Agenda packet — Carmel-by-the-Sea City Council, July 7, 2026 (part 5 of 5)

CITY OF CARMEL-BY-THE-SEA

PLANNING COMMISSION
PLANNING COMMISSION RESOLUTION NO. 2026-26-PC

A RESOLUTION OF THE CITY OF CARMEL-BY-THE-SEA PLANNING COMMISSION RECOMMENDING

THAT THE CITY COUNCIL ADOPT A RESOLUTION TO AMEND THE GENERAL PLAN BY ADOPTING THE 6TH CYCLE 2023-2031 HOUSING ELEMENT AMENDMENT IN COMPLIANCE WITH STATE

HOUSING ELEMENT LAW
WHEREAS, the California Legislature has found that
affordability crisis of historic proportions. The consequences of failing to effectively and aggressively confront this crisis are hurting millions of Californians, robbing future generations of the chance to call California home, stifling economic opportunities for workers and businesses, (Government Code Section 65589.5.); and
WHEREAS, the Legislature has further found that
actions are discrimination against low-income and minority households, lack of housing to support employment growth, imbalance in jobs and housing, reduced mobility, urban sprawl, excessive commuting, and air quality deteri (Government Code Section 65589.5.); and WHEREAS, the Legislature adopted the Housing Crisis Act of 2019 (SB 330), which states that
needs an estimated 180,000 additional homes annually to keep up with population growth, and the Governor has called for 3.5 million new homes to be built over 7 y ; and WHEREAS, State Housing Element Law (Government Code Sections 65580 et seq.) requires that the City of Carmel-by-the-Sea City Council adopt a Housing Element for the eightyear planning period 2023-2031 to accommodate the City regional housing need allocation (RHNA) of 349 housing units, comprised of 113 very low-income units, 74 low-income units, 44 moderate-income units, and 118 above moderate-income units; and WHEREAS, in compliance with State Housing Element Law, the City of Carmel-by-the-Sea City Council adopted the 2023-2031 Housing Element on April 8, 2024 by City Council Resolution 2024-028 and the State Department of Housing and Community Development certified the adopted 2023-2031 Housing Element on April 25, 2024; and WHEREAS, the adopted 2023-2031 Housing Element identifies adequate sites to accommodate a range of housing types to meet
WHEREAS, on July 8, 2024, in response to community concerns regarding the redevelopment of the city-owned sites, the City Council passed Resolution 2024-062 directing staff to begin work immediately on exploring and developing alternative affordable housing sites ATTACHMENT 9

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Resolution 2026-26-PC
June 10, 2026

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and programs, and submit a formal general plan housing element amendment that provides alternative affordable housing opportunities and removes the need for housing units at Sunset Center (Site 1: North Lot and Site 2: South Lot) and Vista Lobos (Site 3); and WHEREAS, as provided in Government Code Section 65350 et. seq., amending the Housing Element constitutes a General Plan Amendment; and WHEREAS, as provided in Government Code Sections 65352.3 the City of Carmel-by-theSea consulted with California Native American Tribes that are on the contact list maintained by the Native American Heritage Commission for the purpose of preserving or mitigating impacts to places, features, and objects described in Public Resources Code Sections 5097.9 and 5097.993 ; and
WHEREAS, two California Native American Tribes responded with a request for consultation and were provided with information, including documents, website resources, and notification of public meetings, as of May 22, 2026, the consultation process has been completed in compliance with all State requirements, ensuring the protection of cultural heritage within the project area; and
WHEREAS, the preparation, adoption, and implementation of the Housing Element Amendment requires a diligent effort to include all economic segments of the community; and WHEREAS, the amendment was developed in close collaboration with the Affordable Housing Alternatives (AHA) resident group over a period of 24 months involving weekly or biweekly meetings; joint community workshop presentations; data collection, research, and analysis; program drafting; meetings with the State Department of Housing and Community Development; and, presentations to the Planning Commission and City Council; and WHEREAS, the preparation of the amendment included various forms of outreach including several meetings with hotel owners, affordable housing developers, and hotel developers to discuss the Hotel-to-Residential Conversion Program; engagement of the five local churches to discuss the Affordable Housing on Religious Facility Properties program; targeted outreach to property owners of housing opportunity sites, service providers and affordable housing developers; two Community Meetings; two Planning Commission meetings; and, seven City Council meetings; and
WHEREAS, in accordance with Government Code Section 65585 (b), on October 16, 2025, the City of Carmel-by-the-Sea publicly posted the draft Housing Element Amendment and requested public comment for a 7-day review period from October 16 to November 5, 2025; and WHEREAS, on November 13, 2025, after considering all public comments received and preparing written responses to the public comments in a report titled Housing Element Amendment Public Comment Responses (dated November 2025), which is hereby incorporated ATTACHMENT 9

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Resolution 2026-26-PC
June 10, 2026

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by reference, the City of Carmel-by-the-Sea submitted the draft Housing Element Amendment to the State Department of Housing and Community Development (HCD) for its review; and WHEREAS, on January 13, 2026, the City of Carmel-by-the-Sea received a letter from HCD providing its findings regarding the draft Housing Element Amendment; and WHEREAS, on March 13, 2026, the City of Carmel-by-the-Sea posted a revised draft Housing Element Amendment -day public review and
comment period from March 13 to March 20, 2026; and
WHEREAS, on March 27, 2026, after considering all of the public comments received and preparing written responses to the public comments in a report titled Housing Element Public Comment Responses (dated March 27, 2026) the City of Carmel-by-the-Sea re-submitted the draft Housing Element Amendment to the HCD for its review; and WHEREAS, on April 28, 2026, the HCD provided minor comments requiring revision and reposting of the Housing Element Amendment for a second 7-day public review and comment period which took place from May 6 to May 13, 2026; and WHEREAS, on May 19, 2026 after considering all public comments received and preparing written responses to the public comments in a report titled Housing Element Amendment Public Comment Responses (dated May 13, 2026), which is hereby incorporated by reference, the City of Carmel-by-the-Sea submitted the revised draft Housing Element Amendment to HCD for the completion of its review; and
WHEREAS, on May 28, 2026, the City of Carmel-by-the-Sea received a letter from the HCD stating that the draft Housing Element Amendment is in substantial compliance with State Housing Element Law; and
WHEREAS, on May 29, 2026, a notice of the public hearing scheduled for June 10, 2026, was published in the Carmel Pine Cone in compliance with State law (California Government Code Section 65091) and provided to all parties requesting notice indicating the date and time of the public hearing; and
WHEREAS, on or before June 5, 2026, the meeting agenda was posted in three locations in compliance with State law indicating the date and time of the public hearing; and WHEREAS, on June 10, 2026, the Planning Commission conducted a duly and properly noticed public hearing to receive public testimony and consider this Resolution regarding the proposed Housing Element Amendment, reviewed the amended Housing Element and all findings, the staff report dated
June 10, 2026 and all attachments, and oral and written public comments provided at the public hearing; and
ATTACHMENT 9

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Resolution 2026-26-PC
June 10, 2026

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WHEREAS, on June 10, 2026, the Planning Commission adopted Resolution 2026-XX-PC and thereby recommended that the City Council adopt an Addendum to the adopted Mitigated Negative Declaration and Associated Mitigation Monitoring and Reporting Program for the 6th Cycle 2023-2031 Housing Element Amendment.

NOW, THEREFORE, BE IT RESOLVED, that the City of Carmel-by-the-Sea Planning Commission hereby recommends that the City Council make the following findings, based on substantial evidence in the record:

1. The foregoing recitals are true and correct and are incorporated by reference into this action.

2. The City has considered the requests for additional information from the State Department of Housing and Community Development and information has been included in the 2023-2031 Housing Element Amendment that responds to these requests.

3. Based on substantial evidence in the record, the Housing Element Amendment is consistent with state and local law, including the City of Carmel-by-the-Sea General Plan and municipal code.

4. Based on substantial evidence in the record, the non-vacant sites identified in the Housing Element Amendment sites inventory to accommodate the RHNA do not constitute an impediment to planned residential development during the 2023-2031 planning period.

Section 65583.2(g)(2) of the Government Code requires that any jurisdiction relying on non-vacant sites to meet more than 50 percent of the RHNA for lower-income households must make findings that the existing use on the non-vacant site is not an impediment to residential development during the planning period. The findings must be based on substantial evidence that the existing use is likely to be discontinued during the planning period. The City has provided substantial evidence in the Housing Element that the existing uses have already been or are likely to be discontinued during the planning period. This analysis is based on objective criteria such as owner interest, utilization, age of structure, condition of structure, floor area ratio, and improvement to land value ratio.

Additional criteria such as, physical characteristics, existing uses, vacancy rates, location and context, local knowledge, and environmental and infrastructure constraints were considered.

The sites inventory analysis demonstrates that all of the selected sites represent the best opportunities to add residential
potential for becoming available for development over the 8-year planning period.

ATTACHMENT 9

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Resolution 2026-26-PC
June 10, 2026

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Several non-vacant parcels selected to accommodate lower-income units where a property owner or developer has stated recent interest to the City in developing residential uses include, Su Vecino Court, GBG Building, Serena Court, Doud Arcade, Villa Carmel, Eastwood Building, El Prado de Su Vecino, Stonehouse Terrace, All Saints Episcopal Church, First Church of Christ Scientist, and Church of the Wayfarer.

The sites inventory analysis identified non-vacant parcels that already contain discontinued uses which have a greater likelihood of being redeveloped with residential units, such as Serena Court, Doud Arcade, Villa Carmel, Eastwood Building, El Prado de Su Vecino, and Stonehouse Terrace.

The sites inventory analysis identified multiple underutilized non-vacant parcels which have the potential for additional development. Sites with newer business or known longterm leases were not included, as they have a lower probability of redeveloping within the current housing cycle. These sites are listed in Appendix C, Table C-18, Additional Scattered Sites of the Housing Element Amendment. The age of construction, building conditions, vacancy rate, under-developed/under-utilized nature of the site, improvement-to-land value ratio, and floor area ratio, were analyzed for each site and support reuse of these sites with housing or mixed-use development during the planning period.

5. As required by Government Code Section 65585(e), the Planning Commission has considered the findings in the letter addressed to the City from HCD dated May 28, 2026, as required by Government Code Section 65585(f). The City has incorporated revisions to the Housing Element Amendment to address findings. As such, the Housing Element Amendment substantially complies with all requirements of State Housing Element Law as interpreted by HCD, as substantiated in the May 28, 2026 letter.

6. The Housing Element Amendment substantially complies with Housing Element Law, as provided in Government Code 65580 et seq. and contains all provisions required by State Housing Element Law.

7. The Planning Commission recommends that the City Council:
a. Adopt 2023-2031 Housing Element Amendment in substantially the form b. Authorize the Community Planning & Building Director to submit the amended Housing Element and all supporting documentation to HCD following City Council Adoption, with a request for certification.
c. Authorize the Community Planning & Building Director to make any nonsubstantive changes to the amended Housing Element that may be required by ATTACHMENT 9

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Resolution 2026-26-PC
June 10, 2026

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the State to achieve certification or that may be necessary to ensure internal consistency with other planning documents.
d. Authorize the Community Planning & Building Director to distribute and make available copies of the amended Housing Element in the manner provided in Government Code Sections 65357 (requiring that copies be provided to specific public entities and persons submitting comments, as well as made available to the general public) and 65589.7 (requiring that copies be submitted to water and sewer service providers).

PASSED, APPROVED, AND ADOPTED BY THE PLANNING COMMISSION OF THE CITY OF CARMEL-BY-THE-SEA this 10th day of June 2026, by the following vote:

AYES: AHLBORN, KARAPETKOV, LOCKE, RUESS, LEPAGE
NOES:

ABSENT:

ABSTAIN:

APPROVED: ATTEST: _________________________ _________________________ Michael LePage Shelby Gorman Chair Planning Commission Secretary
ATTACHMENT 9

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6th cycle 2023-2031 Housing Element Amendment: Redline Version To view a redlined version of the Housing Element Amendment that shows the revisions to the adopted 6th cycle Housing Element in track changes (strikethrough/underline),
click on the link below:

Draft Housing Element Redlines
Or visit:
https://ci.carmel.ca.us/post/housing
Scroll down, click on Draft Housing Element Redlines, and select the link, 6th cycle 2023-2031 Housing Element Amendment: Redline Version ATTACHMENT 10

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Chapter 1, Version 1
ATTACHMENT 11

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ATTACHMENT 11

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Chapter 1, Version 2
ATTACHMENT 11

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ATTACHMENT 11

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ATTACHMENT 11

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Chapter 1, Version 3
ATTACHMENT 11

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ATTACHMENT 11

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ATTACHMENT 11

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ATTACHMENT 11

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ATTACHMENT 12

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ATTACHMENT 12

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ATTACHMENT 12

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City of Carmel-by-the-Sea

COMMUNITY PLANNING AND BUILDING DEPARTMENT

POST OFFICE BOX CC
CARMEL-BY-THE-SEA, CA 93921
(831) 620-2010 OFFICE
February 20, 2026
Via Email
Re: Tribal Cultural Resources Notification & Consultation Opportunity To Whom It May Concern:

The City of Carmel-by-the-Sea is currently undertaking a General Plan amendment to revise its adopted 6th Cycle Housing Element. In accordance with PRC § 21080.3.1 and § 65352.3, we are providing this formal notification of our decision to undertake the project and offering your Tribe the opportunity for consultation.

Project Information & Location
A map detailing the specific project area affected by this General Plan amendment is attached for your review.

Consultation Timelines
Should you wish to engage in formal consultation, please submit your request in writing within the following statutory timeframes:
 AB 52 Consultation: Within 30 days of receipt of this letter, pursuant to PRC § 21080.3.1 (b).  SB 18 Consultation: Within 90 days of receipt of this letter, pursuant to PRC § 65352.3(a)(2).

Point of Contact
Please direct all formal consultation requests or related inquiries to:

Marnie R. Waffle, AICP, Principal Planner
City of Carmel-by-the-Sea
Community Planning & Building (Planning Division)
P.O. Box CC, Carmel-by-the-Sea, CA 93921
Phone: 831-620-2057 | Email: [email protected]
We look forward to collaborating with you to ensure the protection of tribal cultural resources.

Very Respectfully,
Marnie R. Waffle
Principal Planner
Attachments: Location Map
ATTACHMENT 13

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CITY OF CARMEL-BY-THE-SEA
City Council
Staff Report
July 7, 2026

PUBLIC HEARINGS
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Jayme Fields, Finance Manager
APPROVED BY: Brandon Swanson, Acting City Administrator SUBJECT: Consideration of Adoption of Fee Schedule Amendment to the Fiscal Year 2026-2027 Fee Schedule, including updating fees citywide, Community Planning and Building, Public Safety, and Public Works; and Discussion and Direction regarding a Fee Waiver Policy
RECOMMENDATION:

Receive a presentation on the proposed amendments to the Fiscal Year 2026-2027 Fee Schedule for Citywide services and a Draft Fee Waiver Policy and provide direction to staff.

BACKGROUND / SUMMARY:

The City provides a variety of services that benefit specific individuals, such as the issuance of business licenses, planning and building permits, and tree removal permits.

In accordance with State law, the City is legally allowed to charge a fee to the user of a specific service to recover the cost of providing the service and should collect that fee so that services provided to individuals do not become a burden on the General Fund.

To help determine the cost of providing certain services, as well as to develop alternative and more equitable ways to finance some services, the City commissioned fee studies to understand the time and materials provided by it to individuals and created the Fiscal Year 2026-2027 fee schedule (“FY 26-27”) based on these studies.

The resulting schedule was approved at the May 5, 2026 City Council meeting. At that meeting, the City also discussed the possibility of bringing the fee schedule back with

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updates and improvements. The attached revised fee schedule does that (See Attachment 2 showing highlighted changes and Attachment 3 showing a revised citation). The changes proposed to the fees include:
• Language that allows the City to waive fees under specific conditions • Updates to the fine related to parking citations for Overtime parking • Simplification of fee descriptions and the addition of the ability to recover legal fees, where applicable
• The ability to collect fees for Unusual Services without creating an overly complex list
Waiver of Fees
While it is important for a City to recover the costs of services provided to individuals, there may be instances where the service, or its end result, is in the public interest. In those instances, the City may want to be able to waive or amend the fee listed in the fee schedule. The following suggested language allows for that:

City Administrator Fee Waiver Authority
Written requests for fee waivers may be submitted in writing with a justification statement to the City Administrator or designee. Fee reductions or waivers may be granted for activities or uses determined by the City Administrator to be in the public interest, support a civic or community benefit, promote equity or access, or align with goals adopted by the City Council. Requests that do not meet these criteria require City Council approval. Fee waivers exceeding the City Administrator’s signing authority shall also require City Council approval.

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o Provides a scope of benefit beyond the residents of the immediate vicinity; and o Is of obvious public benefit. Evidence of public benefit includes, but not limited to projects that:
- Meet a public need previously identified or recognized by the City Council; - Provide a public facility not presently available in the community; - Is authorized and non-discriminatory;
- Have generated obvious, substantial community support; or - Would either reduce City costs or increase City revenue. • Services being performed that benefit the City.

Parking Citations
As a part of the enhanced parking enforcement effort being initiated by the City, an increase to the Overtime Parking CODE 10.32.060 CMC (i.e. parking past the posted time limit) appears reasonable. This citation bail amount (i.e. “fine”) has not been increased since June of 2019. The suggested increase is two-fold. First, the suggested increase updates the base fine to bring it into line with neighboring cities, and second, the suggested increase adds tiers to the fine structure to focus the impact of enhanced parking enforcement on repeat offenders in order to change those most resistant parking behaviors.

A comparison to other cities vs. the current and proposed City citation structure is as follows:

Ticket
Type
City of
Monterey
City of
Pacific
Grove
City of
Seasid
e
City of
Sand
City
Statewid
e
Average
City of
Carmelby-theSea
City of
Carmelby-theSea
Notes
Current Proposed
Parking
Over
Time Limit
$48 $48 $48 N/A $65 $40 $48 First
offense
$60 Second
offense
$80 Third+
offense
Progressive parking penalties target a small number of chronic violators, providing a higher likelihood of deterrence. Overall, the fines for the first infraction are not large, we are only materially raising the cost on those who most need to change their parking

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behavior.

In addition to the preceding, the Council may consider having the amount of the fine fluctuate based on the time of year (similar to demand pricing in the hotel industry). The State of California statues that govern parking fines do not disallow this but do recommend that parking fines be generally consistent with neighboring cities. Per discussion with the City of Monterey, their city is not currently charging increased fines at certain times of the year but is reviewing the potential of doing so.

Simplified Descriptions including Legal Costs
For certain types of services, particularly things like land use appeals where there is a wide diversity in the amount of legal work being performed, the City has determined that it is fairer for the individuals receiving the service to charge them the actual costs incurred rather than a flat fee. The fee schedule therefore talks about recovering “outside” costs. The wording of the schedule has been updated to simplify the schedule and refer to a clarifying footnote in these cases.

Unusual Services
In the same vein as the revision above, the fee schedule for the City is a list of the most frequent fees. There are services that might arise that are not anticipated in the existing list. Rather than make an exhaustive list of all possible fees (which can add up to 50 pages or more in larger cities) the City has included a “Citywide” fee for unusual services which have no fee listed in the fee schedule. The rules for every fee on the list are the same: the fee must represent the recovery of the actual costs incurred by the City. This new fee applies those rules to the unusual service that has arisen, where the fee will be applied as actual time spent.

Summary
The purpose of this agenda item is to provide an update regarding fees and fines (see Attachment 1), and for Council to make addition recommendations to the proposed revised schedules, if any. The next meeting of the City Council will be the second hearing on these revisions. If the Council adopts the revisions in that meeting, the revised fee schedule and citation will become effective 60-days after adoption of the resolution, which is September 6, 2026.

By implementing the revised schedules, the City Council ensures that the individuals receiving specific services pay for the staff time they consume. This protects our volatile Sales Tax and TOT revenues, allowing them to be dedicated to the core municipal services that define the character of Carmel-by-the-Sea.

Staff recommends the adoption of the revised 2026 fee schedule and citation. However, the City Council retains full discretion in establishing fee levels and may choose to adopt, modify, phase, or defer any proposed adjustments based on policy priorities, community considerations, and broader financial conditions.

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FISCAL IMPACT:

The estimated impact of this revised fee schedule and citation is an increase of an estimated $30,000 in additional citation revenue on an annual basis.

The revenue from fees allows the City to recover its costs for providing a service to help offset the cost of services. This means that the overall General Fund revenues are not subsidizing user fees, so more of the General Fund is available to fund communitywide activities that have a public benefit, like libraries, public safety, and public works.

