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HomeMy WebLinkAbout_ Contract - Redistricting Partners, Inc. - 202232.pdfCONSULTANT SERVICES AGREEMENT Non -Design Professionals] THIS AGREEMENT (the "Agreement") is made as of February l i , 2022 by and between the City of Diamond Bar, a municipal corporation ("City") and Redistricting Partners ("Consultant"). 1. Consultant's Services. Subject to the terms and conditions set forth in this Agreement Consultant shall provide to the reasonable satisfaction of the City the districting and public engagement services set forth in the attached Exhibit "A", which is incorporated herein by this reference. It is understood and agreed that the actual services required of Consultant may be less than the services set forth in Exhibit "A" and that Consultant shall not perform the "Additional Redistricting Services" described on the last page of Exhibit "A" unless requested to do so in writing by the City's Project Manager. As a material inducement to the City to enter into this Agreement, Consultant represents and warrants that it has thoroughly investigated the work and fully understands the difficulties and restrictions in performing the work. Consultant represents that it is fully qualified to perform such consulting services by virtue of its experience and the training, education and expertise of its principals and employees. Ryan McLean, Assistant City Manager (herein referred to as the "City's Project Manager"), shall be the person to whom the Consultant will report for the performance of services hereunder. It is understood that Consultant shall coordinate its services hereunder with the City's Project Manager to the extent required by the City's Project Manager, and that all performances required hereunder by Consultant shall be performed to the satisfaction of the City's Project Manager and the City Manager. 2. Term of Agreement. This Agreement shall take effect February 17, 2022, and shall continue until completion ("Term"), unless earlier terminated pursuant to the provisions herein. 3. Compensation. City agrees to compensate Consultant for each service which Consultant performs to the satisfaction of City in compliance with the scope of services set forth in Exhibit "A". Payment will be made only after submission of proper invoices in the form specified by City. Total payment to Consultant pursuant to this Agreement shall not exceed One Hundred Thousand Dollars ($100,000) without the prior written consent of the City. The above not to exceed amount shall include all costs, including, but not limited to, all clerical, administrative, overhead, telephone, travel and all related expenses. 4. Payment. A. As scheduled services are completed, Consultant shall submit to City an invoice for the services completed, authorized expenses and authorized extra work actually performed or incurred. 1 Professional Services -Redistricting Partners 1662400.1 II B. All such invoices shall state the basis for the amount invoiced, including services completed, the number of hours spent and any extra work performed. C. City will pay Consultant the amount invoiced the City will pay Consultant the amount properly invoiced within 35 days of receipt, but may withhold 30% of any invoice until all work is completed, which sum shall be paid within 35 days of completion oIF the work and receipt of all deliverables. D. Payment shall constitute payment in full for all services, authorized costs and authorized extra work covered by that invoice. 5. Change Orders. No payment for extra services caused by a change in the scope or complexity of work, or for any other reason, shall be made unless and until such extra services and a price therefore have been previously authorized in writing and approved by the City Manager or his designee as an amendment to this Agreement. The amendment shall set forth the changes of work, extension of time, if any, and adjustment of the fee to be paid by City to Consultant. 6. Priority of Documents. In the event of any inconsistency between the provisions of this Agreement and any attached exhibits, the provisions of this Agreement shall control. T Status as Independent Contractor. A. Consultant is, and shall at all times remain as to City, a wholly independent contractor. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent, except as specifically provided herein. Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant's employees, except as set forth in this Agreement. Consultant shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner employees of City. B. Consultant agrees to pay all required taxes on amounts paid to Consultant under this Agreement, and to indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. In the event that City is audited by any Federal or State agency regarding the independent contractor status of Consultant and the audit in any way fails to sustain the validity of a wholly independent contractor relationship between City and Consultant, then Consultant agrees to reimburse City for all costs, including accounting and attorney's fees, arising out of such audit and any appeals relating thereto. C. Consultant shall Consultant and Consultant's hold City harmless from any Compensation laws. fully comply with Workers' Compensation laws regarding employees. Consultant further agrees to indemnify and fa ilure of Consultant to comply with applicable Worker's 1662400.1 2 Professional Services -Redistricting Partners D. Consultant shall, at Consultant's sole cost and expense fully secure and comply with all federal, state and local governmental permit or licensing requirements, including but not limited to the City of Diamond Bar, South Coast Air Quality Management District, and California Air Resources Board. E. In addition to any other remedies it may have, City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant's failure to promptly pay to City any reimbursement or indemnification required by this Agreement or for any amount or penalty levied against the City for Consultant's failure to comply with this Section. 