Capitola City Council
November 21, 2024

REVISED 11/21/2024 AT 3:40 PM
City of Capitola
City Council Meeting Agenda
Thursday, November 21, 2024 – 5:30 PM
City Council Chambers
420 Capitola Avenue, Capitola, CA 95010
Mayor: Kristen Brown
Vice Mayor: Yvette Brooks
Council Members: Joe Clarke, Margaux Morgan, Alexander Pedersen Regular Meeting of the Capitola City Council – 5:30 PM
All correspondence received prior to 5:00 p.m. on the Wednesday preceding a Council Meeting will be distributed to Councilmembers to review prior to the meeting. Information submitted after 5 p.m. on that Wednesday may not have time to reach Councilmembers, nor be read by them prior to consideration of an item.

1. Roll Call and Pledge of Allegiance
Council Members Joe Clarke, Margaux Morgan, Alexander Pedersen, Yvette Brooks, and Mayor Kristen Brown.

2. Additions and Deletions to the Agenda

3. Presentations
Presentations are limited to eight minutes.

A. Presentation of 2024 Plein Air Art Competition Winners B. Proclamation in honor of Police Chief Andrew Dally's Retirement

4. Additional Materials
Additional information submitted to the City after distribution of the agenda packet.

A. Item 5 - Correspondence Received
B. Item 8A - Correspondence Received
C. Item 8B - Correspondence Received

5. Oral Communications by Members of the Public
Oral Communications allows time for members of the Public to address the City Council on any “Consent Item” on tonight’s agenda, or on any topic within the jurisdiction of the City that is not on the “General Government/Public Hearings” section of the Agenda. Members of the public may speak for up to three minutes, unless otherwise specified by the Mayor. Individuals may not speak more than once during Oral Communications. All speakers must address the entire legislative body and will not be permitted to engage in dialogue. A maximum of 30 minutes is set aside for Oral Communications.

6. Staff / City Council Comments
Comments are limited to three minutes.
1 City Council Meeting Agenda – November 21, 2024
City of Capitola Page 2

7. Consent Items
All items listed as “Consent Items” will be enacted by one motion in the form listed below. There will be no separate discussion on these items prior to the time the Council votes on the action unless members of the City Council request specific items to be discussed for separate review. Items pulled for separate discussion will be considered following General Government. Note that all Ordinances which appear on the public agenda shall be determined to have been read by title and further reading waived.

A. City Council Meeting Minutes
Recommended Action: Approve minutes from the regular meeting on November 14, 2024, and the special meeting on November 12, 2024.

B. 2025 Holidays and City Hall Closures
Recommended Action: Adopt a resolution designating the holidays and City Hall closures in calendar year 2025.

C. Janitorial Services for City Facilities
Recommended Action: Staff recommends the City Council authorize the City Manager to enter into a Professional Services Agreement with Executive Facilities Services, Inc. to provide janitorial services for the City of Capitola for the 2025 calendar year in the amount of $85,100.

D. 1760 Wharf Road Consolidated Coastal Development Permit Recommended Action: Based on the findings in the staff report, authorize the property owner and the Coastal Commission to proceed with a consolidated coastal development permit for emergency repair work at 1760 Wharf Road.

E. Disposition of Unclaimed Checks
Recommended Action: Authorize the release of unclaimed checks in accordance with Government Code Section 50055.

8. General Government / Public Hearings
All items listed in “General Government / Public Hearings” are intended to provide an opportunity for public discussion of each item listed. The following procedure pertains to each General Government item: 1) Staff explanation; 2) Council questions; 3) Public comment; 4) Council deliberation; 5) Decision.

A. Bay Avenue and Hill Street Traffic Safety Update
Recommended Action: Receive an update on the Bay Avenue and Hill Street Intersection Quick Build Project and provide direction as needed.

B. Junior Guard Registration
Recommended Action: Staff recommends the City Council maintain the current Junior Guard registration process.

9. Adjournment - The next regularly scheduled City Council meeting is on December 12, 2024 at 5:30 PM.
_____________________________________________________
How to View the Meeting
Meetings are open to the public for in-person attendance at the Capitola City Council Chambers located at 420 Capitola Avenue, Capitola, California, 95010.

Other ways to Watch:
2 City Council Meeting Agenda – November 21, 2024
City of Capitola Page 3
Spectrum Cable Television channel 8
City of Capitola, California YouTube Channel
To Join Zoom Application or Call in to Zoom:

Meeting
link: https://us02web.zoom.us/j/83328173113?pwd=aVRwcWN3RU03Zzc2dkNpQzRWVXAydz09 Or dial one of these phone numbers: 1 (669) 900 6833, 1 (408) 638 0968, 1 (346) 248 7799 Meeting ID: 833 2817 3113
Meeting Passcode: 678550
How to Provide Comments to the City Council
Members of the public may provide public comments to the City Council in-person during the meeting.

If you are unable to attend in-person, please email your comments to [email protected] and they will be included as a part of the record for the meeting. Please be aware that the City Council will not accept comments via Zoom.

Notice regarding City Council: The City Council meets on the 2nd and 4th Thursday of each month at 6:00 p.m. in the City Hall Council Chambers located at 420 Capitola Avenue, Capitola.

Agenda and Agenda Packet Materials: The City Council Agenda and the complete Agenda Packet are available for review on the City’s website and at Capitola City Hall prior to the meeting. Need more information? Contact the City Clerk’s office at 831-475-7300.

Agenda Materials Distributed after Distribution of the Agenda Packet: Pursuant to Government Code §54957.5, materials related to an agenda item submitted after distribution of the agenda packet are available for public inspection at the Reception Office at City Hall, 420 Capitola Avenue, Capitola, California, during normal business hours.

Americans with Disabilities Act: Disability-related aids or services are available to enable persons with a disability to participate in this meeting consistent with the Federal Americans with Disabilities Act of 1990. Assisted listening devices are available for individuals with hearing impairments at the meeting in the City Council Chambers. Should you require special accommodations to participate in the meeting due to a disability, please contact the City Clerk’s office at least 24 hours in advance of the meeting at 831-475-7300. In an effort to accommodate individuals with environmental sensitivities, attendees are requested to refrain from wearing perfumes and other scented products.

Si desea asistir a esta reunión pública y necesita ayuda - como un intérprete de lenguaje de señas americano, español u otro equipo especial - favor de llamar al Departamento de la Secretaría de la Ciudad al 831-475-7300 al menos tres días antes para que podamos coordinar dicha asistencia especial o envié un correo electrónico a [email protected].

Televised Meetings: City Council meetings are cablecast “Live” on Charter Communications Cable TV Channel 8 and are recorded to be rebroadcasted at 8:00 a.m. on the Wednesday following the meetings and at 1:00 p.m. on Saturday following the first rebroadcast on Community Television of Santa Cruz County (Charter Channel 71 and Comcast Channel 25). Meetings are streamed “Live” on the City’s website by clicking on the Home Page link “Meeting Agendas/Videos.” Archived meetings can be viewed from the website at any time. 3 1
Gautho, Julia
From: TJ WELCH <[email protected]>
Sent: Thursday, November 21, 2024 3:18 PM
To: Gautho, Julia
Cc: City Council; Welch, Troy (TJ) ([email protected]) Subject: City Council public comment 11.21.24
Lack of trust in government is at an all time high, and the lack of trust for Capitola Staff and City Council is no exception. A few observations;
First, is the City’s lack of integrity.

Measure O passed in 2012. 1.1 million a year with no sunset. You told us, it would be used for roads, but yet zero or very little Measure O funds have been used to repair or maintain our roads which are now in total disrepair. Where is it all being spent? Measure F-passed in 2016 Long before the 2023 storm. You told us, it was to build a stronger and better wharf. No discussion ever to remove our restaurant. Over 8 million tax revenue yet you only spent 3.5 million for the repairs with no plan to replace the restaurant. Where is it being spent?
Measure Y-You tell us it was needed to give our employees a much needed raise, but since when do council members pet projects, capital improvements and community grants have a priority over employees wages and benefits? This is not the way a competent city develops a budget.

Measure L-Now known as City municipal code 8.72 was overwhelmingly passed by the residents. The City Manager, City Attorney, Mayor Brown and Council Member Pedersen, are all ignoring City law, and the will of our community. The City Manager and City attorney stating it is vague and therefore unconstitutional. Pretty interesting since you are the ones that actually wrote and approved the law.

Council Members have pushed their activists agendas by ignoring the residents for far too long. Issues like
 Bypassing our Planning Commission with the joint CDP
 Pushing the rail/trail through the City
 Making policy changes while hiding behind government speech.  Calling our cops racists and,
4 Item 4 A.
2  Not listening to the concerns of families regarding children, to name a few.

Now we embark on the new housing element. Where once again the Council and Staff are pushing an agenda based on a false narrative that will change our beach town forever.

Then you give Council Member Pedersen $15,000 for his Non-Profit business “Fair Wages”.

Council Member Pedersen, what have you done to help Capitola with the money? Actually, the entire premise of “Fair Wages” for small business is ludicrous. You will give a sticker to businesses, if they pay their employees $36.64 per hour? What businesses in the village can pay all their employees $36.64 per hour? And Where is the convection to give “Fair Wages” for your employees in the City?? I think you need to apologize to the public and refund our $15,000.

It’s time that our City Manager and City Council set aside their biased politics and represent the residents of Capitola with transparency, integrity and honesty. You can start, by listening to the community tonight.

Respectfully,
TJ Welch
5 Item 4 A.
1 Gautho, Julia
From: John <[email protected]>
Sent: Friday, November 15, 2024 2:43 PM
To: City Council; Gerry Jensen; Melinda Orbach; Gautho, Julia Subject: Item 8A Fwd: Well it’s official
Follow Up Flag: Follow up
Flag Status: Flagged
Please see below email from August regarding item 8A. I made bets with most of the advocates in our county that certain councillors would show their inconsistent political calculation over personal ethics truth within weeks of the election and this project would be my proof.

And here we are.

Alex will still want traffic calming with tweaks
Joe will still want traffic calming with tweaks
Margaux will do what Y2K tell her to
(Has M ever not voted with Y2K in all 4 years?)
Kristen will no longer want traffic calming but will frame her opposition vaguely and to her credit showing a grasp of policy (D3 calls)
Yvette will aggressively not want traffic calming while stating she wants traffic calming just not this traffic calming because of the kids (it won’t make sense I am describing it correctly) Joe is the only one I’m not 100% on. The bet was entirely related to Y2K.

I feel this is rushed. The study was supposed to last 15 months and we should wait until January and let the new council decide as our local voters have made clear they prefer Kristen and Margaux not sit on daises anymore.

Respect democracy and the voters always the side I fall on though. I am riddled with flaws but ethical and moral consistency is within my character.

Warmly JM
Begin forwarded message:

From: John <[email protected]>
Date: August 5, 2024 at 6:44:16 PM PDT
To: [email protected]
Subject: Well it’s official
6 Item 4 B.
2 Reddit and the Democrats love the traffic calming at bay hill. Nextdoor and the MAGA folks hate it.

Which side of that divide y'all are we’ll learn I imagine soon enough.

Warmly JM
7 Item 4 B.
1 Gautho, Julia
From: John <[email protected]>
Sent: Monday, November 18, 2024 8:33 AM
To: City Council; Gautho, Julia
Subject: Item 8A
Follow up
Every incumbent running on our council was voted off. I can’t remember the last Ɵme an incumbent lost in Capitola. Bet one with pictures of them and the President never has.

And at the supervisor level David slew Goliath. Kim only lost one precinct iirc.

This is a clear mandate from voters that they want different representaƟon. Please do not change the essenƟal traffic calming (unless it’s to improve it I have ideas) at Bay Hill. Traffic isn’t even bad anymore since people figured out the new set up.

It was significantly more dangerous staƟsƟcally, theoreƟcally and in pracƟce before the upgrades. We always choose cars in our culture. Let’s choose neighbors and childrens’ lives for once.

And for those of you not moƟvated by doing what’s right, if someone is injured there because you remove the safety measures my gaze will fall on those responsible. Ask Kristen and Margaux what happens next although to be fair, YveƩe is who took down Margaux not me. I don’t bother with placeholders.

Warmly JM
8 Item 4 B.
1 Gautho, Julia
From: Carol MacEwen <[email protected]>
Sent: Monday, November 18, 2024 6:34 PM
To: City Council
Subject: THE BAY/HILL SAFETY/TRAFFIC CONFIGURATION
Council Members,
Please eliminate the Bay/Hill quick build road changes. This has resulted in major congestion, dangerous cutthrough traffic in the Nob Hill parking lot, road rage, and more pedestrian near-accidents than previously existed.

As both a pedestrian and driver who uses Bay Avenue daily, I feel less safe either walking or driving through the intersection, due to driver confusion and impatience. To reduce the number of lanes, I suggest doing away with the designated turning lanes (leaving two straight lanes with the option to turn right or left) and for optimum pedestrian safety, add pedestrian activated flashing lights like the ones in the Village, Cliff Drive, and Capitola Road.

Thank you,
Carol MacEwen
Monterey Avenue resident
9 Item 4 B.
1 Gautho, Julia
From: dreymerbizvideo2 <[email protected]>
Sent: Monday, November 18, 2024 6:36 PM
To: City Council
Subject: BAY/ HILL TRAFFIC/SAFETY CONFIGURATION
I think the blue pedestrian build out safety areas are a good solution in protecting pedestrians from the sharp right turn from Hill onto Bay and in affording a buffer area on the diagonally opposite side of the intersection for those crossing to the Sr. Apts. .

As I live on Capitola Avenue, I was a heavy user of the bridge and now must use Bay. I am sure others do as well...probably increases traffic 10-20% so the immediate single lane merge off the fwy does not work well in my opinion. Most of us going down Bay to Nob Hill will turn right at the car wash into the parking lot anyway rather than waste time at an unnecessary stop to turn right.

I think the original two lanes worked well to prevent bottlenecks and could still work as a "zipper" into one lane mid intersection thus protecting the blue buffer on the corner diagonally for those crossing to the Sr. Apts. Cars previously had to zipper to go straight immediately after crossing the intersection, so it just gets moved up into the intersection within the 4 way stop.. I'd like to see how just the buffer zones and flashing stoplights work without the one lane restriction coming down Bay.

My neighbor takes her kids to Soquel high and elementary and says a previous 10 minute drive now takes 25 minutes because she is restricted to Bay as are many of us.

Getting the bridge back asap will alleviate a big part of the traffic problem....here's hoping it won't be 'a bridge too far'.

Diane Reymer
910 Capitola Ave #2
10 Item 4 B.
1 Gautho, Julia
From: TJ WELCH <[email protected]>
Sent: Monday, November 18, 2024 8:05 PM
To: City Council
Subject: Please eliminate the quick build lane reduction Please accept this leƩer as a request to consider eliminaƟng the quick build lane reducƟon at Bay Ave and Hill Street.

The Kimely-Horn study correctly pointed out that the traffic issues would result in a level of service (LOS) of D, which does not meet the City's lowest acceptable LOS of C.

The informaƟon presented by staff was also misleading by incorrectly idenƟfying that the DUI fatality and other accidents that did not occur in the Bay Ave. - Hill Street intersecƟon. As the KH study clearly stated there were actually 6 vehicle accidents in the last five years. The outcome of the quick build lane reducƟon, was actually even worse than the traffic issues KH report idenƟfied, with drivers recklessly taking short cuts through the Nob Hill parking lot and cuƫng through the actual intersecƟon where the DUI fatality occurred at the Crossroads Loop road.

I kindly ask that you simply acknowledge the mistake and fix the problem before there is another fatality.

Thank You,
TJ Welch
41o Escalona Drive
Capitola, CA
11 Item 4 B.
1 Gautho, Julia
From: Jeffry Beneke <[email protected]>
Sent: Monday, November 18, 2024 9:14 PM
To: City Council
Subject: Bay & Hill
The Traffic gets so backed to Freeway and Vehicles are taking shortcuts going through Nob Hill and Post Office! Sent from my iPhone
12 Item 4 B.
1 Gautho, Julia
From: [email protected]
Sent: Tuesday, November 19, 2024 7:38 AM
To: City Council
Subject: Bay/Hill traffic’calming’
The configuraƟon that is being used on Bay Street is a complete mess! It must be removed! Mary and Ernie Tavella
Sent from my iPhone
13 Item 4 B.
1 Gautho, Julia
From: Michael routh <[email protected]>
Sent: Monday, November 18, 2024 5:48 PM
To: City Council
Cc: Kahn, Jessica
Subject: Item 8A
Council members,
Please consider eliminaƟng the Bay / Hill quick build road changes. WHY?

1. The fatal accident that occurred at the Loop Road / Bay intersecƟon was not related to the Bay / Hill intersecƟon configuraƟon.

2. The quick build road configuraƟon was determined to be the least desirable in the study completed by the traffic engineers KH.

3. The council decision to adopt the current Bay / Hill plan was based more on emoƟon than common sense.

4. The accident history at the Bay / Hill intersecƟon did not warrant the changes.

5. The quick build plan has resulted in major congesƟon, dangerous cut-thru traffic in the Nob Hill parking lot, road rage, and more near-accidents than previously existed.

Please restore the Bay / Hill intersecƟon to its previous configuraƟon and admit the quick build was an abject failure.