PRIOR CITY COUNCIL ACTION:

City Council reviewed and approved the FY 2025 – 2026 Fee schedule on May 5, 2026 ATTACHMENTS:

1. Attachment 1) Exhibit A - Revised Master Fee Schedule FY26-27

2. Attachment 2) Exhibit B - Revised Master Fee Schedule FY26-27 with changes highlighted

3. Attachment 3) Exhibit C - Revised Citation 10.32.060

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Fee Code
Fee

COMMUNITY PLANNING & BUILDING
Design Study and Review
S-001 TRACK 1 DESIGN REVIEW/STUDY - MINOR $ 930 per application 930.00 S-002 TRACK 1 DESIGN REVIEW/STUDY - MAJOR $1,307 per application 1,307.00 S-002A TRACK 1 DESIGN REVIEW/STUDY-STREAMLINE $ 314 per application 314.00 S-003 TRACK 1 DESIGN REVIEW/STUDY - REFERRAL TO

PLANNING COMMISSION
$2,267 per application in addition to the base Track 1
fee 2,267.00
S-003A TRACK 1 DESIGN REVIEW/STUDY-REFERRAL TO

HISTORIC RESOURCES BOARD
$2,223 per application in addition to the base Track 1
fee 2,223.00
S-004
TRACK 2 DESIGN REVIEW - MINOR $5,010 per application plus deposit* if hours exceed 20 hours 5,010.00
S-005
TRACK 2 DESIGN REVIEW - MAJOR $7,571 per application plus deposit* if hours exceed 30 hours 7,571.00
S-005A TRACK 2 DESIGN REVIEW - MAJOR NEW COMMERCIAL
BUILDING $3,164 per application, plus a deposit* 3,164.00 S-121 ADDITIONAL PLAN CHECK - PLANNING $465 each, after three plan checks 465.00 S-006 PRELIMINARY SITE ASSESSMENT $1,914 per application 1,914.00 S-007 REASONABLE ACCOMODATION $ 256 per application, plus fee for associated Design Study/Design Review as applicable 256.00
S-008 VOLUMETRIC ANALYSIS $ 180 per application, plus $1,500 deposit toward costs ** 180.00
Use Permit and Other Services
S-009 USE PERMIT $3,922 per application 3,922.00
S-011 USE PERMIT AMENDMENT $3,506 per application 3,506.00 S-012 TEMPORARY USE PERMIT $ 212 per application 212.00 S-013 RESTRICTED COMMERCIAL USE TRANSFER REQUEST $ 776 per application 776.00 S-014 WATER CREDIT TRANSFER REQUEST $3,949 per application 3,949.00 S-015 VARIANCE $2,232 per application 2,232.00
S-017 PRELIMINARY APPLICATION REVIEW - STAFF $1,735 per application with 50% of this fee credited towards future planning fees for this project. 1,735.00 S-018

PRELIMINARY APPLICATION REVIEW - PUBLIC

HEARING (PLANNING COMMISSION, CITY COUNCIL,
ETC.)
$4,750 per application with 50% of this fee credited
towards future planning fees for this project. 4,750.00 S-019 COASTAL DEVELOPMENT PERMIT - DEVELOPMENT $ 238 per application - Added to other Planning fees 238.00 S-019A COASTAL DEVELOPMENT PERMIT - EVENT $1,016 per application 1,016.00 S-060 LANDSCAPE PLAN CHECK/INSPECTION $1,016 per plan/inspection 875.00 PLANNING TECHNICAL ASSISTANCE Charge the fully allocated hourly rate for all personnel involved after 15 minutes.

TOBACCO RETAIL LICENSE Current fee as adopted by the Monterey County Board of Supervisors
EXTRAORDINARY DEVELOPMENT Deposit amount TBD based on scope of project ** Amendments, Annexations and Agreements
S-020 SPECIFIC PLAN/SPECIFIC PLAN AMENDMENT $5,253 deposit toward costs ** 5,253.00 S-022 GENERAL PLAN AMENDMENT $5,253 deposit toward costs ** 5,253.00 S-023 SPHERE OF INFLUENCE AMENDMENT $5,253 deposit toward costs ** 5,253.00 S-024 ZONING CODE AMENDMENT $5,253 deposit toward costs ** 5,253.00 S-025 ANNEXATION $10,506 deposit toward costs ** 10,506.00 S-026 DEVELOPMENT AGREEMENT $10,506 deposit toward costs ** 10,506.00 Environmental Review Maps and Lot Lines
S-027 ENVIRONMENTAL REVIEW (IS/ND/EIR) Contract cost plus 10% S-028 FILING ENVIRONMENTAL NOTICE OF EXEMPTION $ 737 per application plus associated Monterey County fees 737.00
MASTER FEE SCHEDULE FOR THE 2026-2027 FISCAL YEAR, revised Attachment 1

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Fee Code
MASTER FEE SCHEDULE FOR THE 2026-2027 FISCAL YEAR, revised Fee S-029 MITIGATION MONITORING $3,152 deposit toward costs ** 3,152.00 S-030 TENTATIVE/FINAL MAP $4,202 deposit toward costs ** 4,202.00 S-031 AMENDED FINAL MAP $1,051 deposit toward costs ** 1,051.00 S-032 CERTIFICATE OF COMPLIANCE $1,018 per application plus actual contract cost 1,018.00 S-033

LOT LINE ADJUSTMENT/SUBDIV - PLANNING
COMMISSION $1,340 per application plus actual contract cost 1,340.00 S-034 LOT MERGER $1,042 per application plus actual contract cost 1,042.00 Historic Evaluation
S-035 PRELIMINARY PHASE 1 - INITIAL ASSESSMENT OF

HISTORIC SIGNIFICANCE
$ 876 per application plus Historian fee (currently
$474) 876.00
S-035A PHASE 1 - HISTORIC EVALUATION $ 580 per application plus actual cost for Historian review with $1,500 deposit 580.00 S-036 PHASE 2 - HISTORIC EVALUATION (INCLUDES

HISTORIC RESOURCES BOARD HEARING)
$2,567 per application plus actual cost for Historian
review with $1,500 deposit 2,567.00
S-037 APPEAL TO HISTORIC RESOURCES BOARD $2,053 per application plus actual cost for Historian review with $1,500 deposit *** 2,053.00 S-038 MILLS ACT CONTRACT APPLICATION $4,293 per application plus actual cost to record contract with County of Monterey 4,293.00
MILLS ACT MAINTENANCE PLAN REVIEW $1,051 deposit toward costs** 1,051.00 MILLS ACT 5-YEAR INSPECTION $ 525 deposit toward costs ** 525.00 MILLS ACT 10-YEAR MAINTENANCE PLAN REVIEW $1,051 deposit toward costs** 1,051.00 Determinations, Extensions and Appeals
S-039 PLANNING COMMISSION CODE DETERMINATION $2,196 per application 2,196.00 S-040 ZONING COMPLIANCE DETERMINATION Charge the fully allocated hourly rates for all personnel involved with a one hour minimum
S-041 PERMIT TIME EXTENSION - STAFF $ 538 per application 538.00 S-042 PERMIT TIME EXTENSION - PLANNING COMMISSION $1,349 per application 1,349.00 S-042A PERMIT TIME EXTENSION - CITY COUNCIL $1,312 per application 1,312.00 S-043

PUBLIC HEARING CONTINUANCE - PLANNING
COMMISSION $ 992 per continuance 992.00
S-043A PUBLIC HEARING CONTINUANCE - COUNCIL $ 992 per continuance 992.00 S-044 APPEAL TO PLANNING COMMISSION
$2,501 per appeal ***- No charge for appeals of
Coastal Development Permits (CDPs) within the
Coastal Commission Appeal Jurisdiction (CMC

17.20.140)
2,501.00
S-044A APPEAL TO CITY COUNCIL
$2,712 per appeal ***- No charge for appeals of
Coastal Development Permits (CDPs) within the
Coastal Commission Appeal Jurisdiction (CMC

17.20.140)
2,712.00
Sign and Banners
S-045 SIGN APPLICATION $ 601 per application 601.00
S-046 SIGN REFERRAL TO PLANNING COMMISSION $1,907 per application 1,907.00 S-047 RELOCATE EXISTING SIGN $ 328 per application 328.00 TEMPORARY SIGN PERMIT No permit fee required 0.00

BANNER APPLICATION
$0 per application, applicant bears the fully burdened
cost of installation through City approved third-party
vendors
Building Services
S-050 BUILDING RELOCATION Deposit toward costs **
S-051 LARGE FAMILY DAY CARE (RESIDENTIAL) $3,216 per application 3,216.00 GENERAL PLAN UPDATE 15. % of all Building & Safety permits 15.0% S-054 BUILDING PLAN CHECK Based on Building and Safety Construction Valuation S-122 ADDITIONAL PLAN CHECK - BUILDING $ 409 each, after three plan checks 409.00 Attachment 1

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Fee Code
MASTER FEE SCHEDULE FOR THE 2026-2027 FISCAL YEAR, revised Fee S-054A BUILDING INSPECTION Based on Building and Safety Construction Valuation S-054B BUILDING RE-INSPECTION $ 179 per re-inspection 179.00 S-123 OWNER BUILDER PLAN CHECK & INSPECTION Based on Building and Safety Construction Valuation S-054C BUILDING PERMIT APPLICATION EXTENSION $ 123 per extension (maximum of 4) 123.00 S-054D BUILDING PERMIT EXTENSION $ 206 per extension (maximum of 2) 206.00 S-054E BUILDING PERMIT PRE-APPLICATION CONFERENCE $ 464 per application 464.00 S-124 ASBS CONSTRUCTION INSPECTION - RESIDENTIAL per winter season 374.00 S-125 ASBS CONSTRUCTION INSPECTION - COMMERCIAL per weekly inspection 125.00 S-055 BUILDING SINGLE TRADE PERMIT $ 201 per permit 201.00 S-055A ON-SITE DRIVEWAY PERMIT $ 512 per permit 512.00
S-056 SOLAR PLAN CHECK/INSPECTION PERMIT Plan Check AND Inspection - $ 450 plus $15 per kW over 15kW (Per Assembly Bill 1414) 450.00 S-057 RE-ROOF PERMIT $ 332 per permit 332.00
S-058 BUILDING BOARD APPEAL $1,394 per appeal *** 1,394.00 S-059 DUPLICATE INSPECTION CARD $ 78 per card 78.00
BUILDING TECHNICAL ASSISTANCE Charge the fully allocated hourly rate for all personnel involved after 15 minutes.

S-059B STOP WORK INVESTIGATION $ 784 per investigation plus double all Building Permit fees 784.00 S-059C TEMPORARY CERTIFICATE OF OCCUPANCY $ 281 per application 281.00 S-059D ALTERNATE MATERIALS/METHODS REVIEW $ 277 per application plus actual cost of City Staff for all time over one hour. 277.00
S-059E BUILDING PHASED WORK REQUEST $ 402 per application 402.00 0% BUILDING TECHNOLOGY SURCHARGE $ 9 per permit 9.00
Bench Program
S-061 NEW BENCH LOCATION
$3,676 per application plus the actual cost of the
bench and plaque (plus $750 for future maintenance)
plus $2,005 if a public hearing is required.
3,676.00
S-062 ADOPTION OF EXISTING BENCH
$1,560 per application plus the actual cost of the
bench and plaque (plus $750 for future maintenance)
plus $530 if a public hearing is required.
1,560.00
S-063 REPLACEMENT OF BENCH PLAQUE $1,209 per application plus the actual cost of the plaque plus $530 if a public hearing is required. 1,209.00 Encroachment Permits
S-069 TEMPORARY ENCROACHMENT PERMIT $ 453 per permit 453.00 S-070xa STREET EXCAVATION (incl. street trench cut) $1,056 per permit, plus $8.75/lineal foot of work being performed 1,056.00 S-070xb STREET EXCAVATION - SEWER LINE LATERAL $ 250 per permit, plus $8.75/lineal foot of work being performed 250.00 S-126 GRADING - PLAN REVIEW Based on Public Works Construction Valuation S-127 GRADING - INSPECTION Based on Public Works Construction Valuation S-128 PUBLIC IMPROVEMENTS - PLAN REVIEW Based on Public Works Construction Valuation S-129 PUBLIC IMPROVEMENTS - INSPECTION Based on Public Works Construction Valuation S-130 TRAFFIC ANALYSIS REVIEW $ 409 per application plus actual outside costs. 409.00 S-131 ADDITIONAL PLAN CHECK - PUBLIC WORKS $ 409 per application plus actual outside costs. 409.00 Attachment 1

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Fee Code
MASTER FEE SCHEDULE FOR THE 2026-2027 FISCAL YEAR, revised Fee S-070 PERMANENT ENCROACHMENT PERMIT
$1,581 per permit plus $8.75/lineal foot
Plus cost of any damage to public right-of-way or
street as determined by the Public Works Director
Plus cost of and Design Study/Design Review as
needed
Plus cost of referral to City Council if needed.
1,581.00
S-070A TRAFFIC CONTROL PLAN REVIEW/INSPECTION $1,296 per review plus $405 per each additional review 1,296.00 SIDEWALK VENDING PERMIT $ 469 per new applications 469.00 $ 231 per renewal 231.00

USE OF ONLINE ELECTRONIC PAYMENT - CP&B
DEPARTMENT 3.5% OF CHARGED AMOUNT

USE OF CREDIT CARD/ DEBIT CARD - CP&B
DEPARTMENT 3.5% OF CHARGED AMOUNT

PUBLIC WORKS/FORESTRY
S-002B TREE EVALUATION $ 250 per application 250.00
S-002Bx TREE REMOVAL PERMIT - DEAD TREE $ 250 per permit 250.00 S-072 TREE REMOVAL PERMIT $1,631 per permit 1,631.00
S-072A TREE PRUNING PERMIT $ 250 per permit 250.00

PRUNING OR REMOVAL OF CITY TREE USING PRIVATE
FUNDS UNDER CITY FORESTER INSTRUCTIONS No permit fee required 0.00 S-072C APPEAL TO FOREST & BEACH COMMISSION $3,331 per appeal plus actual outside costs *** 3,331.00 S-044A APPEAL TO CITY COUNCIL $2,712 per appeal plus actual outside costs *** 2,712.00 S-073
REMOVAL OF PRIVATE TREE FALL IN PUBLIC RIGHTOF-WAY
Charge the fully allocated hourly rate for all personnel involved plus any outside costs
S-074 DAMAGE TO CITY PROPERTY Charge the fully allocated hourly rate for all personnel involved plus any outside costs

USE OF ONLINE ELECTRONIC PAYMENT- PUBLIC
WORKS DEPT 3.5% OF CHARGED AMOUNT

USE OF CREDIT CARD/ DEBIT CARD- PUBLIC WORKS
DEPT 3.5% OF CHARGED AMOUNT

PUBLIC SAFETY
Police Services
S-075 LOUD PARTY PUBLIC DISTURB. - 1st Response First Response - No Charge First Response - N S-075xa LOUD PARTY PUBLIC DISTURB. - 2nd Response Second Response the same day - $ 337 per response 337.00 S-075xb LOUD PARTY PUBLIC DISTURB. - 3rd+ Response Third Response within a calendar year - $ 674 per response 674.00 S-076 POLICE FALSE ALARM - 1st RESPONSE First Activation - $ 154 154.00 S-076xa POLICE FALSE ALARM - 2nd RESPONSE Second Activation - $ 185 185.00 S-076xb POLICE FALSE ALARM - 3rd+ RESPONSE Each Subsequent Activation in a calendar year - $ 278 278.00 S-077 ALARM PERMIT - New New - $ 40 per permit 40.00
S-077xa ALARM PERMIT - Renewal Renewal - $ 30 per permit 30.00 S-078 VEHICLE IMPOUND RELEASE $ 202 per vehicle 202.00
S-079 MISDEMEANOR BOOKING Non-Carmel bookings - $ 230 per booking 230.00 S-080 MISCELLANEOUS POLICE PERMIT $ 259 per application plus DOJ fees 259.00 S-081 FINGERPRINTING ON REQUEST $ 40 plus outside agency fees 40.00 S-082 CLEARANCE FORM TRAVEL LETTER $ 57 per letter 57.00 S-083 VIN VERIFICATION $ 63 per vehicle 63.00
S-084 CITATION SIGN-OFF Non-Carmel citations - $ 38 per citation 38.00 S-087 SIGN ABATEMENT $ 45 per sign 45.00
S-089 POLICE COURT WITNESS Fees are set by the court
Attachment 1

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Fee Code
MASTER FEE SCHEDULE FOR THE 2026-2027 FISCAL YEAR, revised Fee S-090 POLICE REPORT COPY 1st 10 pages - No Charge, Each additional page - $1.00 1.00 S-091 POLICE PHOTOGRAPH COPY Photo - $ 6 per photo, digital - $ 6 per disk 6.00 USE OF ONLINE ELECTRONIC PAYMENT 3.5% OF CHARGED AMOUNT USE OF CREDIT CARD/ DEBIT CARD 2.5% OF CHARGED AMOUNT
Animal Services
ANIMAL IMPOUND Within a calendar year:

S-085 ANIMAL IMPOUND - 1st IMPOUND First impound - $ 117 117.00 S-085xa ANIMAL IMPOUND - 2nd IMPOUND Second impound - $ 137 137.00 S-085xb ANIMAL IMPOUND - 3rd+ IMPOUND Third and subsequent impounds - $ 161 161.00 S-086 ANIMAL TRANSPORT - Local Local Transport - $ 29 per transport 29.00 S-086xa ANIMAL TRANSPORT - To County To County Animal Shelter - $ 104 per transport 104.00 Parking
S-088 RESIDENT/EMPLOYEE PARKING PERMIT $ 40 per permit 40.00 $ 127 Misuse of Residential Permit 127.00
S-111xa CONTRACTOR PARKING PERMIT - Non Specific $ 19 non specific 19.00 S-111xb CONTRACTOR PARKING PERMIT - Specific $ 43 space specific 43.00 NORTON COURT PARKING GARAGE $2,520 annually per space, $630 quarterly per space 2,520.00
USE OF ONLINE ELECTRONIC PAYMENT 3.5% OF CHARGED AMOUNT Fire Services
FIRE PLAN CHECK/ REVIEW/INSPECTIONS Current fee schedule as adopted by City of Monterey Council
USE OF ONLINE ELECTRONIC PAYMENT 3.5% OF CHARGED AMOUNT USE OF CREDIT CARD/ DEBIT CARD 2.5% OF CHARGED AMOUNT
AMBULANCE TRANSPORT SERVICES Current fee schedule as adopted by Monterey County ambulance transport

ADMINISTRATIVE SERVICES
S-107 NEW BUSINESS REG. PROCESS - Fixed Location Fixed Location - $ 584 per application + $4 State fee 584.00 S-107xa NEW BUSINESS REG. PROCESS - In & About In & About - $ 40 per application + $4 State fee 40.00 S-107xb NEW BUSINESS REG. PROCESS - Home License Home License - $ 219 per application 219.00 S-108 BUSINESS REGISTER RENEWAL PROCESS $ 22 per renewal 22.00 S-109 DUPLICATE BUSINESS LICENSE $ 9 per license 9.00
S-110 CHANGE BUSINESS NAME $ 30 per business 30.00
USE OF ONLINE ELECTRONIC PAYMENT 3.5% OF CHARGED AMOUNT Finance
S-113 NSF CHECK PROCESSING $ 56 per NSF check 56.00
City Clerk
S-114 DOCUMENT REPRODUCTION/SCANNING First 10 copies - No Charge First 10 copies - N Additional copies - $0.25 per copy 0.25
FPPC copies - $0.15 per copy plus $5 for retrieval of
documents if more than five years old plus postage
cost if mailed

0.15 S-115 ELECTRONIC FILE COPY $ 6 per device 6.00
S-116 DOCUMENT CERTIFICATION $ 12 per document 12.00
S-118

RECORD COMPILATION
Record Compilation/Creation - charge the fully
allocated hourly rate for all personnel involved plus
any outside costs.

S-119 LOCAL CANDIDATE FILING $ 25 per candidate- Fee is set by the State 25.00 S-120 LOCAL INITIATIVE PROCESSING
$ 200 per initiative- This fee is limited by the State
Law - Elections Code Section 9202(b) - Fee is
refundable to the filer, if within one year of filing the notice of intent, the elections official certifies the
sufficiency of the petition.
200.00
Attachment 1

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Fee Code
MASTER FEE SCHEDULE FOR THE 2026-2027 FISCAL YEAR, revised Fee USE OF ONLINE ELECTRONIC PAYMENT 3.5% OF CHARGED AMOUNT USE OF CREDIT CARD/ DEBIT CARD 2.5% OF CHARGED AMOUNT

COMMUNITY ACTIVITES
S-092 BEACH SPECIAL EVENT PERMIT Processing: Non-Profit/School - $ 135 per permit 135.00 Processing: Other - $ 135 per permit 135.00
Rental: Non-Profit/School - $ 293 per rental plus
$500 refundable damage deposit 293.00
Rental: Other - $ 586 per rental plus $500 refundable
damage deposit 586.00
Sounds Permit: Non-Profit/School - $ 12 per permit

12.00 Sounds Permit: Other - $ 29 per permit 29.00
S-094 SPECIAL EVENT PERMIT Processing: Non-Profit/School - $ 211 per permit 211.00 Processing: Other - $ 405 per permit 405.00
Rental: Non-Profit/School - $ 293 per rental plus
$500 refundable damage deposit 293.00
Rental: Other - $ 586 per rental plus $500 refundable
damage deposit 586.00
With Alcohol: Non-Profit/School - $ 53 per permit

53.00 With Alcohol: Other - $ 211 per permit 211.00
Sounds Permit: Non-Profit/School - $ 12 per permit

12.00 Sounds Permit: Other - $ 29 per permit 29.00
S-095

SPECIAL EVENT OVERTIME SERVICES
Overtime Staff time: Non-Profit/School - Charge 25%
of the fully allocated hourly rates for all personnel
involved
Overtime Staff time: Other - Charge 100% of the fully
allocated hourly rates for all personnel involved
Barricade Rental - $1,171 Resident Block Party - No
Charge 1,171.00
Parking Stall Rental: Non-Profit/School - $ 211 per
permit plus $100 per stall/day 211.00
Parking Stall Rental: Other - $861 per permit plus
$150 per stall/day 861.00
Parking Stall Rental: Peak Demand Rental - $300
per stall/day
S-096 FILM PERMIT - Non-Profit Non-Profit/Student - $ 129 129.00 S-096xa FILM PERMIT - Still Other: Still Photo - $ 385 385.00 S-096xb FILM PERMIT - Motion Picture Other: Motion Picture - $ 655 655.00 S-097 COMMUNITY ACTIVITIES APPEAL $1,174 per appeal *** 1,174.00 S-099
FACILITY RENTAL $ 90 per hour plus $125 refundable cleaning deposit

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Fee Code
MASTER FEE SCHEDULE FOR THE 2026-2027 FISCAL YEAR, revised Fee * Deposit determined by staff with charges at the fully allocated hourly rates for associated staff. May require a fee agreement. ** Costs to include charges at the fully allocated hourly rates plus any outside costs. May require a Fee Agreement. *** Plus legal costs related to appeal.