8. Standard of Performance. Consultant shall perform all work at the standard of care and skill ordinarily exercised by members of the profession under similar conditions and represents that it and any subcontractors it may engage, possess any and all licenses which are required to perform the work contemplated by this Agreement and shall maintain all appropriate licenses during the performance of the work. 9. Indemnification. Consultant shall indemnify, defend with counsel approved by City, and hold harmless City, its officers, officials, employees and volunteers ("Indemnitees") from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorneys' fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with: 1) Any and all claims under Workers' Compensation Act and other employee benefit acts with respect to Consultant's employees or Consultant's contractor's employees arising out of Consultant's work under this Agreement; and 2) Any and all claims arising out of Consultant's performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, regardless of City's passive negligence, but excepting such loss or damage which is caused by the sole active negligence or willful misconduct of the City. Should City in its sole discretion find Consultant's legal counsel unacceptable, then Consultant shall reimburse the City its costs of defense, including without limitation reasonable attorneys' fees, expert fees and all other costs and fees of litigation. The Consultant shall promptly pay any final judgment rendered against the Indemnitees. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement. Except for the Indemnitees, this Agreement shall not be construed to extend to any third party indemnification rights of any kind. 3 Professional Services -Redistricting Partners 1662400.1 3) The Consultant's obligations to indemnify, defend and hold harmless the City shall survive termination of this Agreement. 10. Insurance. A. Consultant shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, with an insurance company authorized to do business in the State of California and approved by the City the following insurance: 1) a policy or policies of broad -form comprehensive general liability insurance written on an occurrence basis with minimum limits of $1,000,000.00 combined single limit coverage against any injury, death, loss or damage as a result of wrongful or negligent acts by Consultant, its officers, employees, agents, and independent contractors in performance of services under this Agreement; 2) property damage insurance with a minimum limit of $500,000.00 per occurrence; 3) automotive liability insurance written on an occurrence basis covering all owned, non -owned and hired automobiles, with minimum combined single limits coverage of $1,000,000.00; and 4) Worker's Compensation insurance when required by law, with a minimum limit of $500,000.00 or the amount required by law, whichever is greater. B. The City, its officers, employees, agents, and volunteers shall be named as additional insureds on the policies as to comprehensive general liability, property damage, and automotive liability. The policies as to comprehensive general liability, property damage, and automobile liability shall provide that they are primary, and that any insurance maintained by the City shall be excess insurance only. C. All insurance policies shall provide that the insurance coverage shall not be non -renewed, canceled, reduced, or otherwise modified (except through the addition of additional insureds to the policy) by the insurance carrier without the insurance carrier giving City at least ten (10) days prior written notice thereof. Consultant agrees that it will not cancel, reduce or otherwise modify the insurance coverage and in the event of any of the same by the insurer to immediately notify the City. D. All policies of insurance shall cover the obligations of Consultant pursuant to the terms of this Agreement and shall be issued by an insurance company which is authorized to do business in the State of California or which is approved in writing by the City; and shall be placed have a current A.M. Best's rating of no less than A-, VII. E. Consultant shall submit to City (1) insurance certificates indicating compliance with the minimum insurance requirements above, and (2) insurance policy 4 Professional Services -Redistricting Partners 1662400.1 endorsements or a copy of the insurance policy evidencing the additional insured requirements in this Agreement, in a form acceptable to the City. F. Self -Insured Retention/Deductibles. All policies required by this Agreement shall allow City, as additional insured, to satisfy the self -insured retention SIR") and/or deductible of the policy in lieu of the Consultant (as the named insured) should Consultant fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the City. Consultant understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement. Failure by Consultant as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement. Should City pay the SIR or deductible on Consultant's due to such failure in order to secure defense and indemnification as an additional insured