Belmont City Council
February 25, 2025

10 PUBLIC WORKS ENGINEERING FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total Required Retention Legal Basis for Minimum Required Retention AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 10-03-06 Submittals Includes the submittals and logs. P State of California Guidelines; Permanent for capital improvements
10-03-07 Inspection Includes inspection reports, punchlists, photos and final inspection.

P State of California Guidelines; Permanent for capital improvements
10-03-08 Construction Management Includes preconstruction meeting agendas and minutes, construction meeting agendas and minutes, schedules,
quantity / cost, preliminary notice of lien, engineers
certification and permits.

AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after completion for capital improvement projects.
10-03-09 Financial Includes certified payroll, purchase orders, progress payments / invoices and vouchers, claims and retention.

AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after completion for capital improvement projects.
10-04-00 Public Works Development
10-04-01 Grading Permits P GC 34090(a), Real property records, maintain H&S 19850; Life of Building, with exceptions.

State of California Guidelines; Permanent
10-04-02 Encroachment Permits Construction encroachment permits P GC 34090(a) Real property records, maintain Permanently
H&S 19850; Life of Building, with exceptions
State of California Guidelines; Permanent for
construction based encroachment permits.
10-04-03 Construction Inspections Includes inspections of construction projects, complaints, commercial and industrial discharge, permit-based and other inspections.

AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after project
completion
10-04-04 Plan Checks / Conditions of Approval Review by engineering and returned to Planning or Building.

Maintained while project is active, but may be destroyed sooner as a copy.

ACT GC 34090.7; Duplicate records may be destroyed at
any point before the total retention period
10-05-00 Sewer Engineering
10-05-01 Sewer System Management Plan, SSMP Required by RWQCB and SWQCB. S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.
10-05-02
Sewer Master Plan
S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after master plan is superseded.
10-05-03
Sewer Studies
Historical information on City systems. AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for studies
10-05-04 Sewer Video Reports Created by Services and sent to Engineering to retain in paper format. Transitioning to an electronic system that will be maintained in Services.

AC+5 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance and operations records.

Administrative Decision: Maintain for 5 years after
completion to reference projects for potential claims.
10-05-05 Capacity Analysis Reports Part of the SSMP. Includes sewage flow, discharge monitoring, sanitary surveys and other compliance
documents.

CY+5 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for
other discharge records, including calibration records
State of California Guidelines; Current year plus 5 years for discharge monitoring reports
10-05-06 Master Rehabilitation Plan Part of the SSMP. S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.

TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved.

Approved by City Council on November 24, 2020 via
Resolution 2020-101
113
City of Belmont
UFIRSTTM Index and Records Retention Schedules

10 PUBLIC WORKS ENGINEERING FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total Required Retention Legal Basis for Minimum Required Retention AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 10-05-07 Sanitary Sewer Overflows (SSO) Includes reports and follow up correspondence. AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
correction/completion.
10-05-08 Sewer Rate Studies S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after rates are changed or superseded.
10-06-00 Stormwater Management
10-06-01 Municipal Regional Permit Formerly NPDES. Includes the application worksheets, application analysis and design review applications.

P 40 CFR 122.28; Maintain NPDES general permits
State of California Guidelines; Permanent for NPDES
permits
10-06-02 MRP Reports CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for
other discharge records, including calibration records
and reports.
10-06-03 Storm Master Plan S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.
10-06-04 FEMA Maps Elevation / Letter of Map Revision P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent for flood
maps.
10-06-05 FEMA Reports Includes analysis reports. AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion of report plus 2 years for flood control reports and studies
10-06-06 FEMA Studies Includes studies performed by FEMA on City lands. AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion of report plus 2 years for flood control reports and studies
10-06-07 Storms & Flood History History and documentation of flooding and storms for FEMA grants.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for flood records
10-06-08 Creeks, Waterways & Dams Includes erosion, capacity studies, sediment studies, operational dredging projects and permits, water quality testing and other compliance and reference information.

P State of California Guidelines; Permanent for dams,
lakes, basins and creeks.
10-06-09 Regional Water Quality Control Board Includes correspondence and reports from the board. AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion of report plus 2 years for flood control reports and studies
10-07-00 Transportation & Streets
10-07-01 Traffic Calming Speed bumps, pedestrian medians and bulb-outs LOS+3 CCP 337; 3 year statute of limitations State of California Guidelines; Life of system plus 2
years
10-07-02 Traffic Studies AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion of survey
plus 2 years
10-07-03 Traffic Surveys Includes surveys of the public for feedback on projects. AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion of survey
plus 2 years
10-07-04 Parking Studies AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion of survey
plus 2 years
10-07-05 Bicycle & Pedestrian Master Plan Includes the Complete Streets Program. S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.

TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved.

Approved by City Council on November 24, 2020 via
Resolution 2020-101
114
City of Belmont
UFIRSTTM Index and Records Retention Schedules

10 PUBLIC WORKS ENGINEERING FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total Required Retention Legal Basis for Minimum Required Retention AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 10-07-06 Parking / Traffic Safety Committee Agenda
Packets
Includes maps, reports, complaints and correspondence for the meeting.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
10-07-07 Parking / Traffic Safety Committee Minutes V, H P GC 34090e; Minutes of governing bodies, Permanent State of California Guidelines; Permanent
10-07-08 Resident Concern/Complaints Includes petitions by residents and a description of the concern or complaint. Generates the committee agenda.

Electronic.

AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance projects.
10-07-09 Sidewalks, Curbs & Ramps Includes maps and plans for sidewalks and curbs and improvements.

P GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for curb and sidewalk improvements, permanent for
maps and plans of curbs, sidewalks, etc.
10-07-10 Pavement Management System Includes slurry seal and other pavement maintenance and repair planning.

AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance projects.
10-07-11 Street Lights Includes installation of LED street light program, night light surveys, inventory and locations.

LOS+3 CCP 337; 3 year statute of limitations
State of California Guidelines; Life of system plus 2
years, lighting maintenance is 2 years after superseded. 10-07-12 Traffic Signals Includes coordination with other agencies where signal is shared. Documents include agreements, programming and
planning.

LOS+3 CCP 337; 3 year statute of limitations
State of California Guidelines; Life of system plus 2
years, inventory of traffic control devices is 2 years after superseded.
10-07-13 ADA Transition Plans Includes curb compliance and other ADA improvements. AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for curb and sidewalk improvements
10-08-00 Safety & Training
10-08-01 Safety Meetings CY+7 State of California Guidelines; Current year plus 7 years for non-safety training records.
10-08-02 Safety Training Includes confined space, large equipment and vehicles, and other training activities.

CY+7 State of California Guidelines; Current year plus 7 years for non-safety training records.
10-08-03 Incident Reports Includes incident reports involving maintenance activities. Not forwarded to Risk Management.

AC+7 29 USC 1113; 6 years after date of last action, or 3 years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 7 years after settlement or closure
10-08-04 Certifications Includes CPR, smog testing and other annually renewed certifications.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for certifications and designations.
10-09-00 Solid Waste Administration
10-09-01 Franchise Agreements Include all backup information for the agreement. P State of California Guidelines; Permanent 10-09-02 Rate Change Applications Includes correspondence between the haulers, third party application reviews, review analysis reports, approvals and other rate setting information.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for rates.
10-09-03 Notices of Rate Change Provided through the franchise hauler. CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for rates.
10-09-04 Quarterly Usage Reports Use for trending purposes and verification for the annual report. Received from the franchise haulers.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for tonnage reports.

TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved.

Approved by City Council on November 24, 2020 via
Resolution 2020-101
115
City of Belmont
UFIRSTTM Index and Records Retention Schedules

10 PUBLIC WORKS ENGINEERING FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total Required Retention Legal Basis for Minimum Required Retention AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 10-09-05 Electronic Annual Report Overview of all programs completed during the year.

Mandated report submitted to CalRecycle. Includes landfill disposal quantity reports, medical waste, hazardous waste (Form 303), and other summary reports.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for landfill and collections records.
10-09-06 South Bay Waste Management Authority Includes correspondence and information from the Authority. CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for tonnage reports.
10-10-00 Solid Waste Programs & Community Outreach
10-10-01 Program Grants Grant monies coming into the City. Includes the applications, grant agreements, invoices, check copies and other grant related documents.

AFP+5 * 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
29 CFR 97.42; grants must be kept for 3 years.

State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
10-10-02 Recycling & Waste Programs E-waste, recycling art contest, shredding services and other non-grant based waste and recycling programs. Most occur on Earth Day. Includes event coordination documents.

S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after program
materials are superseded.
10-10-03 Education & Community Outreach National Night Out, school children visits, corp yard visits and other outreach documents. Includes promotional, advertising, coordination with other agencies, and other outreach.

S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after program
materials are superseded.

TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved.

Approved by City Council on November 24, 2020 via
Resolution 2020-101
116
City of Belmont
UFIRSTTM Index and Records Retention Schedules

11 PUBLIC WORKS SERVICES FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
11-01-00 Services Administration
11-01-01 Hansen Database Used to track service requests, work orders and work completed.

IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
11-01-02 Hazardous Waste Manifests CY+10 State of California Guidelines; Current year plus 10 years for hazardous waste disposal documents.
11-01-03 Training Logs CY+7 State of California Guidelines; Current year plus 7 years for non-safety training records.
11-01-04 Underground Service Alert Tags AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance and operations records.
11-01-05 Confined Space Entry Permits AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for municipal facility rental / use permits
11-01-06 Dept of Water Resources Inspections /
Reports / Permits
For Water Dog Lake. Includes annual survey monument and piezometer monitoring evaluation reports, and dam and
reservoir inspections.

CY+12 40 CFR 141.91; 12 years after completion
State of California Guidelines; Current year plus 12 for State certification compliance reports
11-01-07 Warranties / Service Contracts Includes root foaming and other warranties AC+5 48 CFR 4.601; 5 years for procurements exceeding $25,000
11-01-08 Equipment Testing Results / Inspections Includes bucket truck tests, shop lifts and other annual equipment tests.

LOS+4 CCP 343; 4 years for action
State of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles. State does not reference any citations.
11-01-09 Work Furlough Program Assistance through the Sheriffs Department. CY+2 CGC 34090; 2 year minimum requirement 11-02-00 Traffic & Lighting Division
11-02-01 Street Lights Includes inventory, locations and maintenance. LOS+3 CCP 337; 3 year statute of limitations State of California Guidelines; Life of system plus 2
years
11-02-02 Traffic Signals/Controllers Includes yearly preventative maintenance, conflict monitor tests and claims for signal knock-downs.

LOS+3 CCP 337; 3 year statute of limitations
State of California Guidelines; Life of system plus 2
years
11-02-03 Signs & Signage Includes sign inventory, locations and sign files. LOS+3 CCP 337; 3 year statute of limitations State of California Guidelines; Life of system plus 2
years
11-02-04 Striping & Markings Includes cross walks, legends and other striping inventory. AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance and operations records.
11-02-05 Graffiti Removal Includes police reports and photos AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance and operations records.
11-02-06 Corp Yard BMP Inspections Best management procedures inspections. AC+3 State of California Guidelines; 3 years after audit Administrative Decision: Maintain inspections for 3
years after completion to simplify tracking documents.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved. REV: 2/20/2025 117
City of Belmont
UFIRSTTM Index and Records Retention Schedules

11 PUBLIC WORKS SERVICES FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 11-03-00 Sewer Division
11-03-01 Sanitary Sewer Overflows May include water quality test results, photos, spill volume calculations, State Water Board submittals and PW incident reports.

AC+3 40 CFR 122.41; 3 years for monitoring reports and data State of California Guidelines; 5 years after completion for discharge monitoring
Administrative Decision: Unless this includes sewage
sludge use and disposal records, follow 40 CFR 122.41
of 3 years after completion for monitoring reports and
data.
11-03-02 POSM Includes video records for sewer and storm lines. AC+5 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance and operations records.

Administrative Decision: Maintain for 5 years after
completion to reference projects within Engineering for potential claims.
11-03-03 Sewer Report / Storm Drain Report Sewer maintenance reports AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance and operations records.
11-03-04 Pump Stations Inspections of pump stations. AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance and operations records.
11-03-05 Sewer Repairs Log for repairs after sewer video inspections. Work orders and photos are in paper form and tracked in Hansen.

AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance and operations records.
11-03-06 Preventative Maintenance Jetting List Includes a cleaning schedule for sewer lines. Once completed, information is entered and tracked in Hansen.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance and operations records.
11-04-00 Streets & Sidewalks
11-04-01 Sidewalks, Curbs & Gutters Maintenance, repairs, ADA compliance and trip hazards.

Tracked in Hansen.

AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance and operations records.
11-04-02 Street Repairs & Maintenance Includes pothole repairs, hot patch and other maintenance activities. Tracked in Hansen.

AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance and operations records.
11-04-03 Vegetation Maintenance Includes trimming. Tracked in Hansen. AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance and operations records.
11-04-04 Bridge Maintenance & Monitoring Includes maintenance records. Tracked in Hansen. LOS+2 GC 34090; 2 year minimum requirement State of California Guidelines; Life of system
TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved. REV: 2/20/2025 118
City of Belmont
UFIRSTTM Index and Records Retention Schedules

11 PUBLIC WORKS SERVICES FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 11-04-05 Dump Tags Paper tags received from Recology. CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for tonnage reports.
11-05-00 Storm Drain Division
11-05-01 Daily Street Sweeping Reports CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance and operations records.
11-05-02 Full Capture Device Reports Device that prevents trash and debris from effluent. Required for the MRP.

CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for
other discharge records, including calibration records
and reports.
11-05-03 Creek / Drain Inlet Inspections Required per MRP. Cleaning of inlets. CY+5 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for
other discharge records, including calibration records
and reports.
11-05-04 Hot Spot Inspections Includes storm drain inlets, v-ditches, low spots, trash areas and other locations prone to flooding. Required for MRP.

CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for
other discharge records, including calibration records
and reports.
11-05-05 Sweeping Dump Tags CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance projects and solid waste
collection records.
11-05-06 Illicit Discharge Inspections CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for
other discharge records, including calibration records
and reports.
11-05-07 On-land Clean Up Includes inspection and cleaning logs. Required for MRP. CY+5 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for
other discharge records, including calibration records
and reports.
11-05-08 Enhanced Drain Inlet Cleaning Includes inspection and cleaning logs for school locations.

Required for MRP.

CY+5 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for
other discharge records, including calibration records
and reports.
11-05-09 Pump Station Inspections AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance and operations records.
11-05-10 Sewer Report / Storm Drain Report Sewer maintenance reports AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance and operations records.
11-06-00 Fleet Management
TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved. REV: 2/20/2025 119
City of Belmont
UFIRSTTM Index and Records Retention Schedules

11 PUBLIC WORKS SERVICES FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 11-06-01 Vehicle / Equipment Maintenance Records Paper history of equipment and vehicles. Includes maintenance and other specific vehicle and equipment
related information. Also tracked in Hansen.

LOV+4 CCP 343; 4 years for action
State of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles. State does not reference any citations.
11-06-02 Diesel Smoke & Smog Testing Inspections Maintained on file for 3 years. AA+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year for permits; may depend upon the agency.

Administrative Decision: Maintain inspection records for 2 years after completion to follow State retention for the CARB permit.
11-06-03 Daily Vehicle Inspection Log Inspection of vehicles by drivers prior to driving. Required by the DOT. Includes safety equipment, liquid levels, tire condition, appearance, operations, lights. Maintain the old and new books in the vehicle.

CM+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.
13 CCR 1234; 3 months for daily vehicle inspection
forms
Administrative Decision: Maintain inspection forms for 3 months per CHP recommendations and CCR citation.
11-06-04 PetroVend Fuel System Printouts Includes fuel reports and daily transactions. AA+3 CCP 337; SOL of 4 years State of California Guidelines; 3 years after audit
11-06-05 Fuel Island Inspections Includes tank inspections, monthly DOE inspections and associated reports.

AA+3 CCP 337; SOL of 4 years
State of California Guidelines; 3 years after audit
11-06-06 Hazardous Materials Business Plans Maintained on the San Mateo County Public Portal. Maps and supporting documents maintained on shared file server.

S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
superseded.
11-06-07 Waste Tire Generator Release slips from the recycler. CY+10 GC 34090; 2 year minimum requirement CCP 338.1; 5 years
40 CFR 122.21; 3 to 5 years
22 CCR 66262.40; 3 years
22 CCR 66263.22; 3 years
State of California Guidelines; Current year plus 10
years for hazardous waste disposal documents.
11-06-08 San Mateo County Environmental Health
Inspection Reports/Permits
P GC 34090; 2 year minimum
State of California Guidelines; Closure or Completion
plus 2 years for environmental review records.

Administrative Decision: Permanent due to potential
environmental risks, unless consolidated information on spill or exposure incidents are handled at the
county/state/fed level.

TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved. REV: 2/20/2025 120
City of Belmont
UFIRSTTM Index and Records Retention Schedules

11 PUBLIC WORKS SERVICES FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 11-06-09 BAAQMD Reports/Permits P GC 34090; 2 year minimum State of California Guidelines; Closure or Completion
plus 2 years for environmental review records.

Administrative Decision: Permanent due to potential
environmental risks, unless consolidated information on spill or exposure incidents are handled at the
county/state/fed level.

TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved. REV: 2/20/2025 121

Primary Grant Agreement with the San Mateo County Transportation Authority - Staff Report

STAFF REPORT
Meeting Date: February 25, 2025
Agency: City of Belmont
Staff Contact: Nisha Patel, Public Works, (650) 595-7459, [email protected] Agenda Title: Primary Grant Agreement with the San Mateo County Transportation Authority Agenda Action: Resolution
Recommendation
Adopt a resolution authorizing the City Manager to negotiate and execute a Primary Grant Agreement (PGA) with the San Mateo County Transportation Authority (TA) to ensure eligibility for Measure A and Measure W grant funding.

