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Attachment: Summary of General Fund Revenues vs Expenditures FY 2024 (Mid-Year) (FY 2024 Mid-Year CHART REVENUES VS. EXPENDITURES ‐ Fiscal Year (FY) 2024 Attachment A Q2 ‐ Ending December 31, 2023
GENERAL FUND
FY 2024 YTD FY 2023 YTD Growth (%)
Revenues 24,347,192 $ 22,199,034$ 9.68%
Expenditures 32,138,814 $ 27,173,070$ 18.27%
$‐
$5,000,000
$10,000,000
$15,000,000
$20,000,000
$25,000,000
$30,000,000
$35,000,000
FY 2024 YTD FY 2023 YTD
Revenues vs. Expenditures ‐ Q2 Fiscal Year (FY) 2024
Revenues Expenditures
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Attachment: Summary of General Fund Revenues vs Expenditures FY 2024 (Mid-Year) (FY 2024 Mid-Year RESOLUTION NO. _________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
AUTHORIZING MID-YEAR BUDGET ADJUSTMENT S TO REFLECT CHANGES IN
PROJECTED REVENUES AND REQUESTED EXPENDITURE NEEDS FOR FISCAL (FY) YEAR 2024
WHEREAS, the City Council adopted an annual budget for the operation of all municipal departments and facilities for Fiscal Year (FY) 2024 and a capital improvement plan (CIP) for 2024-2028 on June 20, 2023; and
WHEREAS, at the February 20, 2024 City Council meeting, staff presented a Mid- Year Report on the City’s General Fund revenues and expenditures f or FY 2024 along with necessary revenue and expenditure adjustments in other funds; and WHEREAS, staff has reviewed and presented recommended revenue and expenditure budget adjustments shown in Attachment C of the accompanying staff report; and
WHEREAS, staff projects that year-end General Fund revenues for FY 202 4 will be less than budget estimates by approximately $1,360,096; and WHEREAS, staff recommends General Fund expenditure decreases of $1,695,676 for FY 2024; and
WHEREAS, after all mid-year adjustments, the General Fund will be fully balanced for FY 2024; and
WHEREAS, staff requests other revenue and expenditure adjustments outside the General Fund for FY 2024 and shown in Attachment C of the accompanying staff report; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell hereby authorizes Mid-Year General Fund Revenue Budget Adjustments for FY 202 4 shown in Attachment C of the accompanying staff report and incorporated by reference.
PASSED AND ADOPTED this _ day of 2024, by the following roll call vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
APPROVED:
___________________________
Susan M. Landry, Mayor
ATTEST:
___________________________
Andrea Sanders, City Clerk
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Attachment: Resolution - FY 2024 Mid-Year Adjustments (FY 2024 Mid-Year Update and Budget Adjustments) GENERAL FUND (#101)
1) Revenue Revisions
Account Title Category Dept GL Account Amount
PROP TAXES ‐ CURR SECURE Property Tax FN 101.535.4001 (221,000) PROP TAXES ‐ CURR UNSECR Property Tax FN 101.535.4002 (12,000) PROPERTY TAX PASS THRU Property Tax FN 101.535.4007 12,000 RESIDUAL RPTTF DISTRIBUT Property Tax FN 101.535.4008 (27,000) PROP TAXES ‐ ERAF Property Tax FN 101.535.4011 48,000
Property Tax Total (200,000)
SALES AND USE TAXES Sales & Use Taxes FN 101.535.4110 (786,007) TRANSACTIONS & USE TAX Sales & Use Taxes FN 101.535.4112 (87,080) Sales & Use Taxes Total (873,087)
FRANCHISES ‐ CABLE TV Other Taxes CM 101.510.4122 (66,500) AT&T FRANCHISE FEE Other Taxes CM 101.510.4125 (43,000) TRANSIENT OCCUPANCY TAX Other Taxes FN 101.535.4150 (800,000) REAL PROP TRANSFER TAX Other Taxes FN 101.535.4153 (200,000) CONSTRUCTION TAX Other Taxes CD 101.554.4151 (5,800)
FARMERS MARKET IN LIEU Other Taxes CM 101.556.4155 6,500 Other Taxes Total (1,108,800)
CONSTRUCTION PERMITS Licenses and Permits CD 101.554.4210 100,000 ADVANCED PLAN CHECK FEE Licenses and Permits CD 101.554.4211 (500,000) GENERAL REVENUE‐BLDG DEP Licenses and Permits CD 101.554.4212 9,600 PLN CHECK‐TITLE 24 ENERG Licenses and Permits CD 101.554.4213 4,600 TECHNOLOGY ENHANCEMNT FE Licenses and Permits CD 101.554.4214 5,000 Licen
