Campbell City Council
September 5, 2023

City Council Agenda
City of Campbell, 70 N. First St., Campbell, California

NOTE: To protect our constituents, City officials, and City staff, the City requests all members of the public follow the guidance of the California Department of Health Services', and the County of Santa Clara Health Officer Order, to help control the spread of COVID -19. Additional information regarding COVID-19 is available on the City's website at www.campbellca.gov.

This City Council Regular meeting will be conducted in person as well as telecommunication and is compliant with provisions of the Brown Act.

The City Council meeting will be live -streamed on Channel 26 or Channel 88, the City's website and on YouTube https://www.youtube.com/user/CityofCampbell for those who only wish to view the meeting.

Those members of the public wishing to provide public comment virtually are asked to register in advance at: https://www.campbellca.gov/signup. After registering, you will receive a confirmation email containing information about joining the meeting. Members of the public may attend the meeting in person at Campbell City Hall - Council Chambers.

Public comment will also be accepted via email at [email protected] prior to the start of the meeting. Written comments will be posted on the website and distributed to the Counci l. If you choose to email your comments, please indicate in the subject line “FOR PUBLIC COMMENT” and indicate the item number.

REGULAR MEETING OF THE CAMPBELL CITY COUNCIL
Tuesday, September 5, 2023 7:30 p.m.

City Hall Council Chamber – 70 N. First Street

CALL TO ORDER

ROLL CALL

PLEDGE OF ALLEGIANCE

SPECIAL PRESENTATIONS AND PROCLAMATIONS

1. Acceptance of Donat ion for AED Devices from the Chian Family (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution accepting the donation of $8,099.65, from the Chian Family to be applied to the City's Automated External Defibrillator (AE D) program and directing the Finance Director to prepare an associated budget adjustment.

COMMUNICATIONS AND PETITIONS

ORAL REQUESTS
NOTE: This portion of the meeting is reserved for persons wishing to address the City Council on any matter not on the agenda. Persons wishing to address the Council are requested, but not required to complete a Speaker’s Card. Speakers are limited to two (2) minutes. The law generally prohibits the Council from discussion or taking action on such items. However, the Council may instruct staff accordingly regarding Oral Requests.

COUNCIL ANNOUNCEMENTS

CONSENT CALENDAR
NOTE: All matters listed under consent calendar are considered by the City Council to be routine and will be enacted by one motion. There will be no separate discussion of these items unless a request is made by a member of City Council, City staff, or a member of the public.

Any person wishing to speak on any item on the consent calendar should ask to have the item removed from the consent calendar prior to the time the Council votes to approve. If removed, the item will be discussed in the order in which it appears.

2. Minutes of City Council Special Meeting of July 20, 2023 Recommended Action: Approve the special meeting minutes of July 20, 2023.

3. Minutes of City Council Executive Session Meeting of August 15, 2023 Recommended Action: Approve the executive session meeting minutes of August 15, 2023.

4. Minutes of City Council Regular Meeting of August 15, 2023 Recommended Action: Approve the regular meeting minutes of August 15, 2023.

5. Approving Bills and Claims
Recommended Action: Approve the bills and claims in the amount of $1,179,220.36

6. Monthly Investment Transactions Report (July 2023)
Recommended Action: That the City Council review and accept the Monthly Investment Transactions Report for July 2023.

7. Monthly Treasurer's Report (July 2023)
Recommended Action: That the City Counc il review and accept the Monthly Treasurer’s Report for the month ended July 31, 2023.

8. Accept Improvements for the Harriet Avenue Sidewalk Improvements Project 20-GG and File Notice of Completion (Resolution/Roll Call Vote) Recommended Action: That th e City Council adopt a resolution accepting the improvements for the Harriet Avenue Sidewalk Improvements Project No. 20 - GG; directing the City Engineer to file the Notice of Completion; and authorizing the Finance Director to perform a budget adjustment.

9. Resolution Approving an Agreement with Environmental Services, Inc. (ESI) to Provide Equipment and Labor Services, in an Amount N ot to Exceed $58,900, for Completion of the Campbell Community Center (CCC) – Building a HVAC Control Project (No. 24 -AA) and Dispense with Bidding Requirements as Authorized in Campbell Municipal Code Sections 3.20.030 (7) (8); and Authorization for the C ity Manager to Execute Said Agreement

as Specified in Campbell Municipal Code Section 3.20.100 (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution: 1) approving an agreement with Environmental Services, Inc. (ESI) to provide equipment and labor services, in an amount not to exceed $58,900, for completion of the Campbell Community Center (C CC) - Building A HVAC Control project (No. 24 - AA); 2) dispensing with bidding requirements as authorized in Campbell Municipal Code Sections 3.20.030 (7) (8); and 3) authorizing the City Manager to execute said agreement as specified in Campbell Municipal Code Section

3.20.100.

10. Resolution Approving an Agreement with Environmental Services, Inc. (ESI) to Provide Equipment and Labor Services, in an Amount Not to Exceed $127,595, for Completion of the City Hall – HVAC Chiller Replacement Project (No. 24-UU); and Authorization for the City Manager to Execute Said Agreement as Specified in Campbell Municipal Code Section

3.20.100 (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution: 1) approving an agreement with Environm ental Services, Inc. (ESI) to provide equipment and labor services, in an amount not to exceed $127,595, for completion of the City Hall - HVAC Chiller Replacement Project (No. 24-UU); and 2) authorizing the City Manager to execute said agreement as specif ied in Campbell Municipal Code Section 3.20.100

11. Resolution Approving an Agreement with Environmental Services, Inc. (ESI) to Pro vide Equipment and Labor Services, in an Amount Not to Exceed $78,265, for Completion of the Campbell Community Center (CCC) – Heritage Theatre Boiler Replacement Project (No. 24 -OO) and Dispense with Bidding Requirements as Authorized in Campbell Municipa l Code Sections 3.20.030 (7) (8); and Authorizing the City Manager to Execute Said Agreement as Specified in Campbell Munici pal Code Section 3.20.100 (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution: 1) approving a n agreement with Environmental Services, Inc. (ESI) to provide equipment and labor services, in an amount not to exceed $78, 265, for completion of the Campbell Community Center (CCC) - Heritage Theatre Boiler Replacement Project (No. 24 -OO); 2) dispensing with bidding requirements as authorized in Campbell Municipal Code Sections 3.20.030 (7) (8); and 3) authorizing the City Manager to execute said agreement as specified in Campbell Municipal Code Section 3.20.100.

12. Approve Amendment #2 to the Consultant Services Agreement with Krisch & Company for Payroll Operations Support and System Implementation Services (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution approving a contract amendment and authorizing the City M anager to approve and execute amendment #2 to the Consultant Services Agreement with Krisch & Company for payroll operations support and system implementation services.

13. Authorization of an Amendment to an Existing Joint Exercise of Powers Agreement and Cooperation Agreement with the County of Santa Clara to Undertake or Assist in the Undertaking of Activities Pursuant to Ti tle I of the Housing and Community Development Act (PLN -2023-150) (Resolution/Roll Call Vote)
Recommended Action: That the City Co uncil adopt a Resolution approving an Amendment to an existing Joint Exercise of Powers Agreement and Cooperation Agreement (JPA) with the County of Santa Clara to undertake or assist in the undertaking of activities pursuant to Title I of the Housing and Community Development Act as well as subsequent Amendments to the JPA to satisfy HUD requirements or comply with state and/o r federal law; and authorizing the City Manager to execute the Amendment and necessary subsequent amendment to comply with HUD requirements and state and federal law .

14. Authorize the Execution of a Contract for the Preparation of an Affordable Housing a nd Commercial Linkage Fees Nexus Study (PLN -2023-85) (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a Resolution approving a Consultant Services Agreement with BAE Urban Economics for the preparation of an Affordable Housing and Commercial Linkage Fees Nexus Study and authorizing the City Manager to execute the agreement.

PUBLIC HEARINGS AND INTRODUCTION OF ORDINANCES
NOTE: Members of the public may be allotted up to two (2) minutes to comment on any public hearing item. Applicants/Appellants and their representatives may be allotted up to a total of five (5) minutes for opening statements and up to a total of three (3) minutes maximum for closing statements. Items requested/recommended for continuance are subject to Council’s consent at the meeting.

15. Public Hearing to Consider an Appeal of the Planning Commission’s Denial of a Conditional Use Permit wit h Site and Architectural Review to Allow Reconstruction of a Shell Gasoline Service Station with an Expanded Convenience Sto re Including Off -Site Alcohol Beverage Sales, a Drive - Through Carwash, and 24 -Hour Operational Hours; and a Tree Removal Permit Remo val of All On -Site Trees, for Property Located at 570 E.

Hamilton Avenue. File No.: PLN-2022-44 (Resolution/Roll Call Vote) Recommended Action: That the City Council adopt a resolution denying the appeal and upholding the Planning Commission's denial of a Conditional Use Permit with Site and Architectural Review and a Tree Removal Permit.

NEW BUSINESS

16. Approval of the Fisc al Year (FY) 2023 -24 City of Campbell Investment Policy Update (Resolution/Roll Call Vote)
Recommended Action: It is recommended t hat the City Council adopt a Resolution approving the annual update to the City’s Investment Policy.

17. Consider Nominating New Priority Development Areas (PDAs) and Priority Sites to be Included in Plan Bay Area 2050+ for Future Planning,

Infrastructure, and Housing Funding Opportunities (PLN -2023-91) (Resolution / Roll Call Vote)
Recommended Action: That the City Council a dopt a Resolution amending the boundaries of the Central Campbell Redevelopment Area Priority Development Area (PDA), renaming the C entral Campbell Redevelopment Area Priority Development Area (PDA) the Central Campbell Priority Development Area (PDA) and establishing the Hamilton Avenue Precise Plan as a new Priority Development Area (PDA) as set forth in Option 1, and nominating all sites included in Table 2 as Priority Sites.

18. Resolution Amending the Agreement for City Manager Services (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a Resolution amending the Agreement for City Manager Services to pro vide for a merit increase and a cost - of-living adjustment, if certain conditions exist; and, updating the Salary Schedule to reflect the increase in the City Manager's compensation.

19. Resolution Amending the City Clerk Services Agreement (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a Resolution amending the Agreement for City Clerk Services to provide for a merit increase; provide for full coverage of health insurance premiums for the City Clerk and her dependents; provide for a longer severance pay period; and provide for an annual performance evaluation in the month of June.

20. Designation of Voting Delegate and Alternate for 2023 League of California Cities Annual Conference
Recommended Action: That the City Council d esignate a Voting Delegate and Alternate(s) for the League of California Cities Annual Conference General Business Meeting to be held on September 20-22, 2023.

UNFINISHED BUSINESS

21. Economic Development Strategy Plan Update
Recommended Action: That the City Council receive and accept the report for the Economic Development Strategy Plan Update.

COUNCIL COMMITTEE REPORTS

22. Accept Resignations of Renee Small and Matt Schroeder from the Bicycle and Pedestrian Advisory Committee (BPAC)
Recommended Acti on: That the City Council accept the resignation of Renee Small and Matt Schroeder from the Bicycle and Pedestrian Advisory Committee and direct the City Clerk to advertise the Notice of Unscheduled Vacancy for the remainder of the current term and a ful l term, with a term expiration of August 2028.

23. Council Committee Reports

Recommended Action: That the City Council re port on activities from their committee assignments.

ADJOURN
IMPORTANT NOTICE: Materials related to an item on this agenda submitted to the City Council after distribution of the agenda packet are available for public inspection with the agenda packet in the lobby of City Clerk’s Office, 70 N. First Street, Campbell, CA 95008, during normal business hours. These materials will also be available on the City website at https://www.ci.campbell.ca.us/agendacenter with the agenda packet following the last item of the agenda, subject to staff’s ability to post the documents prior to t he meeting. All documents not posted prior to the meeting will be posted the next business day.

In compliance with the Americans with Disabilities Act, listening assistive devices are available for all meetings held in the City Council Chambers. If you require accommodation, please contact the City Clerk’s Office, (408) 866-2117, at least one week in advance of the meeting.

City
Council
Report

TITLE: Acceptance of Donation for AED Devices from the Chian Family (Resolution/Roll Call Vote)

RECOMMENDED ACTION

That the City Council adopt a resolution accepting the donation of $8,099.65, from the Chian Family to be applied to the City's Automated External Defibrillator (AED) program and directing the Finance Director to prepare an associated budget adjustment.

BACKGROUND

In October of 2022, the City of Campbell (City) Police Department responded to a medical emergency at the Campbell Community Center. Ryan Chian, a 15 -year-old athlete practicing basketball with his teammates collapsed due to Sudden Cardiac Arrest (SCA). When the P olice Department arrived on scene, they learned that Recreation and Community Service s Department lifeguards had provided on scene medical attention, initiated CPR , and readied an Automated External Defibrillator ( AED) for use . The quick actions of the se lifeguards, along with the First Responders’ involvement, coupled with the AED, all played a pivotal role in Ryan Chian’s miraculous recovery.

The Police Department responded to over 1800 medical calls in 2022, and among these calls, many involved the use of CPR and/or an AED.

In an effort to update the City ’s AEDs that were at the end of their life cycle, in January 2023, the City signed a contract with Avive Solutions, a manufacturer of state-of-the-art AEDs, to provide needed AEDs to the City, as more fully detailed below.

DISCUSSION

On behalf of the City, t he Police Department researched potential manufacturers to provide replacement AEDs, and recommended Avive Solutions. Avive Solutions AEDs employ GPS technology to swiftly locate the nearest AED device within the City, with the goal of increasing the likelihood of a positive outcome. On September 5 th, 2023, the Police Department will be deploying 30 Avive Solutions AEDs throughout City facilities and in Police Department vehicles.

Item: 1
Category: SPECIAL PRESENTATIONS

AND PROCLAMATIONS
Meeting Date: September 5, 2023
1 Packet Pg. 7
Acceptance of Donation for AED Device Page 2 of 2
Out of appreciation for saving their son’s life, the Chian family reached out to the City to make a donation of AED devices to help City staff continue to save the lives of those in our community. If accepted, this $8 ,099.65 donation from the Chian Family will be applied to the City’s Avive contract for AEDs.

FISCAL IMPACT

This donation will save the City $8 ,099.65 that was previously budgeted for AED replacement in FY 2024.

ALTERNATIVES:

Do not accept donation and fund the AED program through the City budget.

Prepared by:

Ian White, Police Captain

Reviewed by:

Gary Berg, Police Chief

Approved by:

Angelique Gaeta, Assistant City
Manager

Attachment:
a. Chian Donation Resolution
b. Budget Adjustment Form
c. Avive AED Order
1 Packet Pg. 8

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL

AUTHORIZING THE ACCEPTANCE OF THE DONATION OF FUNDS FOR AVIVE SOLUTIONS AUTOMATED EXTERNAL DEFIBRILLATORS (AEDs) FROM THE

CHIAN FAMILY AND DIRECTING THE FINANCE DIRECTOR TO MAKE THE

ASSOCIATED BUDGET ADJUSTMENT

WHEREAS, In October of 2022, the Campbell Police Department responded to a medical emergency at the Campbell Community Center involving Ryan Chian, a 15 -year-old athlete practicing basketball with his teammates; and
WHEREAS, Ryan Chian collapsed due to Sudden Cardiac Arrest (SCA); and WHEREAS, The Life Guards and First responders involved, coupled with the Automated External Defibrillator ( AED), played a pivotal role in Ryan Chian’s miraculous recovery ; and
WHEREAS, In an effort to update the City’s AEDs that were at the end of their life cycle, in January 2023, the City signed a contract with Avive Solutions, who manufactures state- of-the-art AEDs; and
WHEREAS, On September 5 th, 2023, the Police Department will deploy 30 Avive Solutions AEDs throughout City facilities and in Police Department Vehicles; and WHEREAS, In appreciation for saving their son’s life, the Chian family wanted to make a donation of AEDs to the City to help continue to save the lives of those in our community; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Campbell authorizes the City to accept a donation of $8,099.65 from the Chian Family to be used towards the City’s contract with Avive Solutions for the purchase of needed AEDs; and directs the Finance Director to make the associated budget adjustment.

PASSED AND ADOPTED this 5th day of September, 2023, by the following roll call vote:

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:

APPROVED:

___________________________
Anne Bybee, Mayor

ATTEST:

____________________________
Andrea Sanders, City Clerk

1.a
Packet Pg. 9
Attachment: Chian Donation Resolution [Revision 1] (Acceptance of Donation for AED Device) City of Campbell
Request for Budget Adjustments
Department/Program Division Date Request No.

September 5, 2023 BA-3
Budget to be Reduced
Fund/Program Account Number Description Amount
Budget to be Increased
Fund/Program Account Number Description Amount

REVENUES
101.605 4965 Other Revenue -AED Donation 8,099.65
REASON FOR REQUEST - BE SPECIFIC:

Finance Director Police Chief City Manager
Police Department
Will Fuentes Gary Berg Brian Loventhal
Recognizes donation revenue from Chian Family to offset costs of AEDs. 101.605 - Field Services

1.b
Packet Pg. 10
Attachment: Budget Adjustment Form (Acceptance of Donation for AED Device)

1.c
Packet Pg. 11
Attachment: Avive AED Order (Acceptance of Donation for AED Device)

1.c
Packet Pg. 12
Attachment: Avive AED Order (Acceptance of Donation for AED Device)

CITY COUNCIL MINUTES
City of Campbell, 70 N. First St., Campbell, California

SPECIAL MEETING OF THE CAMPBELL CITY COUNCIL
Thursday, July 20, 2023 – 8:30 a.m.

Do
ubletree By Hilton Campbell/Pruneyard Plaza - Orchard Room 1995 S. Bascom Avenue, Campbell, CA 95008
This City Counci l mee ting was dul y notice d pursua nt to open meeting requirements of the Ralph M. Brown Act (G.C. Section 54956).

CALL TO ORDER
The City Council of the City of Campbell convened this day in the special meeting place, the City Hall Council Chamber, 70 N. First St., Campbell, California.

ROLL CALL
Attendee Name Title Status
Anne Bybee Mayor Present
Susan M. Landry Vice Mayor Present
Dan Furtado Councilmember Present
Sergio Lopez Councilmember Present
Elliot Scozzola Councilmember Present

PUBLIC COMMENT
There was no public comment.

NEW BUSINESS

1. City Council/Executive Team Retreat
Recommended Action: That the City Council conduct team building exercises with Executive Team staff.

Mike Messina of Messina & Associates, Inc.; C ity Manager, Brian Loventhal; Assistant City Manager Angelique Gaeta; City Attorney, Bill Seligmann City Clerk, Andrea Sanders; Human Resources Manager Jenny Le -Christensen; Information Technology Manager, Cecil Lawson; Public Works Director, Todd Capurso; Community Development Director, Rob Eastwood; Finance Director, Will Fuentes; Police Chief, Gary Berg; and Recreation & Community Services Director, Natasha Bissell were in attendance.

The City Council and Executive Team staff participated in team build ing 2 Packet Pg. 13
Minutes Acceptance: Minutes of Jul 20, 2023 8:30 AM (CONSENT CALENDAR)

Minutes of July 20, 2023 City Council Meeting Page 2
exercises led by Mr. Messina.

The City Council took recesses at 9:45 – 9:55 a.m.; 10:58 – 11:05 a.m.; and 12:15 – 1:05 p.m.

ADJOURN

Mayor Bybee adjourned the meeting at 5:05 p.m.

APPROVED:

ATTEST:

Anne Bybee, Mayor

Andrea Sanders, City Clerk

2 Packet Pg. 14
Minutes Acceptance: Minutes of Jul 20, 2023 8:30 AM (CONSENT CALENDAR)

CITY COUNCIL MINUTES
City of Campbell, 70 N. First St., Campbell, California

CITY COUNCIL EXECUTIVE SESSION
Tuesday, August 15, 2023 – 6:30 p.m.

Doetsch Conference Room
70 N. First Street, Campbell, California

This City Council meeting was duly noticed pursuant to open meeting requirements of the Ralph M. Brown Act (G.C. Section 54956).

CALL TO ORDER

The City Council of the City of Campbell convened this day in the special meeting place, at Campbell City Hall, 70 N. First Street, Campbell California in the Council Chambers.

ROLL CALL

Attendee Name Title Status
Sergio Lopez Councilmember Present
Elliot Scozzola Councilmember Present
Dan Furtado Councilmember Present
Susan M. Landry Vice Mayor Present
Anne Bybee Mayor Present

PUBLIC COMMENT

There was no public comment.

MOVE INTO CLOSED EXECUTIVE SESSION

A. Personnel

B. Litigation - CONFERENCE WITH LEGAL COUNCIL – ANTICIPATED LITIGATION Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of California Government Co de Section 54956.9: (One (1) potential case involving an active city employee who has the possibility of litigation for future medical services including the option for Medicare Set -Aside Agreement for future medical services related to the work injury.)

C. Real Property

D. Labor Negotiations

3 Packet Pg. 15
Minutes Acceptance: Minutes of Aug 15, 2023 6:30 PM (CONSENT CALENDAR)

Minutes of August 15, 2023 City Council Meeting Page 2 The City Council met in Executive Session to discuss Item B. City Manager Loventhal; City Attorney Seligmann; Human Resources Manager Le -Christensen; Police Chief Berg; and Testan Law Attorney, Richard Peoples (via Zoom) were in attendance.

ADJOURN
Mayor Bybee adjourned the meeting at approximately 6:50 p.m.

APPROVED:

ATTEST:

Anne Bybee, Mayor

Andrea Sanders, City Clerk

3 Packet Pg. 16
Minutes Acceptance: Minutes of Aug 15, 2023 6:30 PM (CONSENT CALENDAR)

CITY COUNCIL MINUTES
City of Campbell, 70 N. First St., Campbell, California

REGULAR MEETING OF THE CAMPBELL CITY COUNCIL
Tuesday, August 15, 2023 7:30 p.m.

City Hall Council Chamber – 70 N. First Street

This City Council meeting was duly noticed pursu ant to open meeting requirements of the Ralph M. Brown Act (G.C. Section 54956).

This meeting was recorded and can be viewed in its entirety at www.cityofcampbell.com/agendacenter.

CALL TO ORDER
The City Council of the City of Campbell convened this day in the regular meeting place, the City Hall Council Chamber, 70 N. First St., Campbell, California.

Mayor Bybee asked for a moment of silence for the Maui fire victims.

ROLL CALL
Attendee Name Title Status
Anne Bybee Mayor Present
Susan M. Landry Vice Mayor Absent
Dan Furtado Councilmember Present
Sergio Lopez Councilmember Present
Elliot Scozzola Councilmember Present

PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Mayor Bybee.

SPECIAL PRESENTATIONS AND PROCLAMATIONS
There were no special presentations and proclamations.

COMMUNICATIONS AND PETITIONS
There were no communications and petitions.

ORAL REQUESTS

Sean Mendelson, Campbell Resident, and climate activist spoke about Campbell ’s Climate Action Plan and supported the City of Campbell for th eir commitment to the plan.
4 Packet Pg. 17
Minutes Acceptance: Minutes of Aug 15, 2023 7:30 PM (CONSENT CALENDAR)

Minutes of August 15, 2023 City Council Meeting Page 2

Hannah Razban, Campbell Resident, and climate activist expressed her concerns over a changing climate and asked the Councilmembers for support with addressing cli mate challenges.

COUNCIL ANNOUNCEMENTS
I would like to take this opportunity to invite you to the annual State of the City Address.

Please join me as I discuss the city’s recent accomplishments and information on upcoming projects including Measure O. The State of the City address will be held at the Orchard City Banquet Hall on Wednesday, September 13. Doors open at 5:30 pm with the even t beginning promptly at 6:00 pm . Please RSVP to [email protected] by Wednesday, September 6.

The Campbell Library is offering Opioid Overdose Prevention Training on Thursday, August 17 from 7 :00 to 8 :00 pm at the Campbell Express Library . The training is designed for community members about how to re cognize an opioid overdose and how to safety administer the nasal spray commonly known as Narcan. Further details can be found at www.sccld.org.

City offices will be closed on Monday, September 4 in observance of the L abor Day holiday. Police and Emergency services will remain open to the public.

The Caregivers Count Conference is an annual virtual event designed for families and friends caring for loved ones. This conference features professio nal speakers covering wide ranging topics to support caregivers. The conference will be held ove r four consecutive weeks on September 9, 16, 23 and 30 will be from 10 :00 am to 12:00 pm.

For more information, or to register, please visit caregiverscount.net.

Back to School means sharing the road. As the school year begins, please remember to keep an eye out for young students who are walking or bicycling to school. Pay attention to school zones; avoid distractions, stay alert; take ex tra precaution when you’re behind or approaching a school bus and be pr epared for more traffic and for motorists making sudden stops. Help make our schools safe places to walk and bike.

CONSENT CALENDAR

Mayor Bybee asked if anyone wished to remove an item from the Consent Calendar.

The Consent Calendar was considered as follows:

1. Minutes of City Council Executive Session Meeting of July 31, 2023 Recommended Action : Approve the executive session meeting minutes of Jul y 31, 2023.

This action approves the executive session meeting minutes of July 31, 2023.

2. Minutes of City Council Regular Meeting of July 31, 2023 Recommended Action: Approve the regular meeting minutes of July 31, 2023.

This action approves the regular meeting minutes of July 31, 2023. 4 Packet Pg. 18
Minutes Acceptance: Minutes of Aug 15, 2023 7:30 PM (CONSENT CALENDAR)

Minutes of August 15, 2023 City Council Meeting Page 3

3. Approving Bills and Claims
Recommended Action: Approve the bills and claims in the amount of $1,872,877.04

This action approves the Bi lls and Claims in the amount of $1,872,877.04 as follows: Bills and Claims checks da ted July 17, 2023 , in the amount of $310,271.92; Bills and Claims dated July 21, 2023, in the amount of $1,286,368.14; Bills and Clai ms checks dated July 24, 2023 , in the a mount of $50,136.26; and Bills and Claims checks dated July 28, 2023, in the amount of $226,100.72.

4. Investment Report - Quarter Ending June 2023
Recommended Action: That the City Council approve the Investment Report for the quarter ending June 2023 and the report be noted and filed.

This acti on reviews and accepts the Investment Report for the quarter ending June 2023.

5. Monthly Treasurer's Report (June 2023)
Recommended Action: That the City Council review and accept the Monthly Treasurer’s Report for the month ended June 30, 2023.

This acti on reviews and accepts the Monthly Treasurer’s Report for the month ended June 30, 2023.

6. Resolution Approving Fourth Amendment to Agreement with Trio Community Meal s, LLC to Provide Catered Meals for the Senior Nutrition Program for Fiscal Year 2023-24 (Resolution/Roll Call Vote) Recommended Action: That the City Council a dopt a Resolution approving the Fourth Amendment to the Agreement with Trio Community Meals, LLC to provide catered meals for the Senio r Nutrition Program for Fiscal Year 2023-24 and authorize the City Manager to execute the Amendment.

Resolution 13030 approves the Fourth Amendment to the Agreement with Trio Community Meals, LL C to provide catered meals for the Senior Nutrition Program for Fiscal Year 2023-24 and authorizes the City Manager to execute the Amendment.

7. Amendment to the Classification and Salary Plan - Unhoused Specialist (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution amending th e Classification and Salary Plan to include the new classification of Limited Term Unhoused Specialist, adding a 1.0 full -time equivalent (FTE) to the City's approved position list for Unhoused Sp ecialist, and implementing a corresponding budget adjustment to shift funds from contractual services to salary and benefits accounts.

4 Packet Pg. 19
Minutes Acceptance: Minutes of Aug 15, 2023 7:30 PM (CONSENT CALENDAR)

Minutes of August 15, 2023 City Council Meeting Page 4 Resolution 13031 amends the Classification and Salary Plan to include the new classification of Limited Term Unhoused Specialist, adding a 1.0 full -time equivalent (FTE) to the City's approved position list for Unhoused Sp ecialist, and implements a corresponding budget adjustment to shift funds from contractual services to salary and benefits accounts.

M/S: Lopez/Scozzola - That the City Council approve the Consent Calendar.

The motion was adopted by the following roll call vote:

RESULT: ADOPTED [UNANIMOUS]
MOVER: Lopez
SECONDER: Scozzola
AYES: Bybee, Furtado, Lopez, Scozzola
ABSENT: Landry

PUBLIC HEARINGS AND INTRODUCTION OF ORDINANCES

There were no Public Hearings and Introduction of Ordinances.

NEW BUSINESS

8. Salary Schedule Update - August 15, 2023 (Resolution/Roll Call Vote) Recommended Action: That the City Council adopt a Resolution approving and confirming the Salary Schedule to comply with Califo rnia Public Employees’ Retirement System (CalPERS) statutory and regulatory requirements for compensation earnable and publicly available pay schedules.

City Manager Loventhal presented a staff report dated August 15, 2023.

There were no Counc il question s or comments. Mayor Bybee asked if anyone from the public wished to speak. There were no public comments.

