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 12:00p.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, May 20, 2025 7:00 p.m.
City Hall Council Chamber – 70 N. First Street
CALL TO ORDER
ROLL CALL
PLEDGE OF ALLEGIANCE
SPECIAL PRESENTATIONS AND PROCLAMATIONS
NOTE: Items listed under Special Presentations and Proclamations are considered ceremonial.
The City Council will not take action on these matters.
1. Proclamation Declaring May 18 - 25, 2025 as Hepatitis B Awareness Week in the City of Campbell
Recommended Action: That the Mayor proclaim May 18 - 25, 2025 as Hepatitis B Awareness Week in the City of Campbell.
2. Proclamation Declaring the Month of May 2025 as “Affordable Housing Month” in the City of Campbell
Recommended Action: That the Mayor proclaim the Month of May 2025 as Affordable Housing Month in the City of Campbell.
3. Proclamation Declaring the Week of May 18 - 24, 2025, National Public Works Week
Recommended Action: That the City Council proclaim the week of May 18 -24, 2025, as National Public Works Week for the City of Campbell.
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.
4. Minutes of City Council Study Session Meeting of May 6, 2025 Recommended Action: Approve the study session meeting minutes of May 6, 2025.
5. Minutes of City Council Regular Meeting of May 6, 2025 Recommended Action: Approve the regular meeting minutes of May 6, 2025.
6. Approving Bills and Claims
Recommended Action: Approve the bills and claims in the amount of $2,526,122.92.
7. Accept the Service Center Portable Building Replacement Project 17 -SS and File the Notice of Completion (Resolution/Roll Call Vote) Recommended Action: That the City Council adopt a resolution accepting the Service Center Portable Building Replacement Project (CIP No. 17 -SS); directing the Public Works Director or designee to file the Notice of Completion; and authorizing the Finance Director to perform a budget adjustment.
8. Approve the 1 -Year Extension of City's Financial Audit Services Contract (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution approving and authorizing the City Manager to execute the amendment with Eide Bailly LLP for professional audit services.
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.
9. Public Hearing Pursuant to Government Code Section 3502.3 to Receive a Report on City Of Campbell Vacancies, and Recruitment, and Retention Efforts
Recommended Action: Receive the informational report on City of Campbell Vacancies, and Recruitment and Retention Efforts Pursuant to Government Code Section 3502.3.
NEW BUSINESS
10. Resolution Authorizing the Use of Fiscal Year 2025/26 Road Maintenance and Rehabilitation Account (RMRA) Funds for Annual Street Maintenance (FY2023 through FY2026) for Resurfacing of Hamilton Avenue, Project 23 - BB (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution authorizing the use of Fiscal Year 2025/26 Road Maintenance and Rehabilitation Account (RMRA) Funds for the Annual Street Maintenance (FY2023 through FY2026) for the resurfacing of Hamilton Avenue, Project 23-BB.
UNFINISHED BUSINESS
11. Approval and Authorization to Execute a Fourth Amendment to the Consultant Services Agreement with LPA, Inc., in the Amount of $304,416, for Additional Design and Administrative Support Services During Construction of the Measure O – Police Operations Building Project (CIP No. 23 -RR), and a 20% Contingency Amount of $60,883 for Potential Service Modifications and Their Associated Costs (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution: 1) approving a fourth amendment to the consultant services agreement with LPA, Inc., in an amount not to exceed $304,416, for additional design and administrative support services during construction of the Measure O - Police Operations Building Project (CIP No. 23 -RR); 2) authorizing a 20% contingency amount of $60,883 for potential service modifications and their associated costs; 3) authorizing the Public Works Director to negotiate and execute service orders up to and within the allocated contingency amount; 4) authorizing the City Manager to execute the fourth amendment as specified in Campbell Municipal Code Section 3.20.100; and 5) authorizing the Finance Director to perform a budget adjustment for the appropriation of funds to cover the additional services and associated costs.
COUNCIL COMMITTEE REPORTS
12. 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 May 18 - 25, 2025 as Hepatitis B Awareness Week in the City of Campbell
RECOMMENDED ACTION
That the Mayor proclaim May 18 - 25, 2025 as Hepatitis B Awareness Week in the City of Campbell.
BACKGROUND
Hepatitis Awareness Month has been observed every May in the United States since 2001. TeamHBV San Jose is a non -profit youth outreach branch of the Stanford Asian Liver Center and is comprised of 18 students from Archbishop Mitty High School in San Jose, California. TeamHBV San Jose aims to raise awareness about hepatitis B and liver cancer and to educate the community on this pressing public health issue.
DISCUSSION
TeamHBV San Jose has provided health education to over 500 individuals through outreach efforts at public libraries, street fairs, and fundraising events. Using interactive tools such as trivia games, they have successfully engaged community members, identified those at risk, and encouraged them to consult healthcare professionals.
HBV is a serious viral infection that affects the liver and is responsible for up to 80% of liver cancer cases. Alarmingly, 1 in 10 Asian and Pacific Islanders are chronically infected with HBV, and without proper monitoring or treatment, 25% of those individuals will die from liver cancer or liver failure. Globally, HBV -related complications result in approximately 1 million deaths each year. Many infected individuals are unaware of their condition, as symptoms often do not appear until the disease has progressed.
Fortunately, HBV can be detected through a simple blood test, and a safe, effective vaccine is available to prevent infection.
Designating the week of May 18th to May 25th as a period of focused hepatitis B (HBV) awareness aligns with Hepatitis Testing Day on May 19th and Asian American and Pacific Islander (AAPI) Heritage Month. This initiative aims to further elevate the issue among city leadership and foster greater recognition of the impact of HBV on our communities.
Item: 1
Category: SPECIAL PRESENTATIONS
AND PROCLAMATIONS
Meeting Date: May 20, 2025
1 Packet Pg. 5
Proclamation Declaring May 18 - 25, 2025 as Hepatitis B Awareness Week Page 2 of 2
FISCAL IMPACT
There is no fiscal impact associated with this action.
Prepared by:
Kristen Epolite, Deputy City Clerk
Reviewed by:
Andrea Sanders, City Clerk
Approved by:
Angelique Gaeta, Assistant City
Manager
Attachment:
a. Proclamation - Hepatitis Week 2025
1 Packet Pg. 6
PROCLAMATION OF THE
MAYOR OF THE CITY OF CAMPBELL
WHEREAS, every year the month of May is designated as Hepatitis Awareness Month in the United States; and
WHEREAS, TeamHBV San Jose, a non-profit youth outreach group led by 18 Archbishop Mitty High School students, aims to create hepatitis B and liver cancer awareness in the community; and
WHEREAS, May 18th to May 25th, 2025 is recognized as Hepatitis B Awareness Week, with May 19th designated as Hepatitis Testing Day; and
WHEREAS, this week coincides with Asian American and Pacific Islander Heritage month, providing an opportunity to increase awareness among city leadership and recognize this serious health threat to many in the Asian and Pacific Islander (AAPI) community; and
WHEREAS, hepatitis B is a serious infection of the liver that is responsible for up to 80% of liver cancer cases; and
WHEREAS, 1 in 10 Asian and Pacific Islanders are chronically infected with hepatitis B; and
WHEREAS, TeamHBV San Jose recognizes the importance of raising awareness about hepatitis prevention, testing and treatment;
NOW, THEREFORE, I, Sergio Lopez, Mayor of the City of Campbell do hereby proclaim May 18th to May 25th, 2025 as Hepatitis B Awareness Week in the City of Campbell.
WITNESS MY HAND AND SEAL OF THE CITY OF CAMPBELL this 20th day of May 2025.
___________________
Sergio Lopez, Mayor
City of Campbell, California
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Packet Pg. 7
Attachment: Proclamation - Hepatitis Week 2025 (Proclamation Declaring May 18 - 25, 2025 as Hepatitis B Awareness Week)
City
Council
Report
TITLE: Proclamation Declaring the Month of May 2025 as “Affordable Housing Month” in the City of Campbell
RECOMMENDED ACTION
That the Mayor proclaim the Month of May 2025 as Affordable Housing Month in the City of Campbell.
BACKGROUND
Affordable housing remains a fundamental pillar of a thriving democracy and is integral to the American Dream. Communities flourish when families have access to safe, stable, and affordable homes. In Silicon Valley, however, many families continue to face significant challenges in securing affordable housing.
DISCUSSION
The COVID -19 pandemic both highlighted existing housing instability and the homelessness crisis and has further increased the need for affordable housing during the recovery.
The affordable housing community, including SV@Home, in collaboration with the City of Campbell, concentrates efforts on the production, protection, and preservation of affordable housing options for bay area residents.
May is recognized as Affordable Housing Month in Silicon Valley —a time dedicated to elevating awareness and action around housing. Throughout the month, SV@Home brings together regional housing partners to offer a wide range of virtual and in -person events, including workshops, webinars, and community engagement activities. These events aim to inform, inspire, and mobilize advocates and residents alike to better understand the region’s housing challenges and work collaboratively toward meaningful solutions.
The theme this year is “Strength in Housing ,” signifying there is strength in coming together as a community. This theme encourages participants to explore innovative approaches to building equitable, inclusive, and restorative communities.
Item: 2
Category: SPECIAL PRESENTATIONS
AND PROCLAMATIONS
Meeting Date: May 20, 2025
2 Packet Pg. 8
Proclamation Declaring the Month of May Affordable Housing Month Page 2 of 2 The City of Campbell encourages all citizens, legislators, and advocates to collaborate in finding viable, creative solutions to the current housing crisis in order to meaningfully increase housing affordability throughout the bay area.
FISCAL IMPACT
There is no fiscal impact associated with this action.
Prepared by:
Kristen Epolite, Deputy City Clerk
Reviewed by:
Andrea Sanders, City Clerk
Approved by:
Angelique Gaeta, Assistant City
Manager
Attachment:
a. Proclamation - Affordable Housing Week 2025
2 Packet Pg. 9
PROCLAMATION
OF THE
MAYOR OF THE CITY OF CAMPBELL
WHEREAS, affordable housing is a cornerstone of a healthy democracy and an essential component of the American Dream; and
WHEREAS, our communities are stronger and more resilient when all individuals and families have access to safe, stable, and affordable homes; and
WHEREAS, the affordable housing community in collaboration with the City of Campbell concentrates efforts on the production, protection , and preservation of affordable housing options for bay area residents; and
WHEREAS, the City of Campbell has taken many proactive actions to increase the availability of affordable housing, including the adoption of an Affordable Housing Overlay Zone and implementing an Inclusionary Housing Ordinance; and
WHEREAS, these organizations have partnered with local agencies and community members to organize Affordable Housing Month to encourage the sharing of best practices, opportunities, and solutions to provide affordable housing;
WHEREAS, the 2025 theme for Affordable Housing Month, Strength In Housing, highlights the power of community-driven action and the shared responsibility we hold to create inclusive, equitable, and thriving neighborhoods.
NOW, THEREFORE, I, Sergio Lopez Mayor, of the City of Campbell, do hereby proclaim the Month of May 2025 as Affordable Housing Month in the City of Campbell and encourage all citizens, legislators, and advocates to work together toward innovative and sustainable solutions that will meaningfully expand access to affordable housing throughout the Bay Area.
WITNESS MY HAND AND SEAL OF THE CITY OF CAMP BELL this 20th day of May, 2025.
___________________________________
Sergio Lopez, Mayor
City of Campbell
2.a
Packet Pg. 10
Attachment: Proclamation - Affordable Housing Week 2025 (Proclamation Declaring the Month of May Affordable Housing Month)
City
Council
Report
TITLE: Proclamation Declaring the Week of May 18 - 24, 2025, National Public Works Week
RECOMMENDED ACTION
That the City Council proclaim the week of May 18 -24, 2025, as National Public Works Week for the City of Campbell.