ses and Permits Total (380,800)
VEHICLE CODE FINES‐COUNT Fines/Forfeits/Penalties PS 101.604.4320 50,000 Fines/Forfeits/Penalties Total 50,000
INVESTMENT EARNINGS Investments Income FN 101.535.4410 135,000 UNREALIZED GAINS/LOSSES Investments Income FN 101.535.4431 100,000 OTHER INTEREST Investments Income FN 101.535.4450 9,100 Line‐Item Detail for Mid‐Year Adjustments (FY 2024)
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Attachment: Line-Item Detail for Mid-Year Adjustments (FY 2024) (FY 2024 Mid-Year Update and Budget Line‐Item Detail for Mid‐Year Adjustments (FY 2024)
Investments Income Total 244,100
SR NUTRITION REIMBURSEMN Intergovernmental Revenue RC 101.525.4561 17,938 STATE MTR VEH IN LIEU TA Intergovernmental Revenue FN 101.535.4580 8,000 ST HOMEOWNERS PROP TAX R Intergovernmental Revenue FN 101.535.4581 (2,000) REIMBURSE‐MANDATED COSTS Intergovernmental Revenue FN 101.535.4584 6,000 OTHER STATE GRANTS Intergovernmental Revenue CD 101.552.4543 59,000 OTHER GRANTS Intergovernmental Revenue PS 101.601.4523 4,905 ARSON_COUNTY FIRE DPT Intergovernmental Revenue PS 101.604.4559 30,190 OTHER STATE GRANT Intergovernmental Revenue PS 101.605.4543 (250,562) Intergovernmental Revenue Total (126,530)
ADULT SERVICES ‐ CLASSES Charges for Service RC 101.526.4612 11,400 ADULT SERVICES ‐ PROGRAM Charges for Service RC 101.526.4626 22,200 PROGRAM FEES‐PICNIC FEES Charges for Service RC 101.527.4616 16,000 COMM GRP SPON‐SPEC EVENT Charges for Service RC 101.527.4630 470 FACILITY RENTAL SURCHARG Charges for Service RC 101.527.4634 2,700 AINSLEY HOUSE RENTAL Charges for Service RC 101.528.4610 (4,477) ADMISSION FEES‐MUSEUM Charges for Service RC 101.528.4611 300 THEATER REVENUE Charges for Service RC 101.529.4631 (1,100) THEATER PRESERVATION CHG Charges for Service RC 101.529.4632 (12,118) THEATRE FACILITY FEE Charges for Service RC 101.529.4633 (31,480) CONCESSION & MERCHANDISE Charges for Service RC 101.529.4643 1,312 THEATER TICKET SALES Charges for Service RC 101.529.4644 (44,815) SPONSORSHIP INCOME Charges for Service RC 101.529.4645 (9,500) THEATER PROGRAM ADS Charges for Service RC 101.529.4646 (2,300) PROGRAM FEES‐SPORTS Charges for Service RC 101.531.4613 (48,200) PROGRAM FEES‐AQUATICS Charges for Service RC 101.531.4614 (48,500) PROGRAM FEES‐FITNESS Charges for Service RC 101.531.4622 29,000 SKATE PARK INCOME Charges for Service RC 101.531.4628 (2,200) PROGRAM FEES‐DAY CAMPS Charges for Service RC 101.532.4617 73,800 PROGRAM FEES‐CLASSES Charges for Service RC 101.532.4619 50,000 PROGRAM FEES‐PRESCHOOL Charges for Service RC 101.532.4620 (65,000) RENTAL DISPUTE RES FEE Charges for Service CD 101.550.4663 (12,200)
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Attachment: Line-Item Detail for Mid-Year Adjustments (FY 2024) (FY 2024 Mid-Year Update and Budget Line‐Item Detail for Mid‐Year Adjustments (FY 2024)
ZONING FEES Charges for Service CD 101.551.4660 74,800 MICROFILM FEES Charges for Service CD 101.554.4661 150 TRAINING & EDUCATION FEE Charges for Service CD 101.554.4672 11,500 STOP WORK FEE Charges for Service CD 101.554.4673 (11,800) FALSE ALARM FEES‐PD Charges for Service PS 101.602.4693 (500) CAL NENA REIMBURSEMENT‐PC h a r g e s for Service PS 101.602.4707 9,600 OTHER FILING FEES Charges for Service PS 101.603.4690 173 COST RECOVERY‐PD DUI Charges for Service PS 101.604.4698 (1,600) PROJECT OVERHEAD OFFSET Charges for Service PW 101.720.4725 4,600 TRAFFIC ENGINEERING FEES Charges for Service PW 101.720.4728 14,100 PROJECT OVERHEAD OFFSET Charges for Service PW 101.730.4725 (116,200) SALE‐MAPS & PUBLICATIONS Charges for Service PW 101.730.4760 (15,700) ENGR & SUBDIV FILING FEE Charges for Service PW 101.740.4722 82,000 PROJECT OVERHEAD OFFSET Charges for Service PW 101.740.4725 9,300 COMMUNITY GARDEN FEES Charges for Service PW 101.745.4735 600 Charges for Service Total (13,685)