Strategic Focus Area
Infrastructure and Mobility
Background
The San Mateo County Transportation Authority (TA) administers Measure A and Measure W funding to support transportation-related projects throughout San Mateo County. These measures are critical in advancing transportation goals by addressing congestion and improving infrastructure. Measures A and W provide essential resources for local safety improvement, pedestrian and bicycle infrastructure, and congestion relief projects.

In 1988, San Mateo County voters approved Measure A, a 20-year half-cent sales tax to fund and leverage additional resources for transportation projects and programs in the county. This approval also established the TA to manage and administer the sales tax revenues in accordance with the Transportation Expenditure Plan (TEP). In 2004, voters reauthorized Measure A and adopted a new TEP, extending the tax for an additional 25 years, from January 1, 2009, through December 31, 2033.

The new TEP established funding categories for Transit, Highway Improvements, Local Streets/Transportation, Grade Separations, Pedestrian and Bicycle Improvements, and Alternative Congestion Relief projects.

In 2018, San Mateo County voters approved Measure W, introducing a 30-year half-cent sales tax, effective from July 1, 2019, through June 30, 2048. This measure aims to fund and leverage additional resources for transportation projects consistent with the Measure W Congestion Relief Plan. The San Mateo County Transit District (District) is responsible for levying the tax and administering 50% of the proceeds, which are allocated to the County Public Transportation Systems category. The remaining 50% of Measure W funds are managed by the TA and are designated for Countywide Highway Congestion Improvements; Local Safety, Pothole, and Congestion Relief Improvements, including Grade Separations; Bicycle and Pedestrian Improvements; and Regional Transit Connections. 122

Primary Grant Agreement with the San Mateo County Transportation Authority - Staff Report Analysis
Historically, the TA has executed separate funding agreements and memoranda of understanding, or amendments thereto, for each phase of each project. To streamline the contracting process, the TA has introduced a new Primary Grant Agreement (PGA) covering a 10-year term. The PGA is attached as Attachment B. Under the PGA, concise individual project supplements will outline the details and requirements for each funded project during the agreement period. This approach is similar to those used by agencies such as Caltrans and the Metropolitan Transportation Commission (MTC) with their respective Master Agreements.

To remain eligible for current and future Measure A and Measure W funding, the TA requires the City Council to adopt a resolution authorizing the execution of the PGA by March 1, 2025.

By adopting the resolution, the City of Belmont will formalize its eligibility to receive TA funding under Measures A and W over the next 10 years for various projects, including roadway improvements, public transit initiatives, and bicycle and pedestrian infrastructure enhancements. These grants are essential for advancing the City's transportation goals, improving mobility, and supporting sustainable growth.

Staff recommend that the City Council authorize the City Manager to execute the Primary Grant Agreement with the TA to ensure the City's eligibility for current and future Measure A and Measure W funding opportunities.

Staff recommend that the City Council authorize the City Manager to negotiate and execute the Primary Grant Agreement with the TA to ensure the City's eligibility for current and future Measure A and Measure W funding opportunities.

Alternatives

1. Take no action

2. Refer back to staff for more information
Attachments
A. Resolution
B. Primary Grant Agreement
Fiscal Impact
☐ No Fiscal Impact
☒ Funding Source Confirmed:

Measure A and Measure W grant funding from the TA are
accounted for in the Capital Improvement Program Fund 399 that funds for various projects, including roadway
improvements, public transit initiatives, and bicycle and pedestrian infrastructure enhancements.

Source: Purpose: Public Outreach:

Staff Statutory/Contractual Requirement Posting of Agenda 123

RESOLUTION NO. 2025 –

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELMONT

AUTHORIZING EXECUTION OF A PRIMARY GRANT AGREEMENT WITH SAN

MATEO COUNTY TRANSPORTATION AUTHORITY FOR FUTURE MEASURES A

AND W FUNDING
WHEREAS, on June 7, 1988, the voters of San Mateo County approved a ballot measure to allow the collection and distribution by the San Mateo County Transportation Authority (TA) of a half-cent transactions and use tax in San Mateo County for 20 years with the tax revenues to be used for highway and transit improvements pursuant to the Transportation Expenditure Plan presented to the voters (Original Measure A); and, WHEREAS, on November 2, 2004, the voters of San Mateo County approved the continuation of the collection and distribution by the TA of the Measure A half cent transaction and use tax for an additional 25 years to implement the 2004 Transportation Expenditure Plan, beginning January 1, 2009 (New Measure A); and,
WHEREAS, on November 6, 2018, the voters of San Mateo County authorized a new one-half percent sales tax in San Mateo County for transportation purposes, and tasked the TA with administering four of the five transportation program categories described in the Congestion Relief Plan presented to the voters (Measure W); and, WHEREAS, the City of Belmont is eligible for funding under certain programs in the 1988 Transportation Expenditure Plan, 2004 Transportation Expenditure Plan, and/or 2018 Congestion Relief Plan; and,
WHEREAS, the TA requires the City of Belmont’s governing board to adopt a resolution authorizing the City of Belmont City Manager or their designee, to sign a Primary Grant Agreement with the TA to receive Measures A and W grants over the next 10 years, and to take any other actions necessary to give effect to this resolution.

NOW, THEREFORE, the City Council of the City of Belmont resolves as follows:

SECTION 1. Authorizes the City Manager to negotiate and execute a Primary Grant Agreement with the San Mateo County Transportation Authority to be eligible to receive Measures A and W grants over the next 10 years; and,
SECTION 2. Certifies that any funds awarded by the TA will be used to supplement existing funds for program activities, and will not replace existing funds or resources; and, SECTION 3. Authorizes the City Manager, or designee, to take any other actions necessary to give effect to this resolution.
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* * *
ADOPTED February 25, 2025 by the City of Belmont City Council by the following vote:

Ayes:

Noes:

Absent:

Abstain:

ATTEST:

City Clerk Mayor
APPROVED AS TO FORM:

City Attorney
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PRIMARY GRANT AGREEMENT

SAN MATEO COUNTY TRANSPORTATION AUTHORITY

MEASURE A AND/OR MEASURE W FUNDS
This Primary Grant Agreement (Agreement) is made __________________ by and between the San Mateo County Transportation Authority (TA) and the [Project Sponsor] (Sponsor), each of which is referred to herein individually as “Party” and jointly as “Parties.”

RECITALS
WHEREAS, on June 7, 1988, the voters of San Mateo County approved a ballot measure to allow the collection and distribution by the TA of a half-cent transactions and use tax in San Mateo County for 20 years with the tax revenues to be used for highway and transit improvements pursuant to the Transportation Expenditure Plan presented to the voters (Original Measure A); and
WHEREAS, on November 2, 2004, the voters of San Mateo County approved the continuation of the collection and distribution by the TA of the Measure A half cent transaction and use tax for an additional 25 years to implement the 2004 Transportation Expenditure Plan, beginning January 1, 2009 (New Measure A); and
WHEREAS, on November 6, 2018, the voters of San Mateo County authorized a new one-half percent sales tax in San Mateo County for transportation purposes, and tasked the TA with administering four of the five transportation program categories described in the Congestion Relief Plan presented to the voters (Measure W); and
WHEREAS, the TA and Sponsor desire to enter into this Agreement to establish the process, terms and conditions governing the allocation and expenditure of Measures A/W Funds by Sponsor for capital projects.

Now therefore, the Parties agree as follows:

SECTION 1: Form of Agreements

1.1. Primary Grant Agreement. This Primary Grant Agreement outlines the general terms and conditions applicable to all TA allocations of Measures A/W Funds to Sponsor for capital projects. As allocations are made, the TA and Sponsor will enter into subsequent arrangements for each allocation (Project Supplements). From time to time the Parties may enter into Project Supplements with third parties for cosponsored projects.

1.2. Project Supplements. Each Project Supplement will be substantially in a form attached hereto as described in Exhibit A, "Form of Project Supplements " and will be attached to this Agreement and incorporated herein by this reference.

SECTION 2: Term and Termination

2.1. Term. The term of this Agreement will commence on Execution Date and will terminate after 10 years, unless terminated by Sponsor or the TA pursuant to this Section 2. Work begun under the Agreement will continue to be governed by this Agreement until the Scope of Work is complete.
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2.2. Sponsor’s Right to Terminate; Repayment upon Termination. Sponsor may at any time terminate the Agreement or a Project Supplement by giving ten (10) days’ written notice to the TA of its election to do so. Upon such termination, Sponsor will not be reimbursed for any further Scope of Work Costs associated with the Agreement or the Project Supplement, as applicable, and will reimburse the TA for all monies paid by the TA and costs incurred by the TA in connection with the applicable Scope of Work as well as all reasonable costs and expenses incurred to effect such termination within ninety (90) days of the TA’s submission to Sponsor of a detailed statement of such payments and costs.

2.3. Termination by the TA. The TA may terminate this Agreement or a Project Supplement, with or without cause, by giving ten (10) days’ written notice of such termination.

If the TA terminates the Agreement for Sponsor’s default, Sponsor will reimburse the TA for all funds paid to Sponsor in connection with all Scopes of Work, and for all costs incurred by the TA in connection with the Scope of Work as well as all reasonable costs and expenses incurred to effect such termination, within ninety (90) days of the TA’s submission to Sponsor of a detailed statement of such payments and costs.

If the TA terminates a Project Supplement for Sponsor’s default, Sponsor will reimburse the TA for all funds paid to Sponsor in connection with the Scope of Work for the applicable Project Supplement, and for all costs incurred by the TA in connection with the Scope of Work as well as all reasonable costs and expenses incurred to effect such termination, within ninety (90) days of the TA’s submission to Sponsor of a detailed statement of such payments and costs.

If the TA terminates the Agreement or a Project Supplement for convenience, the TA is obligated to pay to Sponsor all costs and expenses incurred thereunder by Sponsor up to the date of notice of termination, as well as all reasonable costs and expenses incurred to effect such termination.

2.4. Expiration/Suspension of TA’s Financial Obligations. Any and all financial obligations of the TA pursuant to this Agreement expire upon the expenditure of TA’s maximum contribution to each Scope of Work as established in each Project Supplement or the conclusion of the Term as defined in Section 2.1, whichever occurs first. The TA reserves the right to suspend its financial obligation, with ten (10) days’ advance notice, if Sponsor identifies a risk of not being able to complete a Scope of Work within budget. If Sponsor cannot provide a credible funding plan acceptable to the TA to fund and complete each Scope of Work, the Sponsor will be in default and the TA may terminate this Agreement. If Sponsor identifies a risk of not being able to complete each Scope of Work within budget, failure to report such risk to the TA constitutes default and is cause for termination under Section 2.3.

2.5. Supplementing Existing Revenue. Sponsor agrees that it will use funds provided pursuant to this Agreement to supplement existing revenue. Sponsor will not use Measures A/W Funds to replace other local taxes or revenues already programmed and available for use for the same purpose. Sponsor will use funds provided pursuant to this Agreement only for the Scope of Work for each Project Supplement. 127

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2.6. Misuse of Funds. If the TA determines that Sponsor has used Measures A/W Funds other than for the approved Scope of Work or Project Costs, the TA will notify Sponsor of its determination. Within thirty (30) days of notification Sponsor will either (a) repay such funds to the TA, or (b) explain in writing how the funds in question were spent for the approved Scope of Work. The TA will respond to Sponsor’s written explanation within thirty (30) days of receipt. Unless otherwise stated in the response, the TA’s response will be final, and Sponsor will repay any funds used other than for the approved Scope of Work within thirty (30) days.

SECTION 3: Time of Performance

3.1. Time of Performance. The time of performance will be specified in each Project Supplement (Time of Performance).

3.2. Time Extension. If the Scope of Work cannot be completed within the Time of Performance as defined in Section 3.1, Sponsor must submit a request in writing to the TA no later than six (6) months before the Time of Performance for an extension for the Time of Performance. The TA will review the request and may grant the extension via a letter of concurrence if it is justified in TA’s sole and complete discretion. Extensions longer than one (1) year will require a formal amendment to the Project Supplement.

Costs incurred for the Scope of Work after the Time of Performance are at risk of denial for reimbursement by the TA. The unreimbursed portion of Measures A/W allocation will be retained by the TA for the Measures A/W Program.

SECTION 4: Insurance

4.1. Insurance. For the purposes of this Section, “Entity” is defined as any entity designing, approving designs and/or performing each Scope of Work specified in the Project Supplements funded by this Agreement. Entities may include Sponsor, a contractor of Sponsor, another body on behalf of which Sponsor submitted its funding application, and/or a contractor of such other body.

For each Project Supplement, all Entities will provide the appropriate insurance covering the work being performed as specified in the Project Supplement. The insurance requirements specified in this Section will cover each Entity’s own liability and any liability arising out of work or services of Entity subcontractors, subconsultants, suppliers, temporary workers, independent contractors, leased employees, or any other persons, firms or corporations (hereinafter collectively referred to as “Agents”) working on each Project (as defined in each Project Supplement). If Sponsor itself is an Entity, Sponsor must also provide its own insurance meeting the requirements of this Section. a) Minimum Types and Scope of Insurance. Each Entity is required to procure and maintain at its sole cost and expense insurance subject to the requirements set forth below. Such insurance will remain in full force and effect throughout performance of the Scope of Work. All policies will be issued by insurers acceptable to the TA (generally with a Best’s Rating of A-10 or better). Each Entity is also required to assess the risks associated with work to be performed by Agents and to require that Agents maintain adequate insurance coverages with appropriate limits and endorsements to cover such risks. To the extent that its Agent does not procure and maintain such insurance coverage, an Entity is responsible for and assumes any and all costs and expenses that may be 128

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incurred in securing said coverage or in fulfilling Entity’s indemnity obligations as to itself or any of its Agents in the absence of coverage. Entities may self-insure against the risks associated with the Scope of Work, but in such case, waive subrogation in favor of the TA respecting any and all claims that may arise. i. Workers’ Compensation and Employer’s Liability Insurance. Worker’s Compensation coverage must meet statutory limits and Employer’s Liability Insurance must have minimum limits of $1 million. Insurance must include a Waiver of Subrogation in favor of the TA. ii. Commercial General Liability Insurance. The limit for Commercial General Liability Insurance will be specified in each Project Supplement.

Commercial General Liability Insurance must be primary to any other insurance, name the TA as an Additional Insured, include a Separation of Interests endorsement and include a Waiver of Subrogation in favor of the TA.
iii. Business Automobile Liability Insurance. The limit for Business Automobile Liability Insurance will be specified in each Project Supplement. Insurance must cover all owned, non-owned and hired autos, and include a Waiver of Subrogation in favor of the TA. iv. Property Insurance. Property Insurance must cover an Entity’s and/or Agent’s own equipment as well as any materials to be installed. Property Insurance must include a Waiver of Subrogation in favor of the TA. v. Professional Liability Insurance. If specified in a Project Supplement, Professional Liability insurance should cover each Entity’s and any Agent’s professional work on the Project.
vi. Cyber Liability Insurance. If specified in a Project Supplement, and if contract deals with Personally Identifiable Information (PII), then Professional Liability Insurance policy, should also include coverage for Cyber risk coverages including Network and Internet Security Liability coverage, Privacy coverage and Media coverage.
vii. Employee Theft Insurance/Crime Insurance. If specified in a Project Supplement, then an Employee Theft Insurance policy covering the loss of money, securities or other property resulting from theft by employees.

The policy should include Third-Party Crime or Client Crime coverage viii. Contractors’ Pollution Liability Insurance and/or Environmental Liability Insurance. If specified in a Project Supplement, Contractors’ Pollution Liability Insurance and/or Environmental Liability insurance should cover potential pollution or environmental contamination or accidents. The limit for Pollution and/or Environmental Liability Insurance in each appropriate contract and subcontract should not be less than $1 million. Such insurance must name the TA as an Additional Insured and include a Waiver of Subrogation in favor of the TA.
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ix. Railroad Protective Liability Insurance. Insurance is required if the Project will include any construction or demolition work within 50 feet of railroad tracks. The limit for Railroad Protective Liability Insurance in each appropriate contract and subcontract cannot be less than $2 million per occurrence and $6 million annual aggregate. On the Entity’s Commercial General Liability insurance policy, the contractual liability exclusion for liability assumed shall be deleted.
b) Special Requirement for Caltrain Shuttles. If Sponsor and/or Entity is operating shuttle(s) with the Caltrain logo on the vehicle(s) or on any shuttle public information materials, the Commercial General Liability, Business Automobile, and Pollution and/or Environmental Liability (if applicable) policies also must name as Additional Insureds: the Peninsula Corridor Joint Powers Board, the San Mateo County Transit District, the Santa Clara Valley Transportation Authority, the City and County of San Francisco, TransitAmerica Services, Inc. or any successor Operator of the Service, and the Union Pacific Railroad Company and their respective directors, officers, employees, volunteers and agents while acting in such capacity, and their successors or assignees, as they now, or as they may hereafter be constituted, singly, jointly or severally. c) Excess or Umbrella Coverage. Sponsor and/or any other Entity may opt to procure excess or umbrella coverage to meet the above requirements, but in such case, these policies must also satisfy all specified endorsements and stipulations for the underlying coverages and include provisions that the policy holder’s insurance is to be primary without any right of contribution from the TA. d) Deductibles and Retentions. Sponsor must ensure that deductibles or retentions on any of the above insurance policies are paid without right of contribution from the TA. Deductible and retention provisions cannot contain any restrictions as to how or by whom the deductible or retention is paid. Any deductible or retention provision limiting payment to the named insured is unacceptable.