BACKGROUND
In 1960, the American Public Works Association (APWA) instituted a public education campaign to draw attention to the importance of Public Works in the community. Public Works professionals are charged with critical responsibilities in connection with the planning, design, construction, maintenance and operation of numerous public works projects, programs, and facilities. These accomplishments are important in building and maintaining strong communities and are particularly noteworthy when their implementation succeeds despite limited availability of labor and/or financial resources.
DISCUSSION
National Public Works Week is observed each May to raise the public’s awareness of Public Works issues and activities; and to recognize the qualities Public Works professionals bring to their jobs every day.
This year marks the 65th Annual National Public Works Week, and the theme for 2025 is “People, Purpose, Presence.” This year’s theme encapsulates the qualities that Public Works professionals bring to their jobs every day. Communities may not take much notice of the dedication of Public Works professionals because they quietly do their jobs without fanfare. Yet Public Works is always there, working behind the scenes to advance the quality of life for all by making communities safer, more vibrant, and better places to live. Whether serving as first responders, responding to electricity outages, providing waste pickup, or making roads and sidewalks passable after a winter weather event, public works is always there when people need them.
The Campbell Public Works staff work diligently to keep the City’s streets, parks, and other public facilities in a safe and well -maintained condition to create a sense of civic Item: 3
Category: SPECIAL PRESENTATIONS
AND PROCLAMATIONS
Meeting Date: May 20, 2025
3 Packet Pg. 11
Public Works Week Proclamation Page 2 of 2
pride and positive morale. Additionally, staff continue to design, manage, and implement projects that are of value to the community, support a more sustainable environment, and improve the overall quality of life in Campbell.
The attached proclamation declares the week of May 18 -24, 2025, as National Public Works Week for the City of Campbell.
Prepared by:
JoAnna Thomason, Executive Assistant
Reviewed by:
Amy Olay, Interim Public Works Director
Approved by:
Angelique Gaeta, Assistant City
Manager
Attachment:
a. Proclamation
3 Packet Pg. 12
PROCLAMATION
OF THE
MAYOR OF THE CITY OF CAMPBELL
WHEREAS, in 1960 the American Public Works Association instituted a public education campaign to draw attention to the importance of Public Works in the community life; and
WHEREAS, Public Works professionals focus on services that are of vital importance for creating sustainable and resilient communities that improve the quality of life for the City; and
WHEREAS, these infrastructure, facility, and service efforts could not be p ossible without the dedication of Public Works professionals – including engineers, managers and employees at all levels – in both government and the private sector – who all have a role in maintaining, rebuilding, improving and protecting our nation’s transportation services, water and solid waste systems, public buildings, and facilities essential for our residents; and
WHEREAS, the quality and effectiveness behind the planning, design, construction , and maintenance of these operations are dependent upon the dedication and skills of Public Works officials; and
WHEREAS, it is within the best interest of residents, community groups, and civic leaders to gain as much knowledge and understanding about the important functions, services, and programs supported by Public Works and the impact this has on their respective communities; and
WHEREAS, the year 2025 marks the 65th annual National Public Works Week sponsored by the American Public Works Association/Canadian Public Works Association, with the theme of “People, Purpose, Presence;”
NOW, THEREFORE, I, Sergio Lopez, Mayor of the City of Campbell, do hereby proclaim the week of May 18-24, 2025, as National Public Works Week within the City of Campbell, calling upon all residents and civic organizations to acquaint themselves with the programs and services supported by the many facets of Public Works, and recognize the contributions that Public Works employees make every day to ensure the health, safety, comfort and quality of life for all.
WITNESS MY HAND AND SEAL OF THE CITY OF CAMPBELL this 20th day of May 2025.
______________________________
Sergio Lopez, Mayor
City of Campbell, California
3.a
Packet Pg. 13
Attachment: Proclamation (Public Works Week Proclamation)
CITY COUNCIL MINUTES
City of Campbell, 70 N. First St., Campbell, California
STUDY SESSION MEETING OF THE CAMPBELL CITY COUNCIL
Tuesday, May 6, 2025 – 5:00 PM
City Hall Council Chamber
70 N. First St., 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 City Hall Council Chamber, 70 N. First St., Campbell, California.
ROLL CALL
Attendee Name Title Status
Anne Bybee Councilmember Present
Terry Hines Councilmember Present
Elliot Scozzola Councilmember Present
Dan Furtado Vice Mayor Present
Sergio Lopez Mayor Absent
PUBLIC COMMENT
Public comments were provided following staff presentations.
NEW BUSINESS
1. Fiscal Year 2026 Budget Study Session - Preliminary Workplans, Operating Budget, and Capital Improvement Plan (CIP)
Recommended Action: That the City Council receive an update and provide feedback on preliminary Fiscal Year (FY) 2026 Workplans, the FY 2026 Operating Budget, and the 2026 - 2030 Five -Year Capital Improvement Plan (CIP).
Department Head staff presented information on the developed FY 2026 Workplans based on Council’s adopted priorities of Long -Term Land Use Planning & Housing, City Infrastructure; Financial Stability, Sustainability, and 4 Packet Pg. 14
Minutes Acceptance: Minutes of May 6, 2025 5:00 PM (CONSENT CALENDAR)
Minutes of May 6, 2025 City Council Meeting Page 2
Community Health & Safety. Also included were Workplans relating to Operations and CIP.
The City Council asked general questions on the Workplans.
Staff presented information on the preliminary FY 202 General Fund Budget, discussing revenues, expenditures and deficits. This included information on position vacancies, decreased CIPR funding, personnel requests and other significant factors such as sales tax losses, increased insurance premiums and contractual obligations. It was noted that current budget projections showed a General Fund Budget deficit of $3.23 million.
Staff presented information on corrective budgetary considerations such as temporary hiring freezes, utilization of CalPERS pension reserve, and deferrals of some one-time requests.
In response to an inquiry, City Manager Loventhal confirmed he will be making his recommendations at the June 3 meeting, on the deferral of the one -time and recurring requests based on Councilmember feedback.
Staff presented information on the FY 2026 -2030 Capital Improvement Plan. (CIP)
Vice Mayor Furtado asked if anyone from the public wished to speak.
Carlos Duran, representative of the NorCal Carpenters Union expressed concerns on the potential of postponing City employees with Cost of Living Adjustments (COLA) and requested alternative considerations and project deferrals to fund staff COLA’s.
Vice Mayor Furtado called for a recess at 6:33 p.m. The City Council reconvened at 6:38 p.m.
Councilmember Hines commented on Workplans noting support for the Police Department Drone Program and pavement maintenance projects. He recommended looking at the workplan items and eliminating those that are lower priority services. Councilmember Hines encouraged staff to continue pursuing grant opportunities.
Councilmember Bybee supported keeping expenditures status quo and considerations of health care increases should be discussed with labor groups, with an effort to support employee health care costs. Also supported by Councilmember Bybee was a temporary hiring freeze on vacant positions; the personnel requests submitted; and a 6 -month deferral on the Drone program.
She did not support the use of pension reserve funds.
4 Packet Pg. 15
Minutes Acceptance: Minutes of May 6, 2025 5:00 PM (CONSENT CALENDAR)
Minutes of May 6, 2025 City Council Meeting Page 3
Councilmember Scozzola did not support the use of pension reserve funds. He suggested reviewing individual budget line items to see if reductions can be made.
Councilmember Furtado supported freezing temporary positions, decreasing temporary and contract staff, and removing the proposed new one -time General Fund expenditure requests as presented as attachment D in the staff report. He did not support cutting funding to the Street Maintenance programs or utilizing the pension reserves.
ADJOURN
Vice Mayor Furtado adjourned the meeting at 6:52 PM
APPROVED:
ATTEST:
Dan Furtado, Vice Mayor
Andrea Sanders, City Clerk
4 Packet Pg. 16
Minutes Acceptance: Minutes of May 6, 2025 5:00 PM (CONSENT CALENDAR)
CITY COUNCIL MINUTES
City of Campbell, 70 N. First St., Campbell, California
REGULAR MEETING OF THE CAMPBELL CITY COUNCIL
Tuesday, May 6, 2025 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
Anne Bybee Councilmember Present
Terry Hines Councilmember Present
Elliot Scozzola Councilmember Present
Dan Furtado Vice Mayor Present
Sergio Lopez Mayor Absent
PLEDGE OF ALLEGIANCE
Vice Mayor Furtado invited caregiver Janette Rosales and Santa Clara County Family Resource/Foster Parent Recruiter Linh Chau up to lead the Pledge in recognition of Foster Care and Resource Parent Awareness Month.
Vice Mayor Furtado provided Ms. Rosales and Ms. Chau Certificates of Appreciation for leading the Pledge of Allegiance.
SPECIAL PRESENTATIONS AND PROCLAMATIONS
1. Proclamation Declaring the Month of May as Resource Parent Appreciation Month
Recommended Action: That the City Council authorize the Mayor to proclaim the month of May as "Resource Parent Appreciation Month" in the City of Campbell.
5 Packet Pg. 17
Minutes Acceptance: Minutes of May 6, 2025 7:00 PM (CONSENT CALENDAR)
Minutes of May 6, 2025 City Council Meeting Page 2
Vice Mayor Furtado provided information on National Foster Care/Resource Parent Awareness Month and recognized the month of May Resource Parent Appreciation Month in the City of Campbell.
The City Council thanked them for hard work they do and their selfless contributions to the community.
Ms. Rosales thanked the City Council for the recognition on behalf of the resource and foster parents in the City of Campbell and encouraged everyone to continue their collaboration with the County in these programs.
Vice Mayor Furtado presented a proclamation to Ms. Rosales and Ms. Chau.
2. 2024-2025 Campbell Youth Commission Update
Recommended Action: That the City Council receive an update from the Campbell Youth Commission.
Youth Commission staff liaison Balasubramanian introduced the presenters, Youth Commission Chair Sophie Tuan and Vice Chair Archit Jain.
The Commission provided an update on the Campbell Youth Commission Subcommittees: Community, Career & Educational Support, and Health. Youth Commission events included a Teen Wellness and Opportunities Day, which included a Health Fair, and a Resource Fair with job and volunteer positions. A multicultural Fair was held with dance performances from around the world.
The Councilmembers thanked the Commission for their service and the work completed this year and encouraged the Commissioners to continue their efforts.
3. Proclamation Declaring the Week of May 4 -10, 2025 as Municipal Clerks Week
Recommended Action: That the City Council authorize the Mayor to proclaim the week of May 4-10, 2025 as Municipal Clerks Week in the City of Campbell.
Vice Mayor Furtado provided information on Municipal Clerks Week and recognized the Campbell City Clerk’s Office.
The City Council congratulated and thanked the City Clerk’s Office for their hard work and dedication to the City of Campbell.
Vice Mayor Furtado presented a proclamation to Deputy City Clerk Epolite with a proclamation.
Deputy City Clerk Epolite thanked the City Council for the recognition and the support provided to the Clerk’s Office.
4. Proclamation Recognizing Peace Officers Memorial Day and Declaring the Week of May 11-17, 2025 as National Police Week
5 Packet Pg. 18
Minutes Acceptance: Minutes of May 6, 2025 7:00 PM (CONSENT CALENDAR)
Minutes of May 6, 2025 City Council Meeting Page 3
Recommended Action: That the City Council recognize May 15, 2024, as “Peace Officers Memorial Day,” and May 11-17, 2025 as “National Police Week” to honor those law enforcement officers who have lost their lives in the line of duty for the safety and protection of others.
Vice Mayor Furtado provided information on Peace Officers Memorial Day and National Police Week.