RENTS/LEASES (REAL & PER Leases & Rentals RC 101.527.4810 40,000 OTHER RENTAL INCOME Leases & Rentals RC 101.527.4819 92,000 OTHER RENTAL INCOME Leases & Rentals RC 101.529.4819 (147,500) RENTS/LEASES (REAL & PER Leases & Rentals CD 101.550.4810 61,400 Leases & Rentals Total 45,900
DONATIONS‐SR CITIZENS CT Miscellaneous Revenues RC 101.526.4813 1,200 DONATIONS‐YOUTH SCHOLAR Miscellaneous Revenues RC 101.524.4821 1,018 OTHER REVENUE Miscellaneous Revenues FN 101.535.4965 45,000 OTHER REVENUE Miscellaneous Revenues CD 101.554.4965 (500) TREE IN LIEU FEE Miscellaneous Revenues PW 101.701.4971 5,000 Miscellaneous Revenues Total 51,718
TRANSACTION PROCESS FEE Other Revenues FN 101.540.4910 (22,000) Other Revenues Total (22,000)
OPERATING TRANSFERS IN OFS ‐ Operating Transfers In FN 101.980.6899 973,087 OFS ‐ Operating Transfers In Total 973,087
Grand Total (1,360,096)
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Attachment: Line-Item Detail for Mid-Year Adjustments (FY 2024) (FY 2024 Mid-Year Update and Budget Line‐Item Detail for Mid‐Year Adjustments (FY 2024)
2) Expenditure Revisions
Department Description GL Account Amount
City Manager's Office November 2024 Ballot Measure Polling, Misc. Ballot Language Consulting, and Other Related Legal Services offset by
proposed draw from ARPA Fund to cover expenditure
101.510.7430 100,000
City Manager's Office Decrease to labor costs due to salary savings specific to Human Resources Division
101.515.7001 (28,000)
City Manager's Office Increase to contractual costs for interim HR Manager due to family medical leave
101.515.7430 49,999
City Manager's Office Increase to Contractual Services for third party administration of commuter benefit program
101.515.7430 3,000
City Manager's Office Increase to Contractual Services for additional training needed on new NEOGOV HR/Software program
101.515.7430 3,000
City Manager's Office Decrease to Contractual Services due to terminated temporary staffing contract effective December 31, 2023 101.515.7430 (39,000)
City Manager's Office Increase transfer to IT Fund to support higher than expected equipment and software licensing costs
101.980.9899 74,036
City Manager's Office Total 163,035
Recreation & Comm Srvcs Increase to cost of Senior Meals offset by County revenue 101.525.7432 29,000 Recreation & Comm Srvcs Decrease to Contractual Services due to less need for janitorial and security services at the Campbell Community Center
101.527.7432 (12,000)
Recreation & Comm Srvcs Increase to Improvements Other than Building for Lighting Project at the Museum offset by previous donations
101.528.7883 20,000
Recreation & Comm Srvcs Decrease to Advertising due to less than anticipated spending for Heritage Theatre show season
101.529.7422 (14,240)
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Attachment: Line-Item Detail for Mid-Year Adjustments (FY 2024) (FY 2024 Mid-Year Update and Budget Line‐Item Detail for Mid‐Year Adjustments (FY 2024)
Recreation & Comm Srvcs Decrease to Special Departmental due to less than anticipated spending for Heritage Theatre show season
101.529.7427 (17,880)
Recreation & Comm Srvcs Decrease to Professional and Special Services due to less labor costs associated with lower than expected Heritage Theatre rentals
101.529.7430 (107,195)
Recreation & Comm Srvcs Increase to Contractual Services due to increase in janitorial services contract for Heritage Theatre not included in budget 101.529.7432 20,830
Recreation & Comm Srvcs Increase to Maintenance and Operation of Equipment in Sports, Aquatics, and Fitness due to increased hours for weight room and frequency of spin classes
101.531.7429 2,000
Recreation & Comm Srvcs Increase to Contractual Services in Sports, Aquatics, and Fitness due to increased contract class expenditures offset by revenues
101.531.7432 4,800
Recreation & Comm Srvcs Increase to Special Community Services in Sports, Aquatics, and Fitness due to unexpected repairs needed for pool
sweeper, an additional class offset by revenues, and increased costs for fun runs also offset by revenues