M/S: Lopez/Scozzola – That the City Cou ncil adopt Resolution 13032 approving and confirming the Salary Schedule to comply with California Public Employees’ Retirement System (CalPERS) statutory and regulatory requirements for compensation earnable a nd publicly available pay schedules, including the desk item . The motion was ad opted by the following roll call vote:

RESULT: ADOPTED [UNANIMOUS]
MOVER: Lopez
SECONDER: Scozzola
AYES: Bybee, Furtado, Lopez, Scozzola
ABSENT: Landry

9. FY 2022 Annual Report of the Citizen's Bond Oversight Committee for Measure O
4 Packet Pg. 20
Minutes Acceptance: Minutes of Aug 15, 2023 7:30 PM (CONSENT CALENDAR)

Minutes of August 15, 2023 City Council Meeting Page 5 Recommended Action: That the City Council receiv e the FY 2022 Annual Report of the Citizen's Bond Oversight Committee for Measure O.

Citizen’s Bond Oversight Committee (COC) Chair Al Bito introduced the item and Vice Chair Anne Souza.

Vice Chair Anne Souza reported out on the previous COC meeting dated July 13, 2023.

Following the report, Mayor Bybee asked if anyone from the public wished to speak. There were no public comments.

M/S: Furtado/Scozzola – That the City Council received the FY 2022 Annual Report of the Citizen ’s Bond Oversight Committee for Meas ure O. The motion was adopted by the following roll call vote:

RESULT: ADOPTED [UNANIMOUS]
MOVER: Furtado
SECONDER: Scozzola
AYES: Bybee, Furtado, Lopez, Scozzola
ABSENT: Landry

UNFINISHED BUSINESS

10. Accept Grant from Destination Home for Capacity Building Grant to Fund an Unhoused Specialist Position (Resolution/Roll Call Vote) Recommended Action: That the City Council adopt a Resolution accep ting a Capacity Building grant from Desti nation Home in th e amount of $450,000 to fund an Unhoused Specialist position for a period of three years.

Community Development Dire ctor Eastwood presen ted a staff report dated August 15, 2023.

Destination Home representative Ray Bramson spoke about the grant.

Following Council questions, Mayor Bybee asked if anyone from the public wished to speak. There were no public comments.

Councilmember Lopez asked for clarification on why the position has transitioned from a contract position to a specialist p osition. Director Eastwood provided clarification, stating the sal aried position would be easier to fill with a higher caliber applicant.

Councilmember Scozzola expressed his thanks to the staff and felt thankful for the program.

4 Packet Pg. 21
Minutes Acceptance: Minutes of Aug 15, 2023 7:30 PM (CONSENT CALENDAR)

Minutes of August 15, 2023 City Council Meeting Page 6 M/S: Lopez/Scozzola – That the City Council adopt Resolution 13033 accepting a Capacity Building grant from Destination Home in th e amount of $450,000 to fund an Unhoused Specialist position for a period of three years. The motion was adopted by the following roll call vote:

RESULT: ADOPTED [UNANIMOUS]
MOVER: Lopez
SECONDER: Scozzola
AYES: Bybee, Furtado, Lopez, Scozzola
ABSENT: Landry

COUNCIL COMMITTEE REPORTS

11. Council Committee Reports
Recommended Action: That the City Council report on activities from their committee assignments.

Councilmember Furtado attended the statewide meeting of the CA Association of Sanitation Agencies.

Councilmember Scozzola attended the Silicon Valley Clean Energy meeting and the Santa Clara Valley Transportation Authority (VTA) Policy Advisory Committee meeting.

Councilmember Lopez participated in a press c onference in Cupertino to kick off the Santa Clara Valley Transportation Authority’s (VTA) “Vision Zero” for bicycle and pedestrian safety and he attended the Campbell Police Department ’s Recognition Ceremony retiring and swearing in of officers and K9s.

ADJOURN
Mayor Bybee adjourned the meeting at 8:09 PM
APPROVED:

ATTEST:

Anne Bybee, Mayor

Kristen Epolite, Deputy City Clerk

4 Packet Pg. 22
Minutes Acceptance: Minutes of Aug 15, 2023 7:30 PM (CONSENT CALENDAR)

City
Council
Report

TITLE: Approving Bills and Claims

RECOMMENDED ACTION

Approve the bills and claims in the amount of $1,179,220.36

DISCUSSION

The bills and claims that have bee n audited and approved by staff for payments made are as noted below:

Type Check Date Amount
Bills & Claims July 31, 2023 $235,387.76
Payroll August 03, 2023 $76,675.50
Bills & Claims August 04, 2023 $134,219.83
Bills & Claims August 07, 2023 $136,795.25
Bills & Claims August 11, 2023 $31,654.40
Bills & Claims August 14, 2023 $406,983.69
Payroll August 17, 2023 $37,627.96
Bills & Claims August 18, 2023 $119,875.97
Total $1,179,220.36

FISCAL IMPACT

Requested action does not require a budget ad justment. Adequate funding was available to cover all expenses as listed.

Prepared by:

Celia Deniz, Accounting Clerk II

Item: 5
Category: CONSENT CALENDAR
Meeting Date: September 5, 2023
5 Packet Pg. 23
Approving Bills and Claims Page 2 of 2
Approved by:

Angelique Gaeta, Assistant City
Manager
5 Packet Pg. 24
Reviewed by:

W
ill Fuentes, Finance Director

City
Council
Report
TITLE: Monthly Investment Transactions Report (July 2023)

RECOMMENDED ACTION
That the City Council review and accept the Monthly Investment Transactions Report for July 2023.

BACKGROUND
As required by California Government Code (GC) Section 53607, staff will submit to the City Council Monthly Investment Transaction Reports within 45 days of the prior month end that show a listing of investments purchased, sold, called, or that have reached maturity, along with any Local Agency Investment Fund ( LAIF) transfers. This is in addition to the Quarterly Investment Report, which shows a number of other items listed under Section VII.A of the City’s Investment Policy and has been historically prepared by staff and submitted to the City Council within 30 days from the end of the prior quarter.

DISCUSSION
This Monthly Investment Transaction Report covers July 2023. As shown in Attachment A , staff made two withdrawals from the City’s Local Agency Investment Fund (LAIF) for $2.8 million to manage weekly expenditures. LAIF interest earned for the quarter ending June was $582,000 and also posted to the City’s account in July.

The monthly LAIF investment rate rose to 3 .305%. Approximately $121,000 in BNY investment interest earned was deposited into the City’s Wells Fargo cash account.

Consistent with the recommended FY 2022-23 Investment Strategy approved by the City Council on August 1 6, 2022, staf f continues to watch for moderately longer-term investment opportunities outside of LAIF, as interest rates continue to rise to provide the highest yet still safe return s, consistent with the City’s Investment Policy. Please note that all investment purchases made adhere to the City’s Investment Policy.

FISCAL IMPACT
There is no fiscal impact associated with the review and acceptance of the Monthly Investment Transactions Report.

Item: 6
Category: CONSENT CALENDAR
Meeting Date: September 5, 2023
6 Packet Pg. 25
Monthly Investment Transactions Report (July 2023) Page 2 of 2 Prepared by:

John Formale, Accountant
Reviewed by:

Will Fuentes, Finance Director
Approved by:

Brian Loventhal, City Manager
Attachment:
a. Monthly Investment Activity Report-7.31.23
6 Packet Pg. 26

CITY OF CAMPBELL
Monthly Investment Transactions Report
July 1 to July 31, 2023
Account Trans. Date Jul 2023
LAIF - ******137
Average Monthly Yield 3.305%
Beginning Balance 74,999,417$
Transactions
Quarterly interest earned 07/19/2023 582,434
Withdrawal 07/21/2023 (2,000,000)
Withdrawal 07/27/2023 (750,000)
(2,167,566)
Ending Balance 72,831,851$
Account*** Trans. Date Jul 2023
Bank of New York (BNY) - ******818
Beginning Balance 26,999,860$
Ending Balance 26,999,860$
***BNY Investment interest received and posted to Wells Fargo cash account 120,875$

6.a
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Attachment: Monthly Investment Activity Report-7.31.23 (Monthly Investment Transactions Report (July 2023)) City
Council
Report
TITLE: Monthly Treasurer's Report (July 2023)

RECOMMENDED ACTION
That the City Council review and accept the Monthly Treasurer’s Report for the month ended July 31, 2023.

BACKGROUND
California government code section 41004 requires that the City Treasurer submits to the City Clerk and the legislative body a written report and accounting of all receipts, disbursements, and fund balances. The City of Campbell’s F inance Director has the responsibility of City Treasurer. This report is prepared to fulfill this requirement.

This report provides financial transaction data for the City of Campbell’s Funds collectively, including the City’s General (Operating) Fund.

DISCUSSION
This Monthly Treasurer’s Report details and summarizes receipts, disbursements, and fund balances for the month ended July 31, 2023. As shown in Attachment A, the City recognized $4 million in revenues and incurred $ 4 million in expenditures in total, for all City funds. The City’s overall ending fund balance for July 2023 is $ 99 million, a decrease of $2.8 million from the prior month.

For the month of July 2023, the City’s General Fund recognized $1.9 million in revenues and incurred $3.3 million in expenditures. The City’s ending General Fund balance for July 2023 is $20.8 million, a decrease of $2.6 million from the prior month.

FISCAL IMPACT
There is no fiscal impact associated with the review and acceptance of the Monthly Treasurer’s Report.

Item: 7
Category: CONSENT CALENDAR
Meeting Date: September 5, 2023
7 Packet Pg. 28
Monthly Treasurer's Report (July 2023) Page 2 of 2
Prepared by:

Carolina Vargas, Accountant
Approved by:

Angelique Gaeta, Assistant City
Manager
Attachment:
a. 2023.07 Fund Balance Report
7 Packet Pg. 29

City of Campbell
Changes in Total Fund Balance
For the month ended July 31, 2023
Beginning Fund
Balance
07/01/2023
Increase/
(Decrease)
Current
Revenue
Current
Expenditure
Transfer
In
Transfer
Out
Fund Balance
as of
07/31/2023
General Fund
Restricted Fund Balance - - - - - - -
-
Committed Fund Balance -
General Plan Update - - - - - - -
Compensated Absences 961,449.18 - - - - - 961,449.18 Liability insurance 105,930.00 - - - - - 105,930.00 Available Capital Improvement Reserve 1,144,790.00 - - - - - 1,144,790.00 Committed Capital Improvement Reserve 897,782.36 - - - - - 897,782.36 Community Center Facility 71,019.36 - - - - - 71,019.36 Heritage Theater 268,542.19 - - - - - 268,542.19 Historic Preservation - - - - - - -
-
Assigned Fund Balance -
Capital Projects (Construction Tax) 517,241.90 - - - - - 517,241.90 Unemployment insurance 90,000.00 - - - - - 90,000.00 PERS 2,252,000.00 - - - - - 2,252,000.00
OPEB 370,102.00 - - - - - 370,102.00
Encumbrances 988,517.81 - - - - - 988,517.81 -
Unassigned Fund Balance -
Unassigned 1,000,000.00 1,932,593.98 (3,334,499.03) - - (401,905.05) City Council Reserve 362,624.00 - - - - - 362,624.00 Economic fluctuations 9,955,452.00 - - - - - 9,955,452.00 Emergency 3,207,453.65 - - - - - 3,207,453.65 General Fund Total 22,192,904.45 - 1,932,593.98 (3,334,499.03) - - 20,790,999.40 Special Revenue
Vehicle Impact 3,302,284.43 - 97,979.82 - - - 3,400,264.25 Gas Tax 1,593,293.08 - 22,671.53 (111,701.08) - - 1,504,263.53 Asset Forfeiture 107,753.48 - 2,139.23 - - - 109,892.71 Lighting & Landscape District 1,493,032.12 - 26,339.21 (209,084.89) - - 1,310,286.44 Housing & Community Development 345.85 - - - - - 345.85 Environmental Services 449,939.27 - 82,004.33 (15,552.56) - - 516,391.04 Supplemental Law Enforcement 180,648.36 - 3,724.00 (11,118.48) - - 173,253.88 State & Other Grants (1,462,131.52) - - - - - (1,462,131.52) TDA Grant 417,956.48 - 7,748.00 - - - 425,704.48 Federal Grants 898,337.88 - 15,952.00 - - - 914,289.88 ARPA Fund (897,748.65) - 139,234.00 - - - (758,514.65) Housing Assistance 8,509,188.04 - 17,568.00 (26,025.58) - - 8,500,730.46 Community Restitution Fund 97,234.82 - 5,318.00 - - - 102,552.82 Community Facilities District #1 897.63 - 3.00 (960.55) - - (59.92) Community Facilities District #2 201,961.13 - 3,550.00 - - - 205,511.13 Parkland Dedication 4,594,726.14 - 122,965.00 - - - 4,717,691.14 Recreation - Private Grants 6,022.19 - 112.00 - - - 6,134.19 Adult Center 16,683.86 - 309.00 - - - 16,992.86 Special Revenue Fund Total 19,510,424.59 - 547,617.12 (374,443.14) - - 19,683,598.57 Debt Service
Measure O 4,123,176.64 - 62,096.00 - - - 4,185,272.64 LID #30 32,333.61 - 599.00 - - - 32,932.61 2016 Refunding Lease Revenue Bond 19,461.23 - 118.80 - - - 19,580.03 Debt Service Fund Total 4,174,971.48 - 62,813.80 - - - 4,237,785.28 Internal Service Fund
Motor Vehicle Pool 1,003,754.26 - 104,042.67 (42,643.10) - - 1,065,153.83 Information Technology Pool (934,589.55) - 98,054.65 (166,548.78) - - (1,003,083.68) Worker's Compensation 671,085.57 - 131,733.31 (3,586.16) - - 799,232.72 Internal Service Fund Total 740,250.28 - 333,830.63 (212,778.04) - - 861,302.87 Trust/Agency
Successor Agency 1,857,251.38 - 6,362.51 - - - 1,863,613.89 West Valley Solid Waste JPA 340,277.17 - 181,513.60 (82,043.12) - - 439,747.65 SCC Specialized Enforcement Team - - - - - - -
Trust/Agency Fund Total 2,197,528.55 - 187,876.11 (82,043.12) - - 2,303,361.54 Capital Project
Capital Projects Fund (2,653,646.36) - - (1,554.80) - - (2,655,201.16) Measure O CIP Fund 52,842,126.86 - 982,848.00 (21,477.81) - - 53,803,497.05 Capital Project Fund Total 50,188,480.50 - 982,848.00 (23,032.61) - - 51,148,295.89 Total City 99,004,559.85 - 4,047,579.64 (4,026,795.94) - - 99,025,343.55 *Fund balances are unaudited, and may not include all necessary adjustments. These figures will be updated in future reports once the FY 2022/23 independent audit is completed.

Fund Description

7.a
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Attachment: 2023.07 Fund Balance Report [Revision 1] (Monthly Treasurer's Report (July 2023)) City
Council
Report
TITLE: Accept Improvements for the Harriet Avenue Sidewalk Improvements Project 20 -GG and File Notice of Completion (Resolution/Roll Call Vote)

RECOMMENDED ACTION
That the City Council adopt a resolution accepting the improvements for the Harriet Avenue Sidewalk Improvements Project No. 20 -GG; directing the City Engineer to file the Notice of Completion; and authorizing the Finance Director to perform a budget adjustment.

BACKGROUND
On November 2, 2021, the City Council adopted Resolution No. 12779 approving the plans and specifications and authorizing the advertisement of bids for the Harriet Avenue Sidewalk Improvements Project 20 -GG. The project received a g rant from the Santa Clara County Vehicle Emissions Reductions Based at Schools (VERBS) program which is funded with Federal Highways Congestion Mitigation and Air Quality funds. The project objective was to provide facilities on Harriet Avenue between West mont Avenue and Van Dusen Lane for bicycling and walking to nearby schools by infilling missing pedestrian sidewalk on the west side of the street and installing bike sharrows along both directions of travel.

The Engineer’s Cost Estimate for the construc tion, including a 10% construction contingency, was $1,100,000. On June 16, 2022, the City of Campbell (City) received and opened two bid proposals. The two bids were from Redgwick Construction Company of Oakland and FBD Vanguard Construction, Inc. of Live rmore, with base bid amounts of $927,310 and $979,624, respectively.

Since the project is partially funded by federal funds, contractors are required to meet the project specific Disadvantage Business Enterprise (DBE) goal of 33.85%. The low bidder, Red gwick Construction Company submitted a DBE commitment of 18.2% (below project DBE goal) while FBD Vanguard Construction, Inc. provided a DBE commitment of 34.2%. To ensure project compliance with federal grant requirements, staff consulted with Caltrans w ho determined that the bid by Redgwick Construction Company must be rejected for failing to meet the project DBE goal. The determination was based on the DBE goal being achievable as demonstrated by FBD Vanguard Construction, Inc., whose DBE commitment exceeded the project DBE goal.

Item: 8
Category: CONSENT CALENDAR
Meeting Date: September 5, 2023
8 Packet Pg. 31
Accept Improvements for Harriet Avenue Sidewalk Improvements & File NOC Page 2 of 4 Hence, FBD Vanguard Construction, Inc. was awarded the project. The construction contract was fully executed on August 11, 2022.

DISCUSSION
In June of 2023, the Harriet Avenue Sidewalk Improvement project between Westmont Avenue and Van Dusen Lane was completed in accordance with the approved plans and specifications.

The project constructed 3,590 square -feet of sidewalk, eight (8) driveways, and four (4) curb ramps along the west side of the street, all of which comply wit h the Americans with Disabilities Act (ADA) accessibility guidelines. To provide proper drainage, new storm drain structures were installed along with repaving portions of the pavement on Harriet Avenue within the project limits. One streetlight was inst alled at the intersection of Harriet Avenue and Littleton Place. Fourteen (14) new street trees were planted along the areas with new sidewalks. Finally, pavement markings consisting of sharrows were installed along the northbound and southbound lanes fr om Westmont Avenue to Hacienda Avenue.

FISCAL IMPACT
The Project was completed under budget as outlined below:

SOURCE OF FUNDS
Budget Actual
Grant (VERBS) $1,000,000 $1,000,000
CIPR (local match) $ 355,000 $ 355,000
FY 2021 Bike/Ped Traffic Safety Improvement Project 21-QQ $ 22,914 $ 24,416 FY 2022 Bike/Ped Traffic Safety Improvement Project 22-DD $ 42,302 $ 42,302 FY 2022 Misc. Storm Drainage Improvement $ 33,746 $ 33,746 Utility Reimbursement $ 6,038 $ 1 9,225
TOTAL $1,460,000 $1,474,689

USE OF FUNDS
Budget Actual
Design $ 170,000 $ 152,832
Construction Engineering $ 190,000 $ 188,815
Construction Contract $1,100,000 $ 998,706
TOTAL $1,460,000 $1,340,353
Total Project Savings: $134,336
Two revenue sources require adjustments from the amounts reported in the November 2, 2021 City Council Report: 1) a higher than estimated final project carryover from 8 Packet Pg. 32
Accept Improvements for Harriet Avenue Sidewalk Improvements & File NOC Page 3 of 4 Project 21-QQ; and 2) a higher than estimated bid price for the a dditive alternate item for utility adjustments associated with the work for PG&E and West Valley Sanitation District (WVSD) of which the utilities will reimburse the City for the work plus a 15% administration cost. In total, the source of funds increased by $14,689. These changes in funding amounts will require a budget adjustment by the Finance Department.

Savings from the use of funds were realized by 1) unspent consultant services for material testing and labor compliance monitoring; 2) slightly lowe r total construction bid price compared to the final engineer’s cost estimate; and 3) not the entire 10% construction contingency was used. In total, the use of funds decreased by $119,647.

Therefore, the total project savings of $134,336 is available t o return to the Capital Improvement Program Reserve (CIPR).

Staff is recommending the City Council adopt a resolution accepting the improvements for the Harriet Avenue Sidewalk Improvements Project No. 20 -GG; directing the City Engineer to file the Notice of Completion; and authorizing the Finance Director to perform the necessary budget adjustment to reflect the actual revenues and expenditures and return the remaining project fund balance to the CIPR.

ALTERNATIVES
Do not accept improvements and budget adjustments and direct staff accordingly. As the project involves external funding, it was completed in accordance with those funding requirements. Therefore, any changes will have impacts on receiving the federal grant reimbursement.

Prepared by:

Amy Olay, City Engineer
Reviewed by:

Todd Capurso, Director of Public Works
Approved by:
8 Packet Pg. 33
Angelique Gaeta, Assistant City
Manager
Accept Improvements for Harriet Avenue Sidewalk Improvements & File NOC Page 4 of 4 Attachment:
a. Resolution
b. 20-GG Notice of Completion
c. Budget Adjustment Form
8 Packet Pg. 34
RESOLUTION NO. ________

ACCEPT THE IMPROVEMENTS FOR THE HARRIET AVENUE SIDEWALK IMPROVEMENTS PROJECT NO. 20-GG; DIRECT THE CITY ENGINEER TO FILE THE NOTICE OF COMPLETION; AND AUTHORIZE THE FINANCE DIRECTOR TO PERFORM A

BUDGET ADJUSTMENT
WHEREAS, the City Council adopted Resolution No. 12779 approving the plans and specifications, and authorizing the advertisement of bids for the Harriet Avenue Sidewalk Improvements Project 20-GG; and
WHEREAS, on June 16, 2022, the City of Campbell (City) received and opened two bid proposals from Redgwick Construction Company of Oakland and from FBD Vanguard Construction, Inc. of Livermore with base bid the amounts of $927,310 and $979,624, respectively; and WHEREAS, the project is part ially funded by a federal grant and as such, contractors are to provide a good faith effort to meet the project Disadvantage Business Enterprise (DBE) goal of

33.85%; and
WHEREAS, the low bidder, Redgwick Construction Company with a submitted DBE goal of

18.2%, failed to meet the project DBE goal; and
WHEREAS, Caltrans determined that the bid by Redgwick Construction Company must be rejected; and
WHEREAS, FBD Vanguard Construction, Inc. with a submitted DBE goal of 34.2% was awarded the project and the construction contract was fully executed on August 11, 2022; and WHEREAS, the project objective is to provide facilities on Harriet Avenue between Westmont Avenue and Van Dusen Lane for bicycling and walking to nearby schools; and WHEREAS, the project provided the following improvements:
• 3,590 square-feet of sidewalk, eight (8) driveways, and four (4) curb ramps along the west side of Harriet Avenue, all of which comply with the Americans with Disabilities Act (ADA) accessibility guidelines
• New storm drain structures for proper drainage
• One (1) streetlight at the intersection of Harriet Avenue and Littleton Place • Fourteen (14) street trees next to new sidewalks
• Road sharing pavement markings (sharrows) along the northbound and southbound lanes from Westmont Avenue to Hacienda Avenue; and
WHEREAS, the Harriet Avenue Sidewalk Improvement project was completed in accordance with the plans and specifications; and
WHEREAS, the project funding was increased by $14,689 as result of changes to the carryover amount from Project 21-QQ and an increase to Utility Reimbursement; and WHEREAS, the project was completed under budget with total project savings of $134,3 36 that are available to return to the Capital Plan Improvement Reserve (CIPR).

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell hereby accepts the improvements for the Harriet Avenue Sidewalk Improvements Project No. 20 -GG; directs the City Engineer to file the Notice of Completion; and authorizes the Finance Director to perform associated budget adjustments.

8.a
Packet Pg. 35
Attachment: Resolution (Accept Improvements for Harriet Avenue Sidewalk Improvements & File NOC) PASSED AND ADOPTED this ___ day of ___________ 2023, by the following roll call vote:

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:

APPROVED:
___________________________________
Anne Bybee, Mayor
ATTEST:
___________________________
Andrea Sanders, City Clerk

8.a
Packet Pg. 36
Attachment: Resolution (Accept Improvements for Harriet Avenue Sidewalk Improvements & File NOC) Revised 1/23/17
Recording Requested by
and when recorded, mail to:

City of Campbell
City Clerk’s Office
70 North First Street, City Hall – Upper Level
Campbell, CA 95008
(408) 866-2150

CITY OF CAMPBELL

NOTICE OF COMPLETION AND ACCEPTANCE

OF PUBLIC WORKS CONTRACT
(C.C.C. 3093)
This document is for the benefit of the City of Campbell. Request for the Recordation without fee is made in accordance with Section 6103 of the Government Code of the State of California.

Contractor’s Name: FBD Vanguard Construction, Inc. Contract Date:8/11/2022 Surety: Travelers Casualty and Surety Company of America Final Contract Amount: $998,705.55
Job Title: Harriet Avenue Sidewalk Improvements Project No. 20-GG, Federal Project No. CML-5306(032) Location: Harriet Avenue between Westmont Avenue and Van Dusen Lane in the City of Campbell, California.

Scope of Work: The project installed ADA compliant improvements including 3,590 square-feet of sidewalk, eight (8) driveways, and four (4) curb ramps along the west side of the street. Other improvements include new storm drain structures, one streetlight at the intersection of Harriet Avenue and Littleton Place, fourteen (14) new street trees along the areas with new sidewalks, and pavement markings consisting of sharrows along the northbound and southbound lanes. Additional work also include pavement conform to accommodate the new improvements on Harriet Avenue
Owner: City of Campbell, City Hall, 70 North Street, Upper Level, Campbell, CA 95008 This work was accepted by me on 9/5/2023, on behalf of the City of Campbell. I certify under penalty of perjury that the foregoing is true and correct. (C.C.P. 2015.5)
Executed on __________________,
at Campbell, California
Amy Olay, City Engineer
Department of Public Works
City of Campbell

8.b
Packet Pg. 37
Attachment: 20-GG Notice of Completion (Accept Improvements for Harriet Avenue Sidewalk Improvements & File NOC) City of Campbell
Request for Budget Adjustments
Department/Program Division Date Request No.

September 5, 2023 BA-4
Budget to be Reduced
Fund/Program Account Number Description Amount

EXPENDITURES
435.21QQ 7883 Improvements Other Than Building (Project Carryover) 1,502.00 435.20GG 7430 Professional Services (Material Testing & Labor Compliance) 17,168.00 435.20GG 7883 Improvements Other Than Building (Constr Eng & Contract) 102,479.00 Bud
get to be Increased
Fund/Program Account Number Description Amount

REVENUES
435.535 4921 Utility Reimbursement (PG&E and WVSD) 13,187.00 101.990 6999 Capital Transfer In (to CIPR) 134,336.00

EXPENDITURES
435.990 9999 Capital Transfer Out (from Capital Projects Fund) 134,336.00 REASON FOR REQUEST - BE SPECIFIC:

Finance Director Public Works Director City Manager
Public Works
Will Fuentes Todd Capurso Brian Loventhal
Project closeout:
1) Sources of Funds: + $14,689
a) Increase project carryover from 21-QQ by $1,502
b) Increase utility reimbursement by $13,187
2) Use of Funds: -$119,647
a) Decrease design by $17,168
b) Decrease construction by $102,479
3) Transfer Savings back to CIPR: $134,336
20-GG Harriet Avenue Sidewalk Improvement

8.c
Packet Pg. 38
Attachment: Budget Adjustment Form (Accept Improvements for Harriet Avenue Sidewalk Improvements & File NOC) City
Council
Report
TITLE: Resolution Approving an Agreement with Environmental Services, Inc. (ESI) to Provide Equipment and Labor Services, in an Amount Not to Exceed $58,900, for Completion of the Campbell Community Center (CCC) – Building a HVAC Control Project (No. 24 -AA) and Dispense with Bidding Requirements as Authorized in Campbell Municipal Code Sections 3.20.030 (7) (8); and Authorization for the City Manager to Execute Sai d Agreement as Specified in Campbell Municipal Code Section 3.20.100 (Resolution/Roll Call Vote)

RECOMMENDED ACTION
That the City Council adopt a resolution: 1) approving an agreement with Environmental Services, Inc. (ESI) to provide equipment and labor services, in an amount not to exceed $58,900, for completion of the Campbell Community Center (CCC) - Building A HVAC Control project (No. 24 -AA); 2) dispensing with bidding requirements as authorized in Campbell Municipal Code Sections 3.20.030 (7) (8); and 3) authorizing the City Manager to execute said agreement as specified in Campbell Municipal Code Section 3.20.100.

BACKGROUND
The City of Campbell’s Community Center is a unique community service complex that was once home to Campbell High School. In 1985, the City of Campbell (City) purchased the property from the Campbell Union High School District – transforming the existing site into several indoor and outdoor spaces dedicated to recreational programs and activities offered by the City, includin g rental opportunities for residents and outside organizations. Currently, the Community Center is home to the City’s Recreation and Community Services Department, with several different buildings that serve a variety of purposes to support the center’s recreational, rental, and adult/senior services.

Throughout the years, various maintenance measures have been implemented to keep the Community Center’s mechanical systems in operational order; allowing the City to defer major upgrades only when necess ary or when part of a larger improvement project. Although such measures have successfully delayed the need for replacement, many of the Community Center’s HVAC systems contain outdated equipment that can no longer effectively perform the basic heating an d/or cooling functions necessary to sustain a comfortable indoor climate setting for its buildings and facilities. Furthermore, recent repair efforts have also required a considerable amount of time and resources Item: 9
Category: CONSENT CALENDAR
Meeting Date: September 5, 2023
9 Packet Pg. 39
Building a HVAC Control Project 24-AA Page 2 of 4
that have hindered staff’s ability to addr ess other critical maintenance needs throughout the Community Center.