Respecƞully,
Mick Routh
Sent from my iPhone
14 Item 4 B.
1 Gautho, Julia
From: karen ito <[email protected]>
Sent: Monday, November 18, 2024 9:09 PM
To: City Council
Subject: Bay/Hill Safety Traffic Configuration
Dear Council Members,
I understand the importance and seriousness of pedestrian safety. However, I have not seen how removing one car lane would prevent or reduce accidents. As a maƩer of fact, I’ve seen serious traffic congesƟon ever since the lane was taken away. It has caused me anxiety and frustraƟon being stuck there. For this reason, I haven’t frequent that shopping center as much. 눝눜눞뇤
The city has already installed a lighted crosswalk, and this should alert drivers to stop for pedestrians. I think accidents happened because the pedestrians were not visible to the drivers.

Please consider the community and neighboring residents and reopen the second lane again.

Sincerely,
Karen Ito
15 Item 4 B.
1 Gautho, Julia
From: Charlie moore <[email protected]>
Sent: Monday, November 18, 2024 6:17 PM
To: City Council
Subject: Traffic Nightmare
Attachments: Screenshot_20241118_181551_Chrome.jpg
Please fix this disaster immediately. Put the lanes back how they were! Thank you,
S. Moore
16 Item 4 B.
17 Item 4 B.
1 Gautho, Julia
From: Kelly Moore <[email protected]>
Sent: Monday, November 18, 2024 6:41 PM
To: City Council
Subject: Eliminate traffic change on Bay St
Dear Capitola City Council,
Please restore Bay Ave. back to two lanes in both directions going through the Dairy Queen Nob Hill intersection.

The reduction in lanes has created a traffic nightmare for my family trying to pick up kids at both New Brighton and Soquel Elementary. We need to balance public safety and common sense.

Creating bottlenecks and traffic jams do slow traffic. But in a city that's already gridlocked by structural problems we don't need unecessary city created traffic messes as well.

Kelly Moore
Yahoo Mail: Search, Organize, Conquer
18 Item 4 B.
1 Gautho, Julia
From: Gail Cothes <[email protected]>
Sent: Tuesday, November 19, 2024 8:36 AM
To: City Council
Subject: Bay Avenue Reconfiguration
I appreciate the fact that this intersecƟon/street can be difficult to maneuver but the present configuraƟon I believe has made this street even more dangerous. Both cars and pedestrians are confused by all the lines, colors and posts that have been set up. At certain Ɵmes of the day it is nearly impossible to navigate all the cars that are backed up passed Gayle’s Bakery. I have lived on Sunset Dr for 50 years and now have to plan my coming and going’s according to traffic paƩerns. I also need to cut across a bike lane in order to turn on to Center! I think a regular red/green stoplight at the four way intersecƟon would be more beneficial than what is being proposed.

Thank you.

Sent from my iPhone
19 Item 4 B.
1 Gautho, Julia
From: Teresa Green <[email protected]>
Sent: Tuesday, November 19, 2024 10:23 AM
To: City Council
Subject: Bay/Hill Intersection Changes
Dear Council members,
Please do remove these temporary changes to the Bay and Hill Street intersection. Here have been my observations since they have been put in.

1. Increased cars cutting through the Crossroads street (where the actual casualty was) to avoid the backups at Bay/Hill intersection (myself included).

2. More people cutting through the Nob Hill parking lot because of backups at the intersection.

3. As a pedestrian, I do not see much improvement in driver focus at crosswalks. Instead, drivers are frustrated by the delays and in a hurry to get through.

4. Flashing lights on the street signs do draw more attention to the crosswalk and should remain.

I agree with all the points in the below letter found on Nextdoor as to the advisability of this change.

Teresa J. Green
405 Hill Street,
Capitola, CA 95010
20 Item 4 B.
1 Gautho, Julia
From: J Marks <[email protected]>
Sent: Tuesday, November 19, 2024 11:31 AM
To: City Council
Subject: The Bay ave experiment
Dear city counsel,
I am unable to attend the upcoming meeting, but wanted to share some thoughts about the traffic management project on Bay ave. First of all, I believe the entire exercise is a waste of time and money given the concurrent HY 1 work. The entire flow pattern has changed and been focused on May/Porter and at the same time you manufacture a choke point at the critical juncture. Very poor planning as any impacts on safety can not be compared to any historic baseline, particularly after the removal of the capitola rd overpass.

Now the 2nd point is that safety is only one factor that must be considered, and there are other less intrusive ways to enable better safety. Having a 4 way stop on a two lane road might better be addressed with a round about before, or a signal, or any manner of other options. Why not model them before implementing them. The whole thing is a regional inconvenience and a local expense with little or no return IMHO.

Yours Truly,
Joshua Marks
21 Item 4 B.
1 Gautho, Julia
From: Jessie Mudgett <[email protected]>
Sent: Tuesday, November 19, 2024 2:57 PM
To: City Council
Subject: Bay Ave and Hill Street Traffic Safety
I have lived in Capitola since 1962 and witnessed the change in traffic on Bay Ave over the years.

The current configuration at the intersection of Bay Ave and Hill St does not seem to have mitigated any of the problems originally brought forward after the hit and run pedestrian death. I am not sure you can really design roads/intersections that will eliminate bad driving. There will always be drivers who go out of turn or want to beat the pedestrian through the crosswalk whether there is one lane or two lanes. The single lane configuration has only burdened drivers with added congestion.

While I am happy to critique the current design of the intersection, not being a traffic engineer, I have no alternative suggestions. I hope wiser minds can come up with something better than what there is now. 22 Item 4 B.
1 Gautho, Julia
From: Stef <[email protected]>
Sent: Tuesday, November 19, 2024 3:03 PM
To: City Council
Subject: Bay Avenue and Hill Street Traffic
Follow Up Flag: Follow up
Flag Status: Flagged
Please restore or re-engineer the traffic lanes on Bay Ave. I live on Capitola Ave at Hill St. I normally drive home going southbound on Bay Ave, then left turn at Hill St. Southbound traffic is often backed up, sometimes to the SB Hwy 1 offramp. I often see cars take the center lane (suicide lane) from around Chevron, all the way to the left turn lane at Hill St, while others like me, wait until passing Crossroads Loop to enter the left turn lane at Hill St. When I finally do make it to the left turn, I have to look in my side mirror to make sure there isn't another car speeding up the center lane to make the same left turn. This is very frustrating and potentially dangerous. The wait time has now quadrupled or more. Also, people in the right turn-only lane (into Nob Hill parking) either do not realize it is turn-only lane or choose to ignore it so that they can cut in at the last minute in order to bypass some traffic going straight on southbound Bay Ave.

Please restore Southbound Bay Ave. to previous configuration.

Stefanie Gee
23 Item 4 B.
1 Gautho, Julia
From: Gautho, Julia
Sent: Tuesday, November 19, 2024 4:31 PM
To: Gautho, Julia
Subject: RE: Bay Avenue & Hill Street quick build project From: Cheryl Ban <[email protected]>
Sent: Tuesday, November 19, 2024 10:56 AM
To: CapitolaDPW <[email protected]>
Subject: Bay Avenue & Hill Street quick build project
November 19, 2024
Dear Council Members,
Consider eliminating the Bay/Hill Avenue quick build road changes immediately.

This current quick build road configuration makes this area more dangerous.

Having witnessed traffic traveling through the Nob Hill parking lot, creating many new safety issues.

Creating traffic back ups exiting from the freeway onto Bay Avenue.

Especially during peak times traffic backs up under the freeway south and to Gayles heading north up to Capitola Avenue.

This attempt was well meaning, yet is a failure.

Creating congestion does not make the roadways safer.

Thank-you,
Mark Ban
Cheryl Ban
24 Item 4 B.
11/20/24, 8:49 AM Please eliminate the quick build lane reduction - Gautho, Julia - Outlook about:blank 1/1
Outlook
Please eliminate the quick build lane reduction
From Courtney Welch <[email protected]>
Date Tue 11/19/2024 6:30 PM
To City Council <[email protected]>
Dear City Council,
I'm writing about the new lane changes being considered on bay in front of the Nob Hill shopping center. I would like to express my major concern for the safety being REDUCED by this change. In the twenty years I've lived off this exit I have never seen the traffic built up this heavily not have I seen the amount of near accidents due to the quick build lane. It is very confusing and it does not allow traffic flow for the amount of cars coming off the freeway. Please reconsider and eliminate the quick build lane reduction.

Thank you for your time,
Courtney
25 Item 4 B.
11/20/24, 8:50 AM Re: Traffic configuration on Bay Avenue at Hill. - Gautho, Julia - Outlook about:blank 1/1
Outlook
Re: Traffic configuration on Bay Avenue at Hill.

From [email protected] <[email protected]>
Date Tue 11/19/2024 7:00 PM
To [email protected] <[email protected]>; mtavella <[email protected]> Cc City Council <[email protected]>; [email protected] <[email protected]>; Marilee Westen <[email protected]>; [email protected] <[email protected]>; Rick Phister <[email protected]>; John Plecque <[email protected]>; Gorson <[email protected]>; Denniserickson Erickson <[email protected]>; Beth /Rick Hornbeck <[email protected]>; Wallace, James ([email protected]) <[email protected]>; Jack Boterenbrood <[email protected]>; Christina Hall <[email protected]>
Thanks, Ernie, for putting the sentiments of all of us in writing! Sent from AT&T Yahoo Mail on Android
On Tue, Nov 19, 2024 at 5:54 PM, Billy Gorson
<[email protected]> wrote:

I am in total agreement with this letter
Sent from my iPad
> On Nov 19, 2024, at 5:35 PM, mtavella <[email protected]> wrote:
>
> Members of the city Council; you have created a problem that did not need to be solved. You have created a potential hazard by narrowing Bay Avenue at Hill Street. It’s impossible for me to believe that you have not seen the lines from that intersection stretching all the way to the freeway and to gayles. I am concerned that you are creating a pro forma meeting to rubberstamp this configuration. I think you’ve wasted a lot of money for the study and its results. I will be leaving town on Thursday of this week so I will miss the meeting. I’m hoping that the trust we have placed in you as members of the city Council to reverse the current situation.

Ernie Tavella
> Sent from my iPhone
26 Item 4 B.
11/20/24, 2:50 PM Bay Ave/ Hill St configuration. - Gautho, Julia - Outlook about:blank 1/1
Outlook
Bay Ave/ Hill St configuration.

From susie wood <[email protected]>
Date Wed 11/20/2024 2:01 PM
To City Council <[email protected]>
It was my friend who was killed in December crossing in front of Sushi Gardens.

While I am not an expert in this area I think a better solution would be to add a yellow signal that pedestrians can activate to cross street. Those little flashing lights on stop signs are not enough.

Thank you
Susie Wood
27 Item 4 B.
1 Gautho, Julia
From: John <[email protected]>
Sent: Wednesday, November 20, 2024 7:41 PM
To: City Council
Subject: Please don’t make it two lanes
Coming towards Gayles. That race to be the first car into the single lane was the most dangerous part. Made folks do right turns out if knob hill without stopping all the Ɵme.

Let’s not make it that dangerous again. Congrats on 25k from CORE YveƩe awarded by the county. Yours was the only org didn’t make sense to be chosen out of the discreƟonary. Confirmed why already. Love budgets.

Warmly JM
28 Item 4 B.
1 Gautho, Julia
From: Tamara Lopez <[email protected]>
Sent: Thursday, November 21, 2024 6:14 AM
To: City Council
Subject: Bay/Hill Safety
Council Members,
This Bay/Hill configuration was not properly thought out... what may have looked great on paper wasn’t the case once set in motion. The accident history does not warrant these changes and the new plan has only increased the congestion which in turn will only create additional accidents, as we who drive this way everyday see people who don’t want to sit in the long, long, long lines so they duck into Nob Hill and or turn around in the middle of traffic to go another way. Unfortunately YOU have created and are responsible for these crazy drivers and near misses.

Please restore the Bay/Hill configuration back to what it was…a two lane stop and go, thru traffic, no congestion street!!
Sincerely
Tamara Lopez…proud Capitola resident
Tamara Lopez | Credit Specialist
Nordic Naturals® | nordic.com
111 Jennings Drive | Watsonville, CA 95076
ph: 800.662.2544 x116
e: [email protected]
CONFIDENTIALITY NOTICE: This email, and any attachments, are intended solely for the use of the intended recipient and may contain information that is confidential, proprietary, copyrighted, and/or legally privileged. Any unauthorized disclosure, distribution, or use of this information is prohibited. If you are not the intended recipient and have received this message in error, please notify the sender immediately by reply email and destroy all copies of the original message and any attachments. Your compliance is appreciated.
29 Item 4 B.
1 Gautho, Julia
From: Chris Wortman <[email protected]>
Sent: Thursday, November 21, 2024 7:50 AM
To: City Council
Subject: Bay street
I don't believe anything has been made safer with the new lane change.

But I have seen a few close calls.

It should be changed back.

Chris Wortman
30 Item 4 B.
1 Gautho, Julia
From: eric lessin <[email protected]>
Sent: Thursday, November 21, 2024 9:04 AM
To: City Council; Ryan, Sarah ([email protected]); Mozumder, Kailash; Jesberg, Steve ([email protected])
Subject: Traffic Safety Request for speed tables - Hill Street/Capitola Avenue to Highway 1/Capitola Avenue
To Whom May Concern,
My neighbors and I would like 2 speed tables installed on Capitola Avenue between Hill Street and the soon to be reconstructed Highway 1 overpass bridge.

The secƟon of road between Highway 1 and Hill Street on Capitola Avenue was a thoroughfare used by school kids, elderly, bikers and walkers. The traffic that used to drive on this secƟon of road created a deadly hazard with years of documented property loss at the hands of speeding vehicles.

We do not miss the accidents or hazards coming from the speeders.

We would like 2 speeds tables (examples Clares Avenue and Jade Street) installed prior to the opening of the Highway 1 overpass.

HOW CAN WE ACCOMPLISH THIS SIMPLE TRAFFIC SAFETY TASK THAT BENEFITS ALL OF THE PUBLIC? Please let me know what to do (agenda item on counsel meeƟng, signatures, fundraiser?) to facilitate the construcƟon of 2 speed tables.

Best Regards,
Eric Lessin
Sent from my iPhone
31 Item 4 B.
1 Gautho, Julia
From: Michael Minoggi <[email protected]>
Sent: Thursday, November 21, 2024 1:05 PM
To: City Council
Subject: Bay/Hill intersection
Council,
As a daily Gayle’s and/or Nob Hill frequenter, I like the changes on Bay Ave. made..but only in the northbound direcƟon !!!
I feel the southbound direcƟon should be reversed back to its original makeup.

The backup traffic between Hwy. 1 and the intersecƟon at peak Ɵmes is cause for bad behavior by impaƟent drivers(not me). Shortcut takers avoiding the backup drive hurriedly risking safety! Maybe related but I’ll never know, just yesterday mid morning I think, I was parked in Gayle’s at the 3 spots in the parking lot bordering Bay Ave. Suddenly a large white truck northbound on Bay Ave. decided to use the parking lot as a shortcut, unwilling to wait 1-2 cars ahead of him. He came through the parking lot about 20 miles per hour and never stopped as he exited right onto Capitola Ave. I laid on the horn.

I could only guess he sped up Cap. Ave. and leŌ on Hill St to save himself 30 seconds wherever he was going 솓솔솕쇔솖솗솘쇕쇖솙솚솛솜솝솞솟솠송솢솣쇗솤 That may or may not be related to the Bay Ave changes. I just wanted to bring it to the table for any decisions upcoming.

Thank you for listening.

Michael Minoggi, Soquel
Sent from my iPhone
32 Item 4 B.
1 Gautho, Julia
From: Mary Cahalen <[email protected]>
Sent: Thursday, November 21, 2024 4:49 PM
To: City Council
Subject: Concerns Over Recent Intersection Changes on Bay Avenue

Dear Capitola City Council
I want to begin by acknowledging the Council’s efforts to address what some have identified as a problematic intersection on Bay Avenue. It's clear that there was a proactive attempt to improve traffic flow and safety, and that is always appreciated.

However, the changes implemented do not seem to have resolved the issue. In fact, it appears that the original problem, which is located on an adjoining private road, has been overlooked. While the intersection on Bay Avenue may have been the focus, the true danger seems to lie on the private road, where accidents have occurred and safety remains a concern.

I’ve always wondered if the City has reached out to the private owner of this road to discuss the situation and explore potential solutions. What was the result of that conversation? Given that the private road is unlit and potentially hazardous, it seems like an important factor in addressing the overall safety concerns.

In the meantime, the changes made to Bay Avenue have not had the desired effect. The Nob Hill parking lot has become a new hotspot for dangerous cut-through traffic, which is concerning. While I am not an expert on road design, it seems clear that the current solution is not working, and further adjustments are needed.

My suggestion would be to revert the intersection on Bay Avenue to its previous design and instead direct efforts toward collaborating with the private road owner to address the issues on their property. Lighting and other safety measures could be key to resolving the underlying problem.

I appreciate your time and consideration in addressing this issue, and I trust the City will continue working toward a solution that benefits all residents.

Sincerely,
Mary Beth Cahalen
33 Item 4 B.
1 Gautho, Julia
From: Sandra Wallace <[email protected]>
Sent: Thursday, November 21, 2024 10:04 AM
To: City Council
Subject: Agenda Item 8B tonight
To City Council, Capitola:

I am wriƟng this to you on behalf of all of the children who live within the Soquel Union Elementary School District (SUESD). It seems that some of them are unable to join Junior Guards because there are children from outside the SUESD boundaries who are taking the available spots.

