in effect after the invalid portion has been eliminated. To the extent the provisions of this Ordinance are substantially the same as previous provisions of the Cupertino Municipal Code, these 77 CC 02-06-2024 77 of 723 provisions shall be construed as continuations of those prov isions and not as an amendment to or readoption of the earlier provisions. SECTION 3: Effective Date. This Ordinance shall take effect thirty days after adoption as provided by Government Code Section 36937. SECTION 4: Publication. The City Clerk shall give notice of adoption of this Ordinance as required by law. Pursuant to Government Code Section 36933, a summary of this Ordinance may be prepared by the City Clerk and published in lieu of publication of the entire text. The City Clerk shall post in the office of the City Clerk a certified copy of the full text of the Ordinance listing the names of the City Council members voting for and against the ordinance. INTRODUCED at a regular meeting of the Cupertino City Council on January 17, 2024 and ENACTED at a regular meeting of the Cupertino City Council on February 6, 2024 by the following vote: Members of the City Council AYES: NOES: ABSENT: 78 CC 02-06-2024 78 of 723 ABSTAIN SIGNED: Shelia Mohan, Mayor City of Cupertino Date ATTEST: Kirsten Squarcia, City Clerk Date APPROVED AS TO FORM: Christopher D. Jensen, City Attorney Date 79 CC 02-06-2024 79 of 723 80 CC 02-06-2024 80 of 723 Ordinance No. Page 6 ATTACHMENT A ‐ AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF CUPERTINO TO AMEND MUNICIPAL CODE CHAPTER 19.12, CHAPTER 19.28 AND CHAPTER 19.112 REGARDING TWO‐STORY PERMIT AND ACCESSORY DWELLING UNIT (ADU) LAWS 1. Amendments to Title 19 concerning the Two‐Story Permit 19.12.030 Approval Authority. Table 19.12.030 shows the approval authority, Noticing Radius, Expiration Date and Extension Dates for different types of Permits. Attachment A‐ Page 6 81 CC 02-06-2024 81 of 723 Table 19.12.030 - Approval Authority Type of Permit or Decision A, B Administrative Review Arts and Culture Commission Planning Commission City Council Public Hearing/ Public Meeting/ Comment Period C Noticing/ Noticing Radius D Posted Site Notice Expirati on Date E Chapter/ Findings General Plan Amendment Major F - R F PH CA. Govt. Code 65350- 65362 Yes - CA. Govt. Code 65350- 65362 Minor G - R F PH Yes - Zoning Map Amendments Major F - R F PH CA. Govt. Code 65853- 65857 Yes - 19.152.020 Minor G - R F PH Yes - Zoning Text Amendments - R F PH CA. Govt. Code 65853- 65857 - - 19.152.030 Specific Plans - R F PH CA. Govt. Code 65350- 65362 - - 20.04.030 Development Agreements - R F PH CA. Govt. Code 65867 Yes - 19.144.120 Development Permits Major F, H - F/R A1/F PM 19.12.110/300' Yes 2 years 19.156.050 Minor G F A1 A2 PM Yes 2 years Conditional Use Permits Major F, H, I F A1/F/R A1/ A2/F PH CA. Govt. Code 65905 Yes 2 years 19.156.050 Minor G, I F A1/F/R A1/ A2/F PH Yes 2 years Temporary F A1 A2 - None No 1 year None/ 19.160.030 Density Bonus (Residential) R F Based on concurrent application 19.56 Adult-Oriented Commercial Activity (CUP) R F PH CA. Govt. Code 65905/300' Yes 2 years 19.128.030 & 19.128.040 Architectural and Site Approval Major J F A1 A2 PM 19.12.110/ Yes 2 years 19.168.030 Minor K F A1 A2 PM Yes 2 years Amendment Major F, H - F A1 Varies L Yes 2 years 19.44, Attachment A – Page 4 82 CC 02-06-2024 82 of 723 Ordinance No. Page 5 Table 19.12.030 - Approval Authority Type of Permit or Decision A, B Administrative Review Arts and Culture Commission Planning Commission City Council Public Hearing/ Public Meeting/ Comment Period C Noticing/ Noticing Radius D Posted Site Notice Expirati on Date E Chapter/ Findings Minor G F A1 A2 Varies L Depends on permit being amended L Yes 2 years 19.144, 19.156, 19.164 Minor Modification F A1 A2 - None No 2 years 19.164 Hillside Exception/ Height Exception/ Heart of the City Exception I - F A1 PH 19.12.110/300' Yes 2 years 19.40.080, 19.24.070, 19.136.090 Variance F A1 A2 PH CA. Govt. Code 65905 Yes 2 years 19.156.060 Status of non- conforming Use - F A1 PH 19.12.110/300' Yes - 19.140.110 Wireless Antennas I F F/ A1 A2 Varies I Depends on application type Yes 2 years 19.136.090 Signs Permits F A1 A2 - None No 1 year 19.104 Neon, Reader board & Freeway Oriented Signs I F - F/A1 A1/A2 PM 19.12.110/300’ No 1 year 19.104 Programs F A1 A2 - None No 1 year 19.104 Exceptions I - - F A1 PM 19.12.110/ Adjacent Yes 1 year 19.104.290 Parking Exceptions I FM - F/A1 A1 /A2 Varies M 19.12.110/ Adjacent/ 300’ N Yes 1 year 19.124.050 Fence Exceptions F - A1 A2 L PM 19.12.110/ Adjacent Yes 1 year 19.48.060 Front Yard Interpretation F A1 A2 PM 19.12.110/ Adjacent Yes 1 year 19.08 R-1 Ordinance Permits Residential Design Review I F - F/A1 A1 L/ A2 Varies I 19.12.110/ Adjacent Yes 1 year 19.28.140 Minor Residential F A1 A2 CP No 1 year Exceptions I - - F A1 PM Yes 1 year Miscellaneous Ministerial Permit F - - None Adjacent Yes 1 Year 19.28.150 and 19.40.090 Attachment A‐ Page 5 83 CC 02-06-2024 83 of 723 Ordinance No. Page 6 Table 19.12.030 - Approval Authority Type of Permit or Decision A, B Administrative Review Arts and Culture Commission Planning Commission City Council Public Hearing/ Public Meeting/ Comment Period C Noticing/ Noticing Radius D Posted Site Notice Expirati on Date E Chapter/ Findings Protected Trees Tree Removal F A1 A2 CP Adjacent unless exempt Yes 1 year 14.18.180 Heritage Tree Designation & Removal - F A1 PM 19.12.110/ 300' Yes - 14.18 Tree Management Plan F A1 A2 - None No - 14.18 Retroactive Tree Removal F A1 A2 - None No - 14.18 Reasonable Accommodation F A1 A2 - None No 1 year 19.52.050 Extensions O Parking, Fence & Sign Exceptions & Front Yard Interpretations F A1 A2 - None No 1 year Neon, Reader board & Freeway Oriented Signs F A1 A2 - None No 1 year Two Story Permits, Minor Residential Permits and Exceptions F A1 A2 - None No 1 year Tree Removals F A1 A2 - - No 1 year All other projects F A1 A2 - 19.12.110/ None No 2 years Miscellaneous Ministerial Permit Not Allowed Public Art Architectural and Site Approval Permits Public Art - F - A1 PM None None None 2.80 and 19.148 Art in lieu payment - R - F PM None None None 2.80 and 19.148 KEY: R—Review and recommendation body F—Final decision-making body unless appealed A1—Appeal Body on first appeal A2—Appeal body on second appeal PH—Public Hearing PM—Public Meeting CP—Comment Period Attachment A‐ Page 6 84 CC 02-06-2024 84 of 723 Notes: A. Permits can be processed concurrently with other applications, at the discretion of the Director of Community Development. B. Projects with combined applications shall be processed at the highest level of approval in conformance with Section 19.04.090. C. Public Hearing: Projects types that need noticing pursuant to the CA Government Code; Public Meeting: Project types that need only a mailed notice and no newspaper notices; Comment Period: Project types that need only a mailed notice and do not need a public hearing or public meeting. D. Noticing Radius of an application in a combined application shall correspond to the maximum noticing radius required for any one of the applications. E. Expiration date of an application in a combined application shall correspond to the maximum expiration date allowed for any one of the development applications (not including Subdivision Map Act applications, General Plan Amendments and Zoning Map or Text Amendments.) F. Major General Plan Amendment, Conditional Use Permit, Development Permit application ‐ for more than ten thousand square feet of commercial and/or industrial and/or office and/or other non‐residential use, or greater than six residential units. G. Minor General Plan Amendment, Conditional Use Permit, Development Permit application ‐ for ten thousand square feet or less of commercial and/or industrial and/or office and/or other non‐residential use, or six or less residential un its. H. City Council review for applications with new development greater than fifty thousand square feet of commercial, and/or greater than one hundred thousand square feet of industrial and/or office and/or other non‐residential use, and/or greater than fifty residential units. Planning Commission review for all other applications. I. Please see specific zoning district regulations or chapters in this title that apply to the subject property or project for approval authority. J. Major Architectural and Site Approval application ‐ architectural and site approval for all projects that are not a Minor Architectural and Site Approval application. Attachment A – Page 7 85 CC 02-06-2024 85 of 723 K. Minor Architectural and Site Approval application ‐ single family home in a planned development zoning district, minor building architectural modifications, landscaping, signs and lighting for new development, redevelopment or modification in such zones where review is required and minor modifications of duplex and multi‐ family buildings. L. Meeting type and noticing are dependent on the underlying permit being modified. M. Parking Exceptions approved by the Director of Community Development need a comment period. N. Parking Exceptions in Single‐family residential (R1) zones and Duplex (R2) zones need adjacent noticing. All other Parking Exceptions need notices within three hundred feet of the exterior boundary of the subject property. O. Application must be filed prior to expiration date of permit. Permit is extended until decision of the Approval Body on the extension. 19.12.110 Noticing. A. Notice of Public Hearing: Noticing shall be provided in the following manner for applications that need a public hearing: 1. Notice of hearing shall be given by publication once in a local newspaper of general circulation not less than ten days prior to the date of the hearing as provided in Section 65090 of the California Government Code; 2. The City shall mail written notice by first class mail to: a. Each owner of record of real property within the noticing radius per Section 19.12.030 of the exterior boundary of the property for which the application is made as the owner of record is shown in the last tax assessment roll pursuant to Section 65091 of the California Government Code; b. Owner(s) of subject site or his or her authorized agent c. Project applicant(s) d. Local agencies expected to provide water, sewage, streets, roads, schools or other essential facilities or services to the proposed project; e. Any individual or entity that has filed a written request with the City Clerk requesting notification of public hearings. 3. If the number of owners to whom notice would be mailed or delivered pursuant to subsection A2 above is greater than one thousand, in lieu of mailed or delivered notice, the Director may provide published notice as provided in Government Code Section 65091(3). 86 CC 02-06-2024 86 of 723 4. The notice shall contain the following: a. The exact address of the property, if known, or the location of the property, if the exact address is not known; b. The date on which action on the application will be taken; c. A brief description, the content of which shall be in the sole discretion of the City, of the proposed project; d. Reference to the application on file for particulars; e. A statement that any interested person, or agent thereof, may contact the city for additional information and/or plan. Typographical and/or publishing errors shall not invalidate the notice nor any City action related to the notice. B. Notice of Public Hearing for Zoning Text Amendments: 1. For amendments to zoning regulations: Notice of such hearing (publication) shall be given in the manner prescribed in Section 19.12.110 A(1) of this chapter. 2. For amendments to permitted uses of real property: Notice (mailing or publication) shall be given pursuant to Sections 19.12.110 A(2) or A(3), as the case may be. C. Notice of Public Meeting: For projects requiring notice of a public meeting, notice shall be mailed in accord with 19.12.110A(2) or A(3), as the case may be, at least ten days prior to the date of the meeting date. D. Notice of Comment Period: For projects requiring notice of a comment period, notice shall be mailed in accord with 19.12.110A(2) and A(5), fourteen calendar days prior to the date of action on the application. 1. For permits issued pursuant to Chapter 19.28, Single Family Residential, the mailed notice shall include a copy of the site plan and elevation plans of the proposed project. 2. For permits issued pursuant to Chapter 14.18, Protected Trees, the mailed notice shall include a copy of the site plan and tree replacement/mitigation plan. E. The City may also give notice of public hearings/public meetings in any other manner it deems necessary or desirable. If the Director of Community Development believes the project may have impacts beyond the range of the mailed notice, particularly on nearby residential areas, the Director, in his or her discretion, may expand noticing beyond the stated requirements in Section 19.12.030. Compliance with the procedures set forth in this section shall constitute a good‐faith effort to provide notice, and the failure to provide notice, and the failure of any to receive notice, shall not prevent the City from proceeding with a hearing, meeting or from taking any action nor affect the validity of any action. F. Posted Site Notice: 1. Applicants shall install notice(s) on the subject site that is/are clearly visible and legible from the right‐of‐way in accord with the requirements of Table 19.12.030. a. Applicants must install a site notice in the front yard of the subject site. b. For all applications other than Residential Design Review, Miscellaneous Ministerial Permits, and Tree Removal applications in R1 or R2 zones, if the 87 CC 02-06-2024 87 of 723 subject site has more than one property line abutting a street, the applicant may be required to install more than one notice. 2. The notice shall be a weatherproof sign, firmly attached to 5 foot tall posts and: a. For Residential Design Review, Miscellaneous Ministerial Permits, and Tree Removal applications in R1 or R2 zones, shall be at least 2 feet tall and 3 feet wide. b. For all other applications that need a site notice, shall be at least 4 feet tall and 6 feet wide. 3. The notice shall be placed at least 14 days prior to the decision/public hearing and shall remain in place until an action has been taken on the application and the appeal period, if any, has passed. 4. The notice shall contain the following: a. The exact address of the property, if known, or the location of the property, if the address is not known; b. A brief description of the proposed project, the content of which shall be at the sole discretion of the City; c. City contact information for public inquiries; d. A deadline for the submission of public comments; e. If proposing a physical alteration to an existing building or new buildings, at least one of the following visual representations of the proposed project: i. A color perspective drawing or three‐dimensional (3‐D) photographic simulation of the proposed project, in a size deemed appropriate by the Director of Community Development. ii. For Residential Design Review Permit, and Miscellaneous Ministerial Permit applications, a color or black and white perspective drawing or three‐dimensional (3‐D) photographic simulation of the proposed project, at le ast 11 inches by 17 inches in size. iii. Visual Representation is not required for applications that do not have a material change in the physical appearance of the property. G. Miscellaneous Ministerial Permit: For projects requiring notice of a Miscellaneous Ministerial Permit, notice shall be mailed in accord with subsection 19.12.110A(4) and posted on the property, fourteen calendar days prior to the date of action on the application. 19.28.040 Permits Required for Development. Table 19.28.040 sets forth the planning permits required for development in the Single‐ Family Residential district. Table 19.28.040 Permits Required Planning permit required prior to building permit Type of Project Approval Authority application 88 CC 02-06-2024 88 of 723 A. None Single‐family projects that do not require exception or variance from the requirements of this Admin. B. Minor Residential Permit, pursuant to 1. One‐story encroachment into a required rear yard setback, subject to requirements of Section 19.28.070 Admin 2. One‐story extension of an existing side yard nonconforming building wall line, subject to requirements of Section 19.28.100 in all districts except R1‐a Chapter 19.12, Administration 3. One‐story project with a gable end of a roof enclosing an attic space projecting outside the building envelope, subject to requirements of Section 19.28.070 or 19.28.080 4. New or expanded second story deck or balcony with views into neighboring residential side or rear yards in all districts except R1‐a or on any project previously developed pursuant to Government Code Section 65852.21 5. Any active or passive solar structure that requires variation from the setback or height restrictions of this chapter, provided that no such structure shall infringe upon solar easements or adjoining property owners 6. One or two‐story addition or new home on a sloped single‐family residential lot with development on building pads/graded areas with actual slopes equal to or greater than 20% and with total floor area ratio of all structures on the lot greater than 35% C. Director’s Minor Modification, pursuant to Chapter 19.12, Administration Encroachment of porch elements into the required front yard setback in the R1‐a zone, subject to the requirements of Section 19.28.100 Admin 89 CC 02-06-2024 89 of 723 D. Residential Design Review, pursuant to Chapter 19.12, Administration Two‐story addition or new two‐story home in all districts except R1‐a where: 1. Second floor to first floor area ratio is greater than 66%, except any second to first floor ratio for development on building pads/graded areas with actual slopes equal to or greater than 20%; and/or 2. Where second story side yard setback(s) are less than 15 feet to any interior side property line Admin. with design review Two‐story addition, new two‐story home, and/or second story deck in the R1‐a zone PC E. Exception, pursuant to Chapter 19.12, Administration & Section 19.28.130 , Exceptions One or two‐story project requesting an exception from Sections 19.28.070 [Development Regulations (Building)], 19.28.080 [Eichler R1‐e Building Design Requirements], and/or 19.28.110 [Landscape Requirements]. PC F. Hillside Exception, pursuant to Chapter 19.12, Administration Development (area greater than 500 square feet) on slopes greater than 30% G. Architectural and Site Approval, pursuant to Chapter 19.12, Administration One or two‐story addition or new home on a sloped single‐family residential lot with development on building pads/graded areas with actual slopes equal to or greater than 20% and where the cut plus fill of the site exceeds 2,500 cubic yards H. Conditional Use Permit, pursuant to Chapter 19.12, Administration Two‐story addition or new two‐story home in an R1 zoning district with an “i” suffix I. Single‐Story Overlay District Application, pursuant to Chapter 19.12 , Administration Establishment or removal of a Single‐Story Overlay District in a Single Family Residential District (Addition or removal of the “I” suffix in an R1 zoning district) CC J. Miscellaneous Ministerial Permit 1. New one or two‐story duplex project in an R1 zoning district pursuant to Government Code Section 65852.21 2. New one or two‐story single‐family home, secondary principal dwelling unit, or two‐story addition in an R1 zoning district pursuant to Government Code Section 65852.21 Admin 19.28.110 Single‐Family Residential Design Guidelines and Principles. Any new single‐family residential house or addition to an existing house shall be generally consistent with the adopted single‐family residential guidelines in Sections 19.28.110(A) and (B). 90 CC 02-06-2024 90 of 723 A. Single‐Family Residential Design Guidelines for all projects.1, 2 1. There shall not be a three‐car wide driveway curb cut. 2. No more than fifty percent of the front elevation of a house shall consist of garage area, unless the lot is not wide enough to accommodate. a. In the R1‐a zone, the maximum width of a garage on the front elevation shall be twenty‐ five feet, which will accommodate a two‐car garage. Additional garage spaces shall only be provided through the use of a tandem garage or a detached accessory structure at the rear of the property.2 3. Usable Living area shall be closer to the street, while garages should be set back more. 4. All roofs shall have at least a one‐foot overhang. 5. Mechanical, heating, or cooling equipment or associated piping installed on the roof shall be screened from the public right away, except in R1-e zones where roof top equipment is not allowed. 6. Porches are encouraged. a. In the R1‐a zone, the following porch design guidelines apply2: i. When viewed from the street, a porch shall appear proportionately greater in width than in height. A porch differs from an entry element, which has a proportionately greater height than its width. ii. Structural supports shall be designed such that the appearance is not obtrusive or massive. iii. The use of large columns or pillars is discouraged. iv. The eave height for a front porch shall not be significantly taller than the eave height of typical single‐story elements in the neighborhood. v. Porch elements shall have detailing that emphasizes the base and caps for posts and fence elements. 7. In R1‐6e and R1‐a zones, entry features shall not be higher than fourteen feet from natural grade to plate.2 19.28.140 Findings. Sections 19.28.140(A), (B), (C), (D), and (E) set forth the findings required for a Minor Residential Permit, Two‐ Story Permit, Residential Design Review, and R‐1 Exception approval. A. Minor Residential Permit Findings. 91 CC 02-06-2024 91 of 723 1. The project is consistent with the Cupertino General Plan, any applicable specific plans, zoning ordinances and the purposes of this title. 2. The granting of the permit will not result in a condition that is detrimental or injurious to property or improvements in the vicinity, and will not be detrimental to the public health, safety or welfare. 3. The proposed project is harmonious in scale and design with the general neighborhood. 4. Adverse visual impacts on adjoining properties have been reasonably mitigated. B. Residential Design Review Findings. 1. The project is consistent with the Cupertino General Plan, any applicable specific plans, zoning ordinance and the purposes of this title. 2. The granting of the permit will not result in a condition that is detrimental or injurious to property or improvements in the vicinity, and will not be detrimental to the public health, safety or welfare. 3. The project is harmonious in scale and design with the general neighborhood. 4. The project is consistent with the two‐story design principles and generally consistent with the single‐ family residential design guidelines. 5. Adverse visual impacts on adjoining properties have been reasonably mitigated. C. Residential Design Review Findings, R1‐a zone. 1. The project is consistent with the Cupertino General Plan and Title 19 of the Cupertino Municipal Code. 2. The granting of this permit will not result in detrimental or injurious conditions to the property or improvements in the vicinity, or to the public health, safety, or welfare. 92 CC 02-06-2024 92 of 723 Ordinance No. Page 15 3. The project is generally compatible with the established pattern of building forms, building materials, and designs of homes in the neighborhood. 4. The project is generally compatible with the Cityʹs single‐family residential design guidelines and the guidelines in this chapter and any inconsistencies have been found to not result in impacts on neighbors. 5. Significant adverse visual and privacy impacts as viewed from adjoining properties have been mitigated to the maximum extent possible. D. R‐1 Exception Findings. 1. The literal enforcement of this chapter will result in restrictions inconsistent with the spirit and intent of this chapter. 2. The proposed development will not be injurious to property or improvements in the area, nor be detrimental to the public safety, health and welfare. 3. The exception to be granted is one that will require the least modification of the prescribed design regulation and the minimum variance that will accomplish the purpose. 4. The proposed exception will not result in significant visual impact as viewed from abutting properties. 2. Amendments to Title 19 concerning Accessory Dwelling Units 19.112.010 Purpose; Incorporation by Reference; Consistency with State Law. The purpose of this chapter is to promote the goal of affordable housing within the City through provision of additional housing in certain residential, agricultural residential, and mixed‐use zoning districts in a manner which minimizes adverse impacts of accessory dwelling units on neighborhoods. Unless otherwise defined in this Title, all terms used in this Chapter shall be defined and interpreted in accordance with Government Code Sections 65852.2 and 65852.22. In the event of a conflict between this Chapter and the requirements of State law, the requirements of State law, including the requirements of Government Code Sections 65852.2 and 65852.22, shall prevail. 19.112.020 Accessory Dwelling Unit Regulations. Notwithstanding any provision of this title to the contrary: 1. Accessory dwelling units are permitted on lots within any residential or mixed‐use residential zoning district. The lot must have an existing single family dwelling unit or if zoned multi‐family or mixed use residential, at least one residential unit. If the lot is vacant, an accessory dwelling unit may only be proposed in conjunction with the development of at least one residential unit. Notwithstanding the underlying zoning, an accessory dwelling Attachment A‐ Page 15 93 CC 02-06-2024 93 of 723 Ordinance No. Page 16 unit developed pursuant to this chapter does not cause the lot upon which it is located to exceed its maximum the allowable density on the lot. 2. Accessory dwelling units must comply with the site development regulations and guideline specified in those zoning districts for dwelling units, including but not limited to: lot coverage; floor area ratio; height; setbacks; landscape; the regulations cont ained in this chapter; Chapter 19.100, Accessory Structures/Buildings; and Chapter 19.124, Parking; except as those standards are modified by this chapter. 3. No impact fees, as defined in Government Code Section 65852.2(f)(3)(B), shall be imposed on any accessory dwelling unit or junior accessory dwelling unit with a gross floor area of less than 750 square feet. Impact fees imposed on accessory dwelling units greater than or equal to 750 feet shall be charged proportionally in relation to the square footage of the primary dwelling unit in compliance with Government Code Section 65852.2(f)(3)(A). 4. Accessory dwelling units are permitted on lots within any residential or mixed‐use residential zoning district. The lot must have an existing single family dwelling unit or if zoned multi‐family or mixed use residential, at least one residential unit. If the lot is vacant, an accessory dwelling unit may only be proposed in conjunction with the development of at least one residential unit. Notwithstanding the underlying zoning, an accessory dwelling unit developed pursuant to this chapter does not cause the lot upon which it is located to exceed its maximum the allowable density on the lot. 5. Accessory dwelling units must comply with the site development regulations and guideline specified in those zoning districts for dwelling units, including but not limited to: lot coverage; floor area ratio; height; setbacks; landscape; the regulations contained in this chapter; Chapter 19.100, Accessory Structures/Buildings; and Chapter 19.124, Parking; except as those standards are modified by this chapter. 19.112.030 Site Development Regulations for Streamlined Accessory Dwelling Units & Junior Accessory Dwelling Units. Pursuant to California Government Code Section 65852.2(e), the City shall approve the following streamlined accessory dwelling units if the specified development standards and use restrictions are met, as identified in: A. Table 19.112.030A for single‐family residential uses and B. Table 19.112.030B for multi‐family residential uses. Attachment A‐ Page 16 Table 19.112.030A: Site Development Regulations for Streamlined Accessory Dwelling Units and Junior Accessory Dwelling Units Associated with Single‐Family Residential Uses and Duplexes 94 CC 02-06-2024 94 of 723 Ordinance No. Page 17 Conversion of space within principal dwelling unit or accessory structures New Construction Attached or Detached Accessory Dwelling Unit ≤ 800 s.f. 1. Size of living space, exclusive of decks a. Minimum size 150 s.f. b. Maximum size No size limitation as long as the unit: i. Is wholly within the space of a proposed or existing single‐family dwelling or the existing space of an accessory structure, and ii. Does not require either: • An addition of more than 150 square feet to an existing accessory structure to accommodate ingress and egress only, or • Any addition to an existing single‐ family dwelling unit. 800 s.f. 2. Number of Units Maximum three ADUs per single-family residential lot, and maximum two ADUs per duplex lot, in any combination of the following:  Attached ADU,   Conversion of existing space ADU (whether in principal dwelling unit or existing accessory structure),  Detached ADU, or  Junior ADU 3. Setbacks Per the underlying zoning district except that if the existing structures do not meet these standards, the side and rear setbacks shall be sufficient for fire safety and life safety. a. At least four feet from the rear and side lot lines. b. An applicant alternately may elect to follow the setback standards for accessory structures in Chapter 19.100. Attachment A‐ Page 17 95 CC 02-06-2024 95 of 723 Ordinance No. Page 18 1 An additional two feet in height is permitted to accommodate a roof pitch on the accessory dwelling unit that is aligned with the roof pitch of the primary dwelling unit. Attachment A‐ Page 18 4. Height The conversion shall not change the height of the existing structure. a. 18 feet for detached ADU b. If accessory dwelling unit attached to principal dwelling, 25 feet or the height limitations applicable to the principal dwelling, whichever is lower. c. An applicant alternatively may elect to follow the height standards for accessory structures in Chapter 19.100. 5. Second‐story accessory dwelling unit Allowed if the unit is a conversion of existing second story portion of the principal dwelling unit. Allowed 6. Parking for accessory dwelling unit None 7. Direct outside access Independent outdoor access must be provided without going through the principal dwelling unit. 8. Separation from principal dwelling unit The conversion must result in an independent unit. With the exception of a JADU that has a shared bathroom with the principal dwelling unit, no interior doors or other connections between the units are permitted. Detached from principal dwelling unit 96 CC 02-06-2024 96 of 723 Ordinance No. Page 19 Attachment A‐ Page 19 Table 19.112.030B: Site Development Regulations for Streamlined Accessory Dwelling Units Associated with Existing Multi‐Family Residential Uses Conversion of interior space within multifamily dwelling structures New Construction Detached Accessory Dwelling Unit 1. Location Conversion of space within existing dwelling structures that is not used as livable space (e.g. existing units) including, but not limited to, storage rooms, boiler rooms, passageways, attics, basements, or garages, as long as the unit meets building standards for dwellings. Detached from the multi‐family dwelling structure(s) 2. Number of Units The greater of:  25 percent of the existing number of primary dwelling units, or  One accessory dwelling unit. No more than two units 3. Minimum Size 150 s.f. 4. Maximum Size No size limitation 1,200 s.f. 5. Setbacks The accessory dwelling unit shall not increase the size of the existing structure. a. Located at least four feet from the side and rear lot lines. b. An applicant alternately may elect to follow the setback and height standards for accessory structures in Chapter 19.100. 6. Height The accessory dwelling unit shall not increase the size of the existing structure. a. 18 feet; or b. An applicant alternatively may elect to follow the setback and height standards for accessory structures in Chapter 19.100. 97 CC 02-06-2024 97 of 723 Ordinance No. Page 20 7. Separation from principal dwelling units The conversion must result in an independent unit. No interior doors or other connections between the units are permitted. Detached from principal dwelling units. 19.112.040 Site Development Regulations for Non‐Streamlined Accessory Dwelling Units. A. This section shall govern applications for ADUs and JADUs that do not qualify for approval under Section 19.112.030 or Government Code section 65852.2(e)(1) and for which the city may impose local standards pursuant to Government Code section 65852.2, subdivisions (a) through (d). Nothing in this section shall be interpreted to prohibit an ADU of up to 800 square feet, at the heights stated in Section 19.112.030(A) and .030(B), with a four‐foot side and rear setbacks. B. The Development Standards for units governed by this section are provided in Section 19.112.040. These regulations do not limit the height of existing structures converted into ADU/JADUs unless the envelope of the building is proposed to be modified beyond any existing legal, non‐conforming condition. Table 19.112.040: Site Development Regulations for Non‐Streamlined Accessory Dwelling Units Created by New Construction and/or Additions to the Principal Dwelling Unit Attached >800s.f. Detached > 800 s.f. A. Number of Units A maximum of three ADUs per single-family lot in any combination of the following, subject to the underlying zoning standards for lot coverage, floor area, open space, and setback: o No more than one attached ADU o No more than one conversion of existing space ADU (whether in principal dwelling unit or existing accessory structure), o No more than one detached ADU, or o No more than one Junior ADU Nothing in this Section shall permit the development of more than three ADUs or Junior ADUs on any single-family lot. Non-streamlined ADU provisions cannot be combined with streamlined provisions to add more than a total of three ADUs. B. Size of living space, exclusive of decks 1. Minimum size 150 s.f. 98 CC 02-06-2024 98 of 723 Ordinance No. Page 21 2. Maximum size a. Studios/one‐bedroom unit – 850 s.f.; two or more‐bedroom unit – 1,000 s.f.; and b. Attached accessory dwelling units shall not exceed 50% of the existing primary dwelling. c. Application of lot coverage, floor area, and open space standards: i. Maximum size for units ≤ 800 s.f. shall not be limited by lot coverage, floor area ratio, and open space requirements per the underlying zoning. ii. Maximum size for units > 800 s.f. is limited by lot coverage, floor area ratio, and open space requirements per the underlying zoning. These standards shall apply to the gross floor area of the unit proposed. Notwithstanding application of these standards, an 800 s.f. detached accessory dwelling unit is permitted pursuant to Table 19.112.030A or an 800 s.f. attached accessory dwelling unit is permitted. C. Setbacks Per the underlying zoning district, except the required side and rear setbacks are modified to four feet. The proposed structure must comply with the setback standards for accessory structures in Chapter 19.100, except the street side setbacks are modified to four feet. D. Height Per the underlying zoning district, except 25 feet or the height limitations applicable to the principal dwelling, whichever is lower, within half a mile of a major transit stop or transit corridor. The proposed structure must comply with the height standards for accessory structures in Chapter 19.100, except that a maximum height of 18 feet is allowed within half a mile of a major transit stop or transit corridor. E. Second‐story accessory dwelling units Allowed within half a mile of a major transit stop or transit corridor. F. Parking 1. Parking for accessory dwelling unit One additional off‐street parking space shall be provided, if the principal dwelling unit has less than the minimum off‐street parking spaces for the applicable residential zoning district in which it is located, as required in Chapter 19.124 unless the accessory dwelling unit meets one of the following requirements: a. Located within one‐half (1/2) mile of a public transit stop; or b. Located within one block of a car share vehicle pick‐up location; or 99 CC 02-06-2024 99 of 723 Ordinance No. Page 22 c. Located in an architecturally and historically significant historic district; or d. The occupant of the unit is not allowed/offered a required on‐street parking permit; or e. Is part of the proposed or existing primary residence or an accessory structure. 2. Replacement parking spaces for existing covered, uncovered or enclosed parking spaces converted to an accessory dwelling unit No replacement parking spaces are required. G. Direct outside access Independent outdoor access must be provided without going through the principal dwelling unit. H. Screening from public street All access to accessory dwelling units shall be on a different wall plane than the access to the principal dwelling unit. I. Structure Design Should be compatible with the architectural style and materials of the principal structure. J. Separation from principal dwelling unit The ADU must be an independent unit. No interior doors or other connections between the ADU and the principal dwelling unit are permitted. Detached from principal dwelling unit. 1. No setback is required for an accessory dwelling unit located within existing living area or an existing accessory structure, or an accessory dwelling unit that replaces an existing structure and is located in the same location and to the same dimensions as the structure being replaced. 19.112.050 Review Process. Applications for accessory dwelling units conforming to the requirements of this chapter shall be reviewed ministerial without discretionary review and must be approved or denied within the time frame specified in Government Code Section 65852.2. 19.112.060 Accessory Dwelling Units Prohibited on Certain Lots. Notwithstanding Government Code Section 65852.2 or 65852.22 or any provision of this Chapter, no accessory dwelling unit or a junior accessory dwelling unit shall be permitted on any lot in single‐ 100 CC 02-06-2024 100 of 723 Ordinance No. Page 23 family residence district (R‐1 or RHS) if a lot split has been approved pursuant to Section 18.12.70 and one or more residential units has been approved for construction pursuant to Section 19.28.150 or 19.40.090 ( Government Code Section 65852.21). 101 CC 02-06-2024 101 of 723 CITY OF CUPERTINO Agenda Item 23-12641 Agenda Date: 2/6/2024 Agenda #: 9. Subject:Exclusive Negotiation Agreement (ENA) with an affordable housing developer on a City owned parcel within the Mary Avenue right-of-way (APN: 326-27-053) Consider the Draft Agreement attached (Attachment A) and decide whether to enter into the Agreement. CITY OF CUPERTINO Printed on 1/31/2024Page 1 of 1 powered by Legistar™102 CC 02-06-2024 102 of 723 CITY COUNCIL STAFF REPORT Meeting: February 6, 2024 Subject Exclusive Negotiation Agreement (ENA) with an affordable housing developer on a City owned parcel within the Mary Avenue right-of-way (APN: 326-27-053) Recommended Action Consider the Draft Agreement attached (Attachment A) and decide whether to enter into the Agreement. Reasons for Recommendation Background: Since Fiscal Year (FY) 2020-21, the City of Cupertino’s City Work program prioritized engaging with philanthropic organizations to develop extremely low-income housing (ELI) for the intellectually and developmentally disabled (IDD) community. The FY 2021- 22 City Work Program narrowed down this item to excess City-owned property within the Mary Avenue right-of-way (the “Project Site”). On August 18, 2022, the City of Cupertino issued a request for proposals (RFP) from qualified and experienced housing developers interested in developing an affordable housing project on a city-owned surplus property of approximately .79 acres. A Site Map of the Project, as well as a Vicinity Map, is provided as Figure 1. This RFP was a solicitation of competitive proposals to develop 100% affordable housing with a preference for the intellectually and developmentally disabled (IDD) populations. By the October 18, 2022, deadline, one developer had submitted a proposal. Staff recommends entering into an Exclusive Negotiation Agreement (“ENA”) with the nonprofit public benefit corporations Cupertino Rotary Housing Corporation, Housing Choices Coalition for Persons with Developmental Disabilities, Inc., and Charities Housing Development Corporation of Santa Clara County (collectively, the “Developer”) to negotiate the terms of a ground lease at the City-owned properties located at APN: 326- 27-053. 103 CC 02-06-2024 103 of 723 Analysis As part of the RFP process, respondents were required to demonstrate relevant experience, financial capabilities and conceptual development, financing and operations plans. The submittal requirements included the following:  Statement of Interest  Applicant Qualifications  Project Description  Financial Terms  Other items, including, but not limited to, an outreach plan and proposed tenant selection plan. The Developer Proposal The Developer team consists of registered California non-profits focused on affordable housing development, both locally and regionally. Highlights of the Developer team include the following: 104 CC 02-06-2024 104 of 723  Charities Housing: A San Jose-based nonprofit 501(c) (3) public benefit corporation that for decades has developed, owned, and managed housing in Santa Clara County for extremely low and very low-income individuals, families, senior and folks with special needs, totaling over 1,400 units. In 2017, the City of Cupertino approved Charities Housing’s proposal for the Veranda, an affordable senior housing development on Stevens Creek Blvd that opened in 2019.  The Cupertino Rotary Housing Corporation: A Cupertino-based nonprofit 501(c) (3) public benefit corporation established for the purpose of developing low-income housing in Cupertino.  Housing Choices Coalition for Persons with Developmental Disabilities: Housing Choices is a San Jose-based nonprofit 501 (c) (3) public benefit corporation that supports people with developmental and other disabilities with finding and retaining affordable housing in their community. Currently, they provide housing stability services at 18 different multi-family affordable housing properties, with nearly 300 units set-aside for households that include a person with a developmental or other disability. Housing Choices has additional commitments for another 364 rental units set-aside for people with developmental and other disabilities at 23 new affordable housing projects in differing stages of development. The proposal envisions a 100% affordable, 40-unit, two-story, apartment development. The individual apartments will be a mix of studio, one-, and two-bedroom units with one three-bedroom staff unit. The proposal is structured as a Special Needs project, using the Tax Credit criteria, which requires a minimum of 45% (18 units) to be reserved for a special needs population, in this case, IDD. The remaining 21 apartments will serve extremely low and very low-income residents of the community. The affordability levels of the proposed units will range from 30% to 50% of the Area Median Income (AMI). The exact affordability mix by unit type is still to be determined, but the average affordability level for the entire development will not exceed 40% AMI. The applicant team has partnered with local architect Peter Ko of KO Architects. If the ENA is approved by City Council, conceptual plans and drawings would be presented to the public for community input at future public meetings, which will further inform project design and scope as well as the necessary steps for environmental review. Staff will continue to report the status of the proposal to City Council with updates as appropriate. Exclusive Negotiation Agreement (“ENA”) Terms The ENA establishes a one-year negotiation period between the City and the Developer. While in effect, the City shall not negotiate with any other entity for the sale, lease, or development of the site. The Developer will hold public outreach meetings in coordination with the City, develop the scope, and present plans to the City for review 105 CC 02-06-2024 105 of 723 and approval. Both parties will work to develop the terms of a ground lease, disposition and development agreement (DDA), affordability covenants, and related documents. The City may terminate the ENA if the developer does not comply with or perform any provisions of this Agreement, or if progress is not being made in negotiations as determined by the City in good faith, but otherwise in the City’s sole and absolute discretion. The agreement authorizes the City Manager to extend the ENA period if it is determined that the Developer has met all its obligations pursuant to this Agreement and that the parties are making sufficient progress toward the negotiation of a mutually acceptable Disposition and Development Agreement and Ground Lease. A draft Term Sheet (Attachment B) has also been provided for City Council’s review. Sustainability Impact No sustainability impact. Fiscal Impact As stated in the Developer conceptual proposal, the City is proposed to contribute approximately $5 million in funding. However, this amount is subject to available funds in the City’s Below Market Rate fund, as well as the final scope of the project at the conclusion of the ENA period including commitments from the various funding sources, which could substantially decrease (or alternately increase) as a result. In addition to funding, the City may be asked to waive certain permitting and plan review fees. Such terms will be evaluated and negotiated during the ENA period and will be subject to City Council review and approval. Finally, the City would contribute land for a nominal fee or limited ground lease payments over a 99-year ground lease term, which is common for 100% affordable projects. The Mary Ave. parcel for ELI/Developmental Disability Housing Council work program item was originally adopted in Fiscal Year 2019-20 (FY20) at $150,000 (page 360 of FY20 Final Budget) in the Housing Services, BMR Affordable Housing budget as a special project (265-72-711 750-052). Those funds remained unspent and unencumbered for FY20 and FY21 and were carried over in both years. As part of the FY22 Final adopted budget (page 429) an additional $100,000 was allocated bringing total funding to date to $250,000. This amount has been set aside to cover predevelopment costs such as creation of the new parcel and recording the map. To date a total of $14,703.62 has been spent or encumbered for Parcel Map and Legal Review. California Environmental Quality Act The execution of this agreement is not considered a project under CEQA. 106 CC 02-06-2024 106 of 723 _____________________________________ Prepared by: Gian Paolo Martire, Senior Planner Reviewed by: Benjamin Fu, Director of Community Development Approved for Submission by: Matt Morley, Assistant City Manager Christophe Jensen, City Attorney Attachments: A - Draft Exclusive Negotiation Agreement B - Draft Term Sheet 107 CC 02-06-2024 107 of 723 504.049/548061 EXCLUSIVE NEGOTIATING AGREEMENT Mary Avenue THIS EXCLUSIVE NEGOTIATING AGREEMENT ("Agreement") is entered into as of the date this Agreement is executed, as shown on the signature page hereof (the "Effective Date"), between the City of Cupertino, a General Law City ("City"), and the following California nonprofit public benefit corporations: Cupertino Rotary Housing Corporation, Housing Choices Coalition for Persons with Developmental Disabilities, Inc., and Charities Housing Development Corporation of Santa Clara County (collectively, the “Developer” and together with the City, the “Parties”) on the basis of the following purposes, intentions, and facts: RECITALS A. The City is the owner of that certain property located at _______, Cupertino, California (the "Property"). The City has determined that the Property can be used to provide housing affordable to extremely low and very low-income persons and families earning 30%-50% of Area Median Income. B. The City issued a Request for Proposals ("RFP") for qualified developers to lease from the City the Property in accordance with the terms of a long-term ground lease, with a term of at least 99 years, and to develop and operate on the Property the most affordable housing units possible, in the most expedient manner. C. The Developer submitted a proposal to lease and develop the Property dated October 18, 2022 (the "Proposal"), a copy of which is on file with the City. The Proposal includes the development of 40 units of housing of which 100% is proposed to be affordable to persons and families earning 30%-50% of Area Median Income, with 45% of the units intended for the intellectually and developmentally disabled (“IDD”) population (the "Project"). D. On the basis of the Proposal, the City has selected the Developer as the entity with which to negotiate a mutually acceptable Lease Disposition and Development Agreement ("LDDA") which will include, but not be limited to, terms and conditions on (i) the lease of the Property from the City to the Developer; (ii) the Developer's development of the Project on the Property; and (iii) affordability and occupancy restrictions that will apply to the Project. The LDDA will include as an exhibit a ground lease ("Ground Lease") to be entered into by the Parties in accordance with the terms of the LDDA. E. The purpose of this Agreement is to establish procedures and standards for the negotiation by the City and the Developer of the LDDA and the Ground Lease. As more fully set forth in Section 3.1, the parties acknowledge and agree that this Agreement in itself does not grant the Developer the right to acquire the Property, nor does it obligate the Developer 108 CC 02-06-2024 108 of 723 1 504.049/548061 to any activities or costs to acquire the Property, other than the activities and costs reasonably necessary to discharge the Developer's obligations under this Agreement including the obligation to negotiate in good faith as contemplated by this Agreement. NOW, THEREFORE, THE CITY AND THE DEVELOPER HEREBY AGREE AS FOLLOWS: ARTICLE 1 EXCLUSIVE NEGOTIATIONS Section 1.1 Good Faith Negotiations. The City and the Developer, acknowledging that time is of the essence, agree for the Negotiation Period set forth in Section 1.2 to negotiate diligently and in good faith to prepare and execute a LDDA, including a form of Ground Lease, in the manner set forth in this Agreement. For purposes of this Agreement a lack of diligent, good faith negotiations on the part of the Developer will include the Developer's failure to meet the Performance Benchmarks set forth in the Performance Schedule, subject to force majeure delays. The LDDA and Ground Lease shall contain terms acceptable to the City and the Developer, in the respective exercise by each of its sole discretion. The LDDA shall include, without limitation, the conditions precedent to the City and the Developer entering into the Ground Lease, physical and land title conditions of the Property at the conveyance of the leasehold interest, including environmental conditions, the proposed development schedule for the Project and other matters that may be identified by either party during the course of completing the negotiations of the LDDA. The Ground Lease shall include, without limitation, the term of the Ground Lease, the ground rent and any ongoing obligations with regards to the development and operation of the Property. The RFP and the Proposal shall serve as the guide in the negotiation of the LDDA and the Ground Lease, although the parties recognize that review of additional information and further discussion may lead to refinement of the issues and concepts set forth in the RFP and the Proposal. Prior to the negotiation of the LDDA and the Ground Lease, the City and the Developer shall negotiate a non-binding term sheet ("Term Sheet") setting forth the principal terms to be included in the LDDA and the Ground Lease as more fully described below. During the Negotiation Period, the City will negotiate solely with the Developer with respect to lease and development of the Property. Section 1.2 Negotiation Period. The negotiating period (the "Negotiation Period") shall commence on the Effective Date and shall expire one (1) year thereafter. The City Manager may, in her sole discretion, agree to extend the Negotiation Period if the City Manager determines that the Developer has met all of its obligations pursuant to this Agreement and that the Parties are making sufficient progress toward the negotiation of a mutually acceptable LDDA and Ground Lease. An extension shall be effective only if evidenced by an amendment executed by authorized representatives of the City and the Developer. 109 CC 02-06-2024 109 of 723 2 504.049/548061 The Developer acknowledges that time is of the essence to the City in negotiation of a LDDA and the Ground Lease. Accordingly, it is essential to the City that the parties negotiate in good faith and, if the parties do not succeed in timely negotiating a Term Sheet, LDDA and Ground Lease, that this Agreement expire as specified herein. Section 1.3 Identity of Developer. The legal status of the Developer, its office address, and designated representatives to negotiate the LDDA and Ground Lease are as set forth in Exhibit B attached to this Agreement and incorporated herein by this reference. ARTICLE 2 NEGOTIATION PROCESS AND RESPONSIBILITIES Section 2.1 General Process. (a) Negotiations Based on Proposal. The negotiations hereunder shall be based on a development concept generally as set forth in the RFP and the Proposal. During the Negotiation Period, the Developer may continue to develop the conceptual design and architecture of the Project, may continue to conduct marketing and feasibility analysis, and shall perform such other tasks as are reasonably necessary and appropriate to fulfill its obligation to negotiate in good faith with the City toward initially a mutually acceptable Term Sheet and ultimately an LDDA and Ground Lease. (b) Reports, Studies, and Related Documents. The Developer shall provide the City with copies of all reports, studies, analyses, and similar documents in draft form, but excluding confidential information and communications with the Developer's legal counsel, prepared or commissioned by the Developer with respect to this Agreement and the lease and development of the Property, promptly upon their completion. The Developer shall not be deemed to make any representation to the City regarding the accuracy, completeness, methodology or current status of any such reports, studies or analysis, nor shall the Developer assume any liability with respect to any matter or information referred to or contained in such reports, nor shall the City have any claim against the Developer or any consultant of the Developer arising out of the contents of such reports. While desiring to preserve its rights with respect to treatment of certain information on a confidential basis, the Developer acknowledges that the City will need sufficient, detailed information about the proposed lease and development of the Property (including, without limitation, financial information) to make informed decisions about the content and approval of the LDDA and Ground Lease. The Developer acknowledges that the City is subject to the California Public Records Act ("Act"). The Act generally provides that written documents retained by the City are subject to disclosure upon the request of any third party except for specific limited exceptions provided for in the Act. The Developer acknowledges that the City will make information regarding the Project, the Property, the Proposal and this Agreement available to the public upon request as required by the Act. In order to successfully negotiate the LDDA and the Ground Lease, the parties believe that there will be specific documents that may be sensitive or contain proprietary 110 CC 02-06-2024 110 of 723 3 504.049/548061 information that they will want to exchange in order to review and understand the transaction. The Developer shall designate as "Confidential" any information which the Developer provides to the City which the Developer desires to keep confidential and a statement as to why the request is consistent with the provisions of the Act. The City shall not be bound by the Developer's designation of records as "Confidential" or the reasoning therefore provided by the Developer, except as contained herein with respect for the procedure for the Developer filing a reverse-Public Records Act action. If a request for disclosure of any information designated as "Confidential" by the Developer is made under the Act, the City shall timely notify the Developer in writing of the request to permit the Developer at its discretion and sole cost to file a reverse-Public Records Act action. If the Developer decides to file a reverse-Public Records Act action, it shall inform the City in writing of this intention within 10 days of the date of the request for disclosure of the specific Confidential documents that will be the subject of the action, and the date by which it shall file the action. The City shall withhold any such Confidential documents identified by the Developer until the date identified in writing by the Developer, and upon the filing of the Developer’s action shall continue to withhold those Confidential documents until a final decision is made by the Court with respect to disclosure, or the action is abandoned. If the Developer does not timely inform the City of its intention to file a reverse-Public Records Act action, does not file the reverse-Public Records Act action by the date indicated in its written notice to the City, or abandons the reverse-Public Records Act action prior to judgment, the City shall be free to disclose the Confidential documents at issue in accordance with its obligations under the Act, and shall be held harmless from any claims from the Developer regarding said disclosure. If a legal action is filed against the City seeking to compel disclosure of any information that the Developer has requested remain confidential, the City shall give prompt notice of the filing of such action to the Developer and the Developer shall defend and indemnify the City from all costs and expenses of such defense, including reasonable attorneys' fees of the City or attorneys' fees awarded by a court arising out of such action except to the extent liability arises solely out of the City's exercise of its sole discretion to disclose or not disclose records and/or the City’s willful misconduct. (c) Quarterly Reports. The Developer shall prepare and submit to the City no later than the first day of each quarter during the Negotiation Period a meaningful summary of activities undertaken during the previous quarter to achieve each Performance Benchmark set forth in the Performance Schedule attached as Exhibit C. The first quarterly report shall be for the period from , 20 to , 20 and all subsequent reports will include the three months since the last report. Section 2.3 Developer Due Diligence. During the Negotiation Period the Developer shall undertake such due diligence as is necessary to determine the suitability of the Property for the Project as set forth below and within the times set forth in the Performance Schedule attached as Exhibit C: (a) Due Diligence. During the Negotiation Period and within the time set forth in the Performance Schedule, the Developer shall conduct due diligence activities it deems necessary to provide the Developer with sufficient information to determine the feasibility of developing a 111 CC 02-06-2024 111 of 723 4 504.049/548061 Project on the Property. The Developer's due diligence activities may include but are not limited to a physical survey of the Property. The City shall provide the Developer all requested information regarding the Property in the City's possession in a timely fashion. The Developer shall be responsible for the costs of all such studies, surveys and investigations. If the Developer fails to provide notice to the City that it is infeasible to develop the Project on the Property or that the Property is physically inadequate for the development of the Project by the date set forth in the Performance Schedule, this condition shall be deemed satisfied and this Agreement will remain in effect. Developer acknowledges and recognizes that regardless of the results of Developer's investigations of the Property, the Property will be leased to the Developer "As Is, Where Is, And With All Faults." (b) Title Adequacy Determination. The City has provided the Developer with a Preliminary Title Report dated , Order No. (the “Title Report”) on the Property. If the Developer objects to any exception appearing on the Title Report or should any title exception arise after the date of the Title Report, the Developer may object to such exception, provided such objection is made to the City in writing on or before 5 P.M. on the thirtieth (30th) day following the Effective Date, or if the exception is a new exception arising after the date of the Title Report, within fifteen (15) days of receipt of notice of such new exception. If the Developer objects to any exception to title, the City, within fifteen (15) days of receipt of the Developer’s objection shall notify the Developer in writing whether the City elects to (i) cause the exception to be removed of record, (ii) obtain a commitment from the title company for an appropriate endorsement to the policy of title insurance to be issued to the Developer, insuring against the objectionable exception, or (iii) terminate this Agreement unless the Developer elects to take title subject to such exception. If the City fails to respond to the Developer, such failure shall constitute the City’s election to terminate this Agreement unless the Developer affirmatively elects to take title subject to such exception. If the City's elects not to remove any exception objected to by the Developer, the Developer may, within fifteen (15) days of receipt of the City's notice, elect to terminate this Agreement. If any Party elects to terminate this Agreement pursuant to this Section 2.3(b), no Party shall thereafter have any obligations to or rights against the others hereunder. If the Developer fails to provide any notification to the City regarding this matter prior to expiration of the time period set forth herein, the condition set forth in this Section 2.3(b) shall be deemed satisfied, this Agreement shall continue in effect, and the condition of title at closing under any executed LDDA shall be as set forth in the Title Report. Section 2.4 Developer Obligations. During the Negotiation Period, the Developer shall be responsible for completing the following tasks within the time set forth in the Performance Schedule attached as Exhibit C: (a) Community Engagement Plan. Within the time set forth in the Performance Schedule the Developer shall submit to the City for its approval, a community engagement plan ("Community Engagement Plan") that includes the Developer's proposed plan for conducting outreach to community groups and stakeholders in the vicinity of the Project to educate the public with respect to the Project and seek input from the public with respect to the Project. The 112 CC 02-06-2024 112 of 723 5 504.049/548061 City shall approve or disapprove the Community Engagement Plan within thirty (30) days of receipt. If the City disapproves the Community Engagement Plan the City shall provide specific reasons for its disapproval. If the City disapproves the Community Engagement Plan, the Developer shall submit a revised Community Engagement Plan to the City within thirty (30) days of such disapproval and the submission and approvals periods set forth herein shall continue until the City approves the Community Engagement Plan, provided, however, if the City fails to approve a Community Engagement Plan after the second resubmission, the City may, in its discretion, elect to terminate this Agreement. Once the Community Engagement Plan is approved, the Developer shall be responsible for implementing the Community Engagement Plan during the Negotiation Period. (b) Financing Plan. Within the time set forth in the Performance Schedule, the Developer shall provide to the City for its approval a financing plan (“Financing Plan”) for the proposed development on the Property that will include proposed financing for all components of the development, identification of all proposed sources of subsidies for the housing affordable to extremely low and very low-income households, any proposed public financing and an analysis of the proposed development's competitiveness for such subsidy sources. The Financing Plan shall also include an operating pro forma including cash flows for all components of the Project and showing the Developer's proposed ground rent with sufficient detail for the City to evaluate the ground rent proposal. The Developer shall update the Financing Plan periodically to reflect changes to the Project during the entitlement process, information from the Developer's due diligence review of the Property, the results of market studies and other information. The City shall approve or disapprove the Financing Plan within thirty (30) days of receipt. If the City disapproves the Financing Plan the City shall provide a detailed explanation of the reasons for such disapproval. (c) Entitlements. During the Negotiation Period and within the time set forth in the Performance Schedule, the Developer, at its sole cost, shall be responsible for obtaining all land use entitlements and other governmental approvals from the City and other entities as may be necessary for the Developer's contemplated development on the Property. The City shall cooperate with the Developer's efforts to obtain such entitlement and shall sign necessary applications or other consents to applications, provided however, the City shall not be obligated to incur any costs associated with such cooperation. Prior to submitting any applications to the City or other governmental entities, the Developer shall submit to the City the design and architecture of the Project, including the conceptual plans, elevations, the exterior design and layout and any other information that the Developer intends to submit as part of its entitlement application. In the exercise of its reasonable discretion, the City shall respond to the Developer's written request for approval of conceptual plans within thirty (30) business days of the Developer's request therefor or the items submitted for approval shall be deemed approved. If the City disapproves of the items submitted, it shall specifically state the reasons for such disapproval. The Developer shall not submit any applications for entitlements until the City has approved the conceptual plans and application materials. (d) Environmental Documents. The Developer shall be responsible, at its sole cost, 113 CC 02-06-2024 113 of 723 6 504.049/548061 for preparation of any environmental documents required under the California Environmental Quality Act for (i) City approval of the LDDA and Ground Lease and (ii) approval of the Project. The City shall determine the appropriate environmental review required for approval of the Project and shall cooperate with the Developer in preparing environmental documents for which the Developer is responsible (if any) by supplying available technical data and other available information concerning the Property. The Developer shall be solely responsible for all costs associated with preparing any environmental documents necessary for the City's approval of the Project, inclusive of the LDDA and Ground Lease. The determination of the adequacy of the environmental review shall be in the sole discretion of the City. 2.5 Term Sheet. Developer shall provide a draft term sheet concurrently with City Council consideration of this Agreement for City Council review. During the Negotiation Period and within the time set forth in the Performance Schedule, the Developer and the City will negotiate the Term Sheet for the Project that is consistent with the Developer's Proposal as such Proposal is refined in accordance with this Agreement. The Term Sheet shall include the fundamental terms that will serve as a basis for the negotiation of the LDDA and the Ground Lease, including, but not limited to, the term of the Ground Lease, the proposed ground rent, the basic elements of the Project, the community benefits to be provided by the Project and a viable financial plan for the Project. If following good faith negotiations the Parties fail to agree on a mutually acceptable Term Sheet, either Party may terminate this Agreement, in which event no Party shall thereafter have any obligations to or rights against the others hereunder, except for those provisions that survive termination. Notwithstanding anything to the contrary contained herein, including execution of the LDDA with the form of Ground Lease attached thereto, the Parties acknowledge and agree that the Project financing partners may have additional comments to the Ground Lease and the City and Developer shall work in good faith prior to the execution of such Ground Lease to incorporate any such reasonable comments. 2.6 Right of Entry. During the Negotiation Period, the City grants to the Developer and the Developer's agents the right to enter upon the Property, subject to the terms and conditions of this Section 2.6, for the sole and exclusive purpose of conducting studies and investigations that will assist the Developer in negotiating a LDDA and Ground Lease and performing its obligations hereunder. The Developer shall not interfere with any existing City operations or departments occupying the Property during any inspection or investigation of the Property. The Developer shall be responsible for obtaining any permits necessary for any studies or investigations to be conducted. Prior to conducting any destructive testing or any environmental testing involving drilling or borings, the Developer shall provide the City's Authorized Representative with written notification of the scope of such testing for the City's Authorized Representative's approval in his reasonable discretion. The Developer shall bear all costs of such studies and investigations and shall be responsible for restoring the Property to its original condition after completion of such studies and investigations. The Developer shall be responsible for repairing any damage to the Property caused by such investigations. Prior to exercise of the right of entry granted in this Section 2.6, the Developer shall 114 CC 02-06-2024 114 of 723 7 504.049/548061 provide the City with satisfactory evidence, in the form of a certificate of insurance, that the Developer's agents who obtain access to the Property are insured under comprehensive general liability and automobile liability insurance policy or policies terminable only after ten (10) days' advance written notice to the City, each policy to be in an amount of not less than Two Million Dollars ($2,000,000) combined single limit per occurrence for bodily injury and property damage. Each insurance policy shall name the City as an additional insured and shall contain a waiver of any right of subrogation against the City. The Developer shall protect, indemnify and defend (with counsel reasonably acceptable to the City) and hold harmless the City, and its respective Council members, officers, employees, and agents (collectively the "Indemnified Parties") against, and hold the Indemnified Parties and the Property harmless from and against, any and all costs, expenses (including, without limitation, reasonable attorneys' fees), damages, claims, liabilities, liens (including, without limitation, mechanics liens) encumbrances and charges arising out of or in any way related to any entry by the Developer or the Developer's agents upon the Property, unless such matters arise from the sole and active negligence or willful misconduct of the City or other Indemnified Party. The foregoing obligation of the Developer shall survive the expiration of this Agreement. The provisions of this Section 2.6 to the contrary notwithstanding, the Developer shall not conduct any biological investigations or studies or any invasive investigation, inspection, or test on the Property without prior written notice to the City's Authorized Representative of the proposed investigation, study, inspection or test (including, with respect to any hazardous substances invasive testing, a written plan for such testing) and the City’s Authorized Representative's approval thereof, which will not be unreasonably withheld, conditioned or delayed and will be deemed given if the City's Authorized Representative has not given its approval or reasonable disapproval in writing within twenty (20) business days after receipt of the Developer’s notice of the proposed investigation, study, inspection or test (and any required written plan). Additionally, the Developer shall provide to the City for the City’s review and approval (which approval will not be unreasonably withheld, conditioned or delayed) copies of drafts of any reports prepared in connection with any such activities prior to the reports becoming final and submitted to third parties (including governmental agencies). The City's failure to disapprove of any draft report within twenty (20) business days of the City's receipt will conclusively be deemed approval by the City of the draft report in question. Section 2.7 City Cooperation. The City shall reasonably cooperate in providing the Developer with information in the City's possession relevant to development of the Property. ARTICLE 3 GENERAL PROVISIONS Section 3.1 Limitation on Effect of Agreement. This Agreement shall not obligate either the City or the Developer to enter into an LDDA or Ground Lease or to enter into any other agreement. By execution of this Agreement, the City is not committing itself to or agreeing to undertake disposition of any property. Execution of this Agreement by the City is merely an agreement to conduct a period of exclusive negotiations in accordance with the terms hereof, reserving for subsequent City action the final discretion and approval regarding the execution of an LDDA and Ground Lease and all proceedings and decisions in connection 115 CC 02-06-2024 115 of 723 8 504.049/548061 therewith. Any LDDA and Ground Lease resulting from negotiations pursuant to this Agreement shall become effective only if and after such LDDA and Ground Lease have been considered and approved by the City Council following conduct of all legally required procedures. No agreement drafts, actions, deliverables or communications arising from the performance of this Agreement shall impose any legally binding obligation on either Party to enter into an LDDA or Ground Lease, nor shall any such documents, actions or communications constitute any oral or implied agreement by either Party to enter into any other agreement. The Parties acknowledge that the final form of any agreement governing the development of the Property may contain matters not covered in this Agreement, and the provisions herein are not intended to exclude or preclude any other issues that may arise during negotiations. Section 3.2 Compliance with CEQA. Without limiting the generality of Section 3.1, the Developer expressly acknowledges that any agreement resulting from the negotiations contemplated hereby shall become effective only if the agreement is approved by the City Council following compliance with all applicable notice and hearing requirements and compliance with all other requirements of law, including without limitation, the requirements of the California Environmental Quality Act (“CEQA”). The Parties acknowledge that the Project described in the Proposal is preliminary in nature and shall be described in further detail in the LDDA to be negotiated during the Negotiation Period. Without limiting the foregoing, the Parties acknowledge that the City retains discretion to (i) modify the proposed development as the City may, in its discretion, determine to be necessary to comply with CEQA, (ii) select other feasible alternatives and/or impose mitigation measures to avoid or minimize significant environmental impacts; (iii) balance the benefits of the proposed development against any significant environmental impacts prior to taking final action, if such impacts cannot otherwise be avoided; and/or (iv) determine not to proceed with the proposed development of the Property. Section 3.3 Notices. Each notice, request, demand, instruction or other document required or permitted to be given hereunder ("Notice") shall be in writing and shall be delivered personally (including messenger or courier service with evidence of receipt) or sent by depositing the same with the United States Postal Service, certified or registered mail, return receipt requested, with proper postage prepaid, addressed to the parties at the respective addresses set forth below and marked to the designated individual's attention. Each Notice shall be effective upon being so deposited, but the time period in which a response to any such Notice must be given or any action taken with respect thereto shall commence to run from the date of receipt of the Notice by the addressee thereof. Rejection or other refusal by the addressee to accept or the inability of any messenger, courier or the United States Postal Service to deliver because of a changed address of which no Notice was given shall be deemed to be the receipt of the Notice sent. Either party shall have the right from time to time to change the address to which a Notice to it shall be sent to another address in the continental United States (but not a post office box) by giving Notice to the other party of the changed address at least ten (10) days prior to such changes. If to the City: With copies to: 116 CC 02-06-2024 116 of 723 9 504.049/548061 If to the Developer: To the address specified in Exhibit B Section 3.4 Developer's Financial Capacity. Prior to the execution of the LDDA, Developer shall submit to the City evidence of its ability to finance development of the Property pursuant to the Proposal. Prior to execution of the LDDA, the City shall make a determination, the cost of which shall be advanced by Developer, that Developer has capacity to finance the development and complete the Project. City shall have the right to terminate this Agreement if Developer is unable to establish its financial capacity to the satisfaction of the City. The Developer shall maintain full disclosure to the City of its methods of financing to be used in the development of the Property, and shall promptly advise the City of any material adverse change in the Developer's financial status or ability to finance development of the Property. Section 3.5 Costs and Expenses. Each party shall be responsible for its own costs and expenses in connection with any activities and negotiations undertaken in connection with this Agreement, and the performance of each party's obligations under this Agreement. Section 3.6 Defaults and Remedies. (a) Default. Failure by either party to negotiate in good faith as provided in this Agreement shall constitute an event of default hereunder. In addition, the failure of the Developer to meet any of the Performance Benchmarks by the date set forth in the Performance Schedule, subject to force majeure delays, shall constitute a Developer event of default. The non-defaulting party shall give written notice of a default to the defaulting party, specifying the nature of the default and the required action to cure the default. If a default remains uncured ten (10) days after receipt by the defaulting party of such notice, the non-defaulting party may exercise the remedies set forth in subsection (b). (b) Remedies. In the event of an uncured default by the City, the Developer's sole remedy shall be to terminate this Agreement. Following such, neither party shall have any further right, remedy or obligation under this Agreement; provided, however, that the Developer's indemnification obligation pursuant to Sections 2.6 and 3.5 shall survive such termination. In the event of an uncured default by the Developer, the City's sole remedy shall be to terminate this Agreement. Following such termination, neither party shall have any right, remedy or obligation under this Agreement; provided, however, that the Developer's indemnification obligation pursuant to Sections 2.6 and 3.5 shall survive such termination. Except as expressly provided above, neither party shall have any liability to the other for damages or otherwise for any default, nor shall either party have any other claims with respect to 117 CC 02-06-2024 117 of 723 10 504.049/548061 performance under this Agreement. Each party specifically waives and releases any such rights or claims they may otherwise have at law or in equity. Section 3.7 Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of California. Section 3.8 Assignment. The Developer may not transfer or assign any or all of its rights or obligations hereunder except with the prior written consent of the City, which consent shall be granted or withheld in the City's sole discretion, and any such attempted transfer or assignment without the prior written consent of the City shall be void. Notwithstanding the foregoing, Developer may assign its rights hereunder to a limited partnership where one or more of the Developers are the managing general partner (or the managing member of the managing general partner) thereof. Section 3.9 No Third Party Beneficiaries. This Agreement is made and entered into solely for the benefit of the City and the Developer and no other person shall have any right of action under or by reason of this Agreement. Section 3.10 Time. Time is of the essence of each and every provision of this Agreement in which time is a factor. Section 3.11 No Agency, Joint Venture or Partnership. The City and the Developer hereby renounce the existence of any form of agency relationship, joint venture or partnership between the City and the Developer and agree that nothing contained herein or in any document executed in connection herewith shall be construed as creating any such relationship between the City and the Developer. Section 3.12 Interpretation of Agreement. This Agreement constitutes the entire agreement between the parties and supersedes all prior discussions, negotiations, and agreements whether oral or written, except to the extent that the Proposal informs the negotiations contemplated in this Agreement. Any amendment to this Agreement, including an oral modification supported by new consideration, must be reduced to writing and signed by both parties before it will be effective. Both parties have had an equal opportunity to participate in the drafting of this Agreement. The usual construction of an agreement as to the drafting party shall not apply to this Agreement. Section 3.13 Waiver of Lis Pendens. It is expressly understood and agreed by the Parties that no lis pendens shall be filed against any portion of the Property with respect to this Agreement or any dispute or act arising from it. This Section shall survive the expiration or termination of this Agreement. Section 3.14 Counterparts. This Agreement may be executed in counterparts, each of which shall be deemed an original but all of which together shall constitute one and the same agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date 118 CC 02-06-2024 118 of 723 11 504.049/548061 set opposite their signatures. The Effective Date of this Agreement shall be the date this Agreement is signed by the City. "City" , 202- City of Cupertino, a body corporate and politic and a subdivision of the State By: "Developer" , 202_ By: Title: APPROVED AS TO FORM: By: Christopher D. Jensen, Cupertino City Attorney ATTEST: 119 CC 02-06-2024 119 of 723 12 504.049/548061 City Clerk 120 CC 02-06-2024 120 of 723 504.049/548061 EXHIBIT A DESCRIPTION OF PROPERTY THE LAND REFERRED TO HEREIN BELOW IS SITUATED IN THE CITY OF CUPERTINO, COUNTY OF SANTA CLARA, STATE OF CALIFORNIA, AND IS DESCRIBED AS FOLLOWS: 1 121 CC 02-06-2024 121 of 723 504.049/548061 122 CC 02-06-2024 122 of 723 1 1855\03\2913920.5 504.049/548061 EXHIBIT B DEVELOPER INFORMATION Name: Legal Status: Address: Negotiating Representative(s): 123 CC 02-06-2024 123 of 723 2 1855\03\2913920.5 504.049/548061 EXHIBIT C PERFORMANCE SCHEDULE Performance Benchmark Performance Date 1. Developer Due Diligence Activities (§2.3(a)) 2. Developer determines title adequacy (§2.3(b)) 3. Developer submits Community Engagement Plan to the City for approval (§2.4(a)) 4. The City approves or disapproves the Community Engagement Plan (§2.4(a)). Within 30 days of submission 5. Developer submits Financing Plan to City (§2.4(b)) 6. City approves or disapproves of the Financing Plan (§2.4(b)) Within 30 days of submission 7. City Council approves Term Sheet (§2.5) Can this be City the Manager? Council approves ENA and LDDA. 8. Developer shall submit concept plan and entitlement application materials to the City for its approval prior to submitting applications for entitlements (§2.4(c)) 9. City shall review and approve of disapprove design and architecture plans (§2.4(c)) Within 30 business days of submission 10. Developer obtains entitlements for the Project (§2.4(c)) 11. Developer obtains final CEQA review of Project (§2.4(d)) Concurrent with entitlements. 124 CC 02-06-2024 124 of 723 1 504.049/548727 Mary Avenue Mary Avenue and Parkwood Drive, Cupertino Basic Lease Information Sheet 8.02.2023 Effective Date: ___________________. Tenant: A to be formed LP, with a to be formed LLC as managing general partner of the partnership with Charities Housing Development Corporation of Santa Clara County (“Charities Housing”), as its sole member and manager. Developer/Sponsor: Charities Housing Development Corporation of Santa Clara County Premises: That certain parcel of land including all improvements and buildings to be constructed thereon, located on approximately .79 acres within a portion of the Mary Avenue Right-of-Way in Cupertino. TBD Use of Premises: Affordable Housing as defined herein containing approximately 32,326 gross square feet of residential and ancillary service space dedicated to directly serving the residents, including social service and property management offices, community rooms, lounge areas, laundry rooms etc., for the Term of the Lease. "Affordable Housing" as defined herein means approximately thirty-nine (39) units of Affordable Housing for the Extremely Low and Very Low-Income households (as more particularly described below, at 30% and 50% of AMI). Nineteen (19) of these units are anticipated to provide housing for individuals who are Intellectually and Developmentally Disabled ( “IDD” ). In addition to the 39 residentail units,one (1) unrestricted staff unit will be provided. The following is the unit mix for the Affordable Housing , in which the following rent and income restrictions based on percentage of Area Median Income (AMI) apply: Unit Size and affordabilit y 30% AMI 50% AMI Unrestricte d (Managers) Total Studios 5 0 0 5 125 CC 02-06-2024 125 of 723 2 504.049/548727 1-BRs – 562 SF 11 8 0 19 2-BRs – 784 SF 4 11 1 16 Total 20 19 1 40 With the consent of the City, the unit mix and the affordability restrictions may be changed for the sole purpose of facilitating the financing and development of the Project. It is proposed that 47.5% of the units will be reserved for individuals or families with at lease one member living with an intellectual or developmental disability (IDD). The developers expect that 14 of these households will be extremely low income (ELI) and 5 will be very low income (VLI). Potential tenants for the IDD units will be referred by Housing Choices Coalition through their memorandum of understanding with the San Andreas Regional Center (“SARC”). Resident services and coordination for these units will be overseen by Housing Choices Coalition and funded by SARC. Sponsor/Developer shall construct an anticipated total of 40 units in a single phase. Construction of the Affordable Housing will occur within seven (7) years of the execution of this Term Sheet by both Parties. Building: Not Applicable Term: The Term shall commence on the Term Commencement Date and expire at 11:59pm Pacific Coast Time eighty-five (85) years thereafter (“Initial Term”). Tenant will have one (1) option to renew the Lease, subject to City advance approval on terms acceptable to the City for a total maximum Term of no more than ninety-nine (99) years. Delivery Date: The date on which Landlord grants possession of the Premises to Tenant and Tenant accepts delivery, which shall not occur earlier than the Effective Date and no later than the Term Commencement Date. Due Diligence Period: Tenant will have 365 days from the Effective Date to access and investigate the Premises, to perform any and all due diligence, including any environmental assessments, appraisals, surveys, geotechnical investigations, easement agreements with Caltrans and any other assessment deemed necessary. 126 CC 02-06-2024 126 of 723 3 504.049/548727 Entitlement Period: Tenant will have until September 2026 to secure initial plans for construction of the Premises and to determine the likelihood of procuring all approvals or permits, including where applicable compliance with the California Environmental Quality Act and the National Environmental Protection Act, necessary to start construction of the Affordable Housing on the Premises in order to provide Affordable Housing on the Premises. Tenant may cancel this Agreement for any reason any time prior to Commencing Construction. For purposes hereof, “Commencing Construction” shall mean the closing and initial funding of construction financing and the commencement of construction of the Affordable Housing under the terms thereof. Understanding that a DA would be proposed which would allow a longer entitlement period. Deposit: There will be no performance deposit associated with this Ground Lease. Term Commencement Date: The Term Commencment Date is the date of the close of construction financing for the Project Improvements with the construction lender (the "Project Financing"). Affordability Adjusments: To the extent necessary for the Project to maintain financial feaiblity, the City will allow the income and rent restrictions to increase and allow the intellectually and developmentally disabled (IDD) unit requirements to be dropped for a percentage of the units to be reasonably determined by City upon Tenant’s written request in the event of a loss or reduction in Section 8 rental and/or other subsidy through no fault of the Tenant, its employees, agents, officers, directors, agents, subsidiaries, financiers, lenders, contractors or assigns. As determined by City, any Affordability Adjustment shall conform to the following requirements, at a minimum: 1. The Affordability Adjustment may result in increased AMI levels only to the extent necessary for the Premises to be operated without a negative cash flow, as determined in consultation with the senior lender and tax credit investor; 2. While 20 of the units will be reserved for ELI and 19 units will serve IDD households, all of the units must continue to have (subject to all applicable laws, including, without limitation, tax credit regulations): a. Set asides or preferences for IDD households to be determined by the City, except to the extent the preference must be changed to allow the Project to maintain financial feasiblity. 127 CC 02-06-2024 127 of 723 4 504.049/548727 b. Developer/Sponsor shall continue to process applicants who are direct referrals from Housing Choices Coalition/SARC. If the Housing Choices Coalition/SARC is unable to provide Developer/Sponsor a referral for a vacant unit within thirty days of unit availability, then Developer/Sponsor may seek rental applications for that unit from other sources. Subordination of Lease: The City will not subordinate the affordability and population requirements to the Construction and Permanent Lender(s). The Ground Lease shall include standard mortgagee protection provisions. Base Rent: Base Rent shall be One Dollars and Zero Cents ($1.00) due annually and payable in full starting on the Term Commencement Date. [confirm below market rent – leasehold will transfer prior to admission of investor to avoid income] Advance Rent: Not Applicable. Extended Term Base Rent: Not Applicable. Additional Rent: Additional Rent shall include any and all other payments, charges and reimbursement obligations of Tenant to Landlord as allowed or permitted under the Lease terms herein. Construction Bonds: Prior to starting any construction on the Premises, Tenant shall provide City with contractor performance and payment bonds, all to Landlord’s reasonable satisfaction, in order to secure performance under the Lease. Insurance: Tenant shall procure and maintain public liability and property damage insurance and other insurance required by the Landlord in a form, substance and amount approved by the Landlord. Tenant shall also procure and maintain workers’compensation insurance and all other insurance required under applicable law, in a form and amount approved by the Landlord. Hazardous Materials: Tenant shall represent, warrant and provide evidence satisfactory to the Landlord, as requested, that Hazardous Materials will not be and are not being stored or used on the Premises (except to the extent used in the ordinary course operating apartment complexes and used in accordance with all applicable laws) and that the Premises and Use are in compliance with all environmental laws, ordinance and regulations. Hazardous 128 CC 02-06-2024 128 of 723 5 504.049/548727 Materials Disclosure Certification is attached at Exhibit XXX. Additional requirements may be set out in the Lease. Tenant’s Share of Expenses: Tenant is responsible for 100% of the operating expenses, taxes, and utility expenses associated with the Use of the Premises, for the duration of the Lease Term. Additional requirements may be set out in the Lease. Permitted Uses: Subject to compliance with all other terms and conditions of the Lease, the operation of 40 units of Affordable Housing, including nineteen (19) intended for individauls with Intellectual and Development Disabilities (the “Permitted Uses”), which complies fully with all terms and conditions of this Lease, and for which all land use and other entitlements, approvals, licenses and permits have been granted by local, state and federal governmental agencies, departments and entities. Parking Spaces: 61 parking spaces for residents and staff of the property or as required under the land use and entitlement approvals. Landlord: City of Cupertino, a Political Subdivision of the State of California. Also referred to herein as “City”. Landlord’s Notice Address: Cupertino City Hall, Office Community Development Attn: Gian Martire, Senior Planner 10300 Torre Avenue, Cupertino, California 95014 Landlord’s Address For Rent: Cupertino City Hall, Office Community Development Attn: Gian Martire, Senior Planner 10300 Torre Avenue, Cupertino, California 95014 Sponsor’s Notice Addresses: Charities Housing Sobrato Center for Nonprofits – San Jose 1400 Parkmoor Avenue, Suite 190 San Jose, CA 95126 129 CC 02-06-2024 129 of 723 6 504.049/548727 With copy to: Lauren B. Fechter Gubb & Barshay LLP 235 Montgomery Street, Suite 1110 San Francisco, CA 94104 Ph: 415-781-6600, ext. 5 lfechter@gubbandbarshay.com Broker: None for Tenant/Sponsor. None for Landlord. Exhibits: Exhibit A; Legal Description Exhibit B: Regulatory Agreement. Exhibit C: Hazardous Materials Disclosure Certificate Addenda: None 130 CC 02-06-2024 130 of 723 CITY OF CUPERTINO Agenda Item 23-12855 Agenda Date: 2/6/2024 Agenda #: 10. Subject: Approve a Cooperative Services Agreement with SHI International Corporation for Managed, Detection, and Response (MDR) Cybersecurity services, for a total not-to-exceed amount of $180,025.50. Authorize the City Manager to execute a Cooperative Services Agreement with SHI International Corp., for Managed, Detection, and Response (MDR) Cybersecurity services for a total not-to- exceed amount of $180,025.50. CITY OF CUPERTINO Printed on 1/31/2024Page 1 of 1 powered by Legistar™131 CC 02-06-2024 131 of 723     CITY COUNCIL STAFF REPORT  Meeting: February 6, 2024    Subject  Approve a Cooperative Services Agreement with SHI International Corporation  for Managed, Detection, and Response (MDR) Cybersecurity Services, for a total  not‐to‐exceed amount of $180,025.50.     Recommended Action  Authorize the City Manager to execute a Cooperative Services Agreement with  SHI International Corp. for Managed, Detection, and Response (MDR)  Cybersecurity Services for a total not‐to‐exceed amount of $180,025.50.    Reasons for Recommendation  The City has established a comprehensive, multilayer cybersecurity strategy to  address the numerous cyber threats encountered weekly. A key component of  this strategy involves tools initially acquired in 2020 through SHI International  Corp via the National Association of State Procurement Officials (NASPO), a  Cooperative Agreement vehicle that secures competitive rates and favorable  terms on goods at the state level. Beginning December 2020, under the City  Manager’s award authority, the City utilized the Cooperative Agreement to  provide these cybersecurity tools during 2021, 2022 and 2023 calendar years.  Considering the evolving cybersecurity landscape, the City proposes the  continued use of these tools for an additional term through the 2024 calendar  year. This additional year is strategically recommended to ensure uninterrupted  cybersecurity defense while we diligently assess alternative solutions. Our aim is  to identify options that potentially offer enhanced efficacy and cost‐effectiveness,  aligning with our ongoing commitment to robust and efficient cybersecurity  management.    While the City will continue to use the same cybersecurity tools acquired in 2020  through SHI International Corp, due to the expiration of the NASPO agreement,  the City will obtain the continuing services of SHI International Corp. through  132 CC 02-06-2024 132 of 723     Omnia Partners, a cooperative purchasing entity that acquired National  Intergovernmental Purchasing Alliance (IPA).       Formal Competitive Bidding Exemption  CMC Chapter 3.22 ordinarily requires that purchases of services be selected  through a Request for Proposal process. However, CMC § 3.22.070 provides for  exemptions to the requirements of Chapter 3.22 when these purchases occur  from any other public agency created under the laws of the State of California or  the United States Government. The City of Meza, AZ was the lead agency for the  competitive solicitation, which was created for intended use through Omnia  Partners, which provides contracts that are competitively solicited and publicly  awarded by a government entity acting as the lead agency. The Cooperative  Purchasing Agreement with SHI International Corp. is available to any public  agencies nationally, including state and local governmental entities, public and  private primary, secondary and higher education entities, non‐profit entities, and  agencies for the public benefit (“Public Agencies”), through its cooperative  purchasing program.      Sustainability Impact  No impact.    Fiscal Impact   The table below provides a detailed breakdown of the costs incurred to date and  the projected future expense associated with the cybersecurity tools which total  $180,025.50. Included in the total contract amount is a lower service cost for 2024  due to a successful negotiation with the vendor. Council approved funding as  part of FY2023‐24 Proposed Budget.       Date Price Services Provided  February 1, 2021 $49,000.00 MDR Services   February 1, 2022 $49,000.00 MDR Services   February 1, 2023 $49,000.00 MDR Services   February 1, 2024 $33,025.50 MDR Services (contract through Omnia partners)   New not‐to‐exceed Total $180,025.50    California Environmental Quality Act  Not applicable.    ____________________________________  Prepared by:   Tommy Yu, Infrastructure Manager   133 CC 02-06-2024 133 of 723     Reviewed by:  Bill Mitchell, Chief Technology Officer       Michael Woo, Senior Assistant City Attorney  Approved by: Matt Morley, Assistant City Manager      Chris Jensen, City Attorney    Attachments:  A – DarkTrace via SHI International Corp., Base Cooperative Agreement  B – Omnia Partners Coop. Agreement No. 2018011‐02   C – Amendment 4 to Omnia Partners Coop. Agreement No. 2018011‐02   D – Draft Supplemental Agreement  134 CC 02-06-2024 134 of 723 ATTACHMENT A 135 CC 02-06-2024 135 of 723 136 CC 02-06-2024 136 of 723 Contract Amendment Arizona Department of Administration State Procurement Office 100 N. 15th Avenue, Suite 402 Phoenix, AZ 85007 ADSPO16-130651 Amendment Thirteen (13) Software Value-Added Reseller NASPO Master Contract CONTRACTOR: STATE AGENCY: SHI International Corp. 290 Davidson Ave. Somerset, NJ 08873 AZ Department of Administration (ADOA) State Procurement Office 100 N. 15th Ave., Ste. 305 Phoenix, AZ 85007 CONTACT: Alison Turner CONTACT: Eric Bell PHONE: 425-974-5997 PHONE: (602) 542-8921 EMAIL: alison_turner@shi.com EMAIL: eric.bell@azdoa.gov Software Value Added Reseller (SVAR) NASPO Master Contract Pursuant to R2-7-E303. Competition Impracticable Procurements, and NASPO Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions, Paragraph 5, Contract Changes, 5.1 Amendments, the above referenced contract shall be amended as follow: 1. The term of this contract is hereby extended through December 31, 2023. ALL OTHER REQUIREMENTS, SPECIFICATIONS, TERMS AND CONDITIONS REMAIN UNCHANGED * Please ensure all required Certificate Of Insurance are updated and submitted to the State Procurement Office. This Contract Amendment is not binding against the State of Arizona unless signed by an authorized representative of the Contractor and then accepted in writing by an authorized representative of the State. Contractor hereby acknowledges receipt and understanding of the above amendment. The above referenced contract amendment is hereby executed this date by the State. Signature Date Signature Date ___________________________ _______________________Statewide Procurement Manager _______________________ Printed/Typed Name and Title Printed/Typed Name and Title 10/23/2023 137 CC 02-06-2024 137 of 723 138 CC 02-06-2024 138 of 723 Contract Amendment State of Arizona State Procurement Office Contract No.: ADSPO16-130651 PAGE 100 N. 15TH Avenue, Suite 402 Amendment No.: Eleven (11) 1 OF 1 Phoenix, AZ 85007 CONTRACTOR: SHI International Corp. 290 Davidson Ave. Somerset, NJ 08873 CONTACT: Alison Turner PHONE: 425-974-5997 EMAIL: alison_turner@shi.com STATE AGENCY: AZ Department of Administration State Procurement Office 100 N. 15th Avenue, Suite 402 Phoenix, AZ 85007 CONTACT: Rana Schultz PHONE: (602) 542-2927 EMAIL: Rana.Schultz@azdoa.gov Software Value Added Reseller (SVAR) Pursuant to State of Arizona Uniform Terms and Conditions, Paragraph 5, Contract Changes, 5.1 Amendments, the above referenced Contract shall be amended as follows: 1. The term of this contract is hereby extended through July 31st, 2023. 2. All other Terms, Conditions, and Pricing remain the same. This Contract Amendment is not binding against the State of Arizona unless signed by an authorized representative of the Contractor and then accepted in writing by an authorized representative of the State. Contractor hereby acknowledges receipt and understanding of the above amendment. The above referenced contract amendment is hereby executed this date by the State. Signature Date Signature Date _______________________________________________________ Printed/Typed Name and Title _John RedHorse, Statewide IT Procurement Leader ______________ Printed/Typed Name and Title DocuSign Envelope ID: AA9EB012-B79E-48BA-B5AD-78A80214A6DB Darek Awas 2/28/2023 Manager - Contracts John Redhorse (Feb 28, 2023 13:15 PST) 2/28/23 139 CC 02-06-2024 139 of 723 Contract Amendment State of Arizona State Procurement Office Contract No.: ADSPO16-130651 PAGE 100 N. 15TH Avenue, Suite 402 Amendment No.: Ten (10) 1 OF 1 Phoenix, AZ 85007 CONTRACTOR: SHI International Corp. 290 Davidson Ave. Somerset, NJ 08873 CONTACT: Alison Turner PHONE: 425-974-5997 EMAIL: alison_turner@shi.com STATE AGENCY: AZ Department of Administration State Procurement Office 100 N. 15th Avenue, Suite 402 Phoenix, AZ 85007 CONTACT: Rana Schultz PHONE: (602) 542-2927 EMAIL: Rana.Schultz@azdoa.gov Software Value Added Reseller (SVAR) Pursuant to State of Arizona Uniform Terms and Conditions, Paragraph 5, Contract Changes, 5.1 Amendments, the above referenced Contract shall be amended as follows: 1. The term of this contract is hereby extended through March 31st, 2023. 2. All other Terms, Conditions, and Pricing remain the same. This Contract Amendment is not binding against the State of Arizona unless signed by an authorized representative of the Contractor and then accepted in writing by an authorized representative of the State. Contractor hereby acknowledges receipt and understanding of the above amendment. The above referenced contract amendment is hereby executed this date by the State. Signature Date Signature Date _______________________________________________________ Printed/Typed Name and Title _John RedHorse, Statewide IT Procurement Leader ______________ Printed/Typed Name and Title DocuSign Envelope ID: C86D6627-8775-49C7-87E2-76B745262BEC 12/8/2022 Manager - ContractsDarek Awas John Redhorse (Dec 9, 2022 06:39 PST)12/9/2022 140 CC 02-06-2024 140 of 723 Contract Amendment State of Arizona State Procurement Office Contract No.: ADSPO16-130651 PAGE 100 N. 15TH Avenue, Suite 402 Amendment No.: Nine (9) 1 OF 1 Phoenix, AZ 85007 CONTRACTOR: SHI International Corp. 290 Davidson Ave. Somerset, NJ 08873 CONTACT: Alison Turner PHONE: 425-974-5997 EMAIL: alison_turner@shi.com STATE AGENCY: AZ Department of Administration State Procurement Office 100 N. 15th Avenue, Suite 402 Phoenix, AZ 85007 CONTACT: Rana Schultz PHONE: (602) 542-2927 EMAIL: Rana.Schultz@azdoa.gov Software Value Added Reseller (SVAR) Pursuant to State of Arizona Uniform Terms and Conditions, Paragraph 5, Contract Changes, 5.1 Amendments, the above referenced Contract shall be amended as follows: 1. The term of this contract is hereby extended through December 31st, 2022. 2. All other Terms, Conditions, and Pricing remain the same. This Contract Amendment is not binding against the State of Arizona unless signed by an authorized representative of the Contractor and then accepted in writing by an authorized representative of the State. Contractor hereby acknowledges receipt and understanding of the above amendment. The above referenced contract amendment is hereby executed this date by the State. Signature Date Signature Date _______________________________________________________ Printed/Typed Name and Title _John RedHorse, Statewide IT Procurement Leader ______________ Printed/Typed Name and Title 8/23/2022 Kristina Mann, Sr. Manager - Contracts 8/23/22 141 CC 02-06-2024 141 of 723 Contract Amendment State of Arizona State Procurement Office Contract No.: ADSPO16-130651 PAGE 100 N. 15TH Avenue, Suite 402 Amendment No.: Eight (8) 1 OF 1 Phoenix, AZ 85007 CONTRACTOR: SHI International Corp. 290 Davidson Ave. Somerset, NJ 08873 CONTACT: Alison Turner PHONE: 425-974-5997 EMAIL: alison_turner@shi.com STATE AGENCY: AZ Department of Administration State Procurement Office 100 N. 15th Avenue, Suite 402 Phoenix, AZ 85007 CONTACT: Rana Schultz PHONE: (602) 542-2927 EMAIL: Rana.Schultz@azdoa.gov Software Value Added Reseller (SVAR) Pursuant to State of Arizona Uniform Terms and Conditions, Paragraph 5, Contract Changes, 5.1 Amendments, the above referenced Contract shall be amended as follows: 1. The term of this contract is hereby extended through September 30th, 2022. 2. All other Terms, Conditions, and Pricing remain the same. This Contract Amendment is not binding against the State of Arizona unless signed by an authorized representative of the Contractor and then accepted in writing by an authorized representative of the State. Contractor hereby acknowledges receipt and understanding of the above amendment. The above referenced contract amendment is hereby executed this date by the State. Signature Date Signature Date _______________________________________________________ Printed/Typed Name and Title _John RedHorse, Statewide IT Procurement Leader ______________ Printed/Typed Name and Title 5/16/2022 Elisabeth Arnold/Senior Lead Contracts Specialist DocuSign Envelope ID: AB1E2D36-7721-423D-81FC-E27B03CEE4E9 John Redhorse (May 19, 2022 12:12 PDT)May 19, 2022 142 CC 02-06-2024 142 of 723 Contract Amendment State of Arizona State Procurement Office Contract No.: ADSPO16-130651 PAGE 100 N. 15TH Avenue, Suite 402 Amendment No.: Seven (7) 1 OF 1 Phoenix, AZ 85007 CONTRACTOR: SHI International Corp. 290 Davidson Ave. Somerset, NJ 08873 CONTACT: Alison Turner PHONE: 425-974-5997 EMAIL: alison_turner@shi.com STATE AGENCY: AZ Department of Administration State Procurement Office 100 N. 15th Avenue, Suite 402 Phoenix, AZ 85007 CONTACT: Rana Schultz PHONE: (602) 542-2927 EMAIL: Rana.Schultz@azdoa.gov Software Value Added Reseller (SVAR) Pursuant to State of Arizona Uniform Terms and Conditions, Paragraph 5, Contract Changes, 5.1 Amendments, the above referenced Contract shall be amended as follows: 1. The term of this contract is hereby extended through June 30 th, 2022. 2. All other Terms, Conditions, and Pricing remain the same. This Contract Amendment is not binding against the State of Arizona unless signed by an authorized representative of the Contractor and then accepted in writing by an authorized representative of the State. Contractor hereby acknowledges receipt and understanding of the above amendment. The above referenced contract amendment is hereby executed this date by the State. Signature Date Signature Date _______________________________________________________ Printed/Typed Name and Title _John RedHorse, Statewide IT Procurement Leader ______________ Printed/Typed Name and Title (OLVDEHWK$UQROG6HQLRU/HDG&RQWUDFWV6SHFLDOLVW          2/10/22 143 CC 02-06-2024 143 of 723 Contract Amendment State of Arizona State Procurement Office Contract No.: ADSPO16-130651 PAGE 100 N. 15TH Avenue, Suite 402 Amendment No.: Six (6) 1 OF 1 Phoenix, AZ 85007 CONTRACTOR: SHI International Corp. 290 Davidson Ave. Somerset, NJ 08873 CONTACT: Alison Turner PHONE: 425-974-5997 EMAIL:alison_turner@shi.com STATE AGENCY: AZ Department of Administration State Procurement Office 100 N. 15th Avenue, Suite 402 Phoenix, AZ 85007 CONTACT: Rana Schultz PHONE: (602) 542-2927 EMAIL: Rana.Schultz@azdoa.gov Software Value Added Reseller (SVAR) Pursuant to State of Arizona Uniform Terms and Conditions, Paragraph 5, Contract Changes, 5.1 Amendments, the above referenced Contract shall be amended as follows: 1. The term of this contract is hereby extended through April 7, 2022. 2. All other Terms, Conditions, and Pricing remain the same. This Contract Amendment is not binding against the State of Arizona unless signed by an authorized representative of the Contractor and then accepted in writing by an authorized representative of the State. Contractor hereby acknowledges receipt and understanding of the above amendment. The above referenced contract amendment is hereby executed this date by the State. Signature Date Signature Date _______________________________________________________ Printed/Typed Name and Title ______________________________________________________ Printed/Typed Name and Title                   Signature 11/15/2021 Rana K Schultz Statewide IT Procurement Manager 144 CC 02-06-2024 144 of 723 Contract Amendment State of Arizona State Procurement Office Contract No.: ADSPO16-130651 PAGE 100 N. 15TH Avenue, Suite 402 Amendment No.: Five (5) 1 OF 1 Phoenix, AZ 85007 CONTRACTOR: SHI International Corp. 290 Davidson Ave. Somerset, NJ 08873 CONTACT: Alison Turner PHONE: 425-974-5997 EMAIL: alison_turner@shi.com STATE AGENCY: AZ Department of Administration State Procurement Office 100 N. 15th Avenue, Suite 402 Phoenix, AZ 85007 CONTACT: Eric Bell PHONE: (602) 542-8921 EMAIL: eric.bell@azdoa.gov Software Value Added Reseller (SVAR) Pursuant to State of Arizona Uniform Terms and Conditions, Paragraph 5, Contract Changes, 5.1 Amendments, the above referenced Contract shall be amended as follows: 1.The term of this contract is hereby extended through January 7, 2022. 2.All other Terms, Conditions, and Pricing remain the same. This Contract Amendment is not binding against the State of Arizona unless signed by an authorized representative of the Contractor and then accepted in writing by an authorized representative of the State. Contractor hereby acknowledges receipt and understanding of the above amendment. The above referenced contract amendment is hereby executed this date by the State. Signature Date Signature Date ______________________________________________ Printed/Typed Name and Title Printed/Typed Name and Title 01/29/2021 Elisabeth Arnold - Lead Contracts Specialist 2/1/2021 Stephen Nettles - Senior Group Manager 145 CC 02-06-2024 145 of 723 Contract Amendment State of Arizona State Procurement Office Contract No.: ADSPO16-130651 PAGE 100 N. 15TH Avenue, Suite 402 Amendment No.: Four (4) 1 OF 1 Phoenix, AZ 85007 CONTRACTOR: SHI International Corp. 290 Davidson Ave. Somerset, NJ 08873 CONTACT: Alison Turner PHONE: 425-974-5997 EMAIL: alison_turner@shi.com STATE AGENCY: AZ Department of Administration State Procurement Office 100 N. 15th Avenue, Suite 402 Phoenix, AZ 85007 CONTACT: Eric Bell PHONE: (602) 542-8921 EMAIL: eric.bell@azdoa.gov Software Value Added Reseller (SVAR) Pursuant to State of Arizona Uniform Terms and Conditions, Paragraph 5, Contract Changes, 5.1 Amendments, the above referenced Contract shall be amended as follows: 1. The term of this contract is hereby extended through April 7, 2021. 2. All other Terms, Conditions, and Pricing remain the same. This Contract Amendment is not binding against the State of Arizona unless signed by an authorized representative of the Contractor and then accepted in writing by an authorized representative of the State. Contractor hereby acknowledges receipt and understanding of the above amendment. The above referenced contract amendment is hereby executed this date by the State. Signature Date Signature Date ______________________________________________ Printed/Typed Name and Title Printed/Typed Name and Title 02/03/2020 Cassie Skelton - Senior Manager - Contracts 2/20/2020 Stephen Nettles Senior Group Manager 146 CC 02-06-2024 146 of 723 14 7 CC 02-06-2024 147 of 723 14 8 CC 02-06-2024 148 of 723 14 9 CC 02-06-2024 149 of 723 1 | Page   Software Value-Added Reseller (SVAR) Services MASTER PRICE AGREEMENT with SHI INTERNATION, CORP. Contract No. ADSPO16-130651 State of Arizona Lead State Effective: April 8, 2016 to April 7, 2018 150 CC 02-06-2024 150 of 723 2 | Page 151 CC 02-06-2024 151 of 723 Master Agreement Table of Contents State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services Table of Contents EXECUTED OFFER AND ACCEPTANCE FORM......................................................................................................... 2 TABLE OF CONTENTS ................................................................................................................................................. 3 SECTION 1: NASPO ValuePoint Solicitation ADSPO16-00005829 – GENERAL INCFORMATION ......................... 4 SECTION 2: SCOPE OF WORK ................................................................................................................................... 7 SECTION 3: NASPO ValuePoint Master Agreement Terms and Conditions ......................................................... 22 SECTION 4: Lead State (State of Arizona) Terms and Conditions ........................................................................ 37 State of Arizona Special Terms and Conditions ....................................................................................... 37 State of Arizona Uniform Terms and Conditions ...................................................................................... 50            152 CC 02-06-2024 152 of 723 Master Agreement Section 1: General Information State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 1.1 Purpose The State of Arizona, State Procurement Office, is requesting proposals for Software Value-Added Reseller (SVAR) services in furtherance of the NASPO ValuePoint Cooperation Purchasing Program (NASPO ValuePoint). The purpose of this Request for Proposal (RFP) is to establish Master Agreements with qualified Offerors so that NASPO ValuePoint Cooperative Members may acquire Commercial off the Shelf Software (COTS) and related services from Software Value-Added Resellers. The objective of this RFP is to obtain best value, and in some cases achieve more favorable pricing, than is obtainable by an individual state or local government entity because of the collective volume of potential purchases by numerous state and local government entities. The Master Agreement(s) resulting from this procurement may be used by state governments (including departments, agencies, institutions), institutions of higher education, political subdivisions (i.e., colleges, school districts, counties, cities, etc.), the District of Colombia, territories of the United States, and other eligible entities subject to approval of the individuals state procurement director and compliance with local statutory and regulatory provisions, as explained in section 3 of the NASPO ValuePoint Master Agreement Terms and Conditions. The initial term of the Master Agreement shall be two (2) years with renewal provisions as outlined in Section 3 of the NASPO ValuePoint Master Terms and Conditions (Section 4). 1.2 Lead State, Solicitation Number and Lead State Contract Administrator (LSCA) The State of Arizona, State Procurement Office (SPO) is the Lead State and issuing office for this document and all subsequent addenda relating to it. This solicitation (RFP) is a competitive process, in accordance with the Arizona Procurement Code available at https://spo.az.gov/ . The Arizona Procurement Code is a compilation in one place of Arizona Revised Statutes (ARS) 41-2501 et seq. and administrative rules and regulations A.A.C R2-7-1010 et.seq. The Solicitation #ADSPO16- 00005829 must be referred to on all proposals, correspondence, and documentation relating to this RFP. The Lead State Contract Administrator (LSCA) identified below is the single point of contact during this procurement process. Offerors and interested persons shall direct to the Lead State Contract Administrator all questions concerning the procurement process, technical requirements of this RFP, contractual requirements, requests for brand approval, change, clarification, protests, the award process, and any other questions that may arise related to this solicitation and the resulting Master Agreement. The Lead State Contract Administrator (LSCA) designated by the State of Arizona, State Procurement Office is: Charlotte Righetti, CPPB, CTNS State Procurement Manager State of Arizona, State Procurement Office 100 N. 15th Avenue, Suite 201 Phoenix, Arizona 85007 Phone: (602)542.9127 1.3 NASPO ValuePoint Background Information NASPO ValuePoint (formerly known as WSCA-NASPO) is a cooperative purchasing program of all 50 states, the District of Columbia and the territories of the United States. The Program is facilitated by the NASPO Cooperative Purchasing Organization LLC, a nonprofit subsidiary of the National Association of State Procurement Officials (NASPO), doing business as NASPO ValuePoint. NASPO is a non-profit association dedicated to strengthening the procurement community through education, research, and communication. It is made up of the directors of the central purchasing offices in each 153 CC 02-06-2024 153 of 723 Master Agreement Section 1: General Information State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 5 | Page of the 50 states, the District of Columbia and the territories of the United States. NASPO ValuePoint facilitates administration of the cooperative group contracting consortium of state chief procurement officials for the benefit of state departments, institutions, agencies, and political subdivisions and other eligible entities (i.e., colleges, school districts, counties, cities, some nonprofit organizations, etc.) for all states, the District of Columbia, and territories of the United States. For more information consult the following websites: www.naspovaluepoint.org and www.naspo.org . 1.4 Participating States In addition to the Lead State conducting this solicitation, the Participating States listed below have requested to be named in this RFP as potential Users of the resulting Master Agreement. Other entities may become Participating Entities after award of the Master Agreement. State specific terms and conditions will govern each state’s Participating Addendum that will govern each state’s Participating Addendum. A listing of the Participating States can be found in Exhibit I. 1.5 Definitions – all capitalized terms in this document have the meaning as defined in AAC R2-7-101. Any capitalized term not defined in AAC R2-7-101 has the meaning defined below. "Appliance" means a separate and discrete hardware device with integrated software (firmware), specifically designed to provide a specific computing resource. For the purposes of this solicitation only an “Appliance” which is the sole means of obtaining the Software product is allowable. “Attachment” means any item the Solicitation requires an Offeror to submit as part of the Offer. “Best and Final Offer (BAFO)” means a revision to an Offer submitted after negotiations are completed that contains the Offeror’s most favorable terms for price, service, and products to be delivered. “Commercial Off the Shelf” (“COTS”) for the purposes of this solicitation means non-developmental software which has been created for specific uses and is available to the general public in the commercial marketplace. COTS products are designed to be implemented easily into existing systems without the need for customization. “End-User License Agreement (EULA)” is a legal contract between the manufacturer (publisher) and the end User of an application that details how the software can and cannot be used. “eProcurement (Electronic Procurement)” means conducting all or some of the procurement function over the Internet. Point, click, buy and ship Internet technology is replacing paper-based procurement and supply management business processes. Elements of eProcurement also include Invitation for Bids, Request for Proposals, and Request for Quotations. “Excluded Software Publishers” means a Software Publisher who is unwilling to do business with a Reseller. “Exhibit” means any document or object labeled as an Exhibit in the Solicitation or placed in the Exhibits section of the Solicitation. 154 CC 02-06-2024 154 of 723 Master Agreement Section 1: General Information State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 6 | Page “Lead State Contract Administrator” (“LSCA”) means the Procurement Officer for the Master Agreement. “Master Agreement” (“MPA”) means the contractual agreement executed between the winning (awarded) contractor (s) and the Lead State conducting the procurement on behalf of NASPO ValuePoint. “Non-perpetual license” or Subscription License” is a temporary license that provides the right to use a particular licensed product until the end of the license-agreement term. “Participating State Contract Administrator” (“PSCA”) means the Procurement Officer for the Participating State. “Perpetual license” means a license which is everlasting and valid if the software is being used in accordance with the license-agreement requirements. “Person” means any corporation, business, individual, union, committee, club, or other organization or group of individuals “Publisher” means a software manufacturer (e.g., Microsoft) “Reseller” means a Software Value-Added Reseller who is awarded under this solicitation, and who has a fully-executed (MPA and PA-s) contract. “Reseller Cost” means the price that the Reseller pays the Publisher or Distributor to purchase software on behalf of the Participating State. Reseller Cost should not include any administrative or other mark-up costs. “Software” means the computer program, including media and associated documentation. “Software Licensing” means allowing an individual or group to use a piece of software. “Software Maintenance and Support” means any software upgrades, annual updates, patches and fixes needed to improve functionality and keep the software in working order. “Solicitation Amendment” means a change to the Solicitation issued by the Procurement Officer. “Volume License Agreements (VLAs)” means an agreement with a Software Publisher wherein the Participating State’s total expected purchasing over a period of time is considered in establishing the discount level. 