For services requested of City staff which have no fee listed in this fee schedule, the City Administrator or the City Administrator’s designee shall determine the appropriate fee based on the hours of service provided by the City at the established hourly rates for this department. Additionally, the City will pass-through to the applicant any discrete costs incurred from the use of external service providers if required to process the specific application.

The following are examples of instances where services provided to individuals may be in the public interest:
•Inclusionary portions of proposed residential developments. •Special Handing affordable housing projects.
•Persons age 62 or over on a fixed, very low income defined by Housing and Urban Development (HUD). •Permit fees for the repair or reconstruction of property and structures damaged or destroyed by an act or event that has been declared a disaster by the City Council where insurance is inadequate to pay the applicable fees. •Development, enhancement, expansion or modification of needed community facilities by non-profit organizations and community groups meeting the following criteria:
o The proposed project is available for use by the general public; and o Provides a scope of benefit beyond the residents of the immediate vicinity; and o Is of obvious public benefit. Evidence of public benefit include, but not limited to, projects that:
- Meet a public need previously identified or recognized by the City Council; - Provide a public facility not presently available in the community; - Is authorized and non-discriminatory;
- Have generated obvious, substantial community support; or - Would either reduce City costs or increase City revenue. •Services being performed that benefit the City.

Attachment 1

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Fee Code
Fee

PLANNING COMMISSION
$2,267 per application in addition to the base Track 1
fee 2,267.00
S-003A TRACK 1 DESIGN REVIEW/STUDY-REFERRAL TO

HISTORIC RESOURCES BOARD
$2,223 per application in addition to the base Track 1
fee 2,223.00
S-004
TRACK 2 DESIGN REVIEW - MINOR $5,010 per application plus deposit* if hours exceed 20 hours 5,010.00
S-005
TRACK 2 DESIGN REVIEW - MAJOR $7,571 per application plus deposit* if hours exceed 30 hours 7,571.00
S-005A TRACK 2 DESIGN REVIEW - MAJOR NEW COMMERCIAL
BUILDING $3,164 per application, plus a deposit* 3,164.00 S-121 ADDITIONAL PLAN CHECK - PLANNING $465 each, after three plan checks 465.00 S-006 PRELIMINARY SITE ASSESSMENT $1,914 per application 1,914.00 S-007 REASONABLE ACCOMODATION $ 256 per application, plus fee for associated Design Study/Design Review as applicable 256.00
S-008 VOLUMETRIC ANALYSIS
$ 180 per application, plus $1,500 deposit toward
costs ** with charges at the fully allocated hourly
rates plus any outside costs.
180.00
* Deposit determined by staff with charges at the fully allocated hourly rates for Project Planner.

Use Permit and Other Services
S-009 USE PERMIT $3,922 per application 3,922.00
S-011 USE PERMIT AMENDMENT $3,506 per application 3,506.00 S-012 TEMPORARY USE PERMIT $ 212 per application 212.00 S-013 RESTRICTED COMMERCIAL USE TRANSFER REQUEST $ 776 per application 776.00 S-014 WATER CREDIT TRANSFER REQUEST $3,949 per application 3,949.00 S-015 VARIANCE $2,232 per application 2,232.00
S-017 PRELIMINARY APPLICATION REVIEW - STAFF $1,735 per application with 50% of this fee credited towards future planning fees for this project. 1,735.00 S-018

PRELIMINARY APPLICATION REVIEW - PUBLIC

TOBACCO RETAIL LICENSE Current fee as adopted by the Monterey County Board of Supervisors

EXTRAORDINARY DEVELOPMENT
Deposit amount TBD based on scope of project **,
with charges at the fully allocated hourly rates plus
any outside costs
Amendments, Annexations and Agreements
S-020 SPECIFIC PLAN/SPECIFIC PLAN AMENDMENT $5,253 deposit toward costs **. with charges at the fully allocated hourly rates plus outside costs 5,253.00 S-022 GENERAL PLAN AMENDMENT $5,253 deposit toward costs **. with charges at the fully allocated hourly rates plus outside costs 5,253.00 S-023 SPHERE OF INFLUENCE AMENDMENT $5,253 deposit toward costs **. with charges at the fully allocated hourly rates plus outside costs 5,253.00 S-024 ZONING CODE AMENDMENT $5,253 deposit toward costs **. with charges at the fully allocated hourly rates plus outside costs 5,253.00 MASTER FEE SCHEDULE FOR THE 2026-2027 FISCAL YEAR, revised Attachment 2

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Fee Code
MASTER FEE SCHEDULE FOR THE 2026-2027 FISCAL YEAR, revised Fee S-025 ANNEXATION $10,506 deposit toward costs ** with charges at the fully allocated hourly rates plus outside costs 10,506.00 S-026 DEVELOPMENT AGREEMENT $10,506 deposit toward costs ** with charges at the fully allocated hourly rates plus outside costs 10,506.00 Environmental Review Maps and Lot Lines
S-027 ENVIRONMENTAL REVIEW (IS/ND/EIR) Contract cost plus 10% S-028 FILING ENVIRONMENTAL NOTICE OF EXEMPTION $ 737 per application plus associated Monterey County fees 737.00
S-029 MITIGATION MONITORING $3,152 deposit toward costs **. with charges at the fully allocated hourly rates plus outside costs 3,152.00 S-030 TENTATIVE/FINAL MAP $4,202 deposit toward costs **. with charges at the fully allocated hourly rates plus outside costs 4,202.00 S-031 AMENDED FINAL MAP $1,051 deposit toward costs **. with charges at the fully allocated hourly rates plus outside costs 1,051.00 S-032 CERTIFICATE OF COMPLIANCE $1,018 per application plus actual contract cost 1,018.00 S-033

MILLS ACT MAINTENANCE PLAN REVIEW
$1,051 deposit toward costs** with charges at the
fully allocated hourly rates plus any outside costs for qualified professional to review plan.
1,051.00
MILLS ACT 5-YEAR INSPECTION
$ 525 deposit toward costs ** with charges at the
fully allocated hourly rates plus any outside costs for qualified professional
525.00
MILLS ACT 10-YEAR MAINTENANCE PLAN REVIEW
$1,051 deposit toward costs** with charges at the
fully allocated hourly rates plus any outside costs for qualified professional to review plan.
1,051.00
Determinations, Extensions and Appeals
S-039 PLANNING COMMISSION CODE DETERMINATION $2,196 per application 2,196.00 S-040 ZONING COMPLIANCE DETERMINATION Charge the fully allocated hourly rates for all personnel involved with a one hour minimum S-041 PERMIT TIME EXTENSION - STAFF $ 538 per application 538.00 S-042 PERMIT TIME EXTENSION - PLANNING COMMISSION $1,349 per application 1,349.00 S-042A PERMIT TIME EXTENSION - CITY COUNCIL $1,312 per application 1,312.00 S-043

17.20.140)
2,501.00
S-044A APPEAL TO CITY COUNCIL
$2,712 per appeal ***- No charge for appeals of
Coastal Development Permits (CDPs) within the
Coastal Commission Appeal Jurisdiction (CMC

17.20.140)
2,712.00
Attachment 2

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Fee Code
MASTER FEE SCHEDULE FOR THE 2026-2027 FISCAL YEAR, revised Fee Sign and Banners
S-045 SIGN APPLICATION $ 601 per application 601.00
S-046 SIGN REFERRAL TO PLANNING COMMISSION $1,907 per application 1,907.00 S-047 RELOCATE EXISTING SIGN $ 328 per application 328.00 TEMPORARY SIGN PERMIT No permit fee required 0.00

BANNER APPLICATION
$0 per application, applicant bears the fully burdened
cost of installation through City approved third-party
vendors
Building Services
S-050

BUILDING RELOCATION
Deposit toward costs ** determined by staff with
charges at the fully allocated hourly rates for all
personnel involved plus any outside costs
S-051 LARGE FAMILY DAY CARE (RESIDENTIAL) $3,216 per application 3,216.00 GENERAL PLAN UPDATE 15. % of all Building & Safety permits 15.0% S-054 BUILDING PLAN CHECK Based on Building and Safety Construction Valuation S-122 ADDITIONAL PLAN CHECK - BUILDING $ 409 each, after three plan checks 409.00 S-054A BUILDING INSPECTION Based on Building and Safety Construction Valuation S-054B BUILDING RE-INSPECTION $ 179 per re-inspection 179.00 S-123 OWNER BUILDER PLAN CHECK & INSPECTION Based on Building and Safety Construction Valuation S-054C BUILDING PERMIT APPLICATION EXTENSION $ 123 per extension (maximum of 4) 123.00 S-054D BUILDING PERMIT EXTENSION $ 206 per extension (maximum of 2) 206.00 S-054E BUILDING PERMIT PRE-APPLICATION CONFERENCE $ 464 per application 464.00 S-124 ASBS CONSTRUCTION INSPECTION - RESIDENTIAL per winter season 374.00 S-125 ASBS CONSTRUCTION INSPECTION - COMMERCIAL per weekly inspection 125.00 S-055 BUILDING SINGLE TRADE PERMIT $ 201 per permit 201.00 S-055A ON-SITE DRIVEWAY PERMIT $ 512 per permit 512.00
S-056 SOLAR PLAN CHECK/INSPECTION PERMIT Plan Check AND Inspection - $ 450 plus $15 per kW over 15kW (Per Assembly Bill 1414) 450.00
S-057 RE-ROOF PERMIT $ 332 per permit 332.00
S-058 BUILDING BOARD APPEAL $1,394 per appeal *** 1,394.00 S-059 DUPLICATE INSPECTION CARD $ 78 per card 78.00
BUILDING TECHNICAL ASSISTANCE Charge the fully allocated hourly rate for all personnel involved after 15 minutes.

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Fee Code
MASTER FEE SCHEDULE FOR THE 2026-2027 FISCAL YEAR, revised Fee S-063 REPLACEMENT OF BENCH PLAQUE $1,209 per application plus the actual cost of the plaque plus $530 if a public hearing is required. 1,209.00 Encroachment Permits
S-069 TEMPORARY ENCROACHMENT PERMIT $ 453 per permit 453.00 S-070xa STREET EXCAVATION (incl. street trench cut) $1,056 per permit, plus $8.75/lineal foot of work being performed 1,056.00 S-070xb STREET EXCAVATION - SEWER LINE LATERAL $ 250 per permit, plus $8.75/lineal foot of work being performed 250.00 S-126 GRADING - PLAN REVIEW Based on Public Works Construction Valuation S-127 GRADING - INSPECTION Based on Public Works Construction Valuation S-128 PUBLIC IMPROVEMENTS - PLAN REVIEW Based on Public Works Construction Valuation S-129 PUBLIC IMPROVEMENTS - INSPECTION Based on Public Works Construction Valuation S-130 TRAFFIC ANALYSIS REVIEW $ 409 per application plus actual outside costs. 409.00 S-131 ADDITIONAL PLAN CHECK - PUBLIC WORKS $ 409 per application plus actual outside costs. 409.00 S-070 PERMANENT ENCROACHMENT PERMIT
$1,581 per permit plus $8.75/lineal foot
Plus cost of any damage to public right-of-way or
street as determined by the Public Works Director
Plus cost of and Design Study/Design Review as
needed
Plus cost of referral to City Council if needed.
1,581.00
S-070A TRAFFIC CONTROL PLAN REVIEW/INSPECTION $1,296 per review plus $405 per each additional review 1,296.00 SIDEWALK VENDING PERMIT $ 469 per new applications 469.00 $ 231 per renewal 231.00

USE OF ONLINE ELECTRONIC PAYMENT - CP&B
DEPARTMENT 3.5% OF CHARGED AMOUNT

USE OF CREDIT CARD/ DEBIT CARD - CP&B
DEPARTMENT 3.5% OF CHARGED AMOUNT

USE OF ONLINE ELECTRONIC PAYMENT- PUBLIC
WORKS DEPT 3.5% OF CHARGED AMOUNT

USE OF CREDIT CARD/ DEBIT CARD- PUBLIC WORKS
DEPT 3.5% OF CHARGED AMOUNT

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Fee Code
MASTER FEE SCHEDULE FOR THE 2026-2027 FISCAL YEAR, revised Fee S-076xb POLICE FALSE ALARM - 3rd+ RESPONSE Each Subsequent Activation in a calendar year - $ 278 278.00 S-077 ALARM PERMIT - New New - $ 40 per permit 40.00
S-077xa ALARM PERMIT - Renewal Renewal - $ 30 per permit 30.00 S-078 VEHICLE IMPOUND RELEASE $ 202 per vehicle 202.00
S-079 MISDEMEANOR BOOKING Non-Carmel bookings - $ 230 per booking 230.00 S-080 MISCELLANEOUS POLICE PERMIT $ 259 per application plus DOJ fees 259.00 S-081 FINGERPRINTING ON REQUEST $ 40 plus outside agency fees 40.00 S-082 CLEARANCE FORM TRAVEL LETTER $ 57 per letter 57.00 S-083 VIN VERIFICATION $ 63 per vehicle 63.00
S-084 CITATION SIGN-OFF Non-Carmel citations - $ 38 per citation 38.00 S-087 SIGN ABATEMENT $ 45 per sign 45.00
S-089 POLICE COURT WITNESS Fees are set by the court
S-090 POLICE REPORT COPY 1st 10 pages - No Charge, Each additional page - $1.00 1.00
S-091 POLICE PHOTOGRAPH COPY Photo - $ 6 per photo, digital - $ 6 per disk 6.00 USE OF ONLINE ELECTRONIC PAYMENT 3.5% OF CHARGED AMOUNT USE OF CREDIT CARD/ DEBIT CARD 2.5% OF CHARGED AMOUNT
Animal Services
ANIMAL IMPOUND Within a calendar year:

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Fee Code
MASTER FEE SCHEDULE FOR THE 2026-2027 FISCAL YEAR, revised Fee FPPC copies - $0.15 per copy plus $5 for retrieval of
documents if more than five years old plus postage
cost if mailed

0.15 S-115 ELECTRONIC FILE COPY $ 6 per device 6.00
S-116 DOCUMENT CERTIFICATION $ 12 per document 12.00
S-118

RECORD COMPILATION
Record Compilation/Creation - charge the fully
allocated hourly rate for all personnel involved plus
any outside costs.

53.00 With Alcohol: Other - $ 211 per permit 211.00
Sounds Permit: Non-Profit/School - $ 12 per permit

12.00 Sounds Permit: Other - $ 29 per permit 29.00
S-095

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Fee Code
MASTER FEE SCHEDULE FOR THE 2026-2027 FISCAL YEAR, revised Fee S-099
FACILITY RENTAL $ 90 per hour plus $125 refundable cleaning deposit

90.00 USE OF ONLINE ELECTRONIC PAYMENT 3.5% OF CHARGED AMOUNT USE OF CREDIT CARD/ DEBIT CARD 2.5% OF CHARGED AMOUNT
Library
S-102 INTERLIBRARY LOAN PROCESSING $ 3 per item 3.00
S-104 LOST/DAMAGED MATERIALS PROCESSING Actual cost of lost or damaged materials SELF SERVE LIBRARY COPYING Black and White - $0.20 per copy 0.20 City Wide
* Deposit determined by staff with charges at the fully allocated hourly rates for associated staff. May require a fee agreement. ** Costs to include charges at the fully allocated hourly rates plus any outside costs. May require a Fee Agreement. *** Plus legal costs related to appeal.

Attachment 2

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Exhibit C - Revised Citation
current revised

CODE BAIL BAIL
A - OVERTIME PARKING First Offence

10.32.060 CMC 40.00 48.00
Second Offence within 12 months 40.00 60.00
Third and subsequent Offence within 12 months 40.00 80.00 Attachment 3

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CITY OF CARMEL-BY-THE-SEA
City Council
Staff Report
July 7, 2026

ORDERS OF BUSINESS
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Brian Pierik, City Attorney
APPROVED BY: Brandon Swanson, Acting City Administrator SUBJECT: Discuss Primary Arguments In Favor of Ballot Measures for Transient Occupancy Tax and Transactions and Use Tax (Sales) and Approve by Motion the Proposed Primary Arguments or Provide Other Direction
RECOMMENDATION:

Discuss Primary Arguments in favor of ballot measures for Transient Occupancy Tax and Transactions and Use Tax (Sales) and approve by motion the proposed Primary Arguments or provide other direction.

BACKGROUND / SUMMARY:

Resolutions for Ballot Measures
On June 2, 2026, the City Council adopted Resolutions to submit two ballot measures to the voters for the November 3, 2026 election.

Resolution No. 2026-042 proposes a ballot measure for adoption of a new two percent Transient Occupancy Tax which would increase the current TOT from 10% to 12%.

Resolution No. 2026-043 proposes a ballot measure for adoption of an increase of the City’s current Transactions and Use Tax (Sales Tax) rate from 1.5% to 1.875%.

Both Resolutions authorize the City Council to submit Primary Arguments in favor of the ballot measures. The Council previously authorized Mayor Pro Tem Bob Delves and Councilmember Hans Buder to present draft Primary Arguments to the Council for

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discussion on June 2, 2026.

Primary Arguments in Favor of Ballot Measures
On June 2, 2026, the City Council discussed draft Primary Arguments in favor of the ballot measures prepared by Bob Delves and Hans Buder and also received public comment. The draft Primary Argument in favor of the ballot measure for the TOT discussed on June 2, 2026 and is Attachment 1. The draft Primary Argument in favor of the ballot measure for the Transactions and Use Tax (Sales Tax) was also discussed on June 2, 2026 and is Attachment 2.

Based upon the comments on June 2, 2026 from the City Council and the public and, based upon a further review of the draft Primary Arguments, Bob Delves and Hans Buder have revised the draft Primary Arguments. Attachment 3 is the Revised Draft Primary Argument in favor of the TOT ballot measure. Attachment 4 is the Revised Draft Primary Argument in favor of the Transactions and Use Tax (Sales).

The deadline to submit the Primary Arguments to Nova Romero is August 7, 2026, at 5 pm. Thus, if the Council is not able to finalize the language for the Primary Arguments on July 7, 2026, then this item can be brought back to the Council for discussion and action at its meetings on August 3 or August 4.

FISCAL IMPACT:

There is no fiscal impact for this Agenda item.

PRIOR CITY COUNCIL ACTION:

June 2, 2026 City Council Meeting: Adoption of Resolution 2026-042 and Resolution 2026-043.

ATTACHMENTS:

1. 6-2-2026 Draft TOT Primary Argument in Support of TOT

2. 6-2-2026 Draft Primary Argument in Support of Transaction and Use (Sales) Tax Ballot Measure_

3. Revised Draft TOT Argument

4. Revised Draft Sales Tax Argument

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Draft Primary Argument in Support of Transient Occupancy Tax Ballot Measure
Transient Occupancy Tax (TOT) is paid entirely by visitors staying in hotels and other overnight accommodations. It is not paid by Carmel residents.

At 10%, Carmel’s TOT has not been raised in 30 years, and is now well below neighboring cities and comparable
destination communities, as shown below:

Half Moon Bay – 15%
Sausalito – 14%
Marina – 14%
Healdsburg – 14%
St Helena – 13%
Calistoga – 13%
Sonoma – 13%
Pacific Grove – 12%
Monterey – 12%
Sand City – 12%
Santa Barbara – 12%
Laguna Beach – 12%
Carmel-by-the-Sea – 10%
Raising Carmel’s TOT by 2% to 12% will bring us more in line with comparable communities and generate approximately
ATTACHMENT 1

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$1.9 million in sorely needed revenue for the City, while adding just $5 to a $250 hotel room.

Our economy depends on tourism. Visitors support local
businesses, and related taxes help fund our city
government. Visitors are welcome here, but tourism also creates unwelcome impacts for our residents. Congestion, pollution, noise and trash are daily realities. The busiest days produce gridlock and heightened tensions. Sometimes our private property is disrespected.

