Belmont City Council
August 26, 2025

Caltrans Sustainable Transportation Planning Grant Agreement - Staff Report.docx

STAFF REPORT
Meeting Date: August 26, 2025
Agency: City of Belmont
Staff Contact: Josh Sun, Public Works, (650) 595-7468, [email protected] Agenda Title: Caltrans Sustainable Transportation Planning Grant Agreement for City of Belmont Transportation Master Plan
Agenda Action: Resolution
Recommendation
Adopt a resolution authorizing the City Manager to negotiate and execute Caltrans Sustainable Transportation Planning Grant Agreement, and any amendments thereto within the limits of the approved budget and funds appropriated for that purpose, with the California Department of Transportation for the City of Belmont Transportation Master Plan.

Strategic Focus Area
Infrastructure and Mobility
Background
The Sustainable Transportation Planning Grant Program supports the California Department of Transportation’s (Caltrans) mission to provide a safe, reliable, and environmentally responsible transportation network for all users. Funded through Senate Bill 1 (SB 1) and other sources, the program enables regions to develop plans that reduce greenhouse gas emissions and promote sustainable, multimodal transportation options.

In 2023, the City of Belmont began developing a Transportation Master Plan to guide transportation infrastructure investments over the next 5, 10, and 20 years, addressing both current and future mobility needs. To advance this effort, the City pursued external funding and, in July 2025, was awarded a Caltrans FY 2025–26 Sustainable Transportation Planning Grant of $673,000 for the Transportation Master Plan project.

Analysis
In 2023, the City of Belmont began efforts to create a Transportation Master Plan to guide transportation infrastructure investments over the next 5, 10, and 20 years. The Plan will address both current and future mobility needs, ensuring that growth is accommodated while maintaining quality of life for residents, visitors, and commuters.

The City pursued external funding for this effort and, in July 2025, was awarded a Fiscal Year 2025–26 Caltrans Sustainable Transportation Planning Grant in the amount of $673,000. The total project cost is $767,220, with the remaining $94,220 provided as a local match from City Measure I funds in the FY 2024–25 budget.
118

Caltrans Sustainable Transportation Planning Grant Agreement - Staff Report.docx The Transportation Master Plan will be prepared in collaboration with the public, transit agencies, schools, business and community organizations, law enforcement, first responders, and all City departments. It will:
• Identify existing and future roadway infrastructure needs, including congestion points and potential solutions.
• Provide 5-year and 10-year short-range and 20-year long-range phased investment plans. • Align with the Council-approved 2035 General Plan, Belmont Village Specific Plan, Pedestrian and Bicycle Plan (2016), Traffic Impact Fee Program, and Capital Improvement Program. • Advance Vehicle Miles Traveled (VMT) reduction, improve transit access, encourage mode shift, enhance pedestrian and bicycle safety, ensure ADA compliance, and improve overall connectivity and mobility.

The project is scheduled to begin in November 2025 and be completed by June 2027. To receive the grant funding, the City must enter into a formal agreement with Caltrans. The attached draft agreement outlines key deadlines, required documentation, and general terms and conditions.

Alternatives

1. Take no action

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

The total project cost is budgeted in the Capital Improvement Plan (CIP) Transportation Master Plan Project# 7095
(Account# 399-3-730-7095-8368) totaling $767,220, to be funded with $673,000 from the Caltrans Sustainable
Transportation Planning Grant and $94,220 in City matching funds from Measure I.

Source: Purpose: Public Outreach:

Staff Council Vision/Priority Posting of Agenda
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RESOLUTION NO. 2025 –

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELMONT

AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE A

RESTRICTED GRANT AGREEMENT WITH THE CALIFORNIA DEPARTMENT OF

TRANSPORTATION FOR THE CITY OF BELMONT TRANSPORTATION MASTER PLAN
WHEREAS, the City Council of City of Belmont is eligible to receive Federal and/or State funding for certain transportation planning related plans, through the California Department of Transportation; and,
WHEREAS, a Restricted Grant Agreement is needed to be executed with the California Department of Transportation before such funds can be reimbursed through the Transportation Planning Grant Program; and,
WHEREAS, the City of Belmont desired to delegate authorization to execute these agreements and any amendments thereto.

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

SECTION 1. The City Manager is authorized to negotiate and execute all Restricted Grant Agreements and any amendments thereto with California Department of Transportation. * * *
ADOPTED August 26, 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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Sustainable Communities Grants
(State)
Restricted Grant Agreement
This Restricted Grant Agreement (RGA), between the State of California acting by and through its Department of Transportation, referred to herein as CALTRANS, and the City of Belmont, hereinafter referred to as AGENCY, will commence on August 26, 2025, or upon approval by CALTRANS, whichever occurs later. This RGA is of no effect unless approved by CALTRANS. AGENCY shall not receive payment for work performed prior to approval of the RGA and before receipt by AGENCY of Notice to Proceed from CALTRANS Contract Manager. This RGA shall expire on “February 29, 2024”.

Attachments:

The following attachments are incorporated into and are made a part of this RGA by this reference and attachment.

I. AGENCY Resolution
ll. Scope of Work and Project Cost and Schedule
II. Grant Application Guide
Recitals

1. Under this RGA, CALTRANS intends to convey State restricted grant funds to AGENCY, pursuant to Budget Act Line Item 2660-102-0042, who will conduct transportation studies and planning within the regional area under the jurisdiction of AGENCY under the terms, covenants, and conditions of this RGA.

2. CALTRANS and AGENCY intend that only funds that are authorized as restricted grants will be subject to this RGA, and that no funds that should be the subject of a Joint Powers Agreement, Interagency Agreement, or other non-grant agreement, shall be subject to this RGA.

Now, therefore, based upon the terms, covenants, and conditions, the parties agree as follows:

Section I
AGENCY Responsibility:

To timely and satisfactorily complete all Project work described in Attachment II within the project budget and in accordance with the items of this RGA.

Section ll
CALTRANS Responsibility:

That when conducting an audit of the costs claimed by AGENCY under the provisions of this RGA, to conduct the audit in accordance with applicable laws and regulations.

Section lll
Parties’ Mutual Responsibilities:

1. Under this RGA, CALTRANS will convey State grant restricted funds to AGENCY, pursuant to Budget Act Line Item 2660-102-0042, and AGENCY will conduct transportation studies and planning within the regional area described in Attachment II. The funds subject to this RGA must 121
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be (a) identified as available for a restricted grant in CALTRANS’ budget and (b) for the purpose of conducting transportation studies or planning and (c) to a public entity that is responsible for conducting transportation studies or planning.

2. Details of the Grant Program, Funds, Project, and Program Guidelines and the governing State and Federal law are fully described in Attachment III, which is attached to and made a part of this RGA.

3. Under this restricted grant, funds may be only used for the purpose set forth in this RGA, Resolution (Attachment I), Scope of Work and Project Cost and Schedule (Attachment II), and the applicable Grant Application Guide (Attachment III), and funds may only be used for costs and expenses that are directly related to such purpose.

4. AGENCY shall perform all the duties and obligations described in the City of Belmont Transportation Master Plan, hereinafter the Project, subject to the terms and conditions of this RGA and the Approved Project Grant Application (Scope of Work and Project Cost and Schedule), which are attached hereto as Attachment II.

5. The resolution authorizing AGENCY to execute this RGA pertaining to the above described Project is attached hereto as Attachment I.

6. All services performed by AGENCY pursuant to this RGA shall be performed in accordance with all applicable Federal, State, and Local laws, regulations, ordinances, all applicable CALTRANS policies and procedures, and all applicable CALTRANS published manuals, including, but not limited to, the applicable Grant Application Guide (Attachment III).

In case of conflict between any applicable Federal, State, and Local laws, regulations, and ordinances, and/or any applicable policies, procedures, or published manuals of either CALTRANS or AGENCY, the order of precedence of the applicability of same to this RGA shall be established in this order: 1) Federal laws and regulations; 2) California laws and regulations; 3) CALTRANS policies, procedures, and published manuals; 4) Local ordinances; and 5) AGENCY policies, procedures, and published manuals. This RGA may not include any Federal funds.

7. Project funding is as follows:

No in-kind contributions may be made unless the amount and type of the contribution is identified above.

8. This RGA is exempt from legal review and approval by the Department of General Services (DGS), pursuant to applicable law.

9. Notification of Parties
a. AGENCY’s Project Manager for Project is (Project Representative Name) Josh Sun, [email protected], (650) 730-5706.

Fund Source:

STATE Fund Source: AGENCY
State Highway
Account (SHA)
Grant Funds
Local Match
(Cash)
Local Match
(In-Kind)
Total Local
Match
% Local
Match
Total Project
Cost
$673,000 $94,220 $0.00 $94,220 12.28% $767,220
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b. AGENCY’s Financial Manager for the Project is Michael Omine, [email protected], (650) 637-4717.
c. CALTRANS Contract Manager is Mary McGee, [email protected], (510) 907-0988. “Contract Manager” as used herein includes his/her designee. d. All notices herein provided to be given, or which may be given, by either party to the other, shall be deemed to have been fully given when made in writing and received by the parties at their respective addresses:

City of Belmont
Attention: Josh Sun, Senior Civil Engineer
Phone Number: (650) 730-5706
Email: [email protected]
Address: 1 Twin Pines Ln,
Belmont, CA 94002
California Department of Transportation
District 4
Attention: Mary McGee, Transportation Planner
Phone Number: (510) 907-0988
Email: [email protected]
Address: 111 Grand Ave #300,
Oakland, CA 94612

10. Period of Performance
a. Reimbursable work under this RGA shall begin no earlier than on November 17, 2025, following the written approval of CALTRANS and AGENCY’s receipt of the Notice to Proceed letter of this RGA by the CALTRANS Contract Manager, and will expire on June 30, 2028. b. AGENCY will attend a kickoff meeting with CALTRANS to be scheduled within one (1) week from receipt of Notice to Proceed letter by CALTRANS Contract Manager.

11. Changes in Terms/Amendments
This Agreement may only be amended or modified by mutual written agreement of the parties. Any proposed modification to this agreement that requires a formal amendment must be submitted by AGENCY to CALTRANS no less than ninety (90) days prior to the expiration of this RGA.

12. Cost Limitation
a. The maximum total amount granted and reimbursable to AGENCY pursuant to this RGA by CALTRANS shall not exceed $673,000.
b. It is agreed and understood that this RGA fund limit is an estimate and that CALTRANS will only reimburse the cost of services actually rendered in accordance with the provisions of this RGA and as authorized by the CALTRANS Contract Manager at or below that fund limitation established herein.

13. Termination
a. If the applicable law and the Grant Program guidelines provide for such termination, CALTRANS reserves the right to terminate this RGA for any or no reason upon written notice 123
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to AGENCY at least 30 days in advance of the effective date of such termination in the event CALTRANS determines (at its sole discretion) that AGENCY failed to proceed with Project work in accordance with the terms of this RGA. In the event of termination for convenience, CALTRANS will reimburse AGENCY for all allowable, authorized, and non-cancelled costs up to the date of termination.
b. This RGA may be terminated by either party for any or no reason by giving written notice to the other party at least 30 days in advance of the effective date of such termination. In the event of termination for convenience, CALTRANS will reimburse AGENCY for all allowable, authorized, and non-cancelled costs up to the date of termination.
c. AGENCY has 60 days after the Termination Date to submit accurate invoices to CALTRANS to make final allowable payments for Project costs in accordance to the terms of this RGA.

Failure to submit accurate invoices within this period of time shall result in a waiver by AGENCY of its right to reimbursement of expended costs.

14. Budget Contingency Clause
a. It is mutually agreed that if the US Congress or the State Legislature fail to appropriate or allocate funds during the current year and/or any subsequent years covered under this RGA and do not appropriate sufficient funds for the program, this RGA shall be of no further force and effect. In this event, CALTRANS shall have no liability to pay any funds whatsoever to AGENCY or to furnish any other considerations under this RGA and AGENCY shall not be obligated to perform any provisions of this RGA.
b. If funding for any fiscal year is reduced or deleted by the US Congress or the State Legislature for purposes of this program, CALTRANS shall have the option to either terminate this RGA with no liability occurring to CALTRANS, or offer an RGA Amendment to AGENCY to reflect the reduced amount.

15. Payment and Invoicing
AGENCY, its contractors, subcontractors and sub-recipients shall establish and maintain an accounting system and records that properly accumulate and segregate incurred Project costs and matching funds by line. The accounting system of AGENCY, its contractors, all subcontractors, and sub-recipients shall conform to Generally Accepted Accounting Principles (GAAP) and any standards specified by the source of funds, to enable the determination of incurred costs at interim points of completion, and to provide support for reimbursement payment vouchers or invoices.
a. The method of payment for this RGA will be based on the actual allowable costs that are incurred in accordance with the provisions of this RGA and in the performance of the Project Work. CALTRANS will reimburse AGENCY for expended actual allowable direct costs and including, but not limited to, labor costs, travel, and contracted consultant services costs incurred by AGENCY in performance of the Project work. Indirect costs are reimbursable only if the AGENCY has identified the estimated indirect cost rate in Attachment II and an approved Indirect Cost Allocation Plan or an Indirect Cost Rate Proposal as set forth in Section III–Cost Principles, Paragraph 17d. The total cost shall not exceed the cost reimbursement limitation set forth in Section III–Cost Limitation, Paragraph 12a. Actual costs shall not exceed the estimated wage rates, labor costs, travel, and other estimated costs and fees set forth in Attachment II without an amendment to this RGA, as agreed between CALTRANS and AGENCY.
b. Reimbursement of AGENCY expenditures will be authorized only for those allowable costs 124
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actually incurred by AGENCY in accordance with the provisions of this RGA and in the performance of Project Work. AGENCY must not only have incurred the expenditures on or after the start date and the issuance of Notice to Proceed letter for this RGA and before Expiration Date but must have also paid for those costs to claim any reimbursement. c. Travel expenses and per diem rates are not to exceed the rate specified by the State of California Department of Human Resources for similar employees (i.e. non-represented employees) unless written verification is supplied that government hotel rates were not then commercially available to AGENCY, its sub-recipients, contractors, and/or subcontractors, at the time and location required as specified in the California Department of Transportation's Travel Guide Exception Process at the following link: https://travelpocketguide.dot.ca.gov/.

Also see website for summary of travel reimbursement rules. d. AGENCY shall submit invoices to CALTRANS at least quarterly, but no more frequently than monthly, in arrears for completion of milestones in accordance with the PROJECT Cost and Schedule in Attachment II to the satisfaction of CALTRANS Contract Manager. Invoices shall reference this RGA Number and shall be signed and submitted to CALTRANS Contract Manager at the following address, as stated in Section III–Notification of Parties, Item 9c.

One-time lump sum invoices for grant amount is not allowed. e. Invoices shall include the following information:
1) Names of the AGENCY personnel performing work
2) Dates and times of Project Work
3) Locations of Project Work
4) Itemized costs as set forth in Attachment II, including identification of each employee, contractor, or subcontractor staff who provided services during the period of the invoice, the number of hours and hourly rates for each employee, contractor, sub-recipient, or subcontractor staff member, authorized travel expenses with receipts, receipts for authorized materials or supplies, and contractor, sub-recipient and subcontractor invoices. f. Incomplete or inaccurate invoices shall be returned to the AGENCY, unapproved, for correction. Failure to submit invoices on a timely basis may be grounds for termination of this RGA for material breach per Section III–Termination, Paragraph 13. g. CALTRANS will reimburse AGENCY for all allowable Project costs at least quarterly, but no more frequently than monthly, in arrears as promptly as CALTRANS fiscal procedures permit upon receipt of an itemized signed invoice.
h. The RGA Expiration Date refers to the last date for AGENCY to incur valid Project costs or credits and is the date the RGA expires. AGENCY has 60 days after that Expiration Date to make final allowable payments to Project contractors or vendors and submit the Project’s Final Product(s) as defined in Attachment II and a final accurate invoice to CALTRANS for reimbursement for allowable Project costs. Any unexpended Project funds not invoiced by the 60th day will be reverted and will no longer be accessible to reimburse late Project invoices.

16. Local Match Funds
a. AGENCY shall contribute not less than its specified local match amount toward the services described herein by the grant expiration date identified in Paragraph 1 of this RGA. AGENCY can provide less than their percentage local match contribution in each invoice submittal, but 125
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AGENCY must fully satisfy the local cash and in-kind match amount and percentage identified in Section III, Paragraph 7, with the final invoice.
b. If Agency fails to provide the contractual local match identified in Section III, Paragraph 7, it is grounds for contract termination as identified in Section III, Paragraph 13.

17. Quarterly Progress Reporting
AGENCY shall submit written quarterly progress reports to CALTRANS Contract Manager to determine if AGENCY is performing to expectations, is on schedule, is within funding cost limitations, to communicate interim findings, and to afford occasions for airing difficulties respecting special problems encountered so that remedies can be developed.

18. Cost Principles
a. AGENCY agrees to comply with Title 2, Code of Federal Regulations (CFR), Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
b. AGENCY agrees, and will assure that its contractors, sub-recipients, and subcontractors will be obligated to agree, that (a) Contract Cost Principles and Procedures, 48 CFR, Federal Acquisition Regulations System, Chapter 1, Part 31, et seq., shall be used to determine the allowability of individual Project costs and (b) all parties shall comply with Federal administrative procedures in accordance with 2 CFR, Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

Every sub-recipient receiving Project funds as a sub-recipient, contractor, or subcontractor under this RGA shall comply with Federal administrative procedures in accordance with 2 CFR, Part 200, Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards to the extent applicable. c. Prior to AGENCY seeking reimbursement of indirect costs, AGENCY must have identified the estimated indirect cost rate in Attachment II, prepare and submit annually to CALTRANS for review and approval an indirect cost rate proposal and a central service cost allocation plan (if any) in accordance with 2 CFR, Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards and Chapter 5 of the Local Assistance Procedures Manual which may be accessed at: https://dot.ca.gov/-/media/dotmedia/programs/local-assistance/documents/lapm/ch05.pdf. d. AGENCY agrees and shall require that all its agreements with consultants and sub-recipients contain provisions requiring adherence to this section in its entirety.

19. Repayment of Unallowable Costs
Any Project costs for which AGENCY has received payment or credit that are determined by subsequent audit to be unallowable under 2 CFR, Part 200, and/or Part 48, Chapter 1, Part 31, are subject to repayment by AGENCY to CALTRANS. Should AGENCY fail to reimburse moneys due CALTRANS within 30 days of discovery or demand, or within such other period as may be agreed in writing between the parties hereto, CALTRANS is authorized to intercept and withhold future payments due AGENCY from CALTRANS or any third-party source, including, but not limited to, the State Treasurer, the State Controller, or any other fund source.

20. Americans with Disabilities Act
By signing this Agreement, LOCAL AGENCY assures CALTRANS that in the course of performing Project Work, it will fully comply with the applicable provisions of the Americans with Disabilities Act (ADA) of 1990, as amended, which prohibits discrimination on the basis of 126
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disability, as well as all applicable regulations and guidelines issued pursuant to the ADA (42 USC Section 12101 et seq.).

21. Iran Contracting Act
The proposed Contractor must complete and submit to CALTRANS the Iran Contracting Act Certification certifying that it is not on the most current Department of General Services (DGS) list of Entities Prohibited from Contracting with Public Entities in California per the Iran Contracting Act, 2010 (https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-DivisionResources-List-Folder/List-of-Ineligible-Businesses), before the contract has been executed, unless the Contractor is exempted from the certification requirement by Public Contract Code Section 2205(c) or (d). If claiming an exemption, the proposed Contractor shall provide written evidence that supports an exemption under Public Contract Code Section 2203(c) or (d) before execution of the contract.

22. Indemnification
Neither CALTRANS nor any officer or employee thereof is responsible for any injury, damage, or liability occurring by reason of anything done or omitted to be done by AGENCY, its officers, employees, agents, contractors, sub-recipients, or subcontractors under or in connection with any work, authority, or jurisdiction conferred upon AGENCY under this RGA. It is understood and agreed that AGENCY shall fully defend, indemnify, and save harmless CALTRANS and all of CALTRANS’ officers and employees from all claims, suits or actions of every name, kind, and description brought forth under, including, but not limited to, tortuous, contractual, inverse condemnation or other theories or assertions of liability occurring by reason of anything done or omitted to be done by AGENCY, its officers, employees, agents, contractors, sub-recipients, or subcontractors under this RGA.

23. Nondiscrimination Clause (2 CCR 11105 Clause b)
a. During the performance of this RGA, the AGENCY contractors, sub-recipients, and subcontractors shall not deny the contract's benefits to any person on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status. AGENCY shall ensure that the evaluation and treatment of employees and applicants for employment are free of such discrimination.
b. AGENCY shall comply with the provisions of the Fair Employment and Housing Act (Gov.

