City Council Agenda
City of Campbell, 70 N. First St., Campbell, California
NOTE: 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 (Xfinity) or Channel 88 (Direct TV), 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] until 3:00p.m. prior to the start of the meeting. Written comments will be posted on the website and distributed to the Council. 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, October 15, 2024 – 7:00 p.m.
City Hall Council Chamber – 70 N. First Street
CALL TO ORDER
ROLL CALL
PLEDGE OF ALLEGIANCE
SPECIAL PRESENTATIONS AND PROCLAMATIONS
1. Proclamation Declaring the Month of October as Domestic Violence Awareness Month in the City of Campbell
Recommended Action: That the City Council authorize the Mayor to proclaim the month of October 2024 as Domestic Violence Awareness Month in the City of Campbell.
2. Introduction of 2024-2025 Campbell Youth Commission
Recommended Action: To receive commissioner's presentation of initial work plan and introduction of 2024-2025 commissioners.
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.
3. Minutes of City Council Executive Session Meeting of October 1, 2024 Recommended Action: Approve the executive session meeting minutes of October 1, 2024.
4. Minutes of City Council Regular Meeting of October 1, 2024 Recommended Action: Approve the regular meeting minutes of October 1, 2024.
5. Approving Bills and Claims
Recommended Action: Approve the bills and claims in the amount of $986,364.74.
6. Monthly Treasurer's Report (August 2024)
Recommended Action: That the City Council review and accept the Monthly Treasurer’s Report for the month ended August 31, 2024.
7. Resolution Approving Fifth Amendment to Agreement with Trio Community Meals, LLC to Provide Catered Meals for the Senior Nutrition Program for Fiscal Year 2024-25 (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a Resolution approving the Fifth Amendment to the Agreement with Trio Community Meals, LLC to provide catered meals for the Senior Nutrition Program for Fiscal Year 2024 -25 and authorize the City Manager to execute the Amendment.
8. Authorization to Purchase an Electric Vehicle for the Campbell Police Department and for the Finance Director to Prepare the Associated Budget Adjustments (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution authorizing: 1) the purchase of a Ford F -150 Lightning Pro Electric Truck, in the amount of $65,541, from Downtown Ford of Sacramento; 2) staff to dispense with the City’s formal bidding procedures as specified in the exemptions of Campbell Municipal Code (CMC) Section 3.20.030(6), and purchasing policies of CMC Section
3.20.070, which allow the City to procure goods and services through its use of the California e -Procurement Statewide Contract and Leveraged Procurement Agreements; and 3) the Finance Director to prepare the associated Budget Adjustments.
9. Accept Jim Stevens Memorial Donation for Los Gatos Creek Trail Improvements (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution accepting a monetary donation, in the amount of $3,000, made by family and friends honoring the memory of Mr. Jim Stevens, to be used for the maintenance and improvements to the Los Gatos Creek Trail and authorize staff to execute a budget adjustment as necessary.
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.
NEW BUSINESS
10. 2024 Oktoberfest Downtown Special Event Permit (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution approving the Campbell Chamber of Commerce’s application for a Downtown Special Event Permit for their 2024 Oktoberfest event.
11. Age-Friendly Cities Renewal
Recommended Action: It is recommended that Council accept the report on the update of the City's Age-Friendly Cities Initiative and authorize staff to renew and update the 5-Year Action Plan.
UNFINISHED BUSINESS
12. Update on Utilization of City's Remaining American Rescue Plan Act (ARPA) Funds and Discussion on How to Fully Obligate and Spend Any Remaining Balances by Federally Required Deadlines
Recommended Action: That the City Council receive an update from staff on the utilization of the City's remaining American Rescue Plan Act (ARPA) funds and discuss how to allocate any remaining balances by the December 31, 2024 obligation deadline and the December 31, 2026 spending deadline as set forth by the U.S. Treasury Department.
13. Approval of Plans and Specifications, Authorization to Solicit Bids, Award and Approve Contract, and Other Associated Actions Campbell PDA Enhancements on Civic Center Drive at Second and Third Streets Project 25-DD (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution: 1) approving the Plans and Specifications for the Campbell PDA Enhancements on Civic Center Drive at Second and Third Streets Project 25 -DD; 2) authorizing the solicitation of bids; 3) awarding and approving the subsequent construction contract to the lowest responsive and responsible bidder, in an amount not to exceed $792,000 plus a 10% construction contingency of $79,200; 4) authorizing the City Manager
to execute said contract as specified in the Campbell Municipal Code Section
3.20.100; 5) authorizing the City Engineer to negotiate and execute contract change orders up to and within the allocated construction contingency; 6) authorizing the Public Works Director to reject bids and rebid the project should bids received have unamenable irregularities; and 7) authorizing the Finance Director to perform associated budget adjustments.
14. Second Reading of Ordinance 2320 Updating Campbell Municipal Code
3.20 - City Manager Award Threshold, Formal Bidding Requirements, and Pass-Through Consultant Agreements (Ordinance/Roll Call Vote) Recommended Action: That the City Council adopt Ordinance 2320 amending Section 3.20 of the Campbell Municipal Code to update the City Manager's award threshold amount to reflect current economic conditions, modify current formal solicitation bidding requirements, keep language consistent with the California Public Contracts Code, add language surrounding pass -through consultant contracts, and add clarifying language on threshold limits.
COUNCIL COMMITTEE REPORTS
15. Council Committee Reports
Recommended Action: That the City Council report 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 the 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: Proclamation Declaring the Month of October as Domestic Violence Awareness Month in the City of Campbell
RECOMMENDED ACTION
That the City Council authorize the Mayor to proclaim the month of October 2024 as Domestic Violence Awareness Month in the City of Campbell.
BACKGROUND
Domestic Violence Awareness Month was first observed in 1981 as a national “Day of Unity”. Each October, communities and advocacy organizations observe this month to raise awareness about the signs of abuse and ways to stop it and prevent it from beginning in the first place.
DISCUSSION
Domestic Violence affects millions of Americans across our Nation with devasting consequences for survivors, families, and entire communities. During National Domestic Violence Awareness and Prevention Month, we recommit to extending support and resources to all survivors, continuing to hold perpetrators accountable, and ensuring that our society is truly safe for everyone.
Maitri has become an important resource for thousands of Domestic Violence survivors in Santa Clara County. Maitri has trained volunteers, provides a comprehensive resource guide and has partnered with many South Bay legal organizations as well as other domestic violence organizations. Maitri believes in mutual respect, open communication and individual empowerment to help women make informed choices.
Setting themselves apart from organizations that provided legal, medical, financial and counseling, this group f ills the cultural and language gaps existing for those facing Domestic Violence.
This month, we recognize the survivors and victims of abuse whose courage inspires us all. We recommit to offering a helping hand to those most in need, and we remind them that they are not alone.
FISCAL IMPACT
Item: 1
Category: SPECIAL PRESENTATIONS
AND PROCLAMATIONS
Meeting Date: October 15, 2024
1 Packet Pg. 5
Proclamation Domestic Violence Awareness Month 2024 Page 2 of 2
There is no fiscal impact associated with this action.
Prepared by:
Kristen Epolite, Deputy City Clerk
Approved by:
Brian Loventhal, City Manager
Attachment:
a. Proclamation - Domestic Violence Month 2024
1 Packet Pg. 6
PROCLAMATION OF THE
MAYOR OF THE CITY OF CAMPBELL
WHEREAS, October is annually recognized as National Domestic Violence Awareness Month; and
WHEREAS, there is a need to support and amplify prevention programs and community-based strategies to create healthy environments and decrease the likelihood of perpetration, thereby stopping domestic violence from occurring in the first place; and
WHEREAS, domestic violence affects people of all genders, sexual orientations, ages, racial, ethnic, cultural, social, religious, and economic groups in the United States and here in California; and
WHEREAS, recognizing the need to understand the complexity of violence as perpetuated within communities and against communities, and the fear of many survivors to report to law enforcement; and
WHEREAS, all communities deserve access to culturally responsive prevention programs and initiatives to improve overall community health and safety by challenging the societal norms that perpetuate violence; and
WHEREAS, organizations like Maitri provide essential services for survivors from South Asian communities, helping to bridge cultural and language gaps; and
WHEREAS, the City of Campbell recognizes the vital role that all Californians can play in preventing and one day ending domestic violence.
NOW, THEREFORE, I, Susan M. Landry, Mayor of the City of Campbell, do hereby proclaim October 202 4, as National Domestic Violence Awareness Month and encourage others to support organizations like Maitri who support women to make informed choices.
WITNESS MY HAND AND SEAL OF THE CITY OF CAMPBELL this 15th day of October, 2024.
___________________________________
Susan M. Landry
Mayor of the City of Campbell
1.a
Packet Pg. 7
Attachment: Proclamation - Domestic Violence Month 2024 (Proclamation Domestic Violence Awareness Month 2024)
City
Council
Report
TITLE: Introduction of 2024-2025 Campbell Youth Commission
RECOMMENDED ACTION
To receive commissioner's presentation of initial work plan and introduction of 2024 - 2025 commissioners.
BACKGROUND
Newly selected members of the Campbell Youth Commission will be introduced to City Council and the community. The 15 students were selected out of over 30 applicants by a panel comprised of the Youth Commission Staff Liaison and fellow Recreation Department Staff. The members of the Campbell Youth Commission are Campbell residents who are in grades 8 -12 this school year. The students attend The King's Academy, Notre Dame High School, Westmont High School, Del Mar High School, Archbishop Mitty High School, Bellarmine College Preparatory, Old Orchard School, and Lincoln High School.
These students will represent thoughts and concerns of teens throughout Campbell.
The group will generate their initial work plan that will address teen specific issues and common topics important to teens and partner with local organizations. The Campbell Youth Commission began their formal meetings on September 9, 2024. Commissioners will be learning how local government functions and how to follow traditional formalities of a meeting similar to City Council and other advisory commissions.
Prepared by:
Gracey Ferrel, Recreation Coordinator
Reviewed by:
Item: 2
Category: SPECIAL PRESENTATIONS
AND PROCLAMATIONS
Meeting Date: October 15, 2024
2 Packet Pg. 8
Introduction of 2024-2025 Campbell Youth Commission Page 2 of 2 Natasha Bissell, Recreation and
Community Services Director
Approved by:
Brian Loventhal, City Manager
2 Packet Pg. 9
CITY COUNCIL MINUTES
City of Campbell, 70 N. First St., Campbell, California
CITY COUNCIL EXECUTIVE SESSION
Tuesday, October 1, 2024 – 6:15 PM
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, the Doetsch Conference Room, 70 N. First Street, Campbell, California.
ROLL CALL
Attendee Name Title Status
Susan M. Landry Mayor Recuse
Sergio Lopez Vice Mayor Present
Elliot Scozzola Councilmember Absent
Dan Furtado Councilmember Present
Anne Bybee Councilmember Present
Mayor Landry recused herself due to a conflict of interest in having a financial interest in the business as a client.
PUBLIC COMMENT
There was no public comment.
MOVE INTO CLOSED EXECUTIVE SESSION
CITY COUNCIL EXECUTIVE SESSION
A. Personnel
B. Litigation - CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION (Paragraph (1) of subdivision (d) of California Government Code Section 54956.9) Name of case: New Cingular Wireless PCS, LLC d/b/a AT&T v. City of Campbell
C. Real Property
D. Labor Negotiations
3 Packet Pg. 10
Minutes Acceptance: Minutes of Oct 1, 2024 6:15 PM (CONSENT CALENDAR)
Minutes of October 1, 2024 City Council Meeting Page 2
The City Council met in Executive Session to discuss item B – Litigation.
City Manager Loventhal and City Attorney Seligmann were in attendance.
ADJOURN
Vice Mayor Lopez adjourned the meeting at 6:30 p.m.
APPROVED:
ATTEST:
Sergio Lopez, Vice Mayor
Andrea Sanders, City Clerk
3 Packet Pg. 11
Minutes Acceptance: Minutes of Oct 1, 2024 6:15 PM (CONSENT CALENDAR)
CITY COUNCIL MINUTES
City of Campbell, 70 N. First St., Campbell, California
REGULAR MEETING OF THE CAMPBELL CITY COUNCIL
Tuesday, October 1, 2024 7:00 p.m.
City Hall Council Chamber – 70 N. First Street
This City Council meeting was duly noticed pursuant 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.campbellca.gov/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.
ROLL CALL
Attendee Name Title Status
Susan M. Landry Mayor Present
Sergio Lopez Vice Mayor Present
Elliot Scozzola Councilmember Absent
Dan Furtado Councilmember Present
Anne Bybee Councilmember Present
PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Kaiser Permanente Campbell Medical Office representatives Dee Burris, Dr. Debra Fetters and Kieran Kelly.
Mayor Landry welcomed the representatives to the City and presented them with Certificates of Appreciation for leading the Pledge of Allegiance.
SPECIAL PRESENTATIONS AND PROCLAMATIONS
1. Proclamation in Honor of the 25Th Anniversary of the Kaiser Permanente Campbell Facility
Recommended Action: That the City Council authorize the Mayor to recognize the 25th Anniversary of the Kaiser Permanente Campbell Facility.
Mayor Landry presented a proclamation to the Kaiser Permanente Campbell Medical Offices for their 25 th anniversary. Dr. Debra Fetters, Dee Burris and Kieran Kelly thanked the City Council for the recognition and expressed that they are honored to be a part of the Campbell Community and look forward to future 4 Packet Pg. 12
Minutes Acceptance: Minutes of Oct 1, 2024 7:00 PM (CONSENT CALENDAR)
Minutes of October 1, 2024 City Council Meeting Page 2 partnerships in the future. They announced they will be having a celebration at the Campbell site on Friday, October 11 from 12:30-1:30 p.m.
Councilmembers expressed their appreciation in having the Kaiser facilities located in Campbell.
COMMUNICATIONS AND PETITIONS
City Attorney Seligmann reported that in the October 1, 2024 Executive Session the City Council authorized the City Manager to execute a contract with the Telecom Law firm to represent the City in the case of New Cingular Wireless vs. the City of Campbel with a vote of 3 to 0 with Councilmember Scozzola absent and with Mayor Landry recusing herself due to a conflict of interest.
ORAL REQUESTS
Sophia Commisso, Campbell resident expressed concerns with the dangers of San Tomas Expressway.
Grace Gallardo, Campbell resident, requested that the City Council put a ceasefire resolution on a future agenda to discuss the conflict in Gaza.
Shah, Campbell resident, spoke in support of a ceasefire resolution for Gaza.
Alison Vail, spoke in support of a ceasefire resolution for Gaza.
Gigi G., Campbell resident, spoke in support of a ceasefire resolution for Gaza.
Raza Pallela, Campbell resident, invited the City Council to a Diwali Festival of Lights. event on November 3, 2024 from 12 -6 PM at the Orchard City Banquet Hall and if possible, requested their participation in the opening ceremony.
COUNCIL ANNOUNCEMENTS
October is Breast Cancer Awareness month. Spread education & hope in your community.
In 2024 more than 360,000 people will be diagnosed with breast cancer. Advancements in early detection methods and support continue to increase the chances of survival. Know your risk, get screened, know your normal. For additional information on how to lower your risk, how to prevent cancer or find it early, please visit www.nationalbreastcancer.org.
It is incredibly important to recognize and celebrate the contributions of all people around the world. Indigenous Peoples are inheritors and practitioners of unique cultures and ways of relating to people and the environment. They have retained social, cultural, economic and political characteristics that can be distinct from those in the societies in which they live. Monday, October 14 is Indigenous Peoples Day. Please join me to honor the sovereignty, resilience and immense contributions that native Americans have made to the world. The Campbell Water Tower will be illuminated to commemorate this important day.
4 Packet Pg. 13
Minutes Acceptance: Minutes of Oct 1, 2024 7:00 PM (CONSENT CALENDAR)
Minutes of October 1, 2024 City Council Meeting Page 3 Your vote counts! Legislation has passed providing local funding expansion to cities like ours. The legislation that the City of Campbell sought cleared the State Legislature, and the Bill was recently signed by the Governor. The City of Campbell encourages all eligible residents to participate in our upcoming Tuesday, November 5 Municipal Election where two City Councilmembers can be selected and a decision rendered on whether to adopt Measure K, the City’s Local Funding and Community Services measure.
Are you interested in advising the council on matters relating to the development and maintenance of public recreation and park facilities? Would you like to provide advice relating to community services programs? Then the Parks and Recreation Commission is for you. The City Clerk’s Office is currently accepting applications and will be accepted until Monday, November 11, at 5pm. For more information, please visit our Boards and Commission webpage on the City’s website at campbellca.gov, or call the City Clerk’s Office at 408-866-2117.
Campbell Recreation, Adult Center is hosting a Dinner Fiesta on Friday, October 11 from 4:30pm to 7:30pm. Enjoy live music and a delicious Mexican dinner catered by Golden Harvest. To register call (408)866 -2146 by 5:00pm on Friday, October 4. Doors open at 4:00pm. $30 per person. No ticket sales at the door.
CONSENT CALENDAR
Mayor Landry asked if anyone wished to remove an item from the Consent Calendar.
The Consent Calendar was considered as follows:
2. Minutes of City Council Special Meeting of August 29, 2024 Recommended Action: Approve the special meeting minutes of August 29, 2024.
This action approves the special meeting minutes of August 29, 2024.
3. Minutes of City Council Regular Meeting of September 17, 2024 Recommended Action: Approve the regular meeting minutes of September 17, 2024.
This action approves the regular meeting minutes of September 17, 2024.
4. Approving Bills and Claims
Recommended Action: Approve the bills and claims in the amount of $926,886.39.