Our city’s infrastructure is heavily used. It is old and has been ignored. We have over $100 Million in deferred
maintenance. For the current City Council, addressing this problem is important and urgent. We’ve already
implemented a “Capital First” approach to annual budgeting where at least 15% of annual revenues must be devoted to rehabilitating aging infrastructure. We’ve seen results.

Street paving, sidewalk leveling, and wildfire management have been accelerated. New projects will address beach
access and erosion, storm drainage and improving city
buildings. The challenge is daunting, and to address it with all due urgency, we simply need more revenue. Raising this tax paid by non-residents will help.

Join us. Vote yes on measure X.

ATTACHMENT 1

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Draft Primary Argument in Support of Transaction and Use (Sales) Tax Ballot Measure
A transaction and use tax is a sales tax applied to most purchases of goods, food, and beverages. In a tourist
destination like Carmel-by-the-Sea, a substantial portion of this tax is paid by visitors.

Sales taxes fund a variety of things, mostly at the State and County Level. California law limits the LOCAL sales tax rate in Carmel to 1.5%, which is available entirely for local uses.

A recent change in State Law, however, allows cities like Carmel-by-the-Sea to increase our local share by 0.375% to a total of 1.875%. Doing so would add just 19 CENTS to a $50 lunch bill, while generating an additional $1.88 Million in sorely needed revenue for our local city government.

If, as voters, we do not approve this local tax increase, another adjacent jurisdiction, such as Monterey County, may seek to permanently claim this limited taxing authority.

Approving this measure now, ensures that these locally
generated funds remain under local control and are
available to upgrade our infrastructure and enhance overall service levels.

Funds generated by this tax increase can be put to good use immediately. Beyond the rising costs of almost everything, our City’s infrastructure is old, overused, and, unfortunately, ATTACHMENT 2

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has been allowed to deteriorate. The current City Council estimates the cost to correct this deferred maintenance at over $100 Million, and we believe the need to address it is urgent and important. We’ve already changed our Guiding Budget and Financial Policies to strictly limit operational spending, thereby increasing funds available for
infrastructure rehabilitation. But that’s just a start. To make real and meaningful progress, we simply need more
revenue. This SMALL tax increase will be a BIG help.

Join us. Vote yes on measure Z.

ATTACHMENT 2

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ATTACHMENT 3

TOT
Your approval of Measure X would ask visitors staying in hotels and other overnight accommodations to contribute a little more to help improve our village. Transient Occupancy Tax (TOT) is paid entirely by overnight lodging guests.

Carmel’s TOT rate has remained at 10% for 28 years, and is well below neighboring cities and other comparable
destination communities, which have TOT rates ranging
from 12-15%, as shown below:

Half Moon Bay – 15%
Malibu – 15%
Sausalito – 14%
Marina – 14%
Healdsburg – 14%
St Helena – 13%
Calistoga – 13%
Sonoma – 13%
Yountville – 13%
Pacific Grove – 12%
Monterey – 12%
Carmel-by-the-Sea remains at 10%.

Measure X would increase Carmel’s TOT to 12%, bringing us more in line with neighboring communities and generating

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ATTACHMENT 3
approximately $1.9 million in annual revenue for the city.

This would add just $5 to a $250 hotel room.

Visitors support local businesses, and related taxes help fund our city government, but tourism creates impacts for our residents.

Our city’s infrastructure is also heavily impacted. It is old, deteriorating, under constant stress, and in need of
immediate repair. The current City Council estimates the cost to address this deferred maintenance in streets,
sidewalks, facilities, stormwater management, beach
hardening, and erosion control at over $100 million.

Addressing this problem is important and urgent.

Before asking voters for this additional revenue, the current City Council made difficult decisions to limit operational spending, reallocating millions of dollars toward
rehabilitating our aging infrastructure. But those efforts alone are not enough. We simply need more revenue to
address these critical infrastructure needs and other city needs. Asking overnight lodging guests to contribute a little more will help.

Please join us by voting YES on measure X.

A little more from visitors. A lot more for Carmel.

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ATTACHMENT 4

TUT/SALES
Measure Y presents Carmel voters with an important choice:
keep local sales tax revenue in Carmel or risk having
Monterey County or another regional agency claim it
instead.

The total sales tax in Carmel-by-the-Sea is 9.25%, but only a fraction comes to the city. State law has long capped the locally controlled portion of the sales tax rate, but Carmel now has an opportunity to increase its 1.50% local share by

0.375%, to 1.875%. Because this recently identified 0.375% is also available to other government entities, Measure Y presents a "use it or lose it" opportunity. If Carmel does not act first, Monterey County or another regional agency could permanently divert these locally generated tax dollars away from Carmel.

In a tourist destination like ours, a substantial portion of sales tax is paid by visitors shopping and dining locally.

Approving Measure Y would ask them to contribute a little more to help improve our village. It would add just 19 cents to a $50 restaurant bill while generating approximately $1.9 million in annual revenue for the city. Most food purchased in grocery stores is exempt.

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ATTACHMENT 4
Approving Measure Y would help fund long-overdue
investments in critical infrastructure. Our infrastructure is old, deteriorating, and in need of immediate repair. The City

Council estimates the cost to address this deferred
maintenance in streets, sidewalks, facilities, stormwater management, beach hardening, and erosion control at over $100 million. Addressing this challenge is urgent.

Before asking voters for this additional revenue, the City Council made difficult choices to limit operational spending, reallocating millions of dollars toward rehabilitating our aging infrastructure. But those efforts alone are not enough.

We simply need more revenue to address these critical
infrastructure needs and other city needs.

Please join us in voting YES on Measure Y.

Keep these dollars in Carmel.

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CITY OF CARMEL-BY-THE-SEA
City Council
Staff Report
July 7, 2026

ORDERS OF BUSINESS
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Jayme Fields, Finance Manager
APPROVED BY: Brandon Swanson, Acting City Administrator SUBJECT: Discussion and Direction on Financial Stewardship Workgroup ad hoc
RECOMMENDATION:

Discussion and Direction on Financial Stewardship Workgroup ad hoc BACKGROUND / SUMMARY:

This report is being brought to the City Council per their instructions to do so once the 2026-2027 Budget was adopted so that the Council could evaluate the function of the Financial Stewardship Workgroup Ad Hoc.

The Financial Stewardship Workgroup ad hoc committee (“Workgroup”) was formed in February of 2025. The Council discussion highlighted the goals of greater public engagement, policy review, clearer budget presentations, and focusing on reporting improvements. The Workgroup took-on the Financial Sustainability strategic action item, which included exploring ways to enhance relevant policies for effective financial management, continued transparency, best practices and governance.

Together, Mayor Pro Tem Delves, Councilmember Buder, the City Administrator, the Assistant City Administrator and the Finance Manager met over twenty times in the ensuing sixteen months. Their work and outcomes were as follows:

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Outcomes
As a result of the Workgroup’s efforts, the City Council has new policies to use and update, and the Council is reviewing and maintaining a new budget process. The ongoing prioritization by the Council of the identified deferred maintenance is present in its strategic priorities, budgeting and operating decisions. The long outstanding question of revenue enhancement is at the forefront of Council’s workflow.

Going Forward
With the adoption of the Fiscal Year 2026-2027 budget complete, the Council has indicated a desire to review and discuss the future of the Financial Stewardship Workgroup.

In past discussions, the Council debated whether creating a new financial-related Standing Committee might be needed. It would be helpful to look at how the various structures and responsibilities are defined:
• Financial Stewardship Workgroup (Ad Hoc) — Ad Hocs meet as needed without the posting of advanced agendas and minutes. They draft reports and recommendations, and present them to the Council for review, endorsement, or other action. Ad hocs are temporary, mission-focused, and composed of subject matter experts, stakeholders, or government officials brought together to tackle a specific acute problem, develop policy recommendations, or draft actionable plans.
o Considerations: Allows for candid conversation and risk-free learning; Maximizes utilization of Council talent while minimizing time commitment; Low operating cost; Council must clearly define work to be accomplished.

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• Finance Standing Committee — These Standing Committees meet publicly on a regular schedule, with agendas posted in advance, minutes and legal. These are typically advisory bodies who focus on fiscal governance, budget monitoring, and the financial health of the local government.
o Considerations: Shows concern for fiscal health; Not flexible; Significant additional administrative overhead; May not be effective (based on Council member participation); Does not replace City Council. • City Council — The Council has regularly scheduled public meetings, with agenda posted in advance, minutes and legal. It is responsible for adopting the budget, levying taxes and setting fees, approving contracts and expenditures, debt and reserve management, financial oversight and auditing, and setting policies. The existence of a Finance Committee duplicates these responsibilities but does not change them.
o Considerations: Show concern for fiscal health; Most efficient, utilizing existing administrative overhead; Fully engages Council members in their primary responsibility;
The Brown Act allows for the appointment of an advisory committee also known as an ad hoc committee. The membership of an ad hoc committee is limited to two Council members. To be an ad hoc committee, the committee should have a defined task and be of limited duration. If a committee will have continuing subject matter jurisdiction, then that committee should be considered a standing committee subject to the requirements of the Brown Act including posting of agendas 72 hours in advance for regular meetings and 24 hours in advance for special meetings. Based on these requirements of the Brown Act, if the Council intends to have a committee serve going forward on financial issues on a continuing basis, then a Standing Committee should be appointed and designated by a title such as “Finance Committee”.

Based on the above, the Financial Stewardship Workgroup Ad Hoc was an example of maximizing the use of new talent and risk-free learning.

Note, similar to an Ad Hoc, a Finance Standing Committee should have a charter that defines what its duties are. By drafting a charter, we can come to understand whether the expected duties of a proposed committee are appropriate to the City’s goals and we can understand whether a Standing Committee is the appropriate vehicle for achieving those goals.

Time vs Impact
As the City seeks to be more efficient in its operations, it is important to highlight the

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potential impact that this decision has on operations. The time it takes to prepare for and hold additional meetings is different based on what type of meeting is being held.

Below is a graph that compares the additional time that an Ad Hoc and a Standing Committee require compared to the time already invested in Council meetings.

The additional time to create and review packages, notices and minutes, and to host, attend and review public meetings, are in addition to increased hours of preparation and attendance by City Council members.

At the same time, the impact of the Ad Hoc/Standing Committee/Council decision is important. To gauge the impact of a Finance Standing Committee, we can look at another city’s committee. Most small cities (including neighboring cities) do not have a Finance Standing Committee, as the financial operations are not complex and the City Council still must uphold its fiscal responsibilities. One exception is the City of Salinas.

Per a quick review, most of their agendas over the last year had only one agenda item per meeting, including: fire apparatus purchase, residential sewer payment assistance program, housing permit processing update, sewer improvements update.

These are items that already naturally fall into the bucket of interest for the whole City Council so the question is whether their Finance Standing Committee is accomplishing significant work on these matters in addition to the City Council, as the responsibility for them still rests with the City Council.

Impact can also be measured in terms of how the public accesses the information, which may be gauged by attendance. Experience with other subcommittees would seem to indicate that the public participation in Finance Standing Committee meetings will be less (i.e. there will be fewer attendees) than at City Council meetings, thus pulling discussions from City Council meetings into Finance Standing Committee meetings could reduce the public’s participation and access to the information.

Summary
However the Council chooses to proceed, the full City Council remains responsible for the financial condition of the City. The Financial Stewardship Workgroup Ad Hoc has handed them better tools. Along the way, the Workgroup has informed the public and

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‘translated’ the public’s questions into policies and practices.

FISCAL IMPACT:

There is no fiscal impact from receiving this report.

PRIOR CITY COUNCIL ACTION:

City Council approved the formation of the Financial Stewardship Workgroup on February 3, 2025.

ATTACHMENTS:

None

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CITY OF CARMEL-BY-THE-SEA
City Council
Staff Report
July 7, 2026

ORDERS OF BUSINESS
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Marisa Bermudez, Acting Assistant City Administrator APPROVED BY: Brandon Swanson, Acting City Administrator SUBJECT: City Attorney update regarding executive recruitment firm selection process for a City Administrator and provide direction to staff
RECOMMENDATION:

Receive a City Attorney update regarding the executive recruitment firm selection process for a City Administrator and provide direction to staff.

BACKGROUND / SUMMARY:

At the June 12, 2026 City Council meeting, Council provided direction for staff to issue a Request for Proposals (RFP) for executive recruiting firms to assist the City with the recruitment of a City Administrator. The Council’s direction included the following:

1. Marisa Bermudez is to issue a Request for Proposal (RFP) for recruiting firms to assist the City with the recruitment of a City Administrator.

2. Council will have a closed session to discuss the top six recruiting firms recommended by staff, and narrow to the top three firms

3. There will be an open session meeting of the City Council to discuss the top three proposals, take public comment and award a contract to the recruiting firm selected by the Council.

4. The RFP will advise the three recruiting firms that they can attend the public meeting in person or by zoom.

5. The RFP will state that the City wants the selected recruiting firm to be present in person for a public workshop or workshops.

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During the meeting, Council asked the City Attorney to research whether the City Council could meet in closed session to narrow the list of recruiting firms from six to three, or whether that discussion must occur in open session. The City Attorney has reviewed the issue and determined that the Council may not meet in closed session for that purpose. Any Council discussion to narrow down a list of recruiting firms must occur in open session.

Based on that determination, staff is requesting revised direction from the City Council.

Staff recommends that the City Council provide the following direction:

1. Authorize staff to narrow the list of recruiting firm proposals to the top three firms, based on Council's desired qualifications.

2. Hold an open session meeting for the City Council to discuss the top three proposals, take public comment, and award a contract to the selected recruiting firm.

FISCAL IMPACT:

The cost of most municipal executive recruiting firms for a City Administrator recruitment ranges from $26,000 – $37,000. The FY 26/27 budget contains sufficient funding allocation for this purpose.

PRIOR CITY COUNCIL ACTION:

June 12, 2026 City Council meeting as described above.

ATTACHMENTS:

None

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CITY OF CARMEL-BY-THE-SEA
City Council
Staff Report
July 7, 2026

ORDERS OF BUSINESS
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Tom Ford, Administrative Analyst
APPROVED BY: Brandon Swanson, Acting City Administrator SUBJECT: Update and Request for Direction Regarding Architectural Services for the New Police and Public Works Facilities Project RECOMMENDATION:

Staff and the Police/Public Works Building Ad Hoc Committee recommend that the Council:

1. Receive an update on the evaluation of the proposals for Architectural Services.

2. Discuss and provide direction on whether and how to proceed with interviewing the top four firms.

3. Discuss the overall project timeline and how it aligns with other City priorities, including the upcoming November ballot measures.

4. Direct staff when to schedule a municipal bond expert for a future, separate session to explain potential project financing mechanisms to the public.

BACKGROUND / SUMMARY:

The current Police and Public Works facility is functionally inadequate, and its building systems require replacement.

A Phase 1 conceptual effort was previously completed by the Indigo Group to inform early planning and feasibility. However, the criteria of success were not agreed upon or well understood by stakeholders prior to the design presentation, which resulted in a design and a process unacceptable to the community.

As the result of a renewed effort, on November 18, 2025, the City released Request for

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Proposals (RFP) #2025-26-111825 seeking qualified architectural firms for the design, swing space analysis, community engagement, and construction administration for the project. An Ad-Hoc Committee was also established to facilitate this project moving forward. The Ad-Hoc Committee and Proposal Evaluation group consists of Council members Baron and Dramov, Acting City Administrator Brandon Swanson, Police Chief Trayer, Acting Public Works Director Shari Carlet, and Public Works Analyst Tom Ford.

In February 2026, the City received a total of eight valid proposals (and one invalid proposal, due to the firm not attending the mandatory Pre-Proposal Meeting).

Since then, the evaluation committee has diligently reviewed the submitted proposals in detail. The committee scored the firms based on rigorous criteria approved by the City Council on September 9, 2025. For ease of reference, these criteria, drawn directly from the RFP (Attachment 1), are outlined below:

1. Responsiveness to the RFP. (Pass/Fail)

2. Understanding of Carmel design context – Demonstrate ability to design public buildings that fits seamlessly within Carmel-by-the-Sea’s small-scale, historic, and natural environment. (15 points)

3. Municipal experience – Technical experience in delivering municipal building projects with emphasis on police stations and public works facilities. (15 points)

4. Demonstrate understanding of police and public works operations and/or plan to include a professional consultant as part of the team to ensure operational needs are met post-construction. (10 points)

5. Project Understanding – Understanding of the project requirements, familiarity with available construction methods, recognition of potential project challenges, limitations and benefits. (10 points)

6. Familiarity with Local Government Project Development Procedures and projects in Carmel. (10 points)

7. Problem Solving –Firm and project team’s ability to problem solve construction issues effectively and to be situationally adaptable including ADA compliance and Healthy Building considerations. (10 points)

8. Approach to Communicating with the City/Local Presence – Ability to commit and maintain staff for the duration of the project for management, inspection, and testing. (5 points)

9. Personnel Qualifications – Detailed list of qualifications of staff and consultants to be assigned to the project (10 points)

10. Quality of swing space analysis – Thoroughness, creativity, and practicality of the plan to maintain continuous operations for both departments during demolition and construction. (10 points)

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The results of the committee’s evaluations demonstrated a clear divide between the top four firms and the bottom four firms. Staff and the Ad Hoc Committee will be prepared at the meeting to discuss in greater detail some of the qualities that separated the top four firms from the rest of the proposers.

To avoid the missteps of previous failed design attempts, and recognizing the importance of community transparency, the committee is seeking Council's guidance and welcoming public comments today prior to conducting interviews, engaging in contract negotiations, or making a final selection.

Specifically, the committee requests discussion on:
• The project's timeline to ensure it harmonizes with upcoming tax measures and other significant City priorities.
• Whether, and how, to proceed with interviewing the clear top four firms that emerged from the subcommittee’s evaluations.
• Whether and when the City should bring in a municipal bond expert to address how the project will be financed. The expert's role will be to clearly explain the available funding mechanisms to the community, specifically highlighting the difference between revenue bonds that the City can authorize directly via the City Council, versus bonds tied to property tax increases that would require a ballot measure.

FISCAL IMPACT:

There is no immediate financial impact associated with receiving this update. The cost proposals submitted by the architectural firms are explicitly excluded from this report.

Professional services through the Request For Proposal process are binded by a qualification-based selection process, rather than a "lowest bid" approach typically used for construction contracts. Releasing the cost proposals publicly before a selection and detailed scope negotiation with a firm opens the City up to bid protests and ultimately a failed process.

The future construction of the new facility represents a major future capital investment, currently estimated in the tens of millions of dollars. Due to uncertainty regarding how the project will be funded, the committee recommends bringing in a municipal bond expert to explain financing mechanisms at some point in the near future.

PRIOR CITY COUNCIL ACTION:

Prior Budgeting: The City budgeted $1.3 million toward this effort in Fiscal Year 2022- 23, and $3.2 million in Fiscal Year 2023-24. Less than $500,000 was spent on the previous design attempts, and less than $100,000 has been spent on critical upgrades to the facilities.

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September 9, 2025: City Council reviewed and approved the Request For Proposals for the current project.

ATTACHMENTS:

1. RFP for Police and PW Building Architectural Services

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City Of Carmel-by-the-Sea

REQUEST FOR PROPOSALS (RFP)
RFP #2025-26-111825

REQUESTS FOR PROPOSALS FOR

ARCHITECTURAL SERVICES FOR THE

NEW POLICE AND PUBLIC WORKS FACILITIES PROJECT
Proposals must be postmarked by:

TUESDAY, JANUARY 22, 2026
ATTACHMENT 1

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1 Table of Contents
I. Request for Proposals............................................................................................................ 2 II. General Introduction and Project Description....................................................................... 3 III. City of Carmel-by-the-Sea and Police and Public Works Facilities...................................... 3 IV. Qualifications and Related Experience................................................................................. 4 V. Scope of Services ................................................................................................................... 5 VI. Submittal Requirements........................................................................................................ 12 VII. Instruction for Proposals ....................................................................................................... 15 VIII. Evaluation Criteria ................................................................................................................. 16 APPENDIX 1 - Tentative Schedule............................................................................................... 18 ATTACHMENT 1

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2 I. REQUEST FOR PROPOSALS
The CITY OF CARMEL-BY-THE-SEA (hereinafter "City") requests proposals from qualified persons/organizations for the purpose of providing professional architectural services for the complete demolition and new construction of the Police and Public Works facilities. Proposals shall be submitted to City of Carmel-by-the-Sea
ATTN: Nova Romero
City Clerk
P.O. Box CC, Carmel-by-the-Sea, CA 93921
Proposals must be postmarked no later than Tuesday, January 22, 2026.

SCOPE OF SERVICES. The City has prepared an outline of required services in Section V. SCOPE OF SERVICES, of this Request For Proposals (“RFP”).

REQUESTS FOR CLARIFICATION OF THE RFP. If any Proposer has any question regarding the meaning of any part of this RFP, or finds discrepancies in or omissions from this RFP, the Proposer shall submit via email a written request for clarification to Nova Romero, City Clerk, [email protected] The deadline to submit questions is Tuesday, January 6, 2026 by 5:00 p.m. All questions and City responses shall be posted on the City’s website by end of day on Tuesday, January 13, 2026.

PROPOSAL INSTRUCTIONS. Instructions for the submission of proposals are set forth throughout this RFP.