He presented a proclamation to Police Chief Berg and his attending staff to recognize May 15, 2025, as “Peace Officers Memorial Day,” and May 11 -17, 2025 as “National Police Week” to honor those law enforcement officers who have lost their lives in the line of duty for the safety and protection of others.
The City Council expressed their appreciation to the Police Department for their excellent service. Vice Mayor Furtado noted that the Santa Clara Sherriff’s Office will be holding their annual event on May 15 memorializing the fallen officers in Santa Clara County.
Police Chief Berg thanked the City Council for the recognition and honoring not only those officers that have lost their lives but the current officers that put their lives on the line to keep the community safe. The Water Tower will be lit blue on May 15 in support of Peace Officers Memorial Day.
COMMUNICATIONS AND PETITIONS
There are no communications and petitions.
ORAL REQUESTS
Mark Trout requested a proclamation supporting Immigration & Customs Enforcement. (ICE)
COUNCIL ANNOUNCEMENTS
This week we celebrate the 56th Annual Professional Municipal Clerks Week, a time to honor and reflect on the invaluable contributions of municipal clerks. These dedicated professionals are the backbone of local government, serving as the keepers of official records, election coordinators, and the first point of contact for citizens seeking assistance and information. As we celebrate this week, we extend our deepest appreciation to municipal clerks for their unwavering dedication, hard work, and commitment to public service.
May 6 is National Nurses Day. Nurses are more than professionals; they are superheroes without capes. They bring hope in times of uncertainty, comfort in moments of distress, and healing through their tireless commitment. As we celebrate National Nurses Day, let’s remember to be grateful for their sacrifices, their expertise, and the vital role they play in keeping the world healthy. 5 Packet Pg. 19
Minutes Acceptance: Minutes of May 6, 2025 7:00 PM (CONSENT CALENDAR)
Minutes of May 6, 2025 City Council Meeting Page 4
Join the Campbell Veterans Memorial Foundation in honoring the men and women who have died while serving in the United States military on Monday, May 26 from 9:00 am to 10:00 am at the Orchard City Green located here at City Hall.
City offices will be closed for business Monday, May 26 in observance of Memorial Day.
Police and emergency services will remain open.
CONSENT CALENDAR
Vice Mayor Furtado asked if anyone wished to remove an item from the Consent Calendar.
The Consent Calendar was considered as follows:
5. Minutes of City Council Regular Meeting of April 15, 2025 Recommended Action: Approve the regular meeting minutes of April 15, 2025.
This action approves the regular meeting minutes of April 15, 2025.
6. Approving Bills and Claims
Recommended Action: Approve the bills and claims in the amount of $3,406,773.49.
This action approves the bills and claims in the amount of $3,406,773.49 as follows: bills and claims checks dated March 31, 2025, in the amount of $1,496,103.36; bills and claims checks dated April 7, 2025, in the amount of $1,221,451.18; payroll checks dated April 10, 2025, in the amount of $74,608.62; and bills and claims dated April 14, 2025, in the amount of $614,610.33
7. Monthly Treasurer's Report (March 2025)
Recommended Action: That the City Council review and accept the Monthly Treasurer’s Report for the month ended March 31, 2025.
This action reviews and accepts the Monthly Treasurer’s Report for the month ended March 31, 2025.
8. Monthly Investment Transactions Report (March 2025)
Recommended Action: That the City Council review and accept the Monthly Investment Transactions Report for March 2025.
This action reviews and accepts the Monthly Investment Transactions Report for March 2025.
9. Investment Report - Quarter Ending March 2025
Recommended Action: That the City Council approve the Investment Report for the quarter ending March 2025 and the report be noted and filed.
This action approves the Investment Report for the quarter ending March 2025 to be noted and filed.
10. 2024 Fire Marshal Inspection Report (Resolution/Roll Call Vote) 5 Packet Pg. 20
Minutes Acceptance: Minutes of May 6, 2025 7:00 PM (CONSENT CALENDAR)
Minutes of May 6, 2025 City Council Meeting Page 5
Recommended Action: That the City Council adopt a resolution acknowledging receipt of the Fire Marshal, State Mandated Inspection Report for the City of Campbell.
Resolution 13280 acknowledges receipt of the Fire Marshal, State Mandated Inspection Report for the City of Campbell.
11. Approval of the Vacation of a Public Easement Designated and Delineated as Overhang P.U.E. Within Lot 155 of Tract Map No. 1671, Known as 1791 Villarita Drive, and Direct the City Clerk to Record the Resolution (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution: Vacating the public easement designated and delineated as Overhang P.U.E. within Lot 155 of Tract Map No. 1671 recorded on April 23, 1957, in Book 81 Pages 10 and 11 of Official Records, Santa Clara County against a portion of the property known as 1791 Villarita Drive; and Directing the City Clerk to record the resolution.
Resolution 13281 approves vacating the public easement designated and delineated as Overhang P.U.E. within Lot 155 of Tract Map No. 1671 recorded on April 23, 1957, in Book 81 Pages 10 and 11 of Official Records, Santa Clara County against a portion of the property known as 1791 Villarita Drive; and directs the City Clerk to record the resolution.
12. Budget Adjustment to Fund Emergency Repairs at the Community Center Pool (Resolution/Roll Call Vote)
Recommended Action: That the City Council approve a Resolution authorizing a Budget Adjustment to fund the emergency repairs at the Community Center Pool.
Resolution 13282 authorizes a budget adjustment to fund the emergency repairs at the Community Center Pool.
13. Adopt a Resolution Appointing Directors to the Pooled Liability Assurance Network Joint Powers Authority (PLAN JPA) (Resolution/Roll Call Vote) Recommended Action: Adopt a resolution appointing directors to the Pooled Liability Assurance Network Joint Powers Authority (PLAN JPA).
Resolution 13283 appoints directors to the Pooled Liability Assurance Network Joint Powers Authority (PLAN JPA).
14. Downtown Special Event Fee Waiver Policy Amendments (Resolution/Roll Call Vote)
Recommended Action: Adopt a resolution amending the Downtown Special Event Fee Waiver Policy to (1) increase the maximum fee waiver allowed for specified organizations from 25% to 30%; and (2) remove the $100,000 limit on net revenue an event can generate and remain eligible for a fee waiver.
Resolution 13284 amends the Downtown Special Event Fee Waiver Policy to (1) increase the maximum fee waiver allowed for specified organizations from 25% to 30%; and (2) remove the $100,000 limit on net revenue an event can generate and remain eligible for a fee waiver.
5 Packet Pg. 21
Minutes Acceptance: Minutes of May 6, 2025 7:00 PM (CONSENT CALENDAR)
Minutes of May 6, 2025 City Council Meeting Page 6
M/S: Hines/Bybee – That the City Council approve the Consent Calendar.
The motion was adopted by the following roll call vote:
RESULT: ADOPTED [UNANIMOUS]
MOVER: Hines
SECONDER: Scozzola
AYES: Bybee, Hines, Scozzola, Furtado
ABSENT: Lopez
PUBLIC HEARINGS AND INTRODUCTION OF ORDINANCES
There are no public hearings and introductions of ordinances.
NEW BUSINESS
15. Downtown Special Event Permit - Chamber Boogie Music Festival (Resolutions/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution approving a Downtown Special Event Permit for the Campbell Chamber of Commerce’s Boogie Music Festival.
Assistant City Manager Gaeta presented a staff report dated May 6, 2025. It was noted that the Council could decide to approve a multi -year agreement for this event.
Following City Council questions, Vice Mayor Furtado asked if anyone from the public wished to speak.
Ken Johnson, Campbell Chamber of Commerce Executive Director stated support for the fee waiver and spoke of their upcoming “Boogie Music Festival” noting new features such as a “Battle of the Bands” contest.
Councilmember Bybee stated support for a multi -year agreement with the caveat that should the City’s financial circumstances change that the fee waiver be brought to Council for approval.
Staff confirmed that an annual review of the fee waiver will be done should circumstances change.
After discussion, M/S: Hines/Scozzola – That the City Council adopt Resolution 13285 approving a 3 -year Downtown Special Event Permit for the Campbell Chamber of Commerce’s Boogie Music Festival. The motion was adopted by the following roll call vote:
RESULT: ADOPTED [UNANIMOUS]
MOVER: Hines
SECONDER: Scozzola
5 Packet Pg. 22
Minutes Acceptance: Minutes of May 6, 2025 7:00 PM (CONSENT CALENDAR)
Minutes of May 6, 2025 City Council Meeting Page 7
AYES: Bybee, Hines, Scozzola, Furtado
ABSENT: Lopez
16. Approval of Purchase Agreement with PeopleSpace, in the Amount of $865,000 for the Procurement of Fixed Furniture and Equipment (FF&E) as Programmed in the CIP for the Measure O – Police FF&E Project (CIP No. 22-JJ), and a 20% Contingency Amount of $173,000, for Potential Service Modifications and Their Associated Costs (Resolution/Roll Call Vote) Recommended Action: That the City Council adopt a resolution authorizing: 1) City Council approval of a purchase agreement with PeopleSpace, in the amount of $865,000, for the procurement of Furniture, Fixtures and Equipment (FF&E) as programmed in the CIP for the Measure O - Police FF&E project (CIP No. 22 -JJ); 2) staff to dispense with the City’s formal bidding procedures as specified in the exemption of Campbell Municipal Code (CMC) Section 3.20.030, subsections (6) which authorizes the City’s procurement of these services through its membership with multiple purchasing cooperatives and their contract with PeopleSpace; 3) an additional 20% contingency amount of up to $173,000 for potential service modifications, tariff cost impacts, supply chain disruptions and their associated costs; 4) the Public Works Director to negotiate and execute contract change orders up to and within the allocated contingency amount; and 5) the City Manager to execute the said purchase agreement as specified in Campbell Municipal Code Section 3.20.100.
Sr. Project Manager Castellanos presented a staff report dated May 6, 2025.
Following City Council questions, Vice Mayor Furtado asked if anyone from the public wished to speak.
There were no public speakers.
After discussion, M/S: Bybee/Scozzola – That the City Council adopt Resolution 13286 authorizing 1) City Council approval of a purchase agreement with PeopleSpace, in the amount of $865,000, for the procurement of Furniture, Fixtures and Equipment (FF&E) as programmed in the CIP for the Measure O - Police FF&E project (CIP No. 22 -JJ); 2) staff to dispense with the City’s formal bidding procedures as specified in the exemption of Campbell Municipal Code (CMC) Section 3.20.030, subsections (6) which authorizes the City’s procurement of these services through its membership with multiple purchasing cooperatives and their contract with PeopleSpace; 3) an additional 20% contingency amount of up to $173,000 for potential service modifications, tariff cost impacts, supply chain disruptions and their associated costs; 4) the Public Works Director to negotiate and execute contract change orders up to and within the allocated contingency amount; and 5) the City Manager to execute the said purchase agreement as specified in Campbell Municipal Code Section
3.20.100. The motion was adopted by the following roll call vote:
5 Packet Pg. 23
Minutes Acceptance: Minutes of May 6, 2025 7:00 PM (CONSENT CALENDAR)
Minutes of May 6, 2025 City Council Meeting Page 8
RESULT: ADOPTED [UNANIMOUS]
MOVER: Bybee
SECONDER: Scozzola
AYES: Bybee, Hines, Scozzola, Furtado
ABSENT: Lopez
17. Award a Contract with Alta Planning + Design for the Development of the Campbell Multimodal Transportation Plan (Resolution/Roll Call Vote) Recommended Action: That the City Council adopt a Resolution approving and awarding a contract and authorizing the City Manager to execute the contract with Alta Planning + Design for the development of the Campbell Multimodal Transportation Plan in an amount not to exceed $545,966.
Community Development Director Eastwood presented a staff report dated May 6, 2025.
Following City Council questions, Vice Mayor Furtado asked if anyone from the public wished to speak.