This action approves the bills and claims in the amount of $926,886.39 as follows: bills and claims checks dated September 2, 2024, in the amount of $536,789.83; and bills and claims checks dated September 9, 2024, in the amount of $390,096.56.
5. Monthly Investment Transactions Report (August 2024) Recommended Action: That the City Council review and accept the Monthly Investment Transactions Report for August 2024.
4 Packet Pg. 14
Minutes Acceptance: Minutes of Oct 1, 2024 7:00 PM (CONSENT CALENDAR)
Minutes of October 1, 2024 City Council Meeting Page 4 This action reviews and accepts the Monthly Investment Transactions Report for August 2024.
6. Approval of Plans and Specifications, Authorization to Solicit Bids, Approve and Award Contract, and Other Associated Actions for the John D. Morgan Park Parking Lots (23-DD) (Resolution/Roll Call Vote) Recommended Action: That the City Council adopt a resolution: 1) approving the Plans and Specifications for the John D. Morgan Park Parking Lot Improvements (23-DD), 2) authorizing the solicitation of bids; 3) approving and awarding the subsequent construction contract to the lowest, responsive bidder, in an amount not to exceed $142,000, plus a 10% contingency of $14,200; 4) authorizing the City Manager to execute said contract as specified in Campbell Municipal Code Section 3.20.100; and 5) authorizing the City Engineer to negotiate and execute contract change orders up to and within the allocated construction contingency; 6) authorizing the Public Works Director to reject bids and rebid the project, should bids received have unamenable irregularities; and 7) authorizing the Finance Director to perform associated budget adjustments.
Resolution 13212 approves the Plans and Specifications for the John D. Morgan Park Parking Lot Improvements (23 -DD), authorizes the solicitation of bids; approves and awards the subsequent construction contract to the lowest, responsive bidder, in an amount not to exceed $142,000, plus a 10% contingency of $14,200; authorizes the City Manager to execute said contract as specified in Campbell Municipal Code Section 3.20.100; and authorizes the City Engineer to negotiate and execute contract change orders up to and within the allocated construction contingency; authorizes the Public Works Director to reject bids and rebid the project, should bids received have unamenable irregularities; and authorizes the Finance Director to perform associated budget adjustments.
7. Resolution Authorizing the Execution of a Purchase Order with Terex Financial Services, in the Amount $34,410, for the Procurement of One (1) Ford F-650 Chassis (Truck) Equipped with an LT -40 Aerial Lift Device from Terex Utilities, by the Way of the City’s Membership with Sourcewell (A Cooperative Purchasing Firm) and the Bidding Exemptions Specified in Campbell Municipal Code Section 3.20.30(6), as Programmed in the Approved Public Works Vehicle and Equipment Maintenance Operating Budget for FY 25, and Approving the Issuance of Subsequent Purchase Orders for Five (5) Additional Years, in the Total Amount of $344,110, for Their Associated Leasing Costs Over a Five -Year Term (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution: 1) authorizing the execution of a purchase order with Terex Financial Services, in the amount of $34,410, for the procurement of one (1) Ford F-650 chassis (truck) equipped with an LT -40 Aerial Lift Device from Terex Utilities, by the way of the City’s membership with Sourcewell (a cooperative purchasing firm) under the bidding exemptions specified in Campbell Municipal Code Section 3.20.30(6), as programmed in the approved Public Works Vehicle and Equipment Maintenance Operating Budget for FY 25; and 2) approving the issuance of subsequent purchase orders for five (5) additional years, in the total amount of $344,110, for their associated leasing costs over a five-year term.
4 Packet Pg. 15
Minutes Acceptance: Minutes of Oct 1, 2024 7:00 PM (CONSENT CALENDAR)
Minutes of October 1, 2024 City Council Meeting Page 5
Resolution 13213 authorizes the execution of a purchase order with Terex Financial Services, in the amount of $34,410, for the procurement of one (1) Ford F-650 chassis (truck) equipped with an LT -40 Aerial Lift Device from Terex Utilities, by the way of the City’s membership with Sourcewell (a cooperative purchasing firm) under the bidding exemptions specified in Campbell Municipal Code Section 3.20.30(6), as programmed in the approved Public Works Vehicle and Equipment Maintenance Operating Budget for FY 25; and approves the issuance of subsequent purchase orders for five (5) additional years, in the total amount of $344,110, for their associated leasing costs over a five-year term.
8. Contract Crossing Guard Services to All City Management Services (ACMS) (Resolution Roll Call Vote)
Recommended Action: That the City Council adopt a Resolution approving a 1 - year agreement with All City Management Services Inc. for Crossing Guard Services in a total amount not -to-exceed $248,006 for Fiscal Year 2024 -25, determining that it is in the best interest of the public to dispense with the formal bidding requirements pursuant to Campbell Municipal Code Section 3.20.030(8), and authorize the City Manager to enter into a 1 -year agreement with All City Management Services Inc. for Crossing Guard Services.
Resolution 13214 approves a 1 -year agreement with All City Management Services Inc. for Crossing Guard Services in a total amount not -to-exceed $248,006 for Fiscal Year 2024-25, determining that it is in the best interest of the public to dispense with the formal bidding requirements pursuant to Campbell Municipal Code Section 3.20.030(8), and authorizes the City Manager to enter into a 1 -year agreement with All City Management Services Inc. for Crossing Guard Services, including the desk item.
9. Approving the Acceptance of $496,000 Award from the Sustainable Transportation Planning Grant Program; Corresponding Budget Adjustments; the Issuance of a Request for Proposals (RFP) for the Development of the Campbell Multimodal Transportation Plan; and Authorizing the City Manager to Execute, Amend, and Approve All Restricted Grant Agreements Thereto Within the California Department of Transportation (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution to approve a grant award for the Sustainable Transportation Planning Grant application, subsequent budget adjustment, the issuance of a Request for Proposals (RFP) for the development of a multimodal plan, approve a Restricted Grant Agreement with the California Department of Transportation and authorize the City Manager to execute and amend said agreement.
Resolution 13215 approves a grant award for the Sustainable Transportation Planning Grant application, subsequent budget adjustment, the issuance of a Request for Proposals (RFP) for the development of a multimodal plan, approves a Restricted Grant Agreement with the California Department of Transportation and authorizes the City Manager to execute and amend said agreement.
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Minutes Acceptance: Minutes of Oct 1, 2024 7:00 PM (CONSENT CALENDAR)
Minutes of October 1, 2024 City Council Meeting Page 6 M/S: Furtado/Lopez - That the City Council approve the Consent Calendar including the desk item for Item eight. The motion was adopted by the following roll call vote:
RESULT: ADOPTED [UNANIMOUS]
MOVER: Furtado
SECONDER: Lopez
AYES: Landry, Lopez, Furtado, Bybee
PUBLIC HEARINGS AND INTRODUCTION OF ORDINANCES
10. Public Hearing to Consider an Appeal of the Public Works Department’s Denial of an Encroachment Permit (ENG -2024-186) to Allow the Construction / Legalization of a Five -Foot, Three-Inch Tall (5’3”) Fence and Locking Gates Within the Public Right -Of-Way on Property Located at 411 Carlyn Avenue (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a Resolution denying the appeal and upholding the Public Works Department’s denial of an Encroachment Permit (ENG -2024-186) to allow the construction / legalization of a five -foot, three-inch tall (5’3”) fence and locking gates within the public right -of-way on property located at 411 Carlyn Avenue.
Now is the time and place for a public hearing to consider an appeal of the Public Work’s Department denial of an Encroachment Permit (ENG -2024-186) to allow the construction / legalization of a five-foot, three-inch tall (5’3”) fence and locking gates within the public right-of-way on property located at 411 Carlyn Avenue.
Senior Civil Engineer Storz presented a staff report dated October 1, 2024.
Following City Council questions, Mayor Landry opened the public hearing and asked the applicant if he would like to speak.
Mr. Ito stated the purpose of the fence is for the safety of his family. He presented images of homeless individuals around his property. He noted he would be willing to leave the gate unlocked to allow any utility agency access. He opined that this fence at its current location would not create a precedent and requested the City Council grant the appeal and allow the fence at its current location.
Mayor Landry asked if anyone from the public wished to speak.
David Johanson, Campbell resident, spoke in support of the fence and granting the appeal.
Member of the public and Campbell resident, spoke in support of the fence and granting the appeal.
Mayor Landry asked the applicant if he would like to provide closing comments. 4 Packet Pg. 17
Minutes Acceptance: Minutes of Oct 1, 2024 7:00 PM (CONSENT CALENDAR)
Minutes of October 1, 2024 City Council Meeting Page 7
Mr. Ito requested that if the appeal was granted, the City Council waive the Campbell Municipal Code insurance requirement.
Seeing no one else wishing to speak, Mayor Landry closed the public hearing.
Councilmembers expressed concerns with granting the appeal setting a precedent for other property owners and concerns with utility access.
After discussion, M/S: Bybee/Lopez – That the City Council adopt Resolution 13216 denying the appeal and upholding the Public Works Department’s denial of an Encroachment Permit (ENG-2024-186) to allow the construction / legalization of a five -foot, three -inch tall (5’3”) fence and locking gates within the public right -of-way on property located at 411 Carlyn Avenue.
The motion was adopted by the following roll call vote:
RESULT: ADOPTED [UNANIMOUS]
MOVER: Bybee
SECONDER: Lopez
AYES: Susan M. Landry, Sergio Lopez, Dan Furtado, Anne Bybee
11. Updates to Campbell Municipal Code 3.20 - City Manager Award Threshold, Formal Bidding Requirements, and Pass -Through Consultant Agreements (Ordinance/Roll Call Vote)
Recommended Action: That the City Council introduce and hold a first reading of an Ordinance amending Section 3.20 of the Campbell Municipal Code to update the City Manager's award threshold amount to reflect current economic conditions, modify current formal solicitation bidding requirements, keep language consistent with the California Public Contracts Code, add language surrounding pass -through consultant contracts, and add clarifying language on threshold limits.
Now is the time and place for a public hearing to introduce and hold first reading of an Ordinance amending Section 3.20 of the Campbell Municipal Code to update the City Manager's award threshold amount to reflect current economic conditions, modify current formal solicitation bidding requirements, keep language consistent with the California Public Contracts Code, add language surrounding pass -through consultant contracts, and add clarifying language on threshold limits.
City Manager Loventhal and Administrative Analyst Ramirez presented a staff report dated October 1, 2024.
Councilmember Furtado asked for provisions that require the City be notified if the qualified contractor sells their business or change their method of operation, to ensure the new business owner or proposed changes still meet the requirements to be on the qualified contractor list.
4 Packet Pg. 18
Minutes Acceptance: Minutes of Oct 1, 2024 7:00 PM (CONSENT CALENDAR)
Minutes of October 1, 2024 City Council Meeting Page 8 Mayor Landry directed staff to review and update the Pre -qualified List (PCL) more frequently than every five years to allow other business to qualify more frequently.
Mayor Landry asked for provisions that remove contractors them from the PCL if they experience any revocation or citation related to their applicable certifications.
Mayor Landry opened the public hearing and asked if anyone wished to speak.
Terry Hines, Campbell resident and business owner spoke in support of the staff recommendation and policies recommended by independent auditors Baker Tilly.
Seeing no one else wishing to speak, Mayor Landry closed the public hearing.
Councilmember Bybee requested that the draft Administrative Policy which outlines the proposed process return to Council for approval, and that it incorporates the direction given by the City Council this evening.
Vice Mayor Lopez expressed support for the staff and City Council recommendation.
City Manager Loventhal confirmed that the Administrative Policy could return with the second reading report under Unfinished Business.
After discussion, M/S: Landry/Lopez - That the City Council introduce and hold a first reading of Ordinance 2320 amending Section 3.20 of the Campbell Municipal Code to update the City Manager's award threshold amount to reflect current economic conditions, modify current formal solicitation bidding requirements, keep language consistent with the California Public Contracts Code, add language surrounding pass -through consultant contracts, and add clarifying language on threshold limits; and have staff return with the Administrative Policy to include the direction to review the PCL more frequently than 5 years, and requiring a business to recertify if they change ownership; including the desk item. The motion was adopted by the following roll call vote:
RESULT: ADOPTED AS AMENDED [UNANIMOUS]
MOVER: Landry
SECONDER: Lopez
AYES: Landry, Lopez, Furtado, Bybee
City Clerk Sanders read the full title of Ordinance 2320.
M/S: Furtado/Bybee – That the City Council waive further reading of Ordinance 2320. The motion was adopted by the following roll call vote:
RESULT: ADOPTED AS AMENDED [UNANIMOUS]
4 Packet Pg. 19
Minutes Acceptance: Minutes of Oct 1, 2024 7:00 PM (CONSENT CALENDAR)
Minutes of October 1, 2024 City Council Meeting Page 9 MOVER: Furtado
SECONDER: Bybee
AYES: Landry, Lopez, Furtado, Bybee
NEW BUSINESS
There was no new business.
UNFINISHED BUSINESS
There was no unfinished business.
COUNCIL COMMITTEE REPORTS
12. Council Committee Reports
Recommended Action: That the City Council report on activities from their committee assignments.
Vice Mayor Lopez traveled to Washington DC on behalf of VTA to speak with federal representatives; attended an event in Anaheim to help accept the Outstanding Agency of the Year Award for VTA.
Councilmember Furtado attended the Campbell Police Department swearing in Ceremony; participated in the Teal run at Campbell Park which raises funds and awareness for Ovarian Cancer; attended the League of CA Cities Peninsula Division meeting and luncheon on rising sea levels; and noted Veterans Stand Down at the Santa Clara Fairgrounds will be providing medical, dental care, counseling and other services beginning on October 2, 2024.
Mayor Landry attended the Mayors and Managers meeting and announced that Vice Mayor Lopez was one of the speakers, representing VTA; and hosted the City of Campbell State of the City event.
ADJOURN
Mayor Landry adjourned the meeting at 8:36 p.m.
APPROVED:
ATTEST:
Susan M. Landry, Mayor
Andrea Sanders, City Clerk
4 Packet Pg. 20
Minutes Acceptance: Minutes of Oct 1, 2024 7:00 PM (CONSENT CALENDAR)
City
Council
Report
TITLE: Approving Bills and Claims
RECOMMENDED ACTION
Approve the bills and claims in the amount of $986,364.74.
DISCUSSION
The bills and claims that have been audited and approved by staff for payments made as noted below:
Type Check Date Amount
Payroll September 12, 2024 $75,570.10
Bills & Claims September 16, 2024 $337,739.55
Bills & Claims September 23, 2024 $538,555.71
Payroll September 26, 2024 $34,499.38
Total $986,364.74
FISCAL IMPACT
Requested action does not require a budget adjustment. Adequate funding was available to cover all expenses as listed.
Prepared by:
Celia Deniz, Accounting Clerk II
Reviewed by:
Norite Vong, Assistant Finance Director
Item: 5
Category: CONSENT CALENDAR
Meeting Date: October 15, 2024
5 Packet Pg. 21
Approving Bills and Claims Page 2 of 2
Approved by:
Brian Loventhal, City Manager
5 Packet Pg. 22
City
Council
Report
TITLE: Monthly Treasurer's Report (August 2024)
RECOMMENDED ACTION
That the City Council review and accept the Monthly Treasurer’s Report for the month ended August 31, 2024.
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 Finance Director has the responsibility of City Treasurer. This report has been 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 August 31, 2024. As shown in Attachment A, the City recognized $ 4.7 million in revenues and incurred $ 8.3 million in expenditures in total, for all City funds. The City’s overall ending fund balance for August 2024 is $76.1 million, a decrease of $3.7 million from the prior month.