I have heard it is a soŌware problem but it seems that requiring a PG&E bill or another showing proof of residence would solve the problem. Surely, a “soŌware problem” can be overcome.

I urge you to allow ALL residents to be prioriƟzed over any non-residents, returning or not.

Sincerely,
Sandra Wallace
34 Item 4 C.
1 Gautho, Julia
From: Judy McGooden <[email protected]>
Sent: Thursday, November 21, 2024 4:02 PM
To: City Council
Cc: [email protected]
Subject: Agenda item 8B- re Junior Guard registration process Dear Council membersI am reaching out to you this evening regarding the registraƟon process that has been in place since 2022. There is concern in the community that this parƟcular process is not serving the local community as it should.

Having served on the Soquel Union School Board, it saddens me to hear of local children not being able to access this great program because of some families that register as Capitola residents, who are in fact, not.

Every effort should be made to insure that the children of this community and SUESD are allowed priority in registraƟon .

Years ago when our children were in guards, we parents had to supply proof of residence- uƟlity bill, mortgage statement, etc. Yes, it was more cumbersome but did a great job of keeping the local families in the program. We used to camp out in front of Jade St overnight to insure our kids got in! I’m not suggesƟng that parƟcular means, but am requesƟng that greater effort is applied to the registraƟon process.

Perhaps a new vendor for the Rec Department is in order if they can’t accommodate. Luckily, Capitola residents supported an increase in sales tax that could be helpful in offseƫng addiƟonal expense.

I do support that returning guards are allowed early registraƟon; that SUESD students, per prior JPA with SUESD, be allowed the reduced resident fee rate and equal access to the program with Capitola residents. The final slots to be open registraƟon.

A system of verifying true home address should be implemented so that the children of this community get to experience a wonderful program that our grandchildren are now experiencing.

Thank you for considering my concerns.

Judy McGooden, Past President, 18 year SUESD Board member 35 Item 4 C.
1 Gautho, Julia
From: Mary Cahalen <[email protected]>
Sent: Thursday, November 21, 2024 4:36 PM
To: City Council
Subject: Capitola Jr. Guards
Dear Capitola City Council,
As we continue to celebrate and invest in the growth and development of the children in our community, it is essential that we remain focused on supporting our local youth first. The Capitola Jr. Guards program is a valuable resource, and it was specifically designed to provide opportunities for the children of Capitola.

While we are happy to welcome participation from children in surrounding areas when space allows, the priority should always be to ensure that children with Capitola addresses have access to this program first. After all, the City of Capitola is directly funding the program, and its primary mission is to serve the children who live in our city.

By prioritizing local children, we not only honor the program’s original intent but also ensure that the resources we provide are being used to benefit the community that supports the program financially.

Let’s continue to invest in the future of Capitola's youth by ensuring that programs like the Capitola Jr.

Guards remain accessible first and foremost to the children of Capitola.

Thank you for your attention to this matter and for your ongoing support of our community’s children.

Sincerely,
Mary Beth Cahalen
Capitola Resident
36 Item 4 C.

City of Capitola
Special City Council Meeting Workshop
Minutes
Tuesday, November 12, 2024 – 10:00 AM
Capitola City Hall Community Room
420 Capitola Avenue, Capitola, CA 95010
Mayor: Kristen Brown
Vice Mayor: Yvette Brooks
Council Members: Joe Clarke, Margaux Morgan, Alexander Pedersen Special Meeting of the Capitola City Council – 10 AM

1. Roll Call and Pledge of Allegiance – The meeting was called to order at 10:00 AM. In attendance: Council Members Clarke, Morgan, Pedersen, Vice Mayor Brooks, and Mayor Brown.

2. Additions and Deletions to the Agenda – None

3. Additional Materials
A. Item 4A – One email received after publication of the agenda packet.

4. General Government / Public Hearings
A. City Council Strategic Plan Work Session
Recommended Action: Receive a presentation from the City’s Strategic Plan Consultant, BerryDunn, and participate in the Strategic Plan work session.

The City Council received a presentation from BerryDunn. The City Council discussed priorities relating to the development of the City’s Strategic Plan. No action was taken.

Public Comment:
 Paul Estey

5. Adjournment – Adjourned at 4:10 PM. The next regularly scheduled City Council meeting is on Thursday, November 14, 2024, at 6:00 PM.
____________________________
ATTEST: Kristen Brown, Mayor
____________________________
Julia Gautho, City Clerk
37 Item 7 A.

City of Capitola
City Council Meeting Minutes
Thursday, November 14, 2024 – 6:00 PM
City Council Chambers
420 Capitola Avenue, Capitola, CA 95010
Mayor: Kristen Brown
Vice Mayor: Yvette Brooks
Council Members: Joe Clarke, Margaux Morgan, Alexander Pedersen Closed Session – 5:30 PM
i. PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Govt. Code § 54957(b)) City Council's Performance Evaluation of the City Manager ii. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Gov’t Code § 54956.8) Property: Esplanade Park (APN 035-26-209)
City Negotiator: Jamie Goldstein, City Manager
Under Negotiation: Terms of Lease of Real Property
Regular Meeting of the Capitola City Council – 6 PM

1. Roll Call and Pledge of Allegiance – The meeting was called to order at 6:03 PM. In attendance: Council Members Clarke, Morgan, Pedersen, Vice Mayor Brooks, and Mayor Brown.

2. Additions and Deletions to the Agenda – None

3. Presentations
A. Mayor Brown presented a certificate of recognition to Luke Coatney, the "Mayor for a Day" Youth Essay Contest Winner.

4. Report on Closed Session – The City Council met and discussed two items on the Closed Session Agenda. No reportable action was taken.

5. Additional Materials
A. Item 9B - Updated Attachment 1 and one email received after publication of the agenda packet.

6. Oral Communications by Members of the Public
 Goran Klepic
 John Mulry
 Marilyn Garrett

7. Staff / City Council Comments – None

8. Consent Items
A. City Council Meeting Minutes
Recommended Action: Approve minutes from the regular meeting on October 24, 2024, and the special meeting on November 7, 2024.
38 Item 7 A.

City Council Meeting Minutes – November 14, 2024
City of Capitola Page 2
B. City Check Registers
Recommended Action: Approve check registers dated October 11, 2024, and October 18, 2024.

C. 2024 Zoning Code Updates
Recommended Action: Adopt an ordinance amending Capitola Municipal Code Title 17: Zoning, Chapter 18.03: Density Bonus, and the Zoning Map (collectively, the “Zoning Code Amendments”), as well as amending Chapter 9.61: Marijuana Sales, Processing and Cultivation. (Ordinance No. 1066)
Project Description: Application #24-0026 for Amendments to Capitola Municipal Code Title 17:

Zoning, Chapter 18.03: Density Bonus, and the Zoning Map, collectively known as the “Zoning Code Amendments,” as well as a conforming amendment to Chapter 9.61, Marijuana Sales, Processing and Cultivation. The proposed Zoning Code amendments will impact the development standards and regulations for properties Citywide. The Zoning Code and Zoning Map are part of the City’s Local Coastal Program (LCP), and amendments require certification by the California Coastal Commission before taking effect in the Coastal Zone. The amendments to Chapter 9.61 are conforming changes that implement the Zoning Code Amendments allowing for retail cannabis in the C-C zone when fronting 41st Avenue. The proposed Zoning Code Amendments are exempt from CEQA, pursuant to CEQA Guidelines Section 15061(b)(3).

Motion to Approve the Consent Calendar: Council Member Morgan Second: Council Member Pedersen
Voting Yea: Council Members Clarke, Morgan, Pedersen, Vice Mayor Brooks, Mayor Brown

9. General Government / Public Hearings
A. Stockton Bridge Debris Mitigation Project Update
Recommended Action: Staff recommends that the City Council: 1) receive report; and 2) direct staff to utilize available funding to develop project plans/permits and solicit public feedback to rebuild Stockton Bridge to address flood risk and debris accumulation.

Public Works Director Kahn presented the staff report.

Public Comment:
 Dave Fox
 John Mulry
 Marilyn Garrett
The City Council discussed the possibility of debris mitigation in Soquel Creek prior to implementation of any long-term replacement projects and stressed the importance of using state grant funding over City funds for this project.

Motion to direct staff to utilize available funding to develop project plans, obtain permits, and solicit public input: Vice Mayor Brooks
Second: Mayor Brown
Voting Yea: Council Members Clarke, Morgan, Pedersen, Vice Mayor Brooks, Mayor Brown
B. FY 2024-25 City Fee Schedule
Recommended Action: Conduct the duly noticed public hearing on the proposed City Fee Schedule for Fiscal Year 2024-25 and adopt a resolution amending the current fee schedule.

Finance Director Malberg presented the staff report.

Public Comment:
 Marilyn Garrett
39 Item 7 A.

City Council Meeting Minutes – November 14, 2024
City of Capitola Page 3
The City Council discussed the possibility of a collaborative program with Central Coast Community Energy to reimburse the City for costs associated with staff time for permit review for vehicle charging stations to align with the goals of the Climate Action Plan.

Motion to adopt Resolution No. 4402, with changes as read into the record during the meeting and with the removal of fees for vehicle charging stations (lines 11-14 of Exhibit A of the resolution): Vice Mayor Brooks
Second: Council Member Morgan
Voting Yea: Council Members Clarke, Morgan, Pedersen, Vice Mayor Brooks, Mayor Brown

10. Adjournment - The meeting adjourned at 7:10 PM. The next regularly scheduled City Council meeting is on November 21, 2024 at 6:00 PM.
____________________________
ATTEST: Kristen Brown, Mayor
____________________________
Julia Gautho, City Clerk
40 Item 7 A.

Capitola City Council
Agenda Report
Meeting: November 21, 2024
From: City Manager Department
Subject: 2025 Holidays and City Hall Closures
Recommended Action: Adopt a resolution designating the holidays and City Hall closures in calendar year 2025.

Background: Ordinance No. 497 allows the City Council to designate holidays and closures for City offices by resolution. A draft resolution for the 2025 calendar year holidays is attached. As has been the practice for the past several years and consistent with employee Memoranda of Understanding, the proposed resolution also identifies the December holiday closure of City Hall and Recreation offices.

Fiscal Impact: None
Attachments:

1. Resolution
Report Prepared By: Julia Gautho, City Clerk
Approved By: Jamie Goldstein, City Manager
41 Item 7 B.

RESOLUTION NO. ____

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAPITOLA

ESTABLISHING DAYS FOR CLOSURE OF CITY OFFICES
DURING THE 2025 CALENDAR YEAR
WHEREAS, Ordinance No. 497 provides that days for closure of City offices may, from time to time, be set by Council Resolution; and
WHEREAS, it is the desire of the City Council of the City of Capitola to establish days for closure of City offices during the 2025 calendar year.

NOW, THEREFORE, BE IT HEREBY RESOLVED by the City Council of the City of Capitola as follows: City Offices, except for essential City services such as the Police Department, shall be closed on the following days occurring in calendar year 2025, unless otherwise noted:

Wednesday, January 1 New Year’s Day (observed)
Monday, January 20 Martin Luther King, Jr., Birthday
Monday, February 10 Lincoln’s Birthday (observed)
Monday, February 17 Presidents’ Day
Monday, May 26 Memorial Day
Thursday, June 19 Juneteenth
Friday, July 4 Independence Day
Monday, September 1 Labor Day
Monday, October 13 Indigenous Peoples Day
Tuesday, November 11 Veterans’ Day (observed)
Thursday & Friday, November 27 & 28 Thanksgiving Holiday Wednesday, December 25 Christmas Day
Monday, December 22 – Friday, December 26 Holiday Closure The foregoing does not preclude the scheduling of any City Council or Planning Commission meetings on such days. For purposes of Government Code Section 6704, Saturdays and Sundays are also days for closure of the City business office.

The foregoing is not in any sense intended to define holidays, for which employees do or do not receive additional compensation. Employees’ paid holidays are defined in relevant Memoranda of Understanding.

I HEREBY CERTIFY that the above and foregoing resolution was passed and adopted by the City Council of the City of Capitola at its regular meeting held on the 21st day of November, 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
______________________
Kristen Brown, Mayor
ATTEST: __________________________
Julia Gautho, City Clerk
42 Item 7 B.

Capitola City Council
Agenda Report
Meeting: November 21, 2024
From: Public Works Department
Subject: Janitorial Services for City Facilities
Recommended Action: Staff recommends the City Council authorize the City Manager to enter into a Professional Services Agreement with Executive Facilities Services, Inc. to provide janitorial services for the City of Capitola for the 2025 calendar year in the amount of $85,100.

Background: Janitorial services are critical to maintaining a healthy work environment and ensuring clean, welcoming public spaces. The City has long relied on private contractors for cleaning services across various facilities. These services include maintaining clean, well-stocked restrooms and public spaces, as well as weekend trash collection in the Capitola Village and on the Wharf. The current janitorial contract is outdated, and the City aims to establish consistent cleaning frequencies in the new contract.

The contractor will provide services at the following locations on daily, weekly, monthly, and quarterly schedules:
 City Hall Administration
 City Hall Council Chambers and Community Room
 Police Department
 Police Department Annex
 Historical Museum
 Public Works Yard
 Esplanade Park Restrooms
 Capitola Wharf Restrooms
 City Hall Public Restroom
 Jade Street Park Restrooms
 Capitola Village Public Waste Containers
 Capitola Wharf Public Waste Containers
 Capitola Community Center
Discussion: A Request for Proposals (RFP) was issued on September 3, 2024. As a part of the RFP, interested proposers were required to complete a mandatory job walk with Public Works staff. Four contractors participated in the job walk and four proposals were submitted for evaluation.

The proposals were assessed based on company qualifications, key personnel experience, service history, availability, and ability to meet the City's needs. While cost was an important factor, it was not the sole consideration. Attachment 1 lists the contractors and their respective proposal costs. Staff reviewed the proposals, conducted reference checks, and interviewed the top two proposers.

Executive Facilities Services, Inc. was ranked first and determined to be the most qualified firm, providing all required documents, a comprehensive work plan, and a staffing plan. Their cost proposal aligns with current wage trends and material costs. The proposed agreement covers a one-year term starting January 1, 2025, with an option for the City to extend the contract for up to five additional one-year terms, based on satisfactory performance.

The new contract includes standardized cleaning frequencies for each location, ensuring consistency across all facilities. The specific cleaning schedules for each site are outlined in Attachment 2. 43 Item 7 C.

Fiscal Impact: The total cost of the one-year agreement is $85,100. For the remainder of FY 2024-25, the cost is $40,275. The FY 2024-25 budget includes $87,000 for janitorial services, with approximately $50,000 still available as of Dec. 31, 2024.

The City has the option to renew the agreement under the same terms and conditions, except for compensation adjustments tied to the Consumer Price Index for the San Francisco-Oakland-San Jose area. The City is not obligated to allocate funds for the agreement in future fiscal years.

Attachments:

1. Janitorial Services Proposal Summary

2. Cleaning Frequencies and Schedules for City Facilities

3. Professional Services Agreement
Report Prepared By: Jessica Kahn, Public Works Director Reviewed By: Julia Gautho, City Clerk
Approved By: Jamie Goldstein, City Manager
44 Item 7 C.

CONTRACTOR SCOPE BID AMOUNT INTERVIEW SCORE
Base Services* $ 116,644
Community Center Services $ 1,350
Additional Holiday Services $ 1,800
Total Bid 119,794 $
Base Services $ 79,993Community Center Services $ 4,263 Additional Holiday Services $ 835
Total Bid 85,092 $
Base Services $ 74,224Community Center Services $ 2,626 Additional Holiday Services $ 2,801
Total Bid 79,650 $
Base Services $ 196,189Community Center Services $ 4,848 Additional Holiday Services $ 3,240
Total Bid 204,277 $
*Bid price adjusted based on calculation error
Janitorial Services Proposal Summary
The Impec Group
Universal Building Services and Supply Co.

Clean Building Maintenance Co.

Executive Facilities Services, Inc.

N/A
95/10090/100
N/A
45 Item 7 C.

APPENDIX ONE
Scope of Services
46 Item 7 C.

APPENDIX ONE
Scope of Services

I. GENERAL INFORMATION
The following scope of services is intended to provide the City with complete and optimal Janitorial Services. Services shall include all labor, parts, components and materials. Service Provider shall follow all Industry-recognized Standard Practices for Janitorial services of Commercial Buildings/Facilities. Provider shall maintain the following in good condition in accordance with manufacturer’s specifications and in a fashion that maximize performance, safety, and cleanliness.

Item
No. Building Name Frequency Frequency Count per Week
1 City Hall Administration Tu, F 2
2 City Hall Chamber and Community Room W, F 2
3 Police Department M, Th 2
4 Police Department Annex M, Th 2
5 Historical Museum Th 1
6 Public Works Yard F 1
7 Esplanade Park Restrooms (Apr-Oct) Sun-Sat 21
7 Esplanade Park Restrooms (Nov-Mar) Sun-Sat 14
7 Esplanade Park Restrooms (Sp. Holidays) F-M 4 additional 8 Capitola Wharf Restrooms (Apr-Oct) Sun-Sat 14
8 Capitola Wharf Restrooms (Nov-Mar) Sun-Sat 7
8 Capitola Wharf Restrooms (Sp. Holidays) F-M 4 additional 9 City Hall Public Restroom (Apr-Oct) Sun-Sat 14
9 City Hall Public Restroom (Nov-Mar) Sun-Sat 7
9 City Hall Public Restroom (Sp. Holidays) F-M 4 additional 10 Jade Stret Park Restrooms Sun-Sat 7
11 Capitola Village Public Waste Containers Su 1
12 Capitola Wharf Public Waste Containers Sa, Su 2
13 Capitola Community Center As Scheduled -
Provider shall provide all work and materials as described in this Scope of Services, which shall include all labor, transportation, supplies, materials, parts, tools, machinery, employee safety equipment, equipment, supervision, applicable taxes, and all other work and materials required under this Agreement. All work shall be done in a first class, complete and clean work person manner, conforming to best industry practices.