Proposal shall be no longer than 30 pages in length.

CITY’S REVIEW OF PROPOSALS. All proposals deemed responsive shall be reviewed and evaluated by a committee composed of the Police/Public Works Ad Hoc Committee, City representatives, Police and Public Works representatives, and members of the public in order to determine which proposal best meets the City’s needs. The criteria by which to evaluate proposals is set forth in this RFP. The City reserves the right to extend an invitation for interview, to reject any and all proposals and / or waive any irregularities in any proposal.

AWARD OF AGREEMENT. The City currently anticipates awarding a negotiated Professional Services Agreement for Architectural Services for the new Police and Public Works Facilities Project. A copy of the City’s Professional Services Agreement form is attached in Appendix 2. No proposal or professional services agreement shall be binding upon the City unless and until an Agreement is signed by the selected Proposer and executed by the City.

MANDATORY PRE-PROPOSAL SITE TOUR. The City will hold a mandatory pre-proposal site tour on Wednesday, December 10, 2025 at 11:00 a.m. at the Police and Public Works Department at the corner of Junipero Street and 4th Avenue.

ATTACHMENT 1

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3 II. GENERAL INTRODUCTION AND PROJECT DESCRIPTION
The City of Carmel-by-the-Sea (hereinafter referred to as the "City") is soliciting proposals from licensed architectural firms (“Proposer”) to provide professional services for the design, cost estimating, swing space analysis, community engagement, preparation of bid documents, and construction support for the complete demolition and new construction of the Police Department and Public Works facilities (herein referred to as the “facilities”). The scope of work includes full design development, engineering, public outreach, preparation of bidready documents, assistance with Public Works competitive bidding, construction cost estimating, schedule tracking, preparation of reports and recommendations, and overall project management.

It is important to note that the term “Proposer”, for the sake of qualifications required within this Request for Proposal, includes the entire team engaged under one architectural firm. This could include sub-contractors with specific qualifications who are hired by the main architectural firm to supplement their in-house capabilities.

The selected architectural firm (“Firm”) will collaborate closely with City leadership, the Police Department, and the Public Works Department to confirm program needs and square footage requirements as recommended by the City Council. The Firm will be responsible for validating, refining, and replacing the City’s functionally outdated buildings and delivering a design that aligns with Carmel-by-the-Sea’s design guidelines and community standards.

The project will require addressing operational continuity through detailed swing space planning, ensuring ADA and seismic compliance, integrating sustainable practices, and developing a project schedule that includes key community engagement milestones.

Design Philosophy
The new facilities must preserve and reflect the authentic nature of Carmel’s architectural character and smallvillage scale while incorporating modern functionality, sustainability features, and operational efficiency. All designs must comply with the City's adopted Design Guidelines and demonstrate sensitivity to the surrounding community context.

III. CITY OF CARMEL AND THE POLICE AND PUBLIC WORKS FACILITIES Carmel-by-the-Sea was first incorporated as a City in 1916. It was founded by artists and writers – among them Jack London, George Sterling, Mary Austin and Robinson Jeffers. Carmel-by-the-Sea is rich in natural beauty and prides itself on its white sand beach, landscaped bluffs, urban forest, and natural park lands, has a wonderful downtown with diverse shopping, and an accessible and responsive government. Home to 3,722 residents, this one-square mile village in a forest by the sea is known for its natural beauty and rich artistic history.

The Carmel Police Department/Public Works Building was constructed in 1968. Since then, no significant renovations have been made. A condition assessment done in 2023 revealed that the building systems, including electrical, HVAC, plumbing, roof integrity, and structural bracing are in need of replacement.

ATTACHMENT 1

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4 IV. QUALIFICATIONS AND RELATED EXPERIENCE
The City is seeking architectural services from firms that can demonstrate expertise in the planning, design, and construction of municipal facilities, specifically, public safety, police stations and public works operations centers.

This expertise may be demonstrated either by direct experience within the Proposer’s firm, or by the inclusion of a sub-contractor as part of the Proposer’s team in their proposal. The Proposer’s team, which may include subcontractors, will have a proven track record in developing functional, secure, and efficient designs for public safety and public works departments, ensuring compliance with all applicable building, safety, and accessibility codes. The firm must be able to integrate modern amenities, operational efficiency, and sustainable practices while respecting the character and design guidelines of Carmel-by-the-Sea.

Submissions will be considered only from Proposers who can demonstrate the following minimum qualifications:

1. Licensed to practice architecture in the State of California and able to effectively provide the required professional services.

2. Assigned project leads and/or sub-consultants with significant experience in the design and construction of police facilities, public works facilities, or similar municipal buildings in sensitive contexts over recent years in California.

3. Knowledge of all applicable building codes, the Americans with Disabilities Act (ADA), Department of Industrial Relations (Prevailing Wage) compliance, and facilities standards for public safety and municipal operations.

4. Experience incorporating sustainability, energy efficiency, and durability into public building designs.

5. Demonstrated ability to design secure, functional spaces that meet the operational needs of police and public works departments.

6. Experience with small-scale community integration, sustainable design practices via LEED certified projects, and community engagement processes.

7. Familiarity with transition planning and operational continuity during construction, including swing space solutions.

8. Proven history of successfully managing public sector contracts, delivering projects on time and within budget.

9. Ability to meet required timelines and project milestones while maintaining close coordination with City staff and stakeholders.

ATTACHMENT 1

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5 V.SCOPE OF SERVICES
A. General Services. The Proposer will demonstrate that they can perform all architectural, engineering and project management related work necessary to prepare plans and specifications suitable for public works bidding for the demolition and new construction of the Police and Public Works facilities, including swing space needs during construction. Consultant services shall include, but are not limited to: project management, design development, bid documents, bidding support, and construction support services.

Architectural and engineering services shall consist of all items necessary for verification of building programming, site planning, exterior schematic design, design development, City development review, construction documents, swing space planning, plan submittal, contract documents, and construction administration for an approximate interior space of 7,360 square foot for Police and 3,650 square foot for Public Works, plus an approximate exterior space of 10,900 square foot for Police and 22,206 for Public Works. The selected Firm will peer review a completed Phase I conceptual program and finalize the building program.

The Firm will perform the following services which will include but are not limited to:
● Design Development – Minimum LEED Gold Certified Project ● Conceptual design
○ Include swing space: to ensure continuity of operations, include temporary facilities, relocation logistics, and utilities connections. The Firm shall provide detailed swing-space planning, including:
■ Temporary facilities layout.
■ Phasing diagrams and operational continuity planning. ■ Preliminary cost implications of swing-space requirements. ● Schematic design
● Mechanical Engineering and design
● Electrical Engineering and design
○ Provide design and coordination of Intermediate Distribution Frame (IDF)/Main Distribution Frame (MDF) which includes the following:
■ Electrical Diagram (include circuit panels, wiring specs, power distribution) ■ Low Voltage Diagram (fiber cables, CAT 6 cables, patch panels, conduits and/or cable trays, wireless access points, card key access panels, CCTV, IP based PA system) ■ Note that design team shall coordinate with City to document all elements necessary to make low voltage system a “turn-key” process
● Structural Engineering and design including Seismic Analysis (in coordination with the Public Works Department)
● Plumbing Engineering and design (in coordination with the Public Works Department) ● Utilities Design and Coordination
● Lighting Engineering
● Acoustical Engineering to mitigate excessive site noise ○ For sensitive spaces, room acoustics for community room, meeting and study rooms and the stack/study areas and HVAC noise and vibration for all spaces ● Security System design
● Hazardous Materials handling
● Artistic renderings
● Interior Design Services including interior materials, finishes, and fixtures ATTACHMENT 1

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6 ● Audio Visual (A/V) system design including related electrical and data requirements ● Full Building Energy Modeling for LEED v4 & Title 24. Needs to meet Calgreen mandatory measures and LEED Gold w/ verification by LEED AP.
● Turnkey signage package for informational, directional, site, and fire and life safety signage. ● Management of all engineering and specialty consultants ● Construction cost estimation
● Preparation of Construction Documents for plan check submittal and bidding ● Construction administration and support
● Post-occupancy review and minor re-designs as needed
B. Project Management. The Firm will be the primary responsible party for managing the project’s schedule and consultant contract budget. In addition, the Firm is expected to attend a monthly progress meeting and prepare action item logs for subsequent follow-up. The Firm is expected to maintain frequent and timely communication with City leadership, staff and the Police and Public Works departments throughout the duration of the project.

All project schedules shall be prepared in Gantt chart format. Schedule updates shall be provided by Firm at all progress meetings. The Firm’s own team should have provisions for quality assurance/quality control over the work product prepared for the City. A statement of peer review will be required for overall constructability, coordination, and reasonable reduction in errors and omissions. The Firm is expected to communicate often and early with the City regarding schedule and budget.

The Firm will complete the following tasks and meetings throughout the duration of the project:
● Bi-weekly project management conference call with the City (may be combined with another project meeting as appropriate)
● Monthly progress in person check-in with the City
● Progress check-ins with key stakeholders at intervals appropriate to the development of the design (may be combined with another project meeting as appropriate, if not combined, maximum of 5 separate meetings)
● Meeting documentation (Agenda and Minutes for any Firm led or facilitated project meeting) C. Design Development. The Firm shall be the Engineer of Record and responsible for design and preparation of plans and technical specifications for the project. The Firm must perform an adequate field investigation to confirm existing conditions.

The Firm shall be responsible for working with members of City leadership, staff, Police and Public Works departments (“Core Team”) to facilitate the community outreach and participation process in coordination with the Project Manager. Most outreach efforts will take place during Phase 1 (detailed below), but follow up during later phases will also be required. It is also important that all members of the community have an opportunity for their voice to be heard throughout the process.

All work is to be in compliance with all applicable rules, regulations, code, law, and good practice for public facilities. The Firm shall incorporate “green” building/construction practices, sustainability, energy efficiency, and low operations and maintenance costs into recommendations and subsequent design to a minimum standard which achieves LEED Gold certification for the project.

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7 Use of contractors, and all applicable subcontractors which are required to pay prevailing wages, requires registration with the State of California, Department of Industrial Relations (DIR) through the Public Works Contractor Registration Program (PWC Registration) before bidding, being awarded, or performing work on public works projects in California. This includes those performing surveying work, material testing, inspection, trucking, boring, potholing, concrete deliveries and temporary service companies who provide workers to prevailing wage contractors. Specifications shall be prepared accordingly.

Plans and specifications shall provide sufficient detail to result in a good quality product while allowing competitive pricing where possible and appropriate and provide options to the contractor where appropriate to obtain the same good level of quality for the best bid price. Plans and specifications shall not specify proprietary products or services.

The City will facilitate all Core Team meetings. The Firm will attend a total of up to three (3) Core Team meetings during design development and will incorporate comments and decisions from these meetings into the design.

The Firm will prepare for, facilitate, and document meeting(s) in which the City and Firm will:
● Review Design
● Review Pertinent Regulations
● Review Regulatory Approval Process & Requirements.
● Discuss any potential issues or concern with the following groups:
○ City Council
○ City Administrator’s Office
○ Police Department
○ Public Works Department
○ Planning and Building Department (as applicable)
D. Four Project Phases
Phase 1: Community Engagement
The Firm shall lead a comprehensive community engagement program throughout the design and construction phases. The intent is to ensure meaningful public input, transparent communication, and incorporation of community values into the final design of the Police and Public Works Facilities.

Tasks include:
• Develop and implement a Community Engagement Plan in coordination with City staff, outlining outreach strategies, communication tools, and engagement schedule. • Conduct a minimum of three (3) community workshops, with one at: 1) Conceptual Design, 2) 30% Design, and 4) 100% Design; ensuring opportunities for in-person and virtual participation. • Provide bilingual materials and accessibility accommodations (e.g., ADA, hearing assistance, large print, or closed captioning).
• Coordinate with City leadership to prepare public presentations to City Council and advisory bodies, incorporating community feedback.
• Maintain a project webpage and/or provide content for the City’s website with updates, FAQs, renderings, meeting schedules, and progress reports.
• Prepare summary reports of each engagement activity, documenting feedback themes, design implications, and how public input has been integrated.

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8 Phase 2: Design
Conceptual Design. The Firm shall be responsible for preparing new conceptual design alternatives for the Police and Public Works facilities. The purpose of this phase is to develop multiple concept options that address the approved program requirements, reduced square footage, Carmel’s Design Guidelines, community character, and operational needs. A presentation to City Council will be required to get approval to proceed with the 30% design. Tasks include:
• Develop a minimum of two distinct conceptual alternatives, showing massing, floor plan layouts, exterior character, and site organization.
• Provide illustrative renderings, diagrams, and preliminary site plans to facilitate evaluation of architectural character and operational flow.
• Identify swing-space requirements and strategies for each alternative, including temporary facilities and continuity of operations.
• Conduct community engagement workshops and a public presentation to City Council for feedback. • Prepare a Conceptual Design Report summarizing alternatives, preliminary cost estimates, sustainability considerations, and pros/cons of each approach. • Obtain City Council approval on a preferred concept prior to proceeding into schematic design. 30% Design Submittal & Review. The Firm will submit the 30% complete Design Development Set of the proposed demolition and construction of the Police and Public Works facilities for City review, including renderings.

The Firm will submit three (3) full size sets and three (3) half size sets as well as a PDF digital copy. The 30% submittal will be provided three weeks prior to the following Core Team meeting to review City Comments. The 30% submittal will include:
● Cover sheet and plan sheets with base mapping and preliminary details. ● Concept renderings
● Cut sheets for equipment/appurtenances.
● Schematic Materials Palette
● Coordination of utilities
● Project schedule update
● 30% construction cost estimate
● Table of Contents list for technical specifications
● Water Efficiency design calculations
● Energy model
● Status of application for PG&E
● LEED checklist on track to meet LEED Gold certification ● Documentation of outreach with franchise utility companies for facilities needing to be relocated or adjusted to grade as a result of the proposed construction activities Page Turn Meeting. The Firm will prepare for, facilitate, and document a page turn meeting in which the Core Team will review the 30% design submittal for the construction of the facilities. The Firm will present the design submittal including key features of the plans and answer questions and note any initial comments. The City will then review the plans and provide complete comments following the meeting.

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9 Presentation. The Firm shall present the 30% plans to the City Council for review at a public meeting.

Feedback from the Council/Public will be received and incorporated in the design documents. 75% Design Submittal & Review. The Firm will submit the 75% complete Design Development Set of the construction of the Police and Public Works facilities for City Review, Plan Check, Constructability Review and Bid-Ability review. The Firm will submit three (3) full size sets and three (3) half size sets as well as a PDF digital copy. The 75% submittal will include:
● 75% Plans with all subcontracted work accounted for in this submittal and all project details accounted for.
● 75% specifications including technical specifications and special provisions, with recommended changes in track changes format.
○ Bid schedule and item descriptions
○ A list of minimum required submittals during construction ○ List of information available to Bidders (provided by City) ○ A table listing all inspections (including any special inspections and materials testing) and associated responsibility
○ A table list of material warranties, and associated warranty periods ● Updated Materials Palette
● Project schedule update
● 75% construction cost estimate (bid schedule)
● Explanation of how utility conflicts have been resolved or a timeline for resolution ● Responses to the City’s 30% review comments
● New utilities
● LEED Gold checklist
100% Design Submittal & Review.

The Firm will submit the 100% complete Design Development Set of the construction of the Police and Public Works facilities for City review, plan check, constructability review and bid-ability review. The Firm will submit three (3) full size sets and three (3) half size sets as well as a PDF digital copy. The 100% submittal will include:
● Peer review
● Written Responses to City Comments
● Meeting Documentation
● 100% specifications
● Reviewed bid instructions
● Finalized technical specifications
● Finalized Special Provisions
● Finalized Materials Palette
● Project schedule update
● 100% construction cost estimate
● Responses to the City’s 75% review comments, along with return of mark ups ● New utilities
● LEED Gold check list
● PG&E new service
● Preparation of building permit application for submittal to the City Building Department ATTACHMENT 1

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10 Phase 3: Bid Services
Submittal of Bid Package. Once design is complete, the Firm will submit the Bid Package for construction of the facility. The Bid Package will incorporate the City’s final comments from the 100% submittal, including incorporation of all other team and stakeholder comments. The Bid Package submittal will include hard copies and digital format (PDF and native format) of each of the documents listed below:
● One hard copy full size set of technical drawings stamped and signed on each sheet by the Architect of Record and by discipline, as well as a PDF digital copy. ● Technical specifications, with cover sheet stamped and signed by all required disciplines in PDF format. ● Final project schedule update
● Final construction cost estimate
● LEED Gold Checklist
Bid Services. Bid Services will support the bid process through the City’s Project Manager (“PM”). During bidding, all communications will be directed through the City’s PM. This will include:
● Firm attendance at a pre-bid meeting
● Response to all bidder’s requests for information (RFIs) ● Support City’s coordination efforts to inform plan-holders of significant responses to RFIs. ● Preparation of addenda as necessary. If addenda to bid documents are extensive and are because of the Firm’s work product, conformed documents shall be prepared at no expense to the City. City will provide reproduction services.
● Responses to Request for Information
● Addenda
● Conformed Documents, if required
Phase 4: Construction Services
Construction Services. Construction Services will support project construction through the City or the City-hired Construction Management contractor. This phase will include:
● Attend and prepare information for a coordination meeting between the Firm and the construction management team. The Firm shall be prepared to:
○ Address key project design drivers
○ Address possible construction pitfalls as it relates to meeting design intent ○ Discuss items for the construction management team to be aware of (special working hours, shortened timelines for submittal reviews, etc.).
○ Attend the pre-construction meeting
○ Attend approximately 10 periodic construction progress meetings, but quantity will be adjusted as appropriate to the schedule and pace of the work
○ Participate in the final walkthrough and development of punch lists. ○ Respond to RFIs, which includes clarifying or providing revisions or additional detail where necessary on the plans and specifications.
○ Stamp and sign any revisions to the contract plans as a result of responses to RFIs or as a result of executed change orders. Firm shall ensure that all changes are in compliance with the applicable codes and coordinate with DSA.
○ Review and respond to all submittals within the period allocated in the contract documents. ○ Review any proposed substitutions, if any, for conformance to plans and specifications.

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11 ○ Review and make recommendations on proposed changes to the contract (Request for Quotations and Contract Change Orders).
○ LEED Checklist and corresponding letter by project LEED AP noting intent to achieve LEED Gold
○ Prepare Record Drawings based upon red-lines provided by the contractor and field reviews. ○ Provide Meeting Documentation
○ Participate in the “Lessons Learned Meeting” with all parties at the end of the project Reimbursable Expenses and Markups. For preparation of the cost proposal template and invoicing during the project, no markups shall be allowed on reimbursable expenses and the maximum markup on each sub-consultant shall be 5%. Optional services, if any, may be included as separate line items in the cost proposal.

VI. SUBMITTAL REQUIREMENTS
A. Proposal Requirements. The proposal should include elements and be organized in the order presented below.

1. Transmittal or Cover Letter
a. To the attention of: Nova Romero, City Clerk, P.O. Box CC, Carmel-by-the-Sea, CA 93921 b. Signed by an officer of the prime consultant. In case of joint venture or other joint-prime relationship, an officer of each venture partner shall sign.

2. Acknowledgement of Addenda
a. If any addenda are issued, you must acknowledge your receipt of them either by including a statement in your transmittal letter or by returning signed addenda with the proposal.

3. Firm Profile and Project Team
a. The prime consultant and/or sub-consultants (if applicable) must be able to demonstrate expertise, experience, and the ability to provide the services and complete the tasks described in Section VI Scope of Services. The expertise and experience must include, but is not limited to, electrical, mechanical, and structural engineering, police facilities, and architectural services. Include a brief description of the prime consultant firm (firms) and sub-consultant team (if applicable), including number of employees and years in business.
b. Prime(s): Provide a detailed resume of the proposed principal-in-charge, the lead engineer, and any other parties that will be responsible for this project. The lead engineer shall be a full-time employee of the prime(s). Clearly identify each individual’s relevant experience (former projects) with photos.
c. Sub-Consultants: Provide a detailed resume of the proposed Project Manager (“PM”), who shall be a full-time employee of each sub-consultant for this project, including police/public safety consultant(s). Clearly identify the PM’s relevant experience (former projects) with photos. d. Confirm that the key project personnel identified by the prime consultant and sub-consultants shall not be substituted without approval of the City. The City must also approve any new, key team members.
e. A table of organization setting forth the project manager, supporting staff, and sub- consultants.

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12 4. Relevant Experience – Prime and Sub-Consultants
a. Describe experience in providing the necessary services for at least two (2) projects similar in size and scope to the individual projects listed in Section I.C. Project Description, with a minimum construction value of at least $750,000 for each example project. For each project, provide the following information:
o Client name, project name and location.
o Description of project scope.
o Month and year commenced and was (or will be) completed. o Project construction cost.
o Contract amount.
o Firm’s project responsibility.
o Names of key personnel involved in working on the projects. o Two (2) client references for each project, including contact names, addresses, and telephone numbers.

5. Project Approach, Organization, and Local Presence
a. With reference to Scope of Services section. Project Information of this RFP, present your approach and organization for providing services on these projects. Indicate your understanding of the critical project elements, including police and public works operations and functionality, and what special approaches your team will feature to manage these elements.