To mitigate these impacts, staff has implemented various CIP projects to proactively address issues and prevent further disruptions to critical service operations. In addition, these projects are developed with long -term solutions that defer the need for replacements by another 25 to 30 years. As such, recent CIP projects have focused on implementing improvements to many of the HVAC systems operating throughout the Community Center’s buildings and facilities. These projects facilitated the City’s transition to the Honeywell HVAC control platform – which provides continuity through its interchangeable parts and compatibility with equipment from other brands.

DISCUSSION
As previously mentioned, many of the buildings at the Community Center are due for upgrades to improve and/or replace their outdated HVAC systems and related components. One of these, Building A, is currently equipped with HVAC controls from Alerton, a brand that has experienced several issues in recent years. These issues have cost the City a substantial amount of time and money as the controls have outlived their useful life and are no longer receptive to basic repair efforts. As a result, staff has been unable to effectively monitor the HVAC system and receive timely notifications whenever the system’s components are experiencing issues that impact their performance. Furthermore, the Alerton controls are operated by outdated software that is housed on an unsecure system – posing a potential security risk to other City IT components. With long -term solutions in mind, these issues prompted staff to include the replacement of the Building A HVAC controls as a CIP project within the City’s capital budget for FY 2024.

While awaiting the budget’s approval, staff began developing a scope of work for the impending replacement – selecting new equipment from the same line of Honeywell parts that have been implemented throughout the City’s buildings in recent years. Th e Honeywell HVAC controls would allow for controlled monitoring and increased network protection – both of which will maximize the efficiency of the HVAC system and its components. The new controls for Building A would also be housed on a secure City - operated network and its main computer system – allowing staff from the City’s IT and Building Maintenance divisions to monitor its operations in real time. In turn, this provides staff with greater remote access to troubleshoot system abnormalities and operations as they are reported. And with fewer energy needs, the new controls would also advance the City’s energy conservation efforts while increasing long -term cost savings.

Based on the parameters of this new Honeywell system – and as the City’s current HVAC maintenance contractors – staff contacted Environmental Services Inc. (ESI) and requested a quote for the labor and equipment services to replace the HVAC controls for Building A at the Community Center. Staff selected ESI based on th eir successful work history with the City and familiarity with the current system through multiple repairs 9 Packet Pg. 40
Building a HVAC Control Project 24-AA Page 3 of 4
performed in recent years. In response, ESI submitted a proposal to the City for labor and equipment services to remove the existing Alerton control system, install a new Honeywell control panel, integrate modifications to accommodate the placement of new zone sensors, and complete the required programming, for a total cost of $58,900 (see Attachment B).

In June of 2023, the replacement of the HVAC controls for Building A at the Community Center was approved as a CIP project, with $85,000 allocated from the CIPR for its implementation during FY 2024. With funding available this current fiscal year, a timely replacement of the Building A HVAC contro ls would be beneficial to facilitate the project’s completion and avoid further delays.

NEXT STEPS

At this time, staff is recommending approval of a contract with ESI to provide the labor and equipment services necessary to replace the Building A HVAC c ontrols, as outlined in the proposed scope of work, for a total contract amount of $58,900. As a Honeywell Certified Vendor, ESI’s experience and knowledge of the brand’s mechanical components will expedite a timely completion of these efforts. Although such approval would allow the project to forward in a timely and efficient manner, this procurement strategy requires City Council to authorize staff to dispense with bidding requirements as authorized in Campbell Municipal Code Sections 3.20.030 (7) (8). As such, staff is requesting City Council’s authorization to dispense with formal bidding procedures in accordance with the terms for which the following circumstances exist, unless otherwise required by state and federal law:

Sections 3.20.030 (7) (8), for the purchase of equipment that can only be obtained from one vendor or when the City Council, by majority vote, determines that dispensing of such bidding requirements is in the best interest of the public.

Likewise, staff is also requesting City Coun cil’s authorization for the City Manager to subsequently execute said agreement with ESI upon approval of the service contract as specified in Campbell Municipal Code Section 3.20.100.

FISCAL IMPACT

The costs associated with this approval are $58,900. Funding in the amount of $85,000 is budgeted in the City’s adopted CIP for the project: ‘CCC – Building A HVAC Controls (Project No. 24 -AA).’ Based on ESI’s proposal amount ($58,900), sufficient funding is available in the project budget to cover the labor and equipment costs as outlined in the contract’s terms of service.

ALTERNATIVES

1. Do not proceed with the Heritage Theatre boiler replacement at this time; defer replacement to a future fiscal year.
9 Packet Pg. 41
Building a HVAC Control Project 24-AA Page 4 of 4

2. Direct staff to take alternate action.

Prepared by:

Carina Shattuck, Administrative Analyst I
Reviewed by:

Todd Capurso, Director of Public Works
Approved by:

Angelique Gaeta, Assistant City
Manager
Attachment:
a. Resolution
b. ESI Quote for Building A HVAC Controls
9 Packet Pg. 42
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL APPROVING AN AGREEMENT WITH ENVIRONMENTAL SERVICES, INC. (ESI) TO PROVIDE EQUIPMENT AND LABOR SERVICES, IN AN AMOUNT NOT TO EXCEED $58,900, FOR COMPLETION OF THE CAMPBELL COMMUNITY CENTER (CCC) – BUILDING A HVAC CONTROLS PROJECT (NO. 24-AA) AND DISPENSING WITH BIDDING REQUIREMENTS AS AUTHORIZED IN CAMPBELL MUNICIPAL CODE SECTIONS 3.20.030 (7) (8); AND AUTHORIZING THE CITY

MANAGER TO EXECUTE SAID AGREEMENT AS SPECIFIED IN CAMPBELL MUNICIPAL CODE SECTION 3.20.100 (RESOLUTION/CONSENT)
WHEREAS, the City of Campbell’s Community Center is home to the City of Campbell’s Recreation and Community Services Department, with different buildings that serve a variety of purposes to support the center’s recreational, rental, and adult/senior services; and WHEREAS, although routine maintenance has successfully delayed the need for major replacements, many of the Community Center’s HVAC systems contain outdated equipment that can no longer perform the basic heating and/or cooling functions necessary to sustain a comfortable indoor climate setting for its buildings and facilities; and WHEREAS, repair efforts have also required a considerable amount of time and resources that have hindered staff’s ability to address other critical maintenance needs throughout the Community Center; and
WHEREAS, to mitigate these impacts, staff has implemented various CIP projects to proactively address issues and prevent disruptions to critical service operations; and WHEREAS, recent CIP projects have focused on implementing improvements to the HVAC systems operating throughout the Community Center’s buildings, which has also facilitated the City of Campbell’s transition to the Honeywell HVAC control platform; and WHEREAS, currently, the HVAC controls for Building A are equipped with Alerton compo nents which have experienced several issues in recent years and cost the City of Campbell a substantial amount of time and resources; and
WHEREAS, in addition, the control’s outdated software and unsecure system also pose a potential security risk to other City of Campbell IT components; and WHEREAS, these issues ultimately prompted staff to include the replacement of the Building A HVAC controls as a CIP project with the City of Campbell’s proposed budget for FY 2024; and WHEREAS, benefits of the Honeywell HVAC control would include lower energy use, long -term cost savings, and controlled monitoring with increased network protection – all of which will maximize the efficiency of the HVAC system and its components; and WHEREAS, based on the parameters of this new Honeywell system – and as the City of Campbell’s current HVAC maintenance contractors – staff contacted Environmental Services Inc. (ESI) and requested a quote for the labor and equipment services to replace the HVAC controls for Building A at the Community Center; and

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Attachment: Resolution (Building a HVAC Control Project 24-AA) WHEREAS, staff selected ESI based on their successful work history with the City of Campbell and familiarity with the current system through multiple repairs performed in recent years; and WHEREAS, ESI submitted a proposal to the City of Campbell for labor and equipment services to remove the existing Alerton control system, install a new Honeywell control panel, integrate modifications to accommodate new zone sensors , and complete the required programming, for a total cost of $58,900; and
WHEREAS, sufficient funding is available for the associated costs as reflected in the City of Campbell’s approved CIP budget for ‘CCC – Building A HVAC Controls (Project No. 24-AA)’ in the amount of $85,000; and
WHEREAS, s taff is recommending City Council’s approval of a contract with ESI to provide equipment and labor services for the Building A HVAC Control Project, and requesting City Council’s authorization to dispense with bidding requirements, as authorized in Campbell Municipal Code Sections 3.20.030 (7) (8), to help facilitate a timely completion of the project; and WHEREAS, staff is also requesting the City Council’s authorization for the City Manager to subsequently execute said agreement with ESI as specified in Campbell Municipal Code Section

3.20.100.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Campbell hereby : 1) approves a service contract with Environmental Services Inc. (ESI) , in an amount not to exceed $58,900, for the equipment and labor services necessary to complete the Campbell Community Center (CCC) – Building A HVAC Controls Project (No. 24-AA); 2) authorizes staff to dispense with formal bidding requirements as specified in Campbell Municipal Code Sections 3.20.030 (7) (8) ; and 3) authorizes the City Manager to execute said agreement with ESI as specified in Campbell Municipal Code Section 3.20.100.

PASSED AND ADOPTED this _____th day of ________, 2023, by the following roll call vote:

AYES: Council Members:

NOES: Council Members:

ABSENT: Council Members:

APPROVED:
_________________________________
Anne Bybee, Mayor
ATTEST:
___________________________
Andrea Sanders, City Clerk

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Attachment: Resolution (Building a HVAC Control Project 24-AA) 8/4/2021/RC_City of Campbell Bldg A.doc
3353 DE LA CRUZ BLVD. * SANTA CLARA, CA 95054 * TEL:(408) 980-1711 * FAX: (408) 980-0714 Apr
il 21, 2022
The
City of Campbell
1 W Campbell Ave.

Campbell, CA 95008
(925) 787-0544
[email protected]
At
tention: Dave Fanucchi
Regar
ding: City of Campbell – Building A
Env
ironmental Systems, Inc. proposes to provide labor and material to complete job BASE BID PRICE: $_58,900.00
Scope of Work:
• Replace existing Alerton Energy Management Control System on listed equipment with Honeywell/Tridium EMS Controls running Niagara-N4 with internet connectivity and Web-serving capability.
• Provide all new zone sensors and reuse existing duct sensors, valves, actuators & wires. • Provide one (1) New Jace Controller with 1 year maintenance agreement. • Provide programming/graphics, control drawings and training. • Equipment:
•One (1) boiler plant
•One (1) chiller plant
•Forty-two (42) Fan Coils
•One (1) Fresh Air Unit
Exclusions:
• Cutting • Access panels
• Patching • Repairs to existing HVAC Equipment
• Painting/Priming • Fire alarm
• Asbestos removal • Control conduit
• Overtime work • All bonds, fees, and permits
• Structural
• Roofing
• Repairs, programming, start-up and/or
commissioning of existing controllers
• Fire stopping or fireproofing or waterproofing • Network LAN cabling Thank y
ou for the opportunity to present this proposal to you. If you have any questions, please do not hesitate to contact us.

Res
pectfully,
ENVIRONMENTAL SYSTEMS, INC.

Russ Cole
Cont
rols Manager

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Attachment: ESI Quote for Building A HVAC Controls (Building a HVAC Control Project 24-AA) City of Campbell - Building A
January 20, 2022
8/4/2021/RC_City of Campbell Bldg A.doc

ACCEP

TANCE OF PROPOSAL AND CONTRACT
The price, specifications, and conditions of this proposal are satisfactory and hereby acceptable. I/We have read and acknowledge, and understand Environmental Systems, Inc.’s Genera l Terms and Conditions attached, an d hereby incorporate the same as part of this Proposal & Contract. I/We agree to make all payments as outlined above.

Owner/Agent for Owner P.O. #
Title D ate

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Attachment: ESI Quote for Building A HVAC Controls (Building a HVAC Control Project 24-AA) City of Campbell - Building A
January 20, 2022
8/4/2021/RC_City of Campbell Bldg A.doc

Environmental Systems Inc. – General Terms and Conditions SEC
TION 1. ENTIRE AGREEMENT. The proposal on page 1, and these General Terms and Conditions represents the e ntire agreement. Owner may i ssue a Purc hase order for a ccounting purposes, but these General terms and conditions will prevail.

SECTION 2 . PAYMENT TERM S: Ow ner agrees to pay En vironmental Sys tems Inc. as fo llows: (A) 100% upon completion of p roject. (B) Any other paym ent terms must be mut ually agreed to in writing between Owner and Environmental Systems Inc. (C) Progress payments based on amount of work completed each month.

SECTION 3. CHANGES IN WORK. Contractor shall n ot be required to make any c hanges in t he work w ithout a mutually agreed to written change order authorization which includes the new scope of work and agreed to price. If Owner provid es ver bal directi on, O wner agrees to follow up in writing within 5 days, but i n no ev ent shall verbal direction preclude Environmental Systems Inc. from being reimbursed for the change order work. Written changes will not be required if Contractor acts in response to an emergency situation.

SECTION 4. CLAIMS. If any dispute shall arise between Owner and Contractor regarding performance of the work, or any alleged change in the work, Contractor may perform the disputed work and shall submit a notice of a claim for additional com pensation for the work within t en (1 0) days af ter comm encement of the dis puted work. Any and all claims shall first be addressed in an Owner/Contractor meeting for resolution. If that is unsuccessful, Contractor may request and Owner agrees to binding arbitration.

SECTION 5. GUARANTEE. Environmental Systems Inc. guarantees and warrants all materials and workmanship and agrees to replace at his sole cost a nd exp ense any and all m aterials adjudged defective or dam aged from said installation during a period of either (A) 30 days for repair work or (B) one year from completion for installation of new equipment. T hese s pecifications s hall c ontrol unless a gre ater period of g uarantee i s p rovided by Equipm ent or material manufacturers.

SECTION 6. INSURANCE. Environmental Systems Inc. shall, at its expense, procure limits and maintain insurance on all of its operations. The following will be considered acceptable insurance requirements on all projects. a. Workers Compensation and Employer’s Liability insurance; amounts as required by statute. b. Comprehensive General Liability or Commercial General Liability insurance covering all operations: $1,000,000.00 c. A utomobile Liabi lity insuranc e, includi ng covera ge for allow o wned, hired a nd non-owned a utomobiles:
$1,000,000.00
All insurance coverage’s shall be in amounts and for duration of the project.

SECTION 7. INDEPENDENT CONTRACTOR. Environmental Systems Inc. is an independent contractor and not an agent for Owner
SECTION 8. ASBESTOS. Contractor agrees to stop work immediately and notify Owner should asbestos or asbestos related products be discovered during the c ourse of construction. Work will c ontinue only after the asbestos hazard has been abated by Owner and the Owner has authorized work to be restarted. Any such Asbestos remediation is not included in this contract.

SECTION 9. SEVERABILITY. If any one or more of the provisions of this Agreement, or the applicability of any such provision to a s pecific situation, is dee med invalid or u nenforceable, then such pro vision shal l be modifi ed to the minimum extent necessary to make it or its application valid or enforceable, and the validity and enforceability of all other provisions of this agreement, and all other applications of such provisions, shall not be affected.

SECTION 10. J URISDICTION AND VE NUE. Co ntractor and O wner agree that this c ontract s hall b e construed in accordance with, and governed by, t he laws of t he St ate of Ca lifornia. T he jurisdiction a nd venue for any dispu te arising from this contract shall be Santa Clara County, California.

SECTION 11. ATTORNEYS FEES. If any action is commenced between the parties hereto concerning the project or enforcement of this Agreement, the prevailing party in such litigation shall be entitled to, in addition to such other relief as may be granted, court costs, legal expenses, and reasonable attorneys’ fees.

CONTRACTORS ARE REQUI RED, BY LAW , TO BE LICENSED AN D REGULATED BY T HE CONTRAC TORS’

STATE LICENSE BOARD WHIC H HAS J URISDICTION TO INVESTIGATE COMPLA INTS AGAINST

CONTRACTORS IF A COMPLAINT REGARDING A PATENT ACT OR OMISSION IS FILED WITHIN FOUR YEARS OF THE DATE OF THE ALLEGED VIOLATION. A COMPLAINT REGARDING A LATENT ACT OR OMISSI ON PERTAINING TO ST RUCTURAL DEFEC TS MUST B E F ILED WITHI N 10 YEAR S OF THE DAT E OF THE ALLEGED VIOLATION. ANY QUESTIONS CO NCERNING A CONTRAC TOR MAY BE REFERRED TO THE REGISTRAR, CONTRACTORS’ STATE LICENSE BOARD, and P. O. BOX 26000, SACR AMENTO, CALIFORNIA 94826.

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Attachment: ESI Quote for Building A HVAC Controls (Building a HVAC Control Project 24-AA) City
Council
Report
TITLE: Resolution Approving an Agreement with Environmental Services, Inc. (ESI) to Provide Equipment and Labor Services, in an Amount Not to Exceed $127,595, fo r Completion of the City Hall – HVAC Chiller Replacement Project (No. 24 -UU); and Authorization for the City Manager to Execute Said Agreement as Specified in Campbell Municipal Code Section 3.20.100 (Resolution/Roll Call Vote)

RECOMMENDED ACTION
That the City Council adopt a resolution: 1) approving an agreement with Environmental Services, Inc. (ESI) to provide equipment and labor services, in an amount not to exceed $127,595, for completion of the City Hall - HVAC Chiller Replacement Project (No. 24 -UU); and 2) authorizing the City Manager to execute said agreement as specified in Campbell Municipal Code Section 3.20.100

BACKGROUND
The City of Campbell (City) Department of Public Works Building Maintenance Division has been responsible for evaluating, maintaining, and implementing improvements to meet City Hall’s structural and mechanical needs since its construction in the early 1970’s. In an effort to defer major upgrades and prevent disruptions to critical City Hall services, staff has maintained a proactive approach to address issues in a timely and efficient manner. Although routine maintenance and repairs have been effective, City Hall’s operational needs have increased throughout the years, which in turn, have placed greater demands on its mechanical systems and their components.

Over time, these demands have had a significant impact on City Hall’s HVAC system and related components, which are responsible for regulating the indoor temperature setting throughout the building. Although several u pgrades and repairs have been implemented to accommodate these increasing needs, the system has worked tirelessly to sustain these operations at an optimal level. With City Hall open five days a week – and outside of normal business hours for meetings and special events – the functionality of the building’s HVAC system is critical to help offset the outdoor weather conditions while maintaining a comfortable indoor climate setting that is conducive to departmental operations and the needs of staff and visitors alike.

While the HVAC system’s heating components continue to operate at an acceptable level, the system’s chiller unit has experienced an increase in the frequency and Item: 10
Category: CONSENT CALENDAR
Meeting Date: September 5, 2023
10 Packet Pg. 48
City Hall HVAC Chiller Replacement Page 2 of 4
severity of repairs in recent years. Overall, the current unit has struggled to regulate a consistent flow of cool air throughout the building and has reached the point where many of its components are beyond basic repairs after years of prolonged use. With its original installation approximately 25 years ago, the City Hall chiller is near the end of its expected useful life and can no longer sustain many of its critical functions.

Furthermore, since the unit is interconnected to City Hall’s main HVAC system, staff is forced to shut down the chiller whenever the system requires repa irs and/or diagnostic testing. During those instances, cool air stops circulating throughout City Hall as the chiller is responsible for servicing the building with a continual flow of cool air (except for the Police Department which operates on a separat e condenser unit). In turn, this negatively impacts the quality of comfort inside the building as temperatures continue to rise while the system remains out of service.

DISCUSSION
Between 2022 and 2023, maintenance staff has placed over fifteen service calls to address several issues related to the City Hall chiller unit – ranging from low refrigerant to a complete circuit board replacement. During the summer of 2022, staff discovered that the chiller’s compressor had completely malfunctioned after con tinuous circuitry failures and previous issues that impacted the functionality of its main components. In the days that followed, higher than average temperatures (i.e., in the mid to high 90’s) caused the building’s indoor temperature to rise significant ly as the chiller remained out of service while repair efforts were underway. Ultimately, this incident prompted staff to include the replacement of the City Hall chiller as a CIP project with the City’s proposed budget for FY 2024.

Meanwhile, in early 2023, staff developed a scope of work and subsequent plans to solicit labor and equipment services from various contractors to replace the City Hall chiller. Since Environmental Services Inc. (ESI) is the City’s HVAC maintenance contractor and has comple ted many of the chiller’s repairs in recent years, staff contacted them first to request a proposal. In June 2023, after the chiller replacement was approved as a CIP project (No. 24 -UU), staff then contacted Therma and Control Air Enterprises based on th eir experience with the City’s ESCO project. The first contractor, ESI, submitted a quote for $127,595 which included all the labor and equipment to replace the chiller plus additional services to transfer and install the HVAC controls from the old unit ( see Attachment B). Likewise, staff received a quote from Therma for $130,180; however, their proposal did not include the transfer and installation of the chiller’s HVAC controls. The last contractor, Control Air Enterprises, ultimately declined to parti cipate and informed staff they would not be submitting a bid for the project.

Upon approval of the City Hall HVAC chiller replacement as a CIP project, $150,000 was allocated from the CIPR for its implementation during FY 2024. With funding available this current fiscal year, a timely replacement of the chiller would be beneficial to facilitate the project’s completion and avoid further delays. Currently, the availability of new equipment has a minimum lead time of 20 -22 weeks upon the issuance of a 10 Packet Pg. 49
City Hall HVAC Chiller Replacement Page 3 of 4
purchase order. At the same time, equipment costs may increase pending fluctuations in the economy and inflation. Moreover, the Environmental Protection Agency (EPA) regularly updates its rules and regulations for refrigerants used in commercial HVAC systems – forcing manufacturers to re -design components and halt production of those parts that are no longer in compliance with those requirements. Overall, these extenuating circumstances could impact the project’s ability to be completed in a timely and cost-efficient manner.

NEXT STEPS
In accordance with the City’s purchasing guidelines, staff has completed the necessary steps to ensure a comprehensive evaluation of the bids (proposals) received for this project and has selected a contractor based on the results from the lowest, responsive bidder and their qualifications to perform the work. As such, staff is recommending approval of a contract with ESI, in an amount not to exceed $127,595, to provide labor and equipment services for the replacement o f the City Hall HVAC chiller (CIP project No. 24-UU). Staff’s recommendation is based on ESI’s successful work history with the City and their results as the lowest, responsive bidder from the project’s open bid process. Additionally, ESI possesses a fam iliarity with the existing system that would facilitate a timely completion of the project – an advantage given the anticipated lead time for equipment at this moment. As a Honeywell Certified Vendor, ESI also has the knowledge and expertise to ensure tha t the new unit is equipped with modifications that support its compatibility with other equipment from the same line of Honeywell HVAC control parts.

In addition, staff is also requesting City Council’s authorization for the City Manager to subsequently execute said agreement with ESI, upon Council’s approval of the service contract, as specified in Campbell Municipal Code Section 3.20.100.

FISCAL IMPACT
The costs associated with this approval are $127,595. Funding in the amount of $150,000 is budgeted in the City’s adopted CIP for the project: ‘City Hall – HVAC Chiller Replacement (Project No. 24 -UU).’ Based on ESI’s proposal amount ($127,595), sufficient funding is available in the project budget to cover the labor and equipment costs as stated in the contract’s terms of service.

ALTERNATIVES

1. Do not proceed with the City Hall HVAC chiller replacement at this time; defer replacement to a future fiscal year.

2. Direct staff to take alternate action.
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City Hall HVAC Chiller Replacement Page 4 of 4
Prepared by:

Carina Shattuck, Administrative Analyst I
Reviewed by:

Todd Capurso, Director of Public Works
Approved by:

Angelique Gaeta, Assistant City
Manager
Attachment:
a. Resolution
b. ESI Quote for City Hall HVAC Chiller Replacement
10 Packet Pg. 51

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL APPROVING AN AGREEMENT WITH ENVIRONMENTAL SERVICES, INC. (ESI) TO PROVIDE EQUIPMENT AND LABOR SERVICES, IN AN AMOUNT NOT TO EXCEED $127,595, FOR COMPLETION OF THE CITY HALL – HVAC CHILLER REPLACEMENT PROJECT (NO. 24- UU); AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID AGREEMENT AS SPECIFIED IN CAMPBELL MUNICIPAL CODE SECTION 3.20.100 (RESOLUTION/CONSENT)

WHEREAS, the City of Campbell (City) Department of Public Works Building Maintenance Division has been responsible for evaluating, ma intaining, and implementing improvements to meet City Hall’s structural and mechanical needs since it’s construction in the early 1970’s; and

WHEREAS, although routine maintenance and repairs have been effective, City Hall’s operational needs have increas ed and placed greater demands on its mechanical systems and their components; and

WHEREAS, in recent years, these demands have had a significant impact on City Hall’s HVAC system – especially its chiller unit; and

WHEREAS, based on the chiller’s original installation approximately 25 years ago, it has reached a point where many of its components are beyond basic repairs; and

WHEREAS, whenever the chiller is shut down for repairs, it suspends the circulation of cool air throughout City Hall – impacting the quality of comfort inside the building as indoor temperatures will continue to rise during that time; and

WHEREAS, between 2022 and 2023, maintenance staff has placed over fifteen service calls to address several issues related to the City Hall chiller unit; and

WHEREAS, when the chiller’s compressor malfunctioned during the summer of 2022, the building’s indoor temperatures rose to significant levels as repairs took several days to complete; and

WHEREAS, this incident prompted staff to include the replacement of the City Hall chiller as a CIP project with the City’s proposed budget for FY 2024; and

WHEREAS, while awaiting the budget’s approval, maintenance staff developed a scope of work and subsequent plans to solicit labor and equipment services from various contractors to replace the City Hall chiller; and

WHEREAS, staff contacted three contractors to submit a quote for labor and equipment services to replace the chiller unit, with two who submitted proposals before and after the CIP budget was finalized (Environmental Services Inc. (ESI) and Therma , respectively), and one who ultimately declined to participate (Control Air Enterprises); and

WHEREAS, in June of 2023, staff completed their evaluations of the bids received after the chiller replacement was accepted as a CIP project (No. 24-UU) and allocated $150,000 from the City’s Capital Improvement Program for its implementation during FY 2024; and

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Attachment: Resolution (City Hall HVAC Chiller Replacement) WHEREAS, based on the results of these efforts, staff is recommending approval of a contract with ESI, in an amount not to exceed $127,595, to provide labor and equipment services for the replacement of the City Hall HVAC chiller; and
WHEREAS, staff’s recommendation is based on ESI’s successful work history wit h the City and their qualifications as the lowest, responsive bidder from the project’s open bid process; and WHEREAS, with sufficient funding available for the associated costs as reflected in the City’s approved CIP budget for ‘ City Hall – HVAC Chiller Replacement (Project No. 24 -UU),’ Council’s approval would facilitate these efforts and avoid further delays; and WHEREAS, should the City Council approve the contract’s terms of service, staff is also requesting Council’s authorization for the City Manager to subsequently execute said agreement as specified in Campbell Municipal Code Section 3.20.100.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Campbell hereby:
1) approves a service contract with Environmental Services Inc. (ESI), in an amount not to exceed $127,595, for the equipment and labor services necessary to complete the City Hall – HVAC Chiller Replacement Project (No. 24-UU); and 2) authorizes the City Manager to execute said agreement with ESI as specified in Campbell Municipal Code Section 3.20.100.

PASSED AND ADOPTED this _____th day of ________, 2023, by the following roll call vote:

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:

APPROVED:
_________________________________
Anne Bybee, Mayor
ATTEST:
___________________________
Andrea Sanders, City Clerk

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Attachment: Resolution (City Hall HVAC Chiller Replacement)

10.b
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Attachment: ESI Quote for City Hall HVAC Chiller Replacement (City Hall HVAC Chiller Replacement)

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Attachment: ESI Quote for City Hall HVAC Chiller Replacement (City Hall HVAC Chiller Replacement)

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Attachment: ESI Quote for City Hall HVAC Chiller Replacement (City Hall HVAC Chiller Replacement)

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Attachment: ESI Quote for City Hall HVAC Chiller Replacement (City Hall HVAC Chiller Replacement)

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Attachment: ESI Quote for City Hall HVAC Chiller Replacement (City Hall HVAC Chiller Replacement) City
Council
Report
TITLE: Resolution Approving an Agreement with Environmental Services, Inc. (ESI) to Provide Equipment and Labor Services, in an Amount Not to Exceed $78,265, for Completion of the Campbell Community Center (CCC) – Heritage Theatre Boiler Replacement Project (No. 24 - OO) and Dispense with Bidding Requirements as Authorized in Campbell Municipal Code Sections 3.20.030 (7) (8); and Authorizing the City Manager to Exec ute Said Agreement as Specified in Campbell Municipal Code Section 3.20.100 (Resolution/Roll Call Vote)

RECOMMENDED ACTION
That the City Council adopt a resolution: 1) approving an agreement with Environmental Services, Inc. (ESI) to provide equipment an d labor services, in an amount not to exceed $78,265, for completion of the Campbell Community Center (CCC) - Heritage Theatre Boiler Replacement Project (No. 24 -OO); 2) dispensing with bidding requirements as authorized in Campbell Municipal Code Sections 3.20.030 (7) (8); and 3) authorizing the City Manager to execute said agreement as specified in Campbell Municipal Code Section 3.20.100.