For the month of August 2024, the City’s General Fund recognized $ 2.2 million in revenues and incurred $ 5.4 million in expenditures. The City’s ending General Fund balance for August 2024 is $ 11.1 million, a decrease of $ 3.7 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: 6
Category: CONSENT CALENDAR
Meeting Date: October 15, 2024
6 Packet Pg. 23
Monthly Treasurer's Report (August 2024) Page 2 of 2
Prepared by:
Carolina Vargas, Accountant
Approved by:
Brian Loventhal, City Manager
Attachment:
a. 2024.08 Fund Balance Report
6 Packet Pg. 24
City of Campbell
Changes in Total Fund Balance
For the month ended August 31, 2024
Beginning Fund
Balance
07/01/2024
Increase/
(Decrease)
July Current
Revenue
Current
Expenditure
Transfer
In
Transfer
Out
Fund Balance
as of
08/31/2024
General Fund
Nonspendable Fund Balance
Leases 173,181.00 - - - - - 173,181.00 Committed Fund Balance
General Plan Update 44,208.57 - - - - - 44,208.57 Compensated Absences 961,449.00 - - - - - 961,449.00 Liability insurance 136,473.00 - - - - - 136,473.00 Available Capital Improvement Reserve 30,109.00 - - - - - 30,109.00 Committed Capital Improvement Reserve 1,569,671.00 - - - - - 1,569,671.00 Community Center Facility 111,698.58 - - - - - 111,698.58 Heritage Theater 233,381.77 - - - - - 233,381.77 Historic Preservation 5,000.00 - - - - - 5,000.00 Assigned Fund Balance
Capital Projects (Construction Tax) 325,256.00 - - - - - 325,256.00 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 976,257.58 - - - - - 976,257.58 Nonspendable Fund Balance
Unassigned Fund Balance
Unassigned (4,548,236.98) (1,977,508.90) 2,241,380.38 (5,410,952.05) - - (9,695,317.55) 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 16,256,080.17 (1,977,508.90) 2,241,380.38 (5,410,952.05) - - 11,108,999.60 Special Revenue
Vehicle Impact 3,745,636.26 39,491.36 65,255.48 - - - 3,850,383.10 Gas Tax 1,699,638.88 (100,291.49) 115,902.69 (163,555.20) - 1,551,694.88 Asset Forfeiture 114,248.83 - 34,111.25 - - 148,360.08 Lighting & Landscape District 750,452.06 (156,991.48) 6,877.20 (344,925.87) - 255,411.91 Housing & Community Development 345.85 - - - - 345.85 Environmental Services 1,093,196.25 565.13 32,505.91 (14,697.17) - 1,111,570.12 Supplemental Law Enforcement 219,903.00 (7,430.23) - (52,647.64) - 159,825.13 State & Other Grants (1,188,947.14) - - - - (1,188,947.14) TDA Grant 367,912.86 - - - - 367,912.86 Federal Grants 1,010,907.32 - - - - - 1,010,907.32 ARPA Fund 209,312.13 - - - - - 209,312.13 Housing Assistance 8,443,156.26 (16,308.48) - (21,395.63) - - 8,405,452.15 Community Restitution Fund 135,831.10 6,275.00 3,000.00 - - - 145,106.10 Community Facilities District #1 (23,969.49) (1,003.27) - - - (24,972.76) Community Facilities District #2 203,743.40 - - (1,341.98) - 202,401.42 Parkland Dedication 4,193,065.23 2,537.19 8,159.00 - - - 4,203,761.42 Recreation - Private Grants 6,286.72 - - - - - 6,286.72 Adult Center 17,415.41 - - - - - 17,415.41 Special Revenue Fund Total 20,998,134.93 (233,156.27) 265,811.53 (598,563.49) - - 20,432,226.70 Debt Service
Measure O 1,305,672.16 - 3,336.57 - - - 1,309,008.73 LID #30 33,751.53 - - - - - 33,751.53 2016 Refunding Lease Revenue Bond (158,546.96) 4.10 4.34 - - (158,538.52) Debt Service Fund Total 1,180,876.73 4.10 3,340.91 - - - 1,184,221.74 Internal Service Fund
Motor Vehicle Pool 1,357,486.54 41,737.93 91,755.67 (53,947.93) - 1,437,032.21 Information Technology Pool (877,809.39) (151,361.16) 96,832.65 (95,503.07) - (1,027,840.97) Worker's Compensation 959,132.41 57,049.84 82,864.02 (135,470.58) - - 963,575.69 Internal Service Fund Total 1,438,809.56 (52,573.39) 271,452.34 (284,921.58) - - 1,372,766.93 Trust/Agency
Successor Agency 1,834,215.67 3.00 3.10 - - - 1,834,221.77 West Valley Solid Waste JPA 604,064.66 323,470.52 600.00 - - - 928,135.18 SCC Specialized Enforcement Team (110,329.79) - - - - - (110,329.79) Trust/Agency Fund Total 2,327,950.54 323,473.52 603.10 - - - 2,652,027.16 Capital Project
Capital Projects Fund (2,873,290.20) 19,667.14 - (241,761.73) - - (3,095,384.79) Measure O CIP Fund 42,814,164.07 (491,957.39) 1,887,380.00 (1,721,229.82) - - 42,488,356.86 Capital Project Fund Total 39,940,873.87 (472,290.25) 1,887,380.00 (1,962,991.55) - - 39,392,972.07 Total City 82,142,725.80 (2,412,051.19) 4,669,968.26 (8,257,428.67) - - 76,143,214.20 *Fund balances are unaudited, and may not include all necessary adjustments. These figures will be updated in future reports once the FY 2023/24 independent audit is completed.
Fund Description
6.a
Packet Pg. 25
Attachment: 2024.08 Fund Balance Report (Monthly Treasurer's Report (August 2024))
City
Council
Report
TITLE: Resolution Approving Fifth Amendment to Agreement with Trio Community Meals, LLC to Provide Catered Meals for the Senior Nutrition Program for Fiscal Year 2024-25 (Resolution/Roll Call Vote)
RECOMMENDED ACTION
That the City Council adopt a Resolution approving the Fifth Amendment to the Agreement with Trio Community Meals, LLC to provide catered meals for the Senior Nutrition Program for Fiscal Year 2024 -25 and authorize the City Manager to execute the Amendment.
BACKGROUND
The City of Campbell (City) has a long -standing partnership with Trio Community Meals, LLC (formerly Bateman Community Living, LLC) to provide catered meals for the City’s Senior Nutrition Program. In addition, Trio Community Meals, LLC is designated as an approved caterer by the County of Santa Clara (County), through the County’s competitive bid process, for the provision of food services for both the City’s and the County’s Senior Nutrition Programs.
On July 1, 2019, the City entered into an agreement (Agreement) with Trio Community Meals, LLC to provide catered meals for the City’s program from July 1, 2019 through June 30, 2020. The Agreement provided that Trio Community Meals, LLC would provide catered meals, three days per week, at a rate of $5.28 per meal and that staff would direct the total number of meals delivered based on actual need. The Agreement was amended on July 1, 2020 to increase the rate charged per meal to $5.44 per meal and to extend the term of the Agreement through June 30, 2021. The Agreement was amended a second time on July 1, 2021, to increase the rate charged per meal to $5.50 per meal and to extend the provision of services through June 30, 2022. Thereafter, t he Agreement was amended a third time on July 1, 202 2 to increase the rate charged per meal to $5.81 per meal and to extend the term through June 30, 2023. The Agreement was amended a fourth time on July 1, 202 3 to increase the rate charged per meal to $6.10 per meal and extend the term through June 30, 2024.
DISCUSSION
Item: 7
Category: CONSENT CALENDAR
Meeting Date: October 15, 2024
7 Packet Pg. 26
Fifth Amendment Trio Community Meals FY 2024-2025 Page 2 of 3 The City would like to continue using Trio Community Meals, LLC to provide catered meals for the City’s Senior Nutrition Program through Fiscal Year (FY) 2024-25. Therefore, staff is recommending the Agreement be amended a fif th time to continue providing meals two days per week, with rate charge at $6.10 per meal (no change from FY 24), a total compensation amount of $ 41,846; and to extend the term of the Agreement from July 1, 2024 through June 30, 2025.
FISCAL IMPACT
The City shares the cost for the Senior Nutrition Program’s catered meals with the County of Santa Clara. The total FY 202 4-25 meal quantities from Trio Community Meals, LLC will be directed by staff based on need and are estimated to cost up to approximately $41,846 in the upcoming fiscal year. Funds have been included in the FY 2024-25 Adopted Budget and are included in the Recreation & Community Services Department, Senior Nutrition Division (Acct. No. 101.525.7432).
ALTERNATIVES
1. Do not authorize the City Manager to execute a f ifth amendment to the Agreement with Trio Community Meals, LLC and not be able to provide meals to seniors in need.
2. Do not authorize the City Manager to execute a new agreement and provide alternative direction to staff.
Prepared by:
Tina Wong-Erling, Senior Services
Supervisor
Reviewed by:
Natasha Bissell, Recreation and
Community Services Director
Approved by:
7 Packet Pg. 27
Fifth Amendment Trio Community Meals FY 2024-2025 Page 3 of 3 Brian Loventhal, City Manager
Attachment:
a. Council Resolution Trio Community Meals FY 2024-2025 b. FY 25 SNP Budget Justification
c. Campbell Adult Center - Amendment #5 - 2024-07-01 (2) 7 Packet Pg. 28
RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
AUTHORIZING THE CITY MANAGER TO EXECUTE THE FIFTH
AMENDMENT WITH TRIO COMMUNITY MEALS, LLC TO PROVIDE
CATERED MEALS FOR THE SENIOR NUTRITION PROGRAM FOR FY 24-25
WHEREAS, the City of Campbell recognizes the need for a nutritious meal program for senior citizens in Campbell; and
WHEREAS, Trio Community Living, LLC is designated by the County as an approved caterer of meals for the City/County Senior Nutrition Program for Fiscal Year 2024-25; and
WHEREAS, the Amendment with Trio Community Living, LLC is required to clarify the obligations of each party and to continue meal service two days per week; the price of meals shall remain at $6.10 per meal; and, an extension of the term of the Agreement from July 1, 2024 through June 30, 2025.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell does hereby authorize the City Manager to execute the Amendment with Trio Community Living, LLC to continue to provide meals for the Senior Nutrition Program for FY 24-25.
PASSED AND ADOPTED this 15th day of October 2024 by the following roll call vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
APPROVED:
________________________
Susan M. Landry, Mayor
ATTEST:
__________________________
Andrea Sanders, City Clerk
7.a
Packet Pg. 29
Attachment: Council Resolution Trio Community Meals FY 2024-2025 (Fifth Amendment Trio Community Meals FY 2024-2025) Attachment B
7.b
Packet Pg. 30
Attachment: FY 25 SNP Budget Justification (Fifth Amendment Trio Community Meals FY 2024-2025)
AMENDMENT #5 TO THE FOOD SERVICE AGREEMENT
This Amendment is made and entered into by and between Campbell Adult Center (“Client”), and TRIO Community Meals, LLC (“Company”) (collectively “the Parties”).
WHEREAS, the Parties have entered into a certain Food Service Agreement (the “Agreement”), effective July 1, 2019;
WHEREAS, the price of meals shall remain at $6.10 per meal; WHEREAS, the Parties have agreed to extend the Agreement; and WHEREAS, the Parties now desire to amend said Agreement upon the terms and conditions stated herein.
NOW, THEREFORE, the Parties, intending to be legally bound hereby, mutually agree to amend the Agreement as follows:
1. Term. This Agreement shall be extended for an additional year beginning July 1, 2024.
2. Payments Method. Payment method, per the Amendment #4 with effective date of July 1, 2023 shall be amended to include the following language:
Any change of banking information or change in the method of monies being transmitted or received shall be documented in hard copy (printed on paper) and delivered by hand, via certified or registered mail return receipt requested, or by overnight delivery service with a receipt of delivery, provided that such delivery is to the parties per Notice. In the alternative, the Company, at its discretion, may request verification by ph one of any change of banking information or change in the method of monies being transmitted or received.
3. Change in Conditions. The financial terms set forth in this Agreement, and all other obligations assumed by Company hereunder, are based on conditions in existence on the date Company commences operations including, without limitation, population; labor costs; applicable Governmental Rules; food and supply costs; provision of equipment and utilities; state of the Premises; and federal, state and local sales, use and excise taxes (the “Conditions”). Further, Client acknowledges that in connection with the negotiation and execution of this Agreement, Company has relied upon Client’s representations regarding existing and future conditions (the “Representations”). In the event of change in the Conditions, inaccuracy of the Representations, or if Client requests any significant change in the Food Services as provided under this Agreement, the financial terms and other obligations assumed by Company shall be renegotiated to reflect a proportionate increase in Company’s charges to the Client. Company will provide a thirty (30) day notice of such increased charges.
This Amendment is effective as of July 1, 2024. All other terms and conditions of the original Agreement (as modified from time to time) shall remain in full force and effect unless otherwise amended as provided in the Agreement.
CLIENT: Campbell Adult Center COMPANY: TRIO Community Meals, LLC Signature: Signature:
Name: Name: John Kirk
Title: Title: President
Date: Date:
7.c
Packet Pg. 31
Attachment: Campbell Adult Center - Amendment #5 - 2024-07-01 (2) (Fifth Amendment Trio Community Meals FY 2024-2025)
City
Council
Report
TITLE: Authorization to Purchase an Electric Vehicle for the Campbell Police Department and for the Finance Director to Prepare the Associated Budget Adjustments (Resolution/Roll Call Vote)
RECOMMENDED ACTION
That the City Council adopt a resolution authorizing: 1) the purchase of a Ford F -150 Lightning Pro Electric Truck, in the amount of $65,541, from Downtown Ford of Sacramento; 2) staff to dispense with the City’s formal bidding procedures as specified in the exemptions of Campbell Municipal Code (CMC) Section 3.20.030(6), and purchasing policies of CMC Section 3.20.070, which allow the City to procure goods and services through its use of the California e -Procurement Statewide Contract and Leveraged Procurement Agreements; and 3) the Finance Director to prepare the associated Budget Adjustments.
BACKGROUND
Silicon Valley Clean Energy (SVCE) is a Joint Power Authority (JPA) that provides clean electricity and resources to residents and businesses operating throughout thirteen municipalities in Santa Clara County – including the City of Campbell. Over the years, the organization has offered several grant programs to support local agencies in their efforts to implement renewable energy projects that promote long -term energy conservation and cost savings. Most of these programs require an agency to apply for funding via a grant application process, which in turn, is evaluated by SVCE for eligibility. For those agencies who qualify, SVCE provides a grant agreement outlining the terms and conditions for the use of those funds on the development and implementation of a qualifying improvement project.
One of these grants, known as the Community Resilience Program, was introduced by SVCE in 2021 with the intention of supporting an agency’s critical facilities and/or community services by enabling self -sufficient access to power during outages and decreasing their overall risk of outages by way of zero carbon emissions. As a non - competitive grant open to all member agencies under SVCE’s jurisdiction, agencies had the opportunity to apply for an allocation of funding that could be used for the planning and development costs of implementing energy resilient improvement features into their qualifying projects – with a maximum award amount based on each agency’s proportion of electrical usage (load) as determined by SVCE.
Item: 8
Category: CONSENT CALENDAR
Meeting Date: October 15, 2024
8 Packet Pg. 32
Authorization to Purchase an Electric Vehicle for the Campbell Police Department Page 2 of 5 In early 2023, the City entered into a grant agreement with SVCE to receive $197,972 from their Community Resilience Program for the installation of an EV charging station as part of the Measure O – Police Operations Building project (No. 23 -SS). However, the installation costs submitted by the project’s construction low bidder significantly exceeded the amount of grant funds available from SVCE, which prompted staff to explore alternative options for use of the funds.
As a result, staff developed a plan to reallocate the SVCE funds towards the purchase of a Ford F -150 Lightning Pro (an all -electric truck) and a PairTree Mobile Solar - Powered EV Charging Station for installation at the City’s Service Center. Additionally, these purchases would be facilitated through the City’s use of the California e - Procurement Statewide Contract and its membership with Sourcewell, a cooperative purchasing firm – both of which would allow the City to dispense with its formal bidding procedures and procure goods and services through State -sponsored contracts, as outlined in Campbell Municipal Code (CMC) Sections 3.20.030(6) and 3.20.070.
On December 19, 2023, the City Council approved Resolution No. 13095 – authorizing the reallocation of $197,972 in SVCE grant funds from the Police Operations Building project (No. 23 -RR) to the purchase of a Ford Lightning F -150 truck and portable EV Charging Station and approving the updated grant agreement with SVCE (attachment B).
Since then, the City has successfully acquired both the Ford Lightning truck and the portable EV charging station. The truck is currently deployed by the Public Works Department, while the charging station has been installed at the City’s Service Center.
Following these purchases, the City has approximately $48,878 in SVCE grant funds remaining, which can be allocated toward other eligible improvements, pending SVCE’s review and approval. Once approved, an amendment to the existing grant agreement will be issued, authorizing the use of the remaining funds under the same terms and conditions.
DISCUSSION
To expedite this process, staff has collaborated with SVCE to explore various options for using the remaining grant funds. As a result, staff has proposed using the funds to purchase a second Ford F -150 Lightning truck, which would be assigned to the Police Department’s Arson Investigation unit – who have been temporarily using one of the City’s general maintenance vehicles while seeking additional funding to purchase and customize their own. Allocating the remaining SVCE grant funds toward this purchase would support these efforts and allow the Police Department to return the borrowed vehicle to the City’s general fleet.
The Ford F -150 Lightning Pro also aligns with the type of vehicle that the Police Department had planned to acquire for its arson investigation services. In addition to reducing the City’s carbon footprint, the truck offers several key resiliency features that will greatly improve PD’s ability to deliver services in a timely and efficient manner. One 8 Packet Pg. 33
Authorization to Purchase an Electric Vehicle for the Campbell Police Department Page 3 of 5 notable feature is the "Mega Power Frunk" (front trunk), which includes four built -in 120V outlets that allow the truck to power appliances while operating in the field, making it a valuable resource during major power outages and other emergency situations.
While the remaining SVCE grant funds will cover a majority of the truck’s purchase, the remainder will be supplemented by funds from the City’s Police Department and their agreement with the Santa Clara County Central Fire Protection District (County Fire). In 2018, the Campbell Police Department entered into a five -year agreement with County Fire, securing an annual allocation of $10,000 to support fire -related criminal investigation services provided by Campbell’s Arson Investigation unit, including vehicle and equipment purchases. Under this agreement, the City had the option to rollover any unused funds for future operational expenses over subsequent years.
In 2022, County Fire renewed its agreement, extending the City’s funding allocations for an additional five years. As of 2024, the City has received approximately $75,000 through this program, which has been reserved in the City’s General Fund to cover operational expenses for the Police Department’s Arson Investigation unit. Since the total purchase price for the Ford Lightning will exceed the amount of SVCE grant funds available, a portion of County Fire contract funds will be allocated to supplement th ose costs.
As previously mentioned, SVCE requires agencies to submit an updated application and execute an amendment if any remaining grant funds are to be used for purposes other than those outlined in the original agreement. Since the City’s original agreement included the purchase of the EV charging station, staff submitted an updated application requesting authorization from SVCE to use the remaining funds on the purchase of a second Ford Lightning truck for the Police Department. The request was approved by SVCE, who subsequently issued an amendment authorizing the City to proceed with the purchase (see Attachment C)
Upon receiving SVCE’s approval, staff contacted Downtown Ford of Sacramento (Downtown Ford) and requested a quote for a new Ford F -150 Lightning Pro Truck, as purchased through the California e -Procurement Statewide Contract and their Leveraged Procurement Agreement (LPA) (Contract No. 1 -22-23-20F). In response, Downtown Ford submitted a quote with the total purchase price of $65,541, which includes the base price, sales tax, delivery fee, and various aftermarket add -ons for the 2025 Ford F-150 Crew Cab 4x4 Lightning Pro Truck (see Attachment D).