under the policy, City may include such amounts as damages in any action against Consultant for breach of this Agreement in addition to any other damages incurred by City due to the breach. G. Subrogation. With respect to any Workers' Compensation Insurance or Employer's Liability Insurance, the insurer shall waive all rights of subrogation and contribution it may have against the Indemnitees. H. Failure to Maintain Insurance. If Consultant fails to keep the insurance required under this Agreement in full force and effect, City may take out the necessary insurance and any premiums paid, plus 10% administrative overhead, shall be paid by Consultant, which amounts may be deducted from any payments due Consultant. I. Consultant shall include all subcontractors, if any, as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor to the City for review and approval. All insurance for subcontractors shall be subject to all of the requirements stated herein. 11. Confidentiality. Consultant may be asked to provide input on the City's legal exposure as it relates to work being performed by Consultant and with respect to such communications Consultant shall keep them confidential and not disclose such communications unless directed to do so by the City's City Attorney or as otherwise required by law. Consultant in the course of its duties may have access to confidential data of City, private individuals, or employees of the City. Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Consultant's covenant under this section shall survive the termination of this Agreement. Notwithstanding the foregoing, to the extent Consultant prepares reports of a proprietary nature specifically for and in connection with certain projects, the City shall not, except with Consultant's prior written consent, use the same for other unrelated projects. 5 Professional Services -Redistricting Partners 1662400.1 12. Ownership of Materials. Except as specifically provided in this Agreement, all materials provided by Consultant in the performance of this Agreement shall be and remain the property of City without restriction or limitation upon its use or dissemination by City. Consultant may, however, make and retain such copies of said documents and materials as Consultant may desire. 13. Maintenance and Inspection of Records. In accordance with generally accepted accounting principles, Consultant and its subcontractors shall maintain reasonably full and complete books, documents, papers, accounting records, and other information (collectively, the "records") pertaining to the costs of and completion of services performed under this Agreement. The City and any of their authorized representatives shall have access to and the right to audit and reproduce any of Consultant's records regarding the services provided under this Agreement. Consultant shall maintain all such records for a period of at least three (3) years after termination or completion of this Agreement. Consultant agrees to make available all such records for inspection or audit at its offices during normal business hours and upon three (3) days' notice from the City, and copies thereof shall be furnished if requested. 14. Conflict of Interest. A. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by Consultant under this Agreement, or which would conflict in any manner with the performance of its services hereunder. Consultant further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, Consultant shall avoid the appearance of having any interest which would conflict in any manner with the performance of its services pursuant to this Agreement. B. Consultant covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendors) of hardware or software to City as a result of the performance of this Agreement. Consultant's covenant under this section shall survive the termination of this Agreement. 15. Termination. The City may terminate this Agreement with or without cause upon fifteen (15) days' written notice to Consultant. The effective date of termination shall be upon the date specified in the notice of termination, or, in the event no date is specified, upon the fifteenth (15th) day following delivery of the notice. In the event of such termination, City agrees to pay Consultant for services satisfactorily rendered prior to the effective date of termination. Immediately upon receiving written notice of termination, Consultant shall discontinue performing services, unless the notice provides otherwise, except those services reasonably necessary to effectuate the termination. The City shall be not liable for any claim of lost profits. 16. Personnel/Designated Person. Consultant represents that it has, or will secure at its own expense, all personnel required to perform the services under this Agreement. All of the services required under this Agreement will be performed by 6 Professional Services -Redistricting Partners 1662400.1 Consultant or under it supervision, and all personnel engaged in the work shall be qualified to perform such services. Except as provided in this Agreement, Consultant reserves the right to determine the assignment of its own employees to the performance A Consultant's services under this Agreement, but City reserves the right in its sole discretion to require Consultant to exclude any employee from performing services on City's premises. 