BACKGROUND
The Heritage Theatre was originally built in 1938 as an auditorium for Campbell Union High School and be came a significant architectural and historical presence in Santa Clara Valley. When Campbell Union High School closed in 1980, the Heritage Theatre was shut down due to structural concerns related to the building’s original construction.

Eventually, in 1985, the City of Campbell (City) purchased the property and transformed the existing site into the home of the City’s Community Center. Upon this purchase, the City began implementing various projects to upgrade the theatre’s outdated infrastructure and mechanical systems. As a result of these efforts, the Heritage Theatre was officially re -opened in 2002 and became part of the Community Center’s network of recreational facilities available to the public.

Since 2002, staff has implemented various maint enance measures to keep Heritage Theatre’s mechanical systems in working order – deferring major upgrades only when necessary or when part of a larger improvement project. Although routine maintenance has played a key role in these efforts, the theatre’s operational needs have continued to increase, which in turn, placed greater demands on its mechanical systems and their Item: 11
Category: CONSENT CALENDAR
Meeting Date: September 5, 2023
11 Packet Pg. 59
Heritage Theatre Boiler Replacement Project 24-00 Page 2 of 4 components. Over time, these demands have had a significant impact on the theatre’s boiler and HVAC unit controls, both of which are re sponsible for regulating the temperature (climate) throughout Heritage Theatre. Furthermore, to ensure the building’s climate operations are performing at an optimal level, the boiler and its HVAC components must remain fully functional and serviced accordingly to meet these needs.

In recent years, repairs to the Heritage Theatre boiler have significantly increased in terms of frequency and cost. Additionally, repairs that were once effective are no longer sustainable due to the unit’s outdated H VAC controls and technology (software) that is obsolete. With these needs in mind, staff contacted the City’s HVAC maintenance contractor, Environmental Services, Inc. (ESI), to provide specialized labor and equipment services for the system’s more comple x issues. While working with ESI in early 2023, staff discovered that the boiler’s HVAC unit controls had completely failed after years of prolonged use, while the boiler itself had outlived its useful life expectancy (i.e., 25–30 years) and was unable to properly heat the building.

DISCUSSION
Based on the boiler’s advanced age and failing conditions, staff determined that a timely replacement of the Heritage Theatre boiler and HVAC panel would be necessary to prevent critical service disruptions. More over, a new boiler would provide several key benefits with its advanced technology and fewer operational needs – reducing its long- term energy use while generating substantial cost -savings over time. Most importantly, it would ensure the theatre’s climate controls are operating efficien tly during seasonal weather changes throughout the year. The new boiler will also be equipped with features that work with the Honeywell HVAC control platform – a system that the City already began installing throughout its facilities in recent years and has adopted as the standard for HVAC controls . Not only would this expand the City’s transition to a singular brand/system, but it would also guarantee compatibility with the theatre’s existing chiller and other operational equipment from the same Honeywell line.

In February 2023, staff requested a proposal from ESI for the labor and equipment services to replace the Heritage Theatre boiler and HVAC unit controls. Staff selected ESI based on their successful work histor y with the City, fair market pricing, and familiarity with the existing boiler system from repairs performed in recent years. Also, as a Honeywell Certified Vendor, ESI has the resources and expertise to recommend any additional features necessary for the boiler’s compatibility with the theatre’s existing Honeywell HVAC system. In response, ESI submitted a proposal to the City for labor and equipment services to remove the existing boiler, install a new unit, and integrate other features required to support its functionality with the HVAC system, for a total cost of $78,265 (see Attachment B).

NEXT STEPS
At this time, staff is recommending approval of a contract with ESI to provide the labor and equipment services necessary to replace the Heritage Theatr e boiler as outlined in 11 Packet Pg. 60
Heritage Theatre Boiler Replacement Project 24-00 Page 3 of 4 the proposed scope of work and associated total cost of $78,265. As a Honeywell Certified Vendor, ESI’s expertise with the brand’s mechanical components, and accessibility to specialized parts, will also expedite a timely completio n of these efforts.

Although such approval would allow the project to forward in a timely and efficient manner, this procurement strategy requires City Council to authorize staff to dispense with bidding requirements as authorized in Campbell Municipal Code Sections 3.20.030 (7) (8). As such, staff is requesting City Council’s authorization to dispense with formal bidding procedures in accordance with those terms for which the following circumstances exist, unless otherwise required by state and federal law:

Sections 3.20.030 (7) (8), for the purchase of equipment that can only be obtained from one vendor or when the City Council, by majority vote, determines that dispensing of such bidding requirements is in the best interest of the public.

Likewise, staff is also requesting City Council’s authorization for the City Manager to subsequently execute said agreement with ESI upon approval of the service contract as specified in Campbell Municipal Code Section 3.20.100.

FISCAL IMPACT
The cost of the proposed work is $78,265. Sufficient funding for this work is available in the City’s approved CIP budget for CCC – Heritage Theatre Boiler Replacement (Project No. 24 -OO) in the amount of $90,000 and the allocation of these funds has been budgeted for use in FY 2024.

ALTERNATIVES

1. Do not proceed with the Heritage Theatre boiler replacement at this time; defer replacement to a future fiscal year.
.

2. Direct staff to take alternate action.

Prepared by:

Carina Shattuck, Administrative Analyst I
Reviewed by:
11 Packet Pg. 61
Todd Capurso, Director of Public Works
Heritage Theatre Boiler Replacement Project 24-00 Page 4 of 4 Approved by:

Angelique Gaeta, Assistant City
Manager
Attachment:
a. Resolution
b. ESI Quote for Heritage Theater Boiler Replacement
11 Packet Pg. 62

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL APPROVING AN AGREEMENT WITH ENVIRONMENTAL SERVICES, INC. (ESI) TO PROVIDE EQUIPMENT AND LABOR SERVICES, IN AN AMOUNT NOT TO EXCEED $78,265, FOR COMPLETION OF THE CAMPBELL COMMUNITY CENTER (CCC) – HERITAGE THEATRE BOILER REPLACEMENT PROJECT (NO. 24-OO) AND DISPENSING WITH BIDDING REQUIREMENTS AS AUTHORIZED IN CAMPBELL MUNICIPAL CODE SECTIONS 3.20.030 (7) (8); AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID AGREEMENT AS SPECIFIED IN CAMPBELL MUNICIPAL CODE SECTION 3.20.100

WHEREAS, the Heritage Theatre was originally built in 1938 as an auditorium for Campbell Union High School and became a significant architectural and historical presence in Santa Clara Valley ; and

WHEREAS, after the school and theatre closed in the early 1980’s, the City of Campbell (City) purchased the property in 1985 and began implementing a series of projects to restore the Heritage Theatre; and

WHEREAS, since its re-opening in 2002, routine maintenance has allowed the City to defer major upgrades to only when necessary or when part of a larger project; and

WHEREAS, in recent years, increasing demands have had a significant impact on the theatre’s boiler and HVAC unit controls which have resulted in timely and costly repairs; and

WHEREAS, repairs that were once effective are no lon ger sustainable due to the unit’s outdated HVAC controls and technology (software) that is obsolete; and

WHEREAS, staff has utilized the City’s HVAC maintenance contractor, Environmental Services, Inc. (ESI), to provide specialized labor and equipment services for the system’s more complex issues; and

WHEREAS, while working with ESI in early 2023, staff discovered that the boiler’s HVAC u nit controls had completely failed after years of prolonged use, while the boiler itself had outlived its useful life expectancy (i.e., 25 –30 years) and was unable to provide optimal heating operations; and

WHEREAS, with these developments, staff determined that a timely replacement of the Heritage Theatre boiler and HVAC panel would be necessary to prevent critical service disruptions; and

WHEREAS, a new boiler would provide several key benefits with its advanced technology and fewer operational needs – reducing the City’s long-term energy use while generating a substantial cost-savings and maintaining efficient climate operations; and

WHEREAS, the new boiler will also be equipped with features supporting compatibility with the theatre’s existing chiller and other operational equipment from the Honeywell line of HVAC control parts currently being installed throughout the City; and

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Attachment: Resolution (Heritage Theatre Boiler Replacement Project 24-00)

WHEREAS, in February 2023, staff requested a proposal from ESI for the labor and equipment services to replace the Heritage Theatre boiler; and

WHEREAS, staff selected ESI based on their successful work history with the City and status as a Honeywell Certified Vendor with the resources and expertise to ensure the boiler’s compatibility with the existing Honeywell HVAC system; and

WHEREAS, ESI submitted a proposal to the City for labor and equipment services to remove the existing boiler, install a new unit, and integrate other features required to support its functionality with the Honeywell HVAC system, for a total cost of $78,265; and

WHEREAS, sufficient funding is available for the associated costs as reflected in the City’s approved CIP budget for ‘CCC – Heritage Theatre Boiler Replacement (Project No. 24-OO) in the amount of $90,000; and

WHEREAS, staff is recommending City Council’s approval of the ESI contract to provide equipment and labor services for the Heritage Theatre boiler project, and is requesting City Council’s authorization to dispense with bidding requirements as authorized in Campbell Municipal Code Sections 3.20.030 (7) (8), to help facilitate a timely completion of the project; and

WHEREAS, staff is also requesting City Council’s authorization for the City Manager to subsequently execute said agreement as specified in Campbell Municipal Code Section 3.20.100.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Campbell hereby:
1) approves a service contract with Environmental Services Inc. (ESI), in an amount not to exceed $78,265, for the equipment and labor services necessary to complete the Campbell Community Center (CCC) – Heritage Theatre Boiler Replacement project (No. 24 -OO); 2) authorizes staff to dispense with formal bidding requirements as specified in Campbell Municipal Code Sections

3.20.030 (7) (8) ; and 3) authorizes the City Manager to execute said agreement as specified in Campbell Municipal Code Section 3.20.100.

PASSED AND ADOPTED this _____ day of ________, 2023, by the following roll call vote:

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:

APPROVED:
_________________________________
Anne Bybee, Mayor

ATTEST:
___________________________
Andrea Sanders, City Clerk

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Attachment: Resolution (Heritage Theatre Boiler Replacement Project 24-00)

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Attachment: ESI Quote for Heritage Theater Boiler Replacement (Heritage Theatre Boiler Replacement Project 24-00)

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Attachment: ESI Quote for Heritage Theater Boiler Replacement (Heritage Theatre Boiler Replacement Project 24-00)

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Attachment: ESI Quote for Heritage Theater Boiler Replacement (Heritage Theatre Boiler Replacement Project 24-00)

City
Council
Report

TITLE: Approve Amendment #2 to the Consultant Services Agreement with Krisch & Company for Payroll Operations Support and System Implementation Services (Resolution/Roll Call Vote)

RECOMMENDED ACTION

That the City Council adopt a resolution approving a contract amendment and authorizing the City Manager to approve and execute amendment #2 to the Consultant Services Agreement with Krisch & Company for payroll ope rations support and system implementation services.

BACKGROUND

On December 6, 2022, the City Council adopted Resolution 12918, authorizing the City Manager to approve and execute amendment #1 to the Consultant Services Agreement with Krisch & Company (fo rmerly called Maze & Associates) for payroll operations support and system implementation services; increasing the maximum contract amount to $195,000. The increase was necessary so that daily payroll operations could be covered from November 2022 through February 2023. As the Council may recall, the City’s one and only Payroll Accounting Technician resigned from the City in early November 2022. The position was subsequently filled with a new permanent employee late February 2023. The increase was also n ecessary so that the implementation of a new NEOGOV Human Resources Information System (HRIS) and Payroll platform could be completed.

DISCUSSION

The implementation of a new Human Resources Information System (HRIS) and Payroll platform is a complex ef fort that requires significant time not only from the company providing the software (NEOGOV), but also the consultants from Krisch & Company and internal City staff. A number of salary and benefit options need to be setup for each employee and bargaining unit, historical compensation, tax, and leave data needs to be converted, parallel system testing needs to be run for several payroll cycles to ensure accuracy, and end user training needs to occur. Unfortunately, the City has experienced vacancies in its Assistant Finance Director and Human Resources Representative positions over the last few months; which has drawn bandwidth away from system implementation efforts. Additionally, the City’s Payroll Accounting Technician is currently on leave to attend to a personal matter and the City’s Human Resources Manager will Item: 12
Category: CONSENT CALENDAR
Meeting Date: September 5, 2023
12 Packet Pg. 68
Contract Amendment #2 for Krisch & Company Page 2 of 3
also be on personal leave over the month of October. Both positions play a significant role in system implementation efforts. Thus, due to the important and highly sensitive nature of payroll and the need to be 100% accurate when paying salary and benefits, staff recommends moving the go live date for the new HRIS and Payroll system from July 1, 2023 to January 1, 2024. Besides allowing sufficient time for implementation, testing, and training, this scheduling change will also allow for all 2023 income and tax data to reside in the City’s current HRIS and Payroll system and for all 2024 and future income and tax data to the reside in the new NEOGOV HRIS and Payroll system.

As such, staff reque sts that the City Council adopt a resolution authorizing the City Manager to approve and execute amendment # 2 to the Consultant Services Agreement with Krisch & Company for payroll operations support and system implementation services; increasing the maxim um contract to $263,000 and extending the term to March 20, 2024 so as to allow for post -implementation training, monitoring, and potential corrections after the January 1, 2024 go live date.

FISCAL IMPACT

Amendment #2 will add $68,000 to the Consultant Services Agreement with Krisch & Company. However, the City’s FY 2024 Adopted Budget already fully accounted for the likely need to amend their contract and thus, no further budgetary appropriations are needed at this time due to amendment #2.

ALTERNATIVES

1. Do not approve the request for contract amendment #2, but instead direct staff to look at other options to implement the new NEOGOV HRIS and Payroll system.

2. Provide staff with other direction.

Prepared by:

Will Fuentes, Finance Director

Approved by:

Angelique Gaeta, Assistant City
Manager
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Contract Amendment #2 for Krisch & Company Page 3 of 3

Attachment:
a. Resolution
b. Exhibit 1 - Amendment #2 (Krisch & Company)
c. Exhibit 2 - Amendment #1 (Maze & Associates)
d. Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) e. Exhibit 4 - Reassignment to Krisch & Company
12 Packet Pg. 70
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL APPROVING AMENDMENT #2 TO THE CONSULTANT SERVICES

AGREEMENT WITH KRISCH & COMPANY FOR PAYROLL OPERATIONS

SUPPORT AND SYSTEM IMPLEMENTATION SERVICES

AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE AMENDMENT #2 AGREEMENT

WHEREAS, on December 6, 2022, the City Council adopted Resolution 12918, authorizing the City Manager to execute amendment #1 to the Consultant Services Agreement with Krisch & Company (formerly called Maze & Associa tes) for payroll operations support an d system implementation services; increasing the maximum contract amount to $195,000; and

WHEREAS, the implementation of a new Human Resources Information System (HRIS) and Payroll platform is a complex effort that re quires significant time not only from the company prov iding the software (NEOGOV), but also the consultants from Krisch & Company and internal City staff; and

WHEREAS, the City has experienced vacancies in its Assistant Finance Director and Human Resourc es Representative positions over the last few months; which has drawn ban dwidth away from system implementation efforts ; and

WHEREAS, the City’s Payroll Accounting Technician is currently on leave to attend to a personal matter and the City’s Human Resources Manager will also be on personal leave over the month of October ; with b oth positions pla ying a significant role in system implementation efforts; and

WHEREAS, the City now has the need to amend it is agreement with Krisch & Compan y to prov ide further HRIS and payroll system implemen tation services during FY 202 4; increasing is m aximum contract amount to $263,000 and extending its term to March 20, 2024; and

WHEREAS, the City’s FY 2024 Adopted Budget already fully accounted for the likely need to am end the agreement with Krisch & Company and thus, no further budgetary appropriations are needed at this time due to amendment #2 ; and

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell does hereby approve the amendment #2 to t he Consultant Services Agreement with Krisch & C ompany for payroll operations support and system implementation services and authorizes the City Manager to approve and execute amendment #2 (shown as Exhibit 1 and incorporated by reference).

PASSED AND ADO PTED this 5th day of September, 2023 by the fol lowing roll

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Attachment: Resolution (Contract Amendment #2 for Krisch & Company) call vote:

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:

APPROVED:

________________________
Anne Bybee, Mayor

ATTEST:

__________________________
Andrea Sanders, City Clerk

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Attachment: Resolution (Contract Amendment #2 for Krisch & Company)

AMENDMENT TO CONTRACT SERVICES AGREEMENT
AMENDMENT #2

CITY OF CAMPBELL
70 NORTH FIRST STREET
CAMPBELL, CA 95008
(408) 866-2140

This Amendment to Contract Services Agreement (hereinafter “A mendment”) amends the Consultant Services Agreement (hereinafter “Agreement”) to provide Accounting Services for payroll operations support and system implementation for the City of Campbell originally entered into on the 21st day of September 2022, by and between the City of Campbell (a Municipal Corporation, hereinafter referred to as “City”) and Maze & Associates (a California Corporation ). The contract was reassigned to Krisch & Company (a California Corporation, hereinafter referred to as “Consultant”) on the 31st day of May 2023.

As provided for under the terms of this Amendment, the City and Consultant agree to amend the following provisions of the Agreement as follows:

• Compensation. The compensation under Section 3.1 has a maximum contract obligation amount of $195,000. Included as Exhibit 2 is Amendment #1 to the original Consultant Services Agreement; in which the maximum contract obligation amount shall be repealed and replaced with a maximum contract obligation of $263,000.

• Term. Section 10.9 states that this contract shall have a term of one-year and expire on September 20, 2023. Included as Exhibit 1 is the Consultant Services Agreement; in which the term of the contract shall be repealed and replaced with a term of 18-months and expire on March 20, 2024.

All other terms and conditions as set forth in the Agreement shall remain in effect.

Signature Warranty:

The undersigned are authorized to represent and enter into this Amendment on behalf of the Consultant.

This Amendment to the Consultant Services Agreement shall become effective upon its execution by the City, in witness whereof, the parties have executed this Amendment the day and year first written above.

CONTRACTOR CITY OF CAMPBELL
By: By:

Name: Katherine Yuen Krisch, CPA Name: Brian Loventhal

Title: Partner Title: City Manager

Date: Date:

Attachments:

Exhibit 2 – Amendment #1
Exhibit 3 – Original Consultant Service Agreement
Exhibit 4 – Reassignment of Contract

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Attachment: Exhibit 1 - Amendment #2 (Krisch & Company) (Contract Amendment #2 for Krisch & Company)

AMENDMENT TO CONTRACT SERVICES AGREEMENT
AMENDMENT #1

CITY OF CAMPBELL
70 NORTH FIRST STREET
CAMPBELL, CA 95008
(408) 866-2140

This Amendment to Contract Services Agreement (hereinafter “A mendment”) amends the Consultant Services Agreement (hereinafter “Agreement”) to provide Accounting Services for payroll operations support and system implementation for the City of Campbell originally entered into on the 21 st day of September 2022, by and between the City of Campbell (a Municipal Corporation, hereinafter referred to as “City”) and Maze & Associates (a California Corporation, hereinafter referred to as “Consultant”).

As provided for under the terms of this Amendment, the City and Consultant agree to amend the following provisions of the Agreement as follows:

• Compensation. The compensation under Section 3.1 has a maximum contract obligation amount of $49,999. I ncluded as Exhibit 1 is the Consultant Services Agreement ; in which the maximum contract obligation amount shall be repealed and replaced with a $ 195,000 maximum contract obligation.

All other terms and conditions as set forth in the Agreement shall remain in effect.

Signature Warranty:

The undersigned are authorized to represent and enter into this Amendment on behalf of the Consultant.

This Amendment to the Consultant Services Agreement shall become effective upon its execution by the City, in witness whereof, the parties have executed this Amendment the day and year first written above.

CONTRACTOR CITY OF CAMPBELL
By: By:

Name: Katherine Yuen Krisch, CPA Name: Brian Loventhal

Title: Partner Title: City Manager

Date: Date:

Attachments:

Exhibit 1– OCC – Consultant Service Agreement

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Attachment: Exhibit 2 - Amendment #1 (Maze & Associates) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 3 - Original Executed Agreement (Maze & Associates 09-21-22) (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 4 - Reassignment to Krisch & Company (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 4 - Reassignment to Krisch & Company (Contract Amendment #2 for Krisch & Company)

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Attachment: Exhibit 4 - Reassignment to Krisch & Company (Contract Amendment #2 for Krisch & Company) City
Council
Report
TITLE: Authorization of an Amendment to an Existing Joint Exercise of Powers Agreement and Cooperation Agreement with the County of Santa Clara to Undertake or A ssist in the Undertaking of Activities Pursuant to Title I of the Housing and Community Development Act (PLN-2023-150) (Resolution/Roll Call Vote)

RECOMMENDED ACTION
That the City Council adopt a Resolution approving an Amendment to an existing Joint Exercise of Powers Agreement and Cooperation Agreement (JPA) with the County of Santa Clara to undertake or assist in the undertaking of activities pursuant to Title I of the Housing and Community Development Act as well as subsequent Amendments to the JPA to satisfy HUD requirements or comply with state and/or federal law; and authorizing the City Manager to execute the Amendment and necessary subsequent amendents to comply with HUD requirements and state and federal law .

BACKGROUND
Since 1974, the City of Campbell has participated in the Community Development Block Grant (CDBG) Program, in partnership with the County of Santa Clara, as part of the “Urban County” 1. Campbell is not eligible to directly apply for CDBG funds because the City’s population2 is under the 50,000-population threshold. However, Campbell can still receive CDBG funding by entering into a Joint Exercise of Powers Agreement (JPA) with the County.

Through the Urban County CDBG program, the County combines capital improvement funds into a competitive funding pool for all participating cities. Examples of CBDG funded capital improvement projects in Campbell, and support for agencies serving Campbell residents for the F iscal Year (FY) 16 to FY 23 period, have been included as a separate attachment (Attachment B).

On July 18, 2017, the City Council authorized the City Manager to enter into a “Joint Exercise of Powers Agreement and Cooperation Agreement ” with the County of Santa 1 The “urban county” consists of the unincorporated County of Santa Clara and the other JPA participating cities including Los Altos, Los Altos Hills, Los Gatos, Monte Sereno, Morgan Hill and Saratoga. 2 The California Department of Finance (E-5 series report) estimated Campbell’s population to be 42,288 in 2020.

Item: 13
Category: CONSENT CALENDAR
Meeting Date: September 5, 2023
13 Packet Pg. 106
Amendment to JPA with County of Santa Clara for CDBG Program Page 2 of 3 Clara for participation in the CBDG program, which has since been amended for the period of October 1, 2017, through September 30, 2020. This JPA included a clause allowing for automatic renewals, for three -year periods , to coincide with the County’s requalification as an Urban County with the U.S. Department of Housi ng and Urban Development (HUD) to ensure the JPA remains current.

DISCUSSION
Staff is requesting the City Council approve an Amendment to the existing JPA to remove and replace Section 10 of the JPA to incorporate revised language required by HUD pertaining to fair housing and civil rights obligations.

The proposed Amendment has already been reviewed by HUD and been found to meet their requirements. As the Amendment is required by HUD for participation by Santa Clara County in the CDBG Program for FYs 2024 - 2026 and serve s to further goals and policies found in the City of Campbell’s Housing Element, staff is supportive of the request.

In order to streamline the City’s authorization of similar amendments in the future, additional language has been added to the Draft Resolution (Attachment A) to delegate authority to the City Manager to execute subsequent amendments to the JPA necessary to satisfy HUD requirements or comply with state and/or federal law.

FISCAL IMPACT
There are no direct fiscal imp acts from the recommended action. By approving the proposed Amendment to the JPA, the City would be eligible for continued participation in CDBG program to pursue capital improvement pool funds.

ALTERNATIVES

1. Not approve the requested amendments.

2. Direct staff to make other amendments to the JPA.

Prepared by:

Stephen Rose, Senior Planner
Reviewed by:
13 Packet Pg. 107
Rob Eastwood, Community
Development Director
Amendment to JPA with County of Santa Clara for CDBG Program Page 3 of 3 Approved by:

Angelique Gaeta, Assistant City
Manager
Attachment:
a. Draft Resolution
b. Proposed Amendment to JPA
c. Current JPA between City of Campbell and County of Santa Clara d. Previously Funded CIP & Urban County CDBG Projects
13 Packet Pg. 108
RESOLUTION NO. ______________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CAMPBELL APPROVING AN AMENDMENT TO THE JOINT

EXERCISE OF POWERS AGREEMENT AND COOPERATION

AGREEMENT (JPA) WITH THE COUNTY OF SANTA CLARA AS

WELL AS SUBSEQUENT AMENDMENTS TO THE JPA TO SATISFY

HUD REQUIREMENTS OR COMPLY WITH STATE AND/OR
FEDERAL LAW ; AND AUTHORIZING THE CITY MANAGER TO

EXECUTE THE AMENDMENT AND NECESSARY SUBSEQUENT
AMENDMENTS.

WHEREAS, since 1974, the City of Campbell has participated in the Community Development Block Grant (CDBG) Program, in partnership with the County of Santa Clara, as part of the “Urban County”; and
WHEREAS, Campbell is not eligible to directly apply for CDBG funds because the City’s population is under the 50,000-population threshold; and WHEREAS, Campbell can still receive CDBG funding by entering into a Joint Exercise of Powers Agreement (JPA) with the County; and
WHEREAS, on July 18, 2017, the City Council authorized the City Manager to enter into a “Joint Exercise of Powers Agreement and Cooperation Agreement” with the County of Santa Clara for participation in the CBDG program; and
WHEREAS, on July 25, 2017, the City Man ager executed the JPA with the County of Santa Clara; and
WHEREAS, the JPA include d a clause allowing for automatic renewals, for three -year periods to coincide with the County’s requalification as an Urban County with the U.S.

Department of Housing and Urban Development (HUD), so that the JPA remains current; and
WHEREAS, an Amendment to the JPA is required by HUD for participation by Santa Clara County in the CDBG Program for Fiscal Years (FYs) 2024-2026; and WHEREAS, the Amendment results in the removal and replacement of Section 10 of the JPA to incorporate revised language required by HUD pertaining to fair housing and civil rights obligations; and
WHEREAS, by approving the proposed Amendment to the JPA, the City would be eligible for continued participation in the CDBG program to pursue capital improvement pool funds; and
WHEREAS, the City Council desires to stay part of the JPA with the County of Santa Clara to receive CBDG funding and comply with applicable federal and state laws; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell hereby approves an Amendment to the existing Joint Exercise of Powers Agreement with

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Attachment: Draft Resolution (Amendment to JPA with County of Santa Clara for CDBG Program) City Council Resolution Page 2 of 2
Joint Exercise of Powers Agreement and Cooperation Agreement (PLN-2023-138)

the County of Santa Clara to undertake or assist in the undertaking of activities pursuant to Title I of the Housing and Community Development Act as set forth in Attachment B of the September 5, 2023 City Council staff report, as well as subsequent necessary Amendments to the Joint Exercise of Powers Agreement to satisfy HUD requirements or comply with state and/or federal law ; and authorizes the City Manager to execute the Amendment and subsequent amendments to comply with HUD requirements and state and federal law.

PASSED AND ADOPTED this ___ day of _______, 2023, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

APPROVED:_________________________
Anne Bybee, Mayor

ATTEST:

Andrea Sanders, City Clerk

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Attachment: Draft Resolution (Amendment to JPA with County of Santa Clara for CDBG Program) 1 AMENDMENT No. 1 to JOINT EXERCISE POWERS AGREEMENT AND

COOPERATION AGREEMENT TO UNDERTAKE OR TO ASSIST IN THE UNDERTAKING OF ESSENTIAL ACTIVITIES PURUSANT TO TITLE I OF THE HOUSING AND COMMUNITY DEVELOPMENT ACT OF 1974, AS AMENDED, FOR THE PERIOD OF OCTOBER 1, 2017 TO SEPTEMBER 30, 2020 AND SUBSEQUENT

AUTOMATIC RENEWALS UNLESS TERMINATED
Thi
s Amendment No.1 is entered into by and between the County of Santa Clara (“County”) and the City of Campbell (“City”) as of August 22, 2023 (the “Effec�ve Date”) in order to amend that certain above referenced Joint Exercise of Powers Agreement and Coopera�on Agreement dated July 25, 2017 (the “Agreement”).

The
County and the City hereby agree that Sec�on 10 of the Agreement is amended by dele�ng the en�rety of Sec�on 10 in the original Agreement and replacing it with the following:

10. Co
mpliance with Legisla�on and Regula�ons.

C i
t y a n d C o u n t y a g r e e , p u r s u a n t t o 2 4 C F R 5 7 0 . 5 0 1 ( b ) t h a t c i � e s a r e s u b j e c t t o t h e s a m e requirements a pplicable to subrecipients, including the requirement of a writen agreement between the County and the City specific to the proposed Proposal as set forth in 24 CFR 570.503.

City understands and agrees that should it fail to comply with such requirements or with the terms of this Agreement, that funds which may be allocated to City during the term of this Agreement may be terminated or reduced or otherwise limited in accordance with the Urban County Program and Regula�ons.