There were no public speakers.
After discussion, M/S: Scozzola/Hines - That the City Council adopt Resolution 13287 approving and awarding a contract and authorizing the City Manager to execute the contract with Alta Planning + Design for the development of the Campbell Multimodal Transportation Plan in an amount not to exceed $545,966. The motion was adopted by the following roll call vote:
RESULT: ADOPTED [UNANIMOUS]
MOVER: Scozzola
SECONDER: Hines
AYES: Bybee, Hines, Scozzola, Furtado
ABSENT: Lopez
UNFINISHED BUSINESS
There is no unfinished business.
COUNCIL COMMITTEE REPORTS
18. Council Committee Reports
Recommended Action: That the City Council report on activities from their committee assignments.
Councilmember Bybee attended the Santa Clara County Library District JPA Board of Directors meeting; attended a reception hosted by Congressman Liccardo for a Youth Art Contest; Arbor Day celebration; and acknowledged the 5 Packet Pg. 24
Minutes Acceptance: Minutes of May 6, 2025 7:00 PM (CONSENT CALENDAR)
Minutes of May 6, 2025 City Council Meeting Page 9
passing of long -term City employee Judy Bell who served as the Human Resources Manager for many years.
Councilmember Scozzola attended ribbon cutting ceremonies for Silicon Valley Clean Energy Hanford Hybrid Energy Center, Window Graphics and South Bay Window Filming; attended the Bunnies & Bonnets event; the West Valley Community Resource Fair; the CalCCA (California Community Choice Association) conference; and a meeting of the Campbell Historical Museum & Ainsley House Foundation; toured the new Ainsley Spout House restaurant with food tasting by Table & Terrace Catering.
Councilmember Hines highlighted the Downtown Campbell Business Association (DCBA) events; attended as an alternate meetings of the West Valley Stormwater JPA, and West Valley Solid Waste Authority JPA; met with City of San Jose Vice Mayor Pam Foley; spoke of the upcoming City of San Jose District 9 events “Music in the Valley” to be held at Cambrian Park Plaza; and gave a business shoutout to Be.Steak.A restaurant.
Vice Mayor Furtado attended meetings of the West Valley Stormwater Authority JPA and West Valley Solid Waste Authority meeting; attended a tour of the San Jose-Santa Clara Regional Wastewater Treatment Plant; attended the League of California Cities Legislative meeting in Sacramento and visited the offices of State Senator Josh Becker and Assemblymember Marc Berman.
ADJOURN
Vice Mayor Furtado adjourned the meeting at 7:55 PM
APPROVED:
ATTEST:
Dan Furtado, Vice Mayor
Andrea Sanders, City Clerk
5 Packet Pg. 25
Minutes Acceptance: Minutes of May 6, 2025 7:00 PM (CONSENT CALENDAR)
City
Council
Report
TITLE: Approving Bills and Claims
RECOMMENDED ACTION
Approve the bills and claims in the amount of $2,526,122.92.
DISCUSSION
The bills and claims that have been audited and approved by staff for payments made as noted below:
Type Check Date Amount
Bills & Claims April 21, 2025 $1,266,546.06
Payroll April 24, 2025 $35,528.39
Bills & Claims April 28, 2025 $1,224,048.47
Total $2,526,122.92
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: 6
Category: CONSENT CALENDAR
Meeting Date: May 20, 2025
6 Packet Pg. 26
Approving Bills and Claims Page 2 of 2
Approved by:
Angelique Gaeta, Assistant City
Manager
6 Packet Pg. 27
City
Council
Report
TITLE: Accept the Service Center Portable Building Replacement Project 17 - SS and File the Notice of Completion (Resolution/Roll Call Vote)
RECOMMENDED ACTION
That the City Council adopt a resolution accepting the Service Center Portable Building Replacement Project (CIP No. 17 -SS); directing the Public Works Director or designee to file the Notice of Completion; and authorizing the Finance Director to perform a budget adjustment.
BACKGROUND
Located at 290 Dillon Avenue, the City of Campbell (City) Service Yard consists of several office buildings and warehouse spaces that support the operational and staffing needs of various operational units – including a separate on -site trailer that houses the City’s traffic signals and streetlight operations. Installed in 1992, the trailer has provided office space for approximately 4 to 6 staff members from the Signals and Lighting and Parks Maintenance sections, while also housing specialized equipment that monitors the City’s signalized intersections and assists with real -time diagnostics and repair efforts.
In recent years, the trailer has experienced frequent mechanical and structural failures, significantly impacting staff’s ability to effectively maintain the City’s streetlight operations and traffic control systems. As the trailer’s interior and exterior features continued to deteriorate, repairs became increasingly costly and time -consuming. To address those needs, the Service Center Portable Building project (CIP No. 17 -SS) received an allocation of $345,018 in FY 2023-24.
On November 7, 2023, the City Council adopted Resolution No. 13075, approving and awarding a contract to Mobile Modular, in an amount not to exceed $261,728, for the purchase and installation of a new trailer, along with any additional improvements needed, to complete the Service Center Portable Building Replacement project.
DISCUSSION
Construction for the Service Center Portable Building Replacement project (No. 17 -SS) began on October 10, 2024, and concluded on January 31, 2025. All work was completed in accordance with the approved plans and specifications developed by staff, Item: 7
Category: CONSENT CALENDAR
Meeting Date: May 20, 2025
7 Packet Pg. 28
Accept the Service Center Portable Building Replacement Project Page 2 of 4 as well as the terms outlined in the executed service contract agreement with Mobile Modular. Elements completed during the project’s construction included:
• Demolition of the existing portable building (trailer) • Installation of a new 24’ x 60’ portable building with ADA-compliant features • Reconnection of utilities (i.e., electrical, sewer, water and fiber optic cables) • Purchase and installation of new office furniture (i.e., desks, bookcases, conference table and chairs)
• Installation of new 20’ x 25’ metal warehouse building for equipment and parts storage
During demolition, asbestos was discovered beneath the metal roof panels of the existing trailer, necessitating additional services outside of the project’s original scope of work. These services were necessary to ensure proper testing and abatement were completed before the installation of the new trailer, as their related costs would be addressed with the project’s closeout and acceptance.
Overall, the completion of this project and its associated improvements has extended the operational lifespan of the Service Center Portable Building by approximately 25 years. Furthermore, it significantly diminishes the need for frequent structural repairs and their associated costs, which in turn, will yield substantial long -term savings and facilitate the efficient utilization of time and resources by staff to address other critical maintenance needs at the Service Center.
With the project deemed complete, a resolution has been prepared to accept the improvements and direct the Public Works Director, or designee, to file the Notice of Completion with the Santa Clara County Recorder’s Office (Attachment B).
NEXT STEPS
Staff requests that the City Council adopt a resolution accepting the Service Center Portable Building Replacement project (No. 17 -SS); directing the Public Works Director or designee to file the Notice of Completion; and authorizing the Finance Director to perform a budget adjustment for the asbestos remediation services and their associated costs, as detailed below.
FISCAL IMPACT
The total costs for the Service Center Portable Building Replacement project (CIP No. 17-SS) had exceeded its initial CIP budget as detailed in the following summary of its associated costs breakdowns:
Source of Funds Amount
Capital Improvement Project – Service Center Portable
Building Replacement Project (CIP No. 17-SS)
$ 345,018
Public Works Operating Budget – Program 770 (Signals & $ 7,377 7 Packet Pg. 29
Accept the Service Center Portable Building Replacement Project Page 3 of 4 Lighting Maintenance)
Total Funding Amount $ 352,395
Use of Funds Amount (Actuals)
Construction Contract with Mobile Modular $ 259,600
Demolition of Existing Building (trailer) & Asbestos Testing and Abatement
$ 18,605
Delivery $ 3,169
Office Furniture $ 17,441
Utility Connections $ 15,500
Metal Warehouse $ 38,080
Total Project Costs $ 352,395
As shown in the figures above, the project exceeded its original CIP budget of $345,018 by approximately $7,377, due to the unforeseen discovery of asbestos during the demolition of the existing trailer and the associated remediation services and their costs. Supplemental funding from the Public Works Operating Budget, Program 770 (Signals & Lighting Maintenance) will be used to cover these additional expenses as reflected in a budget adjustment to be performed by the Finance Director.
ALTERNATIVES
1. Do not accept the improvements and direct staff accordingly.
Prepared by:
Ron Taormina, PW Superintendent
Reviewed by:
Amy Olay, Interim Public Works Director
Approved by:
7 Packet Pg. 30
Angelique Gaeta, Assistant City
Manager
Accept the Service Center Portable Building Replacement Project Page 4 of 4 Attachment:
a. Resolution
b. Notice of Completion (17-SS) - Sample
c. Budget Adjustment
7 Packet Pg. 31
RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
ACCEPTING THE SERVICE CENTER PORTABLE BUILDING REPLACEMENT PROJECT NO. 17-SS; DIRECTING THE PUBLIC WORKS DIRECTOR OR DESIGNEE TO FILE THE NOTICE OF COMPLETION; AND AUTHORIZING THE
FINANCE DIRECTOR TO PERFORM A BUDGET ADJUSTMENT
WHEREAS, the Service Center Portable Building project (CIP No. 17-SS) was allocated $345,018 in FY 2023-24; and
WHEREAS, on November 7, 2023, the City Council adopted Resolution No 13075, approving and awarding a contract to Mobile Modular, in an amount not to exceed $261,728, for the purchase and installation of a new Signals and Lighting trailer, along with any additional improvements needed, to complete the Service Center Portable Building Replacement project; and
WHEREAS, construction began on October 10, 2024, and concluded on January 31, 2025, with all work completed in accordance with the approved plans and specifications developed by staff; and
WHEREAS, elements completed during construction included: demolition of the existing trailer, installation of a new portable building with ADA-compliant features, reconnection of all utilities, and the purchase and installation of new office furniture and a 20’x25’ metal warehouse building; and
WHEREAS, during demolition, asbestos was discovered beneath the metal roof panels of the existing trailer, necessitating additional services outside of the project’s original scope of work; and
WHEREAS, upon its completion, the project’s total costs were $352,395; and
WHEREAS, the project had exceeded its original CIP budget of $345,018 by approximately $7,377 due to the unforeseen discovery of asbestos and the associated remediation services and their costs; and
WHEREAS, supplemental funding from the Public Works Operating Budget, Program 770 (Signals & Lighting Maintenance) will be used to cover th ose additional expenses as reflected in budget adjustment to be performed by the Finance Director;
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Campbell hereby accepts the work completed for the Service Center Portable Building Replacement Project (No. 17-SS), directs the Public Works Director or designee to file the notice of completion, and authorizes the Finance Director to perform the necessary budget adjustment.
PASSED AND ADOPTED this ____ day of ______, 2025, by the following roll call vote:
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Attachment: Resolution (Accept the Service Center Portable Building Replacement Project) AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
APPROVED:
________________________
ATTEST: Sergio Lopez, Mayor
__________________________
Andrea Sanders, City Clerk
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Attachment: Resolution (Accept the Service Center Portable Building Replacement Project)
Revised 1/23/17
Recording Requested by
and when recorded, mail to:
City of Campbell
City Clerk’s Office
70 North First Street, City Hall – Upper Level
Campbell, CA 95008
(408) 866-2150
CITY OF CAMPBELL
NOTICE OF COMPLETION AND ACCEPTANCE
OF PUBLIC WORKS CONTRACT
(C.C.C. 3093)
This document is for the benefit of the City of Campbell. Request for the Recordation without fee is made in accordance with Section 6103 of the Government Code of the State of California.