Code Sections 12900 et seq.), the regulations promulgated thereunder (Cal. Code Regs., Tit. 2, Sections 11000 et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code Sections 11135-11139.5), and the regulations or standards adopted by CALTRANS to implement such article. c. AGENCY shall permit access by representatives of the Department of Fair Employment and Housing and CALTRANS upon reasonable notice at any time during normal business hours, but in no case less than 24 hours' notice, to such of its books, records, accounts, and all other sources of information and its facilities as said Department or CALTRANS shall require to ascertain compliance with this clause. 127
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d. AGENCY and contractors, sub-recipients, and subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement.
e. AGENCY shall include the nondiscrimination and compliance provisions of this clause in all agreements with its sub-recipients, contractors, and subcontractors, and shall include a requirement in all agreements with all of same that each of them in turn include the nondiscrimination and compliance provisions of this clause in all contracts and subcontracts they enter into to perform work under the RGA.

24. Retention of Records/Audits
a. AGENCY, its contractors, subcontractors and sub-recipients, agree to comply with Title 2, Code of Federal Regulations (CFR), Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
b. All accounting records and other supporting papers of AGENCY, its contractors, subcontractors and sub-recipients connected with Project performance under this RGA shall be maintained for a minimum of three (3) years from the date of final payment to AGENCY and shall be held open to inspection, copying, and audit by representatives of CALTRANS, the California State Auditor, and auditors representing the federal government. Copies thereof will be furnished by AGENCY, its contractors, its subcontractors and sub-recipients upon receipt of any request made by CALTRANS or its agents. In conducting an audit of the costs and match credits claimed under this RGA, CALTRANS will rely to the maximum extent possible on any prior audit of AGENCY pursuant to the provisions of State and AGENCY law. In the absence of such an audit, any acceptable audit work performed by AGENCY’s external and internal auditors may be relied upon and used by CALTRANS when planning and conducting additional audits.
c. For the purpose of determining compliance with applicable State and AGENCY law in connection with the performance of AGENCY’s agreements with third parties pursuant to Government Code Section 8546.7, AGENCY, AGENCY’s sub-recipients, contractors, subcontractors, and CALTRANS, shall each maintain and make available for inspection all books, documents, papers, accounting records, and other evidence pertaining to the performance of such contracts, including, but not limited to, the costs of administering those various contracts. All the above referenced parties shall make such materials available at their respective offices at all reasonable times during the entire Project period and for three (3) years from the date of final payment to AGENCY under this RGA.

CALTRANS, the California State Auditor, or any duly authorized representative of CALTRANS or the United States Department of Transportation, shall each have access to any books, records, and documents that are pertinent to a Project for audits, examinations, excerpts, and transactions, and AGENCY shall furnish copies thereof if requested.
d. AGENCY, its sub-recipients, contractors, and subcontractors will permit access to all records of employment, employment advertisements, employment application forms, and other pertinent data and records by the State Fair Employment Practices and Housing Commission, or any other AGENCY of the State of California designated by CALTRANS, for the purpose of any investigation to ascertain compliance with this RGA. e. Additionally, all grants may be subject to a pre-award audit prior to execution of the RGA to ensure AGENCY has an adequate financial management system in place to accumulate and segregate reasonable, allowable, and allocable costs.
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f. Any contract with a contractor, subcontractor, or sub-recipient entered into as a result of this RGA shall contain all the provisions of this article.

25. Adjudication of Facts in Disputes
a. Any dispute concerning a question of fact arising under this RGA that is not disposed of by agreement shall be decided by the CALTRANS Contract Officer, who may consider any written or verbal evidence submitted by AGENCY. The CALTRANS Contract Officer shall issue a written decision within 30 days of receipt of the dispute. If AGENCY rejects the decision of the CALTRANS Contract Officer, AGENCY can pursue any and all remedies authorized by law. Neither party waives any rights to pursue remedies authorized by law.
b. Neither the pendency of a dispute nor its consideration by CALTRANS Contract Officer will excuse AGENCY from full and timely performance in accordance with the terms of the RGA.
c. Voluntary Resolution: Reference to Other Means of Resolution. In recognition of the government-to-government relationship of the AGENCY and CALTRANS, the parties shall make their best efforts to resolve disputes that occur under this RGA by good faith negotiations whenever possible. Therefore, without prejudice to the right of either party to seek injunctive relief against the other when circumstances are deemed to require immediate relief, the parties hereby establish a threshold requirement that disputes between the AGENCY and CALTRANS first be subjected to a process of meeting and conferring in good faith in order to foster a spirit of cooperation and efficiency in the administration and monitoring of performance and compliance by each other with the terms, provisions, and conditions of this RGA, as follows:
1) Either party shall give the other, as soon as possible after the event giving rise to the concern, a written notice setting forth, with specificity, the issues to be resolved. 2) The parties shall meet and confer in a good faith attempt to resolve the dispute through negotiation not later than 10 days after receipt of the notice, unless both parties agree in writing to an extension of time.
3) If the dispute is not resolved to the satisfaction of the parties within 30 working days after the first meeting, then either party may seek to have the dispute resolved by alternative dispute resolution methods, including, but not limited to, non-binding arbitration, mediation, or the use of a technical advisor.
4) Disagreements that are not otherwise resolved by mutually acceptable means as provided herein may be resolved in the Superior Court of the State of California located within the same county where a Project is located. The disputes to be submitted to the court include claims of breach or violation of this RGA. This RGA shall be interpreted under the laws of the State of California without regard to any conflict of laws’ provisions. In no event may AGENCY be precluded from pursuing any arbitration or judicial award or remedy against CALTRANS on the grounds that AGENCY has failed to exhaust its state administrative remedies. The parties agree that, except in the case of imminent threat to public health or safety, reasonable efforts will be made to explore alternative dispute resolution avenues prior to initiating judicial proceedings.

26. Third-Party Contracts
a. All State-government funded procurements must be conducted using a fair and competitive procurement process. AGENCY may use its own procurement 129
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procedures as long as the procedures comply with the local AGENCY’s laws, rules, and ordinances governing procurement and all applicable provisions of State law, including, without limitation, the requirement that the AGENCY endeavor to obtain at least three (3) competitive bids for solicitation of goods, services, and consulting services.

Resources for Third Party Contracts, which are not inconsistent with this Paragraph 25, Third Party Contracts:
1) Part 2, Chapter 2, Articles 3 and 4 of the Public Contract Code 2) State Contracting Manual (SCM), Chapter 5
3) Caltrans Local Assistance Procedures Manual (LAPM) Chapter 10 b. Any contract entered into as a result of this RGA shall contain all the provisions stipulated in this RGA to be applicable to AGENCY’s subrecipients, contractors, and subcontractors. Copies of all agreements with subrecipients, contractors, and subcontractors must be submitted to the CALTRANS Contract Manager. c. CALTRANS does not have a contractual relationship with the AGENCY’s subrecipients, contractors, or subcontractors and the AGENCY shall be fully responsible for all work performed by its sub-recipients, contractors, or subcontractors.
d. Prior authorization in writing by CALTRANS Contract Manager shall be required before AGENCY enters into any non-budgeted purchase order or sub-agreement for supplies, or consultant services. AGENCY shall provide an evaluation of the necessity or desirability of incurring such costs. AGENCY shall retain all receipts for such purchases or services and shall submit them with invoices per Section III– Payment and Invoicing, Paragraph 15(e)(4), above.
e. Any contract entered into by AGENCY as a result of this RGA shall mandate that travel and per diem reimbursements and third-party contract reimbursements to subrecipients, contractors, and subcontractors, will be allowable as Project costs only after those costs are incurred and paid for by the subrecipients, contractors, and subcontractors. Travel expenses and per diem rates for subcontractors shall be reimbursed pursuant to Section III–Payment and Invoicing, Paragraph 15c, above.

27. Drug-Free Workplace Certification
By signing this RGA, AGENCY hereby certifies under penalty of perjury under the laws of California that AGENCY will comply with the requirements of the Drug-Free Workplace Act of 1990 (Gov. Code Sections 8350 et seq.) and will provide a Drug-Free workplace by doing all the following:

A. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required by Government Code Section 8355(a)(1).

B. Establish a Drug-Free Awareness Program as required by Government Code Section 8355(a)(2) to inform employees about all the following:
1) The dangers of drug abuse in the workplace;
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2) The person's or organization's policy of maintaining a Drug-Free workplace; 3) Any available counseling, rehabilitation, and employee assistance programs; and 4) Penalties that may be imposed upon employees for drug abuse violations.

C. Provide, as required by Government Code Section 8355(a)(3), that every employee who works on the proposed contract or grant:
1) Will receive a copy of the company's Drug-Free Policy Statement, and 2) Will agree to abide by the terms of the company's statement as a condition of employment on the contract or grant.

D. Failure to comply with these requirements may result in suspension of payments under this RGA or termination of this RGA or both, and AGENCY may be ineligible for the award of any future State contracts if CALTRANS determines that any of the following has occurred:
(1) AGENCY has made a false certification or, (2) AGENCY violates the certification by failing to carry out the requirements as noted above.

28. Relationship of Parties
It is expressly understood that this agreement is executed by and between two (2) independent governmental entities and is not intended to, and shall not be construed to, create the relationship of agent, servant, employee, partnership, joint venture or association, or any other relationship whatsoever other than that of an independent party.

29. State-Owned Data
A. AGENCY agrees to comply with the following requirements to ensure the preservation, security, and integrity of State-owned data on portable computing devices and portable electronic storage media:
1) Encrypt all State-owned data stored on portable computing devices and portable electronic storage media using government-certified Advanced Encryption Standard (AES) cipher algorithm with a 256-bit or 128-bit encryption key to protect CALTRANS data stored on every sector of a hard drive, including temp files, cached data, hibernation files, and even unused disk space.
2) Data encryption shall use cryptographic technology that has been tested and approved against exacting standards, such as FIPS 140-2 Security Requirements for Cryptographic Modules.
3) Encrypt, as described above, all State-owned data transmitted from one computing device or storage medium to another.
4) Maintain confidentiality of all State-owned data by limiting data sharing to those individuals contracted to provide services on behalf of the State, and limit use of State information assets for State purposes only.
5) Install and maintain current anti-virus software, security patches, and upgrades on all computing devices used during the course of the Agreement. 6) Notify CALTRANS Contract Manager immediately of any actual or attempted violations of security of State-owned data, including lost or stolen computing devices, files, or portable electronic storage media containing State-owned data. 7) Advise the owner of the State-owned data, the AGENCY Information Security Officer, and the AGENCY Chief Information Officer of vulnerabilities that may present a threat 131
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to the security of State-owned data and of specific means of protecting that Stateowned data.

B. AGENCY agrees to use the State-owned data only for State purposes under this Agreement.

C. AGENCY agrees to not transfer State-owned data to any computing system, mobile device, or desktop computer without first establishing the specifications for information integrity and security as established for the original data file(s). (State Administrative Manual (SAM) Section 5335.1)

30. Assumption of Risk and Indemnification Regarding Exposure to Environmental Health Hazards
In addition to, and not a limitation of, Contractor’s indemnification obligations contained elsewhere in this RGA, Contractor hereby assumes all risks of the consequences of exposure of Contractor’s employees, agents, subrecipients, contractors, and subcontractors, subcontractors’ employees, and any other person, firm, or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this Agreement, to any and all environmental health hazards, local and otherwise, in connection with the performance of this Agreement. Such hazards include, but are not limited to, bodily injury and/or death resulting in whole or in part from exposure to infectious agents and/or pathogens of any type, kind or origin. Contractor also agrees to take all appropriate safety precautions to prevent any such exposure to Contractor’s employees, agents, subrecipients, contractors, and subcontractors, subcontractors’ employees, and any other person, firm or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this Agreement. Contractor also agrees to indemnify and hold harmless Caltrans, the State of California, and each and all of their officers, agents and employees, from any and all claims and/or losses accruing or resulting from such exposure. Except as provided by law, Contractor also agrees that the provisions of this paragraph shall apply regardless of the existence or degree of negligence or fault on the part of Caltrans, the State of California, and/or any of their officers, agents and/or employees.

31. Mandatory Organic Waste Recycling
It is understood and agreed that pursuant to Public Resources Code Sections 42649.8 et seq., if Contractor generates two (2) cubic yards or more of organic waste or commercial solid waste per week, Contractor shall arrange for organic waste or commercial waste recycling services that separate/source organic waste for organic waste recycling. Contractor shall provide proof of compliance, i.e. organic waste recycling services or commercial waste recycling services that separate/source organic waste recycling, upon request from Caltrans Contract Manager.

32. ADA Compliance
All entities that provide electronic or information technology or related services that will be posted online by Caltrans must be in compliance with Government Code Sections 7405 and 11135 and the Web Content Accessibility Guidelines (WCAG) 2.0 or subsequent version, published by the Web Accessibility Initiative of the World Wide Web Consortium at a minimum Level AA success.

All entities will respond to and resolve any complaints/deficiencies regarding accessibility brought to their attention.

33. Project Close Out/Final Product
a. AGENCY will provide an electronic version, preferable ADA accessible of the Final Product(s) to the CALTRANS Contract Manager.
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b. CALTRANS reserves the right to withhold final payment to AGENCY pending receipt of Final Product(s) to CALTRANS Contract Manager.

34. Ownership of Proprietary Property
a. Definitions
1) Work: The work to be directly or indirectly produced by AGENCY under this RGA. 2) Work Product: All deliverables created or produced from Work under this RGA including, but not limited to, all Work and Deliverables conceived or made, or made hereafter conceived or made, either solely or jointly with others during the term of this RGA and during a period of six (6) months after the termination thereof, which relates to the Work commissioned or performed under this RGA. “Work Product” includes all deliverables, inventions, innovations, improvements, or other works of authorship AGENCY, its subrecipients, a third-party contractor or subcontractor may conceive of or develop in the course of this RGA, whether or not they are eligible for patent, copyright, trademark, trade secret, or other legal protection.
3) Inventions: Any idea, methodologies, design, concept, technique, invention, discovery, improvement or development regardless of patentability made solely by AGENCY or jointly with the AGENCY’s contractor, subcontractor and/or subrecipient and/or the AGENCY’s contractor, subcontractor and/or subrecipient’s employees with one or more employees of CALTRANS, during the term of this RGA and in performance of any Work under this RGA, provided that either the conception or reduction to practice thereof occurs during the term of this RGA and in performance of Work issued under this RGA. b. Ownership of Work Product and Rights
1) Copyright Ownership of Work Product: Except in regard to Pre-existing Works, all Work Product derived by the Work performed by the AGENCY, its employees, or by any of the AGENCY’s contractor’s, subcontractor’s, and/or sub-recipient’s employees under this RGA, shall be owned by CALTRANS and AGENCY and shall be considered to be works made for hire by the AGENCY and AGENCY’s contractor, subcontractor, and/or sub-recipient for CALTRANS and AGENCY. CALTRANS and AGENCY shall own all United States and international copyrights in the Work Product.

As such, all Work Product shall contain, in a conspicuous place, a copyright designation consisting of a “c” in a circle followed by the four-digit year in which the Work Product was produced, followed by the words “California Department of Transportation and AGENCY.

All Rights Reserved.” For example, a Work Product created in the year 2012 would contain the copyright designation © 2012 California Department of Transportation and AGENCY. All Rights Reserved.
2) Vesting of Copyright Ownership: AGENCY, its employees, and all of AGENCY’s contractor’s, subcontractor’s, and sub-recipient’s employees, agrees to perpetually assign, and upon creation of each Work Product automatically assigns, to CALTRANS and AGENCY, its successors and assigns, ownership of all United States and international copyrights in each and every Work Product, insofar as any such Work Product, by operation of law, may not be considered work made for hire by the AGENCY’s contractor, subcontractor, and/or sub-recipient, from CALTRANS. From time to time, CALTRANS and the AGENCY shall require its contractors, subcontractors, and/or sub-recipients, and their respective employees, to confirm such assignments by execution and delivery of such assignments, confirmations, or assignment, or other written instruments as 133
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CALTRANS and the AGENCY may request. CALTRANS and the AGENCY, its successors, and assigns, shall have the right to obtain and hold in its or their own name(s) all copyright registrations and other evidence of rights that may be available for Work Product. AGENCY shall require contractors, including subcontractors, to waive all moral rights relating to identification of authorship restriction or limitation on use, or subsequent modifications of the Work.
c. Inventions
1) Vesting of Patent Ownership: AGENCY agrees to require sub-recipients, contractors, subcontractors, and their respective employees, to assign to CALTRANS and AGENCY, its successors, and assigns, all Inventions, together with the right to seek protection by obtaining patent ownership rights and the right to claim all rights or priority there under, and the same shall become and remain CALTRANS’ property regardless of whether such protection is sought. The AGENCY, its employees, and AGENCY’s contractor, subcontractor, and sub-recipient, shall promptly make a complete written disclosure to CALTRANS of each Invention not otherwise clearly disclosed to CALTRANS in the pertinent Work Product, specifically pointing out features or concepts that the AGENCY, its employees, and/or AGENCY’s contractor, subcontractor, and/or sub-recipient believes to be new or different. The AGENCY, its employees, and AGENCY’s contractor, subcontractor, and subrecipient, shall, upon CALTRANS’ and AGENCY’s request and at CALTRANS’ and AGENCY’s expense, cause patent applications to be filed thereon, through solicitors designated by CALTRANS and AGENCY, and shall sign all such applications over to CALTRANS and AGENCY, its successors, and assigns. The AGENCY, its employees, and AGENCY’s contractor, subcontractor, and sub-recipient, shall give CALTRANS and AGENCY and its solicitors all reasonable assistance in connection with the preparation and prosecution of any such patent applications and shall cause to be executed all such assignments or other instruments or documents as CALTRANS and AGENCY may consider necessary or appropriate to carry out the intent on this RGA.
2) Agency: In the event that CALTRANS and AGENCY are unable for any reason whatsoever to secure the AGENCY’s, its employees’, and/or AGENCY’s contractor’s, subcontractor’s, and/or sub-recipient’s signature to any lawful or necessary document required or desirable to apply for or prosecute any United States application (including renewals or divisions thereof), AGENCY, its employees, and AGENCY’s contractor, subcontractor, and sub-recipient, hereby irrevocably designates and appoints CALTRANS and AGENCY and its duly authorized officers and agents, as its agent and attorney-in-fact, to act for and on AGENCY, its employees, and AGENCY’s contractor’s, subcontractor’s, and sub-recipient’s behalf and stead, to execute and file such applications and to do all other lawfully permitted acts to further the prosecution and issuance of any copyrights, trademarks, or patents, thereon with the same legal force and effect as if executed by AGENCY, its employees, and AGENCY’s contractor, subcontractor, and subrecipient.

CALTRANS and AGENCY shall have no obligations to file any copyright, trademark, or patent applications.
d. Additional Provisions
1) Avoidance of infringement: In performing services under this RGA, AGENCY and its employees agree to avoid designing or developing any items that infringe one (1) or more patents or other intellectual property rights of any third party. If AGENCY or its employees becomes aware of any such possible infringement in the course of performing any Work 134
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under this RGA, AGENCY or its employees shall immediately notify CALTRANS in writing.
2) Pre-existing Works and License: AGENCY agrees to require contractors, subcontractors, and subrecipients, to acknowledge that all Work Product shall be the sole and exclusive property of CALTRANS and AGENCY, except that any Pre-existing Works created by AGENCY and third parties outside of the RGA but utilized in connection with the RGA (the “Pre-existing Works”) shall continue to be owned by AGENCY or such parties. AGENCY agrees to notify CALTRANS in writing of any Pre-existing Works used in connection with any Work Product produced under this RGA and hereby grants to CALTRANS a non-exclusive, irrevocable, worldwide, perpetual, royalty-free license to utilize the Pre-existing Works in connection with the Work Product. 3) Contractors, Subcontractors, and Subrecipients: Through contract with its subrecipients, contractors, and subcontractors, AGENCY shall affirmatively bind by contract all of its contractors, subcontractors, subrecipients, and service vendors (hereinafter “AGENCY’s Contractor/Subcontractor/Subrecipient”) providing services under this RGA to conform to the provisions of this Exhibit. In performing services under this RGA, AGENCY’s Contractor/Subcontractor/Subrecipient shall agree to avoid designing or developing any items that infringe one (1) or more patents or other intellectual property rights of any third party. If AGENCY’s Contractor/Subcontractor/Subrecipient becomes aware of any such possible infringement in the course of performing any Work under this RGA, AGENCY’s Contractor/Subcontractor/Subrecipient shall immediately notify the AGENCY in writing, and AGENCY will then immediately notify the Department in writing. e. Ownership of Data
1) Upon completion of all Work under this RGA, all intellectual property rights, ownership, and title to all reports, documents, plans, specifications, and estimates, produced as part of this RGA will automatically be vested in CALTRANS and AGENCY and no further agreement will be necessary to transfer ownership to CALTRANS and AGENCY. The AGENCY, its contractors, subcontractors, and subrecipients, shall furnish CALTRANS all necessary copies of data needed to complete the review and approval process. 2) It is understood and agreed that all calculations, drawings, and specifications, whether in hard copy or machine-readable form, are intended for one-time use in the Project for which this RGA has been entered into.
3) AGENCY, its contractors, subcontractors, and subrecipients, are not liable for claims, liabilities or losses arising out of, or connected with, the modification or misuse by CALTRANS of the machine readable information and data provided by AGENCY, its contractors, subcontractors, and subrecipients, under this RGA; further, AGENCY, its contractors, subcontractors, and subrecipients, are not liable for claims, liabilities or losses arising out of, or connected with, any use by CALTRANS of the Project documentation on other projects, for additions to this Project, or for the completion of this project by others, excepting only such use as may be authorized, in writing, by AGENCY, its contractors, subcontractors, and subrecipients.
4) Any sub-agreement in excess of $25,000.00 entered into as a result of this RGA shall contain all of the provisions of this clause.