17. Non -Discrimination and Equal Employment Opportunity. A. Consultant shall not discriminate as to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation, in the performance of its services and duties pursuant to this Agreement, and will comply with all rules and regulations of City relating thereto. Such nondiscrimination shall include but not be limited to the following: employment, upgrading, demotion, transfers, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. B. Consultant will, in all solicitations or advertisements for employees placed by or on behalf of Consultant state either that it is an equal opportunity employer or that all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation. C. Consultant will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this Agreement except contracts or subcontracts for standard commercial supplies or raw materials. 18. Time of Completion. Consultant agrees to commence the work provided for in this Agreement within (5) days of being notified by the City to proceed and to diligently prosecute completion of the work to completion. 19. Time Is of the Essence. Time is of the essence in this Agreement. Consultant shall do all things necessary and incidental to the prosecution of Consultant's work. 20. Reserved. 21. Delays and Extensions of Time. Consultant's sole remedy for delays outside its control shall be an extension of time. No matter what the cause of the delay, Consultant must document any delay and request an extension of time in writing at the time of the delay to the satisfaction of City. Any extensions granted shall be limited to the length of the delay outside Consultant's control. If Consultant believes that delays caused by the City will cause it to incur additional costs, it must specify, in writing, why the delay has caused additional costs to be incurred and the exact amount of such cost within 10 days of the time the delay occurs. No additional costs can be paid that exceed the not to exceed amount absent a written amendment to this Agreement. In no 7 Professional Services -Redistricting Partners 1662400.1 event shall the Consultant be entitled to any claim for lost profits due to any delay, whether caused by the City or due to some other cause. 22. Assignment. Consultant shall not assign or transfer any interest in this Agreement nor the performance of any of Consultant's obligations hereunder, without the prior written consent of City, and any attempt by Consultant to so assign this Agreement or any rights, duties, or obligations arising hereunder shall be void and of no effect. 23. Compliance with Laws. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state, and local governments. 24. Non -Waiver of Terms, Rights and Remedies. Waiver by either party of any one or more of the conditions of performance under this Agreement shall not be a waiver of any other condition of performance under this Agreement. In no event shall the making by City of any payment to Consultant constitute or be construed as a waiver by City of any breach of covenant, or any default which may then exist on the part of Consultant, and the making of any such payment by City shall in no way impair or prejudice any right or remedy available to City with regard to such breach or default. 25. Reserved. 26. Reserved. 27. Notices. Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on (a) the day of delivery if delivered by hand during regular business hours or by facsimile before or during regular business hours; or (b) on the third business day following deposit in the United States mail, postage prepaid, to the addresses heretofore set forth in the Agreement, or to such other addresses as the parties may, from time to time, designate in writing pursuant to the provisions of this section. REDISTRICTING PARTNERS, INC." Redistricting Partners, Inc. 730 Howe Ave., Ste 425 Sacramento, CA 95825 Attn.: Kimi Shigetani Phone: 916-612-8686 E-Mail: kimi@redistrctingpartners.com CITY" City of Diamond Bar 21810 Copley Drive Diamond Bar, CA 91765-4178 Attn.: Ryan McLean, Asst. City Mgr. Phone: 909-839-7016 E-mail: RMcLean@diamondbarca.gov 28. Governing Law, This Agreement shall be interpreted, construed and enforced in accordance with the laws of the State of California. The venue for any action brought under this Agreement shall be in Los Angeles County. 8 Professional Services -Redistricting Partners 1662400.1 29. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be deemed to be the original, and all of which together shall constitute one and the same instrument. 30. Entire Agreement. This Agreement, and any other documents incorporated herein by reference, represent the entire and integrated agreement between Consultant and City. This Agreement supersedes all prior oral or written negotiations, representations or agreements. This Agreement may not be amended, nor any provision or breach hereof waived, except in a writing signed by the parties which expressly refers to this Agreement. Amendments on behalf of the City will only be valid if signed by a person duly authorized to do so under the City's Purchasing Ordinance. IN WITNESS of this Agreement, the parties have executed this Agreement as of the date first written above. Consultant" "City" Redistricting Partners, Inc. VN By: Printed Name: Paul Mitchell Title: Owner, Redistricting Partners, Inc. Approved as to form: By: T> / Z ?65 David DeBerry, City Att3rney CITY OF DIAMOND BAR By: Rutl ATTEST: Kristina Santana, City Clerk 1662400.1 9 Professional Services -Redistricting Partners January 20, 2022 Daniel Fox City Manager City of Diamond Bar 21810 Copley Drive Diamond Bar, CA 91765 Sent via email to: dfox@diamondbarca.gov Dear Mr. Fox, Redistricting Partners would like to submit this letter to you for services to complete the City of Diamond Bar's districting under the California Voting Rights