Cit
y and County agree to undertake, or assist in the undertaking, community renewal and lower- income housing assistance ac�vi�es.

Co
unty and City shall comply with all applicable requirements o f the Urban County Program and associated regula�ons, in u�lizing grant funds under legisla�on that created and govern these grants, and shall take all ac�ons necessary to assure compliance with the urban county's cer�fica�on under sec�on 104(b) of Title I of the Housing and Community Development Act of 1974, that the grant will be conducted and administered in conformity with Title VI of the Civil Rights Act of 1964, and the implemen�ng regula�ons at 24 CFR part 1, and the Fair Housing Act, and the implemen�ng regula�ons at 24 CFR part 100, and will affirma�vely further fair housing. (See 24 CFR § 91.225(a) and Affirma�vely Furthering Fair Housing Defini�ons and Cer�fica�ons (86 FR 30779, June 10, 2021), to be codified at 24 CFR 5.151 and 5. 152, available at htps://www.federalregister.gov/documents/2021/06/10/2021-12114/restoring- affirma�velyfurthering-fair-housing-defini�ons-and-cer�fica�ons.) County and City shall comply with sec�on 109 of Title I of the Housing and Community Development Act of 1974, and the implemen�ng regula�ons at 24 CFR part 6, which incorporates Sec�on 504 of the Rehabilita�on Act of 1973, and the implemen�ng regula�ons at 24 CFR part 8, Title II of the Americans with Disabili�es Act, and the implemen�ng regula�ons at 28 CFR part 35, the Age Discrimina�on Act of 1975, and the implemen�ng regula�on at 24 CFR part 146, and Sec�on 3 of the Housing and Urban Development Act of 1968. The County and City shall comply with all other applicable laws.

Th
e City agrees that use of Urban County Program funding for ac�vi�es in or in support of City is prohibited if City does not affirma�vely further fair housing within its own jurisdic�on as defined

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Attachment: Proposed Amendment to JPA (Amendment to JPA with County of Santa Clara for CDBG Program) 2 by Federal law or impedes County ac�ons to comply with its fair housing cer�fica�on included with the Annual Ac�on Plan. If requested, t he City shall execute assurances and cer�fica�ons in HUD 424-B to demonstrate how it complies with the fair housing requirement.

Fu
rthermore, City hereby covenants by and for itself, its successors and assigns, and all persons claiming under or through it that there shall be no discrimina�on against or segrega�on of any person or group of persons on account of race, color, religion, sex, marital status, familial status, disability, na�onal origin, or ancestry in the sale, lease, sublease, transfer, use, occupancy, tenure, or enjoyment of any project funded by Urban County Program funds, nor shall City itself or any person claiming under or through it, establish or permit any such prac�ce or prac�ces of discrimina�on or segrega�on with reference to the selec�on, loca�on, number use or occupancy of tenants, lessees, subtenants, sublessees, or vendees in any project funded as a result of this Agreement.

Th
e City hereby covenants has adopted and is enforcing a policy prohibi�ng the use of excessive force by law enforcement agencies within its jurisdic�on against any individual engaged in non- violent civil rights demonstra�ons. Furthermore, the City has adopted and is enforcing a policy of enforcing applicable State and local laws against physically barring e n t r a n c e t o o r e x i t f r o m a facility or loca�on which is the subject of such non-violent civil rights demonstra�ons within such jurisdic�ons.

Ex
cept as herein modified, all other provisions of the Agreement, including any subsequent amendments thereto, shall remain in full force and effect.

Th
is amendment may be executed in any number of counterparts, and all of such counterparts so executed together shall be deemed to cons�tute one and the same agreement, and each such counterpart shall be deemed to be an original provided all of the par�es have fully executed this amendment. Unless otherwise prohibited by law or County policy, the par�es agree that an electronic copy of this amendment, or an electronically signed amendment, has the same force and legal effect as the amendment executed with an original ink signature. The term “electronic copy of this amendment” refers to a transmission by facsimile, electronic mail, or other electronic means of a copy of the o riginal signed amendment in a portable document format. The term “electronically signed amendment” means the amendment that is executed by applying an electronic signature using technology approved by the County.

[S
ignatures Con�nue on Following Page]

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Attachment: Proposed Amendment to JPA (Amendment to JPA with County of Santa Clara for CDBG Program) 3 IN
WITNESS THEREOF, the par�es have by their duty authorized representa�ves executed this Amendment effec�ve as of the Effec�ve Date.

CI

TY OF CAMPBELL COUNTY OF SANTA CLARA
By
: _______________________ By: _______________________ Brian Loventhal James R. Williams
City Manager County Execu�ve
Da
te: _____________________ Date: _____________________
At
est: _____________________
Andrea Sanders
City Clerk
Ap
proved as to form: Approved as to form and legality:

By
: _______________________ By: _______________________
William Seligman Karen Willis
City Atorney Deputy County Counsel

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Attachment: Proposed Amendment to JPA (Amendment to JPA with County of Santa Clara for CDBG Program)

JOINT EXERCISE OF POWERS AGREEMENT AND

COOPERATION AGREEMENT TO UNDERTAKE

OR TO ASSIST IN THE UNDERTAKING OF

ESSENTIAL ACTIVITIES PURSUANT TO

TITLE I OF THE HOUSING AND COMMUNITY
DEVELOPMENT ACT OF 1974, AS AMENDED,
FOR THE PERIOD OF OCTOBER 1, 2017 TO SEPTEMBER 30, 2020, AND SUBSEQUENT AUTOMATIC RENE\ryALS UNLESS TERMINATED
This Cooperation Agreement ("Agreement") is entered into by and between the County of Santa Clara ("County") and City of Campbell ("City") relating to essential community development and housing assistance activities funded by the Federal government for the Community Development Block Grant and HOME Programs, as defined below.

RECITALS
WHEREAS, Congress has enacted the Housing and Community Development Act of 1974, as amended, (the "Act") and Title I of the Act provides for a program of Community Development Block Grants, hereinafter referred to as "CDBG" for funds that may be used for the support of activities that provide decent housing, suitable living environments and expanded economic opportunities principally for persons of low- and moderate income; and V/HEREAS, Congress has enacted the Cranston-GonzalezNational Affordable Housing Act, as amended, (the "Cranston-Gonzalez Act"), and Title II of this Act created the HOME Investment Partnership Program, hereinafter called "HOME" that provides funds to states and local governments for the purpose of increasing the number of affordable housing opportunities for low- and moderate-income families; and
V/HEREAS, all provisions contained in this Agreement that refer to Act, which provides for the distribution of CDBG funds, shall also refer to the HOME Program under Title II of the Cranston-G onzalez Act ; and
V/HEREAS, CDBG grants are available to: (1) cities with a population of 50,000 or more persons as entitlement grantees ("Entitlement Grantees") or (2) counties that have a population of 200,000 or more consisting of the population within their unincorporated areas plus cities of less than 50,000 persons in population within the counties ("urban County") ; and WHEREAS, HOME formula allocation grants ("HOME Formula Allocation Grants") are available to: (1) cities with a population of 50,000 or more persons as a HOME participating jurisdiction or (2) counties in a metropolitan area that either (1) have a population of at least 200,000 people, excluding metropolitan cities within the county, with at least 100,000 of that population residing in unincorporated areas or included units of general local government in which the county has the authority to undertake administration of CDBG funds, or (2) has a population of at least 100,000 people, and a population density of at least 5,000 people per square mile ("HOME PJ"); and
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Attachment: Current JPA between City of Campbell and County of Santa Clara (Amendment to JPA with County of Santa Clara for CDBG WHEREAS, the City does not meet the population threshold as an Entitlement Grantee or as a HOME PJ and the County is a qualified Urban County and HOME PJ; and WHEREAS, the City and County wish to enter into this Agreement to enable the County to apply for and receive entitlement funds under HOME and/or CDBG as an Urban County and to establish the respective rights and obligations of the contracting parties to such funds; and WHEREAS, a cooperative agreement is required by the County and the City in order to implement the provisions and terms of the CDBG and HOME programs, hereinafter collectively referred to as the Urba¡r County Program; and
V/HEREAS, the County and City do hereby find and determine that it is in the best interest of the residents of the unincorporated areas of the County and of the City that housing and community development activities be performed jointly in accordance with the provisions of this Agreement in that the U.S. Department of Housing and Urban Development ("HUD") recommends the expenditure of funds for such pupose on a regional basis; and WHEREAS, the County qualified as an Urban County to administer and implement the Urban County Program for housing and community development activities for the City in accordance with the terms and conditions hereinafter provided; and WHEREAS, the City and the County agree to "cooperate to undertake, or assist in undertaking, coÍtmunity renewal and lower-income housing assistance activities." NOW, THEREFORE, in consideration of the mutual covenants herein set forth and the mutual benefits to be derived therefrom, the parties agree as follows:

1. General.

This Agreement gives the County authority to undertake or assist in undertaking activities which will be funded from Urban County Program funds and from any program income generated from the expenditures of such funds. County and City agree to cooperate to undertake, or assist in undertaking community development and affordable housing activities.

By executing this Agreement, City understands that it may not apply for grants as a non- entitlement grantee under the Small Cities or State CDBG Programs administered by the Califomia Department of Housing and Community Development ("State HCD") during the term of this Agreement, and City cannot join with other local governments to form a separate HOME PJ other than the County HOME Program authorized under this Agreement regardless of whether County ultimately receives a HOME Formula Allocation Grant from HUD. The County and City may not sell, trade, or otherwise transfer all or any portion of such Urban County Program funds to another such metropolitan city, Urban County, unit of general local govemment, or Indian tribe, or insular areathat directly or indirectly receives Urban County Program funds in exchange for any other funds, credits or non-Federal considerations, but must use such funds for activities eligible under Title I of the Act and/or Title II of the Cranston-Gonzales Act.
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Attachment: Current JPA between City of Campbell and County of Santa Clara (Amendment to JPA with County of Santa Clara for CDBG

2. Authorities.

Both the City and the County are legally authorized to enter into this Agreement under federal, local and state law, including but not limited to the Act and the Cranston-GonzaIez Act.

3. Definitions.

In the event of any conflict between the definitions in this Agreement and those set forth in the Act, the Cranston-GonzaIez Act and any regulations, as defined below, the latter shall govern.
a. "Annual Action Plan": the Annual Action Plan serves as the Urban County's application to HUD for funding. The Annual Action Plan summarizes the activities that will be undertaken in a program year to meet the goals outlined in the Consolidated Plan and identifies the federal and non-federal resources that will be used.
b. "Board of Supervisors": the County's legislative body responsible for approving the Urban County's Consolidated Plan and
c. "CDBG": Community Development Block Grant, a federal program administered by HUD which provides funding to address housing and community development needs of lower-income persons.
d. "Citizen Participation Plan": the plan adopted by the Board of Supervisors of the County which outlines the opportunities and process for citizen input on matters pertaining to planning, monitoring, and evaluation of the Urban County Program projects.
e. "City": is the city or town that is a party to this Agreement; such city or town may be referred to as a 'Non-Entitlement City," that is, a city which cannot directly apply for or receive funds through cooperation agreements with HUD. f. "City Project": is a proposal that will be undertaken by the City foltowing approval by the County.
g. "Consolidated Plan": describes the housing conditions and goals to address the housing needs of lower income persons, and identifies specific housing actions to be taken by the Urban County to address its housing needs. The Consolidated Plan also serves as a guide for HUD in the distribution of assisted housing resources to communities.
h. "County": the County of Santa Clara through action by its Board of Supervisors. "Eligible Activity": Activities that are allowable uses of the CDBG funds as defined in the Code of Federal Regulations Title 24 for HUD and of the HOME funds as defined in Title II of the Cranston-GonzalezNational Affordable Housing Act.

1. 3

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Attachment: Current JPA between City of Campbell and County of Santa Clara (Amendment to JPA with County of Santa Clara for CDBG j. "Grant": the CDBG and HOME funds allocated by HUD to the County of Santa Clara as the legal recipient of the funds for the Urban County. k. "Grant Agreement": the grant agreement between HUD and the County of Santa Clara for Title I and Title II funding.
l. "HOME": the HOME Investment Partnership Program, a federal program administered by HUD to assist in addressing the affordable housing needs of lower income persons through such means as new housing development and construction; acquisition and rehabilitation of existing housing units; and provision of emergency rental subsidies.
m. "Housing and Community Development Advisory Committee": an advisory committee established by the Board of Supervisors of the County to be the policy recommending body to the Board of Supervisors for the Urban County Program. n. "HIJD": the United States Department of Housing and Urban Development. o. "OSH": Office of Supportive Housing, formerly known as the Office of Affordable Housing, responsible for the day to day administration of the Urban County Program. p. "Project Proposals": requests for an allocation of Urban County Program funds submitted by eligible applicants to implement specific eligible CDBG or HOME activities, as defined by HUD.
q. "Regulations": the rules and regulations of the U.S. Department of Housing and Urban Development; particular reference is made to those regulations stated in 24 Code of Federal Regulations Part 570 (containing the general regulations of Community Development Block Grants) and Part 58 (containing the regulations on the Federal Environmental Review Procedures).
"Urban County": a county that is (1) in a metropolitanarea; (2) authorized by state law to undertake essential community development and housing assistance activities within its unincorporated areas, and (3) has a population of 200,000 or more within its unincorporated areas and units of general local government (cities) within the county with which it enters into cooperation agreements to undertake or to assist in the undertaking of eligible activities.

4. Term
The term of this Agreement shall begin on October l, 2017 and extend for three Program Years. For the purposes of this Agreement, a Program Year is defined as October l't through September 30th This Agreement will subseq.r"trily automatically renew if the County re- qualifies as an Urban County during the Agreement term for the next three (3) Program Year period. Upon requalification a new three (3) Program Year term will begin at the conclusion of the first Three Program Year term starting on October T,2017. The first of these automatic three (3) Program Year term renewals will occur at the beginning of fiscal year 2020-20I (October I, 2020) and every three (3) Program Years thereafter. The terms of this Agreement shall remain in effect until all Urban County Program funds covered under the 4 r

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Attachment: Current JPA between City of Campbell and County of Santa Clara (Amendment to JPA with County of Santa Clara for CDBG terms of this Agreement, and any program income generated from the expenditure of such funds, are expended, and the funded activities completed, and that the County and participating units of general local govemment may not terminate or withdraw from this Agreement while this Agreement remains in effect. This Agreement may not be terminated or withdrawn by the parties for any circumstance or reason during the term of the agreement. a. Termination. This Agreement can only be terminated if an earlier date of termination is approved in writing by HUD pursuant to the Urban County Program or until such times as the City and County elect to terminate this Agreement at the conclusion of a three-year term.
b. Renewal process. As required by HUD, the City and County agree to adopt any amendment(s) to this Agreement necessary to meet the requirements set forth in the Urban County Qualification Notice published by HUD annually providing instructions for Counties seeking to requalify as an urban county. Such failure to comply will void the automatic renewal for such qualification period. Prior to the renewal date, the County will notify City in writing that City has the option to terminate the Agreement and not be included as part of the submission by County to HUD for re-qualification as an Urban County for the subsequent three (3) year qualification period. City agrees to send a timely response to County stating its intention to either continue to be a part of the Urban County Program or to elect to terminate this Agreement and not be apart of the County's upcoming submission to HUD to re-qualify as an Urban County for the subsequent three (3) year period.

The County will submit to HUD the letter notifying the City of its ability to terminate this Agreement as well as the City's response letter. County will also submit to HUD a written legal opinion provided by County Counsel stating that the terms and provisions continue to be authorized under state and local law and that the Agreement continues to provide full legal authority for County.

The County and the City have both adopted resolutions approving the City's participation in the Urban County Program; the resolutions will be sent to HUD along with this Agreement immediately after the Agreement has been approved as well as whenever the County re-qualifies as an Urban County.

5. Pumose of Aqreement.

This Agreement is formed to meet the requirements and purposes of the Act, the Cranston- Gonzales Act, and the Regulations with respect to the application for Grants and to establish the respective rights of the parties to such Grants.

6. Administration of Aereement.
a. The officers and agents of both parties will cooperate in furnishing information and assistance necessary for the preparation, completion, and filing of the County's application with HUD in accordance with the requirements of Urban County Program 5 13.c
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Attachment: Current JPA between City of Campbell and County of Santa Clara (Amendment to JPA with County of Santa Clara for CDBG and the Regulations. The City shall provide opportunities for public participation as described in the Citizen Participation Plan.
b. The City shall submit to the County all necessary information required for the completion of a Consolidated Plan in the form required by HUD. This information will detail the City's commitments to providing housing assistance to low- and very- low income persons within the City. The local commitments to housing assistance by the the City will be incorporated into the Urban County's Consolidated Plan, which will be reviewed by HUD to determine the local commitments to address housing needs of low- to very-low income persons.
c. The County shall not alter or amend the information ftunished to County by cities in compliance with the Urban County Program and Regulations and consistent with identified Urban County needs and priorities, the County shall have full authority and necessary control of the preparation and filing of its Ar¡rual Action Plan to HUD and of other papers and documents in support thereof.

7. Proiect Proposals.

Any and all Project Proposals for eligible activities, including those of the City, shall be submitted directly to the County during the term of this Agreementby eligible applicants.

The three-year Notice of Funding Availability ("NOFA") will outline the eligibility criteria and local priorities. Project Proposals must meet the HUD eligibility criteria within one of the funding categories contained in the NOFA. All Proposals must be submitted directly to the County.

Funding for capital improvement projects will be considered on an annual basis outside of the NOFA process described above. A minimum of one eligible capital improvement project in each of the non-entitlement cities will be funded during the term of this Agreement, pending funding availability. The City will submit a proposal to the County for consideration for a shovel-ready project that can be completed within 12 months of the submittal of the Proposal or a project that can be phased over a two year period with demonstrable programmatic and financial actions (i.e. design, architectural, construction costs). County and City staff will work together to determine each project's level of readiness and establish an implementation schedule. Unspent funds will not be carried over from year to year to ensure funds are spent in a timely manner. Vy'hen such capital funds are not expended they will be used to supplement other Eligible Activities, if they are not expended in the agreed upon project's contract term between the City and the County. The County will evaluate the City's timely expenditure of funds to ensure the County is in compliance with HUD before recommending funding for a capital project. Review and comment on City proposed projects shall be to determine HUD eligibility and timely expenditure of funds.

8. Disbursement of Funds.
a. City understands and agrees that Urban County Program funds disbursed under this Agreement are the obligation of County and that such obligation of the County is 6 13.c
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Attachment: Current JPA between City of Campbell and County of Santa Clara (Amendment to JPA with County of Santa Clara for CDBG dependent upon the qualification of the County as an Urban County applicant and upon the availability of federal funds to implement the Urban County Program. b. Funds disbursed to the City and other subrecipients will be expended on eligible activities as described in the Consolidated Plan. The 2015-2020 Consolidated Plan includes goals and strategies to address housing and community development needs in the Urban County and identifies the following Goals:
l. Assist in the creation and preservation of affordable housing for lower- income and special needs households.

2. Support activities to end homelessness

3. Support activities that provide basic services, eliminate blight, and/or strengthen neighborhoods

4. Promote environmental sustainability
c. County and City agree that the County has the authority to transfer CDBG frrnds to another CDBG-eligible projeclprogram at County's sole discretion if City is not spending its CDBG funds in a timely m¿rrìner, i.e. within 12 months of Proposal approval. Prior to transferring the CDBG funds, the County will notify the City in writing that the City is at risk of not meeting this timeliness requirement and therefore County will transfer CDBG funds if timeliness is not met.

9. Compliance with Final Programs and Plans.

County and City shall comply in all respects with final Annual Action Plans and the Consolidated Plan which are developed through mutual cooperation pursuant to the application requirements of the Urban County Program and the Regulations and approved by HUD

10. Compliance with Leeislation and Regulations
City and County agree, pursuant to 24 CFR 570.501(b) that cities are subject to the same requirements applicable to subrecipients, including the requirement of a written agreement between the County and the City specific to the proposed Proposal as set forth in 24 CFR 570.503. City understands and agrees that should it fail to comply with such requirements or with the terms of this Agreement, that funds which may be allocated to City during the term of this Agreement may be terminated, or reduced or otherwise limited in accordance with the Urban County Program and Regulations.

County and City shall comply with all applicable requirements of the Urban County Program and associated regulations, in utilizing grant funds under legislation that created and govern these grants, and shall take all actions necessary to assure compliance with County certifications required by Section 104(b) of Title I of Act, as amended regarding the provisions of the National Environmental Policy Act of 1969, Title VI of the Civil Rights Act of 1964, Title VII of the Civil Rights Act of 1968, Executive Order 11988, Section 109 of Title I of the Act which incorporates Section 504 of the Rehabilitation Act of 1973 and the Age Discrimination Act of 1975, the Fair Housing Act, and affirmatively furthering fair housing and other applicable federal laws.

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Attachment: Current JPA between City of Campbell and County of Santa Clara (Amendment to JPA with County of Santa Clara for CDBG The City agrees that use of Urban County Program funding for activities in or in support of City is prohibited if City does not affirmatively further fair housing within its own jurisdiction as defined by Federal law or impedes County actions to comply with its fair housing certification included with the Annual Action Plan. The City may be required to demonstrate how it complies with the fair housing requirement.

Furthermore, City hereby covenants by and for itself, its successors and assigns, and all persons claiming under or through it that there shall be no discrimination against or segregation of any person or group of persons on account of race, color, religion, sex, marital status, familial status, disability, national origin, or ancestry in the sale, lease, sublease, transfer, use, occupancy, tenure, or enjoyment of any project funded by Urban County Program funds, nor shall City itself or any person claiming under or through it, establish or permit any such practice or practices of discrimination or segregation with reference to the selection, location, number use or occupancy of tenants, lessees, subtenants, sublessees, or vendees in any project funded as a result of this Agreement.

The City hereby covenants has adopted and is enforcing a policy prohibiting the use of excessive force by law enforcement agencies within its jurisdiction against any individual engaged in non-violent civil rights demonstrations. FurtheÍnore, the City has adopted and is enforcing a policy of enforcing applicable State and local laws against physically baning entrance to or exit from a facility or location which is the subject of such non-violent civil rights demonstrations within such jurisdictions.
1 l. Conflict of Interest.

City shall comply with all applicable federal and state laws, regulations and policies governing conflict of interest, including State conflict of interest regulations found in California Government Code Sections 1090, 1126,87100 et seq., Federal conflict of interest regulations found in 24 CFR 570.611, 85.36 ad84.42, and any other applicable policies, rules and regulations related to conflict of interest.

Any person who is an employee, agent, consultant, officer, elected or appointed ofÍicial of the City, who exercises any functions or responsibilities with respect to Urban County Program-funded activities identified in this Agreement and who is in a position to participate in the decision-making process or gain inside information with regard to activities identified in this Agreement, ffiây not obtain a financial interest or benefit from the Urban County Program-assisted activities identified in this Agreement or any related agreement, subcontract, or contract, either for themselves, an immediate family member or business partner, during his/her tenure. City shall maintain written standards of conduct governing performance of its employees engaged in the award and administration of contracts funded by the Urban County Program.

12. Areas of Housing Authority Operation.

Nothing herein shall affect the rights and obligations of the parties with respect to any agreement which the City may have with the Housing Authority of the County of Santa CIan ("HACSC").

I

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Attachment: Current JPA between City of Campbell and County of Santa Clara (Amendment to JPA with County of Santa Clara for CDBG

13. Services, Equipment and Property Reimbursement.

County shall provide or be primarily responsible for providing the services, equipment and other property necessary for the planning, preparation and filing of the Annual Action Plan and for the administration of the Grant funds subject to the right of the County to seek reimbursement for actual expenses and costs of furnishing such services, equipment and property. Subject to the provisions of the application or of the grant award made thereon, all property fumished by County as herein-above described shall belong to County during the term of this Agreement and after its termination.

At the termination of the Urban County Program, all property and equipment acquired with CDBG funds will be subject to the requirements and conditions contained in 24 CFR section 570.505 (24 CFR section 570.502(a)(5))..

14. Program Income
Any revenue directly generated from the use of Urban County Program funds shall be included as available funds for the following funding cycle and thus shall be subject to regulations and reported to HUD. The County has the responsibility for monitoring and reporting to HUD on the use of any such program income, including but not limited to appropriate record keeping.

15. Revolving Loan Fund.
a. The County is authorized to maintain a separate fund in conjunction with a single family home rehabilitation program for eligible activities in accordance with all CDBG requirements as may apply. The Revolving Loan Fund must be held in an interest bearing account and the interest must be remitted to HUD annually. b. Eligible activities for single family home rehabilitation may be funded through loans.

The loans, in turn, generate payments to the Revolving Loan Fund for use in carrying out the same activities.

16. Records.

City and County shall maintain appropriate books, records, files, and accounts relating to the receipt and disbursement of the Grant funds, including records in accordance with 24 CFR Sec 570.503 as they relate to the application, acceptance, and use of federal funds for this federally assisted program and any other records imposed by County's grant agreement with HUD. All such books, records, files and accounts shall be made available for inspection at reasonable times and places by authorized representatives of City, County, and HUD or any other person authorized by the Urban County Program or the Regulations.

I 7. Contractual Oblieations.

It is expressly understood and agreed that, as the applicant to HUD, County must take full responsibility and assume all obligations of an applicant under the Urban County Program and that HUD will look only to the County in this regard. However, County assumes no responsibility nor liability for any failure to include City in the application as a result of I

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Attachment: Current JPA between City of Campbell and County of Santa Clara (Amendment to JPA with County of Santa Clara for CDBG City's failure to supply County with information necessary to prepare and file the application, or as a result of City's failure to supply County with such information upon designated dates, or as a result of City's failure to comply with the Urban County Program and the Regulations.

18. Indemnification.

In lieu of and notwithstanding the pro rata risk allocation which might otherwise be imposed between the Parties pursuant to Government code Section 895.6, the Parties agree that all losses or liabilities incurred by a party shall not be shared pro rata but instead the County and City agree that pursuant to Government Code Section 895.4, each of the parties hereto shall fully indemnify and hold each of the other parties, their officers, board members, employees and agents, harmless from any claim, expense or cost, damage or liability imposed for injury (as defined by Government code Section 810.8) occurring by reason of the negligent acts or omissions or willful misconduct of the indemnifying party, its officers, employees or agents, under or in connection with or arising out of any performance of obligations required by this Agreement, the Urban County Program, Annual Action Plan, Grant Agreement the Regulations or other applicable laws relating to this Agreement delegated to such party under this Agreement. No party, nor any ofÍicer, board member, employee or agent thereof shall be responsible for any damage or liability occurring by reason of the negligent acts or omissions or willful misconduct of the other parties hereto, their offrcer, board members, employees or agents, under or in connection with or arising out of any performance of obligations required by this Agreement, the Urban County Program, Application, Regulations or other applicable laws relating to this Agreement delegated to such other parties under this Agreement.

19. Self-Insurance.

The City and County are authorized selÊinsured public entities for purposes of general liability, automobile liability, professional liability and worker's compensation. City and County warrant that through their respective programs of self-insurance, they have adequate coverage or resources to protect against any liabilities arising out of their perfonnance regarding the terms and conditions of this Agreement.

20. Discretionar)¡ Actions.

Nothing herein contained shall be construed to prohibit the City from exercising its discretion on any legislative quasi-judicial and/or administrative matter (including but not limited to any action involving zoning of General Plan amendments). Nothing herein shall compel the City to take any action on any matter save and except as expressly required in this Agreement. It is understood and agreed that the City does not by this Agreement commit itself or delegate the exercise of any of its police powers in any matter whatsoever save and except as expressly set forth in this Agreement.

21. Timeliness.

When any action is required hereunder upon request for action on a document or material furnished by the County to the City said request for action on a document or material shall be furnished at least 30 days prior to the date said action is required in order to allow sufficient time for the City to review and act on said document or material. 10 13.c
Packet Pg. 123
Attachment: Current JPA between City of Campbell and County of Santa Clara (Amendment to JPA with County of Santa Clara for CDBG

22. Severability.

Should any part, term, provision of this Agreement be judicially determined to be illegal or in conflict with any law of the State of Califomia or any law of the United States, or should any part, term, or provision of this Agreement be otherwise rendered unenforceable or ineffectual, the validity of the remaining portions or provisions shall not be affected thereby.

23. Section Headings.

All section headings contained herein are for the convenience of reference only and are not intended to define or limit the scope of any provision of this Agreement.

24. Notices.

Any notice, tender, or delivery to be given hereunder by either party to the other may be effected by personal delivery in writing or by certified mail, return receipt requested. Each party may change its address by written notice in accordance with this Section.

IN V/ITNESS WHEREOF, parties hereto have executed this Agreement on the dates set forth below.