The selected Provider will be required to have well-trained staff throughout the term of this Agreement, and must have all their employees cleaning City property/buildings undergo a recently completed background check provided by the employer – the City may request copies of the background checks conducted at its discretion, and shall be made available within 14 days of the request.

Provider shall be responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with services and shall comply with all applicable safety laws, good industry standards, take all reasonable precautions for safety of the public, property tenants, and employees, City employees, and other persons on or about the facility/property site. 47 Item 7 C.

APPENDIX ONE
Scope of Services

Project Pricing, Appendix C, is based on a monthly price per facility as defined below. In addition, the Provider shall provide labor rates for Emergency Call-Out Services, as defined in this scope, during Business and Non-Business Hours/Holidays.

II. SAFETY AND HEALTH
Service Provider shall adhere to all currently applicable federal, state, and local laws, codes and ordinances, including, but not limited to, those promulgated by CAL-OSHA, California Department of Industrial Relations, the California State Department of Health Services, FEDOSHA, EPA and the Material safety Data Sheets (MSDS) standards. Where there is a conflict between applicable regulations, the most stringent will apply. This includes removal and disposal of any hazardous materials.

III. MAINTENANCE
Provider will service facilities described in this Scope on a regularly scheduled basis. These services will be performed after normal working days and hours, which are defined as Monday through Friday, 7:00 a.m. to 6:00 p.m. (except scheduled holidays). Provider will perform the following services:

A. Routine Janitorial Services

1. Trash, Organics, and Recycling Receptacles - All waste receptacles, recycling containers, organics (food and food-soiled paper), and other trash containers within the building shall be emptied each night and returned to their initial locations. Trash, organics and recyclables (3 separate streams) shall be separately transported and emptied into designated external containers (e.g. blue deskside recycling bin goes into external blue recycling container, restroom paper towels and kitchenette green bins are emptied into external green organics container, and trash goes into external trash container). Boxes, cans, papers, etc., placed near a receptacle and marked “recycling” shall also be removed. Any other items not marked shall not be removed. The interior, exterior and housing of trash, organics and recycling receptacles, and walls next to the receptacles, shall be damp-wiped to remove soil. Wet spills on the interior of wastebaskets shall be cleaned and dried. Clear plastic liners shall be replaced as needed, when dirty, wet or torn. Transporting of sorted waste within and from the buildings to outside trash dumpsters shall be accomplished using leak-proof plastic transports with wheels. Carry or roll all trash/organics/recycle containers to exterior dumpster and dispose trash/organics/recycle into dumpster. DO NOT DRAG BAGS OF DEBRIS. Liquid leaking from plastic bags being moved from receptacles shall be immediately cleaned.

2. Trash, Organics and Recycling Storage Areas - All trash shall be placed inside trash dumpsters. All recycling shall be placed inside recycling totes or dumpsters. All kitchenette green bins, green organics containers will be emptied into marked organics totes or dumpsters. The area around all dumpsters shall be kept clean of all materials, paper, litter, etc. Dumpsters shall be closed after use. Recycle container areas shall be 48 Item 7 C.

APPENDIX ONE
Scope of Services

kept clean and free of trash. Recycling materials shall not be placed in trash dumpsters.

Kitchen organics shall not be placed in trash or recycling dumpsters.

3. Outside Entrances and Steps - Porches, handicap ramps, steps, and any other areas within 20 feet of entryways outside the buildings shall be swept to remove all soil, litter, and trash. All visible surface litter, soil, dirt, cobwebs, etc., shall be removed from the area. Waste receptacles adjacent to the entrance shall be emptied and cleaned.

4. Entrance Mats - Entrance mats located in either the exterior or the interior of entrances shall be cleaned. If vacuuming does not remove the soil, the mats shall be taken outside and swept with a stiff broom until all visible soil has been removed. Entrance mats shall be lifted to remove soil and moisture underneath, and shall then be returned to the normal location after cleaning. No entrance mat shall be placed upon a damp or wet floor surface. Outside entrance mats shall be picked up and shaken to remove sand, dirt, dust, and any other debris.

5. Entrance Doors - Completely clean both sides of glass entrance door and windows immediately adjacent to the entrance doors. Spot clean both sides of the entrance door frames. After cleaning, the surface shall present a uniform appearance free of all smudges, fingerprints, stains, streaks, lint, etc.

6. Entrance Floors Inside - The surfaces shall be swept or dust-mopped prior to wet mopping to remove all loose soil and dust. All accessible areas shall be mopped to remove all soil, scuff marks, and non-permanent stains. After mopping, the floor shall have a uniform appearance with no streaks, film, swirl marks, detergent residue, mop strings or other evidence of soil. Baseboards shall be wiped to remove all splash marks.

See special instruction for City Hall, 2263 Santa Clara Avenue, second floor entrance area.

7. Drinking Fountains - Remove all streaks, smudges, stains, scales and other obvious soil from drinking fountains and entire cabinet. Disinfect all porcelain and metal surfaces including the orifice and drain. Stainless steel sections shall be polished with an appropriate cleaner.

8. Internal Building Surfaces and Walls - Remove smudges, fingerprints, pen marks, streaks, etc., from washable surfaces including brass, stainless steel, around light switches, doors, doorways, door handles and casings, telephone stations, interior glass (such as reception counters and reception windows), bulletin boards and display cases, laminated plastic surfaces, clear sections of office cubicles, kick and push plates, and vertical/horizontal blinds with a treated cloth. After cleaning, the surface shall present a uniform appearance free of all smudges, fingerprints, stains, streaks, lint, etc. Areas adjacent to entrance glass within buildings that lead into offices shall also be completely cleaned and restored free of soil and streaks.
49 Item 7 C.

APPENDIX ONE
Scope of Services

9. Carpeted Areas - All carpeted areas shall be vacuumed free of all visible debris at every service (goal for 100% of all areas to be vacuumed a minimum of once per week). Prior to vacuuming, all surface litter such as paper, gum, rubber bands, paper clips, staples, etc., shall be picked up. Furniture and trash receptacles shall be moved, as necessary, to vacuum underneath. After vacuuming the floor, including corners, next to baseboards, and behind doors, it shall be free of all visible litter, soil, dust, and embedded grit.

10. Carpet Spot Cleaning - Carpets shall be checked daily for stains and gum. All dirty spots/stains/gum shall be treated with a carpet spot cleaning solution, following the direction of the manufacturer for the specific carpet and stain involved. After cleaning, the carpet shall be free from visible spots, gum and stains, and the nap should be brushed all in one direction. A single spot or stain is defined as an area with a definite continuous outline of a substance within the texture of the carpet (or less than 4 inches in diameter) that is not a part of the manufacturing process.

11. Non-Carpeted Floors - Pick or sweep up all surface litter such as paper, gum, rubber bands, paper clips, staples, spills, etc. Sweep or vacuum the entire area, including under chairs, trash receptacles, desks and other furnishings, behind doors, and corners, which are accessible prior to mopping. The entire area (100%) will be thoroughly dry-mopped or cleaned with appropriate solution, to remove dust, dry soil, and other surface debris every service. New installed tile flooring shall be sealed and waxed 48 hours after installation is completed.

12. Tables, Counters, Desks, Chairs, Sofas, etc., - Remove any non-permanent stains, spots, spills and pencil marks from tables, counters, and desks using a sponge or cloth dampened in mild detergent solution. The cleaning shall not be of such a degree as to remove the finish or leave abrasive marks. This includes all surface areas such as cabinets, bookcases, etc. that are empty. Chairs and sofas, where applicable, shall have cushions lifted for the purpose of the removal of any trash. Information written on whiteboards (dry/wet erase boards) shall not be cleaned off by Service Provider unless requested by City.

13. Elevators - Remove all soil, dirt, graffiti, and fingerprint marks with an approved cleaner.

Polish metal surfaces with an approved metal polish; the surface shall be free of smudges, soil, and excess polish and have a shiny appearance. If the inside is of a wood material, this shall be cleaned and polished with an approved wood cleaner/polish.

Non-carpeted elevator floors shall be swept, vacuumed, and wet mopped. Carpeted elevator floors shall be vacuumed. Exhaust fan vents shall be cleaned. Threshold tracks shall be cleaned of dirt on a weekly basis.

14. Stairs and Stairwells - Stairwells, stairs, landings, and steps shall be vacuumed and/or mopped. Flights include the landings and steps on stairways between floors. All trash shall be picked up.
50 Item 7 C.

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Scope of Services

15. Break room/Concession/Kitchenette Area - Refill soap dispensers and paper dispensers as defined below in B.2. Clean and disinfect sinks, floor sinks, counters, exterior of appliances and cabinets, tables and chairs.

16. Restroom Cleaning
a) Clean and Disinfect Toilets and Urinals - Completely clean and disinfect all exposed surfaces of the toilets and urinals. A non-abrasive cleaner shall be used on the exposed hardware. The cleaning includes the drying and polishing of all exposed hardware. All foreign material shall be removed from the urinal drain trap. A special set of sponges, cloths, scouring pads and brushes shall be maintained and used only for cleaning the urinals and toilets. Remove scale, scum, mineral deposits, rust stains, etc., from the interior of toilet bowls and urinals. After cleaning, the toilet seat must be completely dried and placed in an upright position. All fixtures shall present a clean, bright shiny appearance and shall be free of all streaks, spots, stains, rings, foreign material, etc., including the metal hardware. Stopped-up toilets shall be plunged free of obstructions. Only if obstructions cannot be dislodged completely shall it be reported along with other inoperable or broken fixtures. The Service Provider’s supervisor shall report all plumbing discrepancies to the Public Works Supervisor.
b) Paper Products Dispensers –Waste basket liners should be clear (transparent) plastic, and if possible will have recycled content. At a minimum, re-supply all paper towel dispensers to their maximum level when stock is down to 40%, but do not overfill. Dispensers shall be refilled with the proper product for that dispenser (NOT just laid on top of dispenser or on top of the counter). Re-supply toilet paper by placing the product in the dispenser. Replace consumed rolls and partial rolls, which appear to be down to the last 20%. Toilet seat cover dispensers shall be filled with a new package when empty or when less than 20% of the sheets remain in the package. The dispenser interior, exterior and adjacent surfaces shall be wiped with a sanitizer to remove fingerprints and smudges when filling. The dispensers shall be checked for proper operation after filling and inoperable devices shall be reported daily to supervisors who in turn shall notify the City Project Manager. In addition, feminine product dispensers shall be kept stocked and the exterior cleaned as indicated above. Feminine products disposal containers shall have a waxed paper liner or similar-type product at all times, to be replaced daily or when they have been used.
c) Soap Dispensers – At minimum, soap dispensers shall be filled to within 2" of the top with foam (preferred) or liquid soap when there is 15% of product left (most dispensers have been converted to foam). Soapbox cartridges shall be replaced prior to becoming empty. The dispensers and adjacent surfaces shall be wiped with a germicidal detergent to remove fingerprints and smudges. The device shall be checked after filling for proper operation, and inoperable devices shall be reported daily. The wall and floor area under soap dispensers shall be cleaned of all soap 51 Item 7 C.

APPENDIX ONE
Scope of Services

residues.
d) Trash Receptacles - All waste receptacles and feminine product receptacles shall be emptied. Emptying includes removing the liner and disposing of it. The inside, outside, and housing of the receptacles shall be cleaned with a germicidal cleaner.

No anti- bacterial soaps containing triclosan shall be used in city facilities. Pump dispenser products should be used instead of aerosols.
e) Counter Tops and Sinks - Completely clean and disinfect all exposed surfaces of the sink. A non-abrasive cleaner shall be used on the exposed hardware. The cleaning includes the drying and polishing of all exposed hardware. After cleaning, the fixture shall present a clean, bright and shiny appearance and shall be free of all visible soil, streaks, oily smudges, residue of cleaning agents, etc. All metal hardware, such as faucet valves, drain and faucets, shall be free of streaks, spots, stains, etc.

Inoperable or broken fixtures shall be reported daily to supervisors. Different cloths, sponges, brushes and scouring pads shall be used to clean the sinks than the ones used for cleaning the toilets and urinals.
f) Diaper Changing Stations and Other Surfaces - Remove all surface litter such as paper towels, etc. Using a treated duster, remove all loose dust and soil from the tops of lockers, cabinets, etc. Dust other flat surfaces with a cloth or sponge dampened in a germicidal detergent solution. Dusting shall be accomplished by the complete removal of soil from the area - this includes the dispensers. Any graffiti on changing stations shall be removed to the extent feasible. g) Walls, Partitions, and Doors - Clean the partition walls, partition doors, and walls surrounding the urinals and toilets. Remove any nonpermanent stains, spots, streaks and graffiti using a cloth/sponge dampened with a germicidal detergent solution. This also includes the light switches, and doors, and any of the walls within the restroom.

After cleaning the walls, they shall be free of fingerprints, smudges, grease, soil, mildew, or stain.
h) Shower Walls and Floors - Wash shower walls, curtains, shower floors, bathtub areas using an approved germicidal cleaner. Clean the shower drains. After washing, the walls, curtains, and floors shall be free from stains, soap scum, mildew and shall have a clean and disinfected appearance.
i) Floors - Prior to mopping, any mats shall be lifted to remove soil underneath, and the floor surface shall be vacuumed for removal of loose dirt and soil. Mop the floor with a germicidal detergent solution, using a non-abrasive mop (no metal or plastic). After mopping, the floor shall have a uniform appearance free of hair, spots, spills, stains, dirt, oily film, mop strings, etc. Mats shall be disinfected with a germicidal detergent solution. Any mats removed shall be replaced, with the surface dry prior to replacement.
52 Item 7 C.

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Scope of Services

j) Mirrors - Remove soil, streaks, smudges, film etc., from the surface of the mirrors.

The frame of the mirror and shelves and other adjacent areas also shall be cleaned.

B. Weekly Janitorial Services.

1. Vertical/Horizontal Blinds - Dust all vertical and horizontal blinds with a treated cloth or yarn duster. A properly dusted blind shall be free of all dust, dirt, lint, and cobwebs.

2. A/C Supply Vents, Returns and Exhaust Fan Grills - Clean all particles from vents and wall or ceiling area adjacent to the vent. This is very important for indoor air quality.

3. Dusting - Dust all surfaces, including windowsills, banisters, hand rails, ledges, pictures, plaques, cubicle wall tops, door tops, tops and sides of book shelves and cabinets, etc. with a treated microfiber cloth, or yarn duster up to 80 inches from the floor. Public computers in all library buildings are included for dusting. Dusting shall NOT be done on the following surfaces: employees’ desks, employees’ computers, and shelving within a bookcase (see specific directions noted for dusting of library book shelves).

4. Non-Carpeted Floors – Wet-mop 100% of floor areas on a weekly basis. Floor shall be swept of vacuumed first to remove all surface litter such as paper, gum, rubber bands, paper clips, staples, etc.

5. Storage Areas/Closets – Sweep non-carpeted floors and vacuum carpeted floors to remove all debris. Damp mop non-carpeted floors, removing all marks and dirt.

6. Mop Heads – Mop heads need to be non-abrasive (no metal or plastic). Replace mop heads at least weekly with new mop heads. Old dirty mop heads shall be removed from the building and discarded. Use of reusable, washable microfiber mops is encouraged.

7. Restroom Floor Drains – Remove all built up deposits, embedded hairs, etc., from the grate and neck of the drain. Replace the grate properly. Clean the inside of the drain by pouring at least one gallon of 50/50 mixture of clean water/disinfectant through the drain.

8. Restroom, Locker and Shower Floor – All surface litter such as paper, tape, towels, etc., shall be removed. Mop the floor with clean water and a clean mop. Mop excess water from the floor. Wipe all baseboards with a damp clean rag.

C. Monthly Janitorial Services

1. Furniture - Vacuum all cloth furniture. Removable cushions shall be lifted and 53 Item 7 C.

APPENDIX ONE
Scope of Services

vacuumed underneath. Wipe down all vinyl and hard surfaces with a damp cloth.

2. Clean all outside lights attached to building exteriors (up to a height of 15 feet) – remove cobwebs from lens covers and lamp housing.

D. Quarterly Janitorial Services or as otherwise specified in Attachment A for each building

1. Cubicle Walls/Furniture - Vacuum all cubicle walls and cloth furniture.

2. High Dusting - Dust all surfaces between 80” and 18’, including walls and ceiling tiles/vents. Remove all dust and cobwebs.

3. Woodwork - Clean and polish all woodwork. Woodwork shall be free of smudges, fingerprints and shall have a uniform appearance.

E. Facilities, Utilities, Telephones, Supplies and Equipment

1. Facilities - The City shall provide, without cost to the Service Provider, janitorial closets or a designated place in each building. These areas shall be kept clean and neat by the Service Provider at all times and shall only be used for the intended use (i.e. eating may not occur nor storage of any food or personal items). Service Provider will keep all of their supplies stored in their proper place when they arrive. Empty boxes, bottles, containers, etc. shall be properly discarded (including recycling, where appropriate). Mop buckets shall be emptied and cleaned, and mops shall be washed out, before storing in the designated janitorial space. Mop heads shall be replaced at a minimum of once a week to prevent odors.