In the event that any policy contains a deductible or self-insured retention, and in the event that the TA seeks coverage under such policy as an additional insured, Sponsor will ensure that the policy holder satisfies such deductible to the extent of loss covered by such policy for a lawsuit arising from or connected with any alleged act or omission of the Entity or Agents, even if neither the Entity nor Agents are named defendants in the lawsuit.
e) Claims Made Coverage. If any insurance specified above is provided on a claimmade basis, then in addition to coverage requirements above, such policy must provide that:
i. Policy retroactive date coincides with or precedes the Entity’s start of work (including subsequent policies purchased as renewals or replacements).
ii. Entity will make every effort to maintain similar insurance for at least three (3) years following Project completion, including the requirement of adding all additional insureds.
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iii. If insurance is terminated for any reason, each Entity agrees to purchase an extended reporting provision of at least three (3) years to report claims arising from work performed in connection with this Agreement. iv. Policy allows for reporting of circumstances or incidents that might give rise to future claims.
f) Failure to Procure Adequate Insurance. Failure by any Entity to procure sufficient insurance to financially support the indemnification requirements of this Agreement does not excuse Sponsor from meeting all obligations of the indemnification requirements and the remainder of this Agreement, generally. g) Prior to beginning work under this Agreement, Sponsor must obtain, and produce upon request of the TA, satisfactory evidence of compliance with the insurance requirements of this Section.

SECTION 5: Additional Terms Applicable to Sponsor-Performed Capital Projects The following additional terms apply when the Sponsor is performing the scope of work for capital projects as described in each Project Supplement.

5.1. Project Performance. Sponsor will oversee completion of the scope of work for each TA funded project as described in each Project Supplement (Scope of Work).

Sponsor is responsible for procuring and administering any professional service and/or other contracts entered into in connection with each such Scope of Work. Sponsor may appoint a designee or engage contractor(s) to perform work necessary for completion of work, but Sponsor remains responsible to the TA for the completion of each Scope of Work.

5.2. Required Approvals. Prior to commencement of each Scope of Work, Sponsor or its designee (e.g., a consultant) will obtain all applicable local, state and federal approvals and permits for each Scope of Work. In addition, Sponsor must comply with all applicable federal, state and local laws and regulations applicable to the Project. All real property appraisals must comply with Uniform Standards of Professional Appraisal Practice (USPAP). Any right-of-way activities involving property on the Caltrans right-ofway must be conducted in accordance with the current version of the Caltrans Right-ofWay manual.

5.3. Contract Award and Change Orders. Sponsor must comply with state and local agency requirements for the award of any contract(s) for the performance of each Scope of Work and any change orders. As each Scope of Work proceeds, Sponsor must advise the TA of any contracts awarded and change orders as part of the regular progress reporting requirements. Notice of any contracts and change orders provided to the TA will not constitute approval by the TA of the contracts and change orders nor obligate the TA to provide funds in excess of its maximum contribution stated in each Project Supplement.

5.4. Progress Reports. Sponsor will prepare and submit to the TA quarterly progress reports during the entire term of each Scope of Work and covering all Scope of Work activities for work completed during the previous month using the template in Exhibit B or in other formats specified by the TA. The reports must describe:
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a) The current status of, and any changes in, scope, schedule, budget, and funding plans of each Scope of Work and each Project;
b) Any risk factors;
c) The work performed during the previous quarter and projected for the next three months;
d) Scope of Work Costs (as defined in Section 5.8 below) projected to be expended during the next three months; and
e) Any other information requested by the TA.

5.5. Final Report. Within ninety (90) days of Sponsor’s final acceptance of each Scope of Work and all incidental work, Sponsor must prepare and submit to the TA a final report detailing the following and all other relevant information:
a) A description of the Project, including a statement detailing the overall progress and success of the Scope of Work and the Project, a compilation of any data collected during the active phase(s) of the Project, and changes/additions to the scope of the Project.
b) Total costs for the Scope of Work, including an accounting of all Measures A/W Funds expended in connection with the Scope of Work, and reflecting any unexpended Measures A/W Funds.
c) An explanation and the status of any outstanding obligations or potential obligations related to the Scope of Work.
d) A discussion of any pertinent issues or problems that arose during the implementation of the Scope of Work.
e) Any copies of press articles, press releases, newsletter articles and any other publicity materials regarding the Project.
f) Written confirmation or, for the final project phase, a Project Close-out form that no further reimbursements associated with the Scope of Work are anticipated and that all draw-down requests have been made.
g) Photographs for all construction projects that satisfactorily demonstrate: 1) site conditions before the project was implemented; 2) work in progress; and 3) completed improvements.

5.6. Funding Commitment. The TA allocates to Sponsor up to the amount specified in each Project Supplement for reimbursement of expenditures related to the Scope of Work (Scope of Work Costs). Sponsor will contribute, or provide for the contribution of matching funds as specified in each Project Supplement. Sponsor also will contribute, or provide for the contribution of the entire amount in excess of the total project cost specified in the Project Supplement needed to complete each Scope of Work. The TA’s funding commitment under this Agreement in no way establishes a right for Sponsor to receive additional funding from the TA. All funding obligations of the TA under this 132

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Agreement are subject to downward adjustment based on actual sales tax receipts for the fiscal years indicated.

Sponsor will assess and confirm its ability to complete the Scope of Work described in each Project Supplement within budget as part of the quarterly reporting requirements established in 5.4, above. Sponsor must further notify the TA between reporting cycles if Sponsor determines that the budget will not be sufficient to complete each Scope of Work. The TA reserves the right to suspend its funding obligation as set forth in applicable Project Supplements upon such notice, and until Sponsor develops a credible funding plan acceptable to the TA to fund and complete the associated Scope of Work.

5.7. Use of Funds.
a) Measures A/W Funds must be used only for direct eligible costs to complete the Scope of Work. The Sponsor is responsible for demonstrating to the TA that the expenses incurred were necessary to deliver each Scope of Work.

Reimbursement for the following costs will require detailed documentation in accordance with generally-accepted accounting principles:
i. Scope of Work phases or components such as stakeholder/public outreach; development of planning studies, project initiation documents (PID), project study reports (PSR), environmental clearance and mitigation for up to three years following project completion, project approval and environmental document (PA&ED), project design, and plans specifications and estimates (PS&E); regulatory agency review; acquisition of right-of-way; construction, and construction management; ii. Sponsor staff time for Scope of Work implementation; iii. Project administration costs for each Scope of Work under this Agreement.
iv. Costs directly tied to the implementation of each Project Scope of Work as more specifically defined in Exhibit C, “Eligible Costs for Reimbursement,” which is attached to this Agreement and incorporated herein by this reference. Eligible costs are defined in greater detail in Exhibit C. If Sponsor wishes to undertake items of work not covered under each Scope of Work concurrent with performing each Scope of Work, the cost for including and undertaking the additional work must be segregated, and the costs borne exclusively by the Sponsor from a nonMeasures A/W Program funding source(s). In the event that an activity is not listed in Exhibit C but Sponsor believes that it is an eligible cost, Sponsor may request that the TA consider reimbursing the Sponsor for the activity. The TA will have sole discretion to grant or deny Sponsor’s requests.
b) The following costs are not eligible for Measures A/W Funds reimbursement:
i. Sponsor’s costs which are unrelated to each Scope of Work; ii. Costs for entering into this Agreement and each Project Supplement; 133

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iii. Maintenance, rehabilitation, routine operations of each Project or other facilities or programs except as specifically identified in the Scope of Work for each Project Supplement; and
iv. Development of proposals, applications or agreements for Measure A, Measure W, or other funding programs.

5.8. Reimbursement Basis. Unless otherwise specified in the Project Supplement, Sponsor may seek reimbursement for Scope of Work Costs incurred on or after the Execution Date. Scope of Work Costs must be incurred and paid by Sponsor prior to requesting reimbursement from the TA. Sufficient documentation must accompany all requests for reimbursement, including the submittal of all due monthly progress reports.

5.9. Accounting and Request for Reimbursement Procedures. Sponsor, in coordination with and to the satisfaction of the TA, will establish procedures for Scope of Work accounting and requests for reimbursement. These procedures will track and reflect the accumulation of the TA’s pro rata share of Scope of Work Costs. Sponsor will detail the TA’s pro rata share of Scope of Work costs for all work funded under this Agreement with each “Reimbursement Claim Form,” which is attached to this Agreement as Exhibit D and incorporated herein, or in other formats specified by the TA. Sponsor will maintain all necessary books and records in accordance with generally accepted accounting principles.

5.10. Invoices; Payments.
a) Sponsor must prepare and submit billing statements consistent with the Reimbursement Claim Form with all required supporting documentation.

Supporting documentation may include, but is not limited to, copies of vendor invoices, timesheets, backup documentation, checks, and payment advice, and must include an accounting of the TA’s share of costs for the Scope of Work as contemplated by this Agreement.
b) For any property acquisitions for which Sponsor seeks reimbursement from the TA, Sponsor must provide the following supporting documentation for each property:
i. Copies of the final real estate appraisal and any appraisal review conducted on behalf of Sponsor;
ii. For any right-of-way activities involving property on the Caltrans right-ofway, written confirmation that the acquisition process was conducted in accordance with the then-current version of the Caltrans Right-of-Way manual;
iii. A Phase One Environmental Assessment and any recommended additional testing (unless waived by the TA);
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v. Copy of the Notice of Exemption or other required document for environmental clearance under CEQA/NEPA for the purchase of the property, and evidence of the date of filing such Notice; and vi. Written justification acceptable to the TA of any settlement at an amount higher than the offer.
c) For each voluntary real property transaction, Sponsor must also provide:
i. Copy of the fully executed purchase and sale agreement; ii. Copy of an executed and recorded deed, in a form consistent with the requirements set forth in the then-current Caltrans Right-of-Way manual; iii. Copy of the Policy of Title insurance; and
iv. Copy of the final closing statement from the escrow. d) For each real property acquisition undertaken through condemnation, Sponsor must also provide:
i. Copy of the recorded Final Order of Condemnation; and ii. Copy of the litigation guarantee issued by a title insurer. e) Sponsor must detail the tasks performed, associated costs, and pro rata share of Scope of Work Costs to be borne by the TA with each reimbursement request. f) The TA will endeavor to disburse reimbursements for approved Scope of Work Costs within thirty (30) days after the TA’s approval of each claim, subject to the limits on the TA’s maximum contribution as established in each Project Supplement. The TA’s obligation to reimburse Scope of Work Costs to Sponsor as provided in this Section is conditioned upon the TA’s prompt receipt of quarterly progress reports from Sponsor.
g) Invoices may be submitted, no more frequently than once a quarter, by e-mail to:
[email protected], [email protected], and the designated TA Project Manager at the email address specified in the Project Supplement.

Sponsor must submit a minimum of one reimbursement claim for each fiscal year (July through June) and no more frequently than quarterly. If Sponsor does not submit a reimbursement claim for two consecutive quarters (six months), then Sponsor will be deemed inactive. If the Sponsor does not submit a reimbursement claim within the next two quarters after being deemed inactive then project may be deprogrammed. Sponsor must submit a letter to the TA to seek administrative approval for an exemption.

5.11. Return of Project Cost Savings. Upon submission of the Final Report, if the total Scope of Work Costs are less than the amount specified in the Project Supplement, Sponsor will return to the TA that proportion of the Project cost savings that is equal to 135

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the percentage of the original Scope of Work budget that consisted of Measure A/W Funds.

5.12. Indemnity by Sponsor.

Sponsor will indemnify, keep and save harmless the TA and its directors, officers, agents and employees against any and all suits, claims or actions related to the performance of this Agreement, each Scope of Work or each Project including, but not limited to, those arising out of any of the following:
a) Any injury to persons or property that may occur, or that may be alleged to have occurred, arising from the performance of each Project or implementation of this Agreement; or
b) Any allegation that materials or services developed, provided or used for each Project infringe or violate any copyright, trademark, patent, trade secret, or any other intellectual-property or proprietary right of any third party.

Sponsor further agrees to defend any and all such actions, suits or claims and pay all charges of attorneys and all other costs and expenses of defenses as they are incurred.

If any judgment is rendered, or settlement reached, against the TA or any of the individuals enumerated above in any such action, Sponsor will, at its expense, satisfy and discharge the same.

This indemnification will survive termination or expiration of the Agreement.

SECTION 6: Additional Terms Applicable to TA-Performed Capital Projects The following additional terms apply when the TA is performing the scope of work for capital projects as described in each Project Supplement (Scope of Work).

6.1. Funding Commitment. The TA will provide in lieu contributions, expenditures on consultants, and/or funds up to the amount specified in each Project Supplement for the Scope of Work tasks specified in the Project Supplement (Scope of Work Costs).

6.2. Cost Savings. Any cost savings of the funds allocated for each Project Supplement will revert to the applicable program for the TA to reallocate to any eligible project through its usual fund programming and allocation activities.

6.3. Insufficient Funding. In the event that additional funding is needed to complete the Scope of Work specified in a Project Supplement, the TA will identify the additional amounts needed and review those estimates with the Sponsor. The Parties will work together to identify potential sources of funding, as well as obtain the necessary funds to complete the Scope of Work for the Project Supplement. If additional funding is needed due to a change in the Project Supplement Scope of Work, as requested by the Sponsor, the TA will identify the additional amounts needed and review those estimates with the Sponsor. In such case, it is the responsibility of the Sponsor to identify the potential sources of funding, as well as obtain the necessary funds to complete the changed Project Supplement Scope of Work. The TA may consider requests for additional funding, but is under no obligation to grant such requests. 136

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6.4. TA Responsibilities. For purposes of delivering the Scope of Work, the TA agrees to perform the following tasks, unless otherwise specified in a Project Supplement:
a) The TA will perform and complete the Scope of Work, either through its own forces or the use of one or more third-party consultants or contractors. b) The TA will make available to the Project up to the amount(s) specified in the Project Supplement(s) for the Scope of Work.
c) For purposes of delivering the Scope of Work, the TA agrees to perform the following tasks, unless otherwise specified in a Project Supplement:
i. Manage the Scope of Work, including developing and carrying out the Scope of Work on schedule and within budget;
ii. Provide technical oversight for performance of the Scope of Work; iii. Lead coordination with Caltrans and/or other permitting agencies as necessary for the Scope of Work;
iv. Obtain the necessary permits and approvals required for the Scope of Work;
v. Procure and administer the consultant/contractor services to complete the Scope of Work;
vi. Organize and facilitate regular meetings of a Project Development Team (PDT), the Sponsor and representatives from involved local and regional entities to provide input and guidance on the Scope of Work; vii. Keep Sponsor apprised of developments, such as award of contracts or potential changes that may affect the scope, schedule, or budget of the Project or Scope of Work; and
viii. Consult with Sponsor where necessary/appropriate. d) To the extent applicable, the TA will execute an agreement with Caltrans for oversight services associated with the Scope of Work.
e) The TA will prepare and provide to Sponsor status reports including anticipated and expended costs and Scope of Work delivery milestones and schedule forecasts.
f) The TA will review, process, and audit (at its discretion) invoices and other documentation of expenditures for work performed under each Project Supplement. The TA will also track the accumulation and expenditure of funds allocated for Scope of Work, and process other documentation of expenditures in compliance with TA accounting and budgeting requirements. 137

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6.5. Sponsor Responsibilities. For purposes of delivering the Scope of Work, the Sponsor agrees to perform the following tasks, unless otherwise specified in a Project Supplement:
a) The Sponsor will be responsible for championing the effort of obtaining political and public support for the Project.
b) The Sponsor will be the public face of the Project for purposes of leading outreach efforts to local stakeholders and community members, including coordination of public meetings and solicitation of public comment. c) The Sponsor will provide input and oversight based on local policies and desires regarding the outcome of and deliverables of the Project. d) The Sponsor will actively participate in the PDT meetings related to the Scope of Work.
e) The Sponsor may, at its discretion, review any professional services agreements, change orders and any other agreements that the TA has entered into for the performance of Scope of Work; however the TA retains ultimate authority over contracting and related decisions.
f) The Sponsor may, at its discretion, review the work products and deliverables produced by the TA and/or its contractors/consultants for the Scope of Work, including reports, designs, drawings, plans, specifications, schedules and other materials; however, the TA retains authority to accept or reject contractor/consultant work.
g) The Sponsor will approve or endorse, in writing, the final deliverables or work products produced by the TA and/or its contractors/consultants for the Scope of Work.
h) The Sponsor will review progress reports prepared and provided by the TA. i) The Sponsor may, at its discretion, review and audit invoices and other documentation of the expenditure of funds allocated for the Scope of Work, however the TA retains ultimate authority for expenditure of allocated funds on the Project.

6.6. Indemnification.
a) Each of the Parties will indemnify, hold harmless and defend the other Party and its directors/councilmembers, officers, employees and agents (collectively, "Indemnitees") against all liability, claims, suits, actions, costs or expenses related to performance of the Scope of Work or the Project, including but not limited to those arising from loss of or damage to property, and injuries to or death of any person (including but not limited to the property or employees of each Party) when arising out of or resulting from any act or omission by the indemnifying Party, its agents, employees, contractors or subcontractors in connection with any aspect of the Project, including Project design, construction and/or maintenance.
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b) Each of the Parties will also fully release, indemnify, hold harmless and defend the other Party and Indemnitees from and against any and all claims or suits that may be brought by any of the indemnifying Party's contractors or subcontractors performing work in connection with or related to the Project. c) The indemnifying Party's obligation to defend includes the payment of all reasonable attorneys' fees and all other costs and expenses of suit, and if any judgment is rendered, or settlement entered, against any Indemnitee, the indemnifying Party must, at its expense, satisfy and discharge the same.