101.531.7441 14,700
Recreation & Comm Srvcs Decrease to labor costs due to reduction in staffing costs associated with pre‐school and day camp
101.532.7002 (60,975)
Recreation & Comm Srvcs Increase to Contractual Services in Pre‐School, Day Camp & Enrichment Classes due to increased enrollment in classes with contract instructors offset by revenues
101.532.7432 41,100
Recreation & Comm Srvcs Total (79,860)
Finance Decrease to labor costs due to salary savings specific to Finance
101.535.7001 (2,360)
Finance Increase to Professional and Special Services to support integration of business license system with GIS offset by salary savings
101.535.7430 2,360
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Attachment: Line-Item Detail for Mid-Year Adjustments (FY 2024) (FY 2024 Mid-Year Update and Budget Line‐Item Detail for Mid‐Year Adjustments (FY 2024)
Finance Increase to Professional and Special Services to support contract with an Investment Advisory firm for remainder of FY 2024 offset by increased Investment revenues
101.535.7430 35,000
Finance Total 35,000
Non‐Departmental (Other) Decrease to labor costs due to expected salary savings across all departments over and above normal 2% vacancy factor and any other salary savings detailed below
101.540.7001 (1,633,385)
Non‐Departmental (Other) Total (1,633,385)
Legal Services Increase to Special Departmental to account for FPCC Litigation Settlement
101.560.7427 35,000
Legal Services Total 35,000
Police Department Decrease to labor costs due to salary savings specific to Police Administration
101.601.7001 (75,000)
Police Department Increase to Staff Development to account for new hires offset by salary savings
101.601.7437 75,000
Police Department Increase to Staff Development due to County grant for training offset by grant revenue
101.601.7437 4,905
Police Department Increase to Staff Development due to Wellness grant offset by grant revenue
101.601.7437 30,190
Police Department Decrease to labor costs due to salary savings specific to Police Communications
101.602.7001 (50,000)
Police Department Increase to Overtime in Police Communications due to vacancies offset by base salary savings
101.602.7003 50,000
Police Department Decrease to labor costs due to salary savings specific to Police Field Services
101.605.7001 (15,000)
Police Department Increase to Clothing in Police Field Servies due to new hires offset by base salary savings
101.605.7423 15,000
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Attachment: Line-Item Detail for Mid-Year Adjustments (FY 2024) (FY 2024 Mid-Year Update and Budget Line‐Item Detail for Mid‐Year Adjustments (FY 2024)
Police Department Decrease to Professional and Special Services in Police Field Services due to spreading out of reimbursable Organized Retail Theft (ORT) grant over 3 years offset by corresponding spread of grant revenues
101.605.7430 (250,562)
Police Department Total (215,468)
Public Works Decrease to labor costs due to salary savings specific to Building Maintenance
101.780.7001 (105,000)
Public Works Increase to Small Tool costs specific to Building Maintenance offset by salary savings
101.780.7425 5,000
Public Works Increase to Special Departmental specific to Building Maintenance due to increase in custodial and chemical
supplies costs offset by salary savings
101.780.7427 20,000
Public Works Increase to Contractual Services specific to Building Maintenance due to three (3) HVAC replacements at Heritage Theatre and Community Center offset by salary savings
101.780.7432 80,000
Public Works Total ‐
Grand Total (1,695,676)
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Attachment: Line-Item Detail for Mid-Year Adjustments (FY 2024) (FY 2024 Mid-Year Update and Budget Line‐Item Detail for Mid‐Year Adjustments (FY 2024)
OTHER FUNDS
Fund Desription Rev or Exp GL Account Amount
204 ‐ Gas Tax Fund Use savings from regular staffing to pay for increased costs in sign shop supplies.