35. Electronic Signatures
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Each party agrees that the electronic signatures, whether digital or encrypted, of the parties included in this Agreement are intended to authenticate this writing and to have the same force and effect as manual signatures for this Agreement. Documents that are referenced by this Agreement may still require manual signatures.
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Section IV
In Witness Whereof, the parties hereto have executed this RGA on the day and year first herein above written:

STATE OF CALIFORNIA City of Belmont

DEPARTMENT OF TRANSPORTATION
By: By:

Printed Name: Printed Name:

Title: Title:

Date: Date:

By:

Printed Name:

Title:

Date:

By:

Printed Name:

Title:

Date:
137

2026 Sanitary Sewer Rehabilitation Project - Staff Report

STAFF REPORT
Meeting Date: August 26, 2025
Agency: City of Belmont
Staff Contact: Bozhena Palatnik, Public Works Department, (650) 595-7463, [email protected]
Agenda Title: Task Order with MNS Engineers, Inc. for professional engineering services for the 2026 Sanitary Sewer Rehabilitation Project
Agenda Action: Motion
Recommendation
Approve a motion authorizing the City Manager to negotiate and execute an agreement with MNS Engineers, Inc. (MNS) for an amount not to exceed $228,720 to provide design, bidding, and engineering services during construction services for the 2026 Sanitary Sewer Rehabilitation Project.

Strategic Focus Area
Infrastructure and Mobility
Background
As part of the ongoing Pavement Rehabilitation Program, City staff is preparing to reconstruct pavement on seven streets in summer 2026. These streets are in poor condition and require substantial work. To avoid cutting into newly paved roads, staff evaluates the condition of underlying sewer infrastructure before repaving.

Public Works Operations and Engineering staff conducted video inspections of all sanitary and storm sewer facilities located beneath and adjacent to the streets scheduled for repaving. The inspections identified several deteriorated sanitary sewer pipes that require replacement or repair prior to the pavement work.

The infrastructure in need of repair is located on the following streets scheduled for repaving, as well as adjacent streets:
• Neighborhood Area 1: Escondido Way, El Verano Way, Fernwood Way, Chula Vista Drive, Valdez Avenue, Ladera Way, Alomar Way
• Neighborhood Area 2: Civic Lane, Waltermire Street, Palm Avenue, O’neill Avenue, Sunnyslope Avenue
• Neighborhood Area 3: Harbor Boulevard, Vine Street, Arden Lane, • Neighborhood Area 4: Middle Road, South Road, Korbel Way, Phyllis Court, College Way, Notre Dame Place
• Additional Locations: Hainline Drive, Davy Glenn Road 138

2026 Sanitary Sewer Rehabilitation Project - Staff Report In total, approximately 11,000 linear feet of pipe will be replaced or repaired using open trench and/or trenchless construction methods.

Analysis
Staff solicited proposals from civil engineering firms under the City’s on-call services contract to provide design, bidding, and construction support services, and selected MNS Engineers for this project. Design work is scheduled to begin in September 2025 and be completed by March 2026, allowing sufficient time to bid and construct the project before the end of the calendar year. Sewer repairs and replacements on streets slated for paving will be completed in advance of the pavement rehabilitation work.

Alternatives

1. Take no action.

2. Refer back to staff for further information.

Attachments
A. Proposal from MNS
Fiscal Impact
☐ No Fiscal Impact
☒ Funding Source Confirmed:
$228,720 is budgeted under Capital Improvement Program
(CIP) Residential Gravity Replacement Project# 7074 (Account #399-3-730-7074-8331) that is funded by the Sewer Collections Fund.

Source: Purpose: Public Outreach:

Staff Discretionary Action Posting of Agenda
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July 31, 2025
City of Belmont
Attention: Bozhena Paltnik PE, Project Manager
1 Twin Pines Lane
Belmont, CA 94002
SUBJECT: City of Belmont – 2026/2027 Sanitary Sewer Rehabilitation Project Dear Mrs. Paltnik:

MNS Engineers, Inc. (MNS) appreciates the opportunity to provide this proposal to the City of Belmont (City). The scope of work was developed based on meetings and correspondence with the City regarding the 2026/2027 Sanitary Sewer Rehabilitation Project (Project).

Since 1962, MNS has provided quality infrastructure consulting services to the water/wastewater resources and transportation markets throughout California. MNS specializes in the core services of planning, engineering design, land surveying and construction management.

MNS will provide professional engineering services for the planning, design, and construction of the Project sewer repairs including field survey, planning, final design, permit support, bid and construction support. The MNS team is fully equipped to design the proposed improvements to construct the 2026/2027 Sanitary Sewer Improvements. Our comprehensive approach will achieve this goal by implementing a variety of strategies during planning and detailed design of the Project.

Our Project Manager, Nicholas Boswell PE has managed numerous infrastructure projects involving design and construction of gravity sewer rehabilitation and replacements, sewer force mains, sewer pump stations, trenchless construction, water pipelines, wells, water pump stations, and associated miscellaneous water and wastewater infrastructure improvements. Nicholas understands the responsiveness, thoroughness, and quality expected while maintaining the project budget and schedule milestones.

We look forward to working with the City and being a part of your continued growth. Please contact me at 805.722.2734 or [email protected] or Nicholas Boswell PE at 805.448.4227 or [email protected] with any questions you may have about our submittal. Thank you for your consideration.

Sincerely,
MNS Engineers, Inc.

Nick Panofsky, PE, QSD Nicholas Boswell, PE
Vice President, Water Resources Supervising Engineer
Attachments:

Attachment A: Detailed Fee Proposal and Fee Schedule
Attachment B: Project Mapping and Sheet List and Preliminary Rehabilitation Methods 140
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Project Team
Our highly qualified Project team is available to provide the City with complete contract documents including plans, specifications and cost opinion that meets their needs and are delivered on schedule. An organization chart of our proposed Project team is provided as follows. Additional MNS staff are available to support the Project on an as-needed basis. Team resumes are available upon request. A summary of select team members experience is provided below.

Project Manager—Nicholas Boswell, PE
Nicholas will serve as the Project Manager and lead the team to ensure work is progressing, resources are allocated, communication with the City is maintained, and the Project completed on schedule and budget. He has over 20 years of experience in the water resources industry. Nicholas’ expertise includes project management, water/wastewater conveyance, site improvements, wastewater reclamation, water delivery, water system consolidation, and municipal infrastructure projects.

Quality Assurance/Quality Control (QA/QC) Manager—Tyler Hunt, PE, QSD Tyler will provide QA/QC reviews of each deliverable prior to submittal to the City. He has over 24 years of professional consulting experience in the water resources industry. Tyler has advanced his expertise through a variety of municipal infrastructure design projects including potable water, recycled water, wastewater, and stormwater. He has been involved in every stage of the design process, including planning, analysis, design, construction management, and operational assistance.
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Senior Project Engineer—Jordyn Arreola, PE, NASSCO PACP, LACP, MACP Jordyn is a NASSCO-certified PACP, LACP, and MACP professional. Ms. Arreola is also an experienced Civil Design Engineer with over nine years of demonstrated project success. Jordyn will utilitze her NASSCO expertise to advise the the Project team regarding condition assessment and rehabilitation alternatives. Jordyn is recognized for being a driven producer with a myriad of technical skills focused on the development of various design projects in public works construction.

Associate Project Engineer—Ethan Coon, EIT
Ethan will be responsible for compiling and analyzing data and documentation, field reviews, document production, and other technical tasks. Ethan specializes in water resources/wastewater engineering design for various projects such as pipelines, storage tanks, well improvements, and pressure-reducing stations. He is knowledgeable with AutoCAD Civil 3D, InfoWater, GIS and various other software packages.

Experience
MNS has a wide array of similar and applicable experience to the scope included in this Project. Selected experience is included as follows.

Sanitary Sewer Main Rehabilitation/Replacements, City of Sunnyvale CA PROJECT Sanitary Sewer Main
Rehabilitation/Replacements
OWNER City of Sunnyvale CA STAFF Nick Boswell (PM), Tyler Hunt (QA/QC), Ethan Coon (PE)
2021 Project. MNS provided planning, final design, bid and construction support services for the City of Sunnyvale’s 2021 Sanitary Sewer Main Rehabilitation/Replacement project. The City has over 300 miles of sewer lines, ranging from 6 inches to 48 inches in diameter. Many of the sewer lines are over 50 years old and are near the end of their useful life.

The primary objective of the project was to replace aging sewer pipes and associated appurtenances that are damaged and include vertical profile sags, root intrusion, and grease build up including but not limited to rehabilitation of manholes, lateral reconnection, and surface restoration.

This project designed sewer mains to replace approximately 9,900 linear feet of aging sanitary sewer pipes located in 16 different areas with segment lengths ranging from 360 to 1,150 linear feet. Associated appurtenances included surface restoration and rehabilitation of manholes and lateral reconnections. Certain locations required increase in pipe sizes.

This project also included cured-in-place plastic pipe (CIPP) lining of a sewer crossing of Interstate 280 within Caltrans right-of-way (R/W).
2023 Project. Due the successful completion of the 2021 project, MNS was again selected for the Sunnyvale’s 2023 Sewer Replacement and Rehabilitation project. This $3.5M project involves predesign, detailed design and construction support services including traffic control design, geotechnical investigation, and environmental/CEQA permitting. 142
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The Project designs sewer mains to replace approximately 10,500 linear feet of aging vitrified clay pipe, concrete pipe, and polyvinyl sanitary sewer pipes located in 17 different areas in the Cities of Sunnyvale and Cupertino with segment lengths ranging from 450 to 1,350 linear feet. Replacement is needed for pipes segments that are identified by closed circuit television (CCTV) inspection as cracked, partially collapsed, and/or including vertical sags. Design for the sewer mains replacements and associated appurtenances includes surface restoration, rehabilitation of, or replacement of, manholes and lateral reconnections. Certain locations require increasing pipe sizes. New sewers will be constructed by a combination of open cut, pipe bursting (trenchless), and CIPP lining construction methods including CIPP lining repair of a 900-foot-long sewer segment located on private properties with limited access. MNS also coordinated the acquisition of the needed construction permits including right of way permits from the City of Sunnyvale and City of Cupertino. This project is currently in the construction phase.

US 101 Sewer Crossing CIPP, Montecito Sanitary District PROJECT US 101 Sewer Crossing
CIPP
OWNER Montecito Sanitary
District
STAFF Tyler Hunt (PM), Nick Panofsky (QA/QC), Nick
Boswell (PE)
Montecito Sanitary District was directed by Caltrans to relocate or harden existing collection system components in conflict with the US 101 High Occupancy Vehicle (HOV) Lanes project. The collection system components included a 12- inch diameter VCP sewer main and two, 6-inch cast iron force mains which cross US 101 in a 60-inch casing north to south from North Jameson Lane to Posilipo Road, terminating at the Posilipo lift station. After attempts to relocate the components, it was decided to harden them in-place utilizing CIPP pipe lining.

The completed project included CIPP lining of the gravity sewer and force mains, manhole rehabilitation, and reconfiguration of the existing force main piping. MNS provided preliminary design, detailed design, and bid/construction phase services for this project.

The project presented multiple challenges including an environmental exclusion zone, crossing US 101, traffic control, deep sewer and manhole construction, failed force main lining, and tight schedule.

Hatton Canyon Sewer Replacement, Carmel Area Wastewater District PROJECT Hatton Canyon Sewer
Replacement
OWNER Carmel Area
Wastewater District
STAFF Nick Panofsky (PM), Tyler Hunt (QA/QC), Nick
Boswell (PE)
Hatton Canyon State Park is poorly maintained; stormwater often overflows its natural drainage path into the maintenance roadway running parallel to the sewer alignment. Run-off from storms eroded the ground surface around one of the manholes, deforming the sewer main and resulting in a sanitary sewer overflow. The District repaired the sewer main at the location of the overflow and implemented other erosion mitigation measures. To mitigate future damage and spills, approximately 6,000 linear feet of existing sewer main through Hatton Canyon State Park is being replaced with 10-inch high-density polyethylene (HDPE), installed by a combination of open trench and pipe bursting methods.

MNS prepared a Preliminary Engineering Report (PER) to evaluate alternative sewer pipeline alignments and construction methods, which included open trench construction and pipe bursting. The PER summarized all findings from the 143
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engineering, environmental, and geotechnical analysis; developed a preliminary sewer pipeline design; recommended manhole sealing products; documented bypassing, R/W, permitting, and traffic control requirements; and developed project cost estimates. The 60% plans were used to prepare California Environmental Quality Act (CEQA) compliance documentation.

MNS obtained encroachment permits for construction. This project is located on State of California owned property and is environmentally sensitive, necessitating coordination with local, state, and federal jurisdictions. The detailed design considered alignment and construction method alternatives to result in the least environmental impact while remaining within the District’s easement. MNS provided civil engineering planning, design, as well as bid and construction phase services.

Project Understanding
The City of Belmont’s sewer service area encompasses 4.6 square miles serving a population of approximately 28,350.

The City’s wastewater collection system is divided into 15 sewer basins with 80 miles of gravity mains, 10 lift stations, and

3.4 miles of force mains. A majority of the City’s wastewater is directed to the Belmont Pump Station that is owned and operated by Silicon Valley Clean Water (SVCW) and subsequently treated at the SVCW Wastewater Treatment Plant (WWTP). A small portion of wastewater flows are discharged into the wastewater collection system of the City of San Mateo and a small portion of wastewater flows are flowing from and to the City of San Carlos.

A Sanitary Sewer Master Plan Update was completed for the City in May of 2024 which assessed the City’s sewer infrastructure and provided recommendations for improvements based on infrastructure condition, capacity, and risk of failure. A desktop gravity main condition assessment was performed for the Plan Update utilizing CCTV inspection data provided by the City and InfoAsset Planner by Autodesk. According to the inspection data, VCP and lined VCP were observed to have higher structural defect scores and rating indexes than polyvinyl chloride (PVC) pipes and high-density polyethylene (HDPE) pipes. Structural defect scores and rating indexes generally increase with pipe age. Rehabilitation actions were assigned to observed defects based on the type of defects. Proposed rehabilitation methods for the gravity mains include heavy cleaning/root removal, point repair, partial lining, lining, and point repair plus lining.

The City concurrently developed a pavement plan for street improvements to be completed through the year 2029 (2024- 2029 Pavement Plan). The Master Plan was developed in conjunction with the Pavement Plan to propose gravity main improvements to align with the proposed Pavement Plan. Rehabilitation of pipelines in streets proposed in the Pavement Plan between 2025 and 2029 are phased as near-term Capital Improvement Plan (CIP) and the remaining ones phased as intermediate-term CIP and long-term CIP based on risk scores and locations.

The City would like to complete a sewer rehabilitation project that aligns with the City’s year 2026/2027 Paving Project which will rehabilitate sewer segments within or adjacent to City streets planned for pavement in years 2026/2027.

Attachment B to this proposal includes mapping of the City’s sewer collection system and CCTV inspection results overlaid on years 2025 through 2029 Paving Projects. The mapping identifies segments proposed to be rehabilitated in advance of the 2026/2027 Paving Project.

This proposal is provided to complete planning, final design, permit support, and engineering services for construction of the Project to rehabilitate the gravity sewer segments as identified in Attachment B and listed in the Project Approach section. The segments include sags in the line, root intrusion, holes, joint separations, offset joints, grease build up, or a combination thereof and are proposed to be repaired by point repair, lining, pipe bursting, or open cut pipe replacement.

Recommendations for Project repairs are proposed to be documented in a Draft/Final Preliminary Engineering Technical Memorandum (TM). Associated manholes will be inspected, photographed, and documented during the planning effort with Final Design repair recommendations developed.
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Project Approach
MNS will take a comprehensive approach to the Project by actively managing the individual tasks and minimizing the City’s effort to move the Project forward. We will use our in-house, experienced water resources engineers and survey staff to support this Project. MNS understands the City’s Project critical success factors and will therefore deliver this Project on time or ahead of schedule with the most efficient use of resources and lowest feasible costs The first step for the Project will be to investigate the existing conditions of the sites via a field survey effort as well as a desktop review of CCTV inspection videos for the manholes and sewer lines of concern. After completion of the preliminary field work and condition inspection, MNS will work in coordination with the City to validate the proposed scope of repairs and to provide solutions to ensure the appropriate sewer rehabilitation method is implemented. The repair alternatives will be documented and presented to the City by way of Draft/Final Basis of Design TM. Comments from the City will be used to inform the subsequent detailed design. Final design documents will be produced suitable for public bidding.

Recommendations for sewer rehabilitation of the lines are expected to include, but not be limited to, the following:

1. Replacement or repair of sewer lines or line segments that include root intrusion, holes, offset joints and/or cracks via open cut, CIPP liner, or pipe bursting methods.

2. Spot repair for sewer line segments that require localized rehabilitation only.

3. Repair and/or replacement of manholes that are significantly aged or where root intrusion or other issues are observed.

Scope of Work
MNS will provide the following scope of work for the Project.

Task 1 – Project Management, Meetings, and QA/QC
The Project Manager, Nicholas Boswell PE will provide ongoing coordination between the City and the MNS team during the Project. He will monitor the budget and serve as the main point of contact with the City. He will submit monthly invoices with all supporting documentation in a format acceptable to the City and manage contract terms. Nicholas will be responsible for ensuring all deliverable deadlines are met, all internal quality control reviews are completed, and the final products meet the expectations of the City.

In accordance with MNS company policy for QA/QC, all deliverables, calculations, recommendations, and other documentation will be reviewed by an experienced engineer, not otherwise associated with the Project, prior to submittal to the City. Documents will be reviewed to ensure technical excellence, the goals and expectations of the City are being met, and conformance with applicable design checklists and standards. For this Project, all deliverables and other items requiring QA/QC reviews will be reviewed by Tyler Hunt, PE.

We have assumed the Kick-off meeting will take place at the City’s office with the remainder of Project meetings held via conference call. We have budgeted for five planning and design phase meetings: Kick-off meeting and site visit, and four additional virtual design review and/or progress meetings. The Project Manager and one support staff will attend all meetings. MNS will prepare a meeting agenda and minutes for the Kick-off meeting.

Task 2 – Utility Research and Existing Facilities Documentation MNS will coordinate with the City to obtain documentation of existing City facilities (utility as-built drawings, GIS data, mapping, etc.) as well as sewer CCTV footage and NASSCO data output files. Our NASSCO-certified professional will review the CCTV footage to verify the NASSCO codes identified as the basis of Project work. Based on review of the CCTV footage MNS will document the recommended Project improvements via the Project’s Draft/Final Preliminary Design TM as identified in Task 4. MNS will review existing data and record drawings to determine proximity of utilities 145
City of Belmont
2026/2027 Sanitary Sewer Rehabilitation Project
PAGE 7
within the Project area to ensure adequate clearances or protection are in place. MNS will complete a USA utility research request and collect utility atlas maps and available record drawings along the pipeline alignments including commercial utilities and will illustrate the locations on the design drawings.

Task 3 – Site Survey
Since the Project sewers are to be rehabilitated or replaced in their existing alignments, MNS’ in house survey staff will perform a limited survey of each site focusing on manhole locations, inverts, and existing conditions including existing utilities, and structures that may interfere with the Project. This will assist in the creation of aerial image backed base maps for the sites included in the Project. The base map will include existing utility locations surveyed in the field. MNS will establish a local survey control for the Project using continuous global positioning system (CGPS) station published values tied to the NAD83 and NAVD88 datum. For the purpose of design development, plan view drawings will be superimposed onto aerial photos.