155 CC 02-06-2024 155 of 723 Master Agreement Section 2: Scope of Work State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 7 | Page 2.1 Software Value-Added Reseller (‘Reseller’ – “SVAR”) 2.1.1 Software Value-Added Reseller (‘Reseller’ – “SVAR”) shall be a large account reseller authorized to sell products direct from Key Software Publishers or authorized Distributors. 2.1.2 SVAR shall do the following: 2.1.2.1 Provide Commercial Off-the-Shelf-Software (COTS). 2.1.2.2 Honor existing Volume or Enterprise license agreements. 2.1.2.3 Offer maintenance and support packages on licenses already owned by the Participating State and other Purchasing Entities. 2.1.2.4 Advise the LSCA, each PSCA, and other Purchasing Entities of SVAR’s channel partner status with Key Software Publishers. 2.1.2.5 Retain or enhance reseller certifications with software publishers - At a minimum, maintain Reseller certification levels held at time of award. If Reseller’s certification or reseller status is withdrawn or reduced, Reseller is required to immediately notify, in writing, the Lead State Contract Administrator (LSCA), each PSCA and other Purchasing Entities explaining:  The change;  The impact on their costs to obtain the product;  Limitations on the products or services they may provide; and,  The reasons for the change. Failure to provide the required notification, regarding significant negative changes in their reseller status, may be grounds for suspension or cancellation of the MPA and PA’s. 2.1.2.6 Provide Pre-Sale Advisement - There shall be no charge for these services: 2.1.2.6.1 Advise the Purchasing Entity in making strategic software application decisions by providing evaluation copies, product comparisons, needs analysis, product information and application recommendations. 2.1.2.6.2 Act as liaison between the Purchasing Entity and individual publishers in identifying best approaches and cost savings opportunities for the Purchasing Entity. 2.1.1.6.3 Examples of such advice would be:  In selecting appropriate software;  In explaining Volume License Agreements with complicated rules;  In determining the most cost-effective buying strategies;  In ensuring that Participating States and other Purchasing Entities are in compliance with licensing requirements; and,  In finding software options to meet a specific need, for example, a flow-charting package. 2.1.2.7 Reseller shall negotiate to reduce Reseller Cost, to pass on savings to the Participating State and other Purchasing Entitites. 156 CC 02-06-2024 156 of 723 Master Agreement Section 2: Scope of Work State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 8 | Page 2.1.2.8 Provide assistance in explaining and developing Volume License and Enterprise Agreements. 2.1.2.9 Provide Software Installation Assistance. 2.1.2.9.1 Provide, at no additional cost, assistance or advice in basic installation or implementation of COTS product. 2.1.2.8.2 If the Purchasing Entity encounters difficulty in downloading or installing the software, the Reseller must provide assistance within eight (8) business hours of being informed of the problem. 2.1.2.10 Provide Software De-Installation Assistance. 2.1.2.11 Provide Tracking, Management, Usage Monitoring and Reporting of Licenses 2.1.2.11.1 Reseller shall have in place a product license inventory and asset management system, which will include an accurate inventory record of product licenses purchased under this Contract. 2.1.2.11.2 Reseller must also have the capability tracking maintenance renewal and other significant due dates. 2.1.2.11.3 At a minimum, this system shall be able to provide this information by Participating State and Purchasing Entity. 2.1.2.11.4 Reseller shall work with Participating State, other Purchasing Entities, publishers, previous and subsequent contract software resellers, and hardware computer contractors to ensure the most comprehensive record of licenses is created, maintained, and the information transferrable. 2.1.2.11.5 States may choose to award multiple PA’s under this Agreement. Details on how licenses are to be tracked and managed under multiple awards will be determined by that awarding State. 2.1.2.11.6 As may be required by a Participating State, or other Purchasing Entity, Reseller shall work with NASPO ValuePoint computing equipment contractors, or a Participating State’s comparable computer hardware contractor, to see that any software acquired under those contracts can be tracked through this contract. 2.1.2.12 Notify Participating State and Purchasing Entities of publisher publicly announced changes pertinent to User licensing. 2.1.3 SVAR shall Develop and Maintain Website 2.1.3.1 For Participating States, Reseller shall develop and support a website specific to that State, with content approved from the LSCA or PSCA as appropriate based on content. 2.1.3.1.1 This web site information shall be available through the Internet without the use of additional software or licenses. 157 CC 02-06-2024 157 of 723 Master Agreement Section 2: Scope of Work State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 9 | Page 2.1.3.1.2 Website should be User friendly to allow for quick and easy access and use. 2.1.3.1.3 Website shall be available 24 x 7, except for scheduled maintenance. 2.1.3.1.4 Website shall be ADA compliant. 2.1.3.1.5 No costs or expenses associated with providing this information shall be charged to the States. 2.1.3.1.6 Universal Resource Locator (URL) for the website must be supplied to the PSCA and the LSCA within sixty (60) days of the execution of the PA. 2.1.3.1.7 The website will include contract information, product information/catalog, the capability to generate online reports, and other pertinent information as may be reasonably requested by States, such as copies of VLAs. 2.1.3.1.8 Publisher Notifications and Other Industry Information. In the event that a publisher publicly announces changes that are pertinent to User licensing, the Reseller shall assist Users by posting the information on the state websites. 2.1.3.1.9 Reseller shall provide, at no additional cost, training on how to use their website and how to use this contract in obtaining quotes and placing orders. Online training should be available on the website, but supplementary electronic (e.g. Webinars, emails), telephone or on-site training should be provided, as needed, during standard working hours. 2.1.3.2 Contract and General Information. The website shall provide contract and ordering information to include, at a minimum: 2.1.3.2.1 The contract number(s) (MPA and PA); 2.1.3.3.2 The Reseller primary contact and contacts to whom incidents are to be escalated:  Name(s and titles  Areas of responsibility for each contact name;  Phone number(s); and,  Email address(es). 2.1.3.3.3 Information on use of website, 2.1.3.3.4 Quote and ordering information; and, 2.1.3.3.5 Notifications regarding publishers and products, such as pending key product changes or upgrades. 2.1.3.3 Online Catalog 2.1.3.3.1 Reseller shall provide COTS software, and software maintenance of new or existing licensed software, under this contract. Information on approved products, customized by Participating State, will be available through an online catalog and through Reseller’s representatives either through email or telephone inquiry during the standard working hours of the Participating State. The online catalog shall provide an expansive list 158 CC 02-06-2024 158 of 723 Master Agreement Section 2: Scope of Work State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 10 | Page of products allowed per the contracts, particularly those products of itemized publishers. 2.1.3.3.2 The website shall provide contract and ordering information to include, at a minimum: publishers, product names, standard product pricing, and product descriptions (photos optional or links to access product literature). Regardless of the number and types of links to the Reseller’s electronic catalog, the Reseller shall ensure that all eligible agencies purchasing under one PA are accessing the same current base version of the product catalog. Online information shall include purchases of Volume or Enterprise License Agreement software as well as individual COTS software licenses. 2.1.3.3.3 Online catalog shall be restricted to just software. Non-authorized products or groups of products shall not be on the website. Reseller shall not use this proposed website to cross sell or cross advertise other products and or services the Reseller may be able to offer. 2.1.3.4 Product Searching Capability. At a minimum, the online catalog should be searchable by Purchasing Entity and their VLAs, Software Publisher, Product name, OEM product number, and software description (e.g., GIS, Security). The online category can be modified as Users’ needs dictate, such as including products obtained through a distributor (non-itemized publisher products) that are frequently purchased. 2.1.3.5 Online Product Quotes. Product price displayed online is a ‘not-to-exceed’ product price quote based on contract rate and real time Reseller Cost. For high dollar purchases, or quantity purchases, Purchasing Entity should request a quote by contacting Reseller representative off-line. The online pricing should allow for overrides when a quote with a negotiated better price has been offered and is being placed online. Website should have capability to track all quotes by Purchasing Entity and be easily accessible for viewing by quote number. Website shall include a shopping cart feature that allows Purchasing Entities to provide shipping instructions. Purchasing Entities can place orders on the web either via credit card or purchase order. Specifics regarding an individual state’s requirements for placing an order may be included in that State’s Participating Addendum (PA). 2.1.3.6 User Differentiation. Catalog should be designed so as to provide a means to identify the Participating State (state agency or other eligible Purchasing Entity). This method used must not require any administrative tasks on the part of the LSCA for the MPA, the PSCA for the individual PSCA. Website should allow Users to develop personal lists and profiles, including an option to securely store and maintain procurement card information. Catalog should have the capability of being used as a ‘Punch Out’ to an individual state’s electronic purchasing system. 2.1.3.7 Online Reports. Website shall have capability to provide order history, as well as order status and order tracking. 2.1.3.8 Other. Other information may be added to the website as may be required by State (such as copies of volume license agreements) or enhancements that may be proposed by Reseller and approved by State. 159 CC 02-06-2024 159 of 723 Master Agreement Section 2: Scope of Work State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 11 | Page 2.2 COTS Products 2.2.1 Software which requires little or no services IN SCOPE Offerings OUT OF SCOPE Offerings LICENSING TYPE COTS Individual Licensing Volume Licensing Enterprise Licensing Custom/Customized LICENSING PERIOD Perpetual Subscription none Delivery Shrink-Wrap Download none HOSTING as part of delivery & use. On Premise Off Premise Managed Service Managed Services means the proactive management of an IT (Information Technology) asset or object, by a third party typically known as a MSP, on behalf of a customer mspalliance.com/definition-of- managed-services/ 2.2.1.1 Most Current Version - Purchase orders shall be deemed to reference a manufacturer’s most recent release model or version of the product at the time of the order, unless the Purchasing Entity specifically requests in writing an earlier model or version and the Reseller is willing to provide such model or version. 2.2.1.2 Licenses and Maintenance Agreements 2.2.1.2.1 Volume License Agreements (VLA) and Enterprise License Agreements (ELA) The Reseller will honor existing Participating State’s VLA’s or ELA’s with publishers and include those licenses as part of the Reseller’s license tracking service. Following an executed PA with a Participating State, and if so required by the Participating State, the Purchasing Entity and/or an individual publisher, the Reseller will identify itself to software publishers as Reseller for that Participating State or Purchasing Entity. If so required by the Publisher and Participating State, Reseller will execute a change of channel partner agreement with the Publisher. Resellers will sell additional seats consistent with Purchasing Entities’ Enterprise or Volume Agreements. Reseller will work with Participating State, Purchasing Entity(ies) and Publishers as needed to establish new VLAs or ELAs. The Reseller will work with the Publisher and Participating State as necessary to ensure the Participating State receives timely and pertinent license information, such as: license or agreement renewals, or opportunities based on actual volume. Reseller will work directly with Purchasing Entity(ies) in establishing, signing and maintaining enrollment agreements. If Reseller is sole SVAR contractor in a State, Reseller will aggregate all enrollments together for 160 CC 02-06-2024 160 of 723 Master Agreement Section 2: Scope of Work State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 12 | Page Master Agreement reporting purposes. If a PSCA elects to have multiple SVAR contractors, Reseller’s responsibilities will be delineated in that State’s PA. Resellers shall monitor and be able to report on the current levels of software ordered towards any of the Participating State’s VLA required sales levels to ensure the Participating State does not fall short and thereby incur Publisher penalties. The Reseller shall be responsible for providing license usage information to the Publishers, if such information is required by the Publishers, in a timely manner (e.g., for ‘true up’ assessments) 2.2.1.2.2 Individual Software Licenses. Purchasing Entities can purchase individual COTS licenses, such as perpetual and non-perpetual licenses, through the Reseller. 2.2.1.3 Software Maintenance and Support Agreements. Purchasing Entities can purchase maintenance agreements, including upgrade protection, through the Reseller. Resellers will sell software maintenance agreements, even if the software was not purchased under this agreement, such as on-going support for a User’s existing perpetual license. As requested, Reseller will explain what product support or services are included in a publisher’s maintenance agreement. 2.2.1.3.1 Software Maintenance and Support. Reseller to provide needed services to support maintenance products such maintenance agreements, software upgrades, annual updates, patches and fixes needed to improve functionality and keep the software in working order. Such services may include providing recommendations on most cost-effective or appropriate long-term maintenance plan. Reseller will provide such support, not only to maintenance packages purchases under this agreement, but in support of any existing and current agreements. 2.2.1.3.2 Software Updates. 2.2.1.3.2.1 Users are eligible to receive, from the Publisher, all new releases and updates of the software, at no additional charge, while under a maintenance agreement. A “Release” means any collection of enhancements or updates which the Publisher generally makes available to its installed base of customers of such programs. The Reseller shall assist the Purchasing Entity to obtain such releases or updates for their Users from the Publisher. 2.2.1.3.2.2 Should a User not want to receive the next upgrade, the User shall so notify the respective Publisher. 2.2.1.3.3 License Confirmations For licenses ordered under the contract by Purchasing Entity(ies), Reseller shall be able to provide: 161 CC 02-06-2024 161 of 723 Master Agreement Section 2: Scope of Work State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 13 | Page (i) Certified Licensing Confirmation Certificates for all software licenses; (ii) Reseller’s certified license confirmation certificates in the name of such Licensee; or, (iii) Written confirmation from the Reseller or Publisher accepting the Eligible Participating State’s contract or purchase order as proof of license. The form of “Proof of License” provided must be acceptable proof to the Publisher, and in the format requested by the Purchasing Entity. The Proof of License shall be provided as an electronic file and/or a hardcopy document, as required by the Purchasing Entity. Reseller will retain an electronic file of Participating State’s Proof of Licenses and provide copies to the Participating State as requested. 2.2.1.3.4 Transitioning License Tracking Information at Contract Termination The license information data acquired and retained by Reseller will be stored as sortable data fields so the license information can be transferred to the Participating State upon contract termination. Reseller will work with States and Participating Entities, or their designees, to ensure that the license information data has been successfully transferred in a usable format. 2.2.1.4 Leases Lease purchase and term leases are allowable only for Purchasing States whose rules and regulations permit leasing of software. Individual Purchasing Entities may enter into a lease agreement for the products covered in this Master Agreement, if they have the legal authority to enter into these types of agreements without going through a competitive process. No lease agreements will be reviewed or evaluated as part of this RFP evaluation process. 2.2.1.5 Software Publishers, Categories. The identified software product needs under this solicitation have been divided into three tiers: Key Itemized Publishers, Other Itemized Publishers, and Non-Itemized Publishers. See descriptions and chart which follow. As indicated, it is most desirable for Reseller to have a direct reseller agreement with the itemized software publishers. If a direct reseller agreement is not already in place between itemized software publishers and the Reseller, the Reseller is expected to enter into a direct reseller agreement and submit a rate for that itemized publisher that is better than the rate for a Non-Itemized Publisher. Over the life of this contract, product needs or volumes may change and new publishers may be added by amendment to the itemized publishers’ lists. 2.2.1.5.1 Itemized Highest Volume Publishers (Highest Volume, Itemized Lines). The products of the publishers in this category represent the highest tier of sales volume identified for this solicitation, of those publishers who sell through resellers. This category is the one most likely to include a Participating State’s enterprise or high volume agreements with a publisher. Resellers shall be certified direct resellers for publishers in this 162 CC 02-06-2024 162 of 723 Master Agreement Section 2: Scope of Work State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 14 | Page category. The preferred pricing that a Reseller receives based on their reseller certification status, in conjunction with the anticipated considerable volume of purchases through these Contracts, is the expected foundation for a very competitive base Reseller Cost, with further reductions of Reseller Cost as they are achieved through ongoing Reseller negotiations. A percentage rate above or below Reseller Cost is to be provided for each itemized publisher. Specific requirements may be required for some publishers in this category in an individual State’s PA. 2.2.1.5.2 Other Itemized Publishers (High Volume, Itemized Lines). The products of the publishers in this category represent a high level of sales volume as identified for this solicitation. This category may include a Participating State’s high volume agreements or VLAs with a publisher. It is desirable for Resellers to be certified direct resellers for publishers in this category. A percentage rate above or below Reseller Cost is to be provided for each itemized publisher 2.2.1.5.3 Non-Itemized Publishers (all other distributed software purchases). This category is defined to include all other distributed computer software not specifically itemized. Enterprise or Volume Licensing Agreements are not anticipated in this category. New or existing software products can be added to this category at any time during the term of the Contract without the written consent of the LSCA and may be itemized in the online catalog, if volume justifies the addition. There should be one percentage rate above or below Reseller cost covering all products in this category KEY ITEMIZED PUBLISHERS Certification as Direct Reseller. OTHER ITEMIZED PUBLISHERS Certification as direct reseller desirable. If not certified, the percentage rate should be no greater than Non-Itemized rate NON-ITEMIZED PUBLISHER One ‘not to exceed’ rate ADOBE AI SQUARED CITRIX AIRWATCH MOBILE DEVICE MANAGEMENT VMWARE MICROSOFT ALLIANCE ENTERPRISES NOVELL APPLE SYMANTEC ATTACHMATE – MICROFOCUS VMWARE AUTODESK AUTONOMY – HP BAKBONE – DELL BARRACUDA BOMGAR REMOTE SOFTWARE CA TECHNOLOGIES CISCO COMPUTRONIX USA 163 CC 02-06-2024 163 of 723 Master Agreement Section 2: Scope of Work State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 15 | Page COMPUWARE COREL DOUBLETAKE EMC ENCHOICE ESET ESRI FREEDOM SCIENTIFIC GUARDIAN EDGE – SYMANTEC GW MICRO IBM ICM CONVERSIONS INFOR INTERMEDIX EMSYSTEMS HP HUMANWARE INFORMATION BUILDERS KRONOS SOFTWARE LANDESK LASERFISCHE LIQUIDWARE STATUSPHERE MICROFOCUS INC MINJET MPS MQSOFTWARE – BMC SOFTWARE NCIRCLE NETOP NUANCE ORACLE OSAM PASSPORT PATCHLINK PROOFPOINT RSA SECURITY REFERENCIA SYSTEMS SAP AMERICA SAS SOLUTIONS SOFTWARE SOPHOS SPLUNK SOFTWARE STASEEKER NETWORK INFRASTRUCTURE MONITORING STELLENT – ORACLE 164 CC 02-06-2024 164 of 723 Master Agreement Section 2: Scope of Work State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 16 | Page SUNGUARD SYBASE TECHSMITH TREND MICRO TRUSTWARE ULTRABAC VORMETRIC WEBSENSE 2.2.1.6 Software Publishers, General Representation. 2.2.1.6.1 Excluded Software Publishers. The Reseller must agree that there are no software publishers with whom they will refuse to do business if the Software Publisher is willing to do business with them. Resellers shall advise the LSCA or designee of any Excluded Software Publishers and provide explanations for the non-representation. 2.2.1.6.2 Expanded Representation. The Reseller is expected to continue to work towards reseller certifications with publishers not currently represented, particularly with those publishers whose sales volume merit classification into the itemized publisher lines. Similarly, Reseller is expected to continue to work towards a higher certification level with current publishers 2.2.1.7 Price Quote, General. Pricing is submitted in the MPA as a percentage of Reseller Cost. Individual PA’s will use the MPA pricing as a base and may negotiate an adjusted rate. Any negotiated PA rates, exclusive of taxes or any individual state’s administrative fee, shall not exceed the MPA rates. As requested by Purchasing Entity, for example on a high volume single order, Reseller shall negotiate to reduce Reseller Cost, to pass on savings to the Participating State. Firm individual order quotes shall be provided to Purchasing Entity prior to order submittal. 2.2.1.7.1 Telephone or Email Quote Support. Reseller shall accept requests for quotes by telephone, fax, email, or online. Reseller shall accept collect telephone calls and/or provide and maintain a toll-free number for eligible agency use. Reseller shall provide an email address for receipt of requests for price quotes. Reseller shall provide written quotes by fax, email or online as requested by the Participating State. 2.2.1.7.2 Quoted Delivery Method. The quote must clearly indicate the method of delivery, whether via media, download, or 3.3 Services below. 2.2.1.7.3 Timely Quotes. Reseller agrees to work with publishers and distributors to obtain quotes and deliver software in a timely fashion. Expected response should be within twenty-four (24) hours but no more than three (3) business days. If, after three (3) business days, the Reseller has been unable to obtain the quote or assurances that 165 CC 02-06-2024 165 of 723 Master Agreement Section 2: Scope of Work State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 17 | Page they can obtain the software, the Reseller shall contact the Participating State or other Purchasing Entity with a status report. The Reseller and the Participating State/Purchasing Entity will mutually agree as to whether the Reseller shall continue to pursue a quote and within what timeframe, or whether the Reseller will provide the Participating State/Purchasing Entity with a written statement that the Reseller cannot supply the software. If the Reseller has been unable to obtain a quote within ten (10) days of the request for quote, the Reseller shall provide a written statement (email is sufficient) to Participating State/Purchasing Entity, and the LSCA as may be required under the PA, that the Reseller cannot supply the software, and the reason why. 2.2.1.7.4 Guaranteed 30 Day Quote. Reseller is required to honor all quotes for thirty (30) calendar days. If it is known that a price adjustment will occur during the thirty (30) calendar days following the quote, the Reseller may provide two quotes, based upon the date that the order is received. 2.2.1.7.5 Sales Promotion. The Reseller may conduct sales promotions involving specific products or groups of products for specified time periods. If electing to exercise this provision, the Reseller shall submit a formal request for approval to the LSCA. The request should include: the product or product groups, the promotional price as compared to the standard price and the Master Agreement price for the product or product groups, and the start and end dates of the sales promotion. LSCA’s approval shall be in the form of an amendment to the MPA. Upon approval, the Reseller shall provide conspicuous notice of the promotion to all Participating Entities. 2.2.1.7.6 A Participating State or other Participating Entity may allow the Contractor to charge a credit card fee in their Participating Addendum. 2.2.1.8 Product Delivery and Returns 2.2.1.8.1 Media. The Reseller shall work with Participating State or other Purchasing Entity to provide media via any method available and as requested by the Participating State including, but not limited to: original Publisher media, CD copies of master media duplicated by the Reseller, electronic downloads, etc. In cases where original publisher’s media is not available, the Reseller shall provide CD’s copied from master disks of the software purchased under any volume or enterprise license agreement. 2.2.1.8.2 Delivery Period. Reseller to provide delivery no longer than ten (10) business days after receipt of a valid order unless conditions arise that are outside the control of the Reseller. If delivery cannot be within this time frame, Reseller is to notify Purchasing Entity of delay and anticipated 166 CC 02-06-2024 166 of 723 Master Agreement Section 2: Scope of Work State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 18 | Page ship date. If this delayed delivery is unacceptable to Purchasing Entity, the order can be cancelled without penalty. 2.2.1.8.3 Product Returns. Unopened software can be returned with no restocking fee up to 30 days from date of receipt, if allowed by the software publisher. If the software publisher has a shorter timeframe for returns or requires a restocking fee, this must be stated on the quote. If that information is not provided to the Participating State by the Reseller, Reseller is responsible for the restocking fee. If delivered software is defective, or if the incorrect product was delivered, the Reseller must agree to accept returns. If delivered software is defective, the Reseller is responsible for return shipping and packaging costs and for restocking charges if applicable. The Reseller must agree that any defective or incorrectly delivered media will be replaced by overnight delivery at the Reseller’s expense if requested by the Participating State or Purchasing Entity. If overnight delivery is not requested, all replacement products must be received by the Participating State or Purchasing Entity within seven (7) days of initial notification. 2.2.1.8.4 Shipping Charges. Items covered under this contract are FOB Destination and shipping charges are not to be included on any invoice unless the Purchasing Entity has ordered expedited shipment. For expedited shipment, Purchasing Entity would submit their order including related shipping charges, which may not exceed the cost of delivery by the carrier. 2.3 Services IN SCOPE OUT OF SCOPE SOFTWARE & LICENSING TYPE COTS Volume Licensing Custom/Customized LICENSING PERIOD Perpetual Subscription Not Applicable Delivery Shrink-Wrap Download Not Applicable Hosting as part of delivery & use On-Premise Off-Premise Managed Services SERVICES Basic Installation, Training and Maintenance Means that activity which does not require Consulting, Configuration, Engineering, Design or any other type of service specific to a Purchasing Entity requiring description of tasks and deliverables and agreement by the parties (Statement of Work). Consulting, configuration, engineering, design, etc., any type of service specific to a Purchasing Entity requiring description of tasks and deliverables and agreement by the parties 2.3.1 In Scope Services: Basic Installation, Maintenance packages and Training (3.4) are considered to be within the Scope of this Solicitation. This Master Agreement is intended for the acquisition of distributed, commercial off the shelf software 167 CC 02-06-2024 167 of 723 Master Agreement Section 2: Scope of Work State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 19 | Page 2.3.2 (RESERVED) 2.3.3 A Participating State may include a statement in their Participating Addendum allowing state employees to purchase software licenses. 2.3.4 Individual Participating Addendums may further limit the Scope of this Solicitation. 2.3.5 This Master Agreement is not intended for the purchase of custom software applications. 2.4 Training. 2.4.1 Training shall be available in the form of tutorials for basic installation and web-based training for software operation, basic phone support. 2.4.2 Provision of information on how to access a Software Publisher’s “Help Desk” (either telecom or web-based) for basic use questions. 2.5 Customer Service and Representation. 2.5.1 Dedicated Representation and Timely Response. Reseller shall provide a dedicated representative for each Participating State. Such representative will become familiar with the State and its cooperative partners, provide a single point as needed for quote assistance, offer software recommendations, track and report on renewal deadlines, and serve as a contact point for the LSCA. Reseller must commit to returning phone calls or responding to emails within two (2) business days. 2.5.2 Problem Escalation. The Reseller must provide an incident escalation path for each State, showing on that State’s website, the name, contact information, and role of individuals to whom problems should be escalated if the problems are not resolved by primary assigned contacts. 2.5.3 Product purchasing trends. The Reseller will speak with LSCA and sourcing team quarterly to review usage and discuss possible revisions of the categorization of publishers based upon actual sales volume or other changes. 2.5.4 Contract Reviews. 2.5.4.1 Reseller is expected to conduct quarterly reviews of all sales volumes and report sales figures and savings from Publisher’s list price, by Publisher and by PA, as well as observed trends or purchasing patterns, and to present the information to the LSCA. 2.5.4.2 At the discretion of the individual participating states, an equivalent review, limited to that state, will be presented to the PSCA. 2.5.4.3 All awardees under this contract shall meet once a year with the LSCA and Sourcing Team to review usage and discuss possible revisions of the categorization of publishers based upon actual sales volume, and to discuss any service concerns, industry trends, and the effectiveness of the contract. 2.5.4.3.1 Reseller is expected to conduct a customer satisfaction survey and an audit prior to this discussion and be prepared to discuss the results, and 168 CC 02-06-2024 168 of 723 Master Agreement Section 2: Scope of Work State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 20 | Page provide reports, at this review. At a minimum, the audit will report address quoting and billing accuracy, and any Reseller Cost that exceeds a Publisher’s List price for that item. 2.5.4.3.2 Based on historical sales volume information, Reseller should be prepared to discuss potential cost savings opportunities which could be passed through to Participating States. 2.5.4.3.2 In a renewal year, the annual review will take place prior to contract extensions. 2.6. Interactions with Software Publishers 2.6.1 Best Interests of Participating State. Reseller would represent the best interests of the Participating State and other Participating Entities in negotiating or otherwise working with Publishers for such items as: maximizing cost savings with best use of volume or enterprise license agreements, better pricing on individual volume buys, taking advantage of publishers’ specials, promotions, coupons or other savings opportunities. 2.6.2 Liaison with Publisher. A State may establish, in their individual PA, a requirement for Reseller to arrange with the software publisher or software publisher’s designee for implementation, customization, training, support, maintenance and other software related services. The provision of said services must be under a separate agreement between the Participating State and the applicable parties. 2.7 Reporting 2.7.1 Standard Reports Individual participating states may require their own standard reports, such as report on savings. Reseller shall provide these reports at the intervals, and in the format, as reasonably requested by the States. Reseller shall advise of standard reports which they can provide, and work with participating states on additional standard reports. 2.7.2 Online Reports The SVAR shall be able to provide online, real time, reporting capabilities using website established for the state. These reports may include Back Order or Current Order Status reports. In addition, the system shall be able to provide the ability for the User agency to create custom reports. The requesting Participating State shall be able to select specific fields and create a necessary report for their specific needs. Data Fields shall include, but not be limited to, purchasing entity, Purchase Order Number, Order date, Invoice date, Publisher, Publisher Part Number, Software Reseller’s Part Number, Description, Quantity Shipped, Unit actual price, Extended Price, Sales Tax and order total. Reports shall be able to be shown online as well as emailed to the requesting Participating State, if requested. Examples of Reseller’s standard and online reports shall be submitted with the offer. 2.7.3 Custom Reports 169 CC 02-06-2024 169 of 723 Master Agreement Section 2: Scope of Work State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 21 | Page Participating State and SVAR may mutually agree to include terms and conditions and pricing for the development and provision of customized reports as an optional service in a Participating Addendum. 2.8 Other Value-Added Services SVAR may propose other Value-Added Services, e.g., key escrow, in their response. Such services from an awarded Offeror, if consistent with this Statement of Work, recommended by the Evaluation Team, and accepted by the PSCA, would be added to the final awarded contract. 170 CC 02-06-2024 170 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 1. Master Agreement Order of Precedence a. Any Order placed under this Master Agreement shall consist of the following documents: (1) A Participating State’s Participating Addendum (“PA”); (2) NASPO ValuePoint Master Agreement Terms & Conditions; (3) A Purchase Order issued against the Master Agreement; (4) The Statement of Work; (5) The Solicitation; and (6) Contractor’s response to the Solicitation, as revised (if permitted) and accepted by the Lead State. b. These documents shall be read to be consistent and complementary. Any conflict among these documents shall be resolved by giving priority to these documents in the order listed above. Contractor terms and conditions that apply to this Master Agreement are only those that are expressly accepted by the Lead State and must be in writing and attached to this Master Agreement as an Exhibit or Attachment. 2. Definitions Acceptance is defined by the applicable commercial code, except Acceptance of a Product fo which acceptance testing is not required shall not occur before the completion of delivery in accordance with the Order, installation, if required, and a reasonable time for inspection of the Product. Contractor means the person or entity delivering Products or performing services under the terms and conditions set forth in this Master Agreement. Embedded Software means one or more software applications which permanently reside on a computing device. Intellectual Property means any and all patents, copyrights, service marks, trademarks, trade secrets, trade names, patentable inventions, or other similar proprietary rights, in tangible or intangible form, and all rights, title, and interest therein. Lead State means the State centrally administering any resulting Master Agreement(s). Master Agreement means the underlying agreement executed by and between the Lead State, acting on behalf of the NASPO ValuePoint program, and the Contractor, as now or hereafter amended. NASPO ValuePoint is the NASPO Cooperative Purchasing Organization LLC, doing business as NASPO ValuePoint, a 501(c)(3) limited liability company that is a subsidiary organization the National Association of State Procurement Officials (NASPO), the sole member of NASPO ValuePoint. NASPO ValuePoint facilitates administration of the NASPO cooperative group contracting consortium of state chief procurement officials for the benefit of state departments, institutions, agencies, and political subdivisions and other eligible entities (i.e., colleges, school districts, counties, cities, some nonprofit organizations, etc.) for all states and the District of Columbia. NASPO ValuePoint is identified in the Master Agreement as the recipient of reports and may perform contract administration functions relating to collecting and receiving reports as well as other contract administration functions as assigned by the Lead State. 171 CC 02-06-2024 171 of 723 Master Agreement Section 3: NASPO ValuePoint Master Agreement Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 23 | Page Order or Purchase Order means any purchase order, sales order, contract or other document used by a Purchasing Entity to order the Products. Participating Addendum means a bilateral agreement executed by a Contractor and a Participating State incorporating this Master Agreement and any other additional Participating State specific language or other requirements, e.g. ordering procedures specific to the Participating State, other terms and conditions. Participating State means a state, or other legal entity, properly authorized to enter into a Participating Addendum. Participating State means a state, the District of Columbia, or one of the territories of the United States that is listed in the Request for Proposal as intending to participate. A Participating State is not required to participate through execution of a Participating Addendum. Upon execution of the Participating Addendum, a Participating State becomes a Participating State. Product means any equipment, software (including embedded software), documentation, service or other deliverable supplied or created by the Contractor pursuant to this Master Agreement. The term Products, supplies and services, and products and services are used interchangeably in these terms and conditions. Purchasing Entity means a state, city, county, district, other political subdivision of a State, and a nonprofit organization under the laws of some states if authorized by a Participating Addendum, who issues a Purchase Order against the Master Agreement and becomes financially committed to the purchase. 3. Term of the Master Agreement The initial term of this Master Agreement is for two (2) years. This Master Agreement may be extended beyond the original contract period for successive periods with a maximum aggregate, including all extensions, not to exceed five (5) years at the Lead State’s discretion and by mutual agreement and upon review of requirements of Participating Entities, current market conditions, and Contractor performance. 4. Amendments The terms of this Master Agreement shall not be waived, altered, modified, supplemented or amended in any manner whatsoever without prior written approval of the Lead State. 5. Assignment/Subcontracts a. Contractor shall not assign, sell, transfer, subcontract or sublet rights, or delegate responsibilities under this Master Agreement, in whole or in part, without the prior written approval of the Lead State. b. The Lead State reserves the right to assign any rights or duties, including written assignment of contract administration duties to NASPO Cooperative Purchasing Organization LLC, doing business as NASPO ValuePoint. 6. Price and Rate Guarantee Period All prices and rates must be guaranteed for the initial term of the Master Agreement. Following the initial Master Agreement period, any request for price or rate adjustment must be for an equal guarantee period, and must be made at least ninety (90) days prior to the effective date. Requests for price or rate adjustment must include sufficient documentation supporting the request. Any adjustment or amendment to the Master Agreement shall not be effective unless approved by the Lead State. No retroactive adjustments to prices or 172 CC 02-06-2024 172 of 723 Master Agreement Section 3: NASPO ValuePoint Master Agreement Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 24 | Page rates will be allowed. 7. Cancellation Unless otherwise stated, this Master Agreement may be canceled by either party upon 60 days written notice prior to the effective date of the cancellation. Further, any Participating State may cancel its participation upon 30 days written notice, unless otherwise limited or stated in the Participating Addendum. Cancellation may be in whole or in part. Any cancellation under this provision shall not affect the rights and obligations attending orders outstanding at the time of cancellation, including any right of and Purchasing Entity to indemnification by the Contractor, rights of payment for Products delivered and accepted, and rights attending any warranty or default in performance in association with any Order. Cancellation of the Master Agreement due to Contractor default may be immediate. 8. Confidentiality, Non-Disclosure, and Injunctive Relief Provisions governing confidentiality of information during performance of orders for the State of Arizona are governed by The State of Arizona Special Terms and Conditions. Except where a Participating Addendum prescribes otherwise, this section governs confidentiality and disclosure of information of other Purchasing Entities. a. Confidentiality. Contractor acknowledges that it and its employees or agents may, in the course of providing a Product under this Master Agreement, be exposed to or acquire information that is confidential to Purchasing Entity’s or Purchasing Entity’s clients. Any and all information of any form that is marked as confidential or would by its nature be deemed confidential obtained by Contractor or its employees or agents in the performance of this Master Agreement, including, but not necessarily limited to (1) any Purchasing Entity’s records, (2) personnel records, and (3) information concerning individuals, is confidential information of Purchasing Entity (“Confidential Information”). Any reports or other documents or items (including software) that result from the use of the Confidential Information by Contractor shall be treated in the same manner as the Confidential Information. Confidential Information does not include information that (1) is or becomes (other than by disclosure by Contractor) publicly known; (2) is furnished by Purchasing Entity to others without restrictions similar to those imposed by this Master Agreement; (3) is rightfully in Contractor’s possession without the obligation of nondisclosure prior to the time of its disclosure under this Master Agreement; (4) is obtained from a source other than Purchasing Entity without the obligation of confidentiality, (5) is disclosed with the written consent of Purchasing Entity or; (6) is independently developed by employees, agents or subcontractors of Contractor who can be shown to have had no access to the Confidential Information. b. Non-Disclosure. Contractor shall hold Confidential Information in confidence, using at least the industry standard of confidentiality, and shall not copy, reproduce, sell, assign, license, market, transfer or otherwise dispose of, give, or disclose Confidential Information to third parties or use Confidential Information for any purposes whatsoever other than what is necessary to the performance of Orders placed under this Master Agreement. Contractor shall advise each of its employees and agents of their obligations to keep Confidential Information confidential. Contractor shall use commercially reasonable efforts to assist Purchasing Entity in identifying and preventing any unauthorized use or disclosure of any Confidential Information. Without limiting the generality of the foregoing, Contractor shall advise Purchasing Entity, applicable Participating State, and the Lead State immediately if Contractor learns or has reason to believe that any person who has had access to Confidential Information has violated or intends to violate the terms of this Master Agreement, and Contractor shall at its expense cooperate with Purchasing Entity in seeking injunctive or other equitable relief in the name of Purchasing Entity or Contractor against any such person. Except as directed by Purchasing Entity, Contractor will not at any time during or after the term of this Master Agreement disclose, directly or 173 CC 02-06-2024 173 of 723 Master Agreement Section 3: NASPO ValuePoint Master Agreement Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 25 | Page indirectly, any Confidential Information to any person, except in accordance with this Master Agreement, and that upon termination of this Master Agreement or at Purchasing Entity’s request, Contractor shall turn over to Purchasing Entity all documents, papers, and other matter in Contractor's possession that embody Confidential Information. Notwithstanding the foregoing, Contractor may keep one copy of such Confidential Information necessary for quality assurance, audits and evidence of the performance of this Master Agreement. c. Injunctive Relief. Contractor acknowledges that breach of this section, including disclosure of any Confidential Information, will cause irreparable injury to Purchasing Entity that is inadequately compensable in damages. Accordingly, Purchasing Entity may seek and obtain injunctive relief against the breach or threatened breach of the foregoing undertakings, in addition to any other legal remedies that may be available. Contractor acknowledges and agrees that the covenants contained herein are necessary for the protection of the legitimate business interests of Purchasing Entity and are reasonable in scope and content. d. Purchasing Entity Law. These provisions shall be applicable only to extent they are not in conflict with the applicable public disclosure laws of any Purchasing Entity. 9. Right to Publish Throughout the duration of this Master Agreement, Contractor must secure from the Lead State prior approval for the release of any information that pertains to the potential work or activities covered by the Master Agreement. The Contractor shall not make any representations of NASPO ValuePoint’s opinion or position as to the quality or effectiveness of the services that are the subject of this Master Agreement without prior written consent. Failure to adhere to this requirement may result in termination of the Master Agreement for cause. 10. Defaults and Remedies a. The occurrence of any of the following events shall be an event of default under this Master Agreement: (1) Nonperformance of contractual requirements; or (2) A material breach of any term or condition of this Master Agreement; or (3) Any certification, representation or warranty by Contractor in response to the solicitation or in this Master Agreement that proves to be untrue or materially misleading; or (4) Institution of proceedings under any bankruptcy, insolvency, reorganization or similar law, by or against Contractor, or the appointment of a receiver or similar officer for Contractor or any of its property, which is not vacated or fully stayed within thirty (30) calendar days after the institution or occurrence thereof; or (5) Any default specified in another section of this Master Agreement. b. Upon the occurrence of an event of default, Lead State shall issue a written notice of default, identifying the nature of the default, and providing a period of 15 calendar days in which Contractor shall have an opportunity to cure the default. The Lead State shall not be required to provide advance written notice or a cure period and may immediately terminate this Master Agreement in whole or in part if the Lead State, in its sole discretion, determines that it is reasonably necessary to preserve public safety or prevent immediate public crisis. Time allowed for cure shall not diminish or eliminate Contractor’s liability for damages, including liquidated damages to the extent provided for under this Master Agreement. c. If Contractor is afforded an opportunity to cure and fails to cure the default within the period specified in the written notice of default, Contractor shall be in breach of its obligations under this Master Agreement and Lead State shall have the right to exercise any or all of the following remedies: 174 CC 02-06-2024 174 of 723 Master Agreement Section 3: NASPO ValuePoint Master Agreement Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 26 | Page (1) Exercise any remedy provided by law; and (2) Terminate this Master Agreement and any related Contracts or portions thereof; and (3) Impose liquidated damages as provided in this Master Agreement; and (4) Suspend Contractor from being able to respond to future bid solicitations; and (5) Suspend Contractor’s performance; and (6) Withhold payment until the default is remedied. d. Unless otherwise specified in the Participating Addendum, in the event of a default under a Participating Addendum, a Participating State shall provide a written notice of default as described in this section and have all of the rights and remedies under this paragraph regarding its participation in the Master Agreement, in addition to those set forth in its Participating Addendum. Unless otherwise specified in a Purchase Order, a Purchasing Entity shall provide written notice of default as described in this section and have all of the rights and remedies under this paragraph and any applicable Participating Addendum with respect to an Order placed by the Purchasing Entity. Nothing in these Master Agreement Terms and Conditions shall be construed to limit the rights and remedies available to a Purchasing Entity under the applicable commercial code. 11. Shipping and Delivery. Section 3.2.1.8 of the solicitation prescribes requirements for product delivery and return. 12. Changes in Contractor Representation The Contractor must notify the Lead State of changes in the Contractor’s key administrative personnel, in writing within 10 calendar days of the change. The Lead State reserves the right to approve changes in key personnel, as identified in the Contractor’s proposal. The Contractor agrees to propose replacement key personnel having substantially equal or better education, training, and experience as was possessed by the key person proposed and evaluated in the Contractor’s proposal. 13. Force Majeure Neither party to this Master Agreement shall be held responsible for delay or default caused by “force majeure,” as that term is defined in and under conditions specified in section 6.4 of the State of Arizona Uniform Terms and Conditions. 14. Indemnification a. Section 5.1X1.1 of the State of Arizona Special Terms and Conditions governs indemnification of the State of Arizona. With respect to other entities, the Contractor shall defend, indemnify and hold harmless NASPO, NASPO Cooperative Purchasing Organization LLC (doing business as NASPO ValuePoint), the Lead State, Participating Entities, and Purchasing Entities, along with their officers, agents, and employees as well as any person or entity for which they may be liable, from and against claims, damages or causes of action including reasonable attorneys’ fees and related costs for any death, injury, or damage to property arising from act(s), error(s), or omission(s) of the Contractor, its employees or subcontractors or volunteers, at any tier, relating to the performance under the Master Agreement. b. Indemnification – Intellectual Property. Section 6.3 of the State of Arizona Uniform Terms and Conditions governs indemnification of the State for intellectual property infringement claims. With respect to other entities the Contractor shall defend, indemnify and hold harmless NASPO, NASPO Cooperative Purchasing 175 CC 02-06-2024 175 of 723 Master Agreement Section 3: NASPO ValuePoint Master Agreement Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 27 | Page Organization LLC (doing business as NASPO ValuePoint), Participating Entities, Purchasing Entities, along with their officers, agents, and employees as well as any person or entity for which they may be liable ("Indemnified Party"), from and against claims, damages or causes of action including reasonable attorneys’ fees and related costs arising out of the claim that the Product or its use, infringes Intellectual Property rights ("Intellectual Property Claim"). (1) The Contractor’s obligations under this section shall not extend to any combination of the Product with any other product, system or method, unless the Product, system or method is: (a) provided by the Contractor or the Contractor’s subsidiaries or affiliates; (b) specified by the Contractor to work with the Product; or (c) reasonably required, in order to use the Product in its intended manner, and the infringement could not have been avoided by substituting another reasonably available product, system or method capable of performing the same function; or (d) It would be reasonably expected to use the Product in combination with such product, system or method. (2) The Indemnified Party shall notify the Contractor within a reasonable time after receiving notice of an Intellectual Property Claim. Even if the Indemnified Party fails to provide reasonable notice, the Contractor shall not be relieved from its obligations unless the Contractor can demonstrate that it was prejudiced in defending the Intellectual Property Claim resulting in increased expenses or loss to the Contractor. If the Contractor promptly and reasonably investigates and defends any Intellectual Property Claim, it shall have control over the defense and settlement of it. However, the Indemnified Party must consent in writing for any money damages or obligations for which it may be responsible. The Indemnified Party shall furnish, at the Contractor’s reasonable request and expense, information and assistance necessary for such defense. If the Contractor fails to vigorously pursue the defense or settlement of the Intellectual Property Claim, the Indemnified Party may assume the defense or settlement of it and the Contractor shall be liable for all costs and expenses, including reasonable attorneys’ fees and related costs, incurred by the Indemnified Party in the pursuit of the Intellectual Property Claim. Unless otherwise agreed in writing, this section is not subject to any limitations of liability in this Master Agreement or in any other document executed in conjunction with this Master Agreement. 15. Independent Contractor The Contractor shall be an independent contractor. Contractor shall have no authorization, express or implied, to bind the Lead State, Participating States, other Participating Entities, or Purchasing Entities to any agreements, settlements, liability or understanding whatsoever, and agrees not to hold itself out as agent except as expressly set forth herein or as expressly agreed in any Participating Addendum. 16. Individual Customers Except to the extent modified by a Participating Addendum, each Purchasing Entity shall follow the terms and conditions of the Master Agreement and applicable Participating Addendum and will have the same rights and responsibilities for their purchases as the Lead State has in the Master Agreement, including but not limited to, any indemnity or right to recover any costs as such right is defined in the Master Agreement and applicable Participating Addendum for their purchases. Each Purchasing Entity will be responsible for its own charges, fees, and liabilities. The Contractor will apply the charges and invoice each Purchasing Entity individually. 176 CC 02-06-2024 176 of 723 Master Agreement Section 3: NASPO ValuePoint Master Agreement Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 28 | Page 17. Insurance a. The insurance requirements of the State of Arizona are specified in section 5.1 X 1.2 of the State of Arizona Special Terms and Conditions. For performance in other states, unless otherwise agreed in a Participating Addendum, Contractor shall, during the term of this Master Agreement, maintain in full force and effect, the insurance described in this section. Contractor shall acquire such insurance from an insurance carrier or carriers licensed to conduct business in each Participating State’s state and having a rating of A-, Class VII or better, in the most recently published edition of Best’s Reports. Failure to buy and maintain the required insurance may result in this Master Agreement’s termination or, at a Participating State’s option, result in termination of its Participating Addendum. b. Coverage shall be written on an occurrence basis. The minimum acceptable limits shall be as indicated below, with no deductible for each of the following categories: 1) Commercial General Liability (CGL) – Occurrence Form Policy shall include bodily injury, property damage, and broad form contractual liability coverage. General Aggregate $2,000,000 Products – Completed Operations Aggregate $1,000,000 Personal and Advertising Injury $1,000,000 Damage to Rented Premises $50,0000 Each Occurrence $1,000,000 2) Business Automobile Liability Bodily injury and Property Damage for any owned, hired, and/or non-owned automobiles used in the performance of this Contract. Combined Single Limit (CSL) $1,000,000 3) Technology Errors & Omissions Insurance Each Claim $2,000,000 Annual Aggregate $2,000,000 Such insurance shall cover any, and all errors, omissions, or negligent acts in the delivery of products, services, and/or licensed programs under this contract. Coverage shall include or shall not exclude services, and/or licensed programs under this contract. Coverage shall include or shall not exclude settlement and/or defense of claims involving intellectual property, including but not limited to patent or copyright infringement. In the event that Tech E&O insurance required by this Contact is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract and, either continuous coverage will be maintained or an extended discovery period will be exercised for a period of two (2) years, beginning at the time work under this contract is completed. c. Contractor shall pay premiums on all insurance policies. Such policies shall also reference this Master Agreement and shall have a condition that they not be revoked by the insurer until thirty (30) calendar days 177 CC 02-06-2024 177 of 723 Master Agreement Section 3: NASPO ValuePoint Master Agreement Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 29 | Page after notice of intended revocation thereof shall have been given to Purchasing Entity and Participating State by the Contractor. d. Prior to commencement of performance, Contractor shall provide to the Lead State a written endorsement to the Contractor’s general liability insurance policy or other documentary evidence acceptable to the Lead State that (1) names the Participating States identified in the Request for Proposal as additional insureds, (2) provides that no material alteration, cancellation, non-renewal, or expiration of the coverage contained in such policy shall have effect unless the named Participating State has been given at least thirty (30) days prior written notice, and (3) provides that the Contractor’s liability insurance policy shall be primary, with any liability insurance of any Participating State as secondary and noncontributory. Unless otherwise agreed in any Participating Addendum, the Participating State’s rights and Contractor’s obligations are the same as those specified in the first sentence of this subsection. Before performance of any Purchase Order issued after execution of a Participating Addendum authorizing it, the Contractor shall provide to a Purchasing Entity or Participating State who requests it the same information described in this subsection. e. Contractor shall furnish to the Lead State, Participating State, and, on request, the Purchasing Entity copies of certificates of all required insurance within thirty (30) calendar days of the execution of this Master Agreement, the execution of a Participating Addendum, or the Purchase Order’s effective date and prior to performing any work. The insurance certificate shall provide the following information: the name and address of the insured; name, address, telephone number and signature of the authorized agent; name of the insurance company (authorized to operate in all states); a description of coverage in detailed standard terminology (including policy period, policy number, limits of liability, exclusions and endorsements); and an acknowledgment of the requirement for notice of cancellation. Copies of renewal certificates of all required insurance shall be furnished within thirty (30) days after any renewal date. These certificates of insurance must expressly indicate compliance with each and every insurance requirement specified in this section. Failure to provide evidence of coverage may, at sole option of the Lead State, or any Participating State, result in this Master Agreement’s termination or the termination of any Participating Addendum. f. Coverage and limits shall not limit Contractor’s liability and obligations under this Master Agreement, any Participating Addendum, or any Purchase Order. 18. Laws and Regulations Any and all Products offered and furnished shall comply with solicitation section 5.10, Compliance with Applicable Laws. 19. License of Pre-Existing Intellectual Property Any rights to intellectual property shall be as prescribed in the Lead State’s solicitation and resulting contract, and Purchasing Entities shall have the same rights as the Lead State under those provisions. 20. No Waiver of Sovereign Immunity In no event shall this Master Agreement, any Participating Addendum or any contract or any Purchase Order issued thereunder, or any act of a Lead State, a Participating State, or a Purchasing Entity be a waiver of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the Eleventh Amendment to the Constitution of the United States or otherwise, from any claim or from the jurisdiction of any court. This section applies to a claim brought against the Participating State only to the extent Congress 178 CC 02-06-2024 178 of 723 Master Agreement Section 3: NASPO ValuePoint Master Agreement Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 30 | Page has appropriately abrogated the Participating State’s sovereign immunity and is not consent by the Participating State to be sued in federal court. This section is also not a waiver by the Participating State of any form of immunity, including but not limited to sovereign immunity and immunity based on the Eleventh Amendment to the Constitution of the United States. 21. Ordering a. Master Agreement order and purchase order numbers shall be clearly shown on all acknowledgments, shipping labels, packing slips, invoices, and on all correspondence. b. The resulting Master Agreements permit Purchasing Entities to define project-specific requirements and informally compete the requirement among companies having a Master Agreement on an “as needed” basis. This procedure may also be used when requirements are aggregated or other firm commitments may be made to achieve reductions in pricing. This procedure may be modified in Participating Addenda and adapted to Purchasing Entity rules and policies. The Purchasing Entity may in its sole discretion determine which Master Agreement Contractors should be solicited for a quote. The Purchasing Agency may select the quote that it considers most advantageous, cost and other factors considered. c. Each Purchasing Entity will identify and utilize its own appropriate purchasing procedure and documentation. Contractor is expected to become familiar with the Purchasing Entities’ rules, policies, and procedures regarding the ordering of supplies and/or services contemplated by this Master Agreement. d. Contractor shall not begin work without a valid Purchase Order or other appropriate commitment document compliance with the law of the Purchasing Entity. e. Orders may be placed consistent with the terms of this Master Agreement during the term of the Master Agreement. f. All Orders pursuant to this Master Agreement, at a minimum, shall include: (1) The services or supplies being delivered; (2) The place and requested time of delivery; (3) A billing address; (4) The name, phone number, and address of the Purchasing Entity representative; (5) The price per hour or other pricing elements consistent with this Master Agreement and the contractor’s proposal; (6) A ceiling amount of the order for services being ordered; and (7) The Master Agreement identifier. g. All communications concerning administration of Orders placed shall be furnished solely to the authorized purchasing agent within the Purchasing Entity’s purchasing office, or to such other individual identified in writing in the Order. h. Orders must be placed pursuant to this Master Agreement prior to the termination date thereof, but may have a delivery date or performance period up to 120 days past the then-current termination date of this Master Agreement. Contractor is reminded that financial obligations of Purchasing Entities payable after the current applicable fiscal year are contingent upon agency funds for that purpose being appropriated, budgeted, and otherwise made available. i. Notwithstanding the expiration or termination of this Master Agreement, Contractor agrees to perform in accordance with the terms of any Orders then outstanding at the time of such expiration or termination. Contractor shall not honor any Orders placed after the expiration or termination of this Master Agreement, or 179 CC 02-06-2024 179 of 723 Master Agreement Section 3: NASPO ValuePoint Master Agreement Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 31 | Page otherwise inconsistent with its terms. Orders from any separate indefinite quantity, task orders, or other form of indefinite delivery order arrangement priced against this Master Agreement may not be placed after the expiration or termination of this Master Agreement, notwithstanding the term of any such indefinite delivery order agreement. 22. Participants a. Contractor may not deliver Products under this Master Agreement until a Participating Addendum acceptable to the Participating State and Contractor is executed. The NASPO ValuePoint Master Agreement Terms and Conditions are applicable to any Order by a Participating State (and other Purchasing Entities covered by their Participating Addendum), except to the extent altered, modified, supplemented or amended by a Participating Addendum. By way of illustration and not limitation, this authority may apply to unique delivery and invoicing requirements, confidentiality requirements, defaults on Orders, governing law and venue relating to Orders by a Participating State, indemnification, and insurance requirements. Statutory or constitutional requirements relating to availability of funds may require specific language in some Participating Addenda in order to comply with applicable law. The expectation is that these alterations, modifications, supplements, or amendments will be addressed in the Participating Addendum or, with the consent of the Purchasing Entity and Contractor, may be included in the ordering document (e.g. purchase order or contract) used by the Purchasing Entity to place the Order. b. Use of specific NASPO ValuePoint cooperative Master Agreements by state agencies, political subdivisions and other Participating Entities (including cooperatives) authorized by individual state’s statutes to use state contracts are subject to the approval of the respective State Chief Procurement Official. Issues of interpretation and eligibility for participation are solely within the authority of the respective State Chief Procurement Official. c. Obligations under this Master Agreement are limited to those Participating Entities who have signed a Participating Addendum and Purchasing Entities within the scope of those Participating Addenda. Financial obligations of Participating States are limited to the orders placed by the departments or other state agencies and institutions having available funds. Participating States incur no financial obligations on behalf of political subdivisions. Contractor shall email a fully executed PDF copy of each Participating Addendum to PA@wsca- naspo.org to support documentation of participation and posting in appropriate data bases. d. NASPO Cooperative Purchasing Organization LLC, doing business as NASPO ValuePoint, is not a party to the Master Agreement. It is a nonprofit cooperative purchasing organization assisting states in administering the NASPO cooperative purchasing program for state government departments, institutions, agencies and political subdivisions (e.g., colleges, school districts, counties, cities, etc.) for all 50 states, the District of Columbia and the territories of the United States. e. State Participating Addenda or other Participating Addenda shall not be construed to amend the terms of this Master Agreement between the Lead State and Contractor. f. Participating Entities who are not states may under some circumstances sign their own Participating Addendum, subject to the approval of participation by the Chief Procurement Official of the state where the Participating State is located. g. Resale. “Resale” means any transfer of software for compensation or assignment of services for compensation. Subject to any specific conditions included in the solicitation or Contractor’s proposal as accepted by the Lead State, or as explicitly permitted in a Participating Addendum, Purchasing Entities may not resell Products (the definition of which includes software and services that are deliverables). Absent any 180 CC 02-06-2024 180 of 723 Master Agreement Section 3: NASPO ValuePoint Master Agreement Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 32 | Page such condition or explicit permission, this limitation does not prohibit: payments by employees of a Purchasing Entity for Products; sales of Products to the general public as surplus property; and fees associated with inventory transactions with other governmental or nonprofit entities under cooperative agreements and consistent with a Purchasing Entity’s laws and regulations. Any sale or transfer permitted by this subsection must be consistent with license rights granted for use of intellectual property. 23. Payment Payment for completion of a contract order is normally made within 30 days following the date the entire order is delivered or the date a correct invoice is received, whichever is later. After 45 days the Contractor may assess overdue account charges up to a maximum rate of one percent per month on the outstanding balance. Payments will be remitted by mail. Payments may be made via a State or political subdivision “Purchasing Card” with no additional charge. Any prompt payment terms proposed by contractor shall be extended to all Purchasing Entities. 24. Public Information. This Master Agreement and all related documents are subject to disclosure pursuant to the Purchasing Entity’s public information laws. 25. Records Administration and Audit. a. The Contractor shall maintain books, records, documents, and other evidence pertaining to this Master Agreement and orders placed by Purchasing Entities under it to the extent and in such detail as shall adequately reflect performance and administration of payments and fees. Contractor shall permit the Lead State, a Participating State, a Purchasing Entity, the federal government (including its grant awarding entities and the U.S. Comptroller General), and any other duly authorized agent of a governmental agency, to audit, inspect, examine, copy and/or transcribe Contractor's books, documents, papers and records directly pertinent to this Master Agreement or orders placed by a Purchasing Entity under it for the purpose of making audits, examinations, excerpts, and transcriptions. This right shall survive for a period of five (5) years following termination of this Agreement or final payment for any order placed by a Purchasing Entity against this Agreement, whichever is later, to assure compliance with the terms hereof or to evaluate performance hereunder. b. Without limiting any other remedy available to any governmental entity, the Contractor shall reimburse the applicable Lead State, Participating State, or Purchasing Entity for any overpayments inconsistent with the terms of the Master Agreement or orders or underpayment of fees found as a result of the examination of the Contractor’s records. c. The rights and obligations herein right exist in addition to any quality assurance obligation in the Master Agreement requiring the Contractor to self-audit contract obligations and that permits the Lead State to review compliance with those obligations. 26. Administrative Fees a. The Contractor shall pay to NASPO ValuePoint, or its assignee, a NASPO ValuePoint Administrative Fee of one-quarter of one percent (0.25% or 0.0025) no later than 60 days following the end of each calendar quarter. The NASPO ValuePoint Administrative Fee shall be submitted quarterly and is based on all sales of products and services under the Master Agreement (less any charges for taxes or shipping). The NASPO ValuePoint 181 CC 02-06-2024 181 of 723 Master Agreement Section 3: NASPO ValuePoint Master Agreement Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 33 | Page Administrative Fee is not negotiable. This fee is to be included as part of the pricing submitted with proposal. b. Additionally, some states, such as the State of Arizona, may require an additional fee be paid directly to the state only on purchases made by Purchasing Entities within that state. For all such requests, the fee level, payment method and schedule for such reports and payments will be incorporated into the Participating Addendum that is made a part of the Master Agreement. The Contractor may adjust the Master Agreement pricing accordingly for purchases made by Purchasing Entities within the jurisdiction of the state. All such agreements shall not affect the NASPO ValuePoint Administrative Fee percentage or the prices paid by the Purchasing Entities outside the jurisdiction of the state requesting the additional fee. The NASPO ValuePoint Administrative Fee in subsection 26a shall be based on the gross amount of all sales (less any charges for taxes or shipping) at the adjusted prices (if any) in Participating Addenda. 27. NASPO ValuePoint Summary and Detailed Usage Reports In addition to other reports that may be required by this solicitation, the Contractor shall provide the following NASPO ValuePoint reports. a. Summary Sales Data. The Contractor shall submit quarterly sales reports directly to NASPO ValuePoint using the NASPO ValuePoint Quarterly Sales/Administrative Fee Reporting Tool found at http://www.naspo.org/WNCPO/Calculator.aspx. Any/all sales made under the contract shall be reported as cumulative totals by state. Even if Contractor experiences zero sales during a calendar quarter, a report is still required. Reports shall be due no later than 30 day following the end of the calendar quarter (as specified in the reporting tool). b. Detailed Sales Data. Contractor shall also report detailed sales data by: (1) state; (2) entity/customer type, e.g. local government, higher education, K12, non-profit; (3) Purchasing Entity name; (4) Purchasing Entity bill- to and ship-to locations; (4) Purchasing Entity and Contractor Purchase Order identifier/number(s); (5) Purchase Order Type (e.g. sales order, credit, return, upgrade, determined by industry practices); (6) Purchase Order date; (7) Ship Date; (8) and line item description, including product number if used. The report shall be submitted in any form required by the solicitation. Reports are due on a quarterly basis and must be received by the Lead State and NASPO ValuePoint Cooperative Development Team no later than thirty (30) days after the end of the reporting period. Reports shall be delivered to the Lead State and to the NASPO ValuePoint Cooperative Development Team electronically through a designated portal, email, CD-Rom, flash drive or other method as determined by the Lead State and NASPO ValuePoint. Detailed sales data reports shall include sales information for all sales under Participating Addenda executed under this Master Agreement. The format for the detailed sales data report is in shown in EXHIBIT III_Cooperative Contract Sales Reporting Data Requirements and Data Format. c. Reportable sales for the summary sales data report and detailed sales data report includes sales to employees for personal use where authorized by the solicitation and the Participating Addendum. Report data for employees should be limited to ONLY the state and entity they are participating under the authority of (state and agency, city, county, school district, etc.) and the amount of sales. No personal identification numbers, e.g. names, addresses, social security numbers or any other numerical identifier, may be submitted with any report. d. Contractor shall provide the NASPO ValuePoint Cooperative Development Coordinator with an executive summary each quarter that includes, at a minimum, a list of states with an active Participating Addendum, states that Contractor is in negotiations with and any PA roll out or implementation activities and issues. NASPO ValuePoint Cooperative Development Coordinator and Contractor will determine the format and content of the executive summary. The executive summary is due 30 days after the conclusion of each 182 CC 02-06-2024 182 of 723 Master Agreement Section 3: NASPO ValuePoint Master Agreement Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 34 | Page calendar quarter. e. Timely submission of these reports is a material requirement of the Master Agreement. The recipient of the reports shall have exclusive ownership of the media containing the reports. The Lead State and NASPO ValuePoint shall have a perpetual, irrevocable, non-exclusive, royalty free, transferable right to display, modify, copy, and otherwise use reports, data and information provided under this section. 28. Standard of Performance and Acceptance. Determination of the acceptability of services shall be made by the sole judgement of the Purchasing Entity. Acceptance shall be in writing, verbal acceptance will not be allowed. Services shall be completed in accordance with the Scope of Work, agreed to and accepted schedules, plans, and agreed to performance standards. Acceptance shall be one hundred percent (100%) functionality, which will be determined by the Purchasing Entity. Acceptance criteria shall include, but not be limited to conformity to the scope of work, quality of workmanship, and successfully performing all required Tasks. Nonconformance to a stated acceptance and performance criteria of both services and or products, as required, shall result in a delay for payment. The warranty period will begin upon Acceptance. 29. Warranty The Contractor warrants for a period of 90 days from the date of Acceptance in accordance with the provisions of section 7 of the State of Arizona Uniform Terms and Conditions and section 5.1 N. of the State of Arizona Special Terms and Conditions, with rights of the State available to other Purchasing Entities. Upon breach of the warranty, the Contractor will repair or replace (at no charge to the Purchasing Entity) the Product whose nonconformance is discovered and made known to the Contractor. If the repaired and/or replaced Product proves to be inadequate, or fails of its essential purpose, the Contractor will refund the full amount of any payments that have been made. The rights and remedies of the parties under this warranty are in addition to any other rights and remedies of the parties provided by law or equity, including, without limitation, actual damages, and, as applicable and awarded under the law, to a prevailing party, reasonable attorneys’ fees and costs. 30. (RESERVED) 31. Title of Product Upon Acceptance by the Purchasing Entity, Contractor shall convey to Purchasing Entity title to Product consisting of tangible media free and clear of all liens, encumbrances, or other security interests. 32. Waiver of Breach Failure of the Lead State, Participating State, or Purchasing Entity to declare a default or enforce any rights and remedies shall not operate as a waiver under this Master Agreement or Participating Addendum. Any waiver by the Lead State, Participating State, or Purchasing Entity must be in writing. Waiver by the Lead State or Participating State of any default, right or remedy under this Master Agreement or Participating Addendum, or by Purchasing Entity with respect to any Purchase Order, or breach of any terms or requirements of this Master Agreement, a Participating Addendum, or Purchase Order shall not be construed or operate as a waiver of any subsequent default or breach of such term or requirement, or of any other term or requirement under this Master Agreement, Participating Addendum, or Purchase Order. 183 CC 02-06-2024 183 of 723 Master Agreement Section 3: NASPO ValuePoint Master Agreement Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 35 | Page 33. Assignment of Antitrust Rights Contractor irrevocably assigns to a Participating State any claim for relief or cause of action which the Contractor now has or which may accrue to the Contractor in the future by reason of any violation of state or federal antitrust laws (15 U.S.C. § 1-15 or a Participating State’s state antitrust provisions), as now in effect and as may be amended from time to time, in connection with any goods or services provided to the Contractor for the purpose of carrying out the Contractor's obligations under this Master Agreement or Participating Addendum, including, at a Participating State's option, the right to control any such litigation on such claim for relief or cause of action. 34. Debarment The Contractor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract) by any governmental department or agency. This certification represents a recurring certification made at the time any Order is placed under this Master Agreement. If the Contractor cannot certify this statement, attach a written explanation for review by the Lead State. 35. Governing Law and Venue a. The procurement, evaluation, and award of the Master Agreement shall be governed by and construed in accordance with the laws of the Lead State sponsoring and administering the procurement. The construction and effect of the Master Agreement after award shall be governed by the law of the state serving as Lead State (in most cases also the Lead State). The construction and effect of any Participating Addendum or Order against the Master Agreement shall be governed by and construed in accordance with the laws of the Participating State’s or Purchasing Entity’s State. b. Unless otherwise specified in the RFP, the venue for any protest, claim, dispute or action relating to the procurement, evaluation, and award is in the Lead State. Venue for any claim, dispute or action concerning the terms of the Master Agreement shall be in the state serving as Lead State. Venue for any claim, dispute, or action concerning any Order placed against the Master Agreement or the effect of a Participating Addendum shall be in the Purchasing Entity’s State. c. If a claim is brought in a federal forum, then it must be brought and adjudicated solely and exclusively within the United States District Court for (in decreasing order of priority): the Lead State for claims relating to the procurement, evaluation, award, or contract performance or administration if the Lead State is a party; the Participating State if a named party; the Participating State state if a named party; or the Purchasing Entity state if a named party. 36. NASPO ValuePoint eMarket Center In July 2011, NASPO ValuePoint entered into a multi-year agreement with SciQuest, Inc. whereby SciQuest will provide certain electronic catalog hosting and management services to enable eligible NASPO ValuePoint’s customers to access a central online website to view and/or shop the goods and services available from existing NASPO ValuePoint Cooperative Contracts. The central online website is referred to as the NASPO ValuePoint eMarket Center. The Contractor will have visibility in the eMarket Center through Ordering Instructions. These Ordering Instructions are available at no cost to the Contractor and provided customers information regarding the Contractors website and ordering information. 184 CC 02-06-2024 184 of 723 Master Agreement Section 3: NASPO ValuePoint Master Agreement Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 36 | Page At a minimum, the Contractor agrees to the following timeline: NASPO ValuePoint eMarket Center Site Admin shall provide a written request to the Contractor to begin Ordering Instruction process. The Contractor shall have thirty (30) days from receipt of written request to work with NASPO ValuePoint to provide any unique information and ordering instructions that the Contractor would like the customer to have. 37. Contract Provisions for Orders Utilizing Federal Funds. Pursuant to Appendix II to 2 Code of Federal Regulations (CFR) Part 200, Contract Provisions for Non-Federal Entity Contracts Under Federal Awards, Orders funded with federal funds may have additional contractual requirements or certifications that must be satisfied at the time the Order is placed or upon delivery. These federal requirements may be proposed by Participating Entities in Participating Addenda and Purchasing Entities for incorporation in Orders placed under this master agreement. 38. State Government Support No support, facility space, materials, special access, personnel or other obligations on behalf of the states or other Participating Entity, other than payment, are required under the Master Agreement. 185 CC 02-06-2024 185 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 5.1 State of Arizona Special Terms and Conditions A. Purpose Pursuant to provisions of the Arizona Procurement Code, A.R.S. 41-2501 Et Seq., the State of Arizona intends to establish a Contract (Participating Addendum, PA) for the materials or services as listed herein in service to the State. B. Term of Contract The term of any resultant Contract shall commence on date of execution and shall be for an initial period of two (2) years, unless terminated, canceled or extended as otherwise provided herein. C. Contract Extensions The Contract term is for period stated in Item B. subject to additional successive periods with a maximum aggregate including all extensions not to exceed five (5) years. D. Contract Type – Fixed Price E. Eligible Agencies (STATEWIDE) This Contract shall be for the use of all State of Arizona departments, agencies, commissions and boards. In addition, eligible State Purchasing Cooperative members may participate at their discretion. In order to participate in this contract, a cooperative member shall have entered into a Cooperative Purchasing Agreement with the Department of Administration, State Procurement Office as required by Arizona Revised Statues § 41-2632. Membership in the State Purchasing Cooperative is available to all Arizona political subdivisions including cities, counties, school districts, and special districts. Membership is also available to all non- profit organizations, as well as State governments, the US Federal Government and Tribal Nations. Non-profit organizations are defined in A.R.S. § 41-2631(4) as any nonprofit corporation as designated by the internal revenue service under section 501(c)(3) through 501(c)(6). F. Licenses The Contractor shall maintain in current status, all federal, state and local licenses and permits required for the operation of the business conducted by the Contractor. G. Volume of Work The State does not guarantee a specific amount of work either for the life of the Contract or on an annual basis. 186 CC 02-06-2024 186 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 38 | Page H. Key Personnel It is essential that the Contractor provide adequate experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this Contract. The Contractor must agree to assign specific individuals to the key positions if required. 1. The Contractor agrees that, once assigned to work under this Contract, key personnel shall not be removed or replaced without written notice to the State. 2. Key personnel who are not available for work under this Contract for a continuous period exceeding thirty (30) calendar days, or are expected to devote substantially less effort to the work than initially anticipated, the Contractor shall immediately notify the State, and shall, subject to the concurrence of the State, replace such personnel with personnel of substantially equal ability and qualifications. I. Changes The State may at any time make changes within the general scope of this Contract. The Contractor shall respond to the Change Order with a proposal. If any such change causes an adjustment in the cost of, or the time required for the performance of any part of the work under this Contract, whether changed or not changed by the Change Order, the Procurement Officer shall modify the Contract in writing via a bilateral Contract Amendment. J. Price Adjustment Any price adjustment shall be within the confines of the awarded contract, or as negotiated in service to this Contract. Any negotiated price adjustments for this Contract shall be documented via a bilateral Contract Amendment. K. Payment Procedures The State will not make payments to any Entity, Group or individual other than the Contractor with the Federal Employer Identification (FEI) Number identified in the Contract. Contractor invoices requesting payment to any Entity, Group or individual other than the contractually specified Contractor shall be returned to the Contractor for correction. The Contractor shall review and insure that the invoices for services provided show the correct Contractor name prior to sending them for payment. If the Contractor Name and FEI Number change, the Contractor must complete an “Assignment and Agreement” form transferring contract rights and responsibilities to the new Contractor. The State must indicate consent on the form. A written Contract Amendment must be signed by both parties and a new W-9 form must be submitted by the new Contractor and entered into the system prior to any payments being made to the new Contractor. L. Information Disclosure The Contractor shall establish and maintain procedures and controls that are acceptable to the State for the purpose of assuring that no information contained in its records or obtained from the state or from others in carrying out its functions under the contract shall be used or disclosed by it, its agents, officers, or employees, except as required to efficiently perform duties under the Contract. Persons requesting such information should be referred to the State. The Contractor also agrees that any information pertaining to individual persons shall not be divulged other than to employees or officers of 187 CC 02-06-2024 187 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 39 | Page the Contractor as needed for the performance of duties under the Contract, unless otherwise agreed to in writing by the State. M. Employees of the Contractor All employees of the Contractor employed in the performance of work under the Contract shall be considered employees of the Contractor at all times, and not employees of the State. The Contractor shall comply with the Social Security Act, Workman’s Compensation laws and Unemployment laws of the State of Arizona and all State, local and Federal legislation relevant to the Contractor’s business. N. Warranty All services supplied under this Contract shall be fully guaranteed by the Contractor for a minimum period of ninety (90) days from the date of acceptance by the State. Any defects of design, workmanship, or delivered materials, that would result in non-compliance shall be fully corrected by the Contractor without cost to the State. O. Compliance with Applicable Laws The Materials and services supplied under this Contract shall comply with all applicable Federal, state and local laws, and the Contractor shall maintain all applicable licenses and permit requirements. Contractor represents and warrants to the State that Contractor has the skill and knowledge possessed by members of its trade or profession and Contractor will apply that skill and knowledge with care and diligence so Contactor and Contractor's employees and any authorized subcontractors shall perform the Services described in this Contract in accordance with the Statement of Work. Contractor represents and warrants that the Materials provided through this Contract and Statement of Work shall be free of viruses, backdoors, worms, spyware, malware and other malicious code that will hamper performance of the Materials, collect unlawful personally identifiable information on Users or prevent the Materials from performing as required under the terms and conditions of this Contract. P. Non-Exclusive Contract Any Contract resulting from this solicitation shall be awarded with the understanding and agreement that it is for the sole convenience of the State of Arizona. The State reserves the right to obtain like goods or services from another source when necessary, or when determined to be in the best interest of the State. Q. Administrative Fee/Usage Reports 1. In accordance with ARS § 41-2633 the Department of Administration, State Procurement Office includes an Administrative Fee, in the majority of its Statewide contracts – multiple agency, multiple government, cooperative contracts. The Administrative Fee is used by the State to defray the additional costs associated with soliciting, awarding and administering statewide contracts. In addition to the State agencies, boards and commissions, statewide contracts are available to members of the State Purchasing Cooperative including cities, counties, school districts, special districts, other state governments, agencies of the federal government, tribal nations, schools, medical institutions, and nonprofit organizations. The Administrative Fee is the responsibility of the contractor. The Administrative Fee is a part of the contractor’s unit prices and is not to be charged directly to the customer in the form of a 188 CC 02-06-2024 188 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 40 | Page separate line item. In accordance with Section 26 of the NASPO ValuePoint Master Agreement Terms and Conditions, the 0.25% NASPO ValuePoint Administrative fee shall be incorporated into the Offerors base price. Other states, including the State of Arizona, may negotiate additional Administrative Fees in their Participating Addenda following award of a Master Agreement. Further, Statewide contracts maintain one set of pricing for all customers and not separate prices for State agency customers and State Purchasing Cooperative customers. 2. State of Arizona Fee Amount: Unless defined differently within the contract, the Statewide Contracts Administrative Fee shall be one percent (1.0%) of quarterly sales receipts under an active Statewide contract, transacted by only the members of the State Purchasing Cooperative, minus any taxes or regulatory fees, minus any returns or credits, and minus any shipping charges not already included in the unit prices. The Administrative Fee percentage is only applicable to amounts actually received by the contractor during the quarter and is not applicable to amounts ordered by customers but not yet paid for. The administrative fee is not paid on transactions with state agency customers. 3. Method of Assessment At the completion of each quarter, the contractor reviews all sales under their contract in preparation for submission of their Usage Report. The contractor identifies all sales receipts transacted by members of the State Purchasing Cooperative and assesses one percent (1.0%) of this amount in their Usage Report. An updated list of State Purchasing Cooperative members may be found at: https://spo.az.gov/state-purchasing-cooperative . At its option, the State may expand or narrow the applicability of this fee. The State shall provide thirty (30) written notice prior to exercising or changing this option. The contractor shall summarize all sales, along with all assessed Administrative Fee amounts within their Usage Report, including total amounts for the following:  Total sales receipts from State agencies, boards and commissions;  Total sales receipts from members of the State Purchasing Cooperative; and  Total Administrative Fee amount based on one percent (1.0%) of the sales receipts from members of the State Purchasing Cooperative. 4. Submission of Reports and Fees. Within thirty (30) days following the end of the quarter, the contractor submits their Usage Report and if applicable, a check in the amount of one percent (1%) of their sales receipts from members of the State Purchasing Cooperative, to the Department of Administration, State Procurement Office. Contractors are required to use the State’s current report templates unless you have authorization from your contract officer to use a different format. You need to complete Form 799, which is a cover letter that gives the totals of your transactions; and Form 801, which is an Excel spreadsheet that details your transactions. Sales to state agencies and the cooperative members are to be totaled separately. The most current forms can be downloaded at https://spo.az.gov/statewide-contracts-administrative-fee. 4.1 The submission schedule for Administrative Fees and Usage reports shall be as follows: FY Q1, July through September Due October 31 FY Q2, October through December Due January 31 FY Q3, January through March Due by April 30 FY Q4, April through June Due by July 31 189 CC 02-06-2024 189 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 41 | Page 4.2 Usage Reports and any questions are to be submitted by email to the state's designated usage report email address: usage@azdoa.gov 4.3 Administrative Fees shall be made out to the “State Procurement Office” and mailed to: Department of Administration General Services Division ATTN: “Statewide Contracts Administrative Fee” 100 N. 15th Avenue, Suite 202 Phoenix, AZ 85007 5. The Administrative Fee shall be a part of the Contractor’s unit prices and is not to be charged directly to the customer in the form of a separate line item. Statewide contracts shall not have separate prices for State Agency customers and State Purchasing Cooperative customers. 6. Contractor's failure to remit administrative fees in a timely manner consistent with the contract’s requirements may result in the State exercising any recourse available under the contract or as provided for by law. R. Acceptance Determination of the acceptability of services shall be made by the sole judgment of the State. Acceptance shall be in writing, verbal acceptance will not be allowed. Services shall be completed in accordance with the Scope of Work, agreed to and accepted schedules, plans, and agreed to performance standards. Acceptance shall be one hundred percent (100%) functionality, which will be determined by the State. Acceptance criteria shall include, but not be limited to conformity to the scope of work, quality of workmanship and successfully performing all required Tasks. Nonconformance to any of the stated acceptance and performance criteria of both services and or products as required shall result in a delay for payment. Payment shall not be made until nonconformance to the criteria is corrected as determined by the State. T. Performance Contractor agrees that, from and after the date that the applicable services commence, its performance of the Scope of Services will meet or exceed industry best practices subject to the limitations and in accordance with the provisions set forth in this Contract. If the Services provided pursuant to this Contract are changed, modified or enhanced (whether by Change Order or through the provision of new Services), The State and the Contractor will review the current performance experience and will in good faith determine whether such experience should be adjusted and whether additional services should be implemented or whether services be removed. The following requirements shall also apply: 1. Failure to Perform If Contractor fails to complete any deliverable, then Contractor shall: 1.1 Promptly perform a root-cause analysis to identify the cause of such failure; 1.2 Use commercially reasonable efforts to correct such failure and to begin meeting the requirements as promptly as practicable; 1.3 Provide the State with a report detailing the cause of, and procedure for correcting, such 190 CC 02-06-2024 190 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 42 | Page failure; and 1.4 If appropriate under the circumstances, take action to avoid such failure in the future. 2. Root-Cause Analysis In the event of the Contractor's failure to perform required services or meet agreed upon service levels or other Contractor service standards as required by the State under this Contract, the Contractor shall perform an analysis of the cause of the service level problem and implement remediation steps as appropriate. The State shall have the right to review the analysis and approve the remediation steps prior to or subsequent to their implementation, as deemed appropriate by the State, if the remediation steps impact State assets or operational processes. U. Compensation Should the Contractor fail to provide all required services or deliver work products, as agreed upon by State and the Contractor, the State shall be entitled to invoke applicable remedies, including but not limited to, withholding payment to the Contractor and declaring the Contractor in material breach of the Contract. If the Contractor is in any manner in default of any obligation or the Contractor’s work or performance is determined by the State to be defective, sub-standard, or if audit exceptions are identified, the State may, in addition to other available remedies, either adjust the amount of payment or withhold payment until satisfactory resolution of the default, defect, exception or sub-standard performance. The Contractor shall reimburse the State on demand, or the State may deduct from future payments, any amounts paid for work products or performance which are determined to be an audit exception, defective or sub-standard performance. The Contractor shall correct its mistakes or errors without additional cost to the State. The State shall be the sole determiner as to defective or sub-standard performance. The Contractor shall fulfill their contractual requirements including the Deliverables identified in the Statement of Work and fulfill the roles and responsibilities described in the Statement of Work for a firm fixed price, inclusive of travel and travel-related expenses. The fixed amount shall be inclusive of any fees for the use of any third party products or services required for use in the performance of this Contract V. Contractor Performance Reports Program management shall document Contractor performance, both exemplary and needing improvements where corrective action is needed or desired. Copies of corrective action reports will be forwarded to the Procurement Office for review and any necessary follow-up. The Procurement Office may contact the Contractor upon receipt of the report and may request corrective action. The Procurement Office shall discuss the Contractor’s suggested corrective action plan with the Procurement Specialist for approval of the plan. W. Offshore Performance of Work Prohibited Due to security and identity protection concerns, direct services under this contract shall be performed within the borders of the United States. Any services that are described in the specifications or scope of work that directly serve the State of Arizona or its clients and may involve access to secure or sensitive data or personal client data or development or modification of software for the State shall be performed within the borders of the United States. Unless specifically stated otherwise in the specifications, this definition does not apply to indirect or “overhead” services, redundant back-up 191 CC 02-06-2024 191 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 43 | Page services or services that are incidental to the performance of the contract. This provision applies to work performed by subcontractors at all tiers. X. Indemnification and Insurance 1.1 Indemnification Clause To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold harmless the State of Arizona, and its departments, agencies, boards, commissions, universities, and any jurisdiction or agency issuing permits for any work included in the project, and their respective directors, officers, officials, agents and employees (hereinafter referred to as "Indemnitee") from and against any and all claims, actions, liabilities, costs, losses, or expenses, (including reasonable attorney's fees), (hereinafter collectively referred to as "Claims") arising out of actual or alleged bodily injury or personal injury of any person (including death) or loss or damage to tangible or intangible property caused, or alleged to be caused, in whole or in part, by the negligent or willful acts or omissions of Contractor or any of Contractor's directors, officers, agents, employees, volunteers or subcontractors. This indemnity includes any claim or amount arising or recovered under the Workers' Compensation Law or arising out of the failure of Contractor to conform to any federal, state or local law, statute, ordinance, rule, regulation or court decree. It is the specific intention of the parties that the Indemnitee shall, in all instances, except for Claims arising solely from the negligent or willful acts or omissions of the Indemnitee, be indemnified by Contractor from and against any and all Claims. It is agreed that Contractor will be responsible for primary loss investigation, defense and judgment costs where this indemnification is applicable. This indemnification will survive the termination of the above listed contract with the Contractor. This indemnity shall not apply if the contractor or sub-contractor(s) is/are an agency, board, commission or university of the State of Arizona. 1.2 Insurance Requirements 1.2.1 Contractor and subcontractors shall procure and maintain, until all of their obligations have been discharged, including any warranty periods under this Contract, insurance against claims for injury to persons or damage to property arising from, or in connection with, the performance of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors. 1.2.2 The Insurance Requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The State of Arizona in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that arise out of the performance of the work under this Contract by the Contractor, its agents, representatives, employees or subcontractors, and the Contractor is free to purchase additional insurance. 1.3 Minimum Scope and Limits of Insurance Contractor shall provide coverage with limits of liability not less than those stated below. 192 CC 02-06-2024 192 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 44 | Page 1.3.1 Commercial General Liability (CGL) – Occurrence Form Policy shall include bodily injury, property damage, and broad form contractual liability coverage. General Aggregate $2,000,000 Products – Completed Operations Aggregate $1,000,000 Personal and Advertising Injury $1,000,000 Damage to Rented Premises $50,000 Each Occurrence $1,000,000 a. The policy shall be endorsed, as required by this written agreement, to include the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees as additional insureds with respect to liability arising out of the activities performed by or on behalf of the Contractor. b. Policy shall contain a waiver of subrogation endorsement, as required by this written agreement, in favor of the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor. 1.3.2 Business Automobile Liability Bodily Injury and Property Damage for any owned, hired, and/or non-owned automobiles used in the performance of this Contract.  Combined Single Limit (CSL) $1,000,000 Policy shall be endorsed, as required by this written agreement, to include the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees as additional insureds with respect to liability arising out of the activities performed by, or on behalf of, the Contractor involving automobiles owned, hired and/or non-owned by the Contractor. c. Policy shall contain a waiver of subrogation endorsement as required by this written agreement in favor of the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor. 1.3.3 Workers’ Compensation and Employers' Liability  Workers' Compensation Statutory  Employers' Liability  Each Accident $1,000,000  Disease – Each Employee $1,000,000  Disease – Policy Limit $1,000,000 d. Policy shall contain a waiver of subrogation endorsement, as required by this written agreement, in favor of the State of Arizona, and its departments, agencies, boards, 193 CC 02-06-2024 193 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 45 | Page commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor. e. This requirement shall not apply to each Contractor or subcontractor that is exempt under A.R.S. § 23-901, and when such Contractor or subcontractor executes the appropriate waiver form (Sole Proprietor or Independent Contractor). 1.3.4 Technology Errors & Omissions Insurance  Each Claim $2,000,000  Annual Aggregate $2,000,000 f. Such insurance shall cover any, and all errors, omissions, or negligent acts in the delivery of products, services, and/or licensed programs under this contract. g. Coverage shall include or shall not exclude settlement and/or defense of claims involving intellectual property, including but not limited to patent or copyright infringement. h. In the event that the Tech E&O insurance required by this Contract is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract and, either continuous coverage will be maintained or an extended discovery period will be exercised for a period of two (2) years, beginning at the time work under this Contract is completed. 1.3.5 Media Liability Coverage  Each Claim $2,000,000  Annual Aggregate $2,000,000 i. Such insurance shall cover any and all errors and omissions or negligent acts in the production of content, including but not limited to plagiarism, defamation, libel, slander, false advertising, invasion of privacy, and infringement of copyright, title, slogan, trademark, service mark and trade dress. j. In the event that the Media Liability insurance required by this Contract is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract and, either continuous coverage will be maintained, or an extended discovery period will be exercised for a period of two (2) years beginning at the time work under this Contract is completed. 1.4 Additional Insurance Requirements The policies shall include, or be endorsed to include, as required by this written agreement, the following provisions: 1.4.1 The Contractor's policies, as applicable, shall stipulate that the insurance afforded the Contractor shall be primary and that any insurance carried by the Department, its agents, 194 CC 02-06-2024 194 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 46 | Page officials, employees or the State of Arizona shall be excess and not contributory insurance, as provided by A.R.S. § 41-621 (E). 1.4.2 Insurance provided by the Contractor shall not limit the Contractor’s liability assumed under the indemnification provisions of this Contract. 1.5 Notice of Cancellation Applicable to all insurance policies required within the Insurance Requirements of this Contract, Contractor’s insurance shall not be permitted to expire, be suspended, be canceled, or be materially changed for any reason without thirty (30) days prior written notice to the State of Arizona. Within two (2) business days of receipt, Contractor must provide notice to the State of Arizona if they receive notice of a policy that has been or will be suspended, canceled, materially changed for any reason, has expired, or will be expiring. Such notice shall be sent directly to the Department and shall be mailed, emailed, hand delivered or sent by facsimile transmission to (State Representative’s Name, Address & Fax Number). 1.6 Acceptability of Insurers Contractor’s insurance shall be placed with companies licensed in the State of Arizona or hold approved non-admitted status on the Arizona Department of Insurance List of Qualified Unauthorized Insurers. Insurers shall have an “A.M. Best” rating of not less than A- VII. The State of Arizona in no way warrants that the above-required minimum insurer rating is sufficient to protect the Contractor from potential insurer insolvency. 1.7 Verification of Coverage Contractor shall furnish the State of Arizona with certificates of insurance (valid ACORD form or equivalent approved by the State of Arizona) as required by this Contract. An authorized representative of the insurer shall sign the certificates. 1.7.1 All certificates and endorsements, as required by this written agreement, are to be received and approved by the State of Arizona before work commences. Each insurance policy required by this Contract must be in effect at, or prior to, commencement of work under this Contract. Failure to maintain the insurance policies as required by this Contract, or to provide evidence of renewal, is a material breach of contract. 1.7.2 All certificates required by this Contract shall be sent directly to the Department. The State of Arizona project/contract number and project description shall be noted on the certificate of insurance. The State of Arizona reserves the right to require complete copies of all insurance policies required by this Contract at any time. 1.8 Subcontractors Contractor’s certificate(s) shall include all subcontractors as insureds under its policies or Contractor shall be responsible for ensuring and/or verifying that all subcontractors have valid and collectable insurance as evidenced by the certificates of insurance and endorsements for each subcontractor. All coverages for subcontractors shall be subject to the minimum Insurance 195 CC 02-06-2024 195 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 47 | Page Requirements identified above. The Department reserves the right to require, at any time throughout the life of this contract, proof from the Contractor that its subcontractors have the required coverage. 1.9 Approval and Modifications The Contracting Agency, in consultation with State Risk, reserves the right to review or make modifications to the insurance limits, required coverages, or endorsements throughout the life of this contract, as deemed necessary. Such action will not require a formal Contract amendment but may be made by administrative action. 1.10 Exceptions In the event the Contractor or subcontractor(s) is/are a public entity, then the Insurance Requirements shall not apply. Such public entity shall provide a certificate of self-insurance. If the Contractor or subcontractor(s) is/are a State of Arizona agency, board, commission, or university, none of the above shall apply. Y. Data Privacy and Security Contractor shall treat all information obtained through performance of the contract, as confidential or sensitive information consistent with State and federal law and State Policy. Contractor or its agents shall not use any data obtained in the performance of the contract in any manner except as necessary for the proper discharge of its obligations and protection of its rights related to this agreement. Contractor shall establish and maintain procedures and controls acceptable to the State for the purpose of assuring that data in its or its agents’ possession is not mishandled, misused, released, disclosed, or used in an inappropriate manner in performance of the contract. This includes data contained in Contractor’s records obtained from the State or others, necessary for contract performance. Contractor and its agents shall take all reasonable steps and precautions to safeguard this information and data and shall not divulge the information or data to parties other than those needed for the performance of duties under the contract. Z. Data Privacy/Security Incident Management Contractor and its agents shall cooperate and collaborate with appropriate State personnel to identify and respond to an information security or data privacy incident, including a security breach. 1. Threat of Security Breach Contractor(s) agrees to notify the State Chief Information Officer (CIO), the State Chief Information Security Officer (CISO) and other key personnel as identified by the State of any perceived threats placing the supported infrastructure and/or applications in danger of breach of security. The speed of notice shall be at least commensurate with the level of threat, as perceived by the Contractor(s). The State agrees to provide contact information for the State CIO, CISO and key personnel to the Contractor(s). 2. Discovery of Security Breach Contractor agrees to immediately notify the State CIO, the CISO and key personnel as identified by the State of a discovered breach of security. The State agrees to provide contact information 196 CC 02-06-2024 196 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 48 | Page for the State CIO, the CISO and key personnel. AA. Security Requirements for Contractor Personnel Each individual proposed to provide services through this contract agrees to security clearance and background check procedures, including fingerprinting, as defined by the Arizona Department of Administration in accordance with Arizona Revised Statutes §41-710. The results of the individual’s background check procedures must meet all HIPAA and law enforcement requirements. Contractor is responsible for all costs to obtain security clearance for their consultants providing services through this contract. Contractor personnel, agents or sub-contractors that have administrative access to the State’s networks may be subject to any additional security requirements of the State as may be required for the performance of the contract. The Contractor, its agents and sub-contractors shall provide documentation to the State confirming compliance with all such additional security requirements for performance of the contract. Additional security requirements include but are not limited to the following: 1. Identity and Address Verification – that verifies the individual is who he or she claims to be including verification of the candidate’s present and previous addresses; 2. UNAX/confidentiality Training; 3. HIPAA Privacy and Security Training; and 4. Information Security Training. BB. Access Constraints and Requirements Contractor access to State facilities and resources shall be properly authorized by State personnel, based on business need and will be restricted to least possible privilege. Upon approval of access privileges, the Contractor shall maintain strict adherence to all policies, standards, and procedures. Policies / Standards, ADOA/ASET Policies / Procedures, and Arizona Revised Statues (A.R.S.) §28- 447, §28-449, §38-421, §13-2408, §13-2316, §41-770. Failure of the Contractor, its agents or subcontractors to comply with policies, standards, and procedures including any person who commits an unlawful breach or harmful access (physical or virtual) will be subject to prosecution under all applicable state and / or federal laws. Any and all recovery or reconstruction costs or other liabilities associated with an unlawful breach or harmful access shall be paid by the Contractor. CC. Health Insurance Portability and Accountability Act of 1996 The Contractor warrants that it is familiar with the requirements of HIPAA, as amended by the Health Information Technology for Economic and Clinical Health Act (HITECH Act) of 2009, and accompanying regulations and will comply with all applicable HIPAA requirements in the course of this Contract. Contractor warrants that it will cooperate with the State in the course of performance of the Contract so that both the State and the Contractor will be in compliance with HIPAA, including cooperation and coordination with the Arizona Strategic Enterprise Technology (ASET) Group, Statewide Information Security and Privacy Office (SISPO), Chief Privacy Officer and HIPAA Coordinator and other compliance officials required by HIPAA and its regulations. Contractor will sign any documents that are reasonably necessary to keep the State and Contractor in compliance with 197 CC 02-06-2024 197 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 49 | Page HIPAA, including but not limited to, business associate agreements. If requested, the Contractor agrees to sign a “Pledge to Protect Confidential Information” and to abide by the statements addressing the creation, use and disclosure of confidential information, including information designated as protected health information and all other confidential or sensitive information as defined in policy. In addition, if requested, Contractor agrees to attend or participate in job related HIPAA training that is: (1) intended to make the Contractor proficient in HIPAA for purposes of performing the services required and (2) presented by a HIPAA Privacy Officer or other person or program knowledgeable and experienced in HIPAA and who has been approved by the ASET/SISPO Chief Privacy Officer and HIPAA Coordinator. Suggested References: https://www.cms.gov/Regulations-and-Guidance/HIPAA-Administrative- Simplification/HIPAAGenInfo/downloads/hipaalaw.pdf http://www.hhs.gov/ocr/privacy/hipaa/understanding/ DD. Compliance Requirements for A.R.S. § 41-4401, Government Procurement: E-Verify Requirement 1. The Contractor warrants compliance with all Federal immigration laws and regulations relating to employees and warrants its compliance with Section A.R.S. § 23-214, Subsection A. (That subsection reads: “After December 31, 2007, every employer, after hiring an employee, shall verify the employment eligibility of the employee through the E-Verify program.) 2. A breach of a warranty regarding compliance with immigration laws and regulations shall be deemed a material breach of the Contract and the Contractor may be subject to penalties up to and including termination of the Contract. 3. Failure to comply with a State audit process to randomly verify the employment records of Contractors and subcontractors shall be deemed a material breach of the Contract and the Contractor may be subject to penalties up to and including termination of the Contract. 4. The State Agency retains the legal right to inspect the papers of any employee who works on the Contract to ensure that the Contractor or subcontractor is complying with the warranty under paragraph One (1). 5.2 State of Arizona Uniform Terms and Conditions 1. Definition of Terms As used in this Solicitation and any resulting Contract, the terms listed below are defined as follows: 1.1. “Attachment” means any item the Solicitation requires the Offeror to submit as part of the Offer. 1.2. “Contract” means the combination of the Solicitation, including the Uniform and Special Instructions to Offerors, the Uniform and Special Terms and Conditions, and the Specifications and Statement or Scope of Work; the Offer and any Best and Final Offers; and any Solicitation Amendments or Contract Amendments. 