Contractor’s Name: Mobile Modular Inc. Contract Date:10/10/2024 Surety: Sullivan Curtis Monroe Insurance Services Final Contract Amount: $259,600
Job Title: Service Center Portable Building Replacement Project (CIP No. 17-SS) Location: Campbell Service Center
Scope of Work: Installation of new portable building, office furniture, and metal warehouse building.
Owner: City of Campbell, City Hall, 70 North Street, Campbell, CA 95008
This work was accepted by me on 1/31/2025, on behalf of the City of Campbell. I certify under penalty of perjury that the foregoing is true and correct. (C.C.P. 2015.5)
Executed on xx/xx/2025,
at Campbell, California
Ron Taormina, Public Works Superintendent
Department of Public Works
City of Campbell
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Attachment: Notice of Completion (17-SS) - Sample (Accept the Service Center Portable Building Replacement Project) City of Campbell
Request for Budget Adjustments
Department/Program Division Date Request No.
May 20, 2025 BA-23
Budget to be Reduced
Fund/Program Account Number Description Amount
Budget to be Increased
Fund/Program Account Number Description Amount
REVENUE
435.990 6999 Capital Transfer In (From Signals & Lighting Maintenance) 7,377
EXPENDITURES
207.990 9999 Capital Transfer Out (To CIP Fund) 7,377
435.17SS 7883 Improvements 7,377
REASON FOR REQUEST - BE SPECIFIC:
Finance Director Interim Public Works Director City Manager Public Works
Will Fuentes Amy Olay Brian Loventhal
17-SS - Service Center Portable Building
Replacement Project
To transfer $7,377 from the Signals and Lighting Maintenance Budget Unit to the Service Center Portable Building Replacement Project (17-SS) for costs related to unforseen discovery of asbestos during the demolotion of the existing trailer and associated remediation services.
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Attachment: Budget Adjustment (Accept the Service Center Portable Building Replacement Project)
City
Council
Report
TITLE: Approve the 1 -Year Extension of City's Financial Audit Services Contract (Resolution/Roll Call Vote)
RECOMMENDED ACTION
That the City Council adopt a resolution approving and authorizing the City Manager to execute the amendment with Eide Bailly LLP for professional audit services.
BACKGROUND
On April 20 , 202 0, the City Council adopted Resolution 12 579, authoriz ing the City Manager to approve and execute the Consultant Services Agreement with Eide Bailly LLP (Eide Bailly) for professional audit services. Eide Bailly was selected through an extensive Request for Proposal ( RFP) process during which the City received 10 proposals from local a nd regional auditing firms across California . Subsequently, Eide Bailly was awarded a contract for professional audit services for an initial three (3) year period with an option to extend for an additional two (2) years in an aggregate amount not to exceed $288,825 for the five -year period. That initial agreement is shown as Attachment C.
DISCUSSION
City policy requires an independent auditing firm to conduct an annual audit of the City financials. The Government Finance Officers Association ( GFOA) recommends that governmental entities should enter into multi -year agreements of at least five (5) years in duration when obtaining the services of independent auditors. Such multi -year agreements can take a variety of different forms (e.g., a series of single -year contracts), consistent with applicable legal requirements. Such agreements allow for greater continuity and help to minimize the potential disruption in connection with the independent audit. Multi -year agreements can also help to reduce audit costs by allowing auditors to recover certain “startup” costs over several years, rather than over a single year.
Eide Bailly, as the City’s current audit firm, has performed exceptional work during the past five (5) years and has been a valuable resource to the City’s Finance Department.
The amendment and one -year extension of the current contract will allow continuity in auditing services of Fiscal Year Ending June 30, 2025 for an additional year and an Item: 8
Category: CONSENT CALENDAR
Meeting Date: May 20, 2025
8 Packet Pg. 36
Approve the 1-Year Extension of City's Financial Audit Services Contract Page 2 of 4 additional amount of $70,000. Consistent with the initial agreement, Eide Bailly will be providing the following audit services:
1. City Audit and Related Reports
a. The audit firm will perform an audit of all funds of the City of Campbell.
The audit will be conducted in accordance with auditing standards generally accepted in the United States of American and Government Auditing Standards, issued by the Comptroller of the United States. The City’s Annual Comprehensive Financial Report (ACFR) will be prepared and word processed by the audit firm. The ACFR will comply with the latest required GASB Statements applicable for the year under audit. The audit firm will render their auditors’ report on the basic financial statements which will include both Government -Wide Financial Statements and Fund Financial Statements. The auditor firm will also apply limited audit procedures to Management’s Discussion and Analysis (MD&A) and required supplementary information pertaining to the General Fund and each major fund of the City.
2. Gann Limit Review Report
a. The audit firm shall perform agreed-upon auditing procedures pertaining to the City’s Gann Limit (Appropriations Limit) and render a letter annually to the City regarding compliance.
3. Single Audit and Related Reports
a. The audit firm may perform a single audit on the expenditures of federal grants in accordance with Uniform Guidance as any other applicable federal, state, local or programmatic audit requirements and render the appropriate audit reports on Internal Control over Financial Reporting based upon the audit of the City’s financial statements in accordance with Government Auditing Standards and the appropriate reports on compliance with Requirements Applicable to each Major Program.
4. West Valley Solid Waste Management Authority (JPA)
a. The audit firm shall perform an audit of and prepare basic financial statements and a management letter for the West Valley Solid Waste Management Authority, a California Joint Powers Authority. The Authority includes the Cities of Campbell, Monte Sereno, Saratoga, and the Town of Los Gatos. The City maintains the financial records and provides accounting services for the Authority. The Authority’s financial activities are reported in a single enterprise fund.
5. TDA Article 3 Audit
a. The audit firm shall perform an audit of the TDA activity , if any, and include an opinion of fair presentation in conformity with generally accepted accounting principles and compliance with applicable program guidelines.
8 Packet Pg. 37
Approve the 1-Year Extension of City's Financial Audit Services Contract Page 3 of 4
6. State Controller’s Office Financial Transaction Report (FTR) a. The audit firm shall provide, compile, and file the Annual Financial Transactions Report (FTR) to the State Controller of California, from data provided by City staff.
However, in order to fully provide these auditing services for Fiscal Year Ending June 30, 2025, the agreement with Eide Bailly will need to be extended an additional year and increased from $288,825 to $358,825; thereby requiring approval by the City Council.
Furthermore, GFOA recommends that government entities should undertake a full-scale competitive process such as an RFP for the selection of independent auditors at the end of the term of each audit contract, consistent with applicable legal requirements.
California Assembly Bill (AB) No. 1345, Section 12410.6(b) requires that lead auditors rotate every six (6) fiscal years. The extension of Eide Bailly’s contract would be the firm’s sixth year with the City and complies with all requirements of AB No. 1345. As included in the FY 2026 Proposed Operating Budget as a preliminary workplan item, the Finance Department will develop and publish an RFP for auditing services by December 2025. Upon review of solicited proposals, staff will recommend a preferred firm for Finance Subcommittee and Council consideration. Eide Bailly will be able to bid for another contract during the RFP process, but will need to assign a different audit partner to lead the City’s audit engagements in order to comply with AB No. 1345.
FISCAL IMPACT
The amendment will add an additional year and an additional $70,000 to the Consultant Services Agreement with Eide Bailly LLP and has been included in the City’s FY 2026 Proposed Operating Budget for Council’s consideration and approval on June 17, 2025.
Thus, no further budgetary appropriations are needed at this time.
ALTERNATIVES
1. Do not approve the request for contract amendment, but instead direct staff to seek proposals from other firms that provide professional audit services.
2. Provide staff with other direction.
Prepared by:
Norite Vong, Assistant Finance Director
8 Packet Pg. 38
Approve the 1-Year Extension of City's Financial Audit Services Contract Page 4 of 4
Approved by:
Angelique Gaeta, Assistant City
Manager
Attachment:
a. Resolution
b. Amendment #1 (Eide Bailly LLP - 5-20-25)
c. Original Executed Agreement (Eide Bailly LLP Consulting Services) 8 Packet Pg. 39
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
APPROVING AND AUTHORIZING THE CITY MANAGER EXECUTE AN
AMENDMENT TO THE CONSULTANT SERVICES AGREEMENT WITH EIDE
BAILLY FOR PROFESSIONAL AUDIT SERVICES
WHEREAS, on April 20, 2020 , the City Council adopted Resolution 12579, which authorized the City Manager to approve and execute the Consultant Services Agreement with Eide Bailly LLP for professional audit services for an initial three year period with an option to extend for an additional two years; and
WHEREAS, City policy requires an independent auditing firm conduct an annual audit of the City’s financials; and
WHEREAS, Eide Bailly has been the City’s independent auditors for the past five fiscal years; and
WHEREAS, the City now has the need to amend it s agreement with Eide Bailly by $70,000 and bring it up to a total of $358,825 to provide an additional year of professional auditing services; and
WHEREAS, the City will undertake a full -scale competitive RFP process at the end of its contract amendment and term with Eide Bailly to select and enter into a new multiyear agreement with an independent auditing firm; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell does hereby approve and authorize the City Manager to an execute an amendment to the Consultant Services Agreement with Eide Bailly LLP for professional audit services.
PASSED AND ADOPTED this 20th day of May, 2025 by the following roll call vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
APPROVED:
________________________
Sergio Lopez, Mayor
ATTEST:
__________________________
Andrea Sanders, City Clerk
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Attachment: Resolution (Approve the 1-Year Extension of City's Financial Audit Services Contract)
AMENDMENT TO CONTRACT SERVICES AGREEMENT
AMENDMENT #1
CITY OF CAMPBELL
70 NORTH FIRST STREET
CAMPBELL, CA 95008
(408) 866-2140
This Amendment to Contract Services Agreement (hereinafter “A mendment”) amends the Consultant Services Agreement (hereinafter “Agreement”) to provide Professional Auditing Services for the City of Campbell originally entered into on the 21st day of April, 2020, by and between the City of Campbell (a Municipal Corporation, hereinafter referred to as “City”) and Eide Bailly LLP (a California Corporation).
As provided for under the terms of this Amendment, the City and Consultant agree to amend the following provisions of the Agreement as follows:
• Compensation. The compensation under Section 3.1 has a maximum contract obligation amount of $288,825. Included as Exhibit 2 is Amendment #1 to the original Consultant Services Agreement; in which the maximum contract obligation amount shall be repealed and replaced with a maximum contract obligation of $358,825.
• Term. Section 10.10 states that this contract shall terminate following the completion of the audit period for fiscal year ending June 30, 2024 . Included as Exhibit 1 is the Consultant Services Agreement; in which the term of the contract s hall be repealed and replaced with termination following the completion of the audit period for fiscal year ending June 30, 2025.
All other terms and conditions as set forth in the Agreement shall remain in effect.
Signature Warranty:
The undersigned are authorized to represent and enter into this Amendment on behalf of the Consultant.
This Amendment to the Consultant Services Agreement shall become effective upon its execution by the City, in witness whereof, the parties have executed this Amendment the day and year first written above.
CONTRACTOR CITY OF CAMPBELL
By: By:
Name: Ahmad Gharaibeh Name: Brian Loventhal
Title: Partner Title: City Manager
Date: Date:
Attachments:
Exhibit 2 – Amendment #1
Exhibit 3 – Original Consultant Service Agreement
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City
Council
Report
TITLE: Public Hearing Pursuant to Government Code Section 3502.3 to Receive a Report on City Of Campbell Vacancies, and Recruitment, and Retention Efforts
RECOMMENDED ACTION
Receive the informational report on City of Campbell Vacancies, and Recruitment and Retention Efforts Pursuant to Government Code Section 3502.3.