Task 4 – Preliminary Design TM
MNS will develop a detailed draft Preliminary Design TM describing and summarizing the findings of Task 2 and Task 3 and will submit 30% plans with the Preliminary Design TM. MNS will use our recent work experience to develop rehabilitation/replacement recommendations for the sewer segments and manholes that exhibit vertical profile sags, root intrusion, cracks, offset joints, structural damage and/or grease build up. Additionally, recent bid results from similar work will be incorporated to recommend the most cost-effective replacement/rehabilitation technology while eliminating infeasible or risky alternatives. The limits of repair of sewer laterals will also be considered.

The TM will include descriptions, figures, cost estimates, evaluations, and analysis of each site and alternative, culminating in a recommended project implementation strategy and basis of design. The TM will address special construction alternatives and requirements for work adjacent to residential structures and property and for work on slopes.

Following submittal of the Draft TM, MNS will lead a workshop with City staff to review the implications of each potential site and alternatives and receive feedback and comments from City staff. Following the workshop, MNS will finalize the TM with consensus from the City. The Final TM will be stamped and signed by a Professional Civil Engineer, licensed in California.

Task 5 – Plans, Specifications, and Cost Opinion
MNS will develop plans and specifications using the City’s standard template for linear construction projects. We have assumed drawings will utilize aerial photos or record drawings as base maps. Plan drawings will be developed at a scale of 1 inch = 20 feet with each drawing illustrating approximately 600 linear feet of sewer improvement for sheets including both plan and profiles. For sheets including plan view drawings only, plan views will be stacked with each sheet capable of illustrating approximately 1,200 linear feet of sewer rehabilitation. This proposal assumes that sewer replacement work by open cut construction will include both plan and profile drawings to illustrate the work. Sewer rehabilitation by spot repair, CIPP spot lining, pipe bursting, or CIPP lining will include plan view illustration only, with no profiles included.

Design specifications will be in conformance with the jurisdictional entities including the City and other entities as required.

Technical specifications will be developed in accordance with standard engineering practice; City engineering standards will be referenced along with American Society for Testing and Materials (ASTM), and other standards as appropriate.

MNS will prepare an engineer’s estimate of probable construction cost for each submittal. We will base the estimate on recent projects of similar size and scope upon which we have worked, as well as cost estimating manuals, equipment and materials quotes, communications with contractors, input from our internal construction managers, and other resources.

MNS will prepare PS&E packages for the selected projects based on the repair recommendations identified by the Preliminary Design TM. 30% plans will be submitted with the Preliminary Design TM. We will subsequently prepare 65% 146
City of Belmont
2026/2027 Sanitary Sewer Rehabilitation Project
PAGE 8
and 100% Draft PS&E submittals for the City’s review. Drawings will be prepared in the latest version of AutoCAD Civil 3D and will use the City’s standard title block.

We anticipate the following drawings will be prepared:

Sheet No. Drawing No. Description
1 G-01 Title Sheet, Vicinity Map, Location Map and Sheet Index, 2 G-02 Notes, Abbreviations, and Legend
3 G-03 Site Location Map
4 C-01 Escondido Way 1 – CIPP Lining (1,550 Total LF, Plan View Only) 5 C-02 Escondido Way 2 – CIPP Lining (1,550 Total LF, Plan View Only) 6 C-03 El Verano Way – Open Cut and Spot Repairs (580 Total LF, Plan and Profiles for Open Cut, Plan View Only for Spot Repairs, 110 LF Open Cut, 3 Spot Repairs). 7 C-04 Fernwood Way – Open Cut (180 Total LF, Plan and Profile) El Verano Way – Spot Repairs and CIPP Lining (425 Total LF, 3 Spot Repairs, 100 LF Lining, Plan View Only)
8 C-05 Chula Vista Drive – Spot Repairs and CIPP Lining (780 Total LF, Plan View Only, 3 Spot Repairs, 780 LF CIPP Lining)
9 C-06 Valdez Avenue – CIPP Lining (250 Total LF, 250 LF CIPP Lining, Plan View Only) Ladera Way – Spot Repair and CIPP Lining (665 Total LF, 2 Spot Repairs, 665 LF CIPP Lining, Plan View Only)
10 C-07 Alomar Way - Spot Repairs and CIPP Lining (360 Total LF, 5 Spot Repairs, 360 LF CIPP Lining, Plan View Only)
Ladera Way - Spot Repairs and CIPP Lining (360 Total LF, 4 Spot Repairs, 360 LF CIPP Lining, Plan View Only)
11 C-08 Civic Lane – Spot Repairs (140 Total LF, 3 Spot Repairs, Plan View Only) Waltermire Street – Spot Repairs (60 Total LF, 5 Spot Repairs, Plan View Only) Palm Avenue – Spot Repairs and Open Cut (240 Total LF, 2 Spot Repairs, 55 LF Open Cut, Plan View for Spot Repair, Plan and Profile for Open Cut) 12 C-09 Private Lane, Between 5th / 6th Avenue – Open Cut Repairs (300 Total LF, 100 LF Open Cut, 1 Spot Repair, Plan and Profile)
Oneill Avenue – Spot Repairs and Open Cut (325 Total LF, 2 Spot Repairs, 20 LF Open Cut, Profile Only)
13 C-10 Sunnyslope Avenue – Open Cut Repair (160 Total LF, 160 LF Open Cut, Plan and Profile) Harbor Boulevard – Spot Repairs, Spot Lining (550 Total LF, 2 Spot Repairs, 2 Spot Lining, Plan View Only)
14 C-11 Vine Street – Spot Repairs (100 Total LF, 2 Spot Repairs, Plan View Only) Arden Lane – Spot Repairs, CIPP Lining (790 Total LF, 7 Spot Repairs, 100 LF CIPP Lining, Plan View Only)
15 C-12 Notre Dame Place – CIPP Lining (360 Total LF, 360 LF CIPP Lining, Plan View Only) Middle Road / South Road – Open Cut Repairs (550 Total LF, 2 Spot Repairs, 90 LF Open Cut, Plan and Profile Open Cut, Plan View Only Spot Repairs) 16 C-13 Korbel Way – Open Cut Repair (220 Total LF, 20 LF Open Cut, Profile Only) Phyllis Court – Open Cut Repair (190 Total LF, 20 LF Open Cut, Profile Only) College Way – Open Cut Repair (270 Total LF, 125 LF Open Cut, Plan and Profile) 17 C-14 Hainline Drive / Middle Road – Point Repairs (1,175 Total LF, 11 Spot Repairs, Plan View Only)
18 C-15 Davy Glenn Road – Open Cut Repairs (430 Total LF, 430 LF Open Cut, Plan and Profile) 19 C-16 Davy Glenn Road – Spot Repairs (255 Total LF, 6 Spot Repairs, Plan View Only) 20 D-01 Miscellaneous Details – 1
147
City of Belmont
2026/2027 Sanitary Sewer Rehabilitation Project
PAGE 9
Sheet No. Drawing No. Description
21 D-02 Miscellaneous Details – 2
Final plans will be stamped and signed by Professional Civil Engineer registered in the state of California. We have assumed the City will provide front-end documents which we will revise with Project specific information. Consolidated comments from the City will be incorporated into the next design submittal. Final specifications will be provided in Microsoft Word format.

A Technical Specifications table of contents will be provided with the 30% and 65% design submittal packages. Full Technical Specifications will be provided with the 100% Draft and Final Design submittal packages.

Task 6 – Right of Way Permit Support
It is assumed that an encroachment permit from the City will be required for construction. We will prepare a draft encroachment permit application and submittal package at the 100% deliverable level for review and comment by the City. Comments from the City will be incorporated into the final contact documents. This proposal assumes that the Contractor will be responsible for preparation of all required associated traffic control plans, final application, and fees.

Task 7 – Bid and Construction Support
This task provides support for bid and construction phase services. MNS will attend select construction meetings, review Requests for Information (RFI), review contractor shop drawing submittals, perform construction site visits, and prepare record drawings.

Bid Support
MNS will support the City during bidding of the Project by responding to Contractor Requests for Clarifications (RFCs), coordinating with the City for addendum preparation, and developing addenda including plan revisions. We have assumed we will respond to up to five questions and assist with one addendum. We will prepare and submit conformed contract documents, if necessary, following the end of the bid period. MNS will also attend the pre-bid meeting. We assume the City will compile the PS&E package and manage the construction bid and award process.

Construction Support
MNS’ Project Manager and one staff member will attend the pre-construction meeting in-person. We have also budgeted for MNS’ staff to attend up to six one hour conference calls during construction.

MNS will review the Contractor’s shop drawings and submittals for conformance with the project drawings and specifications. For budgeting, we have assumed 20 submittals with 10 requiring re-submittal. We will prepare a Shop Drawing Review Letter (SDRL) for each submittal and maintain a Submittal Log. We have assumed all submittals and SDRLs will be transmitted electronically.

MNS will prepare responses to RFI/RFCs forwarded by the City from the Contractor, or develop recommendations based on changed field conditions. We have assumed responses will be prepared for a total of 6 RFIs/RFCs.

MNS will prepare record drawings based on a single consolidated set of City and Contractor red-line drawings provided by the City. We will provide electronic versions of the record drawings in both AutoCAD and Adobe PDF format. 148
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2026/2027 Sanitary Sewer Rehabilitation Project
PAGE 10
Assumptions
• City will provide MNS with existing as-built, GIS, CCTV footage, and NASSCO data output files or reports for the Project sewer segments.
• Environmental compliance will be completed by the City and is excluded from the Project work. • Obtaining permits is excluded from the Project work.
• Traffic control plans are excluded from the Project work. • Design plans will be prepared using aerial images or record drawings as drawing backgrounds. Topographic base survey is excluded from the Project work.
• Plan drawings will be developed at a scale of 1 inch = 20 feet with each drawing illustrating approximately 600 linear feet of sewer improvement for sheets including both plan and profiles. For sheets including plan view drawings only, plan views will be stacked with each sheet capable of illustrating approximately 1,200 linear feet of sewer rehabilitation. Open cut pipeline replacement work will be documented with plan and profile drawings. All other rehabilitation work will be documented with plan view drawings only. • Basic utility information will be obtained from record drawings and utility agency inquiries. • Budget can be reallocated between tasks as needed to complete the actual work required.

Schedule
MNS is committed to meeting the City’s schedule requirements for this Project. We are prepared to begin work on September 1, 2025.

Compensation
MNS proposes to perform the services described herein for a not-to-exceed fee estimate of $228,720. A detailed fee proposal spreadsheet is provided as an attachment. All fees are in accordance with our current fee schedule, also attached. 149
City of Belmont
Detailed Fee Proposal
2026/2027 Sewer Rehabilitation Project
Principal Engineer, QA/QC Manager (Hunt)Supervising Engineer, Project Manager (Boswell)Senior Project Engineer (Arreola)Associate Engineer (Coon)Engineering Technician (Diego)Principal Surveyor (Sobecki)Associate Project SurveyorChain Person (Zirion)Party Chief (Dickerson) 1 – Project Management, Meetings, and QA/QC Task 1 Task 1 Task 1

1.1 Project Management, Meetings, and QA/QC Task 1.1 16 40 12 68 $18,940 Task 1.1 $0 Task 1.1 $18,940 $0 $18,940 Task 1 Subtotal 16 40 12 0 0 0 0 0 0 68 $18,940 $0 $0 $18,940 2 – Utility Research and Existing Facilities Documentation Task 2 Task 2 Task 2

2.1 Utility Research and Existing Facilities Documentation Task 2.1 4 12 16 24 56 $10,580 Task 2.1 $0 Task 2.1 $10,580 $0 $10,580 Task 2 Subtotal 0 4 12 16 24 0 0 0 0 56 10,580 $0 $0 $10,580 3 – Site Survey Task 3 Task 3 Task 3

3.1 Site Survey Task 3.1 8 40 60 56 164 $30,560 Task 3.1 $3,000 $3,000 Task 3.1 $30,560 $3,000 $33,560 Task 3 Subtotal 0 0 0 0 0 8 40 60 56 164 $30,560 $3,000 $3,000 $33,560 4 – Preliminary Design Technical Memorandum Task 4 Task 4 Task 4

4.1 Draft Technical Memorandum Task 4.1 16 8 60 8 92 $19,400 Task 4.1 $0 Task 4.1 $19,400 $0 $19,400

4.2 Final Technical Memorandum Task 4.2 2 8 10 $2,140 Task 4.2 $0 Task 4.2 $2,140 $0 $2,140 Task 4 Subtotal 0 18 8 68 8 0 0 0 0 102 $21,540 $0 $0 $21,540 5 – Plans, Specifications, and Cost Opinion Task 5 Task 5 Task 5

5.1 30% PS&E Task 5.1 24 60 60 144 $26,880 Task 5.1 $0 Task 5.1 $26,880 $0 $26,880

5.2 65% PS&E Task 5.2 24 80 80 184 $33,680 Task 5.2 $0 Task 5.2 $33,680 $0 $33,680

5.3 100% PS&E Task 5.3 24 80 80 184 $33,680 Task 5.3 $0 Task 5.3 $33,680 $0 $33,680

5.4 Final PS&E Task 5.4 8 40 40 88 $15,760 Task 5.4 $0 Task 5.4 $15,760 $0 $15,760 Task 5 Subtotal 0 80 0 260 260 0 0 0 0 600 110,000 $0 $0 $110,000 6 – Right of Way Permit Support Task 6 Task 6 Task 6

6.1 Right of Way Permit Support Task 6.1 8 8 2 18 $4,040 Task 6.1 $0 Task 6.1 $4,040 $0 $4,040 Task 6 Subtotal 0 8 0 8 2 0 0 0 0 18 $4,040 $0 $0 $4,040 7 – Bid and Construction Support Task 7 Task 7 Task 7

7.1 Bid Support Task 7.1 8 12 8 28 $5,680 Task 7.1 $0 Task 7.1 $5,680 $0 $5,680

7.2 Construction Support Task 7.2 16 8 24 $5,920 Task 7.2 $0 Task 7.2 $5,920 $0 $5,920

7.3 Submittal Review (30) Task 7.3 8 30 38 $8,160 Task 7.3 $0 Task 7.3 $8,160 $0 $8,160

7.4 Responses to Contractor RFIs (6) Task 7.4 6 16 22 $4,820 Task 7.4 $0 Task 7.4 $4,820 $0 $4,820

7.5 Record Drawing Preparation Task 7.5 4 8 20 32 $5,480 Task 7.5 $0 Task 7.5 $5,480 $0 $5,480 Task 7 Subtotal 0 42 0 74 28 0 0 0 0 144 $30,060 $0 $0 $30,060 Hours 16 192 32 426 322 8 40 60 56
Cost $5,200 $51,840 $7,840 $85,200 $45,080 $2,360 $6,800 $10,200 $11,200 Sub-Total $3,000
Total Resource HoursTotal Hours*Rates
3,000 3,000 Grand Total $225,720 $228,720
Task 7 Subtotal
Sub-Total 1,152 $225,720
2025 Rate $325 $270 $245 $200 $140 $170 $200
Task 1 Subtotal
Task 2 Subtotal
Task 3 Subtotal
Task 5 Subtotal
Task 6 Subtotal
Task 4 Subtotal
$295
PM
$170

ENGINEERING SURVEYING
Reimbursable Expenses
MNS Engineers
Reimbursable Expense CostsSummaryTotal MNS Resource CostsTotal Subconsultant Costs & All Reimbursable ExpensesWith 15% MarkupTotal 7/31/2025 150
20 2 5 STANDARD SCHEDULE OF FEES

PROJECT/PROGRAM MANAGEMENT
Principal-In-Charge...............................$375
Senior Project/Program Manager......340
Project/Program Manager....................290
Assistant Project/Program Manager 265
Senior Project Coordinator...................210
Project Coordinator.................................175

ENGINEERING
Principal Engineer..................................$325 Lead Engineer............................................ 285 Supervising Engineer.............................. 270
Senior Project Engineer......................... 245
Project Engineer........................................ 220 Associate Engineer .................................. 200 Assistant Engineer.................................... 185

SURVEYING
Principal Surveyor..................................$295 Lead Surveyor............................................ 285 Supervising Surveyor.............................. 245
Senior Project Surveyor......................... 220
Project Surveyor........................................ 195 Associate Project Surveyor................... 185
Assistant Project Surveyor.................... 170
Party Chief (PW)........................................ 200 Chainperson (PW) .................................... 170 One-Person Survey Crew (PW)........... 240

TECHNICAL SUPPORT
CADD Manager.......................................$210 Supervising Technician .......................... 185
Senior Technician..................................... 175 Engineering Technician ......................... 140

CONSTRUCTION MANAGEMENT
Principal Construction Manager......$355
Senior Construction Manager.............305
Senior Resident Engineer......................295
Resident Engineer....................................285 Structure Representative.......................280
Construction Manager...........................245
Assistant Resident Engineer.................225
Sr. Construction Inspector (PW) ........210
Construction Inspector (PW) ..............195
Office Administrator................................ 155

PLANNING
Planning Director ...................................$250 City Planner/Planning Manager.........230
Principal Planner.......................................215 Senior Planner ...........................................200 Associate Planner.....................................170 Assistant Planner......................................140 Planning Technician ................................120

ADMINISTRATIVE SUPPORT
Senior Management Analyst.............$210
Management Analyst..............................180
IT Technician...............................................150 Graphics/Visualization Specialist.......160
Administrative Assistant........................110

GOVERNMENT SERVICES
City Engineer........................................... $280 Deputy City Engineer..............................250
Assistant City Engineer...........................235
Plan Check Engineer................................195
Permit Engineer.........................................185 City Inspector.............................................175 Senior City Inspector (PW) ..................210
City Inspector (PW)..................................195 Principal Stormwater Specialist..........240
Senior Stormwater Specialist...............210
Stormwater Specialist.............................180
Stormwater Technician ..........................160
Building Official.........................................275 Senior Building Inspector......................210
Building Inspector....................................185 Senior Grant Writer..................................200 Grant Writer................................................190 Associate Grant Writer...........................170
Assistant Grant Writer ............................155

DIRECT EXPENSES
Use of outside consultants as well as copies, blueprints, survey stakes, monuments, computer plots, telephone, travel (out of area) and all similar charges directly connected with the work will be charged at cost plus fifteen percent (15%). Mileage will be charged at the current federal mileage reimbursement rate.

PREVAILING WAGE RATES
Rates shown with Prevailing Wage “(PW)” annotation are used for field work on projects subject to federal or state prevailing wage law and are subject to increases per DIR.

ANNUAL ESCALATION
Standard fee rates provided for each classification are subject to 5% annual escalation or the most recent US Bureau of Labor Statistics Consumer Price Index, whichever is higher.

OVERTIME
Overtime for non-exempt employees will be charged at 1.5 x hourly rate; overtime for exempt employees and other classifications will be charged at 1 x hourly rate.

Rev. 7/7/2025 151
City of Belmont
Planning, Final Design, and Engineering Services for Construction for the 2026/2027 Sanitary Sewer Rehabiliation Project
MNS Engineers Inc.

Final Design and Construction Schedule
July 31, 2025
Exhibit – Activity Schedule
MNS is committed to meeting the City’s schedule requirements for this Project. We are prepared to begin work one week following contracting and City notice to proceed. Based on the notice to proceed start date, we are committed to meeting or exceeding the following schedule:

Work Element Duration (Calendar Days) Target Date(s)
MNS Notice to Proceed 1 9/1/2025
Design Kickoff Meeting 1 9/4/2025
Site Survey and Utility Research 30 10/4/2025
Draft PDR and 30% Plans Deliverable 60 11/3/2025
City Review 7 11/10/2025
Draft PDR and 30% Plans Review
Workshop
1 11/11/2025
Final PDR Deliverable 7 11/17/2025
65% PS&E Deliverable 50 1/6/2026
City Review 7 1/13/2026
65% PS&E Deliverable Review Workshop 1 1/15/2026
100% PS&E Deliverable 40 2/23/2026
City Review 7 3/2/2026
100% PS&E Deliverable Review Workshop 1 3/3/2026
Final PS&E Deliverable 7 3/8/2026
Construction Advertise, Bid, Award 50 4/27/2026
Construction Kickoff Meeting 1 5/12/2026
Construction Submittals 30 6/11/2026
Construction Field Activities 140 10/29/2026
Construction Close Out 15 11/13/2026
152
Region Map
#
MNS Drawing
Number
FY of Paving Work Street Name Pipe
Diameter, In
# of MHs
Surveyed,
EA
Total Length of
Rehabilitation
Evaluated, LF
Number of
Point Repairs,
EA
Length of CIPP
Lining, LF
Length of Open
Cut Repair, LF
Drawing Type
1 C-01 N/A Escondido Way - 1 6 6 1,550 3 1,550 N/A Plan View Only 1 C-02 N/A Escondido Way - 2 6 N/A 1,550 3 1,550 N/A Plan View Only 1 C-03 2026 El Verano Way 6 6 580 3 N/A 110 Plan and Profile for Open Cut, Plan Only for Point Repair 1 C-04 2026 (Fernwood) Fernwood Way and El
Verano Way
6 5 605 4 100 180 Plan and Profile for Open Cut, Plan Only for Point Repair 1 C-05 N/A Chula Vista Drive 6 3 780 6 780 N/A Plan View Only 1 C-06 N/A Valdez Avenue and
Ladera Way
6 6 915 2 915 N/A Plan View Only
1 C-07 N/A Alomar Way and Ladera
Way
6 6 710 9 710 N/A Plan View Only
2 C-08 2026 (Palm) Civic Lane, Waltermire
Street, Palm Avenue
6 8 425 9 N/A 55 Plan and Profile for Open Cut, Plan Only for Point Repair 2 C-09 N/A Private Lane, Between 5th
/ 6th Avenue, Oneill
Avenue
6 5 625 3 N/A 20 Plan and Profile for Open Cut, Plan Only for Point Repair 2 C-10 2027 (Sunnyslope) Sunnyslope Avenue,
Harbor Boulvard
6 6 710 4 N/A 160 Plan and Profile for Open Cut, Plan Only for Point Repair 2 C-11 N/A Vine Street, Arden Lane 6 9 870 9 100 N/A Plan View Only 3 C-12 N/A Notre Dame Place, Middle
Road/South Road
6 6 915 2 360 90 Plan View Only
3 C-13 Korbel Way, Phyllis
Court, College Way
Korbel Way, Phyllis Court,
College Way
6 7 760 0 N/A 245 Plan and Profile
3 C-14 Hainline Drive, Middle
Road
6 8 1,175 11 N/A N/A Plan View Only
3 C-15 Davy Glenn Road 6 5 430 N/A N/A 430 Plan and Profile 3 C-16 Davy Glenn Road 6 3 255 6 N/A N/A Plan View Only 2026/2027 Sanitary Sewer Rehabilitation Project - Sheet List and Preliminary Rehabilitation Methods Work located adjacent to a FY 2026 or 2027 paving project Work associated with a FY 2026 paving project
Work associated with a FY 2027 paving project
153

EL VERANO WAY
FERNWOOD WAY 3

ALOMAR WAY
CHULA VISTA DR.