6. Project Timeline and Schedule
a. Layout the proposed timeline of the project through completion of construction and post-construction occupancy review, including swing space and an alternative timeline that takes a phased approach to construction allowing the police and public works departments to stay open during construction.
b. Describe the time schedule for each proposed task and subtask. Indicate proposed work periods, milestones, and proposed completion dates, as well as anticipated regular meeting periods

7. Additional Services
a. The consultant may propose any additional, optional services it believes would complement or augment the scope of services requested by this RFP. The City reserves the right to consider these additional, optional services in its evaluation of proposals and may, at its sole discretion, award additional, optional services to any proposer.

8. A summary of the consultant’s understanding of the contract requirements as a whole and the unique capabilities to perform the services required.

9. An identification of any modifications to the attached Professional Services Agreement (APPENDIX A) the consultant would require prior to entering into an agreement with the City.

B. Cost Proposal and Hourly Billing Rates. The Proposer shall provide a separate fee proposal for the requested services. The actual dollar fee paid to the Firm shall be fixed. The Proposer’s cost proposal shall also include all fees to be paid to their consultants. In addition to the fixed fee for the project, the Proposer shall provide a schedule of hourly billing rates for the various levels of staff who may participate in the project, should the need for extra services arise. No additional markup will be allowed on fees quoted unless authorized by the City Council.

Payments to the Firm shall be made on a monthly basis and shall be in proportion to services performed.

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13 All prints and reproduction charges for documents used by the Proposer and their consultants for their “in house” use are to be included in the contract price. Electronic copies of any prints are preferred for City check sets, progress sets and all plans required for City plan checks. If paper copies are needed they will be requested specifically by the City and will be considered reimbursable expenses. All reimbursable expenses shall require prior authorization from the City.

1. The Proposer shall provide a cost proposal to accomplish each deliverable and task (per Scope of Services Section).

2. The Proposer and sub-consultants shall provide a complete list of all staff hourly rates of the positions by name that would be invoiced, i.e., Principal, Lead Engineer, CAD drafter, Administrative Support, etc.

Hourly rates shall be divided into base salary, fringe benefits, overhead, indirect cost surcharges, profit, consistent with Caltrans Local Assistance Procedures Manual for federally-funded A&E contracts.

3. The Proposer shall self-perform at least 50% of its proposed contract amount.

4. The contract amount will be an actual cost-plus-fixed fee with a maximum not-to-exceed amount. During the contract term, there is no provision for hourly rate increases or adjustments. If an amendment to extend the contract expiration becomes necessary, hourly rate increases/adjustments will be permitted in accordance with Caltrans LAPM and applicable local ordinances.

5. The proposal shall show a lump sum cost estimate for each task identified with a breakdown. In addition, sub-consultants should be identified in the scope of work. a. Provide cost estimates for each subtask by classifications, providing hourly billing rates for personnel, with the estimated total based on hourly estimates. The estimate shall include all clerical, administrative, and support functions.
b. The cost estimate shall include provisions for meeting with the agency to report progress of the work
VII. INSTRUCTIONS FOR PROPOSAL
A. Format Of Envelope for Proposal. The Proposer shall deliver the proposal in a sealed envelope clearly marked on the outside: “POLICE & PUBLIC WORKS FACILITIES - COST PROPOSAL” as well as the name of the proposer.

B. Proposer’s Signature / Cover Letter. An authorized representative of the Proposer shall sign the cover letter which identifies the legal name of the Proposer, along with name of contact person, address, phone number, and email address. The cover letter may also be supplemented by a brief narrative about why the proposer is interested in this opportunity and how the proposal will meet and comply with our design standards.

C. Contents Of Proposal. In addition to the cover letter, the Proposer shall provide five sections in the following order: (A) Qualifications and Related Experience of Proposer, (B) Approach to Scope of Services, (C) Project Timeline and Schedule, and (D) If applicable any additional proposed services not covered in this Request for Proposals.

D. City’s Review Of Proposals. After the proposals are received, an evaluation committee consisting of Police/Public Works Ad Hoc Committee members, City staff, City Council representatives, and selected technical experts (e.g.: 3rd party architect) shall review all proposals for responsiveness to the RFP. In reviewing the proposals, the City will consider all elements identified in the Evaluation Criteria section shown below.

E. Award Of Agreement. Upon completion of the review period, the City shall notify those Proposers who will ATTACHMENT 1

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14 be considered for further evaluation. All Proposers so notified shall meet with the City’s designated Manager(s) to discuss entering into a Professional Services Agreement for architectural services for the demolition and construction of the Police and Public Works facilities.

1. If the City determines, after further evaluation and negotiation, to award a Contract, a Contract shall be sent to the successful Proposer for the Proposer’s signature. No proposal shall be binding upon the City until after the Agreement is signed by duly authorized representatives of both the Proposer and the City.

2. The City reserves the right to reject any or all proposals, and to waive any irregularity. The award of the Agreement, if made by the City, will be based upon a total review and analysis of each proposal.

F. Proposals Are Public Records. Upon delivery of its proposal to the City, the proposal is the property of the City and a public record.

1. Unless otherwise compelled by a court order, the City will not disclose any proposal while the City conducts its deliberative process in accordance with the procedures identified in this RFP. However, after the City either awards an agreement to a successful Proposer, or the City rejects all proposals, the City shall consider each proposal subject to the public disclosure requirements of the California Public Records Act (California Government Code Sections 6250, et seq.), unless there is a legal exception to public disclosure.

2. If a Proposer believes that any portion of its proposal is subject to a legal exception to public disclosure, the Proposer shall: (1) clearly mark the relevant portions of its proposal “Confidential”; and (2) upon request from the City, identify the legal basis for the exception from disclosure under the Public Records Act; and (3) defend, indemnify, and hold harmless the City regarding any claim by any third party for the public disclosure of the “Confidential” portion of the proposal.

VII. EVALUATION CRITERIA
The City is seeking comprehensive proposals addressing all sections identified. The maximum number of pages for the proposal, including cover letter, contents, resumes, and exhibits, shall not exceed 30 pages.

Covers and tabs are not counted. The following criteria will be considered and scored by the City:

1. Responsiveness to this RFP – Pass/Fail

2. Understanding of Carmel design context – Demonstrate ability to design public buildings that fits seamlessly within Carmel-by-the-Sea’s small-scale, historic, and natural environment. 15 pts

3. Municipal experience – Technical experience in delivering municipal building projects with emphasis on police stations and public works facilities.15 pts

4. Demonstrate understanding of police and public works operations and/or plan to include a professional consultant as part of the team to ensure operational needs are met post-construction. 10 pts

5. Project Understanding – Understanding of the project requirements, familiarity with available construction methods, recognition of potential project challenges, limitations and benefits. 10 pts

6. Familiarity with Local Government Project Development Procedures and projects in Carmel. 10 pts

8. Approach to Communicating with the City/Local Presence – Ability to commit and maintain staff for the ATTACHMENT 1

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15 duration of the project for management, inspection, and testing. 5 pts

9. Personnel Qualifications – Detailed list of qualifications of staff and consultants to be assigned to the project 10 pts

10. Quality of swing space analysis – Thoroughness, creativity, and practicality of the plan to maintain continuous operations for both departments during demolition and construction. 10 pts

11. Additional Services and Firm Flexibility – Firm’s ability to provide additional services that may be a part of an individual project’s conceptual, environmental, design, or construction management phase, using other resources available within the firm or its subconsultants. 5 pts TOTAL: 100 pts
Based on the recommendation of a selection committee composed of the Police/Public Works Ad Hoc Committee, and City representatives, the City will select firms to interview. Final approval will be at the discretion of the City Council of Carmel-by-the-Sea. The City, with input from the City Administrator and staff, reserves the right to negotiate directly with only one (1) firm or discontinue this process at any time.

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16 APPENDIX 1:
*TENTATIVE SCHEDULE - RFP #2025-26-111825

ARCHITECTURAL SERVICES CONTRACT
New Police and Public Works Facilities
Date Activity
Week of July 29, 2025 Ad Hoc Committee Review of RFP
Tuesday, September 9, 2025 City Council Review of RFP
Tuesday, November 18, 2025 RFP released
Wednesday, December 10, 2025 Mandatory Walk-through @ 11:00 AM, Police Dept.

Tuesday, January 6, 2026 Questions from architects due
Tuesday, January 13, 2026 Answers to questions from City due Thursday, January 22, 2026 Proposals due - postmarked no later than 01/22/26 Week of February 2, 2026 Meet with and distribute proposals to review committee
Week of February 9, 2026 2nd meeting with review committee to select proposers for interviews
Week of February 16, 2026 Interviews with selected Architectural Firms Week of February 23, 2026 Deliberations
Wednesday, March 13, 2026 Final selection
March 13th through 27th, 2026 Contract negotiations
Tuesday, April 7, 2026 City Council contract approval
*This schedule is subject to change. Proposers will be notified of any amendments to this schedule.

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17 APPENDIX 2: SAMPLE PROFESSIONAL SERVICES AGREEMENT

PROFESSIONAL SERVICES AGREEMENT
for the
[Name of the Project and/or type of services
Agreement # ]
THIS AGREEMENT is executed this day of , 202 , by and between the City of Carmel-By-The-Sea, a municipal corporation, (hereinafter "City"), and [Name of Consultant], (hereinafter "Consultant"), collectively referred to herein as the “parties”.

WHEREAS, the City wishes to engage Consultant to perform the services required by this Agreement; and, WHEREAS, Consultant is willing to render such professional services, as hereinafter defined, on the following terms and conditions; and
WHEREAS, Consultant represents that it is trained, experienced and competent and holds all necessary licenses and certifications to perform the services required by this Agreement.

NOW, THEREFORE, in consideration of the terms and conditions herein contained, the parties hereby covenant and agree as follows:

1. SERVICES
A. Scope of Services. Consultant agrees to provide to the City, as the scope of services (“Scope of Services”) under this Agreement, the following: [insert general description of the scope of work]. The Scope of Services is attached hereto as Exhibit “A.” The Scope of Services under this Agreement shall include, but is not limited to, a project description, project phases, task descriptions, identification of key personnel, identification of subconsultants, their key personnel and general description of services that will be performed, as further set forth in this Agreement and attachments hereto.

B. Change Orders. Agreements and Change Orders exceeding $24,999 require City Council approval to be valid. The City may, from time to time, by written notice to Consultant, make changes to the Scope of Services as defined in Section 1.A above, and Consultant shall carry out the Services subject to such changes, within the time limits agreed to by the parties. The compensation and/or Project Schedule shall be increased or decreased by written Change Order to this Agreement (“Change Order”), signed by the City and Consultant, prior to commencement of any such changes of the Services. However, any increase in compensation beyond the compensation limit amount approved by the City Council must be authorized in advance by Council. The City shall not be liable to pay additional compensation to Consultant for any additional services performed without an executed Change Order issued prior to proceeding with amended services. All other terms of this Agreement shall apply to authorized Change Orders.

2. COMPENSATION
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18 A. Total Fee. The City agrees to pay and Consultant agrees to accept as full and fair consideration for the performance of this Agreement, hourly fees as set forth in Consultant’s Fee Schedule (Exhibit “B”), in a total amount not-to-exceed Thousand Hundred and Dollars ($ .00). Such compensation shall be considered the “Maximum Authorized Expenditure” under this Agreement. The Fee Schedule shall include, but is not limited to, fees for each phase and task, not-to-exceed total fee, hourly rates, reimbursable rates and subconsultant mark-up rates. Payment of any compensation to Consultant hereunder shall be contingent upon performance of the terms and conditions of this Agreement to the satisfaction of the City. If the City determines that the Services set forth in the written invoice have not performed in accordance with the terms of this Agreement, the City shall not be responsible for payment until the Services have been satisfactorily performed.

B. Invoicing. Consultant shall submit to the City monthly written invoices to the City’s Project Representative, identified in Section 5 herein. Invoices shall be prepared in a form satisfactory to the City, describing the services rendered and associated costs for the period covered by the invoice. The City shall provide invoicing format upon request. Consultant shall not bill the City for duplicate services performed by more than one person.

Consultant’s invoices shall include, but are not limited to, the following information:
i. Project Title, the City’s Purchase Order number and City’s Project Code(s) for each project; ii. Invoice number and date;
iii. A brief description of services performed for each project phase and/or task; iv. The budgeted amount for each phase, task and item, including the total amount, with the same for approved Change Orders, if any;
v. Amount invoiced to date divided by the agreed total compensation, expressed as a percentage, with the same for approved Change Orders, if any;
vi. The amount earned and invoiced to date for each phase, task and/or item, including the total amount, with the same for approved Change Orders, if any; vii. The amount previously invoiced for each phase, task and/or item, including the total amount, with the same for approved Change Orders, if any;
viii. The amount due for the period covered by this invoice for each phase, task, and/or item, including the total amount, with the same for approved Change Orders, if any; ix. For time and materials authorizations, the number of hours spent, by whom and their hourly rate for each phase, task and/or item, including the total amount; x. The costs incurred, including reimbursables, for each phase, task, and/or item for the agreed total compensation and approved Change Orders, if any, along with a brief description of those costs; xi. The total amount due for the period covered by this invoice, including subconsultants and vendors of services or goods;
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19 xii. Copies of subconsultant, vendor, and reimbursable invoices including hourly breakdowns when requested by City.
xiii. Copies of subconsultant and vendor lien releases.

Any such invoices shall be in full accord with any and all applicable provisions of this Agreement.

Consultant shall submit invoices to the City on or before the sixteenth (16th) day of each month for services performed in the preceding month. The City shall make payment on each such invoice within thirty (30) days of receipt; provided, however, that if Consultant submits an invoice which is incorrect, incomplete, or not in accord with the provisions of this Agreement, the City shall not be obligated to process any payment to Consultant until thirty (30) days after a correct and complying invoice has been submitted by Consultant.

The City shall not be obligated to pay Consultant a greater percentage of the Maximum Authorized Expenditure than the actual percentage of services completed as of the invoice date.

Consultant agrees to remit and shall be responsible for all withholding taxes, income taxes, unemployment insurance deductions, and any other deductions required by applicable federal, state or local laws and regulations for Consultant, its employees, subconsultants and vendors of services or goods.

C. Adjustment of Fees. The City may increase or decrease the Maximum Authorized Expenditure by issuing a Change Order to the Agreement in accordance with Section 1.B “Change Orders” above. Should Consultant consider that any request or instruction from the City’s Project Representative constitutes a change in the scope of services, Consultant shall so advise the City’s Project Representative, in writing, within fourteen (14) calendar days of such request or instruction. Without said written advice within the time period specified, the City shall not be obligated to make any payment of additional compensation to Consultant.

D. Hourly Rates. Payment for all authorized services, including payment for authorized on-call, as-needed services, shall be made by the City to Consultant in accordance with the various hourly rates as set forth in the Consultant’s Fee Schedule (Exhibit “B”).

E. Subconsultants and Vendors. Invoices for subconsultants and vendors of services or goods will be paid by the City to Consultant in accordance with the various rates as set forth in the Consultant’s Fee Schedule (Exhibit “B”). All reimbursable expenses shall be considered as included within the Maximum Authorized Expenditure. Consultant shall be solely responsible for payment to subconsultants and vendors of services or goods, and the City shall not be responsible or liable for any payments to subconsultants and vendors, either directly or indirectly.

F. Audit and Examination of Accounts:
i. Consultant shall keep and will cause any assignee or subconsultant under this Agreement to keep accurate books of records and accounts, in accordance with sound accounting principles, which pertain to services to be performed under this Agreement.
ii. Any audit conducted of books of records and accounts shall be in accordance with generally accepted professional standards and guidelines for auditing.

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20 iii. Consultant hereby agrees to disclose and make available any and all information, reports, books of records or accounts pertaining to this Agreement to the City and any city of the County of Monterey, or other federal, state, regional or governmental agency which provides funding for these Services. iv. Consultant shall include the requirements of Section 2F, “Audit and Examination of Accounts”, in all contracts with assignees or subconsultants under this Agreement. v. All records provided for in this Section are to be maintained and made available throughout the performance of this Agreement and for a period of not less than four (4) years after full completion of services hereunder. All records, which pertain to actual disputes, litigation, appeals or claims, shall be maintained and made available for a period of not less than four (4) years after final resolution of such disputes, litigation, appeals or claims.
[INCLUDE THE FOLLOWING SECTION IF PSA IS FOR AN ON-CALL AGREEMENT OR CONTAINS OPTION FOR ON-CALL WORK]
G. On-Call Agreements. The amount of work (scope of services) to be requested during the Agreement term cannot be well defined at the outset. The Consultant agrees to perform the work on an on-call basis in such increments and at such times as defined in written work requirements issued by the City as the need arises. The Consultant agrees that the offer to perform the work at the various rates as set forth in the Consultant’s Fee Schedule (Exhibit “B”) remains in effect for all work requirements issued by the City during the Agreement term or until the exhaustion of the Agreement funding limit, whichever occurs first. The City does not guaranty a minimum dollar value of work.

3. AGREEMENT TERM
A. Term. The work under this Agreement shall commence by [start date of contract] and shall be completed by [end date of contract] unless sooner terminated or the City grants an extension of time in writing pursuant to the terms of this Agreement, except for provisions in this Agreement that shall survive the termination or completion of this Agreement. Consultant shall perform Change Order services as set out in Section 1.B, “Amendment of Services (Change Orders)”, in a timely manner or in accordance with the agreed upon Change Order Project Schedule.

B. Timely Work. Consultant shall perform all Services in a timely fashion, as set forth more specifically in Section 3.A, “Term”, and Section 3.C, “Project Schedule”, of this Agreement. Failure to perform is hereby deemed a material breach of this Agreement, and the City may terminate this Agreement with no further liability hereunder, or may authorize, in writing, an extension of time to the Agreement.

C. Project Schedule. Services shall be completed by Consultant in accordance with the Project Schedule attached hereto as Exhibit “C”. The parties may, from time to time, by Change Order, alter the Project Schedule.

Consultant shall provide the Services pursuant to the Project Schedule or any applicable Project Schedule Change Order. If at any time Consultant discovers that the Project Schedule cannot be met, Consultant shall promptly notify the City in writing and provide a revised Project Schedule for review and consideration by City.

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21 [THE FOLLOWING PARAGRAPH TO BE INCLUDED IF A PROJECT SCHEDUAL IS NOT REQUIRED BUT SPECIFIC PROJECT DATES ARE KNOWN OR REQUIRED]
If a Project Schedule is not required, Consultant shall perform the Services under this Agreement in accordance with the following phase, task and/or milestone dates:
[List phase, task, milestone, funding, design, design review, construction and other deadline dates as applicable]
D. Notice to Proceed. Upon execution of this Agreement by both parties and the receipt of all documentation required by this Agreement to be provided by Consultant to the City, the City shall issue a written Notice to Proceed to the Consultant. The City may, in its sole discretion, issue subsequent notices from time to time regarding further portions or phases of the work. Upon receipt of such notices, Consultant shall diligently proceed with the Services authorized and complete those Services within the agreed time specified in said notice.

Consultant shall not proceed with any of the Services unless they have received a Notice to Proceed from the City.

4. CONSULTANT’S EMPLOYEES AND SUBCONSULTANTS
A. Listed Employees and Subconsultants. Consultant shall perform the Services using the individuals listed in the Key Employees and Subconsultants List attached hereto in Exhibit “A”.

B. Substitution of Employees or Subconsultants:
i. Consultant shall not substitute any key employee or subconsultant listed in Exhibit “A” without the prior written approval of the City, and such approval shall not be unreasonably withheld. The City shall not approve removal or substitution of employees or subconsultants for the reason that Consultant or its affiliates has called on such individuals to perform services for another client of the Consultant. ii. If, at any time, the City reasonably objects to the performance, experience, qualifications or suitability of any of Consultant’s employees or subconsultants, then Consultant shall, on written request from the City, replace such employee or subconsultant. Consultant shall, subject to scheduling and staffing considerations, make reasonable efforts to replace the individual with an individual of similar competency and experience.
iii. Regardless of whether or not the City consents to, or requests a substitution of any employee or subconsultant of Consultant, the City shall not be liable to pay additional compensation to Consultant for any replacement or substitution.

C. Sub-agreements with Subconsultants. Consultant shall incorporate the terms and conditions of this Agreement into all sub-agreements with subconsultants in respect of the Services necessary to preserve all rights of the City under this Agreement. Consultant shall be fully responsible to the City of all acts and omissions of subconsultants and of persons employed by any subconsultant.

D. Not an Agent of the City. Nothing in this Agreement shall be interpreted so as to render the City the agent, employer, or partner of Consultant, or the employer of anyone working for or subcontracted by Consultant, and Consultant must not do anything that would result in anyone working for or subcontracted by ATTACHMENT 1

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22 Consultant being considered an employee of the City. Consultant is not, and must not claim to be and agent of the City.

E. Independent Contractor:
i. Consultant is an independent contractor. This Agreement does not create the relationship of employer and employee, a partnership, or a joint venture. The City shall not control or direct the details, means, methods or processes by which Consultant performs the Services. Consultant is responsible for performance of the Services and may not delegate or assign any Services to any other person except as provided for herein.