Indemnitees may require the indemnifying Party to obtain counsel satisfactory to the Indemnitees.
d) This indemnification will survive termination or expiration of this Agreement.

SECTION 7: Additional Terms Applicable to Shuttle Operations The following additional terms apply to shuttle projects as described in each Project Supplement (Project).

7.1. Sponsor Oversight; Work Plan. Sponsor is responsible for implementation of the Project as described in each Project Supplement. Sponsor assumes responsibility for procuring and administering any professional service and/or other contracts entered into in connection with the Project.

Though Sponsor may appoint a designee or engage contractor(s) to perform work necessary for Project implementation, Sponsor will remain ultimately responsible to the TA for performance of all responsibilities set forth herein.

7.2. Required Approvals. Prior to commencement of each Project, Sponsor or its designee (e.g., a consultant) will obtain all required local, state and federal approvals and permits for Project work. In addition, Sponsor must comply with all federal, state and local laws and regulations applicable to the Project.

7.3. Contract Award and Scope Changes. Sponsor must comply with state and local agency requirements for the award and amendment of any contract(s) for the implementation of each Project. Sponsor must advise the TA in writing (electronic mail is acceptable) as soon as possible of any contracts awarded and any amendments thereto, such as for any changes in service. Notice of any contracts and amendments provided to the TA will not constitute approval by the TA nor obligate the TA to provide funds in excess of its maximum contribution stated in the Project Supplement.

7.4. Monthly & Annual Operations Reports. Within eight (8) calendar days after the end of each month a given Project Supplement is in effect, Sponsor or its agent must submit to the TA a monthly operations report (Operations Report) based on National Transit Database (NTD) reporting requirements, attached as Exhibit E, “National Transit Database Reporting Requirements.” The Operations Report must include such items as the average daily ridership of the Project, and the Project’s total boardings, total revenue miles, hours, vehicles in service, road calls, accidents and any other information pertinent to assess the performance of the service for purposes of local, state or federal reporting requirements for the month just ended. Any monthly service mileage and/or hours that were scheduled, but where service was not operated for any reason, must be 139

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deducted from monthly reporting totals. An explanation for all lost service miles and/or hours must be included in the monthly report. Sponsor or its agent must review all required reporting for accuracy prior to submittal to the TA. The form of all reports must be determined by the TA. Within eight (8) calendar days of the end of the performance of the work under a Project Supplement, and/or any extension thereof, Sponsor or its agent must submit to the TA an annual report on the same statistics. All Operations Reports must be submitted via Excel spreadsheet or other format as approved by the TA to [email protected] or as specified in the Project Supplement.

7.5. Quarterly Progress Reports. Sponsor must prepare and submit to the TA quarterly progress reports by January 31, April 30, July 31 and October 31 of each year during the entire term of the Project. Reports must be presented in the form provided as Exhibit F, “Quarterly/Annual Shuttle Program Progress Report Form,” which is attached to this Agreement and incorporated herein by this reference, or in other formats specified by the TA. The reports must describe Project performance and expenditures during the previous quarter.

The reports must include actions expected to be taken and any projected changes in the service plan / schedule during the next quarter, and any other information requested by the TA. Additionally, each progress report must include information on any potential issues that may impact any of the performance measures set forth in Exhibit F as well as the ability of Sponsor to meet the conditions outlined in this Agreement.

7.6. Annual Report. By October 1 of each year, Sponsor must provide the TA with an annual report in the form provided as Exhibit F, or in other formats specified by the TA, summarizing the quarterly progress reports from the prior fiscal year.

The reports must include actions expected to be taken and any projected changes in the service plan /schedule for the next year (if the Project is continuing), and any other information requested by the TA. Additionally, each Annual report must include information on any potential issues that may impact any of the performance measures set forth in Exhibit F as well as the ability of Sponsor to meet the conditions outlined in this Agreement for the next year (if the Project is continuing). If the Annual Report is submitted after the second year of the Time of Performance, the Annual Report should include written confirmation that no further reimbursements associated with the Project are anticipated and that all reimbursement requests have been made or are being submitted with the Annual Report.

7.7. Funding Commitment. The TA allocates to Sponsor up to the amount specified in each Project Supplement for reimbursement of expenditures related to the Project (Project Costs). The Sponsor will contribute, or provide for the contribution of matching as specified in each Project Supplement, as well as the entire amount in excess of TA's allocation needed to implement the Project. The TA’s funding commitment under this Agreement in no way establishes a right for the Sponsor to receive additional funding from the TA.

All funding obligations of the TA under this Agreement are subject to downward adjustment based on actual sales tax receipts for the fiscal years indicated, or if Sponsor receives funding for Project Costs from other sources which allow Sponsor to provide more than the matching funds specified in the Project Supplement over the term of the Agreement.
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The Sponsor will assess and confirm its ability to implement the Project within budget as part of the quarterly reporting requirements established in Section 7.5, above. The Sponsor must further notify the TA between reporting cycles if the Sponsor determines that the budget will not be sufficient to implement the Project. The TA retains authority to suspend its funding obligation as set forth in Section 2.4 of this Agreement upon such notice, and until the Sponsor develops a credible funding plan acceptable to the TA to fund and implement the Project.

7.8. Reimbursement Basis. Sponsor may seek reimbursement for Project Costs incurred on or after the Execution Date. Project Costs must be incurred and paid by the Sponsor prior to requesting reimbursement from the TA. Sufficient documentation must accompany all requests for reimbursement, including the submittal of all due operations and progress reports.

7.9. Accounting and Reimbursement Procedures. Sponsor, in coordination with and to the satisfaction of the TA, will establish procedures for Project accounting and requests for reimbursement. These procedures will track and reflect the accumulation of the TA’s pro rata share of costs for the Project. Sponsor will detail the TA’s pro rata share of Project Costs for all work funded under this Agreement with each “Reimbursement Claim Form” which is attached to this Agreement as Exhibit D and incorporated herein, or in other formats specified by the TA. Sponsor will maintain all necessary books and records in accordance with generally accepted accounting principles.

7.10. Invoices; Payments. Once per quarter following submission of the quarterly progress reports, Sponsor must prepare and submit billing statements consistent with the Reimbursement Claim Form with all required supporting documentation. Supporting documentation may include, but is not limited to, copies of associated vendor invoices, timesheets, backup documentation, checks and payment advice, and must include an accounting of the TA's share of costs for the Project as contemplated by this Agreement.

Claims and supporting documentation for reimbursement may be submitted by e-mail to:
[email protected] and [email protected]
The TA will endeavor to disburse reimbursements for approved Project Costs within thirty (30) days after the TA's approval of each claim, subject to the limits on the TA's maximum contribution as established in the Project Supplement. The TA's obligation to reimburse Project Costs to the Sponsor as provided in this section is conditioned upon the TA’s prompt receipt of reports from Sponsor pursuant to Sections 7.4–7.6, above.

7.11. Indemnity by Sponsor. The Sponsor will indemnify, keep and save harmless the TA (and, if the Project includes shuttle(s) with the Caltrain logo on the vehicle(s) or on any shuttle public information materials, the Peninsula Corridor Joint Powers Board, the San Mateo County Transit District, the Santa Clara Valley Transportation Authority, the City and County of San Francisco, TransitAmerica Services, Inc. or any successor Operator of the Service, and the Union Pacific Railroad Company and each of its/their directors, officers, agents and employees against any and all suits, claims or actions related to the performance of this Agreement including, but not limited to, those arising out of any of the following:
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a) Any injury to persons or property that may occur, or that may be alleged to have occurred, arising from the performance of the Project or implementation of this Agreement; or
b) Any allegation that materials or services developed, provided or used for the Project infringe or violate any copyright, trademark, patent, trade secret, or any other intellectual-property or proprietary right of any third party.

The Sponsor further agrees to defend any and all such actions, suits or claims and pay all charges of attorneys and all other costs and expenses of defenses as they are incurred. If any judgment is rendered, or settlement reached, against the TA or any of the other agencies or individuals enumerated above in any such action, the Sponsor will, at its expense, satisfy and discharge the same.

This indemnification will survive termination or expiration of the Agreement.

SECTION 8: Additional Terms Applicable to All Other Project Supplements for Operations The following additional terms apply to operational projects as described in each Project Supplement (Project).

8.1. Sponsor Oversight; Work Plan. Sponsor is responsible for the completion of the Scope of Work as described in each Project Supplement. Sponsor is responsible for procuring and administering any professional service and/or other contracts entered into in connection with the Scope of Work. Sponsor will oversee completion of the Scope of Work. Sponsor may appoint a designee or engage contractor(s) to perform work necessary for Scope of Work completion, but Sponsor remains responsible to the TA for the completion of the Scope of Work.

8.2. Required Approvals. Prior to commencement of the Scope of Work, Sponsor or its designee (e.g., a consultant) will obtain all applicable local, state and federal approvals and permits for the Scope of Work. In addition, Sponsor must comply with all applicable federal, state and local laws and regulations applicable to the Project.

8.3. Contract Award and Change Orders. Sponsor must comply with state and local agency requirements for the award of any contract(s) for the performance of the Scope of Work and any amendments. As the Scope of Work proceeds, Sponsor must advise the TA of any contracts awarded and amendments as part of the regular progress reporting requirements pursuant to Section 8.4 below. Notice of any contracts and amendments provided to the TA will not constitute approval by the TA of the contracts and amendments nor obligate the TA to provide funds in excess of its maximum contribution stated in the Project Supplement.

8.4. Progress Reports. For each of the projects in the Scope of Work, Sponsor will prepare and submit to the TA quarterly progress reports as the program proceeds and covering all Scope of Work activities for work completed during the previous month using the template in Exhibit B, or in other formats specified by the TA. The reports must describe:
a) The current status of, and any changes in, scope, schedule, budget, and funding plans of the Scope of Work and the Project;
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b) Any risk factors;
c) The work performed during the previous quarter and projected for the next three months;
d) Scope of Work Costs (as defined in Section 8.8, below) projected to be expended during the next three months; and
e) Any other information requested by the TA.

8.5. Closeout. Within ninety (90) days of Sponsor’s final acceptance of the Scope of Work and all incidental work, Sponsor must notify the TA with a final closeout letter detailing the following and all other relevant information: Total costs for the Scope of Work, including an accounting of all Measures A/W expended in connection with the Scope of Work, and reflecting any unexpended Measure A/W Funds.

8.6. Funding Commitment. The TA allocates to Sponsor up to the amount specified in each Project Supplement related to the Scope of Work (Scope of Work Costs). Funds cannot be transferred between projects without separate approval from the TA. The TA Executive Officer, or designee, can approve funds transfers administratively with a letter.

The TA’s funding commitment under this Agreement in no way establishes a right for Sponsor to receive additional funding from the TA.

8.7. Use of Funds.
a) Measures A/W Funds must be used only for direct eligible costs to complete the Scope of Work. The Sponsor is responsible for demonstrating to the TA that the expenses incurred were necessary to deliver the Scope of Work. b) The following costs are not eligible for reimbursement:
i. Sponsor’s costs which are unrelated to the Scope of Work; ii. Costs for entering into this Agreement;
iii. Maintenance, rehabilitation, routine operations of the Project or other facilities or programs; and
iv. Development of proposals, applications or agreements for Measure A, Measure W, or other funding programs.

8.8. Indemnity by Sponsor.

Sponsor will indemnify, keep and save harmless the TA and its directors, officers, agents and employees against any and all suits, claims or actions related to the performance of the Scope of Work or the Project including, but not limited to, those arising out of any of the following:
a) Any injury to persons or property that may occur, or that may be alleged to have occurred, arising from the performance of the Project or implementation of this Agreement; or
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b) Any allegation that materials or services developed, provided or used for the Project infringe or violate any copyright, trademark, patent, trade secret, or any other intellectual-property or proprietary right of any third party.

Sponsor further agrees to defend any and all such actions, suits or claims and pay all charges of attorneys and all other costs and expenses of defenses as they are incurred.

If any judgment is rendered, or settlement reached, against the TA or any of the individuals enumerated above in any such action, Sponsor will, at its expense, satisfy and discharge the same. This indemnification will survive termination or expiration of the Agreement.

SECTION 9: Miscellaneous

9.1. Access to Records and Record Retention. At all reasonable times, Sponsor will permit the TA access to all reports, designs, drawings, plans, specifications, schedules and other materials prepared, or in the process of being prepared, for each Scope of Work by Sponsor or any contractor or consultant of Sponsor. Sponsor will also make available to the TA upon request any professional service agreements, change orders and any other agreements that are related to each Scope of Work. Sponsor will provide copies of any documents described in this Section to the TA upon request. Sponsor will retain all records pertaining to each Scope of Work for at least three years after completion of each Project.

9.2. Audits. The TA, or its authorized agents, may, at any reasonable time during business hours, conduct an audit of Sponsor’s performance under this Agreement.

Sponsor will permit the TA, or its authorized agents, to examine, inspect, make excerpts from, transcribe or photocopy books, documents, papers and other records of Sponsor which the TA reasonably determines to be relevant to this Agreement.

Sponsor will transmit to the TA the Independent Auditor’s Report prepared for Sponsor’s Annual Comprehensive Financial Report within thirty (30) days of receipt by Sponsor and highlight the section that pertains to the Measures A/W Funds.

9.3. No Waiver. No waiver of any default or breach of any covenant of this Agreement by either Party will be implied from any omission by either Party to take action on account of such default if such default persists or is repeated. Express waivers are limited in scope and duration to their express provisions. Consent to one action does not imply consent to any future action.

9.4. Assignment. Parties are prohibited from assigning, transferring or otherwise substituting their interests or obligations under this Agreement without the written consent of all other Parties.

9.5. Governing Law. This Agreement is governed by the laws of the State of California as applied to contracts that are made and performed entirely in California.

9.6. Compliance with Laws. In performance of this Agreement, the Parties must comply with all applicable Federal, State and local laws, regulations and ordinances.

9.7. Accessibility of Services to Persons with Disabilities. The Project implementation must comply with, and not subject the TA or Sponsor to liability under, the Americans 144

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with Disabilities Act, the California Disabled Persons Act, or any other state or federal laws protecting the rights of persons with disabilities.

9.8. Modifications. This Agreement may only be modified in a writing executed by both Parties.

9.9. Attorneys’ Fees. In the event legal proceedings are instituted to enforce any provision of this Agreement, the prevailing Party in said proceedings is entitled to its costs, including reasonable attorneys’ fees.

9.10. Relationship of the Parties. It is understood that this is an Agreement by and between Independent Contractors and does not create the relationship of agent, servant, employee, partnership, joint venture or association, or any other relationship other than that of Independent Contractor.

9.11. Ownership of Work. All reports, designs, drawings, plans, specifications, schedules, studies, memoranda, and other documents assembled for or prepared by or for, in the process of being assembled or prepared by or for, or furnished to Sponsor under this Agreement, are the joint property of the TA and Sponsor, and will not be destroyed without the prior written consent of the TA. The TA is entitled to copies and access to these materials during the progress of the Project and upon completion or termination of the Project or this Agreement. Sponsor may retain a copy of all material produced under this Agreement for its use in its general activities. This Section does not preclude additional shared ownership of work with other entities under contract with Sponsor for funding of the Project.

9.12. Non-discrimination. Sponsor and any contractors performing services on behalf of Sponsor will not discriminate or permit discrimination against any person or group of persons on the basis of race, color, religion, national origin or ancestry, age, sex, sexual orientation, marital status, pregnancy, childbirth or related conditions, medical condition, mental or physical disability or veteran’s status, or in any manner prohibited by federal, state or local laws.

9.13. Attribution to the TA. Sponsor must include attribution that indicates work was funded with “Measure A Funds” or “Measure W Funds” or “Measures A/W Funds from the TA." This provision applies to any project, or publication, that was funded in part or in whole by “Measure A Funds” or “Measure W Funds” or “Measures A/W Funds." Acceptable forms of attribution include TA branding on Project-related documents, construction signs, public information materials, and any other applicable documents.

Sponsor must comply with the TA's External Attribution Guide which may be updated from time to time and will be available on the TA's website.

9.14. Warranty of Authority to Execute Agreement. Each Party to this Agreement represents and warrants that each person whose signature appears hereon is authorized and has the full authority to execute this Agreement on behalf of the entity that is a Party to this Agreement.

9.15. Severability. If any portion of this Agreement, or the application thereof, is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining portions of this Agreement, or the application thereof, will remain in full force and effect. 145

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9.16. Electronic Signatures. This Agreement may be executed through the use of digital or electronic signatures in accordance with Government Code Section 16.5. The presence of an electronic signature on this Agreement will be construed as the Parties’ consent to do business electronically.

9.17. Counterparts. This Agreement may be executed in counterparts.

9.18. Entire Agreement. This Agreement constitutes the entire agreement between the Parties pertaining to its subject matter and supersedes any prior or contemporaneous written or oral agreement between the Parties on the same subject.

IN WITNESS WHEREOF, the Parties have hereunder subscribed their names as of the last date written below (Execution Date).
[SPONSOR]
By:

Name:

Its:

Date:

Approved as to Form:

Legal Counsel for the [SPONSOR]
Date:

SAN MATEO COUNTY TRANSPORTATION

AUTHORITY
By:

Name: April Chan
Its: Executive Director
Date:

Approved as to Form:

Legal Counsel for the TA
Date:

Exhibit A: Form of Project Supplements
Exhibit B: Progress Reporting Template
Exhibit C: Permissible Costs for Reimbursement
Exhibit D: Reimbursement Claim Form
Exhibit E: National Transit Database Reporting Requirements Exhibit F: Quarterly/Annual Shuttle Program Progress Report Form 146

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Exhibit A: Form of Project Supplements
SECTION A: Primary Agreement
The San Mateo County Transportation Authority (TA) and [Project Sponsor] (Sponsor) entered into a Primary Grant Agreement on ________, 20__ (Primary Agreement).