CITY OF CAMPBELLCOLINTY OF
By:By:

Brian Loventhal,
City Manager
Attest:

By
Wendy
City
Approved as to form:

By:

Jeffrey V. Smith
County Executive
Approvedto form andlegality
By:

R. Cheleden
Lead Deputy County Counsel
Date: )
11 Date: 7/ ¿..7 / ;¡.-o I z

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Attachment: Current JPA between City of Campbell and County of Santa Clara (Amendment to JPA with County of Santa Clara for CDBG

COUNTY OF SANTA CLARA

URBAN COUNTY CDBG PROGRAM
NO. AGENCY PROJECT FY16 FY17 FY18 FY19 FY20 FY21 FY22 FY23 TOTAL 1 LifeMoves Opportunity Services Center $ 9,616 $ 5,168 $ 10,284 $ 11,214 $ 11,214 $ 11,179 $ 11,339 $ 12,207 $ 82,221 2 Family Supportive Housing Bridges AfterCare $ 11,469 $ 11,605 $ 11,165 $ 12,159 $ 11,880 $ 12,118 $ 12,290 $ 13,183 $ 95,869 3 Family Supportive Housing San Jose Family Shelter $ 11,469 $ 11,605 $ 11,165 $ 12,159 $ 11,880 $ 12,118 $ 12,290 $ 13,183 $ 95,869 4 Live Oak Adult Day Services Adult Day Care Progam N/A N/A N/A N/A N/A $ 22,000 $ 22,310 $ 23,184 $ 67,494 5 Next Door Solutions to Domestic Violence Shelter and Support Services Program $ 11,469 $ 13,110 $ 11,165 $ 12,159 $ 11,833 $ 12,118 $ 12,290 $ 13,183 $ 97,327 6 Project Sentinel Tenant-Landlord Services $ 30,000 $ 30,260 $ 30,450 $ 34,189 $ 33,411 $ 36,490 $ 37,000 $ 34,377 $ 266,177 7 Senior Adults Legal Assistance (SALA) Campbell, Morgan Hill, Saratoga, and Los Gatos Legal Assistance $ 10,000 $ 40,000 $ 30,450 $ 34,189 $ 33,411 $ 36,490 $ 37,000 $ 38,495 $ 260,035 8 Silicon Valley Independent Living Center
(SVILC)
Housing Programs for Persons with
Disabilities $ 11,469 $ 13,110 $ 11,165 $ 12,159 $ 11,880 $ 12,118 $ 12,290 $ 13,183 $ 97,374 9 West Valley Community Services Community Access to Resources and Education (CARE) $ 11,469 $ 13,110 $ 11,165 $ 12,159 $ 11,876 $ 12,118 $ 12,290 $ 13,183 $ 97,370 10 YWCA Silicon Valley Domestic Violence Services $ 10,222 $ 12,334 $ 11,165 $ 12,159 $ 11,713 $ 12,118 $ 12,290 $ 13,183 $ 95,184 11 Sacred Heart Community Services
Ho meless Prevention Program $ 11,469 $ 13,110 $ 11,165 $ 12,159 $ 11,880 $ 22,118 $ 22,436 $ 23,350 $ 127,687 TOTAL: $ 1,382,606
12 Fair Housing $ 81,194 $ 81,471 $ 50,194 $ 71,430 $ 84,806 $ 83,605 $ 87,836 $ 93,329 $ 633,865 City Total
Campbell 31,338$
Campbell 40,000$
Campbell 10,000$
Campbell 6,131$
Campbell 149,153$
Campbell 347,639$
584,261$
Campbell Track Re-Surfacing
Project Name
CA-14-41 Curb Cuts
CA-14-54 Code Enforcement
CA-15-54 Campbell Code Enforcement

CDBG PUBLIC SERVICE - AGENCIES SERVING CAMPBELL RESIDENTS CD

BG CAPITAL IMPROVEMENT PROJECTS

FAIR HOUSING
CA-16-54 Campbell - Targeted Code Enforcement
CA-17-41 Campbell Accessibility Ramps
Office of Supportive Housing
Housing and Community Development
November 11, 2022

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Attachment: Previously Funded CIP & Urban County CDBG Projects (Amendment to JPA with County of Santa Clara for CDBG Program) City
Council
Report
TITLE: Authorize the Execution of a Contract for the Preparation of an Affordable Housing and Commercial Linkage Fees Nexus Study (PLN-2023-85) (Resolution/Roll Call Vote)

RECOMMENDED ACTION
That the City Council adopt a Resolution approving a Consultant Services Agreement with BAE Urban Economics for the preparation of an Affordable Housing and Commercial Linkage Fees Nexus Study and authorizing the City Manage r to execute the agreement.

BACKGROUND
On April 18, 2023, the City Council adopted a Housing Element for the 2023 -2031 planning period that identified programs to modify the City’s Inclusionary Housing Ordinance (Program H-1a) and establish a Commercial Linkage Fee (Program H-2b) as follows:

Program H -1a: Inclusionary Housing Ordinance Implementation :

Amend the Inclusionary Housing Ordinance to offer developers a menu of options for achieving affordability, adjusting the percentage of units required to be affordable depending on the degree of affordability achieved (i.e., moderate -, low-, very low -, and extremely low income).

These amendments could also include:
• Initiating a nexus study to reevaluate increasing the affordable housing in-lieu fee.
• Updating the inclusionary ordinance to require for -sale projects to provide the same allocation of units available to lower - income and very low -income units that is required for rental projects.”
• Modifying the In -Lieu Fee threshold to apply only to developments of 5-9 units. Housing developments of 10 or more units would not be allowed to substitute affordable units with in-lieu fees.

Program H-1b: Commercial Linkage Fee: Establish an affordable housing impact fee that will apply to nonresidential development to p rovide an additional local source of revenue to support production of affordable housing.

Item: 14
Category: CONSENT CALENDAR
Meeting Date: September 5, 2023
14 Packet Pg. 126
Nexus Study (Affordable Housing & Commercial Linkage Fees) Page 2 of 3

On May 16, 2023, the City Council approved the issuance of a Request for Proposals (RFP) for the preparation of a Nexus Study consistent with the requirements of Pro gram H-1a and H-1b above.

In July of 2023, staff interviewed four firms that responded to the RFP and identified BAE Urban Economics as the best firm to provide Campbell the requested nexus studies within the timeframe for completion.

DISCUSSION
The preparation of an Affordable Housing and Commercial Linkage Fees Nexus Study serves to document the City’s legal right (“nexus”) to require affordable housing and/or the payment of affordable housing or commercial linkage fees to support affordable housing development. The study also serves to ensure that local requirements and fees align with market conditions and industry standards.

Project Schedule & Key Deliverables : The Consultant Services Agreement (Attachment B) includes a kick -off meeting to discuss expectations, general goals, and schedule for the project. As key deliverables, the scope of work anticipates holding two (2) stakeholder meetings, two (2) City Council meetings, and evaluating the feasibility of new fees and requirements against four (4) residential development prototypes, and five (5) commercial development prototypes that target a variety of typographies the City expects or wishes to be delivered in the future.

September 5, 2023 City Council meeting to award contract Start of Consultant Services
Early September 2023 Project Kick-Off Meeting
Community Outreach Plan Preparation
October 2023 Benchmark Analysis
Stakeholder Meeting #1 – Housing Development Fees
November 2023 Stakeholder Meeting #2 – Non-Residential Development Fees December 2023 Draft Nexus Study Completed
February 2024 Final Nexus Study Completed
March 2024 Adoption of Nexus Study

The tasks leading up to the completion of a Draft Nexus Study are anticipated to be completed by end of calendar year 2023, leading up to the adoption of the Nexus Study and associated implementing Ordinance early next year. The proposed schedule is consistent with timing commitments of the 2023 -2031 Housing Element (Program H -1a & Program H -2b) which require preparation of a Nexus St udy by the end of 2023, and the adoption of in-lieu fees and associated Ordinances starting in June of 2024.

FISCAL IMPACT

The Community Development Department currently has allocated within its FY 202 4 Budget $150,000 to support the preparation of these nexus studies. BAE Urban 14 Packet Pg. 127
Nexus Study (Affordable Housing & Commercial Linkage Fees) Page 3 of 3 Economics estimates that the project will cost $126,040 to complete the study, or $23,960 under the budgeted amount, which is reflected in the Consultant Services Agreement (reference Attachment B).

Fiscal impacts associated wi th future adoption of a revised Inclusionary Housing Ordinance or Commercial Linkage fee will be evaluated following preparation of the nexus studies.

ALTERNATIVES

1. Based on Council direction, request a modified Consultant Services Agreement (e.g., scope of work, budget, duration) to be returned to the City Council or incorporated by the City Manager prior to execution of the contract.

Prepared by:

Stephen Rose, Senior Planner
Reviewed by:

Rob Eastwood, Community
Development Director
Approved by:

Angelique Gaeta, Assistant City
Manager
Attachment:
a. Draft Resolution
b. Consultant Services Agreement - BAE
14 Packet Pg. 128

RESOLUTION NO. ______________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CAMPBELL APPROVING A CONSULTANT SERVICES AGREEMENT

WITH BAE URBAN ECONOMICS FOR THE PREPARATION OF AN

AFFORDABLE HOUSING AND COMMERCIAL LINKAGE FEES
NEXUS STUDY; AND, AUTHORIZING THE CITY MANAGER TO
EXECUTE THE AGREEMENT.

WHEREAS, on April 18, 2023, the City Council adopted a Housing Element for the 2023- 2031 planning period; and

WHEREAS, the Housing Element identified programs to modify the City’s Inclusionary Housing Ordinance (Program H -1a: Inclusionary Housing Ordinance Implementation) and establish a Commercial Linkage fee (Program H-2b: Commercial Linkage Fee); and

WHEREAS, the City Council previously authorized up to $150,000 to fund this project; and

WHEREAS, the purchasing procedures outlined in the Campbell Municipal Code (CMC) Section 3.20.050 state that purchases and contract s for ‘supplies, services, and equipment of estimated fair market value greater than fifty thousand dollars ’ shall be made according to specified bidding procedures; and

WHEREAS, in May 2023, the City Council authorized the publication of a request for proposals (RFP) for a consulting firm to complete the work; and

WHEREAS, the City released an RFP on May 22, 2023 with a submittal deadline of June 23, 2023; and

WHEREAS, City staff conducted interviews with parties that were responsive to the RFP and have recommended BAE Urban Economics as the preferred vendor; and

WHEREAS, the purchasing procedures outlined in CMC Section 3.20.050 require the award of contracts to the lowest bid except as otherwise provided in the chapter; and

WHEREAS, BAE Urban Economics estimates that it will cost $126,040 to complete the project; and

WHEREAS, work is expected to be completed by the end of this year, with an implementation by June 2024 as outlined in the Housing Element; and

WHEREAS, fees generated by this project will support the City’s Housing Fund and provide new opportunities to fund affordable housing projects in the City of Campbell;

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell hereby approves an agreement with BAE Urban Economics for $126,040 for the preparation of an Affordable Housing and Commercial Linkage Fees Nexus Study as set

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Attachment: Draft Resolution (Nexus Study (Affordable Housing & Commercial Linkage Fees)) forth in Attachment B of the September 5, 2023 City Council staff report and hereby authorizes the City Manager to execute the agreement.

PASSED AND ADOPTED this ___ day of _______, 2023, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

APPROVED:_________________________
Anne Bybee, Mayor
ATTEST:

Andrea Sanders, City Clerk

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Attachment: Draft Resolution (Nexus Study (Affordable Housing & Commercial Linkage Fees)) 1 CITY OF CAMPBELL

CONSULTANT SERVICES AGREEMENT
This Agreement is entered into at Campbell, California on the day of , 2023, by and between the CITY OF CAMPBELL (hereinafter referred to as "City") and BAE Urban Economic, Inc. (hereinafter referred to as "Consultant").

WHEREAS, City desires a consultant to provide the City of Campbell with a nexus study and financial feasibility analysis to evaluate the City’s Affordable Housing and Commercial Linkage fees for a cost not to exceed $126,040; and
WHEREAS, Consultant represents that it has the expertise, means, and ability to provide inclusionary housing financial and nexus analysis throughout the duration of the contract service agreement; NOW, THEREFORE, in consideration of each other's mutual promises, Consultant and City agree as follows:

1. DUTIES OF CONSULTANT

1.1 Consultant agrees to perform services as set forth in Exhibit A - Scope of Work, attached hereto and incorporated herein by reference, and which shall be interpreted together and in harmony with this Agreement. In the event of any conflict between Exhibit A and this Agreement, this Agreement shall govern, control, and take precedence.

1.2 Consultant’s project manager will meet with the City’s project coordinator prior to commencement of the project to establish a clear understanding of the working relationships, authorities, and management philosophy of City as it relates to this Agreement.

1.3 Consultant, working with the City, will gather available existing information concerning the project, and shall review documents as necessary for compliance with the project’s objectives.

1.4 In performance of this Agreement by Consultant, time will be of the essence.

1.5 Notwithstanding Section 1.4, Consultant shall not be responsible for delay caused by activities or factors beyond Consultant’s reasonable control, including delays or by reason of strikes, work slow-downs or stoppages, or acts of God.

1.6 Consultant agrees to perform this Agreement in accordance with the highest degree of skill and expertise exercised by members of Consultant’s profession working on similar projects under similar circumstances.

1.7 Consultant shall cooperate in good faith with City in all aspects of the performance

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Attachment: Consultant Services Agreement - BAE (Nexus Study (Affordable Housing & Commercial Linkage Fees))

2 of this Agreement.

1.8 In the course of the performance of this Agreement, Consultant shall act in the City’s best interest as it relates to the project.

1.9 All activities of Consultant, its employees, subcontractors and/or agents will be carried out in compliance with all applicable federal, state, and local laws and regulations.

1.10 The designated project manager for Consultant shall be Stephanie Hagar . The Consultant’s project manager shall have all the necessary authority to direct technical and professional work within the scope of the Agreement and shall serve as the principal point of contact with the City and the City’s project coordinator. The authorized principal of Consultant executing this Agreement for th e Consultant shall have authority to make decisions regarding changes in services, termination and other matters related to the performance of this agreement on behalf of Consultant.

1.11 The Consultant (and its employees, agents, representatives, and subconsultants), in the performance of this Agreement, shall act in an independent capacity and not as officers or officials or employees or agents of the City. The City shall not direct the work and means for accomplishment of the services and work to be performe d hereunder. The City, however, retains the right to require that work performed by Consultant meet specific standards consistent with the requirements of this Agreement without regard to the manner and means of accomplishment thereof. Subcontractors shall assume all of the rights, obligations and liabilities, applicable to it as an independent contractor hereunder. Consultant represents and warrants that it (i) is fully experienced and properly qualified to perform the class of work and services provided for herein, (ii) has the financial capability and shall finance its own operations required for the performance of the work and services and (iii) is properly equipped and organized to perform the work and services in a competent, timely and proper manner in accordance with the requirements of this Agreement.

Consultant agrees to comply with AB5, codified at Labor Code section 2750.3, and shall indemnify, defend and hold harmless the City, its officers, officials, directors, agents representatives, volunteers, and employees against any claim or liability, including attorneys’ fees and costs, arising in any manner related to this Agreement that an employee, agent or others under Consultant’s supervision or control was misclassified.

1.12 This Agreement contains provisions that permit mutually acceptable changes in the scope, character or complexity of the work if such c hanges become desirable or necessary as the work progresses. Adjustments to the basis of payment and to the time for performance of the work, if any, shall be established by a written contract amendment (approved and executed by the City) to accommodate the changes in work.

2. DUTIES OF CITY

2.1 City shall furnish to Consultant all available and pertinent data and information requested by Consultant to facilitate the preparation of the documents called for in this Agreement.

Consultant shall be entitled to reasonably rely on accuracy and completeness of such information, provided that Consultant shall provide City prompt written notice of any known defects in such

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Attachment: Consultant Services Agreement - BAE (Nexus Study (Affordable Housing & Commercial Linkage Fees))

3 data and information.

2.2 City shall provide contract administration services. City shall notify Consultant of required administrative procedures and shall name representatives, if any, authorized to act in its behalf.

2.3 City shall review documents submitted by Consultant and shall render decisions pertaining thereto as promptly as reasonably possible.

3. COMPENSATION

3.1 For the full performance of the services described herein by Consultant, City agrees to compensate Consultant for all services and direct costs associated with the performance of the project in an amount not to exceed $126,040, as follows:

a. Consultant shall submit for payment by City, an itemized invoice for services performed based on the attached budget and timeline attached as Exhibit B . The invoice shall describe the services rendered and the title of the item of work, and shall list labor hours by personnel classification. Said invoice shall be based on all labor and direct expense charges made for work performed on the project. Labor charges shall be in accordance with the fee schedule found in Exhibit B of this Agreement. City shall pay Consultant for services rendered and approved by the City within 30 days from the date the itemized invoice is received by the City, subject to the maximum not to exceed amount specified above and the City’s right to object.

b. Direct costs are those outside costs incurred on or directly for the project, and substantiated with invoices for the charges. Direct expenses include printing, reproduction, and delivery charges.

3.2 If Consultant incurs other costs which are not specifically covered by the terms of this Agreement, but which are necessary for performance of Consultant’s duties, City may approve payment for said costs if authorized in writing by the City in advance.

3.3 City may order changes in the scope or character of services in writing, including decreasing the amount of Consultant’s services. In the event that the work is decreased, Consultant is entitled to full compensation for all services performed and expenses incurred prior to receipt of notice of change. Un der no conditions shall Consultant make any changes to the work, either as additions or deductions, without the prior written order of the City. In the event, that the City determines that a change to the work or services from that specified in this Agreement is required, the contract time and/or actual costs reimbursable by the City for the project may be adjusted by contract amendment or change order to accommodate the changed work. The maximum not to exceed total amount specified in this Article 3 (Compe nsation) shall not be exceeded, unless authorized by written contract amendment or change order, approved and executed by the City.

Consultant shall obtain prior written approval for a revised fee schedule from the City before exceeding such fee schedule. Only City’s authorized representative(s) is authorized to approve changes to this Agreement on behalf of City.

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Attachment: Consultant Services Agreement - BAE (Nexus Study (Affordable Housing & Commercial Linkage Fees))

4 3.4 In no event, will the Consultant be reimbursed for any costs or expenses at any rates that exceed the rates for set forth in the fee schedule found in Exhibit B.

3.5 Consultant agrees that the payments to Consultant specified in this Article 3 (Compensation) will constitute full and complete compensation for all obligations assumed by Consultant under this Agreement. Where conflicts regarding compensation may occur, the provisions of this section apply.

4. SUBCONSULTANTS

4.1 Consultant may not subcontract any services required under this Agreement without the prior written consent of the City.

4.2 Consultant shall be responsible to City for the performance of any and all subconsultants who perform work under this contract, and any acts of negligence or misconduct on their part. Consultant is solely responsible for all payments due to subconsultants.

4.3 Consultant shall require and verify that all subcontractors maintain insurance meeting all of the requirements stated herein, including naming the City of Campbell, its officers, officials, directors, agents representatives, volunteers, and employees as additional insureds. Any modification to the insurance requirements for subcontractors must be agreed to by the City in writing.

4.4 If at any time, the City determines any subcontractor is incompetent or unqualified, Consultant will be notified and will be expected to immediately cancel the subcontract.

5. OWNERSHIP OF DOCUMENTS AND MATERIALS

All original reports, documents, data, materials, photographs, negatives and other work products prepared by the Consultant and/or its subconsultants in the performance of the services encompassed in this Agreement (whether in printed or electronic format) (“project -related documents and materials”) shall be the property of the City and may be used on this project without the consent of the Consultant or its subcontractors. City acknowledges that such drawings, documents, and other items are instruments of professional services intended for use only on the subject project. Consultant agrees that all copyrights which arise from creation of the Project - related documents and materials pursuant to this Agreement shall be vested in the City and waives and relinquishes all claims to copyright or other intellectual property rights in favor of the City.

Any and all project -related documents and materials including draft documents and mate rials related to this Agreement shall be confidential, not to be used by the Consultant on other projects or disclosed to any third party, except by agreement in writing by the City, or except as otherwise provided herein or applicable laws. Upon the completion or termination of this Agreement for any

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Attachment: Consultant Services Agreement - BAE (Nexus Study (Affordable Housing & Commercial Linkage Fees))

5 reason, the City shall be entitled to receive, and Consultant shall promptly provide to the City upon request, all finished and unfinished project-related documents and materials, produced or gathered by or on behalf of Consultant that are in Consultant’s possession, custody or control. Consultant may retain copies of said documents and ma terials for its files. In the event of termination, any dispute regarding compensation or damages shall not hinder, prevent, or otherwise impact the City’s right to promptly receive and use such documents and materials which are the sole and exclusive property of the City.

6. TERMINATION

6.1 Notwithstanding any other provision of this Agreement, City may terminate this Agreement at any time, with or without cause, in its sole discretion, by giving notice in writing to Consultant not less than 14 calendar days prior to an effective termination date. In the event of such termination, Consultant shall have the right and obligation to immediately assemble the work then in progress for the purpose of completing the work and turning over all materials and documents to City.

6.2 In the event of such termination, Consultant shall be compensated for all work and services performed to the point of termination in accordance with the payment provisions set forth in Section 3.1, unless the termination is for cause, in which event Consultant need be compensated only to the extent required by law.

6.3 Upon notice of termination by City, the Consultant will immediately act to not incur any additional obligations, costs or expenses, except as may be reasonably necessary to terminate its activities. All finished or unfinished work or documents procured or produced under the Agreement will become property of the City upon the termination date. In the event of Consultant’s failure to perform pursuant to the Agreement, the City reserves the right to obtain services elsewhere and Consultant will be liable for the difference between the prices s et forth in the terminated Agreement and the actual cost to the City. Termination of the Agreement pursuant to this paragraph shall not relieve the Consultant of any liability to City for additional costs, expenses, or damages sustained by City due to failure of the Consultant to perform pursuant to the Agreement. City may withhold any payments to Consu ltant for the purpose of set off until such time as the exact amount of damages due City from Consultant is determined. After the effective date of termination, Consultant will have no further claims against the City under the Agreement.

No other compensation will be payable for anticipated profit on unperformed services.

7. AUDIT AND INSPECTION

Consultant shall permit authorized representatives of City to inspect and audit all data and records relating to its performance under this Agreement for a period of three years following acceptance of the final study.

8. EQUAL EMPLOYMENT OPPORTUNITY

Consultant agrees to refrain from discriminatory employment practices on the basis of race,

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Attachment: Consultant Services Agreement - BAE (Nexus Study (Affordable Housing & Commercial Linkage Fees))

6 religious creed, color, sex, national origin, handicap, sexual orienta tion, marital status, medical condition, disability, ancestry, organizational affiliation, military or veteran status, or any other consideration made unlawful by local, State or Federal law, of any employee of, or applicant for employment with, such Consultant or subcontractor. City requires Consultant to comply with all applicable Federal and State and local equal employmen t opportunity laws and regulations.

9. INSURANCE AND INDEMNIFICATION

9.1 Consultant agrees to indemnify, defend (with counsel reasonably satisfactory to the City) and hold harmless the City, its officers, officials, directors, agents representatives, volunteers, and employees to the fullest extent allowed by law from and against any and all claims, actions, causes of action, losses, damages, liabilities and costs of every nature, including attorneys’ fees and costs (collectively, “Losses”) including but not limited to all claims, actions, causes of action, losses, damages, liabilities for property damage, bodily injury, or death, and all costs of defending any claim, caused by or arising out of, or alleged to have been caused by or aris e out of, in whole or in part, Consultant’s performance under this Agreement, except for any claims, actions, causes of action, losses, damages, costs or liabilities proximately caused by the sole negligence or willful misconduct of City. City shall not be liable for acts of Consultant in performing services described herein.

In no event shall this section be construed to require indemnification by the Consultant to a greater extent than permitted under the public policy of the State of Califo rnia; and in the event that this contract is subject to California Civil Code section 2782(b), the foregoing indemnity provisions shall not apply to any liability for the active negligence of the City.

The defense and indemnity provisions obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by the insurance obligations contained in this Agreement. The foregoing indemnity provisions are intended to fully allocate the parties’ risk of liability to third - parties; and there shall be no rights to indemnity or contribution, in law or equity or otherwise between the parties that are not set forth in this section. Consultant waives all rights to subrogation for any matters covered by the provisions of this section. Consultant’s responsibility for such defense and indemnity obligations as set forth in this section shall survive the termination or completion of this Agreement for the full period of time allowed by law.

9.2 Consultant shall maintain insurance conforming to the fo llowing specifications to the fullest amount allowed by law for a minimum of three (3) years following the termination or completion of this Agreement:

A. Types of Coverage

The policies shall afford the following types of coverage:

1. Commercial General Liability;

2. Automotive;

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Attachment: Consultant Services Agreement - BAE (Nexus Study (Affordable Housing & Commercial Linkage Fees)) 7 3. Workers’ Compensation and Employer Liability; and

4. Professional Liability and/or Errors and Omissions
B. Minimum Scope of Insurance
Coverage shall be at least as broad as:

1. For Commercial General Liability: Insurance Services Office (ISO) CGL Form 00 01 11 85; and

2. For Automotive Liability: ISO CA 00 01 06 92 including symbol 1(any auto); and

3. For Workers’ Compensation: insurance as required by the Labor Code of the State of California and Employer's Liability insurance; and

4. For Professional Liability and/or Errors and Omissions: insurance covering negligence committed by or on behalf of Consultant in rendering services to City.

C. Minimum Limits of Insurance
Consultant shall maintain limits no less than:

1. General Liability: $1,000,000 combined single limit per occurrence for bodily, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage.

3. Workers’ Compensation and Employer's Liability: Workers’ Compensation limits as required by the Labor Code of the State of California and Employer's Liability limits of $1,000,000 per accident. The Worker’s Compensation policy must be endorsed with a waiver of subrogation in favor of the City for all work performed by the Consultant and its employees.

4. Professional Liability and/or Errors and Omissions: $1,000,000 per claim and $2,000,000 in the annual aggregate.

The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of City (as agreed to in this Agreement) before the City’s own insurance or self -

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8 insurance shall be called upon to protect it as a named insured.

D. Deductible and Self-Insured Retention

Any deductibles or self-insured retention must be declared to and approved by the City, and shall not reduce the limits of liability. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self -insured retention as res pects the City, its agents, officers, attorneys, employees, officials and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses related to investigations, claim administration, and defense expenses. Policies containing any self-insured retention provision shall provide or be endorsed to provide that the self- insured retention may be satisfied by either the named insured or the City.

E. Other Insurance Provisions

The policies are to contain, or be endorsed to contain, the following provisions:

1. General Liability and Automobile Liability Coverage:

a. The City, its agents, officers, attorneys, employees, officials and volunteers are to be covered as additional insureds as respects: liability arising out of this Agreement performed by or on behalf of the Consultant, products and completed operations of the Consultant, premises owned, occupied or used by the Consultant, or automobiles owned, leased, hired or borrowed by the Consultant. It is a requirement of this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits set forth in this Agreement shall be available to the City as an additional insured. Furthermore, the requirements for coverage and limits shall be (1) the minimum coverage limits specified in this Agreement, or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured, whichever is affords greater coverage.

b. The Consultant's insurance coverage shall be primary insurance as respects the City, its agents, officers, attorneys, employees, officials and volunteers.

Any insurance or self -insurance maintained by the City, its agents, officers, attorneys, employees, officials and volunteers shall be exc ess of the Consultant's insurance and shall not contribute with it.

c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its agents, officers, attorneys, employees, officials, and volunteers.

d. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought except with respect to the limits of the insurer's liability.

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9 2. Workers’ Compensation and Employer’s Liability Coverage: The insurer shall agree to waive all rights of subrogation against the City, its agents, officers, attorneys, employees, officials, and volunteers for losses arising from work performed by the Consultant for the City.

3. All Coverages: Any unintentional failure to comp ly with reporting provisions of the policies shall not affect coverage provided to the City; and unless otherwise approved by the City, each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after thirty (30) days prior written notice by regular mail has been given to the City, or ten (10) days for cancellation for non- payment of premium.

F. Suspension or Cancellation

If any of the coverages required by this Agreement should be suspended, voided, cancelled or reduced in coverage during the term of this Agreement, Consultant shall immediately notify City and replace such coverage with another policy meeting the requirements of this Agreement.

G. Subcontractors

Consultant agrees that any and all contracts with subcontractors for performance of any matter under this Agreement shall require the subcontractors to comply with the same indemnity and insurance requirements set forth in this Agreement to the extent that they apply to the scope of the subcontractors’ work. Subcontractors are to be bound to contractor and to City in the same manner and to the same extent as the Consultant is bound to City under this Agreement. Subcontractors shall further agree to include these same provisions with any sub -subcontractor. A copy of this Agreement will be furnished to the subcontractor on request. The Consultant shall require all subcontractors to provide a valid certificate of insurance and the required endorsements included in the Agreement prior to commencing any work, and will provide proof of compliance to the City.

H. Acceptability of Insurers

Without limiting Consultant's indemnification provided hereunder, the policies of insurance listed in Article 9.2 of this Agreement are to be issued by an issuer with a current A.M. Best Rating of A:V and who is authorized to transact business in the State of California, unless otherwise approved by the City.

I. Verification of Coverage

Consultant shall furnish the City with endorsements and certificates of insurance evidencing coverage required by this clause. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates are to be on forms acceptable to the City. Where required by statue, forms approved by the Insurance Commissioner are to be submitted. All certificates are to be received and approved by the City bef ore work

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Attachment: Consultant Services Agreement - BAE (Nexus Study (Affordable Housing & Commercial Linkage Fees)) 10 commences.

