Cupertino City Council
December 3, 2024

CC 12-3-2024

#5

Approval of
November 19, 2024 City
Council Minutes

Desk Item
1 CITY COUNCIL STAFF REPORT
DESK ITEM
Meeting: December 3, 2024

Agenda Item #5

Subject
Approval of November 19, 2024 City Council minutes

Recommended Action
Approve the November 19, 2024 City Council minutes

Background:

Amendments were made to the draft November 19, 2024 City Council minutes.  The redline corrections  appear  on  page  3  under  the  Oral  Communications  and  Consent  Calendar sections (see Attachment B).

Attachments Provided with Original Staff Report:

A. Draft Minutes
Attachments Provided with Desk Item:

B. Amended Draft Minutes (redline)

City Council  Minutes  November 19, 2024

Jean Bedord discussed the City Manager and City Attorney performance evaluations.

Louise Saadati discussed the City Manager and City Attorney performance evaluations.

David discussed the rezoning of Linda Vista Drive.

San R discussed various topics including Councilmembers, Council actions, and the election.

Debbie Timmers discussed the City Manager and
City Attorney performance evaluations.

Lisa discussed the City Manager and City Attorney performance evaluations.

Sashi  Begur  discussed  various  topics  including  SB  403,  transparency,  Council  actions,  and rezoning.

Mayor Mohan closed the public comment period.

CONSENT CALENDAR (Items 5‐15)

Items 12 and 14 were removed from the Consent Calendar by Councilmember Chao and items 7 and 15 were removed by Councilmember Moore.

Mayor Mohan opened the public comment period and, seeing no one, closed the public comment period.

MOTION: Fruen moved (no second) to approve the items on the Consent Calendar except for as indicated. The motion carried with the following vote: Ayes: Mohan, Fruen, Chao, Moore, and Wei. Noes: None. Abstain: None. Absent: None.

Items 7, 12, 14, and 15 were placed after the Action Calendar for consideration per rule.

5. Subject: Approve the October 15, 2024 City Council minutes Recommended Action: Approve the October 15, 2024 City Council minutes

6. Subject: Approve the October 23, 2024 City Council minutes Recommended Action: Approve the October 23, 2024 City Council minutes

8. Subject: Ratifying Accounts Payable for the periods ending October 4, 2024; October 11, 2024; October 18, 2024; and October 25, 2024
Recommended Action: A. Adopt Resolution No. 24‐100 ratifying Accounts Payable for CC 12-3-2024

#7

FY 2023-24 Annual
Comprehensive Financial
Report (ACFR)

Desk Item
1 CITY COUNCIL STAFF REPORT

DESK ITEM
Meeting: December 3, 2024

Agenda Item #7

Subject
Receive the FY 2023-24 Annual Comprehensive Financial Report (ACFR)

Recommended Action
Receive the FY 2023-24 Annual Comprehensive Financial Report (ACFR)

Background:

Staff’s responses to questions received from councilmembers are shown in italics.

Q1: May I please have a link to the following loan agreements described in the ACFR:

“Housing Program Loans On June 30, 1995, the City loaned $821,000 to Community Housing Developers, a California nonprofit public benefit corporation. The note bears interest at three percent per annum, compounded annually, payable to the extent of surplus cash, and all unpaid principal and interest due June 30, 2035. As of June 30, 2024, the balance remaining on the loan was $1,934,740 including principal and interest in the amounts of $821,000 and $1,113,740, respectively. The loan was issued using resources in the amount of $417,000 and $404,000 in the General Fund and the Housing Development Special Revenue Fund, respectively and is considered governmental activities.

On June 6, 1996, the City loaned $320,000 to Cupertino Community Services, a California nonprofit public benefit corporation. The note bears interest at three percent per annum and due on July 14, 2026. As of June 30, 2024, the balance on the loan was $124,269. The loan was issued using resources in the Housing Development Special Revenue Fund and is considered governmental activities.

On September 11, 2017 the City loaned $3,672,000 to Stevens Creek, L.P., a California limited partnership. The note bears interest at three percent per annum for 55 years. After the completion of construction of the development, no later than April 30th of each

2 calendar year, the Developer shall make repayments of the Joan in an amount equal to the City loan percentage of the lenders' share of residual receipts. The payments shall be credited first against accrued interest and then against outstanding principal of the loan, and shall be accompanied by the developer's report of residual receipts. As of June 30, 2024, the balance remaining on the loan was $4,489,789 including principal and interest in the amounts of $3,672,000 and $817,789, respectively in the Housing Development Special Revenue Fund and is considered as governmental activities.” ACFR p. 71 (Council member Moore)

Staff Response: The original loan document can be found at the following links:

1. Community Housing Developers (1995)

2. Cupertino Community Services (1996)

3. Stevens Creek, L.P. (2017)

Q2: Which part of the Housing Development Special Revenue Fund (HDSRF) receives the interest payments for the above agreements, is it the BMR Fund? (Council member Moore) Staff Response: The Housing Development Special Revenue Fund (HDSRF) comprises the Community Development Block Grant Fund (CDBG), the Below Market Rate Housing Fund (BMR), and the California Department of Housing and Community Development Loan Rehab Fund (HCD). The 1995 loan to Community Housing Developers was funded by the General Fund ($417,000) and CDBG ($404,000); the 1996 loan to Cupertino Community Services was funded by the General Fund ($103,625) and CDBG ($216,375); and the 2017 loan to Stevens Creek, L.P. was funded entirely by BMR ($3,672,000). All loans accrue interest at a rate of three percent , with payments made based on an amortization schedule, a proportion of surplus cash from operations, or upon loan maturity, as dictated in the loan agreements.

Q3: The first loan, to Community Housing Developers, shows that General Fund and HDSRF funds were lent, does this result in prorated loan payments back to these respective funds? (Council member Moore)
Staff Response: The Community Housing Developers loan continues to accrue int erest, which is prorated between the General Fund and CDBG based on the original funding allocation. To date, no surplus cash has been reported or remitted, so no loan payments have been made to either fund.

Q4: Resource Recovery has income higher than expenses, is this correct? Resource recovery Expenses: $2,227,782 Income: $2,363,496 “The City has a solid waste franchise agreement with Recology that shares collection, landfill disposal, and recycling revenues and costs. This fund receives revenues from Recology with the funds going toward landfill costs, regulatory fees, and staffing costs that the City incurs to manage its solid waste, recycling, and household hazardous waste programs. Total operating revenue and expenses is at $2.4 million and $2.2 million, respectively. Considering net non -operating revenues of $0.2 million, net position increased by $0.3 to an ending fund balance of $5.1 million.” ACFR, p. 15 (Council member 3 Moore)
Staff Response: Correct, the Resource Recovery Fund operating revenues exceeded operating expenditures by approximately $ 0.2 million. H owever, this includes a one -time miscellaneous revenue adjustment of approximately $0.8 million related to Recology’s rate period four cost-based analysis. During rate year three of the initial three-year period of the Recology contract, Recology received revenue for garbage processing that never occurred. These unrealized processing costs were identified and corrected during the rate period four analysis. The excess funds are being held to offset future expenses for customers.

Attachments Provided with Original Staff Report:

A – FY 2023-24 ACFR
CC 12-3-2024

#9

LED Streetlights Installation
Project

Desk Item

CITY COUNCIL STAFF REPORT
DESK ITEM
Meeting: December 3, 2024
Agenda Item #9

Subject
Award a construction contract for the Light Emitting Diode (LED) Streetlight Installation Project to Bear Electrical Solutions in the amount of $628,449 and approve a third amendment to the construction management agreement with Tanko Lighting for a total contract amount not to exceed $306,914.

Recommended Action

1. Award a construction contract for the LED Streetlight Installation Project (budget unit 420‐99‐258, project number 2022‐13) in the amount of $629,449 to Bear Electrical Solutions.

2. Authorize the City Manager to execute the construction contract when all conditions have been met.

3. Authorize the Director of Public Works to execute any necessary change orders up to a construction contingency amount of $62,945 (10%), for a total contract amount of $692,394.

4. Authorize the third amendment to an agreement with Tanko Lighting for Construction Management and Consulting Services on various Capital Improvement Programs (CIP) Projects, by increasing the contract amount by $156,914, for a total contract amount not to exceed $306,914.

Background:

Q1: The staff report states that the contract amount is $629,449 with 10% contingency. But ʺTo ensure that construction work is completed in an orderly manner and in compliance with the project specifications ... increasing Tanko Lightings contract by $156,914 ... so that Tanko Lighting can perform construction management services for the City on this project.ʺ Thus, the management services costs 25% in addition to the cost of the project.

As a reference, Google search shows ʺA typical construction management service fee usually falls between 5% and 15% of the total project cost, with

smaller projects often having a higher percentage due to the increased management overhead involved,ʺ which may not be applicable to city project of course.
(Chao)
Staff response: This project is on the medium to smaller side of projects, which means that Construction Management (CM) services will typically be a higher percentage of the project total. This project is anticipated to take 4 months, and the CM team will also be performing services beyond the typical CM scope. This additional scope will include managing and updating data for the City’s Geographic Information System (GIS) to ensure our asset data is correct upon project completion. Additionally, the CM will be coordinating with PG&E to ensure that all asset billing for the City is correct for the City to attain the energy and cost savings envisioned with the project.