This Project Supplement is entered into on ________, 20__ pursuant to the Primary Grant Agreement and is subject to the terms set forth therein.

SECTION B: Project Background
Measure(s):
☐ Original Measure A
☐ New Measure A
☐ Measure W
Program Category:

Measure A Measure W
☐ Transit
☐ Highways
☐ Local Streets/Transportation
☐ Grade Separations
☐ Pedestrian and Bicycle
☐ Alternative Congestion Relief Programs
☐ Countywide Highway Congestion
Improvements
☐ Local Safety, Pothole & Congestion Relief
Improvements – Local Investment Share
☐ Local Safety, Pothole & Congestion Relief
Improvements – Grade Separation
☐ Bicycle and Pedestrian Improvements
☐ Regional Transit Connections
Program Subcategory (if applicable):

Project: [Add project name]
Scope of Work: [Specify phase(s)]
Scope of Work Costs: [Specify amount programmed and allocated for each phase] TA Technical Assistance (if applicable):

Date Funding Programmed:

Date Funding Allocated:
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Applicable Resolutions (attached):

Additional Terms: The following Agreement Section(s) apply to this Project Supplement:
☐ Section 5 (Additional Terms Applicable to Sponsor-Performed Projects) ☐ Section 6 (Additional Terms Applicable to TA-Performed Projects) ☐ Section 7 (Additional Terms Applicable to Shuttle Operations) ☐ Section 8 (Additional Terms Applicable to All Other Project Supplements for Operations)
SECTION C: Invoices; Payments [ALTERNATIVE CLAUSE TO AGREEMENT SECTION

5.10(a) – DELETE IF NOT APPLICABLE]
Section 5.10(a) of the Agreement does not apply to this Project Supplement. Instead, the TA will make one upfront lump sum payment of $_______ to the Sponsor to complete the Scope of Work.

SECTION D: Matching Funds
Sponsor will contribute, or provide for the contribution of, the entire amount in excess of $________ needed to complete the Scope of Work [and must provide at least __% pro rata share of the Scope of Work Costs.]
OR
Sponsor agrees to contribute the matching funds to the TA in one upfront lump sum payment of $________ (Matching Funds) following Sponsor's approval of an invoice from TA describing the expenses to which the Matching Funds will be applied, subject to the following terms and conditions:

TA agrees that the Matching Funds are to be expended solely for the Project and agrees to: (i) prioritize application of the Matching Funds to expenses under the Scope of Work with the objective of utilizing all of the Matching Funds not later than _________; (ii) promptly return to Sponsor any and all unspent Matching Funds upon termination of the Project Supplement, or, absent termination, that have not been expended for the Project by _________.

SECTION E: Description of Scope of Work
Sponsoring Agency:

Lead/Implementing Agency:

Contact:
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Project Description and Scope of Work:

Project Schedule:

Begin End

Project Budget/ Source of Funding:

Include funding plan for the project defined above, including use of TA Technical Assistance if applicable
* The other fund sources are provided for informational purposes.

Operating Responsibility:

Maintenance Responsibility:

Project Implementation Responsibility:

Project Oversight Responsibility:

SECTION F: Third Party Roles

1. Third Party Roles. The [THIRD PARTY] is responsible for [LIST ALL RELEVANT RESPONSIBILITIES] for the Project.

2. Caltrans Roles. Caltrans as owner operator of the facility proposed for modification is responsible for reviewing and approving the [RELEVANT DOCUMENTS] for the Project.

3. Other Agreements. A Cooperative Agreement must be executed between Caltrans and the TA that lists the terms and conditions, roles and responsibilities and fee payment associated with Caltrans’ review and approval of the [RELEVANT DOCUMENTS].

SECTION G: Time of Performance

1. Time of Performance. The Scope of Work must be completed no later than the end of __ quarter, Fiscal Year 20__-20__ (the TA's fiscal year runs July 1 through June 30).

2. Timely Use of Funds. Sponsor must expend Measures A/W funds expeditiously. If Sponsor fails to invoice the TA for two consecutive quarters, the TA will require a meeting with Sponsor’s executive and Project staff to review project progress. A Project Supplement found to be non-compliant with this requirement may be terminated for default by the TA. 149

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SECTION H: Notice
Notices. All notices required or permitted to be given under this Agreement, be in writing and delivered by email to the addresses specified below. Notices will be deemed given when the email was sent. A recipient’s failure to acknowledge receipt of the emailed notice will not affect the effectiveness of notice if (a) the sender can show that the notice was properly addressed and sent by email, and (b) the sender did not receive any email system notification that the email could not be delivered.

To TA: San Mateo County Transportation Authority
1250 San Carlos Avenue
P.O. Box 3006
San Carlos, CA 94070-1306
Attn: TA Secretary and Executive Director
Emails:

To [Sponsor]: [Sponsor]

ADDRESS LINE ONE

ADDRESS LINE TWO
Attn: Project Sponsor Contact
TITLE
Email:

In 2025, the TA plans to relocate its administrative building to 166 N. Rollins Road in Millbrae, California and when that occurs, the TA’s address will be at that location.

SECTION I: Insurance [The TA and Sponsor will determine what types and levels of insurance are required for each Project Supplement]
The following types of insurance are required for this Project Supplement. See Section 6 of the Primary Agreement for additional requirements.

Insurance Type Required Coverage Amount
Workers’
Compensation and
Employer’s Liability
Insurance
Yes Statutory limits for Workers’ Compensation and
at least $1 million for Employers Liability.

Commercial General
Liability Insurance
Yes [$1/5/10 million]
• For all projects: $1M for Project Planning,
Project Initiation, Project Approval &
Environmental Design and Right of Way
Phases and for operations.
• For capital projects with budgets of up to
$10M (e.g., road widening): $1M for Design
and Construction Phases.
• For capital projects with budgets between
$10M and $40M (e.g., freeway
interchange): $5M for Design and
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Construction Phases.
• For capital projects with budgets of $40M
or more: $10M limits for Design and
Construction Phases.

Business Automobile
Liability Insurance
Yes [$1/5/10 million]
• For all projects: $1M for Project Planning,
Project Initiation, Project Approval &
Environmental Design and Right of Way
Phases.
• For capital projects with budgets of up to
$10M (e.g., road widening): $1M for Design
and Construction Phases.
• For capital projects with budgets between
$10M and $40M (e.g., freeway
interchange): $5M for Design and
Construction Phases.
• For capital projects with budgets of $40M
or more: $10M limits for Design and
Construction Phases.
• For operations projects: $10M
Property Insurance Yes
Professional Liability
Insurance
[Yes/No] [$1/2/5 million]
For most projects with professional liability
exposure, such as consulting: At least $1
million
For capital projects with some design: At
least $2 million.

For capital projects with significant design:

At least $5M.

Cyber Liability
Insurance
[Yes/No] If contract deals with Personally Identifiable Information (PII): At least $1 million and part of
the Professional Liability Insurance program.

Crime Insurance [Yes/No] If Entity’s employees have access to funds, securities and other property: At least
$250,000 for Employee Dishonesty Insurance
and $250,000 for Third-Party/Client Property.

If Entity has access to significant funds,
securities or other property: Limits should
reflect cumulative exposure.

Contractors’ Pollution
Liability Insurance
and/or Environmental
[Yes/No] At least $1 million
151

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Liability Insurance
Railroad Protective
Liability Insurance
[Yes/No] At least $2 million per occurrence and $6 million annual aggregate
IN WITNESS WHEREOF, the Parties have hereunder subscribed their names as of the last date written below.
[SPONSOR]
By:

Name:

Its:

Date:

Approved as to Form:

Legal Counsel for the [SPONSOR]
Date:

SAN MATEO COUNTY TRANSPORTATION

AUTHORITY
By:

Name: April Chan
Its: Executive Director
Date:

Approved as to Form:

Legal Counsel for the TA
Date:
152

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153

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Exhibit B: Progress Reporting Template
REPORTING PERIOD: FROM mm/dd/yyyy TO mm/dd/yyyy
SMCTA Project # 00XXX – [Project Title/Phases]
[Carryover to additional pages as necessary]
Contact: [Name, Title, Phone, email, address]
1) Scope:
[Describe Scope of Work here, specify Project limits, phases of Project. Identify the [Original Measure A and/or New Measure A and/or Measure W] funded components]
Status Summary: [Provide Status]
Issues: [List any issues, i.e. potential scope changes] ____________________________________________________________________________ 2) Schedule: Original Baseline Current Baseline Current Forecast Major Milestones: Start Finish Start Finish Start Finish [Activity] MM/DD/YY MM/DD/YY MM/DD/YY MM/DD/YY MM/DD/YY MM/DD/YY [Activity] MM/DD/YY MM/DD/YY MM/DD/YY MM/DD/YY MM/DD/YY MM/DD/YY [Activity] MM/DD/YY MM/DD/YY MM/DD/YY MM/DD/YY MM/DD/YY MM/DD/YY [Activity] MM/DD/YY MM/DD/YY MM/DD/YY MM/DD/YY MM/DD/YY MM/DD/YY Progress This Reporting Period:
[Describe progress and activities]
[Original Measure A and/or New Measure A and/or Measure W] Funds Expended This Reporting Period: $ Future Activities, Next Reporting Period:
[Describe planned future activities]
Projected [Original Measure A and/or New Measure A and/or Measure W] Funds Expenditure Next Reporting Period: $ Issues: [List any issues, such as impacts to schedule]
154

20016287.14
_______________________________________________________________________ 3) Scope of Work Total Budget:
____________________________________________________________________________ 4) Scope of Work [Original Measure A and/or New Measure A and/or Measure W] Budget:

Phase/Activity

A B C D E F
Original allocation
(per Project
Supplement)
Current
allocation (Per
Amendments)
Change in
allocation from
Project
Supplement (B-A)
Total
Measure
[A/W]
Expended to
date
% of
current
allocation
expended
(D/B)
% of Work
Completed
#DIV/0!
#DIV/0!
#DIV/0!
Total Scope of
Work $0 $0 $0 $0 #DIV/0!
Issues: [List any issues, i.e. potential cost increases] ____________________________________________________________________________ 5) Funding: [List additional sources as needed, Fill out the following matrix for each phase for the Scope of Work. i.e. environmental, design, etc.]

Issues: [List any issues such as changes in non-Measure [A/W] funding] Submit Progress Reports To: [email protected] or
SMCTA
Planning & Development
1250 San Carlos Avenue
San Carlos, CA 940701
1 In 2025, the TA plans to relocate its administrative building to 166 N. Rollins Road in Millbrae, California and when that occurs, the TA’s address will be at that location.

A B C D E F
Phase/Activity
Original Budget
(per Funding
Agreement)
Updated Cost
Estimate
Total Change
from Approved
(B-A)
Total Expended
to Date
% of Revised
Budget
Expended
(D/B)
% of Work
Completed
- 0.00% 0.00%
- 0.00% 0.00%
- 0.00% 0.00%
Total Project - - - #DIV/0! -
Original Original % Current Current %
Estimated at
Completion EAC %
SMCTA #DIV/0! #DIV/0! #DIV/0!
Others:

Federal (specify) #DIV/0! #DIV/0! #DIV/0!
State (specify) #DIV/0!
Other (specify)
Total #DIV/0! - #DIV/0! - #DIV/0! -
Contribution Contribution Contribution
155

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Exhibit C: Eligible Costs for Reimbursement
Program / Promotions – activities pertaining to marketing/promotional programs detailed in the Scope of Work.

Planning – activities necessary to implement planning studies covered under the Scope of Work.

Project Initiation Documents (PID) – activities necessary to complete PIDs covered under the Scope of Work.

Environmental Studies – environmental studies costs, including determination of the appropriate environmental document, preparation of all preliminary engineering for each alternative, including geomantic layouts, determination of right-of-way needs, environmental technical studies (such as air, noise, energy, cultural resources and hazardous waste), and all other studies or activities necessary to prepare and finalize the appropriate documents for Project and environmental approval.

Design – design activities such as preparation of design studies; materials and foundation reports; drainage, hydrology and hydraulic reports; surveying and mapping; preparation of the plans, specifications and estimate; preparation of bid documents and Project files; preparation of permit applications and maintenance agreements; coordination of agency reviews and any other activities necessary to prepare final plans specifications and estimate (PS&E) for bid advertisement and award; and management oversight of these tasks except as limited in the Agreement.

Right-of-Way Acquisition – all activities related to right-of-way including determination of rightof-way needs; title searches; preparation of appraisal maps, legal descriptions and plat maps; parcel appraisals and appraisal reviews; hazardous materials testing and analysis; preparation of right-of-way acquisition documents; activities involved with acquiring rights-of-way including negotiation with property owners and cost associated with condemnation proceedings (including legal costs, expert witness costs, etc., but not including costs related to claims for inverse condemnation), right-of-way capital costs and cost-to-cure impacts related to the acquisition. To the extent allowed by law, Sponsor will undertake all best efforts so that cleanup of existing hazardous materials will remain the liability of the property owner.

Services provided for right-of-way activities involved with property not necessary for the Measure A or Measure W Highway Program-funded Project as defined in the Scope of Work, and the associated costs for all such property, will be at the sole expense of the Sponsor.

Any property not used for construction of the Project, or used for any purpose other than construction of the Project as defined in the Scope of Work, should be identified and the funding agencies should be informed. Any excess right-of-way will be identified as early as possible in the Project design process and sold. The proceeds from the sale of such property must be returned to the funding agencies, prorated based on the percentage of funds each agency contributed to the purchase of the property.

Construction – construction expenditures for the Project (construction capital, management and inspection, surveys, public outreach, and related activities) that are part of the Scope of Work agreed to by the TA. Sponsor must submit all change orders over $50,000 to the TA for 156

20016287.14
review and written approval before the TA will reimburse the Sponsor with Measure A Funds or Measure W Funds.

In addition, Measures A and W Funds are eligible for reimbursement of Sponsor’s Project management oversight expenses associated with the construction of the Project. This would include activities such as construction management inspection, expenses associated with reviewing proposed change orders, and activities involved with submitting final costs to the appropriate agencies to secure other leveraged funds. Expenditure of Measure A and Measure W Funds remains subject to the limits set forth in the Agreement.

The Sponsor may include additional work beyond the Scope of Work for the Project at its own expense. The TA will require these costs to be segregated from the other item work expenses and paid for with non-Measure A or Measure W Highway Program funds.

Miscellaneous – fees from other agencies, including permit fees or reimbursement for review or oversight costs needed for the Project are eligible costs. However, the cost of permits or fees from the Project Sponsor will not be eligible. Utility relocation costs are eligible for reimbursement according to previous agreements establishing rights for those utilities. The costs for specialized equipment for testing, analysis or production of documents for Projectrelated work are also eligible. 157

20016287.14
Exhibit D: Reimbursement Claim Form
158

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Exhibit E: National Transit Database Reporting Requirements The NTD was established by Congress to be the Nation’s primary source for information and statistics on the transit systems of the United States. Recipients or beneficiaries of grants from the Federal Transit Administration (FTA) under the Urbanized Area Formula Program (§5307) or Other than Urbanized Area (Rural) Formula Program (§5311) are required by statute to submit data to the NTD. Over 660 transit providers in urbanized areas currently report to the NTD through the Internet-based reporting system. Each year, NTD performance data is used to apportion over $5 billion of FTA funds to transit agencies in urbanized areas (UZAs). Annual NTD reports are submitted to Congress summarizing transit service and safety data.

Below is a partial list of reported elements that may change at any time. For additional information, please go to the National Transit Database website at:
https://www.transit.dot.gov/ntd.
a) Deadhead (Miles/Hours): The miles and hours that a vehicle travels when out of revenue service.
i) Deadhead includes:
1) Leaving or returning to the garage or yard facility; 2) Changing routes;
3) When there is no expectation of carrying revenue
passengers;
ii) However, deadhead does not include:
1) Charter service;
2) School bus service;
3) Operator training;
4) Maintenance training;
b) Fuel Consumed: The quantity of fuel consumed for the service (by fuel type);
c) Mechanical System Failure - Major: A failure of some mechanical element of the revenue vehicle that prevents the vehicle from completing a scheduled revenue trip or from starting the next scheduled revenue trip because actual movement is limited or because of safety concerns; d) Mechanical System Failure - Other: A failure of some other mechanical element of the revenue vehicle that, because of local agency policy, prevents the revenue vehicle from completing a scheduled revenue trip or from starting the next scheduled revenue trip even though the vehicle is physically able to continue in revenue service. Any mechanical problem that delayed service more than five minutes, even if no Road Call was required;
e) Passenger Miles Traveled (PMT): The cumulative sum of the distances ridden by each passenger;
f) Reportable Incident: A safety or security incident occurring on transit property or otherwise affecting revenue service that results in one or more of the following conditions:
i) A fatality confirmed within 30 days of the incident; ii) An injury requiring immediate medical attention away from the scene for one or more persons;
159

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iii) Property damage equal to or exceeding $25,000;
iv) An evacuation for life safety reasons; or
v) A mainline derailment.
g) Revenue Service (Miles, Hours, and Trips): The time when a vehicle is available to the general public and there is an expectation of carrying passengers. Vehicles operated in fare free service are considered in revenue service.
i) Revenue service includes:
1) Layover / recovery time.
ii) Revenue service excludes:
1) Deadhead
2) Vehicle maintenance testing
3) School bus service, and
4) Charter service.
h) Total Service (Miles or Hours): The time or miles from when a transit vehicle starts (pull-out) from a garage to go into revenue service to the time or miles it returns to the garage (pull-in) after completing its revenue service.
i) Since total service covers the time or miles between:
1) Pullout; and
2) Pull-in;
ii) It therefore includes both:
1) Deadhead; and
2) Revenue service;
i) Unlinked Passenger Trips (UPT): The number of passengers who board public transportation vehicles. Passengers are counted each time they board vehicles no matter how many vehicles they use to travel from their origin to their destination.
160

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Exhibit F: Quarterly/Annual Shuttle Program Progress Report Form 161

2025 Pavement Rehabilitation Project Design Amendment #1 - Staff Report

STAFF REPORT
Meeting Date: February 25, 2025
Agency: City of Belmont
Staff Contact: Daniel Matthews, Public Works, (650) 637-2985, [email protected] Agenda Title: 2025 Pavement Rehabilitation Project Design Amendment #1 Agenda Action: Motion
Recommendation
Pass a motion authorizing the City Manager to negotiate and execute Amendment #1 to the Task Order #8 with Pavement Engineering Inc. for additional services to develop progress sets and estimates for the 2025 Pavement Rehabilitation Project including the development of a Full Depth Reclamation (FDR) mix design and the design of a linear bioretention facility for an additional amount of $42,672, for a total contract cost not-to-exceed amount of $453,500.