J. Special Risks/Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances and provide notice to Consultant.
10 MISCELLANEOUS

10.2 This Agreement shall be binding on the heirs, executors, assigns and successors of Consultant.

10.3 Neither party may assign this Agreement, or any portion hereof, without the prior written consent of the other.

10.4 This Agreement shall not be construed to alter, affect, or waive any lien or stop notice rights, which Consultant may have for the performance of services pursuant to this Agreement.

10.5 Neither party’s waiver of any term, condition or covenant, or breach of any term, condition or covenant shall be construed as the waiver of any other term, condition or covenant or waiver of the breach of any other term, condition or covenant.

10.6 This Agreement contains the entire Agreement between City and Consultant relating to the project and the provision of services to the project. Any prior agreements, promises, negotiations, or representations not expressly set forth in this Agreement are of no force or effect. Subsequent modifications to this Agreement shall be in writing and signed by both City and Consultant.

10.7 If any term, condition or covenant of this Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions of this Agreement shall be valid and binding on City and Consultant.

10.8 This Agreement shall be governed and construed in accordance with the laws of the State of California.

10.9 All changes or amendments to this Agreement must be in writing and approved by all parties.

10.10 The initial contract term shall commence upon execution of the contract by the City and shall terminate no later than June 30, 2024, unless terminated sooner in accordance with the contract.

10.11 Consultant owes the City a duty of undivided loyalty in perf orming the work and

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11 services under this Agreement, including, but not limited to, the obligation to refrain from having economic interests and/or participating in activities that conflict with the City’s interests in respect to the work and/or services and project. The Consultant shall list current clients who may have a financial interest in the outcome of this Agreement. The Consultant hereby certifies that it does not now have, nor shall it acquire any financial or business interest that woul d conflict with the performance of services under this agreement. Consultant shall not make or participate in making or in any way attempt to use Consultant’s position to influence a governmental decision in which Consultant knows or has reason to know Consultant has a direct or indirect financial interest other than the compensation promised by this Agreement. Consultant will immediately advise the City if Consultant learns of a financial interest of Consultant's during the term of this Agreement.

10.12 City is a public agency subject to the disclosure requirements of the California Public Records Act (“CPRA”). If Consultant’s proprietary information is contained in documents or information submitted to City, and Consultant claims that such information falls within one or more CPRA exemptions, Consultant must clearly mark such information “Confidential and Proprietary,” and identify the specific lines containing the information. In the event of a request for such information, City will make best efforts to provide notice to Consultant prior to such disclosure. If Consultant contends that any documents are exempt from the CPRA and wishes to prevent disclosure, it is required to obtain a protective order, injunctive relief or other appropriate remedy from a court of law in Santa Clara County before the City is required to respond to the CPRA request. If Consultant fails to obtain such remedy within the time the City is required to respond to the CPRA request, City may disclose the requested information without any liability to Consultant. Consultant further agrees that it shall defend, indemnify and hold City harmless against any claim, action or litigation (including but not limited to all judgments, costs, and attorney’s fees) that may result from denial by City of a CPRA request for information arising from any representation, or any action (or inaction), by the Consultant.

10.13 Neither party hereto shall be considered in default in the performance of its obligation hereunder to the extent that the performance of any such obligation is prevented or delayed by an act of God, natural disaster, pandemic, acts of terrorism, war, or other peril, which is beyond the reasonable control of the affected party and without the negligence of the respective Parties. Each party hereto shall give notice promptly to the other of the nature and extent of any Force Majeure claimed to delay, hinde r or prevent performance of the services under this Agreement. Each Party will, however, make all reasonable efforts to remove or eliminate such a cause of delay or default and will, upon the cessation of the cause, diligently pursue performance of its obl igations in this Agreement. In the event either party is prevented or delayed in the performance of its respective obligation by reason of such Force Majeure, there may be an equitable adjustment of the schedule and Consultant compensation based on City’s sole discretion.

10.14 Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Ag reement to bind City to any obligation whatsoever.

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Attachment: Consultant Services Agreement - BAE (Nexus Study (Affordable Housing & Commercial Linkage Fees)) 12 10.15 Consultant warrants that Consultant, its subcontractors and/or agents (if any) has/have complied with any and all federal, state, and local licensing requirements

10.16 Each party acknowledges that it has reviewed this Agreement and that the normal rule of construction to the effect that any ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this Agreement.

10.17 The signatories to this Agreement warrant and represent that each is authorized to execute this Agreement and that their respective signatures serve to legally obligate their respective representatives, agents, successors and assigns to comply with the provisions of this Agreement.

10.18 This Agreement is entered into, and to be performed in Santa Clara County, California, and any action arising out of or related to this Agreement shall be maintained in a court of appropriate jurisdiction in Santa Clara County, California.

10.19 This Agreement may be executed in counterparts which shall, in the aggregate, be deemed an original but all of which, together, shall constitute one and the same instrument. A scanned, electronic, facsimile or other copy of a party’s signature shall be accepted and valid as an original.
11 NOTICES
Notices required under this Agreement may be delivered by first class mail addressed to the appropriate party at one of the following addresses:

CITY: City of Campbell
Attention: Rob Eastwood
70 North First Street
Campbell, CA 95008
CONSULTANT: BAE Urban Economic, Inc.

Attention: Stephanie Hagar, Principal
2560 9th Street, Suite 211
Berkeley, CA 94710
Email: [email protected]
[SIGNATURES ON FOLLOWING PAGE]

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13 Having read and understood the foregoing Agreement, the undersigned parties agree to be bound hereby:

CONSULTANT

By: ________________________
Stephanie Hagar

Title: Principal

CITY OF CAMPBELL

By: ________________________
Brian Loventhal

Title: City Manager

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Attachment: Consultant Services Agreement - BAE (Nexus Study (Affordable Housing & Commercial Linkage Fees)) 14 Exhibit A
Scope of Work

SCOPE OF WORK
BAE has thoroughly reviewed the preliminary scope of work as provided in the RFP and has the following suggestions for potential additions to be made by major task as follows:

Task A: Project Kick-Off. As part of the project kick off, BAE proposes to work closely with staff to develop a more detailed scope of work and work plan building on the scope of work as detailed in the RFP.

Task F: Nexus Study: The following additions are proposed to Task F to clarify the specific approach and methodologies to be used for affordable housing and commercial fees.

Task F1: In-Lieu Fee Feasibility Analysis. BAE will conduct a feasibility analysis to evaluate the economic feasibility of potential changes to the City’s inclusionary requirements and affordable housing in-lieu fees. This analysis will consist of the following subtasks:

Define Residential Prototypes. BAE will work with City staff to define up to four (4) residential development prototypes for feasibility testing, which could include single-family and multifamily developments. For multifamily developments, BAE anticipates that the prototypes will include both for-sale and rental developments. These prototypes can be like typical residential developments in Campbell but can also include development typologies that the City wishes or expects to see delivered in the future to diversify the City’s housing mix.

Financial Pro Forma Models. BAE will create a financial pro forma model for each of the residential prototypes defined above. To inform the financial feasibility analysis. This analysis will start with a set of baseline feasibility models that incorporate the City’s existing inclusionary requirements to test the feasibility of each prototype under current conditions.

Evaluate Revised Inclusionary Housing Percentages. BAE will evaluate revised inclusionary housing percentages for rental and for-sale residential projects. This analysis will use the pro forma models from with adjusted inclusionary percentages and/or affordability levels to evaluate the impact that revised requirements might have on the financial feasibility or each prototype. Based on this analysis, BAE will provide recommendations for potential changes to the City’s inclusionary requirements. The results of the financial feasibility assessment and any proposed revisions will abide by the guidance from HCD regarding AB 1505, as appropriate.

Evaluate Revised In-Lieu Fees. In this subtask, BAE will evaluate the financial feasibility of revised inclusionary housing in-lieu fees. This will include testing the feasibility of revised in lieu fee rates for each of the prototypes. As a part of this task, BAE will evaluate how potential fee rates compare to the cost of providing inclusionary units in a project. This analysis can inform policy decisions by identifying fee rates that will incentivize developers to provide inclusionary units on site rather than paying the in-lieu fee, or that will help financial feasibility by allowing a more feasible in-lieu fee option, depending on the outcome

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Task F2: Commercial Linkage Fee Nexus Analysis. BAE will conduct a nexus analysis that demonstrates the relationship between new commercial development, the need for affordable housing, and the Commercial Linkage Fees that can be charged in the City of Campbell. The nexus will estimate the employment density and worker household income distribution associated with each land use and the number of new below market rate housing units, by income level, needed to mitigate the demand for affordable housing attributable to each nonresidential land use. The analysis will then evaluate the public subsidy necessary to construct the affordable housing demand associated with each land use, which will constitute the maximum Commercial Linkage Fee that the City of Campbell could charge on new development of each type. The nexus analysis will provide a basis and methodology for establishing Commercial Linkage fees that are consistent with State and Federal requirements and proportional to the impact of new commercial development. The budget for this task assumes BAE will conduct analysis for up to five distinct land use categories.

In addition to the nexus analysis, BAE will also conduct additional analysis in this task to address the requirements of Assembly Bill 602, which enacted new requirements for impact fees and impact fee nexus studies.

BAE will also evaluate the financial feasibility of potential new Commercial Linkage Fee rates. This will provide the City with guidance to adopt an updated fee schedule that does not impede new development. This task will consist of the following subtasks:

Define Commercial Prototypes. BAE and work with City staff to define up to five (5) commercial development prototypes for feasibility testing.

Financial Pro Forma Models. BAE will create a financial pro forma model for each of the commercial prototypes and provide analysis and findings to inform the development of final fees.

PROJECT SCHEDULE
The project schedule has been conceptually prepared to provide opportunities to conduct meetings, and public hearing opportunities that will allow sufficient opportunity to conduct a public involved planning process. Award
September 5, 2023 City Council meeting to award contract Start of Consultant Services
Early September 2023 Project Kick-Off Meeting
Community Outreach Plan Preparation
October 2023 Benchmark Analysis
Stakeholder Meeting #1 – Housing Development Fees
November 2023 Stakeholder Meeting #2 – Non-Residential Development Fees December 22023 Draft Nexus Study Completed
February 2024 Final Nexus Study Completed
March 2024 Adoption of Nexus Study

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Fee Schedule
BAE will complete the work described above for a fixed-fee budget of $126,040 as shown in the budget provided below. The budget shown below will include all consultant costs, including, personnel, overhead, and reimbursable expenses. Miscellaneous expenses such as data purchase and travel are passed through to the client with no markup. In no event shall the total cost exceed the fixed-fee amount, unless the City request additional work beyond the agreed-upon scope.

Hagar
PIC
Kennedy Tech
Lead
Fairris
Vice President
Staff Support
Sr. Analyst

Hourly
Rate $310 $275 $270 $130
Task Hours Budget Hours Budget Hours Budget Hours Budget Totals Task 1: Project Kick Off 4 $1,240 4 $1,100 4 $1,080 4 $520 $3,940 Task 2: Community
Outreach Plan
Preparation 8 $2,480 0 $0 16 $4,320 8 $1,040 $7,840 Task 3: Benchmark
Analysis 24 $7,440 0 $0 2 $540 32 $4,160 $12,140 Task 4: Stakeholder
Meetings #1 and #2 16 $4,960 0 $0 24 $6,480 16 $2,080 $13,520 Task 5: Nexus Study 60 $18,600 80 $22,000 120 $32,400 60 $7,800 $80,800 Task 6: Attend and
Present at City Council
Meetings 8 $2,480 0 $0 16 $4,320 0 $0 $6,800
Labor Subtotal 120 $37,200 84 $23,100 182

$49,140 120 $15,600 $125,040
Expenses (Data Charges and Mileage) $1,000
Project Total $126,040

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City
Council
Report

TITLE: Public Hearing to Consider an Appeal of the Planning Commission’s Denial of a Conditional Use Permit with Site and Architectural Review to Allow Reconstruction of a Shell Gasoline Service Station with an Expanded Convenience Store Including Off -Site Alcohol Beverage Sales, a Drive -Through Carwash, and 24 -Hour Operational Hours; and a Tree Removal Permit Removal of All On -Site T rees, for Property Located at 570 E. Hamilton Avenue. File No.: PLN -2022-44 (Resolution/Roll Call Vote)

RECOMMENDED ACTION

That the City Council adopt a resolution denying the appeal and upholding the Planning Commission's denial of a Conditional Use Permit with Site and Architectural Review and a Tree Removal Permit.

ENVIRONMENTAL (CEQA) DETERMINATION
The Planning Commission found that this project is Statutorily Exempt under Section 15270(a) of the California Environment Quality Act (CEQA), pertaining to projects which a public agency rejects or disapproves.

PROJECT DATA
Zoning Designation: C-2 (General Commercial)
General Plan Designation: General Commercial
Lot Area:

Current Size: 26,284 square-feet
Post-Dedication Size: 25,491 square-feet
Floor Area Ratio (FAR) .161 0.40 (Max. Allowed)
Building Height:

Convenience Store: 26 ½ feet
Fueling Canopy: 19 ½ feet
Carwash Tunnel: 20 ½ feet
Trash Enclosure: 9 ½ feet
Building Square Footage

1 Does not include the fueling canopy since this is an unenclosed structure.

Item: 15
Category: PUBLIC HEARINGS AND

INTRODUCTION OF

ORDINANCES
Meeting Date: September 5, 2023
15 Packet Pg. 147
PLN-2022-44 ~ 570 E. Hamilton Avenue. Page 2 of 14
Convenience Store: 2,387 square-feet
Fueling Canopy: 3,002 square-feet
Carwash Tunnel/Equipment: 1,493 square-feet
Trash Enclosure: 166 square-feet
7,048 square-feet (Total Building Area)
Parking: 11 stalls 0 stalls (per AB 2097)
Building Setbacks Proposed Required
Front (north): 10 feet 10-feet
Sides (west): 10 feet 10-feet
Sides (east): 26 feet 5-feet
Rear (south): 5 feet 10-feet2

BACKGROUND
Proposed Project: The submitted application for a Conditional Use Permit with Site and Architectural Review would allow reconstructi on of the Shell service station and a Tree Removal Permit to allow removal of six trees. The new station would incorporate four (double-sided) fueling dispensers underneath a rectangular canopy, a drive -through carwash, a 2,400 square -foot convenience stor e, and associated parking, site, and landscaping improvements (reference Attachment B – Project Plans). The Project Description (reference Attachment C) states that the rebuilt station would operate 24 hours a day and that the convenience market would carr y alcoholic (beer and wine) beverages.

Project Site : The project site is a 26,000 square -foot parcel located at the southwest corner of the Hamilton/Salmar/Highway 17 intersection, within the C -2 (General Commercial) Zoning District and surrounded by the Staples office supply store and its parking lot to the west and south. The property is developed with a Shell service station constructed pursuant to a Conditional Use Permit (UP 83 -06) approved by the Planning Commission on August 23, 1983. This approval was modified by the Planning Commission at its meeting of January 12, 2016, to formalize 24 -hour operation of the station.3
2 CMC Sec. 21.10.050, Table 2-10 allows the Planning Commission to reduce the rear setback. 3 The service station was a non-conforming use for lack of a Conditional Use Permit that specifically allowed late-night activity (defined as activity occurring between 11:00 PM and 6:00 AM). Pursuant to City Council Ordinance No. 2002, such non-conforming uses had to secure City approval for late-night activity within two years or cease late-night hours. Since this action did not affect the physical configuration or appearance of the service station, the Planning Commission found the CUP modification consistent with the General Plan
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Scope of Review : This application was deemed "complete" under the Permit Streamlining Act on January 17, 2023, and therefore is s ubject to the Zoning Code and General Plan in effect at the time pursuant to CMC Sec. 21.01.050.E. As such, the land use policies and strategies referenced in this report are from the former General Plan.

Similarly, the above identified development standards are from the former Zoning Code, prior to the comprehensive update that was adopted in conjunction with the 2040 General Plan / Housing Element in April.

If this application had been submitted under the current 2040 General Plan (or withdrawn and resubm itted), new General Plan Action CD -3.f would discourage approval until the City adopted a new Gateway policy or April 2025, whichever came first.

Action CD-3.f: Discourage development of nonresidential uses at Gateway locations until the City Gateway Pol icy or Ordinance is adopted, or two years from the adoption of the General Plan, whichever is less.

Moreover, the new 2040 General Plan maintains the same polices pertaining to development of gateway properties that formed the basis for the Planning Commission's decision, as discussed in this report. As such, the basis for the decision remains unchanged between the former and newly adopted General Plans.

Planning Commission Action : The Planning Commission held a public hearing on this application at its mee ting of June 27, 2023. As noted in the meeting minutes, the applicant and his architect spoke in support of the proposal, but no other public comment was provided (reference Attachment D – Meeting Minutes). After deliberation, the Commission determined that the application would be inconsistent with the General Plan and preclude a more appropriate development in the future. By a unanimous 6 -0-1 vote (Commissioner Ostrowski absent), the Commission adopted a resolution to support the staff recommendation and deny the application.

Appeal: The applicant filed an appeal on July 7, 2023, ten days after the Planning Commission public hearing (reference Attachment E – Appeal Letter). 15 Packet Pg. 149
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ANALYSIS
Basis of Planning Commission Denial : The Planning Commission's denial o f the applicant's request to reconstruct and intensity the Shell service station was predicated on the findings of approval for a Conditional Use Permit and Site and Architectural Review Permit, particularly with regard to lack of compliance with the appli cable General Plan policies. These findings and the staff's original analysis, is included, below:

Conditional Use Permit Findings (CMC Sec. 21.46.040):

A. The proposed use is allowed within the applicable zoning district with Conditional Use Permit approval, and complies with all other applicable provisions of this Zoning Code and the Campbell Municipal Code;
Yes. The project site is located within the General Commercial (C -2) Zoning District.

According to the Zoning Code, this district is "intended to prov ide a wide range of retail sales and business and personal services primarily oriented to the automobile customer and accessible to transit corridors". Since the C -2 Zoning District caters to commercial uses that need exposure to high volumes of automobile traffic (e.g., shopping centers, service stations, and restaurants), it is almost exclusively found along the City's major arterial roadways, including Hamilton, Bascom, and Camden Avenues, and the southerly portion of Winchester Boulevard.

Consistent w ith its purpose, the C -2 Zoning District allows the widest array of permitted and conditional land uses. The proposal would include the following six distinct land use components, all of which are conditionally allowable in this zoning district: (1) "gasol ine station"; (2) "motor vehicle - cleaning, washing, and detailing"; (3) "outdoor active activities" (the drive-through component of the carwash); (4) "late night activities" (24 -hour operation); (5) "liquor store" (to allow off -site alcoholic beverage sales); and (6) a "convenience market/store".

B. The proposed use is consistent with the General Plan; No. The General Plan land use designation for the project site is General Commercial. This land use designation supports uses that require high vehicular and pedestrian exposure in order to sustain the success and viability of the City’s retail and business centers. Establishment of a gasoline service station with the above - described associated uses along a major commercial corridor with convenient access to Highway 17 would generally be considered consistent with purpose of the General Commercial land use designation. However, the proposal to reconstruct and intensify an existing service station, in this particular location , conflicts with various General Plan policies and strategies, as discussed, below.

Gateway Policy : The project site is located at the Hamilton/Salmar/Highway 17 intersection, which is identified by the prior and current General Plan as a city entry "gateway." The following excerpt from page LUT-28 of the 2001 General Plan 15 Packet Pg. 150
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explains the importance of these gateways and ensuring that they provide a strong "sense of arrival" into the City of Campbell. In staff's assessment, this project fails to satisfy the gateway policies in that a gas station with a convenience market and drive-through car wash simply cannot be designed to create a "sense of arrival" into the City. This inability to comply with the gateway policies is inherent with these land uses such that it is not possible for the project to be redesigned in a way that could achieve consistency.

The General Plan's vision for entry gateways is effectuated through Goal LUT -6 and its supporting policy and strategies, as excerpted, right. Strategy LUT -6.1b identifies the need to ancho r gateway intersections with "landmark buildings" with "distinct architectural character" that "face and frame" the intersection.

The proposed project fails to achieve
these goals because a service station/
convenience market cannot be
sufficiently desi gned as a landmark
building. A service station /
convenience market lacks the
necessary building scale and potential
for architectural exceptionalism
envisioned for landmark gateway
buildings. Fundamentally, a service
station cannot fulfill the architectur al or
place-making aspirations for a major
City gateway as envisioned by the
General Plan.

This conflict is notably more significant
at the Hamilton/Salmar/Highway 17 Gateway as it is one of the most visually prominent and highly trafficked gateways to Ca mpbell. The sightline off the highway Gateways / City Boundaries [Pg. LUT-28]
Gateways and Boundaries are the primary
locations where people enter and leave the city.

Gateways provide initial impressions of
Campbell and convey a “sense of arrival.”
Currently the City is lacking Gateways at its
boundaries and to most of its districts and
neighborhoods.

This General Plan Update encourages
Gateways at the city boundaries on maj or
streets and intersections and at entries to
special districts, such as Downtown. Gateways
should be appealing and distinctive, evoking a
positive city or district image. Gateways can be
identified through special architecture,
landscape, and artwork. U niform signs for
the city’s gateways can also help define the
city’s boundaries.
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17 offramp renders the project site particularly visible to motorists entering the City, further supporting the need to construct a landmark building rather than allowing reconstruction of a service station.

Transit Supporting Policy : The gateway policy notwithstanding, the proposed continued use of the property as a service station is also in conflict with General Plan policy pertaining to complementing land use with the regional transportation system and allowing higher intensity development near light rail, as stated by Policy LUT-1.5 and Strategy LUT-1.5a, and Strategy LUT-1.5d, respectively, and within the Priority Development Areas (PDA) per Strategy LUT-2.11.

Policy LUT-1.5: Land Use Planning and the Region al Transportation System :

Support land use planning that complements the regional transportation system.

Strategy LUT-1.5a: Transit-Oriented Developments : Encourage transit -oriented developments including employment centers such as office and research and development facilities and the city’s highest density residential projects by coordinating the location, intensity, and mix of land uses with transportation resources, such as Light Rail.

Strategy LUT-1.5d: Higher Floor Area Ratios (FARs) : Develop provis ions for allowing higher FARs in new projects that provide a mix of uses, maintain a jobs/housing balance or are located within proximity to Light Rail.

Strategy LUT-2.11 Public Transit : Coordinate with regional transportation agencies including VTA and t he Metropolitan Transportation Commission (MTC) to improve public transportation service and promote public transit as a viable alternative to driving, particularly within the Priority Development Areas (PDA).

The project site is less than ¼ mile from the Hamilton Light Rail Station, and is surrounded by the City's Priority Development Area (PDA) . As such, consistent with the applicable policies and strategies, the na ture of land use development or redevelopment of the property should focus on transit -oriented development and take advantage of its proximity to light-rail and Downtown Campbell. This outcome is also strongly supported by the regional Plan Bay Area 2050, which encourages local 15 Packet Pg. 152
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jurisdictions to focus on the development of housing, job centers, and mixed -use developments near transit stations to promote walkability, reduce car dependency, and improve ov erall transportation efficiency. In total, allowing significant reinvestment into the property as a service station use would undermine fulfillment of the vision articulated by Campbell General Plan as well that of Plan Bay Area 2050.

Design and Architectu re Policies : In addition to the project's inconsistency with the General Plan's gateway and transit -supporting policies, the design approach of the station also presents conflicts with the General Plan’s design policies, as discussed, below.

Building Pla cement/Orientation: The General Plan's discussion on building placement at intersections, excerpted, below, highlights the design imperative to properly orient buildings at intersections so that they contribute to the creation of a "sense of place". Orienting buildings towards the street is also supported by Strategy LUT-9.3d as a means to improve the pedestrian experience.

Building Placement at Intersections [Pg. LUT-32]
Major intersections are often the first and most lasting impression of the community. Street intersections create focal points that can enhance or detract from the image of a community. This highly visible position deserves special design consideration. Well- designed buildings that frame intersections help define a space and reduce the exp anse of asphalt. Incorporating prominent entries, windows, design details, and landscape oriented to the intersection creates “a sense of place.” Well-designed and strategically placed buildings can provide a more positive image of the community.

Strategy LUT-9.3d: Building Design: Design buildings to revitalize streets and public spaces by orienting the building to the street , including human scale details and massing that engages the pedestrian.

Following the 2021 study session, the applicant revised the site plan to move the convenience store towards the intersection in attempt to satisfy the referenced General Plan policy. However, as illustrated by the streetscape rendering (reference Attachment F), the functional rear of the building would face the st reet, with only an exit door along the Hamilton Avenue frontage. Although the design includes a corner glass element —ostensibly intended to provide the building with an architectural anchor at the intersection —this feature would be a mere artifice. As depi cted in the floor plan, the corner would operate as a storage room. As a result, the building would be oriented inward, with its back facing the street, in a manner that contradicts the General Plan's guidance.
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Building Materials: The General Plan's narrative on building and site design speaks to the need to construct "high quality" buildings, as excerpted, below. This direction is reiterated by Policy LUT -9.3, and supported by Strategy LUT -9.3e, which encourages the use of "long-lasting, high quality building materials on all buildings".

Building and Site Design [Pg. LUT-32]
New developments, especially “infill” projects (i.e. new development that primarily takes place by remodeling existing buildings or by removing an existing structure to accommodate a new structure), require careful attention to building scale, architectural design, landscaping, and placement and screening of loading areas and mechanical equipment. With proper encouragement and direction, new development can have a positive affect on surrounding development and enhance the quality of life for residents, employees, and visitors to Campbell.

The General Plan encourages new developments, including major remodels, which are designed to complement existing development. New development and improvements can be compatible with surrounding development if careful attention is paid to scale, materials, colors, building height and form, and design details. Franchise establishments sometimes employ a generic “corporate architecture” that is garish and repetitive. Corporate architecture is more difficult to blend with existing development, does not accommodate other commercial land uses easily and becomes dated quickly. Therefore, corporate architecture is discouraged. The General Plan encourages high quality building designs that are architecturally attractive and are compatible with or enhance the surrounding development.

Policy LUT-9.3: Design and Planning Compatibility : Promote high quality, creative design and site planning that is compatibl e with surrounding development, public spaces and natural
resources.

Strategy LUT-9.3e: Building Materials: Encourage the use of long-lasting, high quality building materials on all buildings to ensure the long-term quality of the built environment.

Utility room
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The elevation and color/material sheet (reference Attachment G) drawings portray a building covered in brick with metal accents. However, the project plans and material sheet specify the use of "thin brick," a veneer material typically ½" or ¼" thick. Due to the flimsiness of this material, it would not achieve the tactile depth nor durability of a genuine brick. Consequently, the building would fall short of meeting the design expectations outlined in the General Plan.

Fuel Consumption : General Plan Poli cy LUT -1.2c directs the City to support Federal, State, and local legislation to reduce motor vehicle emissions, noise, and fuel consumption in the region:

Policy LUT-1.2c: Regional Vehicle Emissions, Noise and Fuel Consumption Reduction: Support Federal, State, and local legislation to reduce motor vehicle emissions, noise, and fuel consumption in the region.

The Federal government and the State of California are committed to transitioning away from gasoline -fueled motor vehicles in the effort to combat th e climate crisis.

Of particular relevance, Governor Newsom signed Executive Order N -79-20, which directed the California Air Resources Board (CARB) t o develop regulations to mandate that 100% of in -state sales of new passenger cars and trucks are zero - emission by 2035. In response, CARB adopted the " Advanced Clean Cars II" rule to effectuate the Governor's order last August , which will rapidly accelerate the transition away from gasoline ve hicles. The purchase of electric vehicles will also be incentivized through new tax credits approved as part of the 2022 Inflation Reduction Act. As such, allowing new investment into the continuation of a gasoline station would be inconsistent with the purpose and trajectory of State and Federal policy.

C. The proposed site is adequate in terms of size and shape to accommodate the fences and walls, l andscaping, parking and loading facilities, yards, and other development features required in order to integrate the use with uses in the surrounding area;
Yes. Under the recently adopted State Law AB -2097, the City "shall not impose or enforce any minimum automobile parking requirement on a residential, commercial, or other development project if the project is located within one -half mile of public transit." As this property is within 1/2 mile of the Hamilton Light Rail station, it is no longer subject to a parking requirement. Nonetheless, the project would provide eleven (11) parking stalls. With regarding to fueling trucks, the project plans show a 15 Packet Pg. 155
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unidirectional path from eastbound Hamilton Avenue through the site onto southbound Salmar Avenue that would provide adequate circulation.

D. The proposed site is adequately served by streets of sufficient capacity to carry the kind and quantity of traffic the use would be expected to generate; Yes. The proposal would result in a negative trip generation due t o the fewer number of pumps and assumptions for a multi -use service station found of the ITE Trip Generation Manual such that traffic study was not required under the VTA Congestion Management Program . Additionally, since the project site is within ½ mile from the Hamilton Light -Rail Station, a Vehicles -Miles-Traveled (VMT) analysis was also not required per the City's VMT policy.