Consultant shall be solely liable for the work quality and conditions of any partners, employees and subconsultants.
ii. No offer or obligation of permanent employment with the City or particular City department or agency is intended in any manner, and Consultant shall not become entitled by virtue of this Agreement to receive from the City any form of employee benefits including but not limited to sick leave, vacation, retirement benefits, workers’ compensation coverage, insurance or disability benefits. Consultant shall be solely liable for and obligated to pay directly all applicable taxes, including federal and state income taxes and social security, arising out of Consultant’s performance of Services under this Agreement. In connection therewith, Consultant shall defend, indemnify and hold the City harmless from any and all liability, which the City may incur because of Consultant’s failure to pay such taxes.

5. REPRESENTATIVES AND COMMUNICATIONS
A. City’s Project Representative. The City appoints the individual named below as the City’s Project Representative for the purposes of this Agreement (“City’s Project Representative”). The City may unilaterally change its project representative upon notice to Consultant.

Name:

Title:

Address:

Telephone:

Email:

B. Consultant’s Project Manager. Consultant appoints the person named below as its Project Manager for the purposes of this Agreement (“Consultant’s Project Manager”).

Name:

Title:

Address:

Telephone:

Email:

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23 C. Meet and Confer. Consultant agrees to meet and confer with the City’s Project Representative, its agents, or employees with regards to Services as set forth herein as may be required by the City to insure timely and adequate performance of this Agreement.

D. Communications and Notices. All communications between the City and Consultant regarding this Agreement, including performance of Services, shall be between the City’s Project Representative and Consultant’s Project Manager. Any notice, report, or other document that either party may be required or may wish to give to the other must be in writing and shall be deemed to be validly given to and received by the addressee, if delivered personally, on the date of such personal delivery, if delivered by email, on the date of transmission, or if by mail, seven (7) calendar days after posting.

6. INDEMNIFICATION
Consultant hereby agrees to the following indemnification clause:

To the fullest extent permitted by law (including, without limitation, California Civil Code Sections 2782 and 2782.6), Consultant shall defend (with legal counsel reasonably acceptable to the City), indemnify and hold harmless the City and its officers, designated agents, departments, officials, representatives and employees (collectively "Indemnitees") from and against claims, loss, cost, damage, injury expense and liability (including incidental and consequential damages, Court costs, reasonable attorneys' fees as may be determined by the Court, litigation expenses and fees of expert consultants or expert witnesses incurred in connection therewith and costs of investigation) to the extent they arise out of, pertain to, or relate to, the negligence, recklessness, or willful misconduct of Consultant, any subconsultant or subcontractor, anyone directly or indirectly employed by them, or anyone that they control (collectively "Liabilities"). Such obligations to defend, hold harmless and indemnify any Indemnitee shall not apply to the extent that such Liabilities are caused in part by the active negligence or willful misconduct of such Indemnitee.

Notwithstanding the provisions of the above paragraph, Consultant agrees to indemnify and hold harmless the City from and against all claims, demands, defense costs, liability, expense, or damages arising out of or in connection with damage to or loss of any property belonging to Consultant or Consultant's employees, subconsultants, representatives, patrons, guests or invitees.

Consultant further agrees to indemnify the City for damage to or loss of City property to the proportionate extent they arise out of Consultant's negligent performance of the work associated with this Agreement or to the proportionate extent they arise out of any negligent act or omission of Consultant or any of Consultant's employees, agents, subconsultants, representatives, patrons, guests or invitees; excepting such damage or loss arising out of the negligence of the City.

7. INSURANCE
Consultant shall submit and maintain in full force all insurance as described herein. Without altering or limiting Consultant's duty to indemnify, Consultant shall maintain in effect throughout the term of this Agreement a policy or policies of insurance with the following minimum limits of liability:

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24 A. Commercial General Liability Insurance including but not limited to premises, personal injuries, bodily injuries, property damage, products, and completed operations, with a combined single limit of not less than $1,000,000 per occurrence and $2,000,000 in the aggregate.

B. Professional Liability Insurance with limits of not less than $1,000,000 per occurrence or claim and $2,000,000 in the aggregate. Consultant will either maintain or cause to be maintained professional liability coverage in full force or obtain extended reporting (tail) coverage (with the same liability limits) for at least three years following the City's acceptance of the work.

C. Automobile Liability Insurance covering all automobiles, including owned, leased, non‑owned, and hired automobiles, used in providing Services under this Agreement, with a combined single limit of not less than $1,000,000 per occurrence.

D. Workers' Compensation Insurance. If Consultant employs others in the performance of this Agreement, Consultant shall maintain Workers' Compensation insurance in accordance with California Labor Code section 3700 and with a minimum of $1,000,000 per occurrence.

E. Other Insurance Requirements:
i. All insurance required under this Agreement must be written by an insurance company either:
a. admitted to do business in California with a current A.M. Best rating of no less than A:VI; or b. an insurance company with a current A.M. Best rating of no less than A:VII. Exception may be made for the State Compensation Insurance Fund when not specifically rated. ii. Each insurance policy required by this Agreement shall not be canceled, except with prior written notice to the City.
iii. The general liability and auto policies shall:
a. Provide an endorsement naming the City of Carmel-by-the-Sea, its officers, officials, employees, and volunteers as additional insureds. General liability coverage can be provided in the form of an endorsement to the Consultant’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10 and CG 23 37 forms if later revisions used).
b. Provide that such Consultant’s insurance is primary as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City of Carmel-by-the-Sea shall be excess to the Consultant’s insurance and shall not contribute with it. c. Contain a “Separation of Insureds” provision substantially equivalent to that used in the ISO form CG 00 01 10 01 or their equivalent.
d. Provide for a waiver of any subrogation rights against the City via an ISO CG 24 01 10 93 or its equivalent. iv. Prior to the start of work under this Agreement, Consultant shall file certificates of insurance and endorsements evidencing the coverage required by this Agreement with the City. Consultant shall file a new or ATTACHMENT 1

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25 amended certificate of insurance promptly after any change is made in any insurance policy which would alter the information on the certificate then on file.
v. Neither the insurance requirements hereunder, nor acceptance or approval of Consultant’s insurance, nor whether any claims are covered under any insurance, shall in any way modify or change Consultant’s obligations under the indemnification clause in this Agreement, which shall continue in full force and effect. All coverage available to the Consultant as named insured shall also be available and applicable to the additional insured. Notwithstanding the insurance requirements contained herein, Consultant is financially liable for its indemnity obligations under this Agreement. vi. All policies shall be written on a first dollar coverage basis or contain a deductible provision. Any deductibles or self-insured retentions (“SIR”) must be declared to and approved by the City. At the option of the City, either: the insured shall reduce or eliminate such deductibles or SIR as respects the City, its officers, officials, employees and volunteers; or Consultant shall provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration, and defense expenses. In no event shall any SIR or insurance policy contain language, whether added by endorsement or contained in the policy conditions, that prohibits satisfaction of any self-insured provision or requirement by anyone other than the named insured, or by any means including other insurance, or which is intended to defeat the intent or protection of an additional insured.
vii. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. viii. Consultant shall require and verify that all subconsultants and subcontractors maintain insurance meeting all the requirements stated herein.

8. PERFORMANCE STANDARDS
A. Consultant warrants that Consultant and Consultant’s agents, employees, and subconsultants performing Services under this Agreement are specially trained, experienced, and competent and have the degree of specialized expertise contemplated within California Government Code Section 37103, and further, are appropriately licensed to perform the work and deliver the Services required under this Agreement.

B. Consultant, its agents, employees, and subconsultants shall perform all Services in a safe and skillful manner consistent with the highest standards of care, diligence and skill ordinarily exercised by professional consultants in similar fields in accordance with sound professional practices. All work product of Consultant shall comply with all applicable laws, rules, regulations, ordinances and codes. Consultant also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement. All Services performed under this Agreement that are required by law to be performed or supervised by licensed personnel shall be performed in accordance with such licensing requirements.

C. Consultant shall furnish, at its own expense, all materials, equipment and personnel necessary to carry out the terms of this Agreement. Consultant shall not use the City premises, property (including equipment, instruments, or supplies) or personnel for any purpose other than in the performance of its obligations under this Agreement.

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26 D. Consultant agrees to perform all work under this Agreement to the satisfaction of City and as specified herein. The City’s Project Representative or his or her designee shall perform evaluation of the work. If the quality of work is not satisfactory, City in its discretion may meet with Consultant to review the quality of work and resolve the matters of concern, and may require Consultant to repeat the work at no additional fee until it is satisfactory.

9. CITY INFORMATION AND RESOURCES
A. Available Information. The City shall make available to Consultant all relevant information, plans, maps, reports, specifications, standards and pertinent data which is in the hands of the City and is required by Consultant to perform the Services. Consultant shall be entitled to rely upon the accuracy and completeness of such information and data furnished by the City, except where it is stated otherwise or unreasonable.

B. City Resources. The City acknowledges that Consultant’s ability to provide the Services in accordance with this Agreement may be dependent on the City providing available information and resources in a prompt and timely manner as reasonably required by Consultant. To the extent that the City fails to provide City resources, Consultant shall not be liable for any resulting delay in the Services or failure to meet the Project Schedule, but in no event shall such delay or failure to provide City resources constitute a breach of this Agreement by the City, nor shall Consultant be entitled to extra compensation for same.

C. Obligations of Consultant. No reviews, approvals, or inspections carried out or supplied by the City shall derogate from the duties and obligations of Consultant, and all responsibility related to performance of the Services shall be and remain with Consultant.

10. OWNERSHIP AND USE OF MATERIALS
A. Ownership of the Materials. All data, studies, reports, calculations, field notes, sketches, designs, drawings, plans, specifications, cost estimates, manuals, correspondence, agendas, minutes, notes, audio-visual materials, photographs, models, software data, computer software (if purchased on the City’s behalf) and other documents or products produced by Consultant under this Agreement (collectively, “the Materials”) are and shall remain the property of the City even though Consultant or another party may have physical possession of them or a portion thereof. Consultant hereby waives, in favor of the City, any moral rights Consultant, its employees, subconsultants, vendors, successors or assignees may have in the Materials.

B. No Patent or Copyright Infringement. Consultant guarantees that in its creation of the Materials produced under this Agreement, no federal or state patent or copyright laws were violated. Consultant agrees that all copyrights, which arise from creation of the work or Services pursuant to this Agreement, shall be vested in the City and waives and relinquishes all claims to copyright or intellectual property rights in favor of the City.

Consultant covenants that it will defend, indemnify and hold City harmless from any claim or legal action brought against the City for alleged infringement of any patent or copyright related to City’s use of Materials produced by Consultant and its employees, agents and subconsultants under this Agreement.

C. Delivery and Use of the Materials. All Materials shall be transferred and delivered by Consultant to the City without further compensation following the expiration or sooner termination of this Agreement, provided that the City may, at any time prior to the expiration or earlier termination of this Agreement, give written notice to Consultant requesting delivery by Consultant to the City of all or any part of the Materials in which event ATTACHMENT 1

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27 Consultant shall forthwith comply with such request. The Materials created electronically must be submitted in a format and medium acceptable to the City. The Materials may be used by the City in any manner for the intended purpose or as part of its operations associated with the Materials.

D. Survival of Ownership and Use Provisions. It is understood and agreed that the provisions contained in Section 10, Ownership and Use of Materials, shall survive the expiration or earlier termination of this Agreement, and that this Section is severable for such purpose.

E. Additional Copies. If the City requires additional copies of reports, or any other material that Consultant is required to furnish as part of the Services under this Agreement, Consultant shall provide such additional copies, and the City shall compensate Consultant for the actual costs related to the production of such copies by Consultant.

11. CONFIDENTIALITY
A. No Disclosure. Consultant shall keep confidential and shall not disclose, publish or release any information, data, or confidential information of the City to any person other than representatives of the City duly designated for that purpose in writing by the City. Consultant shall not use for Consultant’s own purposes, or for any purpose other than those of the City, any information, data, or confidential information Consultant may acquire as a result of the performance of the Services under this Agreement. Consultant shall promptly transmit to the City any and all requests for disclosure of any such confidential information or records. The obligations under this Section shall survive the expiration or earlier termination of this Agreement.

B. California Public Records Act. Consultant acknowledges that the City is subject to the California Public Records Act (Government Code Section 6250 et seq.), known as the “PRA”, and agrees to any disclosure of information by the City as required by law. Consultant further acknowledges that it may have access to personal information as defined under the PRA, and Consultant shall not use any such personal information for any purposes other than for the performance of Services under this Agreement without the advance written approval of the City.

All Scopes of Services and related documents received shall be public records, with the exception of those elements, identified by the Consultant as business trade secrets and are plainly marked “Trade Secret”, “Confidential” or “Proprietary”. If disclosure is required under the PRA or otherwise by law, the City shall not be liable or responsible for the disclosure of any such records and the Consultant shall indemnify, defend, and hold the City harmless for any such disclosure.

12. CONFLICT OF INTEREST
Consultant is required to file a Form 700 in compliance with the City’s Conflict of Interest Code unless a written determination by the City Administrator is made modifying or eliminating said requirement, or unless otherwise exempted by law.

In addition, Consultant, Consultant’s employees, and subconsultants agree as follows:

A. That they shall conduct their duties related to this Agreement with impartiality, and shall, if they exercise discretionary authority over others in the course of those duties, disqualify themselves from dealing with anyone with whom a relationship between them could bring the impartiality of Consultant or its employees into ATTACHMENT 1

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28 question;
B. Shall not influence, seek to influence, or otherwise take part in a decision of the City knowing that the decision may further their private interests;
C. Shall not accept any commission, discount, allowance, payment, gift, or other benefit connected, directly or indirectly, with the performance of Services related to this Agreement, that causes, or would appear to cause, a conflict of interest;
D. Shall have no financial interest in the business of a third party that causes, or would appear to cause, a conflict of interest in connection with the performance of the Services related to this Agreement, and if such financial interest is acquired during the term of this Agreement, Consultant shall promptly declare it to the City, and;
E. Shall not, during the term of this Agreement, perform a service for, or provide advice to, any person, firm, or corporation, which gives rise to a conflict of interest between the obligations of Consultant under this Agreement and the obligations of Consultant to such other person, firm or corporation.

13. DISPUTE RESOLUTION
A. Dispute Resolution Procedures. The parties shall make reasonable efforts to promptly resolve any dispute, claim, or controversy arising out of or related to this Agreement (“Dispute”) using the Dispute Resolution Procedures set forth in this Section.

B. Negotiations. First, the City’s Project Representative and Consultant’s Project Manager shall make reasonable efforts to resolve any Dispute by amicable negotiations and shall provide frank, candid, and timely disclosure of all relevant facts, information, and documents to facilitate negotiations. Should these negotiations be unsuccessful in resolving the Dispute, the matter shall be promptly referred to the City Administrator or designee, and the Consultant’s Principal, who shall meet and confer, in good faith, to resolve the Dispute to mutual satisfaction of the parties.

C. Mediation. If all or any portion of a Dispute cannot be resolved by good faith negotiations as set forth above within thirty (30) days of the date that the matter was referred to the City Administrator pursuant to subsection B above, either party may, by notice to the other party, submit the Dispute for formal mediation to a mediator selected mutually by the parties from the Monterey Superior Court’s Court-Directed Mediator Panel list. The duration of any such mediation shall not exceed 2 hours unless otherwise agreed to by the parties. The cost of the mediation (including fees of mediators) shall be borne equally by the parties, and each party shall bear its own costs of participating in mediation. The mediation shall take place within or in close proximity to the City of Carmel-by-the-Sea.

In any mediation conducted pursuant to this section, the provisions of California Evidence Code section 1152 shall be applicable to limit the admissibility of evidence disclosed by the parties in the course of the mediation.

In the event the parties are unsuccessful in resolving the dispute through the mediation process, then the parties agree that the dispute shall be submitted to Binding Arbitration to a singe Arbitrator in accordance with the existing Rules of Practice and Procedure of the Judicial Arbitration and Mediation Services, Inc. (JAMS) within thirty (30) days of the close of mediation as declared by the mediator.

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29 D. Arbitration. The submission to Mediation and Arbitration in accordance with the requirements of this section of any and all agreements, differences, or controversies that may arise hereunder is made a condition precedent to the institution of any action or appeal at law or in equity with respect to the controversy involved.

The award by the arbitrator shall have the same force and effect and may be filed and entered, as a judgment of the Superior Court of the State of California and shall be subject to appellate review upon the same terms and conditions as the law permits for judgments of Superior Courts. A “Prevailing Party” shall be determined in the Arbitration, and the prevailing party shall be entitled to reasonable attorney’s fees and costs incurred, and accrued interest on any unpaid balance that may be due. Costs shall include the cost of any expert employed in the preparation or presentation of any evidence. All costs incurred and reasonable attorney fees shall be considered costs recoverable in that proceeding, and be included in any award.

14. TERMINATION OF AGREEMENT
A. Termination for Cause or Default. The City reserves the right to immediately terminate this Agreement, in whole or in part, if Consultant or any subconsultant defaults or fails to deliver the Services in accordance with the terms and conditions of this Agreement. Such termination shall be in writing, shall set forth the effective date of termination, shall not result in any penalty or other charges to the City, and may be issued without any prior notice. Without limitation, Consultant is in default of its obligations contained in this Agreement if Consultant, or any subconsultant:
i. Fails to perform the required Services within the term and/or in the manner provided under this Agreement;
ii. Fails to supply sufficient, properly skilled workers or proper workmanship, products, material, tools and equipment to perform the Services;
iii. Fails to observe or comply with all laws, ordinances, including all requirements of governmental or quasi-governmental authorities, including federal, state, and local government enactments, bylaws, and other regulations now or, following the date of this Agreement, in force that pertain to; iv. Fails to observe or comply with the City’s reasonable instructions; v. Breaches the Conflict of Interest provisions of this Agreement; or vi. Otherwise violates any provision of this Agreement.

B. Termination for Convenience. The City may, at its option, terminate this Agreement, in whole or in part, at any time during the Agreement Term for the convenience of the City.

C. Steps after Termination:
i. Upon termination of this Agreement by the City for any reason, the City shall pay Consultant for satisfactorily performed Services and disbursements incurred by Consultant to the date of termination pursuant to this Agreement, less any amounts necessary to compensate the City for damages or costs incurred by the City arising from Consultant’s default. Termination will be without prejudice to any other rights or remedies the City may have.

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30 ii. Upon receipt of written notice of termination of this Agreement by the City for any reason, Consultant shall:
a. Promptly cease all Services, including Services provided by any subconsultant, unless otherwise directed by the City; and
b. Deliver to the City all the Materials provided to Consultant or prepared by or for Consultant or the City in connection with this Agreement. Such Materials are to be delivered to the City in completed form; however, notwithstanding the provisions of Section 10, Ownership and Use of Materials, herein, the City may condition payment for services rendered to the date of termination upon Consultant’s delivery to the City of such Materials. iii. In the event this Agreement is terminated by the City for any reason, the City is hereby expressly permitted to assume the projects and Services, and to complete them by any means including, but not limited to, an agreement with another party.

15. LEGAL ACTION / VENUE
A. Should either party to this Agreement bring legal action against the other, the validity, interpretation and performance of this Agreement shall be controlled by and construed under the laws of the State of California, excluding California’s choice of law rules.

B. Venue for any such action relating to this Agreement shall be in Monterey County.

C. If any legal action or proceeding, including action for declaratory relief, is brought for the enforcement of this Agreement or because of an alleged dispute, breach, default or misrepresentation in connection with this Agreement, the prevailing party shall be entitled to recover reasonable attorneys’ fees as may be determined by the Arbitrator, experts’ fees, and other costs, in addition to any other relief to which the party may be entitled.

16. MISCELLANEOUS PROVISIONS
A. Non-discrimination. During the performance of this Agreement, Consultant, and its subconsultants, shall not unlawfully discriminate against any person because of race, religious creed, color, sex, national origin, ancestry, physical disability, mental disability, medical condition, marital status, age, or sexual orientation, either in Consultant’s employment practices or in the furnishing of services to recipients. Consultant further acknowledges that harassment in the workplace is not permitted in any form, and will take all necessary actions to prevent such conduct.

B. Acceptance of Services Not a Release. Acceptance by the City of the Services to be performed under this Agreement does not operate as a release of Consultant from professional responsibility for the Services performed.

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31 C. Force Majeure. Either party shall be absolved from its obligation under the Agreement when and to the extent that performance is delayed or prevented, and in the City’s case, when and to the extent that its need for vehicles, materials, or Services to be supplied hereunder are reduced or eliminated by any course, except financial, for reasons beyond its control. Such reasons include, but are not limited to: earthquake, flood, epidemic, fire, explosion, war, civil disorder, act of God or of the public enemy, act of federal, state or local government, or delay in transportation to the extent that they are not caused by the party’s willful or negligent acts or omissions, and to the extent that they are beyond the party’s reasonable control.

D. Headings. The headings appearing herein shall not be deemed to govern, limit, modify, or in any manner affect the scope, meaning or intent of the provisions of this Agreement. The headings are for convenience only.