The purchase of the Ford Lightning truck through the California e -Procurement Statewide Contract/LPA meets the requirements set forth in the City’s purchasing polices which allow staff to dispense with the City’s formal bidding procedures as specified in the exemptions listed under Campbell Municipal Code (CMC) Section
3.20.030(6). Furthermore, CMC Section 3.20.070 states that the City can elect to make purchases of supplies, materials and/or equipment through the State of California, the County of Santa Clara or any other California county or municipality – further supporting the City’s purchase of the Ford Lightning by way of a state-sponsored LPA. 8 Packet Pg. 34
Authorization to Purchase an Electric Vehicle for the Campbell Police Department Page 4 of 5
NEXT STEPS
Staff is requesting that the City Council authorize the purchase of a Ford F -150 Lightning Pro Electric Truck, in the total amount of $65,541 from Downtown Ford of Sacramento. This purchase will be funded by the remaining SVCE grant funds, approximately $48,878 and $16,663 in supplemental funds provided through the agreement with County Fire, as reserved in the City’s General Fund. Additionally, staff recommends that the City Council dispense with the City’s formal bidding procedures as specified in the exemptions of Campbell Municipal Code (CMC) Section 3.20.030(6), and purchasing policies of CMC Section 3.20.070, which permit the City to procure goods and services through the California e -Procurement Statewide Contract and its Leveraged Procurement Agreements.
Upon Council approval, staff will coordinate with Downtown Ford to initiate the ordering and payment process for the Ford Lightning truck and provide updates to the Police Department throughout that time. Once the truck is delivered, the Police Department will be responsible for arranging the installation of any aftermarket equipment and providing the necessary funds for their associated costs.
FISCAL IMPACT
Sufficient funds are available to cover the total cost of the Ford F -150 Lightning Pro Electric Truck ($65,541) from Downtown Ford of Sacramento. Of this purchase amount, approximately $48,878 is covered by the remaining SVCE grant funds, with the balance to be supplemented by an additional $ 16,663 provided by the Police Department and their agreement with County Fire (as reserved in the City’s General Fund). These funds will be allocated from their respective budget sources to the Public Works Vehicle and Equipment Maintenance Operating Budget (641.750.7884), with staff to prepare the necessary budget adjustments authorizing their allocation and subsequent use.
ALTERNATIVES
1. Do not authorize the purchase of the vehicle and use of remaining SVCE grant funds.
2. Provide alternative direction to staff.
Prepared by:
Carina Shattuck, Administrative Analyst I
8 Packet Pg. 35
Authorization to Purchase an Electric Vehicle for the Campbell Police Department Page 5 of 5
Reviewed by:
Todd Capurso, Director of Public Works
Approved by:
Brian Loventhal, City Manager
Attachment:
a. Resolution
b. SVCE Community Resilience Grant Agreement – December 2023 c. First Amendment to SVCE Community Resilience Grant Agreement – September 2024 d. Quote - Ford F-150 Lightning Pro Electric Truck (Downtown Ford of Sacramento) e. Budget Adjustment
8 Packet Pg. 36
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL AUTHORIZING: 1) THE PURCHASE OF A FORD F-150 LIGHTNING PRO TRUCK, IN THE AMOUNT OF $65,541, FROM DOWNTOWN FORD OF SACRAMENTO; 2) STAFF TO DISPENSE WITH THE CITY’S
FORMAL BIDDING PROCEDURES AS SPECIFIED IN THE EXEMPTIONS OF CAMPBELL MUNICIPAL CODE (CMC) SECTION 3.20.030(6), AND PURCHASING POLICIES OF CMC SECTION 3.20.070, WHICH ALLOW THE CITY TO PROCURE GOODS AND SERVICES
THROUGH ITS USE OF THE CALIFORNIA E-PROCUREMENT STATEWIDE CONTRACT AND LEVERAGED PROCUREMENT AGREEMENTS; AND 3) THE FINANCE DIRECTOR TO
PREPARE THE ASSOCIATED BUDGET ADJUSTMENTS
WHEREAS, Silicon Valley Clean Energy (SVCE) is a Joint Power Authority (JPA) that provides clean electricity and resources to residents and businesses operating throughout thirteen municipalities in Santa Clara County – including the City of Campbell; and
WHEREAS, in 2023 , the City entered into an agreement with SVCE to receive an allocation of $197,972 in grant funding on behalf of their Community Resilience Program, for the installation of an EV charging station as part of the Measure O – Police Operations Building project (No. 23-SS); and
WHEREAS, on December 19, 2023, the City Council approved Resolution No. 13095 – authorizing the reallocation of $197,972 in SVCE grant funds from the Police Operations Building project to the purchase of a Ford Lightning F -150 truck and portable EV Charging Station, and a pproving the updated grant agreement with SVCE; and
WHEREAS, with approximately $48,878 in remaining SVCE grant funds , staff has developed a similar plan to use the funds on the purchase of a second Ford F-150 Lightning truck that would be assigned to the Police Department’s Arson Investigation unit; and
WHEREAS, the balance of funds required for this purchase are available via the agreement with the Santa Clara County Central Fire Protection District (County Fire) , whose annual allocations to support the PD’s fire-related criminal investigation services have generated approximately $75,000 in funding available for the department’s operational expenses, including vehicle and equipment purchases; and
WHEREAS, based on this plan, SVCE has issued an amendment to the original grant agreement approving the City’s use of remaining grant funds on the purchase of a second Ford Lightning truck for PD; and
WHEREAS, staff contacted Downtown Ford of Sacramento (Downtown Ford) and requested a quote for a new Ford F -150 Lightning Pro Truck, as purchased through the California e -Procurement Statewide Contract and their Leveraged Procurement Agreement (LPA) (Contract No. 1-22-23-20F); and
WHEREAS, in response, Downtown Ford submitted a quote with the total purchase price of $65,541, which includes the base price, sales tax, delivery fee, and various aftermarket add-ons for the 2025 Ford F-150 Crew Cab 4x4 Lightning Pro Truck; and
WHEREAS, staff is requesting that the City Council authorize the purchase of a Ford F-150 Lightning Pro Electric Truck, in the total amount of $65,541, from Downtown Ford of Sacramento; and
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Attachment: Resolution (Authorization to Purchase an Electric Vehicle for the Campbell Police Department)
WHEREAS, staff also requests that the City Council dispense with its formal bidding procedures as specified in the exemptions of Campbell Municipal Code (CMC) Section 3.20.030(6), and purchasing policies of CMC Section 3.20.070, which allow the City to procure goods and services through the California e-Procurement Statewide Contract and Leveraged Procurement Agreements (LPAs); and
WHEREAS, sufficient funds are available to cover the total cost for the purchase of the Ford F -150 Lightning Pro Electric Truck ($65,541), with approximately $48,878 covered by the remaining SVCE grant funds, and the balance to be supplemented by an additional $17,000 provided by the Police Department and their agreement with County Fire (as reserved in the City’s General Fund); and
WHEREAS, these funds will be allocated from their respective budget sources to the Public Works Vehicle and Equipment Maintenance Operating Budget, with staff to prepare the necessary budget adjustments authorizing their allocation and subsequent use.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Campbell hereby authorizes: 1) the purchase of a Ford F-150 Lightning Pro Electric Truck, in the amount of $65,541, from Downtown Ford of Sacramento; 2) staff to dispense with the City’s formal bidding procedures as spe cified in the exemptions of Campbell Municipal Code (CMC) Section 3.20.030(6), and purchasing policies of CMC Section 3.20.070, which allow the City to procure goods and services through its use of the California e -Procurement Statewide Contract and Leveraged Procurement Agreements; and 3) the Finance Director to prepare the associated Budget Adjustments.
BE IT FURTHER RESOLVED, once the Ford Lightning truck is delivered, the City’s Police Department will be responsible for arranging the installation of any aftermarket equipment and providing the necessary funds for their associated costs.
PASSED AND ADOPTED this 15th day of October, 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 (Authorization to Purchase an Electric Vehicle for the Campbell Police Department)
Name DATE 9/23/2024
Address SALES REP KAYLA
City State Zip PHONE 916-717-0362
Phone FOB CAMPBELL
Qty Unit Price TOTAL
1 $48,817.00 $48,817.00
OPTIONS
1 EXTENDED RANGE BATTERY $5,280.00 $5,280.00
1 PRO POWER ON BOARD $1,200.00 $1,200.00
1 MAX TRAILER TOW PACKAGE (REQ WITH PRO $1,100.00 $1,100.00
POWER ONBOARD)
1 TOW TECH PACKAGE $2,145.00 $2,145.00
1 BACKUP ALARM $145.00 $145.00
1 MOBILE POWER CORD $500.00 $500.00
1 DOC FEE $85.00 $85.00
SALES TAX CALCULATED AT 9.38%
SubTotal $59,272.00
DELIVERY $700.00
Cash SALES TAX $5,559.71
Check CA Tire Tax $8.75
Credit Card TOTAL $65,540.46
Name
CC #
Expires
SIGNATURE________________________________DATE_________
Description
2025 FORD F150 CREW CAB 4X4 LIGHTNING PRO
STATE OF CALIFORNIA CONTRACT1-22-23-20F
EXTERIOR: ANTIMATTER BLUE MET.
$500 DISCOUNT WITH PAYMENT IN 20 DAYS
Office Use Only
BASED ON REGISTRATION ADDRESS
KD92324
CITY OF CAMPBELL
ATTN: RON
CLIN 42
525 N16TH STREET, SACRAMENTO, CA 95811 PHONE: 916-299-3529QUOTE Payment Details
Customer
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Attachment: Quote - Ford F-150 Lightning Pro Electric Truck (Downtown Ford of Sacramento) (Authorization to Purchase an Electric Vehicle for City of Campbell
Request for Budget Adjustments
Department/Program Division Date Request No.
October 15, 2024 BA-7
Budget to be Reduced
Fund/Program Account Number Description Amount
Budget to be Increased
Fund/Program Account Number Description Amount
REVENUES
641.980 6899 Transfer In - From SVCE Grant and Arson Vehicle Stipend 65,541
EXPENDITURES
209.980 9899 Transfer Out - To Vehicle & Equipment Maintenance Fund 48,878 101.980 9899 Transfer Out - To Vehicle & Equipment Maintenance Fund 16,663 641.750 7884 Machinery & Equipment - For the purchase of Ford F-150 65,541 REASON FOR REQUEST - BE SPECIFIC:
Finance Director Public Works Director City Manager
Public Works
Will Fuentes Todd Capurso Brian Loventhal
750 - Vehicle & Equipment Maintenance
To appropriate $65,541 towards the purchase of a Ford F-150 for the Campbell Police Department's Arson Investigation Services.
The purchase is funded by $48,878 of remaining SVCE grant funds and $16,663 of arson vehicle stipend monies allocated as part of the City's agreement with the Santa Clara County Central Fire Protection District.
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Attachment: Budget Adjustment (Authorization to Purchase an Electric Vehicle for the Campbell Police Department)
City
Council
Report
TITLE: Accept Jim Stevens Memorial Donation for Los Gatos Creek Trail Improvements (Resolution/Roll Call Vote)
RECOMMENDED ACTION
That the City Council adopt a resolution accepting a monetary donation, in the amount of $3,000, made by family and friends honoring the memory of Mr. Jim Stevens, to be used for the maintenance and improvements to the Los Gatos Creek Trail and authorize staff to execute a budget adjustment as necessary.
BACKGROUND
The Los Gatos Creek Trail runs from west San Jose through Campbell and Los Gatos, and is managed by several agencies, including the cities of Campbell and San Jose, Santa Clara County, and the Town of Los Gatos. The City of Campbell oversees the maintenance and management for the portion of the trail between the Bascom Avenue underpass and the Los Gatos Creek County Park, which features a paved walkway approximately three miles long, including the two-mile par-course loop.
DISCUSSION
In August 2024, City officials received a letter from Ms. Malinda Stevens, thanking the City of Campbell for its efforts in maintaining and preserving the Los Gatos Creek Trail – a place of special significance to her late husband, Mr. Jim Stevens (see Attachment B).
As a regular visitor, Mr. Stevens often spent time on the trail with family and friends, enjoying its natural beauty and easy access to nearby amenities. In honor of Mr.
Stevens and the memories he leaves behind with countless loved ones, Ms. Stevens and their daughter, Ms. Tobi Nielsen, have donated $3,000 to the City’s Landscape Memorial Fund, requesting that the funds be used in support of the City’s maintenance and preservation of the Los Gatos Creek Trail.
Staff recommends that the City Council approve a resolution accepting a monetary donation, in the amount of $3,000, made by family and friends honoring the memory of Mr. Jim Stevens, for the maintenance and improvements to the Los Gatos Creek Trail.
Upon Council’s approval, staff will ensure that the funds are used to improve and preserve those portions of the Los Gatos Creek Trail that are managed and maintained by the City of Campbell.
Item: 9
Category: CONSENT CALENDAR
Meeting Date: October 15, 2024
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Accept Jim Stevens Memorial Donation for Los Gatos Creek Trail Improvements Page 2 of 2 At this time, staff would like to extend its sincere gratitude and appreciation to the family and friends of Mr. Jim Stevens for their generous contribution and continued support for the Los Gatos Creek Trail. The City of Campbell recognizes the importance of preserving those same amenities and resources that held a special significance in the life of Mr. Stevens and is committed to maintaining them in his memory for many years to come.
FISCAL IMPACT
The donation of $3,000 made by Ms. Malinda Stevens and Ms. Tobi Nielsen, in memory of Mr. Jim Stevens, will be deposited to the City’s Landscape Memorial Fund and will be used to fund expenditures related to the maintenance and improvements of the Los Gatos Creek Trail. A budget adjustment has been prepared recognizing the donation as additional revenue.
Prepared by:
Carina Shattuck, Administrative Analyst I
Reviewed by:
Todd Capurso, Director of Public Works
Approved by:
Brian Loventhal, City Manager
Attachment:
a. Resolution
b. Jim Stevens Memorial Donation Letter
c. Budget Adjustment
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RESOLUTION NO. ______________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL ACCEPTING A MONETARY DONATION, IN THE AMOUNT OF $3,000, MADE BY FAMILY AND FRIENDS HONORING THE MEMORY OF MR. JIM STEVENS, FOR
THE MAINTENANCE AND IMPROVEMENTS RELATED TO THE LOS GATOS
CREEK TRAIL AND AUTHORIZING STAFF TO PERFORM ASSOCIATED BUDGET
ADJUSTMENTS AS NECESSARY
WHEREAS, the Los Gatos Creek Trail runs from west San Jose through Campbell and Los Gatos, with the City of Campbell overseeing the maintenance and operation for the section between the Bascom Avenue and the Los Gatos Creek County Park; and
WHEREAS, in August 2024, City officials received a letter from Ms. Malinda Stevens, thanking the City of Campbell for its efforts in preserving the Los Gatos Creek Trail – a place of special significance to her late husband, Mr. Jim Stevens; and
WHEREAS, staff recommends that the City Council approve a resolution accepting a monetary donation, in the amount of $3,000, made by family and friends honoring the memory of Mr. Jim Stevens, for the maintenance and improvements to the Los Gatos Creek Trail; and
WHEREAS, the City of Campbell would like to extend its gratitude and appreciation to the family and friends of Mr. Jim Stevens for their generous contribution and is committed to maintaining and improving the Los Gatos Creek Trail in his memory for many years to come; and
NOW, THEREFORE, BE IT RESOLVED that the City Council accept the donation of $3,000 to be used for Los Gatos Creek Trail improvements; and
BE IT FURTHER RESOLVED staff will make the necessary budget adjustments to reflect the donation as additional revenue upon the City Council’s acceptance.
PASSED AND ADOPTED this 15th day of October, 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 (Accept Jim Stevens Memorial Donation for Los Gatos Creek Trail Improvements)
Jim Stevens Memorial Donation
Written and Submitted by Ms. Malinda Stevens
I am making this donation in memory of my late husband, Jim Stevens, on behalf of his family and friends. Jim and I moved back to California in 2011. Our only child was already living in Campbell. Within a few weeks Jim got a bicycle and began exploring.
It did not take long for him to discover the Los Gatos Creek Trail. For several years Jim worked in downtown San Jose. He loved being able to ride his bike to work. When the bike was no longer an option, he took the light rail to work. He began jogging the Par Course “loop” section of the creek trail, from bridge to bridge, in the evenings or on the weekends.
After Jim was diagnosed with cancer and treatments began, we moved into Timber Cove Mobile Home Park. For the next four years Jim and I walk on the Los Gatos Creek Trail almost every day. Our daughter joined us sometimes.
During the Covid pandemic, the Creek Trail was a godsend. Many people took advantage of its accessibility. We could be outdoors, in nature, with people nearby, yet it was easy to social distance without offending anyone. Jim died in late September 2022. I continue to get out on the trail most days. I can’t express how deeply grateful I am to the City of Campbell for developing and maintaining this special resource.
Malinda Stevens and our daughter, Tobi Nielsen
Making a donation of $3,000.00
To the Landscape Memorial Fund
Specifically, we request that it is used for the Los Gatos Creek Trail
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Attachment: Jim Stevens Memorial Donation Letter (Accept Jim Stevens Memorial Donation for Los Gatos Creek Trail Improvements) City of Campbell
Request for Budget Adjustments
Department/Program Division Date Request No.