Act. Redistricting Partners is a specialized firm that conducts services for organizations and local governments ranging from racially polarized voting analysis, conversion of elections from at large to districted under the California Voting Rights Act, and traditional redistricting. Going back a decade we have worked with dozens of local governments, ranging from small hospital and water agencies to the sprawling Los Angeles Unified School District. Most recently we have conducted the CVRA conversions within the cities of San Mateo, Napa, Davis and Santa Ana. For 2021 we have already been hired by the cities of Berkeley, Burlingame, Carpinteria, Napa, Oakland, and San Jose to conduct their decennial redistricting under the Fair Maps Act provisions. We have also been hired by the City of Long Beach to conduct their decennial process under their first independent redistricting commission. Redistricting Partners is well versed in the California Voting Rights Act and its implications for agencies that have previously elected board members based on an atlarge election system. In addition to the CUP A, there is a new law known as the Fair Maps Act which creates best practices within the redistricting process -some of which are already within the CVRA, and some which are new. When we worked with the City of Napa, the process included the five -hearing process, proper notification of hearings and presentations of maps to the public, a weekend map -drawing outreach program and drawing districts without consideration of incumbents or candidates, and without advantage to any political party. I have attached an outline of our scope of services for agencies converting to district areas under the CVRA. In most cases, for a city redistricting, using afive-hearing structure (presenting virtually) multiple draft maps, assistance in outreach and analysis of public input, the cost would be $47,000, with potential additional costs if the district wants features such as an online mapping tool or additional subcontracted outreach services. Online mapping is an option that we have not always embraced -historically, we have favored more in -person outreach. But, obviously, much of that kind of activity will not be possible in the coming months. The first online option is one .developed by Tufts University called DistrictR and it is being packaged for Redistricting Partners at a cost of $8,000 and would include training from our staff. The conversion of an election system is often a challenge, but we are here to help assist in the process. We could be ready to participate in any board meetings as early as February, 2022 and could execute an agreement and workplan as soon as you are ready. Sincerely, Paul Mitchell Owner, Redistricting Partners Scope of Services - CVRA Conversion Redistricting Partners has been working for the past decade assisting dozens of municipalities with conversion to districted election systems under the California Voting Rights Act (CVRA). The CVRA requires all agencies (cities, school boards, community colleges and other special districts) to convert to by -district election systems if they have signs of racially polarized voting. Recent amendments to the law allow for a faster, easier transition, provided that the agency follow specific "safe harbor' rules regarding the timing, structure, and transparency in the districting process. The following is an outline of the services provided in this districting effort. Public Engagement The CVRA sets a structure for public engagement which includes five public hearings: two conducted prior to line drawing, two more held for public input and changes after maps have been made public, and one final hearing for adoption of a map that has been made public for 7 days prior to adoption. Redistricting Partners will work with the municipality in conducting these presentations, gathering and documenting public input, and utilizing these hearings as a means for determining initial criteria for draft maps and amending maps that have been produced. In addition, Redistricting Partners traditionally utilizes three methods for soliciting public input during this process. 1) The use of a simple community of interest worksheet, which allows the public to describe their community of interest, give evidence %J what binds that community together and defines it, and provide any kind of drawing or map of that area. This can be used in -person at public hearings or completed by the public and emailed as a form of submitted testimony. 2) An in -person or online interactive workshop where physical maps are provided showing population densities, and the public is assisted in either drawing their communities of interest or drawing draft maps. 3) An online mapping option to facilitate deeper community engagement by allowing members of the public to draw and describe their community of interest or draw potential district lines. Our staff includes experts in civic engagement, community outreach, and will assist in communicating needs for public engagement at client direction. GIS and Data The GIS backbone of redistricting is the Topologically Integrated Geographic Encoding and Referencing, or TIGER, a format used by the United States Census Bureau. This will serve as the geographic backbone of the redistricting project. The core TIGER/Line Files and Shapefiles do not include demographic data but do contain information about the external boundaries of cities, counties and other districts, and often are the same geography used in the creation of precincts. Other districts, such as community colleges, water boards, and other special