198 CC 02-06-2024 198 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 50 | Page 1.3. "Contract Amendment" means a written document signed by the Procurement Officer that is issued for the purpose of making changes in the Contract. 1.4. “Contractor” means any person who has a Contract with the State. 1.5. “Days” means calendar days unless otherwise specified. 1.6. “Exhibit” means any item labeled as an Exhibit in the Solicitation or placed in the Exhibits section of the Solicitation. 1.7. “Gratuity” means a payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is received. 1.8. “Materials” means all property, including equipment, supplies, printing, insurance and leases of property but does not include land, a permanent interest in land or real property or leasing space. 1.9. “Procurement Officer” means the person, or his or her designee, duly authorized by the State to enter into and administer Contracts and make written determinations with respect to the Contract. 1.10. “Services” means the furnishing of labor, time or effort by a contractor or subcontractor which does not involve the delivery of a specific end product other than required reports and performance, but does not include employment agreements or collective bargaining agreements. 1.11. “Subcontract” means any Contract, express or implied, between the Contractor and another party or between a subcontractor and another party delegating or assigning, in whole or in part, the making or furnishing of any material or any service required for the performance of the Contract. 1.12. “State” means the State of Arizona and Department or Agency of the State that executes the Contract. 1.13. “State Fiscal Year” means the period beginning with July 1 and ending June 30. 2. Contract Interpretation 2.1. Arizona Law. The Arizona law applies to this Contract including, where applicable, the Uniform Commercial Code as adopted by the State of Arizona and the Arizona Procurement Code, Arizona Revised Statutes (A.R.S.) Title 41, Chapter 23, and its implementing rules, Arizona Administrative Code (A.A.C.) Title 2, Chapter 7. 2.2. Implied Contract Terms. Each provision of law and any terms required by law to be in this Contract are a part of this Contract as if fully stated in it. 2.3. Contract Order of Precedence. In the event of a conflict in the provisions of the Contract, as accepted by the State and as they may be amended, the following shall prevail in the order set forth below: 2.3.1. Special Terms and Conditions; 2.3.2. Uniform Terms and Conditions; 2.3.3. Statement or Scope of Work; 199 CC 02-06-2024 199 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 51 | Page 2.3.4. Specifications; 2.3.5. Attachments; 2.3.6. Exhibits; 2.3.7. Documents referenced or included in the Solicitation. 2.4. Relationship of Parties. The Contractor under this Contract is an independent Contractor. Neither party to this Contract shall be deemed to be the employee or agent of the other party to the Contract. 2.5. Severability. The provisions of this Contract are severable. Any term or condition deemed illegal or invalid shall not affect any other term or condition of the Contract. 2.6. No Parole Evidence. This Contract is intended by the parties as a final and complete expression of their agreement. No course of prior dealings between the parties and no usage of the trade shall supplement or explain any terms used in this document and no other understanding either oral or in writing shall be binding. 2.7. No Waiver. Either party’s failure to insist on strict performance of any term or condition of the Contract shall not be deemed a waiver of that term or condition even if the party accepting or acquiescing in the nonconforming performance knows of the nature of the performance and fails to object to it. 3. Contract Administration and Operation 3.1. Records. Under A.R.S. § 35-214 and § 35-215, the Contractor shall retain and shall contractually require each subcontractor to retain all data and other “records” relating to the acquisition and performance of the Contract for a period of five years after the completion of the Contract. All records shall be subject to inspection and audit by the State at reasonable times. Upon request, the Contractor shall produce a legible copy of any or all such records. 3.2. Non-Discrimination. The Contractor shall comply with State Executive Order No. 2009-09 and all other applicable Federal and State laws, rules and regulations, including the Americans with Disabilities Act. 3.3. Audit. Pursuant to ARS § 35-214, at any time during the term of this Contract and five (5) years thereafter, the Contractor’s or any subcontractor’s books and records shall be subject to audit by the State and, where applicable, the Federal Government, to the extent that the books and records relate to the performance of the Contract or Subcontract. 3.4. Facilities Inspection and Materials Testing. The Contractor agrees to permit access to its facilities, subcontractor facilities and the Contractor’s processes or services, at reasonable times for inspection of the facilities or materials covered under this Contract. The State shall also have the right to test, at its own cost, the materials to be supplied under this Contract. Neither inspection of the Contractor’s facilities nor materials testing shall constitute final acceptance of the materials or services. If the State determines non-compliance of the materials, the Contractor shall be responsible for the payment of all costs incurred by the State for testing and inspection. 3.5. Notices. Notices to the Contractor required by this Contract shall be made by the State to the person indicated on the Offer and Acceptance form submitted by the Contractor unless 200 CC 02-06-2024 200 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 52 | Page otherwise stated in the Contract. Notices to the State required by the Contract shall be made by the Contractor to the Solicitation Contact Person indicated on the Solicitation cover sheet, unless otherwise stated in the Contract. An authorized Procurement Officer and an authorized Contractor representative may change their respective person to whom notice shall be given by written notice to the other and an amendment to the Contract shall not be necessary. 3.6. Advertising, Publishing and Promotion of Contract. The Contractor shall not use, advertise or promote information for commercial benefit concerning this Contract without the prior written approval of the Procurement Officer. 3.7. Property of the State. Any materials, including reports, computer programs and other deliverables, created under this Contract are the sole property of the State. The Contractor is not entitled to a patent or copyright on those materials and may not transfer the patent or copyright to anyone else. The Contractor shall not use or release these materials without the prior written consent of the State. 3.8. Ownership of Intellectual Property. Any and all intellectual property, including but not limited to copyright, invention, trademark, trade name, service mark, and/or trade secrets created or conceived pursuant to or as a result of this contract and any related subcontract (“Intellectual Property”), shall be work made for hire and the State shall be considered the creator of such Intellectual Property. The agency, department, division, board or commission of the State of Arizona requesting the issuance of this contract shall own (for and on behalf of the State) the entire right, title and interest to the Intellectual Property throughout the world. Contractor shall notify the State, within thirty (30) days, of the creation of any Intellectual Property by it or its subcontractor(s). Contractor, on behalf of itself and any subcontractor(s), agrees to execute any and all document(s) necessary to assure ownership of the Intellectual Property vests in the State and shall take no affirmative actions that might have the effect of vesting all or part of the Intellectual Property in any entity other than the State. The Intellectual Property shall not be disclosed by contractor or its subcontractor(s) to any entity not the State without the express written authorization of the agency, department, division, board or commission of the State of Arizona requesting the issuance of this contract. 3.9. Federal Immigration and Nationality Act. The contractor shall comply with all federal, state and local immigration laws and regulations relating to the immigration status of their employees during the term of the contract. Further, the contractor shall flow down this requirement to all subcontractors utilized during the term of the contract. The State shall retain the right to perform random audits of contractor and subcontractor records or to inspect papers of any employee thereof to ensure compliance. Should the State determine that the contractor and/or any subcontractors be found noncompliant, the State may pursue all remedies allowed by law, including, but not limited to; suspension of work, termination of the contract for default and suspension and/or debarment of the contractor. 3.10 E-Verify Requirements. In accordance with A.R.S. § 41-4401, Contractor warrants compliance with all Federal immigration laws and regulations relating to employees and warrants its compliance with Section A.R.S. § 23-214, Subsection A. 3.11 Offshore Performance of Work Prohibited. Any services that are described in the specifications or scope of work that directly serve the State of Arizona or its clients and involve access to secure or sensitive data or personal client data shall be performed within the defined territories of the United States. Unless specifically 201 CC 02-06-2024 201 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 53 | Page stated otherwise in the specifications, this paragraph does not apply to indirect or 'overhead' services, redundant back-up services or services that are incidental to the performance of the contract. This provision applies to work performed by subcontractors at all tiers. 4. Costs and Payments 4.1. Payments. Payments shall comply with the requirements of A.R.S. Titles 35 and 41, Net 30 days. Upon receipt and acceptance of goods or services, the Contractor shall submit a complete and accurate invoice for payment from the State within thirty (30) days. 4.2. Delivery. Unless stated otherwise in the Contract, all prices shall be F.O.B. Destination and shall include all freight delivery and unloading at the destination. 4.3. Applicable Taxes. 4.3.1. Payment of Taxes. The Contractor shall be responsible for paying all applicable taxes. 4.3.2. State and Local Transaction Privilege Taxes. The State of Arizona is subject to all applicable state and local transaction privilege taxes. Transaction privilege taxes apply to the sale and are the responsibility of the seller to remit. Failure to collect such taxes from the buyer does not relieve the seller from its obligation to remit taxes. 4.3.3. Tax Indemnification. Contractor and all subcontractors shall pay all Federal, state and local taxes applicable to its operation and any persons employed by the Contractor. Contractor shall, and require all subcontractors to hold the State harmless from any responsibility for taxes, damages and interest, if applicable, contributions required under Federal, and/or state and local laws and regulations and any other costs including transaction privilege taxes, unemployment compensation insurance, Social Security and Worker’s Compensation. 4.3.4. IRS W9 Form. In order to receive payment the Contractor shall have a current I.R.S. W9 Form on file with the State of Arizona, unless not required by law. 4.4. Availability of Funds for the Next State fiscal year. Funds may not presently be available for performance under this Contract beyond the current state fiscal year. No legal liability on the part of the State for any payment may arise under this Contract beyond the current state fiscal year until funds are made available for performance of this Contract. 4.5. Availability of Funds for the current State fiscal year. Should the State Legislature enter back into session and reduce the appropriations or for any reason and these goods or services are not funded, the State may take any of the following actions: 4.5.1. Accept a decrease in price offered by the contractor; 4.5.2. Cancel the Contract; or 4.5.3. Cancel the contract and re-solicit the requirements. 5. Contract Changes 5.1. Amendments. This Contract is issued under the authority of the Procurement Officer who signed this Contract. The Contract may be modified only through a Contract Amendment within the scope of the Contract. Changes to the Contract, including the addition of work or materials, the revision of payment terms, or the substitution of work or materials, directed by a person who is 202 CC 02-06-2024 202 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 54 | Page not specifically authorized by the procurement officer in writing or made unilaterally by the Contractor are violations of the Contract and of applicable law. Such changes, including unauthorized written Contract Amendments shall be void and without effect, and the Contractor shall not be entitled to any claim under this Contract based on those changes. 5.2. Subcontracts. The Contractor shall not enter into any Subcontract under this Contract for the performance of this contract without the advance written approval of the Procurement Officer. The Contractor shall clearly list any proposed subcontractors and the subcontractor’s proposed responsibilities. The Subcontract shall incorporate by reference the terms and conditions of this Contract. 5.3. Assignment and Delegation. The Contractor shall not assign any right nor delegate any duty under this Contract without the prior written approval of the Procurement Officer. The State shall not unreasonably withhold approval. 6. Risk and Liability 6.1. Risk of Loss: The Contractor shall bear all loss of conforming material covered under this Contract until received by authorized personnel at the location designated in the purchase order or Contract. Mere receipt does not constitute final acceptance. The risk of loss for nonconforming materials shall remain with the Contractor regardless of receipt. 6.2. Indemnification 6.2.1. Contractor/Vendor Indemnification (Not Public Agency) The parties to this contract agree that the State of Arizona, its departments, agencies, boards and commissions shall be indemnified and held harmless by the contractor for the vicarious liability of the State as a result of entering into this contract. However, the parties further agree that the State of Arizona, its departments, agencies, boards and commissions shall be responsible for its own negligence. Each party to this contract is responsible for its own negligence. 6.2.2. Public Agency Language Only Each party (as 'indemnitor') agrees to indemnify, defend, and hold harmless the other party (as 'indemnitee') from and against any and all claims, losses, liability, costs, or expenses (including reasonable attorney's fees) (hereinafter collectively referred to as 'claims') arising out of bodily injury of any person (including death) or property damage but only to the extent that such claims which result in vicarious/derivative liability to the indemnitee, are caused by the act, omission, negligence, misconduct, or other fault of the indemnitor, its officers, officials, agents, employees, or volunteers." 6.3. Indemnification - Patent and Copyright. The Contractor shall indemnify and hold harmless the State against any liability, including costs and expenses, for infringement of any patent, trademark or copyright arising out of Contract performance or use by the State of materials furnished or work performed under this Contract. The State shall reasonably notify the Contractor of any claim for which it may be liable under this paragraph. If the contractor is insured pursuant to A.R.S. § 41-621 and § 35-154, this section shall not apply. 6.4. Force Majeure. 6.4.1 Except for payment of sums due, neither party shall be liable to the other nor deemed in 203 CC 02-06-2024 203 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 55 | Page default under this Contract if and to the extent that such party’s performance of this Contract is prevented by reason of force majeure. The term “force majeure” means an occurrence that is beyond the control of the party affected and occurs without its fault or negligence. Without limiting the foregoing, force majeure includes acts of God; acts of the public enemy; war; riots; strikes; mobilization; labor disputes; civil disorders; fire; flood; lockouts; injunctions-intervention-acts; or failures or refusals to act by government authority; and other similar occurrences beyond the control of the party declaring force majeure which such party is unable to prevent by exercising reasonable diligence. 6.4.2. Force Majeure shall not include the following occurrences: 6.4.2.1. Late delivery of equipment or materials caused by congestion at a manufacturer’s plant or elsewhere, or an oversold condition of the market; 6.4.2.2. Late performance by a subcontractor unless the delay arises out of a force majeure occurrence in accordance with this force majeure term and condition; or 6.4.2.3. Inability of either the Contractor or any subcontractor to acquire or maintain any required insurance, bonds, licenses or permits. 6.4.3. If either party is delayed at any time in the progress of the work by force majeure, the delayed party shall notify the other party in writing of such delay, as soon as is practicable and no later than the following working day, of the commencement thereof and shall specify the causes of such delay in such notice. Such notice shall be delivered or mailed certified-return receipt and shall make a specific reference to this article, thereby invoking its provisions. The delayed party shall cause such delay to cease as soon as practicable and shall notify the other party in writing when it has done so. The time of completion shall be extended by Contract Amendment for a period of time equal to the time that results or effects of such delay prevent the delayed party from performing in accordance with this Contract. 6.4.4. Any delay or failure in performance by either party hereto shall not constitute default hereunder or give rise to any claim for damages or loss of anticipated profits if, and to the extent that such delay or failure is caused by force majeure. 6.5. Third Party Antitrust Violations. The Contractor assigns to the State any claim for overcharges resulting from antitrust violations to the extent that those violations concern materials or services supplied by third parties to the Contractor, toward fulfillment of this Contract. 7. Warranties 7.1. Liens. The Contractor warrants that the materials supplied under this Contract are free of liens and shall remain free of liens. 7.2. Quality. Unless otherwise modified elsewhere in these terms and conditions, the Contractor warrants that, for one year after acceptance by the State of the materials, they shall be: 7.2.1. Of a quality to pass without objection in the trade under the Contract description; 7.2.2. Fit for the intended purposes for which the materials are used; 7.2.3. Within the variations permitted by the Contract and are of even kind, quantity, and quality within each unit and among all units; 204 CC 02-06-2024 204 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 56 | Page 7.2.4. Adequately contained, packaged and marked as the Contract may require; and 7.2.5. Conform to the written promises or affirmations of fact made by the Contractor. 7.3. Fitness. The Contractor warrants that any material supplied to the State shall fully conform to all requirements of the Contract and all representations of the Contractor, and shall be fit for all purposes and uses required by the Contract. 7.4. Inspection/Testing. The warranties set forth in subparagraphs 7.1 through 7.3 of this paragraph are not affected by inspection or testing of or payment for the materials by the State. 7.5. Compliance With Applicable Laws. The materials and services supplied under this Contract shall comply with all applicable Federal, state and local laws, and the Contractor shall maintain all applicable license and permit requirements. 7.6. Survival of Rights and Obligations after Contract Expiration or Termination. 7.6.1. Contractor's Representations and Warranties. All representations and warranties made by the Contractor under this Contract shall survive the expiration or termination hereof. In addition, the parties hereto acknowledge that pursuant to A.R.S. § 12-510, except as provided in A.R.S. § 12-529, the State is not subject to or barred by any limitations of actions prescribed in A.R.S., Title 12, Chapter 5. 7.6.2. Purchase Orders. The Contractor shall, in accordance with all terms and conditions of the Contract, fully perform and shall be obligated to comply with all purchase orders received by the Contractor prior to the expiration or termination hereof, unless otherwise directed in writing by the Procurement Officer, including, without limitation, all purchase orders received prior to but not fully performed and satisfied at the expiration or termination of this Contract. 8. State's Contractual Remedies 8.1. Right to Assurance. If the State in good faith has reason to believe that the Contractor does not intend to, or is unable to perform or continue performing under this Contract, the Procurement Officer may demand in writing that the Contractor give a written assurance of intent to perform. Failure by the Contractor to provide written assurance within the number of Days specified in the demand may, at the State’s option, be the basis for terminating the Contract under the Uniform Terms and Conditions or other rights and remedies available by law or provided by the contract. 8.2. Stop Work Order. 8.2.1. The State may, at any time, by written order to the Contractor, require the Contractor to stop all or any part, of the work called for by this Contract for period(s) of days indicated by the State after the order is delivered to the Contractor. The order shall be specifically identified as a stop work order issued under this clause. Upon receipt of the order, the Contractor shall immediately comply with its terms and take all reasonable steps to minimize the incurrence of costs allocable to the work covered by the order during the period of work stoppage. 8.2.2. If a stop work order issued under this clause is canceled or the period of the order or any extension expires, the Contractor shall resume work. The Procurement Officer shall make an equitable adjustment in the delivery schedule or Contract price, or both, and 205 CC 02-06-2024 205 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 57 | Page the Contract shall be amended in writing accordingly. 8.3. Non-exclusive Remedies. The rights and the remedies of the State under this Contract are not exclusive. 8.4. Nonconforming Tender. Materials or services supplied under this Contract shall fully comply with the Contract. The delivery of materials or services or a portion of the materials or services that do not fully comply constitutes a breach of contract. On delivery of nonconforming materials or services, the State may terminate the Contract for default under applicable termination clauses in the Contract, exercise any of its rights and remedies under the Uniform Commercial Code, or pursue any other right or remedy available to it. 8.5. Right of Offset. The State shall be entitled to offset against any sums due the Contractor, any expenses or costs incurred by the State, or damages assessed by the State concerning the Contractor’s non-conforming performance or failure to perform the Contract, including expenses, costs and damages described in the Uniform Terms and Conditions. 9. Contract Termination 9.1. Cancellation for Conflict of Interest. Pursuant to A.R.S. § 38-511, the State may cancel this Contract within three (3) years after Contract execution without penalty or further obligation if any person significantly involved in initiating, negotiating, securing, drafting or creating the Contract on behalf of the State is or becomes at any time while the Contract or an extension of the Contract is in effect an employee of or a consultant to any other party to this Contract with respect to the subject matter of the Contract. The cancellation shall be effective when the Contractor receives written notice of the cancellation unless the notice specifies a later time. If the Contractor is a political subdivision of the State, it may also cancel this Contract as provided in A.R.S. § 38-511. 9.2. Gratuities. The State may, by written notice, terminate this Contract, in whole or in part, if the State determines that employment or a Gratuity was offered or made by the Contractor or a representative of the Contractor to any officer or employee of the State for the purpose of influencing the outcome of the procurement or securing the Contract, an amendment to the Contract, or favorable treatment concerning the Contract, including the making of any determination or decision about contract performance. The State, in addition to any other rights or remedies, shall be entitled to recover exemplary damages in the amount of three times the value of the Gratuity offered by the Contractor. 9.3. Suspension or Debarment. The State may, by written notice to the Contractor, immediately terminate this Contract if the State determines that the Contractor has been debarred, suspended or otherwise lawfully prohibited from participating in any public procurement activity, including but not limited to, being disapproved as a subcontractor of any public procurement unit or other governmental body. Submittal of an offer or execution of a contract shall attest that the contractor is not currently suspended or debarred. If the contractor becomes suspended or debarred, the contractor shall immediately notify the State. 9.4. Termination for Convenience. The State reserves the right to terminate the Contract, in whole or in part at any time when in the best interest of the State, without penalty or recourse. Upon receipt of the written notice, the Contractor shall stop all work, as directed in the notice, notify all subcontractors of the effective date of the termination and minimize all further costs to the State. In the event of termination under this paragraph, all documents, data and reports prepared by 206 CC 02-06-2024 206 of 723 Master Agreement Section 4: Lead State (ARIZONA) Terms and Conditions State of Arizona State Procurement Office 100 North 15th Avenue, Suite 201 Phoenix, AZ 85007 Contract No: ADSPO16-130651 Description: Software Value-Added Reseller (SVAR) Services 58 | Page the Contractor under the Contract shall become the property of and be delivered to the State upon demand. The Contractor shall be entitled to receive just and equitable compensation for work in progress, work completed and materials accepted before the effective date of the termination. The cost principles and procedures provided in A.A.C. R2-7-701 shall apply. 9.5. Termination for Default. 9.5.1. In addition to the rights reserved in the contract, the State may terminate the Contract in whole or in part due to the failure of the Contractor to comply with any term or condition of the Contract, to acquire and maintain all required insurance policies, bonds, licenses and permits, or to make satisfactory progress in performing the Contract. The Procurement Officer shall provide written notice of the termination and the reasons for it to the Contractor. 9.5.2. Upon termination under this paragraph, all goods, materials, documents, data and reports prepared by the Contractor under the Contract shall become the property of and be delivered to the State on demand. 9.5.3. The State may, upon termination of this Contract, procure, on terms and in the manner that it deems appropriate, materials or services to replace those under this Contract. The Contractor shall be liable to the State for any excess costs incurred by the State in procuring materials or services in substitution for those due from the Contractor. 9.6. Continuation of Performance Through Termination. The Contractor shall continue to perform, in accordance with the requirements of the Contract, up to the date of termination, as directed in the termination notice. 10. Contract Claims All contract claims or controversies under this Contract shall be resolved according to A.R.S. Title 41, Chapter 23, Article 9, and rules adopted thereunder. 11. Arbitration The parties to this Contract agree to resolve all disputes arising out of or relating to this contract through arbitration, after exhausting applicable administrative review, to the extent required by A.R.S. § 12-1518, except as may be required by other applicable statutes (Title 41). 12. Comments Welcome The State Procurement Office periodically reviews the Uniform Terms and Conditions and welcomes any comments you may have. Please submit your comments to: State Procurement Administrator, State Procurement Office, 100 North 15th Avenue, Suite 201, Phoenix, Arizona, 85007. 207 CC 02-06-2024 207 of 723 208 CC 02-06-2024 208 of 723 209 CC 02-06-2024 209 of 723 210 CC 02-06-2024 210 of 723 211 CC 02-06-2024 211 of 723 212 CC 02-06-2024 212 of 723 213 CC 02-06-2024 213 of 723 214 CC 02-06-2024 214 of 723 215 CC 02-06-2024 215 of 723 216 CC 02-06-2024 216 of 723 217 CC 02-06-2024 217 of 723 218 CC 02-06-2024 218 of 723 219 CC 02-06-2024 219 of 723 220 CC 02-06-2024 220 of 723 221 CC 02-06-2024 221 of 723 222 CC 02-06-2024 222 of 723 223 CC 02-06-2024 223 of 723 224 CC 02-06-2024 224 of 723 225 CC 02-06-2024 225 of 723 226 CC 02-06-2024 226 of 723 227 CC 02-06-2024 227 of 723 228 CC 02-06-2024 228 of 723 229 CC 02-06-2024 229 of 723 230 CC 02-06-2024 230 of 723 231 CC 02-06-2024 231 of 723 232 CC 02-06-2024 232 of 723 233 CC 02-06-2024 233 of 723 7/31/2023 234 CC 02-06-2024 234 of 723 3/16/2023 235 CC 02-06-2024 235 of 723 12/20/2022 236 CC 02-06-2024 236 of 723 237 CC 02-06-2024 237 of 723 9/15/2022 238 CC 02-06-2024 238 of 723 6/29/2022 239 CC 02-06-2024 239 of 723 STATE OF CALIFORNIA PARTICIPATING ADDENDUM 7-16-70-36 AMENDMENT 7 SOFTWARE VAR Arizona NASPO ValuePoint Master Agreement Number ADSPO16-130651 SHI International, Corp. (Contractor) Page 1 of 1 The parties mutually agree to amend Participating Addendum 7-16-70-36 as follows: 1.Agreement is extended from April 7, 2022, to June 30, 2022. Section 2. TERM, Subpart A is revised to read as follows: The term of this Participating Addendum shall begin upon signature approval by the State and end June 30, 2022, or upon termination by the State, whichever occurs first. All other terms and conditions of the Participating Addendum shall remain in full force and effect. IN WITNESS WHEREOF, the parties have executed this Amendment as of the date of execution by both parties below. STATE OF CALIFORNIA Department of General Services CONTRACTOR SHI International, Corp. Agency Name Contractor Name Authorized Signature Date Signed Authorized Signature Date Signed Stephanne Lim, MAU2 Supervisor Printed Name/Title of Person Signing Printed Name/Title of Person Signing 707 Third Street West Sacramento, CA 95605 290 Davidson Ave. Somerset, NJ 08873 Address Address 3/17/2022 240 CC 02-06-2024 240 of 723 STATE OF CALIFORNIA PARTICIPATING ADDENDUM 7-16-70-36 AMENDMENT 6 SOFTWARE VAR Arizona NASPO ValuePoint Master Agreement Number ADSPO16-130651 SHI International, Corp. (Contractor) Page 1 of 1 The parties mutually agree to amend Participating Addendum 7-16-70-36 as follows: 1.Agreement is extended from January 7, 2022, to April 7, 2022. Section 2. TERM, Subpart A is revised to read as follows: The term of this Participating Addendum shall begin upon signature approval by the State and end April 7, 2022, or upon termination by the State, whichever occurs first. All other terms and conditions of the Participating Addendum shall remain in full force and effect. IN WITNESS WHEREOF, the parties have executed this Amendment as of the date of execution by both parties below. STATE OF CALIFORNIA Department of General Services CONTRACTOR SHI International, Corp. Agency Name Contractor Name Authorized Signature Date Signed Authorized Signature Date Signed Stephanne Lim, MAU2 Supervisor Printed Name/Title of Person Signing Printed Name/Title of Person Signing 707 Third Street West Sacramento, CA 95605 290 Davidson Ave. Somerset, NJ 08873 Address Address 12/15/2021 Elisabeth Arnold - Lead Contracts Specialist 12/17/2021 241 CC 02-06-2024 241 of 723 STATE OF CALIFORNIA PARTICIPATING ADDENDUM 7-16-70-36 AMENDMENT 5 SOFTWARE VAR Arizona NASPO ValuePoint Master Agreement Number ADSPO16-130651 SHI International, Corp. (Contractor) The parties mutually agree to amend Participating Addendum 7-16-70-36 as follows: 1.Agreement is extended from April 7, 2021 to January 7, 2022. Section 2. TERM, Subpart A is revised to read as follows: The term of this Participating Addendum shall begin upon signature approval by the State and end January 7, 2022, or upon termination by the State, whichever occurs first. All other terms and conditions of the Participating Addendum shall remain in full force and effect. IN WITNESS WHEREOF, the parties have executed this Amendment as of the date of execution by both parties below. STATE OF CALIFORNIA CONTRACTOR Department of General Services SHI International, Corp. Agency Name Contractor Name Authorized Signature Date Signed Authorized Signature Date Signed Stephanne Lim, MAU2 Supervisor Printed Name/Title of Person Signing Printed Name/Title of Person Signing 707 Third Street 290 Davidson Ave. West Sacramento, CA 95605 Somerset, NJ 08873 Address Address Page 1 of 1 242 CC 02-06-2024 242 of 723 243 CC 02-06-2024 243 of 723 244 CC 02-06-2024 244 of 723 245 CC 02-06-2024 245 of 723 246 CC 02-06-2024 246 of 723 247 CC 02-06-2024 247 of 723 248 CC 02-06-2024 248 of 723 249 CC 02-06-2024 249 of 723 250 CC 02-06-2024 250 of 723 251 CC 02-06-2024 251 of 723 252 CC 02-06-2024 252 of 723 253 CC 02-06-2024 253 of 723 254 CC 02-06-2024 254 of 723 255 CC 02-06-2024 255 of 723 256 CC 02-06-2024 256 of 723 257 CC 02-06-2024 257 of 723 258 CC 02-06-2024 258 of 723 259 CC 02-06-2024 259 of 723 260 CC 02-06-2024 260 of 723 261 CC 02-06-2024 261 of 723 262 CC 02-06-2024 262 of 723 263 CC 02-06-2024 263 of 723 264 CC 02-06-2024 264 of 723 265 CC 02-06-2024 265 of 723 266 CC 02-06-2024 266 of 723 267 CC 02-06-2024 267 of 723 268 CC 02-06-2024 268 of 723 269 CC 02-06-2024 269 of 723 270 CC 02-06-2024 270 of 723 Page 1 of 2 Information Technology Solutions & Services Executive Summary Lead Agency: City of Mesa, AZ Solicitation: # 2018011 RFP Issued: September 20, 2017 Pre-Proposal Date: October 3, 2017 Response Due Date: October 23, 2017 Proposals Received: 11 Awarded to: The City of Mesa, AZ Department of Procurement issued RFP # 201811 on September 20, 2017, to establish a national cooperative contract for information technology solutions and services. The solicitation included cooperative purchasing language in the SCOPE of WORK, # 2 “NATIONAL CONTRACT REQUIREMENTS: NATIONAL CONTRACT REQUIREMENTS. The City, as the Principal Procurement Agency, as defined in Attachment D, has partnered with the National Intergovernmental Purchasing Alliance Company (“National IPA”) to make the resultant contract (also known as the “Master Agreement” in materials distributed by National IPA) from this solicitation available to other public agencies nationally, including state and local governmental entities, public and private primary, secondary and higher education entities, non-profit entities, and agencies for the public benefit (“Public Agencies”), through National IPA’s cooperative purchasing program. The City of Mesa is acting as the contracting agency for any other Public Agency that elects to utilize the resulting Master Agreement. Use of the Master Agreement by any Public Agency is preceded by their registration with National IPA as a Participating Public Agency in National IPA’s cooperative purchasing program. Attachment D contains additional information on National IPA and the cooperative purchasing agreement. Notice of the solicitation was sent to potential offerors, as well as advertised in the following: •City of Mesa website •National IPA website •USA Today, nationwide •Arizona Business Gazette, AZ •San Bernardino Sun, CA •Honolulu Star-Advertiser, HI •The Advocate – New Orleans, LA •New Jersey Herald, NJ •Las Vegas Journal Review, LV •Times Union, NY •Daily Journal of Commerce, OR •The State, SC •Deseret News, UT •Richmond Times, VA •Seattle Daily Journal of Commerce, WA •Helena Independent Record, MT ATTACHMENT B 271 CC 02-06-2024 271 of 723 Page 2 of 2 On September 20, 2017 proposals were received from the following offerors: • CDW-G • Cloudvara • Connection Public Sector Solutions • Hye Tech Networks • Hypertech Direct • Office Depot • PCMG • POP, Inc. • SHI International • World Wide Technology, Inc. • Zones The proposals were evaluated by an evaluation committee. Using the evaluation criteria established in the RFP, the committee elected to enter into negotiations with SHI International and proceeding with contract award upon successful completion of negotiations. The City of Mesa, AZ, National IPA and SHI International Corp. successfully negotiated a contract and the City of Mesa executed the agreement with a contract effective date of March 1, 2018. Contract includes: A wide variety of technology solutions broken down by category including but not limited to systems, input/output devices, memory, storage devices, network equipment, software, media supplies, collaboration & IP telephony, and other related products & services. SHI is a 100% minority owned company and a Corporate Plus member of the National Minority Supplier Development Council (NMSDC). Certified by the New York & New Jersey Minority Supplier Development Council (NY/NJ MSDC) and recognized by the 22 other regional affiliates of the NMSDC. Term: Initial five- year agreement from March 1, 2018 through February 28, 2023 with the option to renew for two (2) additional one-year periods through February 28, 2025 Pricing/Discount: SHI offers a discount percentage based on SHI Advertised Price list by category. Refer to pricing document for complete details. In many cases, SHI Advertised List Price already reflects a substantial discount off Manufacturer Published List prices. Given the breadth of manufacturers and products that SHI offers, there will be many opportunities for SHI to secure additional discounts for eligible contract users. National IPA Web Landing Pages: www.nationalipa.org/Vendors/Pages/SHI.aspx 272 CC 02-06-2024 272 of 723 City of Mesa, AZ Contract # 2018011-02 for Information Technology Solutions and Services with SHI International Corp. Effective: March 1, 2018 273 CC 02-06-2024 273 of 723 The following documents comprise the executed contract between the City of Meza, AZ and SHI International Corp, effective March 1, 2018: I. Executed Contract II. Mayor and Council Approval III. Supplier Response IV. Original RFP 274 CC 02-06-2024 274 of 723 ~ mesa -az AGREEMENT PURSUANT TO SOLICITATION CITY OF MESA AGREEMENT NUMBER 2018011 INFORMATION TECHNOLOGY SOLUTIONS & SERVICES CITY OF MESA, Arizona ("City") Department Name Mailing Address Delivery Address Attention E-Mail Phone Fax City of Mesa -Purchasing Division P.O. Box 1466 Mesa, AZ 85211-1466 20 East Main St, Suite 400 Mesa, AZ 85201 Sharon Brause, CPPO, CPPB, CPCP Senior Procurement Officer Sharon .Brause@MesaAZ.gov (480) 644-2815 (480) 644-2655 AND SHI INTERNATIONAL CORP., ("Contractor") Mailing Address 290 Davidson Ave Remit Address Attention E-Mail Phone Fax Website Somerset, NJ 08873 PO Box 95212 1 Dallas, TX 75395-2121 Meghan Flisakowski, Public Program Manager Meghan .Fl isakowski@shi .com 512-517-4088 732-652-6599 www.pub licsector.shidirect.com / Page 1 of 33 275 CC 02-06-2024 275 of 723 CITY OF MESA AGREEMENT PURSUANT TO SOLICITATION This Agreement pursuant to solicitation ("Agreement") is entered into this 27th day of February, 2018, by and between the City of Mesa, Arizona, an Arizona municipal corporation ("City"), and SHI INTERNATIONAL CORP, a New Jersey corporation ("Contractor"). The City and Contractor are each a "Party" to the Agreement or together are "Parties" to the Agreement. RECITALS A. The City issued solicitation number 2018011 ("Solicitation") for INFORMATION TECHNOLOGY SOLUTIONS & SERVICES, to which Contractor provided a response ("Response"); and B. The City Selected Contractor's Response as being in the best interest of the City and wishes to engage Contractor in providing the Services/Products described in the Solicitation and Response. C. "Services" means the resale services provided by Contractor under this Agreement; i.e. sourcing and fulfilling the Product and/or providing deliverables identified in an Order. D. "Products" means collectively third-party software, computer peripherals, computer hardware, and associated IT services provided by third parties or Contractor, as the case may be. E. "Order'' means the form of purchase order or other document used for the purpose of ordering Product and/or deliverables pursuant to this Agreement. Order shall also include a phone order or on-line order placed by the City employee to Contractor utilizing the City's corporate procurement card or the City's written or electronic form of purchase requisition. In consideration of the reciprocal promises contained in the Agreement, and for other valuable and good consideration, which the Parties acknowledge the receipt and sufficiency of, the Parties agree to the following Terms & Conditions. TERMS & CONDITIONS 1. Term. This Agreement is for a term beginning on March 1, 2018 and ending on February 28, 2023. The use of the word "Term" in the Agreement includes the aforementioned period as well as any applicable extensions or renewals in accordance with this Section 1. 1.1 Renewals. On the mutual written agreement of the Parties, the Term may be renewed up to a maximum of two (2), one (1) year periods . Any renewal(s) will be a continuation of the same terms and conditions as in effect immediately prior to the expiration of the then- current term. 1.2 Extension for Procurement Processes. Upon the expiration of the Term of this Agreement, including any renewals permitted herein, at the City's sole discretion this Agreement may be extended on a month-to-month basis for a maximum of six (6) months to allow for the City's procurement processes in the selection of a Contractor to provide the Services/Products provided under this Agreement. The City will notify the Contractor in writing of its intent to extend the Agreement at least thirty (30) calendar days prior to the expiration of the Term . Any extension under this Subsection 1.2 will be a continuation of the same terms and conditions as in effect immediately prior to the expiration of the then- current term. 1.3 Delivery. Delivery shall be made to the location(s) contained in the Scope of Work within thirty (30) days after receipt of an Order. Contractor agrees to deliver all Products to the desktop of the ordering customer be delivered F.O.B. destination, freight pre-paid and allowed to various locations throughout the City. The City of Mesa shall be responsible for extra incurred fees for expedited shipping or other special delivery requirements. In Page 2 of 33 276 CC 02-06-2024 276 of 723 many cases within the City, the Contractor may be asked to deliver all goods to the front counter within a given department; this is a City requirement and other participating agencies who utilize this Agreement as a cooperative contract (see Exhibit C, Mesa Standard Terms & Conditions) may have other delivery requirements. 2. Scope of Work. The Contractor will provide the necessary staff, Services and associated resources to provide the City with the Services, Products, and obligations attached to this Agreement as Exhibit A ("Scope of Work") Contractor will be responsible for all costs and expenses incurred by Contractor that are incident to the performance of the Scope of Work unless otherwise stated in Exhibit A. Contractor will supply all equipment and instrumentalities necessary to perform the Scope of Work. If set forth in Exhibit A, the City will provide Contractor's personnel with adequate workspace and such other related facilities as may be required by Contractor to carry out the Scope of Work. 3. 4. The Agreement is based on the Solicitation and Response which are hereby incorporated by reference into the Agreement as if written out and included herein. In addition to the requirements specifically set forth in the Scope of Work, the Parties acknowledge and agree that the Contractor shall perform in accordance with all terms, conditions, specifications and other requirements set forth within the Solicitation and Response unless modified herein. Orders. Orders must be placed with the Contractor by either a: (i) Purchase Order when for a one- time purchase; (ii) notice to proceed, or (iii) Delivery Order off a Master Agreement for a requirements contract where multiple as-needed orders will be placed with the Contractor. The City may use the Internet to communicate with Contractor and to place Orders as permitted under this Agreement. The terms and conditions on any order form, quote, or similar document provided by Contractor to the City will not take precedence over the language set forth in this Agreement or any of the documents outlined in Section 4 below. Document Order of Precedence. In the event of any inconsistency between the terms of the body of the Agreement, Exhibits, Solicitation, and Response, the language of the documents will control in the following order. a. Amendments to the Agreement b. Agreement c. Exhibits 1. Mesa Standard Terms & Conditions (Exhibit C) 2. Pricing (Exhibit B) 3. Scope of Work (Exhibit A) 4 . Other Exhibits not listed above d. Solicitation including any addenda e. Contractor's Response 5. Payment. Subject to the provisions of the Agreement, the City will pay Contractor the sum(s) described in Exhibit B ("Pricing") in consideration of Contractor's performance of the Scope of Work during the Term. 6. Pricing. Contractor's pricing shall be in the format of a minimum percentage discount off a verifiable price index. Contractor may submit discounts for various manufacturers. At the time of purchase, Contractor may offer deeper discounts beyond the discounted price list, based on volume or other factors, as applicable. Minimum discounts will remain firm during the entirety of the Term of the Agreement, unless the Contractor requests to increase its discount percentage, and will include all charges that may be incurred in fulfilling requirement(s). In addition to decreasing prices for the balance of the Term due to a change in market conditions, a Contractor may conduct sales promotions involving price reductions for a specified lesser period . In the event a Product is discontinued, Contractor will provide a Product of the same or greater functionality, utilizing the discount structure. Page 3 of 33 277 CC 02-06-2024 277 of 723 It is the Contractor's responsibility to provide the City with an up-to-date price list for the duration of the Agreement. 6.1 Prices. All pricing discounts shall be firm for the Term and all extensions or renewals of the Term except where otherwise provided in this Agreement, and will include all costs of the Contractor providing the Products/Service including transportation and insurance costs. No fuel surcharges will be accepted unless allowed in this Agreement. The City shall not be invoiced at prices higher than those stated in the Agreement. 6 .2 6 .3 6.4 The Contractor further agrees that any reductions in the price of the Products or Services covered by this Agreement will apply to the undelivered balance . The Contractor shall promptly notify the City of such price reductions. No price modifications will be accepted without proper request by the Contractor and response by the City's Purchasing Division . Price Adjustment. Any requests for reasonable price adjustments must be submitted in accordance with this section . Requests for adjustment in cost of labor and/or Products must be supported by appropriate documentation. There is no guarantee the City will accept a price adjustment therefore Contractor should be prepared for the Pricing to be firm over the Term of the Agreement. The City is only willing to entertain price adjustments based on an increase to Contractor's actual expenses or other reasonable adjustment in providing the Services/Products under the Agreement. If the City agrees to the adjusted price terms, the City shall issue written approval of the change. During the sixty (60) day period prior to expiration date of the then-current term of the Agreement, the Contractor may submit a written request to the City to allow an increase to the prices in an amount not to exceed the twelve (12) month change in the Consumer Price Index for All Urban Consumers (CPI-U), US City Average, All Items, Not Seasonally Adjusted as published by the U.S . Department of Labor, Bureau of Labor Statistics (http ://www .bls .gov/cpi/home .htm ). The City shall review the request for adjustment and respond in writing ; such response and approval shall not be unreasonably withheld. Renewal and Extension Pricing. Any extension of the Agreement will be at the same pricing as the initial term. If the Agreement is renewed in accordance with Section 1, pricing may be adjusted for amounts other than inflation that represent actual costs to the Contractor based on the mutual agreement of the Parties. Contractor may submit a request for a price adjustment along with appropriate supporting documentation demonstrating the cost to the Contractor. Renewal prices shall be firm for the term of the renewal period and may be adjusted thereafter as outlined in Subsection 6.2 . There is no guarantee the City will accept a price adjustment. Invoices. Payment will be made to Contractor following the City's receipt of a properly completed invoice. Any issues regarding billing or invoicing must be directed to the City DepartmenUDivision requesting the Service or Product from the Contractor. A properly comp leted in voice should contain, at a minimum , all of the following : a. Contractor name, address, and contact information; b. City billing information; c. City contract number as listed on the first page of the Agreement; d. Invoice number and date; e. Payment terms; f . Date of Service or delivery of Product; g. Description of Products or Services provided ; h. If Products provided, the quantity delivered and pricing of each unit; Page 4 of 33 278 CC 02-06-2024 278 of 723 i. Applicable taxes; and j. Total amount due . 6.5 Payment of Funds. Contractor acknowledges the City may, at its option and where available use a Procurement Cardle-Payables to make payment for orders under the Agreement; otherwise, payment will be through a traditional method of a check or Electronic Funds Transfer (EFT) as available. 6.6 Disallowed Costs, Overpayment. If at any time the City determines that a cost for which payment was made to Contractor is a disallowed cost, such as an overpayment or a charge for Products/Service not in accordance with the Agreement, the City will notify Contractor in writing of the disallowance; such notice will state the means of correction which may be, but is not limited to, adjustment of any future claim/invoice submitted by Contractor in the amount of the disallowance, or to require repayment of the disallowed amount by Contractor. Contractor will be provided with the opportunity to respond to the notice. 7. Insurance. 7 .1 Contractor must obtain and maintain at its expense throughout the Term of the Agreement, at a minimum, the types and amounts of insurance set forth in this Section 7 from insurance companies authorized to do business in the State of Arizona; the insurance must cover the Products/Service to be provided by Contractor under the Agreement. For any insurance required under the Agreement, Contractor will name the City of Mesa, its agents, representatives, officials, volunteers, officers, elected officials, and employees as additional insured, as evidenced by providing either an additional insured endorsement or proper insurance policy excerpts. Nothing in this Section 7 limits Contractor's responsibility to the City. The insurance requirements herein are minimum requirements for the Agreement and in no way limit any indemnity promise(s) contained in the Agreement. 7.2 The City does not warrant the minimum limits contained herein are sufficient to protect Contractor and subcontractor(s) from liabilities that might arise out of performance under the Agreement by Contractor, its agents, representatives, employees, or subcontractor(s). Contractor is encouraged to purchase additional insurance as Contractor determines may be necessary. 7.3 Each insurance policy required under the Agreement must be in effect at or prior to the execution of the Agreement and remain in effect for the Term of the Agreement. 7.4 Prior to the execution of the Agreement, Contractor will provide the City with a Certificate of Insurance (using an appropriate "ACORD" or equivalent certificate) signed by the issuer with applicable endorsements. The City reserves the right to request additional copies of any or all of the policies, endorsements, or notices relating thereto required under the Agreement. 7 .5 When the City requires a Certificate of Insurance to be furnished, Contractor's insurance is primary of all other sources available. When the City is a certificate holder and/or an additional insured, Contractor agrees no policy will expire, be canceled, or be materially changed to affect the coverage available without advance written notice to the City. 7.6 The policies required by the Agreement must contain a waiver of transfer rights of recovery (waiver of subrogation) against the City, its agents, representatives, officials, volunteers, officers, elected officials, and employees for any claims arising out of the work of Contractor where permitted by law. Page 5 of 33 279 CC 02-06-2024 279 of 723 7.7 All insurance certificates and applicable endorsements are subject to review and approval by the City's Risk Management Division . 7.8 Types and Amounts of Insurance. Contractor must obtain and retain throughout the term of the Agreement, at a minimum, the following: 7.8.1 Worker's compensation insurance in accordance with the provisions of Arizona law. If Contractor operates with no employees, Contractor must provide the City with written proof Contractor has no employees. If employees are hired during the course of this Agreement, Contractor must procure worker's compensations in accordance with Arizona law. 7.8.2 The Contractor shall maintain at all times during the term of this contract, a minimum amount of $1 million per occurrence/$2 million aggregate Commercial General Liability insurance, including Contractual Liability. For Commercial General Liability insurance, the City of Mesa, their agents, officials, volunteers, officers, elected officials or employees shall be named as additional insured, as evidenced by providing an additional insured endorsement. 7.8.3 Automobile liability, bodily injury and property damage with a limit of $1 million per occurrence including owned, hired and non-owned autos. 8. Requirements Contract. Contractor acknowledges and agrees the Agreement is a requirements contract; the Agreement does not guarantee any purchases will be made (minimum or maximum). Orders will only be placed when the City identifies a need and issues a purchase order or a written notice to proceed . The City reserves the right to cancel purchase orders or a notice to proceed within a reasonable period of time of issuance; any such cancellation will be in writing . Should a purchase order or notice to proceed be canceled, the City agrees to reimburse Contractor for any actual and documented costs incurred by Contractor. If the City cancels a purchase order following shipment of the Products but prior to delivery, the City shall pay all freight and handling charges for shipment and return shipment of such Products to Contractor. All returns shall be made in accordance with Contractor's Return Policy found at www.shi.com/returnpol icy and this Agreement, with the terms of this Agreement controlling . The City will not reimburse Contractor for any avoidable costs incurred after receipt of cancellation including, but not limited to, lost profits, shipment of Product, or performance of Services . The City reserves the right to purchase contracted items through other sources if determined in the best interests of the City to do so. 9. Notices. All notices to be given pursuant to the Agreement will be delivered to the Contractor at the address listed on Page 1 of this Agreement. Notice will be delivered pursuant to the requirements set forth the Mesa Standard Terms and Conditions that are attached to the Agreement as Exhibit C . 10. WARRANTY. Contractor warrants that the Services and Products will conform to the requirements of the Agreement. Additionally, Contractor warrants that all Services will be performed in a good , workman-like and professional manner. The City's acceptance of Services or Products provided by Contractor will not relieve Contractor from its obligations under this warranty. If any Products or Services are of a substandard or unsatisfactory manner as determined by the City, Contractor, at no additional charge to the City, will provide Products or redo such Services until in accordance with this Agreement and to the City's reasonable satisfaction. 11 . OEM PRODUCT WARRANTY. Contractor is a value-added reseller ("VAR ") of Products, not the Original Equipment Manufacturer ("OEM") or licensor, and , except as provided herein , Contractor disclaims any warranty responsibility regarding warranties provided by the OEM for the Products provided under this Agreem e nt ("O EM Product Warranty"). Contractor shall forward th e OEM Product Warranties to the City which are provided to Contractor from the OEM of the Product and , to the extent granted by the OEM , the City shall be the beneficiary of the OEM 's Product Warranties Page 6 of33 280 CC 02-06-2024 280 of 723 12. with respect to the Product. Contractor is not a party to any such terms of the OEM Product Warranty between the City and OEM and the City agrees to look to the OEM for satisfaction of any and all OEM Product Warranty claims related to that OEM's Product. EXCEPT AS OTHERWISE PROVIDED IN THIS AGREEMENT , CONTRACTOR HEREBY DISCLAIMS ALL OTHER WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING , BUT NOT LIMITED TO, ANY WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, WARRANTY OF NONINFRINGEMENT, OR ANY WARRANTY RELATING TO THIRD PARTY SERVICES OR PRODUCTS. THE DISCLAIMER CONTAINED IN THIS PARAGRAPH DOES NOT AFFECT THE TERMS OF ANY OEM PRODUCT WARRANTY. Representations of Contractor. To the best of Contractor's knowledge, Contractor agrees that: a. Contractor has no obligations, legal or otherwise, inconsistent with the terms of the Agreement or with Contractor's undertaking of the relationship with the City; b. Performance of the Services called for by the Agreement do not and will not violate any applicable law, rule, regulation, or any proprietary or other right of any third party; c. Contractor will not use in the performance of Contractor's responsibilities under the Agreement any proprietary information or trade secret of a former employer of its employees (other than City, if applicable); and d. Contractor has not entered into and will not enter into any agreement, whether oral or written, in conflict with the Agreement. 13. Mesa Standard Terms and Conditions. Exhibit C to the Agreement is the Mesa Standard Terms and Conditions as modified by the Parties, which are incorporated by reference into the Agreement as though fully set forth herein. In the event of any inconsistency between the terms of the Agreement and the Mesa Standard Terms and Conditions, the language of the Agreement will control. The Parties or a Party .are referred to as a "party" or "parties" in the Mesa Standard Terms and Conditions. The Term is referred to as the "term" in the Mesa Standard Terms and Conditions. 14. Counterparts and Facsimile or Electronic Signatures . This Agreement may be executed in two (2) or more counterparts, each of which will be deemed an original and all of which , taken together, will constitute one agreement. A facsimile or other electronically delivered signature to the Agreement will be deemed an original and binding upon the Party against whom enforcement is sought. 15. Incorporation of Recitals and Exhibits. All Recitals and Exhibits to the Agreement are hereby incorporated by reference into the Agreement as if written out and included herein . In the event of any inconsistency between the terms of the body of the Agreement and the Exhibits, the language of the Agreement will control. Exhibits to this Agreement are the following: (A) Scope of Work/ Technical Specifications (B) Pricing (C) Mesa Standard Terms and Conditions 16. Attorneys' Fees. The prevailing Party in any litigation arising out of the Agreement will be entitled to the recovery of its reasonable attorney's fees, court costs, and other litigation related costs and fees from the other Party. 17. Title, Risk of Loss, Returns. Contractor shall transfer to the City good and merchantable title to the Product, free from all liens , encumbrances and claims of others, upon delivery of the Product to and its receipt by the City, at which time title and risk of loss shall vest fully in the City, unless Page 7 of 33 281 CC 02-06-2024 281 of 723 notice of rejection is provided to Contractor's authorized representative within three (3) business days after such delivery. All returns of Product shall be made in accordance with this Agreement and Contractor's Return Policy found at www.shi.com/returnpolicy. with the terms of the Agreement controlling. 18. Additional Acts . The Parties agree to execute promptly such other documents and to perform such other acts as may be reasonably necessary to carry out the purpose and intent of the Agreement. 19. Headings. The headings of the Agreement are for reference only and will not limit or define the meaning of any provision of the Agreement. By executing below, each Party acknowledges that it understands, approves, and accepts all of the terms of the Agreement and the attached exhibits. IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first above written. SHI INTERNATIONAL CORP. By:--'-~~------- Cassie Skelton Printed Name Printed Name ~ 1 ~S SeaJlc.£5 D, ~ Contracts Manager ----=---------------Title Tit I e 2-27-/8) 2/27/18 Date Date REVIEWE~ By: tl..lJ 4...-V ! Page 8 of 33 282 CC 02-06-2024 282 of 723 EXHIBIT A SCOPE OF WORK 1. MINIMUM REQUIREMENTS. Contractor must meet the following minimum qualifications: a. A full range of information technology solution Products and Services to meet varying requirements of governmental agencies . b. Have a strong national presence as a computer solutions provider. c . Have a distribution model capable of delivering Products, free of charge, in a timely manner on a nationwide basis. d. Have a demonstrated sales presence . e. Ability to provide a toll-free telephone and state of the art electronic facsimile and internet ordering and billing capabilities. f. Be able to meet the minimum requirements of the cooperative purchasing program detailed herein . 2. ORDERING. Although the City is open to alternate ordering methods, the primary methods for customers placing orders with the Contractor is through the following: a. Online b. Telephone c. Fax d. Email 3. SCOPE OF PRODUCTS. Contractor will provide the ab ility to purchase a comprehensive, wide variety of Information Technology Solution Products including but not limited to the following categories : a. Persona l Computer Systems : National brand name desktop PCs, notebooks and laptops from Enterprise Tier and Middle Tier Contractors that are business related computers , manufactured by companies, such as , Apple, COMPAQ, Dell, Gateway, Hewlett Packard , IBM / Lenovo and Toshiba . b. Standard Business Workstation : These will be used for typical tasks, wh ich will include word processing , spreadsheet analysis , database management, business graphics , statistical analysis, internet, and other office automation activities. Product will include the operating system license, software media and documentation in the hardware shipment. c. High End Workstation: These will be used by application developers using GIS, CASE or other high-level language development tools, Computer Aided Design and Drafting professional , Internet Application developers or other sophisticated application work. Product will include the operating system license, software media and documentation in the hardware shipment. d. Laptop Computer or Notebook: These will be used by traveling or remote access users for typical office automation and business productivity use. With a port replicator or docking station , it may also be used as a standard desktop. Product will include the operating system license, software media and documentation in the hardware shipment. e. Network Equipment: This includes equipment primarily used for communications over an IP network . This includes layer 2 and layer 3 switches, routers, area wireless access points, point-to-point wireless access, optics , media interfaces (i.e. serial , T1 , T3 , OC3) and fiber channel. Class of equipment should include home office , small and medium bu s in es s, and enterp rise. Contractors may inc lude, but not limited to, Cisco Systems, Dell , Page 9 of 33 283 CC 02-06-2024 283 of 723 4. 5. Juniper Networks, HP, Extreme Networks, Enterasys Networks, D-Link, Netgear, and Brocade Communications Systems. f . Monitors: These will include plug and play compatible monitors that are manufactured for the above systems and/or any other brand that may be specifically called for by the ordering entity and which meet the most current UL and OSHA requirements. g . Computer and Network Products and Peripherals: Complete availability of major manufacturers Product lines on items such as, but not limited to RAM, graphic accelerator cards, network interface cards, cables, printers, scanners, keyboards, drives, memory cards, cables, batteries, etc. h. Services: Services such as cloud computing, consulting, technical support, leasing/financing, trade-ins, repair, design, analysis, configuration, implementation , installation, training, and maintenance, etc. In addition, Services which are related to the design, use or operation of the Products being purchased such as system configurations, testing, hardware/software installation, upgrades, imaging, etc. i. j . Note: All hardware must come fully assembled . For example, if extra memory, additional drives or peripherals are ordered , the Contractor must install them unless the Participating Agency request they not be installed. Contractor shall provide these assembly and installation services as stated in the applicable Order; any additional terms and costs that may apply will be identified in the quote. In cases of custom configuration (e.g.: imaging, etching, kitting, build to order machines, rack and stack servers) and large roll outs, there may be an additional cost associated with assembly. Any additional costs will be noted at the time of quoting . Installation/deployment projects typically are governed by a scope of work specific to the project which may require an additional cost. If installation is requested the Contractor will review options and provide the scope of work as well as any associated costs at the time of quoting . Comprehensive Product Offering : Contractor's complete catalog and Services set forth in Exhibit B shall be available. The City reserves the right to accept or reject any or all items offered. Financing: Options available such as lease programs and conditional sales contracts. LICENSES. Participating Agencies may be required to sign a separate agreement, rider or End User Licensing Agreement ("EULA·) as required by manufacturers. DEFECTIVE PRODUCT. All defective Products shall be replaced and exchanged by the Contractor at no cost to the City in accordance with this Agreement and Contractor's Return Policy found at www.shi.com/returnpolicy, with the terms of this Agreement controlling. Contractor will order a replacement unit within one (1) business day of notice of damage, defect or DOA from the City. The cost of transportation, unpacking, inspection, re-packing , re-shipping or other like expenses shall be paid by the Contractor. All replacement Products must be received by the City within seven (7) days of initial notification. Page 10 of 33 284 CC 02-06-2024 284 of 723 Item # Product 1) Group 1-Systems 2) Group 2 -Input Devices 3) Group 3 -Output Devices EXHIBIT B PRICING Product/ Group 1) Desktops 2) Notebooks 3) Tablets 4) Servers (1 Processor, 2 Processor, 4+ Processor, Blade, Tower, Unix, Handhelds, etc) 5) Keyboards 6) Mice 7) Imaging Scanners 8} POS Scanners 9} Pointing Devices 10) Bar Code Readers 11) Audio Input 12) Input Adapters 13) PC and Network Cameras 14) Input Cables 15) Input Accessories 16) Disp lays 17) Printers Page 11 of 33 Discount Manufacturer Name 4 .50% SH l's Full Catalog of Systems 4.50% SH l's Full Catalog of Systems 4.50% SH l's Full Catalog of Systems 4.50% SH l's Full Catalog of Systems 5.00% SH l 's Full Catalog of Input Devices 5 .00% SH l 's Full Catalog of Input Devices 4.00% SH l 's Full Catalog of Input Devices 4.00% SH l 's Full Catalog of Input Devices 4.00% SH l 's Full Catalog of Input Devices 4 .00% SH l 's Full Catalog of Input Devices 4.00% SH l 's Full Catalog of Input Devices 4.00% SH l's Full Catalog of Input Devices 4.00% SH l 's Full Catalog of Input Devices 4.00% SH l 's Full Catalog of Input Devices 4.00% SH l's Full Catalog of Input Devices 4.50% SH l's Full Catalog of Output Devices 4.50% SH l's Full Catalog of Output Devices 285 CC 02-06-2024 285 of 723 4.50% SH l's Full Catalog of 18) Inkjet Printers Output Devices 4.50% SH l's Full Catalog of 19) Inkjet Photo Printers Output Devices 4.50% SH l's Full Catalog of 20) Laser Printers Output Devices 4.50% SH l's Full Catalog of 21) Label Printers Output Devices 4.50% SH l's Full Catalog of 22) Dot Matrix Printers Output Devices 4.50% SH l's Full Catalog of 23) Multi-Function Printers Output Devices 4.50% SH l's Full Catalog of 24) Wide Format Printers Output Devices 4.50% SH l's Full Catalog of 25) Multi-Function Inkjet Printers Output Devices 4.50% SH l's Full Catalog of 26) Wide Format Printers Output Devices 4.50% SH l's Full Catalog of 27) Fax Machine Printers Output Devices 4.50% SH l's Full Catalog of 28) Printer Accessories Output Devices 4.50% SH l 's Full Catalog of 29) Projectors Output Devices 4.50% SH l's Full Catalog of 30) Projector Accessories Output Devices 4.50% SH l's Full Catalog of 31) Audio Input Output Devices 4.50% SH l 's Full Catalog of 32) Video Cards Output Devices 4.50% SH l's Full Catalog of 33) Sound Cards Output Devices 4.50% SH l's Full Catalog of 34) Output Accessories Output Devices 4.50% SHl's Full Catalog of 35) Printer Consumables Output Devices 36) Desktop 4.50% SHl's Full Catalog of Memory 4) Group 4-Memory 37) Flash 4.50% SH l's Full Catalog of Memory Page 12 of 33 286 CC 02-06-2024 286 of 723 38) Networking 4.50% SH l's Full Catalog of Memory 39) Notebook 4.50% SH l's Full Catalog of Memory 40) Printer/ Fax 4.50% SH l's Full Catalog of Memory 41) Server 4.50% SH l's Full Catalog of Memory 4.00% SH l's Full Catalog of 42) Adapters Fiber Channel Storage Devices 4.00% SH l's Full Catalog of 43) Adapters FireWire / USB Storage Devices 4.00% SH l's Full Catalog of 44) Adapters IDE/ATA/SATA Storage Devices 4.00% SH l's Full Catalog of 45) Adapters RAID Storage Devices 4.00% SH l's Full Catalog of 46) Adapters SCSI Storage Devices 4.00% SH l's Full Catalog of 47) Bridges & Routers Storage Devices 48) Disk Arrays 4.00% SH l's Full Catalog of Storage Devices 49) Disk Arrays JBOD 4.00% SH l's Full Catalog of Storage Devices 5) Group 5 -Storage Devices SO) Drives Magneto-Optical 4.00% SH l's Full Catalog of Storage Devices 51) Drives Removable Disks 4.00% SH l's Full Catalog of Storage Devices 52) Fiber Channel Switches 4.00% SH l's Full Catalog of Storage Devices 53) Hard Disks -External 4.00% SH l's Full Catalog of Storage Devices 4.00% SH l's Full Catalog of 54) Hard Disks -Fiber Channel Storage Devices 4.00% SHl's Full Catalog of 55) Hard Disks -IDE/ATA/S Storage Devices 4.00% SH l's Full Catalog of 56) Hard Disks -Notebook Storage Devices 4.00% SHl's Full Catalog of 57) Hard Disks -SCSI Storage Devices Page 13 of 33 287 CC 02-06-2024 287 of 723 4.00% SH l's Full Catalog of 58) Networking Accessories Storage Devices 4.00% SH l's Full Catalog of 59) Optical Drives -CD-ROM Storage Devices 4.00% SH l's Full Catalog of 60) Optical Drives -CD-RW Storage Devices 61) Optical Drives -DVD-CD 4.00% SH l's Full Catalog of Storage Devices 62) Optical Drives -DVD-RW 4.00% SH l's Full Catalog of Storage Devices 63) Storage Accessories 4.00% SHl's Full Catalog of Storage Devices 64) Storage -NAS 4.00% SH l's Full Catalog of Storage Devices 65) Storage -SAN 4.00% SH l's Full Catalog of Storage Devices 66) Tape Autoloaders -AIT 4.00% SH l's Full Catalog of Storage Devices 4.00% SH l's Full Catalog of 67) Tape Autoloaders -DAT Storage Devices 4.00% SH l's Full Catalog of 68) Tape Autoloaders -DLT Storage Devices 4.00% SH l's Full Catalog of 69) Tape Autoloaders -LTO Storage Devices 4.00% SH l 's Full Catalog of 70) Tape Drives -4mm Storage Devices 4.00% SH l's Full Catalog of 71) Tape Drives -8mm/VXA Storage Devices 4.00% SH l's Full Catalog of 72) Tape Drives -AIT Storage Devices 4.00% SH l's Full Catalog of 73) Tape Drives -DAT Storage Devices 74) Tape Drives -DLT 4.00% SH l 's Full Catalog of Storage Devices 75) Tape Drives -LTO/Ultrium 4.00% SHl's Full Catalog of Storage Devices 76) Tape Drives SOLT 4.00% SH l 's Full Catalog of Storage Devices 77) Tape Drives -Travan 4.00% SH l's Full Catalog of Storage Devices Page 14of 33 288 CC 02-06-2024 288 of 723 78) 10/100 Hubs & Switches 5.00% SH l's Full Catalog of Network Equipment 79) Bridges & Routers 5.00% SH l's Full Catalog of Network Equipment 5.00% SH l 's Full Catalog of 80) Gigabit Hubs & Switches Network Equipment 5.00% SH l 's Full Catalog of 81) Concentrators & Multiplexers Network Equipment 5.00% SH l's Full Catalog of 82) Hardware Firewalls Network Equipment 5.00% SH l's Full Catalog of 83) Intrusion Detection Network Equipment 5.00% SH l 's Full Catalog of 84) KVM Network Equ ipment 5.00% SH l's Full Catalog of 85) Modems Network Equipment 6) Group 6 -Network 5.00% SH l 's Full Catalog of Equipment 86) Network Test Equipment Network Equipment 5.00% SH l's Full Catalog of 87) Network Adapters Network Equipment 5.00% SHl's Full Catalog of 88) Network Cables Network Equipment 5.00% SH l's Full Catalog of 89) Network Accessories Network Equipment 5.00% SH l's Full Catalog of 90) Repeaters & Transceivers Network Equipment 5.00% SH l's Full Catalog of 91) Wireless LAN Accessories Network Equipment 5.00% SHl 's Full Catalog of 92) Token Authentication Network Equipment 5.00% SHl's Full Catalog of 93) l0G Fiber Optic Transceivers Network Equipment 5.00% SH l's Full Catalog of 94) lG Fiber Optic Tra nsceivers Network Equipment 95) Licensing Packages 4.50% SH l's Full Catalog of (e.g. Microsoft) Software 7) Group 7 -Software 4.50% SH l's Full Catalog of 96) Licensing Backup Software 4.50% SH l's Full Catalog of 97) Licensing Barcode/OC Software Page 15 of 33 289 CC 02-06-2024 289 of 723 4.50% SH l's Full Catalog of 98) Licensing Business Application Software 4.50% SH l's Full Catalog of 99) Licensing CAD/CAM Software 4.50% SH l's Full Catalog of 100) Licensing -Cloning Software 4.50% SH l's Full Catalog of 101) Licensing -Computer Services Software 4.50% SHl's Full Catalog of 102) Licensing -Database Software 4.50% SH l's Fu ll Catalog of 103) Licensing -Development Software 4.50% SH l 's Full Catalog of 104) Licensing -Entertainment Software 4.50% SH l's Fu ll Catalog of 105) Licensing -Financial Software 4.50% SH l 's Full Catalog of 106) Licensing -Flow Chart Software 4 .50% SH l's Full Catalog of 107) Licensing -Graphic Design Software 4.50% SH l 's Full Catalog of 108) Licensing -Handheld Software 4.50% SH l 's Full Catalog of 109) Licensing -Network OS Software 4.50% SHl's Full Catalog of 110) Licensing -OS Software 111) Licensing -Personal 4.50% SH l's Full Catalog of Organization Software 4 .50% SHl's Full Catalog of 112) Licensing -Presentation Software 4 .50% SH l's Full Catalog of 113) Licensing -Reference Software 4.50% SH l's Full Catalog of 114) Licensing -Report Analysis Software 4.50% SH l's Full Catalog of 115) Licensing -Spreadsheet Software 4.50% SH l's Full Catalog of 116) Licensing -Utilities Software 4.50% SH l's Full Catalog of 117) Licensing -Warranties Software Page 16 of 33 290 CC 02-06-2024 290 of 723 4.50% SH l's Full Catalog of 118) Licensing -Web Development Software 4.50% SH l's Full Catalog of ' 119) Licensing -Word Processing Software 4.50% SH l's Full Catalog of 120) Software -Backup Software 4.50% SH l's Full Catalog of 121) Software -Barcode / OCR Software 122) Software -Business 4.50% SH l's Full Catalog of Application Software 4.50% SH l 's Full Catalog of 123) Software -CAD/CAM Software 4.50% SH l's Full Catalog of 124) Software -Cloning Software 4.50% SH l's Full Catalog of 125) Software -Computer Services Software 4.50% SH l's Full Catalog of 126) Software -Database Software 4.50% SH l's Full Catalog of 127) Software -Development Software 4.50% SH l 's Full Catalog of 128) Software -Entertainment Software 4.50% SH l's Full Catalog of 129) Software -Financial Software 4.50% SH l's Full Catalog of 130) Software -Flow Chart Software 4.50% SH l's Full Catalog of 131) Software -Graphic Design Software 4.50% SH l's Full Catalog of 132) Software -Handheld Software 4.50% SH l's Full Catalog of 133) Software -OS Software 134) Software -Personal 4.50% SH l's Full Catalog of Organization Software 4.50% SH l's Full Catalog of 135) Software -Presentation Software 4.50% SH l's Full Catalog of 136) Software -Reference Software 4.50% SH l's Full Catalog of 137) Software -Report Ana lysis Software Page 17 of33 291 CC 02-06-2024 291 of 723 4.50% SH l 's Full Catalog of 138) Software -Spreadsheet Software 4.50% SH l's Full Catalog of 139) Software -Utilities Software 4 .50% SH l's Full Catalog of 140) Software -Warranties Software 4 .50% SHl 's Full Catalog of 141) Software -Web Development Software 4.50% SH l's Full Catalog of 142) Software -Word Processing Software 4 .00% SH l's Full Catalog of 143) Media -4mm tape Media Supplies 4.00% SH l's Full Catalog of 144) Media -AIT tape Media Supplies 4.00% SH l's Full Catalog of 145) Media -DAT tape Media Supplies 4.00% SHl's Full Catalog of 146) Media-DLTtape Media Supplies 147) Media LTO / Ultrium tape 4.00% SH l's Full Catalog of drive Media Supplies 8) Group 8 -Media Supplies 4 .00% SHl 's Full Catalog of 148) Media -Magneto -Optical Media Supplies 4.00% SH l's Full Catalog of 149) Media -Optical Media Supplies 4.00% SHl's Full Catalog of 150) Media -SLR tape Media Supplies 4.00% SH l's Full Catalog of 151) Media -Travan tape Media Supplies 4.00% SHl's Full Catalog of 152) Media -VXA tape Media Supplies 4.00% SH l 's Full Catalog of 153) Media -zip Media Supplies 4.00% SH l's Full Catalog of Collaboration and IP 154) IP phones Te lephony Group 9 -Collaboration & 4.00% SH l 's Full Catalog of 9) IP Telephony Collaboration and IP 155) Video conferencing products Telephony 4.00% SH l 's Full Catalog of Collaboration and IP 156) Voice gateways / servers Telephony Page 18 of 33 292 CC 02-06-2024 292 of 723 4.00% SH l's Full Catalog of Co llaboration and IP 15 7) Headsets Te lephony 4.00% SH l's Full Catalog of Collaboration and IP 15 8 ) Audio conferencing products Telephony 4.00% SH l 's Full Catalog of Collaboration and IP lS9) Analog phones Telephony 4.00% SH l's Full Catalog of Collaboration and IP 160) Accessories Telephony 4 .00% SH l's Full Catalog of 161) Advanced I ntegration Other 4.00% SH l's Full Catalog of 162) Asset Disposal Other 4.00% SH l 's Full Catalog of 163) Asset Management Other 4.00% SH l's Full Catalog of 164) Cables Other 4.00% SH l 's Full Catalog of 165) Cables -custom Other 4.00% SH l's Full Catalog of 166) Cables -printer Other 4.00% SH l's Full Catalog of Other 167) Complex warranties 4.00% SH l 's Full Catalog of 10) Group 10 -Other 168) Desktop Accessories Other 4 .00% SH l's Full Catalog of 169) Display Accessories Other 4 .00% SH l 's Full Catalog of 170) Electronic Services Other 4 .00% SHl's Full Catalog of 171) Handheld Accessories Other 4.00 % SHl 's Full Catalog of ll2) Imaging Accessories Other 4.0 0% SH l 's Full Catalog of 173) Imaging _ Camcorders Other 4.0 0% SHl's Full Catalog of 174) Imaging _ Digital Cameras Other Page 19 of 33 293 CC 02-06-2024 293 of 723 4.00% SHl's Full Catalog of 17 5 ) Internal Lab Service Ot her 4.00% SH l's Full Catalog of 17 6) Labfees 0 ther 4.00% SH l's Full Catalog of 177) Managed Services Other 4 .00% SH l's Full Catalog of 178) Miscellaneous solutions Other 4.00% SH l's Full Catalog of 179) Mounting hardware for Other vehicles 4 .00% SH l's Full Catalog of 180) Networking Warranties Other 4.00% SH l's Full Catalog of 181) Notebook Accessories Other 4.00% SH l's Full Catalog of 182) Notebook Batteries Other 4.00% SH l's Full Catalog of 183 ) PC Lab order services Other 4.00% SH l's Full Catalog of 184) POS Accessories Other 4.00% SH l's Full Catalog of 185) POS Displays Other 4 .00% SH l's Full Catalog of 186) Power Accessories Other 4 .00% SHl's Full Catalog of 187) Power Surge Protection Other 4.00% SH l's Full Catalog of 188) Power UPS Other 4.00% SH l's Full Catalog of 189) Server Accessories Other 4.00% SH l's Full Catalog of l90) service Charge Other 4.00% SH l's Full Catalog of 191) System components Other 4.00% SH l's Full Catalog of 192) Training Courses Other 4.00 % SH l 's Full Catalog of 193) Train ing Reference Manuals Other 4.0 0% SHl's Full Catalog of 194) Warranties -Electronic Other Page 20 of 33 294 CC 02-06-2024 294 of 723 4.00% SH l's Full Catalog of 195) iPAD / Tablet Stylus Other 4.00% SH l's Full Catalog of 196) Mouse / Wrist Pads Other 4.00% SH l's Full Catalog of 197) Security Locks and Hardware Other 4.00% SHl's Full Catalog of 198) Tools Other 199) Document Scanner 4.00% SH l's Full Catalog of Accessories Other 4.00% SHl's Full Catalog of 200) Flatbed Scanners Other 4.00% SH l's Full Catalog of 201) Mobile Scanners Other 4.00% SH l's Full Catalog of 202) Network Scanners Other 4.00% SH l 's Full Catalog of 203) Sheet fed Scanners Other 4.00% SH l's Full Catalog of 204) Wide Format Scanners Other 205) Workgroup / Department 4.00% SH l's Full Catalog of Scanner Other 4 .00% SH l's Full Catalog of 206) Build to Order Desktops Other 4.00% SH l's Full Catalog of 207) Nettop Other 4 .00% SH l's Full Catalog of 208) Point of Sale Other 4.00% SH l's Full Catalog of 209) Ultra Small Form Factor Other 210) Apple/ Mac Memory 4.00% SH l's Full Catalog of Upgrades Other 4.00% SHl's Full Catalog of 211) Chips/ SIMMs/SIPPs / ROMs Other 4 .00% SH l's Full Catalog of 212) Computer Cases Other 4.00% SH l's Full Catalog of 213) CPUs/ Fans Other 4.00% SH l's Full Catalog of 214) Memory Accessories Other Page 21 of 33 295 CC 02-06-2024 295 of 723 4.00% SH l's Full Catalog of 215) Motherboards/ Chassis Other 4.00% SH l's Full Catalog of 216) 1 - 2 port Serial Boards Other 4.00% SH l's Full Catalog of 217) 3+ port Serial Boards Other 4.00% SH l's Full Catalog of 218) Console Server Other 4.00% SH l's Full Catalog of 219) Device Server Other 4.00% SH l's Full Catalog of 220) Terminal Server Other 4.00% SH l's Full Catalog of 221) Content Management Other 4.00% SH l's Full Catalog of 222) Firewall/ VPN Appliances Other 223) Multifunction Security 4.00% SH l's Full Catalog of Appliances Other 4.00% SHl's Full Catalog of 224) Network Camera Accessories Other 4.00% SH l's Full Catalog of 225) Network Cameras Other 226) Physical/Environmental 4.00% SH l's Full Catalog of Security Other 227) Security Appliance 4.00% SH l's Full Catalog of Accessories Other 4.00% SH l's Full Catalog of 228) Security Tokens Other 4.00% SH l's Full Catalog of 229) Unified Threat Management Other 4.00% SH l's Full Catalog of 230) 2-way Radios/ Walkie Talkies Other 4.00% SHl's Full Catalog of 231) Apple Notebooks Other 232) Convertible PCs/ Slate PCs/ 4.00% SH l's Full Catalog of iPAD Other 4.00% SH l's Full Catalog of 233) iPAD Other 4.00% SH l's Full Catalog of 234) Slate Tablet Computers Other Page 22 of 33 296 CC 02-06-2024 296 of 723 4.00% SHl's Full Catalog of 235 ) GPS/ PDA Ot her SH l's Full Catalog of 4.00% 23 6) Wireless Communication Other De vices 4.00% SHl's Full Catalog of 23 7) Batteries Other 4.00% SHl's Full Catalog of 23 8) Power Supplies/ Adapters Other 4.00% SHl's Full Catalog of 239) Rackmountain Equipment Other 4 .00% SHl's Full Catalog of 240) Remote Power Management Other 4.00% SHl's Full Catalog of 241 ) Surge Suppressors Other 4.00% SHl's Full Catalog of 242) UPS/ Battery Backup Other - 4.00% SH l's Full Catalog of 243) 14" & smaller LCD Display Other 4.00% SH l's Full Catalog of 244) 15-19" LCD Display Other 4.00% SH l's Full Catalog of 245) 15-19" Wide LCD Display Other 4.00% SH l's Full Catalog of 246) 15-19" Wide LED Display Other 4.00% SH l's Full Catalog of 247 ) 20-30" LCD Display Other 4.00% SH l's Full Catalog of 248) 20-30" Wide LCD Display Other 4.00% SHl's Full Catalog of 249) 20-30" Wide LED Display Other 4.00% SH l's Full Catalog of 250) PColP and Zero Client Displays Other 4.00 % SH l's Full Catalog of 251) Arm Mounts Other 4.00 % SH l's Full Catalog of 252) Ceiling Mounts Other 4.0 0% SH l's Full Catalog of 253) Combo Mounts Other 4.0 0% SH l's Full Catalog of 254) Desktop Stands/ Risers Other Page 23 of 33 297 CC 02-06-2024 297 of 723 4.00% SHl's Full Catalog of 255) Flat Wall Mounts Other 4.00% SH l's Full Catalog of 256) Mount Accessories Other 4.00% SH l's Full Catalog of 257) Pole Display Other 4 .00% SH l 's Full Catalog of 258) Stands/ Carts/ Feet Other 4.00% SH l 's Full Catalog of 259) Tilt Wall Mounts Other 4 .00% SH l's Full Catalog of 260) C-Cure Products Other 4.00% SH l 's Full Catalog of 261) lstar Products Other SERVICE STANDARD DISCOUNT FROM HOURLY RATE STANDARD RATE Design and Analysis $ 125.00 4% Configuration $ 165.00 4% Implementation $ 185.00 4% 11) Group 11 -Services Installation $ 185.00 4% Training $ 99.00 4% Maintenance & Support $ 99 .00 4% All other Current and Future Products not specifically identified here will be offered at a 4% discount off SHI Advertised List price. Please see description below for more information on SHl 's discount model for this contract. All d iscounts a rticulated he r e re present the m i nimum discou nts off SHI Advertised List Price; actual discounts may be significantly higher. Page 24 of 33 298 CC 02-06-2024 298 of 723 The comprehensive SHI offering for National IPA consists of all hardware, software, and services available to our customers in the public sector marketplace. The discount structure offered to National IPA is based on our Advertised Price List which can be located on www.shi.com. In many cases, SHI Advertised List Price already reflects a substantial discount off of Manufacturer Published List prices. Given the breadth of manufacturers and products that SHI offers, there will be many opportunities for SHI to secure additional discounts for eligible contract users. We work to provide your contract users with the most advantageous pricing available, above and beyond the minimum discounts offered, whenever possible. SHI prides ourselves on being honest and transparent with our customers especially when it comes to pricing. We base our discount structure on SHI Advertised Price as this is a verifiable source. We do not inflate this Advertised Price for RFPs in order to make our discounts appear larger. Other vendors may use MSRP or Publisher List price, which can be unreliable as a pricelist may not exist for every product, a pricelist can change from day to day, and a pricelist can be inconsistent depending on where you source the information from. When a vendor manipulates contract language in this manner or uses a loose definition of cost, it results in an increase in profit for them and higher prices for customers. SHI is willing to provide complete transparency over the life of the contract as it relates to our costs and what we charge National IPA customers. Page 25 of 33 299 CC 02-06-2024 299 of 723 EXHIBIT C MESA STANDARD TERMS AND CONDITIONS 1. INDEPENDENT CONTRACTOR. It is expressly understood that the relationship of Contractor to the City will be that of an independent contractor. Contractor and all persons employed by Contractor, either directly or indirectly, are Contractor's employees, not City employees. Accordingly, Contractor and Contractor's employees are not entitled to any benefits provided to City employees including, but not limited to, health benefits, enrollment in a retirement system, paid time off or other rights afforded City employees. Contractor employees will not be regarded as City employees or agents for any purpose, including the payment of unemployment or workers' compensation. If any Contractor employees or subcontractors assert a claim for wages or other employment benefits against the City, Contractor will defend, indemnify and hold harmless the City from all such claims . 2. SUBCONTRACTING. Contractor may not subcontract work under this Agreement without the express written permission of the City. If Contractor has received authorization to subcontract work, it is agreed that all subcontractors performing work under the Agreement must comply with its provisions. Further, all agreements between Contractor and its subcontractors must provide that the terms and conditions of this Agreement be incorporated therein. 3. ASSIGNMENT. This Agreement may not be assigned either in whole or in part without first receiving the other Party's written consent. Any attempted assignment, either in whole or in part, without such consent will be null and void and in such event the other Party will have the right at its option to terminate the Agreement. No granting of consent to any assignment will relieve either Party from any of its obligations and liabilities under the Agreement. Notwithstanding the foregoing, either Party may assign this Agreement and its rights, interests, liabilities and obligations thereunder to a successor pursuant to a merger, consolidation or sale of all or substantially all its assets following sixty (60) days written notice. 4 . SUCCESSORS AND ASSIGNS, BINDING EFFECT. This Agreement will be binding upon and inure to the benefit of the parties and their respective permitted successors and assigns. 5. NO THIRD-PARTY BENEFICIARIES. This Agreement is intended for the exclusive benefit of the parties. Nothing set forth in this Agreement is intended to create, or will create, any benefits, rights, or responsibilities in any third parties. 6. NON-EXCLUSIVITY. The City, in its sole discretion, reserves the right to request the Products or Services set forth herein from other sources when deemed necessary and appropriate. No exclusive rights are encompassed through this Agreement. 7. AMENDMENTS. There will be no oral changes to this Agreement. This Agreement can only be modified in a writing signed by both parties. No charge for extra work or Product will be allowed unless approved in writing, in advance, by the City and Contractor. 8. TIME OF THE ESSENCE. Time is of the essence to the performance of the parties' obligations under this Agreement. 9. COMPLIANCE WITH APPLICABLE LAWS. a . General . Contractor must procure all permits and licenses, and pay all charges and fees necessary and incidental to the lawful conduct of business. Contractor must stay fully informed of existing and future federal, state, and local laws, ordinances, and regulations that in any manner affect the fulfillment of this Agreement and must comply with the same at its own expense. Contractor bears full responsibility for training, safety, and providing necessary equipment for all Contractor personnel to achieve throughout the term of the Agreement. Upon request, Contractor will demonstrate to the City's satisfaction any programs, procedures, and other activities used to ensure compliance. Page 26 of33 300 CC 02-06-2024 300 of 723 b. Drug-Free Workplace. Contractor is hereby advised that the City has adopted a policy establishing a drug-free workplace for itself and those doing business with the City to ensure the safety and health of all persons working on City contracts and projects. Contractor will require a drug-free workplace for all Contractor personnel working under this Agreement. Specifically, all Contractor personnel who are working under this Agreement must be notified in writing by Contractor that they are prohibited from the manufacture, distribution, dispensation, possession, or unlawful use of a controlled substance in the workplace. Contractor agrees to prohibit the use of intoxicating substances by all Contractor personnel, and will ensure that Contractor personnel do not use or possess illegal drugs while in the course of performing their duties. c. Federal and State Immigration Laws. Contractor agrees to comply with the Immigration Reform and Control Act of 1986 (IRCA) in performance under this Agreement and to permit the City and its agents to inspect applicable personnel records to verify such compliance as permitted by law. Contractor will ensure and keep appropriate records to demonstrate that all Contractor personnel have a legal right to live and work in the United States . i. As applicable to Contractor, under the provisions of A. RS. § 41-4401 , Contractor hereby warrants to the City that Contractor and each of its subcontractors will comply with, and are contractually obligated to comply with, all federal immigration laws and regulations that relate to their employees and A.RS. § 23-214(A) (hereinafter "Contractor Immigration Warranty"). ii. A breach of the Contractor Immigration Warranty will constitute as a material breach of this Agreement and will subject Contractor to penalties up to and including termination of this Agreement at the sole discretion of the City. iii. The City retains the legal right to inspect the papers of all Contractor personnel who provide services under this Agreement to ensure that Contractor or its subcontractors are complying with the Contractor Immigration Warranty. Contractor agrees to assist the City in regard to any such inspections. iv. The City may, at its sole discretion, conduct random verification of the employment records of Contractor and any subcontractor to ensure compliance with the Contractor Immigration Warranty. Contractor agrees to assist the City in regard to any random verification performed. v. Neither Contractor nor any subcontractor will be deemed to have materially breached the Contractor Immigration Warranty if Contractor or subcontractor establishes that it has complied with the employment verification provisions prescribed by Sections 274A and 2748 of the Federal Immigration and Nationality Act and the E-Verify requirements prescribed by A.RS. § 23-214 (A). d. Nondiscrimination. Contractor represents and warrants that it does not discriminate against any employee or applicant for employment or person to whom it provides services because of race, color, religion, sex, national origin, or disability, and represents and warrants that it complies with all applicable federal, state, and local laws and executive orders regarding employment. Contractor and Contractor's personnel will comply with applicable provisions of Title VII of the U.S . Civil Rights Act of 1964, as amended, Section 504 of the Federal Rehabilitation Act, the Americans with Disabilities Act (42 U.S.C . § 12101 et seq .), and applicable rules in performance under this Agreement. e. State Sponsors of Terrorism Prohibition. Per A.RS. § 35-392, Contractor must not be in violation of section 60) of the Federal Export Administration Act and subsequently prohibited by the State of Arizona from selling goods of services to the City. 10. SALES/USE TAX, OTHER TAXES. a . Contractor is responsible for the payment of all taxes including federal, state, and local taxes related to or arising out of Contractor's Services under this Agreement, including by way of illustration but not limitation, federal and state income tax, Social Security tax, Page 27 of 33 301 CC 02-06-2024 301 of 723 unemployment insurance taxes, and any other taxes or business license fees as required. If any taxing authority should deem Contractor or Contractor employees an employee of the City, or should otherwise claim the City is liable for the payment of taxes that are Contractor's responsibility under this Agreement, Contractor will indemnify the City for any tax liability, interest, and penalties imposed upon the City. b. The City is exempt from paying certain federal excise taxes and will furnish an exemption certificate upon request. The City is not exempt from state and local sales/use taxes. 11 . AMOUNTS DUE THE CITY. Contractor must be current and remain current in all obligations due to the City during the performance of Services under the Agreement. Payments to Contractor may be offset by any delinquent amounts due the City or fees and charges owed to the City. 12. PUBLIC RECORDS. Contractor acknowledges that the City is a public entity, subject to Arizona's public records laws (A.R.S. § 39-121 et. seq.) and that any documents related to this Agreement may be subject to disclosure pursuant to state law in response to a public records request or to subpoena or other judicial process. 12.1 . If Contractor believes document related to the Agreement contains trade secrets or other proprietary data, Contractor must notify the City and include with the notification a statement that explains and supports Contractor's claim. Contractor also must specifically identify the trade secrets or other proprietary data that Contractor believes should remain confidential. 12.2 . In the event the City determines it is legally required to disclose pursuant to law any documents or information Contractor deems confidential trade secrets or proprietary data, the City, to the extent possible, will provide Contractor with prompt written notice by certified mail, fax, email or other method that tracks delivery status of the requirement to disclose the information so Contractor may seek a protective order from a court having jurisdiction over the matter or obtain other appropriate remedies . The notice will include a time period for Contractor to seek court ordered protection or other legal remedies as deemed appropriate by Contractor. If Contractor does not obtain such court ordered protection by the expiration of said time period, the City may release the information without further notice to Contractor. 13. AUDITS AND RECORDS. Contractor must preserve the records related to this Agreement for six (6) years after completion of the Agreement. The City or its authorized agent reserves the right to inspect any records related to the performance of work specified herein. In addition, the City may inspect any and all payroll, billing or other relevant records kept by Contractor in relation to the Agreement. Contractor will permit such inspections and audits during normal business hours and upon reasonable notice by the City. The audit of records may occur at Contractor's place of business or at City offices, as determined by the City. 14. BACKGROUND CHECK. The City may conduct criminal, driver history, and all other requested background checks of Contractor personnel who would perform Services under the Agreement or who will have access to the City's information, data, or facilities in accordance with the City's current background check policies. Any officer, employee, or agent that fails the background check must be replaced immediately for any reasonable cause not prohibited by law. 15. SECURITY CLEARANCE AND REMOVAL OF CONTRACTOR PERSONNEL. The City will have final authority, based on security reasons: (i) to determine when security clearance of Contractor personnel is required; (ii) to determine the nature of the security clearance, up to and including fingerprinting Contractor personnel; and (iii) to determine whether or not any individual or entity may provide Services under this Agreement. If the City objects to any Contractor personnel for any reasonable cause not prohibited by law, then Contractor will, upon notice from the City, remove any such individual from performance of Services under this Agreement. 16. DEFAULT. a. A party will be in default if that party: Page 28 of 33 302 CC 02-06-2024 302 of 723 i. Is or becomes insolvent or is a party to any voluntary bankruptcy or receivership proceeding , makes an assignment for a creditor, or there is any similar action that affects Contractor's capability to perform under the Agreement; ii. Is the subject of a petition for involuntary bankruptcy not removed within sixty (60) calendar days; iii. Conducts business in an unethical manner as set forth in the City Procurement Rules Article 7 or in an illegal manner; or iv. Fails to carry out any term , promise, or condition of the Agreement. b. Contractor will be in default of this Agreement if Contractor is debarred from participating in City procurements and solicitations in accordance with Article 6 of the City's Procurement Rules. c . Notice and Opportunity to Cure. In the event a party is in default then the other party may, at its option and at any time, provide written notice to the defaulting party of the default. The defaulting party will have thirty (30) days from receipt of the notice to cure the default; the thirty (30) day cure period may be extended by mutual agreement of the parties, but no cure period may exceed ninety (90) days. A default notice will be deemed to be sufficient if it is reasonably calculated to provide notice of the nature and extent of such default. Failure of the non-defaulting party to provide notice of the default does not waive any rights under the Agreement. d. Anticipatory Repudiation. Whenever the City in good faith has reason to question Contractor's intent or ability to perform, the City may demand that Contractor give a written assurance of its intent and ability to perform . In the event that the demand is made and no written assurance is given within five (5) calendar days, the City may treat this failure as an anticipatory repudiation of the Agreement. 17. REMEDIES. The remedies set forth in this Agreement are not exclusive . Election of one remedy will not preclude the use of other remedies. In the event of default: a. The non-defaulting party may terminate the Agreement, and the termination will be effective immediately or at such other date as specified by the terminating party. b. The City may purchase the Services required under the Agreement from the open market, complete required work itself, or have it completed at the expense of Contractor. If the cost of obtaining substitute Services exceeds the contract price, the City may recover the excess cost by: (i) requiring immediate reimbursement to the City; (ii) deduction from an unpaid balance due to Contractor; (iii) collection against the proposal and/or performance security, if any; (iv) collection against liquidated damages (if applicable); or (v) a combination of the aforementioned remedies or other remedies as provided by law. Costs includes any and all, fees, and expenses incurred in obtaining substitute Services and expended in obtaining reimbursement, including, but not limited to, administrative expenses, attorneys' fees, and costs . c. The non-defaulting party will have all other rights granted under this Agreement and all rights at law or in equity that may be available to it. d. Neither party will be liable for incidental, indirect, special , or consequential damages. 18. CONTINUATION DURING DISPUTES. Contractor agrees that during any dispute between the parties, Contractor will continue to perform its obligations until the dispute is settled , instructed to cease performance by the City, enjoined or prohibited by judicial action, or otherwise required or obligated to cease performance by other provisions in this Agreement. 19. TERMINATION FOR CONVENIENCE. The City reserves the right to terminate this Agreement in part or in whole upon thirty (30) calendar days' written notice. Page 29 of 33 303 CC 02-06-2024 303 of 723 20. TERMINATION FOR CONFLICT OF INTEREST (A.R.S. § 38-511 ). Pursuant to A.R.S. § 38-511 , the City may cancel this Agreement within three (3) years after its execution, without penalty or further obligation, if any person significantly involved in initiating, securing, drafting , or creating the Agreement for the City becomes an employee or agent of Contractor. 21 . TERMINATION FOR NON-APPROPRIATION AND MODIFICATION FOR BUDGETARY CONSTRAINT. The City is a governmental agency which relies upon the appropriation of funds by its governing body to satisfy its obligations. If the City reasonably determines that it does not have funds to meet its obligations under this Agreement, the City will have the right to terminate the Agreement without penalty on the last day of the fiscal period for which funds were legally available. In the event of such termination, the City agrees to provide written notice of its intent to terminate thirty (30) calendar days prior to the stated termination date. 22. PAYMENT TO CONTRACTOR UPON TERMINATION. Upon termination of this Agreement, Contractor will be entitled only to payment for those Services performed up to the date of termination, and any authorized expenses already incurred up to such date of termination. The City will make final payment within thirty (30) calendar days after the City has both completed its appraisal of the Products and Services provided and received Contractor's properly prepared final invoice. Termination of this Agreement shall not affect the obligations of the City or Contractor under any existing Order issued under this Agreement, and such Order shall continue in effect as though this Agreement has not been terminated, and was still in effect with respect to such Order. 23. NON-WAIVER OF RIGHTS. There will be no waiver of any provision of this agreement unless approved in writing and signed by the waiving party. Failure or delay to exercise any rights or remedies provided herein or by law or in equity, or the acceptance of, or payment for, any Services hereunder, will not release the other party of any of the warranties or other obligations of the Agreement and will not be deemed a waiver of any such rights or remedies . 24. INDEMNIFICATION/LIABILITY. a . To the fullest extent permitted by law, Contractor agrees to defend, indemnify, and hold the City, its officers, agents, and employees, harmless from and against any and all liabilities, demands, claims, suits, losses, damages, causes of action, fines or judgments, including costs, attorneys', witnesses', and expert witnesses' fees, and expenses incident thereto, relating to, arising out of, or resulting from : (i) misconduct by Contractor personnel under this Agreement; (ii) any negligent acts, errors, mistakes or omissions by Contractor or Contractor personnel ; and (iii) Contractor or Contractor personnel's failure to comply with this Agreement. b. Contractor will update the City during the course of the litigation to timely notify the City of any issues that may involve the independent negligence of the City that is not covered by this indemnification. c. The City assumes no liability for actions of Contractor and will not indemnify or hold Contractor or any third party harmless for claims based on this Agreement or use of Contractor-provided supplies or Services. d . IN THE EVENT OF ANY LIABILITY INCURRED BY CONTRACTOR OR ANY OF ITS AFFILIATES HEREUNDER, INCLUDING INDEMNIFICATION OF CITY BY CONTRACTOR, THE ENTIRE LIABILITY OF CONTRACTOR AND ITS AFFILIATES FOR DAMAGES FROM ANY CAUSE WHATSOEVER WILL NOT EXCEED $5,000,000.00 OVER THE ENTIRE TERM OF THE AGREEMENT. 25. (RESERVED) 26. THE CITY'S RIGHT TO RECOVER AGAINST THIRD PARTIES. Contractor will do nothing to prejudice the City's right to recover against third parties for any loss, destruction, or damage to City property, and will at the City's request and expense, furnish to the City reasonable assistance and Page 30 of 33 304 CC 02-06-2024 304 of 723 cooperation, including assistance in the prosecution or defense of suit and the execution of instruments of assignment in favor of the City in obtaining recovery. 27. NO GUARANTEE OF WORK. Contractor acknowledges and agrees that it is not entitled to deliver any specific amount of Products or Services or any Products or Services at all under this Agreement and acknowledges and agrees that the Products or Services will be requested by the City on an as needed basis at the sole discretion of the City. Any document referencing quantities or performance frequencies represent the City's best estimate of current requirements, but will not bind the City to purchase, accept, or pay for Products or Services which exceed its actual needs . 28. OWNERSHIP. All deliverables, Services, and information provided by Contractor or the City pursuant to this Agreement (whether electronically or manually generated) including without limitation, reports, test plans, and survey results, graphics, and technical tables, originally prepared in the performance of this Agreement, are the property of the City and will not be used or released by Contractor or any other person except with prior written permission by the City. Notwithstanding the foregoing, Contractor shall retain ownership rights to (1) all of its previously existing intellectual property, including any systems, derivatives, modifications and enhancements thereto, (2) confidential information of contractor, and (3) any tools or scripting applications used, developed or created by Contractor or its third-party licensors during the performance of this Agreement. 29. USE OF NAME. Contractor will not use the name of the City of Mesa in any advertising or publicity without obtaining the prior written consent of the City. 30. PROHIBITED ACTS. Pursuant to A.RS. § 38-504, a current or former public officer or employee within the last twelve (12) months shall not represent another organization before the City on any matter for which the officer or employee was directly concerned and personally participated in during their service or employment or over which they had a substantial or material administrative discretion. Further, while employed by the City and for two (2) years thereafter, public officers or employees are prohibited from disclosing or using, without appropriate authorization, any confidential information acquired by such personnel in the course of his or her official duties at the City. 31. FOB DESTINATION FREIGHT PREPAID AND ALLOWED. All deliveries will be FOB destination freight prepaid and allowed unless otherwise agreed. 32. RISK OF LOSS. Contractor agrees to bear all risks of loss, injury, or destruction of goods or equipment incidental to providing these Services and such loss, injury, or destruction will not release Contractor from any obligation hereunder. 33. SAFEGUARDING CITY PROPERTY. Contractor will be responsible for any damage to City real property or damage or loss of City personal property when such property is the responsibility of or in the custody of Contractor or its employees. 34. WARRANTY OF RIGHTS. Contractor warrants it has title to, or the right to allow the City to use, the Products and Services being provided and that the City may use same without suit, trouble or hindrance from Contractor or third parties. 35. PROPRIETARY RIGHTS INDEMNIFICATION. Without limiting the foregoing, Contractor will without limitation, at its expense defend the City against all claims asserted by any person that anything provided by Contractor infringes a patent, copyright, trade secret or other intellectual property right and must, without limitation, pay the costs, damages and attorneys' fees awarded against the City in any such action, or pay any settlement of such action or claim . Each party agrees to notify the other promptly of any matters to which this provision may apply and to cooperate with each other in connection with such defense or settlement. If a preliminary or final judgment is obtained against the City's use or operation of the items provided by Contractor hereunder or any part thereof by reason of any alleged infringement, Contractor will, at its expense and without limitation, either: (a) modify the item so that it becomes non-infringing; (b) procure for the City the right to continue to use the item; (c) substitute for the infringing item other item(s) having at least equivalent capability; or (d) refund to the City an amount equal to the price paid, less reasonable usage, from the time of installation acceptance through cessation of use, which amount will be Page 31 of 33 305 CC 02-06-2024 305 of 723 calculated on a useful life not less than five (5) years, plus any additional costs the City may incur to acquire substitute Products or Services. 36. CONTRACT ADMINISTRATION. The contract will be administered by the Purchasing Administrator and/or an authorized representative from the using department. All questions regarding the contract will be referred to the administrator for resolution. Supplements may be written to the contract for the addition or deletion of Services. Payment will be negotiated and determined by the contract administrator(s). 37. FORCE MAJEURE. Failure by either party to perform its duties and obligations will be excused by unforeseeable circumstances beyond its reasonable control, including acts of nature, acts of the public enemy, riots, fire, explosion, legislation, and governmental regulation. The party whose performance is so affected will within five (5) calendar days of the unforeseeable circumstance notify the other party of all pertinent facts and identify the force majeure event. The party whose performance is so affected must also take all reasonable steps, promptly and diligently, to prevent such causes if it is feasible to do so, or to minimize or eliminate the effect thereof. The delivery or performance date will be extended for a period equal to the time lost by reason of delay, plus such additional time as may be reasonably necessary to overcome the effect of the delay, provided however, under no circumstances will delays caused by a force majeure extend beyond one hundred-twenty (120) calendar days from the scheduled delivery or completion date of a task unless agreed upon by the parties. 38. COOPERATIVE USE OF CONTRACT. This contract is available through National IPA to agencies nationwide. The City has also entered into various cooperative purchasing agreements with other Arizona government agencies, including the Strategic Alliance for Volume Expenditures (SAVE) cooperative. Under the SAVE Cooperative Purchasing Agreement, any contract may be extended for use by other municipalities, school districts and government agencies through National IPA or SAVE in the State of Arizona with the approval of Contractor. Any such usage by other entities must be in accordance with the statutes, codes, ordinances, charter and/or procurement rules and regulations of the respective government agency. A contractor, subcontractor or vendor or any employee of a contractor, subcontractor or vendor who is contracted to provide Services on a regular basis at an individual school shall obtain a valid fingerprint clearance card pursuant to title 41, chapter 12, article 3.1 . A school district governing board shall adopt policies to exempt a person from the requirements of this subsection if the person's normal job duties are not likely to result in independent access to or unsupervised contact with pupils. A school district, its governing board members, its school council members and its employees are exempt from civil liability for the consequences of adoption and implementation of policies and procedures pursuant to this subsection unless the school district, its governing board members, its school council members or its employees are guilty of gross negligence or intentional misconduct. Additionally, Contractor will comply with the governing body's fingerprinting policy of each individual school district and public entity. Contractor, subcontractors, vendors and their employees will not provide Services on school district properties until authorized by the school district. Orders placed by other agencies and payment thereof will be the sole responsibility of that agency. The City is not responsible for any disputes arising out of transactions made by others. The City is not a party to any agreements between the Contractor and National IPA , National IPA and other agencies, the Contractor and other agencies, or any third-party contracts in any way related to this Agreement or the cooperative use of this Agreement. 39. FUEL CHARGES AND PRICE INCREASES. No fuel surcharges will be accepted. No price increases will be accepted without proper request by Contractor and response by the City's Purchasing Division. 40. NOTICES. All notices to be given pursuant to this Agreement must be delivered to the parties at their respective addresses. Notices may be (i) personally delivered ; (ii) sent via certified or registered mail, postage prepaid; (iii) sent via overnight courier; or (iv) sent via email or facsimile. Page 32 of 33 306 CC 02-06-2024 306 of 723 If provided by personal delivery, receipt will be deemed effective upon delivery. If sent via certified or registered mail, receipt will be deemed effective three (3) calendar days after being deposited in the United States mail. If sent via overnight courier, email or facsimile, receipt will be deemed effective two (2) calendar days after the sending thereof. 41 . GOVERNING LAW, FORUM. This Agreement is governed by the laws of the State of Arizona . The exclusive forum selected for any proceeding or suit in law or equity arising from or incident to this Agreement will be Maricopa County, Arizona. 42. INTEGRATION CLAUSE. This Agreement, including all attachments and exhibits hereto, supersede all prior oral or written agreements, if any, between the parties and constitutes the entire agreement between the parties with respect to the work to be performed. 43. PROVISIONS REQUIRED BY LAW. Any provision required by law to be in this Agreement is a part of this Agreement as if fully stated in it. 44. SEVERABILITY. If any provision of this Agreement is declared void or unenforceable, such provision will be severed from this Agreement, which will otherwise remain in full force and effect. The parties will negotiate diligently in good faith for such amendment(s) of this Agreement as may be necessary to achieve the original intent of this Agreement, notwithstanding such invalidity or unenforceability. 45. SURVIVING PROVISIONS. Notwithstanding any completion, termination, or other expiration of this Agreement, all provisions which, by the terms of reasonable interpretation thereof, set forth rights and obligations that extend beyond completion, termination, or other expiration of this Agreement, will survive and remain in full force and effect. Except as specifically provided in this Agreement, completion, termination, or other expiration of this Agreement will not release any party from any liability or obligation arising prior to the date of termination. 46. A.R.S. SECTIONS 1-501 and 1-502. Pursuant to Arizona Revised Statutes Sections 1-501 and 1- 502, any person who applies to the City for a local public benefit (the definition of which includes a grant, contract or loan) must demonstrate his or her lawful presence in the United States. As the Agreement is deemed a local public benefit, if Contractor is an individual (natural) person or sole proprietorship, Contractor agrees to sign and submit the necessary documentation to prove compliance with the statutes as applicable. Page 33 of 33 307 CC 02-06-2024 307 of 723 OFFICE OF THE CITY CLERK COUNCIL MINUTES February 5, 2018 The City Council of the City of Mesa met in a Regular Council Meeting in the Council Chambers, 57 East 1st Street, on February 5, 2018 at 5:45 p.m. COUNCIL PRESENT COUNCIL ABSENT OFFICERS PRESENT John Giles David Luna Mark Freeman Christopher Glover Francisco Heredia Kevin Thompson Jeremy Whittaker None Christopher Brady Dee Ann Mickelsen Jim Smith Mayor’s Welcome. Invocation by Pastor Ben Diaz with Palabra de Vida (Word of Life). Pledge of Allegiance was led by Councilmember Thompson. Awards, Recognitions and Announcements. There were no awards, recognitions or announcements. 1. Take action on all consent agenda items. All items listed with an asterisk (*) will be considered as a group by the City Council and will be enacted with one motion. There will be no separate discussion of these items unless a Councilmember or citizen requests, in which event the item will be removed from the consent agenda and considered as a separate item. If a citizen wants an item removed from the consent agenda, a blue card must be completed and given to the City Clerk prior to the Council’s vote on the consent agenda. It was moved by Councilmember Thompson, seconded by Councilmember Glover, that the consent agenda items be approved. Carried unanimously. *2. Approval of minutes from previous meetings as written. Minutes from the January 8, 11, and 22, 2018 Council meetings. 308 CC 02-06-2024 308 of 723 Regular Council Meeting February 5, 2018 Page 2 3. Take action on the following liquor license applications: *3-a. It Ain’t Chemo This is a one-day event to be held on Saturday, February 10, 2018 from 9:00 A.M. to 9:00 P.M. at Riverview Park, 2100 West Rio Salado Parkway. (District 1) *3-b. AMC Superstition East 12 A multi-screen cinema is requesting a new Series 6 Bar License for American Multi- Cinema Inc., 1935 South Signal Butte Road - Andrea Dahlman Lewkowitz, agent. There is no existing license at this location. (District 6) *3-c. ATL Wings A restaurant that serves lunch and dinner is requesting a new Series 12 Restaurant License for Stapley Wings LLC, 1455 South Stapley Drive, Suites 22-24 - Andrea Dahlman Lewkowitz, agent. The existing license held by Mark Killian, sole proprietor, will revert to the State. (District 4) *3-d. Elgin Distillery This is a one-day craft distillery festival to be held on Saturday, March 3, 2018 from 9:00 A.M. to 4:00 P.M. at Sunland Village, 4601 East Dolphin Avenue. (District 2) *3-e. Village of Elgin Winery This is a one-day wine festival event to be held on Saturday, March 3, 2018 from 9:00 A.M. to 4:00 P.M. at Sunland Village, 4601 East Dolphin Avenue. (District 2) 4. Take action on the following off-track betting license application: *4-a. Turf Paradise, TP Racing LLLP New Off-Track Betting License for Turf Paradise, TP Racing LLLP to telecast at Moose & Bear, located at 118 East McKellips Road, Suite 103, TB Concepts LLC. Applicant: Vincent Acri Francia. (District 1) 5. Take action on the following contracts: *5-a. One-Year Renewal to the Term Contract for Executive Physicals for Citywide Departments as requested by the Human Resources Department. (Citywide) This contract provides annual physicals for the City’s executive staff as a means of maintaining optimum health. There are approximately 65-70 positions eligible to participate in this program. The Human Resources Department and Purchasing recommend authorizing the renewal contract with Banner Occupational Health Clinics, at $88,500, based on estimated usage. 309 CC 02-06-2024 309 of 723 Regular Council Meeting February 5, 2018 Page 3 *5-b. One-Year Renewal to the Term Contract for Deceased Animal Collection Services for the Community Services Department. (Citywide) This contract provides a vendor to collect and dispose of deceased animals up to 150 pounds that are reported within the City. The contractor is responsible for the proper disposal by cremation or other means in accordance with the standards and methods approved by the Maricopa County Health Department. The Community Services Department and Purchasing recommend authorizing the renewal contract with APM/Couts Enterprises, Inc., dba Arizona Pet Mortuary, at $54,000, based on estimated usage. *5-c. Purchase of One Replacement Fire Apparatus, an Air Light/Rehab Unit, for the Fire and Medical Department (Sole Source). (Citywide) The apparatus being replaced has met established replacement criteria and will be sold by a sealed bid process or traded-in as part of the City's fire apparatus purchase agreement with Pierce Manufacturing. In addition, Fire and Medical will trade-in two units to further offset the price for the Air/Light Rehab unit. The Fire and Medical Department and Purchasing recommend authorizing the purchase using the City’s five-year purchase agreement with Pierce Manufacturing Inc., through their designated local dealer, Hughes Fire Equipment Inc., at $502,264.75. This purchase is funded by the Capital-General Fund and authorized 2013 Public Safety Bonds. *5-d. Three-Year Term Contract for Landscape Maintenance Services for Parks, Retention Basins and Sports Fields - Zones 1, 2, 3 and 4 for the Parks, Recreation and Community Facilities Department (PRCF). (Citywide) These contracts provide landscape maintenance services for sports fields, parkways, medians, parks, retention basins or grounds adjacent to City facilities. The City has divided the landscaping into geographic areas known as Zones 1, 2, 3 and 4. PRCF has done an analysis to bring the work under this contract in-house and, at this time, contracting continues to be in the best financial interest of the City. The evaluation committee recommends awarding the contract to the highest-scored proposal from Mariposa Landscape Arizona, Inc.; Zone 1, at $1,435,319.57 annually; Zone 2, at $959,183.45 annually; Zone 3, at $974,364.20 annually; and Zone 4, at $1,221,738.22 annually; based on estimated usage. *5-e. Three-Year Term Contract for Plumbing Services for the Parks, Recreation and Community Facilities Department. (Citywide) This contract will establish a list of pre-qualified plumbing contractors to perform plumbing services on various City facilities/projects on an as-needed basis. The evaluation committee recommends awarding the contract to the four, highest-scored proposals from Mesa Energy Systems Inc.; RKS Plumbing and Mechanical Inc.; Sun Mechanical Inc.; and W.D. Manor Mechanical Contractors, Inc.; cumulatively not to exceed $100,000 annually, based on estimated usage. 