October 15, 2024 BA-6
Budget to be Reduced
Fund/Program Account Number Description Amount
Budget to be Increased
Fund/Program Account Number Description Amount
REVENUES
207.775 4818 Donations - Landscape Fund 3,000
REASON FOR REQUEST - BE SPECIFIC:
Finance Director Public Works Director City Manager
Public Works
Will Fuentes Todd Capurso Brian Loventhal
775 - Parks Maintenance
To recognize the $3,000 donation made by Ms. Malinda Stevens and Ms. Tobi Nielsen, in memory of Mr. Jim Stevens, towards the City's Landscape Fund.
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Attachment: Budget Adjustment (Accept Jim Stevens Memorial Donation for Los Gatos Creek Trail Improvements)
City
Council
Report
TITLE: 2024 Oktoberfest Downtown Special Event Permit (Resolution/Roll Call Vote)
RECOMMENDED ACTION
That the City Council adopt a resolution approving the Campbell Chamber of Commerce’s application for a Downtown Special Event Permit for their 2024 Oktoberfest event.
BACKGROUND
Request for Downtown Special Event Permit
On August 27, 2024, the Campbell Chamber of Commerce (Chamber) submitted to the City of Campbell (City) an application for a Downtown Special Event Permit that would allow the Chamber to hold its 2024 Oktoberfest in downtown Campbell on Saturday October 19, 2024, from 10:00 a.m. to 6:00 p.m., and on Sunday October 20, 2024, from 10:00 a.m. to 5:00 p.m. The estimated attendance for the event was listed as approximately 50,000.
The Chamber has successfully held their Oktoberfest event in downtown Campbell for the past 28 years. This event is a popular , family-oriented festival that offers German food, music, arts and crafts, a kid zone, and beer and wine. It is held along Campbell Avenue, between Railway Avenue and Third Street, and utilizes the cross streets between Civic Center and Orchard City Drive. The closure of these streets typically begins at 10:00 p.m. the Friday before the start of the event and ends at 10:00 p.m. on Sunday, the last day of the event.
In accordance with the City’s Downtown Special Event Policy (Policy), all events that require downtown street closures, have a significant impact on public facilities, or require a significant amount of City staff support are considered Special Events.
Special Events held on public property in the Downtown (Campbell Avenue within the loop streets) are to be coordinated by the City of Campbell and authorized by the City Council. The Policy also provides that it is the intent of the City to allow a limited number of outdoor public events for the general economic benefit of the City’s business community, cultural enrichment, and/or promotion of the City. In addition, Section
5.50.020 of the Campbell Municipal Code requires any person wanting to hold, conduct, Item: 10
Category: NEW BUSINESS
Meeting Date: October 15, 2024
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2024 Oktoberfest Downtown Special Event Permit Page 2 of 3 or carry on any Special Event in the City to first obtain a permit from the City Council to do so.
DISCUSSION
Downtown Special Event Permit
Staff recommends approving the issuance of a Downtown Special Event Permit to the Chamber for their Oktoberfest event because the Chamber’s Oktoberfest meets the following factors for granting a permit:
• The Special Event will not disrupt to an unreasonable extent, the movement of traffic or create any safety hazard as a result of such other traffic being stopped or diverted;
• Sufficient Police service can be provided to assure proper traffic control, security, and the orderly conduct of the special event;
• The streets and roads over which the Special Event will be conducted are sufficient size and construction to safely accommodate the number of participants and the size, height and weight of any vehicles or equipment participating in the event;
• The Special Event will not interfere with any other public events to be conducted on the same day;
• The Special Event is not likely to cause injury to persons or property or create an unreasonable disturbance of the peace; and
• The cumulative impact of this Special Event will not create an undue strain on public resources.
In addition, as indicated, the Chamber has successfully held their Oktoberfest event in the downtown for the last 28 years. Moreover, this event is a highly popular and family - friendly festival that draws business into the City and specifically into the downtown area.
FISCAL IMPACT
The total City cost for this year’s upcoming Oktoberfest event is estimated at $70,000, which will be covered by the Chamber’s payment of the fees for the Downtown Special Event Permit.
ALTERNATIVES
1. Do not approve the application for the Downtown Special Event Permit.
2. Approve the application for the Downtown Special Event Permit, with modifications.
3. Provide other direction to staff.
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2024 Oktoberfest Downtown Special Event Permit Page 3 of 3
Prepared by:
Angelique Gaeta, Assistant City Manager
Approved by:
Brian Loventhal, City Manager
Attachment:
a. Resolution Authorizing Chamber Application for Downtown Special Event Permit_Oktoberfest 2024_09.27.24
b. 2024 Oktoberfest Application
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RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
AUTHORIZING THE ISSUANCE OF A DOWNTOWN SPECIAL EVENT
PERMIT TO THE CAMPBELL CHAMBER OF COMMERCE
WHEREAS, in August 2024, the Campbell Chamber of Commerce (Chamber) applied to the City of Campbell (City) for a Downtown Special Event Permit (Permit) that would allow the Chamber to hold its Oktoberfest in Downtown Campbell from Saturday October 19, 2024, through Sunday October 20, 2024; and
WHEREAS, the City Council determined that based on the information the Chamber provided, the Chamber had met all the requirements to support the issuance of a Downtown Special Event Permit; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell does hereby authorize the issuance of a Downtown Special Event Permit for the Chamber’s 202 4 Oktoberfest, subject to all applicable City policies and procedures and any additional conditions set forth by the City related to the event.
PASSED AND ADOPTED this day of October, 20 24 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 Authorizing Chamber Application for Downtown Special Event Permit_Oktoberfest 2024_09.27.24 (2024 Oktoberfest
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Attachment: 2024 Oktoberfest Application (2024 Oktoberfest Downtown Special Event Permit)
10.b
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Attachment: 2024 Oktoberfest Application (2024 Oktoberfest Downtown Special Event Permit)
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Attachment: 2024 Oktoberfest Application (2024 Oktoberfest Downtown Special Event Permit)
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Attachment: 2024 Oktoberfest Application (2024 Oktoberfest Downtown Special Event Permit)
City
Council
Report
TITLE: Age-Friendly Cities Renewal
RECOMMENDED ACTION
It is recommended that Council accept the report on the update of the City's Age - Friendly Cities Initiative and authorize staff to renew and update the 5-Year Action Plan.
BACKGROUND
The City of Campbell earned its Age -Friendly Cities (AFC) designation from the World Health Organization (WHO) in 2017 (see attached City Council Report dated November 15, 2016). Through a county -wide effort led by Santa Clara County’s Department of Aging and Adult Services, Santa Clara County became the first county in the United States to have all 15 cities attain the AFC designation. Established through a community assessment and input process, Campbell’s original 5-Year Action Plan was comprised of three goals: We st Valley Pilot Transportation P rogram, Educational Programs to increase community awareness of the aging process , and Intergenerational Programs to connect youth and seniors for meaningful engagement .
All three goals were successfully implemented thus launching the AFC Initiative in Campbell.
The City of Campbell’s A FC 5-Year Action Plan has expired. To renew the AFC designation the City needs to submit an updated 5 -Year Action Plan and include a letter of intent from the Mayor.
DISCUSSION
In 2023, City staff began preparing for the renewal and to update the AFC 5-Year Action Plan. A reassessment of community needs was conducted in a two-part process that included a city-wide survey and a stakeholder’s group to evaluate community needs and gaps.
Through a generous donation from Successful Aging Solution s & Community Consulting and the West Valley -Mission Community College District, the Community Assessment Survey for Older Adults (CASOA) served as the primary tool to evaluate the needs of older adults in the City of Campbell. Developed by Polco, the CASOA provides a statistically valid survey of the strengths and needs of older adults as Item: 11
Category: NEW BUSINESS
Meeting Date: October 15, 2024
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Age-Friendly Cities Update Page 2 of 4
reported by older adults them selves. This report is intended to enable local governments, community-based organizations, the private sector and other community members to understand more thoroughly and predict more accurately the services and resources required to serve an aging population. With this data, community stakeholders can shape public policy, educate the public and assist communities and organizations in their efforts to sustain a high quality of life for older adults.
On March 25, 2024, a pproximately 2,500 surveys were mailed to randomly selected households with an adult member 60 years or older . Older adults were surv eyed in the following areas to convey how they view their community and its success in creating a thriving environment for older adults. Aspects of livability are explored within six community dimensions: Community Design, Employment and Finances, Equity and Inclusivity, Health and Wellness, Information and Assistance, and Productive Activities.
The COSOA community dimensions are very similar to the eight key elements of an Age-Friendly community thereby providing a road map to renewing the City’s 5 -Year Action Plan.
The survey closed on May 6, 2024, yielding 443 completed surveys for a response rate of 15% and a margin of error plus or minus 5% . The survey report summarizes how older residents view their community and the overall community quality is also assessed. Additionally, r esults were weighted to reflect the proper demographic composition of older adults in the entire community. The National Research Center at Polco has developed a database that collates responses to CASOA and related surveys administered in other communities, which allows the results from Campbell to be compared against a set of national benchmarks.
The key findings of the Campbell survey are as follows:
Key Strengths Identified:
• Approximately 89% of older residents living in Campbell rated their overall quality of life as excellent or good.
• About 80% residents planned to stay in their community throughout their retirement.
• Average positive score of 76% for Safety
Areas of Opportunity:
• 32% of older adults were found to have information access challenges in the city. • 24% experienced challenges related to housing.
• Only 31% reported having access to quality employment opportunities.
Upon the completion of the CASOA, key stakeholders were assembled to evaluate the survey data, identify gaps, and brainstorm solutions . The Stakeholders Group was comprised of professionals in the aging field, law enforcement, fire department, and City Council members who collectively have a vested interest to improving the quality of life for older a dults and family caregivers . The Stakeholders Group convened for three 11 Packet Pg. 71
Age-Friendly Cities Update Page 3 of 4
meetings to learn about the CASOA and AFC, evaluate survey results, and prioritize solutions.
After evaluating the survey results, the Stakeholders Group reached consensus to work on the following areas which will become the City’s new AFC 5-Year Work Plan items:
1) Establish the Campbell Service Providers Network
2) Collaborate with Senior Guided Pathways at West Valley Community College 3) Create efforts to increase Information and Assistance (Awareness)
The next step is for staff to submit the updated 5-Year Work Plan to renew the City’s AFC designation with a letter of intent from the Mayor. The information will be submitted to AARP, a local affiliate who will process the renewal with the WHO.
FISCAL IMPACT
The AFC renewal and 5 -Year Action Plan does not require a financial commitment by the City. The updated 5-Year Action Plan will be implemented by the Adult Center 50+ staff on behalf of the City of Campbell in collaboration with the newly formed Campbell Service Providers Network. The Campbell Service Provider s Network will evaluate the feasibility of future projects and be a strong force in carrying out the AFC 5 -Year Action Plan.
Prepared by:
Tina Wong-Erling, Senior Services
Supervisor
Reviewed by:
Natasha Bissell, Recreation and
Community Services Director
Approved by:
Brian Loventhal, City Manager
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Age-Friendly Cities Update Page 4 of 4
Attachment:
a. Age-Friendly Cities Staff Report Nov 15 2016
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10. 11.a
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Attachment: Age-Friendly Cities Staff Report Nov 15 2016 (Age-Friendly Cities Update)
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Attachment: Age-Friendly Cities Staff Report Nov 15 2016 (Age-Friendly Cities Update)
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Attachment: Age-Friendly Cities Staff Report Nov 15 2016 (Age-Friendly Cities Update)
City
Council
Report
TITLE: Update on Utilization of City's Remaining American Rescue Plan Act (ARPA) Funds and Discussion on How to Fully Obligate and Spend Any Remaining Balances by Federally Required Deadlines
RECOMMENDED ACTION
That the City Council receive an update from staff on the utilization of the City's remaining American Rescue Plan Act (ARPA) funds and discuss how to allocate any remaining balances by the December 31, 2024 obligation deadline and the December 31, 2026 spending deadline as set forth by the U.S. Treasury Department.
BACKGROUND
As has been detailed in previous reports to Council, the City was allocated $9.997 million in ARPA funds; with equal payments of $4.999 million each received in FY 2021 and FY 2022. And per ARPA guidelines, the City must obligate (appropriate and/or encumber through executed contractual agreements to vendors or subawards to subrecipients) these funds by December 31, 2024 and spend them down fully by December 31, 2026 . Actual expenses incurred though December 31, 2024 are also considered to have been obligated by this deadline. Any unobligated or unspent funds after these deadlines are subject to be returned to the federal government. The City is also estimated to earn approximately $384,000 in interest income from its ARPA funds; raising the total available ARPA funds to $10.381 million (federal allocation + interest earnings). Please note that ARPA related interest earnings do not have the same obligation and spend down deadlines as the direct federal allocations and may be spent in whatever manner a city deems appropriate. Campbell ’s ARPA related interest earnings are currently programmed for Environmental Programs Specialist (Limited - Term) and Housing Manager salary and benefit costs from January 1, 2025 and through December 31, 2025. After that time, any further costs will need to be paid for by other City funding sources. The Environmental Programs Specialist position was approved by Council to be a two-year limited-term position funded entirely by ARPA funds over that time period. Whereas the Housing Manager position was approved by Council to be a permanent position with the first two years funded by ARPA funds and latter years to be funded by other City funding sources as available.
DISCUSSION
Item: 12
Category: UNFINISHED BUSINESS
Meeting Date: October 15, 2024
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Update on Utilization of Remaining ARPA Funds Page 2 of 4 Based on prior Council actions, $10.146 million of the City’s APRA funds (federal allocation + interest earnings) has been spent or contractually obligated through October 15, 2024; leaving a remaining ARPA fund balance of $235,943. Since the July 2, 2024 Council meeting , in which $1.585 million was allocated by Council to reach the current balance shown above and the September 3, 2024 Council meeting , in which necessary ARPA related budget adjustments were made to reflect the July 2 direction , staff has been working to spend down ARPA funds as approved and execute contracts with outside vendors by the required December 31, 2024 federal deadline. As of today, staff is confident that the City will meet this deadline for most operational and capital items previously approved by Council and shown in Attachment A . Nevertheless, based on actual expenses to date as well as updated information, staff has revised numbers for several operational and capital items shown below. Staff is also requesting new or added funds for several items noted below:
• O3 - Boiler & HVAC Replacement – $31,000 approved in FY 2024. Emergency work completed at City Hall with $ 20,188 spent. Savings of $10,812 can be returned to ARPA.
• O9 - HRIS Implementation and Payroll Operational Support – $60,000 approved in FY 2024. Spent $51,866 for contractual support during transition of internal personnel in payroll. Savings of $8,134 can be returned to ARPA.
• O10 - Parklet Grant Program – $295,000 in total approved; with $280,000 intended to support up to seven (7) parklet grants at $40,000 each and $15,000 intended to support specialized design services. Four (4) grants awarded for completed parklets and staff is in the process of finalizing one (1) additional grantee by the end of October. $200,000 is anticipated to be spent and saving of $95,000 can be returned to ARPA.
• O19 - Campbell Union School District Camera Integration – NEW request for $30,000 to support the integration of school district camera system into the Campbell Police Department’s Real Time Crime Center (INFORM). Project was previously included in a recent DOJ grant application that was not approved . A vendor is currently under contract for a related project and the additional scope can be added by the December 31, 2024 federal deadline.
• O20 - Community Center CCTV Cameras and Integration – NEW request for $200,000 to support adding surveillance and gun detection systems at the Community Center and integrating them into the Campbell INFORM system.
Automations will allow for real time alerting for events such as area intrusion after hours that will help the Police Department interdict potential criminal activity.
Additionally, surveillance of areas like the pool and skate park will help to limit liability for the City , improve safety, and reduce crime. A vendor is currently under contract for a related project and the additional scope can be added by the December 31, 2024 federal deadline.
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Update on Utilization of Remaining ARPA Funds Page 3 of 4 • O21 - INFORM Center Infrastructure, Hardware, and Software – NEW request for $75,000 to add the necessary infrastructure, hardware, and software to support the previous two items. A vendor is currently under contract for a related project and the additional scope can be added by the December 31, 2024 federal deadline.
• O22 - Eco-Friendly Solar Powered Trash Bins for Downtown (Pilot Program) – NEW request for $20,000 to add five (5) to ten (10) eco -friendly solar powered trash bins for the downtown area to better address current overflowing trash and complaints from business owners and to promote the City’s climate action goals by providing modern bins that divert recycling and compost from landfills. This would initially be a pilot program using the ARPA funds as requested and may be expanded further in the downtown area or other areas if it proves successful.
There are several vendors that provide modern bins and staff is confident that it can execute a nominal contract with one by the December 31, 2024 deadline.
• C2 - ADA Transition Plan - FY24 (24HH) – Project funding of $50,000 is requested by staff to be shifted and merged with fund for C13 - Campbell PDA Enhance - Civic Center Dr at 2nd & 3rd St (25DD). Full details will be provided in a separate and subsequent staff report at the October 15, 2025 Council meeting.
• C3 - Campbell Community Center (CCC) - Building A HVAC Controls (24AA) - $65,491 approved in FY 2024. $58,900 spent. $6,591 in savings can be returned to ARPA.
• C9 - City Facilities Roof Replacement (24TT) – Project is still awaiting bid submittals, but staff is currently estimating that bids will be at least $175,000 less than original estimates and savings can be returned to ARPA. • C10 - City Hall - HVAC Chiller Replacement (24UU) - $131,315 approved in FY 2024. $127,595 spent. $3,720 in savings can be returned to ARPA.