VALDEZ AVE.

EL VERANO WAY

LADERA WAY
ESCONDIDO WAY 1,2 3
4 5
6 6
7 7
1,545'-3 1/2"
321'-6 3/4"
318'-1/2"
314'-3 1/2"
330'-7"
260'-10"
Limit of Rehabilitation Evaluation
Approximately Length = 1,550 LF
6 Manholes Surveyed
Planned Rehabilitation Method = Spot Repairs then CIPP Entire Line Entire Reach Number of Sheets = 2 Sheets, Plan View Only
Limit of Rehabilitation Evaluation
Approximately Length = 580 LF
6 Manholes Surveyed
Planned Rehabilitation Method = Spot Repairs and Open Cut Pipe Replacement Number of Sheets = 1 Sheet, Plan View Only for Spot Repairs, Plan and Profile for Open Cut Repairs
Limit of Rehabilitation Evaluation
Approximately Length = 780 LF
3 Manholes Surveyed
Planned Rehabilitation Method = Spot Repairs then CIPP Entire Line Entire Reach Number of Sheets = 1 Sheet, Plan View Only
Limit of Rehabilitation Evaluation
Approximately Length = 605 LF
5 Manholes Surveyed
Planned Rehabilitation Method = Spot Repairs and CIPP Lining (El Verano Way), Open Cut Repair (Fernwood Way)
Number of Sheets = 1 Sheet, Plan View Only El Verano Way, Plan and Profile for Fernwood Way)
Limit of Rehabilitation Evaluation
Approximately Length = 915 L
6 Manholes Surveyed
Planned Rehabilitation Method = Spot Repairs then CIPP Entire Line Entire Reach Number of Sheets = 1 Sheet, Plan View Only
Limit of Rehabilitation Evaluation
Approximately Length = 710 LF
6 Manholes Surveyed
Planned Rehabilitation Method = Spot Repairs then CIPP Entire Line Entire Reach Number of Sheets = 1 Sheet, Plan View Only 4
154
PALM AVE. SUNNYSLOPE AVE.

PROSPECT ST.

LANE ST.

SUNNYSLOPE AV.

KING ST. E STREET HARBOR BLVD.

TALBRYN DR. PALOMAR AVE. BROADWAY
ONEILL AVE. ONEILL AVE.

ARDEN LN.

HARBOR BLVD.

F STREET
CIVIC LN. WALTERMIRE ST.

MOLITOR RD.
949 E ST. PRIVATE LANE 5TH AVE. 6TH AVE.

COMPLETED PREVIOUSLY

EXCLUDE FROM SOW

COMPLETED PREVIOUSLY

EXCLUDE FROM SOW

COMPLETED PREVIOUSLY

EXCLUDE FROM SOW
8 8
8 9
9 10 11
Limit of Rehabilitation Evaluation
Approximately Length = 425 LF
8 Manholes Surveyed
Planned Rehabilitation Method = Open Cut Construction
and Spot Repairs
Number of Sheets = 1 Sheets, Plan View Only Spot
Repairs, Plan and Profile for Open Cut Construction
Limit of Rehabilitation Evaluation
Approximately Length = 625 LF
5 Manholes Surveyed
Planned Rehabilitation Method = Open Cut Construction
and Spot Repairs
Number of Sheets = 1 Sheet, Plan View Only Spot
Repairs, Plan and Profile for Open Cut Construction
Limit of Rehabilitation Evaluation
Approximately Length = 710 LF
5 Manholes Surveyed
Planned Rehabilitation Method = Open Cut Construction
and Spot Repairs
Number of Sheets = 1 Sheet, Plan View Only Spot
Repairs, Plan and Profile for Open Cut Construction
Limit of Rehabilitation Evaluation
Approximately Length = 870 LF
9 Manholes Surveyed
Planned Rehabilitation Method = Spot Repairs and CIPP
Lining
Number of Sheets = 1 Sheet, Plan View Only
10 155
VANNIER DR.

COLLEGE WAY

PHYLLIS COURT

KORBEL WAY
GORDON AVE.

CYPRESS AVE.

MIDDLE RD.

NOTRE DAME PL.

MIDDLE RD.

SOUTH RD.

DAVY GLEN RD.

DAVY GLEN RD.

HAINLINE DR.

HOLLY RD.
12 12 13 13 13 14 16 15
1,172'-9"
314'-2 1/4"
160'-1/4"
178'-7 1/4"
39'-8 1/4" 140'-8 3/4"
63'-10 1/4"
115'-2 1/4"
160'-5 3/4"
Limit of Rehabilitation Evaluation
Approximately Length = 915 LF
6 Manholes Surveyed
Planned Rehabilitation Method = CIPP Line (Notre Dame Place), Open Cut Replacement (Middle and South Roads)
Number of Sheets = 1 Sheet, Plan View Only (Notre Dame Place), Plan and Profile (Middle and South Roads)
Limit of Rehabilitation Evaluation
Approximately Length = 685 LF
8 Manholes Surveyed
Planned Rehabilitation Method = Open Cut Construction
and Spot Repairs
Number of Sheets = 2 Sheets, Plan View Only Spot
Repairs, Plan and Profile for Open Cut Construction
Limit of Rehabilitation Evaluation
Approximately Length = 1,175 LF
8 Manholes Surveyed
Planned Rehabilitation Method = Spot Repairs
Number of Sheets = 1 Sheets, Plan View Only Spot Repairs Limit of Rehabilitation Evaluation
Approximately Length = 760 LF
7 Manholes Surveyed
Planned Rehabilitation Method = Spot Repairs and Open Cut Construction Number of Sheets = 2 Sheets, Plan View Only Spot Repairs, Plan and Profile Open Cut Construction
156

2026 Pavement Rehabilitation Design TO Authorization - Staff Report – Agreement Pavement Engineering, Inc

STAFF REPORT
Meeting Date: August 26, 2025
Agency: City of Belmont
Staff Contact: Daniel Matthews, Assistant Civil Engineer, (650)-637-2985, [email protected]
Agenda Title: Agreement with Pavement Engineering, Inc. for civil engineering services for the 2026 Pavement Rehabilitation Project
Agenda Action: Motion
Recommendation
Motion authorizing the City Manager to negotiate and execute an agreement with Pavement Engineering Inc. to provide design and construction support services for an amount no to exceed $288,720 for the 2026 Pavement Rehabilitation Project.

Strategic Focus Area
Infrastructure and Mobility
Background
Public Works is responsible for maintaining and repairing approximately 70 centerline miles (140 travel lane miles) of streets in the City. To maximize available funding and prioritize pavement projects effectively, the Public Works Department follows best management practices in its pavement preservation program. Funding for these projects comes from Measure I, a locally controlled half-cent general sales tax approved by voters in November 2016; the Road Maintenance and Rehabilitation Account (RMRA), established under Senate Bill (SB) 1 and signed into law in April 2017; and Measure W, a 30-year half-cent sales tax passed by San Mateo County voters in July 2019.

In February 2024, the Council reviewed the Five-Year Pavement Plan from FY23/24 through FY28/29. The five-year plan is a planning-level document that provides guidance by selecting streets that will raise the City’s overall Pavement Condition Index (PCI) and reduce the long-term cost of roadway improvements.

Included in this document are the streets to be improved as part of the 2026 Pavement Rehabilitation Project which calls for heavy rehabilitation on 1.2 centerline miles of City Streets.

Analysis
As identified in the Five-Year Pavement Plan, the 2026 Pavement Rehabilitation Project identified 1.2 centerline miles of roadway for rehabilitation. Three segments identified for inclusion in the 2026 Pavement Rehabilitation Project have been included in the 2025 Pavement Rehabilitation Project which 157

2026 Pavement Rehabilitation Design TO Authorization - Staff Report is currently in construction, as value engineering practices resulted in a lower-than-expected cost.

Following the changes, the segments planned for improvement in this year’s project include:

Staff solicited proposals from qualified consultants to design this project and selected Pavement Engineering Inc. to develop the plans, specifications, and estimate package for the 2026 Pavement Rehabilitation Project for $288,720. The scope of work includes the following major items:
• Pavement evaluation including surveying, deflection testing, coring and analysis to determine the best rehabilitation method.
• ADA Curb Ramp Assessment and Design, including detailed drawings at 22 new proposed curb ramp locations.
• Preparation of 65%, 90% and 100% Design Packages.
• An allowance to design stormwater improvements to comply with Municipal Regional Permit (MRP) requirements, if requirements are triggered by anticipated design. • Bid and Construction Support Services including the preparation of any needed addendums, attendance at meetings, review of contractor submittals and request for information and preparation of any needed change orders.
• Preparation of As-Built record drawings in AutoCAD
In FY24/25, $400,000 was budgeted for work on the design phase of the project. The total cost of this project, including design, construction, and construction management and inspection services, is estimated to be $3,350,000. These funds are budgeted in FY25/26 from Measure I, Measure W, and RMRA funds.

City staff and the design team will employ design practices that provide opportunities for value engineering to lower the overall cost of the project.

Alternatives

1. Refer back to staff for additional information

2. Take no action
Attachments
A. Proposal
2026 Pavement Rehabilitation Project Segments
Street Name Beginning Location End Location Anticipated Treatment Current PCI (Pavement Condition Index)
BROADWAY SIXTH AVENUE PALOMA AVENUE Heavy Rehabilitation 5 COLLEGE VIEW WAY SOUTH ROAD END OF TURN A ROUND Heavy Rehabilitation 19 EL VERANO WAY CHULA VISTA DRIVE MAYWOOD DRIVE Heavy Rehabilitation 24 FERNWOOD WAY CHULA VISTA DRIVE EL VERANO WAY Heavy Rehabilitation 25 KORBEL WAY SOUTH ROAD END OF CUL-DE-SAC Heavy Rehabilitation 18 PALOMA AVENUE VINE STREET DEAD END Heavy Rehabilitation 24 PHYLLIS COURT COLLEGE VIEW WAY END OF CUL-DE-SAC Heavy Rehabilitation 8 158

2026 Pavement Rehabilitation Design TO Authorization - Staff Report Fiscal Impact
☐ No Fiscal Impact
☒ Funding Source Confirmed:

Funding in the amount of $3,350,000 is budgeted for the design, construction, and construction support services of the Capital Improvement Program (CIP) 2026 Pavement
Rehabilitation Project No. 3235 (Account No. 399-3-730-3117- 9030) and is supported by multiple sources including RMRA, Measure I, and Measure W.

Source: Purpose: Public Outreach:

Staff Statutory/Contractual Requirement Posting of Agenda

159
July 25, 2025 MP25-485B
Daniel Mathews
Assistant Civil Engineer
Public Works Department
City of Belmont
One Twin Pines Lane, Suite 385
Belmont, CA 94002
Subject: Develop PS&E for 2026 Pavement Project
Dear Daniel:

Per your request, we are submitting our revised proposal for the 2026 Pavement Project.

This revised proposal outlines our services and fees.

Our scope of work includes measuring field quantities, preparing preliminary budgets, contract documents and estimates. The street list is attached at the end of this proposal.

Our scope of work is broken down into several tasks outlined below.

TASK 1 – PROJECT ADMINISTRATION
This work includes a kick-off meeting with City of Belmont staff to confirm the project’s scope of work, schedule, budget, and availability of project documents; review project goals; discuss format of deliverables; and clarify the responsibilities of each party for each project.

Progress meetings will be arranged to review the work at critical stages. For this project, we are recommending that we meet after we complete the work associated with Task 2 to review and confirm the final treatments and conceptual level budget analysis, then again at the 60% stage, at the 90% stage to review and confirm the final documents and collect comments. We anticipate two (2) in-person and two (2) virtual meetings, including the kick-off meeting, with City of Belmont staff.

Constant communication between the project manager and City of Belmont staff is part of our approach and will help ensure a successful project.

TASK 2 – PRELIMINARY ENGINEERING
The purpose of this task is to gather and confirm all necessary information, either from field measurements or existing archives to facilitate the design and development of the 160
Daniel Mathews
MP25-485B
July 25, 2025

Z:\Shared\R Drive\Admin\Text\Marketing\Proposals\Proposals2025\MP25-485 Belmont 2026 Paving Project\MP25-485B.docx project’s contract documents. The end result of this task is to develop a concept level budget that can be used to refine the project to fit the City’s anticipated construction budget. We have separated the anticipated investigation/ work below and provided a detailed explanation of the expected work for each item.

Phase 2.1 - Pavement Analysis for 2026 Project Streets
PEI will perform pavement evaluation services including deflection testing, coring and analysis on all the project streets. This type of analysis will eliminate the guesswork and ensures that an optimum rehabilitation approach is identified. In addition, PEI has found that adequate cores and deflection data is invaluable during both the design and construction phases of the project. Our experience suggests that gathering this additional data helps produce designs that can last longer than average approaches, resulting in additional savings to the City.

The deflection analysis will be performed in general accordance with California Test Method 356 (CTM 356). Deflection tests will be performed at 100-foot maximum intervals in each lane (minimum 10 tests per lane). On narrow roads, PEI will only deflection test one lane. Coring will be performed at 500-foot maximum intervals over the street segment (minimum two cores per street segment).

Traffic control will be provided using a vehicle with mounted warning lights conforming to MUTCD Figure 6H-17, Mobile Operations on a Two-Lane Road (TA17). Modifications to this approach will result in additional fees. Flagging will be provided as needed. The City of Belmont will provide the design traffic index for each project street.

Since our cores will be confined to the AC layer only, our work excludes premarking the coring locations and coordination with Underground Service Alert.

We have included an allowance for additional investigation should any of the streets are severely structurally deficient. The additional investigation will include full measurement of the pavement section (AC & AB) as well as determining the R-value of the native soil. This information will allow us to develop reconstruction options.

Rehabilitation options to be investigated will include pulverization and resurfacing, milling and filling, conventional HMA overlay and RHMA overlays. The deflection testing and coring data for each street will be included in the project development 161
Daniel Mathews
MP25-485B
July 25, 2025

Z:\Shared\R Drive\Admin\Text\Marketing\Proposals\Proposals2025\MP25-485 Belmont 2026 Paving Project\MP25-485B.docx binders; however, no formal deflection testing report will be prepared. Going straight from the raw analysis and data to design saves considerable design funds.

Our work includes evaluating and providing rehabilitation options for Alameda De Las Pulgas from El Verano Way to the San Carlos city limit.

Phase 2.2 - Measure Field Quantities and ADA Ramp Assessments PEI will physically walk each of the project streets to measure and record all pertinent field quantities, including the location of existing striping, pavement markers and paint markings; location of underground utility covers; limits of paving transitions, digouts, and other pavement repairs; and the total area of pavement to be resurfaced. This information will be compiled into the bid schedule.

As part of our field review, PEI will evaluate the need for curb and gutter on streets where those improvements are currently missing. Specifically, we will identify locations where the installation of new curb and gutter will improve the roadside drainage and prevent erosion. PEI will present our findings to the City to determine if any new curb and gutter should be replaced.

If we identify any concrete repairs or tree root damage during our field reviews, we will note it and bring it to your attention to determine if the repairs should be added to the contract.

PEI has identified twenty-two (22) potential ramp locations associated with the project street list. As part of this task, PEI will assess these ramps to determine their compliancy with ADA regulations. Non-compliant ramps will be tallied and included in our concept level budget for discussion.

Phase 2.3 - Monument Perpetuation Research
PEI will work with a licensed surveyor to perform the monument perpetuation research needed for the project. The work will assist the City of Belmont with the monument identification and preservation process (State Business and Professions Code Section 8771) by performing a records search to locate any potential recorded survey monuments within the street limits. Our surveyor will prepare a written report that PEI will review with the City to determine which monuments might potentially be disturbed during construction and how to perpetuate them. Our work will include showing the monuments to be perpetuated on the plan set and performing a post-construction cross-check once the contractor is finished to verify the contractor’s monument perpetuation work. 162
Daniel Mathews
MP25-485B
July 25, 2025

Z:\Shared\R Drive\Admin\Text\Marketing\Proposals\Proposals2025\MP25-485 Belmont 2026 Paving Project\MP25-485B.docx Phase 2.4 – Develop Concept Level Budget
After the site investigations and analysis outlined in Task 2 are complete, PEI will meet with the City to review the gathered information. As part of the meeting, we will review preliminary cost information developed for each street segment.

As part of our meeting, PEI will also discuss any drainage issues that are observed to determine if/ how to implement the needed improvements. In addition, we will discuss if any striping changes are anticipated and discuss how those changes will be included in the design.

This meeting will be where critical decisions are made in regard to how far the budget can be stretched. At the conclusion of this meeting, PEI and the City will have a clear understanding about the specific design approach that will be implemented for the project. This meeting will be considered the 35% submittal.

In addition to the tasks listed above, PEI will coordinate with City staff to obtain the following information:
• Facility maps from utility agencies
• Other available design data such as drainage facility maps, traffic data, City standards, front-end specifications, etc.

Task 2 Deliverables:
• Preliminary cost estimates for each roadway segment within each project area for City review.
• Pavement evaluation binders containing deflection summary sheets, coring and Rvalue data and summarized rehabilitation options.

TASK 3 – PREPARE PROJECT PLANS, SPECIFICATIONS AND ESTIMATES Phase 3.1 - 60%, 90% and Final PS&E Submittals
PEI will develop project plans that will convey the design intent and treatments selected during the concept level budget meeting. We will use aerial images to develop base sheets and provide details for typical sections, transitions, conforms, digouts, and additional pavement work as necessary.
163
Daniel Mathews
MP25-485B
July 25, 2025

Z:\Shared\R Drive\Admin\Text\Marketing\Proposals\Proposals2025\MP25-485 Belmont 2026 Paving Project\MP25-485B.docx PEI will submit any portion of the maintenance work that requires further clarification in the form of drafted plan views, details, elevations, or cross sections.

PEI will compile all field quantities collected from Task 2 into individual engineer’s estimates by street segment and will provide a summary spreadsheet for each project. This will be considered the 60% submittal.

PEI will address City comments after the 60% review and make any needed changes to the plans. We will also prepare technical specifications that will incorporate the latest asphalt industry guidelines and criteria. This information will be submitted to the City at the 90% design review.

After reviewing the 90% submittal, we will meet with City staff to resolve any outstanding issues and will adjust the contract documents accordingly. A final 100% submittal will follow.

After the City reviews the 90% submittal, we will meet with staff to resolve any final outstanding issues and will adjust the contract documents accordingly. A final 100% submittal will follow.

We understand that the City will provide the front-end conditions for this project.

Our design assumes that all of the new striping, and pavement markers will match existing. In addition, all signage will remain the same. Changes to the existing striping will constitute a change in scope and additional fees will apply.

As part of our proposal preparation, PEI reviewed all of the streets and found that all the project streets have roadside improvements on both sides and therefore we do not anticipate designing any additional roadside improvements for this project.