310 CC 02-06-2024 310 of 723 Regular Council Meeting February 5, 2018 Page 4 *5-f. Purchase of Furniture for the Main Library as requested by the Library Services Department. (Citywide) This purchase will provide seating and tables for two new rooms at the Main Library, Teen Room and ThinkSpot. The Library worked with several vendors utilizing cooperative contracts specifying their needs and goals with this project. The Library Services Department and Purchasing recommend authorizing the purchase using the Northern Arizona University cooperative contract with Atmosphere Commercial Interiors, at $50,876.25. *5-g. Five-Year Term Contract with CDW Government, LLC and SHI International Corp. for Information Technology Solutions and Services for Various Departments throughout the City. (Citywide) This contract will provide the City and participating agencies a full range of information technology solution products and services to meet varying requirements of governmental agencies. The scope of products and services available under these contracts include standard business and high-end workstations; laptop and notebook computers; network equipment; computer and network products and peripherals; monitors; various cloud, consulting, and technical support services; financing; various software products; and the contractors' comprehensive product offering. Mesa, as the lead agency, has partnered with the National Intergovernmental Purchasing Alliance Company (National IPA) to lead this contract. The contract will be available to over 45,000 public agencies nationally. While no minimum volume is guaranteed to the suppliers, the estimated annual volume of IT Solutions purchased under this master agreement is approximately $500 million per year. The City will receive rebates annually for administering and awarding this contract. A committee representing the Police, and Information Technology Departments, City Manager’s Office, Police-Information Technology, National IPA and Purchasing evaluated responses. The evaluation committee recommends awarding the contract to the highest-scored proposals from CDW Government, LLC and SHI International Corp., at $3,100,000 annually, based on estimated usage. *5-h. One-Year Term Contract for Electrical and Lighting Supplies for the Materials and Supply Warehouse (for Citywide Departments). (Citywide) Multiple departments use this Citywide contract for their miscellaneous electrical equipment and supplies. The Business Services Department and Purchasing recommend authorizing the purchase using the State of Arizona cooperative contract with Border States Industries, Inc., at $100,000, based on estimated usage. *5-i. Re-Award the Three-Year Term Contract for Microfilm Conversion Services for the Police Department. (Citywide) This contract will provide services to convert Police Department data from microfilm to digital media. Police, Records Division use microfilm that is becoming worn and damaged. The previous vendor is unable to satisfactorily fulfill the contract requirements. 311 CC 02-06-2024 311 of 723 Regular Council Meeting February 5, 2018 Page 5 The Police Department and Purchasing recommend re-awarding the contract to the second highest scored proposal, ICM Conversions, at $400,000 annually, based on estimated usage. *5-j. Purchase of Falcon District Brand Signage as requested by the Economic Development Department. (Citywide) Continuing to build awareness and to promote the Falcon Field Economic Activity Area, this purchase for the Falcon District signage includes the installation of two branded monument signs to be located on Greenfield and Higley Roads, south of the 202. Additionally, the City will install utility and transit signal box wraps and will mount branded banners promoting aerospace, technology, and manufacturing on light poles around the airport. The Economic Development Department and Purchasing recommend authorizing the purchase using the City of Peoria cooperative contract with YESCO Phoenix, at $146,670.49. This purchase is funded by Local Streets Sales Tax. *5-k. Purchase of Three Replacement Rollback Trailers for the Transportation Department. (Citywide) These trailers will replace three aging equipment trailers that are at the end of their service life. The trailers will meet the needs and safety requirements for transporting the large equipment required to perform street and right-of-way maintenance. The Transportation Department and Purchasing recommend authorizing the purchase using the National Joint Powers Alliance contract with Empire Southwest (a Mesa business), at $176,764.77. This purchase is funded by Local Streets Sales Tax. *5-l. One-Year Renewal to the Term Contract for Radio-Based Endpoint Encoders (for Water Meter Reading) for the Water Resources Department. (Citywide) This contract provides Itron radio-based endpoint encoders and accessories purchased directly from Itron, Inc., the manufacturer. The endpoint stores 40 days of hourly reads to ensure data integrity and offers advanced customer side leak detection and reverse flow and tamper alarms. Water Utility installs approximately 540 radio-based endpoint encoders on new and existing meters annually. The Water Resources Department and Purchasing recommend authorizing the renewal with Itron, Inc., at $100,000, based on estimated usage. *5-m. Purchase of Water Treatment Plant Shop Tools and Equipment for the New Signal Butte Water Treatment Plant as requested by the Water Resources Department. (Citywide) This purchase is for tools and equipment needed for the start-up and maintenance in the various shops at the new Signal Butte Water Treatment Plant. The Water Resources Department and Purchasing recommend awarding the contract to the lowest, responsive and responsible bidders: Copper State Bolt & Nut Co. (a Mesa business); Glendale Industrial Supply, LLC, dba UNICOA Construction and Industrial Supply; Mallory Safety & Supply LLC; and W.W. Grainger, Inc.; cumulatively not to exceed $153,000, based on estimated usage. 312 CC 02-06-2024 312 of 723 Regular Council Meeting February 5, 2018 Page 6 *5-n. One-Year Renewal to the Term Contract for Fire Hydrant Water Meters for the Water Resources Department. (Citywide) This contract provides 3” fire hydrant water meters to accurately measure construction water use of fire hydrants. The meters are installed by Water Utility staff to serve contractors and other customers needing to connect to City fire hydrants for temporary construction water service and dust control purposes. The Water Resources Department and Purchasing recommend authorizing the renewal with Badger Meter Inc., dba National Meter Automation, at $35,000, based on estimated usage. *5-o. Greenfield Water Reclamation Plant (GWRP), Phase III Expansion Guaranteed Maximum Price (GMP) No. 2. (Citywide) The City of Mesa, Town of Gilbert, and Town of Queen Creek seek to provide an additional 14 million gallons per day annual average day flow of liquids and solids treatment capacity at the existing GWRP, complete with the required infrastructure, technology, and environmental features to ensure a reliable, efficient, and expanded plant to meet the current and future demands. Staff recommends awarding the contract for the completion of this project to McCarthy Building Companies in the amount of $120,302,333 and authorize a change order allowance $6,015,117 (5%) for a total project amount of $126,317,450. This project is funded by the Greenfield Water Reclamation Plant Joint Venture Fund, with contributions coming from its members based on usage. Mesa’s portion of this GMP is $72,229,521 and is funded by 2014 authorized Wastewater Bonds. *5-p. Sewer Pipe and Manhole Rehabilitation: Mesa Drive, Millet Avenue, Horne, and 6th Avenue. (District 4) The existing sanitary sewer lines covered by this project were built during the 1950’s and 1960’s. The age of these pipes greatly increases their risk of failure and emergency repairs. This method of construction can be completed while leaving the pipe in place and without excavation. Similarly, the sewer manholes will be cleaned, repaired, and coated in place. Only the concrete adjustment rings will be removed and replaced. Staff recommends awarding the contract for this project to the lowest, responsible bidder, B and F Contracting, Inc, in the amount of $1,394,294.67, and authorize a change order allowance in the amount of $139,430 (10%), for a total amount of $1,533,724.67. Funding for this project is available from the 2014 Wastewater Bond Program. *5-q. Sidewalks at Railroad Crossing on Alma School. (Districts 3 and 4) To continue to meet current railroad approach and clearance standards at the Alma School Road railroad crossing, additional safety improvements will need to be made. The project improvements for roadway and sidewalk approach at this location will facilitate greater public safety and needed clearances from railroad signals along with a smoother roadway crossing of the Union Pacific Railroad track. Mesa will participate in the federally-funded Railway-Highway Grade Crossing Program, and will be responsible 313 CC 02-06-2024 313 of 723 Regular Council Meeting February 5, 2018 Page 7 for adjusting the existing concrete sidewalks around the proposed cantilevers and gates, and installing concrete medians. This project was previously awarded by Council on July 10, 2017, however, the previously selected contractor could not comply with the federal requirements and the project was released for bid a second time. Staff recommends awarding the contract to the lowest, responsible bidder, AJP Electric, in the amount of $149,494, plus an additional $14,949 (10%) as a change order allowance, for a total amount of $164,443. Funding is available from the Local Streets Sales Tax, of which 94.3% will be reimbursed by Arizona Department of Transportation (Federal) Grant under the Railway-Highway Grade Crossing. 6. Take action on the following resolutions: *6-a. Approving and authorizing the City Manager to submit the Second Substantial Amendment to the Fiscal Year 2017/2018 Annual Action Plan to the U.S. Department of Housing and Urban Development related to the allocation of funding obtained under the Community Development Block Grant (CDBG) program. This Amendment will allow for reallocation of $600,000 in CDBG funds from the Senior Center Renovation Project (247 North Macdonald) to the Eagles Park Project (828 East Broadway Road). (District 4) – Resolution No. 11088. *6-b. Approving and authorizing the City Manager to enter into a Grant Agreement with the Arizona Department of Public Safety to accept $1,335,284 in Victims of Crime Act (VOCA) grant funds. The finding will be used for salaries and expenses for the Mesa Prosecutors Office, Victim Services Unit for a three-year period. (Citywide) – Resolution No. 11089. *6-c. Approving and authorizing the City Manager to enter into a Lease Agreement with New Cingular Wireless PCS for a cellular site on a portion of 5950 East Virginia Street, also known as Mesa Fire Station 214. (District 5) – Resolution No. 11090. *6-d. Approving and authorizing the City Manager to enter into a Development Agreement for City-Share Reimbursement with PPGN-Ray, LLLP, for the reimbursement of $100,568 for regional street and street lighting improvements that are being required by the City in conjunction with a proposed residential development known as Crismon Road at PPGN, located at 5461 South Ellsworth Road. (District 6) – Resolution No. 11091. *6-e. Approving and authorizing the City Manager to enter into an Intergovernmental Agreement with the Maricopa County, Department of Transportation for the pavement rehabilitation of Adobe Road from Higley Road to Recker Road. The City will contribute an estimated $54,417 for the portion of the project that is within City boundaries that will be funded from the 2013 Streets Bond Program. (District 5) – Resolution No. 11092. *6-f. Approving and authorizing the City Manager to enter into First Amendments to the Development Agreement, Ground and Air Lease, and License Agreement with 3W Management, LLC, to facilitate the development of, and job creation and retention at, the City-owned property generally located at the southwest corner of Main Street and South Pomeroy and 34 South Pomeroy, which is the development commonly known as The GRID. (District 4) – Resolution No. 11093. 314 CC 02-06-2024 314 of 723 Regular Council Meeting February 5, 2018 Page 8 7. Introduction of the following ordinance and setting February 26, 2018 as the date of the public hearing on this ordinance: *7-a. ZON17-00323 (District 5) The 8800 to 8900 blocks of East Main Street (south side). Located west of Red Mountain Freeway on the south side of Main Street (16.4± acres). Rezoning from RS-43 and GC to GC-PAD; and Site Plan Review. This request will allow for the development of an RV dealership and storage facility. Jeff Welker, Welker Development Resources, applicant; Roger D. Overson, owner. Staff Recommendation: Approval with conditions P&Z Board Recommendation: Approval with conditions (Vote: 6-0) 8. Discuss, receive public comment, and take action on the following ordinances: *8-a. ZON17-00309 (District 2) The 5200 block of East Inverness Avenue (south side). Located east of Higley Road south of the US60 Freeway (1.9 ± acres). Rezoning from RM-3-PAD to LC; and Site Plan Review. This request will allow for the development of a commercial building. John Schoenauer, HD Management, applicant; Sevilla, LLC, owner. – Ordinance No. 5419. Staff Recommendation: Approval with conditions P&Z Board Recommendation: Approval with conditions (Vote: 7-0) *8-b. ZON17-00283 (District 6) The 7100 to 7300 blocks of East Ray Road (north side). Located east of Power Road on the north side of Ray Road (56.0± acres). Rezone from LI-AF to LI-AF-PAD. This request will allow for the development of an industrial subdivision. Omar Cervantes, XCL Engineering, LLC, applicant; Phx-Mesa Gateway Airport 193, LLC, owner. – Ordinance No. 5420. Staff Recommendation: Approval with conditions P&Z Board Recommendation: Approval with conditions (Vote: 7-0) *8-c. ZON17-00432 (District 3) The 800 and 900 blocks of West Southern Avenue (south side), the 1200 and 1300 blocks of South Extension Road (west side), and the 800 and 900 blocks of West Grove Avenue (north side). Located at the southwest corner of Southern Avenue and Extension Road (19.3 ± acres). PAD Amendment; Site Plan Modification. This request will allow the development of a new multiple-residence building in an existing multiple-residence complex. Reese Anderson, Pew and Lake, PLC, applicant; Edward B. Frankel, Trustee of the Frankel Family Trust, owner. – Ordinance No. 5421. Staff Recommendation: Approval with conditions P&Z Board Recommendation: Approval with conditions (Vote: 7-0) 9. Take action on the following subdivision plat: *9-a. "Allred Ranch" (District 2) The 2900 to 3100 blocks of East Southern Avenue (north side), and the 900 to 1200 blocks of South Los Alamos (west side). Located east of 315 CC 02-06-2024 315 of 723 Regular Council Meeting February 5, 2018 Page9 Lindsay Road on the north side of Southern Avenue. 108 RSL-4.5 PAD lots (25± acres). KB Home Phoenix, Inc., developer; Dan Auxier, EPS Group, engineer. Items not on the Consent Agenda 10. Items from citizens present. There were no items from citizens present. 11. Adjournment. Without objection, the Regular Council Meeting adjourned at 5:57 p.m. ATTEST: DEE ANN MICKELSEN, CITY CLERK ~ ~AYOR I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Regular Council Meeting of the City Council of Mesa, Arizona, held on the 5th day of February, 2018. I further certify that the meeting was duly called and held and that a quorum was present. DEE ANN MICKELSEN, CITY CLERK js 316 CC 02-06-2024 316 of 723 ATTACHMENT C 317 CC 02-06-2024 317 of 723 1 ATTACHMENT D AGREEMENT BETWEEN CITY OF CUPERTINO AND SHI INTERNATIONAL CORP, INC. FOR DARKTRACE 1. This Agreement is made by and between the City of Cupertino, a municipal corporation (“City”) and SHI International Corp., a New Jersey corporation (“Contractor”) for resale of Dark Trace, an AI Remediation tool for Managed, Detection, and Response Cybersecurity Services (“Products”) pursuant to the terms and conditions of OMNIA Partners Cooperative Agreement 2018011-002 and is effective on the last date signed below (“Effective Date”). 2. TERM The term of this Agreement shall commence on the last date signed below (“Effective Date”). The term of this Agreement ends February 1, 2025, unless the Agreement is terminated prior thereto under the provisions of Section 7, below. The City ’s appropriate department head or the City Manager may extend the Term through a written amendment to this Agreement, provided such extension does not include additional contract funds. Extensions requiring additional contract funds are subject to the City ’s purchasing policy. 3. COMPENSATION Contractor shall be compensated for Products resold pursuant to this Agreement in a total amount not to exceed $33,025.50 dollars. The payments specified in this section shall be the only payment to be made to Contractor for Products resold pursuant to this Agreement. Contractor shall invoice City according to the following schedule of milestones/deliverables: Milestone Amount Upon execution of this Agreement $33,025.50 City shall pay Contractor within thirty (30) days after receipt of Contractor’s invoice. City shall return to Contractor any payment request determined not to be a proper payment request as soon as practicable, but not later than seven (7) days after receipt and shall explain in writing the reasons why the payment request is not proper. 4. INDEMNIFICATION/LIABILITY. a. To the fullest extent permitted by law, Contractor agrees to defend, indemnify, and hold the City, its officers, agents, and employees, harmless from and against any and all liabilities, demands, claims, suits, losses, damages, causes of action, fines or judgments, including costs, attorneys', witnesses', and expert witnesses' fees, and expenses incident thereto, relating to, arising out of, or resulting from: (i) misconduct by Contractor personnel under this Agreement; (ii) any negligent acts, errors, mistakes or omissions by Contractor or Contractor personnel; and (iii) Contractor or Contractor personnel's failure to comply with this Agreement. b. Contractor will update the City during the course of the litigation to timely notify the City of 318 CC 02-06-2024 318 of 723 2 any issues that may involve the independent negligence of the City that is not covered by this indemnification c. The City assumes no liability for actions of Contractor and will not indemnify or hold Contractor or any third party harmless for claims based on this Agreement or use of Contractor- provided supplies or Services. d. IN THE EVENT OF ANY LIABILITY INCURRED BY CONTRACTOR OR ANY OF ITS AFFILIATES HEREUNDER, INCLUDING INDEMNIFICATION OF CITY BY CONTRACTOR, THE ENTIRE LIABILITY OF CONTRACTOR AND ITS AFFILIATES FOR DAMAGES FROM NY CAUSE WHATSOEVER WILL NOT EXCEED $5,000,000.00 OVER THE ENTIRE TERM OF THE AGREEMENT. 5. INSURANCE A. General Requirements On or before the commencement of the term of this Agreement, Contractor shall furnish City with certificates showing the type amount, class of operations covered, effective dates, and dates of expiration of insurance coverage in compliance with the requirements listed in Exhibit B. Contractor shall maintain in force at all times during the performance of this Agreement all appropriate coverage of insurance required by this Agreement. B. Subrogation Waiver. Contractor agrees that in the event of loss due to any of the perils for which it has agreed to provide comprehensive general and automotive liability insurance, Contractor shall look solely to its insurance for recovery. Contractor hereby grants to City, on behalf of any insurer providing comprehensive general and automotive liability insurance to either Contractor or City with respect to the services of Contractor here in a waiver of any right to subrogation which any such insurer of said Contractor may acquire against City by virtue of the payment of any loss under such insurance. 6. NOTICES. All notices, requests, and approvals must be sent to the persons below in writing to the persons below, and will be considered effective on the date of personal delivery the delivery date confirmed by a reputable overnight delivery service, on the fifth (5th) calendar day after deposit in the United States Mail, postage prepaid registered or certified, or the next business day following electronic submission: To City of Cupertino: To Contractor: City of Cupertino 10300 Torre Ave Cupertino, CA 95014 SHI International Corp. 290 Davidson Avenue Somerset, NJ 08873 Attention: Tommy Yu, Infrastructure Manager Attention: Endri Frasheri, Account Executive Email: tommyy@cupertino.org Email: Endri_frasheri@shi.com 7. TERMINATION A. Basis for Termination. In the event Contractor fails or refuses to perform any of the provisions hereof at the time and in the manner required here under, Contractor shall be deemed in default in the performance of this Agreement. If Contractor fails to 319 CC 02-06-2024 319 of 723 3 cure the default within the time specified and according to the requirements set forth in City’s written notice of default, and in addition to any other remedy available to the City by law, the City Manager other designee may terminate the Agreement by giving Contractor written notice thereof, which shall be effective immediately. The City Manager or her designee shall also have the option, at her sole discretion and without cause, of terminating this Agreement by giving seven (7) calendar days' prior written notice to Contractor as provided herein. Upon receipt of any notice of termination, Contractor shall immediately discontinue performance. B. Pro Rata Payments. City shall pay Contractor for Products resold up to the effective date of termination. In such event, a calculation of the amounts due shall be deemed correct as computed on a pro rata basis with compensation provided for the period of service paid as a percentage of the total contract amount. C. Handling of City Data. RESERVED. IN WITNESS WHEREOF, the parties have caused the Agreement to be executed. CITY OF CUPERTINO SHI INTERNATIONAL CORP. A Municipal Corporation Contractor By By Name Name Title Title Date Date APPROVED AS TO FORM: CHRISTOPHER D. JENSEN Cupertino City Attorney ATTEST: KIRSTEN SQUARCIA City Clerk DATE ATTACHMENTS: A ‐ Omnia Partners Coop. Agreement no. 2018011‐02 B ‐ Amendment 4 to Omnia Partners Coop. Agreement no. 2018011‐02 C – Quote D –Insurance Requirements E – Proof of Insurance 320 CC 02-06-2024 320 of 723 Page 1 of 2 Information Technology Solutions & Services Executive Summary Lead Agency: City of Mesa, AZ Solicitation: # 2018011 RFP Issued: September 20, 2017 Pre-Proposal Date: October 3, 2017 Response Due Date: October 23, 2017 Proposals Received: 11 Awarded to: The City of Mesa, AZ Department of Procurement issued RFP # 201811 on September 20, 2017, to establish a national cooperative contract for information technology solutions and services. The solicitation included cooperative purchasing language in the SCOPE of WORK, # 2 “NATIONAL CONTRACT REQUIREMENTS: NATIONAL CONTRACT REQUIREMENTS. The City, as the Principal Procurement Agency, as defined in Attachment D, has partnered with the National Intergovernmental Purchasing Alliance Company (“National IPA”) to make the resultant contract (also known as the “Master Agreement” in materials distributed by National IPA) from this solicitation available to other public agencies nationally, including state and local governmental entities, public and private primary, secondary and higher education entities, non-profit entities, and agencies for the public benefit (“Public Agencies”), through National IPA’s cooperative purchasing program. The City of Mesa is acting as the contracting agency for any other Public Agency that elects to utilize the resulting Master Agreement. Use of the Master Agreement by any Public Agency is preceded by their registration with National IPA as a Participating Public Agency in National IPA’s cooperative purchasing program. Attachment D contains additional information on National IPA and the cooperative purchasing agreement. Notice of the solicitation was sent to potential offerors, as well as advertised in the following: •City of Mesa website •National IPA website •USA Today, nationwide •Arizona Business Gazette, AZ •San Bernardino Sun, CA •Honolulu Star-Advertiser, HI •The Advocate – New Orleans, LA •New Jersey Herald, NJ •Las Vegas Journal Review, LV •Times Union, NY •Daily Journal of Commerce, OR •The State, SC •Deseret News, UT •Richmond Times, VA •Seattle Daily Journal of Commerce, WA •Helena Independent Record, MT 321 CC 02-06-2024 321 of 723 Page 2 of 2 On September 20, 2017 proposals were received from the following offerors: • CDW-G • Cloudvara • Connection Public Sector Solutions • Hye Tech Networks • Hypertech Direct • Office Depot • PCMG • POP, Inc. • SHI International • World Wide Technology, Inc. • Zones The proposals were evaluated by an evaluation committee. Using the evaluation criteria established in the RFP, the committee elected to enter into negotiations with SHI International and proceeding with contract award upon successful completion of negotiations. The City of Mesa, AZ, National IPA and SHI International Corp. successfully negotiated a contract and the City of Mesa executed the agreement with a contract effective date of March 1, 2018. Contract includes: A wide variety of technology solutions broken down by category including but not limited to systems, input/output devices, memory, storage devices, network equipment, software, media supplies, collaboration & IP telephony, and other related products & services. SHI is a 100% minority owned company and a Corporate Plus member of the National Minority Supplier Development Council (NMSDC). Certified by the New York & New Jersey Minority Supplier Development Council (NY/NJ MSDC) and recognized by the 22 other regional affiliates of the NMSDC. Term: Initial five- year agreement from March 1, 2018 through February 28, 2023 with the option to renew for two (2) additional one-year periods through February 28, 2025 Pricing/Discount: SHI offers a discount percentage based on SHI Advertised Price list by category. Refer to pricing document for complete details. In many cases, SHI Advertised List Price already reflects a substantial discount off Manufacturer Published List prices. Given the breadth of manufacturers and products that SHI offers, there will be many opportunities for SHI to secure additional discounts for eligible contract users. National IPA Web Landing Pages: www.nationalipa.org/Vendors/Pages/SHI.aspx 322 CC 02-06-2024 322 of 723 City of Mesa, AZ Contract # 2018011-02 for Information Technology Solutions and Services with SHI International Corp. Effective: March 1, 2018 323 CC 02-06-2024 323 of 723 The following documents comprise the executed contract between the City of Meza, AZ and SHI International Corp, effective March 1, 2018: I. Executed Contract II. Mayor and Council Approval III. Supplier Response IV. Original RFP 324 CC 02-06-2024 324 of 723 ~ mesa -az AGREEMENT PURSUANT TO SOLICITATION CITY OF MESA AGREEMENT NUMBER 2018011 INFORMATION TECHNOLOGY SOLUTIONS & SERVICES CITY OF MESA, Arizona ("City") Department Name Mailing Address Delivery Address Attention E-Mail Phone Fax City of Mesa -Purchasing Division P.O. Box 1466 Mesa, AZ 85211-1466 20 East Main St, Suite 400 Mesa, AZ 85201 Sharon Brause, CPPO, CPPB, CPCP Senior Procurement Officer Sharon .Brause@MesaAZ.gov (480) 644-2815 (480) 644-2655 AND SHI INTERNATIONAL CORP., ("Contractor") Mailing Address 290 Davidson Ave Remit Address Attention E-Mail Phone Fax Website Somerset, NJ 08873 PO Box 95212 1 Dallas, TX 75395-2121 Meghan Flisakowski, Public Program Manager Meghan .Fl isakowski@shi .com 512-517-4088 732-652-6599 www.pub licsector.shidirect.com / Page 1 of 33 325 CC 02-06-2024 325 of 723 CITY OF MESA AGREEMENT PURSUANT TO SOLICITATION This Agreement pursuant to solicitation ("Agreement") is entered into this 27th day of February, 2018, by and between the City of Mesa, Arizona, an Arizona municipal corporation ("City"), and SHI INTERNATIONAL CORP, a New Jersey corporation ("Contractor"). The City and Contractor are each a "Party" to the Agreement or together are "Parties" to the Agreement. RECITALS A. The City issued solicitation number 2018011 ("Solicitation") for INFORMATION TECHNOLOGY SOLUTIONS & SERVICES, to which Contractor provided a response ("Response"); and B. The City Selected Contractor's Response as being in the best interest of the City and wishes to engage Contractor in providing the Services/Products described in the Solicitation and Response. C. "Services" means the resale services provided by Contractor under this Agreement; i.e. sourcing and fulfilling the Product and/or providing deliverables identified in an Order. D. "Products" means collectively third-party software, computer peripherals, computer hardware, and associated IT services provided by third parties or Contractor, as the case may be. E. "Order'' means the form of purchase order or other document used for the purpose of ordering Product and/or deliverables pursuant to this Agreement. Order shall also include a phone order or on-line order placed by the City employee to Contractor utilizing the City's corporate procurement card or the City's written or electronic form of purchase requisition. In consideration of the reciprocal promises contained in the Agreement, and for other valuable and good consideration, which the Parties acknowledge the receipt and sufficiency of, the Parties agree to the following Terms & Conditions. TERMS & CONDITIONS 1. Term. This Agreement is for a term beginning on March 1, 2018 and ending on February 28, 2023. The use of the word "Term" in the Agreement includes the aforementioned period as well as any applicable extensions or renewals in accordance with this Section 1. 1.1 Renewals. On the mutual written agreement of the Parties, the Term may be renewed up to a maximum of two (2), one (1) year periods . Any renewal(s) will be a continuation of the same terms and conditions as in effect immediately prior to the expiration of the then- current term. 1.2 Extension for Procurement Processes. Upon the expiration of the Term of this Agreement, including any renewals permitted herein, at the City's sole discretion this Agreement may be extended on a month-to-month basis for a maximum of six (6) months to allow for the City's procurement processes in the selection of a Contractor to provide the Services/Products provided under this Agreement. The City will notify the Contractor in writing of its intent to extend the Agreement at least thirty (30) calendar days prior to the expiration of the Term . Any extension under this Subsection 1.2 will be a continuation of the same terms and conditions as in effect immediately prior to the expiration of the then- current term. 1.3 Delivery. Delivery shall be made to the location(s) contained in the Scope of Work within thirty (30) days after receipt of an Order. Contractor agrees to deliver all Products to the desktop of the ordering customer be delivered F.O.B. destination, freight pre-paid and allowed to various locations throughout the City. The City of Mesa shall be responsible for extra incurred fees for expedited shipping or other special delivery requirements. In Page 2 of 33 326 CC 02-06-2024 326 of 723 many cases within the City, the Contractor may be asked to deliver all goods to the front counter within a given department; this is a City requirement and other participating agencies who utilize this Agreement as a cooperative contract (see Exhibit C, Mesa Standard Terms & Conditions) may have other delivery requirements. 2. Scope of Work. The Contractor will provide the necessary staff, Services and associated resources to provide the City with the Services, Products, and obligations attached to this Agreement as Exhibit A ("Scope of Work") Contractor will be responsible for all costs and expenses incurred by Contractor that are incident to the performance of the Scope of Work unless otherwise stated in Exhibit A. Contractor will supply all equipment and instrumentalities necessary to perform the Scope of Work. If set forth in Exhibit A, the City will provide Contractor's personnel with adequate workspace and such other related facilities as may be required by Contractor to carry out the Scope of Work. 3. 4. The Agreement is based on the Solicitation and Response which are hereby incorporated by reference into the Agreement as if written out and included herein. In addition to the requirements specifically set forth in the Scope of Work, the Parties acknowledge and agree that the Contractor shall perform in accordance with all terms, conditions, specifications and other requirements set forth within the Solicitation and Response unless modified herein. Orders. Orders must be placed with the Contractor by either a: (i) Purchase Order when for a one- time purchase; (ii) notice to proceed, or (iii) Delivery Order off a Master Agreement for a requirements contract where multiple as-needed orders will be placed with the Contractor. The City may use the Internet to communicate with Contractor and to place Orders as permitted under this Agreement. The terms and conditions on any order form, quote, or similar document provided by Contractor to the City will not take precedence over the language set forth in this Agreement or any of the documents outlined in Section 4 below. Document Order of Precedence. In the event of any inconsistency between the terms of the body of the Agreement, Exhibits, Solicitation, and Response, the language of the documents will control in the following order. a. Amendments to the Agreement b. Agreement c. Exhibits 1. Mesa Standard Terms & Conditions (Exhibit C) 2. Pricing (Exhibit B) 3. Scope of Work (Exhibit A) 4 . Other Exhibits not listed above d. Solicitation including any addenda e. Contractor's Response 5. Payment. Subject to the provisions of the Agreement, the City will pay Contractor the sum(s) described in Exhibit B ("Pricing") in consideration of Contractor's performance of the Scope of Work during the Term. 6. Pricing. Contractor's pricing shall be in the format of a minimum percentage discount off a verifiable price index. Contractor may submit discounts for various manufacturers. At the time of purchase, Contractor may offer deeper discounts beyond the discounted price list, based on volume or other factors, as applicable. Minimum discounts will remain firm during the entirety of the Term of the Agreement, unless the Contractor requests to increase its discount percentage, and will include all charges that may be incurred in fulfilling requirement(s). In addition to decreasing prices for the balance of the Term due to a change in market conditions, a Contractor may conduct sales promotions involving price reductions for a specified lesser period . In the event a Product is discontinued, Contractor will provide a Product of the same or greater functionality, utilizing the discount structure. Page 3 of 33 327 CC 02-06-2024 327 of 723 It is the Contractor's responsibility to provide the City with an up-to-date price list for the duration of the Agreement. 6.1 Prices. All pricing discounts shall be firm for the Term and all extensions or renewals of the Term except where otherwise provided in this Agreement, and will include all costs of the Contractor providing the Products/Service including transportation and insurance costs. No fuel surcharges will be accepted unless allowed in this Agreement. The City shall not be invoiced at prices higher than those stated in the Agreement. 6 .2 6 .3 6.4 The Contractor further agrees that any reductions in the price of the Products or Services covered by this Agreement will apply to the undelivered balance . The Contractor shall promptly notify the City of such price reductions. No price modifications will be accepted without proper request by the Contractor and response by the City's Purchasing Division . Price Adjustment. Any requests for reasonable price adjustments must be submitted in accordance with this section . Requests for adjustment in cost of labor and/or Products must be supported by appropriate documentation. There is no guarantee the City will accept a price adjustment therefore Contractor should be prepared for the Pricing to be firm over the Term of the Agreement. The City is only willing to entertain price adjustments based on an increase to Contractor's actual expenses or other reasonable adjustment in providing the Services/Products under the Agreement. If the City agrees to the adjusted price terms, the City shall issue written approval of the change. During the sixty (60) day period prior to expiration date of the then-current term of the Agreement, the Contractor may submit a written request to the City to allow an increase to the prices in an amount not to exceed the twelve (12) month change in the Consumer Price Index for All Urban Consumers (CPI-U), US City Average, All Items, Not Seasonally Adjusted as published by the U.S . Department of Labor, Bureau of Labor Statistics (http ://www .bls .gov/cpi/home .htm ). The City shall review the request for adjustment and respond in writing ; such response and approval shall not be unreasonably withheld. Renewal and Extension Pricing. Any extension of the Agreement will be at the same pricing as the initial term. If the Agreement is renewed in accordance with Section 1, pricing may be adjusted for amounts other than inflation that represent actual costs to the Contractor based on the mutual agreement of the Parties. Contractor may submit a request for a price adjustment along with appropriate supporting documentation demonstrating the cost to the Contractor. Renewal prices shall be firm for the term of the renewal period and may be adjusted thereafter as outlined in Subsection 6.2 . There is no guarantee the City will accept a price adjustment. Invoices. Payment will be made to Contractor following the City's receipt of a properly completed invoice. Any issues regarding billing or invoicing must be directed to the City DepartmenUDivision requesting the Service or Product from the Contractor. A properly comp leted in voice should contain, at a minimum , all of the following : a. Contractor name, address, and contact information; b. City billing information; c. City contract number as listed on the first page of the Agreement; d. Invoice number and date; e. Payment terms; f . Date of Service or delivery of Product; g. Description of Products or Services provided ; h. If Products provided, the quantity delivered and pricing of each unit; Page 4 of 33 328 CC 02-06-2024 328 of 723 i. Applicable taxes; and j. Total amount due . 6.5 Payment of Funds. Contractor acknowledges the City may, at its option and where available use a Procurement Cardle-Payables to make payment for orders under the Agreement; otherwise, payment will be through a traditional method of a check or Electronic Funds Transfer (EFT) as available. 6.6 Disallowed Costs, Overpayment. If at any time the City determines that a cost for which payment was made to Contractor is a disallowed cost, such as an overpayment or a charge for Products/Service not in accordance with the Agreement, the City will notify Contractor in writing of the disallowance; such notice will state the means of correction which may be, but is not limited to, adjustment of any future claim/invoice submitted by Contractor in the amount of the disallowance, or to require repayment of the disallowed amount by Contractor. Contractor will be provided with the opportunity to respond to the notice. 7. Insurance. 7 .1 Contractor must obtain and maintain at its expense throughout the Term of the Agreement, at a minimum, the types and amounts of insurance set forth in this Section 7 from insurance companies authorized to do business in the State of Arizona; the insurance must cover the Products/Service to be provided by Contractor under the Agreement. For any insurance required under the Agreement, Contractor will name the City of Mesa, its agents, representatives, officials, volunteers, officers, elected officials, and employees as additional insured, as evidenced by providing either an additional insured endorsement or proper insurance policy excerpts. Nothing in this Section 7 limits Contractor's responsibility to the City. The insurance requirements herein are minimum requirements for the Agreement and in no way limit any indemnity promise(s) contained in the Agreement. 7.2 The City does not warrant the minimum limits contained herein are sufficient to protect Contractor and subcontractor(s) from liabilities that might arise out of performance under the Agreement by Contractor, its agents, representatives, employees, or subcontractor(s). Contractor is encouraged to purchase additional insurance as Contractor determines may be necessary. 7.3 Each insurance policy required under the Agreement must be in effect at or prior to the execution of the Agreement and remain in effect for the Term of the Agreement. 7.4 Prior to the execution of the Agreement, Contractor will provide the City with a Certificate of Insurance (using an appropriate "ACORD" or equivalent certificate) signed by the issuer with applicable endorsements. The City reserves the right to request additional copies of any or all of the policies, endorsements, or notices relating thereto required under the Agreement. 7 .5 When the City requires a Certificate of Insurance to be furnished, Contractor's insurance is primary of all other sources available. When the City is a certificate holder and/or an additional insured, Contractor agrees no policy will expire, be canceled, or be materially changed to affect the coverage available without advance written notice to the City. 7.6 The policies required by the Agreement must contain a waiver of transfer rights of recovery (waiver of subrogation) against the City, its agents, representatives, officials, volunteers, officers, elected officials, and employees for any claims arising out of the work of Contractor where permitted by law. Page 5 of 33 329 CC 02-06-2024 329 of 723 7.7 All insurance certificates and applicable endorsements are subject to review and approval by the City's Risk Management Division . 7.8 Types and Amounts of Insurance. Contractor must obtain and retain throughout the term of the Agreement, at a minimum, the following: 7.8.1 Worker's compensation insurance in accordance with the provisions of Arizona law. If Contractor operates with no employees, Contractor must provide the City with written proof Contractor has no employees. If employees are hired during the course of this Agreement, Contractor must procure worker's compensations in accordance with Arizona law. 7.8.2 The Contractor shall maintain at all times during the term of this contract, a minimum amount of $1 million per occurrence/$2 million aggregate Commercial General Liability insurance, including Contractual Liability. For Commercial General Liability insurance, the City of Mesa, their agents, officials, volunteers, officers, elected officials or employees shall be named as additional insured, as evidenced by providing an additional insured endorsement. 7.8.3 Automobile liability, bodily injury and property damage with a limit of $1 million per occurrence including owned, hired and non-owned autos. 8. Requirements Contract. Contractor acknowledges and agrees the Agreement is a requirements contract; the Agreement does not guarantee any purchases will be made (minimum or maximum). Orders will only be placed when the City identifies a need and issues a purchase order or a written notice to proceed . The City reserves the right to cancel purchase orders or a notice to proceed within a reasonable period of time of issuance; any such cancellation will be in writing . Should a purchase order or notice to proceed be canceled, the City agrees to reimburse Contractor for any actual and documented costs incurred by Contractor. If the City cancels a purchase order following shipment of the Products but prior to delivery, the City shall pay all freight and handling charges for shipment and return shipment of such Products to Contractor. All returns shall be made in accordance with Contractor's Return Policy found at www.shi.com/returnpol icy and this Agreement, with the terms of this Agreement controlling . The City will not reimburse Contractor for any avoidable costs incurred after receipt of cancellation including, but not limited to, lost profits, shipment of Product, or performance of Services . The City reserves the right to purchase contracted items through other sources if determined in the best interests of the City to do so. 9. Notices. All notices to be given pursuant to the Agreement will be delivered to the Contractor at the address listed on Page 1 of this Agreement. Notice will be delivered pursuant to the requirements set forth the Mesa Standard Terms and Conditions that are attached to the Agreement as Exhibit C . 10. WARRANTY. Contractor warrants that the Services and Products will conform to the requirements of the Agreement. Additionally, Contractor warrants that all Services will be performed in a good , workman-like and professional manner. The City's acceptance of Services or Products provided by Contractor will not relieve Contractor from its obligations under this warranty. If any Products or Services are of a substandard or unsatisfactory manner as determined by the City, Contractor, at no additional charge to the City, will provide Products or redo such Services until in accordance with this Agreement and to the City's reasonable satisfaction. 11 . OEM PRODUCT WARRANTY. Contractor is a value-added reseller ("VAR ") of Products, not the Original Equipment Manufacturer ("OEM") or licensor, and , except as provided herein , Contractor disclaims any warranty responsibility regarding warranties provided by the OEM for the Products provided under this Agreem e nt ("O EM Product Warranty"). Contractor shall forward th e OEM Product Warranties to the City which are provided to Contractor from the OEM of the Product and , to the extent granted by the OEM , the City shall be the beneficiary of the OEM 's Product Warranties Page 6 of33 330 CC 02-06-2024 330 of 723 12. with respect to the Product. Contractor is not a party to any such terms of the OEM Product Warranty between the City and OEM and the City agrees to look to the OEM for satisfaction of any and all OEM Product Warranty claims related to that OEM's Product. EXCEPT AS OTHERWISE PROVIDED IN THIS AGREEMENT , CONTRACTOR HEREBY DISCLAIMS ALL OTHER WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING , BUT NOT LIMITED TO, ANY WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, WARRANTY OF NONINFRINGEMENT, OR ANY WARRANTY RELATING TO THIRD PARTY SERVICES OR PRODUCTS. THE DISCLAIMER CONTAINED IN THIS PARAGRAPH DOES NOT AFFECT THE TERMS OF ANY OEM PRODUCT WARRANTY. Representations of Contractor. To the best of Contractor's knowledge, Contractor agrees that: a. Contractor has no obligations, legal or otherwise, inconsistent with the terms of the Agreement or with Contractor's undertaking of the relationship with the City; b. Performance of the Services called for by the Agreement do not and will not violate any applicable law, rule, regulation, or any proprietary or other right of any third party; c. Contractor will not use in the performance of Contractor's responsibilities under the Agreement any proprietary information or trade secret of a former employer of its employees (other than City, if applicable); and d. Contractor has not entered into and will not enter into any agreement, whether oral or written, in conflict with the Agreement. 13. Mesa Standard Terms and Conditions. Exhibit C to the Agreement is the Mesa Standard Terms and Conditions as modified by the Parties, which are incorporated by reference into the Agreement as though fully set forth herein. In the event of any inconsistency between the terms of the Agreement and the Mesa Standard Terms and Conditions, the language of the Agreement will control. The Parties or a Party .are referred to as a "party" or "parties" in the Mesa Standard Terms and Conditions. The Term is referred to as the "term" in the Mesa Standard Terms and Conditions. 14. Counterparts and Facsimile or Electronic Signatures . This Agreement may be executed in two (2) or more counterparts, each of which will be deemed an original and all of which , taken together, will constitute one agreement. A facsimile or other electronically delivered signature to the Agreement will be deemed an original and binding upon the Party against whom enforcement is sought. 15. Incorporation of Recitals and Exhibits. All Recitals and Exhibits to the Agreement are hereby incorporated by reference into the Agreement as if written out and included herein . In the event of any inconsistency between the terms of the body of the Agreement and the Exhibits, the language of the Agreement will control. Exhibits to this Agreement are the following: (A) Scope of Work/ Technical Specifications (B) Pricing (C) Mesa Standard Terms and Conditions 16. Attorneys' Fees. The prevailing Party in any litigation arising out of the Agreement will be entitled to the recovery of its reasonable attorney's fees, court costs, and other litigation related costs and fees from the other Party. 17. Title, Risk of Loss, Returns. Contractor shall transfer to the City good and merchantable title to the Product, free from all liens , encumbrances and claims of others, upon delivery of the Product to and its receipt by the City, at which time title and risk of loss shall vest fully in the City, unless Page 7 of 33 331 CC 02-06-2024 331 of 723 notice of rejection is provided to Contractor's authorized representative within three (3) business days after such delivery. All returns of Product shall be made in accordance with this Agreement and Contractor's Return Policy found at www.shi.com/returnpolicy. with the terms of the Agreement controlling. 18. Additional Acts . The Parties agree to execute promptly such other documents and to perform such other acts as may be reasonably necessary to carry out the purpose and intent of the Agreement. 19. Headings. The headings of the Agreement are for reference only and will not limit or define the meaning of any provision of the Agreement. By executing below, each Party acknowledges that it understands, approves, and accepts all of the terms of the Agreement and the attached exhibits. IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first above written. SHI INTERNATIONAL CORP. By:--'-~~------- Cassie Skelton Printed Name Printed Name ~ 1 ~S SeaJlc.£5 D, ~ Contracts Manager ----=---------------Title Tit I e 2-27-/8) 2/27/18 Date Date REVIEWE~ By: tl..lJ 4...-V ! Page 8 of 33 332 CC 02-06-2024 332 of 723 EXHIBIT A SCOPE OF WORK 1. MINIMUM REQUIREMENTS. Contractor must meet the following minimum qualifications: a. A full range of information technology solution Products and Services to meet varying requirements of governmental agencies . b. Have a strong national presence as a computer solutions provider. c . Have a distribution model capable of delivering Products, free of charge, in a timely manner on a nationwide basis. d. Have a demonstrated sales presence . e. Ability to provide a toll-free telephone and state of the art electronic facsimile and internet ordering and billing capabilities. f. Be able to meet the minimum requirements of the cooperative purchasing program detailed herein . 2. ORDERING. Although the City is open to alternate ordering methods, the primary methods for customers placing orders with the Contractor is through the following: a. Online b. Telephone c. Fax d. Email 3. SCOPE OF PRODUCTS. Contractor will provide the ab ility to purchase a comprehensive, wide variety of Information Technology Solution Products including but not limited to the following categories : a. Persona l Computer Systems : National brand name desktop PCs, notebooks and laptops from Enterprise Tier and Middle Tier Contractors that are business related computers , manufactured by companies, such as , Apple, COMPAQ, Dell, Gateway, Hewlett Packard , IBM / Lenovo and Toshiba . b. Standard Business Workstation : These will be used for typical tasks, wh ich will include word processing , spreadsheet analysis , database management, business graphics , statistical analysis, internet, and other office automation activities. Product will include the operating system license, software media and documentation in the hardware shipment. c. High End Workstation: These will be used by application developers using GIS, CASE or other high-level language development tools, Computer Aided Design and Drafting professional , Internet Application developers or other sophisticated application work. Product will include the operating system license, software media and documentation in the hardware shipment. d. Laptop Computer or Notebook: These will be used by traveling or remote access users for typical office automation and business productivity use. With a port replicator or docking station , it may also be used as a standard desktop. Product will include the operating system license, software media and documentation in the hardware shipment. e. Network Equipment: This includes equipment primarily used for communications over an IP network . This includes layer 2 and layer 3 switches, routers, area wireless access points, point-to-point wireless access, optics , media interfaces (i.e. serial , T1 , T3 , OC3) and fiber channel. Class of equipment should include home office , small and medium bu s in es s, and enterp rise. Contractors may inc lude, but not limited to, Cisco Systems, Dell , Page 9 of 33 333 CC 02-06-2024 333 of 723 4. 5. Juniper Networks, HP, Extreme Networks, Enterasys Networks, D-Link, Netgear, and Brocade Communications Systems. f . Monitors: These will include plug and play compatible monitors that are manufactured for the above systems and/or any other brand that may be specifically called for by the ordering entity and which meet the most current UL and OSHA requirements. g . Computer and Network Products and Peripherals: Complete availability of major manufacturers Product lines on items such as, but not limited to RAM, graphic accelerator cards, network interface cards, cables, printers, scanners, keyboards, drives, memory cards, cables, batteries, etc. h. Services: Services such as cloud computing, consulting, technical support, leasing/financing, trade-ins, repair, design, analysis, configuration, implementation , installation, training, and maintenance, etc. In addition, Services which are related to the design, use or operation of the Products being purchased such as system configurations, testing, hardware/software installation, upgrades, imaging, etc. i. j . Note: All hardware must come fully assembled . For example, if extra memory, additional drives or peripherals are ordered , the Contractor must install them unless the Participating Agency request they not be installed. Contractor shall provide these assembly and installation services as stated in the applicable Order; any additional terms and costs that may apply will be identified in the quote. In cases of custom configuration (e.g.: imaging, etching, kitting, build to order machines, rack and stack servers) and large roll outs, there may be an additional cost associated with assembly. Any additional costs will be noted at the time of quoting . Installation/deployment projects typically are governed by a scope of work specific to the project which may require an additional cost. If installation is requested the Contractor will review options and provide the scope of work as well as any associated costs at the time of quoting . Comprehensive Product Offering : Contractor's complete catalog and Services set forth in Exhibit B shall be available. The City reserves the right to accept or reject any or all items offered. Financing: Options available such as lease programs and conditional sales contracts. LICENSES. Participating Agencies may be required to sign a separate agreement, rider or End User Licensing Agreement ("EULA·) as required by manufacturers. DEFECTIVE PRODUCT. All defective Products shall be replaced and exchanged by the Contractor at no cost to the City in accordance with this Agreement and Contractor's Return Policy found at www.shi.com/returnpolicy, with the terms of this Agreement controlling. Contractor will order a replacement unit within one (1) business day of notice of damage, defect or DOA from the City. The cost of transportation, unpacking, inspection, re-packing , re-shipping or other like expenses shall be paid by the Contractor. All replacement Products must be received by the City within seven (7) days of initial notification. Page 10 of 33 334 CC 02-06-2024 334 of 723 Item # Product 1) Group 1-Systems 2) Group 2 -Input Devices 3) Group 3 -Output Devices EXHIBIT B PRICING Product/ Group 1) Desktops 2) Notebooks 3) Tablets 4) Servers (1 Processor, 2 Processor, 4+ Processor, Blade, Tower, Unix, Handhelds, etc) 5) Keyboards 6) Mice 7) Imaging Scanners 8} POS Scanners 9} Pointing Devices 10) Bar Code Readers 11) Audio Input 12) Input Adapters 13) PC and Network Cameras 14) Input Cables 15) Input Accessories 16) Disp lays 17) Printers Page 11 of 33 Discount Manufacturer Name 4 .50% SH l's Full Catalog of Systems 4.50% SH l's Full Catalog of Systems 4.50% SH l's Full Catalog of Systems 4.50% SH l's Full Catalog of Systems 5.00% SH l 's Full Catalog of Input Devices 5 .00% SH l 's Full Catalog of Input Devices 4.00% SH l 's Full Catalog of Input Devices 4.00% SH l 's Full Catalog of Input Devices 4.00% SH l 's Full Catalog of Input Devices 4 .00% SH l 's Full Catalog of Input Devices 4.00% SH l 's Full Catalog of Input Devices 4.00% SH l's Full Catalog of Input Devices 4.00% SH l 's Full Catalog of Input Devices 4.00% SH l 's Full Catalog of Input Devices 4.00% SH l's Full Catalog of Input Devices 4.50% SH l's Full Catalog of Output Devices 4.50% SH l's Full Catalog of Output Devices 335 CC 02-06-2024 335 of 723 4.50% SH l's Full Catalog of 18) Inkjet Printers Output Devices 4.50% SH l's Full Catalog of 19) Inkjet Photo Printers Output Devices 4.50% SH l's Full Catalog of 20) Laser Printers Output Devices 4.50% SH l's Full Catalog of 21) Label Printers Output Devices 4.50% SH l's Full Catalog of 22) Dot Matrix Printers Output Devices 4.50% SH l's Full Catalog of 23) Multi-Function Printers Output Devices 4.50% SH l's Full Catalog of 24) Wide Format Printers Output Devices 4.50% SH l's Full Catalog of 25) Multi-Function Inkjet Printers Output Devices 4.50% SH l's Full Catalog of 26) Wide Format Printers Output Devices 4.50% SH l's Full Catalog of 27) Fax Machine Printers Output Devices 4.50% SH l's Full Catalog of 28) Printer Accessories Output Devices 4.50% SH l 's Full Catalog of 29) Projectors Output Devices 4.50% SH l's Full Catalog of 30) Projector Accessories Output Devices 4.50% SH l's Full Catalog of 31) Audio Input Output Devices 4.50% SH l 's Full Catalog of 32) Video Cards Output Devices 4.50% SH l's Full Catalog of 33) Sound Cards Output Devices 4.50% SH l's Full Catalog of 34) Output Accessories Output Devices 4.50% SHl's Full Catalog of 35) Printer Consumables Output Devices 36) Desktop 4.50% SHl's Full Catalog of Memory 4) Group 4-Memory 37) Flash 4.50% SH l's Full Catalog of Memory Page 12 of 33 336 CC 02-06-2024 336 of 723 38) Networking 4.50% SH l's Full Catalog of Memory 39) Notebook 4.50% SH l's Full Catalog of Memory 40) Printer/ Fax 4.50% SH l's Full Catalog of Memory 41) Server 4.50% SH l's Full Catalog of Memory 4.00% SH l's Full Catalog of 42) Adapters Fiber Channel Storage Devices 4.00% SH l's Full Catalog of 43) Adapters FireWire / USB Storage Devices 4.00% SH l's Full Catalog of 44) Adapters IDE/ATA/SATA Storage Devices 4.00% SH l's Full Catalog of 45) Adapters RAID Storage Devices 4.00% SH l's Full Catalog of 46) Adapters SCSI Storage Devices 4.00% SH l's Full Catalog of 47) Bridges & Routers Storage Devices 48) Disk Arrays 4.00% SH l's Full Catalog of Storage Devices 49) Disk Arrays JBOD 4.00% SH l's Full Catalog of Storage Devices 5) Group 5 -Storage Devices SO) Drives Magneto-Optical 4.00% SH l's Full Catalog of Storage Devices 51) Drives Removable Disks 4.00% SH l's Full Catalog of Storage Devices 52) Fiber Channel Switches 4.00% SH l's Full Catalog of Storage Devices 53) Hard Disks -External 4.00% SH l's Full Catalog of Storage Devices 4.00% SH l's Full Catalog of 54) Hard Disks -Fiber Channel Storage Devices 4.00% SHl's Full Catalog of 55) Hard Disks -IDE/ATA/S Storage Devices 4.00% SH l's Full Catalog of 56) Hard Disks -Notebook Storage Devices 4.00% SHl's Full Catalog of 57) Hard Disks -SCSI Storage Devices Page 13 of 33 337 CC 02-06-2024 337 of 723 4.00% SH l's Full Catalog of 58) Networking Accessories Storage Devices 4.00% SH l's Full Catalog of 59) Optical Drives -CD-ROM Storage Devices 4.00% SH l's Full Catalog of 60) Optical Drives -CD-RW Storage Devices 61) Optical Drives -DVD-CD 4.00% SH l's Full Catalog of Storage Devices 62) Optical Drives -DVD-RW 4.00% SH l's Full Catalog of Storage Devices 63) Storage Accessories 4.00% SHl's Full Catalog of Storage Devices 64) Storage -NAS 4.00% SH l's Full Catalog of Storage Devices 65) Storage -SAN 4.00% SH l's Full Catalog of Storage Devices 66) Tape Autoloaders -AIT 4.00% SH l's Full Catalog of Storage Devices 4.00% SH l's Full Catalog of 67) Tape Autoloaders -DAT Storage Devices 4.00% SH l's Full Catalog of 68) Tape Autoloaders -DLT Storage Devices 4.00% SH l's Full Catalog of 69) Tape Autoloaders -LTO Storage Devices 4.00% SH l 's Full Catalog of 70) Tape Drives -4mm Storage Devices 4.00% SH l's Full Catalog of 71) Tape Drives -8mm/VXA Storage Devices 4.00% SH l's Full Catalog of 72) Tape Drives -AIT Storage Devices 4.00% SH l's Full Catalog of 73) Tape Drives -DAT Storage Devices 74) Tape Drives -DLT 4.00% SH l 's Full Catalog of Storage Devices 75) Tape Drives -LTO/Ultrium 4.00% SHl's Full Catalog of Storage Devices 76) Tape Drives SOLT 4.00% SH l 's Full Catalog of Storage Devices 77) Tape Drives -Travan 4.00% SH l's Full Catalog of Storage Devices Page 14of 33 338 CC 02-06-2024 338 of 723 78) 10/100 Hubs & Switches 5.00% SH l's Full Catalog of Network Equipment 79) Bridges & Routers 5.00% SH l's Full Catalog of Network Equipment 5.00% SH l 's Full Catalog of 80) Gigabit Hubs & Switches Network Equipment 5.00% SH l 's Full Catalog of 81) Concentrators & Multiplexers Network Equipment 5.00% SH l's Full Catalog of 82) Hardware Firewalls Network Equipment 5.00% SH l's Full Catalog of 83) Intrusion Detection Network Equipment 5.00% SH l 's Full Catalog of 84) KVM Network Equ ipment 5.00% SH l's Full Catalog of 85) Modems Network Equipment 6) Group 6 -Network 5.00% SH l 's Full Catalog of Equipment 86) Network Test Equipment Network Equipment 5.00% SH l's Full Catalog of 87) Network Adapters Network Equipment 5.00% SHl's Full Catalog of 88) Network Cables Network Equipment 5.00% SH l's Full Catalog of 89) Network Accessories Network Equipment 5.00% SH l's Full Catalog of 90) Repeaters & Transceivers Network Equipment 5.00% SH l's Full Catalog of 91) Wireless LAN Accessories Network Equipment 5.00% SHl 's Full Catalog of 92) Token Authentication Network Equipment 5.00% SHl's Full Catalog of 93) l0G Fiber Optic Transceivers Network Equipment 5.00% SH l's Full Catalog of 94) lG Fiber Optic Tra nsceivers Network Equipment 95) Licensing Packages 4.50% SH l's Full Catalog of (e.g. Microsoft) Software 7) Group 7 -Software 4.50% SH l's Full Catalog of 96) Licensing Backup Software 4.50% SH l's Full Catalog of 97) Licensing Barcode/OC Software Page 15 of 33 339 CC 02-06-2024 339 of 723 4.50% SH l's Full Catalog of 98) Licensing Business Application Software 4.50% SH l's Full Catalog of 99) Licensing CAD/CAM Software 4.50% SH l's Full Catalog of 100) Licensing -Cloning Software 4.50% SH l's Full Catalog of 101) Licensing -Computer Services Software 4.50% SHl's Full Catalog of 102) Licensing -Database Software 4.50% SH l's Fu ll Catalog of 103) Licensing -Development Software 4.50% SH l 's Full Catalog of 104) Licensing -Entertainment Software 4.50% SH l's Fu ll Catalog of 105) Licensing -Financial Software 4.50% SH l 's Full Catalog of 106) Licensing -Flow Chart Software 4 .50% SH l's Full Catalog of 107) Licensing -Graphic Design Software 4.50% SH l 's Full Catalog of 108) Licensing -Handheld Software 4.50% SH l 's Full Catalog of 109) Licensing -Network OS Software 4.50% SHl's Full Catalog of 110) Licensing -OS Software 111) Licensing -Personal 4.50% SH l's Full Catalog of Organization Software 4 .50% SHl's Full Catalog of 112) Licensing -Presentation Software 4 .50% SH l's Full Catalog of 113) Licensing -Reference Software 4.50% SH l's Full Catalog of 114) Licensing -Report Analysis Software 4.50% SH l's Full Catalog of 115) Licensing -Spreadsheet Software 4.50% SH l's Full Catalog of 116) Licensing -Utilities Software 4.50% SH l's Full Catalog of 117) Licensing -Warranties Software Page 16 of 33 340 CC 02-06-2024 340 of 723 4.50% SH l's Full Catalog of 118) Licensing -Web Development Software 4.50% SH l's Full Catalog of ' 119) Licensing -Word Processing Software 4.50% SH l's Full Catalog of 120) Software -Backup Software 4.50% SH l's Full Catalog of 121) Software -Barcode / OCR Software 122) Software -Business 4.50% SH l's Full Catalog of Application Software 4.50% SH l 's Full Catalog of 123) Software -CAD/CAM Software 4.50% SH l's Full Catalog of 124) Software -Cloning Software 4.50% SH l's Full Catalog of 125) Software -Computer Services Software 4.50% SH l's Full Catalog of 126) Software -Database Software 4.50% SH l's Full Catalog of 127) Software -Development Software 4.50% SH l 's Full Catalog of 128) Software -Entertainment Software 4.50% SH l's Full Catalog of 129) Software -Financial Software 4.50% SH l's Full Catalog of 130) Software -Flow Chart Software 4.50% SH l's Full Catalog of 131) Software -Graphic Design Software 4.50% SH l's Full Catalog of 132) Software -Handheld Software 4.50% SH l's Full Catalog of 133) Software -OS Software 134) Software -Personal 4.50% SH l's Full Catalog of Organization Software 4.50% SH l's Full Catalog of 135) Software -Presentation Software 4.50% SH l's Full Catalog of 136) Software -Reference Software 4.50% SH l's Full Catalog of 137) Software -Report Ana lysis Software Page 17 of33 341 CC 02-06-2024 341 of 723 4.50% SH l 's Full Catalog of 138) Software -Spreadsheet Software 4.50% SH l's Full Catalog of 139) Software -Utilities Software 4 .50% SH l's Full Catalog of 140) Software -Warranties Software 4 .50% SHl 's Full Catalog of 141) Software -Web Development Software 4.50% SH l's Full Catalog of 142) Software -Word Processing Software 4 .00% SH l's Full Catalog of 143) Media -4mm tape Media Supplies 4.00% SH l's Full Catalog of 144) Media -AIT tape Media Supplies 4.00% SH l's Full Catalog of 145) Media -DAT tape Media Supplies 4.00% SHl's Full Catalog of 146) Media-DLTtape Media Supplies 147) Media LTO / Ultrium tape 4.00% SH l's Full Catalog of drive Media Supplies 8) Group 8 -Media Supplies 4 .00% SHl 's Full Catalog of 148) Media -Magneto -Optical Media Supplies 4.00% SH l's Full Catalog of 149) Media -Optical Media Supplies 4.00% SHl's Full Catalog of 150) Media -SLR tape Media Supplies 4.00% SH l's Full Catalog of 151) Media -Travan tape Media Supplies 4.00% SHl's Full Catalog of 152) Media -VXA tape Media Supplies 4.00% SH l 's Full Catalog of 153) Media -zip Media Supplies 4.00% SH l's Full Catalog of Collaboration and IP 154) IP phones Te lephony Group 9 -Collaboration & 4.00% SH l 's Full Catalog of 9) IP Telephony Collaboration and IP 155) Video conferencing products Telephony 4.00% SH l 's Full Catalog of Collaboration and IP 156) Voice gateways / servers Telephony Page 18 of 33 342 CC 02-06-2024 342 of 723 4.00% SH l's Full Catalog of Co llaboration and IP 15 7) Headsets Te lephony 4.00% SH l's Full Catalog of Collaboration and IP 15 8 ) Audio conferencing products Telephony 4.00% SH l 's Full Catalog of Collaboration and IP lS9) Analog phones Telephony 4.00% SH l's Full Catalog of Collaboration and IP 160) Accessories Telephony 4 .00% SH l's Full Catalog of 161) Advanced I ntegration Other 4.00% SH l's Full Catalog of 162) Asset Disposal Other 4.00% SH l 's Full Catalog of 163) Asset Management Other 4.00% SH l's Full Catalog of 164) Cables Other 4.00% SH l 's Full Catalog of 165) Cables -custom Other 4.00% SH l's Full Catalog of 166) Cables -printer Other 4.00% SH l's Full Catalog of Other 167) Complex warranties 4.00% SH l 's Full Catalog of 10) Group 10 -Other 168) Desktop Accessories Other 4 .00% SH l's Full Catalog of 169) Display Accessories Other 4 .00% SH l 's Full Catalog of 170) Electronic Services Other 4 .00% SHl's Full Catalog of 171) Handheld Accessories Other 4.00 % SHl 's Full Catalog of ll2) Imaging Accessories Other 4.0 0% SH l 's Full Catalog of 173) Imaging _ Camcorders Other 4.0 0% SHl's Full Catalog of 174) Imaging _ Digital Cameras Other Page 19 of 33 343 CC 02-06-2024 343 of 723 4.00% SHl's Full Catalog of 17 5 ) Internal Lab Service Ot her 4.00% SH l's Full Catalog of 17 6) Labfees 0 ther 4.00% SH l's Full Catalog of 177) Managed Services Other 4 .00% SH l's Full Catalog of 178) Miscellaneous solutions Other 4.00% SH l's Full Catalog of 179) Mounting hardware for Other vehicles 4 .00% SH l's Full Catalog of 180) Networking Warranties Other 4.00% SH l's Full Catalog of 181) Notebook Accessories Other 4.00% SH l's Full Catalog of 182) Notebook Batteries Other 4.00% SH l's Full Catalog of 183 ) PC Lab order services Other 4.00% SH l's Full Catalog of 184) POS Accessories Other 4.00% SH l's Full Catalog of 185) POS Displays Other 4 .00% SH l's Full Catalog of 186) Power Accessories Other 4 .00% SHl's Full Catalog of 187) Power Surge Protection Other 4.00% SH l's Full Catalog of 188) Power UPS Other 4.00% SH l's Full Catalog of 189) Server Accessories Other 4.00% SH l's Full Catalog of l90) service Charge Other 4.00% SH l's Full Catalog of 191) System components Other 4.00% SH l's Full Catalog of 192) Training Courses Other 4.00 % SH l 's Full Catalog of 193) Train ing Reference Manuals Other 4.0 0% SHl's Full Catalog of 194) Warranties -Electronic Other Page 20 of 33 344 CC 02-06-2024 344 of 723 4.00% SH l's Full Catalog of 195) iPAD / Tablet Stylus Other 4.00% SH l's Full Catalog of 196) Mouse / Wrist Pads Other 4.00% SH l's Full Catalog of 197) Security Locks and Hardware Other 4.00% SHl's Full Catalog of 198) Tools Other 199) Document Scanner 4.00% SH l's Full Catalog of Accessories Other 4.00% SHl's Full Catalog of 200) Flatbed Scanners Other 4.00% SH l's Full Catalog of 201) Mobile Scanners Other 4.00% SH l's Full Catalog of 202) Network Scanners Other 4.00% SH l 's Full Catalog of 203) Sheet fed Scanners Other 4.00% SH l's Full Catalog of 204) Wide Format Scanners Other 205) Workgroup / Department 4.00% SH l's Full Catalog of Scanner Other 4 .00% SH l's Full Catalog of 206) Build to Order Desktops Other 4.00% SH l's Full Catalog of 207) Nettop Other 4 .00% SH l's Full Catalog of 208) Point of Sale Other 4.00% SH l's Full Catalog of 209) Ultra Small Form Factor Other 210) Apple/ Mac Memory 4.00% SH l's Full Catalog of Upgrades Other 4.00% SHl's Full Catalog of 211) Chips/ SIMMs/SIPPs / ROMs Other 4 .00% SH l's Full Catalog of 212) Computer Cases Other 4.00% SH l's Full Catalog of 213) CPUs/ Fans Other 4.00% SH l's Full Catalog of 214) Memory Accessories Other Page 21 of 33 345 CC 02-06-2024 345 of 723 4.00% SH l's Full Catalog of 215) Motherboards/ Chassis Other 4.00% SH l's Full Catalog of 216) 1 - 2 port Serial Boards Other 4.00% SH l's Full Catalog of 217) 3+ port Serial Boards Other 4.00% SH l's Full Catalog of 218) Console Server Other 4.00% SH l's Full Catalog of 219) Device Server Other 4.00% SH l's Full Catalog of 220) Terminal Server Other 4.00% SH l's Full Catalog of 221) Content Management Other 4.00% SH l's Full Catalog of 222) Firewall/ VPN Appliances Other 223) Multifunction Security 4.00% SH l's Full Catalog of Appliances Other 4.00% SHl's Full Catalog of 224) Network Camera Accessories Other 4.00% SH l's Full Catalog of 225) Network Cameras Other 226) Physical/Environmental 4.00% SH l's Full Catalog of Security Other 227) Security Appliance 4.00% SH l's Full Catalog of Accessories Other 4.00% SH l's Full Catalog of 228) Security Tokens Other 4.00% SH l's Full Catalog of 229) Unified Threat Management Other 4.00% SH l's Full Catalog of 230) 2-way Radios/ Walkie Talkies Other 4.00% SHl's Full Catalog of 231) Apple Notebooks Other 232) Convertible PCs/ Slate PCs/ 4.00% SH l's Full Catalog of iPAD Other 4.00% SH l's Full Catalog of 233) iPAD Other 4.00% SH l's Full Catalog of 234) Slate Tablet Computers Other Page 22 of 33 346 CC 02-06-2024 346 of 723 4.00% SHl's Full Catalog of 235 ) GPS/ PDA Ot her SH l's Full Catalog of 4.00% 23 6) Wireless Communication Other De vices 4.00% SHl's Full Catalog of 23 7) Batteries Other 4.00% SHl's Full Catalog of 23 8) Power Supplies/ Adapters Other 4.00% SHl's Full Catalog of 239) Rackmountain Equipment Other 4 .00% SHl's Full Catalog of 240) Remote Power Management Other 4.00% SHl's Full Catalog of 241 ) Surge Suppressors Other 4.00% SHl's Full Catalog of 242) UPS/ Battery Backup Other - 4.00% SH l's Full Catalog of 243) 14" & smaller LCD Display Other 4.00% SH l's Full Catalog of 244) 15-19" LCD Display Other 4.00% SH l's Full Catalog of 245) 15-19" Wide LCD Display Other 4.00% SH l's Full Catalog of 246) 15-19" Wide LED Display Other 4.00% SH l's Full Catalog of 247 ) 20-30" LCD Display Other 4.00% SH l's Full Catalog of 248) 20-30" Wide LCD Display Other 4.00% SHl's Full Catalog of 249) 20-30" Wide LED Display Other 4.00% SH l's Full Catalog of 250) PColP and Zero Client Displays Other 4.00 % SH l's Full Catalog of 251) Arm Mounts Other 4.00 % SH l's Full Catalog of 252) Ceiling Mounts Other 4.0 0% SH l's Full Catalog of 253) Combo Mounts Other 4.0 0% SH l's Full Catalog of 254) Desktop Stands/ Risers Other Page 23 of 33 347 CC 02-06-2024 347 of 723 4.00% SHl's Full Catalog of 255) Flat Wall Mounts Other 4.00% SH l's Full Catalog of 256) Mount Accessories Other 4.00% SH l's Full Catalog of 257) Pole Display Other 4 .00% SH l 's Full Catalog of 258) Stands/ Carts/ Feet Other 4.00% SH l 's Full Catalog of 259) Tilt Wall Mounts Other 4 .00% SH l's Full Catalog of 260) C-Cure Products Other 4.00% SH l 's Full Catalog of 261) lstar Products Other SERVICE STANDARD DISCOUNT FROM HOURLY RATE STANDARD RATE Design and Analysis $ 125.00 4% Configuration $ 165.00 4% Implementation $ 185.00 4% 11) Group 11 -Services Installation $ 185.00 4% Training $ 99.00 4% Maintenance & Support $ 99 .00 4% All other Current and Future Products not specifically identified here will be offered at a 4% discount off SHI Advertised List price. Please see description below for more information on SHl 's discount model for this contract. All d iscounts a rticulated he r e re present the m i nimum discou nts off SHI Advertised List Price; actual discounts may be significantly higher. Page 24 of 33 348 CC 02-06-2024 348 of 723 The comprehensive SHI offering for National IPA consists of all hardware, software, and services available to our customers in the public sector marketplace. The discount structure offered to National IPA is based on our Advertised Price List which can be located on www.shi.com. In many cases, SHI Advertised List Price already reflects a substantial discount off of Manufacturer Published List prices. Given the breadth of manufacturers and products that SHI offers, there will be many opportunities for SHI to secure additional discounts for eligible contract users. We work to provide your contract users with the most advantageous pricing available, above and beyond the minimum discounts offered, whenever possible. SHI prides ourselves on being honest and transparent with our customers especially when it comes to pricing. We base our discount structure on SHI Advertised Price as this is a verifiable source. We do not inflate this Advertised Price for RFPs in order to make our discounts appear larger. Other vendors may use MSRP or Publisher List price, which can be unreliable as a pricelist may not exist for every product, a pricelist can change from day to day, and a pricelist can be inconsistent depending on where you source the information from. When a vendor manipulates contract language in this manner or uses a loose definition of cost, it results in an increase in profit for them and higher prices for customers. SHI is willing to provide complete transparency over the life of the contract as it relates to our costs and what we charge National IPA customers. Page 25 of 33 349 CC 02-06-2024 349 of 723 EXHIBIT C MESA STANDARD TERMS AND CONDITIONS 1. INDEPENDENT CONTRACTOR. It is expressly understood that the relationship of Contractor to the City will be that of an independent contractor. Contractor and all persons employed by Contractor, either directly or indirectly, are Contractor's employees, not City employees. Accordingly, Contractor and Contractor's employees are not entitled to any benefits provided to City employees including, but not limited to, health benefits, enrollment in a retirement system, paid time off or other rights afforded City employees. Contractor employees will not be regarded as City employees or agents for any purpose, including the payment of unemployment or workers' compensation. If any Contractor employees or subcontractors assert a claim for wages or other employment benefits against the City, Contractor will defend, indemnify and hold harmless the City from all such claims . 2. SUBCONTRACTING. Contractor may not subcontract work under this Agreement without the express written permission of the City. If Contractor has received authorization to subcontract work, it is agreed that all subcontractors performing work under the Agreement must comply with its provisions. Further, all agreements between Contractor and its subcontractors must provide that the terms and conditions of this Agreement be incorporated therein. 3. ASSIGNMENT. This Agreement may not be assigned either in whole or in part without first receiving the other Party's written consent. Any attempted assignment, either in whole or in part, without such consent will be null and void and in such event the other Party will have the right at its option to terminate the Agreement. No granting of consent to any assignment will relieve either Party from any of its obligations and liabilities under the Agreement. Notwithstanding the foregoing, either Party may assign this Agreement and its rights, interests, liabilities and obligations thereunder to a successor pursuant to a merger, consolidation or sale of all or substantially all its assets following sixty (60) days written notice. 4 . SUCCESSORS AND ASSIGNS, BINDING EFFECT. This Agreement will be binding upon and inure to the benefit of the parties and their respective permitted successors and assigns. 5. NO THIRD-PARTY BENEFICIARIES. This Agreement is intended for the exclusive benefit of the parties. Nothing set forth in this Agreement is intended to create, or will create, any benefits, rights, or responsibilities in any third parties. 6. NON-EXCLUSIVITY. The City, in its sole discretion, reserves the right to request the Products or Services set forth herein from other sources when deemed necessary and appropriate. No exclusive rights are encompassed through this Agreement. 7. AMENDMENTS. There will be no oral changes to this Agreement. This Agreement can only be modified in a writing signed by both parties. No charge for extra work or Product will be allowed unless approved in writing, in advance, by the City and Contractor. 8. TIME OF THE ESSENCE. Time is of the essence to the performance of the parties' obligations under this Agreement. 9. COMPLIANCE WITH APPLICABLE LAWS. a . General . Contractor must procure all permits and licenses, and pay all charges and fees necessary and incidental to the lawful conduct of business. Contractor must stay fully informed of existing and future federal, state, and local laws, ordinances, and regulations that in any manner affect the fulfillment of this Agreement and must comply with the same at its own expense. Contractor bears full responsibility for training, safety, and providing necessary equipment for all Contractor personnel to achieve throughout the term of the Agreement. Upon request, Contractor will demonstrate to the City's satisfaction any programs, procedures, and other activities used to ensure compliance. Page 26 of33 350 CC 02-06-2024 350 of 723 b. Drug-Free Workplace. Contractor is hereby advised that the City has adopted a policy establishing a drug-free workplace for itself and those doing business with the City to ensure the safety and health of all persons working on City contracts and projects. Contractor will require a drug-free workplace for all Contractor personnel working under this Agreement. Specifically, all Contractor personnel who are working under this Agreement must be notified in writing by Contractor that they are prohibited from the manufacture, distribution, dispensation, possession, or unlawful use of a controlled substance in the workplace. Contractor agrees to prohibit the use of intoxicating substances by all Contractor personnel, and will ensure that Contractor personnel do not use or possess illegal drugs while in the course of performing their duties. c. Federal and State Immigration Laws. Contractor agrees to comply with the Immigration Reform and Control Act of 1986 (IRCA) in performance under this Agreement and to permit the City and its agents to inspect applicable personnel records to verify such compliance as permitted by law. Contractor will ensure and keep appropriate records to demonstrate that all Contractor personnel have a legal right to live and work in the United States . i. As applicable to Contractor, under the provisions of A. RS. § 41-4401 , Contractor hereby warrants to the City that Contractor and each of its subcontractors will comply with, and are contractually obligated to comply with, all federal immigration laws and regulations that relate to their employees and A.RS. § 23-214(A) (hereinafter "Contractor Immigration Warranty"). ii. A breach of the Contractor Immigration Warranty will constitute as a material breach of this Agreement and will subject Contractor to penalties up to and including termination of this Agreement at the sole discretion of the City. iii. The City retains the legal right to inspect the papers of all Contractor personnel who provide services under this Agreement to ensure that Contractor or its subcontractors are complying with the Contractor Immigration Warranty. Contractor agrees to assist the City in regard to any such inspections. iv. The City may, at its sole discretion, conduct random verification of the employment records of Contractor and any subcontractor to ensure compliance with the Contractor Immigration Warranty. Contractor agrees to assist the City in regard to any random verification performed. v. Neither Contractor nor any subcontractor will be deemed to have materially breached the Contractor Immigration Warranty if Contractor or subcontractor establishes that it has complied with the employment verification provisions prescribed by Sections 274A and 2748 of the Federal Immigration and Nationality Act and the E-Verify requirements prescribed by A.RS. § 23-214 (A). d. Nondiscrimination. Contractor represents and warrants that it does not discriminate against any employee or applicant for employment or person to whom it provides services because of race, color, religion, sex, national origin, or disability, and represents and warrants that it complies with all applicable federal, state, and local laws and executive orders regarding employment. Contractor and Contractor's personnel will comply with applicable provisions of Title VII of the U.S . Civil Rights Act of 1964, as amended, Section 504 of the Federal Rehabilitation Act, the Americans with Disabilities Act (42 U.S.C . § 12101 et seq .), and applicable rules in performance under this Agreement. e. State Sponsors of Terrorism Prohibition. Per A.RS. § 35-392, Contractor must not be in violation of section 60) of the Federal Export Administration Act and subsequently prohibited by the State of Arizona from selling goods of services to the City. 10. SALES/USE TAX, OTHER TAXES. a . Contractor is responsible for the payment of all taxes including federal, state, and local taxes related to or arising out of Contractor's Services under this Agreement, including by way of illustration but not limitation, federal and state income tax, Social Security tax, Page 27 of 33 351 CC 02-06-2024 351 of 723 unemployment insurance taxes, and any other taxes or business license fees as required. If any taxing authority should deem Contractor or Contractor employees an employee of the City, or should otherwise claim the City is liable for the payment of taxes that are Contractor's responsibility under this Agreement, Contractor will indemnify the City for any tax liability, interest, and penalties imposed upon the City. b. The City is exempt from paying certain federal excise taxes and will furnish an exemption certificate upon request. The City is not exempt from state and local sales/use taxes. 11 . AMOUNTS DUE THE CITY. Contractor must be current and remain current in all obligations due to the City during the performance of Services under the Agreement. Payments to Contractor may be offset by any delinquent amounts due the City or fees and charges owed to the City. 12. PUBLIC RECORDS. Contractor acknowledges that the City is a public entity, subject to Arizona's public records laws (A.R.S. § 39-121 et. seq.) and that any documents related to this Agreement may be subject to disclosure pursuant to state law in response to a public records request or to subpoena or other judicial process. 12.1 . If Contractor believes document related to the Agreement contains trade secrets or other proprietary data, Contractor must notify the City and include with the notification a statement that explains and supports Contractor's claim. Contractor also must specifically identify the trade secrets or other proprietary data that Contractor believes should remain confidential. 12.2 . In the event the City determines it is legally required to disclose pursuant to law any documents or information Contractor deems confidential trade secrets or proprietary data, the City, to the extent possible, will provide Contractor with prompt written notice by certified mail, fax, email or other method that tracks delivery status of the requirement to disclose the information so Contractor may seek a protective order from a court having jurisdiction over the matter or obtain other appropriate remedies . The notice will include a time period for Contractor to seek court ordered protection or other legal remedies as deemed appropriate by Contractor. If Contractor does not obtain such court ordered protection by the expiration of said time period, the City may release the information without further notice to Contractor. 13. AUDITS AND RECORDS. Contractor must preserve the records related to this Agreement for six (6) years after completion of the Agreement. The City or its authorized agent reserves the right to inspect any records related to the performance of work specified herein. In addition, the City may inspect any and all payroll, billing or other relevant records kept by Contractor in relation to the Agreement. Contractor will permit such inspections and audits during normal business hours and upon reasonable notice by the City. The audit of records may occur at Contractor's place of business or at City offices, as determined by the City. 14. BACKGROUND CHECK. The City may conduct criminal, driver history, and all other requested background checks of Contractor personnel who would perform Services under the Agreement or who will have access to the City's information, data, or facilities in accordance with the City's current background check policies. Any officer, employee, or agent that fails the background check must be replaced immediately for any reasonable cause not prohibited by law. 15. SECURITY CLEARANCE AND REMOVAL OF CONTRACTOR PERSONNEL. The City will have final authority, based on security reasons: (i) to determine when security clearance of Contractor personnel is required; (ii) to determine the nature of the security clearance, up to and including fingerprinting Contractor personnel; and (iii) to determine whether or not any individual or entity may provide Services under this Agreement. If the City objects to any Contractor personnel for any reasonable cause not prohibited by law, then Contractor will, upon notice from the City, remove any such individual from performance of Services under this Agreement. 16. DEFAULT. a. A party will be in default if that party: Page 28 of 33 352 CC 02-06-2024 352 of 723 i. Is or becomes insolvent or is a party to any voluntary bankruptcy or receivership proceeding , makes an assignment for a creditor, or there is any similar action that affects Contractor's capability to perform under the Agreement; ii. Is the subject of a petition for involuntary bankruptcy not removed within sixty (60) calendar days; iii. Conducts business in an unethical manner as set forth in the City Procurement Rules Article 7 or in an illegal manner; or iv. Fails to carry out any term , promise, or condition of the Agreement. b. Contractor will be in default of this Agreement if Contractor is debarred from participating in City procurements and solicitations in accordance with Article 6 of the City's Procurement Rules. c . Notice and Opportunity to Cure. In the event a party is in default then the other party may, at its option and at any time, provide written notice to the defaulting party of the default. The defaulting party will have thirty (30) days from receipt of the notice to cure the default; the thirty (30) day cure period may be extended by mutual agreement of the parties, but no cure period may exceed ninety (90) days. A default notice will be deemed to be sufficient if it is reasonably calculated to provide notice of the nature and extent of such default. Failure of the non-defaulting party to provide notice of the default does not waive any rights under the Agreement. d. Anticipatory Repudiation. Whenever the City in good faith has reason to question Contractor's intent or ability to perform, the City may demand that Contractor give a written assurance of its intent and ability to perform . In the event that the demand is made and no written assurance is given within five (5) calendar days, the City may treat this failure as an anticipatory repudiation of the Agreement. 17. REMEDIES. The remedies set forth in this Agreement are not exclusive . Election of one remedy will not preclude the use of other remedies. In the event of default: a. The non-defaulting party may terminate the Agreement, and the termination will be effective immediately or at such other date as specified by the terminating party. b. The City may purchase the Services required under the Agreement from the open market, complete required work itself, or have it completed at the expense of Contractor. If the cost of obtaining substitute Services exceeds the contract price, the City may recover the excess cost by: (i) requiring immediate reimbursement to the City; (ii) deduction from an unpaid balance due to Contractor; (iii) collection against the proposal and/or performance security, if any; (iv) collection against liquidated damages (if applicable); or (v) a combination of the aforementioned remedies or other remedies as provided by law. Costs includes any and all, fees, and expenses incurred in obtaining substitute Services and expended in obtaining reimbursement, including, but not limited to, administrative expenses, attorneys' fees, and costs . c. The non-defaulting party will have all other rights granted under this Agreement and all rights at law or in equity that may be available to it. d. Neither party will be liable for incidental, indirect, special , or consequential damages. 18. CONTINUATION DURING DISPUTES. Contractor agrees that during any dispute between the parties, Contractor will continue to perform its obligations until the dispute is settled , instructed to cease performance by the City, enjoined or prohibited by judicial action, or otherwise required or obligated to cease performance by other provisions in this Agreement. 19. TERMINATION FOR CONVENIENCE. The City reserves the right to terminate this Agreement in part or in whole upon thirty (30) calendar days' written notice. Page 29 of 33 353 CC 02-06-2024 353 of 723 20. TERMINATION FOR CONFLICT OF INTEREST (A.R.S. § 38-511 ). Pursuant to A.R.S. § 38-511 , the City may cancel this Agreement within three (3) years after its execution, without penalty or further obligation, if any person significantly involved in initiating, securing, drafting , or creating the Agreement for the City becomes an employee or agent of Contractor. 21 . TERMINATION FOR NON-APPROPRIATION AND MODIFICATION FOR BUDGETARY CONSTRAINT. The City is a governmental agency which relies upon the appropriation of funds by its governing body to satisfy its obligations. If the City reasonably determines that it does not have funds to meet its obligations under this Agreement, the City will have the right to terminate the Agreement without penalty on the last day of the fiscal period for which funds were legally available. In the event of such termination, the City agrees to provide written notice of its intent to terminate thirty (30) calendar days prior to the stated termination date. 22. PAYMENT TO CONTRACTOR UPON TERMINATION. Upon termination of this Agreement, Contractor will be entitled only to payment for those Services performed up to the date of termination, and any authorized expenses already incurred up to such date of termination. The City will make final payment within thirty (30) calendar days after the City has both completed its appraisal of the Products and Services provided and received Contractor's properly prepared final invoice. Termination of this Agreement shall not affect the obligations of the City or Contractor under any existing Order issued under this Agreement, and such Order shall continue in effect as though this Agreement has not been terminated, and was still in effect with respect to such Order. 23. NON-WAIVER OF RIGHTS. There will be no waiver of any provision of this agreement unless approved in writing and signed by the waiving party. Failure or delay to exercise any rights or remedies provided herein or by law or in equity, or the acceptance of, or payment for, any Services hereunder, will not release the other party of any of the warranties or other obligations of the Agreement and will not be deemed a waiver of any such rights or remedies . 24. INDEMNIFICATION/LIABILITY. a . To the fullest extent permitted by law, Contractor agrees to defend, indemnify, and hold the City, its officers, agents, and employees, harmless from and against any and all liabilities, demands, claims, suits, losses, damages, causes of action, fines or judgments, including costs, attorneys', witnesses', and expert witnesses' fees, and expenses incident thereto, relating to, arising out of, or resulting from : (i) misconduct by Contractor personnel under this Agreement; (ii) any negligent acts, errors, mistakes or omissions by Contractor or Contractor personnel ; and (iii) Contractor or Contractor personnel's failure to comply with this Agreement. b. Contractor will update the City during the course of the litigation to timely notify the City of any issues that may involve the independent negligence of the City that is not covered by this indemnification. c. The City assumes no liability for actions of Contractor and will not indemnify or hold Contractor or any third party harmless for claims based on this Agreement or use of Contractor-provided supplies or Services. d . IN THE EVENT OF ANY LIABILITY INCURRED BY CONTRACTOR OR ANY OF ITS AFFILIATES HEREUNDER, INCLUDING INDEMNIFICATION OF CITY BY CONTRACTOR, THE ENTIRE LIABILITY OF CONTRACTOR AND ITS AFFILIATES FOR DAMAGES FROM ANY CAUSE WHATSOEVER WILL NOT EXCEED $5,000,000.00 OVER THE ENTIRE TERM OF THE AGREEMENT. 25. (RESERVED) 26. THE CITY'S RIGHT TO RECOVER AGAINST THIRD PARTIES. Contractor will do nothing to prejudice the City's right to recover against third parties for any loss, destruction, or damage to City property, and will at the City's request and expense, furnish to the City reasonable assistance and Page 30 of 33 354 CC 02-06-2024 354 of 723 cooperation, including assistance in the prosecution or defense of suit and the execution of instruments of assignment in favor of the City in obtaining recovery. 27. NO GUARANTEE OF WORK. Contractor acknowledges and agrees that it is not entitled to deliver any specific amount of Products or Services or any Products or Services at all under this Agreement and acknowledges and agrees that the Products or Services will be requested by the City on an as needed basis at the sole discretion of the City. Any document referencing quantities or performance frequencies represent the City's best estimate of current requirements, but will not bind the City to purchase, accept, or pay for Products or Services which exceed its actual needs . 28. OWNERSHIP. All deliverables, Services, and information provided by Contractor or the City pursuant to this Agreement (whether electronically or manually generated) including without limitation, reports, test plans, and survey results, graphics, and technical tables, originally prepared in the performance of this Agreement, are the property of the City and will not be used or released by Contractor or any other person except with prior written permission by the City. Notwithstanding the foregoing, Contractor shall retain ownership rights to (1) all of its previously existing intellectual property, including any systems, derivatives, modifications and enhancements thereto, (2) confidential information of contractor, and (3) any tools or scripting applications used, developed or created by Contractor or its third-party licensors during the performance of this Agreement. 29. USE OF NAME. Contractor will not use the name of the City of Mesa in any advertising or publicity without obtaining the prior written consent of the City. 30. PROHIBITED ACTS. Pursuant to A.RS. § 38-504, a current or former public officer or employee within the last twelve (12) months shall not represent another organization before the City on any matter for which the officer or employee was directly concerned and personally participated in during their service or employment or over which they had a substantial or material administrative discretion. Further, while employed by the City and for two (2) years thereafter, public officers or employees are prohibited from disclosing or using, without appropriate authorization, any confidential information acquired by such personnel in the course of his or her official duties at the City. 31. FOB DESTINATION FREIGHT PREPAID AND ALLOWED. All deliveries will be FOB destination freight prepaid and allowed unless otherwise agreed. 32. RISK OF LOSS. Contractor agrees to bear all risks of loss, injury, or destruction of goods or equipment incidental to providing these Services and such loss, injury, or destruction will not release Contractor from any obligation hereunder. 33. SAFEGUARDING CITY PROPERTY. Contractor will be responsible for any damage to City real property or damage or loss of City personal property when such property is the responsibility of or in the custody of Contractor or its employees. 34. WARRANTY OF RIGHTS. Contractor warrants it has title to, or the right to allow the City to use, the Products and Services being provided and that the City may use same without suit, trouble or hindrance from Contractor or third parties. 35. PROPRIETARY RIGHTS INDEMNIFICATION. Without limiting the foregoing, Contractor will without limitation, at its expense defend the City against all claims asserted by any person that anything provided by Contractor infringes a patent, copyright, trade secret or other intellectual property right and must, without limitation, pay the costs, damages and attorneys' fees awarded against the City in any such action, or pay any settlement of such action or claim . Each party agrees to notify the other promptly of any matters to which this provision may apply and to cooperate with each other in connection with such defense or settlement. If a preliminary or final judgment is obtained against the City's use or operation of the items provided by Contractor hereunder or any part thereof by reason of any alleged infringement, Contractor will, at its expense and without limitation, either: (a) modify the item so that it becomes non-infringing; (b) procure for the City the right to continue to use the item; (c) substitute for the infringing item other item(s) having at least equivalent capability; or (d) refund to the City an amount equal to the price paid, less reasonable usage, from the time of installation acceptance through cessation of use, which amount will be Page 31 of 33 355 CC 02-06-2024 355 of 723 calculated on a useful life not less than five (5) years, plus any additional costs the City may incur to acquire substitute Products or Services. 36. CONTRACT ADMINISTRATION. The contract will be administered by the Purchasing Administrator and/or an authorized representative from the using department. All questions regarding the contract will be referred to the administrator for resolution. Supplements may be written to the contract for the addition or deletion of Services. Payment will be negotiated and determined by the contract administrator(s). 37. FORCE MAJEURE. Failure by either party to perform its duties and obligations will be excused by unforeseeable circumstances beyond its reasonable control, including acts of nature, acts of the public enemy, riots, fire, explosion, legislation, and governmental regulation. The party whose performance is so affected will within five (5) calendar days of the unforeseeable circumstance notify the other party of all pertinent facts and identify the force majeure event. The party whose performance is so affected must also take all reasonable steps, promptly and diligently, to prevent such causes if it is feasible to do so, or to minimize or eliminate the effect thereof. The delivery or performance date will be extended for a period equal to the time lost by reason of delay, plus such additional time as may be reasonably necessary to overcome the effect of the delay, provided however, under no circumstances will delays caused by a force majeure extend beyond one hundred-twenty (120) calendar days from the scheduled delivery or completion date of a task unless agreed upon by the parties. 38. COOPERATIVE USE OF CONTRACT. This contract is available through National IPA to agencies nationwide. The City has also entered into various cooperative purchasing agreements with other Arizona government agencies, including the Strategic Alliance for Volume Expenditures (SAVE) cooperative. Under the SAVE Cooperative Purchasing Agreement, any contract may be extended for use by other municipalities, school districts and government agencies through National IPA or SAVE in the State of Arizona with the approval of Contractor. Any such usage by other entities must be in accordance with the statutes, codes, ordinances, charter and/or procurement rules and regulations of the respective government agency. A contractor, subcontractor or vendor or any employee of a contractor, subcontractor or vendor who is contracted to provide Services on a regular basis at an individual school shall obtain a valid fingerprint clearance card pursuant to title 41, chapter 12, article 3.1 . A school district governing board shall adopt policies to exempt a person from the requirements of this subsection if the person's normal job duties are not likely to result in independent access to or unsupervised contact with pupils. A school district, its governing board members, its school council members and its employees are exempt from civil liability for the consequences of adoption and implementation of policies and procedures pursuant to this subsection unless the school district, its governing board members, its school council members or its employees are guilty of gross negligence or intentional misconduct. Additionally, Contractor will comply with the governing body's fingerprinting policy of each individual school district and public entity. Contractor, subcontractors, vendors and their employees will not provide Services on school district properties until authorized by the school district. Orders placed by other agencies and payment thereof will be the sole responsibility of that agency. The City is not responsible for any disputes arising out of transactions made by others. The City is not a party to any agreements between the Contractor and National IPA , National IPA and other agencies, the Contractor and other agencies, or any third-party contracts in any way related to this Agreement or the cooperative use of this Agreement. 39. FUEL CHARGES AND PRICE INCREASES. No fuel surcharges will be accepted. No price increases will be accepted without proper request by Contractor and response by the City's Purchasing Division. 40. NOTICES. All notices to be given pursuant to this Agreement must be delivered to the parties at their respective addresses. Notices may be (i) personally delivered ; (ii) sent via certified or registered mail, postage prepaid; (iii) sent via overnight courier; or (iv) sent via email or facsimile. Page 32 of 33 356 CC 02-06-2024 356 of 723 If provided by personal delivery, receipt will be deemed effective upon delivery. If sent via certified or registered mail, receipt will be deemed effective three (3) calendar days after being deposited in the United States mail. If sent via overnight courier, email or facsimile, receipt will be deemed effective two (2) calendar days after the sending thereof. 41 . GOVERNING LAW, FORUM. This Agreement is governed by the laws of the State of Arizona . The exclusive forum selected for any proceeding or suit in law or equity arising from or incident to this Agreement will be Maricopa County, Arizona. 42. INTEGRATION CLAUSE. This Agreement, including all attachments and exhibits hereto, supersede all prior oral or written agreements, if any, between the parties and constitutes the entire agreement between the parties with respect to the work to be performed. 43. PROVISIONS REQUIRED BY LAW. Any provision required by law to be in this Agreement is a part of this Agreement as if fully stated in it. 44. SEVERABILITY. If any provision of this Agreement is declared void or unenforceable, such provision will be severed from this Agreement, which will otherwise remain in full force and effect. The parties will negotiate diligently in good faith for such amendment(s) of this Agreement as may be necessary to achieve the original intent of this Agreement, notwithstanding such invalidity or unenforceability. 45. SURVIVING PROVISIONS. Notwithstanding any completion, termination, or other expiration of this Agreement, all provisions which, by the terms of reasonable interpretation thereof, set forth rights and obligations that extend beyond completion, termination, or other expiration of this Agreement, will survive and remain in full force and effect. Except as specifically provided in this Agreement, completion, termination, or other expiration of this Agreement will not release any party from any liability or obligation arising prior to the date of termination. 46. A.R.S. SECTIONS 1-501 and 1-502. Pursuant to Arizona Revised Statutes Sections 1-501 and 1- 502, any person who applies to the City for a local public benefit (the definition of which includes a grant, contract or loan) must demonstrate his or her lawful presence in the United States. As the Agreement is deemed a local public benefit, if Contractor is an individual (natural) person or sole proprietorship, Contractor agrees to sign and submit the necessary documentation to prove compliance with the statutes as applicable. Page 33 of 33 357 CC 02-06-2024 357 of 723 OFFICE OF THE CITY CLERK COUNCIL MINUTES February 5, 2018 The City Council of the City of Mesa met in a Regular Council Meeting in the Council Chambers, 57 East 1st Street, on February 5, 2018 at 5:45 p.m. COUNCIL PRESENT COUNCIL ABSENT OFFICERS PRESENT John Giles David Luna Mark Freeman Christopher Glover Francisco Heredia Kevin Thompson Jeremy Whittaker None Christopher Brady Dee Ann Mickelsen Jim Smith Mayor’s Welcome. Invocation by Pastor Ben Diaz with Palabra de Vida (Word of Life). Pledge of Allegiance was led by Councilmember Thompson. Awards, Recognitions and Announcements. There were no awards, recognitions or announcements. 1. Take action on all consent agenda items. All items listed with an asterisk (*) will be considered as a group by the City Council and will be enacted with one motion. There will be no separate discussion of these items unless a Councilmember or citizen requests, in which event the item will be removed from the consent agenda and considered as a separate item. If a citizen wants an item removed from the consent agenda, a blue card must be completed and given to the City Clerk prior to the Council’s vote on the consent agenda. It was moved by Councilmember Thompson, seconded by Councilmember Glover, that the consent agenda items be approved. Carried unanimously. *2. Approval of minutes from previous meetings as written. Minutes from the January 8, 11, and 22, 2018 Council meetings. 358 CC 02-06-2024 358 of 723 Regular Council Meeting February 5, 2018 Page 2 3. Take action on the following liquor license applications: *3-a. It Ain’t Chemo This is a one-day event to be held on Saturday, February 10, 2018 from 9:00 A.M. to 9:00 P.M. at Riverview Park, 2100 West Rio Salado Parkway. (District 1) *3-b. AMC Superstition East 12 A multi-screen cinema is requesting a new Series 6 Bar License for American Multi- Cinema Inc., 1935 South Signal Butte Road - Andrea Dahlman Lewkowitz, agent. There is no existing license at this location. (District 6) *3-c. ATL Wings A restaurant that serves lunch and dinner is requesting a new Series 12 Restaurant License for Stapley Wings LLC, 1455 South Stapley Drive, Suites 22-24 - Andrea Dahlman Lewkowitz, agent. The existing license held by Mark Killian, sole proprietor, will revert to the State. (District 4) *3-d. Elgin Distillery This is a one-day craft distillery festival to be held on Saturday, March 3, 2018 from 9:00 A.M. to 4:00 P.M. at Sunland Village, 4601 East Dolphin Avenue. (District 2) *3-e. Village of Elgin Winery This is a one-day wine festival event to be held on Saturday, March 3, 2018 from 9:00 A.M. to 4:00 P.M. at Sunland Village, 4601 East Dolphin Avenue. (District 2) 4. Take action on the following off-track betting license application: *4-a. Turf Paradise, TP Racing LLLP New Off-Track Betting License for Turf Paradise, TP Racing LLLP to telecast at Moose & Bear, located at 118 East McKellips Road, Suite 103, TB Concepts LLC. Applicant: Vincent Acri Francia. (District 1) 5. Take action on the following contracts: *5-a. One-Year Renewal to the Term Contract for Executive Physicals for Citywide Departments as requested by the Human Resources Department. (Citywide) This contract provides annual physicals for the City’s executive staff as a means of maintaining optimum health. There are approximately 65-70 positions eligible to participate in this program. The Human Resources Department and Purchasing recommend authorizing the renewal contract with Banner Occupational Health Clinics, at $88,500, based on estimated usage. 359 CC 02-06-2024 359 of 723 Regular Council Meeting February 5, 2018 Page 3 *5-b. One-Year Renewal to the Term Contract for Deceased Animal Collection Services for the Community Services Department. (Citywide) This contract provides a vendor to collect and dispose of deceased animals up to 150 pounds that are reported within the City. The contractor is responsible for the proper disposal by cremation or other means in accordance with the standards and methods approved by the Maricopa County Health Department. The Community Services Department and Purchasing recommend authorizing the renewal contract with APM/Couts Enterprises, Inc., dba Arizona Pet Mortuary, at $54,000, based on estimated usage. *5-c. Purchase of One Replacement Fire Apparatus, an Air Light/Rehab Unit, for the Fire and Medical Department (Sole Source). (Citywide) The apparatus being replaced has met established replacement criteria and will be sold by a sealed bid process or traded-in as part of the City's fire apparatus purchase agreement with Pierce Manufacturing. In addition, Fire and Medical will trade-in two units to further offset the price for the Air/Light Rehab unit. The Fire and Medical Department and Purchasing recommend authorizing the purchase using the City’s five-year purchase agreement with Pierce Manufacturing Inc., through their designated local dealer, Hughes Fire Equipment Inc., at $502,264.75. This purchase is funded by the Capital-General Fund and authorized 2013 Public Safety Bonds. *5-d. Three-Year Term Contract for Landscape Maintenance Services for Parks, Retention Basins and Sports Fields - Zones 1, 2, 3 and 4 for the Parks, Recreation and Community Facilities Department (PRCF). (Citywide) These contracts provide landscape maintenance services for sports fields, parkways, medians, parks, retention basins or grounds adjacent to City facilities. The City has divided the landscaping into geographic areas known as Zones 1, 2, 3 and 4. PRCF has done an analysis to bring the work under this contract in-house and, at this time, contracting continues to be in the best financial interest of the City. The evaluation committee recommends awarding the contract to the highest-scored proposal from Mariposa Landscape Arizona, Inc.; Zone 1, at $1,435,319.57 annually; Zone 2, at $959,183.45 annually; Zone 3, at $974,364.20 annually; and Zone 4, at $1,221,738.22 annually; based on estimated usage. *5-e. Three-Year Term Contract for Plumbing Services for the Parks, Recreation and Community Facilities Department. (Citywide) This contract will establish a list of pre-qualified plumbing contractors to perform plumbing services on various City facilities/projects on an as-needed basis. The evaluation committee recommends awarding the contract to the four, highest-scored proposals from Mesa Energy Systems Inc.; RKS Plumbing and Mechanical Inc.; Sun Mechanical Inc.; and W.D. Manor Mechanical Contractors, Inc.; cumulatively not to exceed $100,000 annually, based on estimated usage. 360 CC 02-06-2024 360 of 723 Regular Council Meeting February 5, 2018 Page 4 *5-f. Purchase of Furniture for the Main Library as requested by the Library Services Department. (Citywide) This purchase will provide seating and tables for two new rooms at the Main Library, Teen Room and ThinkSpot. The Library worked with several vendors utilizing cooperative contracts specifying their needs and goals with this project. The Library Services Department and Purchasing recommend authorizing the purchase using the Northern Arizona University cooperative contract with Atmosphere Commercial Interiors, at $50,876.25. *5-g. Five-Year Term Contract with CDW Government, LLC and SHI International Corp. for Information Technology Solutions and Services for Various Departments throughout the City. (Citywide) This contract will provide the City and participating agencies a full range of information technology solution products and services to meet varying requirements of governmental agencies. The scope of products and services available under these contracts include standard business and high-end workstations; laptop and notebook computers; network equipment; computer and network products and peripherals; monitors; various cloud, consulting, and technical support services; financing; various software products; and the contractors' comprehensive product offering. Mesa, as the lead agency, has partnered with the National Intergovernmental Purchasing Alliance Company (National IPA) to lead this contract. The contract will be available to over 45,000 public agencies nationally. While no minimum volume is guaranteed to the suppliers, the estimated annual volume of IT Solutions purchased under this master agreement is approximately $500 million per year. The City will receive rebates annually for administering and awarding this contract. A committee representing the Police, and Information Technology Departments, City Manager’s Office, Police-Information Technology, National IPA and Purchasing evaluated responses. The evaluation committee recommends awarding the contract to the highest-scored proposals from CDW Government, LLC and SHI International Corp., at $3,100,000 annually, based on estimated usage. *5-h. One-Year Term Contract for Electrical and Lighting Supplies for the Materials and Supply Warehouse (for Citywide Departments). (Citywide) Multiple departments use this Citywide contract for their miscellaneous electrical equipment and supplies. The Business Services Department and Purchasing recommend authorizing the purchase using the State of Arizona cooperative contract with Border States Industries, Inc., at $100,000, based on estimated usage. *5-i. Re-Award the Three-Year Term Contract for Microfilm Conversion Services for the Police Department. (Citywide) This contract will provide services to convert Police Department data from microfilm to digital media. Police, Records Division use microfilm that is becoming worn and damaged. The previous vendor is unable to satisfactorily fulfill the contract requirements. 361 CC 02-06-2024 361 of 723 Regular Council Meeting February 5, 2018 Page 5 The Police Department and Purchasing recommend re-awarding the contract to the second highest scored proposal, ICM Conversions, at $400,000 annually, based on estimated usage. *5-j. Purchase of Falcon District Brand Signage as requested by the Economic Development Department. (Citywide) Continuing to build awareness and to promote the Falcon Field Economic Activity Area, this purchase for the Falcon District signage includes the installation of two branded monument signs to be located on Greenfield and Higley Roads, south of the 202. Additionally, the City will install utility and transit signal box wraps and will mount branded banners promoting aerospace, technology, and manufacturing on light poles around the airport. The Economic Development Department and Purchasing recommend authorizing the purchase using the City of Peoria cooperative contract with YESCO Phoenix, at $146,670.49. This purchase is funded by Local Streets Sales Tax. *5-k. Purchase of Three Replacement Rollback Trailers for the Transportation Department. (Citywide) These trailers will replace three aging equipment trailers that are at the end of their service life. The trailers will meet the needs and safety requirements for transporting the large equipment required to perform street and right-of-way maintenance. The Transportation Department and Purchasing recommend authorizing the purchase using the National Joint Powers Alliance contract with Empire Southwest (a Mesa business), at $176,764.77. This purchase is funded by Local Streets Sales Tax. *5-l. One-Year Renewal to the Term Contract for Radio-Based Endpoint Encoders (for Water Meter Reading) for the Water Resources Department. (Citywide) This contract provides Itron radio-based endpoint encoders and accessories purchased directly from Itron, Inc., the manufacturer. The endpoint stores 40 days of hourly reads to ensure data integrity and offers advanced customer side leak detection and reverse flow and tamper alarms. Water Utility installs approximately 540 radio-based endpoint encoders on new and existing meters annually. The Water Resources Department and Purchasing recommend authorizing the renewal with Itron, Inc., at $100,000, based on estimated usage. *5-m. Purchase of Water Treatment Plant Shop Tools and Equipment for the New Signal Butte Water Treatment Plant as requested by the Water Resources Department. (Citywide) This purchase is for tools and equipment needed for the start-up and maintenance in the various shops at the new Signal Butte Water Treatment Plant. The Water Resources Department and Purchasing recommend awarding the contract to the lowest, responsive and responsible bidders: Copper State Bolt & Nut Co. (a Mesa business); Glendale Industrial Supply, LLC, dba UNICOA Construction and Industrial Supply; Mallory Safety & Supply LLC; and W.W. Grainger, Inc.; cumulatively not to exceed $153,000, based on estimated usage. 362 CC 02-06-2024 362 of 723 Regular Council Meeting February 5, 2018 Page 6 *5-n. One-Year Renewal to the Term Contract for Fire Hydrant Water Meters for the Water Resources Department. (Citywide) This contract provides 3” fire hydrant water meters to accurately measure construction water use of fire hydrants. The meters are installed by Water Utility staff to serve contractors and other customers needing to connect to City fire hydrants for temporary construction water service and dust control purposes. The Water Resources Department and Purchasing recommend authorizing the renewal with Badger Meter Inc., dba National Meter Automation, at $35,000, based on estimated usage. *5-o. Greenfield Water Reclamation Plant (GWRP), Phase III Expansion Guaranteed Maximum Price (GMP) No. 2. (Citywide) The City of Mesa, Town of Gilbert, and Town of Queen Creek seek to provide an additional 14 million gallons per day annual average day flow of liquids and solids treatment capacity at the existing GWRP, complete with the required infrastructure, technology, and environmental features to ensure a reliable, efficient, and expanded plant to meet the current and future demands. Staff recommends awarding the contract for the completion of this project to McCarthy Building Companies in the amount of $120,302,333 and authorize a change order allowance $6,015,117 (5%) for a total project amount of $126,317,450. This project is funded by the Greenfield Water Reclamation Plant Joint Venture Fund, with contributions coming from its members based on usage. Mesa’s portion of this GMP is $72,229,521 and is funded by 2014 authorized Wastewater Bonds. *5-p. Sewer Pipe and Manhole Rehabilitation: Mesa Drive, Millet Avenue, Horne, and 6th Avenue. (District 4) The existing sanitary sewer lines covered by this project were built during the 1950’s and 1960’s. The age of these pipes greatly increases their risk of failure and emergency repairs. This method of construction can be completed while leaving the pipe in place and without excavation. Similarly, the sewer manholes will be cleaned, repaired, and coated in place. Only the concrete adjustment rings will be removed and replaced. Staff recommends awarding the contract for this project to the lowest, responsible bidder, B and F Contracting, Inc, in the amount of $1,394,294.67, and authorize a change order allowance in the amount of $139,430 (10%), for a total amount of $1,533,724.67. Funding for this project is available from the 2014 Wastewater Bond Program. *5-q. Sidewalks at Railroad Crossing on Alma School. (Districts 3 and 4) To continue to meet current railroad approach and clearance standards at the Alma School Road railroad crossing, additional safety improvements will need to be made. The project improvements for roadway and sidewalk approach at this location will facilitate greater public safety and needed clearances from railroad signals along with a smoother roadway crossing of the Union Pacific Railroad track. Mesa will participate in the federally-funded Railway-Highway Grade Crossing Program, and will be responsible 363 CC 02-06-2024 363 of 723 Regular Council Meeting February 5, 2018 Page 7 for adjusting the existing concrete sidewalks around the proposed cantilevers and gates, and installing concrete medians. This project was previously awarded by Council on July 10, 2017, however, the previously selected contractor could not comply with the federal requirements and the project was released for bid a second time. Staff recommends awarding the contract to the lowest, responsible bidder, AJP Electric, in the amount of $149,494, plus an additional $14,949 (10%) as a change order allowance, for a total amount of $164,443. Funding is available from the Local Streets Sales Tax, of which 94.3% will be reimbursed by Arizona Department of Transportation (Federal) Grant under the Railway-Highway Grade Crossing. 