E. Entire Agreement. This Agreement, including the Exhibits attached hereto, constitutes the entire agreement between the parties hereto with respect to the terms, conditions, and Services and supersedes any and all prior proposals, understandings, communications, representations and agreements, whether oral or written, relating to the subject matter thereof pursuant to Section 1B, “Change Order of Services”. Any Change Order to this Agreement will be effective only if it is in writing signed by both parties hereto and shall prevail over any other provision of this Agreement in the event of inconsistency between them.

F. Conflict between Agreement and Exhibits. In the event of a conflict between a provision in this Agreement and a provision in an Exhibit attached to this Agreement, the provisions in this Agreement shall take precedence.

G. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original, and may be signed in counterparts, but all of which together shall constitute one and the same Agreement.

H. Multiple Copies of Agreement. Multiple copies of this Agreement may be executed, but the parties agree that the Agreement on file in the office of the City’s City Clerk is the version of the Agreement that shall take precedence should any difference exist among counterparts of this Agreement.

I. Authority. Any individual executing this Agreement on behalf of the City or Consultant represents and warrants hereby that he or she has the requisite authority to enter into this Agreement on behalf of such party and bind the party to the terms and conditions of this Agreement.

J. Severability. If any of the provisions contained in this Agreement are held illegal, invalid or unenforceable, the enforceability of the remaining provisions shall not be impaired thereby. Limitations of liability and indemnities shall survive termination of the Agreement for any cause. If a part of the Agreement is valid, all valid parts that are severable from the invalid part remain in effect. If a part of this Agreement is invalid in one or more of its applications, the part remains in effect in all valid applications that are severable from the invalid applications.

K. Non-exclusive Agreement. This Agreement is non-exclusive and both the City and Consultant expressly reserve the right to enter into agreements with other Consultants for the same or similar services, or may have its own employees perform the same or similar services.

ATTACHMENT 1

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32 L. Assignment of Interest. The duties under this Agreement shall not be assignable, delegable, or transferable without the prior written consent of the City. Any such purported assignment, delegation, or transfer shall constitute a material breach of this Agreement upon which the City may terminate this Agreement and be entitle to damages.

M. City Business License. Prior to receiving a Notice to Proceed from the City, Consultant shall obtain and maintain a valid City of Carmel-by-the-Sea Business License for the duration of the Agreement. Costs associated with the license are the responsibility of Consultant.

N. Laws. Consultant agrees that in the performance of this Agreement it will reasonably comply with all applicable federal, state and local laws and regulations. This Agreement shall be governed by and construed in accordance with the laws of the State of California and the City of Carmel-by-the-Sea.

IN WITNESS WHEREOF, the parties enter into this Agreement hereto on the day and year first above written in Carmel-by-the-Sea, California.

CITY OF CARMEL-BY-THE-SEA CONSULTANT
Mayor, City Administrator, or Designee Signature Consultant Signature Printed Name Printed Name
Title Title
Consultant Legal Company Name
ATTEST:

By: Date:

City Clerk
APPROVED AS TO FORM:

By: Date:

City Attorney
ATTACHMENT 1

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Date: 01/14/2026
To: All Eligible Proposers
Project: Police and Public Works Building Architectural Services Subject: Addendum #1
Acknowledge this addendum and all others in your proposal on “Acknowledgement of Addenda.” Failure to acknowledge addenda will result in a nonresponsive bid/proposal.

The Specifications are amended as follows:
1) Proposals must be postmarked by Thursday, January 22, 2026.

Clarifications – Bidder/Proposer questions with responses as follows:
2) Question: January 22, 2026 is a Thursday. Proposal says Tuesday. Please confirm due date for submission is Thursday January 22, 2026.

Response: The day of the week written on the RFP ("Tuesday") was an error.

Proposals must be postmarked by Thursday, January 22, 2026. 3) Question: Is there a budget for this project or prior police/public work buildings previously that can be shared?
Response: $1.3M was budgeted toward this effort in Fiscal Year 2022-23, and $3.239M was budgeted toward this effort in Fiscal Year 2023-24. However, since then, the total amount spent toward design was less than $500,000 and did not result in a design acceptable to the community. The City does not currently have an established or expected budget for this project.
4) Question: Is it possible to share existing drawings (if they exist) for both the police dept. + public work buildings?
Response: Yes, existing drawings can be found at
https://portal.laserfiche.com/Portal/Search.aspx?repo=r45db07c0&searchcommand=%7B%5B%5D%3A%5BAPN%5D%3D%220100960130 00%22%7D.

Click “Large Plans - Property File 010096013000 (2).” You are in the correct place if there are 18 pages of files.

Also click “Property File 010096013000_A (2).” You are in the correct place if there are 770 pages of files.
5) Question: Is there a recent survey from a licensed surveyor that has been performed on the property?
Response: No.
6) Will there be a geotechnical report provided from a geotechnical engineer or is this something that we should include within our bid?
Addendum originally sent via
email 01/14/2026; posted to City
website 01/14/2026.

ATTACHMENT 1

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Response: There will not be a geotechnical report provided by the City; this should be considered when submitting a bid.
7) Can you post the 1) Carmel-by-the-Sea's Design Guidelines and 2) community standards?
Response: Please note that there are not required Design Guidelines for City buildings. However, the successful bidder can expect that many of the same guidelines will be expected to be incorporated. Please visit https://ci.carmel.ca.us/post/design-studyreview-process and click the “Design Guidelines” dropdown to review the Residential and Commercial guidelines.

Visit https://ci.carmel.ca.us/post/general-plan. The General Plan discusses community character throughout the document’s sections. Specifically, the “Land Use & Community Character Element” may be helpful.
8) During the pre-proposal tour the City mentioned that a Facility Condition Assessment was conducted for the building. Can the City please share this report? Response: Yes, please use the following URL:
https://ci.carmel.ca.us/sites/main/files/fileattachments/facility_condition_assessment_0.pdf?1726847693 Alternatively, navigate to https://ci.carmel.ca.us/public-works. Midway down the page, select the rectangular box labeled “Facilities.” A link to the Facilities Condition Assessment report can then be found in the first bullet point below. 9) Can you issue an addendum that shares the sign-in sheet from the pre-proposal meeting?
Response: The following is a list of the companies who attended the pre-proposal meeting (those who are eligible to submit valid proposals). See Attachment A for original copy:
19six Architects
HGA Architects & Engineers
RMW Architecture & Interiors
MarJang Architecture
NM&R Architects
BA Collective
ColeBreit Engineering
RNTArchitects
Fuse Architecture
Jeselnick Architect + Coar Design
Vogel Wilson Energy Solutions
LDA Partners
LPAS Architecture
Hunter Porter Eldridge Architects
Jayson Architecture
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10) The RFP states that the response must not exceed 30 pages, can you clarify if that excludes tabs or any other pages?
Response: Tabs that are used as “divider pages/section separators” do not count toward the 30 page total, as they are not considered “pages.” 11) Will the City consider a two-week extension to the proposal due date from 01/22/2026 to 02/05/2026? Since the holidays of Thanksgiving, Christmas, and New Year's fell during the RFP proposal preparation period, Since the holidays of Thanksgiving, Christmas, and New Year's fell during the RFP proposal preparation period, many firms were closed during this timeframe.

Response: An extension is not anticipated. The holidays were considered when planning the timeframe of the RFP.
12) Will the City provide historic utility usage data to the Consultant? Response:The City will provide as much historical utility usage data as feasible to the awarded consultant.
13) Will the City provide utility as-builts and/or locating, or will that be expected to be provided by the Consultant?
Response:The consultant is generally responsible for obtaining utility as-builts from utility agencies. The City can provide storm drain information if it is available. 14) Will the City provide a topographic and boundary survey, or will that be expected to be provided by the Consultant?
Response: The consultant must provide any required new topographical, boundary, or geotechnical surveys as part of their service. The City does not have a recent survey from a licensed surveyor, though some boundary maps may exist in City or County records.
15) Within the RFP it notes within Section 9A "all relevant information, plans, maps, reports, specifications, standards and pertinent data which is in the hands of the City and is required by Consultant to perform the Services." Is it possible to identify what information on what the city has in hand to provide to the consultants? Response: Files within the City’s GIS (as noted in Question #3’s response) provide a number of plans and documents. Additionally, this topic has been thoroughly discussed at City Council meetings numerous times in the past several years, including reports produced by 4Leaf, a consultant formerly hired to assist with this project. Publicly available reports, as well as links to the corresponding YouTube videos of those meetings, may be found to be useful, and can be found by searching the City’s Public Meetings Database. Filters on this webpage can be used to search for meetings where there appears agenda items which discuss the Police/Public Works Building.

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16) Will the City provide historic utility usage data to the Consultant? Response: See question #12.
17) Can you confirm whether any consultants (e.g., geotechnical engineer, surveyor) will be contracted directly with the City of Carmel-by-the-Sea? Response: The consultant must provide any required new topographical, boundary, or geotechnical surveys as part of their service. The City does not have a recent survey from a licensed surveyor, though some boundary maps may exist in City or County records.
18) Does the City plan to engage a third-party Owner’s Representative for this project? Response: This has not yet been determined. The role may be handled in-house or by a contracted project person/firm.
19) Can the architectural design guidelines and community standards referenced in the RFP be provided?
Response: See Question #7.
20) Are Coastal Commission approvals anticipated for this project? Response: A City permit issued by the Planning and Building Department will serve in lieu of approval of the Coastal Commission, per the authority that the Coastal Commission has granted the City to approve certain projects, such as this Police/Public Works Building project.
21) Can an existing survey of the property be provided? Response: Please see answers to questions #14 and #17
22) Can existing drawings or documentation of the building be provided? Response: See Question #4.
23) Has the City established a target construction budget or budget range for the project?
Response: The City has not yet established a budget for the project. 24) Are there any Police or Public Works functions that must remain on-site at all times during construction, or can all operations be assumed to relocate to the temporary swing space?
Response: It is anticipated that all operations will need to relocate to a temporary swing space during construction. Relocating the police department is notably tricky due to critical telecommunications and backup generator needs. The City is asking consultants to recommend the least impactful swing space options or alternate work ATTACHMENT 1

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arrangements. The building next to the Police Station, the Carmel Youth Center (whose designs and related plans/files can be found in the City’s GIS platform as well), is also on the backup generator along with the Police Department and Public Works building.
25) Can you confirm that only hard-copy versions of the proposal will be accepted and that no digital submission is required?
Response: A digital version would be useful and is recommended to be submitted along with the hard copy.

All other conditions of the Specifications remain the same. Acknowledge this addendum and all others in the appropriate location in the proposal. Failure to acknowledge addenda will result in a nonresponsive bid.

If you have additional questions, please contact Ken Wysocki, Director of Public Works, by email at [email protected] .

Sincerely,
Tom Ford
Public Works, Administrative Analyst
ATTACHMENT 1

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Attachment A
ATTACHMENT 1

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Date: 01/16/2026
To: All Eligible Proposers
Project: Police and Public Works Building Architectural Services Subject: Addendum #2
Acknowledge this addendum and all others in your proposal on “Acknowledgement of Addenda.” Failure to acknowledge addenda will result in a nonresponsive bid/proposal.

The Specifications are amended as follows:
1) Extension of due date (i.e. the “postmarked by” date): Proposals must be postmarked by Thursday, February 5, 2026. This is a two-week extension from the previously-provided date of January 22, 2026.

Clarifications – Bidder/Proposer questions:

Unfortunately, one set of questions from an eligible proposer was unintentionally omitted from the list of Questions and Answers found in Addendum #1. Therefore, the City is extending the date by when proposals must be postmarked, which will now be Thursday, February 5, 2026.

This will allow the City sufficient time to answer the previously-omitted questions and issue a subsequent Addendum (#3), which can be expected prior to January 23, 2026.

If you have additional questions, please contact Ken Wysocki, Director of Public Works, by email at [email protected] .

Sincerely,
Tom Ford
Public Works, Administrative Analyst
ATTACHMENT 1

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Date: 01/23/2026
To: All Eligible Proposers
Project: Police and Public Works Building Architectural Services Subject: Addendum #3
Proposal Due Date: February 5, 2026
Acknowledge this addendum and all others in your proposal on “Acknowledgement of Addenda.” Failure to acknowledge addenda will result in a nonresponsive bid/proposal.

Clarifications – Bidder/Proposer questions with responses as follows:

1. Question: Scope of services section lists Hazardous Materials Handling. This is not typically within the A/E contract. Please confirm if this can be handled by 3rd party hired by Owner or Contractor?
Response: The selected Firm will be responsible for hiring this specialized service.

2. Question: For “Statement of Peer Review” listed under project management section on page 6, Is this to be a 3rd party peer review or is an in-house peer review by Architect not working on the project acceptable?
Response: The “Statement of Peer Review” referenced under Section V.B – Project Management (page 6) is intended to confirm that the Consultant will implement a formal quality assurance / quality control (QA/QC) peer review process for the project.

At this stage, the City confirms that:
• A third-party peer review is not mandatory unless specifically directed by the City through a future scope amendment or change order.
• An in-house peer review, performed by qualified licensed professionals not directly involved in day-to-day production of the project, is acceptable.

The peer review is expected to address, at a minimum:
• Constructability and coordination across disciplines; • Compliance with applicable codes and standards;
• Reduction of errors, omissions, and conflicts;
• Alignment with project budget, schedule, and operational requirements.

The Statement of Peer Review included in the proposal should briefly describe:
• The Consultant’s QA/QC and peer review methodology;
• The qualifications and independence of the reviewer(s); • How peer review comments will be documented and resolved.

The City reserves the right to require supplemental or independent peer review if warranted by project complexity, risk, or Council direction.

3. Question: Can you please provide the documentation of the Phase 1 concept programming Addendum #3 originally sent via
email 01/23/2026; posted to City
website 01/23/2026.

ATTACHMENT 1

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by Indigo group? Please confirm if the City wants to move forward with the phase 1 direction or clarify what changes are to be made to the original programming exercise.

Response:

The City confirms that a Phase 1 conceptual programming effort was previously completed by the Indigo Group to inform early planning and feasibility discussions for the Police and Public Works Facilities Project. This work established preliminary space needs, operational relationships, and order-of-magnitude square footage assumptions that informed the development of this RFP.

At this time:
• The Phase 1 conceptual programming documentation is not being issued as part of the RFP.
• Any past work done by Indigo is available at: https://ci.carmel.ca.us/post/police-buildingproject • Proposers should not assume that the Phase 1 program represents a final or City-adopted building program.

As stated in the RFP, the City’s intent is to:
• Use the Phase 1 conceptual program as a baseline reference, and • Engage the selected Architect to peer review, validate, refine, and, if necessary, modify the program in coordination with City leadership, Police, and Public Works staff, and consistent with City Council direction, budget, site constraints, and operational priorities.

The City has not pre-determined that the Phase 1 program will be carried forward without change. Rather, the RFP anticipates that:
• The selected Architect will assess what elements of the Phase 1 programming remain valid, • Identify gaps, redundancies, or opportunities for efficiency, • Recommend adjustments to align the program with current operational needs, community input, cost considerations, and long-term functionality.

Accordingly, proposers should focus on demonstrating:
• Their methodology for program validation and refinement, • Experience working from prior conceptual programming prepared by others, • Ability to guide stakeholders through a structured decision-making process to confirm a final program early in design.

4. Question: Is there a building program developed with square footages that the City/stakeholders plan to move forward with as a starting point? Response: The City has completed a Phase I conceptual building program that includes preliminary space needs and square footage assumptions for both the Police and Public Works facilities. This conceptual program is intended to serve as a starting point for design and validation, not a final or immutable solution.

As stated in the RFP:
• The selected Architect will peer review and validate the completed Phase I conceptual ATTACHMENT 1

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program.
• The Architect will work collaboratively with City leadership, Police, and Public Works staff to refine, adjust, and confirm program needs and square footage consistent with City Council direction, operational requirements, budget constraints, and site considerations.

For planning purposes, the RFP identifies the following approximate program targets:
• Police Department: ~7,360 square feet (interior) and ~10,900 square feet (exterior) • Public Works Department: ~3,650 square feet (interior) and ~22,206 square feet (exterior) These figures reflect current planning assumptions and prior analysis, including earlier consultant work, but remain subject to refinement during conceptual and schematic design phases.

Proposers should therefore:
• Assume a baseline program exists,
• Demonstrate their approach to validating and refining the program, and • Avoid assuming that square footages are fixed or fully resolved at the time of proposal.

5. Question: “Quality of Swing Space Analysis” is listed in the scoring section of the RFP but is not listed as a submittal deliverable. Please confirm expectations here. If the intent is that this analysis be provided with the RFP as a deliverable, please provide more information on program needs and minimum operational requirements to remain operational during construction. Please provide list/quantity of staff that will need swing space during construction.

Response: The City confirms that swing space planning is a required component of the Architect’s scope of services, as explicitly identified in the RFP. The intent is for the selected firm to analyze, evaluate, and recommend swing space strategies sufficient to maintain uninterrupted Police and Public Works operations during demolition and construction. The City does not expect proposers to provide a fully defined swing space solution at the time of proposal; rather, the swing space analysis itself is a key deliverable under the contract.

Program Needs and Operational Expectations
At a minimum, the swing space analysis must address:
• Continuity of essential public safety and public works services throughout construction. • Temporary facilities and/or phased construction strategies, including on-site and off-site options.
• Operational adjacencies, security, and access requirements, particularly for Police Department functions.
• Utilities, IT, communications, and evidence/security system continuity. • ADA compliance and safe public access, where applicable. • Preliminary cost implications and schedule impacts associated with swing space options.

The City anticipates that the selected Architect will refine these requirements in close coordination with City leadership, the Police Department, and the Public Works Department during early project phases, building upon prior programming and operational ATTACHMENT 1

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analyses prepared for the City.

6. Question: Are submissions limited to those firms who submitted proposals under the Architectural & Engineering services RFP issued earlier this year? Response: No. Any Firm whose name is listed on the mandatory Pre-Proposal Meeting signin sheet are eligible to submit proposals/work on the project.

7. Question: Item 8 in Scoring criteria lists inspections and testing. Inspections and testing are typically performed by a 3rd party inspection service. Please clarify intent.

Response: This item (outlined in Section VII, #8, Page 14 of the RFP) is intended to address the continuity of the selected Firm’s staff throughout the life of the project. As an example, the City should be able to point to prior projects the Firm has worked on, in which the Firm’s staff personnel remained consistent throughout the various stages of the project.

Inspections and testing were listed as example stages in which the Firm’s staff should remain consistent, as to avoid potential pitfalls which can occur when multiple personnel change management roles throughout the life of the project.

8. Question: All primary deliverables appear to be listed in the construction document phase.

Is it acceptable for us to provide a proposal utilizing the standard project phases:

Programming/Concept Design, Schematic Design, Design Development, Construction Documents, Agency Review, Bidding, Construction Administration, Commissioning/Closeout?
Response: Yes, it is acceptable to submit a proposal utilizing the project phases mentioned. The same Evaluation Criteria (as outlined in Item VII, Page 14 of the RFP) will still be used to evaluate proposals.

9. Question: Please clarify expectations on Community Engagement materials with accessibility accommodation. Are meetings to take place in a City facility that has provisions for hearing assistance devices and ADA accessibility? Please confirm bilingual refers to English & Spanish translation.

Response: Bilingual refers to English and Spanish.

The selected Firm should work with Staff to identify a reasonable amount of large print materials.

Meetings are planned to take place in a City facility that already has ADA accessibility.

The firm should work with the City’s IT Department to address any possible hearing assistance and/or closed captioning features.

10. Question: Pursuant of Item 2 within section B. Cost Proposal and Hourly Billing Rates, in which consultants are to comply with the Caltrans Local Assistance Procedures Manual for identifying hourly rates, if the Consultant complies with the Caltrans Local Assistance ATTACHMENT 1

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Procedures Safe Harbor program, can the rate requirements be waived? Response: Pursuant to Section VI.B, Item 2 – Cost Proposal and Hourly Billing Rates, the City requires Consultants and subconsultants to present hourly billing rates consistent with the Caltrans Local Assistance Procedures Manual (LAPM) methodology, including identification of base salary, fringe benefits, overhead, indirect cost surcharges, and profit.

If a Consultant participates in and fully complies with the Caltrans LAPM Safe Harbor Indirect Cost Rate Program, the City will accept the approved Safe Harbor indirect cost rate in lieu of a detailed audited indirect cost rate calculation.

However, Safe Harbor participation does not waive the requirement to:
• Identify hourly billing rates by staff classification, and • Provide sufficient cost information to demonstrate consistency with Caltrans LAPM requirements and local contracting standards.

At a minimum, Consultants utilizing Safe Harbor must:
• Clearly indicate Safe Harbor participation and approval status in their cost proposal; • Identify staff classifications and corresponding hourly billing rates; • Confirm that the proposed rates are derived using the approved Safe Harbor indirect cost rate.

The City reserves the right to request additional clarification or documentation if needed to confirm compliance with Caltrans LAPM, City policies, or audit requirements.

Acknowledge this addendum and all others in the appropriate location in the proposal.

Failure to acknowledge addenda will result in a nonresponsive bid.

If you have additional questions, please contact Ken Wysocki, Director of Public Works, by email at [email protected] .

Sincerely,
Tom Ford
Public Works, Administrative Analyst
ATTACHMENT 1

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Carmel-by-the-Sea City CouncilJuly 7, 2026

Carmel-by-the-Sea City Council
July 7, 2026