Strategic Focus Area
Infrastructure and Mobility
Background
On June 20, 2024, the City issued a Task Order #8 with Pavement Engineering Inc. (hereinafter “Consultant”), for the design of the 2025 Pavement Rehabilitation Project in the amount of $410,828. The Consultant is providing professional engineering services for the design of pavement rehabilitation and reconstruction on various streets throughout the City, as identified in the City’s Five-Year Pavement Plan for 2025. The project will rehabilitate the pavement of 2.6 centerline miles of roadway, and construct curb, gutter, and accessibility improvements along portions of the streets.

Due to existing asphalt and base conditions along select roadways in this year’s project, staff is recommending certain streets for mill-and-fill and Full Depth Reclamation (FDR) treatments. A mill-andfill involves the replacement of the entire asphalt section, removing the asphalt section down to the top of the base course and then replacing it with a new hot mix asphalt (HMA) section. Full Depth Reclamation removes both the asphalt and base courses, recycling a portion of the materials to form a new base course, which is then overlaid with new HMA. These treatments result in roadways that last longer but present additional requirements for both a mix-design of the asphalt section and stormwater treatment requirements per Provision C3 of the Municipal Regional Permit (MRP).

Analysis
Full Depth Reclamation (FDR) is a specialized asphalt treatment that requires a unique mix design due to the recycling of existing material in the roadway. The mix design can be developed before or during construction. To avoid potential delays, staff recommends utilizing the services of the Consultant to develop the FDR mix design for inclusion in the plans and specifications of the bid package. 162

2025 Pavement Rehabilitation Project Design Amendment #1 - Staff Report In addition, pavement treatments that expose the top of the base course and exceed one acre in a contiguous area are subject to Provision C3 of the Municipal Regional Permit (MRP). This provision requires that projects that create or reconstruct a certain amount of impervious surface provide stormwater treatment proportional to the amount of impervious surface being replaced. The Consultant had Schaaf and Wheeler, who is already under contract for stormwater guidance, develop conceptual plans for stormwater treatment at the identified site of Alameda de las Pulgas near Forest Ave. However, the design of the linear bioretention area is out of the scope of the current contract.

Staff recommends amending the existing contract with the Consultant to include the services for Full Depth Reclamation (FDR) mix design and linear bioretention facility design services.

Alternatives

1. Take no action

2. Refer back to staff for more information
Attachments
A. Pavement Engineering Inc. FDR Mix Design Proposal
B. Pavement Engineering Inc. Bioretention Facility Design Proposal Fiscal Impact
☐ No Fiscal Impact
☒ Funding Source Confirmed:

Funding for the additional $42,672 for a total not to exceed $453,500 in Task Order #8 is available from the 2025 Pavement Rehabilitation Project (Account 399-3-730-3117-9030), that is funded by the Measure I Fund and the Road Maintenance and Rehabilitation Account (RMRA) Fund.

Source: Purpose: Public Outreach:

Staff Statutory/Contractual Requirement Posting of Agenda 163
You can ride on our reputation
Pavement Engineering Inc.

February 7, 2025 MP23-530SS
Daniel Matthews
City of Belmont
1 Twin Pines Lane
Belmont, CA 94002
Subject: Full Depth Reclamation (FDR) Mix Design Sampling and Development Quote for the City of Belmont 2025 Paving Project
Dear Daniel:

We are providing our proposal for developing the FDR mix design for the subject project PEI’s Small Business Certification ID 2032439

FULL DEPTH RECLAMATION (FDR) MIX DESIGN DEVELOPMENT

FDR MIX DESIGNS

DESCRIPTION FEE
FDR Mix Design – includes PEI sampling the mix design materials, providing the traffic control for sampling, and developing/producing the final mix design
Forest
Avenue Mix
Design Only
$8,000
Thank you for the opportunity to provide a proposal for the above project. If you have any questions, please do not hesitate to contact our office at (530) 224-4535.

Very truly yours,
PAVEMENT ENGINEERING, INC.

William J. Long, P.E.

Principal
Attachments: Proposal Conditions
pc: C File; M File; S File; E File ([email protected]) �� Jj__ \ , �
164
Daniel Matthews
February 7, 2025
MP23-530SS

Z:\Shared\R Drive\Admin\Text\Marketing\Proposals\Proposals2023\MP23-530 Belmont 2025\MP23-530SS.docx

PROPOSAL CONDITIONS

1. Proposal is valid for thirty days from the date of the proposal.

2. All work shall be performed utilizing common methods and practices of the civil engineering profession. Reports and construction documents will be signed by a registered civil engineer.

3. Fees for Lump Sum or Unit Price Proposals will be charged at the quoted price. The quoted prices include all laboratory testing costs. Fees for Engineering and Technical Services on a Time and Materials Basis will be charged at the applicable hourly rates of the current PEI Fee Schedule.

4. The proposal is based upon providing liability insurance with limits up to $5,000,000.

5. One copy of an Engineering Report or Plans and Specifications will be provided to the Owner of a project. Additional copies are $35 each.

6. Payment: Invoices will be submitted at the completion of the work for Engineering Reports. Inspection fees will be invoiced monthly. All invoices are due upon receipt.

Interest of 1-1/2% per month (but not exceeding the maximum rate allowable by law) will be payable on any amounts not paid within 30 days, payment thereafter to be applied first to accrued interest and then to the principal unpaid amount. Attorney’s fees or other costs incurred in collecting any delinquent amount shall be paid by the client. 165
February 5, 2025 MP25-082
Daniel Mathews
Assistant Civil Engineer
Public Works Department
City of Belmont
One Twin Pines Lane, Suite 385
Belmont, CA 94002
Subject: City of Belmont – Additional Services for the FY 2025 Pavement Project Dear Daniel:

We appreciate the confidence you have in our services and look forward to continuing to work with you on the subject project. This proposal outlines our additional services and fees.

Description of Services
Pavement Engineering Inc. (PEI) is already under contract to provide design and bidding support services for the subject project.

During the design phase, one of the rehabilitation treatments selected for the project triggered stormwater compliance required under the new Municipal Regional Permit (MRP). PEI met with City staff to determine the feasibility of installing a bioretention facility at the corner of Alameda de las Pulgas and Forest Avenue to comply with the permit. City staff confirmed that the area is appropriate for a stormwater facility and requested design options from PEI. PEI had Schaaf and Wheeler, whom is already under contract for stormwater guidance, develop options for the site. City staff chose a linear bioretention facility out of the three options that were presented.

PEI requested a proposal from Schaaf and Wheeler for the design of the linear bioretention. The additional services proposal includes fees for the preparation of the design documents, estimates, and technical specifications along with PEI’s fees.

Schaaf and Wheeler fee for design is $31,520 and PEI’s contract management fee is $3,152.

Additional Service Request: $34,672
166
Daniel Mathews
MP25-082
February 5, 2025

Z:\Shared\R Drive\Admin\Text\Marketing\Proposals\Proposals2025\MP25-082 Belmont Add Svcs - Bio-Retention\MP25-082.docx Please feel free to contact Jason Kabalin at (925) 813-5816 with any questions or comments.

Very truly yours,
PAVEMENT ENGINEERING INC.

Joseph L. Ririe, P.E.

Senior Principal Engineer
Attachments: Proposal Conditions
Schaaf & Wheeler Proposal Memo dated January 30, 2025
pc: 240082
C File
M File
167
Daniel Mathews
MP25-082
February 5, 2025

Z:\Shared\R Drive\Admin\Text\Marketing\Proposals\Proposals2025\MP25-082 Belmont Add Svcs - Bio-Retention\MP25-082.docx

PROPOSAL CONDITIONS

1. Proposal is valid for thirty days from the date of the proposal.

2. All work shall be performed utilizing common methods and practices of the civil engineering profession. Reports and construction documents will be signed by a registered civil engineer.

3. Fees for Lump Sum or Unit Price Proposals will be charged at the quoted price.

The quoted prices include all laboratory testing costs. Fees for Engineering and Technical Services on a Time and Materials Basis will be charged at the applicable hourly rates of the current PEI Fee Schedule.

4. The proposal is based upon providing liability insurance with limits up to $2,000,000.

5. One copy of an Engineering Report or Plans and Specifications will be provided to the Owner of a project. Additional copies are $35 each.

6. Payment: Invoices will be submitted at the completion of the work for Engineering Reports. Inspection fees will be invoiced monthly. All invoices are due upon receipt. Interest of 1-1/2% per month (but not exceeding the maximum rate allowable by law) will be payable on any amounts not paid within 30 days, payment thereafter to be applied first to accrued interest and then to the principal unpaid amount. Attorney’s fees or other costs incurred in collecting any delinquent amount shall be paid by the client.
168
2200 Range Avenue, Ste. 201
Santa Rosa, CA 95403
(707) 528-4848
[email protected]

PROPOSAL MEMO

VIA EMAIL
DATE: January 30, 2025
TO: Joe Ririe, Pavement Engineering Inc.

FROM: Ben Shick, PE
SUBJECT: City of Belmont Forest Avenue Bioretention Design – Scope & Fee Schaaf & Wheeler is providing you with this scope and fee to perform the design of a linear bioretention facility (see attached concept) along the east side of Alameda de las Pulgas, just north of Forest Avenue, in the City of Belmont. Specific tasks are outlined as follows:

Task 1: Utility Coordination
Schaaf & Wheeler will coordinate with the City and Mid-Peninsula Water District (MPWD) to refine the location of the existing utilities within the project limits. It is assumed that the AutoCAD base map provided by Pavement Engineering Inc. (PEI) will include all known utilities and that additional utility investigations will not be required.

Task 2: City Coordination
This task includes two virtual meetings and one field meeting with City staff to discuss potential utility conflicts and impacts and to discuss and review the conceptual water quality approach.

Task 3: 95% & Final Design
Based upon the conceptual drawing of the linear basin bioretention facility (dated December 18, 2024), Schaaf & Wheeler will prepare 95% draft and final construction documents. It is assumed that the design will be included within the PEI paving project bid documents. The design will include plan, sections, and details for the detention basin and technical specification sections for the basin specific items. Rough engineering cost estimate will be provided along with a brief drainage calculations memorandum.

Task 4: Construction Support
Schaaf & Wheeler can be available to assist PEI and the City as desired throughout the construction process. Construction support assistance may include:
 Review and approve shop drawings and submittals.
 Review contractor’s request for information (RFIs) and furnish additional drawings and/or specifications for supplementing, clarifying, and/or correcting purposes.  Provide one set of reproducible record drawings that reflect the changes to the work during construction based upon Contractor markups, drawings and other data furnished by the Contractor, City, and Consultants. The record drawings will also be provided in AutoCAD format.
169
To: Joe Ririe, Pavement Engineering Inc.

Schaaf & Wheeler 2
January 30, 2025
Assumptions
The tasks, approach, schedule, and proposed fees included within this proposal assumes the following:
 Topographic surveying is to be provided by others.
 This scope excludes detailed utility investigations and potholing.  This scope excludes coordination and/or design necessary for the relocation of existing utilities, such as sanitary sewer or gas.
 This scope excludes geotechnical investigations and assistance.  This scope excludes structural design services (proposed planter walls are assumed to be under four feet in height).
 This scope excludes landscape architecture and irrigation design services (bioretention will contain no plantings, or it is assumed that standard plantings that do not require irrigation will be specified per City staff). Also, it is assumed that if plantings are required, and if said plantings are placed at the beginning of the dry season, the Contractor will be required to provide a temporary irrigation measure until the plantings are established.  This scope excludes coordination or design necessary to extend water and electricity service to the proposed bioretention facility (i.e., no irrigation required).

Project Fee
Schaaf & Wheeler proposes to complete this work on a time and materials basis for a fee not to exceed $31,520 as detailed in the fee estimate below.

Principal Project ManagerSenior EngineerAssociate Engineer $305 $255 $225
Task 1 Utility Coordination
2 4 $1,410
Task 2 City Coordination
2 4 4 $2,530
Task 3 95% & Final Design
8 24 72 $24,760
Task 4 Construction Support
4 8 $2,820
Total 10 34 88 $31,520
Construction Support
Coordination with City
95% & Final Design
Hourly Rates
Basic Utility Investigation
Fee Proposal
Total
170
To: Joe Ririe, Pavement Engineering Inc.

Schaaf & Wheeler 3
January 30, 2025
If you have any questions regarding this scope and budget, do not hesitate to contact me at (415) 420-1123 or [email protected].

Best regards,

SCHAAF & WHEELER
Ben Shick, PE
Vice President
RCE 68813
171

EXISTING GAS ALAMEDA DE LAS PULGAS
375
370
385
390
EXISTING SANITARY (SIZE & MATERIAL) EXISTING WATER EXISTING FENCE 380 FOREST AVE PROPOSED CURB & GUTTER PER PAVEMENT ENGINEERING, INC. PLANS ALAMEDA DE LAS PULGAS (OLD) EXISTING PARKING AREA TO REMAIN PROPOSED OUTLET STRUCTURE PROPOSED TWIN 6" PIPES TO OUTLET THROUGH CURB EXISTING TREE TO REMAIN EXISTING TREE TO REMAIN PROPOSED CATCH BASIN & INLET PIPE PROPOSED STEPPED STREETSIDE STORMWATER PLANTER TOTAL BOTTOM AREA = 540 FT2 PROPOSED BOTTOM ELEVATION = 375.2 PROPOSED BOTTOM ELEVATION = 378.2 PROPOSED BOTTOM ELEVATION = 376.7 PROPOSED BOTTOM ELEVATION = 373.7 PROPOSED BOTTOM ELEVATION = 372.4 CITY OF BELMONT BIORETENTION CONCEPT LINEAR BASIN DECEMBER 18, 2024 GRAPHIC SCALE (IN FEET) 20 0 20 40 1" = 20'10 Schaaf Wheeler CONSULTING CIVIL ENGINEERS AERIAL IMAGERY: 2003 CITY OF BELMONT CONTOUR DATA: NOAA CONTINUOUSLY UPDATED DIGITAL ELEVATION MODEL (CUDEM) 172

Real Property Disposition SLA Reso- Staff Report

STAFF REPORT
Meeting Date: February 25, 2025
Agency: City of Belmont
Staff Contact: Tobi Liebermann, Housing and Economic Development Manager, [email protected];
Agenda Title: Declaration of City Owned Properties as Exempt Surplus Land Agenda Action: Resolution
Recommendation
Approve resolutions declaring the city owned properties located at 730 El Camino Real, 503 Crest View Avenue, and 1000 O’Neill as exempt surplus land under the Surplus Lands Act and finding the declarations exempt from CEQA under Guidelines Section 15061(b)(3).

Strategic Focus Area
Economic Development and Housing
Background
The City, in its role as the Housing Successor Agency to the former Belmont Redevelopment Agency, currently owns and maintains three residential properties, located at 730 El Camino Real, 503 Crest View Avenue, and 1000 O’Neill Avenue (Emmett House). The 503 Crest View Avenue and 730 El Camino Real properties are leased to operators who provide congregate care services (group homes) to low-income individuals with disabilities. The Emmett House property is as a moderate-income rental property that will be vacated later this year.

On October 22, 2024, staff made a presentation to The City Council providing information about the history and condition of these properties and the responsibilities and challenges associated with long-term ownership and maintenance obligations. Staff requested Council direction in exploring the disposition of 503 Crest View Avenue and 703 El Camino Real while retaining the existing congregate care uses and preferences on options for potential disposition of the Emmett House property. Council concurred to begin the disposition process and keeping the continuity of the use ensured via deed restriction for the properties at 730 El Camino Real and 503 Crest View Avenue. Council requested further evaluation of the options for the Emmett House property.

This report provides an update on the actions staff has taken to date to further the evaluation of the disposition options for the properties as well as providing for a critical procedural step in the process to comply with the Surplus Lands Act under State law.
173

Real Property Disposition SLA Reso- Staff Report
Analysis
Progress on Disposition
Since the City Council presentation in October, staff has been actively working on several aspects related to the disposition process including: consulting with outside counsel regarding disposition requirements, preparation of draft Surplus Land Act required resolutions for review and approval by the California Department of Housing and Community Development (HCD) , solicitation of appraisals, procurement of title reports, meetings with current tenants and other interested parties, and communicating with County housing staff regarding an existing loan for 730 El Camino Real.