6. Take action on the following resolutions: *6-a. Approving and authorizing the City Manager to submit the Second Substantial Amendment to the Fiscal Year 2017/2018 Annual Action Plan to the U.S. Department of Housing and Urban Development related to the allocation of funding obtained under the Community Development Block Grant (CDBG) program. This Amendment will allow for reallocation of $600,000 in CDBG funds from the Senior Center Renovation Project (247 North Macdonald) to the Eagles Park Project (828 East Broadway Road). (District 4) – Resolution No. 11088. *6-b. Approving and authorizing the City Manager to enter into a Grant Agreement with the Arizona Department of Public Safety to accept $1,335,284 in Victims of Crime Act (VOCA) grant funds. The finding will be used for salaries and expenses for the Mesa Prosecutors Office, Victim Services Unit for a three-year period. (Citywide) – Resolution No. 11089. *6-c. Approving and authorizing the City Manager to enter into a Lease Agreement with New Cingular Wireless PCS for a cellular site on a portion of 5950 East Virginia Street, also known as Mesa Fire Station 214. (District 5) – Resolution No. 11090. *6-d. Approving and authorizing the City Manager to enter into a Development Agreement for City-Share Reimbursement with PPGN-Ray, LLLP, for the reimbursement of $100,568 for regional street and street lighting improvements that are being required by the City in conjunction with a proposed residential development known as Crismon Road at PPGN, located at 5461 South Ellsworth Road. (District 6) – Resolution No. 11091. *6-e. Approving and authorizing the City Manager to enter into an Intergovernmental Agreement with the Maricopa County, Department of Transportation for the pavement rehabilitation of Adobe Road from Higley Road to Recker Road. The City will contribute an estimated $54,417 for the portion of the project that is within City boundaries that will be funded from the 2013 Streets Bond Program. (District 5) – Resolution No. 11092. *6-f. Approving and authorizing the City Manager to enter into First Amendments to the Development Agreement, Ground and Air Lease, and License Agreement with 3W Management, LLC, to facilitate the development of, and job creation and retention at, the City-owned property generally located at the southwest corner of Main Street and South Pomeroy and 34 South Pomeroy, which is the development commonly known as The GRID. (District 4) – Resolution No. 11093. 364 CC 02-06-2024 364 of 723 Regular Council Meeting February 5, 2018 Page 8 7. Introduction of the following ordinance and setting February 26, 2018 as the date of the public hearing on this ordinance: *7-a. ZON17-00323 (District 5) The 8800 to 8900 blocks of East Main Street (south side). Located west of Red Mountain Freeway on the south side of Main Street (16.4± acres). Rezoning from RS-43 and GC to GC-PAD; and Site Plan Review. This request will allow for the development of an RV dealership and storage facility. Jeff Welker, Welker Development Resources, applicant; Roger D. Overson, owner. Staff Recommendation: Approval with conditions P&Z Board Recommendation: Approval with conditions (Vote: 6-0) 8. Discuss, receive public comment, and take action on the following ordinances: *8-a. ZON17-00309 (District 2) The 5200 block of East Inverness Avenue (south side). Located east of Higley Road south of the US60 Freeway (1.9 ± acres). Rezoning from RM-3-PAD to LC; and Site Plan Review. This request will allow for the development of a commercial building. John Schoenauer, HD Management, applicant; Sevilla, LLC, owner. – Ordinance No. 5419. Staff Recommendation: Approval with conditions P&Z Board Recommendation: Approval with conditions (Vote: 7-0) *8-b. ZON17-00283 (District 6) The 7100 to 7300 blocks of East Ray Road (north side). Located east of Power Road on the north side of Ray Road (56.0± acres). Rezone from LI-AF to LI-AF-PAD. This request will allow for the development of an industrial subdivision. Omar Cervantes, XCL Engineering, LLC, applicant; Phx-Mesa Gateway Airport 193, LLC, owner. – Ordinance No. 5420. Staff Recommendation: Approval with conditions P&Z Board Recommendation: Approval with conditions (Vote: 7-0) *8-c. ZON17-00432 (District 3) The 800 and 900 blocks of West Southern Avenue (south side), the 1200 and 1300 blocks of South Extension Road (west side), and the 800 and 900 blocks of West Grove Avenue (north side). Located at the southwest corner of Southern Avenue and Extension Road (19.3 ± acres). PAD Amendment; Site Plan Modification. This request will allow the development of a new multiple-residence building in an existing multiple-residence complex. Reese Anderson, Pew and Lake, PLC, applicant; Edward B. Frankel, Trustee of the Frankel Family Trust, owner. – Ordinance No. 5421. Staff Recommendation: Approval with conditions P&Z Board Recommendation: Approval with conditions (Vote: 7-0) 9. Take action on the following subdivision plat: *9-a. "Allred Ranch" (District 2) The 2900 to 3100 blocks of East Southern Avenue (north side), and the 900 to 1200 blocks of South Los Alamos (west side). Located east of 365 CC 02-06-2024 365 of 723 Regular Council Meeting February 5, 2018 Page9 Lindsay Road on the north side of Southern Avenue. 108 RSL-4.5 PAD lots (25± acres). KB Home Phoenix, Inc., developer; Dan Auxier, EPS Group, engineer. Items not on the Consent Agenda 10. Items from citizens present. There were no items from citizens present. 11. Adjournment. Without objection, the Regular Council Meeting adjourned at 5:57 p.m. ATTEST: DEE ANN MICKELSEN, CITY CLERK ~ ~AYOR I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Regular Council Meeting of the City Council of Mesa, Arizona, held on the 5th day of February, 2018. I further certify that the meeting was duly called and held and that a quorum was present. DEE ANN MICKELSEN, CITY CLERK js 366 CC 02-06-2024 366 of 723 367 CC 02-06-2024 367 of 723 368 CC 02-06-2024 368 of 723 369 CC 02-06-2024 369 of 723 Contract No. ________ Page 1 of 3 Exhibit B: Insurance Requirements and Proof of Insurance Proof of insurance coverage described below is attached to this Exhibit, with City named as additional insured. 1.MINIMUM SCOPE AND LIMITS OF REQUIRED INSURANCE POLICIES Additional Insureds: The City of Cupertino, its City Council, officers, officials, employees, agents, servants and volunteers (“Additional Insureds”) are to be covered as additional insureds on Consultant’s Commercial General Liability and Cyber Liability policies. General Liability coverage can be provided in the form of an endorsement to Consultant’s insurance (at least as broad as ISO Form CG 20 10 (11/ 85) or both CG 20 10 and CG 20 37 forms, if later editions are used). Primary Coverage: Coverage afforded to City/Additional Insureds shall be primary insurance. Any insurance or self- insurance maintained by City, its officers, officials, employees, or volunteers shall be excess of Software Provider’s insurance and shall not contribute to it. Notice of Cancellation: Each insurance policy shall state that coverage shall not be canceled or allowed to expire, except with written notice to City 30 days in advance or 10 days in advance if due to non-payment of premiums. Workers' Compensation: As required by the State of California, with Statutory Limits and Employer’s Liability Insurance of no less than $1,000,000 per occurrence for bodily injury or disease. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of City for all work performed by Software Provider, its employees, agents, and subconsultants. General Liability: For bodily injury, property damage, personal injury liability for premises operations, products and completed operations, contractual liability, and personal and advertising injury with limits no less than $2,000,000 per occurrence (ISO Form CG 00 01). If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO Form CG 25 03 or 25 04) or it shall be twice the required occurrence limit. a. It shall be a requirement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be made available to the Additional Insured and shall be (i) the minimum coverage/limits specified in this agreement; or (ii) the broader coverage and maximum limits of coverage of any insurance policy, whichever is greater. b. Additional Insured coverage under Software Provider’s policy shall be "primary and non-contributory," will not seek contribution from City’s insurance/self-insurance, and shall be at least as broad as ISO Form CG 20 01 (04/13). 370 CC 02-06-2024 370 of 723 Contract No. ________ c. The limits of insurance required may be satisfied by a combination of primary and umbrella or excess insurance, provided each policy complies with the requirements set forth in this Agreement. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary basis for the benefit of City before the City’s own insurance or self-insurance shall be called upon to protect City as a named insured. Automobile Liability ISO CA 00 01 covering any auto (including owned, hired, and non-owned autos) with limits no less than $1,000,000 per accident for bodily injury and property damage. Cyber Liability: Insurance, with limits not less than: $2,000,000 each occurrence $2,000,000 aggregate - all other Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Software Provider in this Agreement and shall include, but not be limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, extortion, and network security. The policy shall provide coverage for breach response costs as well as regulatory fines and penalties as well as credit monitoring expenses with limits sufficient to respond to these obligations. If the Software Provider maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or higher limits maintained by the Software Provider . Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. 2. ABSENCE OF INSURANCE COVERAGE. City may direct Software Provider to immediately cease all activities with respect to this Agreement if it determines that Software Provider fails to carry, in full force and effect, all insurance policies with coverages at or above the limits specified in this Agreement. At the City’s discretion, under conditions of lapse, Cit y may purchase appropriate insurance and charge all costs related to such policy to Software Provider. 3. PROOF OF INSURANCE COVERAGE AND COVERAGE VERIFICATION. A Certificate of Insurance, on an Accord form, and completed coverage verification shall be provided to City by each of Software Provider's insurance companies as evidence of the stipulated coverages prior to the Commencement Date of this Agreement, and annually thereafter for the term of this Agreement. All of the insurance companies providing insurance for Software Provider shall be licensed to do insurance business in the State of California and shall have, and provide evidence of, a Best Rating Service rate of A:VII or above. Page 2 of 3 371 CC 02-06-2024 371 of 723 Contract No. ________ Page 3 of 3 4. SUBCONTRACTORS Software Provider shall require and verify that all subconsultants maintain insurance that meet the requirements of this Contract, including naming the City as an additional insured on subconsultant’s insurance policies. 5.HIGHER INSURANCE LIMITS If Software Provider maintains broader coverage and/or higher limits than the minimums shown above, City shall be entitled to coverage for the higher insurance limits maintained by Software Provider . 6.ADEQUACY OF COVERAGE City reserves the right to modify these insurance requirements/coverage based on the nature of the risk, prior experience, insurer or other special circumstances, with not less than ninety (90) days prior written notice. 372 CC 02-06-2024 372 of 723 INSR ADDL SUBR LTR INSR WVD DATE (MM/DD/YYYY) PRODUCER CONTACT NAME: FAXPHONE (A/C, No):(A/C, No, Ext): E-MAIL ADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXPTYPE OF INSURANCE LIMITS(MM/DD/YYYY) (MM/DD/YYYY) COMMERCIAL GENERAL LIABILITY AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATION AND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE INSURER(S) AFFORDING COVERAGE NAIC # Y / N N / A (Mandatory in NH) ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? EACH OCCURRENCE $ DAMAGE TO RENTED $PREMISES (Ea occurrence)CLAIMS-MADE OCCUR MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GENERAL AGGREGATE $GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $ $ PRO- OTHER: LOCJECT COMBINED SINGLE LIMIT $(Ea accident) BODILY INJURY (Per person) $ANY AUTO OWNED SCHEDULED BODILY INJURY (Per accident) $AUTOS ONLY AUTOS AUTOS ONLY HIRED PROPERTY DAMAGE $AUTOS ONLY (Per accident) $ OCCUR EACH OCCURRENCE $ CLAIMS-MADE AGGREGATE $ DED RETENTION $$ PER OTH- STATUTE ER E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ If yes, describe under E.L. DISEASE - POLICY LIMIT $DESCRIPTION OF OPERATIONS below POLICY NON-OWNED SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer any rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORDACORD 25 (2016/03) ACORDTM CERTIFICATE OF LIABILITY INSURANCE Valley Forge Insurance Company Continental Insurance Company American Casualty Company of Reading PA Continental Insurance Co of NJ National Fire Insurance Co of Hartford 12/22/2023 Marsh & McLennan Agency LLC Park 80 West, Plaza Two 250 Pehle Avenue, Suite 400 Saddle Brook, NJ 07663 jennifer.juarez@marshmma.com SHI International Corp. 290 Davidson Avenue Somerset, NJ 08873 20508 35289 20427 42625 20478 A X X X X 6050250197 09/30/2023 09/30/2024 1,000,000 1,000,000 15,000 1,000,000 2,000,000 2,000,000 E X X X 6050291509 09/30/2023 09/30/2024 1,000,000 B X X X 10000 6081819517 09/30/2023 09/30/2024 15,000,000 15,000,000 C N WC650251124 09/30/2023 09/30/2024 X 1,000,000 1,000,000 1,000,000 D Cyber Liability 596831142 09/30/2023 09/30/2024 $6,000,000 Occ/Agg claims made no retro date The City of Cupertino, its City Council, officers, officials, employees, agents, servants and volunteers are included as Additional Insured when required by written contract, agreement or permit, but only with respect to the General Liability insurance and subject to the provisions and limitations of the policy. General Liability is written on a primary and non contributory basis when required by written contract, agreement or permit and subject to the provisions and limitations of the policy. (See Attached Descriptions) City of Cupertino 10300 Torre Avenue Cupertino, CA 95014 1 of 2 #S13540063/M13539911 SHIINTER1Client#: 38440 NSJMJ 1 of 2 #S13540063/M13539911 373 CC 02-06-2024 373 of 723 SAGITTA 25.3 (2016/03) DESCRIPTIONS (Continued from Page 1) Waiver of subrogation applies to General Liability policy when required by written contract, agreement or permit and subject to the provisions and limitations of the policy. Waiver of subrogation applies to the Workers Compensation coverage when required by written contract, agreement or permit and subject to the provisions and limitations of the policy where permissible by state law. The insurance company will provide 10 days Notice of Cancellation for non-payment of premium, 30 days Notice of Cancellation for other than non-payment of premium to the certificate holder if the policy is cancelled by the company. 2 of 2 #S13540063/M13539911 374 CC 02-06-2024 374 of 723 375 CC 02-06-2024 375 of 723 376 CC 02-06-2024 376 of 723 377 CC 02-06-2024 377 of 723 378 CC 02-06-2024 378 of 723 379 CC 02-06-2024 379 of 723 380 CC 02-06-2024 380 of 723 381 CC 02-06-2024 381 of 723 382 CC 02-06-2024 382 of 723 383 CC 02-06-2024 383 of 723 384 CC 02-06-2024 384 of 723 385 CC 02-06-2024 385 of 723 386 CC 02-06-2024 386 of 723 387 CC 02-06-2024 387 of 723 388 CC 02-06-2024 388 of 723 389 CC 02-06-2024 389 of 723 CITY OF CUPERTINO Agenda Item 23-12796 Agenda Date: 2/6/2024 Agenda #: 11. Subject: Cessation of Hybrid Commission and Committee Meetings Conduct City Council and Planning Commission meetings in a hybrid format while continuing to utilize in-person only meetings for all other Commissions and Committee meetings Presenter: Bill Mitchell, Chief Technology Officer CITY OF CUPERTINO Printed on 1/31/2024Page 1 of 1 powered by Legistar™390 CC 02-06-2024 390 of 723     1  CITY COUNCIL STAFF REPORT  Meeting: February 6, 2024    Subject  Cessation of Hybrid Commission and Committee Meetings     Recommended Action  Conduct City Council and Planning Commission meetings in a hybrid format  while continuing to utilize in‐person only meetings for all other commissions  and committee meetings.      Reasons for Recommendation  In May 2023, the City Manager directed staff to cease hybrid (both remote and in‐ person) meetings for commissions and committees except for the City Council  and Planning Commission, citing resource reallocation, public engagement  metrics, and operational efficiencies. This report explains that decision and  recommends the continuation of this in‐person only practice, ensuring the Cityʹs  commitment to effective governance and fiscal responsibility.     Background  In 2020, responding to the COVID‐19 pandemic, the City initiated remote  teleconference meetings for the Council, commissions, and committees, aiming to  ensure the continuity of city governance while prioritizing public health. With  the diminishing impact of the pandemic and the Cityʹs adaptation to the  changing health scenario, a transition was made to hybrid meetings,  accommodating both remote and in‐person participation for all legislative  bodies. However, following Governor Newsomʹs declaration in February 2023,  marking the end of California’s COVID‐19 State of Emergency, the City began  moving to in‐person only meeting for meetings with low remote attendee  participation. To ensure consistency, the City Manager, in May 2023, directed the  cessation of hybrid meetings for all commission and committee meetings, except  for those of the City Council and Planning Commission. This decision was  reinforced by the observation that the average remote attendance for the City  391 CC 02-06-2024 391 of 723 2    Council and Planning Commission meetings was significantly higher than for  other meetings. Additionally, these two meetings are the only meetings  broadcast on television, which meant their continuation in a hybrid format  required no additional staff resources or time.     Analysis  Our evaluation has revealed the following key points:    Resource Intensiveness: Each hybrid meeting necessitates extensive preparatory  and follow‐up actions, including technological setup, active coordination, and  subsequent video processing, which cumulatively demand a minimum  commitment of two hours per meeting.    Overtime Implications:  The execution of these tasks often extends beyond  conventional work hours, leading to additional overtime remuneration for the  staff involved. Minimum Cost = $210 / Meeting    Operational Challenge:  In compliance with the Brown Act, the uninterrupted  presence of video staff at hybrid meetings is vital. Their role is to ensure a stable  Zoom connection to avoid potential meeting cancellations or postponements,  thereby guaranteeing real‐time public access. A failure of the link requires  immediate resolution to uphold the integrity of the meeting proceedings and legal  compliance.    Low Public Engagement: The below data denotes the number of virtual attendees  per meeting per month as well as when meetings transitioned to in‐person only.     Average Number Zoom Attendee by Month   Nov‐ 22  Dec‐ 22  Jan‐ 23  Feb‐ 23  Mar‐23  Apr‐23  May‐ 23  Jun‐ 23  Jul‐23  In‐ Person  Arts and Culture  Commission   2  *  3  *  In‐ Person              Mar‐23  Public Safety  0  *  1  *  In‐ Person              Mar‐23  Sustainability  Commission  *  *  1  *  In‐ Person              Mar‐23  Technology,  Information &  Communication  Commission  0  1  0  *  In‐ Person              Mar‐23  Teen Commission  0  0  1  0  In‐ Person              Mar‐23  Administrative  Hearing Meeting  *  *  *  6  *  In‐ Person           Apr‐23  392 CC 02-06-2024 392 of 723 3    Library Commission  2  2  *  1  *  In‐ Person           Apr‐23  Audit Committee   2  *  8  3  4  3  2  *  In‐ Person  Jul‐23  Bicycle Pedestrian  Commission  4  4  5  6  7  2  9  1  0  Aug‐23  Parks and Recreation  Commission  4  0  *  11  11  3  1  4  *  Aug‐23  Housing Commission  *  1  2  *  5  *  1  *  *  Sep‐23  City Council  62  49  43  27  113  56  74  48  253  N/A  Planning Commission  17  5  3  9  17  6  9  *  *  N/A   No Meeting     The following chart illustrates the average number of remote participants per meeting  during the period from November 1, 2022, to July 31, 2023.       Cost‐Benefit Assessment: The cost and staff time expended on facilitating Hybrid  meetings are disproportionate to the level of public engagement observed.    Recommendation  Staff recommends the continued practice of conducting City Council and Planning  Commission meetings in a hybrid format while continuing to utilize in‐person only  meetings for all other commissions and committee meetings.    Sustainability Impact  No impact.    Fiscal Impact   No impact.  393 CC 02-06-2024 393 of 723 4      California Environmental Quality Act  Not applicable.    ____________________________________  Prepared by:   Bill Mitchell, Chief Technology Officer  Reviewed by:  Chris Jensen, City Attorney  Approved by: Matt Morley, Assistant City Manager      394 CC 02-06-2024 394 of 723 CITY OF CUPERTINO Agenda Item 23-12849 Agenda Date: 2/6/2024 Agenda #: 12. Subject:Cost Allocation Plan, User Fee Study, and Cost Recovery Policy Receive and File Cost Allocation Plan and User Fee Study and provide direction on the components of a Cost Recovery Policy Presenter: Kristina Alfaro, Director of Administrative Services CITY OF CUPERTINO Printed on 1/31/2024Page 1 of 1 powered by Legistar™395 CC 02-06-2024 395 of 723 CITY COUNCIL STAFF REPORT Meeting: February 6, 2024 Subject Cost Allocation Plan, User Fee Study, and Cost Recovery Policy Recommended Action Receive and File Cost Allocation Plan and User Fee Study and provide direction on the components of a Cost Recovery Policy Reasons for Recommendation A comprehensive Fee Study is completed in conjunction with a Cost Allocation Plan (CAP) in approximately seven-year cycles. The City last completed a fee study and CAP in 2016. The objective of the fee study is to re-evaluate time and cost assumptions and determine the full cost (direct and indirect) of providing City services based on the current organizational structure and processes. The intent of this item is to provide a review of the fee study and to obtain City Council direction towards further review and adoption of the fee schedule later this fiscal year. Background Local governments are providers of many types of general services to their communities. While all services provided by local government are beneficial to constituents, some services can be classified as globally beneficial to all citizens, while others provide more of a direct benefit to a specific group or individual. The following table provides examples of services provided by local government within a continuum of the degree of community benefit received: “Global” Community Benefit “Global” Benefit and an Individual or Group Benefit Individual or Group Benefit • Police • Park Maintenance • Fire Suppression • Parks and Recreation • Fire Prevention • Building Permits • Planning and Zoning Approval • Site Plan Review • Engineering Development Review • Facility Rentals Services in the “global benefit” section tend to be funded primarily through voter - approved tax revenues. In the middle of the table, one typically finds a mixture of taxes, 396 CC 02-06-2024 396 of 723 2 user fees, and other funding sources. Finally, in the “individual or group benefit” section of the table, lie the services provided by local government that are typically funded almost entirely by user fee revenue. The following are two central concepts regarding the establishment of user fees:  Fees should be assessed according to the degree of individual or private benefit gained from services. For example, the processing and approval of a land use or building permit will generally result in monetary gain to the applicant, as opposed to the community at large.  A profit-making objective should not be included in the assessment of user fees. California laws require that charges for service should generally not exceed the costs associated with providing those services. Once a charge for service is assessed at a level higher than the actual cost of providing a service, the term “user fee” no longer applies. The charge then becomes a tax subject to voter approval. Therefore, it is commonly accepted that user fees are established at a level that will recover up to, and not more than, the cost of providing a particular service. The fee study provides the analysis to validate the City’s current fees and cost recovery rate, ensuring the fee does not result in a tax. Discussion The City sets fees for services considering how those fees could or do recover the full cost of those services. Recreation fees are generally market-based in order to be competitive with public and private entities that offer competing services. While user fees are generally updated each year, comprehensive user fee studies and CAP are conducted in approximate seven-year cycles, with the last study and plan performed in 2016 by Matrix Consulting Group. The CAP is a document that defines the indirect costs of an organization and equitably and fairly distributes them to the beneficiaries of that service. The results of that analysis help determine the indirect costs that are used to calculate the full cost of providing fee-related services. For example, in order to issue a building permit, a building inspector has the direct cost and time to conduct the inspections, but in order for that inspector to do their inspections, they had to be hired by HR, and payroll needed to be processed by Finance, etc. That level of indirect support is captured through the CAP. Between studies, common practice is to adjust fees by the change in the Consumer Price Index (CPI) or to leave them unchanged. Council approves changes to the City’s Fees and Charges. The last revision of the City’s Fees and Service Charges schedule occurred in July 2023 with the understanding that the fee study and CAP were planned for completion in the current year. Matrix analyzed the cost of service relationships that exist between internal service divisions (e.g. City Council, City Manager, City Attorney, and Administrative Services) 397 CC 02-06-2024 397 of 723 3 and fees for service activities related to building permits, planning applications, public works, general services, and parks and recreation. The analysis includes a review of actual revenue, budgeted expenditures, staff time estimates, costs of materials, and overhead. The results of the CAP and User Fee Study provide the City with a tool for understanding current service levels, the cost and demand for those services, and what fees for service can and should be charged. The following is a discussion of the study methodology, study results, and potential areas where changes might occur. Methodology Matrix first developed a cost allocation plan (CAP) to account for the full cost of providing specific services to the community by determining indirect (overhead) costs associated with operations. Using time estimates and data, the Matrix analytical model spreads costs from central service departments to those divisions, programs, and/or funds that receive services in support of conducting their operations (see Attachment A). The model is based on many of the methods of indirect cost allocation defined by the federal Office of Management and Budget’s (OMB) Circular A-87 and Generally Accepted Accounting Principles (GAAP). The methodology employed by the Matrix Consulting Group is a widely accepted “bottom up” approach to cost analysis, where time spent per unit of fee activity is determined for each position within a Department or Division. Once time spent for a fee activity is determined, all applicable City costs are then considered in the calculation of the “full” cost of providing each service. The following table provides an overview of the types of costs included in establishing the “full” cost of services. Cost Component Description Direct Fiscal Year 2024 Budgeted salaries, benefits, and allowable expenditures. Indirect Division, departmental, and Citywide support. Current Cost Recovery When comparing FY24 fee-related budgeted expenditures with fee-related revenue the City is under-recovering its costs by approximately $767,000 or recovering 88% of its costs associated with services that provide direct benefits to individuals or groups. The following table outlines this by major service area, including the revenue collected, the total annual cost, the resulting difference, and the resulting cost recovery percentage. Service Area Current Revenue Total Cost Difference Cost Recovery % Planning $716,696 $886,158 ($169,462) 81% 398 CC 02-06-2024 398 of 723 4 Service Area Current Revenue Total Cost Difference Cost Recovery % Public Works $1,122,328 $1,182,734 ($60,407) 95% Building $3,800,581 $4,337,761 ($537,180) 88% Total $5,639,605 $6,406,653 ($767,048) 88% Building at roughly $537,000 is the primary contributor to the overall deficit. Potential modifications to the current fee schedules in this program (expanding various flat fees, reorganizing the Mechanical, Electrical, and Plumbing (MEP) fees section, etc.), as well as adding a fee for Planning Review and Inspection will help to address the cost recovery gap. It is important to note that it may not be advantageous to bring all fees to full cost recovery as higher fees may discourage, for example, the application for a permit. Staff will utilize some discretion as the fee schedule is created and proposed for Council. Market Comparison and Cost Recovery Policy Cost recovery levels in Cupertino were also compared to levels typically seen in other jurisdictions. The following table reflects the typical cost recovery levels observed by local adopting authorities. Service Areas Typical Cost Recovery Ranges Building 80-100% Planning 50-80% Public Works 70-100% Information presented in the table above is based on the Matrix Consulting Group’s experience in analyzing local governments’ operations across the United States and within California and reflects typical cost recovery ranges observed by local adopting authorities. The following graph depicts how Cupertino compares to industry cost recovery range standards. 399 CC 02-06-2024 399 of 723 5 Public Works and Building fall within the typical cost recovery ranges, while Planning at 81% is just above the typical cost recovery range. The City will benefit from adopting a formal Cost Recovery Policy, which can be general in nature and can apply broadly to the City as a whole, or to each department and division specifically. A department specific cost recovery policy would allow the City to better control the cost recovery associated with different types of services being provided and the community benefit received. Proposed Cost Recovery Policy components are included later in this staff report. General Fees The General Fee category encompasses fees for services which are applied Citywide, such as, photocopies, notary, business licenses, taxi driver permits, block party presentations, etc. Where applicable, fees are proposed to fully recover the cost of service. Exceptions include state regulated fees, penalties, and services with community benefit. Additionally, changes provided in the report include consolidating several fees, eliminating ‘Microfilm/ Microfiche Printout’ (service no longer offered), and the following new fees: Fee Name Unit Total Cost Difference Code Enforcement Cost Recovery Abatement / Graffiti Cleanup Actual Cost Hourly Rate Per Hour $240 N/A Substandard Housing Re-Inspection Per Hour $240 N/A Handbill Permit Permit Update Each $120 N/A Finance - General Credit Card Transaction Fees 3.4% N/A Emergency Service - General Block Party Presentation Each $418 N/A First Aid / Medical Stand-by at Special Events Each $215 N/A 400 CC 02-06-2024 400 of 723 6 Public Works Department (Engineering Division) The Engineering Division is responsible for the daily upkeep and maintenance of City owned and operated facilities and infrastructure. The fees examined within this study relate to oversight and permitting of improvements that affect the public right of way and public infrastructure, including, encroachments, map services, public improvements, tree planting, and other fees associated with tasks performed by the Engineering Division. Like General Fees, fees reflect full cost recovery with the exception of state-regulated fees. Block Parties, with a current cost of approximately $1,338, have historically been fully subsidized at the direction of City Council. Two fees are proposed for deletion, with the ‘Stormwater Permit -Initial Inspection’ fee rarely used and the ‘Trash Enclosure’ being captured elsewhere. Staff is recommending the following new fees: Fee Name Unit Total Cost Difference Encroachment Permits Crane Lift Each $1,415 N/A Review of Public/Private Improvement Plans Planning Application Review Each $1,573 N/A VMT Monitoring Fee Per Hour $188 N/A Environmental Programs Plan Review Fee: Single Family Each $157 N/A Multi-Family Each $313 N/A Construction and Demolition Diversion Compliance Review Each $106 N/A Development Project Review Each $271 N/A Community Development Department (Planning Division) The Planning division is responsible for ensuring current and future development aligns with the City’s General Plan, Zoning Plan, and specific plans. As such, the fees examined within this study relate to zoning, subdivisions, exceptions, appeals, etc. Planning under recovers a majority of its fees, with the largest variance category being Appeals; fees ‘Appeals – Planning Commission’ and ‘Appeals – City Council’ are below full cost recovery by $18,627 and $18,915, respectively. It is common to see large subsidies in relation to appeals due to the understanding that the benefit to the community having access to the appeal process outweighs the benefit of recovering the full cost to the City. The following new proposed fees will help recover costs for services currently being provided but for which there is no fee on the fee schedule. 401 CC 02-06-2024 401 of 723 7 Fee Name Unit Total Cost Difference Appeals Project Review Meeting Each $5,106 N/A Preliminary Application Review Single Family Each $4,042 N/A Non-Residential (Retail / Industrial / Office / Hotel): <10,000 sf Each $9,421 N/A >10,000 sf Each $12,999 N/A Residential / Mixed Use: Duplex Each $3,428 N/A 3-6 Units Each $14,776 N/A 6-50 Units Each $18,427 N/A >50 Units Each $23,213 N/A Planning Inspection Each $860 N/A Application Revision (after 2nd review) Each $10,400 N/A Mercury News Ad Actual Cost + 15% Admin Charge Special Events Each $7,779 N/A Community Development Department (Building Division) The Building Division is committed to safeguarding life, health, property and public welfare through the administration and enforcement of the uniform building codes and adopted City ordinances and policies. Specifically, the Building division provides the following services: • Plan review and permit issuance of all proposed construction to assure compliance with all state and local building codes. • Explaining codes, ordinances, requirements and regulations that apply to individual building projects. • Assisting the public with their concerns about public safety within their homes or places of business. • Providing building inspection services for all privately funded development. The fees included for examination in this study relate to plan review and inspection of buildings and structures. All Building Fees are presented at full cost recovery based on CAP and Fee Study results. Staff worked with Matrix to alter time estimates for all building fees to better reflect current Building Division processes and requirements. Through this process, numerous fees were identified as services no longer offered by the City, and will be removed from future fee schedules. Additionally, staff is proposing the addition of fees for services provided but not captured in the current fee schedule, such as Additions, Thermal 402 CC 02-06-2024 402 of 723 8 Systems, and Appliances. A comprehensive list is provided in section six, “Building,” in Attachment B. Parks and Recreation–Cost Recovery and Fees The Parks and Recreation Department strives to enhance the leisure lifestyle and quality of life of both residents of and visitors to the City by providing affordable, fun, integrated, and safe recreational activities for people of all ages and abilities. The Department organizes, markets, and oversees recreation and leisure services in a variety of programs, including a Sports Center, Senior Programs, Youth and Teen activities and classes, trips, facility rentals, and other recreation activities. Currently, the Department sets and updates class fees internally on a seasonal basis. Membership and facility fees are studied on an annual basis. The primary methodology used for fee-setting is to determine the demand of a program based upon participation, conducting market inquires, and determining the benefit of the program to the community. These are typically the most important components of determining parks and recreation fees. Changes recommended in the Recreation fee schedule are historically driven by demand and market comparisons of similar services as residents have a choice between utilizing programs offered in their own city or those of a neighboring city. Grants, special funding, or General Fund subsidies often offset programs and services provided by recreation departments in order to ensure that all citizens have equal opportunity and choice of participation. Recreation fees were not assessed in the User Fee Study. As such, Matrix determined cost recovery levels at the department level only. The typical cost recovery for Parks and Recreation services is between 20-50%. The low-cost recovery for these services is due to the belief that these services primarily benefit the community at large and, as such, are providing a direct benefit to residents and the community, leading to a substantial General Fund subsidy. Program Revenue Direct & Indirect Exp Difference Cost Recovery % Cultural Events $1,221 $768,430 ($767,209) 0.16% Facilities $203,173 $802,246 ($599,073) 25% Youth Teen Recreation $854,411 $2,827,397 ($1,972,986) 30% Senior Center $70,129 $1,437,067 ($1,366,938) 5% Youth and Teen Programs $0 $503,414 ($503,414) 0% Neighborhood Events $0 $179,317 ($179,317) 0% Park Facilities $195,207 $2,536,875 ($2,341,668) 8% BBF Golf Course $602,779 $1,217,291 ($614,512) 50% Sports Center Operations $2,796,329 $5,116,163 ($2,319,834) 55% Outdoor Recreation $439,717 $1,880,645 ($1,440,928) 23% Total $5,162,966 $17,268,845 ($12,105,879) 30% 403 CC 02-06-2024 403 of 723 9 At $2.3 million each, Park Facilities and Sports Center Operations are the largest contributors to the Department’s deficit. Since both programs have fees which are primarily based on market-rate, it is imperative that staff and management evaluate these fees and adjust appropriately to not only align with established cost recovery polices and targets but also to lessen the cost recovery gap. Staff has committed to evaluating business practices with respect to these facilities to maximize the return within the competitive market. The cost recovery study provides the opportunity for the Council to identify specific programs in which there is an interest to explore alternative service delivery models. Cost Recovery Policy Components The Government Finance Officers Association’s (GFOA) best practices for Establishing Government Charges and Fees states that governmental entities should adopt formal policies regarding charges and fees which include the jurisdiction’s intention to recover the full cost or partial costs of providing services, sets forth circumstances under which the jurisdiction might set a charge or fee at less than or more than 100% o f full cost, and outlines the considerations that might influence the jurisdiction’s pricing decision. The City is currently developing a cost recovery policy addressing the following three primary components:  Comprehensive fee study and CAP – Staff is recommending maintaining the current seven-year cycle.  Cost recovery target ranges – Staff is recommending the following ranges: Service Area Cost Recovery Range General 100% Building 80-100% Public Works 75-100% Planning 50-80% Recreation Market-driven  Annual fee update/Increase mechanism – Continuing the City’s current process, user fees (Schedules A-D) will be updated by CPI or to state-regulated limits.  Phase-in period – fees with greater differences between current and full cost recovery rates will gradually increase over multiple years to reach full cost recovery.  Parks and Recreation Fees exclusion – fees will be administratively updated per Resolutions No. 04-350, authorizing the City Manager to set all recreation fees. Next Steps City Staff will return to City Council in April with the Fiscal Year 2024-25 Proposed Fee Schedules (A-D) and Cost Recovery Policy for adoption. 404 CC 02-06-2024 404 of 723 10 Sustainability Impact No sustainability impact. Fiscal Impact There is no direct fiscal impact from this agenda item. Adjustments that derive from the fee study may lead to increased revenue up to $767,048 that could provide direct General Fund relief to the structural budget deficit. California Environmental Quality Act Not applicable. _____________________________________ Prepared by: Jonathan Orozco, Finance Manager Reviewed by: Kristina Alfaro, Director of Administrative Services Approved for Submission by: Matt Morley, Assistant City Manager Attachments: A - Cost Allocation Plan B - User Fee Study Final Report 405 CC 02-06-2024 405 of 723 1650 S. Amphlett Blvd, Suite 213 San Mateo, CA 94402 650.858.0507 FULL COST ALLOCATION PLAN FY24 Budgeted Expenditures CITY OF CUPERTINO, CA OCTOBER 2023 matrix consulting group 406 CC 02-06-2024 406 of 723 Page Number 1.EXECUTIVE SUMMARY 1 2.READING THE PLAN 5 3.ORGANIZATIONAL CHART 7 4.SUMMARY OF RESULTING OVERHEAD ALLOCATIONS 9 5.SUMMARY OF FUNCTIONS AND ALLOCATION BASES 32 6.CENTRAL SERVICES DEPARTMENTS (PROVIDERS)35 7.GRANTEE DEPARTMENTS (RECEIVERS)37 8.COST ALLOCATION PLAN 41 8.1 100-10-100 City Council 42 COSTS TO BE ALLOCATED 44 EXPENSE DETAIL 45 ALLOCATION DETAIL Citywide Support 46 Legislative Support ALLOCATION SUMMARY 47 8.2 100-12-120 City Manager 48 COSTS TO BE ALLOCATED 50 EXPENSE DETAIL 51 Allocation Detail Management Support 52 Administrative Support 55 Council Support 59 ALLOCATION SUMMARY 60 8.3 100-12-126 Office of Communications 64 COSTS TO BE ALLOCATED 66 EXPENSE DETAIL 67 Allocation Detail General Communications 68 Law Enforcement Contract Support 70 ALLOCATION SUMMARY TABLE OF CONTENTS 407 CC 02-06-2024 407 of 723 Page Number 8.4 100-12-633 Disaster Preparedness 73 COSTS TO BE ALLOCATED 75 EXPENSE DETAIL 76 Allocation Detail Law Enforcement Contract Support 77 ALLOCATION SUMMARY 78 8.5 100-13-130 City Clerk 79 COSTS TO BE ALLOCATED 82 EXPENSE DETAIL 83 Allocation Detail City Council Support 84 Records Management 85 Mail Services 87 ALLOCATION SUMMARY 90 8.6 100-13-132 Mail Services 94 COSTS TO BE ALLOCATED 96 EXPENSE DETAIL 97 Allocation Detail Mail Services 98 ALLOCATION SUMMARY 101 8.7 100-15-141 City Attorney 104 COSTS TO BE ALLOCATED 107 EXPENSE DETAIL 108 Allocation Detail Legal Support 109 Contract Support 110 Council Support 112 Planning Commission Support 113 ALLOCATION SUMMARY 114 8.8 100-31-305 Video 116 COSTS TO BE ALLOCATED 118 EXPENSE DETAIL 119 Allocation Detail Video Production Support 120 Video Meeting Support 121 ALLOCATION SUMMARY 122 8.9 100-32-308 Applications 123 COSTS TO BE ALLOCATED 125 EXPENSE DETAIL 126 Allocation Detail General Application Support 127 ALLOCATION SUMMARY 128 408 CC 02-06-2024 408 of 723 Page Number 8.10 100-40-400 Admin Services Administration 129 COSTS TO BE ALLOCATED 131 EXPENSE DETAIL 132 Allocation Detail Program Support 133 ALLOCATION SUMMARY 134 8.11 100-41-405 Accounting 135 COSTS TO BE ALLOCATED 137 EXPENSE DETAIL 138 Allocation Detail Payroll 139 General Accounting 142 ALLOCATION SUMMARY 143 8.12 100-41-425 Purchasing 147 COSTS TO BE ALLOCATED 149 EXPENSE DETAIL 150 Allocation Detail PO Creation Support 151 PO Processing 154 ALLOCATION SUMMARY 157 8.13 100-41-426 Budgeting 160 COSTS TO BE ALLOCATED 162 EXPENSE DETAIL 163 Allocation Detail Budget 164 ALLOCATION SUMMARY 168 8.14 100-44-412 Human Resources 173 COSTS TO BE ALLOCATED 175 EXPENSE DETAIL 176 Allocation Detail Recruitment 177 Employee Support 178 ALLOCATION SUMMARY 181 8.15 100-44-417 Insurance Administration 185 COSTS TO BE ALLOCATED 187 EXPENSE DETAIL 188 Allocation Detail General Liability 189 Property 190 Employment Practices 191 ALLOCATION SUMMARY 194 409 CC 02-06-2024 409 of 723 Page Number 8.16 100-80-800 Public Works Admin 198 COSTS TO BE ALLOCATED 200 EXPENSE DETAIL 201 Allocation Detail Employee Program Support 202 Administrative Program Support 204 ALLOCATION SUMMARY 206 8.17 100-82-806 CIP Administration 208 COSTS TO BE ALLOCATED 201 EXPENSE DETAIL 211 Allocation Detail CIP Support 212 ALLOCATION SUMMARY 213 8.18 100-84-815 Civic Center Ground Maint 214 COSTS TO BE ALLOCATED 216 EXPENSE DETAIL 217 Allocation Detail Civic Center Maintenance - Community Hall 218 Civic Center Maintenance - Library 219 Civic Center Maintenance - City Hall 220 ALLOCATION SUMMARY 222 8.19 100-87-827 Bldg Maint City Hall 224 COSTS TO BE ALLOCATED 226 EXPENSE DETAIL 227 Allocation Detail City Hall Maintenance 228 ALLOCATION SUMMARY 230 410 CC 02-06-2024 410 of 723 1. Executive Summary The Matrix Consulting Group has prepared this Full Cost Allocation Plan (CAP) for the City of Cupertino, California. The report, which follows, presents a summary of the comprehensive analysis undertaken to identify the appropriate distribution of citywide administrative and support costs to all City operating divisions and programs. 1 Methodology The primary objective of a CAP is to spread costs from central support divisions, generally called “Central Service Divisions” to those divisions, cost centers, and/or funds that receive services in support of conducting their operations. In doing so, an organization can both better understand its full cost of providing specific services to the community, and also generate organizational awareness regarding indirect (overhead) costs associated with operations. 1.1 Allocation Principles This plan was compiled in accordance with Generally Accepted Accounting Principles and is also based on many of the methods of indirect cost allocation defined by the federal Office of Management and Budget’s (OMB) Title 2 CFR 200. These principles can be summarized in the following points: • Necessary and reasonable: costs included for allocation should be necessary to the purpose of a division and the services it provides. Expenditures should be in alignment with reasonable costs associated with services, not arbitrarily or intentionally inflated. • Determined by allocation “bases” that relate to benefit received: allocation metrics used to allocate costs should have a nexus to the service being provided, and generally reflect associated service levels. Following the above principles ensures the production of an equitable and fair plan. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 1411 CC 02-06-2024 411 of 723 1.2 Double-Step Down Method In addition, OMB guidelines outline a method for allocating indirect costs called the double-step down allocation method, which utilizes two “steps” or “passes” to fully allocate costs. The double-step down procedure is reflected in this plan, and ensures that the benefit of services between Central Service support divisions are recognized first, before final allocations to receivers of services are made. For example: • First Step: Central Service division expenditures are allocated to other Central Service divisions such as Human Resources, Information Technology, etc., as well as to Receiving divisions. • Second Step: Distributes Central Service division expenses and first step allocations to Receiving divisions only. Other methods of distributing Central Service costs to Receivers do exist, however, the project team used the double-step down method as it is the most equitable means to distribute costs. 1.3 Types of Cost Allocation Plans It should be noted that there are two types of cost allocation plans: Full Cost and OMB Compliant. The below dot points outline the two types of plans and provide examples of plan utilization. • Full Cost Allocation Plan: is generally concerned with determining indirect costs associated with non-general fund sources, as well as funds and divisions that charge fees for service. For example, a Full Cost Allocation Plan could be used to justify transfers from non-general fund sources, or included in a cost-of-service study to account for indirect overhead. • OMB Compliant Plan: is generally concerned with the use of the resulting cost allocations to develop, submit, and secure approval for claims. For example, OMB Compliant allocations could be used to reimburse indirect costs associated with the administration of State and/or Federal grants. An OMB Compliant Plan is far more sensitive in terms of recovering administrative costs within the framework of the specific federal requirements outlined by OMB. This plan is a Full Cost Allocation Plan. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 2412 CC 02-06-2024 412 of 723 2 Project Steps The project team, along with City staff, went through the following steps in order to develop this CAP: • Meet with City administrative staff to customize the structure of the plan • Identify / classify Central Service support divisions • Determine the major services or “functions” provided by each Central Service support division • Establish the optimal allocation basis for each function • Identify the source and collect allocation basis data and statistics • Populate the analytical model and calculate results • Employ quality control processes for accurate results • Review results with the City • Revise and finalize • Discuss implementation strategies • Document and communicate results The results of this effort are detailed in the following report. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 3413 CC 02-06-2024 413 of 723 3 Summary In summary, key project details for the cost plan are as follows: • Cost figures are based on Fiscal Year 2023-2024 budgeted expenditures • The allocation methodology is Full Cost, not OMB Title 2 CFR 200 Compliant • The results presented in this plan were derived using a double “step-down” allocation process The following report provides a well-documented and defensible basis for the City’s indirect overhead costs, including the full detail regarding how cost centers were derived, the allocation bases used to allocate associated costs, and a summary schedule that illustrates the total indirect costs associated with Receiving divisions and funds. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 4414 CC 02-06-2024 414 of 723 2. Reading the Plan The final documentation of a CAP can be hundreds of pages in length. The following provides a guide for navigating and reviewing the plan: • Table of Contents: All summary and detail allocation schedules can be referenced here; and appear in the same order as shown. • Summary of Overhead Allocations: Lists Central Service divisions on one axis and Receiving divisions on the other. Shows how much was allocated from each Central Service division to each Receiving division. Summarized with unallocated and direct billed entries and produces a grand total for each axis. • Summary of Functions and Allocation Bases: Recaps the source and basis for each function of each Central Service division. For example, if the Building Maintenance function of the Facilities Management Division allocates by square footage, then the basis for the allocation of that function shown on this schedule would be square footage and the source would potentially be blueprints of the building or square footage records. • Central Service Divisions: Lists all Central Service divisions, including their fund, division, and or division number, along with expenditure totals per division, subtotal of disallowed costs, and a total of all expenditures being allocated through the plan. • Grantee Divisions: Lists all Receiving divisions, including their fund, division, and or division number. • Detail Reports: There is one set of reports for each Central Service division in the plan. The reports show an aggregate picture of the division’s expenses, a function-by-function breakdown of the expenses, each function’s allocation, and an allocation summary. Each set of Detail Reports contains: FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 5415 CC 02-06-2024 415 of 723 – Narrative: This is a summary of the Central Service division including a brief description of the activities performed, the major functions and services provided, and how costs associated with each function are allocated to Receiving divisions, or those divisions and programs within the City that benefit from services. – Costs to Be Allocated: This is a summary of the costs being allocated for the identified Central Service division. This worksheet shows the total expenditures for the Central Service division, along with the incoming allocations from all other Central Service divisions. – Divisional Expense Detail: This worksheet details the Central Service’s direct expenditures, provides a recap of the incoming expenses, and arrives at a total this division encumbers on each pass of allocations. Additionally, this worksheet compounds incoming allocations and breaks total costs down by function. Lastly, it demonstrates how the G&A (General and Administrative) column is reallocated and displays subtotals for each pass of allocations. Here, unallocated functions are dropped from the Plan’s calculations. – Allocation Detail: For each allocable function, this report shows the Receiving divisions its costs are allocated to and shows the dollar amount of allocations per pass. – Allocation Summary: This worksheet shows the total costs being allocated to Receiving divisions by function. The Summary of Resulting Overhead Allocations and the Summary of Functions and Allocation Bases are the optimal documents for beginning review of the Cost Allocation Plan. The Summary of Resulting Overhead Allocations provides a summary of results and “bottom-line” picture of the analysis. The reviewer may then refer to the Detail Reports for more information on how allocations are derived and shown on the Summary of Overhead Allocations. The Summary of Functions and Allocation Bases provides a matrix detailing the allocation methodology applied to each Central Service division along with the source of the data. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 6416 CC 02-06-2024 416 of 723 3. Organizational Chart The organizational chart on the following page shows the overall structure for the City of Cupertino, including illustrating how each of the City’s divisions are organized. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 7417 CC 02-06-2024 417 of 723 City Organizational Chart *The City Treasurer is the Director of Administrative Services FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 8418 CC 02-06-2024 418 of 723 4. Summary of Overhead Allocations Provided on the following pages are a summary of results and a “bottom-line” picture of the resulting CAP analysis. This summary shows how much was allocated from each Central Service division to each end Receiving division. Divisional costs have been summarized with unallocated and direct billed entries and produces a grand total for each Central Service and Receiving division. The Central Service divisions are listed down the left-hand side, with Receiving divisions across the top. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 9419 CC 02-06-2024 419 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100-10-101 Community Funding 100-10-104 Historical Society 100-10-110 Sister Cities 100-11-131 Telecommunication Commission 100-11-140 Library Commission 100-11-142 Fine Arts Commission 100 10 100 City Council -$ -$ -$ -$ -$ -$ 100 12 120 City Manager 311$ 349$ 1,145$ 666$ 882$ 869$ 100 12 126 Office of Communications -$ -$ 14,589$ 1,326$ 1,326$ 1,326$ 100 12 633 Disaster Preparedness -$ -$ -$ -$ -$ -$ 100 13 130 City Clerk -$ -$ 451$ 451$ 451$ 451$ 100 13 132 Mail Services -$ -$ 554$ 554$ 554$ 554$ 100 15 141 City Attorney -$ -$ -$ -$ -$ -$ 100 31 305 Video -$ -$ -$ -$ -$ -$ 100 32 308 Applications -$ -$ -$ -$ -$ -$ 100 40 400 Admin Services Administration -$ -$ -$ -$ -$ -$ 100 41 405 Accounting -$ -$ 369$ 507$ 795$ 5$ 100 41 425 Purchasing -$ -$ -$ -$ -$ -$ 100 41 426 Budgeting 297$ 333$ 609$ 297$ 358$ 346$ 100 44 412 Human Resources -$ -$ 627$ 439$ 627$ 627$ 100 44 417 Insurance Administration -$ -$ 75$ 52$ 75$ 75$ 100 80 800 Public Works Admin -$ -$ -$ -$ -$ -$ 100 82 806 CIP Administration -$ -$ -$ -$ -$ -$ 100 84 815 Civic Center Ground Maint -$ -$ -$ 47$ -$ 67$ 100 87 827 Bldg Maint City Hall -$ -$ -$ 467$ -$ 668$ Proposed Costs 607$ 683$ 18,420$ 4,808$ 5,069$ 4,988$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 10420 CC 02-06-2024 420 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 100-11-150 Public Safety Commission 100-11-155 Bike/Ped Safety Commission 100-11-160 Recreation Commission 100-11-165 Teen Commission 100-11-170 Planning Commission 100-11-175 Housing Commission -$ -$ -$ -$ -$ -$ 667$ 1,308$ 846$ 624$ 2,345$ 1,296$ 1,326$ 1,326$ 1,326$ 1,326$ 1,326$ 1,326$ -$ -$ -$ -$ -$ -$ 451$ 451$ 451$ 451$ 451$ 451$ 554$ 554$ 554$ 554$ 554$ 554$ -$ -$ -$ -$ 49,764$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 353$ 1,204$ 646$ 315$ 1,348$ 995$ -$ -$ -$ -$ -$ -$ 395$ 523$ 324$ 354$ 981$ 512$ 314$ 941$ 627$ 314$ 1,630$ 941$ 37$ 112$ 75$ 37$ 194$ 112$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 34$ 101$ -$ -$ 40$ -$ 334$ 1,002$ -$ -$ 401$ -$ 4,465$ 7,522$ 4,850$ 3,976$ 59,034$ 6,187$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 11421 CC 02-06-2024 421 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 100-11-180 Sustainability Commission 100-11-190 Audit Committee 100-12-122 Sustainability Division 100-12-305 Video 100-12-307 Public Access Support -$ -$ -$ -$ -$ 1,268$ 861$ 15,270$ 146$ 417$ 1,326$ 1,326$ 3,647$ -$ -$ -$ -$ -$ -$ -$ 451$ 451$ 451$ -$ -$ 554$ 554$ 554$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 838$ 330$ 11,453$ 13,713$ -$ -$ -$ 2,309$ 18,380$ -$ 484$ 338$ 5,869$ 140$ 398$ 941$ 627$ 29,222$ -$ -$ 112$ 75$ 1,343$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 67$ 235$ -$ -$ -$ 668$ 2,337$ -$ -$ 5,975$ 5,298$ 72,692$ 32,379$ 815$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 12422 CC 02-06-2024 422 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 100-12-632 Comm Outreach & Neigh Watch 100-12-705 Economic Development 100-13-133 Elections 100-14-123 City Manager Contingency 100-20-200 Law Enforcement SC Sherif -$ -$ -$ -$ -$ 7,269$ 9,144$ 9$ 437$ 155,531$ 7,295$ 14,589$ -$ -$ 9,036$ -$ -$ -$ -$ 152,678$ 451$ 451$ -$ -$ -$ 554$ 554$ -$ -$ -$ -$ 1,223$ -$ -$ 612$ -$ -$ -$ -$ -$ -$ 86,258$ -$ -$ -$ -$ -$ -$ -$ -$ 4,300$ 7,325$ -$ -$ 4,026$ 793$ 463$ -$ 431$ 6,618$ 2,102$ 3,892$ 8$ 417$ 7,425$ 6,270$ 24,206$ -$ -$ -$ 746$ 746$ -$ -$ 27,176$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 673$ 777$ -$ -$ -$ 6,677$ 6,677$ -$ -$ -$ 37,131$ 156,305$ 17$ 1,285$ 363,102$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 13423 CC 02-06-2024 423 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 100-41-406 Business Licenses 100-60-601 Rec & Comm Svcs Administration 100-60-636 Library Services 100-61-602 Administration 100-61-605 Cultural Events 100-61-630 Facilities -$ -$ 2,544$ -$ -$ -$ 9,273$ 36,693$ 5,814$ 20,324$ 8,891$ 14,810$ 3,647$ 14,589$ -$ 14,589$ 14,589$ 14,589$ -$ -$ -$ -$ -$ -$ 451$ 2,304$ 3,484$ 451$ 683$ 451$ 554$ 554$ -$ 554$ 554$ 554$ -$ 1,682$ 3,371$ -$ 306$ -$ 5,915$ 19,141$ -$ -$ -$ -$ 64,693$ 172,516$ -$ -$ -$ -$ 30,220$ -$ -$ -$ -$ -$ 4,736$ 112,948$ -$ 11,982$ 5,298$ 10,544$ -$ 616$ -$ -$ 705$ -$ 3,531$ 11,322$ 1,415$ 4,888$ 3,650$ 3,253$ 6,897$ 66,594$ -$ 18,810$ 6,270$ 14,108$ 821$ 247,023$ -$ 2,238$ 746$ 96,186$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 740$ 390$ 143,799$ -$ -$ -$ 7,345$ -$ -$ -$ -$ -$ 138,824$ 686,373$ 160,426$ 73,838$ 41,692$ 154,496$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 14424 CC 02-06-2024 424 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 100-62-608 Administration 100-62-623 Youth, Teen and Senior Adult Rec 100-62-639 Youth and Teen Programs 100-62-640 Neighborhood Events 100-63-612 Park Facilities -$ -$ -$ -$ 7,632$ 20,943$ 17,482$ 6,236$ 2,078$ 40,205$ 14,589$ 14,589$ 14,589$ 14,589$ 14,589$ -$ -$ -$ -$ -$ 451$ 13,423$ 1,841$ 2,999$ 8,586$ 554$ 554$ 554$ 554$ 554$ -$ 5,810$ 3,058$ 1,835$ 10,572$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 13,876$ 12,661$ 3,840$ 566$ 24,352$ -$ 3,035$ 2,742$ -$ 4,204$ 5,721$ 6,772$ 2,325$ 774$ 10,591$ 18,497$ 12,854$ 4,703$ 1,568$ 19,939$ 2,201$ 1,529$ 560$ 187$ 286,301$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 546$ -$ -$ -$ -$ -$ 76,833$ 88,709$ 40,448$ 25,149$ 428,071$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 15425 CC 02-06-2024 425 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 100-70-700 Community Development Admin 100-71-701 Current Planning 100-71-702 Mid Long Term Planning 100-72-712 Gen Fund Human Services Grants 100-73-713 General Building -$ 43,249$ -$ -$ -$ 7,519$ 151,428$ 28,433$ 1,573$ 24,067$ 14,589$ 14,589$ 14,589$ -$ 14,589$ -$ -$ -$ -$ -$ 451$ 59,674$ 451$ -$ 2,536$ 554$ 554$ 554$ -$ 554$ 3,669$ 86,206$ -$ -$ 9,174$ 4,991$ 43,273$ -$ -$ -$ -$ 115,011$ -$ -$ 201,269$ -$ -$ -$ -$ -$ 179,828$ 39,208$ 21,973$ -$ 18,828$ -$ 4,460$ 9,255$ 2,421$ -$ 4,759$ 28,395$ 10,259$ 1,502$ 7,881$ 3,135$ 95,311$ 39,818$ -$ 19,562$ 13,758$ 7,073$ 2,604$ -$ 2,328$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 336$ 3,906$ 1,305$ -$ 1,964$ 3,339$ 27,912$ 12,954$ -$ 19,498$ 236,929$ 720,247$ 142,195$ 5,496$ 322,250$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 16426 CC 02-06-2024 426 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 100-73-714 Construction Plan Check 100-73-715 Building Inspection 100-73-718 Muni - Bldg Code Enforcement 100-74-202 Code Enforcement 100-82-804 Plan Review 100-83-807 Service Center Administration -$ -$ -$ -$ 7,632$ -$ 54,013$ 39,367$ 2,041$ 32,495$ 45,259$ 25,080$ 3,647$ 3,647$ 3,647$ 3,647$ 3,647$ -$ -$ -$ -$ -$ -$ -$ 915$ 1,146$ 451$ 1,609$ 27,348$ 451$ 554$ 554$ 554$ 554$ 554$ 554$ 9,174$ 3,669$ -$ 1,835$ 42,374$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 194,080$ 115,011$ -$ -$ -$ -$ -$ -$ -$ 39,919$ 30,496$ 1,618$ 15,739$ 34,668$ 19,708$ 7,032$ -$ -$ 2,766$ 4,331$ 6,112$ 19,150$ 12,666$ 739$ 11,670$ 11,932$ 9,187$ 77,880$ 32,291$ 1,568$ 43,016$ 24,453$ 19,124$ 4,999$ 3,842$ 187$ 2,984$ 2,910$ 2,276$ -$ -$ -$ -$ 84,886$ 65,918$ -$ -$ -$ -$ -$ -$ 3,969$ 3,464$ 168$ 1,345$ 2,055$ -$ 39,397$ 34,389$ 1,669$ 13,355$ 19,364$ -$ 260,648$ 165,533$ 12,642$ 325,096$ 426,425$ 148,410$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 17427 CC 02-06-2024 427 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 100-84-808 McClellan Ranch Park 100-84-809 Memorial Park 100-84-811 BBF Ground Maintenance 100-84-812 School Site Maintenance 100-84-813 Neighborhood Parks 100-84-814 Sport Fields Jollyman CRK -$ -$ -$ -$ 5,088$ -$ 3,567$ 14,753$ 8,277$ 33,367$ 74,891$ 20,877$ 14,589$ 14,589$ -$ -$ 14,589$ 14,589$ -$ -$ -$ -$ -$ -$ 451$ 451$ -$ -$ 8,126$ 451$ 554$ 554$ -$ -$ -$ 554$ -$ -$ -$ -$ 8,883$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 1,710$ 8,480$ 3,300$ 15,759$ 31,762$ 9,334$ 6,609$ 9,888$ 8,820$ 9,284$ 13,763$ 8,929$ 1,470$ 6,828$ 3,063$ 11,535$ 21,618$ 7,836$ 2,508$ 9,405$ 6,270$ 26,334$ 53,922$ 15,675$ 298$ 3,681$ 746$ 4,975$ 6,990$ 3,174$ 9,504$ 39,904$ 21,778$ 87,151$ 171,969$ 55,019$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 41,260$ 108,533$ 52,253$ 188,405$ 411,601$ 136,439$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 18428 CC 02-06-2024 428 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 100-85-848 Street Lighting 100-85-850 Environmental Materials 100-86-261 Trail Maintenance 100-86-824 Overpasses and Medians 100-86-825 Street Tree Maintenance 100-86-826 Weekend Work Program -$ -$ -$ -$ -$ -$ 15,171$ 5,712$ 6,049$ 47,783$ 53,123$ 16,322$ 14,589$ 14,589$ 14,589$ 14,589$ 14,589$ -$ -$ -$ -$ -$ -$ -$ 451$ 451$ 1,390$ 451$ 2,536$ -$ 554$ 554$ -$ 554$ 554$ -$ 9,174$ -$ 6,116$ -$ 24,463$ -$ -$ -$ 4,760$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 5,792$ 3,260$ 3,836$ 23,760$ 27,566$ 9,479$ 7,307$ 414$ 11,260$ 6,830$ 2,862$ 810$ 8,436$ 1,825$ 1,663$ 13,927$ 14,913$ 4,938$ 7,838$ 4,703$ 5,330$ 41,069$ 46,398$ 13,794$ 933$ 560$ 634$ 4,887$ 248,888$ 1,641$ 42,154$ 14,800$ 15,461$ 122,752$ 136,018$ 42,074$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 112,398$ 46,868$ 71,087$ 276,603$ 571,912$ 89,059$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 19429 CC 02-06-2024 429 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 100-87-828 Bldg Maint Library 100-87-829 Bldg Maint Service Center 100-87-830 Bldg Maint Quinlan Center 100-87-831 Bldg Maint Senior Center 100-87-832 Bldg Maint McClellan Ranch 100-87-833 Bldg Maint Monta Vista Ct -$ -$ -$ -$ -$ -$ 11,838$ 5,249$ 8,059$ 5,872$ 5,606$ 3,148$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 232$ 232$ 463$ 232$ -$ -$ -$ -$ -$ -$ -$ -$ 1,223$ 1,223$ 1,223$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 2,268$ 2,688$ 3,213$ 2,573$ 1,683$ 1,426$ 1,243$ 5,711$ 1,009$ 2,369$ 1,307$ 452$ 8,399$ 2,592$ 4,791$ 2,703$ 2,449$ 1,554$ 3,762$ 3,135$ 3,762$ 3,762$ 3,762$ 1,881$ 142,473$ 45,996$ 71,462$ 38,807$ 22,698$ 29,911$ 34,333$ 14,325$ 22,637$ 15,872$ 15,047$ 8,592$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 204,315$ 81,149$ 116,387$ 73,645$ 52,784$ 46,965$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 20430 CC 02-06-2024 430 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 100-87-834 Bldg Maint Wilson 100-87-835 Bldg Maint Portal 100-87-837 Bldg Maint Creekside 100-87-838 Comm Hall Bldg Maint 100-87-839 Teen Center Bldg Maint 100-87-840 Park Bathrooms 100-87-841 BBF Facilities Maintenance -$ -$ -$ -$ -$ -$ 2,544$ 1,343$ 404$ 2,709$ 3,490$ 969$ 2,081$ 16,017$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 1,853$ 463$ -$ 3,484$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 4,747$ -$ -$ -$ -$ -$ -$ 6,146$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 828$ 402$ 828$ 1,597$ 422$ 681$ 842$ -$ -$ 399$ 394$ -$ -$ 1,766$ 798$ 385$ 1,134$ 1,880$ 441$ 1,503$ 4,382$ 627$ -$ 1,881$ 1,881$ 627$ 627$ 8,778$ 5,937$ 4,596$ 4,555$ 15,073$ 75$ 75$ 28,675$ 3,771$ 1,249$ 7,232$ 9,649$ 2,614$ 6,056$ 30,792$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 13,305$ 7,036$ 18,737$ 35,817$ 5,610$ 11,023$ 108,173$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 21431 CC 02-06-2024 431 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 100-87-852 Franco Traffic Operations Center 100-87-857 City Hall Annex 100-88-844 Traffic Engineering 100-88-845 Traffic Signal Maintenance 100-88-846 Safe Routes 2 School 100-90-1 Non Departmental -$ -$ -$ -$ -$ -$ 133$ 724$ 28,059$ 17,296$ 11,462$ 56,538$ -$ -$ 14,589$ 14,589$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 451$ 1,841$ 451$ 232$ -$ -$ 554$ 554$ 554$ -$ -$ -$ 1,223$ 3,058$ -$ 612$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 86,258$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 23,400$ 10,742$ 6,678$ 45,406$ -$ -$ 29,919$ 8,376$ 538$ -$ 127$ 208$ 10,338$ 6,836$ 6,105$ 53,981$ -$ 627$ 21,318$ 12,540$ 6,270$ -$ -$ 75$ 15,922$ 5,284$ 746$ -$ 412$ 1,858$ 73,794$ 45,856$ 31,636$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 1,614$ -$ 673$ -$ -$ -$ 16,026$ -$ 6,677$ -$ 673$ 5,720$ 240,434$ 122,525$ 157,886$ 155,924$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 22432 CC 02-06-2024 432 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 130-0-0 Investment Fund 210-0-0 Storm Drain Improvement 215-0-0 Storm Drain AB1600 230-81-802 Non Point Source 230-81-853 Storm Drain Fee 230-81-854 General Fund Subsidy -$ -$ -$ 2,544$ -$ -$ -$ -$ -$ 28,399$ 226$ 202$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 2,326$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 2,912$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 301,903$ -$ -$ -$ -$ -$ -$ -$ -$ 1,007$ 3,094$ 5,033$ 66,632$ -$ -$ -$ 13,409$ -$ 1,707$ -$ -$ -$ -$ -$ 9,816$ 216$ 193$ -$ -$ -$ 17,054$ -$ -$ -$ -$ -$ 2,029$ -$ -$ -$ -$ -$ 64,046$ 700$ 626$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 1,749$ -$ -$ -$ -$ -$ 17,361$ -$ -$ 1,007$ 16,503$ 5,033$ 518,479$ 1,143$ 1,021$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 23433 CC 02-06-2024 433 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 230-81-855 Storm Drain Maintenance 260-72-707 CDBG General Admin 260-72-709 CDBG Capital/Housing Projects 260-72-710 CDBG Public Service Grants 265-72-711 BMR Affordable Housing Fund -$ -$ -$ -$ -$ 19,943$ 3,657$ 4,021$ 480$ 14,714$ 14,589$ 14,589$ -$ -$ 14,589$ -$ -$ -$ -$ -$ 451$ 915$ 3,011$ -$ 451$ 554$ 554$ -$ -$ 554$ -$ 1,835$ 7,339$ -$ -$ -$ -$ 28,188$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 9,902$ 17,395$ -$ -$ 28,819$ 3,096$ -$ 1,057$ 1,222$ 3,982$ 8,395$ 1,101$ 3,839$ 459$ 8,213$ 13,794$ 3,097$ -$ -$ 7,562$ 1,641$ 369$ -$ -$ 900$ 53,278$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 67$ 26$ -$ 538$ -$ 668$ -$ -$ 5,342$ 125,644$ 44,246$ 47,481$ 2,162$ 85,665$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 24434 CC 02-06-2024 434 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 270-85-820 Sidewalk Curb and Gutter 270-85-821 Street Pavement Maintenance 270-85-822 Street Sign Marking 271-0-0 Traffic Impact 280-0-0 Park Dedication 281-90-1 Non Departmental 12,720$ 12,720$ -$ -$ -$ -$ 46,966$ 74,355$ 22,259$ -$ -$ 131$ 14,589$ 14,589$ 14,589$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 14,789$ 13,631$ 150$ 232$ 232$ -$ 185$ 185$ 185$ -$ -$ -$ 19,455$ 18,232$ -$ 612$ 612$ -$ 2,681$ 2,450$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 76,305$ 18,086$ 12,539$ 298$ 8,723$ 1,044$ 13,701$ 31,811$ 5,874$ -$ 1,856$ -$ 14,968$ 32,892$ 6,494$ -$ -$ 125$ 11,913$ 40,508$ 19,124$ -$ -$ -$ 1,418$ 476,036$ 2,276$ -$ -$ -$ 71,027$ 149,266$ 57,187$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 2,143$ -$ -$ -$ -$ -$ 5,008$ -$ -$ -$ -$ 300,716$ 891,910$ 140,675$ 1,141$ 11,423$ 1,300$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 25435 CC 02-06-2024 435 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 365-90-500 Non Departmental - Facility Lease 420-99-7 ADA Improvements 420-99-47 CIP Prelim Planning & Design 420-99-48 Capital Project Support 420-99-56 St Light Install - Annual Infill -$ 2,544$ -$ 33,072$ -$ 23,380$ 5,205$ 1,091$ 56,751$ 306$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 2,557$ -$ 36,486$ -$ -$ -$ -$ -$ -$ -$ 2,912$ -$ 114,309$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 708$ -$ -$ 42,200$ -$ -$ 1,442$ -$ 31,006$ 3,227$ 22,322$ 834$ 1,042$ 417$ 292$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 82,629$ 103,287$ 41,315$ 28,920$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 46,410$ 98,124$ 105,420$ 355,557$ 32,745$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 26436 CC 02-06-2024 436 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 420-99-63 CW Bldg Condition Assess Impl 420-99-85 Playground EQ (Creekside&Varian) 420-99-266 SCB/Calabazas Creek SD Repair 420-99-267 Stevens Creek Bridge Repair 427-0-0 Stevens Creek Corridor Park -$ 2,544$ -$ 5,088$ -$ 8,732$ 6,951$ 3,667$ 10,166$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 463$ 3,947$ -$ 5,114$ -$ -$ -$ -$ -$ -$ 612$ 7,193$ -$ 5,825$ -$ -$ 4,760$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 1,230$ 996$ 1,230$ -$ -$ -$ 8,337$ 2,501$ 3,501$ 1,434$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 826,294$ 247,888$ 347,043$ 142,122$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 845,433$ 277,014$ 354,212$ 169,749$ 1,230$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 27437 CC 02-06-2024 437 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 429-90-1 Non Departmental 520-81-801 Resources Recovery 560-63-616 BBF Golf Course 560-87-260 BBF Golf Maintenance 570-63-621 Sports Center Operation 570-87-836 Bldg Maint Sports Center -$ 7,632$ -$ -$ -$ -$ 17,699$ 54,260$ 11,184$ 901$ 36,963$ 9,303$ -$ 14,589$ 14,589$ -$ 14,589$ 7,295$ -$ -$ -$ -$ -$ -$ 232$ 9,049$ 1,146$ 2,085$ 451$ 451$ -$ 554$ 554$ -$ 554$ 554$ -$ 13,018$ 3,669$ 1,223$ -$ -$ -$ 8,225$ -$ -$ -$ -$ -$ 129,387$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 336$ 51,564$ 101,751$ 12,925$ 285,371$ 13,647$ -$ 6,381$ 5,037$ 952$ 22,854$ 2,984$ 16,898$ 21,978$ 5,355$ 861$ 23,679$ 5,495$ -$ 22,572$ 6,897$ -$ 15,048$ 4,389$ -$ 2,686$ 821$ 5,266$ 1,791$ 41,975$ -$ 113,893$ -$ 2,790$ -$ 26,104$ -$ -$ -$ -$ -$ -$ -$ 1,514$ -$ -$ -$ -$ -$ 15,024$ -$ -$ -$ -$ 35,164$ 472,327$ 151,003$ 27,004$ 401,300$ 112,197$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 28438 CC 02-06-2024 438 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 580-62-613 Youth Teen Recreation 580-63-620 Outdoor Recreation 610-30-300 Administration 610-34-310 Infrastructure 610-35-986 GIS 620-44-418 Workers Compensation Insurance -$ -$ -$ -$ -$ -$ 23,488$ 20,134$ 4,343$ 42,410$ 30,237$ 6,102$ 14,589$ 14,589$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 451$ 451$ 11,500$ 150$ 150$ 451$ 554$ 554$ 185$ 185$ 185$ 554$ -$ -$ 9,174$ -$ 6,116$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 5,495$ 207,110$ 5,288$ 103,616$ 29,471$ 1,352$ 26,883$ 15,185$ 11,424$ 884$ 27,111$ 7,127$ -$ 14,199$ 9,062$ 1,582$ 18,717$ 12,418$ 4,858$ 10,659$ 13,167$ 3,323$ 28,215$ 39,254$ 1,254$ 1,268$ 1,567$ 395$ 3,357$ 2,537$ 149$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 156$ -$ 409$ 2,354$ 2,287$ 135$ -$ -$ 3,539$ 23,371$ 22,703$ 1,335$ 287,661$ 76,237$ 138,949$ 175,341$ 124,367$ 47,217$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 29439 CC 02-06-2024 439 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs 630-85-849 Equipment Maintenance 630-90-985 Non Departmental - Fixed Assets Acquisition 641-44-419 Long Term Disability 641-44-420 Compensate d Absence 642-44-414 HR Retiree Benefits 0-0-0 Other 2,544$ -$ -$ -$ -$ -$ 32,643$ 4,085$ 894$ 5,746$ 12,984$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 3,703$ -$ -$ -$ -$ -$ 554$ -$ -$ -$ -$ -$ 4,136$ -$ -$ -$ -$ 19,291$ -$ -$ -$ -$ -$ 724,912$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 37,615$ -$ -$ 5,443$ 2,423$ -$ 1,236$ 11,126$ -$ -$ -$ -$ 12,514$ 3,900$ 85$ 549$ 1,240$ -$ 18,810$ -$ -$ -$ -$ -$ 2,238$ -$ -$ -$ -$ 108,299$ 76,107$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 5,463$ -$ -$ -$ -$ -$ -$ 192,099$ 19,112$ 979$ 11,738$ 16,646$ 857,964$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 30440 CC 02-06-2024 440 of 723 SUMMARY OF RESULTING OVERHEAD ALLOCATIONS Fund Dept Div Name 100 10 100 City Council 100 12 120 City Manager 100 12 126 Office of Communications 100 12 633 Disaster Preparedness 100 13 130 City Clerk 100 13 132 Mail Services 100 15 141 City Attorney 100 31 305 Video 100 32 308 Applications 100 40 400 Admin Services Administration 100 41 405 Accounting 100 41 425 Purchasing 100 41 426 Budgeting 100 44 412 Human Resources 100 44 417 Insurance Administration 100 80 800 Public Works Admin 100 82 806 CIP Administration 100 84 815 Civic Center Ground Maint 100 87 827 Bldg Maint City Hall Proposed Costs Subtotal Direct Billed Unallocated Total 150,098$ -$ 413,022$ 563,120$ 1,921,548$ -$ -$ 1,921,548$ 603,545$ -$ 76,857$ 680,401$ 152,678$ -$ 675,052$ 827,730$ 276,647$ -$ 809,710$ 1,086,357$ 32,155$ -$ -$ 32,155$ 534,753$ -$ 858,484$ 1,393,237$ 855,439$ -$ -$ 855,439$ 1,466,385$ -$ -$ 1,466,385$ 35,714$ -$ -$ 35,714$ 2,078,832$ -$ -$ 2,078,832$ 444,852$ -$ -$ 444,852$ 688,224$ -$ -$ 688,224$ 1,179,868$ -$ -$ 1,179,868$ 2,078,574$ -$ -$ 2,078,574$ 1,850,136$ -$ -$ 1,850,136$ 1,819,498$ -$ -$ 1,819,498$ 185,157$ -$ -$ 185,157$ 315,507$ -$ -$ 315,507$ 16,669,610$ -$ 2,833,125$ 19,502,735$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 31441 CC 02-06-2024 441 of 723 5. Summary of Functions and Allocation Bases The Summary of Functions and Allocation Bases provided on the following pages shows a recap of the allocation methodology applied to each Central Service division. For example, if the Building Maintenance function of the Facilities Management Division allocates by square footage, then the basis for the allocation of that function shown on this schedule would be square footage and the source would potentially be blueprints of the building or square footage records. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 32442 CC 02-06-2024 442 of 723 SUMMARY OF FUNCTIONS AND ALLOCATION BASES CS DEPARTMENT FUNCTION SUPPORT %ALLOCATION BASIS SOURCE 100-10-100 City Council Citywide Support 60%# of Agenda Items / Dept Legistar Report Legislative Support 40%Not Allocated - 100-12-120 City Manager Management Support 33%FTE per Fund / Dept / Program Budget Report Administrative Support 33%Expenditures per Fund / Dept / Program Budget Report Council Support 33%Agenda Items Legistar Report 100-12-126 Office of Communications General Communications 89%Equal to All - Law Enforcement Contract Support 1%Direct to Law Enforcement - Public Outreach 10%Not Allocated - 100-12-633 Disaster Preparedness Law Enforcement Contract Support 18%Direct to Law Enforcement - Disaster Preparedness 82%Not Allocated - 100-13-130 City Clerk City Council Support 31%# of Agenda Items / Dept Legistar Report Records Management 16%# of Records / Dept Laserfiche Report Mail Services 2%Equal to All Departments - Elections & Form 700's 12%Not Allocated - Public Records Request 23%Not Allocated - Legal Ads 10%Not Allocated - Notary Services 3%Not Allocated - Claims 3%Not Allocated - 100-13-132 Mail Services Mail Services 100%Equal to All Departments - 100-15-141 City Attorney Legal Support 32%# of Agenda Items Laserfiche Report Contract Support 17%# of Contracts Cobblestone Report Council Support 6%Direct to City Council - Planning Commission Support 2%Direct to Planning Commission - Claims 5%Not Allocated - Litigation 37%Not Allocated - 100-31-305 Video Video Production Support 50%Hours of Meetings Supported IT Video & App Report Video Meeting Support 50%# of Meetings Supported IT Video & App Report 100-32-308 Applications General Application Support 100%# of Applications per Fund / Dept / Program IT Video & App Report 100-40-400 Admin Services Administration Program Support 100%FTE per Administrative Services Programs Budget Report FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 33443 CC 02-06-2024 443 of 723 CS DEPARTMENT FUNCTION SUPPORT %ALLOCATION BASIS SOURCE 100-41-405 Accounting Payroll 33%Salaries and Benefits / Fund / Dept Payroll Report General Accounting 67%# of Transactions / Dept / Program Transaction Report 100-41-425 Purchasing PO Creation Support 60%# of POs PO Report PO Processing 40%$ of POs PO Report 100-41-426 Budgeting Budget 100%Budgeted Expenditures Budget Report 100-44-412 Human Resources Recruitment 25%# of Recruitments / Dept / Program HR Email Employee Support 75%# of FTE Budget Report 100-44-417 Insurance Administration General Liability 71%3 Year Avg Claim History GL FY Logs (FY20-23) Property 23%Sq. Ft. Sq. Footage Report Employment Practices 7%# of FTE Budget Report 100-80-800 Public Works Admin Employee Program Support 50%# of FTE per PW Division Budget Report Administrative Program Support 50%Expenditures per PW Division Budget Report 100-82-806 CIP Administration CIP Support 100%Expenditures per CIP Project Budget Report 100-84-815 Civic Center Ground Maint Civic Center Maintenance - Community Hall 7%Rental Hours per Fund / Dept / Entity Report on Community Hall 2023 Civic Center Maintenance - Library 65%Direct to Library - Civic Center Maintenance - City Hall 28%FTE per City Hall Division / Program City Hall Staffing 100-87-827 Bldg Maint City Hall City Hall Maintenance 100%FTE per City Hall Division / Program City Hall Staffing FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 34444 CC 02-06-2024 444 of 723 6. Central Service Divisions (Providers) The follow page provides a list of all the divisions included as Central Services, including; their fund, division, and or division number, expenditure totals per division, a subtotal of disallowed costs, and a total of all expenditures allocated through the plan. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 35445 CC 02-06-2024 445 of 723 CENTRAL SERVICES DEPARTMENTS (PROVIDERS) Fund Dept Div Name Functional Expenditures Disallowed Costs Cost Adjustments Total $ 100 10 100 City Council $ 431,393 $ (1,707) $ - $ 429,686 100 12 120 City Manager $ 2,382,405 $ (73,591) $ - $ 2,308,814 100 12 126 Office of Communications $ 680,267 $ (2,214) $ - $ 678,053 100 12 633 Disaster Preparedness $ 753,768 $ (401) $ - $ 753,367 100 13 130 City Clerk $ 774,402 $ (1,120) $ - $ 773,282 100 13 132 Mail Services $ 40,808 $ (462) $ - $ 40,346 100 15 141 City Attorney $ 1,589,268 $ (7,610) $ - $ 1,581,658 100 31 305 Video $ 925,970 $ (46,276) $ - $ 879,694 100 32 308 Applications $ 2,706,815 $ (13,664) $ (521,528) $ 2,171,624 100 40 400 Admin Services Administration $ 367,693 $ (289) $ - $ 367,404 100 41 405 Accounting $ 1,818,249 $ (59,270) $ - $ 1,758,979 100 41 425 Purchasing $ 369,477 $ (22) $ - $ 369,455 100 41 426 Budgeting $ 522,140 $ (215) $ - $ 521,925 100 44 412 Human Resources $ 1,395,466 $ (3,477) $ - $ 1,391,989 100 44 417 Insurance Administration $ 2,297,437 $ (27,352) $ - $ 2,270,085 100 80 800 Public Works Admin $ 1,043,142 $ (147) $ - $ 1,042,995 100 82 806 CIP Administration $ 1,486,037 $ (210) $ - $ 1,485,827 100 84 815 Civic Center Ground Maint $ 182,220 $ (612) $ - $ 181,608 100 87 827 Bldg Maint City Hall $ 500,689 $ (4,745) $ - $ 495,944 TOTAL ALLOCATED EXPENDITURES 20,267,646$ (243,384)$ (521,528)$ 19,502,735$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 36446 CC 02-06-2024 446 of 723 7. Grantee Divisions (Receivers) The following page provides a list of all the divisions included as Receiving divisions, including their fund, division, and or division number. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 37447 CC 02-06-2024 447 of 723 GRANTEE DEPARTMENTS (RECEIVERS) FUND DEPT DIV NAME 100 10 101 Community Funding 100 10 104 Historical Society 100 10 110 Sister Cities 100 11 131 Telecommunication Commission 100 11 140 Library Commission 100 11 142 Fine Arts Commission 100 11 150 Public Safety Commission 100 11 155 Bike/Ped Safety Commission 100 11 160 Recreation Commission 100 11 165 Teen Commission 100 11 170 Planning Commission 100 11 175 Housing Commission 100 11 180 Sustainability Commission 100 11 190 Audit Committee 100 12 122 Sustainability Division 100 12 305 Video 100 12 307 Public Access Support 100 12 632 Comm Outreach & Neigh Watch 100 12 705 Economic Development 100 13 133 Elections 100 14 123 City Manager Contingency 100 20 200 Law Enforcement SC Sherif 100 41 406 Business Licenses 100 60 601 Rec & Comm Svcs Administration 100 60 636 Library Services 100 61 602 Administration 100 61 605 Cultural Events 100 61 630 Facilities 100 62 608 Administration 100 62 623 Youth, Teen and Senior Adult Rec 100 62 639 Youth and Teen Programs 100 62 640 Neighborhood Events 100 63 612 Park Facilities 100 70 700 Community Development Admin 100 71 701 Current Planning 100 71 702 Mid Long Term Planning 100 72 712 Gen Fund Human Services Grants 100 73 713 General Building 100 73 714 Construction Plan Check 100 73 715 Building Inspection 100 73 718 Muni - Bldg Code Enforcement FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 38448 CC 02-06-2024 448 of 723 GRANTEE DEPARTMENTS (RECEIVERS) FUND DEPT DIV NAME 100 74 202 Code Enforcement 100 82 804 Plan Review 100 83 807 Service Center Administration 100 84 808 McClellan Ranch Park 100 84 809 Memorial Park 100 84 811 BBF Ground Maintenance 100 84 812 School Site Maintenance 100 84 813 Neighborhood Parks 100 84 814 Sport Fields Jollyman CRK 100 85 848 Street Lighting 100 85 850 Environmental Materials 100 86 261 Trail Maintenance 100 86 824 Overpasses and Medians 100 86 825 Street Tree Maintenance 100 86 826 Weekend Work Program 100 87 828 Bldg Maint Library 100 87 829 Bldg Maint Service Center 100 87 830 Bldg Maint Quinlan Center 100 87 831 Bldg Maint Senior Center 100 87 832 Bldg Maint McClellan Ranch 100 87 833 Bldg Maint Monta Vista Ct 100 87 834 Bldg Maint Wilson 100 87 835 Bldg Maint Portal 100 87 837 Bldg Maint Creekside 100 87 838 Comm Hall Bldg Maint 100 87 839 Teen Center Bldg Maint 100 87 840 Park Bathrooms 100 87 841 BBF Facilities Maintenance 100 87 852 Franco Traffic Operations Center 100 87 857 City Hall Annex 100 88 844 Traffic Engineering 100 88 845 Traffic Signal Maintenance 100 88 846 Safe Routes 2 School 100 90 1 Non Departmental 130 0 0 Investment Fund 210 0 0 Storm Drain Improvement 215 0 0 Storm Drain AB1600 230 81 802 Non Point Source 230 81 853 Storm Drain Fee 230 81 854 General Fund Subsidy 230 81 855 Storm Drain Maintenance 260 72 707 CDBG General Admin FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 39449 CC 02-06-2024 449 of 723 GRANTEE DEPARTMENTS (RECEIVERS) FUND DEPT DIV NAME 260 72 709 CDBG Capital/Housing Projects 260 72 710 CDBG Public Service Grants 265 72 711 BMR Affordable Housing Fund 270 85 820 Sidewalk Curb and Gutter 270 85 821 Street Pavement Maintenance 270 85 822 Street Sign Marking 271 0 0 Traffic Impact 280 0 0 Park Dedication 281 90 1 Non Departmental 365 90 500 Non Departmental - Facility Lease 420 99 7 ADA Improvements 420 99 47 CIP Prelim Planning & Design 420 99 48 Capital Project Support 420 99 56 St Light Install - Annual Infill 420 99 63 CW Bldg Condition Assess Impl 420 99 85 Playground EQ (Creekside&Varian) 420 99 266 SCB/Calabazas Creek SD Repair 420 99 267 Stevens Creek Bridge Repair 427 0 0 Stevens Creek Corridor Park 429 90 1 Non Departmental 520 81 801 Resources Recovery 560 63 616 BBF Golf Course 560 87 260 BBF Golf Maintenance 570 63 621 Sports Center Operation 570 87 836 Bldg Maint Sports Center 580 62 613 Youth Teen Recreation 580 63 620 Outdoor Recreation 610 30 300 Administration 610 34 310 Infrastructure 610 35 986 GIS 620 44 418 Workers Compensation Insurance 630 85 849 Equipment Maintenance 630 90 985 Non Departmental - Fixed Assets Acquisition 641 44 419 Long Term Disability 641 44 420 Compensated Absence 642 44 414 HR Retiree Benefits 0 0 0 Other FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 40450 CC 02-06-2024 450 of 723 8. Cost Allocation Plan The following points highlight the information included for each Central Service division for the Citywide Cost Allocation Plan: • Divisional Narrative: This describes the overall services provided by each Central Service division, the different functions associated with the division, as well as the allocation bases used to allocate costs to Receiving divisions. • Costs to be Allocated: This details the total functional cost associated with a division, as well as any cost adjustments, and incoming costs from other Central Service divisions. • Divisional Expense Detail: This provides a detailed breakout of the expenditures associated with each Central Service division (including personnel and non-personnel expenses), any cost adjustments, disallowed costs, incoming costs, and any unallocated costs. • Allocation Detail: This details the allocation metric(s) used to determine the percentage of support and ultimate cost allocated to Receiving divisions; and accounts for any direct bills for services paid for by divisions to the particular Central Service division. • Allocation Summary: This summarizes the total costs allocated to divisions by Central Service functional areas. The following pages provide the detailed information outline above for each Central Service division. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 41451 CC 02-06-2024 451 of 723 1 City Council The City Council, acting as the elected representatives of the residents of Cupertino, approve and adopt policies to meet the needs of the community. City Council costs are allocated to Receiving Divisions through the following functions: • Citywide Support – represents support provided to all City divisions and divisions in providing guidance and policy direction. These costs are allocated based on the number of agenda items per fund per division. • Legislative Support – These costs are in relation to providing legislative oversight of the City’s functions and servicing the community. These costs are not in relation to a particular Division and as such are not allocated. The chart on the following page illustrates the functions and measures used to allocate City Council costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function-by-function breakdown of expenses, each function’s allocation, and an allocation summary. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 42452 CC 02-06-2024 452 of 723 CITY COUNCIL Citywide Support # of Agenda Items per Dept. Legislative Support Not Allocated FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 43453 CC 02-06-2024 453 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Functional Expenditures 431,393$ 431,393$ Contingencies (1,707)$ Total Disallowed Costs (1,707)$ (1,707)$ Incoming Costs 100-10-100 City Council 26,773$ 26,773$ 100-12-120 City Manager 104,999$ 104,999$ 100-12-126 Office of Communications 13,080$ 13,080$ 100-13-130 City Clerk 55,899$ 55,899$ 100-13-132 Mail Services 549$ 549$ 100-15-141 City Attorney 168,620$ 168,620$ 100-31-305 Video 52,001$ 52,001$ 100-41-405 Accounting 103,467$ 103,467$ 100-41-425 Purchasing 348$ 348$ 100-41-426 Budgeting 3,116$ 3,116$ 100-44-412 Human Resources 33,669$ 33,669$ 100-44-417 Insurance Administration 4,345$ 4,345$ 100-84-815 Civic Center Ground Maint 5,741$ 5,741$ 100-87-827 Bldg Maint City Hall 30,260$ 30,260$ Total Incoming Costs -$ 602,869$ 602,869$ Total Cost Adjustments -$ -$ Total Costs to be Allocated 429,686$ 602,869$ 1,032,555$ 100-10-100 City Council FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 44454 CC 02-06-2024 454 of 723 100-10-100 City Council Distribution Percentage 60.00%40.00% Personnel Salaries & Wages 147,162$ S 88,297$ 58,865$ Fringe Benefits 146,001$ S 87,601$ 58,400$ Subtotal Personnel Cost 293,163$ 175,898$ 117,265$ Operating Services & Supplies Operating Expenses 108,303$ S 64,982$ 43,321$ General Services 28,220$ S 16,932$ 11,288$ Contingencies 1,707$ S 1,024$ 683$ Subtotal Operating Cost 138,230$ 82,938$ 55,292$ FUNCTIONAL EXPENDITURES 431,393$ 258,836$ 172,557$ Disallowed Costs Contingencies (1,707)$ S (1,024)$ (683)$ Subtotal Disallowed Costs (1,707)$ (1,024)$ (683)$ Cost Adjustments Subtotal Cost Adjustments -$ -$ -$ FUNCTIONAL COST 429,686$ 257,812$ 171,874$ First Allocation Incoming - All Others -$ -$ -$ Reallocate Admin Costs -$ -$ -$ Unallocated Costs (171,874)$ -$ (171,874)$ Subtotal of First Allocation 257,812$ 257,812$ -$ Second Allocation Incoming - All Others 602,869$ 361,721$ 241,147$ Reallocate Admin Costs -$ -$ -$ Unallocated Costs (241,147)$ -$ (241,147)$ Subtotal of Second Allocation 361,721$ 361,721$ -$ TOTAL ALLOCATED 619,533$ 619,533$ -$ EXPENSE DETAIL S pr ea Citywide Support Legislative SupportExpense ($)Expense Type FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 45455 CC 02-06-2024 455 of 723 100-10-100 City Council . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total Citywide Support . . 100-10-100 City Council 27.00 10.385%26,773$ 26,773$ 26,773$ 100-12-120 City Manager 25.00 9.615%24,790$ 24,790$ 38,811$ 63,601$ 100-13-130 City Clerk 47.00 18.077%46,604$ 46,604$ 72,965$ 119,570$ 100-15-141 City Attorney 26.00 10.000%25,781$ 25,781$ 40,364$ 66,145$ 100-32-308 Applications 5.00 1.923%4,958$ 4,958$ 7,762$ 12,720$ 100-41-405 Accounting 55.00 21.154%54,537$ 54,537$ 85,385$ 139,922$ 100-44-412 Human Resources 1.00 0.385%992$ 992$ 1,552$ 2,544$ 100-80-800 Public Works Admin 15.00 5.769%14,874$ 14,874$ 23,287$ 38,161$ 100-60-636 Library Services 1.00 0.385%992$ 992$ 1,552$ 2,544$ 100-63-612 Park Facilities 3.00 1.154%2,975$ 2,975$ 4,657$ 7,632$ 100-71-701 Current Planning 17.00 6.538%16,857$ 16,857$ 26,392$ 43,249$ 100-82-804 Plan Review 3.00 1.154%2,975$ 2,975$ 4,657$ 7,632$ 100-84-813 Neighborhood Parks 2.00 0.769%1,983$ 1,983$ 3,105$ 5,088$ 100-87-841 BBF Facilities Maintenance 1.00 0.385%992$ 992$ 1,552$ 2,544$ 230-81-802 Non Point Source 1.00 0.385%992$ 992$ 1,552$ 2,544$ 270-85-820 Sidewalk Curb and Gutter 5.00 1.923%4,958$ 4,958$ 7,762$ 12,720$ 270-85-821 Street Pavement Maintenance 5.00 1.923%4,958$ 4,958$ 7,762$ 12,720$ 420-99-7 ADA Improvements 1.00 0.385%992$ 992$ 1,552$ 2,544$ 420-99-48 Capital Project Support 13.00 5.000%12,891$ 12,891$ 20,182$ 33,072$ 420-99-85 Playground EQ (Creekside&Varian)1.00 0.385%992$ 992$ 1,552$ 2,544$ 420-99-267 Stevens Creek Bridge Repair 2.00 0.769%1,983$ 1,983$ 3,105$ 5,088$ 520-81-801 Resources Recovery 3.00 1.154%2,975$ 2,975$ 4,657$ 7,632$ 630-85-849 Equipment Maintenance 1.00 0.385%992$ 992$ 1,552$ 2,544$ Total 260.00 100.000%257,812$ -$ 257,812$ 361,721$ 619,533$ . Allocation Basis:# of Agenda Items / Dept . Source of Allocation:Legistar Report ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 46456 CC 02-06-2024 456 of 723 ALLOCATION SUMMARY 100-10-100 City Council 26,773$ 26,773$ 100-12-120 City Manager 63,601$ 63,601$ 100-13-130 City Clerk 119,570$ 119,570$ 100-15-141 City Attorney 66,145$ 66,145$ 100-32-308 Applications 12,720$ 12,720$ 100-41-405 Accounting 139,922$ 139,922$ 100-44-412 Human Resources 2,544$ 2,544$ 100-80-800 Public Works Admin 38,161$ 38,161$ 100-60-636 Library Services 2,544$ 2,544$ 100-63-612 Park Facilities 7,632$ 7,632$ 100-71-701 Current Planning 43,249$ 43,249$ 100-82-804 Plan Review 7,632$ 7,632$ 100-84-813 Neighborhood Parks 5,088$ 5,088$ 100-87-841 BBF Facilities Maintenance 2,544$ 2,544$ 230-81-802 Non Point Source 2,544$ 2,544$ 270-85-820 Sidewalk Curb and Gutter 12,720$ 12,720$ 270-85-821 Street Pavement Maintenance 12,720$ 12,720$ 420-99-7 ADA Improvements 2,544$ 2,544$ 420-99-48 Capital Project Support 33,072$ 33,072$ 420-99-85 Playground EQ (Creekside&Varian)2,544$ 2,544$ 420-99-267 Stevens Creek Bridge Repair 5,088$ 5,088$ 520-81-801 Resources Recovery 7,632$ 7,632$ 630-85-849 Equipment Maintenance 2,544$ 2,544$ Total 619,533$ 619,533$ 100-10-100 City Council Citywide Support Total FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 47457 CC 02-06-2024 457 of 723 2 City Manager - Administration The City Manager’s office carries out the City’s adopted goals and objectives as directed by City Council. The Division is responsible for managing all of the City’s operations, preparing reports and initiating recommendations to City Council. The City Manager’s office also serves to coordinate all the activities of the Divisions. City Manager costs are allocated to Receiving Divisions through the following functions: • Management Support – reflects the services and support provided to City divisions through the management and oversight of City staff. This function is allocated based on the number of employees per fund per division. • Administrative Support – represents the support in relation to managing the City’s operations and programs. The costs associated with this function are distributed based on Budgeted Expenditures per Fund / Division / Division1. • Council Support – represents support provided to City Council. This function is allocated based on the number of agenda items per Fund / Division. The chart on the following page illustrates the functions and measures used to allocate City Manager – Administration costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows the measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function- by-function breakdown of expenses, each function’s allocation, and an allocation summary. 1 Expenditures associated with Funds 641 and 642 were weighted at 10% as they do not require significant oversight and management from the City Manager’s office. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 48458 CC 02-06-2024 458 of 723 CITY MANAGER -ADMINISTRATION Management Support # of FTE per Dept. Administrative Support Budgeted Expenditures per Dept. Council Support # of Agenda Items per Dept. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 49459 CC 02-06-2024 459 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Functional Expenditures 2,382,405$ 2,382,405$ Contingencies (1,583)$ General Services (72,008)$ Total Disallowed Costs (73,591)$ (73,591)$ Incoming Costs 100-10-100 City Council 24,790$ 38,811$ 63,601$ 100-12-120 City Manager 115,332$ 115,332$ 100-12-126 Office of Communications 13,080$ 13,080$ 100-13-130 City Clerk 48,249$ 48,249$ 100-13-132 Mail Services 549$ 549$ 100-15-141 City Attorney 67,761$ 67,761$ 100-31-305 Video 117,734$ 117,734$ 100-32-308 Applications 135,901$ 135,901$ 100-41-405 Accounting 30,249$ 30,249$ 100-41-425 Purchasing 1,786$ 1,786$ 100-41-426 Budgeting 17,210$ 17,210$ 100-44-412 Human Resources 88,518$ 88,518$ 100-44-417 Insurance Administration 126,362$ 126,362$ 100-84-815 Civic Center Ground Maint 3,129$ 3,129$ 100-87-827 Bldg Maint City Hall 31,548$ 31,548$ Total Incoming Costs 24,790$ 836,219$ 861,009$ Total Cost Adjustments -$ -$ Total Costs to be Allocated 2,333,604$ 836,219$ 3,169,823$ 100-12-120 City Manager FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 50460 CC 02-06-2024 460 of 723 100-12-120 City Manager Distribution Percentage 33.33%33.33%33.33% Personnel Salaries & Wages 1,559,339$ S 519,780$ 519,780$ 519,780$ Fringe Benefits 694,847$ S 231,616$ 231,616$ 231,616$ Subtotal Personnel Cost 2,254,186$ 751,395$ 751,395$ 751,395$ Operating Services & Supplies Operating Expenses 54,628$ S 18,209$ 18,209$ 18,209$ General Services 72,008$ s 24,003$ 24,003$ 24,003$ Contingencies 1,583$ S 528$ 528$ 528$ Subtotal Operating Cost 128,219$ 42,740$ 42,740$ 42,740$ FUNCTIONAL EXPENDITURES 2,382,405$ 794,135$ 794,135$ 794,135$ Disallowed Costs Contingencies (1,583)$ S (528)$ (528)$ (528)$ General Services (72,008)$ S (24,003)$ (24,003)$ (24,003)$ Subtotal Disallowed Costs (73,591)$ (24,530)$ (24,530)$ (24,530)$ Cost Adjustments Subtotal Cost Adjustments -$ -$ -$ -$ FUNCTIONAL COST 2,308,814$ 769,605$ 769,605$ 769,605$ First Allocation Incoming - All Others 24,790$ 8,263$ 8,263$ 8,263$ Reallocate Admin Costs -$ -$ -$ -$ Unallocated Costs -$ -$ -$ -$ Subtotal of First Allocation 2,333,604$ 777,868$ 777,868$ 777,868$ Second Allocation Incoming - All Others 836,219$ 278,740$ 278,740$ 278,740$ Reallocate Admin Costs -$ -$ -$ -$ Unallocated Costs -$ -$ -$ -$ Subtotal of Second Allocation 836,219$ 278,740$ 278,740$ 278,740$ TOTAL ALLOCATED 3,169,823$ 1,056,608$ 1,056,608$ 1,056,608$ EXPENSE DETAIL Expense ($)Expense Type S p r Management Support Administrative Support Council Support FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 51461 CC 02-06-2024 461 of 723 100-12-120 City Manager . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total Management Support . . 100-10-100 City Council 5.85 2.759%21,465$ 21,465$ 21,465$ 100-12-120 City Manager 6.90 3.255%25,317$ 25,317$ 25,317$ 100-12-126 Office of Communications 2.65 1.250%9,723$ 9,723$ 3,707$ 13,431$ 100-12-633 Disaster Preparedness 1.95 0.920%7,155$ 7,155$ 2,728$ 9,883$ 100-13-130 City Clerk 3.50 1.651%12,842$ 12,842$ 4,896$ 17,738$ 100-15-141 City Attorney 3.00 1.415%11,008$ 11,008$ 4,197$ 15,204$ 100-31-305 Video 3.00 1.415%11,008$ 11,008$ 4,197$ 15,204$ 100-32-308 Applications 3.50 1.651%12,842$ 12,842$ 4,896$ 17,738$ 100-40-400 Admin Services Administration 1.40 0.660%5,137$ 5,137$ 1,959$ 7,095$ 100-41-405 Accounting 7.05 3.325%25,868$ 25,868$ 9,863$ 35,730$ 100-41-425 Purchasing 1.20 0.566%4,403$ 4,403$ 1,679$ 6,082$ 100-41-426 Budgeting 1.95 0.920%7,155$ 7,155$ 2,728$ 9,883$ 100-44-412 Human Resources 4.85 2.288%17,796$ 17,796$ 6,785$ 24,580$ 100-44-417 Insurance Administration 0.15 0.071%550$ 550$ 210$ 760$ 100-80-800 Public Works Admin 3.95 1.863%14,493$ 14,493$ 5,526$ 20,019$ 100-82-806 CIP Administration 5.75 2.712%21,098$ 21,098$ 8,044$ 29,142$ 100-84-815 Civic Center Ground Maint 0.80 0.377%2,935$ 2,935$ 1,119$ 4,055$ 100-87-827 Bldg Maint City Hall 0.70 0.330%2,568$ 2,568$ 979$ 3,548$ 100-10-110 Sister Cities 0.10 0.047%367$ 367$ 140$ 507$ 100-11-131 Telecommunication Commission 0.07 0.033%257$ 257$ 98$ 355$ 100-11-140 Library Commission 0.10 0.047%367$ 367$ 140$ 507$ 100-11-142 Fine Arts Commission 0.10 0.047%367$ 367$ 140$ 507$ 100-11-150 Public Safety Commission 0.05 0.024%183$ 183$ 70$ 253$ 100-11-155 Bike/Ped Safety Commission 0.15 0.071%550$ 550$ 210$ 760$ 100-11-160 Recreation Commission 0.10 0.047%367$ 367$ 140$ 507$ 100-11-165 Teen Commission 0.05 0.024%183$ 183$ 70$ 253$ 100-11-170 Planning Commission 0.26 0.123%954$ 954$ 364$ 1,318$ 100-11-175 Housing Commission 0.15 0.071%550$ 550$ 210$ 760$ 100-11-180 Sustainability Commission 0.15 0.071%550$ 550$ 210$ 760$ 100-11-190 Audit Committee 0.10 0.047%367$ 367$ 140$ 507$ 100-12-122 Sustainability Division 1.80 0.849%6,605$ 6,605$ 2,518$ 9,123$ 100-12-632 Comm Outreach & Neigh Watch 1.00 0.472%3,669$ 3,669$ 1,399$ 5,068$ 100-12-705 Economic Development 1.00 0.472%3,669$ 3,669$ 1,399$ 5,068$ 100-41-406 Business Licenses 1.10 0.519%4,036$ 4,036$ 1,539$ 5,575$ 100-60-601 Rec & Comm Svcs Administration 4.90 2.311%17,979$ 17,979$ 6,855$ 24,834$ 100-61-602 Administration 3.00 1.415%11,008$ 11,008$ 4,197$ 15,204$ 100-61-605 Cultural Events 1.00 0.472%3,669$ 3,669$ 1,399$ 5,068$ ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 52462 CC 02-06-2024 462 of 723 100-12-120 City Manager . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-61-630 Facilities 2.25 1.061%8,256$ 8,256$ 3,148$ 11,403$ 100-62-608 Administration 2.95 1.392%10,824$ 10,824$ 4,127$ 14,951$ 100-62-623 Youth, Teen and Senior Adult Rec 2.05 0.967%7,522$ 7,522$ 2,868$ 10,390$ 100-62-639 Youth and Teen Programs 0.75 0.354%2,752$ 2,752$ 1,049$ 3,801$ 100-62-640 Neighborhood Events 0.25 0.118%917$ 917$ 350$ 1,267$ 100-63-612 Park Facilities 3.18 1.500%11,668$ 11,668$ 4,449$ 16,117$ 100-70-700 Community Development Admin 0.50 0.236%1,835$ 1,835$ 699$ 2,534$ 100-71-701 Current Planning 9.48 4.472%34,784$ 34,784$ 13,262$ 48,046$ 100-71-702 Mid Long Term Planning 3.49 1.646%12,805$ 12,805$ 4,882$ 17,688$ 100-73-713 General Building 3.12 1.472%11,448$ 11,448$ 4,365$ 15,813$ 100-73-714 Construction Plan Check 6.70 3.160%24,584$ 24,584$ 9,373$ 33,956$ 100-73-715 Building Inspection 5.15 2.429%18,896$ 18,896$ 7,205$ 26,101$ 100-73-718 Muni - Bldg Code Enforcement 0.25 0.118%917$ 917$ 350$ 1,267$ 100-74-202 Code Enforcement 4.00 1.887%14,677$ 14,677$ 5,596$ 20,273$ 100-82-804 Plan Review 3.90 1.840%14,310$ 14,310$ 5,456$ 19,766$ 100-83-807 Service Center Administration 3.05 1.439%11,191$ 11,191$ 4,267$ 15,458$ 100-84-808 McClellan Ranch Park 0.40 0.189%1,468$ 1,468$ 560$ 2,027$ 100-84-809 Memorial Park 1.50 0.708%5,504$ 5,504$ 2,098$ 7,602$ 100-84-811 BBF Ground Maintenance 1.00 0.472%3,669$ 3,669$ 1,399$ 5,068$ 100-84-812 School Site Maintenance 4.20 1.981%15,411$ 15,411$ 5,876$ 21,286$ 100-84-813 Neighborhood Parks 8.60 4.057%31,555$ 31,555$ 12,031$ 43,586$ 100-84-814 Sport Fields Jollyman CRK 2.50 1.179%9,173$ 9,173$ 3,497$ 12,670$ 100-85-848 Street Lighting 1.25 0.590%4,586$ 4,586$ 1,749$ 6,335$ 100-85-850 Environmental Materials 0.75 0.354%2,752$ 2,752$ 1,049$ 3,801$ 100-86-261 Trail Maintenance 0.85 0.401%3,119$ 3,119$ 1,189$ 4,308$ 100-86-824 Overpasses and Medians 6.55 3.090%24,033$ 24,033$ 9,163$ 33,196$ 100-86-825 Street Tree Maintenance 7.40 3.491%27,152$ 27,152$ 10,352$ 37,504$ 100-86-826 Weekend Work Program 2.20 1.038%8,072$ 8,072$ 3,078$ 11,150$ 100-87-828 Bldg Maint Library 0.60 0.283%2,202$ 2,202$ 839$ 3,041$ 100-87-829 Bldg Maint Service Center 0.50 0.236%1,835$ 1,835$ 699$ 2,534$ 100-87-830 Bldg Maint Quinlan Center 0.60 0.283%2,202$ 2,202$ 839$ 3,041$ 100-87-831 Bldg Maint Senior Center 0.60 0.283%2,202$ 2,202$ 839$ 3,041$ 100-87-832 Bldg Maint McClellan Ranch 0.60 0.283%2,202$ 2,202$ 839$ 3,041$ 100-87-833 Bldg Maint Monta Vista Ct 0.30 0.142%1,101$ 1,101$ 420$ 1,520$ 100-87-834 Bldg Maint Wilson 0.10 0.047%367$ 367$ 140$ 507$ 100-87-837 Bldg Maint Creekside 0.30 0.142%1,101$ 1,101$ 420$ 1,520$ 100-87-838 Comm Hall Bldg Maint 0.30 0.142%1,101$ 1,101$ 420$ 1,520$ 100-87-839 Teen Center Bldg Maint 0.10 0.047%367$ 367$ 140$ 507$ 100-87-840 Park Bathrooms 0.10 0.047%367$ 367$ 140$ 507$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 53463 CC 02-06-2024 463 of 723 100-12-120 City Manager . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-87-841 BBF Facilities Maintenance 1.40 0.660%5,137$ 5,137$ 1,959$ 7,095$ 100-87-857 City Hall Annex 0.10 0.047%367$ 367$ 140$ 507$ 100-88-844 Traffic Engineering 3.40 1.604%12,475$ 12,475$ 4,756$ 17,232$ 100-88-845 Traffic Signal Maintenance 2.00 0.943%7,338$ 7,338$ 2,798$ 10,136$ 100-88-846 Safe Routes 2 School 1.00 0.472%3,669$ 3,669$ 1,399$ 5,068$ 230-81-802 Non Point Source 2.72 1.283%9,980$ 9,980$ 3,805$ 13,785$ 230-81-855 Storm Drain Maintenance 2.20 1.038%8,072$ 8,072$ 3,078$ 11,150$ 260-72-707 CDBG General Admin 0.49 0.233%1,813$ 1,813$ 691$ 2,504$ 265-72-711 BMR Affordable Housing Fund 1.21 0.569%4,425$ 4,425$ 1,687$ 6,112$ 270-85-820 Sidewalk Curb and Gutter 1.90 0.896%6,971$ 6,971$ 2,658$ 9,629$ 270-85-821 Street Pavement Maintenance 3.60 1.698%13,209$ 13,209$ 5,036$ 18,245$ 270-85-822 Street Sign Marking 3.05 1.439%11,191$ 11,191$ 4,267$ 15,458$ 520-81-801 Resources Recovery 3.60 1.698%13,209$ 13,209$ 5,036$ 18,245$ 560-63-616 BBF Golf Course 1.10 0.519%4,036$ 4,036$ 1,539$ 5,575$ 570-63-621 Sports Center Operation 2.40 1.132%8,806$ 8,806$ 3,357$ 12,164$ 570-87-836 Bldg Maint Sports Center 0.70 0.330%2,568$ 2,568$ 979$ 3,548$ 580-62-613 Youth Teen Recreation 1.70 0.802%6,238$ 6,238$ 2,378$ 8,616$ 580-63-620 Outdoor Recreation 2.10 0.991%7,705$ 7,705$ 2,938$ 10,643$ 610-30-300 Administration 0.53 0.250%1,945$ 1,945$ 741$ 2,686$ 610-34-310 Infrastructure 4.50 2.123%16,511$ 16,511$ 6,295$ 22,807$ 610-35-986 GIS 3.40 1.604%12,475$ 12,475$ 4,756$ 17,232$ 620-44-418 Workers Compensation Insurance 0.20 0.094%734$ 734$ 280$ 1,014$ 630-85-849 Equipment Maintenance 3.00 1.415%11,008$ 11,008$ 4,197$ 15,204$ Total 212.00 100.000%777,868$ -$ 777,868$ 278,740$ 1,056,608$ . Allocation Basis:FTE per Fund / Dept / Program . Source of Allocation:Budget Report FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 54464 CC 02-06-2024 464 of 723 100-12-120 City Manager . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL Administrative Support . . 100-10-100 City Council 431,393.00 0.354%2,756$ 2,756$ 2,756$ 100-12-120 City Manager 2,382,405.00 1.957%15,219$ 15,219$ 15,219$ 100-12-126 Office of Communications 680,267.00 0.559%4,346$ 4,346$ 1,594$ 5,940$ 100-12-633 Disaster Preparedness 753,768.00 0.619%4,815$ 4,815$ 1,766$ 6,582$ 100-13-130 City Clerk 774,402.00 0.636%4,947$ 4,947$ 1,815$ 6,762$ 100-13-132 Mail Services 40,808.00 0.034%261$ 261$ 96$ 356$ 100-15-141 City Attorney 1,589,268.00 1.305%10,153$ 10,153$ 3,724$ 13,877$ 100-31-305 Video 925,970.00 0.760%5,915$ 5,915$ 2,170$ 8,085$ 100-32-308 Applications 2,706,815.00 2.223%17,292$ 17,292$ 6,343$ 23,635$ 100-40-400 Admin Services Administration 367,693.00 0.302%2,349$ 2,349$ 862$ 3,211$ 100-41-405 Accounting 1,818,249.00 1.493%11,615$ 11,615$ 4,261$ 15,876$ 100-41-425 Purchasing 369,477.00 0.303%2,360$ 2,360$ 866$ 3,226$ 100-41-426 Budgeting 522,140.00 0.429%3,336$ 3,336$ 1,224$ 4,559$ 100-44-412 Human Resources 1,395,466.00 1.146%8,915$ 8,915$ 3,270$ 12,185$ 100-44-417 Insurance Administration 2,297,437.00 1.887%14,677$ 14,677$ 5,384$ 20,060$ 100-80-800 Public Works Admin 1,043,142.00 0.857%6,664$ 6,664$ 2,444$ 9,108$ 100-82-806 CIP Administration 1,486,037.00 1.220%9,493$ 9,493$ 3,482$ 12,975$ 100-84-815 Civic Center Ground Maint 182,220.00 0.150%1,164$ 1,164$ 427$ 1,591$ 100-87-827 Bldg Maint City Hall 500,689.00 0.411%3,199$ 3,199$ 1,173$ 4,372$ 100-10-101 Community Funding 35,573.00 0.029%227$ 227$ 83$ 311$ 100-10-104 Historical Society 40,000.00 0.033%256$ 256$ 94$ 349$ 100-10-110 Sister Cities 73,086.00 0.060%467$ 467$ 171$ 638$ 100-11-131 Telecommunication Commission 35,630.00 0.029%228$ 228$ 83$ 311$ 100-11-140 Library Commission 42,959.00 0.035%274$ 274$ 101$ 375$ 100-11-142 Fine Arts Commission 41,512.00 0.034%265$ 265$ 97$ 362$ 100-11-150 Public Safety Commission 47,393.00 0.039%303$ 303$ 111$ 414$ 100-11-155 Bike/Ped Safety Commission 62,715.00 0.052%401$ 401$ 147$ 548$ 100-11-160 Recreation Commission 38,850.00 0.032%248$ 248$ 91$ 339$ 100-11-165 Teen Commission 42,466.00 0.035%271$ 271$ 100$ 371$ 100-11-170 Planning Commission 117,655.00 0.097%752$ 752$ 276$ 1,027$ 100-11-175 Housing Commission 61,377.00 0.050%392$ 392$ 144$ 536$ 100-11-180 Sustainability Commission 58,109.00 0.048%371$ 371$ 136$ 507$ 100-11-190 Audit Committee 40,583.00 0.033%259$ 259$ 95$ 354$ 100-12-122 Sustainability Division 704,037.00 0.578%4,498$ 4,498$ 1,650$ 6,147$ 100-12-305 Video 16,752.00 0.014%107$ 107$ 39$ 146$ 100-12-307 Public Access Support 47,732.00 0.039%305$ 305$ 112$ 417$ 100-12-632 Comm Outreach & Neigh Watch 252,103.00 0.207%1,610$ 1,610$ 591$ 2,201$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 55465 CC 02-06-2024 465 of 723 100-12-120 City Manager . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-12-705 Economic Development 466,811.00 0.383%2,982$ 2,982$ 1,094$ 4,076$ 100-13-133 Elections 977.00 0.001%6$ 6$ 2$ 9$ 100-14-123 City Manager Contingency 50,000.00 0.041%319$ 319$ 117$ 437$ 100-20-200 Law Enforcement SC Sherif 17,812,608.00 14.629%113,791$ 113,791$ 41,740$ 155,531$ 100-41-406 Business Licenses 423,530.00 0.348%2,706$ 2,706$ 992$ 3,698$ 100-60-601 Rec & Comm Svcs Administration 1,358,144.00 1.115%8,676$ 8,676$ 3,183$ 11,859$ 100-60-636 Library Services 169,698.00 0.139%1,084$ 1,084$ 398$ 1,482$ 100-61-602 Administration 586,357.00 0.482%3,746$ 3,746$ 1,374$ 5,120$ 100-61-605 Cultural Events 437,794.00 0.360%2,797$ 2,797$ 1,026$ 3,823$ 100-61-630 Facilities 390,211.00 0.320%2,493$ 2,493$ 914$ 3,407$ 100-62-608 Administration 686,262.00 0.564%4,384$ 4,384$ 1,608$ 5,992$ 100-62-623 Youth, Teen and Senior Adult Rec 812,264.00 0.667%5,189$ 5,189$ 1,903$ 7,092$ 100-62-639 Youth and Teen Programs 278,895.00 0.229%1,782$ 1,782$ 654$ 2,435$ 100-62-640 Neighborhood Events 92,872.00 0.076%593$ 593$ 218$ 811$ 100-63-612 Park Facilities 1,270,364.00 1.043%8,115$ 8,115$ 2,977$ 11,092$ 100-70-700 Community Development Admin 570,884.00 0.469%3,647$ 3,647$ 1,338$ 4,985$ 100-71-701 Current Planning 3,406,046.00 2.797%21,759$ 21,759$ 7,981$ 29,740$ 100-71-702 Mid Long Term Planning 1,230,606.00 1.011%7,861$ 7,861$ 2,884$ 10,745$ 100-72-712 Gen Fund Human Services Grants 180,140.00 0.148%1,151$ 1,151$ 422$ 1,573$ 100-73-713 General Building 945,333.00 0.776%6,039$ 6,039$ 2,215$ 8,254$ 100-73-714 Construction Plan Check 2,297,027.00 1.886%14,674$ 14,674$ 5,383$ 20,057$ 100-73-715 Building Inspection 1,519,349.00 1.248%9,706$ 9,706$ 3,560$ 13,266$ 100-73-718 Muni - Bldg Code Enforcement 88,611.00 0.073%566$ 566$ 208$ 774$ 100-74-202 Code Enforcement 1,399,853.00 1.150%8,943$ 8,943$ 3,280$ 12,223$ 100-82-804 Plan Review 1,431,296.00 1.175%9,143$ 9,143$ 3,354$ 12,497$ 100-83-807 Service Center Administration 1,102,041.00 0.905%7,040$ 7,040$ 2,582$ 9,622$ 100-84-808 McClellan Ranch Park 176,317.00 0.145%1,126$ 1,126$ 413$ 1,540$ 100-84-809 Memorial Park 819,001.00 0.673%5,232$ 5,232$ 1,919$ 7,151$ 100-84-811 BBF Ground Maintenance 367,451.00 0.302%2,347$ 2,347$ 861$ 3,208$ 100-84-812 School Site Maintenance 1,383,586.00 1.136%8,839$ 8,839$ 3,242$ 12,081$ 100-84-813 Neighborhood Parks 2,593,101.00 2.130%16,565$ 16,565$ 6,076$ 22,642$ 100-84-814 Sport Fields Jollyman CRK 939,889.00 0.772%6,004$ 6,004$ 2,202$ 8,207$ 100-85-848 Street Lighting 1,011,921.00 0.831%6,464$ 6,464$ 2,371$ 8,836$ 100-85-850 Environmental Materials 218,853.00 0.180%1,398$ 1,398$ 513$ 1,911$ 100-86-261 Trail Maintenance 199,458.00 0.164%1,274$ 1,274$ 467$ 1,742$ 100-86-824 Overpasses and Medians 1,670,592.00 1.372%10,672$ 10,672$ 3,915$ 14,587$ 100-86-825 Street Tree Maintenance 1,788,822.00 1.469%11,427$ 11,427$ 4,192$ 15,619$ 100-86-826 Weekend Work Program 592,351.00 0.486%3,784$ 3,784$ 1,388$ 5,172$ 100-87-828 Bldg Maint Library 1,007,493.00 0.827%6,436$ 6,436$ 2,361$ 8,797$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 56466 CC 02-06-2024 466 of 723 100-12-120 City Manager . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-87-829 Bldg Maint Service Center 310,886.00 0.255%1,986$ 1,986$ 728$ 2,715$ 100-87-830 Bldg Maint Quinlan Center 574,659.00 0.472%3,671$ 3,671$ 1,347$ 5,018$ 100-87-831 Bldg Maint Senior Center 324,289.00 0.266%2,072$ 2,072$ 760$ 2,832$ 100-87-832 Bldg Maint McClellan Ranch 293,750.00 0.241%1,877$ 1,877$ 688$ 2,565$ 100-87-833 Bldg Maint Monta Vista Ct 186,417.00 0.153%1,191$ 1,191$ 437$ 1,628$ 100-87-834 Bldg Maint Wilson 95,722.00 0.079%611$ 611$ 224$ 836$ 100-87-835 Bldg Maint Portal 46,228.00 0.038%295$ 295$ 108$ 404$ 100-87-837 Bldg Maint Creekside 136,076.00 0.112%869$ 869$ 319$ 1,188$ 100-87-838 Comm Hall Bldg Maint 225,544.00 0.185%1,441$ 1,441$ 529$ 1,969$ 100-87-839 Teen Center Bldg Maint 52,889.00 0.043%338$ 338$ 124$ 462$ 100-87-840 Park Bathrooms 180,280.00 0.148%1,152$ 1,152$ 422$ 1,574$ 100-87-841 BBF Facilities Maintenance 525,642.00 0.432%3,358$ 3,358$ 1,232$ 4,590$ 100-87-852 Franco Traffic Operations Center 15,257.00 0.013%97$ 97$ 36$ 133$ 100-87-857 City Hall Annex 24,892.00 0.020%159$ 159$ 58$ 217$ 100-88-844 Traffic Engineering 1,240,071.00 1.018%7,922$ 7,922$ 2,906$ 10,828$ 100-88-845 Traffic Signal Maintenance 820,029.00 0.673%5,239$ 5,239$ 1,922$ 7,160$ 100-88-846 Safe Routes 2 School 732,278.00 0.601%4,678$ 4,678$ 1,716$ 6,394$ 100-90-1 Non Departmental 6,475,103.00 5.318%41,364$ 41,364$ 15,173$ 56,538$ 230-81-802 Non Point Source 1,177,495.00 0.967%7,522$ 7,522$ 2,759$ 10,281$ 230-81-853 Storm Drain Fee 25,924.00 0.021%166$ 166$ 61$ 226$ 230-81-854 General Fund Subsidy 23,164.00 0.019%148$ 148$ 54$ 202$ 230-81-855 Storm Drain Maintenance 1,007,007.00 0.827%6,433$ 6,433$ 2,360$ 8,793$ 260-72-707 CDBG General Admin 132,070.00 0.108%844$ 844$ 309$ 1,153$ 260-72-709 CDBG Capital/Housing Projects 460,487.00 0.378%2,942$ 2,942$ 1,079$ 4,021$ 260-72-710 CDBG Public Service Grants 55,028.00 0.045%352$ 352$ 129$ 480$ 265-72-711 BMR Affordable Housing Fund 985,203.00 0.809%6,294$ 6,294$ 2,309$ 8,602$ 270-85-820 Sidewalk Curb and Gutter 1,795,414.00 1.474%11,470$ 11,470$ 4,207$ 15,677$ 270-85-821 Street Pavement Maintenance 3,945,450.00 3.240%25,204$ 25,204$ 9,245$ 34,450$ 270-85-822 Street Sign Marking 778,930.00 0.640%4,976$ 4,976$ 1,825$ 6,801$ 281-90-1 Non Departmental 15,000.00 0.012%96$ 96$ 35$ 131$ 365-90-500 Non Departmental - Facility Lease 2,677,600.00 2.199%17,105$ 17,105$ 6,274$ 23,380$ 420-99-7 ADA Improvements 100,000.00 0.082%639$ 639$ 234$ 873$ 420-99-47 CIP Prelim Planning & Design 125,000.00 0.103%799$ 799$ 293$ 1,091$ 420-99-48 Capital Project Support 50,000.00 0.041%319$ 319$ 117$ 437$ 420-99-56 St Light Install - Annual Infill 35,000.00 0.029%224$ 224$ 82$ 306$ 420-99-63 CW Bldg Condition Assess Impl 1,000,000.00 0.821%6,388$ 6,388$ 2,343$ 8,732$ 420-99-85 Playground EQ (Creekside&Varian)300,000.00 0.246%1,916$ 1,916$ 703$ 2,619$ 420-99-266 SCB/Calabazas Creek SD Repair 420,000.00 0.345%2,683$ 2,683$ 984$ 3,667$ 420-99-267 Stevens Creek Bridge Repair 172,000.00 0.141%1,099$ 1,099$ 403$ 1,502$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 57467 CC 02-06-2024 467 of 723 100-12-120 City Manager . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 429-90-1 Non Departmental 2,027,000.00 1.665%12,949$ 12,949$ 4,750$ 17,699$ 520-81-801 Resources Recovery 2,636,342.00 2.165%16,842$ 16,842$ 6,178$ 23,019$ 560-63-616 BBF Golf Course 642,342.00 0.528%4,103$ 4,103$ 1,505$ 5,609$ 560-87-260 BBF Golf Maintenance 103,244.00 0.085%660$ 660$ 242$ 901$ 570-63-621 Sports Center Operation 2,840,279.00 2.333%18,144$ 18,144$ 6,656$ 24,800$ 570-87-836 Bldg Maint Sports Center 659,124.00 0.541%4,211$ 4,211$ 1,545$ 5,755$ 580-62-613 Youth Teen Recreation 1,703,251.00 1.399%10,881$ 10,881$ 3,991$ 14,872$ 580-63-620 Outdoor Recreation 1,086,993.00 0.893%6,944$ 6,944$ 2,547$ 9,491$ 610-30-300 Administration 189,715.00 0.156%1,212$ 1,212$ 445$ 1,657$ 610-34-310 Infrastructure 2,245,117.00 1.844%14,342$ 14,342$ 5,261$ 19,603$ 610-35-986 GIS 1,489,528.00 1.223%9,515$ 9,515$ 3,490$ 13,006$ 620-44-418 Workers Compensation Insurance 582,778.00 0.479%3,723$ 3,723$ 1,366$ 5,089$ 630-85-849 Equipment Maintenance 1,501,047.00 1.233%9,589$ 9,589$ 3,517$ 13,106$ 630-90-985 Non Departmental - Fixed Assets Acquisition 467,868.00 0.384%2,989$ 2,989$ 1,096$ 4,085$ 641-44-419 Long Term Disability 102,381.00 0.084%654$ 654$ 240$ 894$ 641-44-420 Compensated Absence 658,090.00 0.540%4,204$ 4,204$ 1,542$ 5,746$ 642-44-414 HR Retiree Benefits 1,486,988.00 1.221%9,499$ 9,499$ 3,484$ 12,984$ Total 121,765,857.00 100.000%777,868$ -$ 777,868$ 278,740$ 1,056,608$ . Allocation Basis:Expenditures per Fund / Dept / Program . Source of Allocation:Budget Report FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 58468 CC 02-06-2024 468 of 723 100-12-120 City Manager . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL Council Support . . 100-10-100 City Council 27.00 10.385%80,779$ 80,779$ 80,779$ 100-12-120 City Manager 25.00 9.615%74,795$ 74,795$ 74,795$ 100-13-130 City Clerk 47.00 18.077%140,615$ 140,615$ 62,984$ 203,599$ 100-15-141 City Attorney 26.00 10.000%77,787$ 77,787$ 34,842$ 112,629$ 100-32-308 Applications 5.00 1.923%14,959$ 14,959$ 6,700$ 21,659$ 100-41-405 Accounting 55.00 21.154%164,549$ 164,549$ 73,705$ 238,254$ 100-44-412 Human Resources 1.00 0.385%2,992$ 2,992$ 1,340$ 4,332$ 100-80-800 Public Works Admin 15.00 5.769%44,877$ 44,877$ 20,101$ 64,978$ 100-60-636 Library Services 1.00 0.385%2,992$ 2,992$ 1,340$ 4,332$ 100-63-612 Park Facilities 3.00 1.154%8,975$ 8,975$ 4,020$ 12,996$ 100-71-701 Current Planning 17.00 6.538%50,861$ 50,861$ 22,782$ 73,642$ 100-82-804 Plan Review 3.00 1.154%8,975$ 8,975$ 4,020$ 12,996$ 100-84-813 Neighborhood Parks 2.00 0.769%5,984$ 5,984$ 2,680$ 8,664$ 100-87-841 BBF Facilities Maintenance 1.00 0.385%2,992$ 2,992$ 1,340$ 4,332$ 230-81-802 Non Point Source 1.00 0.385%2,992$ 2,992$ 1,340$ 4,332$ 270-85-820 Sidewalk Curb and Gutter 5.00 1.923%14,959$ 14,959$ 6,700$ 21,659$ 270-85-821 Street Pavement Maintenance 5.00 1.923%14,959$ 14,959$ 6,700$ 21,659$ 420-99-7 ADA Improvements 1.00 0.385%2,992$ 2,992$ 1,340$ 4,332$ 420-99-48 Capital Project Support 13.00 5.000%38,893$ 38,893$ 17,421$ 56,315$ 420-99-85 Playground EQ (Creekside&Varian)1.00 0.385%2,992$ 2,992$ 1,340$ 4,332$ 420-99-267 Stevens Creek Bridge Repair 2.00 0.769%5,984$ 5,984$ 2,680$ 8,664$ 520-81-801 Resources Recovery 3.00 1.154%8,975$ 8,975$ 4,020$ 12,996$ 630-85-849 Equipment Maintenance 1.00 0.385%2,992$ 2,992$ 1,340$ 4,332$ Total 260.00 100.000%777,868$ -$ 777,868$ 278,740$ 1,056,608$ . Allocation Basis:Agenda Items . Source of Allocation:Legistar Report FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 59469 CC 02-06-2024 469 of 723 ALLOCATION SUMMARY 100-10-100 City Council 21,465$ 2,756$ 80,779$ 104,999$ 100-12-120 City Manager 25,317$ 15,219$ 74,795$ 115,332$ 100-12-126 Office of Communications 13,431$ 5,940$ -$ 19,370$ 100-12-633 Disaster Preparedness 9,883$ 6,582$ -$ 16,464$ 100-13-130 City Clerk 17,738$ 6,762$ 203,599$ 228,099$ 100-13-132 Mail Services -$ 356$ -$ 356$ 100-15-141 City Attorney 15,204$ 13,877$ 112,629$ 141,710$ 100-31-305 Video 15,204$ 8,085$ -$ 23,290$ 100-32-308 Applications 17,738$ 23,635$ 21,659$ 63,033$ 100-40-400 Admin Services Administration 7,095$ 3,211$ -$ 10,306$ 100-41-405 Accounting 35,730$ 15,876$ 238,254$ 289,861$ 100-41-425 Purchasing 6,082$ 3,226$ -$ 9,308$ 100-41-426 Budgeting 9,883$ 4,559$ -$ 14,442$ 100-44-412 Human Resources 24,580$ 12,185$ 4,332$ 41,097$ 100-44-417 Insurance Administration 760$ 20,060$ -$ 20,820$ 100-80-800 Public Works Admin 20,019$ 9,108$ 64,978$ 94,106$ 100-82-806 CIP Administration 29,142$ 12,975$ -$ 42,117$ 100-84-815 Civic Center Ground Maint 4,055$ 1,591$ -$ 5,646$ 100-87-827 Bldg Maint City Hall 3,548$ 4,372$ -$ 7,919$ 100-10-101 Community Funding -$ 311$ -$ 311$ 100-10-104 Historical Society -$ 349$ -$ 349$ 100-10-110 Sister Cities 507$ 638$ -$ 1,145$ 100-11-131 Telecommunication Commission 355$ 311$ -$ 666$ 100-11-140 Library Commission 507$ 375$ -$ 882$ 100-11-142 Fine Arts Commission 507$ 362$ -$ 869$ 100-11-150 Public Safety Commission 253$ 414$ -$ 667$ 100-11-155 Bike/Ped Safety Commission 760$ 548$ -$ 1,308$ 100-11-160 Recreation Commission 507$ 339$ -$ 846$ 100-11-165 Teen Commission 253$ 371$ -$ 624$ 100-11-170 Planning Commission 1,318$ 1,027$ -$ 2,345$ 100-11-175 Housing Commission 760$ 536$ -$ 1,296$ 100-11-180 Sustainability Commission 760$ 507$ -$ 1,268$ 100-11-190 Audit Committee 507$ 354$ -$ 861$ 100-12-122 Sustainability Division 9,123$ 6,147$ -$ 15,270$ 100-12-120 City Manager Total Management Support Administrative Support Council Support FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 60470 CC 02-06-2024 470 of 723 ALLOCATION SUMMARY 100-12-120 City Manager Total Management Support Administrative Support Council Support 100-12-305 Video -$ 146$ -$ 146$ 100-12-307 Public Access Support -$ 417$ -$ 417$ 100-12-632 Comm Outreach & Neigh Watch 5,068$ 2,201$ -$ 7,269$ 100-12-705 Economic Development 5,068$ 4,076$ -$ 9,144$ 100-13-133 Elections -$ 9$ -$ 9$ 100-14-123 City Manager Contingency -$ 437$ -$ 437$ 100-20-200 Law Enforcement SC Sherif -$ 155,531$ -$ 155,531$ 100-41-406 Business Licenses 5,575$ 3,698$ -$ 9,273$ 100-60-601 Rec & Comm Svcs Administration 24,834$ 11,859$ -$ 36,693$ 100-60-636 Library Services -$ 1,482$ 4,332$ 5,814$ 100-61-602 Administration 15,204$ 5,120$ -$ 20,324$ 100-61-605 Cultural Events 5,068$ 3,823$ -$ 8,891$ 100-61-630 Facilities 11,403$ 3,407$ -$ 14,810$ 100-62-608 Administration 14,951$ 5,992$ -$ 20,943$ 100-62-623 Youth, Teen and Senior Adult Rec 10,390$ 7,092$ -$ 17,482$ 100-62-639 Youth and Teen Programs 3,801$ 2,435$ -$ 6,236$ 100-62-640 Neighborhood Events 1,267$ 811$ -$ 2,078$ 100-63-612 Park Facilities 16,117$ 11,092$ 12,996$ 40,205$ 100-70-700 Community Development Admin 2,534$ 4,985$ -$ 7,519$ 100-71-701 Current Planning 48,046$ 29,740$ 73,642$ 151,428$ 100-71-702 Mid Long Term Planning 17,688$ 10,745$ -$ 28,433$ 100-72-712 Gen Fund Human Services Grants -$ 1,573$ -$ 1,573$ 100-73-713 General Building 15,813$ 8,254$ -$ 24,067$ 100-73-714 Construction Plan Check 33,956$ 20,057$ -$ 54,013$ 100-73-715 Building Inspection 26,101$ 13,266$ -$ 39,367$ 100-73-718 Muni - Bldg Code Enforcement 1,267$ 774$ -$ 2,041$ 100-74-202 Code Enforcement 20,273$ 12,223$ -$ 32,495$ 100-82-804 Plan Review 19,766$ 12,497$ 12,996$ 45,259$ 100-83-807 Service Center Administration 15,458$ 9,622$ -$ 25,080$ 100-84-808 McClellan Ranch Park 2,027$ 1,540$ -$ 3,567$ 100-84-809 Memorial Park 7,602$ 7,151$ -$ 14,753$ 100-84-811 BBF Ground Maintenance 5,068$ 3,208$ -$ 8,277$ 100-84-812 School Site Maintenance 21,286$ 12,081$ -$ 33,367$ 100-84-813 Neighborhood Parks 43,586$ 22,642$ 8,664$ 74,891$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 61471 CC 02-06-2024 471 of 723 ALLOCATION SUMMARY 100-12-120 City Manager Total Management Support Administrative Support Council Support 100-84-814 Sport Fields Jollyman CRK 12,670$ 8,207$ -$ 20,877$ 100-85-848 Street Lighting 6,335$ 8,836$ -$ 15,171$ 100-85-850 Environmental Materials 3,801$ 1,911$ -$ 5,712$ 100-86-261 Trail Maintenance 4,308$ 1,742$ -$ 6,049$ 100-86-824 Overpasses and Medians 33,196$ 14,587$ -$ 47,783$ 100-86-825 Street Tree Maintenance 37,504$ 15,619$ -$ 53,123$ 100-86-826 Weekend Work Program 11,150$ 5,172$ -$ 16,322$ 100-87-828 Bldg Maint Library 3,041$ 8,797$ -$ 11,838$ 100-87-829 Bldg Maint Service Center 2,534$ 2,715$ -$ 5,249$ 100-87-830 Bldg Maint Quinlan Center 3,041$ 5,018$ -$ 8,059$ 100-87-831 Bldg Maint Senior Center 3,041$ 2,832$ -$ 5,872$ 100-87-832 Bldg Maint McClellan Ranch 3,041$ 2,565$ -$ 5,606$ 100-87-833 Bldg Maint Monta Vista Ct 1,520$ 1,628$ -$ 3,148$ 100-87-834 Bldg Maint Wilson 507$ 836$ -$ 1,343$ 100-87-835 Bldg Maint Portal -$ 404$ -$ 404$ 100-87-837 Bldg Maint Creekside 1,520$ 1,188$ -$ 2,709$ 100-87-838 Comm Hall Bldg Maint 1,520$ 1,969$ -$ 3,490$ 100-87-839 Teen Center Bldg Maint 507$ 462$ -$ 969$ 100-87-840 Park Bathrooms 507$ 1,574$ -$ 2,081$ 100-87-841 BBF Facilities Maintenance 7,095$ 4,590$ 4,332$ 16,017$ 100-87-852 Franco Traffic Operations Center -$ 133$ -$ 133$ 100-87-857 City Hall Annex 507$ 217$ -$ 724$ 100-88-844 Traffic Engineering 17,232$ 10,828$ -$ 28,059$ 100-88-845 Traffic Signal Maintenance 10,136$ 7,160$ -$ 17,296$ 100-88-846 Safe Routes 2 School 5,068$ 6,394$ -$ 11,462$ 100-90-1 Non Departmental -$ 56,538$ -$ 56,538$ 230-81-802 Non Point Source 13,785$ 10,281$ 4,332$ 28,399$ 230-81-853 Storm Drain Fee -$ 226$ -$ 226$ 230-81-854 General Fund Subsidy -$ 202$ -$ 202$ 230-81-855 Storm Drain Maintenance 11,150$ 8,793$ -$ 19,943$ 260-72-707 CDBG General Admin 2,504$ 1,153$ -$ 3,657$ 260-72-709 CDBG Capital/Housing Projects -$ 4,021$ -$ 4,021$ 260-72-710 CDBG Public Service Grants -$ 480$ -$ 480$ 265-72-711 BMR Affordable Housing Fund 6,112$ 8,602$ -$ 14,714$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 62472 CC 02-06-2024 472 of 723 ALLOCATION SUMMARY 100-12-120 City Manager Total Management Support Administrative Support Council Support 270-85-820 Sidewalk Curb and Gutter 9,629$ 15,677$ 21,659$ 46,966$ 270-85-821 Street Pavement Maintenance 18,245$ 34,450$ 21,659$ 74,355$ 270-85-822 Street Sign Marking 15,458$ 6,801$ -$ 22,259$ 281-90-1 Non Departmental -$ 131$ -$ 131$ 365-90-500 Non Departmental - Facility Lease -$ 23,380$ -$ 23,380$ 420-99-7 ADA Improvements -$ 873$ 4,332$ 5,205$ 420-99-47 CIP Prelim Planning & Design -$ 1,091$ -$ 1,091$ 420-99-48 Capital Project Support -$ 437$ 56,315$ 56,751$ 420-99-56 St Light Install - Annual Infill -$ 306$ -$ 306$ 420-99-63 CW Bldg Condition Assess Impl -$ 8,732$ -$ 8,732$ 420-99-85 Playground EQ (Creekside&Varian)-$ 2,619$ 4,332$ 6,951$ 420-99-266 SCB/Calabazas Creek SD Repair -$ 3,667$ -$ 3,667$ 420-99-267 Stevens Creek Bridge Repair -$ 1,502$ 8,664$ 10,166$ 429-90-1 Non Departmental -$ 17,699$ -$ 17,699$ 520-81-801 Resources Recovery 18,245$ 23,019$ 12,996$ 54,260$ 560-63-616 BBF Golf Course 5,575$ 5,609$ -$ 11,184$ 560-87-260 BBF Golf Maintenance -$ 901$ -$ 901$ 570-63-621 Sports Center Operation 12,164$ 24,800$ -$ 36,963$ 570-87-836 Bldg Maint Sports Center 3,548$ 5,755$ -$ 9,303$ 580-62-613 Youth Teen Recreation 8,616$ 14,872$ -$ 23,488$ 580-63-620 Outdoor Recreation 10,643$ 9,491$ -$ 20,134$ 610-30-300 Administration 2,686$ 1,657$ -$ 4,343$ 610-34-310 Infrastructure 22,807$ 19,603$ -$ 42,410$ 610-35-986 GIS 17,232$ 13,006$ -$ 30,237$ 620-44-418 Workers Compensation Insurance 1,014$ 5,089$ -$ 6,102$ 630-85-849 Equipment Maintenance 15,204$ 13,106$ 4,332$ 32,643$ 630-90-985 Non Departmental - Fixed Assets Acquisition -$ 4,085$ -$ 4,085$ 641-44-419 Long Term Disability -$ 894$ -$ 894$ 641-44-420 Compensated Absence -$ 5,746$ -$ 5,746$ 642-44-414 HR Retiree Benefits -$ 12,984$ -$ 12,984$ Total 1,056,608$ 1,056,608$ 1,056,608$ 3,169,823$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 63473 CC 02-06-2024 473 of 723 3 City Manager - Office of Communications The City Manager - Office of Communications division conducts community outreach and ensure residents have access to important information about the City. The Office of Communications manages the City’s website, social media accounts, newsletter, press releases, and other lines of communication with the public. This program also acts as a liaison between various City divisions and the community. City Manager – Office of Communications costs are allocated to Receiving Divisions, as follows: • General Communications – represents costs associated with community outreach on behalf of City divisions. This function has been allocated equally to all divisions. • Law Enforcement Contract Support – represents costs associated with managing the city’s contract with the Santa Clara County Sheriff. This function has been allocated direct to the Law Enforcement Fund. • Public Outreach – represents costs associated with informing the public about City news and events. These costs have not been allocated because they are not associated with any receiving division. The chart on the following page illustrates the functions and measures used to allocate City Manager - Office of Communications costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function-by-function breakdown of expenses, each function’s allocation, and an allocation summary. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 64474 CC 02-06-2024 474 of 723 CITY MANAGER -OFFICE OF COMMUNICATIONS General Communications Equal to All Law Enforcement Contract Support Direct to Law Enforcement Public Outreach Not Allocated FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 65475 CC 02-06-2024 475 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Functional Expenditures 680,267$ 680,267$ Contingencies (2,214)$ Total Disallowed Costs (2,214)$ (2,214)$ Incoming Costs (4,428)$ 100-12-120 City Manager 14,069$ 5,301$ 19,370$ 100-13-130 City Clerk 275$ 275$ 100-13-132 Mail Services 549$ 549$ 100-15-141 City Attorney 1,031$ 1,031$ 100-41-405 Accounting 7,795$ 7,795$ 100-41-425 Purchasing 452$ 452$ 100-41-426 Budgeting 4,914$ 4,914$ 100-44-412 Human Resources 47,789$ 47,789$ 100-44-417 Insurance Administration 1,968$ 1,968$ 100-84-815 Civic Center Ground Maint 575$ 575$ 100-87-827 Bldg Maint City Hall 5,794$ 5,794$ Total Incoming Costs 14,069$ 76,444$ 90,513$ Total Cost Adjustments -$ -$ Total Costs to be Allocated 692,122$ 76,444$ 768,566$ 100-12-126 Office of Communications FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 66476 CC 02-06-2024 476 of 723 100-12-126 Office of Communications Distribution Percentage 88.82%1.18%10.00% Personnel Salaries & Wages 347,188$ S 308,387$ 4,082$ 34,719$ Fringe Benefits 153,731$ S 136,550$ 1,807$ 15,373$ Subtotal Personnel Cost 500,919$ 444,938$ 5,889$ 50,092$ Operating Services & Supplies Operating Expenses 152,134$ S 135,132$ 1,789$ 15,213$ General Services 25,000$ S 22,206$ 294$ 2,500$ Contingencies 2,214$ S 1,967$ 26$ 221$ Subtotal Operating Cost 179,348$ 159,305$ 2,109$ 17,935$ FUNCTIONAL EXPENDITURES 680,267$ 604,242$ 7,998$ 68,027$ Disallowed Costs Contingencies (2,214)$ S (1,967)$ (26)$ (221)$ Subtotal Disallowed Costs (2,214)$ (1,967)$ (26)$ (221)$ Cost Adjustments Subtotal Cost Adjustments -$ -$ -$ -$ FUNCTIONAL COST 678,053$ 602,276$ 7,972$ 67,805$ First Allocation Incoming - All Others 14,069$ 12,497$ 165$ 1,407$ Reallocate Admin Costs -$ -$ -$ -$ Unallocated Costs (69,212)$ -$ -$ (69,212)$ Subtotal of First Allocation 622,910$ 614,772$ 8,137$ -$ Second Allocation Incoming - All Others 76,444$ 67,901$ 899$ 7,644$ Reallocate Admin Costs -$ -$ -$ -$ Unallocated Costs (7,644)$ -$ -$ (7,644)$ Subtotal of Second Allocation 68,799$ 67,901$ 899$ -$ TOTAL ALLOCATED 691,709$ 682,673$ 9,036$ -$ General Communications Law Enforcement Contract Support Public Outreach EXPENSE DETAIL Expense Type Expense ($) S p r FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 67477 CC 02-06-2024 477 of 723 100-12-126 Office of Communications . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total General Communications . . 100-10-100 City Council 1.00 2.128%13,080$ 13,080$ 13,080$ 100-12-120 City Manager 1.00 2.128%13,080$ 13,080$ 13,080$ 100-12-633 Disaster Preparedness 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-13-130 City Clerk 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-80-800 Public Works Admin 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-82-806 CIP Administration 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-10-110 Sister Cities 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-12-632 Comm Outreach & Neigh Watch 0.50 1.064%6,540$ 6,540$ 754$ 7,295$ 100-12-705 Economic Development 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-60-601 Rec & Comm Svcs Administration 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-61-602 Administration 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-61-605 Cultural Events 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-61-630 Facilities 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-62-608 Administration 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-62-623 Youth, Teen and Senior Adult Rec 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-62-639 Youth and Teen Programs 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-62-640 Neighborhood Events 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-63-612 Park Facilities 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-70-700 Community Development Admin 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-71-701 Current Planning 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-71-702 Mid Long Term Planning 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-73-713 General Building 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-84-808 McClellan Ranch Park 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-84-809 Memorial Park 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-84-813 Neighborhood Parks 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-84-814 Sport Fields Jollyman CRK 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-85-848 Street Lighting 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-85-850 Environmental Materials 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-86-261 Trail Maintenance 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-86-824 Overpasses and Medians 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-86-825 Street Tree Maintenance 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-88-844 Traffic Engineering 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 100-88-845 Traffic Signal Maintenance 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 230-81-855 Storm Drain Maintenance 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 68478 CC 02-06-2024 478 of 723 100-12-126 Office of Communications . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 260-72-707 CDBG General Admin 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 265-72-711 BMR Affordable Housing Fund 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 270-85-820 Sidewalk Curb and Gutter 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 270-85-821 Street Pavement Maintenance 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 270-85-822 Street Sign Marking 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 520-81-801 Resources Recovery 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 560-63-616 BBF Golf Course 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 570-63-621 Sports Center Operation 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 570-87-836 Bldg Maint Sports Center 0.50 1.064%6,540$ 6,540$ 754$ 7,295$ 580-62-613 Youth Teen Recreation 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ 580-63-620 Outdoor Recreation 1.00 2.128%13,080$ 13,080$ 1,509$ 14,589$ Total 47.00 100.000%614,772$ -$ 614,772$ 67,901$ 682,673$ . Allocation Basis:Equal to All . FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 69479 CC 02-06-2024 479 of 723 100-12-126 Office of Communications . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL Law Enforcement Contract Support . . 100-20-200 Law Enforcement SC Sherif 1.00 100.000%8,137$ 8,137$ 899$ 9,036$ Total 1.00 100.000%8,137$ -$ 8,137$ 899$ 9,036$ . Allocation Basis:Direct to Law Enforcement . FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 70480 CC 02-06-2024 480 of 723 ALLOCATION SUMMARY 100-10-100 City Council 13,080$ -$ 13,080$ 100-12-120 City Manager 13,080$ -$ 13,080$ 100-12-633 Disaster Preparedness 14,589$ -$ 14,589$ 100-13-130 City Clerk 14,589$ -$ 14,589$ 100-15-141 City Attorney 3,647$ -$ 3,647$ 100-80-800 Public Works Admin 14,589$ -$ 14,589$ 100-82-806 CIP Administration 14,589$ -$ 14,589$ 100-10-110 Sister Cities 14,589$ -$ 14,589$ 100-11-131 Telecommunication Commission 1,326$ -$ 1,326.29$ 100-11-140 Library Commission 1,326$ -$ 1,326$ 100-11-142 Fine Arts Commission 1,326$ -$ 1,326$ 100-11-150 Public Safety Commission 1,326$ -$ 1,326$ 100-11-155 Bike/Ped Safety Commission 1,326$ -$ 1,326$ 100-11-160 Recreation Commission 1,326$ -$ 1,326.29$ 100-11-165 Teen Commission 1,326$ -$ 1,326.29$ 100-11-170 Planning Commission 1,326$ -$ 1,326.29$ 100-11-175 Housing Commission 1,326$ -$ 1,326.29$ 100-11-180 Sustainability Commission 1,326$ -$ 1,326$ 100-11-190 Audit Committee 1,326$ -$ 1,326$ 100-12-122 Sustainability Division 3,647$ -$ 3,647.29$ 100-12-632 Comm Outreach & Neigh Watch 7,295$ -$ 7,295$ 100-12-705 Economic Development 14,589$ -$ 14,589.17$ 100-20-200 Law Enforcement SC Sherif -$ 9,036$ 9,036$ 100-41-406 Business Licenses 3,647$ -$ 3,647$ 100-60-601 Rec & Comm Svcs Administration 14,589$ -$ 14,589.17$ 100-61-602 Administration 14,589$ -$ 14,589$ 100-61-605 Cultural Events 14,589$ -$ 14,589.17$ 100-61-630 Facilities 14,589$ -$ 14,589.17$ 100-62-608 Administration 14,589$ -$ 14,589.17$ 100-62-623 Youth, Teen and Senior Adult Rec 14,589$ -$ 14,589$ 100-62-639 Youth and Teen Programs 14,589$ -$ 14,589$ 100-62-640 Neighborhood Events 14,589$ -$ 14,589.17$ 100-63-612 Park Facilities 14,589$ -$ 14,589$ 100-70-700 Community Development Admin 14,589$ -$ 14,589.17$ 100-12-126 Office of Communications Total General Communications Law Enforcement Contract Support FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 71481 CC 02-06-2024 481 of 723 ALLOCATION SUMMARY 100-12-126 Office of Communications Total General Communications Law Enforcement Contract Support 100-71-701 Current Planning 14,589$ -$ 14,589.17$ 100-71-702 Mid Long Term Planning 14,589$ -$ 14,589.17$ 100-73-713 General Building 14,589$ -$ 14,589.17$ 100-73-714 Construction Plan Check 3,647$ -$ 3,647.29$ 100-73-715 Building Inspection 3,647$ -$ 3,647$ 100-73-718 Muni - Bldg Code Enforcement 3,647$ -$ 3,647$ 100-74-202 Code Enforcement 3,647$ -$ 3,647$ 100-82-804 Plan Review 3,647$ -$ 3,647.29$ 100-84-808 McClellan Ranch Park 14,589$ -$ 14,589$ 100-84-809 Memorial Park 14,589$ -$ 14,589$ 100-84-813 Neighborhood Parks 14,589$ -$ 14,589$ 100-84-814 Sport Fields Jollyman CRK 14,589$ -$ 14,589.17$ 100-85-848 Street Lighting 14,589$ -$ 14,589.17$ 100-85-850 Environmental Materials 14,589$ -$ 14,589$ 100-86-261 Trail Maintenance 14,589$ -$ 14,589$ 100-86-824 Overpasses and Medians 14,589$ -$ 14,589$ 100-86-825 Street Tree Maintenance 14,589$ -$ 14,589$ 100-88-844 Traffic Engineering 14,589$ -$ 14,589$ 100-88-845 Traffic Signal Maintenance 14,589$ -$ 14,589$ 230-81-855 Storm Drain Maintenance 14,589$ -$ 14,589$ 260-72-707 CDBG General Admin 14,589$ -$ 14,589$ 265-72-711 BMR Affordable Housing Fund 14,589$ -$ 14,589$ 270-85-820 Sidewalk Curb and Gutter 14,589$ -$ 14,589$ 270-85-821 Street Pavement Maintenance 14,589$ -$ 14,589$ 270-85-822 Street Sign Marking 14,589$ -$ 14,589$ 520-81-801 Resources Recovery 14,589$ -$ 14,589$ 560-63-616 BBF Golf Course 14,589$ -$ 14,589$ 570-63-621 Sports Center Operation 14,589$ -$ 14,589$ 570-87-836 Bldg Maint Sports Center 7,295$ -$ 7,295$ 580-62-613 Youth Teen Recreation 14,589$ -$ 14,589$ 580-63-620 Outdoor Recreation 14,589$ -$ 14,589$ Total 682,673$ 9,036$ 691,709$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 72482 CC 02-06-2024 482 of 723 4 City Manager – Disaster Preparedness The City Manager – Disaster Preparedness division is responsible for managing the City’s prevention, preparation, response, and recovery from all emergencies. This division manages the city’s Emergency Operations Center, acts as the city’s liaison to state and federal emergency response agencies, and manages the city’s Contract for Law Enforcement Services with the Santa Clara County Sheriff's Office. City Manager – Disaster Preparedness costs are allocated to Receiving Divisions, as follows: • Law Enforcement Contract Support – represents costs associated with managing the city’s contract with the Santa Clara County Sheriff. This function has been allocated direct to the Law Enforcement Fund. • Disaster Preparedness – represents costs associated with preparing and responding to emergencies the city faces. These costs have not been allocated because they are not associated with any receiving division. The chart on the following page illustrates the functions and measures used to allocate City Manager - Disaster Preparedness costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function- by-function breakdown of expenses, each function’s allocation, and an allocation summary. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 73483 CC 02-06-2024 483 of 723 CITY MANAGER -DISASTER PREPAREDNESS Law Enforcement Contract Support Direct to Law Enforcement Disaster Preparedness Not Allocated FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 74484 CC 02-06-2024 484 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Functional Expenditures 753,768$ 753,768$ Contingencies (401)$ Total Disallowed Costs (401)$ (401)$ Incoming Costs 100-12-120 City Manager 11,970$ 4,494$ 16,464$ 100-12-126 Office of Communications 13,080$ 1,509$ 14,589$ 100-13-130 City Clerk 275$ 275$ 100-13-132 Mail Services 549$ 549$ 100-41-405 Accounting 10,237$ 10,237$ 100-41-425 Purchasing 332$ 332$ 100-41-426 Budgeting 5,445$ 5,445$ 100-44-412 Human Resources 11,223$ 11,223$ 100-44-417 Insurance Administration 1,448$ 1,448$ 100-84-815 Civic Center Ground Maint 1,245$ 1,245$ 100-87-827 Bldg Maint City Hall 12,555$ 12,555$ Total Incoming Costs 25,050$ 49,312$ 74,363$ Total Cost Adjustments -$ -$ Total Costs to be Allocated 778,417$ 49,312$ 827,730$ 100-12-633 Disaster Preparedness FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 75485 CC 02-06-2024 485 of 723 100-12-633 Disaster Preparedness Distribution Percentage 18.45%81.55% Personnel Salaries & Wages 355,040$ S 65,488$ 289,552$ Fringe Benefits 160,346$ S 29,576$ 130,770$ Subtotal Personnel Cost 515,386$ 95,065$ 420,321$ Operating Services & Supplies Operating Expenses 29,925$ S 5,520$ 24,405$ General Services 2,120$ S 391$ 1,729$ Contingencies 401$ S 74$ 327$ CAP Allocations/Reimbursements 205,936$ S 37,986$ 167,950$ Subtotal Operating Cost 238,382$ 43,970$ 194,412$ FUNCTIONAL EXPENDITURES 753,768$ 139,035$ 614,733$ Disallowed Costs Contingencies (401)$ S (74)$ (327)$ Subtotal Disallowed Costs (401)$ (74)$ (327)$ Cost Adjustments Subtotal Cost Adjustments -$ -$ -$ FUNCTIONAL COST 753,367$ 138,961$ 614,406$ First Allocation Incoming - All Others 25,050$ 4,621$ 20,430$ Reallocate Admin Costs -$ -$ -$ Unallocated Costs (634,836)$ -$ (634,836)$ Subtotal of First Allocation 143,582$ 143,582$ -$ Second Allocation Incoming - All Others 49,312$ 9,096$ 40,216$ Reallocate Admin Costs -$ -$ -$ Unallocated Costs (40,216)$ -$ (40,216)$ Subtotal of Second Allocation 9,096$ 9,095.82$ -$ TOTAL ALLOCATED 152,678$ 152,678$ -$ Law Enforcement Contract Support Disaster Preparedness EXPENSE DETAIL Expense Type Expense ($) S p r FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 76486 CC 02-06-2024 486 of 723 100-12-633 Disaster Preparedness . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total Law Enforcement Contract Support . . 100-20-200 Law Enforcement SC Sherif 1.00 100.000%143,582$ 143,582$ 9,096$ 152,678$ Total 1.00 100.000%143,582$ -$ 143,582$ 9,096$ 152,678$ . Allocation Basis:Direct to Law Enforcement . ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 77487 CC 02-06-2024 487 of 723 ALLOCATION SUMMARY 100-20-200 Law Enforcement SC Sherif 152,678$ 152,678$ Total 152,678$ 152,678$ 100-12-633 Disaster Preparedness Total Law Enforcement Contract Support FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 78488 CC 02-06-2024 488 of 723 5 City Clerk The City Clerk’s office primarily serves to perform all administrative duties for the City Council, including developing the agenda and actions, publishing legal notices, posting notices of all commission vacancies, records management, codifying the City’s Municipal Code, managing official elections, and providing partial mail service for all City Divisions. City Clerk costs are allocated to Receiving Divisions, as follows: • City Council Support – includes the support provided by the Division in preparing and developing agenda packets for City Council. The costs associated with this function are based on the number of agenda items per Fund / Division / Division. • Records Management – represents the costs associated with storing, retaining, and destroying City records for all Divisions. The costs associated with this function are allocated based on the number of records per Fund / Division / Division. • Mail Services – represents the cost associated with processing all incoming and outgoing mail for City Divisions. These costs have been allocated equally to all divisions. • Elections and Form 700’s – includes costs associated with the management and oversight of the City’s election process and are not related to City departments and as such has not been further allocated. • Public Records Request – includes support provided to citizens associated with processing any public records requests and these costs have not been allocated to departments as it is an external facing division. • Legal Ads – includes the support provided in developing and publishing all legal ads for the city. These costs are not in relation to legal noticing for residents and as such has not been further allocated. • Notary Services – represents costs associated with serving as a Notary for City Divisions and citizens. These costs are external and as such have not been allocated. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 79489 CC 02-06-2024 489 of 723 • Claims – represents staff time associated with processing all claims on behalf of the City. These services are on behalf of residents and as such have not been further reallocated to City departments. The chart on the following page illustrates the functions and measures used to allocate City Clerk costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows the measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function-by-function breakdown of expenses, each function’s allocation, and an allocation summary. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 80490 CC 02-06-2024 490 of 723 CITY CLERK City Council Support # of Agenda Items per Dept. Records Mangement # of Records per Dept. Mail Services Equal to all Divisions Elections and Form 700's Not Allocated Public Records Request Not Allocated Legal Ads Not Allocated Notary Services Not Allocated Claims Not Allocated FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 81491 CC 02-06-2024 491 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Functional Expenditures 774,402$ 774,402$ Contingencies (1,120)$ Total Disallowed Costs (1,120)$ (1,120)$ Incoming Costs 100-10-100 City Council 46,604$ 72,965$ 119,570$ 100-12-120 City Manager 158,404$ 69,695$ 228,099$ 100-12-126 Office of Communications 13,080$ 1,509$ 14,589$ 100-13-130 City Clerk 81,990$ 81,990$ 100-13-132 Mail Services 549$ 549$ 100-15-141 City Attorney 103,744$ 103,744$ 100-31-305 Video 2,447$ 2,447$ 100-32-308 Applications 203,851$ 203,851$ 100-41-405 Accounting 12,101$ 12,101$ 100-41-426 Budgeting 5,594$ 5,594$ 100-44-412 Human Resources 20,144$ 20,144$ 100-44-417 Insurance Administration 2,600$ 2,600$ 100-84-815 Civic Center Ground Maint 1,898$ 1,898$ 100-87-827 Bldg Maint City Hall 16,096$ 16,096$ Total Incoming Costs 218,088$ 595,184$ 813,272$ Total Cost Adjustments -$ -$ Total Costs to be Allocated 991,370$ 595,184$ 1,586,554$ 100-13-130 City Clerk FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 82492 CC 02-06-2024 492 of 723 100-13-130 City Clerk Distribution Percentage 8.31%29.96%15.43%1.98%11.17%22.52%4.62%3.21%2.80% Personnel Salaries & Wages 473,192$ S 39,303$ 141,746$ 73,002$ 9,379$ 52,877$ 106,574$ 21,856$ 15,207$ 13,247$ Fringe Benefits 210,511$ S 17,485$ 63,059$ 32,477$ 4,172$ 23,524$ 47,412$ 9,723$ 6,765$ 5,893$ Subtotal Personnel Cost 683,703$ 56,788$ 204,805$ 105,479$ 13,551$ 76,401$ 153,987$ 31,580$ 21,972$ 19,141$ Operating Services & Supplies Operating Expenses 5,201$ S 432$ 1,558$ 802$ 103$ 581$ 1,171$ 240$ 167$ 146$ General Services 47,278$ S 3,927$ 14,162$ 7,294$ 937$ 5,283$ 10,648$ 2,184$ 1,519$ 1,324$ Contingencies 1,120$ S 93$ 335$ 173$ 22$ 125$ 252$ 52$ 36$ 31$ Advertising & Legal Notices 37,100$ 37,100$ Subtotal Operating Cost 90,699$ 4,452$ 16,056$ 8,269$ 1,062$ 5,989$ 12,072$ 39,576$ 1,723$ 1,501$ FUNCTIONAL EXPENDITURES 774,402$ 61,240$ 220,861$ 113,748$ 14,614$ 82,391$ 166,058$ 71,156$ 23,695$ 20,641$ Disallowed Costs Contingencies (1,120)$ S (93)$ (335)$ (173)$ (22)$ (125)$ (252)$ (52)$ (36)$ (31)$ Subtotal Disallowed Costs (1,120)$ (93)$ (335)$ (173)$ (22)$ (125)$ (252)$ (52)$ (36)$ (31)$ Cost Adjustments Subtotal Cost Adjustments -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ FUNCTIONAL COST 773,282$ 61,147$ 220,525$ 113,575$ 14,592$ 82,265$ 165,806$ 71,104$ 23,659$ 20,610$ First Allocation Incoming - All Others 218,088$ 17,245$ 62,195$ 32,031$ 4,115$ 23,201$ 46,762$ 20,053$ 6,672$ 5,813$ Reallocate Admin Costs 0$ (78,392)$ 24,275$ 12,502$ 1,606$ 9,056$ 18,252$ 7,827$ 2,604$ 2,269$ Unallocated Costs (505,954)$ -$ -$ -$ (114,522)$ (230,820)$ (98,984)$ (32,936)$ (28,691)$ Subtotal of First Allocation 485,417$ 306,995$ 158,109$ 20,313$ -$ -$ -$ -$ -$ Second Allocation Incoming - All Others 595,184$ 47,064$ 169,735$ 87,417$ 11,231$ 63,318$ 127,618$ 54,728$ 18,210$ 15,863$ Reallocate Admin Costs (0)$ (47,064)$ 14,574$ 7,506$ 964$ 5,437$ 10,958$ 4,699$ 1,564$ 1,362$ Unallocated Costs (303,757)$ -$ -$ -$ (68,755)$ (138,576)$ (59,427)$ (19,773)$ (17,225)$ Subtotal of Second Allocation 291,427$ 184,309$ 94,923$ 12,195$ -$ -$ -$ -$ -$ TOTAL ALLOCATED 776,844$ 491,304$ 253,032$ 32,508$ -$ -$ -$ -$ -$ EXPENSE DETAIL Public Records Request Legal Ads Notary Services ClaimsElections & Form 700's General Admin City Council Support Records Management Mail ServicesExpense Type Expense ($) Sp rea d FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 83493 CC 02-06-2024 493 of 723 100-13-130 City Clerk . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total City Council Support . . 100-10-100 City Council 27.00 10.385%31,880$ 31,880$ 31,880$ 100-12-120 City Manager 25.00 9.615%29,519$ 29,519$ 29,519$ 100-13-130 City Clerk 47.00 18.077%55,495$ 55,495$ 55,495$ 100-15-141 City Attorney 26.00 10.000%30,700$ 30,700$ 29,764$ 60,464$ 100-32-308 Applications 5.00 1.923%5,904$ 5,904$ 5,724$ 11,628$ 100-41-405 Accounting 55.00 21.154%64,941$ 64,941$ 62,963$ 127,904$ 100-44-412 Human Resources 1.00 0.385%1,181$ 1,181$ 1,145$ 2,326$ 100-80-800 Public Works Admin 15.00 5.769%17,711$ 17,711$ 17,172$ 34,883$ 100-60-636 Library Services 1.00 0.385%1,181$ 1,181$ 1,145$ 2,326$ 100-63-612 Park Facilities 3.00 1.154%3,542$ 3,542$ 3,434$ 6,977$ 100-71-701 Current Planning 17.00 6.538%20,073$ 20,073$ 19,461$ 39,534$ 100-82-804 Plan Review 3.00 1.154%3,542$ 3,542$ 3,434$ 6,977$ 100-84-813 Neighborhood Parks 2.00 0.769%2,362$ 2,362$ 2,290$ 4,651$ 100-87-841 BBF Facilities Maintenance 1.00 0.385%1,181$ 1,181$ 1,145$ 2,326$ 230-81-802 Non Point Source 1.00 0.385%1,181$ 1,181$ 1,145$ 2,326$ 270-85-820 Sidewalk Curb and Gutter 5.00 1.923%5,904$ 5,904$ 5,724$ 11,628$ 270-85-821 Street Pavement Maintenance 5.00 1.923%5,904$ 5,904$ 5,724$ 11,628$ 420-99-7 ADA Improvements 1.00 0.385%1,181$ 1,181$ 1,145$ 2,326$ 420-99-48 Capital Project Support 13.00 5.000%15,350$ 15,350$ 14,882$ 30,232$ 420-99-85 Playground EQ (Creekside&Varian)1.00 0.385%1,181$ 1,181$ 1,145$ 2,326$ 420-99-267 Stevens Creek Bridge Repair 2.00 0.769%2,362$ 2,362$ 2,290$ 4,651$ 520-81-801 Resources Recovery 3.00 1.154%3,542$ 3,542$ 3,434$ 6,977$ 630-85-849 Equipment Maintenance 1.00 0.385%1,181$ 1,181$ 1,145$ 2,326$ Total 260.00 100.000%306,995$ -$ 306,995$ 184,309$ 491,304$ . Allocation Basis:# of Agenda Items / Dept . Source of Allocation:Legistar Report ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 84494 CC 02-06-2024 494 of 723 100-13-130 City Clerk . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL Records Management . . 100-10-100 City Council 211.00 15.018%23,744$ 23,744$ 23,744$ 100-12-120 City Manager 164.00 11.673%18,455$ 18,455$ 18,455$ 100-13-130 City Clerk 233.00 16.584%26,220$ 26,220$ 26,220$ 100-15-141 City Attorney 21.00 1.495%2,363$ 2,363$ 2,501$ 4,864$ 100-40-400 Admin Services Administration 144.00 10.249%16,205$ 16,205$ 17,150$ 33,355$ 100-41-405 Accounting 1.00 0.071%113$ 113$ 119$ 232$ 100-44-412 Human Resources 12.00 0.854%1,350$ 1,350$ 1,429$ 2,780$ 100-80-800 Public Works Admin 107.00 7.616%12,041$ 12,041$ 12,744$ 24,785$ 100-87-827 Bldg Maint City Hall 23.00 1.637%2,588$ 2,588$ 2,739$ 5,328$ 100-60-601 Rec & Comm Svcs Administration 8.00 0.569%900$ 900$ 953$ 1,853$ 100-60-636 Library Services 5.00 0.356%563$ 563$ 596$ 1,158$ 100-61-605 Cultural Events 1.00 0.071%113$ 113$ 119$ 232$ 100-62-623 Youth, Teen and Senior Adult Rec 56.00 3.986%6,302$ 6,302$ 6,670$ 12,971$ 100-62-639 Youth and Teen Programs 6.00 0.427%675$ 675$ 715$ 1,390$ 100-62-640 Neighborhood Events 11.00 0.783%1,238$ 1,238$ 1,310$ 2,548$ 100-63-612 Park Facilities 5.00 0.356%563$ 563$ 596$ 1,158$ 100-71-701 Current Planning 85.00 6.050%9,565$ 9,565$ 10,124$ 19,689$ 100-73-713 General Building 9.00 0.641%1,013$ 1,013$ 1,072$ 2,085$ 100-73-714 Construction Plan Check 2.00 0.142%225$ 225$ 238$ 463$ 100-73-715 Building Inspection 3.00 0.214%338$ 338$ 357$ 695$ 100-74-202 Code Enforcement 5.00 0.356%563$ 563$ 596$ 1,158$ 100-82-804 Plan Review 86.00 6.121%9,678$ 9,678$ 10,243$ 19,920$ 100-84-813 Neighborhood Parks 15.00 1.068%1,688$ 1,688$ 1,787$ 3,474$ 100-86-261 Trail Maintenance 6.00 0.427%675$ 675$ 715$ 1,390$ 100-86-825 Street Tree Maintenance 9.00 0.641%1,013$ 1,013$ 1,072$ 2,085$ 100-87-829 Bldg Maint Service Center 1.00 0.071%113$ 113$ 119$ 232$ 100-87-830 Bldg Maint Quinlan Center 1.00 0.071%113$ 113$ 119$ 232$ 100-87-831 Bldg Maint Senior Center 2.00 0.142%225$ 225$ 238$ 463$ 100-87-832 Bldg Maint McClellan Ranch 1.00 0.071%113$ 113$ 119$ 232$ 100-87-838 Comm Hall Bldg Maint 8.00 0.569%900$ 900$ 953$ 1,853$ 100-87-839 Teen Center Bldg Maint 2.00 0.142%225$ 225$ 238$ 463$ 100-87-841 BBF Facilities Maintenance 5.00 0.356%563$ 563$ 596$ 1,158$ 100-88-844 Traffic Engineering 6.00 0.427%675$ 675$ 715$ 1,390$ 100-88-846 Safe Routes 2 School 1.00 0.071%113$ 113$ 119$ 232$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 85495 CC 02-06-2024 495 of 723 100-13-130 City Clerk . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 260-72-707 CDBG General Admin 2.00 0.142%225$ 225$ 238$ 463$ 260-72-709 CDBG Capital/Housing Projects 13.00 0.925%1,463$ 1,463$ 1,548$ 3,011$ 270-85-820 Sidewalk Curb and Gutter 13.00 0.925%1,463$ 1,463$ 1,548$ 3,011$ 270-85-821 Street Pavement Maintenance 8.00 0.569%900$ 900$ 953$ 1,853$ 271-0-0 Traffic Impact 1.00 0.071%113$ 113$ 119$ 232$ 280-0-0 Park Dedication 1.00 0.071%113$ 113$ 119$ 232$ 420-99-7 ADA Improvements 1.00 0.071%113$ 113$ 119$ 232$ 420-99-48 Capital Project Support 27.00 1.922%3,038$ 3,038$ 3,216$ 6,254$ 420-99-63 CW Bldg Condition Assess Impl 2.00 0.142%225$ 225$ 238$ 463$ 420-99-85 Playground EQ (Creekside&Varian)7.00 0.498%788$ 788$ 834$ 1,621$ 420-99-267 Stevens Creek Bridge Repair 2.00 0.142%225$ 225$ 238$ 463$ 429-90-1 Non Departmental 1.00 0.071%113$ 113$ 119$ 232$ 520-81-801 Resources Recovery 7.00 0.498%788$ 788$ 834$ 1,621$ 560-63-616 BBF Golf Course 3.00 0.214%338$ 338$ 357$ 695$ 560-87-260 BBF Golf Maintenance 9.00 0.641%1,013$ 1,013$ 1,072$ 2,085$ 610-30-300 Administration 49.00 3.488%5,514$ 5,514$ 5,836$ 11,350$ 630-85-849 Equipment Maintenance 4.00 0.285%450$ 450$ 476$ 927$ Total 1,405.00 100.000%158,109$ -$ 158,109$ 94,923$ 253,032$ . Allocation Basis:# of Records / Dept . Source of Allocation:Laserfiche Report FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 86496 CC 02-06-2024 496 of 723 100-13-130 City Clerk . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL Mail Services . . 100-10-100 City Council 1.00 1.351%275$ 275$ 275$ 100-12-120 City Manager 1.00 1.351%275$ 275$ 275$ 100-12-126 Office of Communications 1.00 1.351%275$ 275$ 275$ 100-12-633 Disaster Preparedness 1.00 1.351%275$ 275$ 275$ 100-13-130 City Clerk 1.00 1.351%275$ 275$ 275$ 100-15-141 City Attorney 1.00 1.351%275$ 275$ 177$ 451$ 100-31-305 Video 1.00 1.351%275$ 275$ 177$ 451$ 100-32-308 Applications 1.00 1.351%275$ 275$ 177$ 451$ 100-40-400 Admin Services Administration 1.00 1.351%275$ 275$ 177$ 451$ 100-41-405 Accounting 1.00 1.351%275$ 275$ 177$ 451$ 100-41-425 Purchasing 1.00 1.351%275$ 275$ 177$ 451$ 100-41-426 Budgeting 1.00 1.351%275$ 275$ 177$ 451$ 100-44-412 Human Resources 1.00 1.351%275$ 275$ 177$ 451$ 100-44-417 Insurance Administration 1.00 1.351%275$ 275$ 177$ 451$ 100-80-800 Public Works Admin 1.00 1.351%275$ 275$ 177$ 451$ 100-82-806 CIP Administration 1.00 1.351%275$ 275$ 177$ 451$ 100-10-110 Sister Cities 1.00 1.351%275$ 275$ 177$ 451$ 100-11-131 Telecommunication Commission 1.00 1.351%275$ 275$ 177$ 451$ 100-11-140 Library Commission 1.00 1.351%275$ 275$ 177$ 451$ 100-11-142 Fine Arts Commission 1.00 1.351%275$ 275$ 177$ 451$ 100-11-150 Public Safety Commission 1.00 1.351%275$ 275$ 177$ 451$ 100-11-155 Bike/Ped Safety Commission 1.00 1.351%275$ 275$ 177$ 451$ 100-11-160 Recreation Commission 1.00 1.351%275$ 275$ 177$ 451$ 100-11-165 Teen Commission 1.00 1.351%275$ 275$ 177$ 451$ 100-11-170 Planning Commission 1.00 1.351%275$ 275$ 177$ 451$ 100-11-175 Housing Commission 1.00 1.351%275$ 275$ 177$ 451$ 100-11-180 Sustainability Commission 1.00 1.351%275$ 275$ 177$ 451$ 100-11-190 Audit Committee 1.00 1.351%275$ 275$ 177$ 451$ 100-12-122 Sustainability Division 1.00 1.351%275$ 275$ 177$ 451$ 100-12-632 Comm Outreach & Neigh Watch 1.00 1.351%275$ 275$ 177$ 451$ 100-12-705 Economic Development 1.00 1.351%275$ 275$ 177$ 451$ 100-41-406 Business Licenses 1.00 1.351%275$ 275$ 177$ 451$ 100-60-601 Rec & Comm Svcs Administration 1.00 1.351%275$ 275$ 177$ 451$ 100-61-602 Administration 1.00 1.351%275$ 275$ 177$ 451$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 87497 CC 02-06-2024 497 of 723 100-13-130 City Clerk . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-61-605 Cultural Events 1.00 1.351%275$ 275$ 177$ 451$ 100-61-630 Facilities 1.00 1.351%275$ 275$ 177$ 451$ 100-62-608 Administration 1.00 1.351%275$ 275$ 177$ 451$ 100-62-623 Youth, Teen and Senior Adult Rec 1.00 1.351%275$ 275$ 177$ 451$ 100-62-639 Youth and Teen Programs 1.00 1.351%275$ 275$ 177$ 451$ 100-62-640 Neighborhood Events 1.00 1.351%275$ 275$ 177$ 451$ 100-63-612 Park Facilities 1.00 1.351%275$ 275$ 177$ 451$ 100-70-700 Community Development Admin 1.00 1.351%275$ 275$ 177$ 451$ 100-71-701 Current Planning 1.00 1.351%275$ 275$ 177$ 451$ 100-71-702 Mid Long Term Planning 1.00 1.351%275$ 275$ 177$ 451$ 100-73-713 General Building 1.00 1.351%275$ 275$ 177$ 451$ 100-73-714 Construction Plan Check 1.00 1.351%275$ 275$ 177$ 451$ 100-73-715 Building Inspection 1.00 1.351%275$ 275$ 177$ 451$ 100-73-718 Muni - Bldg Code Enforcement 1.00 1.351%275$ 275$ 177$ 451$ 100-74-202 Code Enforcement 1.00 1.351%275$ 275$ 177$ 451$ 100-82-804 Plan Review 1.00 1.351%275$ 275$ 177$ 451$ 100-83-807 Service Center Administration 1.00 1.351%275$ 275$ 177$ 451$ 100-84-808 McClellan Ranch Park 1.00 1.351%275$ 275$ 177$ 451$ 100-84-809 Memorial Park 1.00 1.351%275$ 275$ 177$ 451$ 100-84-814 Sport Fields Jollyman CRK 1.00 1.351%275$ 275$ 177$ 451$ 100-85-848 Street Lighting 1.00 1.351%275$ 275$ 177$ 451$ 100-85-850 Environmental Materials 1.00 1.351%275$ 275$ 177$ 451$ 100-86-824 Overpasses and Medians 1.00 1.351%275$ 275$ 177$ 451$ 100-86-825 Street Tree Maintenance 1.00 1.351%275$ 275$ 177$ 451$ 100-87-857 City Hall Annex 1.00 1.351%275$ 275$ 177$ 451$ 100-88-844 Traffic Engineering 1.00 1.351%275$ 275$ 177$ 451$ 100-88-845 Traffic Signal Maintenance 1.00 1.351%275$ 275$ 177$ 451$ 230-81-855 Storm Drain Maintenance 1.00 1.351%275$ 275$ 177$ 451$ 260-72-707 CDBG General Admin 1.00 1.351%275$ 275$ 177$ 451$ 265-72-711 BMR Affordable Housing Fund 1.00 1.351%275$ 275$ 177$ 451$ 270-85-820 Sidewalk Curb and Gutter 0.33 0.450%92$ 92$ 59$ 150$ 270-85-821 Street Pavement Maintenance 0.33 0.450%92$ 92$ 59$ 150$ 270-85-822 Street Sign Marking 0.33 0.450%92$ 92$ 59$ 150$ 520-81-801 Resources Recovery 1.00 1.351%275$ 275$ 177$ 451$ 560-63-616 BBF Golf Course 1.00 1.351%275$ 275$ 177$ 451$ 570-63-621 Sports Center Operation 1.00 1.351%275$ 275$ 177$ 451$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 88498 CC 02-06-2024 498 of 723 100-13-130 City Clerk . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 570-87-836 Bldg Maint Sports Center 1.00 1.351%275$ 275$ 177$ 451$ 580-62-613 Youth Teen Recreation 1.00 1.351%275$ 275$ 177$ 451$ 580-63-620 Outdoor Recreation 1.00 1.351%275$ 275$ 177$ 451$ 610-30-300 Administration 0.33 0.450%92$ 92$ 59$ 150$ 610-34-310 Infrastructure 0.33 0.450%92$ 92$ 59$ 150$ 610-35-986 GIS 0.33 0.450%92$ 92$ 59$ 150$ 620-44-418 Workers Compensation Insurance 1.00 1.351%275$ 275$ 177$ 451$ 630-85-849 Equipment Maintenance 1.00 1.351%275$ 275$ 177$ 451$ Total 74.00 100.000%20,313$ -$ 20,313$ 12,195$ 32,508$ . Allocation Basis:Equal to All Departments . FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 89499 CC 02-06-2024 499 of 723 ALLOCATION SUMMARY 100-10-100 City Council 31,880$ 23,744$ 275$ 55,899$ 100-12-120 City Manager 29,519$ 18,455$ 275$ 48,249$ 100-12-126 Office of Communications -$ -$ 275$ 275$ 100-12-633 Disaster Preparedness -$ -$ 275$ 275$ 100-13-130 City Clerk 55,495$ 26,220$ 275$ 81,990$ 100-15-141 City Attorney 60,464$ 4,864$ 451$ 65,779$ 100-31-305 Video -$ -$ 451$ 451$ 100-32-308 Applications 11,628$ -$ 451$ 12,079$ 100-40-400 Admin Services Administration -$ 33,355$ 451$ 33,806$ 100-41-405 Accounting 127,904$ 232$ 451$ 128,587$ 100-41-425 Purchasing -$ -$ 451$ 451$ 100-41-426 Budgeting -$ -$ 451$ 451$ 100-44-412 Human Resources 2,326$ 2,780$ 451$ 5,556$ 100-44-417 Insurance Administration -$ -$ 451$ 451$ 100-80-800 Public Works Admin 34,883$ 24,785$ 451$ 60,119$ 100-82-806 CIP Administration -$ -$ 451$ 451$ 100-87-827 Bldg Maint City Hall -$ 5,328$ -$ 5,328$ 100-10-110 Sister Cities -$ -$ 451$ 451$ 100-11-131 Telecommunication Commission -$ -$ 451$ 451$ 100-11-140 Library Commission -$ -$ 451$ 451$ 100-11-142 Fine Arts Commission -$ -$ 451$ 451$ 100-11-150 Public Safety Commission -$ -$ 451$ 451$ 100-11-155 Bike/Ped Safety Commission -$ -$ 451$ 451$ 100-11-160 Recreation Commission -$ -$ 451$ 451$ 100-11-165 Teen Commission -$ -$ 451$ 451$ 100-11-170 Planning Commission -$ -$ 451$ 451$ 100-11-175 Housing Commission -$ -$ 451$ 451$ 100-11-180 Sustainability Commission -$ -$ 451$ 451$ 100-11-190 Audit Committee -$ -$ 451$ 451$ 100-12-122 Sustainability Division -$ -$ 451$ 451$ 100-12-632 Comm Outreach & Neigh Watch -$ -$ 451$ 451$ 100-12-705 Economic Development -$ -$ 451$ 451$ 100-13-130 City Clerk Total City Council Support Records Management Mail Services FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 90500 CC 02-06-2024 500 of 723 ALLOCATION SUMMARY 100-13-130 City Clerk Total City Council Support Records Management Mail Services 100-41-406 Business Licenses -$ -$ 451$ 451$ 100-60-601 Rec & Comm Svcs Administration -$ 1,853$ 451$ 2,304$ 100-60-636 Library Services 2,326$ 1,158$ -$ 3,484$ 100-61-602 Administration -$ -$ 451$ 451$ 100-61-605 Cultural Events -$ 232$ 451$ 683$ 100-61-630 Facilities -$ -$ 451$ 451$ 100-62-608 Administration -$ -$ 451$ 451$ 100-62-623 Youth, Teen and Senior Adult Rec -$ 12,971$ 451$ 13,423$ 100-62-639 Youth and Teen Programs -$ 1,390$ 451$ 1,841$ 100-62-640 Neighborhood Events -$ 2,548$ 451$ 2,999$ 100-63-612 Park Facilities 6,977$ 1,158$ 451$ 8,586$ 100-70-700 Community Development Admin -$ -$ 451$ 451$ 100-71-701 Current Planning 39,534$ 19,689$ 451$ 59,674$ 100-71-702 Mid Long Term Planning -$ -$ 451$ 451$ 100-73-713 General Building -$ 2,085$ 451$ 2,536$ 100-73-714 Construction Plan Check -$ 463$ 451$ 915$ 100-73-715 Building Inspection -$ 695$ 451$ 1,146$ 100-73-718 Muni - Bldg Code Enforcement -$ -$ 451$ 451$ 100-74-202 Code Enforcement -$ 1,158$ 451$ 1,609$ 100-82-804 Plan Review 6,977$ 19,920$ 451$ 27,348$ 100-83-807 Service Center Administration -$ -$ 451$ 451$ 100-84-808 McClellan Ranch Park -$ -$ 451$ 451$ 100-84-809 Memorial Park -$ -$ 451$ 451$ 100-84-813 Neighborhood Parks 4,651$ 3,474$ -$ 8,126$ 100-84-814 Sport Fields Jollyman CRK -$ -$ 451$ 451$ 100-85-848 Street Lighting -$ -$ 451$ 451$ 100-85-850 Environmental Materials -$ -$ 451$ 451$ 100-86-261 Trail Maintenance -$ 1,390$ -$ 1,390$ 100-86-824 Overpasses and Medians -$ -$ 451$ 451$ 100-86-825 Street Tree Maintenance -$ 2,085$ 451$ 2,536$ 100-87-829 Bldg Maint Service Center -$ 232$ -$ 232$ 100-87-830 Bldg Maint Quinlan Center -$ 232$ -$ 232$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 91501 CC 02-06-2024 501 of 723 ALLOCATION SUMMARY 100-13-130 City Clerk Total City Council Support Records Management Mail Services 100-87-831 Bldg Maint Senior Center -$ 463$ -$ 463$ 100-87-832 Bldg Maint McClellan Ranch -$ 232$ -$ 232$ 100-87-838 Comm Hall Bldg Maint -$ 1,853$ -$ 1,853$ 100-87-839 Teen Center Bldg Maint -$ 463$ -$ 463$ 100-87-841 BBF Facilities Maintenance 2,326$ 1,158$ -$ 3,484$ 100-87-857 City Hall Annex -$ -$ 451$ 451$ 100-88-844 Traffic Engineering -$ 1,390$ 451$ 1,841$ 100-88-845 Traffic Signal Maintenance -$ -$ 451$ 451$ 100-88-846 Safe Routes 2 School -$ 232$ -$ 232$ 230-81-802 Non Point Source 2,326$ -$ -$ 2,326$ 230-81-855 Storm Drain Maintenance -$ -$ 451$ 451$ 260-72-707 CDBG General Admin -$ 463$ 451$ 915$ 260-72-709 CDBG Capital/Housing Projects -$ 3,011$ -$ 3,011$ 265-72-711 BMR Affordable Housing Fund -$ -$ 451$ 451$ 270-85-820 Sidewalk Curb and Gutter 11,628$ 3,011$ 150$ 14,789$ 270-85-821 Street Pavement Maintenance 11,628$ 1,853$ 150$ 13,631$ 270-85-822 Street Sign Marking -$ -$ 150$ 150$ 271-0-0 Traffic Impact -$ 232$ -$ 232$ 280-0-0 Park Dedication -$ 232$ -$ 232$ 420-99-7 ADA Improvements 2,326$ 232$ -$ 2,557$ 420-99-48 Capital Project Support 30,232$ 6,254$ -$ 36,486$ 420-99-63 CW Bldg Condition Assess Impl -$ 463$ -$ 463$ 420-99-85 Playground EQ (Creekside&Varian)2,326$ 1,621$ -$ 3,947$ 420-99-267 Stevens Creek Bridge Repair 4,651$ 463$ -$ 5,114$ 429-90-1 Non Departmental -$ 232$ -$ 232$ 520-81-801 Resources Recovery 6,977$ 1,621$ 451$ 9,049$ 560-63-616 BBF Golf Course -$ 695$ 451$ 1,146$ 560-87-260 BBF Golf Maintenance -$ 2,085$ -$ 2,085$ 570-63-621 Sports Center Operation -$ -$ 451$ 451$ 570-87-836 Bldg Maint Sports Center -$ -$ 451$ 451$ 580-62-613 Youth Teen Recreation -$ -$ 451$ 451$ 580-63-620 Outdoor Recreation -$ -$ 451$ 451$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 92502 CC 02-06-2024 502 of 723 ALLOCATION SUMMARY 100-13-130 City Clerk Total City Council Support Records Management Mail Services 610-30-300 Administration -$ 11,350$ 150$ 11,500$ 610-34-310 Infrastructure -$ -$ 150$ 150$ 610-35-986 GIS -$ -$ 150$ 150$ 620-44-418 Workers Compensation Insurance -$ -$ 451$ 451$ 630-85-849 Equipment Maintenance 2,326$ 927$ 451$ 3,703$ Total 491,304$ 253,032$ 32,508$ 776,844$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 93503 CC 02-06-2024 503 of 723 6 Mail Services The Mail Services Division is responsible for processing City mail and is responsible for the maintenance costs of the postage and folder-inserter machines. Mail Services costs are allocated to Receiving Divisions, as follows: • Mail Services – represents the cost associated with processing all incoming and outgoing mail for City Divisions. These costs have been allocated equally to all divisions. The chart on the following page illustrates the functions and measures used to allocate Mail Services costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows the measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function-by-function breakdown of expenses, each function’s allocation, and an allocation summary. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 94504 CC 02-06-2024 504 of 723 MAIL SERVICES Mail Services Equal to All Departments FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 95505 CC 02-06-2024 505 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Functional Expenditures 40,808$ 40,808$ Contingencies (462)$ Total Disallowed Costs (462)$ (462)$ Incoming Costs 100-12-120 City Manager 261$ 96$ 356$ 100-41-426 Budgeting 295$ 295$ Total Incoming Costs 261$ 390$ 651$ Total Cost Adjustments -$ -$ Total Costs to be Allocated 40,607$ 390$ 40,997$ 100-13-132 Mail Services FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 96506 CC 02-06-2024 506 of 723 100-13-132 Mail Services Distribution Percentage 100.00% Personnel Subtotal Personnel Cost -$ -$ Operating Services & Supplies Operating Expenses 36,971$ S 36,971$ Contingencies 462$ S 462$ CAP Allocations/Reimbursements 3,375$ S 3,375$ Subtotal Operating Cost 40,808$ 40,808$ FUNCTIONAL EXPENDITURES 40,808$ 40,808$ Disallowed Costs Contingencies (462)$ P (462)$ Subtotal Disallowed Costs (462)$ (462)$ Cost Adjustments Subtotal Cost Adjustments -$ -$ FUNCTIONAL COST 40,346$ 40,346$ First Allocation Incoming - All Others 261$ 261$ Reallocate Admin Costs -$ -$ Unallocated Costs -$ -$ Subtotal of First Allocation 40,607$ 40,607$ Second Allocation Incoming - All Others 390$ 390$ Reallocate Admin Costs -$ -$ Unallocated Costs -$ -$ Subtotal of Second Allocation 390$ 390$ TOTAL ALLOCATED 40,997$ 40,997$ EXPENSE DETAIL Mail Services Expense Type Expense ($) Sp rea d FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 97507 CC 02-06-2024 507 of 723 100-13-132 Mail Services . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total Mail Services . . 100-10-100 City Council 1.00 1.351%549$ 549$ 549$ 100-12-120 City Manager 1.00 1.351%549$ 549$ 549$ 100-12-126 Office of Communications 1.00 1.351%549$ 549$ 549$ 100-12-633 Disaster Preparedness 1.00 1.351%549$ 549$ 549$ 100-13-130 City Clerk 1.00 1.351%549$ 549$ 549$ 100-15-141 City Attorney 1.00 1.351%549$ 549$ 6$ 554$ 100-31-305 Video 1.00 1.351%549$ 549$ 6$ 554$ 100-32-308 Applications 1.00 1.351%549$ 549$ 6$ 554$ 100-40-400 Admin Services Administration 1.00 1.351%549$ 549$ 6$ 554$ 100-41-405 Accounting 1.00 1.351%549$ 549$ 6$ 554$ 100-41-425 Purchasing 1.00 1.351%549$ 549$ 6$ 554$ 100-41-426 Budgeting 1.00 1.351%549$ 549$ 6$ 554$ 100-44-412 Human Resources 1.00 1.351%549$ 549$ 6$ 554$ 100-44-417 Insurance Administration 1.00 1.351%549$ 549$ 6$ 554$ 100-80-800 Public Works Admin 1.00 1.351%549$ 549$ 6$ 554$ 100-82-806 CIP Administration 1.00 1.351%549$ 549$ 6$ 554$ 100-10-110 Sister Cities 1.00 1.351%549$ 549$ 6$ 554$ 100-11-131 Telecommunication Commission 1.00 1.351%549$ 549$ 6$ 554$ 100-11-140 Library Commission 1.00 1.351%549$ 549$ 6$ 554$ 100-11-142 Fine Arts Commission 1.00 1.351%549$ 549$ 6$ 554$ 100-11-150 Public Safety Commission 1.00 1.351%549$ 549$ 6$ 554$ 100-11-155 Bike/Ped Safety Commission 1.00 1.351%549$ 549$ 6$ 554$ 100-11-160 Recreation Commission 1.00 1.351%549$ 549$ 6$ 554$ 100-11-165 Teen Commission 1.00 1.351%549$ 549$ 6$ 554$ 100-11-170 Planning Commission 1.00 1.351%549$ 549$ 6$ 554$ 100-11-175 Housing Commission 1.00 1.351%549$ 549$ 6$ 554$ 100-11-180 Sustainability Commission 1.00 1.351%549$ 549$ 6$ 554$ 100-11-190 Audit Committee 1.00 1.351%549$ 549$ 6$ 554$ 100-12-122 Sustainability Division 1.00 1.351%549$ 549$ 6$ 554$ 100-12-632 Comm Outreach & Neigh Watch 1.00 1.351%549$ 549$ 6$ 554$ 100-12-705 Economic Development 1.00 1.351%549$ 549$ 6$ 554$ 100-41-406 Business Licenses 1.00 1.351%549$ 549$ 6$ 554$ 100-60-601 Rec & Comm Svcs Administration 1.00 1.351%549$ 549$ 6$ 554$ 100-61-602 Administration 1.00 1.351%549$ 549$ 6$ 554$ ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 98508 CC 02-06-2024 508 of 723 100-13-132 Mail Services . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-61-605 Cultural Events 1.00 1.351%549$ 549$ 6$ 554$ 100-61-630 Facilities 1.00 1.351%549$ 549$ 6$ 554$ 100-62-608 Administration 1.00 1.351%549$ 549$ 6$ 554$ 100-62-623 Youth, Teen and Senior Adult Rec 1.00 1.351%549$ 549$ 6$ 554$ 100-62-639 Youth and Teen Programs 1.00 1.351%549$ 549$ 6$ 554$ 100-62-640 Neighborhood Events 1.00 1.351%549$ 549$ 6$ 554$ 100-63-612 Park Facilities 1.00 1.351%549$ 549$ 6$ 554$ 100-70-700 Community Development Admin 1.00 1.351%549$ 549$ 6$ 554$ 100-71-701 Current Planning 1.00 1.351%549$ 549$ 6$ 554$ 100-71-702 Mid Long Term Planning 1.00 1.351%549$ 549$ 6$ 554$ 100-73-713 General Building 1.00 1.351%549$ 549$ 6$ 554$ 100-73-714 Construction Plan Check 1.00 1.351%549$ 549$ 6$ 554$ 100-73-715 Building Inspection 1.00 1.351%549$ 549$ 6$ 554$ 100-73-718 Muni - Bldg Code Enforcement 1.00 1.351%549$ 549$ 6$ 554$ 100-74-202 Code Enforcement 1.00 1.351%549$ 549$ 6$ 554$ 100-82-804 Plan Review 1.00 1.351%549$ 549$ 6$ 554$ 100-83-807 Service Center Administration 1.00 1.351%549$ 549$ 6$ 554$ 100-84-808 McClellan Ranch Park 1.00 1.351%549$ 549$ 6$ 554$ 100-84-809 Memorial Park 1.00 1.351%549$ 549$ 6$ 554$ 100-84-814 Sport Fields Jollyman CRK 1.00 1.351%549$ 549$ 6$ 554$ 100-85-848 Street Lighting 1.00 1.351%549$ 549$ 6$ 554$ 100-85-850 Environmental Materials 1.00 1.351%549$ 549$ 6$ 554$ 100-86-824 Overpasses and Medians 1.00 1.351%549$ 549$ 6$ 554$ 100-86-825 Street Tree Maintenance 1.00 1.351%549$ 549$ 6$ 554$ 100-87-857 City Hall Annex 1.00 1.351%549$ 549$ 6$ 554$ 100-88-844 Traffic Engineering 1.00 1.351%549$ 549$ 6$ 554$ 100-88-845 Traffic Signal Maintenance 1.00 1.351%549$ 549$ 6$ 554$ 230-81-855 Storm Drain Maintenance 1.00 1.351%549$ 549$ 6$ 554$ 260-72-707 CDBG General Admin 1.00 1.351%549$ 549$ 6$ 554$ 265-72-711 BMR Affordable Housing Fund 1.00 1.351%549$ 549$ 6$ 554$ 270-85-820 Sidewalk Curb and Gutter 0.33 0.450%183$ 183$ 2$ 185$ 270-85-821 Street Pavement Maintenance 0.33 0.450%183$ 183$ 2$ 185$ 270-85-822 Street Sign Marking 0.33 0.450%183$ 183$ 2$ 185$ 520-81-801 Resources Recovery 1.00 1.351%549$ 549$ 6$ 554$ 560-63-616 BBF Golf Course 1.00 1.351%549$ 549$ 6$ 554$ 570-63-621 Sports Center Operation 1.00 1.351%549$ 549$ 6$ 554$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 99509 CC 02-06-2024 509 of 723 100-13-132 Mail Services . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 570-87-836 Bldg Maint Sports Center 1.00 1.351%549$ 549$ 6$ 554$ 580-62-613 Youth Teen Recreation 1.00 1.351%549$ 549$ 6$ 554$ 580-63-620 Outdoor Recreation 1.00 1.351%549$ 549$ 6$ 554$ 610-30-300 Administration 0.33 0.450%183$ 183$ 2$ 185$ 610-34-310 Infrastructure 0.33 0.450%183$ 183$ 2$ 185$ 610-35-986 GIS 0.33 0.450%183$ 183$ 2$ 185$ 620-44-418 Workers Compensation Insurance 1.00 1.351%549$ 549$ 6$ 554$ 630-85-849 Equipment Maintenance 1.00 1.351%549$ 549$ 6$ 554$ Total 74.00 100.000%40,607$ -$ 40,607$ 390$ 40,997$ . Allocation Basis:Equal to All Departments . FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 100510 CC 02-06-2024 510 of 723 ALLOCATION SUMMARY 100-10-100 City Council 549$ 549$ 100-12-120 City Manager 549$ 549$ 100-12-126 Office of Communications 549$ 549$ 100-12-633 Disaster Preparedness 549$ 549$ 100-13-130 City Clerk 549$ 549$ 100-15-141 City Attorney 554$ 554$ 100-31-305 Video 554$ 554$ 100-32-308 Applications 554$ 554$ 100-40-400 Admin Services Administration 554$ 554$ 100-41-405 Accounting 554$ 554$ 100-41-425 Purchasing 554$ 554$ 100-41-426 Budgeting 554$ 554$ 100-44-412 Human Resources 554$ 554$ 100-44-417 Insurance Administration 554$ 554$ 100-80-800 Public Works Admin 554$ 554$ 100-82-806 CIP Administration 554$ 554$ 100-10-110 Sister Cities 554$ 554$ 100-11-131 Telecommunication Commission 554$ 554$ 100-11-140 Library Commission 554$ 554$ 100-11-142 Fine Arts Commission 554$ 554$ 100-11-150 Public Safety Commission 554$ 554$ 100-11-155 Bike/Ped Safety Commission 554$ 554$ 100-11-160 Recreation Commission 554$ 554$ 100-11-165 Teen Commission 554$ 554$ 100-11-170 Planning Commission 554$ 554$ 100-11-175 Housing Commission 554$ 554$ 100-11-180 Sustainability Commission 554$ 554$ 100-11-190 Audit Committee 554$ 554$ 100-12-122 Sustainability Division 554$ 554$ 100-12-632 Comm Outreach & Neigh Watch 554$ 554$ 100-12-705 Economic Development 554$ 554$ 100-41-406 Business Licenses 554$ 554$ 100-13-132 Mail Services Total Mail Services FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 101511 CC 02-06-2024 511 of 723 ALLOCATION SUMMARY 100-13-132 Mail Services Total Mail Services 100-60-601 Rec & Comm Svcs Administration 554$ 554$ 100-61-602 Administration 554$ 554$ 100-61-605 Cultural Events 554$ 554$ 100-61-630 Facilities 554$ 554$ 100-62-608 Administration 554$ 554$ 100-62-623 Youth, Teen and Senior Adult Rec 554$ 554$ 100-62-639 Youth and Teen Programs 554$ 554$ 100-62-640 Neighborhood Events 554$ 554$ 100-63-612 Park Facilities 554$ 554.40$ 100-70-700 Community Development Admin 554$ 554$ 100-71-701 Current Planning 554$ 554$ 100-71-702 Mid Long Term Planning 554$ 554$ 100-73-713 General Building 554$ 554$ 100-73-714 Construction Plan Check 554$ 554$ 100-73-715 Building Inspection 554$ 554$ 100-73-718 Muni - Bldg Code Enforcement 554$ 554$ 100-74-202 Code Enforcement 554$ 554$ 100-82-804 Plan Review 554$ 554$ 100-83-807 Service Center Administration 554$ 554$ 100-84-808 McClellan Ranch Park 554$ 554$ 100-84-809 Memorial Park 554$ 554$ 100-84-814 Sport Fields Jollyman CRK 554$ 554$ 100-85-848 Street Lighting 554$ 554$ 100-85-850 Environmental Materials 554$ 554$ 100-86-824 Overpasses and Medians 554$ 554$ 100-86-825 Street Tree Maintenance 554$ 554$ 100-87-857 City Hall Annex 554$ 554$ 100-88-844 Traffic Engineering 554$ 554$ 100-88-845 Traffic Signal Maintenance 554$ 554$ 230-81-855 Storm Drain Maintenance 554$ 554$ 260-72-707 CDBG General Admin 554$ 554$ 265-72-711 BMR Affordable Housing Fund 554$ 554$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 102512 CC 02-06-2024 512 of 723 ALLOCATION SUMMARY 100-13-132 Mail Services Total Mail Services 270-85-820 Sidewalk Curb and Gutter 185$ 185$ 270-85-821 Street Pavement Maintenance 185$ 185$ 270-85-822 Street Sign Marking 185$ 185$ 520-81-801 Resources Recovery 554$ 554$ 560-63-616 BBF Golf Course 554$ 554$ 570-63-621 Sports Center Operation 554$ 554$ 570-87-836 Bldg Maint Sports Center 554$ 554$ 580-62-613 Youth Teen Recreation 554$ 554$ 580-63-620 Outdoor Recreation 554$ 554$ 610-30-300 Administration 185$ 185$ 610-34-310 Infrastructure 185$ 185$ 610-35-986 GIS 185$ 185$ 620-44-418 Workers Compensation Insurance 554$ 554$ 630-85-849 Equipment Maintenance 554$ 554$ Total 40,997$ 40,997$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 103513 CC 02-06-2024 513 of 723 7 City Attorney The City Attorney serves as the legal counsel for the City Council, City Commissions, City Manager, and all other City Divisions. These legal services include providing legal advice, research and analysis, preparing and reviewing legislation including ordinances and resolutions. The City Attorney also represents the City its divisions and City staff in any litigation, code enforcement, claims or administrative actions involving City Businesses. City Attorney costs are allocated to Receiving Divisions, as follows: • Legal Support – represents costs associated with any legal support provided to City Divisions. These costs are allocated based upon the number of agenda items per division. • Contract Support – relates to costs associated with reviewing and approving legal contracts on behalf of the city. These costs have been allocated based upon the number of contracts2 per division. • Council Support – relates to costs associated with providing legal guidance to City Council. These costs have been allocated directly to the City Council. • Planning Commission Support – relates to costs associated with providing legal guidance to the city’s Planning Commission. These costs have been allocated directly to the Planning Commission. • Claims – relates to costs associated with processing claims submitted to the city. These costs have not been allocated as they are in relation to overall city claims rather than specific departmental support. • Litigation – relates to costs associated with defending the City against lawsuits and other litigation matters. These costs have not been allocated because they are not associated with any receiving division. 2 The number of contracts associated with Recreation were weighted at 0.25x as they are standardized contracts, whereas contracts associated with Development Services have been weighted at 3x due to the extra level of review, and Capital Project and IT contracts have been weighted at 5x due to the specialized requirements of the contract review. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 104514 CC 02-06-2024 514 of 723 The chart on the following page illustrates the functions and measures used to allocate City Attorney costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows the measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function-by-function breakdown of expenses, each function’s allocation, and an allocation summary. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 105515 CC 02-06-2024 515 of 723 CITY ATTORNEY Legal Support # of Agenda Items Contract Support # of Contracts Council Support Direct to City Council Planning Commission Support Direct to Planning Commission Claims Not Allocated Litigation Not Allocated FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 106516 CC 02-06-2024 516 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Functional Expenditures 1,589,268$ 1,589,268$ Contingencies (7,610)$ Total Deductions (7,610)$ (7,610)$ Incoming Costs 100-10-100 City Council 25,781$ 40,364$ 66,145$ 100-12-120 City Manager 98,947$ 42,763$ 141,710$ 100-12-126 Office of Communications 3,270$ 377$ 3,647$ 100-13-130 City Clerk 33,337$ 32,442$ 65,779$ 100-13-132 Mail Services 549$ 6$ 554$ 100-15-141 City Attorney 56,535$ 56,535$ 100-32-308 Applications 67,950$ 67,950$ 100-41-405 Accounting 21,693$ 21,693$ 100-41-426 Budgeting 11,481$ 11,481$ 100-44-412 Human Resources 17,266$ 17,266$ 100-44-417 Insurance Administration 2,228$ 2,228$ 100-84-815 Civic Center Ground Maint 1,277$ 1,277$ 100-87-827 Bldg Maint City Hall 12,877$ 12,877$ Total Incoming Costs 161,884$ 307,260$ 469,144$ Total Cost Adjustments -$ -$ Total Costs to be Allocated 1,743,542$ 307,260$ 2,050,802$ 100-15-141 City Attorney FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 107517 CC 02-06-2024 517 of 723 100-15-141 City Attorney Distribution Percentage 51.67%27.11%10.00%3.87%7.35%0.00% Personnel Salaries & Wages 679,766$ S 351,266$ 184,294$ 67,977$ 26,287$ 49,943$ -$ Fringe Benefits 293,078$ S 151,447$ 79,458$ 29,308$ 11,333$ 21,533$ -$ Subtotal Personnel Cost 972,844$ 502,712$ 263,752$ 97,284$ 37,620$ 71,475$ -$ Operating Services & Supplies Operating Expenses 19,636$ S 10,147$ 5,324$ 1,964$ 759$ 1,443$ -$ General Services 589,178$ S 589,178$ Contingencies 7,610$ S 3,932$ 2,063$ 761$ 294$ 559$ -$ Subtotal Operating Cost 616,424$ 14,079$ 7,387$ 2,725$ 1,054$ 2,002$ 589,178$ FUNCTIONAL EXPENDITURES 1,589,268$ 516,791$ 271,139$ 100,009$ 38,674$ 73,477$ 589,178$ Disallowed Costs Contingencies (7,610)$ S (3,932)$ (2,063)$ (761)$ (294)$ (559)$ -$ Subtotal Disallowed Costs (7,610)$ (3,932)$ (2,063)$ (761)$ (294)$ (559)$ -$ Cost Adjustments Subtotal Cost Adjustments -$ -$ -$ -$ -$ -$ -$ FUNCTIONAL COST 1,581,658$ 512,859$ 269,075$ 99,248$ 38,380$ 72,918$ 589,178$ First Allocation Incoming - All Others 161,884$ 52,492$ 27,540$ 10,158$ 3,928$ 7,463$ 60,303$ Reallocate Admin Costs -$ -$ -$ -$ -$ -$ -$ Unallocated Costs (729,862)$ -$ -$ -$ -$ (80,381)$ (649,481)$ Subtotal of First Allocation 1,013,680$ 565,351$ 296,616$ 109,406$ 42,308$ -$ -$ Second Allocation Incoming - All Others 307,260$ 99,630$ 52,272$ 19,280$ 7,456$ 14,165$ 114,456$ Reallocate Admin Costs -$ -$ -$ -$ -$ -$ -$ Unallocated Costs (128,622)$ -$ -$ -$ -$ (14,165)$ (114,456)$ Subtotal of Second Allocation 178,638$ 99,630$ 52,272$ 19,280$ 7,456$ -$ -$ TOTAL ALLOCATED 1,192,318$ 664,981$ 348,887$ 128,686$ 49,764$ -$ -$ EXPENSE DETAIL Planning Commission Support Sp rea d Me Legal Support Contract Support Council Support Claims Litigation Expense Type Expense ($) FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 108518 CC 02-06-2024 518 of 723 100-15-141 City Attorney . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total Legal Support . . 100-10-100 City Council 27.00 10.385%58,709$ 58,709$ 58,709$ 100-12-120 City Manager 25.00 9.615%54,361$ 54,361$ 54,361$ 100-13-130 City Clerk 47.00 18.077%102,198$ 102,198$ 102,198$ 100-15-141 City Attorney 26.00 10.000%56,535$ 56,535$ 56,535$ 100-32-308 Applications 5.00 1.923%10,872$ 10,872$ 3,690$ 14,562$ 100-41-405 Accounting 55.00 21.154%119,593$ 119,593$ 40,590$ 160,184$ 100-44-412 Human Resources 1.00 0.385%2,174$ 2,174$ 738$ 2,912$ 100-80-800 Public Works Admin 15.00 5.769%32,616$ 32,616$ 11,070$ 43,686$ 100-60-636 Library Services 1.00 0.385%2,174$ 2,174$ 738$ 2,912$ 100-63-612 Park Facilities 3.00 1.154%6,523$ 6,523$ 2,214$ 8,737$ 100-71-701 Current Planning 17.00 6.538%36,965$ 36,965$ 12,546$ 49,511$ 100-82-804 Plan Review 3.00 1.154%6,523$ 6,523$ 2,214$ 8,737$ 100-84-813 Neighborhood Parks 2.00 0.769%4,349$ 4,349$ 1,476$ 5,825$ 100-87-841 BBF Facilities Maintenance 1.00 0.385%2,174$ 2,174$ 738$ 2,912$ 230-81-802 Non Point Source 1.00 0.385%2,174$ 2,174$ 738$ 2,912$ 270-85-820 Sidewalk Curb and Gutter 5.00 1.923%10,872$ 10,872$ 3,690$ 14,562$ 270-85-821 Street Pavement Maintenance 5.00 1.923%10,872$ 10,872$ 3,690$ 14,562$ 420-99-7 ADA Improvements 1.00 0.385%2,174$ 2,174$ 738$ 2,912$ 420-99-48 Capital Project Support 13.00 5.000%28,268$ 28,268$ 9,594$ 37,862$ 420-99-85 Playground EQ (Creekside&Varian)1.00 0.385%2,174$ 2,174$ 738$ 2,912$ 420-99-267 Stevens Creek Bridge Repair 2.00 0.769%4,349$ 4,349$ 1,476$ 5,825$ 520-81-801 Resources Recovery 3.00 1.154%6,523$ 6,523$ 2,214$ 8,737$ 630-85-849 Equipment Maintenance 1.00 0.385%2,174$ 2,174$ 738$ 2,912$ Total 260.00 100.000%565,351$ -$ 565,351$ 99,630$ 664,981$ . Allocation Basis:# of Agenda Items . Source of Allocation:Laserfiche Report ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 109519 CC 02-06-2024 519 of 723 100-15-141 City Attorney . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL Contract Support . . 100-10-100 City Council 1.00 0.174%515$ 515$ 515$ 100-12-120 City Manager 26.00 4.518%13,401$ 13,401$ 13,401$ 100-12-126 Office of Communications 2.00 0.348%1,031$ 1,031$ 1,031$ 100-13-130 City Clerk 3.00 0.521%1,546$ 1,546$ 1,546$ 100-31-305 Video 3.00 0.521%1,546$ 1,546$ 289$ 1,835$ 100-32-308 Applications 6.00 1.043%3,092$ 3,092$ 577$ 3,669$ 100-40-400 Admin Services Administration 4.00 0.695%2,062$ 2,062$ 385$ 2,446$ 100-41-405 Accounting 11.00 1.911%5,669$ 5,669$ 1,058$ 6,727$ 100-41-426 Budgeting 1.00 0.174%515$ 515$ 96$ 612$ 100-44-412 Human Resources 6.00 1.043%3,092$ 3,092$ 577$ 3,669$ 100-80-800 Public Works Admin 20.00 3.475%10,308$ 10,308$ 1,924$ 12,232$ 100-82-806 CIP Administration 1.00 0.174%515$ 515$ 96$ 612$ 100-87-827 Bldg Maint City Hall 11.00 1.911%5,669$ 5,669$ 1,058$ 6,727$ 100-12-705 Economic Development 2.00 0.348%1,031$ 1,031$ 192$ 1,223$ 100-20-200 Law Enforcement SC Sherif 1.00 0.174%515$ 515$ 96$ 612$ 100-60-601 Rec & Comm Svcs Administration 2.75 0.478%1,417$ 1,417$ 264$ 1,682$ 100-60-636 Library Services 0.75 0.130%387$ 387$ 72$ 459$ 100-61-605 Cultural Events 0.50 0.087%258$ 258$ 48$ 306$ 100-62-623 Youth, Teen and Senior Adult Rec 9.50 1.651%4,896$ 4,896$ 914$ 5,810$ 100-62-639 Youth and Teen Programs 5.00 0.869%2,577$ 2,577$ 481$ 3,058$ 100-62-640 Neighborhood Events 3.00 0.521%1,546$ 1,546$ 289$ 1,835$ 100-63-612 Park Facilities 3.00 0.521%1,546$ 1,546$ 289$ 1,835$ 100-70-700 Community Development Admin 6.00 1.043%3,092$ 3,092$ 577$ 3,669$ 100-71-701 Current Planning 60.00 10.426%30,924$ 30,924$ 5,771$ 36,695$ 100-73-713 General Building 15.00 2.606%7,731$ 7,731$ 1,443$ 9,174$ 100-73-714 Construction Plan Check 15.00 2.606%7,731$ 7,731$ 1,443$ 9,174$ 100-73-715 Building Inspection 6.00 1.043%3,092$ 3,092$ 577$ 3,669$ 100-74-202 Code Enforcement 3.00 0.521%1,546$ 1,546$ 289$ 1,835$ 100-82-804 Plan Review 55.00 9.557%28,347$ 28,347$ 5,290$ 33,637$ 100-84-813 Neighborhood Parks 5.00 0.869%2,577$ 2,577$ 481$ 3,058$ 100-85-848 Street Lighting 15.00 2.606%7,731$ 7,731$ 1,443$ 9,174$ 100-86-261 Trail Maintenance 10.00 1.738%5,154$ 5,154$ 962$ 6,116$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 110520 CC 02-06-2024 520 of 723 100-15-141 City Attorney . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-86-825 Street Tree Maintenance 40.00 6.950%20,616$ 20,616$ 3,847$ 24,463$ 100-87-829 Bldg Maint Service Center 2.00 0.348%1,031$ 1,031$ 192$ 1,223$ 100-87-830 Bldg Maint Quinlan Center 2.00 0.348%1,031$ 1,031$ 192$ 1,223$ 100-87-831 Bldg Maint Senior Center 2.00 0.348%1,031$ 1,031$ 192$ 1,223$ 100-87-841 BBF Facilities Maintenance 3.00 0.521%1,546$ 1,546$ 289$ 1,835$ 100-87-857 City Hall Annex 2.00 0.348%1,031$ 1,031$ 192$ 1,223$ 100-88-844 Traffic Engineering 5.00 0.869%2,577$ 2,577$ 481$ 3,058$ 100-88-846 Safe Routes 2 School 1.00 0.174%515$ 515$ 96$ 612$ 260-72-707 CDBG General Admin 3.00 0.521%1,546$ 1,546$ 289$ 1,835$ 260-72-709 CDBG Capital/Housing Projects 12.00 2.085%6,185$ 6,185$ 1,154$ 7,339$ 270-85-820 Sidewalk Curb and Gutter 8.00 1.390%4,123$ 4,123$ 769$ 4,893$ 270-85-821 Street Pavement Maintenance 6.00 1.043%3,092$ 3,092$ 577$ 3,669$ 271-0-0 Traffic Impact 1.00 0.174%515$ 515$ 96$ 612$ 280-0-0 Park Dedication 1.00 0.174%515$ 515$ 96$ 612$ 420-99-48 Capital Project Support 125.00 21.720%64,426$ 64,426$ 12,022$ 76,448$ 420-99-63 CW Bldg Condition Assess Impl 1.00 0.174%515$ 515$ 96$ 612$ 420-99-85 Playground EQ (Creekside&Varian)7.00 1.216%3,608$ 3,608$ 673$ 4,281$ 520-81-801 Resources Recovery 7.00 1.216%3,608$ 3,608$ 673$ 4,281$ 560-63-616 BBF Golf Course 6.00 1.043%3,092$ 3,092$ 577$ 3,669$ 560-87-260 BBF Golf Maintenance 2.00 0.348%1,031$ 1,031$ 192$ 1,223$ 610-30-300 Administration 15.00 2.606%7,731$ 7,731$ 1,443$ 9,174$ 610-35-986 GIS 10.00 1.738%5,154$ 5,154$ 962$ 6,116$ 630-85-849 Equipment Maintenance 2.00 0.348%1,031$ 1,031$ 192$ 1,223$ Total 575.50 100.000%296,616$ -$ 296,616$ 52,272$ 348,887$ . Allocation Basis:# of Contracts . Source of Allocation:Cobblestone Report FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 111521 CC 02-06-2024 521 of 723 100-15-141 City Attorney . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL Council Support . . 100-10-100 City Council 1.00 99.990%109,395$ 109,395$ 109,395$ Total 1.00 100.000%109,406$ -$ 109,406$ 19,280$ 128,686$ . Allocation Basis:Direct to City Council . FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 112522 CC 02-06-2024 522 of 723 100-15-141 City Attorney . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL Planning Commission Support . . 100-11-170 Planning Commission 1.00 100.000%42,308$ 42,308$ 7,456$ 49,764$ Total 1.00 100.000%42,308$ -$ 42,308$ 7,456$ 49,764$ . Allocation Basis:Direct to Planning Commission . FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 113523 CC 02-06-2024 523 of 723 ALLOCATION SUMMARY 100-10-100 City Council 58,709$ 515$ 109,395$ -$ 168,620$ 100-12-120 City Manager 54,361$ 13,401$ -$ -$ 67,761$ 100-12-126 Office of Communications -$ 1,031$ -$ -$ 1,031$ 100-13-130 City Clerk 102,198$ 1,546$ -$ -$ 103,744$ 100-15-141 City Attorney 56,535$ -$ -$ -$ 56,535$ 100-31-305 Video -$ 1,835$ -$ -$ 1,835$ 100-32-308 Applications 14,562$ 3,669$ -$ -$ 18,232$ 100-40-400 Admin Services Administration -$ 2,446$ -$ -$ 2,446$ 100-41-405 Accounting 160,184$ 6,727$ -$ -$ 166,911$ 100-41-426 Budgeting -$ 612$ -$ -$ 612$ 100-44-412 Human Resources 2,912$ 3,669$ -$ -$ 6,582$ 100-80-800 Public Works Admin 43,686$ 12,232$ -$ -$ 55,918$ 100-82-806 CIP Administration -$ 612$ -$ -$ 612$ 100-87-827 Bldg Maint City Hall -$ 6,727$ -$ -$ 6,727$ 100-11-170 Planning Commission -$ -$ -$ 49,764$ 49,764$ 100-12-705 Economic Development -$ 1,223$ -$ -$ 1,223$ 100-20-200 Law Enforcement SC Sherif -$ 612$ -$ -$ 612$ 100-60-601 Rec & Comm Svcs Administration -$ 1,682$ -$ -$ 1,682$ 100-60-636 Library Services 2,912$ 459$ -$ -$ 3,371$ 100-61-605 Cultural Events -$ 306$ -$ -$ 306$ 100-62-623 Youth, Teen and Senior Adult Rec -$ 5,810$ -$ -$ 5,810$ 100-62-639 Youth and Teen Programs -$ 3,058$ -$ -$ 3,058$ 100-62-640 Neighborhood Events -$ 1,835$ -$ -$ 1,835$ 100-63-612 Park Facilities 8,737$ 1,835$ -$ -$ 10,572$ 100-70-700 Community Development Admin -$ 3,669$ -$ -$ 3,669$ 100-71-701 Current Planning 49,511$ 36,695$ -$ -$ 86,206$ 100-73-713 General Building -$ 9,174$ -$ -$ 9,174$ 100-73-714 Construction Plan Check -$ 9,174$ -$ -$ 9,174$ 100-73-715 Building Inspection -$ 3,669$ -$ -$ 3,669$ 100-74-202 Code Enforcement -$ 1,835$ -$ -$ 1,835$ 100-82-804 Plan Review 8,737$ 33,637$ -$ -$ 42,374$ 100-84-813 Neighborhood Parks 5,825$ 3,058$ -$ -$ 8,883$ 100-15-141 City Attorney Legal Support Contract Support Council Support Planning Commission Support Total FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 114524 CC 02-06-2024 524 of 723 ALLOCATION SUMMARY 100-15-141 City Attorney Legal Support Contract Support Council Support Planning Commission Support Total 100-85-848 Street Lighting -$ 9,174$ -$ -$ 9,174$ 100-86-261 Trail Maintenance -$ 6,116$ -$ -$ 6,116$ 100-86-825 Street Tree Maintenance -$ 24,463$ -$ -$ 24,463$ 100-87-829 Bldg Maint Service Center -$ 1,223$ -$ -$ 1,223$ 100-87-830 Bldg Maint Quinlan Center -$ 1,223$ -$ -$ 1,223$ 100-87-831 Bldg Maint Senior Center -$ 1,223$ -$ -$ 1,223$ 100-87-841 BBF Facilities Maintenance 2,912$ 1,835$ -$ -$ 4,747$ 100-87-857 City Hall Annex -$ 1,223$ -$ -$ 1,223$ 100-88-844 Traffic Engineering -$ 3,058$ -$ -$ 3,058$ 100-88-846 Safe Routes 2 School -$ 612$ -$ -$ 612$ 230-81-802 Non Point Source 2,912$ -$ -$ -$ 2,912$ 260-72-707 CDBG General Admin -$ 1,835$ -$ -$ 1,835$ 260-72-709 CDBG Capital/Housing Projects -$ 7,339$ -$ -$ 7,339$ 270-85-820 Sidewalk Curb and Gutter 14,562$ 4,893$ -$ -$ 19,455$ 270-85-821 Street Pavement Maintenance 14,562$ 3,669$ -$ -$ 18,232$ 271-0-0 Traffic Impact -$ 612$ -$ -$ 612$ 280-0-0 Park Dedication -$ 612$ -$ -$ 612$ 420-99-7 ADA Improvements 2,912$ -$ -$ -$ 2,912$ 420-99-48 Capital Project Support 37,862$ 76,448$ -$ -$ 114,309$ 420-99-63 CW Bldg Condition Assess Impl -$ 612$ -$ -$ 612$ 420-99-85 Playground EQ (Creekside&Varian)2,912$ 4,281$ -$ -$ 7,193$ 420-99-267 Stevens Creek Bridge Repair 5,825$ -$ -$ -$ 5,825$ 520-81-801 Resources Recovery 8,737$ 4,281$ -$ -$ 13,018$ 560-63-616 BBF Golf Course -$ 3,669$ -$ -$ 3,669$ 560-87-260 BBF Golf Maintenance -$ 1,223$ -$ -$ 1,223$ 610-30-300 Administration -$ 9,174$ -$ -$ 9,174$ 610-35-986 GIS -$ 6,116$ -$ -$ 6,116$ 630-85-849 Equipment Maintenance 2,912$ 1,223$ -$ -$ 4,136$ 0-0-0 Other -$ -$ 19,291$ -$ 19,291$ Total 664,981$ 348,887$ 128,686$ 49,764$ 1,192,318$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 115525 CC 02-06-2024 525 of 723 8 Information & Technology - Video The Information & Technology – Video Division serves to increase awareness and interest in the issues, programs, and services presented by the City. The division manages the City’s 24/7 government access channel, radio station, digital signage network, City website, and online video platforms. The Division also provides multimedia production services and technical support for all City divisions. Information & Technology - Video costs are allocated to Receiving Divisions, as follows: • Video Production Support – relates to costs associated with producing videos and general public announcements on behalf of the City. These costs are allocated based on the number of hours of meetings supported per Fund per Division. • Video Meeting Support – relates to costs associated with recording city council meetings. These costs are allocated based on the number of meetings supported per Fund per Division. The chart on the following page illustrates the functions and measures used to allocate Information & Technology - Video costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows the measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function- by-function breakdown of expenses, each function’s allocation, and an allocation summary. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 116526 CC 02-06-2024 526 of 723 INFORMATION AND TECHNOLOGY -VIDEO Video Production Support Hours of Meetings Supported Video Meeting Support # of Meetings Supported FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 117527 CC 02-06-2024 527 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Departmental Expenditures 925,970$ 925,970$ Contingencies (1,276)$ General Services (45,000)$ Total Disallowed Costs (46,276)$ (46,276)$ Incoming Costs 100-12-120 City Manager 16,923$ 6,367$ 23,290$ 100-13-130 City Clerk 275$ 177$ 451$ 100-13-132 Mail Services 549$ 6$ 554$ 100-15-141 City Attorney 1,546$ 289$ 1,835$ 100-41-405 Accounting 23,845$ 23,845$ 100-41-425 Purchasing 59,269$ 59,269$ 100-41-426 Budgeting 6,689$ 6,689$ 100-44-412 Human Resources 17,266$ 17,266$ 100-44-417 Insurance Administration 2,228$ 2,228$ 100-84-815 Civic Center Ground Maint 2,242$ 2,242$ 100-87-827 Bldg Maint City Hall 19,315$ 19,315$ Total Incoming Costs 19,292$ 137,693$ 156,985$ Total Cost Adjustments -$ -$ Total Costs to be Allocated 898,986$ 137,693$ 1,036,679$ 100-31-305 Video FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 118528 CC 02-06-2024 528 of 723 100-31-305 Video Distribution Percentage 50.00%50.00% Personnel Salaries & Wages 568,280$ S 284,140$ 284,140$ Fringe Benefits 254,372$ S 127,186$ 127,186$ Subtotal Personnel Cost 822,652$ 411,326$ 411,326$ Operating Services & Supplies Operating Expenses 38,579$ S 19,290$ 19,290$ General Services 63,463$ S 31,732$ 31,732$ Contingencies 1,276$ S 638$ 638$ Subtotal Operating Cost 103,318$ 51,659$ 51,659$ FUNCTIONAL EXPENDITURES 925,970$ 462,985$ 462,985$ Disallowed Costs Contingencies (1,276)$ S (638)$ (638)$ General Services (45,000)$ S (22,500)$ (22,500)$ Subtotal Disallowed Costs (46,276)$ (23,138.00)$ (23,138.00)$ Cost Adjustments Subtotal Cost Adjustments -$ -$ -$ FUNCTIONAL COST 879,694$ 439,847$ 439,847$ First Allocation Incoming - All Others 19,292$ 9,646$ 9,646$ Reallocate Admin Costs -$ -$ -$ Unallocated Costs -$ -$ -$ Subtotal of First Allocation 898,986$ 449,493$ 449,493$ Second Allocation Incoming - All Others 137,693$ 68,846$ 68,846$ Reallocate Admin Costs -$ -$ -$ Unallocated Costs -$ -$ -$ Subtotal of Second Allocation 137,693$ 68,846$ 68,846$ TOTAL ALLOCATED 1,036,679$ 518,339$ 518,339$ EXPENSE DETAIL Sp rea d Video Production Support Video Meeting SupportExpense Type Expense ($) FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 119529 CC 02-06-2024 529 of 723 100-31-305 Video . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total Video Production Support . . 100-10-100 City Council 15.00 0.647%2,906$ 2,906$ 2,906$ 100-12-120 City Manager 450.00 19.397%87,186$ 87,186$ 87,186$ 100-13-130 City Clerk 7.00 0.302%1,356$ 1,356$ 1,356$ 100-41-426 Budgeting 28.00 1.207%5,425$ 5,425$ 1,043$ 6,468$ 100-41-406 Business Licenses 20.00 0.862%3,875$ 3,875$ 745$ 4,620$ 100-60-601 Rec & Comm Svcs Administration 10.00 0.431%1,937$ 1,937$ 373$ 2,310$ 100-70-700 Community Development Admin 16.00 0.690%3,100$ 3,100$ 596$ 3,696$ 100-71-701 Current Planning 36.00 1.552%6,975$ 6,975$ 1,341$ 8,316$ 100-86-261 Trail Maintenance 15.00 0.647%2,906$ 2,906$ 559$ 3,465$ 100-87-841 BBF Facilities Maintenance 21.00 0.905%4,069$ 4,069$ 782$ 4,851$ 260-72-709 CDBG Capital/Housing Projects 94.00 4.052%18,212$ 18,212$ 3,502$ 21,714$ 270-85-820 Sidewalk Curb and Gutter 6.00 0.259%1,162$ 1,162$ 224$ 1,386$ 270-85-821 Street Pavement Maintenance 5.00 0.216%969$ 969$ 186$ 1,155$ 420-99-85 Playground EQ (Creekside&Varian)15.00 0.647%2,906$ 2,906$ 559$ 3,465$ 520-81-801 Resources Recovery 30.00 1.293%5,812$ 5,812$ 1,118$ 6,930$ 0-0-0 Other 1,552.00 66.897%300,695$ 300,695$ 57,819$ 358,514$ Total 2,320.00 100.000%449,493$ -$ 449,493$ 68,846$ 518,339$ . Allocation Basis:Hours of Meetings Supported . Source of Allocation:IT Video & App Report ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 120530 CC 02-06-2024 530 of 723 100-31-305 Video . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL Video Meeting Support . . 100-10-100 City Council 45.00 10.922%49,095$ 49,095$ 49,095$ 100-12-120 City Manager 28.00 6.796%30,548$ 30,548$ 30,548$ 100-13-130 City Clerk 1.00 0.243%1,091$ 1,091$ 1,091$ 100-41-426 Budgeting 2.00 0.485%2,182$ 2,182$ 407$ 2,589$ 100-41-406 Business Licenses 1.00 0.243%1,091$ 1,091$ 204$ 1,295$ 100-60-601 Rec & Comm Svcs Administration 13.00 3.155%14,183$ 14,183$ 2,648$ 16,831$ 100-70-700 Community Development Admin 1.00 0.243%1,091$ 1,091$ 204$ 1,295$ 100-71-701 Current Planning 27.00 6.553%29,457$ 29,457$ 5,500$ 34,957$ 100-86-261 Trail Maintenance 1.00 0.243%1,091$ 1,091$ 204$ 1,295$ 100-87-841 BBF Facilities Maintenance 1.00 0.243%1,091$ 1,091$ 204$ 1,295$ 260-72-709 CDBG Capital/Housing Projects 5.00 1.214%5,455$ 5,455$ 1,018$ 6,473$ 270-85-820 Sidewalk Curb and Gutter 1.00 0.243%1,091$ 1,091$ 204$ 1,295$ 270-85-821 Street Pavement Maintenance 1.00 0.243%1,091$ 1,091$ 204$ 1,295$ 420-99-85 Playground EQ (Creekside&Varian)1.00 0.243%1,091$ 1,091$ 204$ 1,295$ 520-81-801 Resources Recovery 1.00 0.243%1,091$ 1,091$ 204$ 1,295$ 0-0-0 Other 283.00 68.689%308,754$ 308,754$ 57,643$ 366,397$ Total 412.00 100.000%449,493$ -$ 449,493$ 68,846$ 518,339$ . Allocation Basis:# of Meetings Supported . Source of Allocation:IT Video & App Report FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 121531 CC 02-06-2024 531 of 723 ALLOCATION SUMMARY 100-10-100 City Council 2,906$ 49,095$ 52,001$ 100-12-120 City Manager 87,186$ 30,548$ 117,734$ 100-13-130 City Clerk 1,356$ 1,091$ 2,447$ 100-41-426 Budgeting 6,468$ 2,589$ 9,057$ 100-41-406 Business Licenses 4,620$ 1,295$ 5,915$ 100-60-601 Rec & Comm Svcs Administration 2,310$ 16,831$ 19,141$ 100-70-700 Community Development Admin 3,696$ 1,295$ 4,991$ 100-71-701 Current Planning 8,316$ 34,957$ 43,273$ 100-86-261 Trail Maintenance 3,465$ 1,295$ 4,760$ 100-87-841 BBF Facilities Maintenance 4,851$ 1,295$ 6,146$ 260-72-709 CDBG Capital/Housing Projects 21,714$ 6,473$ 28,188$ 270-85-820 Sidewalk Curb and Gutter 1,386$ 1,295$ 2,681$ 270-85-821 Street Pavement Maintenance 1,155$ 1,295$ 2,450$ 420-99-85 Playground EQ (Creekside&Varian)3,465$ 1,295$ 4,760$ 520-81-801 Resources Recovery 6,930$ 1,295$ 8,225$ 0-0-0 Other 358,514$ 366,397$ 724,912$ Total 518,339$ 518,339$ 1,036,679$ 100-31-305 Video Video Production Support Video Meeting Support Total FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 122532 CC 02-06-2024 532 of 723 9 Information & Technology - Applications The Information & Technology - Applications Division manages business requirements gathering, design, development, procurement, project management, implementation and ongoing maintenance and support of all enterprise-wide business systems and programs. The division is responsible for the city’s electronic content and procurement management systems. The Applications Division also manages the City's website, Intranet, and mobile apps development. • General Application Support – relates to costs associated with providing support with purchasing and overseeing citywide and division-specific applications. These costs are allocated based on the number of applications used per fund per division. The chart on the following page illustrates the functions and measures used to allocate IT - Applications costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows the measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function-by-function breakdown of expenses, each function’s allocation, and an allocation summary. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 123533 CC 02-06-2024 533 of 723 INFORMATION & TECHNOLOGY - APPLICATIONS General Application Support # of Applications FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 124534 CC 02-06-2024 534 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Functional Expenditures 2,706,815$ 2,706,815$ Contingencies (13,664)$ Total Disallowed Costs (13,664)$ (13,664)$ Incoming Costs (27,328)$ 100-10-100 City Council 4,958$ 7,762$ 12,720$ 100-12-120 City Manager 45,093$ 17,940$ 63,033$ 100-13-130 City Clerk 6,178$ 5,901$ 12,079$ 100-13-132 Mail Services 549$ 6$ 554$ 100-15-141 City Attorney 13,965$ 4,267$ 18,232$ 100-32-308 Applications 271,802$ 271,802$ 100-41-405 Accounting 39,646$ 39,646$ 100-41-425 Purchasing 13,759$ 13,759$ 100-41-426 Budgeting 19,554$ 19,554$ 100-44-412 Human Resources 20,144$ 20,144$ 100-44-417 Insurance Administration 2,600$ 2,600$ 100-84-815 Civic Center Ground Maint 1,597$ 1,597$ 100-87-827 Bldg Maint City Hall 16,096$ 16,096$ Total Incoming Costs 70,742$ 421,072$ 491,814$ Software System Ammortization (521,528)$ Total Cost Adjustments (521,528)$ (521,528)$ Total Costs to be Allocated 2,242,366$ 421,072$ 2,663,437$ 100-32-308 Applications FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 125535 CC 02-06-2024 535 of 723 100-32-308 Applications Distribution Percentage 100.00% Personnel Salaries & Wages 744,162$ S 744,162$ Fringe Benefits 276,364$ S 276,364$ Subtotal Personnel Cost 1,020,526$ 1,020,526$ Operating Services & Supplies Operating Expenses 966,999$ S 966,999$ General Services 126,151$ S 126,151$ Contingencies 13,664$ S 13,664$ Software Systems 579,475$ S 579,475$ Subtotal Operating Cost 1,686,289$ 1,686,289$ FUNCTIONAL EXPENDITURES 2,706,815$ 2,706,815$ Disallowed Costs Contingencies (13,664)$ S (13,664)$ Subtotal Disallowed Costs (13,664)$ (13,664)$ Cost Adjustments Software System Ammortization (521,528)$ S (521,528)$ Subtotal Cost Adjustments (521,528)$ (521,528)$ FUNCTIONAL COST 2,171,624$ 2,171,624$ First Allocation Incoming - All Others 70,742$ 70,742$ Reallocate Admin Costs -$ -$ Unallocated Costs -$ -$ Subtotal of First Allocation 2,242,366$ 2,242,366$ Second Allocation Incoming - All Others 421,072$ 421,072$ Reallocate Admin Costs -$ -$ Unallocated Costs -$ -$ Subtotal of Second Allocation 421,072$ 421,072$ TOTAL ALLOCATED 2,663,437$ 2,663,437$ EXPENSE DETAIL Sp rea d General Application SupportExpense Type Expense ($) FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 126536 CC 02-06-2024 536 of 723 100-32-308 Applications . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total General Application Support . . 100-12-120 City Manager 2.00 6.061%135,901$ 135,901$ 135,901$ 100-13-130 City Clerk 3.00 9.091%203,851$ 203,851$ 203,851$ 100-15-141 City Attorney 1.00 3.030%67,950$ 67,950$ 67,950$ 100-32-308 Applications 4.00 12.121%271,802$ 271,802$ 271,802$ 100-41-405 Accounting 2.00 6.061%135,901$ 135,901$ 36,615$ 172,516$ 100-41-425 Purchasing 1.00 3.030%67,950$ 67,950$ 18,307$ 86,258$ 100-41-426 Budgeting 2.00 6.061%135,901$ 135,901$ 36,615$ 172,516$ 100-44-412 Human Resources 1.00 3.030%67,950$ 67,950$ 18,307$ 86,258$ 100-12-705 Economic Development 1.00 3.030%67,950$ 67,950$ 18,307$ 86,258$ 100-41-406 Business Licenses 0.75 2.273%50,963$ 50,963$ 13,731$ 64,693$ 100-60-601 Rec & Comm Svcs Administration 2.00 6.061%135,901$ 135,901$ 36,615$ 172,516$ 100-71-701 Current Planning 1.33 4.040%90,601$ 90,601$ 24,410$ 115,011$ 100-73-713 General Building 2.33 7.071%158,551$ 158,551$ 42,717$ 201,269$ 100-74-202 Code Enforcement 2.25 6.818%152,889$ 152,889$ 41,192$ 194,080$ 100-82-804 Plan Review 1.33 4.040%90,601$ 90,601$ 24,410$ 115,011$ 100-88-846 Safe Routes 2 School 1.00 3.030%67,950$ 67,950$ 18,307$ 86,258$ 230-81-802 Non Point Source 3.50 10.606%237,827$ 237,827$ 64,076$ 301,903$ 520-81-801 Resources Recovery 1.50 4.545%101,926$ 101,926$ 27,461$ 129,387$ Total 33.00 100.000%2,242,366$ -$ 2,242,366$ 421,072$ 2,663,437$ . Allocation Basis:# of Applications per Fund / Dept / Program . Source of Allocation:IT Video & App Report ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 127537 CC 02-06-2024 537 of 723 ALLOCATION SUMMARY 100-12-120 City Manager 135,901$ 135,901$ 100-13-130 City Clerk 203,851$ 203,851$ 100-15-141 City Attorney 67,950$ 67,950$ 100-32-308 Applications 271,802$ 271,802$ 100-41-405 Accounting 172,516$ 172,516$ 100-41-425 Purchasing 86,258$ 86,258$ 100-41-426 Budgeting 172,516$ 172,516$ 100-44-412 Human Resources 86,258$ 86,258$ 100-12-705 Economic Development 86,258$ 86,258$ 100-41-406 Business Licenses 64,693$ 64,693$ 100-60-601 Rec & Comm Svcs Administration 172,516$ 172,516$ 100-71-701 Current Planning 115,011$ 115,011$ 100-73-713 General Building 201,269$ 201,269$ 100-74-202 Code Enforcement 194,080$ 194,080$ 100-82-804 Plan Review 115,011$ 115,011$ 100-88-846 Safe Routes 2 School 86,258$ 86,258$ 230-81-802 Non Point Source 301,903$ 301,903$ 520-81-801 Resources Recovery 129,387$ 129,387$ Total 2,663,437$ 2,663,437$ 100-32-308 Applications General Application Support Total FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 128538 CC 02-06-2024 538 of 723 10 Administrative Services – Administration Program The Administration Program in Administrative Services oversees the Human Resources/Risk Management, Finance, Purchasing, Budget, and Treasury divisions. The contract for the City’s Fraud, Waste, and Abuse Program is managed by the Administration Program. Administrative Services staff also provides support to the Fiscal Strategic and Audit Committees. Administrative Services – Administration Program costs are allocated to Receiving Divisions, as follows: • Program Support – represents the level of support provided to Finance and Human Resources Programs. These costs are allocated based number of full-time employees per Administrative Services Programs. The chart on the following page illustrates the functions and measures used to allocate Administrative Services costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows the measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function-by-function breakdown of expenses, each function’s allocation, and an allocation summary. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 129539 CC 02-06-2024 539 of 723 ADMINISTRATIVE SERVICES - ADMINISTRATION PROGRAM Program Support # of FTE per Administrative Services Division FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 130540 CC 02-06-2024 540 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Functional Expenditures 367,693$ 367,693$ Contingencies (289)$ Total Disallowed Costs (289)$ (289)$ Incoming Costs 100-12-120 City Manager 7,486$ 2,820$ 10,306$ 100-13-130 City Clerk 16,479$ 17,327$ 33,806$ 100-13-132 Mail Services 549$ 6$ 554$ 100-15-141 City Attorney 2,062$ 385$ 2,446$ 100-41-405 Accounting 17,120$ 17,120$ 100-41-426 Budgeting 2,656$ 2,656$ 100-44-412 Human Resources 8,058$ 8,058$ 100-44-417 Insurance Administration 1,040$ 1,040$ 100-84-815 Civic Center Ground Maint 894$ 894$ 100-87-827 Bldg Maint City Hall 9,014$ 9,014$ Total Incoming Costs 26,575$ 59,319$ 85,895$ Total Cost Adjustments -$ -$ Total Costs to be Allocated 393,979$ 59,319$ 453,299$ 100-40-400 Admin Services Administration FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 131541 CC 02-06-2024 541 of 723 100-40-400 Admin Services Administration Distribution Percentage 100.00% Personnel Salaries & Wages 240,029$ S 240,029$ Fringe Benefits 104,242$ S 104,242$ Subtotal Personnel Cost 344,271$ 344,271$ Operating Services & Supplies Operating Expenses 17,628$ S 17,628$ General Services 5,505$ S 5,505$ Contingencies 289$ S 289$ Subtotal Operating Cost 23,422$ 23,422$ FUNCTIONAL EXPENDITURES 367,693$ 367,693$ Disallowed Costs Contingencies (289)$ S (289)$ Subtotal Disallowed Costs (289)$ (289)$ Cost Adjustments Subtotal Cost Adjustments -$ -$ FUNCTIONAL COST 367,404$ 367,404$ First Allocation Incoming - All Others 26,575$ 26,575$ Reallocate Admin Costs -$ -$ Unallocated Costs -$ -$ Subtotal of First Allocation 393,979$ 393,979$ Second Allocation Incoming - All Others 59,319$ 59,319$ Reallocate Admin Costs -$ -$ Unallocated Costs -$ -$ Subtotal of Second Allocation 59,319$ 59,319$ TOTAL ALLOCATED 453,299$ 453,299$ EXPENSE DETAIL Sp rea d Program SupportExpense Type Expense ($) FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 132542 CC 02-06-2024 542 of 723 100-40-400 Admin Services Administration . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total Program Support . . 100-41-405 Accounting 7.05 42.727%168,337$ 168,337$ 25,346$ 193,682$ 100-41-425 Purchasing 1.20 7.273%28,653$ 28,653$ 4,314$ 32,967$ 100-41-426 Budgeting 1.95 11.818%46,561$ 46,561$ 7,010$ 53,572$ 100-44-412 Human Resources 4.85 29.394%115,806$ 115,806$ 17,436$ 133,242$ 100-44-417 Insurance Administration 0.15 0.909%3,582$ 3,582$ 539$ 4,121$ 100-41-406 Business Licenses 1.10 6.667%26,265$ 26,265$ 3,955$ 30,220$ 620-44-418 Workers Compensation Insurance 0.20 1.212%4,776$ 4,776$ 719$ 5,495$ Total 16.50 100.000%393,979$ -$ 393,979$ 59,319$ 453,299$ . Allocation Basis:FTE per Administrative Services Programs . Source of Allocation:Budget Report ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 133543 CC 02-06-2024 543 of 723 ALLOCATION SUMMARY 100-41-405 Accounting 193,682$ 193,682$ 100-41-425 Purchasing 32,967$ 32,967$ 100-41-426 Budgeting 53,572$ 53,572$ 100-44-412 Human Resources 133,242$ 133,242$ 100-44-417 Insurance Administration 4,121$ 4,121$ 100-41-406 Business Licenses 30,220$ 30,220$ 620-44-418 Workers Compensation Insurance 5,495$ 5,495$ Total 453,299$ 453,299$ 100-40-400 Admin Services Administration Program Support Total FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 134544 CC 02-06-2024 544 of 723 11 Accounting The Accounting division manages all accounting and treasury functions for the City. This includes maintaining all financial records, collecting revenue, managing investment records, disbursing all funds, and processing payroll for all City Divisions. The Finance Division staff also processes all required Federal, State, and other regulatory reporting and generates all reports for fiscal matters of the City for all internal and external customers. Finance costs are allocated to Receiving Divisions, as follows: • Payroll – represents costs associated with processing payroll for all City employees. These costs are allocated based on the salaries and benefits per fund per department per division. • General Accounting – represents costs associated with processing accounts payable, journal entries, and other general ledger transactions. These costs are allocated based on the number of total accounting transactions3 per fund per division. The chart on the following page illustrates the functions and measures used to allocate Accounting costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows the measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function-by-function breakdown of expenses, each function’s allocation, and an allocation summary. 3 Accounting transactions associated with recreation and golf were weighted at 5% as they are processed in batches rather than individual reviews compared to other departments. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 135545 CC 02-06-2024 545 of 723 ACCOUNTING Payroll # of Work Hours General Accounting # of Transactions FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 136546 CC 02-06-2024 546 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Functional Expenditures 1,818,249$ 1,818,249$ Contingencies (4,070)$ General Services (55,200)$ Total Disallowed Costs (59,270)$ (59,270)$ Incoming Costs 100-10-100 City Council 54,537$ 85,385$ 139,922$ 100-12-120 City Manager 202,032$ 87,828$ 289,861$ 100-13-130 City Clerk 65,328$ 63,259$ 128,587$ 100-13-132 Mail Services 549$ 6$ 554$ 100-15-141 City Attorney 125,263$ 41,648$ 166,911$ 100-32-308 Applications 135,901$ 36,615$ 172,516$ 100-40-400 Admin Services Administration 168,337$ 25,346$ 193,682$ 100-41-405 Accounting 196,963$ 196,963$ 100-41-425 Purchasing 4,627$ 4,627$ 100-41-426 Budgeting 13,135$ 13,135$ 100-44-412 Human Resources 56,844$ 56,844$ 100-44-417 Insurance Administration 5,237$ 5,237$ 100-84-815 Civic Center Ground Maint 4,502$ 4,502$ 100-87-827 Bldg Maint City Hall 45,390$ 45,390$ Total Incoming Costs 751,947$ 666,784$ 1,418,731$ Total Cost Adjustments -$ -$ Total Costs to be Allocated 2,510,926$ 666,784$ 3,177,710$ 100-41-405 Accounting FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 137547 CC 02-06-2024 547 of 723 100-41-405 Accounting Distribution Percentage 33.33%66.67% Personnel Salaries & Wages 1,017,009$ S 338,969$ 678,040$ Fringe Benefits 471,563$ S 157,172$ 314,391$ Subtotal Personnel Cost 1,488,572$ 496,141$ 992,431$ Operating Services & Supplies Operating Expenses 14,987$ S 4,995$ 9,992$ General Services 310,620$ S 103,530$ 207,090$ Contingencies 4,070$ S 1,357$ 2,713$ Subtotal Operating Cost 329,677$ 109,881$ 219,796$ FUNCTIONAL EXPENDITURES 1,818,249$ 606,022$ 1,212,227$ Disallowed Costs Contingencies (4,070)$ S (1,357)$ (2,713)$ General Services (55,200)$ S (18,398)$ (36,802)$ Subtotal Disallowed Costs (59,270)$ (19,755)$ (39,515)$ Cost Adjustments Subtotal Cost Adjustments -$ -$ -$ FUNCTIONAL COST 1,758,979$ 586,268$ 1,172,711$ First Allocation Incoming - All Others 751,947$ 250,624$ 501,323$ Reallocate Admin Costs -$ -$ -$ Unallocated Costs -$ -$ -$ Subtotal of First Allocation 2,510,926$ 836,892$ 1,674,034$ Second Allocation Incoming - All Others 666,784$ 222,239$ 444,545$ Reallocate Admin Costs -$ -$ -$ Unallocated Costs -$ -$ -$ Subtotal of Second Allocation 666,784$ 222,239$ 444,545$ TOTAL ALLOCATED 3,177,710$ 1,059,131$ 2,118,579$ EXPENSE DETAIL Sp rea d Payroll General AccountingExpense Type Expense ($) FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 138548 CC 02-06-2024 548 of 723 100-41-405 Accounting . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total Payroll . . 100-10-100 City Council 102,591.01 0.413%3,459$ 3,459$ 3,459$ 100-12-120 City Manager 897,101.43 3.614%30,249$ 30,249$ 30,249$ 100-12-126 Office of Communications 231,191.13 0.931%7,795$ 7,795$ 7,795$ 100-12-633 Disaster Preparedness 303,608.39 1.223%10,237$ 10,237$ 10,237$ 100-13-130 City Clerk 358,875.82 1.446%12,101$ 12,101$ 12,101$ 100-15-141 City Attorney 643,355.79 2.592%21,693$ 21,693$ 21,693$ 100-31-305 Video 210,617.33 0.849%7,102$ 7,102$ 7,102$ 100-32-308 Applications 679,229.68 2.737%22,903$ 22,903$ 22,903$ 100-40-400 Admin Services Administration 507,737.90 2.046%17,120$ 17,120$ 17,120$ 100-41-405 Accounting 744,016.80 2.998%25,087$ 25,087$ 25,087$ 100-41-425 Purchasing 27,122.14 0.109%915$ 915$ 299$ 1,214$ 100-41-426 Budgeting 118,734.77 0.478%4,004$ 4,004$ 1,310$ 5,314$ 100-80-800 Public Works Admin 607,460.63 2.447%20,483$ 20,483$ 6,703$ 27,185$ 100-82-806 CIP Administration 1,002,052.09 4.037%33,788$ 33,788$ 11,057$ 44,844$ 100-84-815 Civic Center Ground Maint 75,812.14 0.305%2,556$ 2,556$ 837$ 3,393$ 100-87-827 Bldg Maint City Hall 95,652.35 0.385%3,225$ 3,225$ 1,055$ 4,281$ 100-10-110 Sister Cities 8,251.58 0.033%278$ 278$ 91$ 369$ 100-11-131 Telecommunication Commission 11,338.38 0.046%382$ 382$ 125$ 507$ 100-11-140 Library Commission 17,772.25 0.072%599$ 599$ 196$ 795$ 100-11-142 Fine Arts Commission 102.27 0.000%3$ 3$ 1$ 5$ 100-11-150 Public Safety Commission 7,884.95 0.032%266$ 266$ 87$ 353$ 100-11-155 Bike/Ped Safety Commission 26,913.39 0.108%907$ 907$ 297$ 1,204$ 100-11-160 Recreation Commission 14,438.69 0.058%487$ 487$ 159$ 646$ 100-11-165 Teen Commission 7,028.96 0.028%237$ 237$ 78$ 315$ 100-11-170 Planning Commission 30,112.35 0.121%1,015$ 1,015$ 332$ 1,348$ 100-11-175 Housing Commission 22,239.61 0.090%750$ 750$ 245$ 995$ 100-11-180 Sustainability Commission 18,730.73 0.075%632$ 632$ 207$ 838$ 100-11-190 Audit Committee 7,375.09 0.030%249$ 249$ 81$ 330$ 100-12-122 Sustainability Division 255,928.95 1.031%8,630$ 8,630$ 2,824$ 11,453$ 100-12-305 Video 306,420.42 1.235%10,332$ 10,332$ 3,381$ 13,713$ 100-12-632 Comm Outreach & Neigh Watch 96,091.42 0.387%3,240$ 3,240$ 1,060$ 4,300$ 100-12-705 Economic Development 163,673.18 0.659%5,519$ 5,519$ 1,806$ 7,325$ 100-41-406 Business Licenses 105,831.70 0.426%3,569$ 3,569$ 1,168$ 4,736$ 100-60-601 Rec & Comm Svcs Administration 667,112.20 2.688%22,494$ 22,494$ 7,361$ 29,855$ 100-61-602 Administration 267,740.12 1.079%9,028$ 9,028$ 2,954$ 11,982$ 100-61-605 Cultural Events 118,384.23 0.477%3,992$ 3,992$ 1,306$ 5,298$ 100-61-630 Facilities 235,603.99 0.949%7,944$ 7,944$ 2,600$ 10,544$ ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 139549 CC 02-06-2024 549 of 723 100-41-405 Accounting . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-62-608 Administration 310,070.92 1.249%10,455$ 10,455$ 3,421$ 13,876$ 100-62-623 Youth, Teen and Senior Adult Rec 282,910.29 1.140%9,539$ 9,539$ 3,122$ 12,661$ 100-62-639 Youth and Teen Programs 85,797.34 0.346%2,893$ 2,893$ 947$ 3,840$ 100-62-640 Neighborhood Events 12,641.57 0.051%426$ 426$ 139$ 566$ 100-63-612 Park Facilities 544,149.29 2.192%18,348$ 18,348$ 6,004$ 24,352$ 100-70-700 Community Development Admin 93,146.52 0.375%3,141$ 3,141$ 1,028$ 4,169$ 100-71-701 Current Planning 876,102.73 3.530%29,541$ 29,541$ 9,667$ 39,208$ 100-71-702 Mid Long Term Planning 490,987.57 1.978%16,555$ 16,555$ 5,418$ 21,973$ 100-73-713 General Building 420,713.70 1.695%14,186$ 14,186$ 4,642$ 18,828$ 100-73-714 Construction Plan Check 891,985.46 3.594%30,077$ 30,077$ 9,842$ 39,919$ 100-73-715 Building Inspection 681,435.75 2.746%22,977$ 22,977$ 7,519$ 30,496$ 100-73-718 Muni - Bldg Code Enforcement 36,157.90 0.146%1,219$ 1,219$ 399$ 1,618$ 100-74-202 Code Enforcement 351,682.64 1.417%11,858$ 11,858$ 3,880$ 15,739$ 100-82-804 Plan Review 774,661.16 3.121%26,121$ 26,121$ 8,548$ 34,668$ 100-83-807 Service Center Administration 440,374.37 1.774%14,849$ 14,849$ 4,859$ 19,708$ 100-84-808 McClellan Ranch Park 38,203.83 0.154%1,288$ 1,288$ 422$ 1,710$ 100-84-809 Memorial Park 189,474.95 0.763%6,389$ 6,389$ 2,091$ 8,480$ 100-84-811 BBF Ground Maintenance 73,735.70 0.297%2,486$ 2,486$ 814$ 3,300$ 100-84-812 School Site Maintenance 352,140.25 1.419%11,874$ 11,874$ 3,885$ 15,759$ 100-84-813 Neighborhood Parks 709,713.90 2.859%23,931$ 23,931$ 7,831$ 31,762$ 100-84-814 Sport Fields Jollyman CRK 208,579.21 0.840%7,033$ 7,033$ 2,301$ 9,334$ 100-85-848 Street Lighting 129,419.60 0.521%4,364$ 4,364$ 1,428$ 5,792$ 100-85-850 Environmental Materials 72,850.63 0.294%2,456$ 2,456$ 804$ 3,260$ 100-86-261 Trail Maintenance 85,705.58 0.345%2,890$ 2,890$ 946$ 3,836$ 100-86-824 Overpasses and Medians 530,923.03 2.139%17,902$ 17,902$ 5,858$ 23,760$ 100-86-825 Street Tree Maintenance 615,974.22 2.482%20,770$ 20,770$ 6,797$ 27,566$ 100-86-826 Weekend Work Program 211,818.91 0.853%7,142$ 7,142$ 2,337$ 9,479$ 100-87-828 Bldg Maint Library 50,667.83 0.204%1,708$ 1,708$ 559$ 2,268$ 100-87-829 Bldg Maint Service Center 60,053.27 0.242%2,025$ 2,025$ 663$ 2,688$ 100-87-830 Bldg Maint Quinlan Center 71,783.47 0.289%2,420$ 2,420$ 792$ 3,213$ 100-87-831 Bldg Maint Senior Center 57,499.48 0.232%1,939$ 1,939$ 634$ 2,573$ 100-87-832 Bldg Maint McClellan Ranch 37,603.47 0.152%1,268$ 1,268$ 415$ 1,683$ 100-87-833 Bldg Maint Monta Vista Ct 31,867.64 0.128%1,075$ 1,075$ 352$ 1,426$ 100-87-834 Bldg Maint Wilson 18,509.88 0.075%624$ 624$ 204$ 828$ 100-87-835 Bldg Maint Portal 8,977.41 0.036%303$ 303$ 99$ 402$ 100-87-837 Bldg Maint Creekside 18,496.07 0.075%624$ 624$ 204$ 828$ 100-87-838 Comm Hall Bldg Maint 35,688.83 0.144%1,203$ 1,203$ 394$ 1,597$ 100-87-839 Teen Center Bldg Maint 9,428.20 0.038%318$ 318$ 104$ 422$ 100-87-840 Park Bathrooms 15,216.48 0.061%513$ 513$ 168$ 681$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 140550 CC 02-06-2024 550 of 723 100-41-405 Accounting . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-87-841 BBF Facilities Maintenance 18,822.98 0.076%635$ 635$ 208$ 842$ 100-88-844 Traffic Engineering 522,878.88 2.107%17,631$ 17,631$ 5,769$ 23,400$ 100-88-845 Traffic Signal Maintenance 240,028.43 0.967%8,093$ 8,093$ 2,648$ 10,742$ 100-88-846 Safe Routes 2 School 149,212.89 0.601%5,031$ 5,031$ 1,646$ 6,678$ 230-81-802 Non Point Source 371,008.45 1.495%12,510$ 12,510$ 4,094$ 16,604$ 230-81-855 Storm Drain Maintenance 221,259.00 0.891%7,461$ 7,461$ 2,441$ 9,902$ 260-72-707 CDBG General Admin 78,809.52 0.318%2,657$ 2,657$ 870$ 3,527$ 265-72-711 BMR Affordable Housing Fund 145,829.52 0.588%4,917$ 4,917$ 1,609$ 6,526$ 270-85-820 Sidewalk Curb and Gutter 205,628.45 0.828%6,934$ 6,934$ 2,269$ 9,202$ 270-85-821 Street Pavement Maintenance 404,125.03 1.628%13,627$ 13,627$ 4,459$ 18,086$ 270-85-822 Street Sign Marking 280,176.05 1.129%9,447$ 9,447$ 3,091$ 12,539$ 520-81-801 Resources Recovery 461,631.86 1.860%15,566$ 15,566$ 5,094$ 20,659$ 560-63-616 BBF Golf Course 187,197.44 0.754%6,312$ 6,312$ 2,066$ 8,378$ 560-87-260 BBF Golf Maintenance 288,817.50 1.164%9,739$ 9,739$ 3,187$ 12,925$ 570-63-621 Sports Center Operation 64,622.72 0.260%2,179$ 2,179$ 713$ 2,892$ 570-87-836 Bldg Maint Sports Center 304,934.04 1.229%10,282$ 10,282$ 3,365$ 13,647$ 580-62-613 Youth Teen Recreation 218,179.01 0.879%7,357$ 7,357$ 2,407$ 9,764$ 580-63-620 Outdoor Recreation 118,151.77 0.476%3,984$ 3,984$ 1,304$ 5,288$ 610-30-300 Administration 619,302.00 2.495%20,882$ 20,882$ 6,833$ 27,715$ 610-34-310 Infrastructure 658,521.46 2.653%22,205$ 22,205$ 7,266$ 29,471$ 610-35-986 GIS 30,218.32 0.122%1,019$ 1,019$ 333$ 1,352$ 620-44-418 Workers Compensation Insurance 309,144.49 1.246%10,424$ 10,424$ 3,411$ 13,835$ Total 24,819,782.72 100.000%836,892$ -$ 836,892$ 222,239$ 1,059,131$ . Allocation Basis:Salaries and Benefits / Fund / Dept . Source of Allocation:Payroll Report FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 141551 CC 02-06-2024 551 of 723 100-41-405 Accounting . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL General Accounting . . 100-10-100 City Council 3,554.00 5.974%100,007$ 100,007$ 100,007$ 100-31-305 Video 595.00 1.000%16,743$ 16,743$ 16,743$ 100-32-308 Applications 595.00 1.000%16,743$ 16,743$ 16,743$ 100-41-405 Accounting 6,108.00 10.267%171,875$ 171,875$ 171,875$ 100-80-800 Public Works Admin 14,741.00 24.779%414,803$ 414,803$ 134,729$ 549,531$ 100-20-200 Law Enforcement SC Sherif 108.00 0.182%3,039$ 3,039$ 987$ 4,026$ 100-60-601 Rec & Comm Svcs Administration 2,228.95 3.747%62,721$ 62,721$ 20,372$ 83,093$ 100-70-700 Community Development Admin 4,712.00 7.921%132,593$ 132,593$ 43,066$ 175,659$ 100-90-1 Non Departmental 1,218.00 2.047%34,274$ 34,274$ 11,132$ 45,406$ 130-0-0 Investment Fund 27.00 0.045%760$ 760$ 247$ 1,007$ 210-0-0 Storm Drain Improvement 83.00 0.140%2,336$ 2,336$ 759$ 3,094$ 215-0-0 Storm Drain AB1600 135.00 0.227%3,799$ 3,799$ 1,234$ 5,033$ 230-81-802 Non Point Source 1,342.00 2.256%37,763$ 37,763$ 12,266$ 50,029$ 260-72-707 CDBG General Admin 372.00 0.625%10,468$ 10,468$ 3,400$ 13,868$ 265-72-711 BMR Affordable Housing Fund 598.00 1.005%16,827$ 16,827$ 5,466$ 22,293$ 270-85-820 Sidewalk Curb and Gutter 1,800.00 3.026%50,651$ 50,651$ 16,451$ 67,102$ 271-0-0 Traffic Impact 8.00 0.013%225$ 225$ 73$ 298$ 280-0-0 Park Dedication 234.00 0.393%6,585$ 6,585$ 2,139$ 8,723$ 281-90-1 Non Departmental 28.00 0.047%788$ 788$ 256$ 1,044$ 365-90-500 Non Departmental - Facility Lease 19.00 0.032%535$ 535$ 174$ 708$ 420-99-48 Capital Project Support 1,132.00 1.903%31,854$ 31,854$ 10,346$ 42,200$ 427-0-0 Stevens Creek Corridor Park 33.00 0.055%929$ 929$ 302$ 1,230$ 429-90-1 Non Departmental 9.00 0.015%253$ 253$ 82$ 336$ 520-81-801 Resources Recovery 829.00 1.393%23,328$ 23,328$ 7,577$ 30,904$ 560-63-616 BBF Golf Course 2,504.70 4.210%70,481$ 70,481$ 22,892$ 93,373$ 570-63-621 Sports Center Operation 7,577.40 12.737%213,223$ 213,223$ 69,255$ 282,479$ 580-62-613 Youth Teen Recreation 5,293.75 8.898%148,963$ 148,963$ 48,383$ 197,346$ 610-30-300 Administration 2,036.00 3.422%57,292$ 57,292$ 18,608$ 75,900$ 620-44-418 Workers Compensation Insurance 350.00 0.588%9,849$ 9,849$ 3,199$ 13,048$ 630-85-849 Equipment Maintenance 1,009.00 1.696%28,393$ 28,393$ 9,222$ 37,615$ 641-44-420 Compensated Absence 146.00 0.245%4,108$ 4,108$ 1,334$ 5,443$ 642-44-414 HR Retiree Benefits 65.00 0.109%1,829$ 1,829$ 594$ 2,423$ Total 59,490.80 100.000%1,674,034$ -$ 1,674,034$ 444,545$ 2,118,579$ . Allocation Basis:# of Transactions / Dept / Program . Source of Allocation:Transaction Report FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 142552 CC 02-06-2024 552 of 723 ALLOCATION SUMMARY 100-10-100 City Council 3,459$ 100,007$ 103,467$ 100-12-120 City Manager 30,249$ -$ 30,249$ 100-12-126 Office of Communications 7,795$ -$ 7,795$ 100-12-633 Disaster Preparedness 10,237$ -$ 10,237$ 100-13-130 City Clerk 12,101$ -$ 12,101$ 100-15-141 City Attorney 21,693$ -$ 21,693$ 100-31-305 Video 7,102$ 16,743$ 23,845$ 100-32-308 Applications 22,903$ 16,743$ 39,646$ 100-40-400 Admin Services Administration 17,120$ -$ 17,120$ 100-41-405 Accounting 25,087$ 171,875$ 196,963$ 100-41-425 Purchasing 1,214$ -$ 1,214$ 100-41-426 Budgeting 5,314$ -$ 5,314$ 100-80-800 Public Works Admin 27,185$ 549,531$ 576,717$ 100-82-806 CIP Administration 44,844$ -$ 44,844$ 100-84-815 Civic Center Ground Maint 3,393$ -$ 3,393$ 100-87-827 Bldg Maint City Hall 4,281$ -$ 4,281$ 100-10-110 Sister Cities 369$ -$ 369$ 100-11-131 Telecommunication Commission 507$ -$ 507$ 100-11-140 Library Commission 795$ -$ 795$ 100-11-142 Fine Arts Commission 5$ -$ 5$ 100-11-150 Public Safety Commission 353$ -$ 353$ 100-11-155 Bike/Ped Safety Commission 1,204$ -$ 1,204$ 100-11-160 Recreation Commission 646$ -$ 646$ 100-11-165 Teen Commission 315$ -$ 315$ 100-11-170 Planning Commission 1,348$ -$ 1,348$ 100-11-175 Housing Commission 995$ -$ 995$ 100-11-180 Sustainability Commission 838$ -$ 838$ 100-11-190 Audit Committee 330$ -$ 330$ 100-12-122 Sustainability Division 11,453$ -$ 11,453$ 100-41-405 Accounting Payroll General Accounting Total FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 143553 CC 02-06-2024 553 of 723 ALLOCATION SUMMARY 100-41-405 Accounting Payroll General Accounting Total 100-12-305 Video 13,713$ -$ 13,713$ 100-12-632 Comm Outreach & Neigh Watch 4,300$ -$ 4,300$ 100-12-705 Economic Development 7,325$ -$ 7,325$ 100-20-200 Law Enforcement SC Sherif -$ 4,026$ 4,026$ 100-41-406 Business Licenses 4,736$ -$ 4,736$ 100-60-601 Rec & Comm Svcs Administration 29,855$ 83,093$ 112,948$ 100-61-602 Administration 11,982$ -$ 11,982$ 100-61-605 Cultural Events 5,298$ -$ 5,298$ 100-61-630 Facilities 10,544$ -$ 10,544$ 100-62-608 Administration 13,876$ -$ 13,876$ 100-62-623 Youth, Teen and Senior Adult Rec 12,661$ -$ 12,661$ 100-62-639 Youth and Teen Programs 3,840$ -$ 3,840$ 100-62-640 Neighborhood Events 566$ -$ 566$ 100-63-612 Park Facilities 24,352$ -$ 24,352$ 100-70-700 Community Development Admin 4,169$ 175,659$ 179,828$ 100-71-701 Current Planning 39,208$ -$ 39,208$ 100-71-702 Mid Long Term Planning 21,973$ -$ 21,973$ 100-73-713 General Building 18,828$ -$ 18,828$ 100-73-714 Construction Plan Check 39,919$ -$ 39,919$ 100-73-715 Building Inspection 30,496$ -$ 30,496$ 100-73-718 Muni - Bldg Code Enforcement 1,618$ -$ 1,618$ 100-74-202 Code Enforcement 15,739$ -$ 15,739$ 100-82-804 Plan Review 34,668$ -$ 34,668$ 100-83-807 Service Center Administration 19,708$ -$ 19,708$ 100-84-808 McClellan Ranch Park 1,710$ -$ 1,710$ 100-84-809 Memorial Park 8,480$ -$ 8,480$ 100-84-811 BBF Ground Maintenance 3,300$ -$ 3,300$ 100-84-812 School Site Maintenance 15,759$ -$ 15,759$ 100-84-813 Neighborhood Parks 31,762$ -$ 31,762$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 144554 CC 02-06-2024 554 of 723 ALLOCATION SUMMARY 100-41-405 Accounting Payroll General Accounting Total 100-84-814 Sport Fields Jollyman CRK 9,334$ -$ 9,334$ 100-85-848 Street Lighting 5,792$ -$ 5,792$ 100-85-850 Environmental Materials 3,260$ -$ 3,260$ 100-86-261 Trail Maintenance 3,836$ -$ 3,836$ 100-86-824 Overpasses and Medians 23,760$ -$ 23,760$ 100-86-825 Street Tree Maintenance 27,566$ -$ 27,566$ 100-86-826 Weekend Work Program 9,479$ -$ 9,479$ 100-87-828 Bldg Maint Library 2,268$ -$ 2,268$ 100-87-829 Bldg Maint Service Center 2,688$ -$ 2,688$ 100-87-830 Bldg Maint Quinlan Center 3,213$ -$ 3,213$ 100-87-831 Bldg Maint Senior Center 2,573$ -$ 2,573$ 100-87-832 Bldg Maint McClellan Ranch 1,683$ -$ 1,683$ 100-87-833 Bldg Maint Monta Vista Ct 1,426$ -$ 1,426$ 100-87-834 Bldg Maint Wilson 828$ -$ 828$ 100-87-835 Bldg Maint Portal 402$ -$ 402$ 100-87-837 Bldg Maint Creekside 828$ -$ 828$ 100-87-838 Comm Hall Bldg Maint 1,597$ -$ 1,597$ 100-87-839 Teen Center Bldg Maint 422$ -$ 422$ 100-87-840 Park Bathrooms 681$ -$ 681$ 100-87-841 BBF Facilities Maintenance 842$ -$ 842$ 100-88-844 Traffic Engineering 23,400$ -$ 23,400$ 100-88-845 Traffic Signal Maintenance 10,742$ -$ 10,742$ 100-88-846 Safe Routes 2 School 6,678$ -$ 6,678$ 100-90-1 Non Departmental -$ 45,406$ 45,406$ 130-0-0 Investment Fund -$ 1,007$ 1,007$ 210-0-0 Storm Drain Improvement -$ 3,094$ 3,094$ 215-0-0 Storm Drain AB1600 -$ 5,033$ 5,033$ 230-81-802 Non Point Source 16,604$ 50,029$ 66,632$ 230-81-855 Storm Drain Maintenance 9,902$ -$ 9,902$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 145555 CC 02-06-2024 555 of 723 ALLOCATION SUMMARY 100-41-405 Accounting Payroll General Accounting Total 260-72-707 CDBG General Admin 3,527$ 13,868$ 17,395$ 265-72-711 BMR Affordable Housing Fund 6,526$ 22,293$ 28,819$ 270-85-820 Sidewalk Curb and Gutter 9,202$ 67,102$ 76,305$ 270-85-821 Street Pavement Maintenance 18,086$ -$ 18,086$ 270-85-822 Street Sign Marking 12,539$ -$ 12,539$ 271-0-0 Traffic Impact -$ 298$ 298$ 280-0-0 Park Dedication -$ 8,723$ 8,723$ 281-90-1 Non Departmental -$ 1,044$ 1,044$ 365-90-500 Non Departmental - Facility Lease -$ 708$ 708$ 420-99-48 Capital Project Support -$ 42,200$ 42,200$ 427-0-0 Stevens Creek Corridor Park -$ 1,230$ 1,230$ 429-90-1 Non Departmental -$ 336$ 336$ 520-81-801 Resources Recovery 20,659$ 30,904$ 51,564$ 560-63-616 BBF Golf Course 8,378$ 93,373$ 101,751$ 560-87-260 BBF Golf Maintenance 12,925$ -$ 12,925$ 570-63-621 Sports Center Operation 2,892$ 282,479$ 285,371$ 570-87-836 Bldg Maint Sports Center 13,647$ -$ 13,647$ 580-62-613 Youth Teen Recreation 9,764$ 197,346$ 207,110$ 580-63-620 Outdoor Recreation 5,288$ -$ 5,288$ 610-30-300 Administration 27,715$ 75,900$ 103,616$ 610-34-310 Infrastructure 29,471$ -$ 29,471$ 610-35-986 GIS 1,352$ -$ 1,352$ 620-44-418 Workers Compensation Insurance 13,835$ 13,048$ 26,883$ 630-85-849 Equipment Maintenance -$ 37,615$ 37,615$ 641-44-420 Compensated Absence -$ 5,443$ 5,443$ 642-44-414 HR Retiree Benefits -$ 2,423$ 2,423$ Total 1,059,131$ 2,118,579$ 3,177,710$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 146556 CC 02-06-2024 556 of 723 12 Purchasing The Purchasing Division is responsible for the management of procurement of goods and services on behalf of the City. This includes soliciting formal competitive bids and proposals, obtaining quotes, and participating in cooperative procurements with other governmental agencies. The Purchasing Division also assists in ensuring employees of the City are in compliance with all legal and ethical requirements. Purchasing costs are allocated to Receiving Divisions, as follows: • PO Creation Support – related to the costs associated with initiating and creating purchase orders. These costs are allocated based on the number of purchase orders per division. • PO Processing – related to the costs associated with processing purchase orders and maintaining compliance with City procurement requirements. These costs are allocated based on the dollar amount of purchase orders4 per division. The chart on the following page illustrates the functions and measures used to allocate Purchasing costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows the measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function-by-function breakdown of expenses, each function’s allocation, and an allocation summary. 4 The dollar amount for the Sherriff’s purchase order was weighted at 10% due to the large dollar value not reflecting the level of effort associated with that type of purchase order. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 147557 CC 02-06-2024 557 of 723 PURCHASING PO Creationg Support # of Purchase Orders PO Processing $ of Purchase Orders FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 148558 CC 02-06-2024 558 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Functional Expenditures 369,477$ 369,477$ Contingencies (22)$ Total Disallowed Costs (22)$ (22)$ Incoming Costs 100-12-120 City Manager 6,763$ 2,545$ 9,308$ 100-13-130 City Clerk 275$ 177$ 451$ 100-13-132 Mail Services 549$ 6$ 554$ 100-32-308 Applications 67,950$ 18,307$ 86,258$ 100-40-400 Admin Services Administration 28,653$ 4,314$ 32,967$ 100-41-405 Accounting 915$ 299$ 1,214$ 100-41-426 Budgeting 2,669$ 2,669$ 100-44-412 Human Resources 23,175$ 23,175$ 100-44-417 Insurance Administration 891$ 891$ 100-84-815 Civic Center Ground Maint 766$ 766$ 100-87-827 Bldg Maint City Hall 7,726$ 7,726$ Total Incoming Costs 105,105$ 60,876$ 165,980$ Total Cost Adjustments -$ -$ Total Costs to be Allocated 474,560$ 60,876$ 535,435$ 100-41-425 Purchasing FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 149559 CC 02-06-2024 559 of 723 100-41-425 Purchasing Distribution Percentage 60.00%40.00% Personnel Salaries & Wages 255,179$ S 153,107$ 102,072$ Fringe Benefits 112,524$ S 67,514$ 45,010$ Subtotal Personnel Cost 367,703$ 220,622$ 147,081$ Operating Services & Supplies Operating Expenses 1,752$ S 1,051$ 701$ Contingencies 22$ S 13$ 9$ Subtotal Operating Cost 1,774$ 1,064$ 710$ FUNCTIONAL EXPENDITURES 369,477$ 221,686$ 147,791$ Disallowed Costs Contingencies (22)$ S (13)$ (9)$ Subtotal Disallowed Costs (22)$ (13)$ (9)$ Cost Adjustments Subtotal Cost Adjustments -$ -$ -$ FUNCTIONAL COST 369,455$ 221,673$ 147,782$ First Allocation Incoming - All Others 105,105$ 63,063$ 42,042$ Reallocate Admin Costs -$ -$ -$ Unallocated Costs -$ -$ -$ Subtotal of First Allocation 474,560$ 284,736$ 189,824$ Second Allocation Incoming - All Others 60,876$ 36,525$ 24,350$ Reallocate Admin Costs -$ -$ -$ Unallocated Costs -$ -$ -$ TOTAL ALLOCATED 535,435$ 321,261$ 214,174$ Expense Type Expense ($) EXPENSE DETAIL Sp rea d PO Creation Support PO Processing FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 150560 CC 02-06-2024 560 of 723 100-41-425 Purchasing . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total PO Creation Support . . 100-10-100 City Council 1.00 0.116%331$ 331$ 331$ 100-12-120 City Manager 4.00 0.465%1,323$ 1,323$ 1,323$ 100-12-126 Office of Communications 1.00 0.116%331$ 331$ 331$ 100-12-633 Disaster Preparedness 1.00 0.116%331$ 331$ 331$ 100-31-305 Video 176.00 20.441%58,204$ 58,204$ 58,204$ 100-32-308 Applications 26.00 3.020%8,598$ 8,598$ 8,598$ 100-41-405 Accounting 8.00 0.929%2,646$ 2,646$ 2,646$ 100-44-412 Human Resources 3.00 0.348%992$ 992$ 170$ 1,162$ 100-80-800 Public Works Admin 1.00 0.116%331$ 331$ 57$ 387$ 100-84-815 Civic Center Ground Maint 14.00 1.626%4,630$ 4,630$ 794$ 5,424$ 100-87-827 Bldg Maint City Hall 3.00 0.348%992$ 992$ 170$ 1,162$ 100-12-122 Sustainability Division 4.00 0.465%1,323$ 1,323$ 227$ 1,550$ 100-12-305 Video 47.00 5.459%15,543$ 15,543$ 2,666$ 18,209$ 100-12-632 Comm Outreach & Neigh Watch 2.00 0.232%661$ 661$ 113$ 775$ 100-12-705 Economic Development 1.00 0.116%331$ 331$ 57$ 387$ 100-14-123 City Manager Contingency 1.00 0.116%331$ 331$ 57$ 387$ 100-20-200 Law Enforcement SC Sherif 1.00 0.116%331$ 331$ 57$ 387$ 100-60-601 Rec & Comm Svcs Administration 1.00 0.116%331$ 331$ 57$ 387$ 100-61-605 Cultural Events 1.00 0.116%331$ 331$ 57$ 387$ 100-62-623 Youth, Teen and Senior Adult Rec 6.00 0.697%1,984$ 1,984$ 340$ 2,325$ 100-62-639 Youth and Teen Programs 7.00 0.813%2,315$ 2,315$ 397$ 2,712$ 100-63-612 Park Facilities 9.00 1.045%2,976$ 2,976$ 510$ 3,487$ 100-71-701 Current Planning 7.00 0.813%2,315$ 2,315$ 397$ 2,712$ 100-71-702 Mid Long Term Planning 2.00 0.232%661$ 661$ 113$ 775$ 100-72-712 Gen Fund Human Services Grants 4.00 0.465%1,323$ 1,323$ 227$ 1,550$ 100-73-714 Construction Plan Check 3.00 0.348%992$ 992$ 170$ 1,162$ 100-74-202 Code Enforcement 2.00 0.232%661$ 661$ 113$ 775$ 100-82-804 Plan Review 9.00 1.045%2,976$ 2,976$ 510$ 3,487$ 100-83-807 Service Center Administration 11.00 1.278%3,638$ 3,638$ 624$ 4,262$ 100-84-808 McClellan Ranch Park 15.00 1.742%4,961$ 4,961$ 851$ 5,811$ 100-84-809 Memorial Park 23.00 2.671%7,606$ 7,606$ 1,304$ 8,911$ 100-84-811 BBF Ground Maintenance 21.00 2.439%6,945$ 6,945$ 1,191$ 8,136$ 100-84-812 School Site Maintenance 20.00 2.323%6,614$ 6,614$ 1,134$ 7,748$ 100-84-813 Neighborhood Parks 29.00 3.368%9,590$ 9,590$ 1,645$ 11,235$ 100-84-814 Sport Fields Jollyman CRK 21.00 2.439%6,945$ 6,945$ 1,191$ 8,136$ 100-85-848 Street Lighting 12.00 1.394%3,968$ 3,968$ 681$ 4,649$ 100-85-850 Environmental Materials 1.00 0.116%331$ 331$ 57$ 387$ ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 151561 CC 02-06-2024 561 of 723 100-41-425 Purchasing . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-86-261 Trail Maintenance 28.00 3.252%9,260$ 9,260$ 1,588$ 10,848$ 100-86-824 Overpasses and Medians 12.00 1.394%3,968$ 3,968$ 681$ 4,649$ 100-86-825 Street Tree Maintenance 6.00 0.697%1,984$ 1,984$ 340$ 2,325$ 100-86-826 Weekend Work Program 2.00 0.232%661$ 661$ 113$ 775$ 100-87-828 Bldg Maint Library 2.00 0.232%661$ 661$ 113$ 775$ 100-87-829 Bldg Maint Service Center 6.00 0.697%1,984$ 1,984$ 340$ 2,325$ 100-87-830 Bldg Maint Quinlan Center 2.00 0.232%661$ 661$ 113$ 775$ 100-87-831 Bldg Maint Senior Center 4.00 0.465%1,323$ 1,323$ 227$ 1,550$ 100-87-832 Bldg Maint McClellan Ranch 3.00 0.348%992$ 992$ 170$ 1,162$ 100-87-833 Bldg Maint Monta Vista Ct 1.00 0.116%331$ 331$ 57$ 387$ 100-87-837 Bldg Maint Creekside 1.00 0.116%331$ 331$ 57$ 387$ 100-87-838 Comm Hall Bldg Maint 1.00 0.116%331$ 331$ 57$ 387$ 100-87-841 BBF Facilities Maintenance 4.00 0.465%1,323$ 1,323$ 227$ 1,550$ 100-88-844 Traffic Engineering 5.00 0.581%1,654$ 1,654$ 284$ 1,937$ 100-88-845 Traffic Signal Maintenance 19.00 2.207%6,283$ 6,283$ 1,078$ 7,361$ 100-88-846 Safe Routes 2 School 1.00 0.116%331$ 331$ 57$ 387$ 210-0-0 Storm Drain Improvement 4.00 0.465%1,323$ 1,323$ 227$ 1,550$ 230-81-802 Non Point Source 3.00 0.348%992$ 992$ 170$ 1,162$ 230-81-855 Storm Drain Maintenance 5.00 0.581%1,654$ 1,654$ 284$ 1,937$ 260-72-709 CDBG Capital/Housing Projects 1.00 0.116%331$ 331$ 57$ 387$ 260-72-710 CDBG Public Service Grants 2.00 0.232%661$ 661$ 113$ 775$ 265-72-711 BMR Affordable Housing Fund 4.00 0.465%1,323$ 1,323$ 227$ 1,550$ 270-85-820 Sidewalk Curb and Gutter 6.00 0.697%1,984$ 1,984$ 340$ 2,325$ 270-85-821 Street Pavement Maintenance 10.00 1.161%3,307$ 3,307$ 567$ 3,874$ 270-85-822 Street Sign Marking 12.00 1.394%3,968$ 3,968$ 681$ 4,649$ 280-0-0 Park Dedication 4.00 0.465%1,323$ 1,323$ 227$ 1,550$ 420-99-7 ADA Improvements 2.00 0.232%661$ 661$ 113$ 775$ 420-99-48 Capital Project Support 34.00 3.949%11,244$ 11,244$ 1,928$ 13,172$ 420-99-56 St Light Install - Annual Infill 5.00 0.581%1,654$ 1,654$ 284$ 1,937$ 420-99-63 CW Bldg Condition Assess Impl 2.00 0.232%661$ 661$ 113$ 775$ 420-99-85 Playground EQ (Creekside&Varian)2.00 0.232%661$ 661$ 113$ 775$ 520-81-801 Resources Recovery 10.00 1.161%3,307$ 3,307$ 567$ 3,874$ 560-63-616 BBF Golf Course 6.00 0.697%1,984$ 1,984$ 340$ 2,325$ 560-87-260 BBF Golf Maintenance 2.00 0.232%661$ 661$ 113$ 775$ 570-63-621 Sports Center Operation 16.00 1.858%5,291$ 5,291$ 907$ 6,199$ 570-87-836 Bldg Maint Sports Center 6.00 0.697%1,984$ 1,984$ 340$ 2,325$ 580-62-613 Youth Teen Recreation 24.00 2.787%7,937$ 7,937$ 1,361$ 9,298$ 580-63-620 Outdoor Recreation 22.00 2.555%7,275$ 7,275$ 1,248$ 8,523$ 610-30-300 Administration 1.00 0.116%331$ 331$ 57$ 387$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 152562 CC 02-06-2024 562 of 723 100-41-425 Purchasing . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 610-34-310 Infrastructure 55.00 6.388%18,189$ 18,189$ 3,119$ 21,308$ 610-35-986 GIS 12.00 1.394%3,968$ 3,968$ 681$ 4,649$ 630-85-849 Equipment Maintenance 3.00 0.348%992$ 992$ 170$ 1,162$ 630-90-985 Non Departmental - Fixed Assets Acquisition 13.00 1.510%4,299$ 4,299$ 737$ 5,036$ Total 861.00 100.000%284,736$ -$ 284,736$ 36,525$ 321,261$ . Allocation Basis:# of POs . Source of Allocation:PO Report FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 153563 CC 02-06-2024 563 of 723 100-41-425 Purchasing . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL PO Processing . . 100-10-100 City Council 2,605.36 0.009%17$ 17$ 17$ 100-12-120 City Manager 69,774.64 0.244%463$ 463$ 463$ 100-12-126 Office of Communications 18,287.00 0.064%121$ 121$ 121$ 100-12-633 Disaster Preparedness 182.21 0.001%1$ 1$ 1$ 100-31-305 Video 160,602.32 0.561%1,065$ 1,065$ 1,065$ 100-32-308 Applications 777,957.72 2.719%5,161$ 5,161$ 5,161$ 100-41-405 Accounting 298,676.13 1.044%1,981$ 1,981$ 1,981$ 100-44-412 Human Resources 110,517.42 0.386%733$ 733$ 99$ 832$ 100-80-800 Public Works Admin 1,198.52 0.004%8$ 8$ 1$ 9$ 100-84-815 Civic Center Ground Maint 34,950.00 0.122%232$ 232$ 31$ 263$ 100-87-827 Bldg Maint City Hall 102,424.00 0.358%679$ 679$ 91$ 771$ 100-12-122 Sustainability Division 100,919.86 0.353%669$ 669$ 90$ 760$ 100-12-305 Video 22,790.67 0.080%151$ 151$ 20$ 172$ 100-12-632 Comm Outreach & Neigh Watch 2,447.66 0.009%16$ 16$ 2$ 18$ 100-12-705 Economic Development 10,000.00 0.035%66$ 66$ 9$ 75$ 100-14-123 City Manager Contingency 5,850.00 0.020%39$ 39$ 5$ 44$ 100-20-200 Law Enforcement SC Sherif 827,909.90 2.893%5,492$ 5,492$ 739$ 6,231$ 100-60-601 Rec & Comm Svcs Administration 30,400.00 0.106%202$ 202$ 27$ 229$ 100-61-605 Cultural Events 42,177.00 0.147%280$ 280$ 38$ 317$ 100-62-623 Youth, Teen and Senior Adult Rec 94,450.00 0.330%627$ 627$ 84$ 711$ 100-62-639 Youth and Teen Programs 3,991.57 0.014%26$ 26$ 4$ 30$ 100-63-612 Park Facilities 95,334.94 0.333%632$ 632$ 85$ 717$ 100-71-701 Current Planning 232,245.00 0.812%1,541$ 1,541$ 207$ 1,748$ 100-71-702 Mid Long Term Planning 1,126,757.00 3.938%7,474$ 7,474$ 1,005$ 8,480$ 100-72-712 Gen Fund Human Services Grants 115,780.00 0.405%768$ 768$ 103$ 871$ 100-73-714 Construction Plan Check 780,000.00 2.726%5,174$ 5,174$ 696$ 5,870$ 100-74-202 Code Enforcement 264,544.46 0.924%1,755$ 1,755$ 236$ 1,991$ 100-82-804 Plan Review 112,198.30 0.392%744$ 744$ 100$ 844$ 100-83-807 Service Center Administration 245,892.53 0.859%1,631$ 1,631$ 219$ 1,851$ 100-84-808 McClellan Ranch Park 105,954.27 0.370%703$ 703$ 95$ 797$ 100-84-809 Memorial Park 129,881.00 0.454%862$ 862$ 116$ 977$ 100-84-811 BBF Ground Maintenance 90,872.00 0.318%603$ 603$ 81$ 684$ 100-84-812 School Site Maintenance 204,081.58 0.713%1,354$ 1,354$ 182$ 1,536$ 100-84-813 Neighborhood Parks 335,918.97 1.174%2,228$ 2,228$ 300$ 2,528$ 100-84-814 Sport Fields Jollyman CRK 105,331.00 0.368%699$ 699$ 94$ 793$ 100-85-848 Street Lighting 353,131.36 1.234%2,343$ 2,343$ 315$ 2,658$ 100-85-850 Environmental Materials 3,500.00 0.012%23$ 23$ 3$ 26$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 154564 CC 02-06-2024 564 of 723 100-41-425 Purchasing . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-86-261 Trail Maintenance 54,750.00 0.191%363$ 363$ 49$ 412$ 100-86-824 Overpasses and Medians 289,839.74 1.013%1,923$ 1,923$ 259$ 2,181$ 100-86-825 Street Tree Maintenance 71,440.00 0.250%474$ 474$ 64$ 538$ 100-86-826 Weekend Work Program 4,700.00 0.016%31$ 31$ 4$ 35$ 100-87-828 Bldg Maint Library 62,200.00 0.217%413$ 413$ 56$ 468$ 100-87-829 Bldg Maint Service Center 449,939.00 1.572%2,985$ 2,985$ 402$ 3,386$ 100-87-830 Bldg Maint Quinlan Center 31,166.48 0.109%207$ 207$ 28$ 235$ 100-87-831 Bldg Maint Senior Center 108,822.50 0.380%722$ 722$ 97$ 819$ 100-87-832 Bldg Maint McClellan Ranch 19,253.00 0.067%128$ 128$ 17$ 145$ 100-87-833 Bldg Maint Monta Vista Ct 8,629.00 0.030%57$ 57$ 8$ 65$ 100-87-837 Bldg Maint Creekside 1,595.00 0.006%11$ 11$ 1$ 12$ 100-87-838 Comm Hall Bldg Maint 893.00 0.003%6$ 6$ 1$ 7$ 100-87-841 BBF Facilities Maintenance 28,708.66 0.100%190$ 190$ 26$ 216$ 100-88-844 Traffic Engineering 3,718,079.50 12.993%24,664$ 24,664$ 3,318$ 27,982$ 100-88-845 Traffic Signal Maintenance 134,914.25 0.471%895$ 895$ 120$ 1,015$ 100-88-846 Safe Routes 2 School 20,000.00 0.070%133$ 133$ 18$ 151$ 210-0-0 Storm Drain Improvement 1,575,798.00 5.507%10,453$ 10,453$ 1,406$ 11,859$ 230-81-802 Non Point Source 72,335.00 0.253%480$ 480$ 65$ 544$ 230-81-855 Storm Drain Maintenance 154,024.85 0.538%1,022$ 1,022$ 137$ 1,159$ 260-72-709 CDBG Capital/Housing Projects 88,966.00 0.311%590$ 590$ 79$ 670$ 260-72-710 CDBG Public Service Grants 59,460.45 0.208%394$ 394$ 53$ 447$ 265-72-711 BMR Affordable Housing Fund 323,156.00 1.129%2,144$ 2,144$ 288$ 2,432$ 270-85-820 Sidewalk Curb and Gutter 1,511,648.40 5.283%10,028$ 10,028$ 1,349$ 11,376$ 270-85-821 Street Pavement Maintenance 3,712,075.23 12.972%24,624$ 24,624$ 3,312$ 27,937$ 270-85-822 Street Sign Marking 162,700.37 0.569%1,079$ 1,079$ 145$ 1,224$ 280-0-0 Park Dedication 40,744.00 0.142%270$ 270$ 36$ 307$ 420-99-7 ADA Improvements 88,672.00 0.310%588$ 588$ 79$ 667$ 420-99-48 Capital Project Support 2,369,721.61 8.281%15,720$ 15,720$ 2,115$ 17,834$ 420-99-56 St Light Install - Annual Infill 171,453.70 0.599%1,137$ 1,137$ 153$ 1,290$ 420-99-63 CW Bldg Condition Assess Impl 29,436.00 0.103%195$ 195$ 26$ 222$ 420-99-85 Playground EQ (Creekside&Varian)60,417.55 0.211%401$ 401$ 54$ 455$ 520-81-801 Resources Recovery 333,122.40 1.164%2,210$ 2,210$ 297$ 2,507$ 560-63-616 BBF Golf Course 360,461.00 1.260%2,391$ 2,391$ 322$ 2,713$ 560-87-260 BBF Golf Maintenance 23,560.00 0.082%156$ 156$ 21$ 177$ 570-63-621 Sports Center Operation 2,213,123.00 7.734%14,681$ 14,681$ 1,975$ 16,656$ 570-87-836 Bldg Maint Sports Center 87,641.00 0.306%581$ 581$ 78$ 660$ 580-62-613 Youth Teen Recreation 782,184.39 2.733%5,189$ 5,189$ 698$ 5,887$ 580-63-620 Outdoor Recreation 385,473.70 1.347%2,557$ 2,557$ 344$ 2,901$ 610-30-300 Administration 66,000.00 0.231%438$ 438$ 59$ 497$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 155565 CC 02-06-2024 565 of 723 100-41-425 Purchasing . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 610-34-310 Infrastructure 771,023.04 2.694%5,115$ 5,115$ 688$ 5,803$ 610-35-986 GIS 329,306.90 1.151%2,184$ 2,184$ 294$ 2,478$ 630-85-849 Equipment Maintenance 9,769.46 0.034%65$ 65$ 9$ 74$ 630-90-985 Non Departmental - Fixed Assets Acquisition 809,131.71 2.828%5,367$ 5,367$ 722$ 6,089$ Total 28,615,870.28 100.000%189,824$ -$ 189,824$ 24,350$ 214,174$ . Allocation Basis:$ of POs . Source of Allocation:PO Report FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 156566 CC 02-06-2024 566 of 723 ALLOCATION SUMMARY 100-10-100 City Council 331$ 17$ 348$ 100-12-120 City Manager 1,323$ 463$ 1,786$ 100-12-126 Office of Communications 331$ 121$ 452$ 100-12-633 Disaster Preparedness 331$ 1$ 332$ 100-31-305 Video 58,204$ 1,065$ 59,269$ 100-32-308 Applications 8,598$ 5,161$ 13,759$ 100-41-405 Accounting 2,646$ 1,981$ 4,627$ 100-44-412 Human Resources 1,162$ 832$ 1,994$ 100-80-800 Public Works Admin 387$ 9$ 396$ 100-84-815 Civic Center Ground Maint 5,424$ 263$ 5,687$ 100-87-827 Bldg Maint City Hall 1,162$ 771$ 1,933$ 100-12-122 Sustainability Division 1,550$ 760$ 2,309$ 100-12-305 Video 18,209$ 172$ 18,380$ 100-12-632 Comm Outreach & Neigh Watch 775$ 18$ 793$ 100-12-705 Economic Development 387$ 75$ 463$ 100-14-123 City Manager Contingency 387$ 44$ 431$ 100-20-200 Law Enforcement SC Sherif 387$ 6,231$ 6,618$ 100-60-601 Rec & Comm Svcs Administration 387$ 229$ 616$ 100-61-605 Cultural Events 387$ 317$ 705$ 100-62-623 Youth, Teen and Senior Adult Rec 2,325$ 711$ 3,035$ 100-62-639 Youth and Teen Programs 2,712$ 30$ 2,742$ 100-63-612 Park Facilities 3,487$ 717$ 4,204$ 100-71-701 Current Planning 2,712$ 1,748$ 4,460$ 100-71-702 Mid Long Term Planning 775$ 8,480$ 9,255$ 100-72-712 Gen Fund Human Services Grants 1,550$ 871$ 2,421$ 100-73-714 Construction Plan Check 1,162$ 5,870$ 7,032$ 100-74-202 Code Enforcement 775$ 1,991$ 2,766$ 100-82-804 Plan Review 3,487$ 844$ 4,331$ 100-83-807 Service Center Administration 4,262$ 1,851$ 6,112$ 100-41-425 Purchasing PO Creation Support PO Processing Total FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 157567 CC 02-06-2024 567 of 723 ALLOCATION SUMMARY 100-41-425 Purchasing PO Creation Support PO Processing Total 100-84-808 McClellan Ranch Park 5,811$ 797$ 6,609$ 100-84-809 Memorial Park 8,911$ 977$ 9,888$ 100-84-811 BBF Ground Maintenance 8,136$ 684$ 8,820$ 100-84-812 School Site Maintenance 7,748$ 1,536$ 9,284$ 100-84-813 Neighborhood Parks 11,235$ 2,528$ 13,763$ 100-84-814 Sport Fields Jollyman CRK 8,136$ 793$ 8,929$ 100-85-848 Street Lighting 4,649$ 2,658$ 7,307$ 100-85-850 Environmental Materials 387$ 26$ 414$ 100-86-261 Trail Maintenance 10,848$ 412$ 11,260$ 100-86-824 Overpasses and Medians 4,649$ 2,181$ 6,830$ 100-86-825 Street Tree Maintenance 2,325$ 538$ 2,862$ 100-86-826 Weekend Work Program 775$ 35$ 810$ 100-87-828 Bldg Maint Library 775$ 468$ 1,243$ 100-87-829 Bldg Maint Service Center 2,325$ 3,386$ 5,711$ 100-87-830 Bldg Maint Quinlan Center 775$ 235$ 1,009$ 100-87-831 Bldg Maint Senior Center 1,550$ 819$ 2,369$ 100-87-832 Bldg Maint McClellan Ranch 1,162$ 145$ 1,307$ 100-87-833 Bldg Maint Monta Vista Ct 387$ 65$ 452$ 100-87-837 Bldg Maint Creekside 387$ 12$ 399$ 100-87-838 Comm Hall Bldg Maint 387$ 7$ 394$ 100-87-841 BBF Facilities Maintenance 1,550$ 216$ 1,766$ 100-88-844 Traffic Engineering 1,937$ 27,982$ 29,919$ 100-88-845 Traffic Signal Maintenance 7,361$ 1,015$ 8,376$ 100-88-846 Safe Routes 2 School 387$ 151$ 538$ 210-0-0 Storm Drain Improvement 1,550$ 11,859$ 13,409$ 230-81-802 Non Point Source 1,162$ 544$ 1,707$ 230-81-855 Storm Drain Maintenance 1,937$ 1,159$ 3,096$ 260-72-709 CDBG Capital/Housing Projects 387$ 670$ 1,057$ 260-72-710 CDBG Public Service Grants 775$ 447$ 1,222$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 158568 CC 02-06-2024 568 of 723 ALLOCATION SUMMARY 100-41-425 Purchasing PO Creation Support PO Processing Total 265-72-711 BMR Affordable Housing Fund 1,550$ 2,432$ 3,982$ 270-85-820 Sidewalk Curb and Gutter 2,325$ 11,376$ 13,701$ 270-85-821 Street Pavement Maintenance 3,874$ 27,937$ 31,811$ 270-85-822 Street Sign Marking 4,649$ 1,224$ 5,874$ 280-0-0 Park Dedication 1,550$ 307$ 1,856$ 420-99-7 ADA Improvements 775$ 667$ 1,442$ 420-99-48 Capital Project Support 13,172$ 17,834$ 31,006$ 420-99-56 St Light Install - Annual Infill 1,937$ 1,290$ 3,227$ 420-99-63 CW Bldg Condition Assess Impl 775$ 222$ 996$ 420-99-85 Playground EQ (Creekside&Varian)775$ 455$ 1,230$ 520-81-801 Resources Recovery 3,874$ 2,507$ 6,381$ 560-63-616 BBF Golf Course 2,325$ 2,713$ 5,037$ 560-87-260 BBF Golf Maintenance 775$ 177$ 952$ 570-63-621 Sports Center Operation 6,199$ 16,656$ 22,854$ 570-87-836 Bldg Maint Sports Center 2,325$ 660$ 2,984$ 580-62-613 Youth Teen Recreation 9,298$ 5,887$ 15,185$ 580-63-620 Outdoor Recreation 8,523$ 2,901$ 11,424$ 610-30-300 Administration 387$ 497$ 884$ 610-34-310 Infrastructure 21,308$ 5,803$ 27,111$ 610-35-986 GIS 4,649$ 2,478$ 7,127$ 630-85-849 Equipment Maintenance 1,162$ 74$ 1,236$ 630-90-985 Non Departmental - Fixed Assets Acquisition 5,036$ 6,089$ 11,126$ Total 321,261$ 214,174$ 535,435$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 159569 CC 02-06-2024 569 of 723 13 Budget The Budget Division is responsible for developing and managing the annual operating budget, as well as managing and updating the twenty-year long-term financial forecast and revenue and expenditure projections. Also, the Division provides financial planning and fiscal analysis for issues and business decisions facing the city. Budget costs are allocated to Receiving Divisions, as follows: • Budget – represents the support associated with developing the budget and monitoring the budget on behalf of City divisions. These costs have been allocated based upon budgeted expenditures per division5. The chart on the following page illustrates the functions and measures used to allocate Budget costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows the measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function-by-function breakdown of expenses, each function’s allocation, and an allocation summary. 5 Expenditures associated with Law Enforcement, Insurance Administration, Compensated Absence Fund, and HR Retiree Benefits were discounted as they are primarily a singular line item with minimal effort and support provided by budget staff in developing these budgets. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 160570 CC 02-06-2024 570 of 723 BUDGET Budget Budgeted Expenditures FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 161571 CC 02-06-2024 571 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Functional Expenditures 522,140$ 522,140$ Contingencies (215)$ Total Disallowed Costs (215)$ (215)$ Incoming Costs 100-12-120 City Manager 10,490$ 3,951$ 14,442$ 100-13-130 City Clerk 275$ 177$ 451$ 100-13-132 Mail Services 549$ 6$ 554$ 100-15-141 City Attorney 515$ 96$ 612$ 100-31-305 Video 7,607$ 1,450$ 9,057$ 100-32-308 Applications 135,901$ 36,615$ 172,516$ 100-40-400 Admin Services Administration 46,561$ 7,010$ 53,572$ 100-41-405 Accounting 4,004$ 1,310$ 5,314$ 100-41-426 Budgeting 3,772$ 3,772$ 100-44-412 Human Resources 27,492$ 27,492$ 100-44-417 Insurance Administration 1,448$ 1,448$ 100-84-815 Civic Center Ground Maint 1,371$ 1,371$ 100-87-827 Bldg Maint City Hall 12,555$ 12,555$ Total Incoming Costs 205,902$ 97,254$ 303,156$ Total Cost Adjustments -$ -$ Total Costs to be Allocated 727,827$ 97,254$ 825,081$ 100-41-426 Budgeting FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 162572 CC 02-06-2024 572 of 723 100-41-426 Budgeting Distribution Percentage 100.00% Personnel Salaries & Wages 351,551$ S 351,551$ Fringe Benefits 153,168$ S 153,168$ Subtotal Personnel Cost 504,719$ 504,719$ Operating Services & Supplies Operating Expenses 14,249$ S 14,249$ General Services 2,957$ S 2,957$ Contingencies 215$ S 215$ Subtotal Operating Cost 17,421$ 17,421$ FUNCTIONAL EXPENDITURES 522,140$ 522,140$ Disallowed Costs Contingencies (215)$ S (215)$ Subtotal Disallowed Costs (215)$ (215.00)$ Cost Adjustments Subtotal Cost Adjustments -$ -$ FUNCTIONAL COST 521,925$ 521,925$ First Allocation Incoming - All Others 205,902$ 205,902$ Reallocate Admin Costs -$ -$ Unallocated Costs -$ -$ Subtotal of First Allocation 727,827$ 727,827$ Second Allocation Incoming - All Others 97,254$ 97,254$ Reallocate Admin Costs -$ -$ Unallocated Costs -$ -$ Subtotal of Second Allocation 97,254$ 97,254$ TOTAL ALLOCATED 825,081$ 825,081$ EXPENSE DETAIL Sp rea d BudgetExpense Type Expenses ($) FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 163573 CC 02-06-2024 573 of 723 100-41-426 Budgeting . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total Budget . . 100-10-100 City Council 431,393.00 0.428%3,116$ 3,116$ 3,116$ 100-12-120 City Manager 2,382,405.00 2.365%17,210$ 17,210$ 17,210$ 100-12-126 Office of Communications 680,267.00 0.675%4,914$ 4,914$ 4,914$ 100-12-633 Disaster Preparedness 753,768.00 0.748%5,445$ 5,445$ 5,445$ 100-13-130 City Clerk 774,402.00 0.769%5,594$ 5,594$ 5,594$ 100-13-132 Mail Services 40,808.00 0.041%295$ 295$ 295$ 100-15-141 City Attorney 1,589,268.00 1.577%11,481$ 11,481$ 11,481$ 100-31-305 Video 925,970.00 0.919%6,689$ 6,689$ 6,689$ 100-32-308 Applications 2,706,815.00 2.687%19,554$ 19,554$ 19,554$ 100-40-400 Admin Services Administration 367,693.00 0.365%2,656$ 2,656$ 2,656$ 100-41-405 Accounting 1,818,249.00 1.805%13,135$ 13,135$ 13,135$ 100-41-425 Purchasing 369,477.00 0.367%2,669$ 2,669$ 2,669$ 100-41-426 Budgeting 522,140.00 0.518%3,772$ 3,772$ 3,772$ 100-44-412 Human Resources 1,395,466.00 1.385%10,081$ 10,081$ 1,553$ 11,634$ 100-44-417 Insurance Administration 229,743.70 0.228%1,660$ 1,660$ 256$ 1,915$ 100-80-800 Public Works Admin 1,043,142.00 1.035%7,535$ 7,535$ 1,161$ 8,696$ 100-82-806 CIP Administration 1,486,037.00 1.475%10,735$ 10,735$ 1,654$ 12,389$ 100-84-815 Civic Center Ground Maint 182,220.00 0.181%1,316$ 1,316$ 203$ 1,519$ 100-87-827 Bldg Maint City Hall 500,689.00 0.497%3,617$ 3,617$ 557$ 4,174$ 100-10-101 Community Funding 35,573.00 0.035%257$ 257$ 40$ 297$ 100-10-104 Historical Society 40,000.00 0.040%289$ 289$ 45$ 333$ 100-10-110 Sister Cities 73,086.00 0.073%528$ 528$ 81$ 609$ 100-11-131 Telecommunication Commission 35,630.00 0.035%257$ 257$ 40$ 297$ 100-11-140 Library Commission 42,959.00 0.043%310$ 310$ 48$ 358$ 100-11-142 Fine Arts Commission 41,512.00 0.041%300$ 300$ 46$ 346$ 100-11-150 Public Safety Commission 47,393.00 0.047%342$ 342$ 53$ 395$ 100-11-155 Bike/Ped Safety Commission 62,715.00 0.062%453$ 453$ 70$ 523$ 100-11-160 Recreation Commission 38,850.00 0.039%281$ 281$ 43$ 324$ 100-11-165 Teen Commission 42,466.00 0.042%307$ 307$ 47$ 354$ 100-11-170 Planning Commission 117,655.00 0.117%850$ 850$ 131$ 981$ 100-11-175 Housing Commission 61,377.00 0.061%443$ 443$ 68$ 512$ 100-11-180 Sustainability Commission 58,109.00 0.058%420$ 420$ 65$ 484$ 100-11-190 Audit Committee 40,583.00 0.040%293$ 293$ 45$ 338$ 100-12-122 Sustainability Division 704,037.00 0.699%5,086$ 5,086$ 783$ 5,869$ 100-12-305 Video 16,752.00 0.017%121$ 121$ 19$ 140$ ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 164574 CC 02-06-2024 574 of 723 100-41-426 Budgeting . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-12-307 Public Access Support 47,732.00 0.047%345$ 345$ 53$ 398$ 100-12-632 Comm Outreach & Neigh Watch 252,103.00 0.250%1,821$ 1,821$ 281$ 2,102$ 100-12-705 Economic Development 466,811.00 0.463%3,372$ 3,372$ 519$ 3,892$ 100-13-133 Elections 977.00 0.001%7$ 7$ 1$ 8$ 100-14-123 City Manager Contingency 50,000.00 0.050%361$ 361$ 56$ 417$ 100-20-200 Law Enforcement SC Sherif 890,630.40 0.884%6,434$ 6,434$ 991$ 7,425$ 100-41-406 Business Licenses 423,530.00 0.420%3,060$ 3,060$ 471$ 3,531$ 100-60-601 Rec & Comm Svcs Administration 1,358,144.00 1.348%9,811$ 9,811$ 1,511$ 11,322$ 100-60-636 Library Services 169,698.00 0.168%1,226$ 1,226$ 189$ 1,415$ 100-61-602 Administration 586,357.00 0.582%4,236$ 4,236$ 653$ 4,888$ 100-61-605 Cultural Events 437,794.00 0.435%3,163$ 3,163$ 487$ 3,650$ 100-61-630 Facilities 390,211.00 0.387%2,819$ 2,819$ 434$ 3,253$ 100-62-608 Administration 686,262.00 0.681%4,957$ 4,957$ 764$ 5,721$ 100-62-623 Youth, Teen and Senior Adult Rec 812,264.00 0.806%5,868$ 5,868$ 904$ 6,772$ 100-62-639 Youth and Teen Programs 278,895.00 0.277%2,015$ 2,015$ 310$ 2,325$ 100-62-640 Neighborhood Events 92,872.00 0.092%671$ 671$ 103$ 774$ 100-63-612 Park Facilities 1,270,364.00 1.261%9,177$ 9,177$ 1,414$ 10,591$ 100-70-700 Community Development Admin 570,884.00 0.567%4,124$ 4,124$ 635$ 4,759$ 100-71-701 Current Planning 3,406,046.00 3.381%24,605$ 24,605$ 3,790$ 28,395$ 100-71-702 Mid Long Term Planning 1,230,606.00 1.221%8,890$ 8,890$ 1,369$ 10,259$ 100-72-712 Gen Fund Human Services Grants 180,140.00 0.179%1,301$ 1,301$ 200$ 1,502$ 100-73-713 General Building 945,333.00 0.938%6,829$ 6,829$ 1,052$ 7,881$ 100-73-714 Construction Plan Check 2,297,027.00 2.280%16,593$ 16,593$ 2,556$ 19,150$ 100-73-715 Building Inspection 1,519,349.00 1.508%10,976$ 10,976$ 1,691$ 12,666$ 100-73-718 Muni - Bldg Code Enforcement 88,611.00 0.088%640$ 640$ 99$ 739$ 100-74-202 Code Enforcement 1,399,853.00 1.389%10,112$ 10,112$ 1,558$ 11,670$ 100-82-804 Plan Review 1,431,296.00 1.421%10,339$ 10,339$ 1,593$ 11,932$ 100-83-807 Service Center Administration 1,102,041.00 1.094%7,961$ 7,961$ 1,226$ 9,187$ 100-84-808 McClellan Ranch Park 176,317.00 0.175%1,274$ 1,274$ 196$ 1,470$ 100-84-809 Memorial Park 819,001.00 0.813%5,916$ 5,916$ 911$ 6,828$ 100-84-811 BBF Ground Maintenance 367,451.00 0.365%2,654$ 2,654$ 409$ 3,063$ 100-84-812 School Site Maintenance 1,383,586.00 1.373%9,995$ 9,995$ 1,540$ 11,535$ 100-84-813 Neighborhood Parks 2,593,101.00 2.574%18,732$ 18,732$ 2,886$ 21,618$ 100-84-814 Sport Fields Jollyman CRK 939,889.00 0.933%6,790$ 6,790$ 1,046$ 7,836$ 100-85-848 Street Lighting 1,011,921.00 1.004%7,310$ 7,310$ 1,126$ 8,436$ 100-85-850 Environmental Materials 218,853.00 0.217%1,581$ 1,581$ 244$ 1,825$ 100-86-261 Trail Maintenance 199,458.00 0.198%1,441$ 1,441$ 222$ 1,663$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 165575 CC 02-06-2024 575 of 723 100-41-426 Budgeting . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-86-824 Overpasses and Medians 1,670,592.00 1.658%12,068$ 12,068$ 1,859$ 13,927$ 100-86-825 Street Tree Maintenance 1,788,822.00 1.775%12,922$ 12,922$ 1,991$ 14,913$ 100-86-826 Weekend Work Program 592,351.00 0.588%4,279$ 4,279$ 659$ 4,938$ 100-87-828 Bldg Maint Library 1,007,493.00 1.000%7,278$ 7,278$ 1,121$ 8,399$ 100-87-829 Bldg Maint Service Center 310,886.00 0.309%2,246$ 2,246$ 346$ 2,592$ 100-87-830 Bldg Maint Quinlan Center 574,659.00 0.570%4,151$ 4,151$ 640$ 4,791$ 100-87-831 Bldg Maint Senior Center 324,289.00 0.322%2,343$ 2,343$ 361$ 2,703$ 100-87-832 Bldg Maint McClellan Ranch 293,750.00 0.292%2,122$ 2,122$ 327$ 2,449$ 100-87-833 Bldg Maint Monta Vista Ct 186,417.00 0.185%1,347$ 1,347$ 207$ 1,554$ 100-87-834 Bldg Maint Wilson 95,722.00 0.095%691$ 691$ 107$ 798$ 100-87-835 Bldg Maint Portal 46,228.00 0.046%334$ 334$ 51$ 385$ 100-87-837 Bldg Maint Creekside 136,076.00 0.135%983$ 983$ 151$ 1,134$ 100-87-838 Comm Hall Bldg Maint 225,544.00 0.224%1,629$ 1,629$ 251$ 1,880$ 100-87-839 Teen Center Bldg Maint 52,889.00 0.052%382$ 382$ 59$ 441$ 100-87-840 Park Bathrooms 180,280.00 0.179%1,302$ 1,302$ 201$ 1,503$ 100-87-841 BBF Facilities Maintenance 525,642.00 0.522%3,797$ 3,797$ 585$ 4,382$ 100-87-852 Franco Traffic Operations Center 15,257.00 0.015%110$ 110$ 17$ 127$ 100-87-857 City Hall Annex 24,892.00 0.025%180$ 180$ 28$ 208$ 100-88-844 Traffic Engineering 1,240,071.00 1.231%8,958$ 8,958$ 1,380$ 10,338$ 100-88-845 Traffic Signal Maintenance 820,029.00 0.814%5,924$ 5,924$ 913$ 6,836$ 100-88-846 Safe Routes 2 School 732,278.00 0.727%5,290$ 5,290$ 815$ 6,105$ 100-90-1 Non Departmental 6,475,103.00 6.427%46,775$ 46,775$ 7,206$ 53,981$ 230-81-802 Non Point Source 1,177,495.00 1.169%8,506$ 8,506$ 1,310$ 9,816$ 230-81-853 Storm Drain Fee 25,924.00 0.026%187$ 187$ 29$ 216$ 230-81-854 General Fund Subsidy 23,164.00 0.023%167$ 167$ 26$ 193$ 230-81-855 Storm Drain Maintenance 1,007,007.00 0.999%7,274$ 7,274$ 1,121$ 8,395$ 260-72-707 CDBG General Admin 132,070.00 0.131%954$ 954$ 147$ 1,101$ 260-72-709 CDBG Capital/Housing Projects 460,487.00 0.457%3,326$ 3,326$ 512$ 3,839$ 260-72-710 CDBG Public Service Grants 55,028.00 0.055%398$ 398$ 61$ 459$ 265-72-711 BMR Affordable Housing Fund 985,203.00 0.978%7,117$ 7,117$ 1,096$ 8,213$ 270-85-820 Sidewalk Curb and Gutter 1,795,414.00 1.782%12,970$ 12,970$ 1,998$ 14,968$ 270-85-821 Street Pavement Maintenance 3,945,450.00 3.916%28,501$ 28,501$ 4,391$ 32,892$ 270-85-822 Street Sign Marking 778,930.00 0.773%5,627$ 5,627$ 867$ 6,494$ 281-90-1 Non Departmental 15,000.00 0.015%108$ 108$ 17$ 125$ 365-90-500 Non Departmental - Facility Lease 2,677,600.00 2.658%19,343$ 19,343$ 2,980$ 22,322$ 420-99-7 ADA Improvements 100,000.00 0.099%722$ 722$ 111$ 834$ 420-99-47 CIP Prelim Planning & Design 125,000.00 0.124%903$ 903$ 139$ 1,042$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 166576 CC 02-06-2024 576 of 723 100-41-426 Budgeting . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 420-99-48 Capital Project Support 50,000.00 0.050%361$ 361$ 56$ 417$ 420-99-56 St Light Install - Annual Infill 35,000.00 0.035%253$ 253$ 39$ 292$ 420-99-63 CW Bldg Condition Assess Impl 1,000,000.00 0.993%7,224$ 7,224$ 1,113$ 8,337$ 420-99-85 Playground EQ (Creekside&Varian)300,000.00 0.298%2,167$ 2,167$ 334$ 2,501$ 420-99-266 SCB/Calabazas Creek SD Repair 420,000.00 0.417%3,034$ 3,034$ 467$ 3,501$ 420-99-267 Stevens Creek Bridge Repair 172,000.00 0.171%1,243$ 1,243$ 191$ 1,434$ 429-90-1 Non Departmental 2,027,000.00 2.012%14,643$ 14,643$ 2,256$ 16,898$ 520-81-801 Resources Recovery 2,636,342.00 2.617%19,045$ 19,045$ 2,934$ 21,978$ 560-63-616 BBF Golf Course 642,342.00 0.638%4,640$ 4,640$ 715$ 5,355$ 560-87-260 BBF Golf Maintenance 103,244.00 0.102%746$ 746$ 115$ 861$ 570-63-621 Sports Center Operation 2,840,279.00 2.819%20,518$ 20,518$ 3,161$ 23,679$ 570-87-836 Bldg Maint Sports Center 659,124.00 0.654%4,761$ 4,761$ 734$ 5,495$ 580-62-613 Youth Teen Recreation 1,703,251.00 1.691%12,304$ 12,304$ 1,895$ 14,199$ 580-63-620 Outdoor Recreation 1,086,993.00 1.079%7,852$ 7,852$ 1,210$ 9,062$ 610-30-300 Administration 189,715.00 0.188%1,370$ 1,370$ 211$ 1,582$ 610-34-310 Infrastructure 2,245,117.00 2.228%16,218$ 16,218$ 2,499$ 18,717$ 610-35-986 GIS 1,489,528.00 1.478%10,760$ 10,760$ 1,658$ 12,418$ 620-44-418 Workers Compensation Insurance 582,778.00 0.578%4,210$ 4,210$ 649$ 4,858$ 630-85-849 Equipment Maintenance 1,501,047.00 1.490%10,843$ 10,843$ 1,670$ 12,514$ 630-90-985 Non Departmental - Fixed Assets Acquisition 467,868.00 0.464%3,380$ 3,380$ 521$ 3,900$ 641-44-419 Long Term Disability 10,238.10 0.010%74$ 74$ 11$ 85$ 641-44-420 Compensated Absence 65,809.00 0.065%475$ 475$ 73$ 549$ 642-44-414 HR Retiree Benefits 148,698.80 0.148%1,074$ 1,074$ 165$ 1,240$ Total 100,753,473.00 100.000%727,827$ -$ 727,827$ 97,254$ 825,081$ . Allocation Basis:Budgeted Expenditures . Source of Allocation:Budget Report FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 167577 CC 02-06-2024 577 of 723 ALLOCATION SUMMARY 100-10-100 City Council 3,116$ 3,116$ 100-12-120 City Manager 17,210$ 17,210$ 100-12-126 Office of Communications 4,914$ 4,914$ 100-12-633 Disaster Preparedness 5,445$ 5,445$ 100-13-130 City Clerk 5,594$ 5,594$ 100-13-132 Mail Services 295$ 295$ 100-15-141 City Attorney 11,481$ 11,481$ 100-31-305 Video 6,689$ 6,689$ 100-32-308 Applications 19,554$ 19,554$ 100-40-400 Admin Services Administration 2,656$ 2,656$ 100-41-405 Accounting 13,135$ 13,135$ 100-41-425 Purchasing 2,669$ 2,669$ 100-41-426 Budgeting 3,772$ 3,772$ 100-44-412 Human Resources 11,634$ 11,634$ 100-44-417 Insurance Administration 1,915$ 1,915$ 100-80-800 Public Works Admin 8,696$ 8,696$ 100-82-806 CIP Administration 12,389$ 12,389$ 100-84-815 Civic Center Ground Maint 1,519$ 1,519$ 100-87-827 Bldg Maint City Hall 4,174$ 4,174$ 100-10-101 Community Funding 297$ 297$ 100-10-104 Historical Society 333$ 333$ 100-10-110 Sister Cities 609$ 609$ 100-11-131 Telecommunication Commission 297$ 297$ 100-11-140 Library Commission 358$ 358$ 100-11-142 Fine Arts Commission 346$ 346$ 100-11-150 Public Safety Commission 395$ 395$ 100-11-155 Bike/Ped Safety Commission 523$ 523$ 100-11-160 Recreation Commission 324$ 324$ 100-11-165 Teen Commission 354$ 354$ 100-41-426 Budgeting Budget Total FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 168578 CC 02-06-2024 578 of 723 ALLOCATION SUMMARY 100-41-426 Budgeting Budget Total 100-11-170 Planning Commission 981$ 981$ 100-11-175 Housing Commission 512$ 512$ 100-11-180 Sustainability Commission 484$ 484$ 100-11-190 Audit Committee 338$ 338$ 100-12-122 Sustainability Division 5,869$ 5,869$ 100-12-305 Video 140$ 140$ 100-12-307 Public Access Support 398$ 398$ 100-12-632 Comm Outreach & Neigh Watch 2,102$ 2,102$ 100-12-705 Economic Development 3,892$ 3,892$ 100-13-133 Elections 8$ 8$ 100-14-123 City Manager Contingency 417$ 417$ 100-20-200 Law Enforcement SC Sherif 7,425$ 7,425$ 100-41-406 Business Licenses 3,531$ 3,531$ 100-60-601 Rec & Comm Svcs Administration 11,322$ 11,322$ 100-60-636 Library Services 1,415$ 1,415$ 100-61-602 Administration 4,888$ 4,888$ 100-61-605 Cultural Events 3,650$ 3,650$ 100-61-630 Facilities 3,253$ 3,253$ 100-62-608 Administration 5,721$ 5,721$ 100-62-623 Youth, Teen and Senior Adult Rec 6,772$ 6,772$ 100-62-639 Youth and Teen Programs 2,325$ 2,325$ 100-62-640 Neighborhood Events 774$ 774$ 100-63-612 Park Facilities 10,591$ 10,591$ 100-70-700 Community Development Admin 4,759$ 4,759$ 100-71-701 Current Planning 28,395$ 28,395$ 100-71-702 Mid Long Term Planning 10,259$ 10,259$ 100-72-712 Gen Fund Human Services Grants 1,502$ 1,502$ 100-73-713 General Building 7,881$ 7,881$ 100-73-714 Construction Plan Check 19,150$ 19,150$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 169579 CC 02-06-2024 579 of 723 ALLOCATION SUMMARY 100-41-426 Budgeting Budget Total 100-73-715 Building Inspection 12,666$ 12,666$ 100-73-718 Muni - Bldg Code Enforcement 739$ 739$ 100-74-202 Code Enforcement 11,670$ 11,670$ 100-82-804 Plan Review 11,932$ 11,932$ 100-83-807 Service Center Administration 9,187$ 9,187$ 100-84-808 McClellan Ranch Park 1,470$ 1,470$ 100-84-809 Memorial Park 6,828$ 6,828$ 100-84-811 BBF Ground Maintenance 3,063$ 3,063$ 100-84-812 School Site Maintenance 11,535$ 11,535$ 100-84-813 Neighborhood Parks 21,618$ 21,618$ 100-84-814 Sport Fields Jollyman CRK 7,836$ 7,836$ 100-85-848 Street Lighting 8,436$ 8,436$ 100-85-850 Environmental Materials 1,825$ 1,825$ 100-86-261 Trail Maintenance 1,663$ 1,663$ 100-86-824 Overpasses and Medians 13,927$ 13,927$ 100-86-825 Street Tree Maintenance 14,913$ 14,913$ 100-86-826 Weekend Work Program 4,938$ 4,938$ 100-87-828 Bldg Maint Library 8,399$ 8,399$ 100-87-829 Bldg Maint Service Center 2,592$ 2,592$ 100-87-830 Bldg Maint Quinlan Center 4,791$ 4,791$ 100-87-831 Bldg Maint Senior Center 2,703$ 2,703$ 100-87-832 Bldg Maint McClellan Ranch 2,449$ 2,449$ 100-87-833 Bldg Maint Monta Vista Ct 1,554$ 1,554$ 100-87-834 Bldg Maint Wilson 798$ 798$ 100-87-835 Bldg Maint Portal 385$ 385$ 100-87-837 Bldg Maint Creekside 1,134$ 1,134$ 100-87-838 Comm Hall Bldg Maint 1,880$ 1,880$ 100-87-839 Teen Center Bldg Maint 441$ 441$ 100-87-840 Park Bathrooms 1,503$ 1,503$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 170580 CC 02-06-2024 580 of 723 ALLOCATION SUMMARY 100-41-426 Budgeting Budget Total 100-87-841 BBF Facilities Maintenance 4,382$ 4,382$ 100-87-852 Franco Traffic Operations Center 127$ 127$ 100-87-857 City Hall Annex 208$ 208$ 100-88-844 Traffic Engineering 10,338$ 10,338$ 100-88-845 Traffic Signal Maintenance 6,836$ 6,836$ 100-88-846 Safe Routes 2 School 6,105$ 6,105$ 100-90-1 Non Departmental 53,981$ 53,981$ 230-81-802 Non Point Source 9,816$ 9,816$ 230-81-853 Storm Drain Fee 216$ 216$ 230-81-854 General Fund Subsidy 193$ 193$ 230-81-855 Storm Drain Maintenance 8,395$ 8,395$ 260-72-707 CDBG General Admin 1,101$ 1,101$ 260-72-709 CDBG Capital/Housing Projects 3,839$ 3,839$ 260-72-710 CDBG Public Service Grants 459$ 459$ 265-72-711 BMR Affordable Housing Fund 8,213$ 8,213$ 270-85-820 Sidewalk Curb and Gutter 14,968$ 14,968$ 270-85-821 Street Pavement Maintenance 32,892$ 32,892$ 270-85-822 Street Sign Marking 6,494$ 6,494$ 281-90-1 Non Departmental 125$ 125$ 365-90-500 Non Departmental - Facility Lease 22,322$ 22,322$ 420-99-7 ADA Improvements 834$ 834$ 420-99-47 CIP Prelim Planning & Design 1,042$ 1,042$ 420-99-48 Capital Project Support 417$ 417$ 420-99-56 St Light Install - Annual Infill 292$ 292$ 420-99-63 CW Bldg Condition Assess Impl 8,337$ 8,337$ 420-99-85 Playground EQ (Creekside&Varian)2,501$ 2,501$ 420-99-266 SCB/Calabazas Creek SD Repair 3,501$ 3,501$ 420-99-267 Stevens Creek Bridge Repair 1,434$ 1,434$ 429-90-1 Non Departmental 16,898$ 16,898$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 171581 CC 02-06-2024 581 of 723 ALLOCATION SUMMARY 100-41-426 Budgeting Budget Total 520-81-801 Resources Recovery 21,978$ 21,978$ 560-63-616 BBF Golf Course 5,355$ 5,355$ 560-87-260 BBF Golf Maintenance 861$ 861$ 570-63-621 Sports Center Operation 23,679$ 23,679$ 570-87-836 Bldg Maint Sports Center 5,495$ 5,495$ 580-62-613 Youth Teen Recreation 14,199$ 14,199$ 580-63-620 Outdoor Recreation 9,062$ 9,062$ 610-30-300 Administration 1,582$ 1,582$ 610-34-310 Infrastructure 18,717$ 18,717$ 610-35-986 GIS 12,418$ 12,418$ 620-44-418 Workers Compensation Insurance 4,858$ 4,858$ 630-85-849 Equipment Maintenance 12,514$ 12,514$ 630-90-985 Non Departmental - Fixed Assets Acquisition 3,900$ 3,900$ 641-44-419 Long Term Disability 85$ 85$ 641-44-420 Compensated Absence 549$ 549$ 642-44-414 HR Retiree Benefits 1,240$ 1,240$ Total 825,081$ 825,081$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 172582 CC 02-06-2024 582 of 723 14 Human Resources The Human Resources Division is responsible for the administration of employee benefits and labor relations, recruitment, classification, compensation, employee development, and benefits. The Division also administers risk management, safety and wellness, and workers compensation programs for all City Divisions. Costs for this division were allocated based on the estimated level of effort associated with support of the Receiving Divisions, as follows: • Recruitment – represents the support associated with recruiting and onboarding of new employees for vacant positions. These costs are allocated based on the number of full and part-time recruitments per fund per Division. • Employee Support – represents the support associated with labor relations, classification and compensation, promotions, and benefits administration. These costs have been allocated based on total number of full-time employees per fund per Division. The chart on the following page illustrates the functions and measures used to allocate Human Resources costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows the measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function-by-function breakdown of expenses, each function’s allocation, and an allocation summary. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 173583 CC 02-06-2024 583 of 723 HUMAN RESOURCES Recruitment # of Recruitments Employee Support # of FTE FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 174584 CC 02-06-2024 584 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Functional Expenditures 1,395,466$ 1,395,466$ Contingencies (3,477)$ Total Disallowed Costs (3,477)$ (3,477)$ Incoming Costs 100-10-100 City Council 992$ 1,552$ 2,544$ 100-12-120 City Manager 29,702$ 11,395$ 41,097$ 100-13-130 City Clerk 2,806$ 2,751$ 5,556$ 100-13-132 Mail Services 549$ 6$ 554$ 100-15-141 City Attorney 5,267$ 1,315$ 6,582$ 100-32-308 Applications 67,950$ 18,307$ 86,258$ 100-40-400 Admin Services Administration 115,806$ 17,436$ 133,242$ 100-41-425 Purchasing 1,725$ 269$ 1,994$ 100-41-426 Budgeting 10,081$ 1,553$ 11,634$ 100-44-412 Human Resources 27,914$ 27,914$ 100-44-417 Insurance Administration 3,603$ 3,603$ 100-84-815 Civic Center Ground Maint 2,459$ 2,459$ 100-87-827 Bldg Maint City Hall 24,788$ 24,788$ Total Incoming Costs 234,877$ 113,347$ 348,224$ Total Cost Adjustments -$ -$ Total Costs to be Allocated 1,626,866$ 113,347$ 1,740,213$ 100-44-412 Human Resources FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 175585 CC 02-06-2024 585 of 723 100-44-412 Human Resources Distribution Percentage 25.00%75.00% Personnel Salaries & Wages 776,398$ S 194,100$ 582,299$ Fringe Benefits 337,405$ S 84,351$ 253,054$ Subtotal Personnel Cost 1,113,803$ 278,451$ 835,352$ Operating Services & Supplies Operating Expenses 60,192$ S 15,048$ 45,144$ General Services 217,994$ S 54,499$ 163,496$ Contingencies 3,477$ S 869$ 2,608$ Subtotal Operating Cost 281,663$ 70,416$ 211,247$ FUNCTIONAL EXPENDITURES 1,395,466$ 348,867$ 1,046,600$ Disallowed Costs Contingencies (3,477)$ S (869)$ (2,608)$ Subtotal Disallowed Costs (3,477)$ (869)$ (2,608)$ Cost Adjustments Subtotal Cost Adjustments -$ -$ -$ FUNCTIONAL COST 1,391,989$ 347,997$ 1,043,992$ First Allocation Incoming - All Others 234,877$ 58,719$ 176,158$ Reallocate Admin Costs -$ -$ -$ Unallocated Costs -$ -$ -$ Subtotal of First Allocation 1,626,866$ 406,717$ 1,220,150$ Second Allocation Incoming - All Others 113,347$ 28,337$ 85,010$ Reallocate Admin Costs -$ -$ -$ Unallocated Costs -$ -$ -$ Subtotal of Second Allocation 113,347$ 28,337$ 85,010$ TOTAL ALLOCATED 1,740,213$ 435,053$ 1,305,160$ EXPENSE DETAIL Sp rea d Recruitment Employee SupportExpense Type Expenses ($) FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 176586 CC 02-06-2024 586 of 723 100-44-412 Human Resources . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total Recruitment . . 100-12-120 City Manager 3.00 12.000%48,806$ 48,806$ 48,806$ 100-12-126 Office of Communications 2.00 8.000%32,537$ 32,537$ 32,537$ 100-41-405 Accounting 1.00 4.000%16,269$ 16,269$ 16,269$ 100-41-425 Purchasing 1.00 4.000%16,269$ 16,269$ 16,269$ 100-41-426 Budgeting 1.00 4.000%16,269$ 16,269$ 16,269$ 100-80-800 Public Works Admin 3.00 12.000%48,806$ 48,806$ 5,001$ 53,807$ 100-82-806 CIP Administration 2.00 8.000%32,537$ 32,537$ 3,334$ 35,871$ 100-12-122 Sustainability Division 1.00 4.000%16,269$ 16,269$ 1,667$ 17,936$ 100-12-705 Economic Development 1.00 4.000%16,269$ 16,269$ 1,667$ 17,936$ 100-60-601 Rec & Comm Svcs Administration 2.00 8.000%32,537$ 32,537$ 3,334$ 35,871$ 100-71-701 Current Planning 2.00 8.000%32,537$ 32,537$ 3,334$ 35,871$ 100-71-702 Mid Long Term Planning 1.00 4.000%16,269$ 16,269$ 1,667$ 17,936$ 100-73-714 Construction Plan Check 2.00 8.000%32,537$ 32,537$ 3,334$ 35,871$ 100-74-202 Code Enforcement 1.00 4.000%16,269$ 16,269$ 1,667$ 17,936$ 270-85-821 Street Pavement Maintenance 1.00 4.000%16,269$ 16,269$ 1,667$ 17,936$ 610-35-986 GIS 1.00 4.000%16,269$ 16,269$ 1,667$ 17,936$ Total 25.00 100.000%406,717$ -$ 406,717$ 28,337$ 435,053$ . Allocation Basis:# of Recruitments / Dept / Program . Source of Allocation:HR Email ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 177587 CC 02-06-2024 587 of 723 100-44-412 Human Resources . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL Employee Support . . 100-10-100 City Council 5.85 2.759%33,669$ 33,669$ 33,669$ 100-12-120 City Manager 6.90 3.255%39,712$ 39,712$ 39,712$ 100-12-126 Office of Communications 2.65 1.250%15,252$ 15,252$ 15,252$ 100-12-633 Disaster Preparedness 1.95 0.920%11,223$ 11,223$ 11,223$ 100-13-130 City Clerk 3.50 1.651%20,144$ 20,144$ 20,144$ 100-15-141 City Attorney 3.00 1.415%17,266$ 17,266$ 17,266$ 100-31-305 Video 3.00 1.415%17,266$ 17,266$ 17,266$ 100-32-308 Applications 3.50 1.651%20,144$ 20,144$ 20,144$ 100-40-400 Admin Services Administration 1.40 0.660%8,058$ 8,058$ 8,058$ 100-41-405 Accounting 7.05 3.325%40,576$ 40,576$ 40,576$ 100-41-425 Purchasing 1.20 0.566%6,907$ 6,907$ 6,907$ 100-41-426 Budgeting 1.95 0.920%11,223$ 11,223$ 11,223$ 100-44-412 Human Resources 4.85 2.288%27,914$ 27,914$ 27,914$ 100-44-417 Insurance Administration 0.15 0.071%863$ 863$ 77$ 941$ 100-80-800 Public Works Admin 3.95 1.863%22,734$ 22,734$ 2,033$ 24,767$ 100-82-806 CIP Administration 5.75 2.712%33,094$ 33,094$ 2,959$ 36,053$ 100-84-815 Civic Center Ground Maint 0.80 0.377%4,604$ 4,604$ 412$ 5,016$ 100-87-827 Bldg Maint City Hall 0.70 0.330%4,029$ 4,029$ 360$ 4,389$ 100-10-110 Sister Cities 0.10 0.047%576$ 576$ 51$ 627$ 100-11-131 Telecommunication Commission 0.07 0.033%403$ 403$ 36$ 439$ 100-11-140 Library Commission 0.10 0.047%576$ 576$ 51$ 627$ 100-11-142 Fine Arts Commission 0.10 0.047%576$ 576$ 51$ 627$ 100-11-150 Public Safety Commission 0.05 0.024%288$ 288$ 26$ 314$ 100-11-155 Bike/Ped Safety Commission 0.15 0.071%863$ 863$ 77$ 941$ 100-11-160 Recreation Commission 0.10 0.047%576$ 576$ 51$ 627$ 100-11-165 Teen Commission 0.05 0.024%288$ 288$ 26$ 314$ 100-11-170 Planning Commission 0.26 0.123%1,496$ 1,496$ 134$ 1,630$ 100-11-175 Housing Commission 0.15 0.071%863$ 863$ 77$ 941$ 100-11-180 Sustainability Commission 0.15 0.071%863$ 863$ 77$ 941$ 100-11-190 Audit Committee 0.10 0.047%576$ 576$ 51$ 627$ 100-12-122 Sustainability Division 1.80 0.849%10,360$ 10,360$ 926$ 11,286$ 100-12-632 Comm Outreach & Neigh Watch 1.00 0.472%5,755$ 5,755$ 515$ 6,270$ 100-12-705 Economic Development 1.00 0.472%5,755$ 5,755$ 515$ 6,270$ 100-41-406 Business Licenses 1.10 0.519%6,331$ 6,331$ 566$ 6,897$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 178588 CC 02-06-2024 588 of 723 100-44-412 Human Resources . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-60-601 Rec & Comm Svcs Administration 4.90 2.311%28,202$ 28,202$ 2,521$ 30,723$ 100-61-602 Administration 3.00 1.415%17,266$ 17,266$ 1,544$ 18,810$ 100-61-605 Cultural Events 1.00 0.472%5,755$ 5,755$ 515$ 6,270$ 100-61-630 Facilities 2.25 1.061%12,950$ 12,950$ 1,158$ 14,108$ 100-62-608 Administration 2.95 1.392%16,978$ 16,978$ 1,518$ 18,497$ 100-62-623 Youth, Teen and Senior Adult Rec 2.05 0.967%11,799$ 11,799$ 1,055$ 12,854$ 100-62-639 Youth and Teen Programs 0.75 0.354%4,317$ 4,317$ 386$ 4,703$ 100-62-640 Neighborhood Events 0.25 0.118%1,439$ 1,439$ 129$ 1,568$ 100-63-612 Park Facilities 3.18 1.500%18,302$ 18,302$ 1,636$ 19,939$ 100-70-700 Community Development Admin 0.50 0.236%2,878$ 2,878$ 257$ 3,135$ 100-71-701 Current Planning 9.48 4.472%54,561$ 54,561$ 4,878$ 59,440$ 100-71-702 Mid Long Term Planning 3.49 1.646%20,086$ 20,086$ 1,796$ 21,882$ 100-73-713 General Building 3.12 1.472%17,957$ 17,957$ 1,606$ 19,562$ 100-73-714 Construction Plan Check 6.70 3.160%38,561$ 38,561$ 3,448$ 42,009$ 100-73-715 Building Inspection 5.15 2.429%29,640$ 29,640$ 2,650$ 32,291$ 100-73-718 Muni - Bldg Code Enforcement 0.25 0.118%1,439$ 1,439$ 129$ 1,568$ 100-74-202 Code Enforcement 4.00 1.887%23,022$ 23,022$ 2,058$ 25,080$ 100-82-804 Plan Review 3.90 1.840%22,446$ 22,446$ 2,007$ 24,453$ 100-83-807 Service Center Administration 3.05 1.439%17,554$ 17,554$ 1,570$ 19,124$ 100-84-808 McClellan Ranch Park 0.40 0.189%2,302$ 2,302$ 206$ 2,508$ 100-84-809 Memorial Park 1.50 0.708%8,633$ 8,633$ 772$ 9,405$ 100-84-811 BBF Ground Maintenance 1.00 0.472%5,755$ 5,755$ 515$ 6,270$ 100-84-812 School Site Maintenance 4.20 1.981%24,173$ 24,173$ 2,161$ 26,334$ 100-84-813 Neighborhood Parks 8.60 4.057%49,497$ 49,497$ 4,425$ 53,922$ 100-84-814 Sport Fields Jollyman CRK 2.50 1.179%14,389$ 14,389$ 1,286$ 15,675$ 100-85-848 Street Lighting 1.25 0.590%7,194$ 7,194$ 643$ 7,838$ 100-85-850 Environmental Materials 0.75 0.354%4,317$ 4,317$ 386$ 4,703$ 100-86-261 Trail Maintenance 0.85 0.401%4,892$ 4,892$ 437$ 5,330$ 100-86-824 Overpasses and Medians 6.55 3.090%37,698$ 37,698$ 3,371$ 41,069$ 100-86-825 Street Tree Maintenance 7.40 3.491%42,590$ 42,590$ 3,808$ 46,398$ 100-86-826 Weekend Work Program 2.20 1.038%12,662$ 12,662$ 1,132$ 13,794$ 100-87-828 Bldg Maint Library 0.60 0.283%3,453$ 3,453$ 309$ 3,762$ 100-87-829 Bldg Maint Service Center 0.50 0.236%2,878$ 2,878$ 257$ 3,135$ 100-87-830 Bldg Maint Quinlan Center 0.60 0.283%3,453$ 3,453$ 309$ 3,762$ 100-87-831 Bldg Maint Senior Center 0.60 0.283%3,453$ 3,453$ 309$ 3,762$ 100-87-832 Bldg Maint McClellan Ranch 0.60 0.283%3,453$ 3,453$ 309$ 3,762$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 179589 CC 02-06-2024 589 of 723 100-44-412 Human Resources . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-87-833 Bldg Maint Monta Vista Ct 0.30 0.142%1,727$ 1,727$ 154$ 1,881$ 100-87-834 Bldg Maint Wilson 0.10 0.047%576$ 576$ 51$ 627$ 100-87-837 Bldg Maint Creekside 0.30 0.142%1,727$ 1,727$ 154$ 1,881$ 100-87-838 Comm Hall Bldg Maint 0.30 0.142%1,727$ 1,727$ 154$ 1,881$ 100-87-839 Teen Center Bldg Maint 0.10 0.047%576$ 576$ 51$ 627$ 100-87-840 Park Bathrooms 0.10 0.047%576$ 576$ 51$ 627$ 100-87-841 BBF Facilities Maintenance 1.40 0.660%8,058$ 8,058$ 720$ 8,778$ 100-87-857 City Hall Annex 0.10 0.047%576$ 576$ 51$ 627$ 100-88-844 Traffic Engineering 3.40 1.604%19,568$ 19,568$ 1,750$ 21,318$ 100-88-845 Traffic Signal Maintenance 2.00 0.943%11,511$ 11,511$ 1,029$ 12,540$ 100-88-846 Safe Routes 2 School 1.00 0.472%5,755$ 5,755$ 515$ 6,270$ 230-81-802 Non Point Source 2.72 1.283%15,655$ 15,655$ 1,400$ 17,054$ 230-81-855 Storm Drain Maintenance 2.20 1.038%12,662$ 12,662$ 1,132$ 13,794$ 260-72-707 CDBG General Admin 0.49 0.233%2,843$ 2,843$ 254$ 3,097$ 265-72-711 BMR Affordable Housing Fund 1.21 0.569%6,941$ 6,941$ 621$ 7,562$ 270-85-820 Sidewalk Curb and Gutter 1.90 0.896%10,935$ 10,935$ 978$ 11,913$ 270-85-821 Street Pavement Maintenance 3.60 1.698%20,720$ 20,720$ 1,853$ 22,572$ 270-85-822 Street Sign Marking 3.05 1.439%17,554$ 17,554$ 1,570$ 19,124$ 520-81-801 Resources Recovery 3.60 1.698%20,720$ 20,720$ 1,853$ 22,572$ 560-63-616 BBF Golf Course 1.10 0.519%6,331$ 6,331$ 566$ 6,897$ 570-63-621 Sports Center Operation 2.40 1.132%13,813$ 13,813$ 1,235$ 15,048$ 570-87-836 Bldg Maint Sports Center 0.70 0.330%4,029$ 4,029$ 360$ 4,389$ 580-62-613 Youth Teen Recreation 1.70 0.802%9,784$ 9,784$ 875$ 10,659$ 580-63-620 Outdoor Recreation 2.10 0.991%12,086$ 12,086$ 1,081$ 13,167$ 610-30-300 Administration 0.53 0.250%3,050$ 3,050$ 273$ 3,323$ 610-34-310 Infrastructure 4.50 2.123%25,899$ 25,899$ 2,316$ 28,215$ 610-35-986 GIS 3.40 1.604%19,568$ 19,568$ 1,750$ 21,318$ 620-44-418 Workers Compensation Insurance 0.20 0.094%1,151$ 1,151$ 103$ 1,254$ 630-85-849 Equipment Maintenance 3.00 1.415%17,266$ 17,266$ 1,544$ 18,810$ Total 212.00 100.000%1,220,150$ -$ 1,220,150$ 85,010$ 1,305,160$ . Allocation Basis:# of FTE . Source of Allocation:Budget Report FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 180590 CC 02-06-2024 590 of 723 ALLOCATION SUMMARY 100-10-100 City Council -$ 33,669$ 33,669$ 100-12-120 City Manager 48,806$ 39,712$ 88,518$ 100-12-126 Office of Communications 32,537$ 15,252$ 47,789$ 100-12-633 Disaster Preparedness -$ 11,223$ 11,223$ 100-13-130 City Clerk -$ 20,144$ 20,144$ 100-15-141 City Attorney -$ 17,266$ 17,266$ 100-31-305 Video -$ 17,266$ 17,266$ 100-32-308 Applications -$ 20,144$ 20,144$ 100-40-400 Admin Services Administration -$ 8,058$ 8,058$ 100-41-405 Accounting 16,269$ 40,576$ 56,844$ 100-41-425 Purchasing 16,269$ 6,907$ 23,175$ 100-41-426 Budgeting 16,269$ 11,223$ 27,492$ 100-44-412 Human Resources -$ 27,914$ 27,914$ 100-44-417 Insurance Administration -$ 941$ 941$ 100-80-800 Public Works Admin 53,807$ 24,767$ 78,573$ 100-82-806 CIP Administration 35,871$ 36,053$ 71,924$ 100-84-815 Civic Center Ground Maint -$ 5,016$ 5,016$ 100-87-827 Bldg Maint City Hall -$ 4,389$ 4,389$ 100-10-110 Sister Cities -$ 627$ 627$ 100-11-131 Telecommunication Commission -$ 439$ 439$ 100-11-140 Library Commission -$ 627$ 627$ 100-11-142 Fine Arts Commission -$ 627$ 627$ 100-11-150 Public Safety Commission -$ 314$ 314$ 100-11-155 Bike/Ped Safety Commission -$ 941$ 941$ 100-11-160 Recreation Commission -$ 627$ 627$ 100-11-165 Teen Commission -$ 314$ 314$ 100-11-170 Planning Commission -$ 1,630$ 1,630$ 100-11-175 Housing Commission -$ 941$ 941$ 100-11-180 Sustainability Commission -$ 941$ 941$ 100-44-412 Human Resources Recruitment Employee Support Total FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 181591 CC 02-06-2024 591 of 723 ALLOCATION SUMMARY 100-44-412 Human Resources Recruitment Employee Support Total 100-11-190 Audit Committee -$ 627$ 627$ 100-12-122 Sustainability Division 17,936$ 11,286$ 29,222$ 100-12-632 Comm Outreach & Neigh Watch -$ 6,270$ 6,270$ 100-12-705 Economic Development 17,936$ 6,270$ 24,206$ 100-41-406 Business Licenses -$ 6,897$ 6,897$ 100-60-601 Rec & Comm Svcs Administration 35,871$ 30,723$ 66,594$ 100-61-602 Administration -$ 18,810$ 18,810$ 100-61-605 Cultural Events -$ 6,270$ 6,270$ 100-61-630 Facilities -$ 14,108$ 14,108$ 100-62-608 Administration -$ 18,497$ 18,497$ 100-62-623 Youth, Teen and Senior Adult Rec -$ 12,854$ 12,854$ 100-62-639 Youth and Teen Programs -$ 4,703$ 4,703$ 100-62-640 Neighborhood Events -$ 1,568$ 1,568$ 100-63-612 Park Facilities -$ 19,939$ 19,939$ 100-70-700 Community Development Admin -$ 3,135$ 3,135$ 100-71-701 Current Planning 35,871$ 59,440$ 95,311$ 100-71-702 Mid Long Term Planning 17,936$ 21,882$ 39,818$ 100-73-713 General Building -$ 19,562$ 19,562$ 100-73-714 Construction Plan Check 35,871$ 42,009$ 77,880$ 100-73-715 Building Inspection -$ 32,291$ 32,291$ 100-73-718 Muni - Bldg Code Enforcement -$ 1,568$ 1,568$ 100-74-202 Code Enforcement 17,936$ 25,080$ 43,016$ 100-82-804 Plan Review -$ 24,453$ 24,453$ 100-83-807 Service Center Administration -$ 19,124$ 19,124$ 100-84-808 McClellan Ranch Park -$ 2,508$ 2,508$ 100-84-809 Memorial Park -$ 9,405$ 9,405$ 100-84-811 BBF Ground Maintenance -$ 6,270$ 6,270$ 100-84-812 School Site Maintenance -$ 26,334$ 26,334$ 100-84-813 Neighborhood Parks -$ 53,922$ 53,922$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 182592 CC 02-06-2024 592 of 723 ALLOCATION SUMMARY 100-44-412 Human Resources Recruitment Employee Support Total 100-84-814 Sport Fields Jollyman CRK -$ 15,675$ 15,675$ 100-85-848 Street Lighting -$ 7,838$ 7,838$ 100-85-850 Environmental Materials -$ 4,703$ 4,703$ 100-86-261 Trail Maintenance -$ 5,330$ 5,330$ 100-86-824 Overpasses and Medians -$ 41,069$ 41,069$ 100-86-825 Street Tree Maintenance -$ 46,398$ 46,398$ 100-86-826 Weekend Work Program -$ 13,794$ 13,794$ 100-87-828 Bldg Maint Library -$ 3,762$ 3,762$ 100-87-829 Bldg Maint Service Center -$ 3,135$ 3,135$ 100-87-830 Bldg Maint Quinlan Center -$ 3,762$ 3,762$ 100-87-831 Bldg Maint Senior Center -$ 3,762$ 3,762$ 100-87-832 Bldg Maint McClellan Ranch -$ 3,762$ 3,762$ 100-87-833 Bldg Maint Monta Vista Ct -$ 1,881$ 1,881$ 100-87-834 Bldg Maint Wilson -$ 627$ 627$ 100-87-837 Bldg Maint Creekside -$ 1,881$ 1,881$ 100-87-838 Comm Hall Bldg Maint -$ 1,881$ 1,881$ 100-87-839 Teen Center Bldg Maint -$ 627$ 627$ 100-87-840 Park Bathrooms -$ 627$ 627$ 100-87-841 BBF Facilities Maintenance -$ 8,778$ 8,778$ 100-87-857 City Hall Annex -$ 627$ 627$ 100-88-844 Traffic Engineering -$ 21,318$ 21,318$ 100-88-845 Traffic Signal Maintenance -$ 12,540$ 12,540$ 100-88-846 Safe Routes 2 School -$ 6,270$ 6,270$ 230-81-802 Non Point Source -$ 17,054$ 17,054$ 230-81-855 Storm Drain Maintenance -$ 13,794$ 13,794$ 260-72-707 CDBG General Admin -$ 3,097$ 3,097$ 265-72-711 BMR Affordable Housing Fund -$ 7,562$ 7,562$ 270-85-820 Sidewalk Curb and Gutter -$ 11,913$ 11,913$ 270-85-821 Street Pavement Maintenance 17,936$ 22,572$ 40,508$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 183593 CC 02-06-2024 593 of 723 ALLOCATION SUMMARY 100-44-412 Human Resources Recruitment Employee Support Total 270-85-822 Street Sign Marking -$ 19,124$ 19,124$ 520-81-801 Resources Recovery -$ 22,572$ 22,572$ 560-63-616 BBF Golf Course -$ 6,897$ 6,897$ 570-63-621 Sports Center Operation -$ 15,048$ 15,048$ 570-87-836 Bldg Maint Sports Center -$ 4,389$ 4,389$ 580-62-613 Youth Teen Recreation -$ 10,659$ 10,659$ 580-63-620 Outdoor Recreation -$ 13,167$ 13,167$ 610-30-300 Administration -$ 3,323$ 3,323$ 610-34-310 Infrastructure -$ 28,215$ 28,215$ 610-35-986 GIS 17,936$ 21,318$ 39,254$ 620-44-418 Workers Compensation Insurance -$ 1,254$ 1,254$ 630-85-849 Equipment Maintenance -$ 18,810$ 18,810$ Total 435,053$ 1,305,160$ 1,740,213$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 184594 CC 02-06-2024 594 of 723 15 Insurance Administration The Insurance Administration Division oversees the management of Citywide insurances including property, general liability, and employment. Insurance Administration costs are allocated to Receiving Divisions, as follows: • General Liability – represents the costs associated with administering the General Liability program as well as the premium costs. These costs are allocated based on a three-year average of the number of claims per division. • Property – refers to costs associated with maintaining the City’s property insurance policies. These costs are allocated based on square feet of insured property occupied per division. • Employment Practices – represents the costs associated with maintaining and managing the employment practices liability premiums. These costs are allocated based on the total number of full-time employees per division. The chart on the following page illustrates the functions and measures used to allocate Insurance Administration costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows the measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function-by- function breakdown of expenses, each function’s allocation, and an allocation summary. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 185595 CC 02-06-2024 595 of 723 INSURANCE ADMINISTRATION General Liability 3 Year Average of Claims Property Square Footage Employment Practices # of FTE FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 186596 CC 02-06-2024 596 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Functional Expenditures 2,297,437$ 2,297,437$ Contingencies (27,352)$ Total Disallowed Costs (27,352)$ (27,352)$ Incoming Costs 100-12-120 City Manager 15,227$ 5,593$ 20,820$ 100-13-130 City Clerk 275$ 177$ 451$ 100-13-132 Mail Services 549$ 6$ 554$ 100-40-400 Admin Services Administration 3,582$ 539$ 4,121$ 100-41-426 Budgeting 1,660$ 256$ 1,915$ 100-44-412 Human Resources 863$ 77$ 941$ 100-44-417 Insurance Administration 111$ 111$ 100-84-815 Civic Center Ground Maint 96$ 96$ 100-87-827 Bldg Maint City Hall 966$ 966$ Total Incoming Costs 22,155$ 7,821$ 29,976$ Total Cost Adjustments -$ -$ Total Costs to be Allocated 2,292,240$ 7,821$ 2,300,061$ 100-44-417 Insurance Administration FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 187597 CC 02-06-2024 597 of 723 100-44-417 Insurance Administration Distribution Percentage 70.52%22.61%6.87% Personnel Salaries & Wages 21,793$ S 15,368$ 4,927$ 1,497$ Fringe Benefits 9,403$ S 6,631$ 2,126$ 646$ Subtotal Personnel Cost 31,196$ 21,999$ 7,053$ 2,143$ Operating Services & Supplies General Services 2,188,193$ S 1,543,114$ 494,750$ 150,329$ Contingencies 27,352$ S 19,289$ 6,184$ 1,879$ CAP Allocations/Reimbursements 50,696$ S 35,751$ 11,462$ 3,483$ Subtotal Operating Cost 2,266,241$ 1,598,153$ 512,397$ 155,691$ FUNCTIONAL EXPENDITURES 2,297,437$ 1,620,153$ 519,451$ 157,834$ Disallowed Costs Contingencies (27,352)$ S (19,289)$ (6,184)$ (1,879)$ Subtotal Disallowed Costs (27,352)$ (19,289)$ (6,184)$ (1,879)$ Cost Adjustments Subtotal Cost Adjustments -$ -$ -$ -$ FUNCTIONAL COST 2,270,085$ 1,600,864$ 513,266$ 155,955$ First Allocation Incoming - All Others 22,155$ 15,624$ 5,009$ 1,522$ Reallocate Admin Costs -$ -$ -$ -$ Unallocated Costs -$ -$ -$ -$ Subtotal of First Allocation 2,292,240$ 1,616,487$ 518,275$ 157,477$ Second Allocation Incoming - All Others 7,821$ 5,515$ 1,768$ 537$ Reallocate Admin Costs -$ -$ -$ -$ Unallocated Costs -$ -$ -$ -$ Subtotal of Second Allocation 7,821$ 5,515$ 1,768$ 537$ TOTAL ALLOCATED 2,300,061$ 1,622,003$ 520,044$ 158,014$ Expense Type Expenses ($) EXPENSE DETAIL Sp rea d General Liability Property Employment Practices FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 188598 CC 02-06-2024 598 of 723 100-44-417 Insurance Administration . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total General Liability . . 100-12-120 City Manager 3.00 7.500%121,237$ 121,237$ 121,237$ 100-20-200 Law Enforcement SC Sherif 0.67 1.675%27,076$ 27,076$ 100$ 27,176$ 100-60-601 Rec & Comm Svcs Administration 6.00 15.000%242,473$ 242,473$ 894$ 243,367$ 100-61-630 Facilities 2.33 5.825%94,160$ 94,160$ 347$ 94,508$ 100-63-612 Park Facilities 7.00 17.500%282,885$ 282,885$ 1,043$ 283,929$ 100-70-700 Community Development Admin 0.33 0.825%13,336$ 13,336$ 49$ 13,385$ 100-86-825 Street Tree Maintenance 6.00 15.000%242,473$ 242,473$ 894$ 243,367$ 100-88-844 Traffic Engineering 0.33 0.825%13,336$ 13,336$ 49$ 13,385$ 270-85-821 Street Pavement Maintenance 11.67 29.175%471,610$ 471,610$ 1,740$ 473,350$ 0-0-0 Other 2.67 6.675%107,901$ 107,901$ 398$ 108,299$ Total 40.00 100.000%1,616,487$ -$ 1,616,487$ 5,515$ 1,622,003$ . Allocation Basis:3 Year Avg Claim History . Source of Allocation:GL FY Logs (FY20-23) ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 189599 CC 02-06-2024 599 of 723 100-44-417 Insurance Administration . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL Property . . 100-87-827 Bldg Maint City Hall 23,040.00 10.964%56,825$ 56,825$ 194$ 57,019$ 100-84-809 Memorial Park 1,035.00 0.493%2,553$ 2,553$ 9$ 2,561$ 100-84-812 School Site Maintenance 744.00 0.354%1,835$ 1,835$ 6$ 1,841$ 100-84-813 Neighborhood Parks 232.00 0.110%572$ 572$ 2$ 574$ 100-84-814 Sport Fields Jollyman CRK 529.00 0.252%1,305$ 1,305$ 4$ 1,309$ 100-87-828 Bldg Maint Library 57,389.00 27.310%141,542$ 141,542$ 483$ 142,025$ 100-87-829 Bldg Maint Service Center 18,435.00 8.773%45,468$ 45,468$ 155$ 45,623$ 100-87-830 Bldg Maint Quinlan Center 28,695.00 13.655%70,772$ 70,772$ 241$ 71,014$ 100-87-831 Bldg Maint Senior Center 15,500.00 7.376%38,229$ 38,229$ 130$ 38,359$ 100-87-832 Bldg Maint McClellan Ranch 8,991.00 4.279%22,175$ 22,175$ 76$ 22,251$ 100-87-833 Bldg Maint Monta Vista Ct 11,996.00 5.709%29,587$ 29,587$ 101$ 29,688$ 100-87-834 Bldg Maint Wilson 2,369.00 1.127%5,843$ 5,843$ 20$ 5,863$ 100-87-835 Bldg Maint Portal 1,857.00 0.884%4,580$ 4,580$ 16$ 4,596$ 100-87-837 Bldg Maint Creekside 1,750.00 0.833%4,316$ 4,316$ 15$ 4,331$ 100-87-838 Comm Hall Bldg Maint 6,000.00 2.855%14,798$ 14,798$ 50$ 14,849$ 100-87-841 BBF Facilities Maintenance 11,165.00 5.313%27,537$ 27,537$ 94$ 27,631$ 100-88-845 Traffic Signal Maintenance 1,532.00 0.729%3,778$ 3,778$ 13$ 3,791$ 560-87-260 BBF Golf Maintenance 2,128.00 1.013%5,248$ 5,248$ 18$ 5,266$ 570-87-836 Bldg Maint Sports Center 16,750.00 7.971%41,312$ 41,312$ 141$ 41,453$ Total 210,137.00 100.000%518,275$ -$ 518,275$ 1,768$ 520,044$ . Allocation Basis:Sq. Ft. . Source of Allocation:Sq. Footage Report FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 190600 CC 02-06-2024 600 of 723 100-44-417 Insurance Administration . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL Employment Practices . . 100-10-100 City Council 5.85 2.759%4,345$ 4,345$ 4,345$ 100-12-120 City Manager 6.90 3.255%5,125$ 5,125$ 5,125$ 100-12-126 Office of Communications 2.65 1.250%1,968$ 1,968$ 1,968$ 100-12-633 Disaster Preparedness 1.95 0.920%1,448$ 1,448$ 1,448$ 100-13-130 City Clerk 3.50 1.651%2,600$ 2,600$ 2,600$ 100-15-141 City Attorney 3.00 1.415%2,228$ 2,228$ 2,228$ 100-31-305 Video 3.00 1.415%2,228$ 2,228$ 2,228$ 100-32-308 Applications 3.50 1.651%2,600$ 2,600$ 2,600$ 100-40-400 Admin Services Administration 1.40 0.660%1,040$ 1,040$ 1,040$ 100-41-405 Accounting 7.05 3.325%5,237$ 5,237$ 5,237$ 100-41-425 Purchasing 1.20 0.566%891$ 891$ 891$ 100-41-426 Budgeting 1.95 0.920%1,448$ 1,448$ 1,448$ 100-44-412 Human Resources 4.85 2.288%3,603$ 3,603$ 3,603$ 100-44-417 Insurance Administration 0.15 0.071%111$ 111$ 111$ 100-80-800 Public Works Admin 3.95 1.863%2,934$ 2,934$ 13$ 2,947$ 100-82-806 CIP Administration 5.75 2.712%4,271$ 4,271$ 19$ 4,290$ 100-84-815 Civic Center Ground Maint 0.80 0.377%594$ 594$ 3$ 597$ 100-87-827 Bldg Maint City Hall 0.70 0.330%520$ 520$ 2$ 522$ 100-10-110 Sister Cities 0.10 0.047%74$ 74$ 0$ 75$ 100-11-131 Telecommunication Commission 0.07 0.033%52$ 52$ 0$ 52$ 100-11-140 Library Commission 0.10 0.047%74$ 74$ 0$ 75$ 100-11-142 Fine Arts Commission 0.10 0.047%74$ 74$ 0$ 75$ 100-11-150 Public Safety Commission 0.05 0.024%37$ 37$ 0$ 37$ 100-11-155 Bike/Ped Safety Commission 0.15 0.071%111$ 111$ 0$ 112$ 100-11-160 Recreation Commission 0.10 0.047%74$ 74$ 0$ 75$ 100-11-165 Teen Commission 0.05 0.024%37$ 37$ 0$ 37$ 100-11-170 Planning Commission 0.26 0.123%193$ 193$ 1$ 194$ 100-11-175 Housing Commission 0.15 0.071%111$ 111$ 0$ 112$ 100-11-180 Sustainability Commission 0.15 0.071%111$ 111$ 0$ 112$ 100-11-190 Audit Committee 0.10 0.047%74$ 74$ 0$ 75$ 100-12-122 Sustainability Division 1.80 0.849%1,337$ 1,337$ 6$ 1,343$ 100-12-632 Comm Outreach & Neigh Watch 1.00 0.472%743$ 743$ 3$ 746$ 100-12-705 Economic Development 1.00 0.472%743$ 743$ 3$ 746$ 100-41-406 Business Licenses 1.10 0.519%817$ 817$ 4$ 821$ 100-60-601 Rec & Comm Svcs Administration 4.90 2.311%3,640$ 3,640$ 16$ 3,656$ 100-61-602 Administration 3.00 1.415%2,228$ 2,228$ 10$ 2,238$ 100-61-605 Cultural Events 1.00 0.472%743$ 743$ 3$ 746$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 191601 CC 02-06-2024 601 of 723 100-44-417 Insurance Administration . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-61-630 Facilities 2.25 1.061%1,671$ 1,671$ 7$ 1,679$ 100-62-608 Administration 2.95 1.392%2,191$ 2,191$ 10$ 2,201$ 100-62-623 Youth, Teen and Senior Adult Rec 2.05 0.967%1,523$ 1,523$ 7$ 1,529$ 100-62-639 Youth and Teen Programs 0.75 0.354%557$ 557$ 2$ 560$ 100-62-640 Neighborhood Events 0.25 0.118%186$ 186$ 1$ 187$ 100-63-612 Park Facilities 3.18 1.500%2,362$ 2,362$ 10$ 2,373$ 100-70-700 Community Development Admin 0.50 0.236%371$ 371$ 2$ 373$ 100-71-701 Current Planning 9.48 4.472%7,042$ 7,042$ 31$ 7,073$ 100-71-702 Mid Long Term Planning 3.49 1.646%2,592$ 2,592$ 11$ 2,604$ 100-73-713 General Building 3.12 1.472%2,318$ 2,318$ 10$ 2,328$ 100-73-714 Construction Plan Check 6.70 3.160%4,977$ 4,977$ 22$ 4,999$ 100-73-715 Building Inspection 5.15 2.429%3,825$ 3,825$ 17$ 3,842$ 100-73-718 Muni - Bldg Code Enforcement 0.25 0.118%186$ 186$ 1$ 187$ 100-74-202 Code Enforcement 4.00 1.887%2,971$ 2,971$ 13$ 2,984$ 100-82-804 Plan Review 3.90 1.840%2,897$ 2,897$ 13$ 2,910$ 100-83-807 Service Center Administration 3.05 1.439%2,266$ 2,266$ 10$ 2,276$ 100-84-808 McClellan Ranch Park 0.40 0.189%297$ 297$ 1$ 298$ 100-84-809 Memorial Park 1.50 0.708%1,114$ 1,114$ 5$ 1,119$ 100-84-811 BBF Ground Maintenance 1.00 0.472%743$ 743$ 3$ 746$ 100-84-812 School Site Maintenance 4.20 1.981%3,120$ 3,120$ 14$ 3,133$ 100-84-813 Neighborhood Parks 8.60 4.057%6,388$ 6,388$ 28$ 6,416$ 100-84-814 Sport Fields Jollyman CRK 2.50 1.179%1,857$ 1,857$ 8$ 1,865$ 100-85-848 Street Lighting 1.25 0.590%929$ 929$ 4$ 933$ 100-85-850 Environmental Materials 0.75 0.354%557$ 557$ 2$ 560$ 100-86-261 Trail Maintenance 0.85 0.401%631$ 631$ 3$ 634$ 100-86-824 Overpasses and Medians 6.55 3.090%4,865$ 4,865$ 21$ 4,887$ 100-86-825 Street Tree Maintenance 7.40 3.491%5,497$ 5,497$ 24$ 5,521$ 100-86-826 Weekend Work Program 2.20 1.038%1,634$ 1,634$ 7$ 1,641$ 100-87-828 Bldg Maint Library 0.60 0.283%446$ 446$ 2$ 448$ 100-87-829 Bldg Maint Service Center 0.50 0.236%371$ 371$ 2$ 373$ 100-87-830 Bldg Maint Quinlan Center 0.60 0.283%446$ 446$ 2$ 448$ 100-87-831 Bldg Maint Senior Center 0.60 0.283%446$ 446$ 2$ 448$ 100-87-832 Bldg Maint McClellan Ranch 0.60 0.283%446$ 446$ 2$ 448$ 100-87-833 Bldg Maint Monta Vista Ct 0.30 0.142%223$ 223$ 1$ 224$ 100-87-834 Bldg Maint Wilson 0.10 0.047%74$ 74$ 0$ 75$ 100-87-837 Bldg Maint Creekside 0.30 0.142%223$ 223$ 1$ 224$ 100-87-838 Comm Hall Bldg Maint 0.30 0.142%223$ 223$ 1$ 224$ 100-87-839 Teen Center Bldg Maint 0.10 0.047%74$ 74$ 0$ 75$ 100-87-840 Park Bathrooms 0.10 0.047%74$ 74$ 0$ 75$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 192602 CC 02-06-2024 602 of 723 100-44-417 Insurance Administration . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-87-841 BBF Facilities Maintenance 1.40 0.660%1,040$ 1,040$ 5$ 1,044$ 100-87-857 City Hall Annex 0.10 0.047%74$ 74$ 0$ 75$ 100-88-844 Traffic Engineering 3.40 1.604%2,526$ 2,526$ 11$ 2,537$ 100-88-845 Traffic Signal Maintenance 2.00 0.943%1,486$ 1,486$ 7$ 1,492$ 100-88-846 Safe Routes 2 School 1.00 0.472%743$ 743$ 3$ 746$ 230-81-802 Non Point Source 2.72 1.283%2,020$ 2,020$ 9$ 2,029$ 230-81-855 Storm Drain Maintenance 2.20 1.038%1,634$ 1,634$ 7$ 1,641$ 260-72-707 CDBG General Admin 0.49 0.233%367$ 367$ 2$ 369$ 265-72-711 BMR Affordable Housing Fund 1.21 0.569%896$ 896$ 4$ 900$ 270-85-820 Sidewalk Curb and Gutter 1.90 0.896%1,411$ 1,411$ 6$ 1,418$ 270-85-821 Street Pavement Maintenance 3.60 1.698%2,674$ 2,674$ 12$ 2,686$ 270-85-822 Street Sign Marking 3.05 1.439%2,266$ 2,266$ 10$ 2,276$ 520-81-801 Resources Recovery 3.60 1.698%2,674$ 2,674$ 12$ 2,686$ 560-63-616 BBF Golf Course 1.10 0.519%817$ 817$ 4$ 821$ 570-63-621 Sports Center Operation 2.40 1.132%1,783$ 1,783$ 8$ 1,791$ 570-87-836 Bldg Maint Sports Center 0.70 0.330%520$ 520$ 2$ 522$ 580-62-613 Youth Teen Recreation 1.70 0.802%1,263$ 1,263$ 6$ 1,268$ 580-63-620 Outdoor Recreation 2.10 0.991%1,560$ 1,560$ 7$ 1,567$ 610-30-300 Administration 0.53 0.250%394$ 394$ 2$ 395$ 610-34-310 Infrastructure 4.50 2.123%3,343$ 3,343$ 15$ 3,357$ 610-35-986 GIS 3.40 1.604%2,526$ 2,526$ 11$ 2,537$ 620-44-418 Workers Compensation Insurance 0.20 0.094%149$ 149$ 1$ 149$ 630-85-849 Equipment Maintenance 3.00 1.415%2,228$ 2,228$ 10$ 2,238$ Total 212.00 100.000%157,477$ -$ 157,477$ 537$ 158,014$ . Allocation Basis:# of FTE . Source of Allocation:Budget Report FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 193603 CC 02-06-2024 603 of 723 ALLOCATION SUMMARY 100-10-100 City Council -$ -$ 4,345$ 4,345$ 100-12-120 City Manager 121,237$ -$ 5,125$ 126,362$ 100-12-126 Office of Communications -$ -$ 1,968$ 1,968$ 100-12-633 Disaster Preparedness -$ -$ 1,448$ 1,448$ 100-13-130 City Clerk -$ -$ 2,600$ 2,600$ 100-15-141 City Attorney -$ -$ 2,228$ 2,228$ 100-31-305 Video -$ -$ 2,228$ 2,228$ 100-32-308 Applications -$ -$ 2,600$ 2,600$ 100-40-400 Admin Services Administration -$ -$ 1,040$ 1,040$ 100-41-405 Accounting -$ -$ 5,237$ 5,237$ 100-41-425 Purchasing -$ -$ 891$ 891$ 100-41-426 Budgeting -$ -$ 1,448$ 1,448$ 100-44-412 Human Resources -$ -$ 3,603$ 3,603$ 100-44-417 Insurance Administration -$ -$ 111$ 111$ 100-80-800 Public Works Admin -$ -$ 2,947$ 2,947$ 100-82-806 CIP Administration -$ -$ 4,290$ 4,290$ 100-84-815 Civic Center Ground Maint -$ -$ 597$ 597$ 100-87-827 Bldg Maint City Hall -$ 57,019$ 522$ 57,541$ 100-10-110 Sister Cities -$ -$ 75$ 75$ 100-11-131 Telecommunication Commission -$ -$ 52$ 52$ 100-11-140 Library Commission -$ -$ 75$ 75$ 100-11-142 Fine Arts Commission -$ -$ 75$ 75$ 100-11-150 Public Safety Commission -$ -$ 37$ 37$ 100-11-155 Bike/Ped Safety Commission -$ -$ 112$ 112$ 100-11-160 Recreation Commission -$ -$ 75$ 75$ 100-11-165 Teen Commission -$ -$ 37$ 37$ 100-11-170 Planning Commission -$ -$ 194$ 194$ 100-11-175 Housing Commission -$ -$ 112$ 112$ 100-11-180 Sustainability Commission -$ -$ 112$ 112$ 100-44-417 Insurance Administration General Liability Property Employment Practices Total FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 194604 CC 02-06-2024 604 of 723 ALLOCATION SUMMARY 100-44-417 Insurance Administration General Liability Property Employment Practices Total 100-11-190 Audit Committee -$ -$ 75$ 75$ 100-12-122 Sustainability Division -$ -$ 1,343$ 1,343$ 100-12-632 Comm Outreach & Neigh Watch -$ -$ 746$ 746$ 100-12-705 Economic Development -$ -$ 746$ 746$ 100-20-200 Law Enforcement SC Sherif 27,176$ -$ -$ 27,176$ 100-41-406 Business Licenses -$ -$ 821$ 821$ 100-60-601 Rec & Comm Svcs Administration 243,367$ -$ 3,656$ 247,023$ 100-61-602 Administration -$ -$ 2,238$ 2,238$ 100-61-605 Cultural Events -$ -$ 746$ 746$ 100-61-630 Facilities 94,508$ -$ 1,679$ 96,186$ 100-62-608 Administration -$ -$ 2,201$ 2,201$ 100-62-623 Youth, Teen and Senior Adult Rec -$ -$ 1,529$ 1,529$ 100-62-639 Youth and Teen Programs -$ -$ 560$ 560$ 100-62-640 Neighborhood Events -$ -$ 187$ 187$ 100-63-612 Park Facilities 283,929$ -$ 2,373$ 286,301$ 100-70-700 Community Development Admin 13,385$ -$ 373$ 13,758$ 100-71-701 Current Planning -$ -$ 7,073$ 7,073$ 100-71-702 Mid Long Term Planning -$ -$ 2,604$ 2,604$ 100-73-713 General Building -$ -$ 2,328$ 2,328$ 100-73-714 Construction Plan Check -$ -$ 4,999$ 4,999$ 100-73-715 Building Inspection -$ -$ 3,842$ 3,842$ 100-73-718 Muni - Bldg Code Enforcement -$ -$ 187$ 187$ 100-74-202 Code Enforcement -$ -$ 2,984$ 2,984$ 100-82-804 Plan Review -$ -$ 2,910$ 2,910$ 100-83-807 Service Center Administration -$ -$ 2,276$ 2,276$ 100-84-808 McClellan Ranch Park -$ -$ 298$ 298$ 100-84-809 Memorial Park -$ 2,561$ 1,119$ 3,681$ 100-84-811 BBF Ground Maintenance -$ -$ 746$ 746$ 100-84-812 School Site Maintenance -$ 1,841$ 3,133$ 4,975$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 195605 CC 02-06-2024 605 of 723 ALLOCATION SUMMARY 100-44-417 Insurance Administration General Liability Property Employment Practices Total 100-84-813 Neighborhood Parks -$ 574$ 6,416$ 6,990$ 100-84-814 Sport Fields Jollyman CRK -$ 1,309$ 1,865$ 3,174$ 100-85-848 Street Lighting -$ -$ 933$ 933$ 100-85-850 Environmental Materials -$ -$ 560$ 560$ 100-86-261 Trail Maintenance -$ -$ 634$ 634$ 100-86-824 Overpasses and Medians -$ -$ 4,887$ 4,887$ 100-86-825 Street Tree Maintenance 243,367$ -$ 5,521$ 248,888$ 100-86-826 Weekend Work Program -$ -$ 1,641$ 1,641$ 100-87-828 Bldg Maint Library -$ 142,025$ 448$ 142,473$ 100-87-829 Bldg Maint Service Center -$ 45,623$ 373$ 45,996$ 100-87-830 Bldg Maint Quinlan Center -$ 71,014$ 448$ 71,462$ 100-87-831 Bldg Maint Senior Center -$ 38,359$ 448$ 38,807$ 100-87-832 Bldg Maint McClellan Ranch -$ 22,251$ 448$ 22,698$ 100-87-833 Bldg Maint Monta Vista Ct -$ 29,688$ 224$ 29,911$ 100-87-834 Bldg Maint Wilson -$ 5,863$ 75$ 5,937$ 100-87-835 Bldg Maint Portal -$ 4,596$ -$ 4,596$ 100-87-837 Bldg Maint Creekside -$ 4,331$ 224$ 4,555$ 100-87-838 Comm Hall Bldg Maint -$ 14,849$ 224$ 15,073$ 100-87-839 Teen Center Bldg Maint -$ -$ 75$ 75$ 100-87-840 Park Bathrooms -$ -$ 75$ 75$ 100-87-841 BBF Facilities Maintenance -$ 27,631$ 1,044$ 28,675$ 100-87-857 City Hall Annex -$ -$ 75$ 75$ 100-88-844 Traffic Engineering 13,385$ -$ 2,537$ 15,922$ 100-88-845 Traffic Signal Maintenance -$ 3,791$ 1,492$ 5,284$ 100-88-846 Safe Routes 2 School -$ -$ 746$ 746$ 230-81-802 Non Point Source -$ -$ 2,029$ 2,029$ 230-81-855 Storm Drain Maintenance -$ -$ 1,641$ 1,641$ 260-72-707 CDBG General Admin -$ -$ 369$ 369$ 265-72-711 BMR Affordable Housing Fund -$ -$ 900$ 900$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 196606 CC 02-06-2024 606 of 723 ALLOCATION SUMMARY 100-44-417 Insurance Administration General Liability Property Employment Practices Total 270-85-820 Sidewalk Curb and Gutter -$ -$ 1,418$ 1,418$ 270-85-821 Street Pavement Maintenance 473,350$ -$ 2,686$ 476,036$ 270-85-822 Street Sign Marking -$ -$ 2,276$ 2,276$ 520-81-801 Resources Recovery -$ -$ 2,686$ 2,686$ 560-63-616 BBF Golf Course -$ -$ 821$ 821$ 560-87-260 BBF Golf Maintenance -$ 5,266$ -$ 5,266$ 570-63-621 Sports Center Operation -$ -$ 1,791$ 1,791$ 570-87-836 Bldg Maint Sports Center -$ 41,453$ 522$ 41,975$ 580-62-613 Youth Teen Recreation -$ -$ 1,268$ 1,268$ 580-63-620 Outdoor Recreation -$ -$ 1,567$ 1,567$ 610-30-300 Administration -$ -$ 395$ 395$ 610-34-310 Infrastructure -$ -$ 3,357$ 3,357$ 610-35-986 GIS -$ -$ 2,537$ 2,537$ 620-44-418 Workers Compensation Insurance -$ -$ 149$ 149$ 630-85-849 Equipment Maintenance -$ -$ 2,238$ 2,238$ 0-0-0 Other 108,299$ -$ -$ 108,299$ Total 1,622,003$ 520,044$ 158,014$ 2,300,061$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 197607 CC 02-06-2024 607 of 723 16 Public Works Administration The Public Works Administration Division oversees all public works related activities throughout the city, managing contracts, personnel, and projects. Public Works Administration costs are allocated to Receiving Divisions, as follows: • Employee Support – represents the costs associated with managing the different employees throughout Public Works. These costs are allocated based on the number of FTE per Public Works Division. • Administrative Support – reflects the costs associated with overseeing the different public works programs and projects. These costs are allocated based on budgeted expenditures per Public Works Division. The chart on the following page illustrates the functions and measures used to allocate Public Works Administration costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows the measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function-by- function breakdown of expenses, each function’s allocation, and an allocation summary. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 198608 CC 02-06-2024 608 of 723 PUBLIC WORKS ADMINISTRATION Employee Program Support # of FTE per Public Works Division Administrative Program Support Budgeted Expenditures per Public Works Division FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 199609 CC 02-06-2024 609 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Functional Expenditures 1,043,142$ 1,043,142$ Contingencies (147)$ Total Disallowed Costs (147)$ (147)$ Incoming Costs 100-10-100 City Council 14,874$ 23,287$ 38,161$ 100-12-120 City Manager 66,034$ 28,072$ 94,106$ 100-12-126 Office of Communications 13,080$ 1,509$ 14,589$ 100-13-130 City Clerk 30,027$ 30,092$ 60,119$ 100-13-132 Mail Services 549$ 6$ 554$ 100-15-141 City Attorney 42,924$ 12,994$ 55,918$ 100-41-405 Accounting 435,285$ 141,431$ 576,717$ 100-41-425 Purchasing 339$ 58$ 396$ 100-41-426 Budgeting 7,535$ 1,161$ 8,696$ 100-44-412 Human Resources 71,540$ 7,033$ 78,573$ 100-44-417 Insurance Administration 2,934$ 13$ 2,947$ 100-84-815 Civic Center Ground Maint 1,884$ 1,884$ 100-87-827 Bldg Maint City Hall 18,993$ 18,993$ Total Incoming Costs 685,122$ 266,532$ 951,653$ Total Cost Adjustments -$ -$ Total Costs to be Allocated 1,728,117$ 266,532$ 1,994,648$ 100-80-800 Public Works Admin FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 200610 CC 02-06-2024 610 of 723 100-80-800 Public Works Admin Distribution Percentage 50.00%50.00% Personnel Salaries & Wages 737,866$ S 368,933$ 368,933$ Fringe Benefits 293,386$ S 146,693$ 146,693$ Subtotal Personnel Cost 1,031,252$ 515,626$ 515,626$ Operating Services & Supplies Operating Expenses 11,461$ S 5,731$ 5,731$ General Services 282$ S 141$ 141$ Contingencies 147$ S 74$ 74$ Subtotal Operating Cost 11,890$ 5,945$ 5,945$ FUNCTIONAL EXPENDITURES 1,043,142$ 521,571$ 521,571$ Disallowed Costs Contingencies (147)$ S (74)$ (74)$ Subtotal Disallowed Costs (147)$ (74)$ (74)$ Cost Adjustments Subtotal Cost Adjustments -$ -$ -$ FUNCTIONAL COST 1,042,995$ 521,498$ 521,498$ First Allocation Incoming - All Others 685,122$ 342,561$ 342,561$ Reallocate Admin Costs -$ -$ -$ Unallocated Costs -$ -$ -$ Subtotal of First Allocation 1,728,117$ 864,058$ 864,058$ Second Allocation Incoming - All Others 266,532$ 133,266$ 133,266$ Reallocate Admin Costs -$ -$ -$ Unallocated Costs -$ -$ -$ Subtotal of Second Allocation 266,532$ 133,266$ 133,266$ TOTAL ALLOCATED 1,994,648$ 997,324$ 997,324$ EXPENSE DETAIL Employee Program Support Administrative Program SupportExpense Type Expenses ($) Sp rea d FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 201611 CC 02-06-2024 611 of 723 100-80-800 Public Works Admin . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total Employee Program Support . . 100-82-806 CIP Administration 5.75 6.831%59,027$ 59,027$ 9,104$ 68,131$ 100-84-815 Civic Center Ground Maint 0.80 0.950%8,213$ 8,213$ 1,267$ 9,479$ 100-87-827 Bldg Maint City Hall 0.70 0.832%7,186$ 7,186$ 1,108$ 8,294$ 100-82-804 Plan Review 3.90 4.633%40,036$ 40,036$ 6,175$ 46,211$ 100-83-807 Service Center Administration 3.05 3.624%31,310$ 31,310$ 4,829$ 36,139$ 100-84-808 McClellan Ranch Park 0.40 0.475%4,106$ 4,106$ 633$ 4,740$ 100-84-809 Memorial Park 1.50 1.782%15,398$ 15,398$ 2,375$ 17,773$ 100-84-811 BBF Ground Maintenance 1.00 1.188%10,266$ 10,266$ 1,583$ 11,849$ 100-84-812 School Site Maintenance 4.20 4.990%43,116$ 43,116$ 6,650$ 49,765$ 100-84-813 Neighborhood Parks 8.60 10.217%88,284$ 88,284$ 13,616$ 101,901$ 100-84-814 Sport Fields Jollyman CRK 2.50 2.970%25,664$ 25,664$ 3,958$ 29,622$ 100-85-848 Street Lighting 1.25 1.485%12,832$ 12,832$ 1,979$ 14,811$ 100-85-850 Environmental Materials 0.75 0.891%7,699$ 7,699$ 1,187$ 8,887$ 100-86-261 Trail Maintenance 0.85 1.010%8,726$ 8,726$ 1,346$ 10,072$ 100-86-824 Overpasses and Medians 6.55 7.782%67,240$ 67,240$ 10,371$ 77,610$ 100-86-825 Street Tree Maintenance 7.40 8.792%75,966$ 75,966$ 11,716$ 87,682$ 100-86-826 Weekend Work Program 2.20 2.614%22,584$ 22,584$ 3,483$ 26,068$ 100-87-828 Bldg Maint Library 0.60 0.713%6,159$ 6,159$ 950$ 7,109$ 100-87-829 Bldg Maint Service Center 0.50 0.594%5,133$ 5,133$ 792$ 5,924$ 100-87-830 Bldg Maint Quinlan Center 0.60 0.713%6,159$ 6,159$ 950$ 7,109$ 100-87-831 Bldg Maint Senior Center 0.60 0.713%6,159$ 6,159$ 950$ 7,109$ 100-87-832 Bldg Maint McClellan Ranch 0.60 0.713%6,159$ 6,159$ 950$ 7,109$ 100-87-833 Bldg Maint Monta Vista Ct 0.30 0.356%3,080$ 3,080$ 475$ 3,555$ 100-87-834 Bldg Maint Wilson 0.10 0.119%1,027$ 1,027$ 158$ 1,185$ 100-87-837 Bldg Maint Creekside 0.30 0.356%3,080$ 3,080$ 475$ 3,555$ 100-87-838 Comm Hall Bldg Maint 0.30 0.356%3,080$ 3,080$ 475$ 3,555$ 100-87-839 Teen Center Bldg Maint 0.10 0.119%1,027$ 1,027$ 158$ 1,185$ 100-87-840 Park Bathrooms 0.10 0.119%1,027$ 1,027$ 158$ 1,185$ 100-87-841 BBF Facilities Maintenance 1.40 1.663%14,372$ 14,372$ 2,217$ 16,588$ 100-87-857 City Hall Annex 0.10 0.119%1,027$ 1,027$ 158$ 1,185$ 100-88-844 Traffic Engineering 3.40 4.039%34,903$ 34,903$ 5,383$ 40,286$ 100-88-845 Traffic Signal Maintenance 2.00 2.376%20,531$ 20,531$ 3,167$ 23,698$ 100-88-846 Safe Routes 2 School 1.00 1.188%10,266$ 10,266$ 1,583$ 11,849$ 230-81-802 Non Point Source 2.72 3.232%27,923$ 27,923$ 4,307$ 32,229$ ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 202612 CC 02-06-2024 612 of 723 100-80-800 Public Works Admin . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 230-81-855 Storm Drain Maintenance 2.20 2.614%22,584$ 22,584$ 3,483$ 26,068$ 270-85-820 Sidewalk Curb and Gutter 1.90 2.257%19,505$ 19,505$ 3,008$ 22,513$ 270-85-821 Street Pavement Maintenance 3.60 4.277%36,956$ 36,956$ 5,700$ 42,656$ 270-85-822 Street Sign Marking 3.05 3.624%31,310$ 31,310$ 4,829$ 36,139$ 520-81-801 Resources Recovery 3.60 4.277%36,956$ 36,956$ 5,700$ 42,656$ 570-87-836 Bldg Maint Sports Center 0.70 0.832%7,186$ 7,186$ 1,108$ 8,294$ 630-85-849 Equipment Maintenance 3.00 3.564%30,797$ 30,797$ 4,750$ 35,547$ Total 84.17 100.000%864,058$ -$ 864,058$ 133,266$ 997,324$ . Allocation Basis:# of FTE per PW Division . Source of Allocation:Budget Report FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 203613 CC 02-06-2024 613 of 723 100-80-800 Public Works Admin . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL Administrative Program Support . . 100-82-806 CIP Administration 1,486,037.00 4.026%34,789$ 34,789$ 5,366$ 40,154$ 100-84-815 Civic Center Ground Maint 182,220.00 0.494%4,266$ 4,266$ 658$ 4,924$ 100-87-827 Bldg Maint City Hall 500,689.00 1.357%11,721$ 11,721$ 1,808$ 13,529$ 100-82-804 Plan Review 1,431,296.00 3.878%33,507$ 33,507$ 5,168$ 38,675$ 100-83-807 Service Center Administration 1,102,041.00 2.986%25,799$ 25,799$ 3,979$ 29,778$ 100-84-808 McClellan Ranch Park 176,317.00 0.478%4,128$ 4,128$ 637$ 4,764$ 100-84-809 Memorial Park 819,001.00 2.219%19,173$ 19,173$ 2,957$ 22,130$ 100-84-811 BBF Ground Maintenance 367,451.00 0.996%8,602$ 8,602$ 1,327$ 9,929$ 100-84-812 School Site Maintenance 1,383,586.00 3.749%32,390$ 32,390$ 4,996$ 37,386$ 100-84-813 Neighborhood Parks 2,593,101.00 7.026%60,706$ 60,706$ 9,363$ 70,068$ 100-84-814 Sport Fields Jollyman CRK 939,889.00 2.546%22,003$ 22,003$ 3,394$ 25,397$ 100-85-848 Street Lighting 1,011,921.00 2.742%23,689$ 23,689$ 3,654$ 27,343$ 100-85-850 Environmental Materials 218,853.00 0.593%5,123$ 5,123$ 790$ 5,914$ 100-86-261 Trail Maintenance 199,458.00 0.540%4,669$ 4,669$ 720$ 5,390$ 100-86-824 Overpasses and Medians 1,670,592.00 4.526%39,109$ 39,109$ 6,032$ 45,141$ 100-86-825 Street Tree Maintenance 1,788,822.00 4.847%41,877$ 41,877$ 6,459$ 48,336$ 100-86-826 Weekend Work Program 592,351.00 1.605%13,867$ 13,867$ 2,139$ 16,006$ 100-87-828 Bldg Maint Library 1,007,493.00 2.730%23,586$ 23,586$ 3,638$ 27,224$ 100-87-829 Bldg Maint Service Center 310,886.00 0.842%7,278$ 7,278$ 1,122$ 8,400$ 100-87-830 Bldg Maint Quinlan Center 574,659.00 1.557%13,453$ 13,453$ 2,075$ 15,528$ 100-87-831 Bldg Maint Senior Center 324,289.00 0.879%7,592$ 7,592$ 1,171$ 8,763$ 100-87-832 Bldg Maint McClellan Ranch 293,750.00 0.796%6,877$ 6,877$ 1,061$ 7,937$ 100-87-833 Bldg Maint Monta Vista Ct 186,417.00 0.505%4,364$ 4,364$ 673$ 5,037$ 100-87-834 Bldg Maint Wilson 95,722.00 0.259%2,241$ 2,241$ 346$ 2,587$ 100-87-835 Bldg Maint Portal 46,228.00 0.125%1,082$ 1,082$ 167$ 1,249$ 100-87-837 Bldg Maint Creekside 136,076.00 0.369%3,186$ 3,186$ 491$ 3,677$ 100-87-838 Comm Hall Bldg Maint 225,544.00 0.611%5,280$ 5,280$ 814$ 6,094$ 100-87-839 Teen Center Bldg Maint 52,889.00 0.143%1,238$ 1,238$ 191$ 1,429$ 100-87-840 Park Bathrooms 180,280.00 0.488%4,220$ 4,220$ 651$ 4,871$ 100-87-841 BBF Facilities Maintenance 525,642.00 1.424%12,305$ 12,305$ 1,898$ 14,203$ 100-87-852 Franco Traffic Operations Center 15,257.00 0.041%357$ 357$ 55$ 412$ 100-87-857 City Hall Annex 24,892.00 0.067%583$ 583$ 90$ 673$ 100-88-844 Traffic Engineering 1,240,071.00 3.360%29,031$ 29,031$ 4,477$ 33,508$ 100-88-845 Traffic Signal Maintenance 820,029.00 2.222%19,197$ 19,197$ 2,961$ 22,158$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 204614 CC 02-06-2024 614 of 723 100-80-800 Public Works Admin . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-88-846 Safe Routes 2 School 732,278.00 1.984%17,143$ 17,143$ 2,644$ 19,787$ 230-81-802 Non Point Source 1,177,495.00 3.190%27,566$ 27,566$ 4,252$ 31,817$ 230-81-853 Storm Drain Fee 25,924.00 0.070%607$ 607$ 94$ 700$ 230-81-854 General Fund Subsidy 23,164.00 0.063%542$ 542$ 84$ 626$ 230-81-855 Storm Drain Maintenance 1,007,007.00 2.728%23,574$ 23,574$ 3,636$ 27,210$ 270-85-820 Sidewalk Curb and Gutter 1,795,414.00 4.864%42,031$ 42,031$ 6,483$ 48,514$ 270-85-821 Street Pavement Maintenance 3,945,450.00 10.690%92,365$ 92,365$ 14,246$ 106,610$ 270-85-822 Street Sign Marking 778,930.00 2.110%18,235$ 18,235$ 2,812$ 21,048$ 520-81-801 Resources Recovery 2,636,342.00 7.143%61,718$ 61,718$ 9,519$ 71,237$ 560-87-260 BBF Golf Maintenance 103,244.00 0.280%2,417$ 2,417$ 373$ 2,790$ 570-87-836 Bldg Maint Sports Center 659,124.00 1.786%15,430$ 15,430$ 2,380$ 17,810$ 630-85-849 Equipment Maintenance 1,501,047.00 4.067%35,140$ 35,140$ 5,420$ 40,560$ Total 36,909,168.00 100.000%864,058$ -$ 864,058$ 133,266$ 997,324$ . Allocation Basis:Expenditures per PW Division . Source of Allocation:Budget Report FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 205615 CC 02-06-2024 615 of 723 ALLOCATION SUMMARY 100-82-806 CIP Administration 68,131$ 40,154$ 108,286$ 100-84-815 Civic Center Ground Maint 9,479$ 4,924$ 14,403$ 100-87-827 Bldg Maint City Hall 8,294$ 13,529$ 21,823$ 100-82-804 Plan Review 46,211$ 38,675$ 84,886$ 100-83-807 Service Center Administration 36,139$ 29,778$ 65,918$ 100-84-808 McClellan Ranch Park 4,740$ 4,764$ 9,504$ 100-84-809 Memorial Park 17,773$ 22,130$ 39,904$ 100-84-811 BBF Ground Maintenance 11,849$ 9,929$ 21,778$ 100-84-812 School Site Maintenance 49,765$ 37,386$ 87,151$ 100-84-813 Neighborhood Parks 101,901$ 70,068$ 171,969$ 100-84-814 Sport Fields Jollyman CRK 29,622$ 25,397$ 55,019$ 100-85-848 Street Lighting 14,811$ 27,343$ 42,154$ 100-85-850 Environmental Materials 8,887$ 5,914$ 14,800$ 100-86-261 Trail Maintenance 10,072$ 5,390$ 15,461$ 100-86-824 Overpasses and Medians 77,610$ 45,141$ 122,752$ 100-86-825 Street Tree Maintenance 87,682$ 48,336$ 136,018$ 100-86-826 Weekend Work Program 26,068$ 16,006$ 42,074$ 100-87-828 Bldg Maint Library 7,109$ 27,224$ 34,333$ 100-87-829 Bldg Maint Service Center 5,924$ 8,400$ 14,325$ 100-87-830 Bldg Maint Quinlan Center 7,109$ 15,528$ 22,637$ 100-87-831 Bldg Maint Senior Center 7,109$ 8,763$ 15,872$ 100-87-832 Bldg Maint McClellan Ranch 7,109$ 7,937$ 15,047$ 100-87-833 Bldg Maint Monta Vista Ct 3,555$ 5,037$ 8,592$ 100-87-834 Bldg Maint Wilson 1,185$ 2,587$ 3,771$ 100-87-835 Bldg Maint Portal -$ 1,249$ 1,249$ 100-87-837 Bldg Maint Creekside 3,555$ 3,677$ 7,232$ 100-87-838 Comm Hall Bldg Maint 3,555$ 6,094$ 9,649$ 100-87-839 Teen Center Bldg Maint 1,185$ 1,429$ 2,614$ 100-87-840 Park Bathrooms 1,185$ 4,871$ 6,056$ 100-80-800 Public Works Admin Total Employee Program Support Administrative Program Support FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 206616 CC 02-06-2024 616 of 723 ALLOCATION SUMMARY 100-80-800 Public Works Admin Total Employee Program Support Administrative Program Support 100-87-841 BBF Facilities Maintenance 16,588$ 14,203$ 30,792$ 100-87-852 Franco Traffic Operations Center -$ 412$ 412$ 100-87-857 City Hall Annex 1,185$ 673$ 1,858$ 100-88-844 Traffic Engineering 40,286$ 33,508$ 73,794$ 100-88-845 Traffic Signal Maintenance 23,698$ 22,158$ 45,856$ 100-88-846 Safe Routes 2 School 11,849$ 19,787$ 31,636$ 230-81-802 Non Point Source 32,229$ 31,817$ 64,046$ 230-81-853 Storm Drain Fee -$ 700$ 700$ 230-81-854 General Fund Subsidy -$ 626$ 626$ 230-81-855 Storm Drain Maintenance 26,068$ 27,210$ 53,278$ 270-85-820 Sidewalk Curb and Gutter 22,513$ 48,514$ 71,027$ 270-85-821 Street Pavement Maintenance 42,656$ 106,610$ 149,266$ 270-85-822 Street Sign Marking 36,139$ 21,048$ 57,187$ 520-81-801 Resources Recovery 42,656$ 71,237$ 113,893$ 560-87-260 BBF Golf Maintenance -$ 2,790$ 2,790$ 570-87-836 Bldg Maint Sports Center 8,294$ 17,810$ 26,104$ 630-85-849 Equipment Maintenance 35,547$ 40,560$ 76,107$ Total 997,324$ 997,324$ 1,994,648$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 207617 CC 02-06-2024 617 of 723 17 CIP Administration The CIP (Capital Improvement Program) Administration Division is responsible for the planning, management, and implementation of improvements to city land, parks, building and infrastructure. The division ensures that all public improvements are in accordance with community expectations and City standards. CIP Administration costs are allocated to Receiving Divisions, as follows: • CIP Support – relates to costs associated with the overall management of the Citywide CIP projects. These costs are allocated based on expenditures per CIP project. The chart on the following page illustrates the functions and measures used to allocate Insurance Administration costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows the measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function-by- function breakdown of expenses, each function’s allocation, and an allocation summary. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 208618 CC 02-06-2024 618 of 723 CIP ADMINISTRATION CIP Support Expenditures per CIP Project FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 209619 CC 02-06-2024 619 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Functional Expenditures 1,486,037$ 1,486,037$ Contingencies (210)$ Total Disallowed Costs (210)$ (210)$ Incoming Costs 100-12-120 City Manager 30,591$ 11,526$ 42,117$ 100-12-126 Office of Communications 13,080$ 1,509$ 14,589$ 100-13-130 City Clerk 275$ 177$ 451$ 100-13-132 Mail Services 549$ 6$ 554$ 100-15-141 City Attorney 515$ 96$ 612$ 100-41-405 Accounting 33,788$ 11,057$ 44,844$ 100-41-426 Budgeting 10,735$ 1,654$ 12,389$ 100-44-412 Human Resources 65,631$ 6,293$ 71,924$ 100-44-417 Insurance Administration 4,271$ 19$ 4,290$ 100-80-800 Public Works Admin 93,816$ 14,469$ 108,286$ 100-84-815 Civic Center Ground Maint 3,034$ 3,034$ 100-87-827 Bldg Maint City Hall 30,582$ 30,582$ Total Incoming Costs 253,251$ 80,420$ 333,671$ Total Cost Adjustments -$ -$ Total Costs to be Allocated 1,739,078$ 80,420$ 1,819,498$ 100-82-806 CIP Administration FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 210620 CC 02-06-2024 620 of 723 100-82-806 CIP Administration Distribution Percentage 100.00% Personnel Salaries & Wages 1,020,704$ S 1,020,704$ Fringe Benefits 448,297$ S 448,297$ Subtotal Personnel Cost 1,469,001$ 1,469,001$ Operating Services & Supplies Operating Expenses 16,826$ S 16,826$ Contingencies 210$ S 210$ Subtotal Operating Cost 17,036$ 17,036$ FUNCTIONAL EXPENDITURES 1,486,037$ 1,486,037$ Disallowed Costs Contingencies (210)$ S (210)$ Subtotal Disallowed Costs (210)$ (210.00)$ Cost Adjustments Subtotal Cost Adjustments -$ -$ FUNCTIONAL COST 1,485,827$ 1,485,827$ First Allocation Incoming - All Others 253,251$ 253,251$ Reallocate Admin Costs -$ -$ Unallocated Costs -$ -$ Subtotal of First Allocation 1,739,078$ 1,739,078$ Second Allocation Incoming - All Others 80,420$ 80,420$ Reallocate Admin Costs -$ -$ Unallocated Costs -$ -$ Subtotal of Second Allocation 80,420$ 80,420.32$ TOTAL ALLOCATED 1,819,498$ 1,819,498$ EXPENSE DETAIL CIP SupportExpense Type Expenses ($) Sp rea d FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 211621 CC 02-06-2024 621 of 723 100-82-806 CIP Administration . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total CIP Support . . 420-99-7 ADA Improvements 100,000.00 4.541%78,977$ 78,977$ 3,652$ 82,629$ 420-99-47 CIP Prelim Planning & Design 125,000.00 5.677%98,722$ 98,722$ 4,565$ 103,287$ 420-99-48 Capital Project Support 50,000.00 2.271%39,489$ 39,489$ 1,826$ 41,315$ 420-99-56 St Light Install - Annual Infill 35,000.00 1.589%27,642$ 27,642$ 1,278$ 28,920$ 420-99-63 CW Bldg Condition Assess Impl 1,000,000.00 45.413%789,772$ 789,772$ 36,521$ 826,294$ 420-99-85 Playground EQ (Creekside&Varian)300,000.00 13.624%236,932$ 236,932$ 10,956$ 247,888$ 420-99-266 SCB/Calabazas Creek SD Repair 420,000.00 19.074%331,704$ 331,704$ 15,339$ 347,043$ 420-99-267 Stevens Creek Bridge Repair 172,000.00 7.811%135,841$ 135,841$ 6,282$ 142,122$ Total 2,202,000.00 100.000%1,739,078$ -$ 1,739,078$ 80,420$ 1,819,498$ . Allocation Basis:Expenditures per CIP Project . Source of Allocation:Budget Report ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 212622 CC 02-06-2024 622 of 723 ALLOCATION SUMMARY 420-99-7 ADA Improvements 82,629$ 82,629$ 420-99-47 CIP Prelim Planning & Design 103,287$ 103,287$ 420-99-48 Capital Project Support 41,315$ 41,315$ 420-99-56 St Light Install - Annual Infill 28,920$ 28,920$ 420-99-63 CW Bldg Condition Assess Impl 826,294$ 826,294$ 420-99-85 Playground EQ (Creekside&Varian)247,888$ 247,888$ 420-99-266 SCB/Calabazas Creek SD Repair 347,043$ 347,043$ 420-99-267 Stevens Creek Bridge Repair 142,122$ 142,122$ Total 1,819,498$ 1,819,498$ 100-82-806 CIP Administration TotalCIP Support FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 213623 CC 02-06-2024 623 of 723 18 Civic Center Grounds Maintenance The Civic Center grounds are managed by the Grounds Division of the Public Works Division. Civic Center maintenance includes the adjacent Library Field. Civic Center Grounds Maintenance costs are allocated to Receiving Divisions, as follows: • Civic Center Maintenance - Community Hall – relates to the support provided in booking and using the Community Hall Facility. This function is allocated based on the total number of rental hours per program per division. • Civic Center Maintenance - Library – relates to the support provided in maintaining the grounds outside the Library. These costs are allocated directly to the Library Division. • Civic Center Maintenance - City Hall – related the support provided in maintaining City Hall grounds. This function has been allocated based upon the full-time employees within City Hall. The chart on the following page illustrates the functions and measures used to allocate Civic Center Grounds Maintenance costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows the measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function- by-function breakdown of expenses, each function’s allocation, and an allocation summary. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 214624 CC 02-06-2024 624 of 723 CIVIC CENTER GROUNDS MAINTENANCE Civic Center Maintenance - Community Hall # of Rental Hours Civic Center Maintenance - Library Direct to Library Civic Center Maintenance -City Hall # of FTE per City Hall Division FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 215625 CC 02-06-2024 625 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Functional Expenditures 182,220$ 182,220$ Contingencies (612)$ Total Disallowed Costs (612)$ (612)$ Incoming Costs 100-12-120 City Manager 4,099$ 1,546$ 5,646$ 100-41-405 Accounting 2,556$ 837$ 3,393$ 100-41-425 Purchasing 4,862$ 825$ 5,687$ 100-41-426 Budgeting 1,316$ 203$ 1,519$ 100-44-412 Human Resources 4,604$ 412$ 5,016$ 100-44-417 Insurance Administration 594$ 3$ 597$ 100-80-800 Public Works Admin 12,478$ 1,925$ 14,403$ Total Incoming Costs 30,511$ 5,750$ 36,260$ Total Cost Adjustments -$ -$ Total Costs to be Allocated 212,119$ 5,750$ 217,868$ 100-84-815 Civic Center Ground Maint FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 216626 CC 02-06-2024 626 of 723 100-84-815 Civic Center Ground Maint Distribution Percentage 7.00%65.00%28.00% Personnel Salaries & Wages 83,860$ S 5,870$ 54,509$ 23,481$ Fringe Benefits 48,754$ S 3,413$ 31,690$ 13,651$ Subtotal Personnel Cost 132,614$ 9,283$ 86,199$ 37,132$ Operating Services & Supplies Operating Expenses 48,994$ S 3,430$ 31,846$ 13,718$ Contingencies 612$ S 43$ 398$ 171$ Subtotal Operating Cost 49,606$ 3,472$ 32,244$ 13,890$ FUNCTIONAL EXPENDITURES 182,220$ 12,755$ 118,443$ 51,022$ Disallowed Costs Contingencies (612)$ S (43)$ (398)$ (171)$ Subtotal Disallowed Costs (612)$ (42.84)$ (397.80)$ (171.36)$ Cost Adjustments Subtotal Cost Adjustments -$ -$ -$ -$ FUNCTIONAL COST 181,608$ 12,713$ 118,045$ 50,850$ First Allocation Incoming - All Others 30,511$ 2,136$ 19,832$ 8,543$ Reallocate Admin Costs -$ -$ -$ -$ Unallocated Costs -$ -$ -$ -$ Subtotal of First Allocation 212,119$ 14,848$ 137,877$ 59,393$ Second Allocation Incoming - All Others 5,750$ 402$ 3,737$ 1,610$ Reallocate Admin Costs -$ -$ -$ -$ Unallocated Costs -$ -$ -$ -$ Subtotal of Second Allocation 5,750$ 402.47$ 3,737.18$ 1,609.86$ TOTAL ALLOCATED 217,868$ 15,251$ 141,614$ 61,003$ EXPENSE DETAIL Civic Center Maintenance - Community Hall Civic Center Maintenance - Library Civic Center Maintenance - City HallExpense Type Expenses ($) Sp rea d FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 217627 CC 02-06-2024 627 of 723 100-84-815 Civic Center Ground Maint . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total Civic Center Maintenance - Community Hall . . 100-10-100 City Council 6,545.75 18.452%2,740$ 2,740$ 2,740$ 100-13-130 City Clerk 720.00 2.030%301$ 301$ 301$ 100-31-305 Video 780.00 2.199%326$ 326$ 326$ 100-41-426 Budgeting 300.00 0.846%126$ 126$ 126$ 100-12-705 Economic Development 240.00 0.677%100$ 100$ 4$ 104$ 100-60-601 Rec & Comm Svcs Administration 900.00 2.537%377$ 377$ 13$ 390$ 100-60-636 Library Services 5,040.00 14.207%2,110$ 2,110$ 75$ 2,184$ 100-63-612 Park Facilities 1,260.00 3.552%527$ 527$ 19$ 546$ 100-71-701 Current Planning 2,523.50 7.114%1,056$ 1,056$ 37$ 1,094$ 100-82-804 Plan Review 240.00 0.677%100$ 100$ 4$ 104$ 260-72-709 CDBG Capital/Housing Projects 60.50 0.171%25$ 25$ 1$ 26$ 270-85-821 Street Pavement Maintenance 3,780.00 10.656%1,582$ 1,582$ 56$ 1,638$ 580-62-613 Youth Teen Recreation 360.50 1.016%151$ 151$ 5$ 156$ 610-30-300 Administration 120.00 0.338%50$ 50$ 2$ 52$ 0-0-0 Other 12,604.00 35.530%5,276$ 5,276$ 187$ 5,463$ Total 35,474.25 100.000%14,848$ -$ 14,848$ 402$ 15,251$ . Allocation Basis:Rental Hours per Fund / Dept / Entity . Source of Allocation:Report on Community Hall 2023 ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 218628 CC 02-06-2024 628 of 723 100-84-815 Civic Center Ground Maint . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL Civic Center Maintenance - Library . . 100-60-636 Library Services 1.00 100.000%137,877$ 137,877$ 3,737$ 141,614$ Total 1.00 100.000%137,877$ -$ 137,877$ 3,737$ 141,614$ . Allocation Basis:Direct to Library . FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 219629 CC 02-06-2024 629 of 723 100-84-815 Civic Center Ground Maint . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL Civic Center Maintenance - City Hall . . 100-10-100 City Council 4.70 5.054%3,002$ 3,002$ 3,002$ 100-12-120 City Manager 4.90 5.269%3,129$ 3,129$ 3,129$ 100-12-126 Office of Communications 0.90 0.968%575$ 575$ 575$ 100-12-633 Disaster Preparedness 1.95 2.097%1,245$ 1,245$ 1,245$ 100-13-130 City Clerk 2.50 2.688%1,597$ 1,597$ 1,597$ 100-15-141 City Attorney 2.00 2.151%1,277$ 1,277$ 1,277$ 100-31-305 Video 3.00 3.226%1,916$ 1,916$ 1,916$ 100-32-308 Applications 2.50 2.688%1,597$ 1,597$ 1,597$ 100-40-400 Admin Services Administration 1.40 1.505%894$ 894$ 894$ 100-41-405 Accounting 7.05 7.581%4,502$ 4,502$ 4,502$ 100-41-425 Purchasing 1.20 1.290%766$ 766$ 766$ 100-41-426 Budgeting 1.95 2.097%1,245$ 1,245$ 1,245$ 100-44-412 Human Resources 3.85 4.140%2,459$ 2,459$ 2,459$ 100-44-417 Insurance Administration 0.15 0.161%96$ 96$ 96$ 100-80-800 Public Works Admin 2.95 3.172%1,884$ 1,884$ 1,884$ 100-82-806 CIP Administration 4.75 5.108%3,034$ 3,034$ 3,034$ 100-11-131 Telecommunication Commission 0.07 0.075%45$ 45$ 2$ 47$ 100-11-142 Fine Arts Commission 0.10 0.108%64$ 64$ 3$ 67$ 100-11-150 Public Safety Commission 0.05 0.054%32$ 32$ 2$ 34$ 100-11-155 Bike/Ped Safety Commission 0.15 0.161%96$ 96$ 5$ 101$ 100-11-170 Planning Commission 0.06 0.065%38$ 38$ 2$ 40$ 100-11-190 Audit Committee 0.10 0.108%64$ 64$ 3$ 67$ 100-12-122 Sustainability Division 0.35 0.376%224$ 224$ 12$ 235$ 100-12-632 Comm Outreach & Neigh Watch 1.00 1.075%639$ 639$ 34$ 673$ 100-12-705 Economic Development 1.00 1.075%639$ 639$ 34$ 673$ 100-41-406 Business Licenses 1.10 1.183%703$ 703$ 37$ 740$ 100-70-700 Community Development Admin 0.50 0.538%319$ 319$ 17$ 336$ 100-71-701 Current Planning 4.18 4.495%2,670$ 2,670$ 142$ 2,812$ 100-71-702 Mid Long Term Planning 1.94 2.086%1,239$ 1,239$ 66$ 1,305$ 100-73-713 General Building 2.92 3.140%1,865$ 1,865$ 99$ 1,964$ 100-73-714 Construction Plan Check 5.90 6.344%3,768$ 3,768$ 201$ 3,969$ 100-73-715 Building Inspection 5.15 5.538%3,289$ 3,289$ 175$ 3,464$ 100-73-718 Muni - Bldg Code Enforcement 0.25 0.269%160$ 160$ 9$ 168$ 100-74-202 Code Enforcement 2.00 2.151%1,277$ 1,277$ 68$ 1,345$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 220630 CC 02-06-2024 630 of 723 100-84-815 Civic Center Ground Maint . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-82-804 Plan Review 2.90 3.118%1,852$ 1,852$ 99$ 1,951$ 100-88-844 Traffic Engineering 2.40 2.581%1,533$ 1,533$ 82$ 1,614$ 100-88-846 Safe Routes 2 School 1.00 1.075%639$ 639$ 34$ 673$ 230-81-802 Non Point Source 2.60 2.796%1,660$ 1,660$ 89$ 1,749$ 260-72-707 CDBG General Admin 0.10 0.108%64$ 64$ 3$ 67$ 265-72-711 BMR Affordable Housing Fund 0.80 0.860%511$ 511$ 27$ 538$ 270-85-821 Street Pavement Maintenance 0.75 0.806%479$ 479$ 26$ 505$ 520-81-801 Resources Recovery 2.25 2.419%1,437$ 1,437$ 77$ 1,514$ 610-30-300 Administration 0.53 0.570%338$ 338$ 18$ 357$ 610-34-310 Infrastructure 3.50 3.763%2,235$ 2,235$ 119$ 2,354$ 610-35-986 GIS 3.40 3.656%2,171$ 2,171$ 116$ 2,287$ 620-44-418 Workers Compensation Insurance 0.20 0.215%128$ 128$ 7$ 135$ Total 93.00 100.000%59,393$ -$ 59,393$ 1,610$ 61,003$ . Allocation Basis:FTE per City Hall Division / Program . Source of Allocation:City Hall Staffing FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 221631 CC 02-06-2024 631 of 723 ALLOCATION SUMMARY 100-10-100 City Council 2,740$ -$ 3,002$ 5,741$ 100-12-120 City Manager -$ -$ 3,129$ 3,129$ 100-12-126 Office of Communications -$ -$ 575$ 575$ 100-12-633 Disaster Preparedness -$ -$ 1,245$ 1,245$ 100-13-130 City Clerk 301$ -$ 1,597$ 1,898$ 100-15-141 City Attorney -$ -$ 1,277$ 1,277$ 100-31-305 Video 326$ -$ 1,916$ 2,242$ 100-32-308 Applications -$ -$ 1,597$ 1,597$ 100-40-400 Admin Services Administration -$ -$ 894$ 894$ 100-41-405 Accounting -$ -$ 4,502$ 4,502$ 100-41-425 Purchasing -$ -$ 766$ 766$ 100-41-426 Budgeting 126$ -$ 1,245$ 1,371$ 100-44-412 Human Resources -$ -$ 2,459$ 2,459$ 100-44-417 Insurance Administration -$ -$ 96$ 96$ 100-80-800 Public Works Admin -$ -$ 1,884$ 1,884$ 100-82-806 CIP Administration -$ -$ 3,034$ 3,034$ 100-11-131 Telecommunication Commission -$ -$ 47$ 47$ 100-11-142 Fine Arts Commission -$ -$ 67$ 67$ 100-11-150 Public Safety Commission -$ -$ 34$ 34$ 100-11-155 Bike/Ped Safety Commission -$ -$ 101$ 101$ 100-11-170 Planning Commission -$ -$ 40$ 40$ 100-11-190 Audit Committee -$ -$ 67$ 67$ 100-12-122 Sustainability Division -$ -$ 235$ 235$ 100-12-632 Comm Outreach & Neigh Watch -$ -$ 673$ 673$ 100-12-705 Economic Development 104$ -$ 673$ 777$ 100-41-406 Business Licenses -$ -$ 740$ 740$ 100-60-601 Rec & Comm Svcs Administration 390$ -$ -$ 390$ 100-60-636 Library Services 2,184$ 141,614$ -$ 143,799$ 100-63-612 Park Facilities 546$ -$ -$ 546$ 100-70-700 Community Development Admin -$ -$ 336$ 336$ 100-71-701 Current Planning 1,094$ -$ 2,812$ 3,906$ 100-71-702 Mid Long Term Planning -$ -$ 1,305$ 1,305$ 100-73-713 General Building -$ -$ 1,964$ 1,964$ 100-84-815 Civic Center Ground Maint Total Civic Center Maintenance - Community Hall Civic Center Maintenance - Library Civic Center Maintenance - City Hall FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 222632 CC 02-06-2024 632 of 723 ALLOCATION SUMMARY 100-84-815 Civic Center Ground Maint Total Civic Center Maintenance - Community Hall Civic Center Maintenance - Library Civic Center Maintenance - City Hall 100-73-714 Construction Plan Check -$ -$ 3,969$ 3,969$ 100-73-715 Building Inspection -$ -$ 3,464$ 3,464$ 100-73-718 Muni - Bldg Code Enforcement -$ -$ 168$ 168$ 100-74-202 Code Enforcement -$ -$ 1,345$ 1,345$ 100-82-804 Plan Review 104$ -$ 1,951$ 2,055$ 100-88-844 Traffic Engineering -$ -$ 1,614$ 1,614$ 100-88-846 Safe Routes 2 School -$ -$ 673$ 673$ 230-81-802 Non Point Source -$ -$ 1,749$ 1,749$ 260-72-707 CDBG General Admin -$ -$ 67$ 67$ 260-72-709 CDBG Capital/Housing Projects 26$ -$ -$ 26$ 265-72-711 BMR Affordable Housing Fund -$ -$ 538$ 538$ 270-85-821 Street Pavement Maintenance 1,638$ -$ 505$ 2,143$ 520-81-801 Resources Recovery -$ -$ 1,514$ 1,514$ 580-62-613 Youth Teen Recreation 156$ -$ -$ 156$ 610-30-300 Administration 52$ -$ 357$ 409$ 610-34-310 Infrastructure -$ -$ 2,354$ 2,354$ 610-35-986 GIS -$ -$ 2,287$ 2,287$ 620-44-418 Workers Compensation Insurance -$ -$ 135$ 135$ 0-0-0 Other 5,463$ -$ -$ 5,463$ Total 15,251$ 141,614$ 61,003$ 217,868$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 223633 CC 02-06-2024 633 of 723 19 City Hall Maintenance The City Hall Maintenance Division refers to costs associated with maintaining the City Hall building to ensure efficient operations and a safe, clean work environment for employees of the City. The division also manages, and coordinates work done on the City Hall building by contractors. City Hall Maintenance costs are allocated to Receiving Divisions, as follows: • City Hall Maintenance – refers to costs associated with providing building and janitorial maintenance services to the occupants of City Hall. These costs are allocated based on the number of full-time employees per City Hall division. The chart on the following page illustrates the functions and measures used to allocate City Hall Maintenance costs. The top tier shows the Central Service division, the second tier shows the functions developed, and the third tier shows the measures used to allocate costs citywide. The pages following the chart provide an aggregate picture of the division’s expenses, a function-by-function breakdown of expenses, each function’s allocation, and an allocation summary. FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 224634 CC 02-06-2024 634 of 723 CITY HALL MAINTENANCE City Hall Maintenance # of FTE per City Hall Division FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 225635 CC 02-06-2024 635 of 723 COSTS TO BE ALLOCATED First Second Allocation Allocation Total Functional Expenditures 500,689$ 500,689$ Contingencies (4,745)$ Total Disallowed Costs (4,745)$ (4,745)$ Incoming Costs 100-12-120 City Manager 5,767$ 2,153$ 7,919$ 100-13-130 City Clerk 2,588$ 2,739$ 5,328$ 100-15-141 City Attorney 5,669$ 1,058$ 6,727$ 100-41-405 Accounting 3,225$ 1,055$ 4,281$ 100-41-425 Purchasing 1,672$ 262$ 1,933$ 100-41-426 Budgeting 3,617$ 557$ 4,174$ 100-44-412 Human Resources 4,029$ 360$ 4,389$ 100-44-417 Insurance Administration 57,345$ 196$ 57,541$ 100-80-800 Public Works Admin 18,907$ 2,916$ 21,823$ Total Incoming Costs 102,820$ 11,296$ 114,116$ Total Cost Adjustments -$ -$ Total Costs to be Allocated 598,764$ 11,296$ 610,060$ 100-87-827 Bldg Maint City Hall FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 226636 CC 02-06-2024 636 of 723 100-87-827 Bldg Maint City Hall Distribution Percentage 100.00% Personnel Salaries & Wages 76,840$ S 76,840$ Fringe Benefits 39,476$ S 39,476$ Subtotal Personnel Cost 116,316$ 116,316$ Operating Services & Supplies Operating Expenses 269,946$ S 269,946$ General Services 109,682$ S 109,682$ Contingencies 4,745$ S 4,745$ Subtotal Operating Cost 384,373$ 384,373$ FUNCTIONAL EXPENDITURES 500,689$ 500,689$ Disallowed Costs Contingencies (4,745)$ S (4,745)$ Subtotal Disallowed Costs (4,745)$ (4,745.00)$ Cost Adjustments Subtotal Cost Adjustments -$ -$ FUNCTIONAL COST 495,944$ 495,944$ First Allocation Incoming - All Others 102,820$ 102,820$ Reallocate Admin Costs -$ -$ Unallocated Costs -$ -$ Subtotal of First Allocation 598,764$ 598,764$ Second Allocation Incoming - All Others 11,296$ 11,296$ Reallocate Admin Costs -$ -$ Unallocated Costs -$ -$ Subtotal of Second Allocation 11,296$ 11,296.42$ TOTAL ALLOCATED 610,060$ 610,060$ EXPENSE DETAIL City Hall MaintenanceExpense Type Expenses ($) Sp rea d FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 227637 CC 02-06-2024 637 of 723 100-87-827 Bldg Maint City Hall . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total City Hall Maintenance . . 100-10-100 City Council 4.70 5.054%30,260$ 30,260$ 30,260$ 100-12-120 City Manager 4.90 5.269%31,548$ 31,548$ 31,548$ 100-12-126 Office of Communications 0.90 0.968%5,794$ 5,794$ 5,794$ 100-12-633 Disaster Preparedness 1.95 2.097%12,555$ 12,555$ 12,555$ 100-13-130 City Clerk 2.50 2.688%16,096$ 16,096$ 16,096$ 100-15-141 City Attorney 2.00 2.151%12,877$ 12,877$ 12,877$ 100-31-305 Video 3.00 3.226%19,315$ 19,315$ 19,315$ 100-32-308 Applications 2.50 2.688%16,096$ 16,096$ 16,096$ 100-40-400 Admin Services Administration 1.40 1.505%9,014$ 9,014$ 9,014$ 100-41-405 Accounting 7.05 7.581%45,390$ 45,390$ 45,390$ 100-41-425 Purchasing 1.20 1.290%7,726$ 7,726$ 7,726$ 100-41-426 Budgeting 1.95 2.097%12,555$ 12,555$ 12,555$ 100-44-412 Human Resources 3.85 4.140%24,788$ 24,788$ 24,788$ 100-44-417 Insurance Administration 0.15 0.161%966$ 966$ 966$ 100-80-800 Public Works Admin 2.95 3.172%18,993$ 18,993$ 18,993$ 100-82-806 CIP Administration 4.75 5.108%30,582$ 30,582$ 30,582$ 100-11-131 Telecommunication Commission 0.07 0.075%451$ 451$ 17$ 467$ 100-11-142 Fine Arts Commission 0.10 0.108%644$ 644$ 24$ 668$ 100-11-150 Public Safety Commission 0.05 0.054%322$ 322$ 12$ 334$ 100-11-155 Bike/Ped Safety Commission 0.15 0.161%966$ 966$ 36$ 1,002$ 100-11-170 Planning Commission 0.06 0.065%386$ 386$ 14$ 401$ 100-11-190 Audit Committee 0.10 0.108%644$ 644$ 24$ 668$ 100-12-122 Sustainability Division 0.35 0.376%2,253$ 2,253$ 84$ 2,337$ 100-12-632 Comm Outreach & Neigh Watch 1.00 1.075%6,438$ 6,438$ 239$ 6,677$ 100-12-705 Economic Development 1.00 1.075%6,438$ 6,438$ 239$ 6,677$ 100-41-406 Business Licenses 1.10 1.183%7,082$ 7,082$ 263$ 7,345$ 100-70-700 Community Development Admin 0.50 0.538%3,219$ 3,219$ 120$ 3,339$ 100-71-701 Current Planning 4.18 4.495%26,912$ 26,912$ 999$ 27,912$ 100-71-702 Mid Long Term Planning 1.94 2.086%12,490$ 12,490$ 464$ 12,954$ 100-73-713 General Building 2.92 3.140%18,800$ 18,800$ 698$ 19,498$ 100-73-714 Construction Plan Check 5.90 6.344%37,986$ 37,986$ 1,411$ 39,397$ 100-73-715 Building Inspection 5.15 5.538%33,157$ 33,157$ 1,231$ 34,389$ ALLOCATION DETAIL FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 228638 CC 02-06-2024 638 of 723 100-87-827 Bldg Maint City Hall . Allocation Allocated Gross Direct First Second Units Percent Allocation Billed Allocation Allocation Total ALLOCATION DETAIL 100-73-718 Muni - Bldg Code Enforcement 0.25 0.269%1,610$ 1,610$ 60$ 1,669$ 100-74-202 Code Enforcement 2.00 2.151%12,877$ 12,877$ 478$ 13,355$ 100-82-804 Plan Review 2.90 3.118%18,671$ 18,671$ 693$ 19,364$ 100-88-844 Traffic Engineering 2.40 2.581%15,452$ 15,452$ 574$ 16,026$ 100-88-846 Safe Routes 2 School 1.00 1.075%6,438$ 6,438$ 239$ 6,677$ 230-81-802 Non Point Source 2.60 2.796%16,740$ 16,740$ 622$ 17,361$ 260-72-707 CDBG General Admin 0.10 0.108%644$ 644$ 24$ 668$ 265-72-711 BMR Affordable Housing Fund 0.80 0.860%5,151$ 5,151$ 191$ 5,342$ 270-85-821 Street Pavement Maintenance 0.75 0.806%4,829$ 4,829$ 179$ 5,008$ 520-81-801 Resources Recovery 2.25 2.419%14,486$ 14,486$ 538$ 15,024$ 610-30-300 Administration 0.53 0.570%3,412$ 3,412$ 127$ 3,539$ 610-34-310 Infrastructure 3.50 3.763%22,534$ 22,534$ 837$ 23,371$ 610-35-986 GIS 3.40 3.656%21,890$ 21,890$ 813$ 22,703$ 620-44-418 Workers Compensation Insurance 0.20 0.215%1,288$ 1,288$ 48$ 1,335$ Total 93.00 100.000%598,764$ -$ 598,764$ 11,296$ 610,060$ . Allocation Basis:FTE per City Hall Division / Program . Source of Allocation:City Hall Staffing FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 229639 CC 02-06-2024 639 of 723 ALLOCATION SUMMARY 100-10-100 City Council 30,260$ 30,260$ 100-12-120 City Manager 31,548$ 31,548$ 100-12-126 Office of Communications 5,794$ 5,794$ 100-12-633 Disaster Preparedness 12,555$ 12,555$ 100-13-130 City Clerk 16,096$ 16,096$ 100-15-141 City Attorney 12,877$ 12,877$ 100-31-305 Video 19,315$ 19,315$ 100-32-308 Applications 16,096$ 16,096$ 100-40-400 Admin Services Administration 9,014$ 9,014$ 100-41-405 Accounting 45,390$ 45,390$ 100-41-425 Purchasing 7,726$ 7,726$ 100-41-426 Budgeting 12,555$ 12,555$ 100-44-412 Human Resources 24,788$ 24,788$ 100-44-417 Insurance Administration 966$ 966$ 100-80-800 Public Works Admin 18,993$ 18,993$ 100-82-806 CIP Administration 30,582$ 30,582$ 100-11-131 Telecommunication Commission 467$ 467$ 100-11-142 Fine Arts Commission 668$ 668$ 100-11-150 Public Safety Commission 334$ 334$ 100-11-155 Bike/Ped Safety Commission 1,002$ 1,002$ 100-11-170 Planning Commission 401$ 401$ 100-11-190 Audit Committee 668$ 668$ 100-12-122 Sustainability Division 2,337$ 2,337$ 100-12-632 Comm Outreach & Neigh Watch 6,677$ 6,677$ 100-12-705 Economic Development 6,677$ 6,677$ 100-41-406 Business Licenses 7,345$ 7,345$ 100-70-700 Community Development Admin 3,339$ 3,339$ 100-71-701 Current Planning 27,912$ 27,912$ 100-71-702 Mid Long Term Planning 12,954$ 12,954$ 100-87-827 Bldg Maint City Hall Total City Hall Maintenance FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 230640 CC 02-06-2024 640 of 723 ALLOCATION SUMMARY 100-87-827 Bldg Maint City Hall Total City Hall Maintenance 100-73-713 General Building 19,498$ 19,498$ 100-73-714 Construction Plan Check 39,397$ 39,397$ 100-73-715 Building Inspection 34,389$ 34,389$ 100-73-718 Muni - Bldg Code Enforcement 1,669$ 1,669$ 100-74-202 Code Enforcement 13,355$ 13,355$ 100-82-804 Plan Review 19,364$ 19,364$ 100-88-844 Traffic Engineering 16,026$ 16,026$ 100-88-846 Safe Routes 2 School 6,677$ 6,677$ 230-81-802 Non Point Source 17,361$ 17,361$ 260-72-707 CDBG General Admin 668$ 668$ 265-72-711 BMR Affordable Housing Fund 5,342$ 5,342$ 270-85-821 Street Pavement Maintenance 5,008$ 5,008$ 520-81-801 Resources Recovery 15,024$ 15,024$ 610-30-300 Administration 3,539$ 3,539$ 610-34-310 Infrastructure 23,371$ 23,371$ 610-35-986 GIS 22,703$ 22,703$ 620-44-418 Workers Compensation Insurance 1,335$ 1,335$ Total 610,060$ 610,060$ FY24 FULL COST ALLOCATION PLAN ______________________________________________________________________________________________________________________________________________________________ CITY OF CUPERTINO, CA ____________________________________________ ____________________________________________ Matrix Consulting Group _________________________________________________________________________________________________________________ ____________________________________________ 231641 CC 02-06-2024 641 of 723 Report on Cost of Services (User Fee) Study CITY OF CUPERTINO, CALIFORNIA FINAL REPORT January 2024 642 CC 02-06-2024 642 of 723 Table of Contents 1. Introduction and Executive Summary 1 2. Legal Framework and Policy Considerations 5 3. User Fee Study Methodology 8 4. Results Overview 10 5. General Fees 11 6. Building 17 7. Public Works Department 33 8. Planning 37 9. Parks & Recreation 41 10. Development Services Surcharges 47 11. Cost Recovery Considerations 51 Appendix – Comparative Survey 55 643 CC 02-06-2024 643 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 1 1. Introduction and Executive Summary The report, which follows, presents the results of the Cost of Services (User Fee) Study conducted by the Matrix Consulting Group for the City of Cupertino, California. Project Background and Overview The City of Cupertino last conducted a comprehensive fee analysis in 2016 and has since updated fees based upon annual inflationary factors (Bay Area Consumer Price Index (CPI), Bay Area Construction Cost Index (CCI), or budgeted labor costs). The purpose of this study was to re-evaluate time and cost assumptions from the 2016 analysis and determine the full cost (direct and indirect) of providing City services based upon the current organizational structure and processes. The project team analyzed the cost-of-service relationships that exist between fees for service activities in the following areas: City Clerk, Finance, Building, Code Enforcement, Public Works, Planning, Parks and Recreation, and Emergency Services (OES). The results of this Study provide an updated understanding of current service levels and the max justifiable cost for those services. General Project Approach and Methodology The methodology employed by the Matrix Consulting Group is a widely accepted “bottom up” approach to cost analysis, where time spent per unit of fee activity is determined for each position within a Department or Division. Once time spent for a fee activity is determined, all applicable City costs are then considered in the calculation of the “full” cost of providing each service. The following table provides an overview of the types of costs included in establishing the “full” cost of services provided by the City: Table 1: Overview of Cost Components Cost Component Description Direct Fiscal Year 2024 Budgeted salaries, benefits, and allowable expenditures. Indirect Division, departmental, and Citywide support. Together, the cost components in the table above comprise the calculation of the total “full” cost of providing any particular service, regardless of whether a fee for that service is charged. The work accomplished by the Matrix Consulting Group in the analysis of fees for service involved the following steps: 644 CC 02-06-2024 644 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 2 • Department / Division Staff Interviews: The project team interviewed department / division staff regarding their needs for clarification to the structure of existing fee items, or for addition of new fee items. • Data Collection: Data was collected for each permit / service, including time estimates. In addition, all budgeted costs and staffing levels for Fiscal Year 2024 were entered into the Matrix Consulting Group’s analytical software model. • Cost Analysis: The full cost of providing each service included in the analysis was established. • Review and Approval of Results with City Staff: Department and City management has reviewed and approved these documented results. A more detailed description of user fee methodology, as well as legal and policy considerations are provided in subsequent chapters of this report. Summary of Results When comparing FY24 fee-related budgeted expenditures with fee-related revenue the City is under-recovering its costs by approximately $767,000 or recovering 88% of its costs. The following table shows by major service area: the revenue collected, the total annual cost, the resulting difference, and the resulting cost recovery percentage. Table 2: Annual Cost Recovery Analysis Service Area Current Revenue Total Cost Difference Cost Recovery % Planning $716,696 $886,158 ($169,462) 81% Public Works $1,122,328 $1,182,734 ($60,407) 95% Building $3,800,581 $4,337,761 ($537,180) 88% Total $5,639,605 $6,406,653 ($767,048) 88% Building at roughly $537,000 is the primary contributor to the overall deficit. The proposed modifications to their current fee schedules (expanding various flat fees, reorganizing the MEP section, etc.), as well as adding the Planning Review and Inspection fee will help to address the observed cost recovery gap. The detailed documentation of this study will show an over-collection for some fees (on a per unit basis), and an undercharge for most others. The results of this analysis provide each Department and the City with guidance on how to right-size their fees to ensure that each service unit is set at an amount that does not exceed the full cost of providing that service. The display of the cost recovery figures shown in this report are meant to provide a basis for policy development discussions among Council members and City staff, and 645 CC 02-06-2024 645 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 3 do not represent a recommendation for where or how the Council should act. The setting of the “rate” or “price” for services, whether at 100 percent full cost recovery or lower, is a policy decision to be made only by the Council, with input from City staff and the community. Considerations for Cost Recovery Policy and Updates The Matrix Consulting Group recommends that the City use the information contained in this report to make any necessary updates to their formal Cost Recovery polices and continue with their annual updates to fees for service. 1 Adopt a Formal Cost Recovery Policy The Government Finance Officers Association’s (GFOA) best practices for Establishing Government Charges and fees states that governmental entities should adopt formal policies regarding charges and fees which include the jurisdiction’s intention to recover the full cost or partial costs of providing services, sets forth circumstances under which the jurisdiction might set a charge or fee at less than or more than 100% of full cost, and outlines the considerations that might influence the jurisdiction’s pricing decision. Matrix Consulting Group strongly recommends that the City adopt a formalized, individual cost recovery policy for each service area included in this Study. Whenever a cost recovery policy is established at less than 100% of the full cost of providing services, a known gap in funding is recognized and may then potentially be recovered through other revenue sources. Matrix Consulting Group considers a formalized cost recovery policy for various fees for service an industry Best Management Practice. 2 Continue Annual Fee Update / Increase Mechanism The purpose of a comprehensive update is to completely revisit the analytical structure, service level estimates and assumptions, and to account for any major shifts in cost components or organizational structures that have occurred since the District’s previous analysis. GFOA best practices for Establishing Government Charges and Fees states that governmental entities should review, and update charges and fees periodically based on factors such as the impact of inflation, other cost increases, adequacy of cost recovery, use of services, and the competitiveness of current rates to avoid large infrequent fee increases. Therefore, it is recommended the City continue the practice of conducting comprehensive analyses every three to five years as this practice captures any changes to organizational structure, processes, code amendments, as well as any new service areas. 646 CC 02-06-2024 646 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 4 In between comprehensive updates, the City should continue to utilize published industry economic factors such as Consumer Price Index (CPI) or other regional factors to update the cost calculations established in the Study on an annual basis. Utilizing an annual increase mechanism ensures that the City receives appropriate fee increases that reflect growth in costs. 647 CC 02-06-2024 647 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 5 2. Legal Framework and Policy Considerations This section of the report is intended to provide an overview regarding overall legal rules and regulations as well as general policy considerations for fees for service. A “user fee” is a charge for service provided by a governmental agency to a public citizen or group. In California, several constitutional laws such as Propositions 13, 4, and 218, State Government Codes 66014 and 66016, and more recently Prop 26 and the Attorney General’s Opinion 92-506 set the parameters under which the user fees typically administered by local government are established and administered. Specifically, California State Law, Government Code 66014(a), stipulates that user fees charged by local agencies “…may not exceed the estimated reasonable cost of providing the service for which the fee is charged”. General Principles and Philosophies Regarding User Fees Local governments are providers of many types of general services to their communities. While all services provided by local government are beneficial to constituents, some services can be classified as globally beneficial to all citizens, while others provide more of a direct benefit to a specific group or individual. The following table provides examples of services provided by local government within a continuum of the degree of community benefit received: Table 3: Services in Relation to Benefit Received “Global” Community Benefit “Global” Benefit and an Individual or Group Benefit Individual or Group Benefit • Police • Park Maintenance • Fire Suppression • Parks and Recreation • Fire Prevention • Building Permits • Planning and Zoning Approval • Site Plan Review • Engineering Development Review • Facility Rentals Funding for local government is obtained from a myriad of revenue sources such as taxes, fines, grants, special charges, user fees, etc. In recent years, alternative tax revenues, which typically offset subsidies for services provided to the community, have become increasingly limited. These limitations have caused increased attention on user fee activities as a revenue source that can offset costs otherwise subsidized (usually) by the general fund. In Table 3, services in the “global benefit” section tend to be funded primarily through voter approved tax revenues. In the middle of the table, one typically finds a mixture of taxes, user fee, and other funding sources. Finally, in the “individual / 648 CC 02-06-2024 648 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 6 group benefit” section of the table, lie the services provided by local government that are typically funded almost entirely by user fee revenue. The following are two central concepts regarding the establishment of user fees: • Fees should be assessed according to the degree of individual or private benefit gained from services. For example, the processing and approval of a land use or building permit will generally result in monetary gain to the applicant, whereas Police services and Fire Suppression are examples of services that are essential to the safety of the community at large. • A profit-making objective should not be included in the assessment of user fees. In fact, California laws require that the charges for service be in direct proportion to the costs associated with providing those services. Once a charge for service is assessed at a level higher than the actual cost of providing a service, the term “user fee” no longer applies. The charge then becomes a tax subject to voter approval. Therefore, it is commonly accepted that user fees are established at a level that will recover up to, and not more than, the cost of providing a particular service. General Policy Considerations Regarding User Fees Undoubtedly, there are programs, circumstances, and services that justify a subsidy from a tax based or alternative revenue source. However, it is essential that jurisdictions prioritize the use of revenue sources for the provision of services based on the continuum of benefit received. Within the services that are typically funded by user fees, the Matrix Consulting Group recognizes several reasons why City staff or the Council may not advocate the full cost recovery of services. The following factors are key policy considerations in setting fees at less than 100 percent of cost recovery: • Limitations posed by an external agency. The State or an outside agency will occasionally set a maximum, minimum, or limit the jurisdiction’s ability to charge a fee at all. An example includes time spent copying and retrieving public documents and / or transportation permits. • Encouragement of desired behaviors. Keeping fees for certain services below full cost recovery may provide better compliance from the community. For example, if the cost of a permit for charging a water heater in residential home is higher than the cost of the water heater itself, many citizens will avoid pulling the permit. 649 CC 02-06-2024 649 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 7 • Benefit received by user of the service and the community at large is mutual. Many services that directly benefit a group or individual equally benefit the community as a whole. Examples include Planning Design Review, historical dedications, and certain types of special events. The Matrix Consulting Group recognizes the need for policies that intentionally subsidize certain activities. The primary goals of a User Fee Study are to provide a fair and equitable basis for determining the costs of providing services and ensure that the City complies with State law. Summary of Legal Restrictions and Policy Considerations Once the full cost of providing services is known, the next step is to determine the “rate” or “price” for services at a level which is up to, and not more than the full cost amount. The City Council is responsible for this decision, which often becomes a question of balancing service levels and funding sources. The placement of a service or activity within the continuum of benefit received may require extensive discussion and at times fall into a “grey area”. However, with the resulting cost of services information from a User Fee Study, the City Council can be assured that the adopted fee for service is reasonable, fair, and legal. The City will need to review all fees for service in this analysis and where subsidies are identified increase them to reduce the deficit, and where over- recoveries are identified the fee must be reduced to be in compliance with the law. 650 CC 02-06-2024 650 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 8 3. User Fee Study Methodology The Matrix Consulting Group utilizes a cost allocation methodology commonly known and accepted as the “bottom-up” approach to establishing User Fees. The term means that several cost components are calculated for each fee or service. These components then build upon each other to comprise the total cost for providing the service. The following chart describes the components of a full cost calculation: The general steps utilized by the project team to determine allocations of cost components to a particular fee or service are: • Calculate fully burdened hourly rates by position, including direct & indirect costs. • Develop time estimates for the average time spent to delivery each service included in the study. • Distribute the appropriate amount of the other cost components to each fee or service based on the staff time allocation basis, or another reasonable basis. The results of these allocations provide detailed documentation for the reasonable determination of the actual cost of providing each service. One of the key study assumptions utilized in the “bottom up” approach is the use of time estimate averages for the provision of each fee related service. Utilization of time estimates is a reasonable and defensible approach, especially since experienced staff members who understand service levels and processes unique to the City developed these estimates. The project team worked closely with City staff in developing time estimates with the following criteria: • Estimates are representative of average times for providing services. Extremely difficult or abnormally simple projects are not factored in the analysis. DIRECT (Salaries, Benefits, Productive Hours) INDIRECT (Departmental Admin, Services & Supplies, Citywide Overhead etc.) Total Cost 651 CC 02-06-2024 651 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 9 • Estimates reflect the time associated with the position or positions that typically perform a service. • Estimates provided by staff are reviewed and approved by the department / division, and often involve multiple iterations before a Study is finalized. • Estimates are reviewed by the project team for “reasonableness” against their experience with other agencies. • Estimates were not based on time in motion studies, as they are not practical for the scope of services and time frame for this project. • Estimates match the current or proposed staffing levels to ensure there is no over- allocation of staff resources to fee and non-fee related activities. The Matrix Consulting Group agrees that while the use of time estimates is not perfect, it is the best alternative available for setting a standard level of service for which to base a jurisdiction’s fees for service and meets the requirements of California law. The alternative to time estimating is actual time tracking, often referred to billing on a “time and materials” basis. Except in the case of anomalous or sometimes very large and complex projects, the Matrix Consulting Group believes this approach to not be cost effective or reasonable for the following reasons: • Accuracy in time tracking is compromised by the additional administrative burden required to track, bill, and collect for services in this manner. • Additional costs are associated with administrative staff’s billing, refunding, and monitoring deposit accounts. • Customers often prefer to know the fees for services in advance of applying for permits or participating in programs. • Departments can better predict revenue streams and staff needs using standardized time estimates and anticipated permit volumes. Situations arise where the size and complexity of a given project warrants time tracking and billing on a “time and materials” basis. The Matrix Consulting Group has recommended taking a deposit and charging Actual Costs for such fees as appropriate and itemized within the current fee schedule. 652 CC 02-06-2024 652 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 10 4. Results Overview The motivation behind a cost of services (User Fee) analysis is for the City and Departmental staff to maintain services at a level that is both accepted and effective for the community, and also to maintain control over the policy and management of these services. It should be noted that the results presented in this report are not a precise measurement. In general, a cost-of-service analysis takes a “snapshot in time”, where a fiscal year of financial and operational information is utilized. Changes to the structure of fee names, along with the use of time estimates allow only for a reasonable projection of subsidies and revenue. Consequently, the City and Department staff should rely conservatively upon these estimates to gauge the impact of implementation going forward. Discussion of results in the following chapters is intended as a summary of extensive and voluminous cost allocation documentation produced during the Study. Each chapter will include detailed cost calculation results for each major permit category including the following: • Modifications: discussions regarding any proposed revisions to the current fee schedule, including elimination or addition of fees. • “Per Unit” Results: comparison of the full cost of providing each unit of service to the current fee for each unit of service (where applicable). • Annualized Results: utilizing volume of activity estimates annual subsidies and revenue impacts were projected. The full analytical results were provided to City staff under separate cover from this summary report. 653 CC 02-06-2024 653 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 11 5. General Fees The General Fee category encompasses fees for services which are applied Citywide, such as, photocopies, notary, business licenses, taxicab permits, block parties, etc. While these services can be applied Citywide, the department / division’s which are responsible for processing and administering these fees are as follows: City Clerk, Finance, Code Enforcement, and Emergency Service (OES). The following subsections discuss fee schedule modifications and detail per unit results for each major service area. Fee Schedule Modifications In discussions with staff, the following modifications were proposed to the current fee schedule: • Eliminated Fees: The fee for ‘Microfilm / Microfiche Printout’ was eliminated as this service is no longer offered by the City due to all records being digitized. • New Fees: The following three fees were added as a means to allow staff to accurately charge for their time providing services to the community: - ‘Code Enforcement Cost Recovery – Hourly Rate’ - ‘Code Enforcement Cost Recovery – Substandard Housing Re-Inspection’ - ‘Permit Update’ - ‘Credit Card Surcharge’ • Consolidated Fee: The following fees were consolidated into single fees as a means to streamline the fee schedule - ‘Abatement Fee’ and ‘Graffiti Cleanup’ were consolidated as both services are abatement related and are charged based on actual costs incurred. - ‘Commercial Kennel Permit’, ‘Private Kennel Permit’, ‘Pet Shop’, ‘Grooming Business’ and ‘Horse Establishment’ were consolidated under a single ‘Animal Establishment Permit’ fee. • Formatting Modification: To make it easier for applicants to understand the department / division which is responsible for administering the fee being charged the project team recommends that the City organize their General Fee section by major service area (i.e., City Clerk, Finance, Code Enforcement, etc.). These modifications ensure that the proposed fee schedule more accurately reflects the services currently being provided while also improving the overall flow of the City’s general fee schedule section. 