districts may utilize other geographic layers for their external boundaries, such as parcel layers, and some counties rely on parcel layers entirely for the creation of their precincts. Redistricting Partners has more than a decade of experience dealing with these issues and working with county registrars to process the redistricting files in both formats. Decennial census redistricting data specifically tailored to each jurisdiction will be utilized within this TIGER geography. This data, under new California law, will also include the reallocation of incarcerated population, and be supplemented with the most recent American Community Survey (ACS) dataset, including estimated total population and Citizen Voting Age Population (CVAP) which quantifies ethnic populations for the purposes of the Federal Voting Rights Act. Additional datasets can be utilized in redistricting based on the client needs. For example, in a healthcare district there could be a geographic dataset of underlying service areas or facilities, or at a community college there might be information on campuses and feeder high schools that serve as a geographic dataset to inform the districting process. Redistricting Partners is adept at helping agencies utilize these different pieces of geographic information within one project. Meetings &Creation of Lines Redistricting Partners will participate in public hearings either remotely or in -person, based on the health and safety guidance at the time. In a contract with a standard five- hearing schedule; at least two will be- held remotely with -up to three using inTerson staffing, if appropriate. Once mapping can be conducted, Redistricting Partners will create three sets of potential lines following traditional redistricting criteria including that districts be contiguous, compact, and follow traditional governmental or community lines and natural / physical contours of the district geography and input from the initial public hearings. Maps that are created are provided in four formats: Printable 8.5x11 Mapping and Data PDFs for dissemination with meeting agenda or posting on the public- facing website. These maps provide an overview and will often show neighborhoods, significant landmarks or key facilities, but do not go down to the street4evel. Interactive online maps, like Google Maps, with the proposed district boundaries, including the embedded data calculations for population, ethnicity, and any other factors that are key to the district analysis. Shapefile and census block equivalency files for use by any GIS staff or members of the public with GIS mapping capabilities. Following the presentation of maps at the third public hearing Redistricting Partners will take any information gleaned from public comments or elected official input to create additional amended maps and engage in a process of selecting and finalizing mapping options for the fourth public hearing. Alternatively, Redistricting Partners could continue to collect public information and only create new versions after the fourth public hearing. Under the California Voting Rights Act the final hearing will be for a vote only on the map which has been finalized and published within seven days prior to adoption. This mapping option will be produced by Redistricting Partners with all the additional technical elements necessary for the final resolution. Adoption/ Processing of new lines Once lines are adopted, Redistricting Partners will work with the County Registrars) staff in order to complete the process and make new lines available for the next available election. This processing includes: Documentation from public meetings, signed resolution Electronic PDF maps of new election district boundaries GIS Shapefiles for county staff to assign precincts Metes and Bounds legal document with written description of district boundaries Census Block equivalency files and shapefiles for a backup of district lines in latest US Census geographic data. Optional Elements Beyond the CVRA Safe Harbor five meeting structure, contracts can be adjusted to allow for additional public meetings or interactive workshops. Additional outreach programs, including m4anguage outreach, are available through Redistricting Partners sub -vendors. These can range from small engagements to create materials and promotions for public engagement, and grow into large emailing, mass - mailing, digital, radio and cable TV ads promoting the redistricting process. Language services are also available through asub-vendor contract. An online mapping tool is available through Redistricting Partners. It is a public community engagement and district mapping tool developed by Tufts University and managed by Redistricting Partners. TYPICAL FI`Tt HEARIINTG n IkUCTURE Purpose of Hearing 1st Public Hearing Public Hearing with information about the redistricting process, descriptions of the data and mapping tools, introduction of ways the community can provide input. The purpose of this introductory hearing is to provide information to the public and solicit input from the public and elected officials on where community of interests exist, and how those can contribute to the building of potential districts. 2nd Public Hearing Repeat of first hearing, with additional emphasis on tools for providing input, potentially an overview or training for online mapping tools, emphasis on receiving community of interest testimony for the purposes of driving map creation. 