Exp 204.760.7001 (20,000)
204 ‐ Gas Tax Fund Use savings from regular staffing to pay for increased costs in sign shop supplies.
Exp 204.760.7428 20,000
204 ‐ Gas Tax Fund Use savings from regular staffing to pay for work performed by contractors due to increases in quantity of work, e.g:
roadway striping, concrete R&R.
Exp 204.760.7001 (80,000)
204 ‐ Gas Tax Fund Use savings from regular staffing to pay for work performed by contractors due to increases in quantity of work, e.g:
roadway striping, concrete R&R.
Exp 204.760.7432 80,000
207 ‐ LLD Fund Use savings from regular staffing budget to pay for overtime work due to reduced staff.
Exp 207.770.7001 (10,000)
207 ‐ LLD Fund Use savings from regular staffing budget to pay for overtime work due to reduced staff.
Exp 207.770.7003 10,000
207 ‐ LLD Fund Use savings from regular staffing budget to pay for new video detection system at 4 signalized city intersections.
Exp 207.770.7001 (80,000)
207 ‐ LLD Fund Use savings from regular staffing budget to pay for new video detection system at 4 signalized city intersections.
Exp 207.770.7429 80,000
207 ‐ LLD Fund Use savings from regular staffing budget to pay for overtime work due to reduced staff.
Exp 207.775.7001 (25,000)
207 ‐ LLD Fund Use savings from regular staffing budget to pay for overtime work due to reduced staff.
Exp 207.775.7003 25,000
207 ‐ LLD Fund Use savings from regular staffing budget to pay for increase cost of water.
Exp 207.775.7001 (55,000)
207 ‐ LLD Fund Use savings from regular staffing budget to pay for increase cost of water.
Exp 207.775.7420 55,000
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Attachment: Line-Item Detail for Mid-Year Adjustments (FY 2024) (FY 2024 Mid-Year Update and Budget Line‐Item Detail for Mid‐Year Adjustments (FY 2024)
207 ‐ LLD Fund Use savings from regular staffing budget to pay for City Zone 1 tree pruning and Hacienda Ave bio‐retention refresh.
Exp 207.775.7001 (95,000)
207 ‐ LLD Fund Use savings from regular staffing budget to pay for City Zone 1 tree pruning and Hacienda Ave bio‐retention refresh.
Exp 207.775.7432 95,000
221 ‐ ARPA Fund Transfer to General Fund for Ballot Measure Expenses Exp 221.980.9899 100,000 237 ‐ CFD #2 Actual Assessment Revenue Increase Rev 237.741.5005 15,423 641 ‐ Motor Pool Use savings from regular staffing budget to pay for overtime due to reduced staff.
Exp 641.750.7001 (5,000)
641 ‐ Motor Pool Use savings from regular staffing budget to pay for overtime due to reduced staff.
Exp 641.750.7003 5,000
641 ‐ Motor Pool Use savings from regular staffing budget to pay for increased fuel costs.
Exp 641.750.7001 (25,000)
641 ‐ Motor Pool Use savings from regular staffing budget to pay for increased fuel costs.
Exp 641.750.7426 25,000
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Attachment: Line-Item Detail for Mid-Year Adjustments (FY 2024) (FY 2024 Mid-Year Update and Budget Reconciliation of FY 2024 Adopted Budget to FY 2024 Amended Budget Table 1 – FY 2024 Budget Adjustments Approved Since July 1, 2023 Adopted
Budget
Adj ustment Amended
Budget
Adopted Revenues $69,261,824
Encumbrance Carryover(1) 896,518
RES# 13077 ORT Grant 400,562
RES# 13050 Medicare Drop Donation 10,000
RES# 13034 AED Donation 8,100
RES# 13046 CCC Gas Line Repair from ARPA 290,180
Sub‐Total Revenue Adjustments $1,605,360
Amended Revenues $70,867,184
Adopted Expenditures $69,110,503
Encumbrance Carryover(1) 896,518
RES# 13067 Salary Savings Reclass Plan Checker (17,000) RES# 13077 ORT Grant 400,562
RES# 13050 Medicare Drop Donation 10,000
RES# 13046 CCC Gas Line Repair from ARPA 290,180
RES# 13082 General Fund Surplus to PD Building 512,000 Sub‐Total Expenditure Adjustments $2,092,260
Amended Expenditures $71,202,764
Surplus/(Deficit) $151,321 ($335,580)
(1) Shown as both a revenue and an expenditure since it is charged against Assigned Fund Balance within the General Fund and does not impact Unassigned Fund Balance when calculating reserve sufficiency.