654 CC 02-06-2024 654 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 12 Detailed Results – City Clerk The City Clerk Department is responsible for supporting the City Council and City Manager’s Office by recording meeting minutes and preparing agenda packets. Additionally, this Department keeps all City record and maintains city archives. The fees examined within this study relate to these responsibilities and encompass lobbyist registration, candidate statement fees, public requests, maps print outs, notary, photocopies, fair political practices, and video / audio services. The total cost calculated for each service includes direct staff costs and Departmental and Citywide overhead. The following table details the fee name, current fee, total cost, and difference associated with each service offered. Table 4: Total Cost Per Unit Results – City Clerk Fee Name Current Fee Total Cost Difference Annual Lobbyist Registration Fee $188 $290 ($102) Candidate Statement Fee (County Regulated Fee) Current County Registrar Cost Public Requests for GIS Printed Maps Standard pre-formatted maps: Plotted maps $24 $36 ($12) Printed maps $3 $5 ($2) Custom request maps Actual Cost Prints/plots of aerial photography (see Engineering fees) Actual Cost Municipal Code Book Vendor Invoice Notary Fee (State Regulated Fee)1 $15 $15 $0 Petitions for Reconsideration $351 $367 ($16) Photocopies Standard sizes $13 $0.29 $12.64 For 11 x 17 sizes or color sheets $0.64 $0.67 ($0.03) For Large format prints $32 $33.57 ($1.69) Fair Political Practices Commission2 $0.11 $0.10 $0.01 Fair Political Practices Commission (older than five (5) years)2 $5.50 $5.00 $0.50 Video/Audio Service DVD/CD $26 $25 $1 Flash Drive $16 $27 ($11) Excluding state set fees, the City Clerk only shows an over-recovery for one fee: ‘Photocopies – Standard Size’. This over-recovery is minimal at roughly $13 and is due to the reduction in material costs associated with DVD / CDs. The largest under-recovery at $102 is in relation to ‘Annual Lobbyist Registration Fee. 1 GOV § 8223 (b) 2 CA Govt Code § 81008(a) 655 CC 02-06-2024 655 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 13 Detailed Results - Finance Finance is responsible for fiscal management citywide, including disbursement of funds and payroll, audits, budget and fiscal reporting development, and vendor oversight. The fees examined within this study relate to business licenses duplicates and databases, false alarms, and monthly reports. The total cost calculated for each service includes direct staff costs and Departmental and Citywide overhead. The following table details the fee name, current fee, total cost, and difference associated with each service offered. Table 5: Total Cost Per Unit Results – Finance Fee Name Current Fee Total Cost Difference Business License Database $24 $30 ($5) Duplicate Business Licenses $13 $15 ($2) False Alarms $98 $119 ($21) New Business Monthly Reports $45 $45 $0 Finance under-recovers for all fees reviewed ranging from a low of $2 for ‘Duplicate Business Licenses’ to a high of $21 for ‘False Alarms’. Detailed Results – Code Enforcement Code Enforcement is responsible for ensuring enforcement of and compliance with federal, state, and municipal laws and codes. The fees examined within this study relate to dangerous dog registration, solicitor permits, massage therapist establishment permits, taxicab driver permits, and various others. The total cost calculated for each service includes direct staff costs and Departmental and Citywide overhead. The following table details the fee name, current fee, total cost, and difference associated with each service offered. Table 6: Total Cost Per Unit Results – Code Enforcement Fee Name Current Fee Total Cost Difference Animal Establishment Permit $318 $361 ($43) Bingo Permit $191 $255 ($64) Code Enforcement Cost Recovery Abatement / Graffiti Cleanup Actual Cost Hourly Rate New $240 N/A Substandard Housing Re-Inspection New $240 N/A 656 CC 02-06-2024 656 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 14 Fee Name Current Fee Total Cost Difference Dangerous Dogs Registration $256 $481 ($225) Sign $88 $25 $63 Fingerprinting $67 $71 ($5) Handbill Permit Initial $151 $240 ($90) Renewal $75 $120 ($45) Sign Removal (Public Right-of-Way) (All except Political Signs) $6 $180 ($174) Sign Recovery Fee for Political Signs $4 $180 ($177) Permit Update New $120 N/A Property Lien $54 $240 ($186) Solicitor Fee Initial $301 $481 ($179) Renewal $76 $120 ($45) Massage Therapist Fees Massage Establishment Permit Fee $339 $541 ($202) Massage Establishment - Renewal $113 $180 ($67) Massage Managing Employee Permit Fee $301 $481 ($179) Massage Managing Employee - Renewals $113 $180 ($67) Massage Permit - Appeal $794 $1,202 ($408) Taxicab Fees Driver Permit Fee (Valid for 2 years) $394 $961 ($568) Driver Permit Fee (Valid for 2 years) - Renewal $76 $120 ($45) Except for ‘Dangerous Dongs – Sign’ which over-recovers by $63, Code Enforcement under-recovers for all their fees. The largest under-recovery is in relation to ‘Taxicab Fees – Driver Permit Fee (Valid for 2 Years)’ at $568; followed by ‘Massage Therapist Fees – Massage Permit – Appeal’ and ‘Dangerous Dogs – Registration’ at $408 and $225, respectively. Detailed Results – Emergency Service (OES) Emergency Services (OES) is responsible for coordinating the City’s disaster response and recovery efforts, as such, OES works within the community to educate on proper disaster preparedness and prevention. The fees examined within this study relate to block party presentations and special event medical standby. OES currently does not charges fees for these services. The following table provides the Division with an overview of what the total cost for providing these services are. The total cost calculated for each service includes direct staff costs and Departmental and Citywide overhead. The following table details the fee name and total cost associated with each service offered. 657 CC 02-06-2024 657 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 15 Table 7: Total Cost Per Unit Results – OES Fee Name Total Cost Block Party Presentation $418 First Aid / Medical Stand-by at Special Events $215 The $418 associated with ‘Block Party Presentation’ relates to serving as the liaison between the community and the requested department providing the presentation, along with assisting in preparation for the presentation by compiling data and visualizations. Likewise, the $215 associated with ‘First Aid / Medical Stand-by at Special Events’ relates to processing the permit, along with coordinating volunteers to be on-site during the event. Credit Card Surcharge Many jurisdictions charge applicants a credit card transaction fee for any payments made using a credit card. This surcharge is generally a percentage of the overall fee charged to the city by a bank for processing credit card transactions and acts as a mechanism for recovering costs associated with fees incurred. Currently, the City of Cupertino does not assess a credit card transaction surcharge. Through this study, the project team worked with City staff to determine the appropriate surcharge amount. In order to calculate the surcharge, the project team divided the total bank fees charged to the City for a year by the same revenue upon which the credit card surcharge was applied. The following table shows this calculation: Table 8: Credit Card Transaction Fee Calculation Category Amount Total Bank Fees $432,668 Total Revenue $12,566,758 Credit Card Fee Rate 3.44% Based upon this calculation, the City’s full cost associated with credit card fees is 3.44%. As part of this analysis, the project team conducted a comparative survey of other local jurisdictions and their assessment of the Credit Card Transaction fee. Like other comparative efforts, the survey below simply shows the fees charged by the jurisdiction and does not include the basis upon which the other jurisdictions calculated or developed their fee. The following table shows the results of this comparative analysis: 658 CC 02-06-2024 658 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 16 Table 9: Credit Card Transaction Fee – Comparative Survey Jurisdiction Fee Amount Milpitas 2.4% of Fees Paid by Credit Card Palo Alto 2.7% on Fees over $5,000 Paid by Credit Card Mountain View N/A Santa Clara N/A Sunnyvale N/A Palo Alto (2.7%) and Milpitas (2.4%) are the only surveyed jurisdictions that charge this fee as a stand-alone surcharge. Both cities charge the credit card transaction fee based on a percentage of the fees paid and at a lower percentage than Cupertino’s calculated full cost of 3.44%. Additionally, Palo Alto only charges their surcharge on fees over $5,000. Annual Revenue Impact Due various fees being set by the state and no current tracking methods for general fee- related services, no annual revenue impacts were calculated specific to these fees. 659 CC 02-06-2024 659 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 17 6. Building The Building division is responsible for ensuring all new construction and modification or additions to existing building are in compliance with federal, state, and local laws and regulations. The fees examined within this study relate to structural, mechanical, electrical, and plumbing plan review and inspections. The following subsections discuss fee schedule modifications and detailed per unit results for the fee-related services provided by Building. Fee Schedule Modifications In an effort to streamline the square footage tables, Building staff proposed the following modifications: • Consolidate the two tables for Plan Check and Inspection into a singular table which encompasses Plan Check and Inspection. • Consolidate the three construction type categories into a single construction type based on the most common type for the IBC Class. • Consolidate the IBC Classes into two general categories based on IBC Occupancy type – New Construction and Tenant Improvement. The only expectation was for the R IBC Classes which were left expanded. • Remove the IBC Occupancy Types ‘Deferred Submittal – All Except R-3 and ‘Deferred Submittal – R3’. • Add a 1,000 sq. ft. project size threshold for IBC Class U Accessory. In discussions with staff, the following modifications were proposed to the current flat and MEP fee schedule: • Eliminated Fees: The following fees were eliminated as the City no longer offers these services - ‘Close Existing Openings – Interior Wall’ - ‘Close Existing Openings – Exterior Wall’ - ‘Garage / Agricultural Buildings - Wood frame up to 1,000 sf’ - ‘Garage / Agricultural Buildings - Masonry up to 1,000 sf’ - ‘Green Building Deposit – Third Party Certification Process – Single Family Residential ($1,000 max.)’ - ‘Green Building Deposit – Third Party Certification Process – Multi-Family Residential ($20,000 min, $40,000 max.)’ 660 CC 02-06-2024 660 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 18 - ‘Green Building Deposit – Third Party Certification Process – Non-Residential ($35,000 min, $75,000 max.)’ - ‘Life Safety Report’ - ‘Enclosed prefabricated Sun Room – Additional Sun Rooms’ - ‘Plan Review Supplemental Fee (after 2nd review) – Each Additional Hour’ - ‘Standalone MEP Permit Fees - Travel and Documentation’ - ‘Standalone MEP Permit Fees - Permit Issuance’ - ‘Install / Relocate forced air furnace or burner (including attached ducts and vents) – up to and including 100,000 Btu/h’ - ‘Install / Relocate forced air furnace or burner (including attached ducts and vents) – over 100,000 Btu/h’ - ‘Install / Relocate floor furnace, including vent’ - ‘Install or relocate suspended heater, recessed wall heater, or floor-mounted unit – Residential’ - ‘Install or relocate suspended heater, recessed wall heater, or floor-mounted unit – Commercial’ - ‘Repair/Alter/Add heating appliance, refrigeration unit, cooling unit, absorption unit, mini-split system/heat pump, or each heating, cooling, absorption, or evaporative cooling system, including installation of controls and/or ducts – Residential’ - ‘Repair/Alter/Add heating appliance, refrigeration unit, cooling unit, absorption unit, mini-split system/heat pump, or each heating, cooling, absorption, or evaporative cooling system, including installation of controls and/or ducts – Commercial’ - ‘Install or relocate boiler or compressor - up to and including 3HP, or absorption system up to and including 100,000’ - ‘Install or relocate boiler or compressor - over 3HP and up to and including 15 HP, or absorption system over 100,000 Btu/h and up to and including 500,000 Btu/h’ - ‘Install or relocate boiler or compressor - over 15 HP and up to and including 30 HP, or absorption system over 500,000 Btu/h and up to and including 1,000,000 Btu/h’ - Install or relocate boiler or compressor - over 30 HP and up to and including 50 HP, or absorption system over 1,000,000 Btu/h and up to and including 1,750,000 Btu/h’ - Install or relocate boiler or compressor - over 50 HP, or absorption system over 1,750,000 Btu/h’ - ‘Air-handling unit, including attached ducts – Residential’ - Air-handling unit, including attached ducts – Commercial’ - Air-handling unit, including attached ducts – Air-handling unit over 10,000 CFM’ 661 CC 02-06-2024 661 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 19 - ‘Ventilation fan connected to a single duct’ - ‘Ventilation system that is not a portion of any heating or air-conditioning system authorized by a permit’ - ‘Lighting fixtures, sockets, or other lamp-holding devices – Theatrical-type lighting fixtures or assemblies’ - ‘Appliances - Fixed residential appliances or receptacle outlets for same, including wall- mounted electric ovens; counter mounted cooking tops; electric ranges; self- contained room console or through-wall air conditioners; space heaters; food waste grinders; dishwashers; washing machines; water heaters; clothes dryers; or other motor-operated appliances not exceeding one horsepower (HP) in rating’ - ‘Appliances - Residential appliances and self-contained factory-wired, nonresidential appliances not exceeding one horsepower (HP), kilowatt (kW), or kilovolt- ampere (kVA) in rating, including medical and dental devices; food, beverage, and ice cream cabinets; illuminated show cases; drinking fountains; vending machines; laundry machines; or other similar types of equipment’ - ‘Busway – Trolley and plug-in type busways’ - ‘Signs, Outline Lighting, and Marquees - Supplied from one branch circuit’ - ‘Signs, Outline Lighting, and Marquees - Additional branch circuits within the same sign, outline lighting system, or marquee’ - ‘Plumbing fixture or trap or set of fixtures on one trap, including water, drainage piping, and backflow protection’ - ‘Rainwater system inside building’ - ‘Private sewage disposal system’ - ‘Repair/Alter drainage or vent piping’ - ‘Lawn sprinkler system on any one meter, including backflow protection devices’ - ‘Backflow devices not included in other fee services (e.g., building/trailer park)’ - ‘Atmospheric-type vacuum breakers not included in other fee services (e.g., building/trailer park sewer)’ • New Fees: The following fees were proposed for addition to address new services offered by the City or to capture services already offered but not listed on the current fee schedule - ‘Additions (Non-Hillside R3 Occupancy) - Plan Check Fees (500-999 sq. ft.)’ - ‘Additions (Non-Hillside R3 Occupancy) - Inspection Fees (500-999 sq. ft.)’ - ‘Accessory Buildings (Up to 499 sq. ft.)’ - ‘Accessory Buildings (500-999 sq. ft.)’ - ‘Below Market Rate – Escrow Inspection’ - ‘Photovoltaic System – Residential – Each Additional kW Above 15kW’ 662 CC 02-06-2024 662 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 20 - ‘Thermal System – Residential – Systems up to 10kW’ - ‘Thermal System – Residential – Each Additional kW Above 10kW’ - ‘Thermal System – Multi-Family and Commercial – Systems up to 30kW’ - ‘Thermal System – Multi-Family and Commercial – Each Additional kW between 20kW and 260kW’ - ‘Thermal System – Multi-Family and Commercial – Each Additional kW Above 260kW’ - ‘Expedited Plan Review’ - ‘Install or relocate HVAC system or portion there of – Residential’ - Install or relocate HVAC system or portion there of – Commercial’ - ‘Appliances (Install / Repair / Replace) – Residential’ - Appliances (Install / Repair / Replace) – Commercial’ - ‘Building Drain/Waste/Vent Repair – Residential’ - ‘Building Drain/Waste/Vent Repair – Commercial’ - ‘Any other device/fixture not listed in Plumbing Schedule (Install/Repair/Replace)’ - ‘Planning Review and Inspection of Building Permits’ • Condensed Fees: In an effort to streamline the fee schedule ‘Revisions – Commercial Projects (2hr. Min.)’, ‘Revisions – Single Family Dwelling Projects (2hr. Min.)’, and ‘Revisions – Remodel’ were condensed into a singular per hour fee called ‘Revisions’ • Expanded Fees: The following fees were expanded as a means to define the services being provided more accurately: - ‘Power Apparatus - Generator/Transformer or Similar (Install/Repair/Replace)’ was expanded into two categories: ‘Residential’ and ‘Commercial’ - ‘Building sewer lateral or sewer clean-out’ was expanded into two fee categories ‘Building sewer lateral (Install / Repair / Replace)’ and ‘Sewer Clean- out (Install/Repair/Replace)’ each with a ‘Residential’ and ‘Commercial’ sub- category. - ‘Photovoltaic System – Multi-family Res/Commercial, each additional 1 kilowatt’ was expanded into two fees: ‘Photovoltaic System – Multi-Family and Commercial – Each Additional kW between 50kW and 250kW’ and ‘Photovoltaic System – Multi-Family and Commercial – Each Additional kW Above 250kW’. • Fee Name Changes: In an effort to clearly define what services are associated with fees the following name changes were proposed: - ‘Deferred Submittal (2 hour minimum)’ was changed to ‘Deferred Submittal’ 663 CC 02-06-2024 663 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 21 - ‘Garage / Agricultural Buildings’ was changed to ‘Accessory Building – Residential’ - ‘Photovoltaic System – Residential’ was changed to ‘Photovoltaic System – Residential – Systems up to 15kW’ - ‘Photovoltaic System – Multi-Family Res/Commercial, up to 8 kilowatts’ was changed to ‘Photovoltaic System – Multi-Family and Commercial – Systems up to 50kW’ - ‘Overtime Plan Review (2 hour minimum)’ was changed to ‘Overtime Plan Review (4 hour minimum)’ - ‘Plan Review Supplemental Fee (after 2nd review)’ was changed to ‘Supplemental Plan Review (After 2nd Review)’ - ‘Skylight – 50 sf or less (cumulative area)’ was changed to ‘Skylight – First (3) Skylights’ - ‘Skylight – Greater than 50 sf or structural’ was changed to ‘Skylight – Each Additional Skylight’ - ‘Appliance or piece of equipment not classed in other appliance categories, or for which no other fee is listed’ was changed to ‘Any other piece of equipment or appliance not listed in Mechanical schedule.’ - ‘Power Apparatus - Motors, generators, transformers, rectifiers, synchronous converters, capacitors, industrial heating, air conditioners and heat pumps, cooking or baking equipment, and other apparatus. Rating in horsepower (HP), kilowatts (kW), or kilovolt-amperes (kVA), or kilovolt-amperes-reactive (kVAR)’ was changed to ‘Power Apparatus - Generator/Transformer or Similar (Install/Repair/Replace)’ - ‘Electrical apparatus, conduits, and conductors for which a permit is required, but for which no fee is herein set forth’ was changed to ‘Any other Electrical apparatus, conduits, and conductors not listed in Electrical Schedule’ - ‘Residential Whole-House Re-Plumbing (up to 2500 sq ft)’ was changed to ‘Residential Whole-House Water Re-Pipe (up to 2500 sq ft)’ - ‘Partial Re-pipe’ was changed to ‘Partial Water Re-pipe’ - ‘Water Service’ was changed ‘Install or Replace Water Meter / Service’ - ‘Install, Alter, or Repair Water Treatment System’ was changed to ‘Water Treatment System (Install/Repair/Replace)’ - ‘Industrial waste pretreatment interceptor, including its trap and vent, excepting kitchen-type grease interceptors functioning as fixture traps’ was changed to ‘Interceptors - Grease/Sand (Install/Repair/Replace)’ - ‘Water Heater (Gas or Solar) and/or Vent’ was changed to ‘Water Heater Replacement / Installation - All Types’ - Gas Piping system per outlet’ was changed to ‘Gas Piping (Install/Repair/Replace)’ 664 CC 02-06-2024 664 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 22 • Unit Changes: Since the minimum time for ‘Supplemental Plan Review (After 2nd Review)’ is one hour the unit was changed from ‘First 1/2 hour minimum’ to ‘Per Hour’ These modifications ensure that the proposed fee schedule not only more accurately reflects the services currently being provided by Building but also will make it easier for applicants to understand fees being charged and for staff to administer and apply fees. Detailed Results – Fees Based on Square Footage Building currently utilizes two tables to collect various fees based on occupancy type, construction material, and square footage of the project. As outlined in the modifications section, updates to these tables were proposed by Building staff. After integrating the changes, the project team then calculated total costs for each service which includes direct staff costs and Departmental and Citywide overhead. The following table details the IBC Class, IBC Occupancy Type, project size threshold (square footage), current fee, total cost calculated, and the resulting difference for plan review and inspection services. Table 10: Total Cost Per Unit Results – Building – Square Footage Based Fees Current Fee Total Cost Difference IBC Class IBC Occupancy Type Project Threshold Size (Sq. Ft.) Base Cost @ Threshold Size Cost for Each Addl. 100 sf * Base Cost @ Threshold Size Cost for Each Addl. 100 sf * Base Cost @ Threshold Size Cost for Each Addl. 100 sf * A Assembly 250 $8,195 $237.12 $8,113 $224.83 $81 $12.29 1,250 $10,566 $261.70 $10,362 $233.96 $204 $27.74 2,500 $13,837 $164.53 $13,286 $92.51 $551 $72.02 5,000 $17,950 $39.37 $15,599 $56.44 $2,352 ($17.08) 12,500 $20,903 $50.88 $19,832 $49.66 $1,071 $1.22 25,000 $27,263 $109.05 $26,039 $104.16 $1,224 $4.89 A A Occupancy 500 $7,331 $108.04 $7,405 $117.39 ($74) ($9.34) Tenant 2,500 $9,491 $118.91 $9,753 $116.34 ($261) $2.57 Improvements 5,000 $12,464 $71.27 $12,661 $43.07 ($197) $28.19 10,000 $16,027 $17.51 $14,815 $26.28 $1,213 ($8.77) 25,000 $18,654 $23.62 $18,757 $24.13 ($103) ($0.50) 50,000 $24,560 $49.12 $24,789 $49.58 ($229) ($0.46) B Business 1,000 $10,806 $97.03 $11,137 $85.35 ($331) $11.68 5,000 $14,688 $93.07 $14,551 $84.99 $136 $8.08 10,000 $19,341 $53.80 $18,801 $55.79 $540 ($1.99) 20,000 $24,721 $13.89 $24,380 $12.44 $341 $1.45 50,000 $28,889 $18.61 $28,112 $17.91 $777 $0.70 100,000 $38,196 $38.20 $37,068 $37.07 $1,127 $1.13 665 CC 02-06-2024 665 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 23 Current Fee Total Cost Difference IBC Class IBC Occupancy Type Project Threshold Size (Sq. Ft.) Base Cost @ Threshold Size Cost for Each Addl. 100 sf * Base Cost @ Threshold Size Cost for Each Addl. 100 sf * Base Cost @ Threshold Size Cost for Each Addl. 100 sf * B B Occupancy 300 $6,895 $166.93 $7,338 $208.90 ($443) ($41.97) Tenant 1,500 $8,898 $184.16 $9,845 $160.49 ($947) $23.67 Improvements 3,000 $11,660 $114.55 $12,252 $86.24 ($592) $28.31 6,000 $15,097 $27.56 $14,839 $41.11 $258 ($13.55) 15,000 $17,577 $35.99 $18,539 $36.21 ($962) ($0.21) 30,000 $22,977 $76.59 $23,971 $79.90 ($994) ($3.31) E Educational 100 $7,122 $514.67 $7,338 $562.07 ($216) ($47.40) 500 $9,180 $568.17 $9,586 $584.90 ($405) ($16.73) 1,000 $12,021 $358.05 $12,510 $258.73 ($489) $99.32 2,000 $15,602 $85.54 $15,098 $123.34 $504 ($37.80) 5,000 $18,168 $110.33 $18,798 $113.80 ($630) ($3.46) 10,000 $23,685 $236.85 $24,488 $244.88 ($803) ($8.03) E E Occupancy 100 $6,022 $439.09 $6,239 $428.77 ($217) $10.31 Tenant 500 $7,778 $484.12 $7,954 $478.26 ($176) $5.87 Improvements 1,000 $10,199 $298.17 $10,346 $176.34 ($147) $121.83 2,000 $13,181 $72.16 $12,109 $105.56 $1,072 ($33.40) 5,000 $15,346 $95.05 $15,276 $97.64 $70 ($2.59) 10,000 $20,098 $200.98 $20,158 $201.58 ($60) ($0.60) F Factory 1,000 $11,857 $57.72 $11,945 $65.16 ($88) ($7.44) Industrial 5,000 $14,166 $70.48 $14,551 $79.49 ($385) ($9.02) 10,000 $17,690 $53.46 $18,526 $61.28 ($836) ($7.83) 20,000 $23,036 $10.91 $24,654 $11.53 ($1,619) ($0.61) 50,000 $26,310 $13.13 $28,112 $14.62 ($1,802) ($1.49) 100,000 $32,873 $32.87 $35,420 $35.42 ($2,548) ($2.55) F F Occupancy 1,000 $9,141 $66.90 $9,554 $72.02 ($413) ($5.12) Tenant 5,000 $11,817 $73.70 $12,435 $74.32 ($618) ($0.63) Improvements 10,000 $15,502 $44.98 $16,151 $29.77 ($649) $15.21 20,000 $20,000 $10.93 $19,128 $16.70 $871 ($5.77) 50,000 $23,279 $14.56 $24,137 $15.26 ($859) ($0.71) 100,000 $30,556 $30.56 $31,769 $31.77 ($1,212) ($1.21) H High Hazard 100 $9,564 $687.16 $10,020 $695.37 ($455) ($8.20) 500 $12,313 $759.28 $12,801 $749.68 ($488) $9.60 1,000 $16,110 $485.55 $16,550 $341.12 ($440) $144.43 2,000 $20,965 $115.05 $19,961 $168.04 $1,004 ($52.99) 5,000 $24,416 $146.42 $25,002 $151.28 ($586) ($4.86) 10,000 $31,738 $317.38 $32,566 $325.66 ($828) ($8.28) H H Occupancy 100 $6,723 $488.44 $6,514 $493.41 $210 ($4.97) Tenant 500 $8,677 $538.85 $8,487 $584.90 $190 ($46.05) Improvements 1,000 $11,371 $334.97 $11,412 $203.80 ($41) $131.17 2,000 $14,721 $80.62 $13,450 $123.34 $1,271 ($42.72) 5,000 $17,140 $105.34 $17,150 $102.81 ($10) $2.53 10,000 $22,406 $224.06 $22,291 $222.91 $116 $1.16 I Institutional 500 $10,327 $148.76 $11,218 $171.51 ($891) ($22.75) 2,500 $13,302 $164.30 $14,648 $171.26 ($1,346) ($6.97) 5,000 $17,410 $104.43 $18,930 $81.52 ($1,520) $22.91 10,000 $22,632 $24.82 $23,006 $38.89 ($374) ($14.06) 25,000 $26,355 $31.79 $28,838 $33.95 ($2,483) ($2.16) 50,000 $34,302 $68.60 $37,326 $74.65 ($3,024) ($6.05) 666 CC 02-06-2024 666 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 24 Current Fee Total Cost Difference IBC Class IBC Occupancy Type Project Threshold Size (Sq. Ft.) Base Cost @ Threshold Size Cost for Each Addl. 100 sf * Base Cost @ Threshold Size Cost for Each Addl. 100 sf * Base Cost @ Threshold Size Cost for Each Addl. 100 sf * I I Occupancy 100 $6,659 $483.13 $7,338 $562.07 ($679) ($78.94) Tenant 500 $8,591 $533.03 $9,586 $533.19 ($995) ($0.16) Improvements 1,000 $11,256 $332.51 $12,252 $258.73 ($996) $73.78 2,000 $14,581 $79.88 $14,839 $123.34 ($258) ($43.46) 5,000 $16,978 $104.07 $18,539 $108.63 ($1,562) ($4.55) 10,000 $22,181 $221.81 $23,971 $239.71 ($1,789) ($17.89) M Mercantile 2,000 $13,877 $50.21 $14,500 $54.42 ($623) ($4.21) 10,000 $17,894 $55.43 $18,854 $55.90 ($960) ($0.48) 20,000 $23,436 $34.81 $24,444 $23.70 ($1,008) $11.11 40,000 $30,399 $8.31 $29,185 $12.79 $1,214 ($4.48) 100,000 $35,386 $10.78 $36,860 $11.50 ($1,474) ($0.72) 200,000 $46,163 $23.08 $48,355 $24.18 ($2,192) ($1.10) M M Occupancy 300 $7,007 $171.55 $7,146 $195.64 ($139) ($24.09) Tenant 1,500 $9,066 $188.92 $9,494 $194.97 ($428) ($6.04) Improvements 3,000 $11,900 $114.23 $12,419 $71.79 ($519) $42.44 6,000 $15,327 $27.91 $14,572 $46.86 $754 ($18.95) 15,000 $17,839 $37.44 $18,789 $36.76 ($951) $0.68 30,000 $23,455 $78.18 $24,304 $81.01 ($849) ($2.83) R-1 Residential— 3,000 $21,538 $15.25 $16,908 $42.88 $4,631 ($27.63) Hotels & 15,000 $23,368 $24.76 $22,053 $42.65 $1,315 ($17.90) Motels 30,000 $27,082 $8.10 $28,451 $18.55 ($1,369) ($10.45) 60,000 $29,512 $3.68 $34,016 $9.69 ($4,504) ($6.01) 150,000 $32,824 $1.91 $42,741 $8.90 ($9,917) ($7.00) 300,000 $35,682 $11.89 $56,094 $18.70 ($20,412) ($6.80) R-2 Residential— 800 $18,400 $47.41 $13,318 $123.86 $5,082 ($76.44) Apartment 4,000 $19,918 $80.63 $17,282 $126.83 $2,636 ($46.20) Building 8,000 $23,143 $24.89 $22,355 $54.38 $788 ($29.50) 16,000 $25,134 $12.13 $26,706 $28.68 ($1,572) ($16.54) 40,000 $28,046 $5.75 $33,589 $26.47 ($5,543) ($20.72) 80,000 $30,346 $37.93 $44,177 $55.22 ($13,831) ($17.29) R-2 Residential— 800 $7,774 $29.92 $6,452 $63.78 $1,321 ($33.85) Apartment 4,000 $8,731 $24.72 $8,493 $58.17 $238 ($33.45) Building 8,000 $9,720 $17.87 $10,820 $2.89 ($1,100) $14.99 - Repeat Unit 16,000 $11,150 $2.83 $11,051 $18.38 $99 ($15.55) 40,000 $11,828 $4.34 $15,462 $14.80 ($3,634) ($10.46) 80,000 $13,563 $16.95 $21,381 $26.73 ($7,818) ($9.77) R-3 Dwellings— 1,000 $11,253 $64.77 $11,654 $70.02 ($401) ($5.25) Custom 2,500 $12,225 $113.41 $12,705 $124.95 ($480) ($11.53) Homes 4,000 $13,926 $66.83 $14,579 $89.92 ($653) ($23.09) 6,000 $15,262 $72.88 $16,377 $80.78 ($1,115) ($7.91) Models, 8,000 $16,720 $78.97 $17,993 $89.92 ($1,273) ($10.95) 10,000 $18,299 $182.99 $19,791 $197.91 ($1,492) ($14.92) R-3 Dwellings - 1,000 $7,937 $55.97 $5,060 $111.12 $2,877 ($55.15) Production 2,500 $8,777 $78.14 $6,727 $138.96 $2,050 ($60.82) Phase of 4,000 $9,949 $60.26 $8,811 $25.29 $1,138 $34.97 Master Plan 6,000 $11,154 $46.39 $9,317 $181.79 $1,837 ($135.39) (Repeats) 8,000 $12,082 $72.42 $12,953 $232.12 ($871) ($159.70) 10,000 $13,530 $135.30 $17,595 $175.95 ($4,065) ($40.65) 667 CC 02-06-2024 667 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 25 Current Fee Total Cost Difference IBC Class IBC Occupancy Type Project Threshold Size (Sq. Ft.) Base Cost @ Threshold Size Cost for Each Addl. 100 sf * Base Cost @ Threshold Size Cost for Each Addl. 100 sf * Base Cost @ Threshold Size Cost for Each Addl. 100 sf * R-3 Group Care 1,000 $16,739 $36.10 $12,220 $98.68 $4,519 ($62.58) 5,000 $18,183 $57.17 $16,167 $90.48 $2,016 ($33.31) 10,000 $21,041 $19.29 $20,691 $38.01 $350 ($18.73) 20,000 $22,970 $8.45 $24,492 $21.97 ($1,523) ($13.53) 50,000 $25,505 $4.48 $31,085 $19.53 ($5,580) ($15.04) 100,000 $27,747 $27.75 $40,849 $40.85 ($13,102) ($13.10) R R Occupancy 80 $7,225 $215.54 $6,064 $494.83 $1,161 ($279.29) Tenant 400 $7,914 $288.79 $7,647 $529.16 $267 ($240.37) Improvements 800 $9,069 $119.63 $9,764 $200.54 ($695) ($80.90) 1,600 $10,026 $40.71 $11,368 $142.06 ($1,342) ($101.34) 4,000 $11,004 $28.40 $14,778 $118.07 ($3,774) ($89.67) 8,000 $12,140 $151.75 $19,501 $243.76 ($7,361) ($92.01) S Storage 600 $9,006 $108.76 $9,037 $120.71 ($31) ($11.95) 3,000 $11,616 $120.04 $11,934 $115.26 ($318) $4.79 6,000 $15,217 $75.11 $15,391 $49.62 ($174) $25.48 12,000 $19,724 $18.02 $18,369 $26.39 $1,355 ($8.37) 30,000 $22,967 $23.36 $23,119 $23.77 ($153) ($0.41) 60,000 $29,975 $49.96 $30,250 $50.42 ($275) ($0.46) S S Occupancy 600 $7,364 $90.22 $7,954 $109.26 ($590) ($19.05) Tenant 3,000 $9,530 $99.39 $10,577 $106.10 ($1,047) ($6.71) Improvements 6,000 $12,511 $59.91 $13,760 $40.47 ($1,248) $19.44 12,000 $16,106 $14.68 $16,188 $23.43 ($82) ($8.75) 30,000 $18,748 $19.68 $20,405 $21.94 ($1,657) ($2.26) 60,000 $24,652 $41.09 $26,986 $44.98 ($2,334) ($3.89) U Accessory > 1,000 See Flat Fee Schedule 1,000 $7,283 $0.00 $6,048 $665.77 $1,235 ($665.77) 2,000 $7,283 $122.74 $7,989 $294.99 ($707) ($172.26) 4,000 $9,737 $243.43 $10,997 $274.93 ($1,260) ($31.49) Standard 500 $10,404 $50.22 $6,856 $103.65 $3,548 ($53.43) Comm. 2,500 $11,408 $66.00 $8,929 $105.99 $2,480 ($39.99) Foundation 5,000 $13,058 $28.01 $11,579 $37.58 $1,480 ($9.57) w/o Podium 10,000 $14,459 $9.26 $13,457 $24.45 $1,001 ($15.19) 25,000 $15,848 $6.63 $17,125 $21.99 ($1,277) ($15.36) 50,000 $17,506 $35.01 $22,624 $45.25 ($5,118) ($10.24) Standard 500 $8,072 $21.51 $7,389 $117.39 $683 ($95.88) Comm. 2,500 $9,793 $41.57 $9,737 $116.34 $56 ($74.77) Foundation 5,000 $12,586 $9.91 $12,645 $37.58 ($58) ($27.67) with Podium 10,000 $14,702 $6.47 $14,524 $28.01 $178 ($21.54) 25,000 $17,075 $3.74 $18,725 $24.13 ($1,650) ($20.39) 50,000 $21,836 $15.88 $24,757 $49.51 ($2,920) ($33.64) All Shell 500 $7,402 $108.12 $7,146 $117.39 $255 ($9.26) Buildings 2,500 $9,564 $119.19 $9,494 $116.98 $70 $2.21 5,000 $12,544 $73.09 $12,419 $43.07 $125 $30.02 10,000 $16,198 $17.74 $14,572 $28.11 $1,626 ($10.37) 25,000 $18,860 $23.46 $18,789 $22.06 $70 $1.40 50,000 $24,724 $49.45 $24,304 $48.61 $420 $0.84 668 CC 02-06-2024 668 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 26 Overall, Building shows an under-recovery for square footage-based fees. The majority of over-recoveries are within the ‘A – Assembly’ and ‘All Shell Building’ categories. The reevaluation of time estimates ensures that each project is paying for their fair share of plan check and inspection costs. Detailed Results – Flat and MEP Fees Building collects flat fees for various structural, mechanical, electrical, and plumbing plan reviews and inspections. The total cost calculated for each service includes direct staff costs and Departmental and Citywide overhead. The following table details the fee name, current fee, total cost, and difference associated with each service offered. Table 11: Total Cost Per Unit Results – Building – Flat & MEP Fees Fee Name Current Fee Total Cost Difference Miscellaneous Fees Standard Hourly Rate - Building $243 $263 ($20) Planning Review and Inspection of Building Permits New 15% N/A Accessibility Hardship Exemption $243 $275 ($32) Acoustical Review Single Family Home/Duplex—New $608 $649 ($41) Single Family Home/Duplex—Addition/Alteration $364 $382 ($18) Multi-Family/Commercial $608 $649 ($41) Additions (Non-Hillside R3 Occupancy) - Plan Check Fees Plan Check Fees (up to 150 sq. ft.) $487 $2,428 ($1,941) Plan Check Fees (251 - 499 sq. ft.) $971 $4,625 ($3,654) Plan Check Fees (500-999 sq. ft.) New $5,724 N/A Additions (Non-Hillside R3 Occupancy) - Inspection Fees Inspection Fees (up to 150 sq. ft.) $1,213 $3,103 ($1,890) Inspection Fees (251 - 499 sq. ft.) $1,456 $4,137 ($2,681) Inspection Fees (500-999 sq. ft.) New $5,171 N/A Accessory Buildings - Residential Accessory Buildings (Up to 499 sq. ft.) New $1,699 N/A Accessory Buildings (500 - 999 sq. ft.) New $2,491 N/A Shed over 120 square feet $1,094 $1,311 ($217) Accessory Dwelling Unit (ADU) - Plan Check Fees Plan Check Fees (up to 499 sq. ft.) $971 $2,428 ($1,457) Plan Check Fees (500-999 sq. ft.) $1,940 $3,527 ($1,587) Accessory Dwelling Unit (ADU) - Inspection Fees Inspection Fees (up to 499 sq. ft.) $1,456 $2,585 ($1,129) Inspection Fees (500-999 sq. ft.) $2,423 $3,620 ($1,197) Address Assignment $243 $231 $12 Alternate Materials and Methods of Construction $243 $253 ($10) Antenna—Telecom Facility Radio $608 $454 $154 Cellular/Mobile Phone, alterations to existing facility $486 $649 ($163) Cellular/Mobile Phone, free-standing $1,335 $2,248 ($913) Cellular/Mobile Phone, attached to building $1,094 $1,182 ($88) Arbor/Trellis $487 $649 ($162) 669 CC 02-06-2024 669 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 27 Fee Name Current Fee Total Cost Difference Awning/Canopy (supported by building) $487 $649 ($162) Balcony Addition $1,094 $1,572 ($478) Battery Energy Storage System First 3 $243 $649 ($406) Each Additional $121 $382 ($261) Below Market Rate Escrow Inspection New 0.52% N/A Board of Appeals $243 $263 ($20) Carport $850 $907 ($57) Certifications Special Inspector Qualifications (initial review) $487 $506 ($19) Special Inspector Qualifications (renewal / update) $243 $231 $12 Chimney (new) $729 $907 ($178) Chimney Repair $487 $511 ($24) Clerical Fee $121 $116 $5 Commercial Coach (per unit) $1,094 $1,182 ($88) Covered Porch $850 $907 ($57) Deck (wood) $850 $907 ($57) Deck Railing $487 $511 ($24) Deferred Submittal Actual Cost $255 Demolition Multi-Family and Commercial (up to 3,000 sf) $608 $764 ($156) Multi-Family and Commercial (each additional 3,000 sf) $243 $267 ($24) Residential (R-3 Occ) (up to 3,000 sf) $487 $764 ($277) Residential (R-3 Occ) (each additional 3,000 sf) $243 $267 ($24) Swimming Pool Residential $487 $511 ($24) Swimming Pool Multi-Family and Commercial (up to 3,000 sf) $729 $770 ($41) Swimming Pool Multi-Family and Commercial (each additional 3,000 sf) $243 $259 ($16) Disabled Access Compliance Inspection $243 $263 ($20) Door New door (nonstructural) $364 $382 ($18) New door (structural shear wall/masonry) $487 $649 ($162) Duplicate / Replacement Job Card $121 $116 $5 Electric Vehicle Charging Station $243 $382 ($139) Extensions Plan Check Applications (within 180 days of Submittal) $243 $263 ($20) Permits (within 180 days of Issuance): Start construction, without plans $121 $137 ($16) Resume or complete construction, without plans $121 $137 ($16) Start construction, with plans $243 $275 ($32) Resume or complete construction, with plans $486 $549 ($63) Fence Non-masonry, over 7 feet in height $487 $511 ($24) Non-masonry, each additional 100 l.f. $121 $129 ($8) Masonry, over 7 feet in height $850 $907 ($57) Masonry, each additional 100 l.f. $487 $517 ($30) Fireplace Masonry $850 $907 ($57) 670 CC 02-06-2024 670 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 28 Fee Name Current Fee Total Cost Difference Pre-Fabricated/Metal $487 $511 ($24) Flag pole (over 20 feet in height) $487 $511 ($24) Foundation Repair $1,094 $1,166 ($72) Inspections Pre-Inspection Fee $243 $263 ($20) Standard Inspection Hourly Rate $243 $263 ($20) Progress Inspection $243 $263 ($20) Partial Inspection $243 $263 ($20) Courtesy Inspection - 2 hour minimum $243 $256 ($13) Cancelled inspection w/out advance notice $243 $256 ($13) Reinspection $243 $256 ($13) Outside of normal business hours (4 hour minimum) $243 $305 ($62) Inspection Supplemental Fee (Projects that require more inspections than average, the Building Official may charge additional inspection fees) First 1/2 hour minimum $121 $129 ($8) Each Additional hour $243 $259 ($16) Lighting pole $608 $649 ($41) Each additional pole $243 $267 ($24) Modular Structures $1,094 $923 $171 Modification of Technical Code $243 $263 ($20) Occupancy Certificate of Occupancy/Completion $487 $511 ($24) Temporary Occupancy Permit $487 $511 ($24) Partition—Commercial, Interior (up to 30 l.f.) $729 $778 ($49) Additional partition $243 $259 ($16) Partition—Residential, Interior (up to 30 l.f.) $487 $511 ($24) Additional partition $243 $259 ($16) Patio Cover / Gazebo Wood frame $584 $923 ($339) Metal frame $584 $923 ($339) Other frame $816 $923 ($107) Additional patio $350 $396 ($46) Enclosed prefabricated Sun Room $816 $907 ($91) Photovoltaic System Residential: Systems up to 15kW $427 $450 ($23) Each Additional kW Above 15kW New $15 Multi-Family and Commercial: Systems up to 50kW $608 $1,000 ($392) Each Additional kW between 50kW and 250kW $62 $7 $55 Each Additional kW Above 250kW $62 $5 $57 Thermal System Residential: Systems up to 10kW New $450 N/A Each Additional kW Above 10kW New $15 N/A Multi-Family and Commercial: Systems up to 30kW New $1,000 N/A Each Additional kW between 30kW and 260kW New $7 N/A Each Additional kW Above 260kW New $5 N/A Pile Foundation Cast in Place Concrete (first 10 piles) $1,094 $1,182 ($88) 671 CC 02-06-2024 671 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 29 Fee Name Current Fee Total Cost Difference Additional Piles (increments of 10) $729 $792 ($63) Driven (steel, pre-stressed concrete) $1,094 $1,182 ($88) Additional Piles (increments of 10) $729 $792 ($63) Product Review $243 $253 ($10) Plan Review Standard Plan Review Hourly Rate $243 $275 ($32) Overtime Plan Review (4 hour minimum) $243 $321 ($78) Pre-Submittal Plan Review (2 hour minimum) $243 $275 ($32) Expedited Plan Review New 1.5x Plan Check Fee Supplemental Plan Review (After 2nd Review) $242 $275 ($33) Pre-Construction Meeting $460 $446 $14 Remodel—Residential Kitchen (up to 300 sq. ft.) $971 $1,028 ($57) Bath (up to 300 sq. ft.) $971 $1,028 ($57) Other Remodel (up to 300 sq. ft.) $729 $907 ($178) Additional remodel (each 300 sq. ft.) $364 $679 ($315) Other Remodel (1000 sq. ft.) $2,308 $2,491 ($183) Additional remodel (each 300 sq. ft.) $364 $158 $206 Other Remodel (2500+ sq. ft.) $3,037 $3,282 ($245) Additional remodel (each 300 sq. ft.) $364 $79 $285 Re-roof Residential (maximum $500 per building) $26 $25 $1 Multi-Family Dwelling (maximum $500 per building) $26 $25 $1 Commercial: Commercial (first 5,000 sf) $608 $633 ($25) Commercial (each additional 2,500 sf) $243 $259 ($16) Retaining Wall (concrete or masonry) Standard (up to 50 l.f.) $1,094 $1,182 ($88) Additional retaining wall $729 $792 ($63) Special Design, 3-10' high (up to 50 l.f.) $1,577 $1,715 ($138) Additional retaining wall $729 $1,050 ($321) Special Design, over 10' high (up to 50 l.f.) $1,821 $1,974 ($153) Additional retaining wall $729 $1,309 ($580) Gravity/Crib Wall, 0-10' high (up to 50 l.f.) $1,577 $1,715 ($138) Additional Gravity/Crib Wall $971 $1,050 ($79) Gravity/Crib Wall, over 10' high (up to 50 l.f.) $1,821 $1,974 ($153) Additional Gravity/Crib Wall $971 $1,309 ($338) Revisions $608 $259 $349 Sauna—steam $850 $907 ($57) Siding Stone and Brick Veneer (interior or exterior) $608 $633 ($25) All Other (up to 400 sq. ft.) $487 $503 ($16) Additional siding (up to 400 sq. ft.) $121 $129 ($8) Signs Directional $487 $511 ($24) Each additional Directional Sign $243 $267 ($24) Ground/Roof/Projecting Signs $487 $511 ($24) Master Plan Sign Check $487 $511 ($24) Rework of any existing Ground Sign $487 $511 ($24) Other Sign $487 $511 ($24) Reinspection Fee $121 $122 ($1) 672 CC 02-06-2024 672 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 30 Fee Name Current Fee Total Cost Difference Wall/Awning Sign, Non-Electric $364 $382 ($18) Wall/Awning Sign, Electric $364 $511 ($147) Skylight First (3) Skylights Modified $511 N / A Each Additional Skylight Modified $267 N / A Stairs—First Flight $487 $511 ($24) Each additional flight $243 $267 ($24) Storage Racks 0-8' high (up to 100 l.f.) $608 $649 ($41) each additional 100 l.f. $121 $129 ($8) over 8' high (up to 100 l.f.) $608 $778 ($170) each additional 100 l.f. $121 $129 ($8) Stucco Applications Base $487 $503 ($16) Additional Stucco Application $121 $129 ($8) Swimming Pool/Spa Vinyl-lined $1,094 $1,182 ($88) Fiberglass $1,094 $1,182 ($88) Gunite (up to 800 sf) $1,577 $1,699 ($122) Additional pool (over 800 sf) $364 $396 ($32) Commercial pool (up to 800 sf) $2,672 $2,881 ($209) Additional pool (over 800 sf) $729 $792 ($63) Spa or Hot Tub (Pre-fabricated) $487 $511 ($24) Temporary Structures $729 $778 ($49) Tenant Improvement Preparation $487 $511 ($24) Window or Sliding Glass Door Replacement (first 8 windows) $364 $374 ($10) Replacement (each additional 8 windows) $121 $129 ($8) New Window (nonstructural) $305 $320 ($15) New window (structural shear wall/masonry) $426 $454 ($28) Bay Window (structural) $426 $454 ($28) Mechanical, Electrical, and Plumbing (MEP) Fees Mechanical Fees Mechanical Permit Fee $82 $263 ($181) Stand Alone Mechanical Plan Check $243 $263 ($20) Other Mechanical Inspections $243 $263 ($20) Mechanical Unit Fees Install or relocate HVAC system or portion there of Residential New $259 N/A Commercial New $388 N/A Hood installation that is served by mechanical exhaust, including the ducts for such hood Residential $121 $129 ($8) Commercial $364 $517 ($153) Any other piece of equipment or appliance not listed in Mechanical schedule. $182 $259 ($77) Electrical Fees Electrical Permit Fee $82 $263 ($181) Electrical Plan Check $243 $263 ($20) Electrical Inspections $243 $263 ($20) 673 CC 02-06-2024 673 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 31 Fee Name Current Fee Total Cost Difference Electrical Unit Fees Residential Whole-House Rewire (up to 2500 sq ft) $486 $517 ($31) Each Additional 1000 sq ft $243 $259 ($16) Receptacle, switch, lighting, or other outlets at which current is used or controlled, except services, feeders, and meters First 20 $82 $86 ($4) Each Additional $7 $9 ($2) Lighting fixtures, sockets, or other lamp-holding devices First 20 $121 $129 ($8) Each Additional $9 $9 $0 Pole or platform-mounted lighting fixtures $26 $30 ($4) Appliances (Install / Repair / Replace) Residential New $44 N/A Commercial New $85 N/A Power Apparatus - Generator/Transformer or Similar (Install/Repair/Replace) Residential $243 $388 ($145) Commercial $243 $259 ($16) Services (including Temporary Power) 600 volts or less, up to 200 amperes in rating $82 $86 ($4) 600 volts or less, 201 to 1000 amperes in rating $121 $259 ($138) Over 600 volts or over 1000 amperes in rating $243 $388 ($145) Any other Electrical apparatus, conduits, and conductors not listed in Electrical Schedule $243 $0 $243 Plumbing / Gas Fees Plumbing/Gas Permit Fee $82 $263 ($181) Stand Alone Plumbing Plan Check $243 $263 ($20) Other Plumbing and Gas Inspections $243 $263 ($20) Plumbing / Gas Unit Fees Residential Whole-House Water Re-Pipe (up to 2500 sq ft) $486 $517 ($31) Each Additional 1000 sq ft $243 $259 ($16) Partial Water Re-pipe Residential $24 $517 ($493) Commercial $15 $259 ($244) Install or Replace Water Meter / Service $62 $17 $45 Water Treatment System (Install/Repair/Replace) $82 $0 $82 Building sewer lateral (Install / Repair / Replace) Residential $62 $65 ($3) Commercial $121 $129 ($8) Sewer Clean-out (Install/Repair/Replace) Residential $62 $65 ($3) Commercial $121 $129 ($8) Building Drain/Waste/Vent Repair Residential New $26 N/A Commercial New $18 N/A Interceptors - Grease/Sand (Install/Repair/Replace) $182 $194 ($12) Water Heater Replacement / Installation - All Types Residential $62 $65 ($3) Commercial $182 $194 ($12) 674 CC 02-06-2024 674 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 32 Fee Name Current Fee Total Cost Difference Gas Piping (Install/Repair/Replace) $121 $129 ($8) Any other device/fixture not listed in Plumbing Schedule (Install/Repair/Replace) New $129 N/A Generally, Building under-recovers for their Flat and MEP fees. The largest deficit at $580 is in relation to ‘Retaining Wall (concrete or masonry) – Special Design, over 10’ high – Additional retaining wall’, followed by ‘Partial Water Re-Pipe - Residential’ and ‘Partial Water Re-Pipe – Commercial’ at $493 and $244, respectively. The largest over-recoveries are in relation to ‘Remodel – Residential’ and ‘Skylights’ as both of these fee categories not only have proposed unit changes but the staff effort captured within the fees were modified. Currently, the City does not capture time associated with the Planning Division’s review and inspection on Building permits. It was determined that a fee based on a percentage of the building permit would be added to Building’s fee schedule to account for Planning support provided during the construction phase. This percentage was calculated at 15% of the building permit fee. Annual Revenue Impacts Based on the prior year’s workload information, and current budgeted expenditures, annual cost recovery was evaluated. The following table shows by major fee category: revenue at current fee, total projected annual cost, and the resulting difference. Table 12: Annual Results – Building Fee Category Revenue at Current Fee Annual Cost Difference Flat & MEP Fees $1,290,973 $1,567,052 ($276,079) Sq. Ft. $2,509,608 $2,577,404 ($67,796) Planning Cross-Dept Support $0 $193,305 ($193,305) Total $3,800,581 $4,337,761 ($537,180) Building has an annual cost recovery of 88%, which translates to roughly a $537,000 subsidy. The majority of the difference is due to Flat and MEP fees, primarily due to ‘Additions (Non-Hillside R3 Occupancy) – Plan Check’ and ‘Additions (Non-Hillside R3 Occupancy) – Inspections’. The next largest subsidy is due to lack of recovery for Planning support on building plan checks and permits. The City should consider implementing a separate fee to allow for greater cost recovery. 675 CC 02-06-2024 675 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 33 7. Public Works Department The Public Works Department is responsible for the daily upkeep and maintenance of City owned and operated facilities and infrastructure. The fees examined within this study relate to oversight and permitting of improvements that affect the public right of way and public infrastructure, including, encroachments, map services, public improvements, tree planting, and more. The following subsections discuss fee schedule modifications and detailed per unit results for the fee-related services provided by Public Works. Fee Schedule Modifications In discussions with staff, the following modifications were proposed to the current fee schedule: • Fee Name Changes: The following fee names were updated to more accurately reflect the services provided: - ‘Grading Permit - <10,000 s.f. lot’ is now ‘Grading Permit - <10,000 s.f.’ - ‘Review of Building Permit Only’ is now ‘Stand Alone Building Permit Review’ • Eliminated Fee: The following fees are proposed for elimination from the Public Works fee schedule: - The ‘Stormwater Permit -Initial Inspection’ fee was eliminated as the City seldomly charged the fee and instead is working towards voluntary cooperation and compliance - ‘Trash Enclosure’ fees were eliminated as these fees are now captured under Environmental Plan Review. • New Fees: The following fees are proposed for addition to the Public Works fee schedule: - Environmental Plan Review - Construction and Demolition Diversion Compliance Review - Development Project Review - Planning Application Review - VMT Monitoring Fee These modifications ensure that the proposed fee schedule provides a clear and concise list of Public Works services. 676 CC 02-06-2024 676 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 34 Detailed Results The Public Works Department collects fees for encroachments, map services, public improvements, tree planting, etc. The total cost calculated for each service includes direct staff costs, Departmental and Citywide overhead, and cross-departmental support3. The following table details the fee name, current fee, total cost, and difference associated with each service offered. Table 13: Total Cost Per Unit Results – Public Works Fee Name Current Fee Total Cost Difference Encroachment Permits Minor Encroachment Permits (Local Streets) $647 $602 $45 Minor Encroachment Permits (Utility) $447 $416 $31 Major Encroachment Permits (Arterials and Collectors) $1,115 $1,057 $58 Work without Permit Double the permit cost Small Cell Facility Encroachment Permit $2,228 $2,195 $33 Minor Street Cuts $1,785 $1,729 $56 Major Street Cuts $3,601 $3,515 $86 Special Major Permit (projects in excess of $30,000 or over 15 working days) 5% 5% 0% Special Major Permit (projects in excess of $30,000 or over 15 working days) $80 $254 ($174) Permit Extension $524 $523 $1 Crane Lift New $1,415 N/A Grading Permit <10,000 s.f. $1,376 $1,338 $38 10,000 s.f. or greater - Min. $4,015 $4,842 ($827) 10,000 s.f. or greater - % of Improvement 6.00% 7.24% (1.24%) Mapping Services Parcel Map (1‐4 lots) $8,170 $8,299 ($129) Tract Map (> 4 lots) $13,413 $13,549 ($136) Certificate of Correction $1,155 $1,113 $42 Certificate of Compliance - Initial Review $1,265 $3,935 ($2,670) Certificate of Compliance - Finalize Certificates $1,265 $3,935 ($2,670) Lot Line Adjustment $4,069 $4,173 ($104) Annexation (plus County filing fee) $2,948 $3,486 ($538) Plan Check and Inspection Stand Alone Building Permit Review $1,218 $1,289 ($71) Additional Plan Review ‐ 3 or more reviews $279 $315 ($36) Revisions to Plans and Permits $279 $315 ($36) Floodplain Evaluation/Elevation Certificate Review $271 $297 ($26) Streamside Permit $494 $462 $32 Storm Management Plan Review $1,789 $2,202 ($413) Professional Services 3rd Party Consultant Review Cost of Review + City Administrative Fee Public Works Confirmation $542 $629 ($87) Review of Public/Private Improvement Plans Residential - Minimum $5,392 $5,598 ($206) 3 Planning, City Attorney, City Clerk, Maintenance, GIS, and Environmental provide cross-departmental support on various Public Works fees. 677 CC 02-06-2024 677 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 35 Fee Name Current Fee Total Cost Difference Residential - Cost of Improvement 5.00% 5.19% (0.19%) Commercial - Minimum $10,086 $10,621 ($535) Commercial - Cost of Improvement 6.00% 6.32% (0.32%) Planning Application Review New $1,573 N/A VMT Monitoring Fee New $188 N/A Transportation Permit (State Regulated Fee)4 Single $16 $16 $0 Annual Utility Company $90 $90 $0 Miscellaneous Large Banners Across Stevens Creek Boulevard $741 $730 $11 Block Party $0 $1,338 ($1,338) Additional Engineering Investigation or Coordination $279 $315 ($36) Public Works Staff Time $256 $288 ($32) Vacation of Public Street ROW/PUE Summary Vacation $3,091 $3,168 ($76) Full Vacation $4,809 $4,930 ($121) Rural/Semi‐Rural Classification Application Application Phase $2,518 $2,571 ($53) Implementation Phase $1,540 $1,594 ($54) Permit Parking Study Application Phase $1,540 $1,397 $143 Implementation phase $1,261 $1,138 $123 Permit Parking Bi‐annual Fee $0 $39 ($39) Environmental Programs Stormwater Permit - Re‐Inspection for Violations $355 $431 ($76) Plan Review Fee: Single Family New $157 N/A Multi-Family New $313 N/A Construction and Demolition Diversion Compliance Review New $106 N/A Development Project Review New $271 N/A Public Tree Planting Cost 24" Street Tree $515 $1,018 ($503) 36" Street Tree or larger Actual Costs Public Works generally under-recovers on fees for service. Under-recoveries range from a low of $26 for ‘Floodplain Evaluation/Elevation Certificate Review’ to a high of $2,670 for ‘Certificate of Compliance – Initial Review’ and ‘Certificate of Compliance – Finalize Certificates’. Due to a policy decision, the City currently does not charge for ‘Block Party’ permits; as such, the $1,338 cost associated with this activity documents the full-cost subsidy provided to applicants by the City. 4 Cal. Code Regs. tit. 21 § 1411.3 (a) 678 CC 02-06-2024 678 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 36 Annual Revenue Impacts Utilizing the prior year’s workload information, the project team compared the revenue at current fee to the revenue at the calculated full cost. This analysis provides a ‘per unit’ difference and a cost recovery percentage which can be used to estimate the fiscal impact of implementing the results from this fee study. The following table shows by major fee category: revenue at current fee, revenue at calculated full cost, and the resulting difference. Table 14: Annual Results – Public Works Fee Category Revenue at Current Fee Revenue at Calculated Full-Cost Difference Encroachment Permits $660,932 $664,363 ($3,431) Mapping Services $25,652 $26,020 ($368) Plan Check and Inspection $133,510 $144,898 ($11,388) Review of Public/Private Improvement Plans $13,042 $13,540 ($498) Transportation Permit (State Regulated Fee) $834 $834 $0 Miscellaneous $288,358 $333,080 ($44,722) Total $1,122,328 $1,182,734 ($60,407) Public Works has an annual cost recovery of 95%, which represents a roughly $60,000 deficit. The largest deficit is in the Miscellaneous fee category associated with services billed out at the public works staff hourly rate. Reviewing and updating this rate will allow the department to achieve greater cost recovery. 679 CC 02-06-2024 679 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 37 8. Planning The Planning division is responsible for ensuring current and future development aligns with the City’s general and master plan. As such, the fees examined within this study relate to zoning, subdivisions, exceptions, appeals, etc. The following subsections discuss fee schedule modifications and detailed per unit results for the fee-related services provided by Planning. Fee Schedule Modifications In discussions with staff, the following modifications to the fee schedule were proposed. • New Fees: The following fees were proposed for addition to the Planning fee schedule: - ‘Project Review Meeting’ - ‘Preliminary Application Review – Single Family’ - ‘Preliminary Application Review – Non-Residential (Retail / Industrial / Office / Hotel): <10,000 sf’ - ‘Preliminary Application Review – Non-Residential (Retail / Industrial / Office / Hotel): >10,000 sf’ - ‘Preliminary Application Review – Residential / Mixed Use: Duplex’ - ‘Preliminary Application Review – Residential / Mixed Use: 3-6 Units’ - ‘Preliminary Application Review – Residential / Mixed Use: 6-50 Units’ - ‘Preliminary Application Review – Residential / Mixed Use: >50 Units’ - ‘Planning Inspection’ - ‘Application Revisions (after 2nd Review)’ - Mercury News Ad’ - ‘Special Events’ - ‘Sign Permit’ The proposed addition of new fees ensure that the proposed fee schedule more accurately reflects the services currently being provided by Planning staff. Detailed Results – Flat Fees Planning collects flat fees for subdivisions, exceptions, appeals, and more. The total cost calculated for each service includes direct staff costs, Departmental and Citywide overhead, and cross-departmental support5. The following table details the fee name, current fee, total cost, and difference associated with each service offered. 5 Traffic Engineering, Environmental, and Building provide cross-departmental support on various Planning fees. 680 CC 02-06-2024 680 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 38 Table 15: Total Cost Per Unit Results – Planning Flat Fees Fee Name Current Fee Total Cost Difference Planning Staff Hourly Rate $332 $287 $45 Subdivision Tentative Map (Five or More Parcels) $34,792 $46,604 ($11,812) Parcel Map (0-4 Parcels) $20,917 $27,117 ($6,200) Conditional Use/Development Permit Temporary Use Permit $4,639 $5,030 ($391) Administrative Conditional Use Permit $7,682 $10,614 ($2,932) Minor $21,043 $25,496 ($4,453) Major $35,064 $38,905 ($3,841) Amendment to Conditional Use Permit/Development Permit Minor $9,666 $11,501 ($1,835) Major $17,654 $24,819 ($7,165) Architectural and Site Approval Permit Minor Duplex/Residential $7,393 $10,584 ($3,191) Minor $14,557 $16,515 ($1,958) Major $21,667 $25,195 ($3,528) Single Family (R-1) Residential Permits Minor Residential Permit $3,796 $3,983 ($187) Two-Story Permit without Design Review $4,929 $4,985 ($56) Two-Story Permit with Design Review $5,915 $6,088 ($173) Director Minor Modification $5,185 $5,441 ($256) Ministerial Residential Permit Miscellaneous Ministerial Permit $4,322 $4,506 ($184) Exceptions Fence Exception - R1 and R2 $1,411 $4,626 ($3,215) Fence Exception - Other $4,749 $5,132 ($383) Sign Exception $5,405 $6,911 ($1,506) R-1 Exception $7,677 $7,742 ($65) Heart of the City Exception $21,460 $24,873 ($3,413) Hillside Exception $22,241 $23,724 ($1,483) Exception - Other $7,408 $7,862 ($454) Variance $8,489 $8,990 ($501) Reasonable Accommodation $1,232 $3,570 ($2,338) Tree Removal Permit Tree Removal Permit (no Arborist review required): First Tree $328 $1,260 ($932) Each Additional Tree $165 $276 ($111) Tree Removal Permit (Arborist review required): First Tree $492 $2,305 ($1,813) Each Additional Tree $247 $950 ($703) Retroactive Tree Removal Permit $5,464 $5,464 $0 Heritage Tree Designation $411 $4,182 ($3,771) Tree Management Plan $7,724 $7,871 ($147) Signs Temporary Sign Permit $524 $547 ($23) Sign Program $4,242 $4,411 ($169) Planning Commission Interpretation $7,822 $7,973 ($151) Extension of Approved Entitlements $2,103 $643 $1,460 Environmental Assessment 681 CC 02-06-2024 681 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 39 Fee Name Current Fee Total Cost Difference Categorical Exemption (Plus County Filing Fee) $379 $397 ($18) Appeals Planning Commission $379 $19,006 ($18,627) City Council $379 $19,294 ($18,915) Miscellaneous Fees Legal Noticing Fee $440 $521 ($81) Zoning Verification Letter $555 $577 ($22) Public Convenience & Necessity Letter (Alcohol Beverage License) $279 $288 ($9) Short-Term Rental $232 $405 ($173) Mobile Vending Registration Fee $332 $543 ($211) Proposed New Fees Project Review Meeting New $5,106 N/A Preliminary Application Review Single Family New $4,042 N/A Non-Residential (Retail / Industrial / Office / Hotel): <10,000 sf New $9,421 N/A >10,000 sf New $12,999 N/A Residential / Mixed Use: Duplex New $3,428 N/A 3-6 Units New $14,776 N/A 6-50 Units New $18,427 N/A >50 Units New $23,213 N/A Planning Inspection New $860 N/A Application Revision (after 2nd review) New $10,400 N/A Mercury News Ad New Actual Cost + 15% Admin Charge Special Events New $7,779 N/A Sign Permit New $6,911 N/A Planning under-recovers for all their fees. The largest under-recoveries are within the Appeals category, at $18,627 for ‘Appeals – Planning Commission’ and $18,915 for ‘Appeals – City Council’. It is common to see large subsidies in relation to appeals due to the understanding that the benefit to the community having access to the appeal process outweighs the benefit of recovering the full cost to the City. There are also several new fees being proposed to be added to help recover costs for services currently being provided but for which there is no fee on the fee schedule. Detailed Results – Deposit Based Fees The Planning division currently collects several deposit-based fees associated with general plan and zoning amendments. These fees are billed at the staff fully burdened hourly rate. The following lists all deposit-based fees assessed by the Planning division: • General Plan Authorization • General Plan Amendment • Zoning Map Amendment 682 CC 02-06-2024 682 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 40 • Zoning Text Amendment • Zoning – Single Story Overlay District • Study Session These fees would continue to remain deposit-based and should be billed out at the updated fully burdened staff hourly rate of $287 to ensure that there is full cost recovery. Annual Revenue Impacts Utilizing the prior year’s workload information, the project team compared the revenue at current fee to the revenue at the calculated full cost. This analysis provides a ‘per unit’ difference and a cost recovery percentage, which can be used to estimate the fiscal impact of implementing the results from this fee study. The following table shows by major fee category: revenue at current fee, revenue at calculated full cost, and the resulting difference. Table 16: Annual Results – Planning Fee Category Revenue at Current Fee Revenue at Calculated Full Cost Difference Subdivision - Tentative Map (Five or More Parcels) $69,584 $93,209 ($23,625) Conditional Use/Development Permit $107,471 $125,455 ($17,984) Architectural and Site Approval Permit $94,452 $107,772 ($13,320) Single Family (R-1) Residential Permits $272,286 $277,093 ($4,807) Director Minor Modification $119,255 $125,149 ($5,894) Exceptions $23,652 $28,350 ($4,698) Tree Removal Permit $22,960 $103,144 ($80,184) Signs $1,048 $1,094 ($46) Extension of Approved Entitlements $2,103 $643 $1,460 Zoning Verification Letter $3,885 $4,037 ($152) Preliminary Application Review - Single Family $0 $20,212 ($20,212) Total $716,696 $886,158 ($169,462) Planning has an annual cost recovery of 81%, which represent a roughly $169,000 deficit. Roughly $80,000 of the $169,000 difference is due to ‘Tree Removal Permits’, primarily ‘Tree Removal Permit (Arborist review required)’. The City currently charges this fee at $492 per tree, the full cost was calculated to be $2,305 per tree, resulting in a $1,813 per unit deficit. While Tree Removal Permits are often subsidized to mitigate impacts to the community, due to the large annual volume of these permits even a small adjustment to the fee would have a significant impact on bridging Planning’s cost recovery gap. 683 CC 02-06-2024 683 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 41 9. Parks & Recreation Within the Parks and Recreation Department, the Recreation Services Organization is responsible for providing residents and visitors with recreational and leisure activities. The Department coordinates, promotes, and oversees recreation services across various programs. The following dot points provide an overview of each program: • Cultural Events is responsible for facilitating City hosted events and acting as liaison for community sponsored special events. • Facilities is responsible for managing daily operations and overseeing the rental of the Community Hall, Quinlan Community Center, and the Creekside Park building. • Youth Teen Recreation is responsible for developing and overseeing fee-based youth and teen programs (i.e. summer camps, preschool, enrichment classes, etc.). • Senior Center is responsible for developing and overseeing activities at the Senior Center (i.e., enrichment classes, group trips, social events, etc.). • Youth and Teen Programs is responsible for supporting the Youth Activity Board, coordinating the teen summer volunteer program, producing on youth specific special events, and managing daily operations of the Monta Vista Recreation Center. • Neighborhood Events is responsible for scheduling summer events at neighborhood parks (i.e., outdoor concerts and movies, fitness programs, performances, etc.). • Park Facilities is responsible for the operations of Blackberry Farm which provides open spaces for various recreational activities (i.e., swimming, picnics, etc.) along with overseeing and managing the McClellan Ranch Preserve and the Community Garden. • Blackberry Farms Golf Course is responsible for managing the daily operations of the City’s nine-hole golf facility. • Sports Center Operations is responsible for managing the daily operations of the Cupertino Sports Center, along with providing various wellness and sport related activities (i.e., tennis, pickleball, fitness classes, etc.). 684 CC 02-06-2024 684 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 42 • Outdoor Recreation is responsible for providing the community with various sports, fitness, and outdoor activities (i.e., swim classes, sports leagues, nature, and science programs, etc.). Like most cities, Cupertino assess most of their fees within each program on a tiered basis, proportionate to the benefit provided to the community. Depending on where the applicant falls on the tiered system their fee(s) will vary based on the associated cost recovery goal for that group. Cupertino classifies applicants into four groups: Cupertino Non-Profit, Non-Profit, Resident, and Non-Resident. Grants, special funding, or general fund subsidies are then used to offset the difference in cost recovery to ensure that the community and visitors have equitable access to programs and facilities. Recreation fees are classified as market driven due to their optional nature. Residents have the choice of utilizing the programs and facilities within their own community or those of a neighboring city. Given this, while the project team worked with parks and recreation staff to review costs associated with individual program fees, this report focuses and highlights overall programmatic cost recoveries. The following subsections provide an overview of the legal framework for recreational fees along with a cost recovery analysis of Cupertino’s Park and Recreation services at the programmatic level. Parks & Recreation Legal Framework There are specific rules and regulations within California State Law that impact Parks and Recreation related activities directly. These can be separated into two categories – rental rates and recreation programs. The following points provide further information regarding these items: 1. Rental Rates: One of the exceptions to the tax category under proposition 26 is a charge imposed for entrance to or use of local government property, or the purchase, or rental, or lease of local government property6. There is no requirement that these rates must be limited to the cost of service, as they can be dependent upon a variety of features of the facility or park being rented. 2. Recreation Programs: Under Proposition 26, the exception to the tax category is a charge that is “imposed”. Based upon the League of California Cities implementation guide for Proposition 26, as well as other legal opinions, recreation classes, youth sports, adult sports, are not a charge that is “imposed upon residents”. Rather residents have the option to voluntarily participate in those 6 Proposition 26 Article XIII C(1)(e)(4) 685 CC 02-06-2024 685 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 43 programs and utilize a private entity (non-governmental entity) for those activities. Therefore, these rates are allowed to be set based upon the market options within the area rather than being restricted to the cost of service being provided. Utilizing these two principals is key to understanding the results generated through this analysis. As such, when setting fees specific to Parks and Recreation fees do not need to be set at or under the cost of service, rather, fee amount(s) can and should be based upon the rates that the market can bear. Cost Recovery Analysis – Direct Expenses The typical cost recovery for Parks and Recreation services is between 20-50%. The low- cost recovery for these services is due to the belief that these services primarily benefit the community at large, and as such are providing a direct benefit to residents and the community. The Parks and Recreation Department recovers approximately 54% of its direct costs, which is slightly above the average seen in other jurisdictions. This cost recovery percentage equates to an annual subsidy of approximately $4.4 million. In order to assess cost recovery, the project team compared FY24 budgeted expenditures with FY22 actual revenue to assess the direct cost recovery. The following table shows by program: expenditures, revenue, and the resulting cost recovery percentage. Table 17: Annual Parks & Recreation Program Cost Recovery – Direct Costs Program Revenue Budget Difference Cost Recovery % Cultural Events $1,221 $437,794 ($436,573) 0.28% Facilities $203,173 $390,211 ($187,038) 52% Youth Teen Recreation $854,411 $1,703,251 ($848,840) 50% Senior Center $70,129 $812,264 ($742,135) 9% Youth and Teen Programs $0 $278,895 ($278,895) 0% Neighborhood Events $0 $92,872 ($92,872) 0% Park Facilities $195,207 $1,270,364 ($1,075,157) 15% BBF Golf Course $602,779 $642,342 ($39,563) 94% Sports Center Operations $2,796,329 $2,840,279 ($43,950) 98% Outdoor Recreation $439,717 $1,086,993 ($647,276) 40% Total $5,162,966 $9,555,265 ($4,392,299) 54% The primary contributor to the Department’s deficit is Park Facilities at $1.1 million; followed by ‘Youth Teen Recreation’ and ‘Senior Center’ at $849,000 and $742,000, respectively. These large differences align with programs which offer a higher community benefit, as such, they are subsidized. While the programs which have a more individual benefit (BBF Golf Course, Sports Center, etc.) have less of a difference and their individual cost recovery percentages are closer to 100%. 686 CC 02-06-2024 686 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 44 Cost Recovery Analysis – Direct & Indirect Expenses In the previous section, the cost recovery only incorporated direct budgeted expenditures for the Department. However, various indirect costs are associated with the daily operations within the Department. The following dot points summarize the indirect cost components included in this analysis: • Citywide: consists of indirect costs from other City departments, such as, Finance, Human Resources, City Manager, etc., who do not deal directly with recreation fees but do support the staff who spend direct time on fees. • Departmental / Administrative: consists of indirect support from the administrative programs within the Parks and Recreation Department who provide administrative and managerial support to staff who spend direct time on fees. • Parks & Recreation Maintenance: consists of costs from programs which act as budgetary centers for the continued maintenance and upkeep of open spaces and facilities. The result of adding the direct and indirect costs together creates “fully burdened” expenditures, allowing for a more accurate comparison of cost recovery. The following table shows the cost recovery percentages at the programmatic level based upon comparing FY22 Actual Revenue to the calculated “fully burdened” expenditures. Table 18: Annual Parks & Recreation Program Cost Recovery – Total Costs Program Revenue Direct & Indirect Exp Difference Cost Recovery % Cultural Events $1,221 $768,430 ($767,209) 0.16% Facilities $203,173 $802,246 ($599,073) 25% Youth Teen Recreation $854,411 $2,827,397 ($1,972,986) 30% Senior Center $70,129 $1,437,067 ($1,366,938) 5% Youth and Teen Programs $0 $503,414 ($503,414) 0% Neighborhood Events $0 $179,317 ($179,317) 0% Park Facilities $195,207 $2,536,875 ($2,341,668) 8% BBF Golf Course $602,779 $1,217,291 ($614,512) 50% Sports Center Operations $2,796,329 $5,116,163 ($2,319,834) 55% Outdoor Recreation $439,717 $1,880,645 ($1,440,928) 23% Total $5,162,966 $17,268,845 ($12,105,879) 30% With the inclusion of indirect expenses, the Department’s cost recovery percentage decreases from 54% to 30% and the dollar value of the deficit increases from $4.4 million to $12.1 million. At $2.3 million each, Park Facilities and Sports Center Operations are the largest contributors to the Department’s deficit. Since both programs have fees which are primarily based on market-rate it is imperative that staff and management evaluate these 687 CC 02-06-2024 687 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 45 fees and adjust appropriately to not only align with established cost recovery polices and targets but also to lessen the cost recovery gap. Summary Certain Parks and Recreation programs tend to achieve higher cost recovery (i.e., rentals and Golf Course); whereas other programs (i.e., neighborhood events and senior activities), due to their benefit to the community, have lower cost recovery. The following table compares both cost recovery percentages at the programmatic level. Table 19: Programmatic Cost Recovery Comparison Program Direct Exp Cost Recovery % Direct & Indirect Exp Cost Recovery % Cultural Events 0.28% 0.16% Facilities 52% 25% Youth Teen Recreation 50% 30% Senior Center 9% 5% Youth and Teen Programs 0% 0% Neighborhood Events 0% 0% Park Facilities 15% 8% BBF Golf Course 94% 50% Sports Center Operations 98% 55% Outdoor Recreation 40% 23% Total 54% 30% By incorporating the indirect costs associated with parks and recreation operations the Departmental cost recovery percentage of 54% decreases to 30%, which is within the typical cost recovery range of 20% – 50%. The following dot points provide a summary of each programs cost recovery comparison: • Cultural Events recovers 0.28% of its costs providing an annual subsidy of $437,000 in relation to its direct costs. When indirect costs are factored in this program recovers 0.16% off its costs providing an annual subsidy of $767,000. • Facilities recovers 52% of its costs providing an annual subsidy of $187,000 in relation to its direct costs. When indirect costs are factored in this program recovers 25% off its costs providing an annual subsidy of $599,000. • Youth Teen Recreation recovers 50% of its costs providing an annual subsidy of $848,000 in relation to its direct costs. When indirect costs are factored in this program recovers 30% off its costs providing an annual subsidy of $1.97 million. 688 CC 02-06-2024 688 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 46 • Senior Center recovers 9% of its costs providing an annual subsidy of $742,000 in relation to its direct costs. When indirect costs are factored in this program recovers 5% off its costs providing an annual subsidy of $1.4 million. • Youth and Teen Programs recovers 0% of its costs providing an annual subsidy of $279,000 in relation to its direct costs. When indirect costs are factored in this program recovers 0% off its costs providing an annual subsidy of $503,000. • Neighborhood Events recovers 0% of its costs providing an annual subsidy of $93,000 in relation to its direct costs. When indirect costs are factored in this program recovers 0% off its costs providing an annual subsidy of $179,000. • Park Facilities recovers 15% of its costs providing an annual subsidy of $1.1 million in relation to its direct costs. When indirect costs are factored in this program recovers 8% off its costs providing an annual subsidy of $2.3 million. • Blackberry Farms Golf Course recovers 94% of its costs providing an annual subsidy of $40,000 in relation to its direct costs. When indirect costs are factored in this program recovers 50% off its costs providing an annual subsidy of $615,000 • Sports Center Operations recovers 98% of its costs providing an annual subsidy of $44,000 in relation to its direct costs. When indirect costs are factored in this program recovers 55% off its costs providing an annual subsidy of $2.3 million. • Outdoor Recreation recovers 40% of its costs providing an annual subsidy of $647,000 in relation to its direct costs. When indirect costs are factored in this program recovers 23% off its costs providing an annual subsidy of $1.4 million. Overall, the Department should continue their practice of evaluating cost recovery levels. The nature of Parks and Recreation services means that fee structures are dynamic, adjusting to economic shifts and public demand. Administrators often develop and approve fee increases, with an aim to maintain the quality and accessibility of park facilities and recreational services. Fee adjustments must balance affordability for users with generating enough revenue to support ongoing operations and improvements. Program and city management continuously navigate this cycle, considering factors like inflation, facility upgrades, and program popularity to ensure the long-term success of parks and recreation programs and services in the community. 689 CC 02-06-2024 689 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 47 10. Development Services Surcharges There are two typical surcharges assessed as part of the development review process – General Plan Maintenance Fee and Technology fee. Currently, the City of Cupertino charges a tiered General Plan Maintenance fee; and does not charge a Technology fee. As part of this study the City requested the project team calculate the full cost of permit- related technology services for the City. The following subsections discuss the calculation of the General Plan Maintenance Fee and Technology Fee. General Plan Maintenance Fee A General Plan Maintenance fee is meant to account for updates to the general plan, zoning ordinance, housing elements, and other long-range planning activities that are part of the larger General Plan. The General Plan Maintenance fee is governed by Government Code Section 66014(b) which states that fees “may include the costs reasonably necessary to prepare and revise the plans and policies that a local agency is required to adopt before it can make any necessary findings and recommendations.” This code states that fees can be charged against zoning changes, zoning variances, use permits, building inspections, and filing applications. More typically, the fee is charged during the building permit phase so as to ensure any development project, which gets to that phase, makes enough of an impact to require the need for an update to the Zoning Code or the General Plan. This fee should only be applied to major building permits (i.e., new or remodel / tenant improvements) rather than standalone permits for water heaters or electrical outlets. The three most common methodologies for assessing a General Plan Maintenance fee are: • Cost Per Square Foot: the fee is assessed based upon the total potential square footage based upon which it would be assessed. • Percentage of Valuation: the fee is assessed based upon the total project valuation. • Percentage of Building Permit Fee: the fee is assessed as a percentage of the total building permit fee assessed to a project. 690 CC 02-06-2024 690 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 48 The project team calculated and evaluated the full cost of General Plan Maintenance based upon all three methodologies. 1 Annual Long Term Planning Costs The City of Cupertino has a Long-Term Planning cost center housed within their Planning Division. This Division houses staff dedicated to making updates to the City’s General Plan and Housing Element. In order to determine the full cost of Long Term Planning, the project team calculated the full cost associated with the division, including direct and indirect costs. The following table shows cost component the full annual cost associated with Long Term Planning: Table 20: Annual Cost – Long-Term Planning Position Total Cost Direct Costs $982,428 Indirect Costs $201,639 Annual Cost $1,184,067 Direct costs consist of salaries and benefits associated with division staff, as well as divisional services and supplies. The indirect costs account for managerial and administrative support provided by other Community Development programs, as well as citywide overhead. The roughly $1.18 million in annual division cost was used as the numerator while calculating the three options. 2 General Plan Maintenance Full Cost Calculation Currently, the City assesses its General Plan Maintenance fee based on project square footage by occupancy type (All Non-Residential and Multi-Family, Residential Single Family, and General Plan Office Allocation). The project team calculated full cost General Plan Maintenance fee options based on the three most common methodologies noted previously. The following table shows General Plan Maintenance costs based on total square footage, total valuation, and total building permit revenue. Table 21: General Plan Maintenance Calculation Category Total Square Footage Total Valuation Total Building Permit Revenue Total Annual Cost $1,184,067 $1,184,067 $1,184,067 General Plan Fee Basis 788,270 $276,621,670 $4,337,761 General Plan Maintenance Fee $1.50 0.43% 27% If the City wishes to continue using the square footage methodology the full cost fee would be $1.50 per square foot. The City could simplify its current fee structure and use the singular rate of $1.5 per square foot, or proportionately reduce the $1.50 based on 691 CC 02-06-2024 691 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 49 occupancy type. Alternatively, the City could look at changing its methodology, and implementing either a fee based on project valuation (0.43%) or building permit cost (27%). 3 Comparison to Surveyed Jurisdictions As part of this analysis, the project team conducted a comparative survey of other local jurisdictions and their assessment of the General Plan Maintenance Fee. Like other comparative efforts, the survey below simply shows the fees charged by the jurisdiction and does not include the basis upon which the other jurisdictions calculated or developed their fee. The following table shows the results of this comparative analysis: Table 22: General Plan Maintenance Fee – Comparative Survey Jurisdiction Fee Amount Milpitas 5% of Building Permit Mountain View 0.26% of Building Valuation Palo Alto 0.00117% of Building Valuation Santa Clara 12.39% of Building Permit & Plan Check Fee Sunnyvale 0.15% of Building Valuation The General Plan Maintenance fees charged by surveyed jurisdictions are either based on building valuation or building permit. None of the surveyed jurisdictions charge fees like Cupertino - based on square footage. Technology Surcharge Fee A Technology Fee allows the City to support the costs associated with the City’s permitting system, staff time for managing the systems, acquiring the system, mobile devices used for permitting, etc. The City currently does not assess this fee. The project team used the annual technology costs of the City’s permit tracking system and divided that by the prior year’s total annual revenue for Building, Planning, and Public Works permits and applications. The following table shows this calculation: Table 23: Technology Fee Calculation Category Amount Total Technology Annual Cost $372,860 Total Projected Development Annual Cost $6,406,653 Technology Fee as % of Permit Fee 5.8% Based upon this calculation, the City’s full cost Technology fee would be 5.8% of the permit fee. Therefore, if a permit fee was $100, the Technology fee collected would be $5.80; whereas if a permit fee was $1,000; the Technology fee collected would be $58. 692 CC 02-06-2024 692 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 50 This type of structure enables the Technology fee to be more proportionately distributed based upon the projects and their impact upon the system. As part of this analysis, the project team conducted a comparative survey of other local jurisdictions and their assessment of a Technology Fee. Like other comparative efforts, the survey below simply shows the fees charged by the jurisdiction and does not include the basis upon which the other jurisdictions calculated or developed their fee. The following table shows the results of this comparative analysis: Table 24: Technology Fee – Comparative Survey Jurisdiction Fee Amount Milpitas 3.8% of Permit Fee Mountain View 4.0% of Permit Fee Santa Clara 3.37% of Permit Fee Sunnyvale 5.00% of Permit Fee Palo Alto N/A With the exception of Palo Alto, which does not individually charge a technology fee, all surveyed jurisdictions charge their technology fee as a percentage of the permit. The City of Sunnyvale at 5% most closely matches the City’s full cost calculated at 5.8%. Surcharge Funds It is a best practice to collect and account for General Plan Maintenance and Technology surcharges in separate accounts. The City of Cupertino already follows this best practice for General Plan Maintenance and should continue to collect these fees separately, along with establishing a fund for fees collected in association with the proposed Technology fee. 693 CC 02-06-2024 693 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 51 11. Cost Recovery Considerations The following sections provide guidance regarding how and where to increase fees, determine annual update factors, and develop cost recovery policies and procedures. Fee Adjustments This study has documented and outlined on a fee-by-fee basis where the City is under and over collecting for its fee-related services. City and Department management will now need to review the results of the study and adjust fees in accordance with Departmental and City philosophies and policies. The following dot points outline the major options the City has in adjusting its fees. • Over-Collection: Upon review of the fees that were shown to be over-collecting for costs of services provided, the City should reduce the current fee to be in line with the full cost of providing the service. • Immediate Increase to Full Cost Recovery: For fees that show an under-collection for costs of services provided, the City may decide to increase the fee to either (1) full cost recovery, or (2) the policy-driven fee cost recovery level of less than 100% of cost recovery. • Phased Increase: For fees with significantly low-cost recovery levels, or which would have a significant impact on the community, the City could choose to increase fees gradually over a set period to either (1) full cost recovery, or (2) the policy-driven fee cost recovery level of less than 100% of cost recovery. The City will need to review the results of the fee study and associated cost recovery levels and determine how best to adjust fees. While decisions regarding fees that currently show an over-recovery are fairly straight forward, the following subsections, provide further detail on why and how the City should consider either implementing Full Cost Recovery or a Phased Increase approach to adjusting its fees. 1 Full Cost Recovery Based on the permit or review type, the City may wish to increase the fee to cover the full cost of providing services. Certain permits may be close to cost recovery already, and an increase to full cost may not be significant. Other permits may have a more significant increase associated with full cost recovery. 694 CC 02-06-2024 694 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 52 Increasing fees associated with permits and services that are already close to full cost recovery can potentially bring a Department’s overall cost recovery level higher. Often, these minimal increases can provide necessary revenue to counterbalance fees which are unable to be increased. The City should consider increasing fees for permits for which services are rarely engaged to full cost recovery. These services often require specific expertise and can involve more complex research and review due to their infrequent nature. As such, setting these fees at full cost recovery will ensure that when the permit or review is requested, the City is recovering the full cost of its services. 2 Phased Increases Depending on current cost recovery levels some current fees may need to be increased significantly in order to comply with established or proposed cost recovery policies. Due to the type of permit or review, or the amount by which a fee needs to be increased, it may be best for the City to use a phased approach to reaching their cost recovery goals. As an example, you may have a current fee of $200 with a full cost of $1,000, representing 20% cost recovery. If the current policy is 80% cost recovery, the current fee would need to increase by $600, bringing the fee to $800, in order to be in compliance. Assuming this particular service is something the City provides quite often, and affects various members of the community, an instant increase of $600 may not be feasible. Therefore, the City could take a phased approach, whereby it increases the fee annually over a set period until cost recovery is achieved. Raising fees over a set period of time not only allows the City to monitor and control the impact to applicants, but also ensure that applicants have time to adjust to significant increases. Continuing with the example laid out above, the City could increase the fee by $150 for the next four years, spreading out the increase. Depending on the desired overall increase, and the impact to applicants, the City could choose to vary the number of years by which it chooses to increase fees. However, the project team recommends that the City not phase increases for periods greater than five years, as that is the maximum window for which a comprehensive fee assessment should be completed. Annual Adjustments Conducting a comprehensive analysis of fee-related services and costs annually would be quite cumbersome and costly. The general rule of thumb for comprehensive fee analyses is between three and five years. This allows for jurisdictions to ensure they 695 CC 02-06-2024 695 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 53 account for organizational changes such as staffing levels and merit increases, as well as process efficiencies, code or rule changes, or technology improvements. The City of Cupertino already utilizes an annual update factor, that is based on the Consumer Price Index (CPI). This practice should continue to ensure that the City continues to achieve its expected cost recovery goals. Policies and Procedures This study has identified areas where the City is under-collecting the cost associated with providing services. This known funding gap is therefore being subsidized by other City revenue sources. Development of cost recovery policies and procedures will serve to ensure that current and future decision makers understand how and why fees were determined and set, as well as provide a road map for ensuring consistency when moving forward. The following subsections outline typical cost recovery ranges and discuss the benefits associated with developing cost recovery goals and procedures for achieving and increasing cost recovery. 1 Typical Cost Recovery The Matrix Consulting Group has extensive experience in analyzing local government operations across the United States and has calculated typical cost recovery ranges. The following table outlines these cost recovery ranges by major service area. Table 25: Typical Cost Recovery Ranges by Major Service Area Service Areas Typical Cost Recovery Ranges Building 80-100% Planning 50-80% Public Works 70-100% Information presented in the table above is based on the Matrix Consulting Group’s experience in analyzing local governments’ operations across the United States and within California and reflects typical cost recovery ranges observed by local adopting authorities. The following graph depicts how Cupertino compares to industry cost recovery range standards. 696 CC 02-06-2024 696 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 54 Public Works and Building fall within the typical cost recovery ranges, while Planning at 81% is just above the typical cost recovery range. 2 Development of Cost Recovery Policies and Procedures The City should review the current cost recovery levels and adopt a formal policy regarding cost recovery. This policy can be general in nature and can apply broadly to the City as a whole, or to each department and division specifically. A department specific cost recovery policy would allow the City to better control the cost recovery associated with different types of services being provided and the community benefit received. 88% 81% 95% 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Building Planning Public Works Co s t R e c o v e r y % Current Revenue Cost Recovery vs. Typical Revenue Cost Recovery 697 CC 02-06-2024 697 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 55 Appendix – Comparative Survey As part of the Cost of Services (User Fee) Study for the City of Cupertino, the Matrix Consulting Group conducted a comparative survey of various fees citywide. The City identified five (5) California jurisdictions to be included in the comparative survey: Milpitas, Mountain View, Palo Alto, Santa Clara, and Sunnyvale. The project team then reviewed public documents (i.e., agenda items, staff reports, budgets, fee schedules, and ordinances), and or contacted jurisdictions to get comparative information. The following sections outline key factors to consider when reviewing the comparative survey, as well as graphical comparisons of current fees and total calculated costs for various permits issued or services provided. Factors to Consider When Reviewing Comparative Survey Results While this report provides a reasonable estimate and understanding of the true costs of providing services, many jurisdictions also wish to consider the local “market rates” for services as a means for assessing what types of changes in fee levels their community can bear. A comparative survey does not provide adequate information regarding the relationship of a jurisdiction’s cost to its fees. The following points highlight various factors to consider when reviewing comparative survey results. • Economic Factors: Three important economic factors to consider when comparing fees across multiple jurisdictions are: population, budget, and workforce size. These factors can impact how and when fees are administered, as a jurisdiction with a smaller population may choose to not charge a fee, or a smaller workforce size may inhibit their ability to administer a fee. • Recency Factors: Recency is two-fold; when did a jurisdiction last update their fee schedule and when did they last undergo a comprehensive fee analysis. It is important to note that even though jurisdictions may have conducted fee studies, fees are not always adopted at full cost recovery. The comparative results only show the adopted fee for the surveyed jurisdiction, not necessarily the full cost associated with the comparable service. • Cost Recovery Factors: Each jurisdiction and its fees are different, and many are not based on the actual cost of providing services as various policy decision may subsidize services. 698 CC 02-06-2024 698 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 56 • Fee Variance Factors: The same “fee” with the same name may include different steps or sub-activities. In addition, jurisdictions provide varying levels of service and have varying levels of costs associated with providing services such as staffing levels, salary levels, indirect overhead costs, etc. In addition to the factors noted, market surveys can also run the risk of creating a confusing excess of data that will obscure rather than clarify policy issues. Because each jurisdiction is different, the Matrix Consulting Group recommends that the information contained in the market comparison of fees be used as supporting information, rather than a tool for establishing an acceptable price point for services. The following two subsections provide contextual information regarding the jurisdictions included in the comparative survey. 1 Economic Factors To provide additional context to the comparative survey information, the project team collected economic factors for the jurisdictions included. The following tables rank each jurisdiction from smallest to largest based on population, budget, and FTE. Table 26: Ranking of Jurisdictions by Population Jurisdiction Population7 Cupertino 60,381 Palo Alto 66,680 Milpitas 79,066 Mountain View 81,516 Santa Clara 127,151 Sunnyvale 152,258 Table 27: Ranking of Jurisdictions by Citywide Total Budget8 Jurisdiction FY24 Budget Cupertino $121,765,857 Milpitas $231,719,202 Sunnyvale $308,422,779 Mountain View $477,721,195 Palo Alto $965,945,000 Santa Clara $11,224,306,187 7 The population values used are from the 2021US Census. 8 To ensure appropriate comparisons, full operating budget (all funds) has been used for all jurisdictions. 699 CC 02-06-2024 699 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 57 Table 28: Ranking of Jurisdictions by FTE Jurisdiction FY24 FTE Cupertino 212 Milpitas 455 Mountain View 698 Sunnyvale 936 Palo Alto 1,018 Santa Clara 22,205 When compared to the surveyed jurisdictions the City of Cupertino ranks the lowest in terms of budget, staffing, and population. Milpitas, Sunnyvale, and Mountain View tend to be in the bottom middle, while Santa Clara tends to be the highest in most categories. 2 Recency Factor While the previous comparative information provides some perspective when comparing the City of Cupertino’s population, budget, and staffing with surveyed jurisdictions, other key factors to consider are when a jurisdiction’s fee schedule was last updated and when the last comprehensive analysis was completed. The following tables detail when each surveyed jurisdiction last updated their fee schedule and last conducted a fee study. Table 29: Last Fee Schedule Updated Jurisdiction Response Milpitas 2023 Mountain View 2023 Palo Alto 2023 Santa Clara 2023 Sunnyvale 2023 Table 30: Last Fee Study Conducted Jurisdiction Response Sunnyvale 2010 Palo Alto 2013 Mountain View 2018 Milpitas 2019 Santa Clara 2022 All of the surveyed jurisdictions have published new fees within the past year; however, of those surveyed only Santa Clara has conducted a fee study in the last five years. It is important to note that even though jurisdictions may have conducted fee studies, fees are not always adopted at full cost recovery. The following comparative analysis will only show the adopted fees for the surveyed jurisdictions, not necessarily the full cost associated with the comparable service. 700 CC 02-06-2024 700 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 58 Comparative Survey Results As part of this study, the project team conducted a survey of how the Cupertino’s current user fees and calculated full cost compare to other identified jurisdictions. The following subsections summarize the analysis. 1 Massage Establishment - New The current fee for a new Massage Establishment permit is $113 per permit. Through this study, the project team calculated the full cost of this permit to be $180. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. The current fee and calculated full cost are well below the jurisdictional average of $795. Cupertino’s current fee is closest to Mountain View’s fee at $204. Sunnyvale ($1,522) and Milpitas ($1,000) both charge fees above the jurisdictional average. 2 Minor Encroachment Permit (Local Street) The current fee for a 150-foot Minor Encroachment permit of a local street valued at $15,000 is $647 per permit. Through this study, the project team calculated the full cost of this permit to be $602. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. $0 $200 $400 $600 $800 $1,000 $1,200 $1,400 $1,600 Cupertino - Current Fee Cupertino - Full Cost Milpitas Mountain View Palo Alto Santa Clara Sunnyvale Fe e A m o u n t Massage Establishment -New 701 CC 02-06-2024 701 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 59 The current fee and calculated full cost are well below the jurisdictional average of $1,158. Cupertino’s current fee is closest to Sunnyvale’s fee at $817. Santa Clara charges the highest fee at $1,647. 3 Lot Line Adjustment The current fee for a Lot Line Adjustment of four lots is $4,069 per permit. Through this study, the project team calculated the full cost of this permit to be $4,173. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. The current fee and calculated full cost are slightly above the jurisdictional average of $3,628. Cupertino’s current fee is closest to Milpitas’ fee at $3,500. Palo Alto doesn’t have a specific fee for lot line adjustment, however, for 15 hours of plan check and inspection (which is the amount of time used to calculate Cupertino’s full cost) Palo Alto charges $8,415. $0 $200 $400 $600 $800 $1,000 $1,200 $1,400 $1,600 $1,800 Cupertino - Current Fee Cupertino - Full Cost Milpitas Mountain View Palo Alto Santa Clara Sunnyvale Fe e A m o u n t Minor Encrochment Permit (Local Street) -150 Feet in Length Valued at $15,000 $0 $1,000 $2,000 $3,000 $4,000 $5,000 $6,000 $7,000 $8,000 $9,000 Cupertino - Current Fee Cupertino - Full Cost Milpitas Mountain View Palo Alto Santa Clara Sunnyvale Fe e A m o u n t Lot Line Adjustment -4 Lots 702 CC 02-06-2024 702 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 60 4 Review of Public / Private Improvement Plans The current fee for a Review of Public / Private Improvement plans for a residential project valued at $10,000 is $4,947 per permit. Through this study, the project team calculated the full cost of this permit to be $5,598. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. The current fee and calculated full cost are slightly above the jurisdictional average of $4,239. Sunnyvale ($6,453) and Milpitas ($11,084) are the only comparable jurisdictions which charge more than the jurisdictional average. 5 Review of Public / Private Improvement Plans The current fee for a Review of Public / Private Improvement plans for a commercial project valued at $50,000 is $9,254 per permit. Through this study, the project team calculated the full cost of this permit to be $10,621. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. $0 $2,000 $4,000 $6,000 $8,000 $10,000 $12,000 Cupertino - Current Fee Cupertino - Full Cost Milpitas Mountain View Palo Alto Santa Clara Sunnyvale Fe e A m o u n t Review of Public / Private Improvement Plans -Residential Valued at $10,000 703 CC 02-06-2024 703 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 61 The current fee and calculated full cost are slightly above the jurisdictional average of $10,340. Sunnyvale ($22,627) and Milpitas ($11,084) are the only comparable jurisdictions which charge more than the jurisdictional average. 6 Parcel Map The current fee for a Parcel Map of four lots is $8,170 per permit. Through this study, the project team calculated the full cost of this permit to be $6,885. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. The current fee and calculated full cost are below the jurisdictional average of $8,370. Cupertino’s current fee is closest to Santa Clara’s fee at $8,361, while Cupertino’s calculated full cost is closest to Sunnyvale’s fee at $6,995. At $14,255, Milpitas charges the highest fee. $0 $5,000 $10,000 $15,000 $20,000 $25,000 Cupertino - Current Fee Cupertino - Full Cost Milpitas Mountain View Palo Alto Santa Clara Sunnyvale Fe e A m o u n t Review of Public / Private Improvement Plans -Commercial Valued at $50,000 $0 $2,000 $4,000 $6,000 $8,000 $10,000 $12,000 $14,000 $16,000 Cupertino - Current Fee Cupertino - Full Cost Milpitas Mountain View Palo Alto Santa Clara Sunnyvale Fe e A m o u n t Parcel Map -4 Lots 704 CC 02-06-2024 704 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 62 7 Zoning Map Amendment The current fee for 40 hours of Zoning Map Amendment is $13,280. Through this study, the project team calculated the full cost of this service to be $11,467. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. The current and full cost is below the jurisdictional average of $14,693. Milpitas ($20,000) and Palo Alto ($10,976) both charge this fee as a deposit. Of the comparable jurisdictions Santa Clara charges the most for this service at $26,550. 8 Temporary Use Permit The current fee for a Temporary Use Permit is $4,639 per permit. Through this study, the project team calculated the full cost of this permit to be $5,030. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. $0 $5,000 $10,000 $15,000 $20,000 $25,000 $30,000 Cupertino - Current Fee Cupertino - Full Cost Milpitas Mountain View Palo Alto Santa Clara Sunnyvale Fe e A m o u n t Zoning Map Amendment -40 Hours 705 CC 02-06-2024 705 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 63 The current fee and calculated full cost are well above the jurisdictional average of $1,927. At $6,288, Santa Clara charges the highest fee and the closets to Cupertino’s current fee. All other jurisdictions charge below the average. 9 Tree Removal Permit – No Arborist Review The current fee for a single Tree Removal Permit without arborist review is $328 per permit. Through this study, the project team calculated the full cost of this permit to be $1,260. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. The current fee is below the jurisdictional average of $490, while the calculated full cost is well above the average. Cupertino’s current fee is closest to what Sunnyvale charges at $358. It should be noted that these permits are often subsidized to mitigate impacts to the community. $0 $1,000 $2,000 $3,000 $4,000 $5,000 $6,000 $7,000 Cupertino - Current Fee Cupertino - Full Cost Milpitas Mountain View Palo Alto Santa Clara Sunnyvale Fe e A m o u n t Temporary Use Permit $0 $200 $400 $600 $800 $1,000 $1,200 $1,400 Cupertino - Current Fee Cupertino - Full Cost Milpitas Mountain View Palo Alto Santa Clara Sunnyvale Fe e A m o u n t Tree Removal Permit (No Arborist Review) -1 Tree 706 CC 02-06-2024 706 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 64 10 Appeal – Planning Commission The current fee for an Appeal to the Planning Commission is $379 per appeal. Through this study, the project team calculated the full cost of this type of appeal to be $19,006. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. The current fee is below the jurisdictional average of $880, while the calculated full cost is well above the average. Cupertino’s current fee is closest to what Sunnyvale charges at $238, while Palo Alto at $700 charges the closest to the jurisdictional average. Of the comparable jurisdictions, Santa Clara charges the highest fee at $10,428. There is a separate fee that they assess for appeals from non-applicant, which is significantly lower ($523). It should be noted that these permits are often subsidized to mitigate impacts to the community. 11 Zoning Verification Letter The current fee for a Zoning Verification Letter is $555 per letter. Through this study, the project team calculated the full cost to be $577 per letter. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. $0 $2,000 $4,000 $6,000 $8,000 $10,000 $12,000 $14,000 $16,000 $18,000 $20,000 Cupertino - Current Fee Cupertino - Full Cost Milpitas Palo Alto Santa Clara Sunnyvale Fe e A m o u n t Appeal -Planning Commission 707 CC 02-06-2024 707 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 65 The current fee and calculated full cost are above the jurisdictional average of $347. Cupertino’s current fee is closest to what Santa Clara charges at $508. Palo Alto doesn’t have a specific fee for zoning verification letters, however, for 2 hours of staff time (which is the amount of time used to calculate Cupertino’s full cost) Palo Alto charges $495. 12 Temporary Occupancy The current fee for a Temporary Occupancy permit is $487. Through this study, the project team calculated the full cost to be $511 per permit. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. The current fee and calculated full cost are below the jurisdictional average of $738. At $606, Sunnyvale charges the closest to Cupertino’s current fee and full cost calculated. Mountain View doesn’t have a specific fee for temporary occupancy, however, for 2 hours $0 $100 $200 $300 $400 $500 $600 $700 Cupertino - Current Fee Cupertino - Full Cost Milpitas Mountain View Palo Alto Santa Clara Sunnyvale Fe e A m o u n t Zoning Verification Letter $0 $200 $400 $600 $800 $1,000 $1,200 $1,400 Cupertino - Current Fee Cupertino - Full Cost Milpitas Mountain View Palo Alto Santa Clara Sunnyvale Fe e A m o u n t Temporary Occupancy 708 CC 02-06-2024 708 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 66 of staff time (which is the amount of time used to calculate Cupertino’s full cost) Mountain View’s fee would be $298. 13 Residential Bathroom Remodel The current fee for a Residential Bathroom Remodel is $971. Through this study, the project team calculated the full cost to be $1,028. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. The current fee and calculated full cost are well above the jurisdictional average of $585. At $1,007, Milpitas charges the closest to Cupertino’s current fee and full cost calculated. Rather than charging a flat fee, Mountain View ($606) and Sunnyvale ($603) charge their fees based on valuation. 14 Residential Reroof The current fee for a Residential Reroof is $26 per 100 square feet, with a $500 maximum fee. Through this study, the project team calculated the full cost to be $25 per 100 square feet. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. $0 $200 $400 $600 $800 $1,000 $1,200 Cupertino - Current Fee Cupertino - Full Cost Milpitas Mountain View Palo Alto Santa Clara Sunnyvale Fe e A m o u n t Residential Bathroom Remodel -Valued at $15,000 709 CC 02-06-2024 709 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 67 The current fee and calculated full cost are in-line with the jurisdictional average of $493. Santa Clara charges the most at $766 followed by Milpitas at $668. All jurisdictions, with the exception of Mountain View ($324) which charges based on valuation, charge residential reroofs as a flat fee. 15 Ground Sign The current fee for a Ground Sign is $487. Through this study, the project team calculated the full cost to be $511. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. The current fee and calculated full cost are well above the jurisdictional average of $284. At $544, Mountain View charges the closest to Cupertino’s current fee and full cost calculated. $0 $100 $200 $300 $400 $500 $600 $700 $800 $900 Cupertino - Current Fee Cupertino - Full Cost Milpitas Mountain View Palo Alto Santa Clara Sunnyvale Fe e A m o u n t Residential Reroof -2,000 Sq. Ft. Valued at $20,000 $0 $100 $200 $300 $400 $500 $600 Cupertino - Current Fee Cupertino - Full Cost Milpitas Mountain View Palo Alto Santa Clara Sunnyvale Fe e A m o u n t Ground Sign (Ground / Roof / Projecting Sign) 710 CC 02-06-2024 710 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 68 16 Window Replacement The current fee for a Window Replacement of five windows is $364. Through this study, the project team calculated the full cost to be $374. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. The current fee and calculated full cost are in alignment with the jurisdictional average of $332. Milpitas charges the most at $893. Unlike Cupertino, Sunnyvale ($140), Santa Clara ($134), and Mountain View ($107) all charge their fees based on valuation. 17 A-Occupancy New Construction Plan Check & Inspection – 5,000 Square Feet The current fee for a 5,000 square foot A-Occupancy new construction plan check and inspection is $17,950. Through this study, the project team calculated the full cost to be $15,599. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. $0 $100 $200 $300 $400 $500 $600 $700 $800 $900 $1,000 Cupertino - Current Fee Cupertino - Full Cost Milpitas Mountain View Palo Alto Santa Clara Sunnyvale Fe e A m o u n t Window Replacement -5 Windows Valued at $2,000 711 CC 02-06-2024 711 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 69 The current fee and calculated full cost are below the jurisdictional average of $19,811. Santa Clara ($35,500) and Palo Alto ($30,800) charge the highest fees and are the only jurisdictions which charge above the average. 18 B-Occupancy TI Plan Check & Inspection – 15,000 Square Feet The current fee for a 15,000 square foot B-Occupancy tenant improvement plan check and inspection is $17,577. Through this study, the project team calculated the full cost to be $18,539. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. $0 $5,000 $10,000 $15,000 $20,000 $25,000 $30,000 $35,000 $40,000 Cupertino - Current Fee Cupertino - Full Cost Milpitas Mountain View Palo Alto Santa Clara Sunnyvale Fe e A m o u n t A Occupancy New Construction Plan Check & Inspeciton -5,000 Sq. Ft. Valued at $1 Million $0 $10,000 $20,000 $30,000 $40,000 $50,000 $60,000 $70,000 $80,000 $90,000 Cupertino - Current Fee Cupertino - Full Cost Milpitas Mountain View Palo Alto Santa Clara Sunnyvale Fe e A m o u n t B Occupancy TI Plan Check & Inspection -15,000 Sq. Ft. Valued at $2.5 Million 712 CC 02-06-2024 712 of 723 Cost of Services (User Fee) Study Report City of Cupertino, CA Matrix Consulting Group 70 The current fee and calculated full cost are significantly below the jurisdictional average of $32,950. Palo Alto at $77,000 charge the highest fee and is the only jurisdictions which charge above the average. 19 R2 Occupancy New Construction Plan Check & Inspection – 16,000 Square Feet The current fee for a 16,000 square foot R2 Occupancy new construction plan check and inspection is $17,577. Through this study, the project team calculated the full cost to be $18,539. The following graph compares Cupertino’s current fee and calculated full cost to those of the surrounding jurisdictions. The current fee and calculated full cost are significantly below the jurisdictional average of $54,405. Palo Alto ($107,800) and Santa Clara ($82,688) charge the highest fees and are the only jurisdictions which charge above the average. Results Summary Overall, the City of Cupertino’s current fees are on the lower end of fees being surveyed and, in most cases, the full cost helps bring the City more in alignment with other jurisdictions. It is important to note that the results of this survey only show the fees adopted by council, not the cost recovery policy decisions for departments or a jurisdiction. As such, the results of this survey should be used as a secondary decision- making tool. $0 $20,000 $40,000 $60,000 $80,000 $100,000 $120,000 Cupertino - Current Fee Cupertino - Full Cost Milpitas Mountain View Palo Alto Santa Clara Sunnyvale Fe e A m o u n t R2 Occupancy New Construction Plan Check & Inspection -16,000 Sq. Ft. Valued at $3.5 Million 713 CC 02-06-2024 713 of 723 CITY OF CUPERTINO Agenda Item 23-12668 Agenda Date: 2/6/2024 Agenda #: 13. Subject: Councilmember Reports CITY OF CUPERTINO Printed on 1/31/2024Page 1 of 1 powered by Legistar™714 CC 02-06-2024 714 of 723 1 CITY COUNCIL ACTIVITY REPORT Meeting: February 6, 2024 Reporting Councilmember: Vice Mayor J.R. Fruen Report Activity Dates: 1/9/24 to 1/30/24 Event Date, Title, and Description: Event 1. January 11, 2024 – Cupertino Library Foundation Dinner – Together with Councilmembers Moore and Wei, I attended the annual dinner of the Cupertino Library Foundation to celebrate their year of achievements and installation of new board members. This dinner featured a change in leadership as Kiran Varshneya stepped down after years as president of the board. I filled in for Mayor Mohan to recognize Ms. Varshneya with a certificate from the city commending her for her service to the Foundation and the Cupertino community. Event 2. January 12, 2024 – Preparation Briefing on Proposed Service Level Reductions – I received a briefing from staff on the study session item regarding proposed service level reductions slated for the January 17, 2024, council meeting. The session offered the opportunity to raise questions and clarify the content of the presentation. Event 3. January 16, 2024 – UC Berkeley Terner Center Webinar: “Making it Pencil - The Math Behind Housing Development.” This webinar walked through the high-level decisions that go into new market-rate real estate development, using the Terner Center’s prototype pro formas. A panel of expert practitioners offered insights into how these financial realities and market conditions impact development in the state as well as potential policy responses. The discussion was illuminating and highlighted the full range of challenges to delivering housing even once entitled. Event 4. January 18, 2024 – Cities Association of Santa Clara County Legislative Action Committee Meeting – I attended this meeting in my capacity as Cupertino’s representative on 715 CC 02-06-2024 715 of 723 City Council Councilmember Activity Report 2 the Committee. We received an update on upcoming legislation that will affect cities in the coming year with a special focus on the recently-released budget from the Governor’s office. Event 5. January 24 – 26, 2024 – California League of Cities Mayors and Council Members Academy – Together with Mayor Mohan, and Councilmembers Moore and Wei, I attended this three-day educational seminar series in Monterey, California, to get up to speed on best practices in governance, land use entitlement, and city finance (among other topics). The academy also offered opportunities to meet and share experiences with councilmembers and city officials from across California. All-in-all, it was a useful and edifying experience. Event 6. January, 26, 2024 – California League of Cities Peninsula Division Legislative Address – The Peninsula Division of the California League of Cities hosted a meet-and-greet with part of our local delegation to the Assembly and Senate, namely Assemblymembers Papan and Berman, and Senators Becker and Wahab. Each had the opportunity to offer their thoughts on legislation they either had introduced or were intending to introduce, and each answered questions from local electeds. 716 CC 02-06-2024 716 of 723 1 CITY COUNCIL ACTIVITY REPORT Meeting: February 6, 2024 Reporting Councilmember: Mayor Sheila Mohan Report Activity Dates: 1/9/24 to 1/29/24 Event Date, Title, and Description: 1/12/24: Participated in a zoom call with League of Women Voters for the purpose of providing feedback on issues pertaining to Assembly District 26 and California’s 17th Congressional District for a forthcoming debate. 1/16/24: Visited the Bianchi Way property site where seven townhomes are proposed to be built. City staff assisted in addressing my concerns about parking, curb improvements and wheelchair accessibility. 1/16/24: Attended a meeting with office holders from the Cupertino Rotary at which sponsorship ideas and offers of support from the Rotary were proposed and acknowledged. 1/16/24: Conducted the first (in a long time) in-person Mayor’s Commissioner’s meeting at the Quinlan Center where each Commission made a presentation of the top three issues pertaining to them. For the commissioners to be made aware of the many city initiatives in progress was a valuable exercise and much appreciated by them. 1/17/24: Attended the Chamber of Commerce Installation of the Board of Directors, and made a few remarks emphasizing the value of the City-Chamber partnership. 1/18/24: Attended a zoom interview with students from Harvard University who had questions about how the City uses objective data in its operations and decision-making. 717 CC 02-06-2024 717 of 723 City Council Councilmember Activity Report 2 1/18/24: Attended a meeting with the Sand Hill property team at to be updated on progress at the The Rise. Expectations are that construction will begin in the fall of 2024. 2024 was described as a ‘turning point” year. 1/18/24: As the new Director on the Board of the California Cities of Santa Clara County, I attended their first meeting for 2024. Sheriff Bob Johnson, the invited speaker, spoke about public safety initiatives at the Sheriff’s office. A roundtable discussion followed with each city representative offering recent. highlights in their city. 1/19/24: Participated in a zoom discussion with Silicon Valley Clean Energy about priorities for the City, and how SVCE can assist in electrification of homes and in the permitting process. 1/20/24: Attended the celebration of India’s Republic Day at the India Community Center in Milpitas. The event featured dances, music and food, and was well attended by local elected officials. 1/21/24 Along with Councilmember Hung Wei, attended the Ram Janmabhoomi Temple Inauguration in San Jose. This event coincided with the actual installation in Ayodhya, India, the historical birthplace of Lord Rama. Several elected officials, including mayors from Sunnyvale, Saratoga and Milpitas attended the celebration. 1/22/24: Had a meeting with De Anza College President, Lloyd Holmes where we discussed topics of mutual interest – parking, internships, housing, mental health services. 1/23/24: Attended the swearing in of new Vice Mayor of Sunnyvale, Murali Srinivasan at the Sunnyvale City Hall. 1/24/24 to 1/26/24: Attended the Mayors and Council Members Academy hosted by the League of California Cities. Several informational and interactive workshops were featured: Developing an effective City Council and City Manager Team; Legal Powers of Elected Officials; Policy Role in Land Use Planning; and Financial Responsibilities of a City Council. Vice Mayor Fruen, Councilmember Wei and Councilmember Moore also attended. 1/27/24: Attended a Gala event at the War Memorial in San Francisco hosted by India’s Consul-General to celebrate India’s 75th Republic Day. I was asked to 718 CC 02-06-2024 718 of 723 City Council Councilmember Activity Report 3 speak about the importance of democracy, diversity and dignity, and the common values that bind India and the United States of America. I also spoke about Cupertino’s diverse population and the many contributions of immigrants. 1/28/24: Along with Councilmember Hung Wei, I attended a theatrical presentation titled “The Chair at Columbia University” about the history of Chinese immigration and the struggles faced by the Chinese community. On behalf of the City, I presented a Proclamation recognizing the value of the Maple Silicon Valley Drama group which produced the play. 1/29/24: At a special meeting of the City Council, we interviewed applicants for openings in various City Commissions and committees. This was the first day in a two-day interview process. 719 CC 02-06-2024 719 of 723 1 CITY COUNCIL ACTIVITY REPORT Meeting: February 6, 2024 Reporting Councilmember: Councilmember Hung Wei Report Activity Dates: 1/8/24 to 1/29/24 Event Date, Title, and Description: Event 1. Monday January 8, 2024 @ 5:30pm, Palo Alto City Council Re-Organization Meeting Attended Palo Alto City Council Re-Organization Meeting, congratulated newly elected Mayor Greer Stone, and networked with fellow City Councilmembers from Sunnyvale, Mountain View, Saratoga, Los Altos, Los Altos Hills, and other community members. Event 2. Tuesday January 9, 2024 @ 10:00am, ZOOM Chat with San Jose Spotlight reporter Annalise Freimarck ZOOM chat with Annalise Freimarck who is the newly appointed reporter from San Jose Spotlight covering news in Cupertino. Event 3. Wednesday January 10, 2024 @ 2:30pm, ZOOM meeting with Silicon Valley Clean Energy CEO and staff ZOOM met with Silicon Valley Clean Energy CEO and staff to go over Agenda items for the upcoming Board of Directors meeting as an Alternate. Event 4. Wednesday January 10, 2024 @ 7:00am, Silicon Valley Clean Energy (SVCE) Board of Directors Meeting Attended SVCE Board of Directors Meeting at Cupertino Community Hall as an Alternate, voted on 2024 Chair and Vice Chair, reviewed information and voted per Agenda items, 720 CC 02-06-2024 720 of 723 City Council Councilmember Activity Report 2 including elected New Chair and Vice Chair for 2024, allocated $3.45M to expand existing decarbonization programs. Event 5. Thursday January 11, 2024 @ 2:15pm, meeting with Jenny Kuo from Taipei Economic and Culture Office (TECO) San Francisco Office @ Cupertino City Hall Met with Jenny Kuo from TECO San Francisco Office, received information and invitation from Taiwan, Republic of China for Mayor, Vice Mayor, Councilmembers, and City staff to attend an Economic Development Summit in Taipei and Kaohsiung. Event 6. Friday January 12, 2024 @ 11:00am, Special City Council Meeting “Refresher on Policies and Procedures” @ Cupertino Library Cupertino City Council received informational presentations from City Manager, City Attorney, Assistant City Manager, and staff to refresh on policies and procedures on governance, staff support, IT logistics, and more. Event 7. Friday January 12, 2024 @ 2:30pm, Prep Session with staff on potential service level reductions for future budget planning Attended a Prep Session with staff on the upcoming Agenda item re: Potential Service Level Reductions with Q&A. Event 8. Wednesday January 17, 2024 @ 3:00pm, Chamber Board Installation @ Cupertino Chamber Office Attended the 2024 Chamber Board Installation at Cupertino Chamber of Commerce Office, congratulated new and seasoned Chamber Board Members and newly elected Chamber Board President. Event 9. Friday January 19, 2024 @ 8:30am, Santa Clara County Superintendent of Schools “Early Care & Education Policy” Summit @ Santa Clara County Board of Education Office Attended the Early Care & Education Policy Summit with school members and school staff for updates on early childhood education policies and practices. Event 10. Sunday January 20, 2024 @ 11:00am, Ram Janmabhoomi Temple “Why It Matter Attended the celebration of the restoration of Ram Janmabhoomi Temple and toured exhibits of artwork from children and youths. 721 CC 02-06-2024 721 of 723 City Council Councilmember Activity Report 3 Event 11. Monday January 22, 2024 @ 5:00pm Cupertino Distinguished Artist Awards at Cupertino Community Hall Attended the Cupertino Distinguished Artist Awards hosted by the Cupertino Art and Culture Commission, congratulated winners from various categories ranging from youths to adults. Event 12. Wednesday January 24, 2024 to Friday January 26, 2024, Mayors and Councilmembers Academy hosted by the League of California Cities Association in Monterey Attended a 3-day Conference with Mayor Mohan, Vice Mayor Fruen, Councilmember Moore, and Assistant City Manager Morely, learning a wide range of topics from Developing Effective City Council and City Manager Team, Legal Powers and Obligations, Policy Role in Land Use Planning, Effective Advocacy, Social Media/Digital Communications & Civic Engagement, Financial Responsibilities and City Revenue Workshop, and networked with fellow City Councilmembers. Event 13. Friday January 26, 2024 @ 5:30pm, Bay Area Legislators Address hosted by Cal Cities Peninsula Division @ HP, Inc in Palo Alto Attend the Legislators Address with Panelists State Senator Josh Becker, State Senator Aisha Wahab, State Assemblymember Marc Berman, and State Assemblymember Diane Papan. Event 14. Sunday 1/28, 2024 @ 3:00pm, A Historic Chinese Immigrant Story Drama @ De Anza College Attended a Drama by Maple Silicon Valley Drama called “A Chair at Columbia University” depicting a historic Chinese immigrant story, and presented a Certificate of Appreciation to Maple Silicon Valley Drama on behalf Cupertino City with Mayor Mohan. 722 CC 02-06-2024 722 of 723 CITY OF CUPERTINO Agenda Item 24-12922 Agenda Date: 2/6/2024 Agenda #: 14. Subject:Adjourn in memory of former Cupertino Mayor Philip Johnson CITY OF CUPERTINO Printed on 1/31/2024Page 1 of 1 powered by Legistar™723 CC 02-06-2024 723 of 723