Phase 3.2 – Curb Ramp Designs
This task includes developing curb ramp designs for any ramps that the City and PEI determine are non-compliant and should be upgraded. Each curb ramp design will include a topographic survey which will be tied to a local temporary benchmark and the necessary elevations and control to assist the contractor with construction.

We have estimated that there will be twenty-two (22) curb ramps that will need to be designed as part of this project. Because this number could vary depending on what we find during our curb ramp assessment in Task 2, we are providing a cost to design a typical ramp that can be multiplied by the number of ramps determined as part of the concept level budget analysis meeting. 164
Daniel Mathews
MP25-485B
July 25, 2025

Z:\Shared\R Drive\Admin\Text\Marketing\Proposals\Proposals2025\MP25-485 Belmont 2026 Paving Project\MP25-485B.docx Phase 3.3 – Utility Research and Coordination
PEI will coordinate with local utility companies and incorporate all utility facilities affecting the projects into the contract documents. PEI’s field crew will collect the location of all of the visible utility covers located within the project street limits.

This information will be supplemented with information gathered from PEI’s outreach to utility companies, to obtain necessary drawings or as-built plans. We will also notify local utility companies of the projects and provide a street map for their use.

PEI will obtain a current listing of utility companies and contact information from the City for this task.

Task 3 – Deliverables
• Plan sets for the 60%, 90% and final submittals will be submitted electronically in PDF format. Technical specifications will be submitted in Word format.

TASK 4 – POTHOLE ALLOWANCE
For streets that require full depth reconstruction, where excavation will extend below the existing structural section, PEI will gather utility depths by contracting with a local contractor to perform potholing. The scope of this work will be determined based on the treatment selections from the pavement evaluation. For this proposal, we are assuming an allowance. Once the exact scope of work is confirmed, PEI will request a quote from the contractor. PEI will charge against the allowance as needed. Paloma Avenue could exhibit some issues that may require reprofiling or adjusting.

TASK 5 – C3 COMPLIANCE ASSISTANCE ALLOWANCE
On July 1, 2023 the Municipal Regional Stormwater Permit (MRP) was updated and the new permit requirements may be triggered by the pavement project. PEI will contract with Schaaf & Wheeler to assist with evaluating if the developed pavement designs do trigger the C3 requirements and if they do, how to implement the needed water quality treatment measures. Additional services will be required to develop design documents to address any needed C3 requirements. PEI will charge against the allowance as needed.
165
Daniel Mathews
MP25-485B
July 25, 2025

Z:\Shared\R Drive\Admin\Text\Marketing\Proposals\Proposals2025\MP25-485 Belmont 2026 Paving Project\MP25-485B.docx TASK 6 – BID SUPPORT SERVICES
During the bid period, we will be available to answer any specific questions from the City concerning the design. Should the need arise, we will prepare an addendum as required. In addition, we will also be available to attend a pre-bid meeting and for help with questions from the contractors during the bidding process and reviewing and evaluating bids. All fees for this task will be on a time and materials basis.

TASK 7 – CONSTRUCTION SUPPORT SERVICES
During construction, PEI will be available to City staff to attend construction meetings and respond to contractor questions concerning the plans and specifications. If needed, we will be available to make site visits and respond to RFIs during the construction process.

In addition, we will review design questions, submittals, and construction problems. PEI will provide these services on an as-needed basis. All fees for this task will be on a time and materials basis.

TASK 8 – AS-BUILT DRAWINGS
PEI will prepare as-built drawings from the red-line construction set prepared by the City’s selected CM firm for the 2026 pavement project. The as-builts will be prepared in AutoCAD format. PEI will coordinate with the CM firm for any red-line clarifications.

EXCLUDED WORK
Our work excludes topographic survey and ROW research of the roadways, developing traffic control or phasing plans, field marking digouts, developing C3 design plans, and providing testing or inspection services during construction. These services can be added to our scope at any time for additional fees. PEI will provide a proposal for any these services at the City’s request.

Also not included is any electronic locating or potholing of underground utilities.

Depending on the rehabilitation treatment selected for each road segment, this work may not be required. However, if full depth reclamation (FDR) is selected as the best rehabilitation option, then PEI can provide these services for an additional cost. 166
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MP25-485B
July 25, 2025

Z:\Shared\R Drive\Admin\Text\Marketing\Proposals\Proposals2025\MP25-485 Belmont 2026 Paving Project\MP25-485B.docx

PROPOSED WORK SCHEDULE
PEI understands that the City would like to have the project in construction by the summer of 2026. It is our intent to have our work completed so the project can be bid in December of 2025 or January of 2026. A final schedule will be worked out with the City during our kick-off meeting.

PROPOSAL FEE & FEE BREAKDOWN
PEI’s fee for the work is based on our experience with similar projects performed for the City and throughout the state. Our fee for this work is $288,720 and is based on a project with an estimated construction cost of about $2.3M.

The attached breakdown shows our projected costs for each portion of the project. Our work will be invoiced on a time and material basis. The individual fees associated with each task will serve as guidelines for progress payments. All fees and costs associated with this project are subject to final negotiation with the City of Belmont. Any change in scope may result in additional fees. The attached proposal conditions apply.

Please call me at (805) 781-2265 with any questions you may have about this proposal.

Very truly yours,
PAVEMENT ENGINEERING INC.

Joseph L. Ririe, P.E.

Senior Principal Engineer
Attachments: Street List
Estimated Fee Breakdown Schedule
Proposal Conditions
pc: C File
M File
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MP25-485B
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Z:\Shared\R Drive\Admin\Text\Marketing\Proposals\Proposals2025\MP25-485 Belmont 2026 Paving Project\MP25-485B.docx City of Belmont
2026 Pavement Project
Street List
Road From To
Proposed
Treatment
Broadway Sixth Avenue Sunnyslope Avenue Heavy Rehabilitation Broadway Sunnyslope Avenue Paloma Avenue Heavy Rehabilitation College View Way South Road End of Turn-A-Round Heavy Rehabilitation El Verano Way Chula Vista Way Maywood Drive Heavy Rehabilitation Fernwood Way Chula Vista Way El Verano Way Heavy Rehabilitation Korbel Way South Road End of Cul De Sac Heavy Rehabilitation Paloma Avenue Vine Street Dead End Heavy Rehabilitation Phyllis Court College View Way End of Cul De Sac Heavy Rehabilitation 168
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Z:\Shared\R Drive\Admin\Text\Marketing\Proposals\Proposals2025\MP25-485 Belmont 2026 Paving Project\MP25-485B.docx City of Belmont
2026 Pavement Project
Estimated Fee Breakdown Schedule
TASK 1 PROJECT ADMINISTRATION
Position Rate Hours Total
Senior Principal Engineer $270 24 $6,480
Project Manager $230 24 $5,520
$12,000
TASK 2
Phase 2.1
Lump sum for analysis $28,520
Allowance for Additional Investigation $5,000
$33,520
Phase 2.2
Assistant Engineer $190 32 $6,080
Senior Engineering Technician $165 32 $5,280
Engineering Technician $150 32 $4,800
$16,160
Phase 2.3
Assistant Engineer $190 4 $760
Monument Perpetuation Report $2,970
$3,730
Phase 2.4
Senior Principal Engineer $270 4 $1,080
Project Manager $230 8 $1,840
Assistant Engineer $165 8 $1,320
$4,240
TASK 3
Phase 3.1
Senior Principal Engineer $270 40 $10,800
Assistant Engineer $190 100 $19,000
Senior Engineering Technician $165 160 $26,400
Engineering Technician $150 160 $24,000
$80,200
Phase 3.2
Senior Principal Engineer $270 1 $270
Associate Engineer $210 2 $420
Assistant Engineer $190 10 $1,900
Senior Engineering Technician $165 6 $990
$3,580
Estimated Number of Ramps 22
Est. Total $78,760
Concept Level Budget Analysis
Est. Total Per Ramp
Est. Total:

Est. Total:

PLANS, SPECIFICATIONS and ESTIMATES
60%, 90% and Final PS&E Submittals
Curb Ramp Designs
Est. Total:

Pavement Analysis
Est. Total:

Monument Perpetuation
Est. Total:

PRELIMINARY ENGINEERING
Measure Field Quantities and Curb Ramp Assessments
Est. Total:
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Z:\Shared\R Drive\Admin\Text\Marketing\Proposals\Proposals2025\MP25-485 Belmont 2026 Paving Project\MP25-485B.docx City of Belmont
2026 Pavement Project
Estimated Fee Breakdown Schedule
(Continued)
Phase 3.3
Project Manager $230 8 $1,840
Assistant Engineer $190 8 $1,520
Engineering Technician $150 8 $1,200
Est. Total $4,560
TASK 4 POTHOLE ALLOWANCE
Senior Principal Engineer $270 2 $540
Assistant Engineer $190 4 $760
Potholing Allowance $20,000
$21,300
TASK 5 C3 COMPLIANCE ASSISTANCE ALLOWANCE
Project Manager $230 4 $920
Assistant Engineer $190 4 $760
Schaaf & Wheeler $13,970
$15,650
TASK 6 BID SUPPORT SERVICES
Project Manager $230 2 $460
Assistant Engineer $190 10 $1,900
$2,360
TASK 7 CONSTRUCTION SUPPORT SERVICES
Project Manager $230 24 $5,520
Assistant Engineer $190 24 $4,560
$10,080
TASK 8 AS-BUILT DRAWINGS
Project Manager $230 2 $460
Assistant Engineer $190 30 $5,700
Est. Total: $6,160
Utility Research and Coordination
Total Estimated Project Fee:

Est. Total:

Est. Total:
$288,720
Est. Total:

Est. Total:
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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.

3. Fees for lump sum or unit price proposals will be charged at the quoted price.

Fees for engineering services will be charged on a time and materials basis per the attached fee breakdown schedule.

4. The proposal is based upon providing liability insurance with limits up to $1,000,000.

5. Payment: Invoices will be submitted monthly. All invoices are due within 30 days. Attorney fees or other costs incurred in collecting any delinquent amount shall be paid by the client.
171

Insurance Brokerage Services Agreement

STAFF REPORT
Meeting Date: August 26, 2025
Agency: City of Belmont
Staff Contact: Grace Castaneda, Finance Director, [email protected] Nawel Voelker, Management Analyst, [email protected] Agenda Title: Service Agreement with Alliant Insurance for Insurance Brokerage Services Agenda Action: Motion
Recommendation
Authorize the City Manager to negotiate and execute a five-year agreement with Alliant Insurance Services, Inc. for insurance brokerage services, consisting of a three-year initial term at $85,733 annually for FY 2025–26 through FY 2027–28, with an option to extend for two additional years at a maximum annual increase of 2.5%.

Strategic Focus Area
Fiscal and Organizational Sustainability
Background
Alliant Insurance Services, Inc. (“Alliant”) has served as the City’s insurance broker and has carried out their duties in a professional and timely manner. Through Alliant’s services, the City has been able to bind insurance policies at very competitive costs, such as general liability, property, auto liability, workers’ compensation, pollution liability, and cyber liability coverage. In addition to brokering policies, Alliant has provided exceptional guidance to staff on insurance-related best practices and policy decisions. They have also demonstrated initiative and reliability in obtaining quotes and assisting with application processing to ensure the City meets its annual July 1
st renewal deadline for all insurance policies.

In 2020, in keeping with best practice of periodically soliciting for insurance brokerage services, staff issued a request for qualifications (RFQ) to various insurance brokerage firms. After conducting a thorough review and evaluation of each RFQ response – including one from Alliant - the City ultimately selected Alliant to continue serving as the City’s insurance broker. Alliant’s current contract expired at the end of FY 2024-25.

Staff now recommends approval of a new five-year agreement comprised of a three-year initial term with a two-year extension option.

Analysis
Proven Track Record of Success
In recommending Alliant for continued insurance brokerage services, staff places significant value on retaining a skilled and dependable broker with deep industry expertise and a strong record of performance.

Founded in California in 1925, Alliant brings nearly a century of experience and is recognized as a leading 172

Insurance Brokerage Services Agreement
specialty insurance broker. The firm operates through a robust statewide network—including offices in San Francisco, San Jose, and San Diego—and serves thousands of public entities and governmental agencies across California.

The City’s experience with Alliant has been consistently positive, marked by their success in securing competitive insurance policies, timely and responsive communication, and a professional working relationship that has been sustained over time. Retaining a highly knowledgeable brokerage firm under a long-term agreement will ensure stability and expert guidance on best practices in the City’s risk management operations.

Cost Control
Alliant’s proposal matches the cost of the current agreement, with no increase for the first three years and a maximum increase of 2.5% annually for the two optional extension years. These terms provide strong price protection and long-term budget certainty. A detailed cost breakdown is provided in Attachment A.

If approved, the contract with Alliant would take effect immediately for a three-year initial term, with a two-year extension option, expiring June 30, 2030.

Alternatives

1. With direction, seek an alternative insurance brokerage firm.

Attachments
A. Alliant Insurance Services, Inc. Proposal
Fiscal Impact
☐ No Fiscal Impact
☒ Funding Source Confirmed:

The professional services agreement with Alliant will remain at the same cost as the expiring agreement, with no increase for the first three years (FY 2025–26 through FY 2027–28) and a maximum annual increase of 2.5% for the two optional extension years.

Sufficient funds are available in the Liability Insurance and Workers’ Compensation Funds (571-1-503-8520 and 570-1-503- 8520) in the FY 2025–26 budget to cover the first year of the agreement; no supplemental appropriation is required. Funding for subsequent years will be contingent on annual Council budget appropriation.

Source: Purpose: Public Outreach:

Staff Discretionary Action Posting of Agenda
173
Alliant Insurance Services, Inc.  560 Mission Street  6th Floor  San Francisco, CA 94105 PHONE (415) 403-1400  www.alliant.com  License No. 0C36861 August 5, 2025
Nawel Voelker
Management Analyst
City of Belmont
1 Twin Pines Lane, Suite 320
Belmont, CA 94002
Re: Insurance Brokerage Service Agreement
Dear Nawel:

Alliant has had the pleasure of working with the City of Belmont (City) for many years and we appreciate the opportunity to provide a proposal to continue our services. We value our partnership with the City and are pleased to provide you with the following proposal to continue offering insurance brokerage services to the City.

We are suggesting a continued fee for service approach. This annual fee would include all the Obligations of Alliant as outlined in the 2020 Service Agreement.

Contemplating all these services, our proposed annual remuneration is as follow:

Core Placements Workers’ Compensation
Year 1: $40,102 $45,631
Year 2: $40,102 $45,631
Year 3: $40,102 $45,631
Year 4 (Option): TBD, shall not exceed a 2.5% increase from the third-year annual sum Year 5 (Option): TBD, shall not exceed a 2.5% increase from the third-year annual sum The above fee proposal for Years 1-3 represents no change from our current year compensation and has remained unchanged since 2023. We believe this fairly represents the time commitment of our broking and service team. As a reference benchmark, the Year 1 fee represents the equivalent of approximately a 5.5% commission rate on the City’s 25-26 insurance program renewal.
174
Alliant Insurance Services, Inc.  100 Pine Street  11th Floor  San Francisco, CA 94111 PHONE (415) 403-1400  www.alliant.com  License No. 0C36861 Ms. Nawel Voelker
August 5, 2025

We hope this proposal for an extension of services is acceptable as we most definitely desire to continue our partnership with the City. Thank you again for this opportunity and we look forward to hearing from you soon.

Sincerely,
Seth Cole, ARM
Senior Vice President
[email protected]
175

Claims Administration Services Amendment

STAFF REPORT
Meeting Date: August 26, 2025
Agency: City of Belmont
Staff Contact: Grace Castaneda, Finance Director, [email protected] Nawel Voelker, Management Analyst, [email protected] Agenda Title: Service Agreement Amendment with George Hills Company Agenda Action: Motion
Recommendation
Motion authorizing the City Manager to negotiate and execute Amendment No. 4 to the Service Agreement with George Hills Company for claims adjustment and administration services in an amount not-to-exceed $60,000 through June 30, 2026 for a total service agreement amount not-to-exceed $276,000.

Strategic Focus Area
Fiscal and Organizational Sustainability
Background
George Hills Company (George Hills) has served as the City’s third-party claims administrator (TPA), assisting the City in the timely and effective management of liability claims, conducting thorough investigations as needed, and providing professional guidance on claims adjusting practices and decisions.

They also participate in quarterly reviews of outstanding claims in collaboration with City staff and the City’s insurance broker, ensure that claims are managed proactively from initial submittal to closure, and report applicable claims to the City’s excess insurance carrier, including ongoing monitoring until the claim file is closed.

In 2016, City Council approved a 3-year contract with George Hills for $50,000 on a time and expense basis. In 2019 and 2022, Amendments No. 1 and No. 2 were executed for additional 3 years, respectively, each for $50,000 on the same time and expense basis.

In April of 2024, City Council approved Amendment No. 3 with George Hills for $66,000 extending services through June 30, 2025.

Analysis
With the current amendment with George Hills nearing expiration, and in keeping with good business practices of periodically soliciting third-party administrator (TPA) services, staff issued a Request for Qualifications (RFQ) in April 2025 for a new multi-year contract. Four firms responded to the RFQ.

Following an evaluation of the proposals, staff found a high degree of parity among the respondents in terms of qualifications, capabilities, and references. As part of the review process, staff conducted background research on all respondents and considered various transition options. After careful 176

Claims Administration Services Amendment
consideration, staff recommends a one-year contract extension with George Hills. This approach will allow both the City and George Hills to adjust internal processes and implement the assignment of a new adjuster who is better aligned with the City’s service model.

The one-year extension will provide time to further assess performance, responsiveness, efficiency, and overall service quality. At the end of the term, staff will either execute a new, longer-term contract with George Hills based on service delivery results or revisit the RFQ proposals to select a new third-party administrator (TPA).

Cost Control
The agreement will retain the existing scope of work on a time-and-expense basis, which remains the most cost-effective approach and best matches the City’s operational needs. Based on recent claims administration costs and George Hills’ fee proposal, staff recommends a $60,000 contract amendment for the upcoming year. This would bring the total not-to-exceed amount for the contract, initiated in 2016, to $276,000. This amount aligns with recent service trends, accommodates the proposed fee adjustment, and supports predictable fiscal planning.

Alternatives

1. Direct staff to proceed with an alternative third-party claims administrator from among the firms who responded to the RFQ.

2. Take no action.

Attachments
A. George Hills’ Proposed Fees
Fiscal Impact
☐ No Fiscal Impact
☒ Funding Source Confirmed:

There are sufficient funds in the Liability Insurance Fund (Account #571-1-503-8351) in the FY 2025-26 budget to cover for the cost of the agreement amendment. No supplemental appropriation is required.

Source: Purpose: Public Outreach:

Staff Discretionary Action Posting of Agenda
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E. FEES & ESTIMATES
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E. FEES & ESTIMATES

FEE SECTION TERMS
One Time Startup Fee – The process of onboarding a new client covers many areas, from establishing expectations, policies, and procedures, to designing the infrastructure to meet the needs of risk management, council, and department heads. It also involves time and effort in establishing the Trust Account or check writing, W-9, and all federal and state reporting requirements. Most importantly, this process involves the establishment of effective claims triage. Note that this is not time spent on the actual data conversion. Because the City is an existing client, this fee has been waived.

Annual Administration Fee – George Hills has determined it takes a company-wide effort to ensure we exceed the expectations of our clients. As such, we feel it transparent to separately identify and charge for those critical functions that are not directly tied to claims handling. We include an annual administration fee, which covers the following activities:
• Executive attendance at any City Executive Committee Meeting or Board Meeting • Claims Management Information System (CMIS) services and reports • Access to CMIS and training
• Monthly listing of open claims, showing expense categories, reserves, and total incurred • Monthly claim summary reports
• Monthly hours and claims data detail for billing
• Providing loss run data and required reports
• Access to GH Client Portal
• Providing annual reports to outside agencies
• Filing of regulatory reports, such as 1099s, W-9s, etc. • Trust Account
• Establishment and maintenance of a trust account to pay indemnity and expenses that may be due on claims; the amount to be maintained in the trust account shall be determined by the City. If the trust account is set up with the GH preferred bank then George Hills covers the cost of Positive Pay and Payee Match.
o If the City prefers an alternate bank, there may be an additional setup fee, as other banks’ processes can be extraordinarily time consuming. • New bank account setup, including signature cards, test checks, online access, and setup of bank in CXP
• Discussion and agreement on the approval process
• Preparation of W-9s
• Processing of checks weekly
• Submission of positive pay (if applicable) and monitoring of positive pay (review of daily emails from bank for exceptions)
• Maintenance of a copy of all checks drawn by George Hills to pay claims and claims-related expenses
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• Monitoring of account balance, preparation of replenishment requests as needed (custom requests for each client’s needs)
• Monthly bank reconciliation (prepared and sent to the City) • Payment of invoices that are pass-throughs, such as invoices for medical record copies, ExamWorks, etc.
• Certificates of insurance as required by the Contract • Annual service
• Response to outside financial auditors
• Provision of reports to the City’s actuaries and claims auditors • Submission of GH SSAE 16 reports, or the current equivalent • Account Management
Mileage: Adjuster – Mileage is paid at the current IRS rate.