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Attachment: Reconciliation of FY 2024 Adopted Budget to FY 2024 Amended Budget (FY 2024 Mid-Year Update and Budget Adjustments) City
Council
Report
TITLE: Pass-Through Funded Procurement Processes
RECOMMENDED ACTION
That the City Council provide policy direction on the proposed pass -through funded procurement processes, including authorization for code amendments.
BACKGROUND
This report provides Council with an overview of the City’s current procurement process as it relates to pass-through agreement s and the proposed enhancements that may improve and standardize the City’s procedures. The City has in place procurement practices directed towards the expenditure of City funds , but does not have specific policies or procedures that address the use of pass-through agreements that are funded by private applicants.
What is a pass -through funded agreement? As part of the review process for development projects, the Community Development Department often requires the preparation of specialized technical studies. For example, the review of a proposed new commercial building may require technical analysis of traffic and noise impacts or tree removal that would require a professional study by a qualified consultant . In addition, the City may require the preparation of an environmental document such as a n Environmental Impact Report (EIR) to comply with the California Environmental Quality Act (CEQA). The cost to prepare these studies are paid for by the developers or applicants associated with the project and the work is contracted through a pass- through agreement with the selected specialized consultants.
What is the City’s current practice for pass-through agreements? The City does not currently have a defined process in its ordinance or formal policies for executing pass-through agreements with consultants. The City’s Municipal Code identifies procurement procedures that require a formal bidding p rocess and review by City Council when the cost of services exceed $50,000. The Municipal Code and associated provisions do not make any clear distinctions if the contracted work is paid from public City funds or from a private applicant (i.e. a pass through agreement).
In practice, the Community Development Department has utilized informal procurement processes for pass-through agreements to hire technical consultants such as arborists, architects, or acoustic engineers when required for review of a development application.
Item: 15
Category: NEW BUSINESS
Meeting Date: March 5, 2024
15 Packet Pg. 750
Pass-Through Procurement Processes Page 2 of 3
Other cities in California have established procurement policies specifically for pass- through agreements funded by private applicant s, separate from the procurement procedures which focus on the expenditure of City funds. Cities like Milpitas, Santa Barbara, Foster City, San Jose, Anaheim, and Cupertino have a n RFQ procurement process that is used to select from a qualified list of technical consultants that subsequently can work on individual projects.
DISCUSSION
Staff is recommending the City pursue amendments to the existing Municipal Code and related procurement polic ies establishing procedures for pass-through agreements that would be comprised of the following:
Creation of a pre-qualified list of specialized consultants with a Master Contract Service Agreement
Separate lists for City hired CEQA consultants and applicant hired technical consultants
Selection of a pre-qualified list of consultants – The City would first conduct an RFQ process to select a pre -qualified list of consultants that could conduct technical and environmental studies on private development projects. Staff recommends the creation of two pre -qualified lists, one for consultants that prepare CEQA (Environmental documents) and one for consultants that only conduct technical studies.
Under State Law, the City is required to be the author of all CEQA documents (such as an Environmental Impact Report) and thus the City must hire the selected consultant.
Thus, for these CEQA consultants, the firms selected to be on the pre -qualified list would enter into a Mas ter Service Agreement with the City. Once there is a need to prepare a specific environmental document, the consultant would work for the City to prepare the required document, using pass-through funds provided from the applicant to the City.
The RFQ would inform the consultant that they will be agreeing to a five -year master service agreement with the City . The agreement would lock in all consultants to a uniform billing and fee schedule.
Separately, the City will also create a pre -qualified list of consultants that only prepare specialized technical studies (biology, noise) using an RFQ process. When there is a requirement to conduct a specific technical study for a project, the developer or applicant would be required to use the consultants directly from the City’s pre -qualified list. This approach provides quality assurance of the consultant hired and will avoid the need for the City to enter into a contract with the consultant and manage the funding from the applicant.
NEXT STEPS
15 Packet Pg. 751
Pass-Through Procurement Processes Page 3 of 3
Subject to Council direction and feedback, staff would return to Council with the applicable amendments to the Municipal Code and any associated policies prescribing the pass-through procurement procedures. If the City Council s ubsequently adopts the Code amendments, staff would then begin the procurement process to establish the pre-qualified list of CEQA and technical consultants.