• C13 - Campbell PDA Enhance - Civic Center Dr at 2nd & 3rd St (25DD) - $50,000 again requested by staff to be shifted C2 - ADA Transition Plan - FY24 (24HH). Additionally, staff is requested $110,200 more from ARPA on top of the $50,000 shift noted above . Full details will again be provided in a separate and subsequent staff report at the October 15, 2025 Council meeting.
• C15 - Skatepark Design and Related Work (26CC) – NEW request for $100,000 to move forward design work and related construction work on the previously approved skatepark project under the Parks Fund that was meant to be started in FY 2026. Some Councilmembers had previously expressed interest in this at the July 2 meeting. To expedite contract execution with outside vendors by the December 31, 2024 ARPA deadline , staff is exploring the use of cooperative purchasing agreements used by other cities to construct skateparks.
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Update on Utilization of Remaining ARPA Funds Page 4 of 4 If Council agrees to reallocating any savings and remaining ARPA balances to the proposed operational and capital items above, the ARPA fund is expected to be fully obligated by the December 31, 2024 federal deadline and fully spent down by the December 31, 2026 federal deadline. However, should the City not be able to execute any contracts by the December 31, 2024 federal deadline or fully spent down by the December 31, 2026 federal deadline, staff recommends that any remaining ARPA balances be used to offset the cost of allowable operational expenditures prior to December 31, 2024 such as the Fire services contract. Additionally, based on Council guidance, staff will return to Council at a later date for approval of necessary budget adjustments to enact any recommendations receiving majority consensus.
FISCAL IMPACT
If Council agrees, the items noted in this report would fully obligate and spend down remaining ARPA balances of $235,943.
Prepared by:
Will Fuentes, Finance Director
Approved by:
Brian Loventhal, City Manager
Attachment:
a. ARPA Fund 221 Status 10-15-24
12 Packet Pg. 80
ARPA Fund (#221) Status - Current as of 10-15-24 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 FY 2026 FY 2027 Actual Actual Actual Estimated Estimated Estimated Estimated Beginning Balance -$ 2,784,217$ 7,734,879$ 7,823,822$ 4,032,134$ 253,106$ -$
TOTALS TOTALS
REVENUES 10/15/2024 9/3/2024 Variance
R1 - ARPA Payment from US Treasury 4,998,887 4,998,887 - - - - - 9,997,774 9,997,774 - R2 - Investment /Interest Income - (48,225) 91,397 340,594 - - - 383,767 383,767 - Sub-Total: Revenues 4,998,887 4,950,662 91,397 340,594 - - - 10,381,541 10,381,541 -
EXPENDITURES
Operational
O1 - General Fund Operational Support - Broad Purpose 2,214,670 - - 837,087 956,688 - - 4,008,445 4,008,445 - O2 - Ballot Measure Polling, Legal, and Related Consulting - - - 62,220 37,780 - - 100,000 100,000 - O3 - Boiler & HVAC Replacement - - - 20,188 - - - 20,188 31,000 (10,812) O4 - Climate Action Plan - - - 46,505 253,495 - - 300,000 300,000 - O5 - Contracted Mental Health Clinician - - - 24,469 100,000 75,531 - 200,000 200,000 - O6 - Employee Health Screenings - - - 25,568 - - - 25,568 25,568 - O7 - Environmental Programs Specialist (Limited-Term) - - - 62,958 136,246 71,554 - 270,758 270,758 - O8 - Housing Manager - - - 104,563 220,352 106,022 - 430,937 430,937 - O9 - HRIS Implementation and Payroll Operational Support - - - 51,866 - - - 51,866 60,000 (8,134) O10 - Parklet Grant Program - - - 160,000 40,000 - - 200,000 295,000 (95,000) O11 - Parks and Recreation Master Plan - - - 75,433 134,267 - - 209,700 209,700 - O12 - PPE & Misc. COVID Supplies - - 2,454 - - - - 2,454 2,454 - O13 - Replacement Storage Area Network System - - - 123,386 - - - 123,386 123,386 - O14 - Hotel Voucher Program for Unhoused - - - - 225,000 - - 225,000 225,000 - O15 - Hotel Stays for Unhoused during Inclement Weather - - - - 35,000 - - 35,000 35,000 - O16 - Support to Downtown Campbell Business Association (DCBA) - - - - 15,000 - - 15,000 15,000 - O17 - West Valley Homeless Shelter Feasibility Study - - - - 100,000 - - 100,000 100,000 - O18 - Support of Silicon Valley Safe Park Program - - - - 15,000 - - 15,000 15,000 - O19 - Campbell Union School District Camera Integration - - - - 30,000 - - 30,000 - 30,000 O20 - Community Center CCTV Cameras and Integration - - - - 200,000 - - 200,000 - 200,000 O21 - INFORM Center Infrastructure, Hardware, and Software - - - - 75,000 - - 75,000 - 75,000 O22 - Eco-Friendly Solar Powered Trash Bins for Downtown (Pilot Program) - - - - 20,000 - - 20,000 - 20,000 Capital Projects
C1 - Public Safety Building CIP Support (23RR) - - - 939,000 - - - 939,000 939,000 - C2 - ADA Transition Plan - FY24 (24HH) - - - - - - - - 50,000 (50,000) C3 - Campbell Community Center (CCC) - Building A HVAC Controls (24AA) - - - 58,900 - - - 58,900 65,491 (6,591) C4 - CCC - Building A Sewer Line Replacement (24RR) - - - 278 - - - 278 278 - C5 - CCC - Building M Roof Replacement (24SS) - - - 400,000 - - - 400,000 400,000 - C7 - CCC - Heritage Theatre Boiler (24OO) - - - 78,265 - - - 78,265 78,265 - C8 - CCC Wi-Fi Project (22PP) - - - 125,000 - - - 125,000 125,000 - C9 - City Facilities Roof Replacement (24TT) - - - 475,000 200,000 - - 675,000 850,000 (175,000) C10 - City Hall - HVAC Chiller Replacement (24UU) - - - 127,595 - - - 127,595 131,315 (3,720) C11 - City Hall Public Counters & Accessibility Improvements (24VV) - - - 220,000 - - - 220,000 220,000 - C12 - VTA Grant Match - Hamilton/Hwy 17 Bicycle Overcrossing Study (22YY) - - - 114,000 - - - 114,000 114,000 - C13 - Campbell PDA Enhance - Civic Center Dr at 2nd & 3rd St (25DD) - - - - 785,200 - - 785,200 625,000 160,200 C14 - Council Chambers A/C (25NN) - - - - 100,000 - - 100,000 100,000 - C15 - Skatepark Design and Related Work (26CC) - - - - 100,000 - - 100,000 - 100,000 Sub-Total: Expenditures 2,214,670 - 2,454 4,132,282 3,779,028 253,106 - 10,381,541 10,145,598 235,943 Ending Balance TOTAL 2,784,217 7,734,879 7,823,822 4,032,134 253,106 - -
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Attachment: ARPA Fund 221 Status 10-15-24 (Update on Utilization of Remaining ARPA Funds)
City
Council
Report
TITLE: Approval of Plans and Specifications, Authorization to Solicit Bids, Award and Approve Contract, and Other Associated Actions Campbell PDA Enhancements on Civic Center Drive at Second and Third Streets Project 25-DD (Resolution/Roll Call Vote)
RECOMMENDED ACTION
That the City Council adopt a resolution: 1) approving the Plans and Specifications for the Campbell PDA Enhancements on Civic Center Drive at Second and Third Streets Project 25 -DD; 2) authorizing the solicitation of bids; 3) awarding and approving the subsequent construction contract to the lowest responsive and responsible bidder, in an amount not to exceed $792,000 plus a 10% construction contingency of $79,200; 4) authorizing the City Manager to execute said contract as specified in the Campbell Municipal Code Section 3.20.100; 5) authorizing the City Engineer to negotiate and execute contract change orders up to and within the allocated construction contingency; 6) authorizing the Public Works Director to reject bids and rebid the project should bids received have unamenable irregularities; and 7) authorizing the Finance Director to perform associated budget adjustments.
BACKGROUND
On January 16, 2018, the City Council adopted Resolution No. 12274 accepting the final report for the Transportation Improvement Plan for Campbell Priority Development Area (PDA) Project (TIPC Study). The TIPC Study is intended to enhance travel in Historic Downtown Campbell by incorporating Complete Streets elements including transportation improvements that will serve pedestrians, bicyclists, and transit users in the areas.
Implementing improvements identified in the TIPC study began with the completion of the Downtown Pedestrian Improvements in late 2021 by installing 1) flashing beacon systems on Second Street and Civic Center Drive and Second Street and Orchard City Drive, and 2) a green bike lane and bike box and other associated pavement markings on the westbound approach of East Campbell Avenue at Railway Avenue.
On October 5, 2021, per City Council adopted Resolution No. 12773, staff applied for the One Bay Area Grant Program Cycle 2 (OBAG 2) grant application for the design phase of the Campbell PDA Enhancements Project 22 -NN. The project would focus on improvements along Civic Center Drive and Orchard City Drive. The project was Item: 13
Category: UNFINISHED BUSINESS
Meeting Date: October 15, 2024
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Campbell PDA Enhancements Page 2 of 5
successful in securing $550,000 in federal Congestion Mitigation and Air Quality (CMAQ) Program funds, with a local match of $100,000 from the City’s Vehicle Impact Fees.
On June 7, 2022, the City Council adopted Resolution No. 12842 authorizing the issuance of a Request for Proposals (RFP) for consultant design services and authorizing the City Manager to award the contract for Campbell PDA Enhancements Project 22-NN. On July 11, 2022, staff issued a Request for Proposals (RFP) for civil and traffic engineering design services in accordance with City policies and Caltrans requirements for federal -aid projects as found in the Caltrans Local Assistance Procedures Manual (LAPM) . Despite, the City conducting additional outreach by emailing potential proposers to encourage participation from prospective consultants; the City received only one proposal. The proposal received was non -responsive as it failed to meet federal requirements and was rejected.
On August 24, 2022, staff re-issued the RFP. To attract potential proposers and answer questions and concerns prior to proposal deadline, staff included a mandatory pre - proposal meeting on September 21, 2022. This time, the City received proposals from three consultant firms. Staff interviewed all three and awarded the contract to Bellecci & Associates, Inc. as it demonstrated to be the most qualified to perform the work. The consultant services agreement was executed on January 17, 2023, with a contract amount of $229,523.18. Subsequently, on May 16, 2024, due to additional design services required for unanticipated services including locating utilities and signal redesign, the consultant services agreement was amended to increase the amount to $254,548.04.
Although the design for Project 22 -NN includes improvements along Civic Center and Orchard City Drive, the plans and specifications are created to allow the flexibility to construct in phases based on funding availability. Specifically, the plans and specifications for the Campbell PDA Enhancements on Civic Center Drive at Second and Third Streets Project 25 -DD is actually Phase 1 construction of Project 22 -NN (which was the design phase). As currently defined, there are two remaining phases in the construction of the Campbell PDA Enhancements. One is focused on the Harrison Avenue/Civic Center Drive, while the other is focused on improvements along Orchard City Drive. Staff is currently pursuing additional grant opportunities to move forward with additional construction phases.
At this time, the final plans and specifications for Project 25 -DD are complete and can be viewed online here.
Funding for Project 25 -DD is appropriated in the adopted Fiscal Year (FY) 2025 Operating Budget and 2025 -2029 Five -Year Capital Improvement Plan (CIP) with supplemental American Rescue Plan Act (ARPA) funds through a subsequent Council action.
DISCUSSION
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Campbell PDA Enhancements Page 3 of 5
Project 25-DD will include safety improvements by modifying intersection curb lines and curb ramp locations at the intersections of Civic Center Drive at Second and Third Streets, addressing intersection sight lines, and upgrading existing accessibility ramps to be ADA -compliant. The improvements will also include signing and striping, bio - treatment areas, and storm drain work.
The current source of funding for Project 25 -DD is comprised of OBAG 2 ($250,000), Vehicle Impact Fees ($120,000), and ARPA ($625,000). However, in recent discussions with the Metropolitan Transportation Commission (MTC), Santa Clara Valley Transportation Authority (VTA), and Caltrans, it was determined that the OBAG 2 to be used for th is construction phase would not be available until the middle of 2025.
This timeline accounts for the time when funds are appropriated at the regional level and the time required to obtain Caltrans authorization to proceed with construction which could take six to eight months.
Considering the ARPA funding deadline of December 31, 2024, to have an executed construction contract, the OBAG 2 funds would not be a feasible source of funding for the construction of Project 25-DD. Rather, staff will pursue the reallocation of the OBAG funds to a future phase of the Campbell PDA project.
Project Schedule
The Project Schedule shown below takes into consideration the criteria of ARPA funds to have a fully executed contract by the deadline of December 31, 2024.
Council Approves Final PS&E October 15, 2024
Advertise for Bids October-November 2024
Bid Opening and Award Contract November 2024
Execute Agreement December 2024
Construction January-June 2025
FISCAL IMPACT
As discussed earlier in this report, OBAG 2 funding is no longer a feasible funding source for Project 25 -DD as the funds are not available until mid-2025, while ARPA funds must be fully contractually obligated by the end of 2024. To address this, a budget adjustment is proposed to transfer $250,000 from Campbell PDA Enhancements on Civic Center Drive at Second and Third Streets Project 25 -DD back to Campbell PDA Enhancements Project (22 -NN), which will make these funds available for a future construction phase.
To accommodate the removal of OBAG 2 funding from this phase of the project, other funding changes are required. To address the gap, the proposed budget adjustments are:
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Campbell PDA Enhancements Page 4 of 5
1. Increase Vehicle Impact Fee funding from $120,000 to $170,000;
2. Decrease funding from OBAG 2 in the amount of $250,000; return these funds to Project 22-NN;
3. Allocate $50,000 in funding from Project 24 -HH, ADA Improvements (ARPA funded); and
4. Allocate an additional $110,200 from ARPA.
The anticipated Source and Use of Funds reflects a net budget adjustment of ($39,800) to accommodate the funding gap and is as shown below:
SOURCE OF FUNDS
Adopted
Budget
Budget
Adjustment
Adjusted
Budget
Vehicle Impact Fees $120,000 $50,000 $170,000
American Rescue Plan Act (ARPA) $625,000 $625,000
Local Grant - OBAG 2 $250,000 ($250,000)*
ADA Improvements (24-HH) (ARPA) $50,000 $50,000
Proposed Additional ARPA $110,200 $110,200
TOTAL $995,000 ($39,800) $955,200
*Budget adjustment to transfer to Project 22-NN
USE OF FUNDS
Updated
Budget
Construction Engineering $84,000
Construction Contract $792,000
Construction Contingency $79,200
TOTAL $955,200
The proposed Resolution has been prepared for: 1) approving the Plans and Specifications for the Campbell PDA Enhancements on Civic Center Drive at Second and Third Streets Project 25-DD; 2) authorizing the solicitation of bids; 3) awarding and approving the subsequent construction contract to the lowest responsive and responsible bidder, in an amount not to exceed $792,000 plus a 10% construction contingency of $79,200; 4) authorizing the City Manager to execute said contract as specified in the Campbell Municipal Code Section 3.20.100; 5) authorizing the City 13 Packet Pg. 85
Campbell PDA Enhancements Page 5 of 5
Engineer to negotiate and execute contract change orders up to and within the allocated construction contingency; 6) authorizing the Public Works Director to reject bids and rebid the project should bids received have unamenable irregularities; and 7) authorizing the Finance Director to perform associated budget adjustments.
ALTERNATIVES
To address the removal of the OBAG 2 funds, direct staff to use a different combination of ARPA and Bike/Ped & Traffic Safety Improvements and/or Vehicle Impact Fees.
Do not authorize the City Manager to enter into a construction contract agreement and require staff to return to the City Council with the lowest responsible bidder. This alternative is not recommended as it would jeopardize the ARPA funds due to ARPA deadline constraints.