MMSEA – Both the one-time setup fee and the annual reporting feeds to offset fees paid directly to ExamWorks.

Adjuster Travel Expenses – For mediations, settlement conferences, trials, etc.; subject to prior approval and submitted with receipts.

CXP Access Fee – Included in the annual administration fee is the setup and management of five (5) user accounts through our CMIS: CXP.
iMetrics Report Fee – There will be no charge for our iMetrics business intelligence reports with executive in-person debriefs.

Custom Reports – Additional charged for custom reporting are defined as being client-specific and needing a third-party programmer for three (3) hours or more.

Conversion Fees – This fee is intended to cover costs associated with data conversion, transition, and contract closeout. The data conversion fee is dependent on many factors which will need to be discussed. If George Hills is retained for five (5) years, we will entirely absorb the conversion fee. If George Hills is not retained for the full length of the proposed contract, then the client shall be subject to a fee of 20 percent each year not retained, not including shipping, storing, scanning, copying, or otherwise handling open or closed paper claim files (this shall be a separate charge based on the Scope of Work).

George Hills will charge for any agreed services related to conversion storage, copying, scanning, shipping, and disposal.

Catastrophic Pricing – Applicable only to Fixed Fee and Time And Expense With A Cap Fee agreements. George Hills recognizes that in the event of a catastrophe, additional hours will need to be applied to the handling of such claims. As such, to preserve the quality and efficiency of service for which we are known, George Hills proposes that should a catastrophic event occur resulting in 10 or more claimants or claims from a single occurrence, the client shall be billed at the current hourly rate.

Annual Fee Escalator – The Annual Fixed Fee and all hourly rates shall be adjusted at the beginning of each of the remaining years of the term by the lesser of 5%, or in accordance with the changes in the Consumer Price Index (CPI-U) for all Urban Consumers for the Western Region using the most 180
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recently published annual percentage change, but in any event such increase shall not be less than 3%.

Termination Fee – In the event of contract termination, George Hills’ procedures and cost for run-off claims will be billed at the current hourly rate; no charge for historical loss summaries. George Hills believes that the successful transition of claims requires preparation, so we ask for 90 days’ notice if the contract is terminated without cause to facilitate the transition of claims management properly and efficiently.

General File – A general administrative file shall be established and maintained to track effort related to services necessary to fulfill our contractual obligations and not otherwise associated with a claim.

Storage – George Hills will charge for any services related to storage, retrieval, copying, scanning, shipping, and disposal of paper files.

ADJUSTING SERVICES FEES
Time and Expense – George Hills believes, as in the legal field, services surrounding claims and potential litigation are best captured by directed effort. In this case, the client only pays for the services requested. In a time and expense environment, George Hills applies its best practice approach to all claims; unless the client adjusts, restricts, or expands such services. A general administrative file will be established and maintained to track effort related to services necessary to fulfill our contractual obligations not otherwise associated with a claim.

Time and Expense for Adjusting Services
Supervisor $135/hour
Senior Adjuster $115/hour
Adjuster $102/hour
Claims Processing $89/hour
All fee options are subject to the Annual Fee Escalator described above. 181
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GENERAL ADMINISTRATIVE FEES – ADDITIONAL TO ADJUSTING
FEES
Fixed Fee and Cap pricing will be based on the current average. Should the claim volume change more than 10% in severity or frequency in a year, we request a reevaluation of our pricing agreement.

All fee options are subject to the Annual Fee Escalator described above.

Subrogation
The Subrogation Fee is in the amount of 30% for each recovery obtained. The minimum amount to be paid to GH will be $250 per claim upon recovery. Please note, on most claims George Hills can recover our fee, thus the net cost is zero.

General Administrative Fee Section – Applicable to each fee option.

One-Time Setup Fee Waived
Annual Administration Fee – billed yearly $3,000
Mileage - Adjuster Current IRS Rate
MMSEA Annual Reporting Fee (paid to ExamWorks, billed
yearly)
Annual Fee: $500
Adjuster travel expenses for mediations, settlement
conferences, trials; subject to prior approval.

Actual
CXP access fee (up to 5 users) Included
Custom reports, if exceeds three hours and is client
specific
$185/hour
Allocated File Expenses (see attached details) At cost
Catastrophic Pricing Current hourly rate
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1st Party Subrogation Recovery
George Hills provides subrogation recovery services to many of our clients. In 2013, George Hills created a dedicated Subrogation Recovery Unit to handle recovery opportunities for our clients who have requested or contracted with us for subrogation recovery services.

George Hills has a dedicated team with extensive experience in the public entity environment who handle all 1st party subrogation matters for our clients who choose this service. Below are testimonials from a few of George Hills’ subrogation clients:

PUBLIC ENTITY TESTIMONIAL STATEMENT
Client of
Sacramento
Risk & Loss Control
“We have utilized the George Hills Subrogation unit for several years, and simply put - they get results. They have a wealth of knowledge and expertise. Our 1st and 3rd party claims are always handled promptly and professionally. Partnering with George Hills for subrogation has proven to be a wise decision for our Client.” City of Sacramento
Risk Management
“We are pleased to be partnering with George Hills for our subrogation recovery services. They provide quality staff and services.”
City of Oakley
Kevin Rohani, Public
Works Director/City
Engineer
“The City of Oakley has utilized the services of George Hills Subrogation Team for several years, and we have been very happy with this service and the professional approach that the George Hills Team brings towards the subrogation process. The knowledge and expertise of the George Hills Team has been invaluable for the City of Oakley, and we are very grateful for their great work in resolving our assortment of third-party claims and we are looking to many more years of successful collaboration with the George Hills Team.” City of Redlands
Human
Resources/Risk
Management
“The City of Redlands is always pleased and impressed at the excellent service, attention and professionalism that is used by their claims adjusters. In particular, Tammy Hunt and Vicky Jimenez. They are a pleasure to work with and make the claims recovery process run smoothly and effectively. We are very happy with the results and recovery efforts that they deliver. We highly recommend their services and appreciate the level of excellence that they offer to us as the client.” Quick Stats on George Hills’ Subrogation Recovery Results 2,272 - Average number of subrogation claims handled in 2024 91% - of claims handled result in a Recovery
83% - of claims result in a full recovery (including GH Fees) 84% - of amounts sought for our clients are recovered
Average recovery: $5,590.53/claim
George Hills’
subrogation recovery
unit has performed
spectacularly,
recovering several
million dollars on
behalf of our clients.
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City of Oakland
Human Resources
Management/Risk
Management Unit
“We have utilized the George Hills Subrogation unit for several years, and they get excellent results. They have a wealth of knowledge and expertise, and their professionalism and prompt attention to our needs is second to none. There’s no better service out there that can beat them, and the rates are below the typical rates offered by other vendors. Our third-party claims are always handled promptly and professionally. Our partnership has proven itself to be the best decision for our City.”
Our standard subrogation fee is 30% of the amount collected, however George Hills has been successful more than 80% of the time collecting our fees, thus equating to recovery essentially free of charge. The minimum amount to be paid to George Hills will be $250 per claim.

Generally, no recovery shall be agreed to involving payment plans if the recovery is less than $5,000 and/or greater than a one-year term. Exceptions can be made on a case-by-case basis. If a recovery is agreed to above this amount, the subrogation fee shall be 45%. In the event a payment plan is authorized and entered, the subrogation fee will be based upon the total amount of the lien and will be invoiced to the City.

If authorized, small claims court appearances for recovery of funds will be priced at $250 per appearance. In the event of multiple appearances for the same court on the same day, a flat fee of $500 is priced for half a day, and $1,000 for a full day, regardless of the number of claims handled on that day.

The benefits of George Hills’ subrogation recovery:
• High-level expertise of subrogation recovery
• Recovery of damages to property, utilities, hazardous material cleanup • Small claims
• Preparation of proof of loss statements
• Claim reporting activity, demand letters, final demand to claimant with suspended license, closing and/or payment transmittal
• Settlements
• File retention
• Development of policy and procedures
• Provision of account manager and lead subrogation adjuster 184
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ALLOCATED EXPENSES
Typically, allocated expenses are those expenses that are generated by a claim (by outside vendors other than George Hills) that cannot be foreseen nor included in this Contract. These expenses are generally allocated back to the specific claim file for which the cost was incurred and then charged back to the entity whose claim incurred that cost. In most situations these are pass-through costs (with processing fees) for services and/or fees not directly generated by the TPA, but rather by a thirdparty consultant where the TPA has acted as an agent on behalf of the entity to necessarily outsource services to a third-party consultant and/or miscellaneous fees applicable to the specific claim applied by an outside entity, such as a court or copy services. Below, George Hills has provided a nonexhaustive list of typical allocated expenses.

Paid to GH
• CMS reporting costs and fees (ExamWorks)
Paid to Others as Authorized by Client
• Fees of outside counsel for claims in suit, coverage opinions, and litigation, and for representation and hearings or pretrial conferences
• Fees of court reporters
• All court costs, court fees, and court expenses
• Fees for service of process
• Costs of undercover operatives and detectives (if initially paid by GH) • Costs for employing experts for the preparation of maps, professional photographs, accounting, chemical or physical analysis, or diagrams
• Costs for employing experts for the advice, opinions, or testimony concerning claims under investigation or in litigation for which a declaratory judgement is sought • Costs for independent medical examination or evaluation for rehabilitation • Costs of legal transcripts of testimony taken at coroner’s inquests, or criminal or civil proceeding
• Costs for copies of any public records or medical records • Costs of depositions and court reporting
• Costs and expenses of subrogation (if not George Hills) • Costs of engineers, handwriting experts, or any other type of expert used in the preparation of litigation or used in a one-time basis to resolve disputes • Witness fees and travel expenses
• Costs of photographers and photocopy services (if not George Hills; our costs for this are included in our rate)
• Costs of appraisal fees and expenses not included in flat fee or performed by others • Costs of indexing claimants
• Services performed outside the TPAs normal geographical regions • Costs associated with Medicare Set-Aside analysis and submission of Medicare Conditional Lien negotiation
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• Investigation of possible fraud including SIU services and related expenses Any other similar cost, fee, or expense that is not otherwise included in the TPAs service fees that is reasonably chargeable to the investigation, negotiation, settlement, or defense of a claim or loss or to the protection or perfection of the subrogation rights of the entity, including travel related expenses.

Travel Related
Costs of travel related to claims including mileage drive, such as for attendance at inspections, mediations, and trial, shall be allocated to the specific claim and reimbursed to GH based on the actual cost incurred. Mileage shall be reimbursed at the current IRS rated at the time the mileage is traveled.

OPTIONAL SERVICES
Full In-House Litigation Management – Use of George Hills’ Attorneys Name and Title
Years of
Experience
Role for the Client
Neil Callahan, Esq.

Litigation Manager
25 Serves as a Litigation Manager for several
clients, monitoring counsel, and as a
resource to our claims staff.

Benjamin Oram, Esq.

General Counsel/Litigation
Manager
15 Serves as a Litigation Manager for several
clients, monitoring counsel, and as a
resource to our claims staff.

Cornelius (Neil) Callahan, Esq., Litigation Manager: Mr. Callahan has over 25 years of experience defending public entities on high profile claims in state and federal courts. Mr. Callahan commenced his career practicing law in New York, New Jersey, and Connecticut. In 1999 he began practicing law in California, where he served as lead trial counsel for public entities in the areas of civil rights, police practices, and dangerous condition defense. He has tried multiple cases to jury verdict in both state and federal court having been the lead defense attorney in 13 trials, with 12 defense verdicts. His emphasis has been on defending and advising public entities involved in civil litigation. Past cases include officer-involved shootings, excessive force, unlawful seizure, dangerous condition, discrimination, and harassment. He is experienced in all aspects of litigation including discovery, depositions, motion practice, arbitrations, administrative hearings, mediations, and trials.

Benjamin Oram, Esq., General Counsel/Litigation Manager: Ben serves as George Hills’ General Counsel/Litigation Manager. He currently serves as a Litigation Manager for several clients, monitoring counsel, and as a resource to our claims staff.

George Hills’ proactive approach is founded on our commitment to the preservation of the City’s assets. Early contact with all involved parties maintains lines of communication and rapport (not only with the insured but also with the claimant); hence, cost-saving opportunities to resolve claims efficiently are more plentiful.

Here is an outline of their role and how it would work for the City:

1. Serve as Litigation Manager (Specifics of the role below) 186
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i. Actively manage all watchlist files (parameters of a watchlist to be agreed upon through subsequent discussions)
ii. Manage and supervise all litigated files – claims adjusters will track the nonserious and/or non-active litigated files, with the support of Claims Processors, and report to the City
iii. Accessible to the entire GH adjuster team to advise and instruct as needed

2. Serve as Outside General and Special Counsel – limited basis i. Work closely with the City with confidential analysis and problem-solving for managing risk and avoiding unnecessary litigation
ii. Provide immediate access to legal advice to the City, which includes analyzing coverage issues, Public Records Act requests, tort claim handling and strategy, conflicts of interest, oversight of outside litigation counsel, and providing legal opinions on potential and active litigation
iii. Advise on sensitive and political issues/claims

3. Coverage counsel consultation
i. Review and analysis of memorandums of coverage and excess/umbrella policies to address and offer advice and consultation regarding coverage issues ii. Advise on potential changes to all coverage documents iii. Assist City and George Hills staff in interpretation of coverage issues

4. Resource to a broker of record for coverage needs

5. Trial/Mediation/Board Meeting attendance
i. Attend board/executive/coverage/claims meetings (as necessary) ii. Attend trials, mediations, and other court hearings, including appearing before Courts of Appeal as needed
iii. Provide analysis and consultation before, during, and after these significant litigation events – to reduce exposure and maximize opportunities for resolution

6. Legal training and seminars
i. Provide customized seminars and training upon request – to City staff, brokers, members, and GH staff
ii. Subject areas include memorandums of coverage, all aspects of risk management, claims handling and litigation, employment law, and general liability claims iii. Courses are customized to address the client’s specific needs and to work closely with safety and loss staff, defense firms, and others
Rates for Optional Legal Service
Litigation Management $225/hour
This rate is subject to the annual fee escalator.
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Please note that George Hills can provide a monthly/annual fixed fee for the above services upon discussion and agreement on level of effort.
188

FY25/26 California Highway Patrol Cannabis Tax Fund Grant -FY25-26 California Highway Patrol Cannabis Tax Fund Grant - Staff Report

STAFF REPORT
Meeting Date: August 26, 2025
Agency: City of Belmont
Staff Contact: Andrew Armando, Captain (650) 595-7400
Agenda Title: Fiscal Year (FY) 2025-26 California Highway Patrol Cannabis Tax Fund Grant Program
Agenda Action: Resolution
Recommendation
Adopt a resolution authorizing the city manager to submit a grant application for the FY 2025-26 California Highway Patrol Cannabis Tax Fund Grant for a total award of $77,503.62, making grant performance and funding commitments, and appropriating $77,504 grant revenue and associated expenditures in the current FY 2025-26 budget related to the Cannabis Tax Fund Program.

Strategic Focus Area
Public Safety
Background
The police department seeks a resolution to enter into an agreement with the State of California to enter into a law enforcement grant to provide financial assistance to the police department for the equipment, education, prevention, and the enforcement of laws related to driving under the influence of alcohol and other drugs, including cannabis and cannabis products.

The California Highway Patrol administers the Cannabis Tax Grant, and the intent of the program is to educate the public regarding the dangers of impaired driving, enforce impaired driving laws on the roadway, and improve the department’s effectiveness through training and development of new strategies.

A requirement of the State of California Cannabis Tax Grant is to provide them with a copy of a resolution, order, motion, or ordinance of the local governing body, which by law, has authority to enter into a Grant Agreement, authorizing execution of the Grant Agreement.

Analysis
The fiscal year (FY) 2025-26 California Cannabis Tax Fund Program is awarded to law enforcement agencies to provide financial assistance to law enforcement agencies to purchase equipment related to the education and enforcement of laws related to driving under the influence of alcohol and other drugs. The police department submitted a request for grant funds to the State of California Cannabis Tax Fund Program and were awarded a total grant of $77,503.62, pending approval of a resolution. The following points are outlined in further detail in the full grant agreement. 189

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1. The State (the California Highway Patrol) hereby awards, to the Grantee, the sum of money stated on page one of this Grant Agreement. This funding is awarded to the Grantee to carry out the Project set forth in the Project Description and the terms and conditions set forth in this Grant Agreement.

2. The funding for this Grant Agreement is allocated pursuant to California Revenue and Taxation Code Section 34019(f)(3)(B). The Grantee agrees that the State’s obligation to pay any sum under this Grant Agreement is contingent upon availability of funds disbursed from the California Cannabis Tax Fund to the State. If there is insufficient funding, the State shall have the option to either: 1) terminate this Grant Agreement; whereby, no party shall have any further obligations or liabilities under this Grant Agreement, or 2) negotiate a Grant Agreement Amendment to reduce the grant award and scope of work to be provided under this Grant Agreement.

3. The Grantee is not to commence or proceed with any work in advance of receiving notice that the Grant Agreement is approved. Any work performed by the Grantee in advance of the date of approval by the State shall be deemed volunteer work and will not be reimbursed by the State.

4. The Grantee agrees to provide any additional funding, beyond what the State has agreed to provide, pursuant to this Grant Agreement, and necessary to complete or carry out the Project, as described in this Grant Agreement. Any modification or alteration of this Grant Agreement, as set forth in the Grant Application submitted by the Grantee and on file with the State, must be submitted in writing thirty (30) calendar days in advance to the State for approval.

5. The Grantee agrees to complete the Project within the timeframe indicated in the Project Performance Period, which is on page one of this Grant Agreement.

The proposed resolution is attached as Attachment A, the FY 2025-26 Cannabis Tax Fund Grant Program Agreement is attached as Attachment B.

Alternatives

1. Approve resolution.

2. Refer to Staff with direction
Attachments
A. Resolution
B. FY 2025-26 Cannabis Tax Fund Grant Program Agreement Fiscal Impact
☐ No Fiscal Impact
☒ Funding Source Confirmed:

With Council approval on the Cannabis Tax Fund Grant
Program Agreement, a budget appropriation for the $77,504 grant amount and associated grant fund activities will be added to the current FY 2025-26 under the Police Department in the General Fund.
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Staff Discretionary Action Posting of Agenda
191

RESOLUTION NO. 2025 –

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELMONT

AUTHORIZING THE CITY MANAGER TO SUBMIT A GRANT APPLICATION FOR THE FY 2025-26 CALIFORNIA HIGHWAY PATROL CANNABIS TAX FUND AND

APPROPRIATING GRANT REVENUE AND ASSOCIATED EXPENDITURES IN THE CURRENT FY 2025-26 BUDGET RELATED TO THE CANNABIS TAX FUND PROGRAM.

WHEREAS, the police department applied for the FY 2025-26 California Highway Patrol Cannabis Tax Fund Grant Program to obtain financial assistance for equipment, education, prevention and enforcement of laws related to driving under the influence of alcohol and other drugs; and
WHEREAS, the Legislature has delegated to the California Highway Patrol responsibility for the administration of the Cannabis Tax Fund Grant Program, setting up necessary procedures governing the application; and
WHEREAS, the procedures established by the California Highway Patrol require the Applicant to certify by resolution the approval of the application to the State; and WHEREAS, the police department seeks to enter into an agreement with the California Highway Patrol to complete the Grant Scope; and
WHEREAS, the current FY 2025-26 budget does not include the awarded grant amount and associated grant expenditures, pending Council approval on the filing of the grant application;
NOW, THEREFORE, the City Council of the City of Belmont resolves as follows:

SECTION 1:
(a) The Council approves filing an application and authorizes the city manager to apply for the FY 2025-26 cannabis tax fund grant program and awarded amount of $77,503.62. (b) The Council certifies that the City has or will have available, prior to commencement of any work on the project included in this application, sufficient funds to complete the project if the grant is awarded.
(c) The Council certifies that if the project is awarded, the City has or will have sufficient funds to operate and maintain the project.
(d) The Council certifies that the City has reviewed, understands, and agrees to the General Provisions contained in the program regulations as outlined in the attached Cannabis Tax Fund Grant Program staff report and agreement.
(e) The city manager is authorized to negotiate, execute, and submit all documents, including, but not limited to applications, agreements, amendments, and payment requests, 192

which may be necessary for the completion of the Grant Scope. (f) The City will comply with all applicable federal, state and local laws, ordinances, rules, regulations and guidelines
SECTION 2:

The Council amends the FY 2025-26 budget by appropriating funds to reflect the grant award and associated grant expenditures as follows: $77,504 to State grant revenue Account# 101-2- 601-6359; $40,732 to equipment expenditure Account# 101-2-601-9041; $15,641 to equipment supplies expenditure Account# 101-2-601-8580; $1,877 to training and travel expenditure Account# 101-2-601-8580.
* * *
ADOPTED August 26, 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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YVYB and Community Polling Results - Staff Report

STAFF REPORT
Meeting Date: August 26, 2025
Agency: City of Belmont
Staff Contact: Karen Clark, Management Analyst, [email protected] Agenda Title: Your Voice, Your Belmont and Community Polling Results Agenda Action: For Information Only
Recommendation
Receive a presentation on community polling results; no action required.