FISCAL IMPACT
City funds would not be negatively impacted as all expenditures are fully funded by fees paid by the applicant or developer.
ALTERNATIVES
1. Continue with existing procurement processes and do not amend the procurement policy to address hiring consultants for pass -through funded agreements from pass-through applicant and developer funds.
2. Provide staff with other direction.
Prepared by:
Ken Ramirez, Administrative Analyst
Reviewed by:
Rob Eastwood, Community
Development Director
Approved by:
Brian Loventhal, City Manager
15 Packet Pg. 752
City
Council
Report
TITLE: Council Committee Reports
RECOMMENDED ACTION
That the City Council report on activities from their committee assignments.
DISCUSSION
This is the section of the City Council Agenda that allows the City Councilmembers to report on items of interest and the work of City Council Subcommittees.
MAYOR LANDRY
Advisory Commissioner Appointment Interview Subcommittee City Attorney Performance/Compensation Subcommittee
City Clerk Performance/Compensation Subcommittee
City Manager Performance/Compensation Subcommittee
Education Subcommittee
Economic Development Subcommittee
West Valley Mayors and Managers
DCBA Liaison
Santa Clara County Housing and Community Development Advisory Committee Santa Clara Valley Water District County Water Commission Santa Clara County Library District JPA Board of Directors Cities Association of Santa Clara County - City Selection Committee Friends of the Heritage Theater Liaison (Alt.)
West Valley Clean Water JPA (Alt.)
West Valley Solid Waste Authority JPA (Alt.)
VICE MAYOR LOPEZ
City Attorney Performance/Compensation Subcommittee
City Clerk Performance/Compensation Subcommittee
City Manager Performance/Compensation Subcommittee
Economic Development Subcommittee
Finance Subcommittee
Legislative Subcommittee
Silicon Valley Clean Energy Finance and Audit Committee Item: 16
Category: COUNCIL COMMITTEE
REPORTS
Meeting Date: March 5, 2024
16 Packet Pg. 753
Council Committee Reports Page 2 of 3
Bay Area Quality Management District Board of Directors** League of Cities Peninsula Division Executive Committee** Valley Transportation Authority Board of Directors**
West Valley Mayors and Managers (Alt.)
Cities Association of Santa Clara County:
Board Representative (Alt.)
Legislative Action Committee and City Selection Committee (Alt.) Silicon Valley Clean Energy JPA Board of Directors (Alt.) West Valley Sanitation District (Alt.)
COUNCILMEMBER BYBEE:
Finance Subcommittee
Legislative Subcommittee
Cities Association of Santa Clara County:
Board Representative
Legislative Action Committee
Silicon Valley Animal Control Authority Board (SVACA)
Silicon Valley Clean Energy JPA Board of Directors
Campbell Historical Museum & Ainsley House Foundation Liaison (Alt.) West Valley Sanitation District (Alt.)
COUNCILMEMBER FURTADO
Advisory Commissioner Appointment Interview Committee
West Valley Clean Water JPA
West Valley Sanitation District
West Valley Solid Waste Authority JPA
Association of Bay Area Governments (ABAG)
Silicon Valley Regional Interoperability Authority (SVRIA) Santa Clara County Emergency Operational Council (EOAC)** Silicon Valley Animal Control Authority Board (SVACA) (Alt.) Valley Transportation Authority Policy Advisory Committee (Alt.)
COUNCILMEMBER SCOZZOLA
Campbell Historical Museum & Ainsley House Foundation Liaison Friends of the Heritage Theater Liaison
Education Subcommittee
Silicon Valley Clean Energy JPA Board of Directors
Valley Transportation Authority Policy Advisory Board
Santa Clara Valley Water District: County Water Commission (Alt.) 16 Packet Pg. 754
Council Committee Reports Page 3 of 3
DCBA Liaison (Alt.)
Santa Clara County Housing and Community Development Advisory Committee (Alt.) Santa Clara County Library District JPA Board of Directors (Alt.) Association of Bay Area Governments (Alt.)