Prepared by:
Amy Olay, City Engineer
Reviewed by:
Todd Capurso, Director of Public Works
Approved by:
Brian Loventhal, City Manager
Attachment:
a. Resolution
b. Budget Adjustment
13 Packet Pg. 86
RESOLUTION NO. __________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
APPROVING PLANS AND SPECIFICATIONS, AUTHORIZING TO SOLICIT BIDS,
AWARDING AND APPROVING CONTRACT, AND OTHER ASSOCIATED ACTIONS
FOR THE CAMPBELL PDA ENHANCEMENTS ON CIVIC CENTER DRIVE AT SECOND AND THIRD STREETS PROJECT 25-DD
WHEREAS, on January 16, 2018, the City Council adopted Resolution No. 12274 accepting the final report for the Transportation Improvement Plan for Campbell Priority Development Area (PDA) Project (TIPC Study); and
WHEREAS, on October 5, 2021, per City Council adopted Resolution No. 12773, staff applied for the One Bay Area Grant Program Cycle 2 (OBAG 2) grant application for the design phase of the Campbell PDA Enhancements Project 22-NN; and WHEREAS, on June 7, 2022, the City Council adopted Resolution No. 12842 authorizing the issuance of a Request for Proposals (RFP) for consultant design services and authorizing the City Manager to award the contract; and WHEREAS, on January 17, 2023, the consultant services agreement between the City and Bellecci & Associates, Inc. was executed in the amount of $229,523.18; and WHEREAS, on May 16, 2024, due to additional design services required for unanticipated services, the consultant services agreement was amended to increase the amount to $254,548.04; and
WHEREAS, the plans and specifications for Project 22 -NN are created to allow the flexibility to construct in phases based on funding availability; and WHEREAS, the Campbell PDA Enhancements on Civic Center Drive at Second and Third Streets Project 25-DD is actually Phase 1 construction of Project 22-NN (which was the design phase); and
WHEREAS, currently, the plans and specifications for the Campbell PDA Enhancements on Civic Center Drive at Second and Third Streets Project 25 -DD is Phase 1 of Project 22-NN and are complete; and
WHEREAS, Project 25-DD will include safety improvements by modifying intersection curb lines and curb ramp locations at the intersections of Civic Center Drive at Second and Third Streets, addressing intersection sight lines, and upgrading existing accessibility ramps to be ADA-compliant as well as new signing and striping, bio-treatment areas, and storm drain work; and
WHEREAS, total budget for Project 25 -DD is $995,000 , comprised of $625,000 in American Rescue Plan Act (ARPA), $250,000 in OBAG 2 and $120,000 in Vehicle Impact Fees; and
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Attachment: Resolution (Campbell PDA Enhancements)
WHEREAS, OBAG 2 would not a feasible funding source for Project 25-DD as the funds are not available until mid-2025 while ARPA funds must be fully encumbered by end of 2024; and
WHEREAS, a budget adjustment is proposed to transfer $250,000 from Campbell PDA Enhancements on Civic Center Drive at Second and Third Streets Project 25 -DD to Campbell PDA Enhancements Project 22-NN; and
WHEREAS, as a result, the level of funding for Project 25-DD is decreased by the corresponding amount of $250,000; and
WHEREAS, to accommodate the removal of OBAG 2 funding from this phase of the project, other funding changes are required; and
WHEREAS, to address the gap, the proposed budget adjustments are:
1. Increase Vehicle Impact Fee funding from $120,000 to $170,000;
2. Decrease funding from OBAG 2 in the amount of $250,000; return these funds to Project 22-NN;
3. Allocate funding from Project 24-HH, ADA Improvements (ARPA funded); and
4. Allocate an additional $110,200 from ARPA.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell hereby 1) approve the Plans and Specifications for the Campbell PDA Enhancements on Civic Center Drive at Second and Third Streets Project 25 -DD; 2) authoriz e the solicitation of bids; 3) award and approv e the subsequent construction contract to the lowest responsive and responsible bidder, in an amount not to exceed $7 92,000 plus a 10% construction contingency of $79,200; 4) authorize the City Manager to execute said contract as specified in the Campbell Municipal Code Section 3.20.100; 5) authoriz e the City Engineer to n egotiate and execute contract change orders up to and within the allocated construction contingency; 6) authoriz e the Public Works Director to reject bids and rebid the project should bids received have unamenable irregularities; and 7) authorize the Finance Director to perform associated budget adjustments.
PASSED AND ADOPTED this ___ day of _________, 2024, by the following roll call vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
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Attachment: Resolution (Campbell PDA Enhancements)
APPROVED:
_____________________________
Susan M. Landry, Mayor
ATTEST:
______________________
Andrea Sanders, City Clerk
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Attachment: Resolution (Campbell PDA Enhancements)
City of Campbell
Request for Budget Adjustments
Department/Program Division Date Request No.
October 15, 2024 BA-8
Budget to be Reduced
Fund/Program Account Number Description Amount
EXPENDITURES
435.25DD 7883 Imp Other Than Building - Campbell PDA Enhancements Phase I (250,000) 435.24HH 7883 Imp Other Than Building - ADA Transition Plan - FY24 (50,000)$ Budget to be Increased
Fund/Program Account Number Description Amount
REVENUES
435.990 6999 Capital Transfer In - From Vehicle Impact Fees 50,000 101.980 6899 Operating Transfer In 110,200
EXPENDITURES
202.990 9999 Capital Transfer Out - To Capital Projects Fund 50,000 233.980 9899 Operating Transfer Out 110,200
101.990 9999 Capital Transfer Out 110,200
435.25DD 7883 Imp Other Than Building - Campbell PDA Enhancements Phase I 210,200 435.22NN 7430 Prof & Special Services - Campbell PDA Enhancements (Design) 250,000 REASON FOR REQUEST - BE SPECIFIC:
To update the funding sources of project 25-DD - Campbell PDA Enhancements on Civic Center Dr & 2nd/3rd Streets:
1. Increase Vehicle Impact Fee funding from $120,000 to $170,000;
2. Decreasing funding from OBAG 2 in the amount of $250,000 and return funds to project 22-NN;
3. Allocate $50,000 funding from project 24-HH, ADA Transition Plan;
4. Allocate an additional $110,200 from ARPA.
Finance Director Public Works Director City Manager
Public Works
Will Fuentes Todd Capurso Brian Loventhal
25-DD - Campbell PDA Enhancements on
Civic Center Dr & 2nd/3rd Streets (Phase I)
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Attachment: Budget Adjustment (Campbell PDA Enhancements)
City
Council
Report
TITLE: Second Reading of Ordinance 2320 Updating Campbell Municipal Code 3.20 - City Manager Award Threshold, Formal Bidding Requirements, and Pass -Through Consultant Agreements
(Ordinance/Roll Call Vote)
RECOMMENDED ACTION
That the City Council adopt Ordinance 2320 amending Section 3.20 of the Campbell Municipal Code to update the City Manager's award threshold amount to reflect current economic conditions, modify current formal solicitation bidding requirements, keep language consistent with the California Public Contracts Code, add language surrounding pass -through consultant contracts, and add clarifying language on threshold limits.
BACKGROUND
At its regular meeting of October 1, 2024, the City Council held a public hearing to introduce and take a first reading of Ordinance 2320, t o Modify Chapter 3.20 of Campbell’s Municipal Code. Modifications included changes to the City Manager’s formal contract award thresholds for goods and services from the current threshold limit of $49,999.99 to $100,000 ; revisions to when City Council would approve Notices Inviting Bids, and adding sections that distinguish “pass -through” funded agreements from publicly funded agreements and establish a process where consultants can be placed on an established Master Service Agreements and Pre -Qualified Consultants list from which they can be selected to conduct a specific technical study.
DISCUSSION
At the October 1 meeting t he City Council unanimously approved first reading of Ordinance 2320 by a 4-0-1 vote (Councilmember Scozzola absent) and staff is returning to the City Council for the second reading of the ordinance.
Council also provided direction to staff regarding the Administrative Policy for Pass Through Procedures. Attachment B is the draft Administrative Policy which outlines policies and procedures for Pass -Through Professional Service agreements and incorporates City Council guidance from both March 5, 2024 and October 1, 2024 City Council Meetings.
Item: 14
Category: UNFINISHED BUSINESS
Meeting Date: October 15, 2024
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Second Reading of Ordinance 2320 Page 2 of 2
In addition, in accordance with Government Code Section 36933, a summary of Ordinance 23 20 was published in the Metro Silicon Valley, a newspaper of general circulation for the City of Campbell, County of Santa Clara on October 10, 2024. A summary will be published again on October 23, 2024, following approval of second reading. Ordinance 23 20 will become effective 30 days following the second reading approval.
FISCAL IMPACT
Nominal publication costs are associated with the second reading of Ordinance 2320 to meet the requirements of Government Code Section 36933, but can be absorbed within the current FY 2025 Operating Budget. Costs for codification of Ordinance 2320 in the Campbell Municipal Code are also included in the current budget. Other fiscal impacts are included in the October 1, 2024, staff report introducing the ordinance.
Prepared by:
Andrea Sanders, City Clerk
Approved by:
Brian Loventhal, City Manager
Attachment:
a. Ordinance 2320 - Purchasing Policy Amendments
b. Administrative Policy - Pass Through Agreements
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ORDINANCE NO. 2320
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF CAMPBELL AMENDING CHAPTER 3.20 OF THE CAMPBELL MUNICIPAL CODE R EGARDING CITY
MANAGER AWARD THRESHOLDS AND FORMAL SOLICITATION REQUIREMENTS, ADDITION OF SECTION 3.20.1 20 (PASS-THROUGH PROFESSIONAL SERVICE AGREEMENTS) TO CHAPTER 3.20 AND MODIFYING SECTION 3.20.030 FOR PASS-
THROUGH PROFESSIONAL SERVICE AGREEMENTS
WHEREAS, Campbell Municipal Code C hapter 3.20 establishes the City’s procedures for the purchase, leasing, and disposal of supplies, services, and equipment at the lowest possible cost, and commensurate with the quality needed; and
WHEREAS, Chapter 3.20 sets forth guidelines for purchasing officer, bidding, purchase orders, formal contract procedures, open market procedures, purchases from other agencies, sale of obsolete personal property, alternative bidding procedures, requests for proposals, and authority to enter and execute contracts; and
WHEREAS, Ordinance 2228 clarified sections of Chapter 3 .20 to align with State law, and identified modest changes to the purchasing dollar limits that required City Council action to reflect current market conditions; and
WHEREAS, The recommendation as it pertains to the City Manager’s contract award threshold and current formal solicitation requirements made by Baker Tilly in their Purchasing System Organizational Assessment of the City presented during the June 6, 2023 Council Meeting and research conducted by staff; and
WHEREAS, the City Council desires to adjust the City Manager’s contract award threshold to $100,000 and to modify current formal solicitation requirements and to provide clarifying language to align the sections impacted; and
WHEREAS, on March 5, 2024, City Council discussed a procurement enhancement that would improve and standardize the City’s procedures, as it relates to the expenditure of non-City funds for development projects which require the preparation of specialized technical studies; and
WHEREAS, the City Council desires to add CMC section 3.20.1 20 – Pass-Through Professional Service Agreements to state that “Professional Service Agreements for services to be provided in association with a development project using non-city funds procured from an applicant, may be approved and executed by the City Manager or his designee as referenced in the City’s administrative policy”; and
WHEREAS, the City Council desires to modify CMC section 3.20.030 to include that bidding requirements may be dispensed when the source of funding is procured by non - city funds from an applicant for a development project and when a Professional Service Agreement is executed in accordance with section 3.20.120;
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Attachment: Ordinance 2320 - Purchasing Policy Amendments (Second Reading of Ordinance 2320)
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CAMPBELL DOES HEREBY ORDAIN AS FOLLOWS:
Section 1: Section 3.20.030 of the Campbell Municipal Code is hereby amended to read as follows with strikethroughs ( strikethroughs) indicating deleted text, and underlining (underlining) indicating added text:
3.20.030 – Bidding
Except as otherwise authorized or required by this chapter, or under state or federal law, purchases of supplies, services and equipment shall be by the bidding procedures specified in Section 3.20.050 of this chapter. The bidding procedures of Section 3.20.050 may be dispensed with when any of the following circumstances exist, unless otherwise required by state and federal law:
1) The estimated value of supplies, services or equipment is less than, or equal to, fifty one hundred thousand dollars, and the procedures set forth in section
3.20.060 are followed;
2) No acceptable bids are received from any responsible bidder, after following the procedures set forth in Section 3.20.050 of this chapter; 3) An emergency situation creates a threat to the public health, safety or welfare that necessitates the suspension of the bidding procedures of Section 3.20.050; 4) The city seeks the special services, consultation or advice in financial, economic, accounting, engineering, legal, administrative or other matters from persons specially trained, experienced and competent to perform the special services required;
5) The city has elected to purchase supplies, materials or equipment directly from the state of California, the county of Santa Clara or any other California county or municipality pursuant to Section 3.20.070 of this chapter; 6) The city elects to purchase supplies, materials or equipment directly from a vendor determined to be the lowest responsible bidder as a result of a competitive bid process conducted by the state of California, the county of Santa Clara or any other California county or municipality. Such purchases are allowed provided that:
A. The bidding procedures conducted by the agencies identified are reasonably consistent with Section 3.20.050 of this code, and B. The vendor agrees to provide the same low bid price to the city as provided to the awarding agency:
7) The supplies, services or equipment can only be obtained from one vendor, in which case the City may negotiate directly with that vendor; or 8) The City Council, by a majority vote, determines that it is in the best interest of the public to dispense with the requirements of Section 3.20.050, in which case the City Council shall prescribe the appropriate method of purchase. 9) Where the source of funding is procured from an applicant for a land development project and a Professional Service Agreement is executed in accordance with section 3.20.120
In the event that subsections (2), (3), or (4) apply, the purchasing officer may proceed with the purchase in the manner that he or she determines to be in the best interest of the City.
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Attachment: Ordinance 2320 - Purchasing Policy Amendments (Second Reading of Ordinance 2320)
Section 2: Section 3.20.050 of the Campbell Municipal Code is hereby amended to read as follows with strikethroughs ( strikethroughs) indicating deleted text, and underlining (underlining) indicating added text:
3.20.050 – Formal contract procedure
Except as otherwise provided in this chapter, purchases and contract for supplies, services and equipment of estimated fair market value greater than fifty one hundred thousand dollars shall be written contract with the lowest responsible bidder pursuant to the procedure prescribed herein as follows:
1) Approval of Specifications. Specifications shall be approved by the Ccity Ccouncil, the original of which shall be filed in the office of the city clerk. 2) Notice Inviting Bids. The notice inviting bids shall not require approval of the City Council for supplies, services, and equipment, when the purchase has been identified and accounted for in the current fiscal year’s adopted budget. In all other cases, Tthe notice inviting bids shall be advertised upon the authority of the Ccity Ccouncil and shall include a general description of the articles to be purchased or services to be performed, shall state where bid blanks and specifications may be secured, form and amount of performance bond, if required, and the time and place for opening bids:
A. Published Notice. Notice inviting bids shall be published one time in a newspaper of general circulation in the city.
B. Bidder’s List. The requesting department shall also solicit sealed bids from all responsible prospective suppliers whose names are on the bidder's list or who have requested their names to be added thereto.
3) Bidder's Security. The notice for invitation for bids shall prescribe an amount of money to accompany the bid proposal, which is required as the bidder's security.
Bidders shall be entitled to return of bid security; provided, that a successful bidder shall forfeit the bid security upon refusal or failure to execute a contract within ten days after the award of contract has been mailed, unless the city is responsible for the delay. The Ccity Ccouncil may, on refusal or failure of the successful bidder to execute the contract, award it to the next lowest responsible bidder. If the Ccity Ccouncil awards the contract to the next lowest bidder, the amount of the lowest bidder's security shall be applied by the city to the difference between the low bid and the second lowest bid, and the surplus, if any, shall be returned to the lowest bidder.
4) Bid Opening Procedure. Sealed bids shall be submitted to the City Clerk and shall be identified as bids on the envelope. Bids shall be opened in public at the time and place stated in the public notice. The opened bids shall be available at all times during business hours for public inspection from the time they are opened until the award has been made by the City Council.
5) Tabulation of Bids. The requesting department shall tabulate all bids received and the City Manager shall recommend to the Ccity Ccouncil, which, in his opinion, is the best and lowest bid
6) Award of Contracts. Contracts shall be awarded by the City Council to the lowest responsible bidder except as otherwise provided in this chapter.:
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Attachment: Ordinance 2320 - Purchasing Policy Amendments (Second Reading of Ordinance 2320) 7) Rejection of Bids. In its description, the City Council may reject any and all bids presented. The City Council may then re-advertise the bids or authorize the City Manager to proceed with the purchase of the materials, services or equipment by negotiation in the open market subjec t to final approval of purchase by City Council.
8) Tie Bids. If two or more bids received are for the same total amount or unit price, quality or service being equal and if the public interest will not permit the delay of re-advertising for bids, the City Council may accept the one it chooses, or accept the lowest bid made by negotiation with the tie bidders at the meeting at which the award of the bid is to be made.
9) Performance Bonds. The City Council shall have authority to require a performance bond before entering a contract in such amount as it shall find reasonably necessary to protect the best interests of the city. If the City Council requires a performance bond, the form and amount of the bond shall be described in the notice inviting bids.
Section 3: Section 3.20.090 of the Campbell Municipal Code is hereby amended to read as follows with strikethroughs ( strikethroughs) indicating deleted text, and underlining (underlining) indicating added text:
3.20.090 – Alternative bidding procedures for public projects – Incorporation of uniform construction of cost accounting procedures
Pursuant to the uniform construction accounting procedures set forth in Article 2 (commencing with Section 22010) of the California Public Contract Code (the “Act PCC") public projects, as defined in the Act PCC (Section 22002), or as those sections may be amended from time to time by the state legislature, shall be advertised, bid and awarded in accordance with Article 3 (commencing with Section 22030) of the Act PCC. Notwithstanding any contrary provisions of this chapter, and except as otherwise authorized or required by state or federal law, public projects with a value equal to, or less than, the informal bid limits stipulated in PCC Sections 22032(b) and (c) and 22034(fd), as amended from time to time, shall be advertised, bid and awarded in accordance with Article 3 (commencing with Section 22030) of the Act, and pursuant to the following procedures:
a) The City shall maintain a list of qualified contractors, identified according to categories of work. Minimum criteria for development and maintenance of the contractors list shall be determined by the California Uniform Construction Cost Accounting Commission.
b) All contractors on the list for the category of work being bid and/or all construction trade journals specified by the California Uniform Construction Cost Accounting Commission shall be mailed a notice inviting informal bids unless the product or service is proprietary.
c) All mailing of notices to contractors and construction trade journals shall be completed not less than ten calendar days before bids are due. d) The notice inviting informal bids shall describe the project in general terms, how to obtain more detailed information about the project, and state the time and place for submission of bids.