3rd Public Hearing Public Hearing with presentation of maps of new potential district boundaries produced by the demographer and published seven days in advance, with a summary of how mapping options were drawn from testimony and public input received during the previous hearings. These maps are expected to drive additional feedback from the public and elected officials. 461 Public Hearing Public Hearing with revised map(s) of proposed district boundaries produced by the demographer and published seven days in advance. Additional public input regarding the revised map(s) and concluding with direction from the council on a final map that will be placed on the calendar for an upcoming up/down vote on the completed districting plan. 5th Public Hearing Public Hearing to adopt final map References The following are references from recent work. Additional references are available upon request. Client Name: City of Davis Project Description: The City of Davis which faced a CVRA lawsuit and required a quick transition to districted elections, including facing a question of going to 7 districts or staying with 5. Ultimately the plan adopted was based on a map drawn by two members of the community during a weekend workshop and amended by the council members in a public, open, televised council meeting. Reference: Kelly Stachowicz Assistant City Manager I(Stachowicac d&ofdavis o4g 530) 757-5602 ext. 5802 Client Name: Cites of Santa Ana Project Description: An extended and contentious CVRA lawsuit and conversion process. Redistricting Partners was hired to help facilitate a new set of district lines and a change of both the election system, and date of the election, in a majority minority Latino city with a strong Vietnamese population that had their geographic area divided among multiple council districts. Reference: Maria Huizax City Manager City of Lake Forest mhuia>ae la& oivstcagov Note: Maria Huizar was the City Manager at the City of Santa Ana at the time of this redistricting. Reference: Jose Solorio Councilmember City of Santa Ana 714) 514-6233 isolorionaolcom Note: Councilmember Solorio was an active member of the city council during the redistricting process. In this redistricting, the city itself was the agency in charge of adopting the district lines. Solorio was active in each of the public council hearing and attended public outreach meetings. Client IN City of Napa Tiffany Carranza 955 School Street Napa, CA 94559 tcarranza6i),citvofnana.orLY 707) 257-9503 The City of Napa was the ftrst city in California subject to the Fair Maps Act while conducting redistricting based on a demand from a petitioner under the California Voting Rights Act. In addition, the process was hindered further by the stay-at-home orders issued in March, 2020. The process was completed on time and followed all the requirements under the CVRA and the Fair Maps Act. Client Name: Kern Community College District Project Description: A redistricting project including Kern County and several adjacent counties for a diverse community college district which was conducting a revision of their district boundaries to comply with the California Voting Rights Act and the Federal Voting Rights Act. Reference: Board Secretary Danielle Hillard danielle. hillai jg tr eed. edu 661) 336-5100 Client Name: Los Angeles Unified School District Project Description: A public commission -based redistricting of the second largest school district in the nation. This redistricting included work with the commissioners to train them on traditional redistricting principles, identifying and working with communities of interest, public engagement, many community -based outreach meetings across the area served by LAUSD, and full technical lead on line -drawing, data management, map development and every aspect of the redistricting from the fi rst commission meeting to plan adoption. Client Project Manager: Doug Wance (949) 224-6439 18400 Von Karman Ave, Suite 800 Irvine CA 92612 dwance@buchalter.com 949) 224-6439 Reference: Lindsay Horvath Councilwoman, West Hollywood Lindse3:.j2.horvath@gmail.com 323) 632-7530 Reference: Greg Girvan 22736 Margarita Dr. Woodland Hills, CA, 91364 818) 631-2405 Basic Redistricting Description Cost Services Council Meetings Five Board meetings - Council training & 47,000 - Basic four to five Council meetings as required. Redistricting Services Anticipated to be remote meetings. Mapping & Mapping & Demography services for draft Included in Basic Demography maps post Census data release. Will track Redistricting Services and incorporate all public comment and input from website and meetings. Will submit maps to post on website based on public input in 3 formats, and will work with County registrar to ensure that final maps are delivered accurately in requested formats. Project Meetings Monthly meetings with city staff. Included in Basic with City staff Anticipated to be remote meetings. Redistricting Services Additional Description Cost Redistricting Services Communications Comprehensive assistance in outreach to 25,000 the public, translation services. Includes assistance in gathering community input and testimony. Public Outreach Five Public Outreach meetings, includes 15,000 traing on mappiinngtools and basic premises of redistricting process, general Additional Remote facilitation of meetings. Anticipated to be Meeting Cost: $1,750 a mix of remote and in person. each Additional In -Person Meeting Cost: $3,500 each Website Suggestions for and review of County 2,500 hosted website Project Meetings Additional meetings as needed with City 5,000 with City Staff Staff. Anticipated to be remote meetings. Online Mapping Description Cost Options DistrictR Online tool for Board, staff and public. 8,000 Includes training.