BACKGROUND
Assembly Bill 2561 (“AB 2561”) was signed into law on September 22, 2024 to amend the Meyers-Milias-Brown Act (“MMBA”), and was codified in Government Code section 3502.3. AB 2561 requires public agencies to hold a public hearing to report on staffing vacancies and recruitment and retention efforts prior to the adoption of the final budget for the upcoming fiscal year. This new requirement stems from the California Legislature determining that public sector vacancies are a widespread and significant problem that cause heavier workloads and result in burnout and increased turnover for employees, which in turn affect the delivery of public services.
During this public hearing, the City must present information on the status of vacancies and the City’s recruitment and retention efforts. If necessary, the City will identify changes that could be made to policies, procedures, or recruitment activities to address obstacles that may exist in the hiring process. This public hearing will ensure compliance with the new law.
DISCUSSION
AB 2561 requires public agencies to hold a public hearing to address the status of job vacancies prior to the adoption of the upcoming final budget.
Staff is required to present the following information at the public hearing:
1. The status of vacancies at the City of Campbell.
2. Information on the City of Campbell’s recruitment and retention efforts.
3. Obstacles in the City of Campbell’s policies and procedures, and recruitment activities that may create challenges in the hiring process.
Item: 9
Category: PUBLIC HEARINGS AND
INTRODUCTION OF
ORDINANCES
Meeting Date: May 20, 2025
9 Packet Pg. 106
Public Hearing Pursuant to Government Code Section 3502.3 Page 2 of 3 If the number of job vacancies within a single bargaining unit meets or exceeds 20% of the total number of authorized full -time positions, the staff presentation will also include the following information upon request of the bargaining unit:
1. The total number of job vacancies within the bargaining unit.
2. The total number of applicants for vacant positions within the bargaining unit.
3. The average number of days to complete the hiring process from when a position is posted.
4. Opportunities to improve compensation and other working conditions.
Vacancies
As of May 1, 2025, the current vacancy rates for the City’s employee groups are as follows:
Bargaining Unit Budgeted
Positions
Vacant
Positions
Vacancy
Rate
Campbell Police Civilian Employees Association
(CPCEA) 21.8 3 14%
Campbell Municipal Employees Association
(CMEA) 58 6 10%
Carpenters Local 405/Northern California
Carpenters Regional Council (CARP) 22 6 27%
Campbell Peace Officers' Association (CPOA) 43 0 0%
Confidential Employees (CONF) 4 2 50%
Management 22 4 18%
Unclassified Management 7 1 11%
TOTAL 177.8 19 11%
There are currently two bargaining units that exceed a 20% vacancy rate: Carpenters Local 405/Northern California Carpenters Regional Council (CARP) and Confidential Employees (CONF).
In compliance with AB 2561, staff will present on the seven requirements listed above.
FISCAL IMPACT
This public hearing is for informational purposes and all vacancies are included in the current Fiscal Year 2024-25 budget.
ALTERNATIVES
1. Direct staff to take other action.
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Public Hearing Pursuant to Government Code Section 3502.3 Page 3 of 3
Prepared by:
Ada Chang, Human Resources Manager
Approved by:
Brian Loventhal, City Manager
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City
Council
Report
TITLE: Resolution Authorizing the Use of Fiscal Year 2025/26 Road Maintenance and Rehabilitation Account (RMRA) Funds for Annual Street Maintenance (FY2023 through FY2026) for Resurfacing of Hamilton Avenue, Project 23-BB (Resolution/Roll Call Vote)
RECOMMENDED ACTION
That the City Council adopt a resolution authorizing the use of Fiscal Year 2025/26 Road Maintenance and Rehabilitation Account (RMRA) Funds for the Annual Street Maintenance (FY2023 through FY2026) for the resurfacing of Hamilton Avenue, Project 23-BB.
BACKGROUND
In 2017, Senate Bill 1 (SB1) created the Road Maintenance and Rehabilitation Program to address deferred maintenance on the state highway system and the local street and road systems. The bill also provides for the deposit of various funds for the program in the Road Maintenance and Rehabilitation Account (RMRA). These funds include gasoline tax, diesel excise tax, a portion of the transportation improvement fee imposed under the Vehicle License Fee Law, and a $100 annual vehicle registration fee applicable only to zero-emission vehicles model year 2020 and later.
SB1 requires the California Transportation Commission (CTC) to adopt criteria to ensure the efficient use of these funds as detailed below. In 2018, the passage of Proposition 69 guarantee d that revenue from the RMRA funds will only be used for transportation improvement purposes. Pursuant to Streets and Highways Code (SHC) Section 2032(h), 50 percent of the RMRA funding will be apportioned by formula to eligible cities and counties to be used for basic road maintenance, rehabilitation, and critical safety projects on the local streets and roads system. Since its creation, funds from RMRA have become a significant funding source for the City of Campbell (City) ’s Annual Street Maintenance Program.
In accordance with the Streets and Highways Code (SHC) Section 2032.5(a), recipients of RMRA funds are accountable for the efficient investment of public funds to maintain local streets and roads through performance goals which are tracked and reported.
Therefore, cities and counties receiving RMRA funds must comply with all relevant federal and state laws, regulations, policies, and procedures. Specific requirements of note for the City are as follows:
Item: 10
Category: NEW BUSINESS
Meeting Date: May 20, 2025
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Authorize the Use of Fiscal Year 2025/26 RMRA Funds for Hamilton Ave. Resurfacing Page 2 of 3 • Prior to receiving an apportionment of RMRA funds from the State Controller in a fiscal year, the City must submit to the California Transportation Commission (CTC) a list of projects proposed to be funded with these funds.
The list of projects must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement. The next deadline for submitting this list to CTC is July 1, 2025.
• All projects proposed to receive funding must be included in the City budget that is adopted by City Council at a regular public meeting. • The City is required to sustain a maintenance of effort (MOE) by spending at least the annual average of its general fund expenditures during baseline years (FY2009 through FY2012) for street, road, and highway purposes from the city’s general fund.
Well-maintained and safe streets is one of the goals established by the City’s General Plan 2040. RMRA funds have advanced the City’s effort to meet this goal by providing additional support for preventative maintenance measures of essential road services and development of rehabilitation projects to prevent pavement issues from becoming larger (and more costly) repairs.
On May 21, 2024, the City Council adopted Resolution No. 13155 authorizing the use of FY 2024/25 RMRA funds for Annual Street Maintenance FY23 through FY26 to resurface the pavement on Hamilton Avenue in its entirety from the western city limits west of Phoenix Drive to the eastern city limits at Hurst Avenue (approximately 2.8 centerline miles).
DISCUSSION
The Hamilton Avenue Resurfacing project will resurface approximately 2.8 miles of pavement from western to eastern city limits and will include curb and gutter repair as necessary to conform to the new road surface. Additionally, in compliance with American with Disabilities Act (ADA), the project will construct ADA compliant curb ramps, some of which will require modifications to adjacent traffic signal equipment. The project will also incorporate bicycle facilities such as green bicycle lanes with buffer areas as roadway width allows. The total project cost is estimated to be $16M.
Proposed FY2025/26 Project for RMRA (SB1) Funds
According to the State Department of Finance statewide revenue projections released in January 2025, the City is expected to receive $1.1M in FY 2025/26 from RMRA. Staff recommends allocating the FY2025/26 RMRA funds towards the multi -year project, Annual Street Maintenance (FY23 through FY26), to help reach the estimated full funding level of $16M required to implement Hamilton Avenue Resurfacing, (Project No. 23-BB).
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Authorize the Use of Fiscal Year 2025/26 RMRA Funds for Hamilton Ave. Resurfacing Page 3 of 3 Other funding sources that will be used to fully fund the project include Santa Clara County Valley Transportation Authority (VTA) vehicle registration fees, 2016 VTA Measure B, vehicle impact fees, and Capital Improvement Program Reserve (CIPR). A comprehensive funding strategy will be outlined in the June 3, 2025 council report for Project 23-BB.
FISCAL IMPACT
There is no fiscal impact associated with this action.
ALTERNATIVES
Do not authorize the use of FY2025/26 RMRA (SB1) Funds to resurface Hamilton Avenue and provide directions to staff on alternate use of the funds.
Prepared by:
Fred Ho, Senior Civil Engineer
Reviewed by:
Amy Olay, Interim Public Works Director
Approved by:
Angelique Gaeta, Assistant City
Manager
Attachment:
a. Resolution
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RESOLUTION NO. _________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL AUTHORIZING THE USE OF FISCAL YEAR 2025/2026 ROAD MAINTENANCE AND
REHABILITATION ACCOUNT (RMRA) FUNDS FOR ANNUAL STREET MAINTENANCE - HAMILTON AVENUE RESURFACING PROJECT NO. 23-BB (PROJECT) WHEREAS, Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017) was passed by the Legislature and Signed into law by the Governor on April 28, 2017 to address the significant multi -modal transportation funding shortfalls statewide; and
WHEREAS, SB 1 includes accountability and transparency provisions that will ensure the residents of our City of Campbell (City) are aware of the projects proposed for funding in our community and which projects have been completed each fiscal year; and WHEREAS, the City must adopt by resolution a list of project(s) proposed to receive fiscal year funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB 1, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and
WHEREAS, the City will receive an estimated $1.1M RMRA funding in Fiscal Year 2025/26 from SB 1; and
WHEREAS, well-maintained and safe streets is one of the goals established by the City’s General Plan 2040; and
WHEREAS, RMRA funds have advanced the City ’s effort to meet this goal by providing additional support for preventative maintenance measures of essential road services and development of rehabilitation projects to prevent pavement issues from becoming larger (and more costly) repairs; and
WHEREAS, the City has undergone a robust public process to ensure public input into our community’s transportation priorities; and
WHEREAS, the City used StreetSaver, a pavement management software to develop the SB 1 project list to ensure revenues are being used on the most high -priority and cost -
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Attachment: Resolution (Authorize the Use of Fiscal Year 2025/26 RMRA Funds for Hamilton Ave. Resurfacing)
effective projects that also meet the communities ’ priorities for transportation investment ; and
WHEREAS, the RMRA funding and over all investment in our local streets and roads infrastructure with a focus on basic preventive maintenance and safety, investing in complete streets infrastructure, and using cutting-edge technology, materials and practices, will have significant positive impacts to the community; and
WHEREAS, the 202 3 California Statewide Local Streets and Roads Needs Assessment found that the City of Campbell streets and roads are in “At Lower Risk” condition , and this revenue will help Campbell increase the overall quality of its road system and over the next decade will keep our streets and roads in “good” condition;
WHEREAS, the City Council adopted Resolution No. 13155 authorizing the use of Fiscal Year 2024/25 RMRA funds for Annual Street Maintenance (FY23 through FY26) Hamilton Avenue Resurfacing, Project No. 23-BB; and
WHEREAS, the Project will resurface Hamilton Avenue from western to eastern city limits and will include curb and gutter repair as necessary to conform to the new road surface ; and
WHEREAS, to be compliant with American with Disabilities Act (ADA), the project will construct ADA compliant curb ramps, some of which will require modifications to adjacent traffic signal equipment; and
WHEREAS, the project will also incorporate bicycle facilities such as bicycle lanes with buffer areas and green pavement markings as roadway width allows;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell hereby authorizes the use of FY2025/26 Road M aintenance and Rehabilitation A ccount funds for the Hamilton Avenue Resurfacing Project 23 -BB based on the following findings and as follows:
1. The foregoing recitals are true and correct.
2. The following previously proposed and adopted project may also utilize FY2025/26 Road Maintenance and Rehabilitation Account revenues in their delivery. With the relisting of this project in the adopted fiscal year resolution, the City of Campbell is
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Attachment: Resolution (Authorize the Use of Fiscal Year 2025/26 RMRA Funds for Hamilton Ave. Resurfacing)
reaffirming to the public and the State the City’s intent to fund these projects with RMRA revenues and as follows:
• Project Title: Annual Street Maintenance – Hamilton Avenue Resurfacing Project No. 23-BB.