2. Utilities - The City shall furnish all utilities to the Service Provider at existing outlets.

Any modifications to existing outlets for the Service Provider’s convenience shall be at the Service Provider’s expense. Prior written approval for any alteration shall be obtained from the City’s Public Works Supervisor.

3. Telephones - The City telephone policy limits use of its telephone extensions on the City system to calls relating to City business. The Service Provider shall ensure that employees observe this policy. The costs of unauthorized telephone usage, which can be directly attributed to an employee of the Service Provider, shall be the responsibility of the Service Provider.

4. Janitorial Supplies - The Service Provider shall provide all cleaning chemicals, supplies, and equipment necessary to perform the cleaning standards of the contract.

The Service Provider is required to use floor care products that meet and are guaranteed by the manufacturer, to equal or surpass the test method developed by the American Society of Testing Material (ASTM) for determining the slip resistance of floor finishes (ASTM D2047). Service Provider must comply with all applicable sections of the City’s Environmentally Preferable Purchasing (EPP) Policy 54 Item 7 C.

APPENDIX ONE
Scope of Services

The City shall supply paper such as, toilet paper, hand towels, toilet seat covers, and hand soap, for all locations serviced under the contract.

F. Changes to Service Areas
Changes in the areas serviced and/or specifications may be necessary during the term of this agreement. Changes in the contract and corresponding changes in compensation may be implemented upon mutual written agreement of the City and the Service Provider. The City reserves the right to add or delete services at any time with 30 days written notice to vendor. If services are requested, the vendor is required to provide a cost estimate detailing them as an attachment to the proposal along with prices, where applicable, which may be offered as an addendum for the term of this contract agreement.

G. Security
Service Provider personnel shall not be allowed in the City facilities outside of normal Service Provider’s work hours unless they are performing work for the Service Provider.

All Service Provider personnel are required to provide proof of identity when requested to do so by City personnel. Keys shall not be left in the door locks. The Service Provider shall be responsible for securing/locking the interior and exterior portions of the building during hours specified by the City. All workspaces shall be locked and the lights turned off when cleaning in each area has been completed. Security lights (as directed) shall be turned on prior to leaving the facility. Keys required by the Service Provider will be furnished by the City to the designated Service Provider employee and shall be returned to the City on demand.

All exit doors are to remain locked while the Service Provider is in the space. The Service Provider is not to block open occupant or exterior doors for any reason. The Service Provider is not to assist entry of anyone except Service Provider, employees or Police/Fire personnel. Service Provider r’s personnel shall immediately report to their supervisor and City personnel, problems dealing with unauthorized or suspicious persons, conditions indicating theft, break-in or vandalism, and building system failures (if applicable). The Service Provider’s employees shall report to emergency personnel situations such as: fire, smoke, unusual odors, broken pipes or floods, and take appropriate safety measures. Keys: The Service Provider shall be issued building keys, where applicable, for the performance of services as specified herein. Should a lost or stolen key jeopardize the security of the particular City facility, the Service Provider shall be solely responsible for all costs incurred by the City in re-keying the lock system. No keys shall be duplicated.

H. Damages
The Service Provider will be responsible for damages to the facility or contents caused by the Service Provider or their staff during the performance of their duties. All damage shall be repaired or replaced, at the option of the City, at the Service Provider r’s expense within a reasonable time after notification of such damage. Repairs and/or replacements shall be equal to original in all aspects, unless otherwise is approved by the City.

IV. SCHEDULED MAINTENANCE SERVICE
55 Item 7 C.

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Scope of Services

Scheduled Maintenance Service is defined as service or repair work that is non time sensitive or where the work involved is of such a nature that allows for advanced scheduling (carpet cleaning, floor waxing/polishing).

V. EMERGENCY MAINTENANCE SERVICE
Work in this category is considered to be a safety concern and shall be performed by the Service Provider at the direction of the Public Works Supervisor or his designee.

An example situation that may require an emergency response is cleaning of hazardous material (vomit, feces).

When notified by the City to respond to an emergency situation, the Service Provider shall be at the site in one (1) hour or less from the time of notification. The Service Provider shall maintain a local telephone number where contact can be made twenty-four (24) hours per day.

VI. WORKING HOURS
Services shall generally be performed outside of normal working days and hours, which are defined as Monday through Friday, 7:00 a.m. to 6:00 p.m. (except scheduled holidays, see below).

VII. HOLIDAYS
The City recognizes, and will be closed on the below Scheduled Holidays:

1. New Year’s Day

2. Dr. Martin Luther King Jr. Day

3. President’s Day

4. Memorial Day

5. Juneteenth

6. Independence Day

7. Labor Day

8. Columbus Day

9. Veteran’s Day

10. Thanksgiving Day

11. Day after Thanksgiving Day

12. Christmas Day
The Service Provider shall be responsible for verifying with City staff the actual Holiday days that require janitorial services under this contract. Restroom facilities shall be serviced on scheduled holidays.
56 Item 7 C.

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Scope of Services

Below are the location, tasks and frequency for each of the buildings.

Item
No.

Building Name Address Approx. Square
Footage
Frequency
1 City Hall
Administration 420 Capitola Avenue 2,700 Tu, F
Specifics: City Hall Administration offices are located on the second floor of the City Hall building. The first floor consists of lobby area, several offices, meeting room, separate lunchroom, and two restrooms. The computer room and boiler room are not included in this contract. The second floor consists of lobby area, various offices, lunchrooms, and two restrooms. Service will include cleaning one microwave oven in lunchroom once a month.

Services shall be performed on Tuesday and Friday (except holidays) - during non-working hours (after 6:00 pm)
Service shall include:

1. Empty and wipe clean (inside and out) all waste baskets/containers, replace liners, and return to original locations. Remove trash to main designated waste bin storage areas.

2. Empty and wipe clean (inside and out) all green waste and recyclable baskets/containers, and return to original locations. Remove the recyclable contents to main designated recyclables bin storage areas.

3. Clean and dust desks, tables, counters, cabinets, shelves, partitions, woodwork, panels, doors, walls, all interior and exterior glass doors and frames.

4. All resilient floors must be cleaned, and mopped. All spills, stains, mud, gum, tar, etc., must be removed and cleaned.

5. Vacuum all carpeted areas; and spot clean baseboard and carpets for spills, stains, mud, gum, tar, etc.

6. Clean, disinfect, and mop restroom floors. Clean and disinfect restrooms’ wash basins/sinks, counter tops, shower stalls, toilet bowls (including underside and tops of seats), urinals, walls, and partitions. Empty sanitary napkin containers.

7. Place and refill toilet articles in restrooms. Place and refill restrooms’ soap dispensers, paper towels, toilet tissues, and toilet cover dispensers.

Annual Janitorial Services

1. Two (2) times per year – Clean/shampoo carpeting. Use a vacuum truck-mounted extractor for each cleaning.

2. Two (2) times per year - Strip, scrub, and re-wax floors with pre-approved product designated for type of flooring.

3. One (1) time per year – Clean exterior windows inside and out. Remove, clean and replace window screens.
57 Item 7 C.

APPENDIX ONE
Scope of Services

Item
No.

Building Name Address Approx. Square
Footage
Frequency
2 City Hall Chamber and
Community Room
420 Capitola
Avenue 2,600 W, F
Specifics: City Hall Chambers and Community Room are located on the first floor of the City Hall building. Service required is for all common areas and main entrance. Restrooms are address under Item No. 9. The service shall be performed two days per week (except holidays) — Wednesday and Friday — outside of meeting hours (before 7:00 am or after 11:00 pm).

Janitorial services shall also include the exterior elevator, stairways, and walkways.

Service shall include:

1. Empty and wipe clean (inside and out) all waste baskets/containers, replace liners, and return to original locations. Remove trash to main designated waste bin storage areas.

2. Empty and wipe clean (inside and out) all green waste and recyclable baskets/containers, and return to original locations. Remove the recyclable contents to main designated recyclables bin storage areas.

3. Clean and dust desks, tables, counters, cabinets, shelves, partitions, woodwork, panels, doors, walls, all interior and exterior glass doors and frames.

4. All resilient floors must be cleaned, and mopped. All spills, stains, mud, gum, tar, etc., must be removed and cleaned.

5. Vacuum all carpeted areas; and spot clean baseboard and carpets for spills, stains, mud, gum, tar, etc.

6. Sweep and or vacuum/dust mop all stairways and landings

7. Clean, disinfect, and polish drinking fountains, and remove stains, dirt, smudges and other marks.

Annual Janitorial Services

1. Two (2) times per year – Clean/shampoo carpeting. Use a vacuum truck-mounted extractor for each cleaning.

2. Two (2) times per year - Strip, scrub, and re-wax floors with pre-approved product designated for type of flooring.

3. One (1) time per year – Clean exterior windows inside and out. Remove, clean and replace window screens.

Item
No.

Building Name Address Approx. Square
Footage
Frequency
3 Police Department 422 Capitola
Avenue 2,340 M, Th
Specifics: First floor, break rooms, restrooms, locker and shower rooms, offices, conference rooms, and lobby. Service shall be performed two days a week (except holidays) – Monday and Thursday after 6:00 pm.
58 Item 7 C.

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Scope of Services

Service shall include:

1. Empty and wipe clean (inside and out) all waste baskets/containers, replace liners, and return to original locations. Remove trash to main designated waste bin storage areas.

2. Empty and wipe clean (inside and out) all green waste and recyclable baskets/containers, and return to original locations. Remove the recyclable contents to main designated recyclables bin storage areas

3. Remove spots and fingerprints from entrance doors.

4. Dust and clean desks, tables, chairs, counters, cabinets, cubicle walls, and other furniture.

5. Vacuum all carpeted areas; and spot clean carpets for spills, stains, mud, gum, tar, etc.

6. Sweep and or dust mop all areas.

7. Clean and disinfect restrooms and kitchen counters.

8. Mop restroom and kitchen floors, spot mop other areas.

9. Clean and disinfect restrooms’ wash basins/sinks, counter tops, toilet bowls (including underside and tops of seats), urinals, walls, and partitions.

10. Empty sanitary napkin containers.

11. Place toilet articles in restrooms. Place and refill restrooms’ soap dispensers, paper towels and dispenser, toilet tissues, and toilet cover dispensers.

Annual Janitorial Services

1. Two (2) times per year – Clean/shampoo carpeting. Use a vacuum truck-mounted extractor for each cleaning.

2. Two (2) times per year - Strip, scrub, and re-wax floors with pre-approved product designated for type of flooring.

3. One (1) time per year – Clean exterior windows inside and out. Remove, clean and replace window screens.

Item
No.

Building Name Address Approx. Square
Footage
Frequency
4 Police Annex 426 Capitola
Avenue 700 M, Th
Specifics: The Police Annex is located in the Lower Pacific Cove Parking Lot behind the City Hall building and consists of offices and restroom. Service shall be performed two days a week (except holidays) – Monday and Thursday after 6:00 pm.

Service shall include:

1. Empty and wipe clean (inside and out) all waste baskets/containers, replace liners, and return to original locations. Remove trash to main designated waste bin storage areas.

2. Empty and wipe clean (inside and out) all green waste and recyclable baskets/containers, and return to original locations. Remove the recyclable contents to main designated recyclables bin storage areas

3. Remove spots and fingerprints from entrance doors.
59 Item 7 C.

APPENDIX ONE
Scope of Services

4. Dust and clean desks, tables, chairs, counters, cabinets, and other furniture.

5. Vacuum all carpeted areas; and spot clean carpets for spills, stains, mud, gum, tar, etc.

6. Sweep and or dust mop all areas.

7. Clean and disinfect restrooms and kitchen counters.

8. Mop restroom and kitchen floors, spot mop other areas.

9. Clean and disinfect restrooms’ wash basins/sinks, counter tops, toilet bowls (including underside and tops of seats), urinals, walls, and partitions.

10. Empty sanitary napkin containers.

11. Place toilet articles in restrooms. Place and refill restrooms’ soap dispensers, paper towels and dispenser, toilet tissues, and toilet cover dispensers.

Annual Janitorial Services

1. Two (2) times per year – Clean/shampoo carpeting. Use a vacuum truck-mounted extractor for each cleaning.

2. Two (2) times per year - Strip, scrub, and re-wax floors with pre-approved product designated for type of flooring.

3. One (1) time per year – Clean exterior windows inside and out. Remove, clean and replace window screens.

Item
No.

Building Name Address Approx. Square
Footage
Frequency
5 Historical Museum 410 Capitola
Avenue 900 Th
Specifics: The museum includes an entrance desk, display areas, and a curator's office.

Please note that janitorial services shall not include cleaning the acrylic display cases. Services are to be performed once a week on Thursdays (except holidays) after 6:00 pm.

Service shall include:

1. Empty and wipe clean (inside and out) all waste baskets/containers, replace liners, and return to original locations. Remove trash to main designated waste bin storage areas.

2. Empty and wipe clean (inside and out) all green waste and recyclable baskets/containers, and return to original locations. Remove the recyclable contents to main designated recyclables bin storage areas

3. Remove spots and fingerprints from entrance doors.

4. Dust and clean desks, tables, chairs, counters, cabinets, and other furniture.

5. Vacuum all carpeted areas; and spot clean carpets for spills, stains, mud, gum, tar, etc.

Annual Janitorial Services

6. Two (2) times per year – Clean/shampoo carpeting. Use a vacuum truck-mounted extractor for each cleaning.

7. One (1) time per year – Clean exterior windows inside and out. Remove, clean and replace window screens.
60 Item 7 C.

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Scope of Services

Item
No.

Building Name Address Approx. Square
Footage
Frequency
6 Public Works Yard 430 Kennedy
Drive 950 F
Specifics: One-story building mostly occupied by service bays for the repair of City vehicles and equipment. Service required is for one office, one restroom, one locker room, and a lunch room. Services are to be performed once a week on Fridays (except holidays) after 6:00 pm.

Services shall include:

1. Empty and wipe clean (inside and out) all waste baskets/containers, replace liners, and return to original locations. Remove trash to main designated waste bin storage areas.

2. Empty and wipe clean (inside and out) all green waste and recyclable baskets/containers, and return to original locations. Remove the recyclable contents to main designated recyclables bin storage areas.

3. Clean and mop all carpeted areas and lading stairways. All spills, stains, mud, gum, tar, etc., must be removed and cleaned.

4. Sweep, vacuum, and mop all stairways and landings. Spot clean baseboards. All spills, stains, mud, gum, tar, etc., must be removed and cleaned.

5. Clean and disinfect restrooms’ wash basins/sinks, toilet bowls (including underside and tops of seats), urinals, and partitions. Clean, disinfect, and mop restroom floors.

6. Empty sanitary napkin containers and place and refill toilet articles in restrooms.

7. Place and refill restrooms’ soap dispensers, paper towels, toilet tissues, and toilet cover dispensers.

Item
No.

Building Name Address Approx. Square
Footage
Frequency
7 Esplanade Restroom 108 Monterey
Avenue 2400
3 x Day, Su-Sa
(Apr-Oct)
2 x Day, Su-Sa
(Nov-Mar)
4 x Day, F-M
(Sp. Holidays)
Specifics: Restroom Facility. S ervice will be performed seven days a week (inclusive of holidays) prior to 7:00 AM and 4:00 PM -5:00 PM, with additional service between 1:00 PM - 2:00 PM during April-October. An additional service shall be provided between 7:00 PM – 9:00 PM for the four days of the following holiday weekends: Memorial Day, Independence Day, Labor Day.

Service shall include:

1. Empty and wipe clean (inside and out) all waste baskets/containers, replace liners, and return to original locations. Remove trash to main designated waste bin storage areas.

2. Remove fingerprints from doors and walls.
61 Item 7 C.

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3. Clean all counters and appliances.

4. Sweep and or dust mop all areas.

5. Clean, mop, and disinfect restrooms and kitchen floors.

6. Clean and disinfect restrooms’ wash basins/sinks, counter tops, toilet bowls (including underside and tops of seats), urinals, walls, and partitions.

7. Empty sanitary napkin containers.

8. Place toilet articles in restrooms. Place and refill restrooms’ soap dispensers, paper towels and dispenser, toilet tissues, and toilet cover dispensers.

Item
No.

Building Name Address Approx. Square
Footage
Frequency
8 Capitola Wharf
Restroom
1400 Wharf
Road 140
3 x Day, Su-Sa
(Apr-Oct)
2 x Day, Su-Sa
(Nov-Mar)
4 x Day, F-M
(Sp. Holidays)
Specifics: Restroom Facility located at the base of the wharf structure. Restroom has auto locking mechanism. Service will be performed seven days a week (inclusive of holidays) prior to 7:00 AM and 4:00 PM -5:00 PM, with additional service between 1:00 PM -2:00 PM during April-October. An additional service shall be provided between 7:00 PM – 9:00 PM for the four days of the following holiday weekends: Memorial Day, Independence Day, Labor Day.

Service shall include:

1. Empty and wipe clean (inside and out) all waste baskets/containers, replace liners, and return to original locations. Remove trash to main designated waste bin storage areas.

2. Remove fingerprints from doors and walls.

3. Clean all counters and appliances.

4. Sweep and or dust mop all areas.

5. Clean, mop, and disinfect restrooms and kitchen floors.

6. Clean and disinfect restrooms’ wash basins/sinks, counter tops, toilet bowls (including underside and tops of seats), urinals, walls, and partitions.