E. The design, location, size, and operatin g characteristics of the proposed use are compatible with the existing and future land uses on -site and in the vicinity of the subject property; and
No. Although not applicable to the project, the newly
adopted 2040 Campbell General Plan identified this site and surrounding properties for inclusion within a new
Hamilton Avenue Precise Plan. As effectuated through
new Goal LU -9, right, the 2040 General Plan aims to
transform the Hamilton Avenue area into a vibrant, transit- oriented, mixed -use district with safe and convenient
multi-modal connectivity. Future uses are anticipated to be upper -level residential units (apartments and
condominiums) with pedestrian -scale retail, restaurant , and personal -service businesses on the ground -level
intended to serve the local community. Reconstruction of a service station in the heart of the Precise Plan area would present an inherent conflict with these future uses.

For this reason, the 2040 Gene ral Plan includes a policy discouraging new non -residential projects until the City adopts the precise plan so that new development may
further this vision. Approval of the project could potentially undermine this position since it would result in an
intensified vehicle-oriented activity near a light -rail station in contradiction of accepted transit -oriented development (TOD) principles.

F. The establishment, maintenance, or operation of the proposed use at the location proposed will not be detrimental to th e comfort, health, morals, peace, safety, or general welfare of persons residing or working in the neighborhood of the proposed use, or be detrimental or injurious to property and improvements in the neighborhood or to the general welfare of the city.
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Yes. Although this site has had some history of nuisance and criminal activity, this was reflection of the prior operator and there are no active code enforcement or police investigations regarding the property. Use of the property as its current form and as proposed would not impair the public health or safety.

Site and Architectural Review Permit Findings (CMC Sec. 21.42.060.B):

A. The project will be consistent with the general plan.

No. See the response for Conditional Use Permit Finding 'B,' above.

B. The project will aid in the harmonious development of the immediate area.

No. See the response for Conditional Use Permit Finding 'F,' above.

C. The project is consistent with applicable adopted design guidelines, development agreement, overlay district, area plan, neighborhood plan, and specific plan(s).

Yes. There are no design guidelines for commercial buildings applicable to this project, nor is the project site subject to any area, neighborhood, or specific plan.

Tree Removal Permit Findings (CMC Sec. 21.32.080)
The application includes the proposed removal of all on - site trees, as noted in the table, right, as they would physically conflict with the proposed construction.

Traditionally, this occurrence may allow for consideration of approval of a Tree Removal Pe rmit under the
"economic enjoyment and hardship" finding, noted,
below. However, since the findings for approval of the
overall project cannot be established, there is not an
economic basis to remove the trees. As such, this finding cannot be established, and the other findings are inapplicable.

A. Diseased or danger of falling. The tree or trees are diseased or presents a danger of falling that cannot be controlled or remedied through reasonable preservation and/or preventative procedures and practices such t hat the public health or safety requires its removal;
B. Structure Damage. The tree or trees have caused or may imminently cause significant damage to the existing main structure(s) that cannot be controlled or remedied through reasonable modification of the tree's root or branch structure; C. Utility Interference. The tree or trees have interfered with utility services where such interference cannot be controlled or remedied through reasonable modification/relocation of the utility services and/or reasonable mod ification of the tree's root or branch structure;
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D. Overplanting. The tree(s) is crowding other protected tree(s) to the extent that removal is necessary to ensure the long-term viability of adjacent tree(s); OR E. Economic enjoyment and hardship. The retention of the tree(s) restricts the economic enjoyment of the property or creates an unusual hardship for the property owner by severely limiting the use of the property in a manner not typically experienced by owners of similarly zoned and situated properties, and the applicant has demonstrated to the satisfaction of the approval authority that there are no reasonable alternatives to preserve the tree(s). A minor reduction of the potential number of residential units or building size due to the tree location doe s not represent a severe limit of the economic enjoyment of the property.

Response to Appeal : The applicant's appeal letter provides four points as the basis for the appeal as to why the application should be approved. Each of these points is presented below verbatim, followed with a response by staff:

1. The proposed reconstruction of the gas station will improve the onsite and offsite vehicle circulation.

Although the consolidation of the two existing Hamilton Avenue driveways into a single driveway as proposed by the project would result in improved on- and off-it circulation, this was not a basis for the Planning Commission's denial.

2. The proposed reconstruction of the gas station improves the pedestrian access to the facility and provide better customer experience.

The existing service station currently has poor pedestrian access —as one must walk through the fueling area to reach the convenience market —staff agrees that any new proposal would be an improvement. However, this was not a basis for the Planni ng Commission's denial, and is therefore, is also not a relevant factor.

Moreover, in a broader context, an appropriate development consistent with the citied policies of the General Plan would provide a notably enhanced pedestrian experience than a new s ervice station, which no matter its design is still inexorably oriented to drivers.

3. The proposed reconstruction of the gas station will allow the facility to comply with the current state and local codes and provides legion of EV parking stalls.

The applicant has noted the service station is already obligated to comply with a State law requiring removal and replacement of the existing single -walled underground storage tanks. Reconstruction of the station is not necessary to accomplish this work.

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factor as it would remain a vehicle -oriented activity inconsistent with the General Plan. Moreover, the vast majority of electric vehicles are charged at home and at work or when drivers park in a long -term capacity (such as a shopping center or mall).

4. The reinvestment in the property provides additional tax dollar for the City of Campbell.

Although a larger convenience store and automated car wash may result in additional sales tax generation, the potential minor fiscal benefit is not a relevant factor identified in the City’s applicable general plan policies.

ADDITIONAL CONSIDERATIONS
The applicant has indicated that a long -term lease will require use of the property for gasoline sales until 2046 and that if the application is rejected, the property would remain in its current state until then. However, market forces in the next decade may alter the economic considerations between the applicant and the property owner in a manner that could facilitate appropriate redevelopment of the property in the future. This may be particularly true if State and Federal policies result in a precipitous dro p in gasoline consumption, which may reduce the profitability of older gas stations without modern amenities, resulting in their closure . Indeed, some citi es are beginning to consider formally prohibiting the construction of new gasoline service stations in recognition of this shift. As such, the applicant's assertions need not be taken at face value.

Ultimately, there will be a number of properties in this area —in addition to the project site—that will be developed during the next development cycle as envisioned by the City’s General Plan and Housing Element, including the Fry's Electronics, Elephant Bar, and Staples sites, as well as the small professional office building immediately to the south (which had been subject to formal application for a hotel). All of these properties are generational opportunitie s to reimagine the urban form of this critical entry into the City; a future in which a gasoline station has no place.

ALTERNATIVE
If the City Council wishes to favorably consider the application, the public hearing should be continued to a date uncertain to allow staff to prepare an environmental document as required by the California Environmental Quality Act (CEQA), allowing the project to be considered for approval. The Council should also articulate how the project complies with the General Plan so th at staff may prepare draft approval findings for future Council consideration.

PUBLIC COMMENT
No public comment has been received.
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FISCAL IMPACT
There are no direct fiscal impacts from the recommended action.

Prepared by:

Daniel Fama, Senior Planner
Reviewed by:

Rob Eastwood, Community
Development Director
Approved by:

Brian Loventhal, City Manager
Attachment:
a. Draft CC Resolution
b. Project Plans
c. Project Description
d. PC Meeting Minutes (2023-06-27)
e. Appeal Letter
f. Streetscape Drawing
g. Color and Material Sheet
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RESOLUTION NO. ____

BEING A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CAMPBELL DENYING AN APPEAL AND UPHOLDING THE

PLANNING COMMISSION'S DENIAL WITH PREJUDICE OF A

CONDITIONAL USE PERMIT WITH SITE AND ARCHITECTURAL

REVIEW TO ALLOW R ECONSTRUCTION OF A GASOLINE

SERVICE STATION WITH AN EXPANDED CONVENIENCE STORE

INCLUDING OFF -SITE ALCOHOL BEVERAGE SALES, A DRIVE -
THROUGH CARWASH, AND 24 -HOUR OPERATIONAL HOURS

WITH A SSOCIATED SITE, LIGHTING, PARKING, REFUSE
COLLECTION, AND LANDSCAPING IMPROVEMENTS; AND A

TREE REMOVAL PERMIT TO ALLOW REMOVAL OF ON -SITE
TREES, FOR PROPERTY LOCATED AT 570 E. HAMILTON
AVENUE. FILE NO.: PLN-2022-44
After notification and public hearing, as specified by law and after presentation by the Community Development Director, proponents and opponents, the hearing was closed.

The City Council finds as follows with regard to File Number PLN-2021-43:

Environmental Findings

1. The action to deny the project is Statutorily Exempt from environmental review under the California Environmental Quality Act (CEQA) pursuant to PRC § 21080(b)(5).

Evidentiary Findings

1. The Project Site is an approximately 26,000 square-foot parcel located at the southwest corner of the Hamilton/Salmar/Highway 17 intersection and 0.20 mile from the Valley Transportation Authority (VTA) Hamilton Light Rail Station.

2. The Project Site is designated by the Campbell Zoning Map as C -2 (General Commercial) and by the Campbell General Plan Land Use Diagram as General Commercial.

3. The Project Site is surrounded by the Staples office supply store and its parking lot to the west and south and is across the street from a retail center to the north across Hamilton Avenue and the former Fry's Electronics store to the east across Salmar Avenue.

4. The Project Site is currently entitled with a Conditional Use Permit (UP 83-06) approved by Planning Commission Resolution No. 2227, as amended by Resolution No. 4269 (PLN2015-22), allowing 24-hour operation of a service station and convenience market with off-sale of beer and wine products.

5. The Proposed Project is a n application for a Conditional Use Permit with Site and Architectural Review and Tree Removal Permit (PLN-2022-44) to allow reconstruction of

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Attachment: Draft CC Resolution (PLN-2022-44 ~ 570 E. Hamilton Avenue.) City Council Resolution Page 2 of 7
570 E. Hamilton Avenue – Shell Service Station
Denial of a Conditional Use Permit w/ S&A Review (PLN-2021-43) a Shell service station with an expanded convenience store including off -site alcohol beverage sales, a drive-through carwash, and 24-hour operational hours.

6. The specific conditional uses of the Proposed Project include a (1) "gasoline station"; (2) "motor vehicle - cleaning, washing, and detailing"; (3) "outdoor active activities" (the drive-through component of the carwash); (4) "late night activities" (24 -hour operation); (5) "liquor store" (to allow off -site alcoholic beverage sales); and (6) a "convenience market/store".

7. The application for the Proposed Project was deemed "complete" under the Permit Streamlining Act on January 17, 2023, and therefore is subject to the Zoning Code and General Plan in effect at the time pursuant to CMC Sec. 21.01.050.E.

8. Chapter 21.46 of the Campbell Municipal Code (CMC) requires application for a Conditional Use Permit for certain prescribed land use activities so that the City may evaluate requests on a case-by-case basis relative to site specific considerations for the following reasons:
• Conditional uses are those that have a special impact or uniqueness so that their effect on the surrounding environment cannot be determined in advance of the use being proposed for a particular location.
• The process for reviewing Conditional Use Permit applications is intended to protect the integrity and character of the residential, commercial, industrial, and mixed use areas of the city, consistent with the objectives, policies, general land uses, and implementation programs of the General Plan.
• The Conditional Use Permit process also provides for adequate review and input for development projects that potentially impact the community, and adequate review to ensure that development in each zoning district protects the integrity of that district.
• A project requiring Conditional Use Permit approval is reviewed as to its location, design configuration, and potential impacts by comparing the project to established standards as to determine whether the permit should be approved by weighing the public need for, and the benefit to be derived from, the project, against any impacts it may cause.

9. The City ’s exercise of the Conditional Use Permit process further s the intent of the Zoning Code as specified by CMC Section 21.01.30 (Purpose), including but not limited to the implementation of the goals, objectives, policies, and programs of the General Plan, to maintain community character and to avoid congestion.

10. In review of the Proposed Project, the City Council considered the compliance of all applicable development standards provided by the Zoning Code, consistency with the goals, policies, and strategies of the General Plan, and the entirety of the administrative record including staff reports, public testimony (verbal and written), and technical analyses.

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570 E. Hamilton Avenue – Shell Service Station
Denial of a Conditional Use Permit w/ S&A Review (PLN-2021-43)

11. The General Plan prescribes that “in making land use decisions, the City’s decision makers must consider which land uses will best serve the public interest, while allowing property owners reasonable property use.” (Page LUT-3).

12. The Project Site is locate d at the Hamilton/Salmar/Highway 17 intersection, which is identified by the Campbell General Plan as a city entry "gateway." Page LUT-28 of the General Plan describes the gateways, as follows:

Gateways and Boundaries are the primary locations where people enter and leave the city.

Gateways provide initial impressions of Campbell and convey a “sense of arrival.” Currently the City is lacking Gateways at its boundaries and to most of its districts and neighborhoods ….This General Plan Update encourages Gateways at the city boundaries on major streets and intersections and at entries to special districts, such as Downtown. Gateways should be appealing and distinctive, evoking a positive city or district image. Gateways can be identified through special architec ture, landscape, and artwork. Uniform signs for the city’s gateways can also help define the city’s boundaries.

13. The General Plan's vision for entry gateways is effectuated through Goal LUT-6 and its supporting policy and strategies , below. The Proposed Project fails to achieve the objectives established by Goal LUT-6 and its supporting policy and strategies in that an expanded gasoline station, convenience market, and drive -through carwash cannot adequately anchor a gateway intersection with "landmark buildings" with "distinct architectural character" that "face and frame" the intersection . This conflict is notably more significant at the Hamilton/Salmar/Highway 17 Gateway as it is one of the most visually prominent and highly trafficked gateways into the City.

Goal LUT-6: Strong and identifiable City boundaries that provide a sense of arrival into the City and its districts to reinforce Campbell’s quality small town image.

Policy LUT-6.1: Entries to the City and Special Districts: Identify entries to the city and special districts (Downtown, San Tomas Neighborhood, and others) with special features.

Strategy LUT-6.1a: Identification Signs : Install city identification signs including distinctive landscaping and lighting or other mark ers at community gateways to signify entry.

Strategy LUT-6.1b: Landmark Gateway Buildings : Anchor gateway intersections with landmark buildings that incorporate distinctive architectural character. Orient landmark buildings to face and frame the corners of intersections.

Strategy LUT-6.1c: Gateway Intersections : Develop major gateway intersections such as Highway 17 / Hamilton Avenue and San Tomas Expressway / Winchester Boulevard with signage, lighting and abundant landscaping, using tall trees and under-planting.

14. The Project Site’s prominent location with proximity to CA Highway 17 and Hamilton Light Rail Station supports a higher and better use of land than the Proposed Project which does not maximize the development capacity of the subject propert y as evidenced by the .16 Floor Area Ratio (FAR) and single-story design where a 0.40 FAR and a 75-foot height limit are specified by the C-2 (General Commercial) Zoning District.

15. Moreover, the vehicle orientation of the Proposed Project conflicts with General Plan policies and strategies pertaining to complementing land use with the regional

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570 E. Hamilton Avenue – Shell Service Station
Denial of a Conditional Use Permit w/ S&A Review (PLN-2021-43) transportation system and allowing higher intensity development near light rail, as stated by Policy LUT -1.5 and Strategy LUT -1.5a, and Strategy LUT -1.5d, respectively, and within the Priority Development Areas (PDA) per Strategy LUT -2.11, since the project site is less than ¼ mile from the Hamilton Light Rail Station, and is surrounded by the City's Priority Development Area (PDA).

Policy LUT-1.5: Land Use Planning and the Regional Transportation System : Support land use planning that complements the regional transportation system.

Strategy LUT-1.5a: Transit-Oriented Developments : Encourage transit -oriented developments including employment centers such as office and research and development facilities and the city’s highest density residential projects by coordinating the location, intensity, and mix of land uses with transportation resources, such as Light Rail.

Strategy LUT-1.5d: Higher Floor Area Ratios (FARs): Develop provisions for allowing higher FARs in new projects that provide a mix of uses, maintain a jobs/housing balance or are located within proximity to Light Rail.

Strategy LUT-2.11 Public Transit : Coordinate with regional transportation agencies including VTA and the Metropolitan Transportation Commission (MTC) to improve public transportation service and promote public transit as a viable alternative to driving, particularly within the Priority Development Areas (PDA).

16. For the above reasons, the Proposed Project is also in conflict with Plan Bay Area 2050, which encourages local jurisdictions to focus on the development of housing, job centers, and mixed -use developments near transit stations to promote walkability, reduce car dependency, and improve overall transportation efficiency.

17. Notwithstanding inconsistency with the General Plan's gateway and transit -supporting policies, the Proposed Project also fails to satisfy the design expectations established by the General Plan pertaining to Building Placement/Orientation , as described of Page LUT-32, and effectuated by Strategy LUT -9.3d, in that the building would be oriented inwards, with the functional rear of the building facing the Hamilton Avenue frontage.

Major intersections are often the first and most lasting impression of the community. Street intersections create focal points that can enhance or detract from the image of a community. This highly visible position deserves s pecial design consideration. Well - designed buildings that frame intersections help define a space and reduce the expanse of asphalt. Incorporating prominent entries, windows, design details, and landscape oriented to the intersection creates “a sense of p lace.” Well- designed and strategically placed buildings can provide a more positive image of the community.

Strategy LUT-9.3d: Building Design : Design buildings to revitalize streets and public spaces by orienting the building to the street, including human scale details and massing that engages the pedestrian.

18. The Proposed Project also fails to satisfy the design expectations established by the General Plan pertaining to design and materials , as described on Page LUT -32, and effectuated by Policy LUT-9.3 and Strategy LUT-9.3e, in that the proposed use of "thin brick"—a veneer material typically ½" or ¼" thick —would not achieve the tactile depth nor durability of a genuine brick. Consequently, the building would fall short of meeting the design expectations outlined in the General Plan.

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570 E. Hamilton Avenue – Shell Service Station
Denial of a Conditional Use Permit w/ S&A Review (PLN-2021-43) New developments, especially “infill” projects (i.e. new development that primarily takes place by remodeling existing buildings or by removing an existing structure to accommodate a new structure), require careful attention to building scale, architectural design, landscaping, and placement and screening of loading areas and mechanical equipment. With proper encouragement and direction, new development can have a positive affect on surrounding development and enhance the quality of life for residents, employees, and visitors to Campbell.

The General Plan encourages new developments, including major remodels, which are designed to complement existing development. New development and improvements can be compat ible with surrounding development if careful attention is paid to scale, materials, colors, building height and form, and design details. Franchise establishments sometimes employ a generic “corporate architecture” that is garish and repetitive. Corporate architecture is more difficult to blend with existing development, does not accommodate other commercial land uses easily and becomes dated quickly.

Therefore, corporate architecture is discouraged. The General Plan encourages high quality building designs that are architecturally attractive and are compatible with or enhance the surrounding development.

Policy LUT-9.3: Design and Planning Compatibility: Promote high quality, creative design and site planning that is compatible with surrounding development, public spaces and natural resources.

Strategy LUT-9.3e: Building Materials : Encourage the use of long -lasting, high quality building materials on all buildings to ensure the long-term quality of the built environment.

19. General Pla n Policy LUT -1.2c directs the City to support Federal, State, and local legislation to reduce motor vehicle emissions, noise, and fuel consumption in the region.

Approval of the Proposed Project would be in contradiction to Federal and State policies to reduce gasoline fuel consumption, including Executive Order N-79-20, which directed the California Air Resources Board (CARB) to develop regulations to mandate that 100% of in-state sales of new passenger cars and trucks are zero -emission by 2 035, which was effectuated by CARB "Advanced Clean Cars II" rule adopted in August 2022, which will rapidly accelerate the transition away from gasoline vehicles. Moreover, the purchase of electric vehicles will also be incentivized through new tax credits approved as part of the federal 2022 Inflation Reduction Act.

Policy LUT-1.2c: Regional Vehicle Emissions, Noise and Fuel Consumption Reduction : Support Federal, State, and local legislation to reduce motor vehicle emissions, noise, and fuel consumption in the region.

20. Future uses in the vicinity of the Project Site are anticipated to be upper-level residential units (apartments and condominiums) with pedestrian-scale retail, restaurant, and personal-service businesses on the ground-level intended to serve the local community.

21. Rejection of the Proposed Project does not deny the property owner reasonable use of the property as the current service station and convenience store may continue to be operated consistent with the approved Conditional Use Permit (UP 83-06/ PLN2015-22).

22. The Proposed Project was considered by the Planning Commission at its meeting of June 27, 2023, wherein, after closing of the public hearing, adopted Resolution No. 4683, denying the application . A timely Appeal of the Planning Commission's denial w as received on July 7, 2023.

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570 E. Hamilton Avenue – Shell Service Station
Denial of a Conditional Use Permit w/ S&A Review (PLN-2021-43) Based upon the foregoing findings of fact pursuant to CMC Section 21.46.040 and Section

21.46.050 and in consideration of the entire administrative record, and in weighing the public need for, and the benefit to be derived from, the project, against any impacts it may cause, the City Council further finds and concludes that:

Conditional Use Permit Findings (CMC Sec. 21.46.040):

1. The proposed use is not consistent with the General Plan;

2. The design, location, size, and operating characteristics of the proposed use are not compatible with the existing and future land uses on-site and in the vicinity of the subject property;
Site and Architectural Review Permit Finding (CMC Sec. 21.42.060.B):

3. The project will not be consistent with the general plan;

4. The project will not aid in the harmonious development of the immediate area; Tree Removal Permit Finding(s) (CMC Sec. 21.32.080.A):

5. The tree or trees are not diseased or presents a danger of falling that cannot be controlled or remedied through reasonable preservation and/or preventative procedures and practices such that the public health or safety requires its removal;

6. The tree or trees have not caused or may imminently cause significant damage to the existing main structure(s) that cannot be controlled or remedied through reasonable modification of the tree's root or branch structure;

7. The tree or trees have not interfered with utility services where such interference cannot be controlled or remedied through reasonable modification/relocation of the utility services and/or reasonable modification of the tree's root or branch structure;

8. The tree(s) is are not crowding othe r protected tree(s) to the extent that removal is necessary to ensure the long-term viability of adjacent tree(s);

9. The retention of the tree(s) does not restricts the economic enjoyment of the property or creates an unusual hardship for the property owner by severely limiting the use of the property in a manner not typically experienced by owners of similarly zoned and situated properties, and the applicant has demonstrated to the satisfaction of the approval authority that there are no reasonable alternat ives to preserve the tree(s). A minor reduction of the potential number of residential units or building size due to the tree location does not represent a severe limit of the economic enjoyment of the property.

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570 E. Hamilton Avenue – Shell Service Station
Denial of a Conditional Use Permit w/ S&A Review (PLN-2021-43) THEREFORE, BE IT RESOLVED that the City Council denies an appeal and upholds the Planning Commission's denial with prejudice a Conditional Use Permit with Site and Architectural Review to allow reconstruction of a gasoline service station with an expanded convenience store including off -site alcohol beverage sales, a drive -through carwash, and 24-hour operational hours with associated site, lighting, parking, refuse collection, and landscaping improvements; and a tree removal permit to allow removal of on -site trees, for property located at 570 E. Hamilton Avenue , subject to the prohibition of the same or substantially similar development proposal being submitted within twelve month s pursuant to Campbell Municipal Code Section 21.56.080.

PASSED AND ADOPTED this _______ day of ________________, 2023, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

APPROVED:

Anne Bybee, Mayor

ATTEST:

Andrea Sanders, City Clerk

15.a
Packet Pg. 167
Attachment: Draft CC Resolution (PLN-2022-44 ~ 570 E. Hamilton Avenue.)

15.b
Packet Pg. 168
Attachment: Project Plans (PLN-2022-44 ~ 570 E. Hamilton Avenue.)

15.b
Packet Pg. 169
Attachment: Project Plans (PLN-2022-44 ~ 570 E. Hamilton Avenue.)

15.b
Packet Pg. 170
Attachment: Project Plans (PLN-2022-44 ~ 570 E. Hamilton Avenue.)

15.b
Packet Pg. 171
Attachment: Project Plans (PLN-2022-44 ~ 570 E. Hamilton Avenue.)

15.b
Packet Pg. 172
Attachment: Project Plans (PLN-2022-44 ~ 570 E. Hamilton Avenue.)

15.b
Packet Pg. 173
Attachment: Project Plans (PLN-2022-44 ~ 570 E. Hamilton Avenue.)

15.b
Packet Pg. 174
Attachment: Project Plans (PLN-2022-44 ~ 570 E. Hamilton Avenue.) /0/1/2/3 /4 /2 /5 /4 /2 /0 /4 /i255 /7 /8/1/9/4
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15.b
Packet Pg. 175
Attachment: Project Plans (PLN-2022-44 ~ 570 E. Hamilton Avenue.) /0 /1 /2 /3
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15.b
Packet Pg. 176
Attachment: Project Plans (PLN-2022-44 ~ 570 E. Hamilton Avenue.) /0 /1 /2 /3
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15.b
Packet Pg. 177
Attachment: Project Plans (PLN-2022-44 ~ 570 E. Hamilton Avenue.) /0 /0 /0/0 /0 /0/0 /0 /0/0 /0 /0/0 /0 /0/0 /0 /0/0 /0 /0 /0 /0 /0
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Attachment: Project Plans (PLN-2022-44 ~ 570 E. Hamilton Avenue.)

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Attachment: Project Plans (PLN-2022-44 ~ 570 E. Hamilton Avenue.)

Written Project Description for:

Shell Gas Station, Convenience Store
570 E. Hamilton Avenue

Campbell, CA

On behalf of our Client A U Energy, LLC., we are submitting thi s written description for the reconstruction of the Shell gas station at the above referenced site. The project scope of work consists of removing all structures on site and installing a new 2,387 sf. convenience store and a 959 sf. self-service drive-through carwash tunnel w/ attached 267 sf. equipment room and 267 sf. storage. The proposed gas stati on includes a fuel canopy with ( 4) multi product fuel dispensers and (2) 20K gallon underground st orage tanks. The site improvem ents include: parking stalls, accessible path of travel to the right-of-way, masonry trash enclosure, site lighting, landscaping & self-service air/water & vacuum units. The following are items to be considered in this project:
 ITEMS TO BE SOLD AT THIS FACILITY: The gas station will sell gasoline, the convenience store will sell pre-packaged food items, sundry items, some aut omobile accessories (i.e.- air fresheners, cell phone accessorie s, anti-freeze, motor oil, etc .) self-service beverages, fresh and/or pre-packaged pastries & can and/or bottles of soda, wate r, sports/energy drinks and alcoholic beverages (Beer & Wine). The carwash will provide se lf-service, drive-through carwashes. There will be NO carwash employees on duty.  EMPLOYEE: There will be (4) full time employees per shift, (1) manager and (1) assistant manager. There will be (3) shifts per day. Total employee is (14) full time employees five days a week and (12) part-time employees two days a week.  HOURS OF OPERATION: The current hours of operation of the gas station and snack shop are: 24 hrs. / day, 7 days a week, 365 days per year and will remain the same. The carwash hours of operation will be: 24 hrs. / day, 7 days a week, 365 days per year  FUEL DELIVERY: The fuel delivery truck will make deliveries 7 times / week.  RECYCLED CARWASH WATER: Prior to discharge to the public sewer system, the used carwash water runs through (2) types of treatment tanks the fir st tank is the sand/oil separator. This tank includes (2) compartments. The sand oil separator intercepts the sand in the first compartment and the oil in the second compartment. The access water then leaves the san /oil separator tank to the clarifier tank. The clarifier tank consists of (3) compartments to clear the water for the reuse by the carwash eq uipment. The percentage of the recycled water to be re-used in the carwash will be controlled by the reclaim system.  SITE LIGHTING: The exterior lighting levels will be enough to ensure the saf ety of the facility, but to not provide glare or excessive light spillage onto adjacent properties or the public right-of-way
 REDUCE REAR SETBACK: Per CMC section 21.10.050.E., Table 2-10, we are requesting a reduction in the rear setback along the south property line f or the following reasons: A) To accommodate a carwash tunnel with a separate carwash equipment room, we need to reduce the rear setback to 5 ft. Please note that the project p rovides 14% landscape area. the
landscape area provided is grater that the required landsca pe area which is 10%. B) Moving the carwash building north to accommodate the 10 ft. set back will impact the fuel canopy circulation and the fuel delivery truck path. C) Moving the carwash building north to accommodate the 10 ft. set back will push the proposed driveway on Salmar Ave. closer to the street intersection. D) Movi ng the carwash building north t o accommodate the 10 ft. set back will reduce the carwash stacking lane length.
 REDUCE THE FRONTAGE PLANTER: We are requesting to reduce the frontage planter on Salmar Ave., to 6 ft. & 5ft. The reason for this request is as f o l l o w : A ) T o a l l o w t h e f u e l canopy to have a passing lane adjacent to the fueling line on S almar Ave. frontage. B) Muthana Ibrahim
Architect
President

Telephone :
(925) 287-1174

Facsimile:
(925) 943-1581

Cell:
(925) 878-9875

Email:
[email protected]

Website:
www.miarchitect.com
M I A r c h i t e c t s, I n c. A C a l i f o r n i a C o r p o r a t i o n A R C H I T E C T U R E . P L A N N I N G . M A N A G E M E N T . D E S I G N 2 2 2 1 O L Y M P I C B L V D. , S U I T E 100 , W A L N U T C R E E K , C A L I F O R N I A 9 4 5 9 5

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Attachment: Project Description (PLN-2022-44 ~ 570 E. Hamilton Avenue.)