Staff is also currently negotiating a contract to prepare a Reuse Appraisal Report under Health & Safety Code Section 33433 (aka 33433 Report) to determine the reuse value of the properties given potential future use restrictions. The report is required under the Redevelopment Law for disposition of former redevelopment agency real property assets. Similarly, staff is contracting with a residential appraiser to determine market values for all three of the properties as a data source for input to the Reuse Appraisal as well to inform Council decisions about disposition options. City staff procured condition of title reports for all three properties to confirm any liens, easements or other potential title issues. These reports will be made available to potential buyers/transferees as part of our property disclosure.

Based upon the title search, it was confirmed that there was an existing County loan in the amount of $260,000 for the 730 El Camino Real Property dating back to 1995. After some discussions with County Housing Department staff about the existing loan and plans for potential disposition, County staff will be recommending that this loan be forgiven, subject to approval by the County Board of Supervisors.

City staff has been communicating updates to key stakeholders including: Kainos, the current tenant and operator of 730 El Camino Real, the current lessee and operator of 503 Crest View Avenue (Family Homes), and the family members of the residents of 503 Crest View Avenue. Staff will continue to work closely with them throughout the disposition process to gather relevant information for the Reuse Appraisal and to evaluate potential grant options for property maintenance and upgrades.

Declaration of Properties as Surplus Land
Because the City is a local agency it must follow the specific process outlined under the State Surplus Lands Act (SLA) in order to transfer or sell any property. Per the SLA, the properties are considered “exempt surplus lands” since they are less than a half-acre and are not contiguous with property used for open space or low- or moderate-income housing. However, despite the properties being exempt, there is still a multi-step process that the City must go through. To initiate the disposition process, the Council will need to declare the properties “exempt surplus land” via resolution. To this end, City staff drafted resolutions and submitted them to HCD for review and comment. With some minor changes, these resolutions were approved for City adoption by HCD staff. Following City Council adoption, the executed resolutions must be resubmitted to HCD for their review and final approval prior to any disposition process being initiated.

It is important to note that City Council adoption of these SLA resolutions does not commit the City in any way to selling or otherwise disposing of these properties. The adoption of the resolutions is merely a 174

Real Property Disposition SLA Reso- Staff Report
procedural requirement that will allow staff to continue the evaluation of the disposition process if the City wishes to transfer any of these properties in the future. It does not prevent the City from deciding to retain ownership of any or all of the properties.

Next Steps
Staff will return to City Council for direction at a future meeting on the disposition of these properties once further analysis has been completed for all three of the properties, including the Reuse Appraisal, and further negotiations have been had with operators of the group homes that are currently leasing the 503 Crest View Avenue and 730 El Camino Real properties.

Alternatives

1. Take No Action

2. Approve resolutions for some, but not all, of the properties under consideration for disposition.

Attachments
A. Proposed Resolution Declaring 730 El Camino Real as Exempt Surplus Land B. Proposed Resolution Declaring 503 Crest View Avenue as Exempt Surplus Land C. Proposed Resolution Declaring 1000 O’Neill Avenue as Exempt Surplus Land Fiscal Impact
☒ No Fiscal Impact
☒ Funding Source Confirmed:

Funding to analyze the disposition of these properties is budgeted in the Housing Fund program in the current fiscal year. The potential revenue from the disposition of these properties will be evaluated as part of the Reuse Appraisal. The disposition of these properties would likely result in operational savings for the City as the current cost to maintain these properties exceed rental revenue collections.

Source: Purpose: Public Outreach:

Staff Statutory/Contractual Requirement Posting of Agenda 175

RESOLUTION NO. 2025 –

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELMONT FINDING THAT THE PROPERTY LOCATED AT 503 CREST VIEW AVENUE IS EXEMPT SURPLUS LAND UNDER GOVERNMENT CODE SECTION 54221(F)(1)(B) WHEREAS, the City of Belmont ("City") owns that certain property identified as APN 040-261-060 and more generally described as the rectangular property located at 503 Crest View Avenue, in the City of Belmont and situated near the intersection of Crest View Avenue and Hiller Avenue, ("Property") in fee. The Property is described on Exhibit "A", attached hereto; and,
WHEREAS, the Property consists of a single one-story residential structure on 8,464 square feet of land and is and is used by the City as rental income property; and, WHEREAS, under the Surplus Land Act (Government Code Sections 54220-54234) surplus land is land owned in fee simple by a local agency which is not necessary for the agency's use and for which the governing board takes formal action in a regular public meeting declaring that the land is surplus. The land must be declared either surplus land or exempt surplus land; and,
WHEREAS, the City is a local agency within the meaning of the Surplus Land Act; and,
WHEREAS, under the Surplus Land Act, land is necessary for a local agency's use if the land is being used, or is planned to be used under a written plan adopted by the governing body of the local agency, for the local agency's work or operations; and, WHEREAS, the Property is not part of a written adopted plan and is not necessary for the City’s operations; and,
WHEREAS, the Surplus Land Act (Government Code Section 54220 et seq.) requires that local agencies, including the City, comply with the requirements of the Act before disposing of Surplus Land unless the property is Exempt Surplus Land as defined in Government Code Section 54221(f); and,
WHEREAS, Government Code Section 54221 (f)(1)(B) provides that, except as provided in paragraph (2) of Section 54221 (f), "exempt surplus land" means surplus land that is less than one-half acre (21,780 square feet) in size and is not contiguous to land owned by a state or local agency that is used for open-space or low- and moderate-income housing; and,
WHEREAS, the Property qualifies as "exempt surplus land" under paragraphs (B) of Government Code Section 54221 (f)(1) because the Property is less than one-half acre in size, not contiguous to land owned by a state or local agency that is used for open-space or low- and moderate-income housing; and,
WHEREAS, as shown in the attached Exhibit B, the property located immediately 176

adjacent to the subject property at the address 501 Crest View Avenue is a single family residence in private ownership, and the property located immediately adjacent to the subject property at 303 Hiller Avenue is a single family residence in private ownership, and the property located immediately adjacent to the subject property at 311 Sussex Court is a single family residence in private ownership, and the property located immediately adjacent to the subject property at 301 Old County Road is a multi-family residential use in private ownership, and the property adjacent to the subject property to the northwest is City of Belmont public right-of-way known as Crest View Avenue; and,
WHEREAS, under Government Code 54221(f)(2) the Property is not: (a) within a coastal zone; (b) adjacent to a historical unit of the State Parks System; (c) listed on, or determined by the State Office of Historic Preservation to be eligible for, the National Register of Historic Places; or, (d) within the Lake Tahoe region as defined in Section 66905.5.

NOW, THEREFORE, the City Council of the City of Belmont resolves as follows:

SECTION 1. Evidentiary Basis. The City Council, having independently heard, considered, and weighed all the evidence in the record, finds that the above recitals are accurate and constitute findings in this matter and, together with the staff report have served as an adequate and appropriate evidentiary basis for the findings and actions set forth in this Resolution.

SECTION 2. Surplus Land. The City Council hereby designates the Property as exempt surplus land on the following basis:

1. The Property is no longer necessary for the City’s use.

2. The Property is less than one-half acre in size.

3. The Property is not contiguous to land owned by a state or local agency that is used for open-space or affordable housing.

4. Government Code Section 54221(f)(1)(B) includes in the definition of "exempt surplus land", land that is less than one-half acre in size, not contiguous to land owned by a state or local agency that is used for open-space or low and moderate income housing.

SECTION 3. Notice to California Department of Housing and Community Development.

The City Council directs the City Manager to transmit a copy of this Resolution to the California Department of Housing and Community Development no later than thirty (30) days prior to the disposition of the Property.

SECTION 4. CEQA Status. This declaration of exempt surplus property is exempt from the California Environmental Quality Act (CEQA) because it can be seen with certainty that there is no possibility that this activity may have a significant effect on the environment under CEQA Guidelines Section 15061(b)(3).

SECTION 5. This resolution is effective upon its adoption. 177

* * *
ADOPTED [Click to enter a date.] by the City of Belmont City Council by the following vote:

Ayes:

Noes:

Absent:

Abstain:

ATTEST:

City Clerk Mayor
APPROVED AS TO FORM:

City Attorney
178

EXHIBIT "A"
Legal Description
For APN/Parcel ID(s): 040-261-060

THE LAND REFERRED TO HEREIN BELOW IS SITUATED IN THE CITY OF BELMONT, COUNTY OF SAN MATEO, STATE OF CALIFORNIA AND IS DESCRIBED AS FOLLOWS:

LOT 1 IN BLOCK 7, AS DELINEATED UPON THAT CERTAIN MAP ENTITLED "STERLING DOWNS, BELMONT, CALIFORNIA", FILED FOR RECORD IN THE OFFICE OF THE RECORDER OF THE COUNTY OF SAN MATEO, STATE OF CALIFORNIA, ON JULY 10TH 1952 IN BOOK 35 OF MAPS, AT PAGES 25, 26 AND 27.

J.P.N. 040-026-261-06
ADDRESS: 503 Crest View Avenue, Belmont CA 94002
179

EXHIBIT "B" Parcel Map
180
Page
6 of 6
181
1 RESOLUTION NO. 2025 –

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELMONT FINDING THAT THE PROPERTY LOCATED AT 730 EL CAMINO REAL IS EXEMPT SURPLUS LAND PURSUANT TO GOVERNMENT CODE SECTION 54221(F)(1)(B) WHEREAS, the City of Belmont ("City") owns that certain property identified as APN 044-222-140 and more generally described as the rectangular property located at 730 El Camino Real, in the City of Belmont and situated between El Camino Real and Middle Road, ("Property") in fee. The Property is described on Exhibit "A", attached hereto; and, WHEREAS, , the Property consists of a single two-story residential structure on 7,230 square feet of land and is used by the City as rental income property; and, WHEREAS, under the Surplus Land Act (Government Code Sections 54220-54234) surplus land is land owned in fee simple by a local agency which is not necessary for the agency's use and for which the governing board takes formal action in a regular public meeting declaring that the land is surplus. The land must be declared either surplus land or exempt surplus land; and,
WHEREAS, the City is a local agency within the meaning of the Surplus Land Act; and, WHEREAS, under the Surplus Land Act, land is necessary for a local agency's use if the land is being used, or is planned to be used pursuant to a written plan adopted by the governing body of the local agency, for the local agency's work or operations; and, WHEREAS, the Property is not part of a written adopted plan and is not necessary for the City’s operations; and,
WHEREAS, the Surplus Land Act (Government Code Section 54220 et seq.) requires that local agencies, including the City, comply with the requirements of the Act before disposing of Surplus Land unless the property is Exempt Surplus Land as defined in Government Code Section 54221(f); and,
WHEREAS, Government Code Section 54221 (f)(1)(B) provides that, except as provided in paragraph (2) of Section 54221 (f), "exempt surplus land" means surplus land that is less than one-half acre (21,780 square feet) in size and is not contiguous to land owned by a state or local agency that is used for open-space or low- and moderate-income housing; and, WHEREAS, the Property qualifies as "exempt surplus land" pursuant to paragraphs (B) of Government Code Section 54221 (f)(1) because the Property is less than one-half acre in size, not contiguous to land owned by a state or local agency that is used for open-space or low- and moderate-income housing; and,
WHEREAS, as shown in the attached Exhibit B, the property located immediately adjacent to the subject property at the address 720 El Camino Real is a commercial/retail property in private ownership, and the property located immediately adjacent to the subject property at 740 El Camino Real is a commercial/retail property in private ownership, and the 182
2 adjacent property to the southwest is a portion of the City of Belmont public right-of-way known as Middle Road, and the adjacent property to the northeast is a portion of El Camino Real also known as State Route 82 (SR 82) which is owned by the California Department of Transportation; and,
WHEREAS, pursuant to Government Code 54221(f)(2) the Property is not:
(a) Within a coastal zone.
(b) Adjacent to a historical unit of the State Parks System. (c) Listed on, or determined by the State Office of Historic Preservation to be eligible for, the National Register of Historic Places.
(d) Within the Lake Tahoe region as defined in Section 66905.5.

NOW, THEREFORE, the City Council of the City of Belmont resolves as follows:

SECTION 1. Evidentiary Basis: The City Council, having independently heard, considered, and weighed all the evidence in the record, finds that the above recitals are accurate and constitute findings in this matter and, together with the staff report have served as an adequate and appropriate evidentiary basis for the findings and actions set forth in this Resolution.

SECTION 2. Surplus Land: The City Council hereby designates the Property as exempt surplus land on the following basis:

1. The Property is no longer necessary for the City’s use.

2. The Property is less than one-half acre in size.

3. The Property is not contiguous to land owned by a state or local agency that is used for open-space or affordable housing.

4. Government Code Section 54221(f)(1)(B) includes in the definition of "exempt surplus land", land that is less than one-half acre in size, not contiguous to land owned by a state or local agency that is used for open-space or low and moderate income housing.

SECTION 3. Notice to California Department of Housing and Community Development.

The City Council directs the City Manager to transmit a copy of this Resolution to the California Department of Housing and Community Development no later than thirty (30) days prior to the disposition of the Property.

SECTION 4. This declaration of exempt surplus property is exempt from the California Environmental Quality Act (CEQA) because it can be seen with certainty that there is no possibility that this activity may have a significant effect on the environment pursuant to CEQA Guidelines Section 15061(b)(3).

SECTION 5. This Resolution is effective upon its adoption. 183
3 * * *
ADOPTED [Click to enter a date.] by the City of Belmont City Council by the following vote:

Ayes:

Noes:

Absent:

Abstain:

ATTEST:

City Clerk Mayor
APPROVED AS TO FORM:

City Attorney
184
4 EXHIBIT "A"
Legal Description
For APN/Parcel ID(s): 044-222-140

THE LAND REFERRED TO HEREIN BELOW IS SITUATED IN THE CITY OF BELMONT,

COUNTY OF SAN MATEO, STATE OF CALIFORNIA AND IS DESCRIBED AS FOLLOWS:

LOT 5, AS DELINEATED UPON THAT CERTAIN MAP ENTITLED "SWIFTS SUBDIVISION OF LOT NO. 13 AND A PORTION OF LOT 13, MEZES RANCH, NEAR BELMONT, SAN MATEO COUNTY, CALIFORNIA", FILED FOR RECORD IN THE

OFFICE OF THE RECORDER OF THE COUNTY OF SAN MATEO, STATE OF CALIFORNIA, ON FEBRUARY 15TH, 1897 IN BOOK "A" OF MAPS, AT PAGE 57, AND COPIED INTO BOOK 2 OF MAPS, AT PAGE 86.

EXCEPTING THEREFROM THE NORTHEASTERLY PORTION OF SAID LOT

DESCRIBED IN DEED TO THE STATE OF CALIFORNIA FOR HIGHWAY PURPOSES, DATED AUGUST 22, 1934 AND RECORDED SEPTEMBER 12, 1932, IN BOOK 632, AT PAGE 184, OF OFFICIAL RECORDS.

J.P.N. 044-022-222-14a
ADDRESS: 730 El Camino Real, Belmont CA 94002
185

EXHIBIT "B" Parcel Map
186
Page
6 of 6
187

RESOLUTION NO. 2025 –

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELMONT FINDING THAT THE PROPERTY LOCATED AT 1000 O’NEILL AVENUE IS EXEMPT SURPLUS LAND PURSUANT TO GOVERNMENT CODE SECTION 54221(F)(1)(B) WHEREAS, the City of Belmont ("City") owns that certain property identified as APN:
045-261-010, 045-261-020 and 045-261-030 and more generally described as the rectangular property located at 1000 O’Neill Avenue, in the City of Belmont and situated at the corner of O’Neill Avenue and 6th Avenue, ("Property") in fee. The Property is described on Exhibit "A", attached hereto; and,
WHEREAS, the Property consists of a two-story residential structure and detached garage on 13,025 square feet of land and is used by the City as rental income property; and, WHEREAS, under the Surplus Land Act (Government Code Sections 54220-54234) surplus land is land owned in fee simple by a local agency which is not necessary for the agency's use and for which the governing board takes formal action in a regular public meeting declaring that the land is surplus. The land must be declared either surplus land or exempt surplus land; and,
WHEREAS, the City is a local agency within the meaning of the Surplus Land Act; and,
WHEREAS, under the Surplus Land Act, land is necessary for a local agency's use if the land is being used, or is planned to be used pursuant to a written plan adopted by the governing body of the local agency, for the local agency's work or operations; and, WHEREAS, the Property is not part of a written adopted plan and is not necessary for the City’s operations; and,
WHEREAS, the Surplus Land Act (Government Code Section 54220 et seq.) requires that local agencies, including the City, comply with the requirements of the Act before disposing of Surplus Land unless the property is Exempt Surplus Land as defined in Government Code Section 54221(f); and,
WHEREAS, Government Code Section 54221 (f)(1)(B) provides that, except as provided in paragraph (2) of Section 54221 (f), "exempt surplus land" means surplus land that is less than one-half acre (21,780 square feet) in size and is not contiguous to land owned by a state or local agency that is used for open-space or low- and moderate-income housing; and,
WHEREAS, the Property qualifies as "exempt surplus land" pursuant to paragraphs (B) of Government Code Section 54221 (f)(1) because the Property is less than one-half acre in size, not contiguous to land owned by a state or local agency that is used for open-space or low- and moderate-income housing; and,
WHEREAS, as shown in the attached Exhibit B, the property located immediately 188

adjacent to the subject property at the address 1040 O’Neill Avenue is a single family residence in private ownership, and the property located immediately adjacent to the subject property at 1230 6th Avenue is a residential property in private ownership, and the adjacent property to the southwest is a portion of the City of Belmont public right-of-way known as O’Neill Avenue and the adjacent property to the northeast is a portion of the City of Belmont public right-of-way known as 6th Avenue; and,
WHEREAS, pursuant to Government Code 54221(f)(2) the Property is not:
(a) Within a coastal zone.
(b) Adjacent to a historical unit of the State Parks System. (c) Listed on, or determined by the State Office of Historic Preservation to be eligible for, the National Register of Historic Places.
(d) Within the Lake Tahoe region as defined in Section 66905.5.