7. Empty sanitary napkin containers.

8. Place toilet articles in restrooms. Place and refill restrooms’ soap dispensers, paper towels and dispenser, toilet tissues, and toilet cover dispensers.

Item
No.

Building Name Address Approx. Square
Footage
Frequency
9 City Hall Public
Restroom
420 Capitola
Avenue 150
2 x Day, Su-Sa
(Apr-Oct)
1 x Day, Su-Sa
(Nov-Mar)
3 x Day, F-M
62 Item 7 C.

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Scope of Services

(Sp. Holidays)
Specifics: Restroom Facility located downstairs in the main lobby. Service will be performed seven days a week (inclusive of holidays) prior to 7:00 AM, with additional service between 1:00 PM-2:00 PM during April-October. An additional service shall be provided between 6:00 PM – 8:00 PM for the four days of the following holiday weekends: Memorial Day, Independence Day, Labor Day.

Service shall include:

1. Empty and wipe clean (inside and out) all waste baskets/containers, replace liners, and return to original locations. Remove trash to main designated waste bin storage areas.

2. Remove fingerprints from doors and walls.

3. Clean all counters and appliances.

4. Sweep and or dust mop all areas.

5. Clean, mop, and disinfect restrooms and kitchen floors.

6. Clean and disinfect restrooms’ wash basins/sinks, counter tops, toilet bowls (including underside and tops of seats), urinals, walls, and partitions.

7. Empty sanitary napkin containers.

8. Place toilet articles in restrooms. Place and refill restrooms’ soap dispensers, paper towels and dispenser, toilet tissues, and toilet cover dispensers.

Item
No.

Building Name Address Approx. Square
Footage
Frequency
10 Jade Street Park
Restroom
4400 Jade
Street 700 Su-Sa
Specifics: Restroom Facility located adjacent to basketball courts. The service shall be performed seven days per week (inclusive of holidays) —prior to 7:00 AM.

Service shall include:

1. Empty and wipe clean (inside and out) all waste baskets/containers, replace liners, and return to original locations. Remove trash to main designated waste bin storage areas.

2. Remove fingerprints from doors and walls.

3. Clean all counters and appliances.

4. Sweep and or dust mop all areas.

5. Clean, mop, and disinfect restrooms and kitchen floors.

6. Clean and disinfect restrooms’ wash basins/sinks, counter tops, toilet bowls (including underside and tops of seats), urinals, walls, and partitions.

7. Empty sanitary napkin containers.

8. Place toilet articles in restrooms. Place and refill restrooms’ soap dispensers, paper towels and dispenser, toilet tissues, and toilet cover dispensers. 63 Item 7 C.

APPENDIX ONE
Scope of Services

Item
No.

Building Name Address Approx.

Containers
Frequency
11 Capitola Village Public
Waste Containers
Various
Streets 45 Su
Specifics: Collection from public waste containers on Esplanade, Capitola Avenue, Stockton Avenue, San Jose Avenue, and Monterey Avenue. Contents to be transferred to public work yard. The service shall be performed one day per week (inclusive of holidays) —Sunday before 8:00 AM.

Service shall include:

1. Empty and wipe clean (inside and out) all waste baskets/containers, replace liners, and return to original locations. Remove trash to main designated waste bin storage areas.

Item
No.

Building Name Address Approx.

Containers
Frequency
12 Capitola Wharf Public
Waste Containers
1400 Wharf
Road 10 Sat, Su
Specifics: Collection from public waste containers on Capitola Wharf. Contents to be transferred to public work yard. The service shall be performed two days per week (inclusive of holidays) —Saturday and Sunday before 8:00 AM.

Service shall include:

1. Empty and wipe clean (inside and out) all waste containers and return to original locations. Remove trash to main designated waste bin storage areas.

Item
No.

Building Name Address Approx. Square
Footage
Frequency
13 Community Center 4400 Jade
Street 5,800 As scheduled
Specifics: Details: The Community Center currently has routine janitorial services through a separate agreement. However, daily service (except holidays) will be required for three weeks a total of 15 days during the winter months. Provide the costs for both a prescheduled week of cleaning and for annual janitorial services. The facility includes three recreation rooms, restrooms, a kitchen, offices, and hallways.

Service shall include:

1. Empty and wipe clean (inside and out) all waste baskets/containers, replace liners, and return to original locations. Remove trash to main designated waste bin storage areas. 64 Item 7 C.

APPENDIX ONE
Scope of Services

2. Empty and wipe clean (inside and out) all green waste and recyclable baskets/containers and return to original locations. Remove the recyclable contents to main designated recyclables bin storage areas.

3. Clean and dust desks, tables, chairs, counters, cabinets, doors, walls, all interior and exterior glass doors and frames.

4. Sweep and or dust mop all areas.

5. Clean and disinfect restrooms and kitchen counters.

6. Mop restroom and kitchen floors, spot mop other areas; spot clean baseboards.

7. Clean with germicidal solution, disinfect, and mop restrooms and kitchen floors.

8. Clean and disinfect restrooms’ wash basins/sinks, toilet bowls (including underside and tops of seats), urinals, walls, and partitions.

9. Empty sanitary napkin containers, all waste baskets/containers, all green waste and recyclable baskets/containers, and replace liners.

10. Place and refill toilet articles in restrooms.

11. Place and refill restrooms’ soap dispensers, paper towels, toilet tissues, and toilet cover dispensers.

Annual Janitorial Services

1. Two (2) times per year - Strip, scrub, and re-wax floors with pre-approved product designated for type of flooring.

2. One (1) time per year – Clean exterior windows inside and out. Remove, clean and replace window screens.
65 Item 7 C.

CITY OF CAPITOLA

PROFESSIONAL SERVICES AGREEMENT
Janitorial Services for City Facilities
Executive Facilities Services, Inc.

THIS AGREEMENT is entered into on November 21, 2024, by and between the City of Capitola, a Municipal Corporation, hereinafter called "City" and Executive Facilities Services, Inc., hereinafter called "Contractor".

WHEREAS, City desires certain services described in Appendix One and Contractor is capable of providing and desires to provide these services;
NOW, THEREFORE, City and Contractor for the consideration and upon the terms and conditions hereinafter specified agree as follows:

SECTION 1
Scope of Services
The services to be performed under this Agreement are for Janitorial Services for City Facilities as described in Appendix One.

SECTION 2
Duties of Contractor
All work performed by Contractor, or under its direction, shall be rendered in accordance with the generally accepted practices, and to the standards of, Contractor's profession.

Contractor shall not undertake any work beyond the scope of work set forth in Appendix One unless such additional work is approved in advance and in writing by City. The cost of such additional work shall be reimbursed to Contractor by City on the same basis as provided for in Section 4.

If, in the performance of the work, it is necessary to conduct field operations, security and safety of the job site will be the Contractor's responsibility excluding, nevertheless, the security and safety of any facility of City within the job site which is not under the Contractor's control.

Contractor shall meet with the Public Works Director, called “Director," or other City personnel, or third parties as necessary, on all matters connected with carrying out of Contractor's services described in Appendix One. Such meetings shall be held at the request of either party hereto. Review and City approval of completed work shall be obtained monthly, or at such intervals as may be mutually agreed upon, during the course of this work.

SECTION 3
Duties of the City
City shall make available to Contractor all data and information in the City's possession which City deems necessary to the preparation and execution of the work, and City shall actively aid and assist Contractor in obtaining such information from other agencies and individuals as necessary.

The Director may authorize a staff person to serve as his or her representative for conferring with Contractor relative to Contractor's services. City shall not control or direct the manner in which the services are to be performed. However, the work described herein shall be reviewed from time to time by City at the discretion of City or upon the request of Contractor. If the work is satisfactory, as determined by the City, the City will approve the work. If the work is not satisfactory, City will inform Contractor of the changes or revisions necessary to secure approval.
66 Item 7 C.

Professional Services Agreement November 21, 2024
Janitorial Services for City Facilities
Executive Facilities Services, Inc.

SECTION 4
Fees and Payment
Payment for the Contractor's services shall be made on the schedule in Appendix Two. Such payment shall be considered the full compensation for all personnel, materials, supplies, and equipment used by Contractor in carrying out the work. If Contractor is compensated on an hourly basis, Contractor shall track the number of hours Contractor, and each of Contractor’s employees, has worked under this Agreement during each fiscal year (July 1 through June 30) and Contractor shall immediately notify City if the number of hours worked during any fiscal year by any individual Contractor employee reaches 900 hours. In addition, each invoice submitted by Contractor to City shall specify the number of hours to date Contractor, and each of Contractor’s employees, has worked under this Agreement during the current fiscal year.

SECTION 5
Changes in Work
City may order major changes in scope or character of the work, either decreasing or increasing the scope of Contractor's services. No changes in the Scope of Work as described in Appendix One shall be made without the City's written approval. Any change requiring compensation in excess of the sum specified in Appendix Two shall be approved in advance in writing by the City.

SECTION 6
Term
Unless earlier terminated as provided elsewhere in this Agreement, this Agreement shall commence on December 22, 2024 and shall continue in full force and effect for a period of one (1) years, ending on December 31, 2025. Notwithstanding the foregoing, the City may, at its sole discretion, extend the term of this Agreement for up to five (5) additional one-year periods.

SECTION 7
Termination
City shall have the right to terminate this Agreement at any time upon giving ten days written notice to Contractor. Contractor may terminate this Agreement upon written notice to City should the City fail to fulfill its duties as set forth in this Agreement. In the event of termination, City shall pay the Contractor for all services performed and accepted under this Agreement up to the date of termination.

SECTION 8
Insurance
Contractor shall procure and maintain for the duration of the contract, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, or employees.

Minimum Scope of Insurance
Coverage shall be at least as broad as:

1. Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 0001).

2. Insurance Services office Form Number CA 0001 covering Automobile Liability, 67 Item 7 C.

Professional Services Agreement November 21, 2024
Janitorial Services for City Facilities
Executive Facilities Services, Inc.

Code 1 (any auto).

3. Workers’ Compensation insurance as required by the State of California, and Employer’s Liability Insurance.

4. Professional (Errors and Omissions) Liability insurance appropriate to the Contractor’s profession. Architects’ and engineers’ coverage shall include contractual liability.

Minimum Limits of Insurance
Contractor shall maintain limits no less than:

1. General Liability:
(including operations,
products and completed
operations)
$1,000,000 per occurrence and $2,000,000 in
aggregate (including operations, for bodily injury,
personal and property damage.

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

3. 4.

Employer’s Liability Insurance
Errors and Omissions
Liability:

Limits
$1,000,000 per accident for bodily injury and
property damage.
$1,000,000 per claim and $2,000,000 in the
aggregate.

Other Insurance Provisions
The commercial general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:

1. The City of Capitola, its officers, officials, employees and volunteers are to be covered as additional insured’s as respects: liability arising out of work or operations performed by or on behalf of the Contractor or automobiles owned, leased, hired or borrowed by the Contractor.

2. For any claims related to this project, the Contractor’s insurance coverage shall be primary insurance as respects the City, its officers, officials, employees and volunteers.

Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.

3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled except after prior written notice has been given to the City.

Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.
68 Item 7 C.

Professional Services Agreement November 21, 2024
Janitorial Services for City Facilities
Executive Facilities Services, Inc.

Waiver of Subrogation
Contractor hereby agrees to waive rights of subrogation which any insurer of Contractor may acquire from Contractor by virtue of the payment of any loss. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City of Capitola for all work performed by the Contractor, its employees, agents and subcontractors.

Verification of Coverage
Contractor shall furnish the City with original certificates and amendatory endorsements affecting coverage by this clause. The endorsements should be on forms provided by the City or on other than the City’s forms provided those endorsements conform to City requirements. All certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications at any time.

SECTION 9
Indemnification
For General Services: To the fullest extent permitted by law, Contractor agrees to indemnify, defend, and hold harmless the City, its directors, officers, employees from and against any and all claims, demands, actions, liabilities, damages, judgments, or expenses (including attorneys’ fees and costs) arising from the acts or omissions of Contractor’s employees or agents in any way related to the obligations or in the performance of services under this Agreement, except for design professional services as defined in Civil Code § 2782.8, and except where caused by the sole or active negligence, or willful misconduct of the City.

For Design Professional Services under Civil Code §2782.8: To the fullest extent permitted by law, Contractor agrees to indemnify, defend, and hold harmless the City, its directors, officers, and employees from and against any and all claims, demands, actions, liabilities, damages, or expenses (including attorneys’ fees and costs) arising from the negligence, recklessness, or willful misconduct of the Contractor, Contractor’s employees, or agents in any way related to the obligations or in the performance of design professional services under this Agreement as defined in Civil Code §2782.8, except where caused by the sole or active negligence, or willful misconduct of the City. The costs to defend charged to the Contractor relating to design professional services shall not exceed the Contractor’s proportionate percentage of fault per Civil Code §2782.8.and against all claims, damages, losses, and expenses including attorney fees arising out of the performance of the work described herein, caused in whole or in part by any negligent act or omission of the Contractor, Contractor’s employees, agents or subcontractors, except where caused by the active negligence, sole negligence, or willful misconduct of the City.

SECTION 10
Civil Rights Compliance/Equal Opportunity Assurance
Every supplier of materials and services and all Contractors doing business with the City of Capitola shall be in compliance with the applicable provisions of the Americans with Disabilities Act of 1990, and shall be an equal opportunity employer as defined by Title VII of the Civil Rights Act of 1964 and including the California Fair Employment and Housing Act of 1980. As such, Contractor shall not discriminate against any person on the basis of race, religious creed, color, national origin, ancestry, disability, medical condition, marital status, age or sex with respect to hiring, application for employment, tenure or terms and conditions of employment. Contractor agrees to abide by all of the foregoing statutes and regulations. 69 Item 7 C.

Professional Services Agreement November 21, 2024
Janitorial Services for City Facilities
Executive Facilities Services, Inc.

SECTION 11
Legal Action/Attorneys' Fees
If any action at law or in equity is brought to enforce or interpret the provisions of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees in addition to any other relief to which he or she may be entitled. The laws of the State of California shall govern all matters relating to the validity, interpretation, and effect of this Agreement and any authorized or alleged changes, the performance of any of its terms, as well as the rights and obligations of Contractor and the City.

SECTION 12
Assignment
This Agreement shall not be assigned without first obtaining the express written consent of the Director after approval of the City Council.

SECTION 13
Amendments
This Agreement may not be amended in any respect except by way of a written instrument which expressly references and identifies this particular Agreement, which expressly states that its purpose is to amend this particular Agreement, and which is duly executed by the City and Contractor. Contractor acknowledges that no such amendment shall be effective until approved and authorized by the City Council, or an officer of the City when the City Council may from time to time empower an officer of the City to approve and authorize such amendments. No representative of the City is authorized to obligate the City to pay the cost or value of services beyond the scope of services set forth in Appendix Two. Such authority is retained solely by the City Council. Unless expressly authorized by the City Council, Contractor's compensation shall be limited to that set forth in Appendix Two.

SECTION 14
Miscellaneous Provisions

1. Project Manager. Director reserves the right to approve the project manager assigned by Contractor to said work. No change in assignment may occur without prior written approval of the City.

2. Contractor Service. Contractor is employed to render professional services only and any payments made to Contractor are compensation solely for such professional services.

3. Licensure. Contractor warrants that he or she has an established trade, occupation, or business in the same nature of services Contractor is performing under this Agreement. Contractor warrants that he or she has complied with any and all applicable governmental licensing requirements.

4. Other Agreements. This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the subject matter, and no other agreement, statement or promise related to the subject matter of this Agreement which is not contained in this Agreement shall be valid or binding.

5. City Property. Upon payment for the work performed, or portion thereof, all drawings, specifications, records, or other documents generated by Contractor pursuant to this Agreement are, and shall remain, the property of the City whether the project for which they are made is executed or not. The Contractor shall be permitted to retain copies, including reproducible copies, of drawings and specifications 70 Item 7 C.

Professional Services Agreement November 21, 2024
Janitorial Services for City Facilities
Executive Facilities Services, Inc.

for information and reference in connection with the City's use and/or occupancy of the project. The drawings, specifications, records, documents, and Contractor's other work product shall not be used by the Contractor on other projects, except by agreement in writing and with appropriate compensation to the City.

6. Contractor's Records. Contractor shall maintain accurate accounting records and other written documentation pertaining to the costs incurred for this project. Such records and documentation shall be kept available at Contractor's office during the period of this Agreement, and after the term of this Agreement for a period of three years from the date of the final City payment for Contractor's services.

7. Independent Contractor. In the performance of its work, it is expressly understood that Contractor, including Contractor's agents, servants, employees, and subcontractors, is an independent contractor solely responsible for its acts and omissions, and Contractor shall not be considered an employee of the City for any purpose. Contractor expressly warrants not to represent, at any time or in any manner, that Contractor is an employee of the City.

8. Conflicts of Interest. Contractor stipulates that corporately or individually, its firm, its employees and subcontractors have no financial interest in either the success or failure of any project which is, or may be, dependent on the results of the Contractor's work product prepared pursuant to this Agreement.

9. Notices. All notices herein provided to be given, or which may be given by either party to the other, shall be deemed to have been fully given and fully received when made in writing and deposited in the United States mail, certified and postage prepaid, and addressed to the respective parties as follows:

CITY CONTRACTOR

CITY OF CAPITOLA
420 Capitola Avenue
Capitola, CA 95010
831-475-7300
Executive Facilities Services, Inc.
1227 Flynn Road, Ste 307
Camarillo, CA 93012
844-780-2626
By:__________________________________
Benjamin Goldstein, City Manager
By:__________________________________

Dated:________________________________ Dated:_______________________________ 71 Item 7 C.