**appointed by other agencies
Prepared by:
Kristen Epolite, Deputy City Clerk
16 Packet Pg. 755
Desk Item - Amendment to Staff Report and Resolution to Authorize TFCA Grant Application for Hamilton Avenue Resurfacing Project 3-5-24 To: Honorable Mayor and City Council Date: March 4, 2024 From: Todd Capurso, Public Works Director
Via: Brian Loventhal, City Manager
Subject: Desk Item—March 5, 2024 Council Meeting, Item #9 Authorization to Submit Transportation Fund for Clean Air (TFCA) Program Grant Application for Hamilton Avenue Resurfacing Project ( Consent Calendar)
R
evised Cost Estimate
T
he previously submitted staff report and resolution reflect a project cost of $80,000 for bicycle lane portion of the Hamilton Avenue Resurfacing Project. This includes a 30% local match of $24,000, and a TFCA grant request of $56,000. Upon further review of the TFCA guidelines, staff determined that the preliminary cost estimate for the bicycle lane improvements should be revised in the staff report and resolution to reflect a project cost of $170,000. Staff is proposing to apply for $118,000 and provide a local match of approximately $52,000.
T
he increase in the preliminary cost estimate is due to t he TFCA Program now allowing upgrades to existing Class II bike lanes to be eligible for TFCA funds. The earlier cost estimate of $80,000 was increased to $170,000 to now include the existing bike lanes that will receive upgrades including bike lane buffers and green bike lane markings.
S
taff recommends that the TFCA grant application reflect the most recent cost estimate to give the City access to more grant funds and reduce the City’s out -of-pocket costs.
The attached resolution has been prepared to address the revised project scope and estimate.
C
orrection in Local Match Fund Source
T
he staff report proposes that local matching funds come from Transportation Development Act (TDA) Article 3 Guarantee Funds. However, the previously submitted resolution proposed the use of Capital Improvement Program Reserves (CIPR) funds as the local match should a TFCA Grant be awarded. The resolution should be changed to reflect the use of TDA funds for the local match. The attached resolution has been revised to reflect this as well.
I
f Council concurs with staff’s recommendation and a motion to approve is made, the motion should include reference to this desk item modifying the resolution to provide a 30 City of Campbell MEMORANDUM
Public Works Department
Tabs Refinancing
(date)
percent local match for the Hamilton Avenue Resurfacing Project with local matching funds from Transportation Development Act (TDA) Article 3 Guarantee Funds should a TFCA Grant be awarded.
Attachment: Revised Council Resolution
RESOLUTION NO. __________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
AUTHORIZING THE CITY ENGINEER TO SUBMIT TRANSPORTATION FUND FOR CLEAR
AIR (TFCA) PROGRAM GRANT APPLICATION FOR THE HAMILTON AVENUE
RESURFACING PROJECT
WHEREAS, On January 28, 2024, the VTA issued a call for projects for the Fiscal Year 20 24/25 Transportation Fund for Clean Air County Program Manager (TFCA CPM) funding cycle; and WHEREAS, the purpose of the TFCA program is to reduce vehicle emissions in a cost- effective manner; and
WHEREAS, bicycle projects must generally achieve TFCA cost -effectiveness, on an individual project basis, equal to or less than $500,000 of TFCA funds per ton of total of emissions reduced; and
WHEREAS, bikeway projects that create new bike lane and bike routes and projects that upgrade existing bike lanes are eligible for TFCA funds; and
WHEREAS, the Hamilton Avenue Resurfacing Project 23-BB would resurface the entire length of Hamilton Avenue within Campbell city limits; and
WHEREAS, the Hamilton Avenue Resurfacing Project would install new Class II bikeways (bike lanes) and Class III bikeways (bike routes) where feasible; and WHEREAS, the preliminary engineer’s estimate to construct new bike lanes and improve bike routes on Hamilton Avenue is $170,000; and
WHEREAS, staff is proposing to apply for $ 118,000 in TFCA grant funds and provide a local match of $52,000 (30 percent); and
WHEREAS, staff proposes that local matching funds of come from Transportation Development Act (TDA) Article 3 Guarantee funds.
NOW, THEREFORE, BE IT RESOLVED , by the City Council of the City of Campbell that the Public Works Director is hereby authorized to submit a Transportation Fund for Clean Air (TFCA) Program Grant Application for Fiscal Year 2023/24 to the Valley Transportation Authority for the Hamilton Avenue Resurfacing Project 23-BB.
BE IT FURTHER RESOLVED that the City of Campbell will provide a 3 0 percent local match for the Hamilton Avenue Resurfacing Project with local matching funds from Transportation Development Act (TDA) Article 3 Guarantee funds should a TFCA Grant be awarded.
PASSED AND ADOPTED this 5th day of March, 2024, by the following roll call vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS
ABSENT: COUNCILMEMBERS:
APPROVED:
_____________________________________
Susan M. Landry, Mayor
ATTEST:
___
________________________
Andrea Sanders, City Clerk