• Project Description: The project will resurface approximately 2.8 miles of Hamilton Avenue, install ADA compliant curb ramps and modify some adjacent traffic signal equipment , and incorporate bicycle lanes with buffer areas and green pavement markings as roadway width allows.
• Project Location: The project is located on Hamilton Avenue from 640’ W/O Phoenix Dr (western city limit) to Hurst Ave (eastern at city limit). • Estimated Project Schedule: Start (July 2025) – Completion (March 2026). • Estimated Project Useful Life: 10-15 years.
PASSED AND ADOPTED this ____ day of ________, 2025 by the following roll call vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
APPROVED:
_______________________________
Sergio Lopez, Mayor
ATTEST:
_________________________
Andrea Sanders, City Clerk
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Attachment: Resolution (Authorize the Use of Fiscal Year 2025/26 RMRA Funds for Hamilton Ave. Resurfacing) City
Council
Report
TITLE: Approval and Authorization to Execute a Fourth Amendment to the Consultant Services Agreement with LPA, Inc., in the Amount of $304,416, for Additional Design and Administrative Support Services During Construction of the Measure O – Police Operations Building Project (CIP No. 23 -RR), and a 20% Contingency Amount of $60,883 for Potential Service Modifications and Their Associated Costs (Resolution/Roll Call Vote)
RECOMMENDED ACTION
That the City Council adopt a resolution: 1) approving a fourth amendment to the consultant services agreement with LPA, Inc., in an amount not to exceed $304,416, for additional design and administrative support services during construction of the Measure O - Police Operations Building Project (CIP No. 23 -RR); 2) authorizing a 20% contingency amount of $60,883 for potential service modifications and their associated costs; 3) authorizing the Public Works Director to negotiate and execute service orders up to and within the allocated contingency amount; 4) authorizing the City Manager to execute the fourth amendment as specified in Campbell Municipal Code Section
3.20.100; and 5) authorizing the Finance Director to perform a budget adjustment for the appropriation of funds to cover the additional services and associated costs.
BACKGROUND
On May 19, 2020, the City Council adopted Resolution No. 12588 , authorizing the City Manager to execute a consultant services agreement with LPA, Inc. (LPA), in an amount not to exceed $980,835 . Under this agreement, LPA would provide design services for the construction of the Measure O – Police Operations Building project (CIP No. 23-RR), the renovation of the Police Department’s existing space on the lower level of City Hall, and any associated site improvements. Other services outlined in their agreement included developing the project ’s scope of work, reviewing and re vising site plans, preparing construction specifications, and supporting administrative efforts throughout various phases of the building’s construction.
Since then, additional amendments to LPA’s consultant services agreement have been executed as follows:
Amendment
No. Date Reason for Amendment Amendment
Amount
Revised
Agreement
Item: 11
Category: UNFINISHED BUSINESS
Meeting Date: May 20, 2025
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Authorization to Execute a Fourth Amendment to the Services Agreement with LPA Page 2 of 4 Amount
1 October 2021
Preparation of design
documents and associated
services for project’s selected
delivery method (Design-Bid-
Build); updated (extended)
construction schedule as
provided by the contractor.
$1,470,000 $2,450,835
2 March 2023
Additional services to address
additional comments after the
plans were submitted for final
approval; included revisions
beyond the standard plan
check corrections outlined in
the original scope of work.
$47,730 $2,498,565
3 April 2023
Additional meetings for
constructability review and
integration; included revisions
to address the conversion of
storage rooms to office spaces
and requirements for a solar
grant for the MEOC
independent photovoltaic
system and battery storage.
$45,010 $2,543,575
Between their original agreement amount of $980,835, and three subsequent amendments totaling $1,562,740, LPA has been authorized up to a maximum of $2,543,575 in contracted services.
As of April 2025, LPA has invoiced the City a total of $2,433,848, leaving an available balance of approximately $109,727 to support an estimated three months of services related to furniture design, project management, and construction administration. Upon reviewing LPA’s original consultant services agreement, staff identified a discrepancy between the ir original construction timeline and the project’s updated ( current) schedule, as reported by the contractor. To maintain continuity of services through the project’s anticipated completion in April 2026 and to accommodate potential service modifications resulting from recent tariffs and supply chain disruptions , a fourth amendment is necessary to ensure uninterrupted service delivery and continued progress on the Police Operations Building project.
DISCUSSION
In response to the City’s request, LPA has submitted a cost proposal in the total amount of $304,416 for additional design services, including plan revisions and extended 11 Packet Pg. 116
Authorization to Execute a Fourth Amendment to the Services Agreement with LPA Page 3 of 4 contract administration support (Attachment B) . According to their proposal , these additional services are largely driven by changes to the project scope during construction, which include the following modifications:
• Roof Framing Redesign at Roof above Elevator Shaft.
• Revisions to Convert Conference Room 223 into a Real Time Information Center (now referred to as the INFORM Center).
• Revisions to reconfigure Offices 204 and 207 into Storage Rooms. • Revisions to access-controlled doors and CCTV camera locations and coverage.
NEXT STEPS
Staff requests that the City Council adopt a resolution approving a fourth amendment to the consultant services agreement with LPA, Inc., in an amount not to exceed $304,416, for additional design and contract administration support services during construction of the Measure O – Police Operations Building Project (CIP No. 23 -RR) (Attachment C).
Staff further requests that the Council authorize a 20% contingency amount of $60,883, for potential service modifications and associated costs resulting from adjustments to the original construction schedule and tariffs and supply chain disruptions ; and authorization for the Public Works Director to negotiate and execute service orders up to and within the allocated contingency amount. Upon approval, staff also requests that the Council authorize the City Manager to execute the fourth amendment as specified in Campbell Municipal Code Section 3.20.100.
Additionally, staff requests that the City Council authorize the Finance Director to perform a budget adjustment for the appropriation of funds to cover these additional services and associated costs, as well as any service orders executed up to and within the allocated contingency amount.
FISCAL IMPACT
This action will result in a total fiscal impact of $365,299, which includes the $304,416 in total proposed services and a 20% contingency of $60,883 for potential service modifications and their related costs. Sufficient funding is available to cover these costs as reflected in the balance of approximately $2.2 million in unallocated Measure O funds currently programmed in the Ci ty’s CIP. As such, a budget adjustment will be required to appropriate the necessary funds into the Measure O – Shared Costs account ( CIP No. 21 -MM) to support these additional services and their associated expenses.
ALTERNATIVES
1. Do not approve and authorize the execution of a fourth amendment with LPA, Inc., for additional administrative support services during construction of the Measure O – Police Operations Building Project.
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Authorization to Execute a Fourth Amendment to the Services Agreement with LPA Page 4 of 4
2. Provide alternative directions to staff.
Prepared by:
Francisco Castellanos,
Reviewed by:
Amy Olay, Interim Public Works Director
Approved by:
Brian Loventhal, City Manager
Attachment:
a. Resolution
b. LPA Cost Proposal
c. LPA Consultant Services Agreement – Fourth Amendment (Sample) d. Budget Adjustment
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RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL: 1)
APPROVING A FOURTH AMENDMENT TO THE CONSULTANT SERVICES AGREEMENT WITH LPA, INC., IN AN AMOUNT NOT TO EXCEED $304,416, FOR
ADDITIONAL DESIGN AND ADMINISTRATIVE SUPPORT SERVICES DURING CONSTRUCTION OF THE MEASURE O – POLICE OPERATIONS BUILDING PROJECT (NO. 23-RR); 2) AUTHORIZING A 20% CONTINGENCY AMOUNT OF $60,883 FOR POTENTIAL SERVICE MODIFICATIONS AND THEIR ASSOCIATED COSTS; 3) AUTHORIZING THE PUBLIC WORKS DIRECTOR TO NEGOTIATE AND
EXECUTE SERVICE ORDERS UP TO AND WITHIN THE ALLOCATED
CONTINGENCY AMOUNT; 4) AUTHORIZING THE CITY MANAGER TO EXECUTE
THE FOURTH AMENDMENT AS SPECIFIED IN CAMPBELL MUNICIPAL CODE SECTION 3.20.100; AND 5) AUTHORIZING THE FINANCE DIRECTOR TO
PERFORM A BUDGET ADJUSTMENT FOR THE APPROPRIATION OF FUNDS TO
COVER THE ADDITIONAL SERVICES AND ASSOCIATED COSTS
WHEREAS, On May 19, 2020 , the C ity Council adopted Resolution No. 12588, authorizing the City Manager to execute a consultant services agreement with LPA, Inc to provide design services for the construction of the Measure O - Police Operations Building Project (CIP No. 23-RR); and
WHEREAS, since then, additional amendments to LPA’s consultant services agreement have been executed in October 2021 ($1,470,000), March 2023 ($47,730), and April 2023 ($45,010), to provide additional design services related to the preparation of documents, addressing plan check comments, and implementation of corrections/revisions; and
WHEREAS, between their original agreement amount of $980,835, and three subsequent amendments totaling $1,562,740, LPA has been authorized up to a maximum of $2,543,575 in contracted services; and
WHEREAS, as of April 2025, LPA has invoiced the City a total of $2,433,848, leaving an available balance of approximately $109,727 to support an estimated three months of services for furniture design, project management, and construction administration; and
WHEREAS, staff has also identified an eight-month discrepancy between LPA’s original construction timeline and the project’s updated (current) schedule; and
WHEREAS, to maintain continuity of services through the project’s anticipated completion in April 2026—and to accommodate potential service modifications resulting from recent tariffs and supply chain disruptions —a fourth amendment is necessary to ensure uninterrupted service delivery and continued progress on the PD project; and
WHEREAS, in response to the City’s request, LPA has submitted a cost proposal in the total amount of $304,416 for additional design services, including plan revisions and extended contract administration support; and
WHEREAS, staff requests that the City Council adopt a resolution approving a fourth amendment to the consultant services agreement with LPA, Inc., in an amount not to exceed $304,416, for additional design and construction administrative support services, and authorize a 20% contingency amount of $60,883, for potential service modifications
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Attachment: Resolution (Authorization to Execute a Fourth Amendment to the Services Agreement with LPA) and associated costs resulting from adjustments to the original construction schedule, and tariffs and supply chain disruptions, and authorization for the Public Works Director to negotiate and execute service orders up to and within the allocated contingency amount; and
WHEREAS, upon approval, staff also requests that the City Council authorize the City Manager to execute the fourth amendment as specified in Campbell Municipal Code Section 3.20.100; and
WHEREAS, this action will result in a total fiscal impact of $365,299, sufficient funding is available to cover these costs as reflected in the balance of approximately $2.2 million in unallocated Measure O funds currently programmed in the City’s CIP; and
WHEREAS, staff requests that the City Council authorize the Finance Director to perform a budget adjustment for the appropriation of funds into the Measure O – Shared Costs account (CIP No. 21-MM) to cover these additional services and associated costs, as well as any service orders executed up to and within the allocated contingency amount.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell hereby 1) approves a fourth amendment to the consultant services agreement with LPA, Inc., in an amount not to exceed $304,416, for additional design and administrative support services during construction of the Measure O – Police Operations Building Project (C IP No. 23 -RR); 2) authorizes a 20% contingency amount of $60,883 for potential service modifications and their associated costs; 3) authorizes the Public Works Director to negotiate and execute service orders up to and within the allocated contingency amount; 4) authorizes the City Manager to execute the fourth amendment as specified in Campbell Municipal Code Section 3.20.100; and 5) authorizes the Finance Director to perform a budget adjustment for the appropriation of funds to cover the additional services and associated costs.