Professional Services Agreement November 21, 2024
Janitorial Services for City Facilities
Executive Facilities Services, Inc.

APPENDIX ONE
Scope of Services
72 Item 7 C.

Professional Services Agreement November 21, 2024
Janitorial Services for City Facilities
Executive Facilities Services, Inc.

APPENDIX TWO
Fees and Payments
For the services performed, City will pay Contractor on a not-to-exceed, lump sum basis upon satisfactory completion of the services and delivery of work products. Payments will be issued monthly as charges accrue.

Contractor hereby represents and warrants, based upon Contractor’s independent determination of the time and labor, which will be required to perform said services, that Contractor will provide all said services at a cost which will not exceed the maximum price set forth in this agreement for Contractor’s services. Contractor hereby assumes the risk that Contractor will perform said services within this maximum price constraint and Contractor acknowledges that its inability to do so shall not excuse completion of the services and shall not provide a basis for additional compensation.

The amount and schedule of payments to the Consultant are as follows:

Ongoing annual services.

Item
No. Building Name Frequency
Frequency
Count per
Week
Price Per
Month
Total Price
Per Year
1 City Hall Administration Tu, F 2 $301.69 $3,620.28
2 City Hall Chamber and Community Room W, F 2 $301.69 $3,620.28 3 Police Department M, Th 2 $301.69 $3,620.28
4 Police Department Annex M, Th 2 $150.84 $1,810.08
5 Historical Museum Th 1 $75.42 $905.04
6 Public Works Yard F 1 $75.42 $905.04
7 Esplanade Park Restrooms (Apr-Oct) Sun-Sat 21 $3,237.33 $22,661.31 7 Esplanade Park Restrooms (Nov-Mar) Sun-Sat 14 $2,046.83 $10,234.15 8 Capitola Wharf Restrooms (Apr-Oct) Sun-Sat 14 $1,079.11 $7,553.77 8 Capitola Wharf Restrooms (Nov-Mar) Sun-Sat 7 $511.71 $2,558.55 9 City Hall Public Restroom (Apr-Oct) Sun-Sat 14 $1,079.11 $7,553.77 9 City Hall Public Restroom (Nov-Mar) Sun-Sat 7 $511.71 $2,558.55 10 Jade Stret Park Restrooms Sun-Sat 7 $527.95 $6,335.40 11 Capitola Village Public Waste Containers Su 1 $194.13 $2,329.56 12 Capitola Wharf Public Waste Containers Sat, Sun 2 $310.61 $3,727.32

TOTAL COST ONGOING SERVICES
$79,993.38
January 1 – December 31, 2025
73 Item 7 C.

Professional Services Agreement November 21, 2024
Janitorial Services for City Facilities
Executive Facilities Services, Inc.

Community Center Services. Three weeks daily service and annual services.

Item
No. Building Name Frequency
Frequency
Count per
Week
Price
Weeklon
g Service
Price
Annual
Service
13 Capitola Community Center (As Scheduled) Sun-Sat 7 $731.01 $4,263.01

TOTAL COST COMMUNITY CENTER SERVICES
$4,263.01
January 1 – December 31, 2025
Additional Holiday Services. An additional service shall be provided between 6:00 PM – 8:00 PM for the four days of the following holiday weekends: Memorial Day, Independence Day, Labor Day.

Item
No. Building Name Frequency
Frequency
Count per
Week
Price
Weekend
Service
Price
Annual
Service
(3
Weekends)
7 Esplanade Park Restrooms F-M 4 additional $139.24 $417.72 8 Capitola Wharf Public Restroom F-M 4 additional $69.62 $208.86 9 City Hall Public Restroom F-M 4 additional $69.62 $208.86

TOTAL COST HOLIDAY SERVICES
$835.44
January 1 – December 31, 2025

TOTAL COST ALL SERVICES
$85,091.83
January 1 – December 31, 2025
In no event shall the total fee charged for the scope of work set forth in Appendix One exceed the total budget of $85,091.83 (Eighty-Five Thousand Ninety-One Dollars And Eighty-Three Cents), without specific, written advance authorization from the City.

In the event that this Agreement is renewed pursuant to Section 6, the rates set forth above may be increased equal to the October-to-October San Francisco-Oakland-San Jose Consumer Price IndexAll Urban (CPI) in an amount not to exceed four percent (4%), annually, on January 1 of each contract renewal.
74 Item 7 C.

Capitola City Council
Agenda Report
Meeting: November 21, 2024
From: Community Development Department
Subject: 1760 Wharf Road Consolidated Coastal Development Permit Recommended Action: Based on the findings in the staff report, authorize the property owner and the Coastal Commission to proceed with a consolidated coastal development permit for emergency repair work at 1760 Wharf Road.

Background: On August 1, 2024, the Santa Cruz County Sanitation District Board of Directors reviewed recent emergency repairs done to Shadowbrook Restaurant's cross-stream sewer lateral in response to storms in 2022 and 2023. The Sanitation District Board took action to modify its conditions for the continued use of the cross-stream lateral. The modification included conditions that required Shadowbrook Restaurant to obtain permits from all appropriate agencies for the emergency work already completed and requires any future cross-stream sewer lateral repairs to obtain a Sanitation Districtissued temporary emergency permit to resolve the immediate break and trigger permanent relocation of the cross-stream sewer lateral.

On November 4, 2024, Shadowbrook Restaurant submitted a request to the City of Capitola to authorize a Consolidated Coastal Development Permit (CDP) for emergency repairs at 1760 Wharf Road. The location of the lateral extends from 1760 Wharf Road through Soquel Creek and connecting to the sanitation line on the opposite bank (Attachment 1).

Discussion: Section 30601.3 of the Coastal Act allows for a consolidated CDP process in cases where projects cross the California Coastal Commission’s permitting jurisdiction and the jurisdiction of a local government with a certified LCP, as is the case here since the California Coastal Commission retains permitting jurisdiction within the Soquel Creek. A consolidated CDP will assist Shadowbrook Restaurant in streamlining the review process and ensures a more consistent approach to reviewing this project for compliance with the Coastal Act. The City Council may authorize a consolidated CDP, rather than requiring a second CDP by Capitola’s Planning Commission.

Fiscal Impact: None
Findings:

1. On August 1, 2024, the Santa Cruz County Sanitation District Board of Directors reviewed 1760 Wharf Road emergency repairs to cross-stream sewer lateral in response to storms in 2022 and 2023. The Board modified its conditions for the continued use of the cross-stream lateral to included conditions that required Shadowbrook Restaurant to obtain permits from all appropriate agencies for the emergency work completed and requires any future cross-stream sewer lateral breaks to obtain a Sanitation District-issued temporary emergency permit to resolve the immediate break and trigger permanent relocation of the cross-stream sewer lateral.

2. The 1760 Wharf Road cross-stream sewer lateral is located within the Soquel Creek; therefore, the California Coastal Commission retains permitting jurisdiction for the lateral. The City of Capitola retains permitting jurisdiction for the portion of the lateral on the adjacent land. Section 30601.3 of the Coastal Act allows for a consolidated CDP process in cases where projects cross the California Coastal Commission’s permitting jurisdiction and the jurisdiction of a local government with a certified LCP.

3. The City Council authorization to the property owner and the Coastal Commission to proceed with a consolidated coastal development permit for emergency repair work at 1760 Wharf Road will ensure compliance with the California Coastal Act. 75 Item 7 D.

Attachments:

1. Aerial of sewer lateral location

2. Santa Cruz County Sanitation District Resolution 24-07 Report Prepared By: Katie Herlihy, Community Development Director Reviewed By: Julia Gautho, City Clerk; Samantha Zutler, City Attorney Approved By: Jamie Goldstein, City Manager
76 Item 7 D.
1760 Wharf Road Cross-stream Lateral Location
Sewer Lateral
Capitola Coastal Jurisdiction
Coastal Commission
Jurisdiction
1760 Wharf Road
77 Item 7 D.

BEFORE THE BOARD OF DIRECTORS

OF THE SANTA CRUZ COUNTY SANITATION DISTRICT

SANTA CRUZ COUNTY, CALIFORNIA
RESOLUTION NO. 24- 07
On the motion of Alternate Director Klosinski
duly seconded by Director Brown
the following resolution is adopted:

A RESOLUTION MODIFYING THE DISTRICT' S WAIVER CONDITIONS FOR

THE CONTINUED USE OF A CROSS-STREAM SEWER LATERAL
BY THE SHADOWBROOK RESTAURANT, APN: 035- 111- 04,
AS ESTABLISHED BY RESOLUTION NO. 87- 46, AND MODIFIED BY RESOLUTION NO. 89- 3 WHEREAS, the Board of Directors of the Santa Cruz County Sanitation District District) did previously waive its requirement to order Shadowbrook Restaurant ( Shadowbrook) to abandon its cross- stream sewer lateral, while stipulating that District policy prohibiting cross- stream laterals, be waived in regard to APN: 035- 111- 04 with the following conditions: ( 1) The section of sewer lateral that is under Soquel Creek ( approximately 83 feet) must be encased in concrete( or otherwise anchored) as per District standards, ( 2) the owner shall apply to the City of Capitola Public Works Department for the necessary permits and arrange with the District for a reconnection permit and inspection of these improvements, ( 3) the work shall be accomplished pursuant to Department of Fish and Wildlife regulations, and ( 4) the grease interceptor shall be cleaned frequently to ensure that grease does not enter the sewer lateral and restrict sewage flow through the inverted siphon; and, WHEREAS, the District has required Shadowbrook to employ effective solids removal in order that no detrimental effects to their effluent discharge will occur to the District' s downstream sewer and appurtenances, Soquel Creek, or the DeLara property ( APN: 035- 121- 19); and WHEREAS, on February 7, 2022, the Shadowbrook sewer lateral leaked sewage into Soquel Creek due to the failure of the aged ductile iron sewer lateral; an emergency permit was issued by the District to replace it; and,
WHEREAS, on March 10, 2023, the Shadowbrook sewer lateral broke off from its cross- stream connection during a severe atmospheric river event, causing it to float downstream. An unknown amount of sewage was spilled into Soquel Creek at this time. An emergency sewer lateral permit was granted by the District to reconnect the sewer lateral. During this emergency repair work, Shadowbrook hired an engineering firm to perform additional work to anchor the sewer lateral to the riverbed without review or issuance of additional permits from the District or the City of Capitola.

NOW, THEREFORE, BE IT RESOLVED AND ORDERED that the District hereby modifies its waiver conditions for the continued use of a cross- stream lateral for APN: 035- 111- 04 by requiring Shadowbrook to meet the following additional conditions:

1. Shadowbrook is hereby required to obtain and execute permits from all relevant permitting agencies for the work performed to anchor the lateral to the Soquel Creek riverbed, no later than August 1, 2025;
78 Item 7 D.

Docusign Envelope ID: 34BD615A- 87B7- 4E69-AF44- D1A647BFF8F4 Resolution No. 24— 07

2. Failure to obtain permits by August 1, 2025, will result in the requirement to relocate the sewer lateral out of Soquel Creek;

3. The permit issued by the District shall require the sewer lateral to be inspected annually by a licensed plumbing contractor; and

4. If the cross- stream sewer lateral fails or leaks sewage again, the District will issue a temporary emergency permit to resolve the immediate lateral failure and will require the permanent relocation of the cross- stream sewer lateral out of Soquel Creek within one ( 1) year from the initial failure and/ or spill date.

Should any of the above conditions, or those conditions established on July 22, 1982, Resolution No. 87- 46 and modified by Resolution No. 89- 3, be violated, Shadowbrook will be required to abandon its cross- stream sewer lateral and relocate it out of Soquel Creek. Any proposed design must be approved and permitted by all required regulatory agencies.

PASSED AND ADOPTED by the Board of Directors of the Santa Cruz County Sanitation District this 3rd day of October, 2024, by the following vote:

AYES: ALTERNATE DIRECTOR KLOSINSKI AND DIRECTOR BROWN
NOES: NONE
ABSENT: DIRECTOR KOENIG AND DIRECTOR FRIEND
ABSTAIN: NONE
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Chairman of said Board
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79 Item 7 D.

Capitola City Council
Agenda Report
Meeting: November 21, 2024
From: Finance Department
Subject: Disposition of Unclaimed Checks
Recommended Action: Authorize the release of unclaimed checks in accordance with Government Code Section 50055.

Background: California Government Code Section 50055 allows unclaimed checks of three years to become the property of the local agency after public noticing, and unclaimed checks of less than $15 to become the property of the local agency after a period of one year without the necessity of publication of a notice in the newspaper. The latter action must be authorized by the local agency’s legislative body.

Discussion: In the City’s financial system, there are four (4) checks that meet the criteria above.

A public notice has been placed in the Santa Cruz Sentinel for the two (2) checks for more than $15.00. The two (2) remaining checks are $15.00 or less and require City Council approval to void and return the funds to the General Fund. These checks are enumerated below:

Check Date Check # Payee Amount Description
5/20/2022 100639 Gobrand Inc $ 2.00 Planning Dept. Refund 9/2/2022 101518 Monaghan Khyah Breanne $ 3.95 Police Dept. Refund Fiscal Impact: Available cash will increase by $5.95 and the associated expense accounts will be decreased by the original check amount.

Report Prepared By: Leda Laidlaw-Hunter, Accountant I
Reviewed By: Julia Gautho, City Clerk; Jim Malberg, Finance Director Approved By: Jamie Goldstein, City Manager
80 Item 7 E.

Capitola City Council
Agenda Report
Meeting: November 21, 2024
From: Public Works Department
Subject: Bay Avenue and Hill Street Traffic Safety Update Recommended Action: Receive an update on the Bay Avenue and Hill Street Intersection Quick Build Project and provide direction as needed.

Background: The Bay Avenue and Hill Street intersection has been a long-standing concern in the community. During hearings in 2004 to consider renovations at the Nob Hill commercial center there included significant discussion about how best to address the Bay/Hill intersection.

More recently to address these issues, the City commissioned traffic engineers from Kimley Horn to conduct a comprehensive Intersection Operations Analysis in 2022. The findings were reviewed by the City Council during multiple meetings in late 2023 and early 2024, including evaluations by a City Council subcommittee.

In addition to technical studies, staff held meetings with relevant property owners and organized a community meeting at the Bay Avenue Senior Center in early 2024. Staff also maintained active communication with the Capitola representative on the Santa Cruz County Regional Transportation Commission’s Elderly and Disabled Transportation Advisory Committee.

The result of that process was the City implemented the Quick Build Project, a traffic safety improvement in late July/early August 2024.

The Quick Build Project included lane reductions, enhanced crosswalk markings, and temporary bulbouts to improve pedestrian safety and manage traffic flow. Since implementation, several factors have affected traffic patterns, including the closure of the Park Avenue on-ramp to southbound Highway 1 in late September 2024 (scheduled to reopen in late November 2024) and the Capitola Avenue Bridge closure in March 2024 (expected to reopen in summer/fall 2025). These closures have altered driver routes at the Bay Avenue and Hill Street intersection, impacting both vehicular and pedestrian activity.

Discussion:

Community Feedback
Staff has received substantial community input regarding the new traffic configuration at the intersection.

Key areas of feedback include:
 Traffic Congestion Concerns: Numerous residents have expressed frustration over increased congestion, particularly during peak hours. The reduction to one lane in each direction has been cited as a source of delays and confusion.
 Safety Perceptions: While the project aims to enhance safety, some community members report feeling that the changes may be insufficient or, in some cases, introduce new safety challenges, especially for cyclists and drivers adapting to the layout.  Adjustment Challenges: The timing of the project, coinciding with freeway construction, Capitola Avenue Bridge closure, and the school year’s start, has contributed to reported difficulties in adjusting to the new traffic patterns.

Based on feedback, staff has made a number of adjustments to the initial Quick Build Project. Those changes include:
81 Item 8 A.
 Minor Adjustments to configuration: While keeping the configuration the same, small adjustments were made, including adding bike stenciling and additional dashed lines to indicate that the right lane is ending/turn only.
 White standard cross hatched striping through spaces currently delineated with solid blue paint, to better define that area. (scheduled for December) Data Collection and Analysis
Data collection for the corridor study was paused when the highway on-ramp was closed. Data have been collected during this adjustment period, amid ongoing construction and closures, to help evaluate traffic flow and safety at the intersection. Staff engaged Kimley Horn to conduct traffic counts and assess safety at the intersection. Key findings are summarized below:
 Traffic Count Data:
o Bike/Pedestrian Usage: There has been an observed increase in bike and pedestrian activity at the intersection. This uptick is likely due to a perceived increase in safety and changes in travel patterns caused by the ongoing closure of the Capitola Avenue Bridge. o Vehicle Traffic: Minimal increases in vehicle traffic were recorded, with a slight rise during the AM peak hours. Midday and PM traffic counts showed little to no change.  Queue Lengths:
o Queue lengths are consistent with predictions from the analysis conducted in 2022.  Level of Service (LOS):
o The Level of Service (LOS) has declined compared to the previous 4-lane configuration, as expected. The main factor contributing to the reduced LOS is decreased northbound and southbound throughput capacity along Bay Avenue due to the temporary 2-lane configuration.
o The increase in bike and pedestrian traffic has had a partial impact on vehicle operations, reflecting a trade-off between vehicle delay and improved bike/pedestrian safety and visibility.
o Some driver confusion has been observed, which is typical following new construction projects. This confusion is expected to decrease over time as drivers adjust to the new layout.
 Accident and Near-Miss Analysis:
o An accident and near-miss analysis was conducted to evaluate the safety performance of the intersection post-implementation. This analysis involves reviewing reported collisions and observing near-miss incidents, which are instances where a collision was narrowly avoided. This approach helps to identify potential safety concerns not fully captured in accident reports.
o The collected data is currently being analyzed, and the findings will be shared during upcoming meetings to provide a more comprehensive evaluation of the intersection's safety.