Strategic Focus Area
Fiscal and Organizational Sustainability
Background
The fiscal year (FY) 2025-26 budget reflects the provision of essential City functions such as public safety and public works services and infrastructure, while maintaining fiscal prudence as the City braces for economic uncertainty, federal funding uncertainty, and ongoing State takeaways of major revenue sources.

Long-term economic uncertainty makes local control over City revenue sources and diversifying those sources more important than ever to ensure long-term fiscal sustainability and allow Belmont to be selfreliant into the future.

This year, the City renewed its Your Voice, Your Belmont community engagement effort to ensure residents remain at the heart of our long-term planning. In April, we mailed surveys to every household, launched an online information and planning hub, engaged through social media, and hosted outreach booths at community events where City staff and Councilmembers spoke directly with residents.

The City is deeply grateful to the hundreds of Belmont residents who have shared their perspectives so far. These conversations will continue well beyond the adoption of the FY 2025-26 budget as part of the City’s ongoing commitment to inclusive, community-driven planning.

Through the Your Voice, Your Belmont community survey, residents identified the following City service priorities:
• Fixing Potholes
• Repairing Streets and sidewalks
• Keeping public areas healthy, safe, and clean
• Completing storm drain and sewer projects on-time and on-budget • Maintaining parks, open spaces, and sports fields
• Maintaining public safety and 911 emergency services
194

YVYB and Community Polling Results - Staff Report
• Maintaining safety standards at Belmont’s Community Center • Providing multi-generational activities for youths, teens, adults and seniors (sports, arts and crafts, fitness, and health and wellness programs)
• Providing residents an evacuation center in the case of wildfire threats (like the Los Angeles fires), earthquakes, or other natural disasters
• Preparing for climate-related natural disasters, including flooding, mudslides, and wildfires These priorities are reflected in both the FY 2025-26 operating budget and five-year Capital Improvement Plan. The City will continue to leverage its communication platforms and partner with local organizations to expand the community dialogue, ensuring residents’ input remains central in shaping Belmont’s future.

Analysis
An important element the City’s budgeting and priority-setting process is objectively assessing community support for City services and initiatives. To achieve this, the City periodically engages a thirdparty polling firm. The most recent poll was conducted by Godbe Research in July, and key findings are summarized below, with additional details provided in Attachment A.

Despite current state and federal developments and an overall distrust in government, polling results indicate that Belmont residents are highly satisfied with City services. Key findings included:
• 90.4% of respondents had a favorable opinion of the quality of life in Belmont. • Nearly 80% were satisfied with the City’s performance in providing services. • Approximately 62% approved of the City’s management of taxpayer dollars — an encouraging result as the City continues to maintain public confidence while addressing long-term fiscal sustainability.
• A City-sponsored community center parcel tax concept tested at 63% on an informed ballot test, slightly below the 66.6% threshold and outside the 5.09% margin of error, indicating potential viability with further community engagement.

Polling results show strong community support for a potential community center parcel tax, well above a simple majority but slightly below the two-thirds threshold required for passage. This suggests that, if the City chooses to explore next steps, further engagement with community partners, including safety advocates, local business leaders, and youth and senior organizations, and an evaluation of options, such as a citizen-led initiative, could help guide a strategic and informed approach while maintaining alignment with the City’s broader goals for the community center renewal, programs, and services.

Alternatives

1. None
Attachments
A. Presentation of Survey Results
195

YVYB and Community Polling Results - Staff Report
Fiscal Impact
☒ No Fiscal Impact
There is no direct fiscal impact related to this informational report. As with all City initiatives, any identified initiatives will go through the annual priority-setting process to incorporate as part of the budget development and long-range planning
process.
☐ Funding Source Confirmed:

Source: Purpose: Public Outreach:

Staff Council Vision/Priority Posting of Agenda

196

July 2025
City of Belmont:
2025 Revenue Measure Feasibility Survey

COUNCIL PRESENTATION
AUGUST 2025
197

July 2025
Methodology Overview
 Data Collection Landline (31), cell phone (179), and text to online (151)
 Universe 13,676 likely November 2026 voters in the City of Belmont
 Fielding Dates July 7 through July 15, 2025
 Interview Length 25 minutes
 Sample Size n=361
 Margin of Error ± 5.09%
The data have been weighted to reflect the actual population characteristics of likely voters in the City of Belmont in terms of their gender, age, and political party type. 198
Page
3 July 2025
Key Findings
199

July 2025
Belmont Residents Highly Satisfied With
Their Quality of Life
Very satisfied

48.9%
Somewhat
satisfied

41.5%
Somewhat
dissatisfied

7.4%
Very
dissatisfied

1.6%
DK/NA

0.6%
Total Satisfied = 90.4%
200

July 2025
0% 20% 40% 60% 80% 100%
6/15 Survey
11/15 Voters
4/20 Survey
11/20 Voters
6/23 Survey
11/24 Voters
5/24 Survey
11/24 Voters
7/25 Survey
11/26 Voters

25.2%

29.9%

19.4%

17.6%

33.9%

44.8%

44.3%

50.4%

47.5%

45.7%

17.1%

8.7%

16.2%

14.2%

13.2%

3.2%

4.8%

5.9%

5.4%

3.8%

9.7%

12.3%

8.0%

15.3%

3.5%
Very favorable Somewhat favorable Somewhat unfavorable Very unfavorable DK/NA Resident Satisfaction With City Provision of
Services Increased to Pre-Pandemic Levels

69.8%

74.2%

70.0%

65.1%

79.6%
201

July 2025
0% 20% 40% 60% 80% 100%
6/15 Survey
11/15 Voters
4/20 Survey
11/20 Voters
6/23 Survey
11/24 Voters
5/24 Survey
11/24 Voters
7/25 Survey
11/26 Voters

15.5%

16.8%

14.1%

13.8%

13.4%

36.6%

32.7%

40.8%

43.9%

48.5%

17.6%

14.4%

20.6%

16.6%

12.9%

11.0%

9.8%

8.7%

9.0%

6.6%

19.2%

26.4%

15.8%

16.7%

18.6%
Very favorable Somewhat favorable Somewhat unfavorable Very unfavorable DK/NA Residents Favorability Rating of the City’s
Management of Public Funds Highest in Decade

54.9%

52.1%

49.5%

57.7%

61.9%
202

July 2025
Uninformed Hypothetical Support for
Community Center Measure
Belmont Community Center Safety
and Services Measure. Shall the
ordinance providing funding for and
maintaining supervised children’s
play and youth, teen/ adult programs,
childcare, afterschool/ senior
programs in a disabled accessible,
fire/ earthquake resistant community
center, usable as an emergency
health/ disaster relief facility, be
adopted levying 33 cents per
residential and 54 cents per
commercial per building square foot
in the city, providing $7,100,000
annually, until ended by voters, with
senior exemptions, independent
audits?
Probably No

10.7%
DK/NA

17.0%
Definitely No

14.7%
Definitely Yes

22.4%
Probably Yes

35.2%
Total Support

57.6%
203

July 2025
Impact of Information
204

July 2025
Respondents Prioritize Outcomes of Upgrades
and Basic Safety Repairs
Note: The above rating questions have been abbreviated for charting purposes, and responses were recoded to calculate mean scores:
“Much More Likely” = +2, “Somewhat More Likely” = +1, “No Effect” = 0, “Somewhat Less Likely” = -1, and “Much Less Likely” = -2.

Somewhat
More Likely
Somewhat
Less Likely
Much Less
Likely
-2 -1 0 1 2
L. Maintain facilities so they don't fall into disrepair and deteriorate
J. Maintain senior services including health, fitness,
nutrition, wellness, and transportation programs
I. Maintain childcare and supervised after-school programs for children and teens
B. Provide a disaster relief and emergency center, meeting earthquake and fire safety standards
D. Provide parks and a multi-generational center for
youths, teens, adults and seniors
F. Provide sports courts and fields for youth, teen and adult sports and a safe children's play area
H. Create and maintain multi-generational, sports, arts and crafts, fitness, and health and wellness programs for
youths, teens, adults and seniors

0.87 0.89

0.91 0.92

0.95 0.98

0.98 Much More
Likely

75.9%

71.7%
Tier 1
205

July 2025
Respondents Priorities For Community
Center (Continued)
Note: The above rating questions have been abbreviated for charting purposes, and responses were recoded to calculate mean scores:
“Much More Likely” = +2, “Somewhat More Likely” = +1, “No Effect” = 0, “Somewhat Less Likely” = -1, and “Much Less Likely” = -2.

Somewhat
More Likely
Somewhat
Less Likely
Much Less
Likely
-2 -1 0 1 2
O. Provide a community wellness center
G. Provide new outdoor walking paths, community
gardens and picnic areas
M. Provide community services, such as meal programs,
health screenings, and flu shots
A. Provide local recreational facilities and services
N. Provide youth mental health and wellness services and programs
C. Provide adult lap swimming, recreational and leisure swimming, and youth water play facilities
K. Provide an evacuation center during emergencies such as earthquakes, wildfires and floods
E. Update the community center to meet current
earthquake and fire safety standards

0.62 0.74

0.75 0.77

0.78 0.79

0.85 0.86
Much More
Likely
Tier 2

69.6%

61.9%

68.7%

67.9%
Tier 1
206

July 2025
Informational Statements that Focus on Local
Control, Matching Funds, & the Age of the Center
Have the Strongest Salience
Note: The above rating questions have been abbreviated for charting purposes, and responses were recoded to calculate mean scores:
“Much More Likely” = +2, “Somewhat More Likely” = +1, and “No Effect” = 0. 0 1 2
L. The existing community center, faces leaks and
structural deterioration. To ensure it can safely serve our community for generations to come, we must bring it up
to modern earthquake, electrical, fire safety, and…
V. None of the money raised by the measure would be
used for City administrator salaries
X. The more than 75 year old recreation center is bursting at the seams and cannot meet current demand for
programs. This measure would provide an updated space
that can meet the current demand for senior, adult, teen… U. The funds raised by this measure cannot be taken by
Sacramento or by the Federal Government's Department
of Government Efficiency or DOGE
F. The measure could be used to get matching funds from the State or County, so Belmont taxpayers don't have to shoulder the entire burden

1.26 1.27

1.29 1.29

1.29 No Effect Somewhat
More Likely
Much More
Likely
Tier 1

79.0%

76.9%
207

July 2025
Informational Statements (Continued)
Note: The above rating questions have been abbreviated for charting purposes, and responses were recoded to calculate mean scores:
“Much More Likely” = +2, “Somewhat More Likely” = +1, and “No Effect” = 0. 0 1 2
H. Developer fees paid on new construction will help pay for the new community center so taxpayers don't shoulder all of the burden
G. Large employers will pay their fair share to enhance Belmont's local recreational and program facilities
B. The measure will give Belmont local control over local funds for local needs - allowing Belmont to be self-reliant and requiring that our tax dollars are spent for Belmont residents. No funds can be taken by Sacramento
Q. The current community center is more than 75 years
old and was built as a school, and it is well beyond its useful life. We need an updated facility built for the
Belmont community of today that meets current…
W. More than 1,700 local Belmont youths attend programs at the community center every week and hundreds
participate in outdoor sports every day. They need a safe, repaired community center that has capacity for these…

1.22 1.24

1.25 1.25

1.25 No Effect Somewhat
More Likely
Much More
Likely
Tier 1

76.8%

75.4%
208

July 2025
Informational Statements (Continued)
Note: The above rating questions have been abbreviated for charting purposes, and responses were recoded to calculate mean scores:
“Much More Likely” = +2, “Somewhat More Likely” = +1, and “No Effect” = 0. 0 1 2
AA. The measure would provide residents an evacuation
center in the case of wildfire threats (like the Los Angeles fires), earthquakes, or other natural disasters
O. This measure will continue Belmont's high standards
for fiscal accountability and transparency by requiring that any money generated must be spent only on the
specified projects, and not for any other purpose
N. None of the money can be taken by the U.S.

Government or the State of California
C. This measure will ensure that critical safety and
program upgrades will be addressed, without taking
critical funds from services like 911 response, road and pothole repair, or fire safety
D. This measure includes independent citizens' oversight, mandatory financial audits, and yearly reports to the
community to ensure the funds are spent responsibly for community priorities

1.18 1.18

1.19 1.20

1.21 No Effect Somewhat
More Likely
Much More
Likely
Tier 1

72.3%

71.8%
209

July 2025
Informational Statements (Continued)
Note: The above rating questions have been abbreviated for charting purposes, and responses were recoded to calculate mean scores:
“Much More Likely” = +2, “Somewhat More Likely” = +1, and “No Effect” = 0. 0 1 2
K. Seniors would be exempt from this measure, helping
them age in place
E. The measure will provide active recreation programs
for seniors, adults, teens and children
Y. This measure will maintain supervised after-school
recreation and educational programs including mentoring and tutoring, that keep youths and teens off the streets and out of trouble
I. The old and outdated community center is in disrepair and does not match the needs of Belmont's current
community. Residents need a community center with
current amenities and space for use by local seniors,
youths and families

1.11 1.14

1.17 1.17
No Effect Somewhat
More Likely
Much More
Likely
Tier 1

74.2%

65.1%
210

July 2025
Informational Statements (Continued)
Note: The above rating questions have been abbreviated for charting purposes, and responses were recoded to calculate mean scores:
“Much More Likely” = +2, “Somewhat More Likely” = +1, and “No Effect” = 0. 0 1 2
J. The current community center serves as a place for
seniors to gather, exercise, and participate in community events safely
A. Belmont needs a disaster relief and emergency center in case of a medical catastrophe, natural disaster, school emergency, or any other state of emergency
T. In an emergency such as wildfire or earthquake, we
need a safe space to shelter from extreme weather, charge electronic devices and obtain information and help. This measure will help build a center that integrates these
needs to serve our community...

M. A safe and updated community center is necessary to
maintain the programs our residents desire in a center
that serves all ages, is accessible to all, and can provide relief and resources during an emergency

1.09 1.09

1.10 1.11
No Effect Somewhat
More Likely
Much More
Likely
Tier 1

69.8%

69.5%
211

July 2025
Informational Statements (Continued)
Note: The above rating questions have been abbreviated for charting purposes, and responses were recoded to calculate mean scores:
“Much More Likely” = +2, “Somewhat More Likely” = +1, and “No Effect” = 0. 0 1 2
S. The measure would help Belmont prepare for natural
disasters due to climate change including flooding,
mudslides, and wildfires
P. The updated community center will provide low cost
after school enrichment and tutorial programs for
children, and facilitate greater school and city
collaboration to enhance quality learning
Z. The updated community center can be a safe
community space during extreme weather and air quality
events, providing cooling, heating and smoke free air
R. The City of Belmont has not had a community pool for decades. This measure provides funding to meet the
current needs of Belmont residents and would provide
space for adult lap swimming, youth swim lessons and
locker rooms

1.04 1.06

1.07 1.08
No Effect Somewhat
More Likely
Much More
Likely
Tier 2

64.1%

65.1%
212

July 2025
Critical Statements
 The survey also tested the impact of several critical statements and found that the key issues were the measure’s sunset; the additional amount an average homeowner might pay; City promises with respect to earlier revenue enhancement measures; economic uncertainty associated with tariffs, inflation and interest rates; debate over the cost of community center improvements; and the City’s use of available funds.
213

July 2025
After Information Hypothetical Support for
Community Center Measure Stays Stable
0% 20% 40% 60% 80% 100%
Initial
Test
Final Test

22.4%

20.8%

35.2%

42.5%

10.7%

13.3%

14.7%

16.0%

17.0%

7.4%
Definitely Yes Probably Yes Probably No Definitely No DK/NA/[Not sure]

63.3%
Belmont Community Center Safety
and Services Measure. Shall the
ordinance providing funding for and
maintaining supervised children’s
play and youth, teen/ adult
programs, childcare, afterschool/
senior programs in a disabled
accessible, fire/ earthquake
resistant community center, usable
as an emergency health/ disaster
relief facility, be adopted levying 33
cents per residential and 54 cents
per commercial per building square
foot in the city, providing $7,100,000
annually, until ended by voters, with
senior exemptions, independent
audits?

57.6%
214

July 2025
Reducing Rate of Residential Levy May
Increase Hypothetical Support for Measure
Instead of levying 33 cents per
residential and 54 cents per
commercial square foot of building
space to provide funding for and
maintaining supervised children’s
play and youth, teen and adult
programs, childcare, afterschool and
senior programs in a disabled
accessible, fire and earthquake
resistant community center, usable as
an emergency health and disaster
relief facility, an alternative measure
would levy 26 cents per residential
and 43 cents per commercial square
foot of building space.

Probably No

12.6%
DK/NA

8.5%
Definitely No

14.8% Definitely Yes

26.3%
Probably Yes

37.8%
Total Support

64.1%
215

July 2025
Respondents Appear to Prefer Retaining
the Power To End Measure Themselves
Instead of levying a per square foot
parcel fee until ended by voters to
provide funding for and maintaining
supervised children’s play and youth,
teen and adult programs, childcare,
afterschool and senior programs in a
disabled accessible, fire and
earthquake resistant community
center, usable as an emergency health
and disaster relief facility, an
alternative measure would levy the
parcel fee for 30 years.

Probably No

17.1%
DK/NA

12.8%
Definitely No

16.1%
Definitely Yes

25.3%
Probably Yes

28.7%
Total Support

53.9%
216

July 2025
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
4/20 Survey
11/20 Voters
6/23 Survey
11/24 Voters
5/24 Survey
11/24 Voters
7/25 Survey
11/26 Voters

32.9%

20.5%

25.1%

15.3%

16.6%

40.1%

49.1%

27.5%

42.6%

32.1%

20.8%

45.4%

7.8%

7.3%

5.0%

11.8%
Better About the same Worse DK/NA
Opinion on Future Direction of the
Economy
217

July 2025
www.godberesearch.com
California and Corporate Offices
1220 Howard Avenue, Suite 250
Burlingame, CA 94010
Nevada Office
59 Damonte Ranch Parkway, Suite B309
Reno, NV 89521
218

Long Range Planning Update - Staff Report

STAFF REPORT
Meeting Date: August 26, 2025
Agency: City of Belmont
Staff Contact: Laura Russell, Deputy Community Development Director Agenda Title: Long Range Planning Update
Agenda Action: For Information Only
Recommendation
Receive an update on the long-range planning efforts currently underway by the Community Development Department.

Strategic Focus Area
Economic Development and Housing
Background
The Community Development Department is tasked with managing multiple long-range planning efforts to update the City’s policy framework to promote economic development, support a diversity of housing choices, enhance community resiliency, and comply with evolving State and regional requirements. Staff balance the workload of these efforts along with the processing of current development applications.

Analysis
At the August 26, 2025, City Council meeting, Community Development will present an update on a suite of major long-range planning initiatives that together are shaping Belmont’s path forward. These efforts represent a sustained commitment to building a resilient, vibrant, and livable community for generations to come. The update will highlight progress on:
• Harbor Industrial Area Specific Plan – advancing a vision for economic vitality and new opportunities.
• Regional Commercial Zoning Update – modernizing standards to strengthen the City’s US-101 corridor.
• Corridor Mixed Use Zoning Update – fostering dynamic, walkable areas with housing and business options.
• General Plan Safety Element Update – ensuring community preparedness and resilience in the face of natural hazards.
• Climate Action and Adaptation Plan Update – reducing emissions and adapting to climate impacts. 219

Long Range Planning Update - Staff Report
• General Plan Housing Element Implementation – delivering on housing commitments to meet state requirements and community needs.
• MTC’s Transit-Oriented Communities (TOC) Compliance – aligning with regional goals to support sustainable growth and mobility.

These parallel efforts reflect the City’s focus on keeping momentum, staying proactive, and building a thoughtful framework that protects Belmont’s character while opening new pathways for the community’s future quality of life.

Alternatives
None; for information only.

Attachments
None.

Fiscal Impact
☒ No Fiscal Impact
There is no direct fiscal impact related to this informational report. Long-range planning activities are generally accounted for in the General Plan Maintenance Fund.
☐ Funding Source Confirmed:

Source: Purpose: Public Outreach:

Council Council Vision/Priority Posting of Agenda
220