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Attachment: Ordinance 2320 - Purchasing Policy Amendments (Second Reading of Ordinance 2320) e) The City Council delegates the authority to award informal contracts to the Public Works Director, City Manager, Building Official, or other appropriate person. f) Before awarding a public project contract, at least three bids must be received unless any of the following occurs:
(i) The product or service is proprietary;
(ii) All of the qualified contractors on the list have been solicited, but less than three bids have been received.
g) Notice inviting informal bids shall be published at least once and publication shall be completed at least twenty-four hours before the time scheduled for opening of the bids.
h) If all bids received are in excess of the informal bid limits stipulated in PCC Section 220342(fb), as amended from time to time, the governing body of the public agency may, by passage of a resolution by a four -fifths vote, award the contract to the lowest responsible bidder if it determines the cost estimate of the public agency was reasonable , subject to the limitations of PCC Section 22034(d).
i) Any and all other procedures required by the Cost Accounting Policies and Procedures Manual of the California Uniform Public Construction Cost Accounting Commission, which is incorporated herein by reference.
Section 4: Section 3.20.091 of the Campbell Municipal Code is hereby amended to read as follows with strikethroughs ( strikethroughs) indicating deleted text, and underlining (underlining) indicating added text:
3.20.091 – Request for proposals (RFP).
Notwithstanding any contrary provision of this chapter, the bidding procedures specified in Section 3.20.050 may be dispensed with for the purchases of supplies and services that are technical in nature; provided, that the following conditions are met:
(1) With City Council approval if the estimated amount or value involved is more than fifty one hundred thousand dollars; or
(2) Without City Council approval if the estimated amount or value is less than fifty one hundred thousand dollars or less.
(3) Upon a determination by the City Council under subsection (1) or the City Manager or his or her designee under subsection (2), that the use of competitive bidding is not practical or advantageous because one or more of the following conditions exist:
(A) Price is not a primary consideration,
(B) Quality, availability or capability is overriding in relation to price in procurement of research, development, technical supplies or services, or
(C) Delivery and installation, post -sale service or maintenance, reliability, warranties or availability or replacements are overriding in relation to prices.
(4) RFP. An RFP shall be specific and will include, but not be limited to, type of services or supplies to be provided, methodology to be used and/or specifications requested, time frame for completion of the project, form and
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Attachment: Ordinance 2320 - Purchasing Policy Amendments (Second Reading of Ordinance 2320) amount of performance bond, if required, and the final form which the project will take. The RFP shall also specifically identify the time and place where the proposal shall be delivered.
(5) Receipt of Proposals. If the estimated amount or value involved is more than fifty one hundred thousand dollars, proposals shall be submitted to the City Clerk's office for acceptance by the City and then forwarded to the responsible department.
(6) Discussion with Responsible Offerors and Revisions to Proposals.
Discussions may be conducted with responsible offerors, who submit proposals that reasonably meet the selection criteria, for the purpose of clarification to assure full understanding of, and conformance to, the RFP.
Offerors shall be accorded equal treatment with respect to any opportunity for discussions, and revisions of proposals and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers.
(7) Award of Contract. Contracts over fifty one hundred thousand dollars shall be awarded by the Ccity Ccouncil and made to the responsible offeror whose proposal is determined to be the most advantageous to the city, taking into consideration the evaluation factors set forth in the RFP. (8) Rejection of Proposal. Without limitation to the applicability of any other provisions of this chapter, the Ccity Ccouncil may reject any and all proposals if such rejection is deemed in the best interests of the city.
Section 5: Section 3.20.100 of the Campbell Municipal Code is hereby amended to read as follows with strikethroughs ( strikethroughs) indicating deleted text, and underlining (underlining) indicating added text:
3.20.100 – Authority to Enter and Execute Contracts.
(1) Except as otherwise authorized by this chapter or other applicable provision of law, contracts involving the expenditure or receipt of fifty more than one hundred thousand dollars or more shall be approved by the City Council, and shall be signed on behalf of the City by the Purchasing Officer or Mayor; (2) Except as otherwise authorized by this chapter or other applicable provision of law, contracts involving the expenditure or receipt of five thousand dollars to forty-nine thousand nine hundred ninety-nine one hundred thousand dollars and ninety-nine cents shall be approved and signed on behalf of the City by the Purchasing Officer; and
(3) Except as otherwise authorized by this chapter or other applicable provision of law, contracts involving the expenditure or receipt of less than five thousand dollars may be approved and signed by the department head charged with overseeing the contract or the Purchasing Officer.
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Attachment: Ordinance 2320 - Purchasing Policy Amendments (Second Reading of Ordinance 2320) Section 6: Section 3.20.120 is hereby added to Chapter 3.20 of the Campbell Municipal Code to read:
3.20.120 – Pass-Through Professional Service Agreements
Professional Service Agreements for services to be provided in association with a land development project using funds procured from an applicant of the development, may be approved and executed by the City Manager or his designee as referenced in the City’s administrative policy.
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: Ordinance 2320 - Purchasing Policy Amendments (Second Reading of Ordinance 2320) BACKGROUND:
These policies concern “pass-through” funded agreements for technical studies related to private development projects and establish two processes, (a) where consultants can be placed on a City approved ben ch wher e applicants can hir e consultant s directly t o conduct specialized technical studies and (b) an Request for Qualificatio ns (RFQ) proce ss for consultant s who will serve under a Master City Agreement for the preparation of technical studies that involve a high degree of technical complexit y and/or iterati ve development, warrantin g strict oversight by the City.
PURPOSE:
This policy is intended to provide procedural requirements for the creation of pre-qualified consultant lists and approval of master contract service agreements for procurement of technical reports and studies that are paid for with private funds by private applicants applying for development permits and approvals, overseen by the Community Development Department.
Separately, any reports or studies that are paid for with public funds shall continue to be subject to Chapter 3.20 (Purchasing Procedures) of the Campbell Municipal Code.
DEFINITIONS:
The following words and phrases when used in this chapter shall have the meaning set forth herein, except where the context clearly indicates a different meaning:
"Pre-Qualified Consultant Lists" means a list of consultants who have been selected through the solicitation of a Request for Qualification to perform a specified set of technical and professional services…
"Master Service Agreement" means a contractual agreement between the City and qualified selected consultant(s) for the preparation and/or delivery of technical services. "Department Head" means the appointed officers as identified in Section 3.20.110(designee of the City Manager) of Campbell’s City Municipal Code.
CITY OF CAMPBELL
ADMINISTRATIVE POLICIES AND PROCEDURES
SUBJECT: Pass - Through Professional Services
Agreements and Procedures
DATE:
10/1/2024
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Attachment: Administrative Policy - Pass Through Agreements (Second Reading of Ordinance 2320) “Bidder” means any person who submits a response to a competitive City solicitation. “City” means the City of Campbell and City affiliated agency. “Contract” All types of City contracts, agreements, or purchase orders with the exception of public works contracts, for the procurement of supplies and services or the disposal or surplus supplies.
“Master Consultant List” means a list compromised of consultants that were selected from an RFQ or RFP, whom meet the criteria and standards needed for the production of critical technical documents / reports and can not be directly contracted by the applicant during the period that they remain in the Master Consultant List. Consultants will serve under a Master Service Agreement that will lock in billing rates, scope, and cost during the period that they serve on the Master Consultant List.
“Pre-qualified Consultant List” means a list comprised of consultants that were selected from an RFQ, whom meet the criteria and standards needed for the production of specialized technical documents / reports and can be directly contracted by the applicant during the period that they serve on the Pre-qualified Consultant List.
“Professional Services” means Services, generally of an intangible nature that typically require a license, certification, and/or other professional criteria to perform the work as defined by the laws of the State of California including, but not limited “Requesting Department” means any organizational unit of the City of Campbell that utilizes any supplies or services procured under this Ordinance. “Response” means a bid, proposal, quote, statement of qualification or other communication offered in response to a competitive City solicitation. “Responsible Bidder” means a bidder who has demonstrated the attribute of trustworthiness, as well as quality, fitness, capacity, and experience to satisfactorily perform the work. “Responsive Bidder” means a bidder who has complied with the instructions and requirements established by the City and set forth in the City's solicitation documents.
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Attachment: Administrative Policy - Pass Through Agreements (Second Reading of Ordinance 2320) POLICY:
The City will solicit bids through either an RFP or RFQ for the preparation of technical studies that involve a high degree of technical complexity or iterative development, warranting strict oversight by the City, the list comprising this group of consultants will be known as a Master Consultant list. At times the applicants for development projects may need to hire directly consultants to provide less critical technical studies, in this instance, applicants will be able to directly hire consultants available on a Pre-qualified Consultant list.
The Master Consultant List will be compromised of consultants that were selected from an RFQ or RFP, whom meet the criteria and standards needed for the production of critical technical documents / reports and cannot be directly contracted by the applicant during the period that they remain on the Master Consultant List. Consultants will serve under a Master Service Agreement that will lock in billing rates, scope, and cost during the period that they serve on the Master Consultant List.
A Pre-qualified Consultant List will be comprised of consultants that were selected from an RFQ, whom meet the criteria and standards needed for the production of specialized technical documents / reports and can be directly contracted by the applicant during the period that they serve on the Pre-qualified Consultant List.
PROCEDURE:
Creation of Pre-Qualified Consultant Lists
A. Scope. The City Manager or his/her designee shall conduct an Request for Qualifications (RFQ) process to create a pre-qualified list(s) of consultants.
B. Selection. The City Manager or his/her designee issues a notice of invitation for bids through an open Request for Qualifications (RFQ) process that will provide specialized reviews, assessments, surveys, reports and technical studies that will be used in support of development applications.
(1) Respondents shall submit electronic bids through the City's instructed method of bid submittals per the instructions in the bid documents. Any bid may be withdrawn by a written request signed by the bidder and received by the Purchasing Agent prior to the final time and date for the receipt of bids.
(2) Bids shall be opened at the time and date indicated in the bid document. (3) The The City Manager or his/her designee shall have the discretion to reject any and all bids presented and re-advertise for bids.
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Attachment: Administrative Policy - Pass Through Agreements (Second Reading of Ordinance 2320) (4) If no responsive bid is received after soliciting bids under this section, the The City Manager or his/her designee may extend the deadline of the RFQ to allow for more respondents.
(6) Selection Criteria. The City shall develop minimum criteria for selection to the Pre- Qualified List, that shall include required certifications and qualifications to conduct the relevant technical work and sufficient experience preparing technical studies. (5) Selection. Selected consultant shall be placed on a Pre-Qualified Consultant List of consultants for a period of five (5) years, with the option for the City to re-open the Pre- Qualified Consultant List after 2.5 years. Consultants on the Pre-Qualified Consultant List will be subject to review of provided studies, reports, and/or documentation. A minimum of three consultants (maximum of five) would be selected in each category if the City has received at least three proposals.
C. Utilization. Once consultants are selected the Pre-Qualified Consultant List is established, the applicant of a land development project will be able to hire the consultant from the established Pre-Qualified Consultant List to produce what is necessary for the respective technical study.
D. Scope of Work. Consultants selected from the Pre-Qualified Consultant List by applicants shall first provide a scope of work to City staff for review and feedback prior to executing an agreement and beginning work on the technical study.
E. Qualifications. Consultants shall maintain any required certifications and qualifications needed to prepare the relevant technical studies throughout the entire period that they remain on the Pre-Qualified Consultant List, failure to do so will result in removal from Pre-Qualified Consultant List. If the service provided by the consultant requires a license or certification, the license or certification must be sustained during the entire period of the agreement that they are on the Pre-Qualified Consultant List.
F. Disclosures. Consultant shall disclose any changes in ownership in writing within thirty (30) days of the proposed or effective date of change.
G. Removal. It is in the City's sole discretion to remove a consultant from the Pre-Qualified List, If the consultant's work product does not meet City standards as determined by the City Manager or his/her designee.
H. Addition to Pre-Qualified List. If during the term of five (5) years the City finds that there is not sufficient consultants available, additional consultants can be added to the Pre-Qualified Consultant List if they meet the qualification criteria, as determined by the the City Manager or his/her designee.
I. Renewal. Renewal of the pre-qualified list will occur after the completion of the 5-year term. If a new pre-qualified list is needed, the requesting department will go through the RFQ process to select and fill the pre-qualified list as needed.
J. Studies subject to a Pre-qualified Consultant List. Note: It is anticipated that consultants would be selected through an open RFQ process. It will be imperative that
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Attachment: Administrative Policy - Pass Through Agreements (Second Reading of Ordinance 2320) each RFQ distribution include a “typical” scope of work and deliverable expectations to minimize the potential for revisions to submitted reports.
The following is a non-encompassing list of technical studies that may substantiate a creation of a Pre-qualified Consultant list:
(1) CASp Accessibility (ADA) Review (per GP Action T-4.b) (2) Wireless Telcom Facilities Technical Reviews (per CMC Sec. 21.34.170) (3) CBC Compliance Reviews (to evaluate occupancy limits, fire walls separations/penetrations, parking stalls, etc.)
Note: This may not be necessary if the Plans Examiner can provide this service. (4) Arborist Reports Tree Assessment and/or Tree Protection Pan (per 21.32.155) (5) Geotechnical Reports (per CMC Sec. 21.18.130 and GP Action SA -1.b) (6) Hazardous Materials Management Plans (HMMP) (per CMC 21.18.080.C and GP Policy SA-5.7)
(7) Phase I/II Environmental Site Assessments (ESA) and Soil Management Plans (SMP) (per 21.18.080.B)
(8) Cultural and Archaeological Surveys (per Action COS-6.a) (9) Air Quality/Greenhouse Gas/Health Risk Assessment (AQ/GHG/HRA) Reports (per GP Action COS -10.b)
(10) Acoustic/Noise Studies (per Policy N-1.6 and Action N-1.a and CMC 21.16.070) (11) Flood Zone Reports (to demonstrate compliance with CMC 21.22 and per GP Policy SA-2.4)
(12) Hydraulic and Storm Drainage Studies (per GP Action SA-2.c and Policy CSF-
5.3)
(13) Biological Resources Assessments, including Bird -Collision Reduction Plans and Pre-construction surveys (per GP Action COS-7.c) (14) Waterway Protection Reports (as necessary to demonstrate compliance with the Guidelines and Standards for Land Use Near Streams (per CMC
21.16.105 and GP Action COS -7.a)
(15) Photometric Studies (as necessary to demonstrate compliance with CMC
21.18.090 and GP Policy CD -2.9)
(16) Project Fiscal Analysis (per GP Action FS-3.b)
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Attachment: Administrative Policy - Pass Through Agreements (Second Reading of Ordinance 2320) Approval of Master Service Agreements
A. Scope. A Master Consultant List will be established for Consultants to prepare CEQA documents, Traffic Engineering, or Historic Architect services that are necessary and needed in support of development applications.
Selection. Distribution of Request for Proposals (RFP) shall be authorized by The City Manager or his/her designee for consultants to prepare the necessary technical document, report, or study.
a. City Council Approval. The consultant(s) selected from the released Request for Proposals (RFP) will be reviewed City Council for final approval and award of the Master City Agreement for a period of five (5) years b. Department Head Approval. At the time a specific technical study or environmental document is needed the Department Head shall select the consultant from the Master Consultant List, on a rotational basis and considering qualifications, and execute a project agreement with the consultant to conduct the work.
B. Master Contract Terms
a. Standard Contract. Consultant agrees to the terms, indemnification, and liability requirements outlined within Master Contract Service Agreement. b. Period of Contract. Consultant(s)agree(s) to be placed on a bench of consultants subject to a Master Contract Service Agreement with a term that will not exceed (5) years
c. Consistent Pricing. Consultant(s) agree(s) to be subject to a consistent and uniform fee structure for the period of the Master Contract Service Agreement. At the discretion of the Department Head
C. Studies subject to a Master Contract Service Agreement (Pass-Through Funds).
Note: It is anticipated that consultants would be selected through an open RFQ process.
Ideally, a condition of the master contracts would be a consistent fee schedule structure for parity.
(1) CEQA Consultant Services:
(a) Environmental document preparation (e.g., IS/MNDs and EIRs) (b) Technical reports to support the environmental document, as necessary (2) Traffic Engineering Services:
(a) Traffic Impact Analysis (TIA) – Level-of-service (LOS) review (per CMP and GP Policy T-3.5)
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Attachment: Administrative Policy - Pass Through Agreements (Second Reading of Ordinance 2320) (b) Local Transportation Analysis (LTA) – Other "focused" reports to review non- CMP intersections,
(c) turn-lane stacking, site circulation, sight -line visibility signal warrants, etc. (per General Plan Action T -4.I and CMC 21.16.130)
(d) Drive-through Queuing Analysis (per CMC 21.28.080.E) (e) Parking Demand Study (per CMC 21.28.050.F)
(f) VMT Analysis Memorandum (for project not "screen -out" per City VMT Policy)
(g) Peer review of proposed Transportation Demand Management (TDM) programs (per CMC 21.16.120, CMC 10.42, and GP Action T -4.j) (3) Historic Architect Services:
(a) Historic Resource Evaluation (HRE) – Used to determine if structures are eligible for local state, and/or federal historic listing (b) Standards Compliance Review / Project Evaluation – Use to evaluate appropriateness of particular projects against Historic Design Guidelines for Residential Building and/ or The Secretary of the Interior’s Standards for the Treatment of Historic Properties .
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Attachment: Administrative Policy - Pass Through Agreements (Second Reading of Ordinance 2320)
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 Audit Committee
Item: 15
Category: COUNCIL COMMITTEE
REPORTS
Meeting Date: October 15, 2024
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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
Silicon Valley Clean Energy Finance and Administration Committee Valley Transportation Authority Policy Advisory Board
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Council Committee Reports Page 3 of 3
Santa Clara Valley Water District: County Water Commission (Alt.) 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
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