The original intention of the Quick Build Project was to collect and evaluate data over 18-24 months, with findings integrated into the upcoming corridor study. Additional data will be collected for corridor study purposes after the Park Avenue ramp reopens to provide a clearer picture of regular traffic patterns. This ongoing evaluation will help inform future discussions on the effectiveness of the temporary measures and guide the long-term corridor study, which is scheduled for City Council review in early 2025.

Fiscal Impact: The project utilized the $50,000 allocated in the Fiscal Year 2024-25 budget for short-term improvements. Additional funding requirements will be addressed following the quick-build project evaluation and corridor study outcomes.

Report Prepared By: Jessica Kahn, Public Works Director Reviewed By: Julia Gautho, City Clerk; Samantha Zutler, City Attorney Approved By: Jamie Goldstein, City Manager
82 Item 8 A.

Bay Avenue and Hill Street
Traffic Safety Update
City Council
November 21, 2024
83 Item 8 A.

Objective: Enhance safety at a problematic intersection with a temporary configuration to test potential
improvements.

Historical Concern: Issues date back to 2004. In 2022
Kimley Horn conducted an analysis, reviewed by City
Council in 2023-2024.

Community Engagement: Meetings held with
stakeholders, including a public session in early 2024.

Project Overview and Background
Bay Ave/Hill St Traffic Safety Update
84 Item 8 A.
• Lane Reductions
• Enhanced Crosswalks
• Temporary Bulbouts
Quick Build Features (July/August 2024)
• Test Phase: Trial to gather feedback for future adjustments. • Safety Focus: Prioritized safety over vehicle flow
Purpose & Intent
• Iterative Process: Evolving based on assessment and community input
• Balanced Solution: Adjustments to improve safety and traffic flow
Ongoing Evaluation
Implementation and Intent
Bay Ave/Hill St Traffic Safety Update
85 Item 8 A.
• Congestion: Notable during peak hours
• Safety Perceptions: Mixed views on the
effectiveness
Feedback Highlights
• Enhanced bike lane markings and clearer striping
• Additional striping updates scheduled for
December
Adjustments Made
Community Feedback and Adjustments
Bay Ave/Hill St Traffic Safety Update
86 Item 8 A.

Compounding Traffic Issues
Bay Ave/Hill St Traffic Safety Update
• Closed since March 2024
• Reopening expected Fall/Winter 2025
Capitola Avenue Bridge Closure
• Closed since September 2024
• Reopening expected Late 2024
Park Avenue SB Highway 1 On-Ramp
Closure
87 Item 8 A.
• Data collection for the corridor study paused during
the highway on-ramp closure
• Data has been gathered to assess traffic flow and
safety at the intersection amid ongoing construction
Data Collection
• Adjust based on data and feedback
• Continue to prioritize safety, considering layout
constraints
Next Steps
Data Analysis and Next Steps
Bay Ave/Hill St Traffic Safety Update
88 Item 8 A.

Bay Avenue &
Hill Street Intersection
City Council
November 2024
89 Item 8 A.

Before and After Study Data

1. Traffic Volumes

2. Intersection Operations

3. Reported & Near-Miss Collision Analysis

4. Next Steps
8 90
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Project Objectives
Determine feasible “Quick Build” improvements at Bay/Hill intersection to improve multimodal safety and operations

1. Gather community input

2. Utilize existing travel lanes to provide crossing improvements for bikes and pedestrians

3. Enhance bike and pedestrian access, safety, and visibility

4. Maintain acceptable traffic operations
9 91
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Before Study Conditions
10 Bay Ave Hill St
Multiple turn conflicts, long ped crossing distances Nob Hill Dwy Limited crossing visibility and lighting 92 Item 8 A.
11 Bay Ave Hill St
Quick Build Layout
Painted Curb
Extension
Lane Transition for
Road Diet with 1 Thru
Lane on Bay Ave
Flexible
Bollards
Green Bike
Striping
3-Lane Ped
Crossing
5-Lane Ped
Crossing
Flashing LED
Signs
Narrowed
entry & exit
Before After
Bay Ave Hill St
93 Item 8 A.
12 After Study Conditions
Bay Ave Hill St
New picture here
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Bicycle Volumes
13 AM Peak Mid-day Peak PM Peak
Bay Ave Before (2022) After (10/2024)
Bay Ave Bay Ave N N N Hill St Hill St Hill St 15
6 0
0 3
5 11
0 4
5 5
1 1
2 24 Total
49 Total
25 Total
23 Total
19 Total
23 Total
0 0
95 Item 8 A.

Pedestrian Volumes
14 AM Peak Mid-day Peak PM Peak
Bay Ave Before (2022) After (10/2024)
Bay Ave Bay Ave N N N Hill St Hill St Hill St
31 Total
18 Total
51 Total
57 Total
49 Total
61 Total
3 7 14
7 8
24 109
14 17 108
96 Item 8 A.
15 LOS D
6 95% Queue (# cars)
5 After (10/2024)
Before (2022)
LOS C
4 4
3 3
3 3
AM Peak Traffic Operations
10/2024 After Traffic Volumes with construction closures on:

SR1 SB On-Ramp at Bay Ave, Capitola Ave Overcrossing SR1 Bay Ave Hill St
Bay Ave Hill St
462
Volume
477
484
435
97 Item 8 A.

After (10/2024)
Before (2022)
16 LOS D
8 6
LOS C
5 4
4 4
4 4
Midday Peak Traffic Operations
10/2024 After Traffic Volumes with construction closures on:

SR1 SB On-Ramp at Bay Ave, Capitola Ave Overcrossing SR1 Bay Ave Hill St
Bay Ave Hill St
485
418
538
635
95% Queue (# cars)
Volume
98 Item 8 A.

After (10/2024)
Before (2022)
17 LOS E
8 6
LOS C
4 3
4 3
4 3
PM Peak Traffic Operations
10/2024 After Traffic Volumes with construction closures on:

SR1 SB On-Ramp at Bay Ave, Capitola Ave Overcrossing SR1 Bay Ave Hill St
Bay Ave Hill St
392
417
545
633
95% Queue (# cars)
Volume
99 Item 8 A.

Conflict Points
18 Hill St Nob Hill Dwy
Bay Ave
Before After
Bay Ave Hill St Nob Hill Dwy
41 total
conflict
points
31 total
conflict
points
9 vehicle
lanes
7 vehicle
lanes
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Item 8 A.

Vehicle Collision Type Count Primary Collision Factor Collision Severity Head On 1 Other Property Damage
Sideswipe 3 Improper Turn, Auto R/W Property Damage
Injury, Property
Damage
Improper Turn, Auto R/W,
Unsafe Speed Broadside 4
Hit Object 1 Improper Turn Property Damage
Auto/Pedestrian 3 Failure to Yield Injury
12 Reported Vehicle Collisions
Before Study Collisions (11/2017–12/2023)
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Item 8 A.

After Study Collisions (8/2024 – 11/2024)
20 Vehicle Collision Type Count Primary Collision Factor Collision Severity Sideswipe 1 Auto R/W Property Damage
Hit Object 1 Improper Turn Property Damage
2 Reported Vehicle Collisions
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21 Intersection Collisions
Bay Ave Hill St
Bay Ave Hill St
Cause of Collision
Auto Right-of-Way
Improper Turn
Failure to Yield
Unsafe Speed
Other
Existing – prior 6 years After – 4 months
Collision severity
property damage only
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Item 8 A.
22 Bay Ave Hill St Nob Hill Dwy
After Study Near Miss Analysis
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After Study Rolling Stop Rate
23 0%
10%
20%
30%
40%
50%
60%
70%
80%
AM Peak Midday School Peak PM Peak PM Evening Off-Peak All Observed Periods Vehicle Rolling Stop Rate Time of Day
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Item 8 A.
0 20
40 60
80 100
120
AM Peak Midday School Peak PM Peak PM Evening Off-Peak Near Miss Incidents (≤2 sec) Time of Day
Total Near Miss Incidents Near Miss Vehicles with Rolling Stop After Study Near Miss Incidents
24 No observed near
miss incidents with
bicycle or pedestrian
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After Study Near Miss Rate (≤ 1.5 sec)
25 0%
1%
2%
3%
4%
5%
6%
7%
8%
9%
10%
AM Peak Midday School Peak PM Peak PM Evening Off-Peak All Observed Periods Near Miss Incident Rate (≤1.5 sec) Time of Day
107
Item 8 A.

After Study Near Miss Movements
26 Bay Ave Hill St Nob Hill Dwy
Near Miss
≤ 1.5 sec Conflict
Directions # Incidents %
NBL/SBL 1 0.7%
NBL/SBT 40 26.3%
NBL/WBL 3 2.0%
NBT/EBL 1 0.7%
NBT/EBT 5 3.3%
NBT/SBL 36 23.7%
NBT/WBL 6 3.9%
NBT/WBR 4 2.6%
NBT/WBT 2 1.3%
SBL/EBL 1 0.7%
SBT/EBL 39 25.7%
SBT/EBT 5 3.3%
SBT/WBL 0 0.0%
SBT/WBT 8 5.3%
EBL/WBR 1 0.7%
108
Item 8 A.

Traffic Analysis Summary
27 After Study Conditions
2024 (Quick Build)
Before Study Conditions
2022 Criteria
High
31 conflict points
Curb extensions, Bike lane buffer
Low
41 conflict points Bike & Pedestrian
Safety & Visibility
Low
3-lane crossing
High
5-lane crossing
Pedestrian
Crossing Exposure
Ok
AM Peak: D
Midday: D
PM Peak: E
Good
AM Peak: C
Midday: C
PM Peak: C
Intersection
Level of Service
Low Medium Impact to Vehicle
Queues
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Item 8 A.

Next Steps
• 2025: Continue Outreach and Community Input
• 2025: Bay Avenue Corridor Safety Study
• On-going: Pursue funding opportunities
• Long-Term: Construct Bay Avenue corridor improvements pending available funds
28 110
Item 8 A.

Capitola City Council
Agenda Report
Meeting: November 21, 2024
From: Community Services and Recreation Department
Subject: Junior Guard Registration
Recommended Action: Staff recommends the City Council maintain the current Junior Guard registration process.

Background: Since introducing online registration for the Junior Guard program in 2016, the City has followed a two-tier priority registration model. Historically, registration was done in person on a first-come, first-served basis, with returning participants given priority during the first month. The initial 2016 online registration process followed the same two-tier approach, prioritizing returning participants and then new participants, with separate opening days for each to reduce potential online system bottlenecks.

In 2017, the City expanded online priority registration into four tiers: Returning Residents, Returning Non-Residents, New Residents, and Open Registration. This helped further manage system overload. However, due to a software change in 2022, the Department reverted to the two-tier format—Returning and New Participants.

Junior Guard registration is competitive, especially for specific age groups, with some age ranges filling on the first day. Junior Guard registration takes place in early Spring. Current trends show an imbalance between morning and afternoon sessions, with more older participants enrolled in the morning. This year, the Community Services and Recreation Department is planning for a more balanced age distribution across sessions. Staff hopes this change will help with some of the registration challenges, however due to the competitiveness of our programs waitlists will still be generated.

Neighboring agencies have varied practices. For example, the Santa Cruz Junior Guards Program offers four priority tiers, while the State Parks Junior Guards Program uses first-come, first-served registration, with a required swim test for new participants.

Discussion: In response to public interest and internal staff feedback, the Community Services and Recreation Department has explored possible adjustments to the registration process.

However, the current system, CivicRec, has limited options for creating multi-tier priority registration. The following options were evaluated:

Option 1: Maintain the Current Two-Tier System (Returning and New Guards) The two-tier structure aligns with the program’s goal of building competency in ocean safety over multiple summers, as returning guards develop essential skills progressively. Prioritizing returning participants supports continuity and fosters job readiness for older youth interested in lifeguarding roles. Changing this structure would impact about a third of the returning guards from 2024.

Option 2: Two Tiers by Residency (Resident1 and Non-Resident)

1 The City defines “resident” as any household that lives within the City Limits, or within Soquel School District boundaries. The City has agreed to use that definition with the School District in the City’s lease for Jade Street Park/Community Center.
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Item 8 B.

This option, from a CivicRec registration system standpoint, is the easiest to administrate but would be the most disruptive to historical expectations of returning guards. About 60% of participants are defined as residents, with many non-residents from nearby areas like Live Oak and Aptos. Shifting to this structure would limit access for long-term non-resident participants, disrupting age progression and potentially compromising safety due to a lack of skill familiarity in newer participants who would enter the program at their age division.

Option 3: Three Tiers (Any variation of Returning, Resident/Non-Resident and Open) Although this approach would be preferred, CivicRec does not support three-tier filtering. Manual setup for a third tier would require significant staff time, likely resulting in errors and confusion for the user. Additionally, this would increase the workload for permanent staff, who are familiar with CivicRec, along with overtime costs.

The City transitioned to CivicRec software in 2022 after an extensive vendor evaluation process.

If the City desired to make a change in software to add a multi-tier registration process, staff would need to issue a Request for Proposals and evaluate the various options for an alternative software system. This process cannot be accomplished before registration for the 2025 Junior Guard season. It is worth noting that the City determined CivicRec was the best available platform in 2022; changing registration systems now may result in gaining a specific system function but will likely compromise other functionalities. In addition, a new registration system would require extra staff time to set up and learn. Public participants using the new system may need to create new accounts and familiarize themselves with a new registration process, resulting in errors and confusion for users.

Conclusion: Maintaining the current two-tier system is the recommended option for the upcoming 2025 registration. This structure best supports returning participants and minimizes disruption to the program’s operations.

Fiscal Impact: Options 1 and 2 would have minimal fiscal impact, except for potential minor enrollment fluctuations. Option 3 would incur additional costs due to the overtime required for manual setup in CivicRec. Staff estimates the additional overtime set up costs for Option 3 to be $4,026 depending on the three-tier option; additional time needed to resolve issues arising due to registration confusion are unknown.

Attachments: None
Report Prepared By: Nikki Bryant, Community Services & Recreation Department Director Reviewed By: Julia Gautho, City Clerk
Approved By: Jamie Goldstein, City Manager
112
Item 8 B.

Junior Guard
Registration
113
Item 8 B.

RECOMMENDED ACTION
•
114
Item 8 B.

BACKGROUND
• Prior to 2016 Junior Guard Registration was inperson with Returning Guards given priority. • Spring 2016 introduced the first online registration
with 2 tiers, Returning Guard priority
• Online registration systems are prone to bottleneck
for competitive programs
• 2017 offered 4 tiers:

Returning Residents
Returning Non-Residents
New Residents
Open Registration
115
Item 8 B.

BACKGROUND
• 2022 Recreation switched to CivicRec which was not
able to support 4 tiers
• Returned to the former 2 tiers
• The Department will be modifying the age
distributions
• Other agencies:
• Santa Cruz: 4 tiers
• Returning Resident, New Resident, Returning NonResidents, Open. • State Parks: First Come First Serve
116
Item 8 B.

DISCUSSION
To improve registration process and to meet need, an
evaluation of priority registration and age distribution has been conducted.

Recommended Option 1: Maintain Current Two-Tier
System (Returning and New)
• 2 Tiers: Returning Guards and New Guards
•Aligns with goals of skill progression in ocean safety •No delay to catalog publication
• Least disruptive to participants
117
Item 8 B.

DISCUSSION
Option 2: Two Tiers by Residency (Resident and Non-Resident) • Sixty percent of the program are residents
• Majority of non-residents are from Live Oak and Aptos •Would limit access to long term non-resident participants • Participants entering at an older age division may be removed due to safety
• Recreation “Residency” includes SUESD Boundaries
118
Item 8 B.

DISCUSSION
Option 3: Three Tiers (Any variation of Returning, R/NR and Open) • CivicRec does not have simple filters for this option • Staff would manually create filters
• Require permanent staff time (OT)
• Likely result in errors and confusion for participants. •No Perfect registration system
119
Item 8 B.

Registration Set Up Process
Staff develops each CivicRec activity selection
• Age divisions, session 1 & 2, AM & PM
• Total 29 CivicRec activity selections
Priority Steps
• Staff develops returning guard prerequisite
• Adds prerequisite to each activity selection
• Sets time for registration to open
• 2nd tier action
• Staff manually removes prerequisite from all 29 activity selections
120
Item 8 B.

Issues that
occur
Some filters override others
Activity not set up properly
Unforeseen glitch
Staff problem solving during peak period
Duplicate accounts not included in prerequisite
Waitlist fail to form
Payments are not processed
Incomplete registration
Payment taken without registration
Participant confusion
Internet speed
121
Item 8 B.

FISCAL IMPACT
• Options 1 and 2 no fiscal impact other than potential enrolment loss
• Option 3 would incur additional cost due to overtime
estimated to be $4,026. Staff time needed to problem
solve, unknown.
122
Item 8 B.

RECOMMENDED ACTION
•
123
Item 8 B.

Questions
124
Item 8 B.