PASSED AND ADOPTED this _____ day of _______, 2025, by the following roll call vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
APPROVED:
________________________
ATTEST: Sergio Lopez, Mayor
__________________________
Andrea Sanders, City Clerk
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Attachment: Resolution (Authorization to Execute a Fourth Amendment to the Services Agreement with LPA)
SCOPE OF WORK
CAMPBELL POLICE DEPARTMENT
AMENDMENT 4 PROPOSAL REQUEST – APRIL 11, 2025
LPA PROJECT NO. 30132.20
ADDITIONAL SERVICES FOR REVISIONS AND
EXTENDED CONTRACT ADMINISTRATION
For the following Scope of Work, please refer to th e First Amendment to Consultant Services Agreement.
This request represents revisions occurring during
construction requiring revisions to be issued for p ermit revision and then to the field for construction.
Also included in this request is a time extension o f Contract Administration (CA) activities for the duration of the project schedule beyond the originally planned eighteen mon ths duration (78 weeks). The extension will add an add itional almost 9 months (38 weeks) to the completion of the entire project.
DESCRIPTION OF SERVICES
1. Roof Framing Redesign at Roof above Elevator Shaft.
2. Revisions to Conference Room 223, converting to a
Real Time Information Center. Includes
the revisions to
the video wall changing to two (2) OFCI displays in lieu of the four originally documented and revise backing to support the displays. Add two locations for new OFCI
displays with infrastructure, power and data drops. One will be located on the east wall and one on the south
wall. Conduit pathways from in wall AV boxes to
accessible ceilings and to AV junction box on east wall.
AV cabling for any RTIC equipment will be OFCI.
Locations for display mounts and backing will be
coordinated by the Owner and Contractor.
3. Revising Offices 204 & 207 into Storage Rooms.
4. Revisions to access controlled doors and CCTV
camera locations and coverage.
5. Extended Contract Administration duration from a
planned July 31, 2025 end date, extending to April 30,
2026. This duration will be invoiced monthly on a time and material basis with a total not to exceed maximum
cost. Also included is a fixed fee amount for excessive submittal reviews beyond two times, per Section
0133000, 3.04, B. as outlined in the Project Manual.
COMPENSATION
LPA shall be compensated for these services on A fi xed fee basis in addition to the main contract:
1. Roof Framing Redesign $2,850
2. RTIC Revisions $18,520
3. Revise Offices to Storage $3,550
4. Access Control & CCTV Cameras $7,800
5. Extended CA Scope * $251,696
Excessive Submittal Reviews $20,000
Total Additional Service Fee:
$304,416
* Reimbursable Expenses are estimated and included in the total request and are billed on an as incurred basis.
BASIC HOURLY RATE SCHEDULE
Principal $315.00
Project Director $260.00
Project Leader $225.00
Project Designer $200.00
Design Coordinator II $175.00
Design Coordinator I $150.00
Senior Specialist $155.00
Designer III $135.00
Designer II $125.00
Designer I $115.00
Specialist III $115.00
NOTE: These rates are subject to change annually.
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Attachment: LPA Cost Proposal (Authorization to Execute a Fourth Amendment to the Services Agreement with LPA)
Fourth Amendment to Consultant Services Agreement Page 1 of 2
FOURTH AMENDMENT TO CONSULTANT SERVICES AGREEMENT
This FOURTH AMENDMENT, effective as of __________________, 2025 (the “Fourth Amendment”) to the CONSULTANT SERVICES AGREEMENT, dated May 19, 2020, is made by and between the City of Campbell (herein called “City”), and LPA, Inc. (herein called “Consultant”). City and Consultant may be referred to individually as a “Party” and collectively, as the “Parties”.
RECITALS
WHEREAS, City and Consultant entered into a Consultant Services Agreement (“Agreement”), dated May 19, 2020, to provide Professional Feasibility Study and Design Development services for the Measure O Funded New Police Operations Building (the “Project”) Project Number 23-RR, including but not limited to Exhibit A -Scope of Services and Fees all incorporated by this reference; and
WHEREAS, the City and Consultant executed the FIRST Contract Amendment, effective December 7, 2021, in the amount of $1, 470,000.00, including but not limited to Exhibit A – Scope of Services and Fees and Exhibit B -Amended Scope of Services and Fees all incorporated by this reference; and
WHEREAS, the City and Consultant executed the SECOND Contract Amendment, effective March 21, 2023, in the amount of $47,730.00, including but not limited to Exhibit A -Scope of Services and Fees all incorporated by this reference; and
WHEREAS, the City and Consultant executed the THIRD Contract Amendment, effective April 24, 2023, in the amount of $45,010.00, including but not limited to Exhibit A – Scope of Services and Fees, all incorporated in this reference; and,
WHEREAS, it is now necessary to increase the compensation for all services and direct costs associated with the performance of the scope of services in the FOURTH Contract Amendment to an amount not to exceed $365,299.00 ($304,414 and a 20% contingency), including but not limited to Exhibit A – Scope of Services and Fees, all incorporated by this reference; and
WHEREAS, services under this contract will be performed under individual purchase orders based on project needs.
AGREEMENT
NOW, THEREFORE, it is agreed between the Parties to incorporate the above Recitals hereto, and that the Agreement is hereby amended as follows:
1. Section 3.1 of the Agreement is hereby amended to read as follows:
For the full performance of the services described herein by Consultant, City agrees to compensate Consultant for all services and direct costs associated with the performance of the services identified in Exhibits A and B in an amount not to exceed $2,551,005.00, which includes the Original Agreement amount of $980,835.00, First Contract Amendment amount of $1, 470.000.00, Second Contract Amendment amount of $47,730.00, Third Contract Amendment amount of $45,010.00, and Fourth Contract Amendment amount of $365,299.00, for services and deliverables including but not limited to Exhibit A – Scope of Services and Fees , all incorporated by this reference.
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Attachment: LPA Consultant Services Agreement – Fourth Amendment (Sample) (Authorization to Execute a Fourth Amendment to the
Fourth Amendment to Consultant Services Agreement Page 2 of 2
Notwithstanding these amended terms of the original Agreement by this FOURTH Amendment, all other applicable terms and conditions of the original Agreement and attachments, and other prior amendment(s), shall remain in full force and effect. The terms of this FOURTH Amendment shall control if any conflict exists.
Each Party acknowledges that it has reviewed this FOURTH Amendment and that the normal rule of construction to the effect that any ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this FOURTH Amendment.
The unenforceability, invalidity or illegality of any provision(s) of this FOURTH Amendment shall not render the other provisions unenforceable, invalid or illegal.
The Parties may execute this FOURTH Amendment in two or more counterparts, which shall, in the aggregate, be deemed an original but all of which, together, shall constitute one and the same instrument. A scanned, electronic, facsimile or other copy of a Party’s signature shall be accepted and valid as an original.
The signatories to this FOURTH Amendment warrant and represent that each is authorized to execute this FOURTH Amendment and that their respective signatures serve to legally obligate their respective representatives, agents, successors and assigns to comply with the provisions of this FOURTH Amendment.
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Attachment: LPA Consultant Services Agreement – Fourth Amendment (Sample) (Authorization to Execute a Fourth Amendment to the
Fourth Amendment to Consultant Services Agreement Page 3 of 2 IN WITNESS WHEREOF, Consultant and the City have executed this FOURTH Amendment to the Agreement effective as the date shown above.
Consultant
____________________________
LPA
Date: _______________________
City of Campbell
____________________________
Brian Loventhal
City Manager
Approved as to Form:
____________________________
William Seligman
City Attorney
Date:________________________
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Attachment: LPA Consultant Services Agreement – Fourth Amendment (Sample) (Authorization to Execute a Fourth Amendment to the City of Campbell
Request for Budget Adjustments
Department/Program Division Date Request No.
May 20, 2025 BA-24
Budget to be Reduced
Fund/Program Account Number Description Amount
Budget to be Increased
Fund/Program Account Number Description Amount
REVENUE
EXPENDITURES
448.21MM 7430 Professional Services (LPA, Inc.) 365,299$ REASON FOR REQUEST - BE SPECIFIC:
Finance Director Interim Public Works Director City Manager Public Works
Will Fuentes Amy Olay Brian Loventhal
21-MM - Measure O Shared Costs
To appropriate an additional $365,299 into the Measure O Shared Cost Project (21-MM) for the fourth amendment to the consulting services agreement with LPA, Inc for additional design and contract administration support services during construction of the Police Operations Building.
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Attachment: Budget Adjustment (Authorization to Execute a Fourth Amendment to the Services Agreement with LPA)
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 LOPEZ
Campbell Ministerial Interfaith Group
City Attorney Performance/Compensation Subcommittee
City Clerk Performance/Compensation Subcommittee
City Manager Performance/Compensation Subcommittee
Finance Subcommittee
West Valley Mayors and Managers
Bay Area Quality Management District Board of Directors** Cities Association of Santa Clara County - City Selection Committee League of Cities Peninsula Division Executive Committee** Silicon Valley Clean Energy Audit Committee**
Valley Transportation Authority Board of Directors**
Silicon Valley Clean Energy JPA Board of Directors (Alt.)
VICE MAYOR FURTADO
Advisory Commissioner Appointment Interview Subcommittee City Attorney Performance/Compensation Subcommittee
City Clerk Performance/Compensation Subcommittee
City Manager Performance/Compensation Subcommittee
Association of Bay Area Governments (ABAG)
Silicon Valley Regional Interoperability Authority (SVRIA) Treatment Plant Advisory Committee (TPAC)
West Valley Sanitation District
West Valley Solid Waste Authority JPA
West Valley Stormwater Authority
Item: 12
Category: COUNCIL COMMITTEE
REPORTS
Meeting Date: May 20, 2025
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Council Committee Reports Page 2 of 3
Friends of the Heritage Theater Liaison (Alt.)
Santa Clara County Emergency Operational Council (EOAC)** (Alt.) Silicon Valley Animal Control Authority Board (SVACA) (Alt.) Valley Transportation Authority Policy Advisory Committee (Alt.) West Valley Mayors and Managers (Alt.)
COUNCILMEMBER BYBEE
Education Subcommittee
Legislative Subcommittee
Cities Association of Santa Clara County:
Board Representative
Legislative Action Committee
Santa Clara County Library District JPA Board of Directors Silicon Valley Animal Control Authority Board (SVACA)
Campbell Historical Museum & Ainsley House Foundation Liaison (Alt.) West Valley Sanitation District (Alt.)
COUNCILMEMBER HINES
DCBA Liaison
Economic Development Subcommittee
Finance Subcommittee
Santa Clara Valley Water District County Water Commission
Cities Association of Santa Clara County:
Board Representative (Alt.)
Legislative Action Committee and City Selection Committee (Alt.) Santa Clara County Housing and Community Development Advisory Committee (Alt.) West Valley Stormwater Authority (Alt.)
West Valley Solid Waste Authority JPA (Alt.)
COUNCILMEMBER SCOZZOLA
Advisory Commissioner Appointment Interview Committee
Campbell Historical Museum & Ainsley House Foundation Liaison Economic Development Subcommittee
Education Subcommittee
Friends of the Heritage Theater Liaison
Legislative Subcommittee
Cities Association of Santa Clara County Executive Board** Santa Clara County Housing and Community Development Advisory Committee Silicon Valley Clean Energy JPA Board of Directors
Silicon Valley Clean Energy JPA Board of Directors: Executive Committee** 12 Packet Pg. 127
Council Committee Reports Page 3 of 3
Silicon Valley Clean Energy Finance and Administration Committee** Silicon Valley Clean Energy Legislative Committee**
Valley Transportation Authority Policy Advisory Committee
DCBA Liaison (Alt.)
Santa Clara County Library District JPA Board of Directors (Alt.) Santa Clara Valley Water District: County Water Commission (Alt.) Association of Bay Area Governments (Alt.)
**appointed by other agencies
Prepared by:
Kristen Epolite, Deputy City Clerk
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