NOW, THEREFORE, the City Council of the City of Belmont resolves as follows:

SECTION 1. Evidentiary Basis: The City Council, having independently heard, considered, and weighed all the evidence in the record, finds that the above recitals are accurate and constitute findings in this matter and, together with the staff report have served as an adequate and appropriate evidentiary basis for the findings and actions set forth in this Resolution.

SECTION 2. Surplus Land: The City Council hereby designates the Property as exempt surplus land on the following basis:

1. The Property is no longer necessary for the City’s use.

2. The Property is less than one-half acre in size.

3. The Property is not contiguous to land owned by a state or local agency that is used for open-space or affordable housing.

4. Government Code Section 54221(f)(1)(B) includes in the definition of "exempt surplus land", land that is less than one-half acre in size, not contiguous to land owned by a state or local agency that is used for open-space or low and moderate income housing.

SECTION 3. Notice to California Department of Housing and Community Development.

The City Council directs the City Manager to transmit a copy of this Resolution to the California Department of Housing and Community Development no later than thirty (30) days prior to the disposition of the Property.

SECTION 4. This declaration of exempt surplus property is exempt from the California Environmental Quality Act (CEQA) because it can be seen with certainty that there is no possibility that this activity may have a significant effect on the environment pursuant to CEQA Guidelines Section 15061(b)(3).

SECTION 5. This Resolution is effective upon its adoption. 189

* * *
ADOPTED [Click to enter a date.] by the City of Belmont City Council by the following vote:

Ayes:

Noes:

Absent:

Abstain:

ATTEST:

City Clerk Mayor
APPROVED AS TO FORM:

City Attorney
190

EXHIBIT "A"
Legal Description
FOR APN/PARCEL ID(S): 045-261-010, 045-261-020 AND 045-261-030

THE LAND REFERRED TO HEREIN BELOW IS SITUATED IN THE CITY OF

BELMONT, COUNTY OF SAN MATEO, STATE OF CALIFORNIA AND IS DESCRIBED AS FOLLOWS:

PARCEL ONE:

LOTS 1, 2, 3 AND 4, BLOCK 5, AS DELINEATED UPON THAT CERTAIN MAP ENTITLED "AMENDED MAP OF BROOKHAVEN SAN MATEO COUNTY,
CALIFORNIA", FILED FOR RECORD IN THE OFFICE OF THE RECORDER OF THE COUNTY OF SAN MATEO, STATE OF CALIFORNIA, ON JULY 25TH 1928 IN LIBER 17 OF MAPS, AT PAGE 11.

J.P.N. 045-026-261-01a; 045-026-261-02a; and 045-026-261-03a PARCEL TWO:

A PORTION OF 6TH AVENUE (FORMERLY SCHMOLL STREET) AND O'NEILL AVENUE LYING ADJACENT TO LOTS 1, 2, 3, AND 4, IN BLOCK 5 AS SHOWN ON THAT CERTAIN MAP ENTITLED, "AMENDED MAP OF BROOKHAVEN" FILED IN

THE OFFICE OF THE RECORDER OF THE COUNTY OF SAN MATEO, STATE OF CALIFORNIA, ON JULY 25, 1928 IN VOLUME 17 OF MAPS, AT PAGE 11, SAID PORTION BEING MORE PARTICULARLY DESCRIBED AS FOLLOWS:

BEGINNING AT THE MOST SOUTHERLY CORNER OF SAID LOT 4 AND RUNNING ALONG THE LINE OF LOTS 1, 2, 3 AND 4 NORTH 42° 30' 00" EAST, 90.46 FEET; THENCE ON A TANGENT CURVE TO THE LEFT HAVING A RADIUS OF 10.00 FEET, A CENTRAL ANGLE OF 87° 46' 45" AND A LENGTH OF 15.32 FEET; THENCE NORTH 45° 16' 45" WEST, 72.89 FEET; THENCE LEAVING THE LINE OF LOT 1, NORTH 42° 30' 00" EAST, 18.71 FEET; THENCE SOUTH 78° 11' 33" EAST, 69.91 FEET; THENCE ON A TANGENT CURVE TO THE RIGHT HAVING A RADIUS OF 20.00 FEET, A CENTRAL ANGLE OF 120° 41' 33" AND A LENGTH OF 42.13 FEET; THENCE SOUTH 42° 30' 00" WEST, 140.78 FEET TO THE SOUTHEASTERLY PROJECTION OF THE SOUTHWESTERLY LINE OF LOT 4; THENCE NORTH 45° 16' 45" WEST, 7.88 FEET TO THE POINT OF BEGINNING.

AS VACATED BY THAT CERTAIN RESOLUTION NO. 9911, RESOLUTION OF THE

CITY COUNCIL OF THE CITY OF BELMONT VACATING PORTIONS OF SIXTH AVENUE AND O'NEILL AVENUE THE FRONTAGE OF 1000 O'NEILL AVENUE (EMMETT HOUSE SITE), WHICH RECORDED AUGUST 30, 2007, INSTRUMENT NO. 2007-130688, OFFICIAL RECORDS OF SAN MATEO COUNTY.

ADDRESS: 1000 O’Neill Ave, Belmont CA 94002
191

EXHIBIT "B" Parcel Map
192
Page
6 of 6
193

Community Benefits Program Implementation - Staff Report

STAFF REPORT
Meeting Date: February 25, 2025
Agency: City of Belmont
Staff Contact: Kathy Kleinbaum, Assistant City Manager
Agenda Title: Community Benefits Program Implementation Agenda Action: Resolution
Recommendation
Adopt a Resolution identifying community benefit priorities and receive an update on the proposed implementation strategy for the community benefit program.

Strategic Focus Area
Fiscal and Organizational Sustainability
Background
A community benefits program is a tool for cities to derive greater public benefit from new private developments than would be possible from conventional development review procedures. These programs allow jurisdictions to negotiate benefits that provide public purpose or advance community priorities, as a consideration for enhanced zoning such as increased height or floor area. The development project generates greater value from the enhanced zoning and some of that increased value is voluntarily returned to the city in the form of public improvements, amenities, or financial contributions. City leadership and community stakeholders can identify needs or priorities that enhance quality of life and/or complement long term economic development goals.

In 2022, the Belmont Economic Development Task Force recommended that the City Council create a community benefit program. Staff brought forward policy options related to such a program for City Council consideration at the October 25, 2022 meeting. At that meeting, the City Council directed staff to develop a negotiations-based program. Under a negotiation-based program, there are no set formulas or point systems defining the community benefit contributions. Instead each deal is negotiated on a caseby-case basis and usually results in a Development Agreement (DA) approved by City Council as part of the entitlements process. In addition, the Council supported the concept of allowing for monetary contributions towards off-site community benefits, such as large-scale public facility or infrastructure projects, as opposed to requiring all of the benefits to be located on-site or to be completed directly as part of the project. The City Council directed staff to establish priorities for community benefit contributions to guide the negotiations.

Staff has been working with our consultant team, RSG, to create the implementation framework for the community benefit program. Simultaneously, staff has initiated community benefit negotiations with several development applicants including the Stanford University project at the Notre Dame de Namur Campus and at 1301 Shoreway.
194

Community Benefits Program Implementation - Staff Report RSG will provide a presentation at the City Council meeting on the implementation framework and provide examples from other communities of the outcomes of similar programs.

Analysis
Priority Buckets for Community Benefits
As part of the proposed implementation framework for the community benefit program,staff has identified a list of priorities for community benefits for City Council review and approval. These “priority buckets” are based on the City Council’s Strategic Plan as well as community outreach completed through the community surveys. The buckets will serve as the basis for staff’s negotiations with developers on their proposed community benefit contributions under their Development Agreements. Staff recommends that the City Council adopt these priority buckets via resolution and revisit the list every three to five years to align with the evolving needs of the community.

Staff has identified the following priority buckets for community benefits that are included in the resolution in Attachment A of this report:

1. Community center reconstruction

2. Public infrastructure, such as roadways, transportation, and stormwater improvements

3. Public recreation opportunities, such as public access to parks, plazas, sports fields and courts, etc.

4. Funding for ongoing City services and operations

5. Affordable childcare
The majority of these items will likely be achieved through financial contributions towards off-site improvements but some items on the list could be included within a development, such as public access to sports courts or the provision of on-site childcare facilities available to the public.

Zoning Code Amendments
The Belmont Zoning Ordinance requires updates to reflect the Community Benefit program implementation. Currently, language related to community benefits exists in multiple chapters within the Zoning Ordinance including within the Corridor Mixed Use District and the Village District chapters. The application of the community benefits program is also anticipated to apply to the Regional Commercial District as well as within the Harbor Industrial Area. Staff recommends consolidating the language related to the community benefits program in a single chapter for consistency and clarity. Staff will bring forward these proposed zoning code amendments at a later date for Planning Commission and City Council consideration.

Alternatives

1. Identify alternative community benefit priorities for consideration Attachments
A. Resolution Adopting Community Benefit Priority Buckets Fiscal Impact
195

Community Benefits Program Implementation - Staff Report ☒ No Fiscal Impact
Review of the community benefits program implementation and priorities does not have a direct fiscal impact. Implementation of the community benefits program has the potential to provide funding to the City to offset capital expenditures for identified priority projects.
☐ Funding Source Confirmed: Insert Acct # and additional information Source: Purpose: Public Outreach:

Council Council Vision/Priority Posting of Agenda
196

RESOLUTION NO. 2025 –

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELMONT

APPROVING COMMUNITY BENEFIT PROGRAM PRIORITIES
WHEREAS, A Community Benefits programs is a tool for cities to derive greater public benefit from new private development than would be possible from conventional development review procedures; and,
WHEREAS, on October 25, 2022 the City Council directed staff to develop a negotiation-based community benefit program that will allow for the provision of community benefits through both on-site improvements and financial contributions towards off-site public improvements or amenities that enhance the quality of life and/or complement long term economic goals; and,
WHEREAS, the City Council, on a periodic basis, will review and update its list of priority buckets for community benefit contributions from development projects; and, NOW, THEREFORE, the City Council of the City of Belmont resolves as follows:

SECTION 1. The City Council has identified the following priorities for community benefit contributions from new development projects:

1. Community center reconstruction;

2. Public infrastructure, such as roadways, transportation, and stormwater improvements;

3. Public recreation opportunities, such as public access to parks, plazas, sports fields and courts, etc.;

4. Funding for ongoing City services and operations;

5. Affordable childcare.
* * *
ADOPTED February 25, 2025 by the City of Belmont City Council by the following vote:

Ayes:

Noes:

Absent:

Abstain:
197

ATTEST:

City Clerk Mayor
APPROVED AS TO FORM:

City Attorney
198

CDD Project Update - 2-25-25CC – Community Development Department Project Update

STAFF REPORT
Meeting Date: February 25, 2025
Agency: City of Belmont
Staff Contact: Carlos de Melo, Community Development Director, (650) 595-7440 [email protected]
Agenda Title: Community Development Department Project Update Agenda Action: For Information Only
Recommendation
Receive a Community Development Department Project Update; no action required.

Strategic Focus Area
Economic Development and Housing
Background
The City is currently assessing certain Commercial Office/Biotech/Life Sciences and Multi-Family Residential developments which are in various stages of review in advance of scheduling public hearings for these projects. The size/scale, unit type, and location of these projects are variable. All of the residential proposals are apartment rental developments and include affordable units consistent with the City’s statutory minimum.

The Commercial/Biotech developments are a newer use type for Belmont and present a compelling revitalization opportunity within the City. While reasonable Bay Area activity in the commercial sector persists, the overall economic market has cooled and certain projects previously proposed have either been withdrawn or are in a slower growth mode.

While project locations do vary, a general trend is that these proposed developments are located within or directly adjacent to the City’s El Camino Real Transit Corridor, the Harbor Industrial Area, or the Island Parkway & Shoreway Road area.

Analysis
Tonight’s meeting does not serve as the public hearing for any of the listed projects but merely provides a snapshot of the current developments within the City’s review pipeline. Full public hearings (to be conducted by the requisite authority – Planning Commission or City Council) with all project components/evaluation, reports, and environmental determination will occur at a later date.

The presentation also includes a listing of the major developments (all multi-family residential) either currently on hold, under construction, recently approved (but construction permits not yet issued), or that been recently completed within the City. The presentation also briefly highlights a major long-range plan under consideration: the Harbor Industrial Area Specific Plan. 199

CDD Project Update - 2-25-25CC – Community Development Department Project Update Alternatives

1. Refer back to staff for additional information.

2. Continue the item for further discussion.

Attachments
A. Community Development Project Update Presentation
Fiscal Impact
☒ No Fiscal Impact
☐ Funding Source Confirmed:

Source: Purpose: Public Outreach:

Council Council Vision/Priority Posting of Agenda
200
Belmont Community Development Project Updates
February 2025 201
Agenda
2  Housing Development Project Updates
 Other Development Updates (Current & Long Range)
 Permit Center Statistics & Housing Units Completed – 2024 202
April 25, 2023 Belmont 2025 and Beyond 3
Housing Updates
203
2024 Completed
Housing Projects
• Artisan Crossing – 250 Apartment units
• The Hayden – 177 Apartment units
• Village Walk – 15 Townhomes
442 TotalUnits Completed including 65
affordable
204
Approved Housing Projects
5 Harborline
608 Harbor @
OCR & Elmer
(103 units,
16 affordable)
ROEM
803 Belmont
Ave @ ECR
(125 affordable
units)
LINC
876 & 900 ECR @ Hill
(37 affordable
Units)
• 265 total apartment units; includes
177 affordable units.
• Approvals granted in 2022 & 2023. • Harborline project approved but currently on hold.
• ROEM project started construction
in Spring 2024.
• LINC project is anticipated to start
construction in Spring 2025.
205
800 Laurel Avenue @ Hill Street
• 16 residential townhome units
• Includes $1M+ Affordable Housing InLieu Fee
• 32 parking spaces (2 per unit); 3-Story
Height Dwellings
• Includes pocket park
• Entitlements approved in November
2021; approvals extended in November
2023
• Building permits under review
• Anticipated construction start in
Summer 2025
September 26, 2023 6 206
CRP Housing Group:
678 Ralston Avenue and
951 Old County Road
• 100% affordable apartments
• Serve extremely low to low-income tenants
• Both projects subject to SB 35 streamlined application review • 678 Ralston (65 residential units)
• 8 stories
• 15 parking spaces
• Revised application filed February 2024; approved May 2024 • 951 Old County Road (63 residential units)
• 8 stories
• 8 parking spaces
• 1,300 sq. ft. of commercial space
• Application filed August 2024; approved January 2025
Belmont Development Update 7 207
580 Masonic Way:

Prometheus Group • 140 residential units (25 affordable) • Includes moderate, low, and very-low income units
• 142 parking spaces • 2,730 sq. ft of commercial space • 5 stories • Utilizing state density bonus provisions • Project is considered “by right” since site/property was included in prior Housing
Element inventory
• Project refiled August 2023 • Currently under review for compliance with objective standards
• Approvals anticipated Spring 2025
September 26, 20238 208
2023-2031
Housing Element
Adoption &
Implementation
• Adoption/certification of Belmont Housing
Element completed in October 2024
• Implementation actions (Zoning Text
Amendments) will occur over approximately
two-year timeframe
9 209
April 25, 2023 Belmont 2025 and Beyond 10
Other Development Updates
210
Biotech/Office Development • Slow down in market (Bay Area-wide trend), no new construction anticipated for
next 3 to 5 years
• 2 out of 5 projects are still proceeding with
entitlements
• 1301 Shoreway project - Public Hearings
anticipated – Summer 2025
• 550,000 sq. ft. • 7-8 stories • 130-145 ft. building height • Beam Reach project
(425-435 Harbor) – Dependent on HIA Plan
Adoption & Annexation • 800,000 sq. ft. • 7 stories • 120-ft. building height • 601 Harbor Blvd, 300-400 Island Pkwy, and
2 Davis Dr projects withdrawn or on pause
11 211
Harbor Industrial Area Specific Plan (HIASP) & Environmental Impact Report (EIR) Belmont Development Update 12
• Long Range Plan/Vision for 62-acre
Unincorporated County Lands in
Belmont’s Sphere of Influence
• Precursor to wholesale annexation of
HIA into Belmont
• Primarily anticipated to be commercial
office/biotech uses – employment center
• Mobile home park to remain and
multifamily housing anticipated along
North Old County Road (OCR) and Elmer
Street.
• Plan adoption anticipated in early 2026 • Annexation completion targeted for late 2026
• Redevelopment of area anticipated to
occur over 20 to 30-year horizon 212
Harbor Industrial
Area (HIA)
Aerial View &
Context
13 213
HIASP
Reflects existing land
uses and development
standards and
preservation of Mobile
Home Park (MHP) - Industrial/Commercial - Mobile Home Park - Mixed Use/Residential
KAREN RD.

DAIRY LN. KAREN RD.
214
April 25, 2023 Belmont 2025 and Beyond 15
2024 Permits & Housing Unit
Updates 215
2024 PERMIT CENTER Statistics
216
2024 HOUSING UNITS COMPLETED
*From 1/1/2024 to 12/31/2024 – Multi-Family Unit
total includes MidPen Housing 66 All-Affordable
Units within Firehouse Square Project; SFD total
includes 15 attached units from Village Walk Project.
217
Thank you!
belmont.gov
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