The total project cost for this project (which includes design) is approximately $960,000. The
cost of the CM services for this project is just over 16% of the total project cost.

Q1‐1: 25% seems to be a much higher percentage for construction management services. What justifies the higher percentage? Or is it a normal amount?
(Chao)
Staff response: For a project of
this size and the scope of CM services, the percentage is reasonable.

Q1‐2: What other projects also have separate construction management services? Could you provide examples, and the council meeting dates for reference? Or are these usually done in house? (Chao)
Staff response:

Project
Contract
Approval
Date
Total Project
Cost
Percentage of
CM Services
LED Streetlight
Transition Project  N/A  $960,000   16%+/‐
Regnart Road
Improvements Ph 1  7/6/2023  $1,907,410  10%+/‐
McClellan Road Bike
Lanes Ph 3  10/10/2023  $2,135,388   9%+/‐
Regnart Creek Trail &
Fence Project  6/1/2021  $4,221,085  14%+/‐

Q2: Some of the LED streetlights seem overly bright, especially white light.

Some streetlights do not only face down to the street. The light spills outwards often to the second floor windows of nearby residences. Would there be options to dim the lights or reduce the light spills? (Chao) Staff response: LED lighting has better options for adapting to unique scenarios. They are capable of being dimmed, as well as being better at limiting “spill over” than are the City’s existing incandescent fixtures. The LED fixtures that were selected minimize back lighting and spill over into adjacent properties and have color temperatures that comply with the City’s dark sky ordinance.

Attachments Provided with Original Staff Report:

A. Draft Contract
B. Draft Amended Agreement Tanko Lighting

CC 12-03-2024

#10

Alta Planning + Design, Inc.

Contract

Supplemental Report

CITY COUNCIL STAFF REPORT
SUPPLEMENTAL 1
Meeting: December 3, 2024

Agenda Item #10

Subject
Approval of a contract with Alta Planning + Design, Inc. for the Development of an Active Transportation Plan (ATP) in the amount of $300,000.

Recommended Action

1. Approve a contract services agreement with Alta Planning + Design, Inc. in the amount of $300,000 for the development of a citywide Active Transportation Plan.

2. Authorize the City Manager to execute the agreement and any necessary amendments within the approved budget of $330,000.

3. Authorize the City Manager to execute any change orders up to a project contingency amount of $30,000 (10%), for a total contract amount of $330,000.

Background:

Q1: The staff report states ʺThe RFP resulted in four proposals, each of which was evaluated based on established criteria. Alta Planning + Design was selected as the top proposer due to its strong scoring across all criteria and demonstrated knowledge of Cupertinoʹs unique needs and priorities. The RFP issued by the City is available at https://apps.cupertino.org/details/720.ʺ (Chao)

Q1‐1: Please include all documents of the RFP as attachments. I was not able to access the documents from the above URL, except one paragraph description. (Chao)

Staff response: The RFP is attached to this supplemental report. The RFP documents are typically not provided as attachments. These documents can be found here: https://apps.cupertino.org/details/720 .

Q1‐2: Please provide a description of each of the 4 proposals for transparency. (Chao)
Staff response: The City received proposals from Alta Planning + Design, TJKM Transportation Consultants, Nelson\Nygaard Consulting Associates, and Toole Design Group.

Alta Planning + Design
Alta was chosen for their exceptional technical expertise, particularly in using tools that perform GIS and demographic analysis. Their proposal stood out with a detailed and well‐structured roadmap, clearly outlining the sequence of activities required for project completion. Unlike other proposers who relied heavily on sub‐consultants for public outreach, Alta’s highly experienced in‐house team seamlessly integrated engagement strategies into the project framework.

Toole Design Group
Toole seems to emphasize equity‐focused planning, offering tools like equity prioritization (which are less relevant to Cupertinoʹs priority needs).

TJKM Transportation Consultants
TJKM’s proposal is focused on safety, with an emphasis on small‐scale projects and the utilization of antiquated GIS collision dashboards.

Nelson\Nygaard
Nelson\Nygaard has Bay Area experience and excels in policy analysis and community engagement.

Q1‐3: Please provide the criteria used for evaluation to demonstrate why the chosen proposer is ʺthe top proposerʺ.
(Chao)
Staff response:  The evaluation criteria are included in the RFP.

Q1‐4: Please provide more information on why the chosen proposer has ʺdemonstrated knowledge of Cupertinoʹs unique needs and prioritiesʺ, and why the other three proposers do not have such knowledge. (Chao)
Staff response: All the proposers appeared to be qualified. However, Alta’s robust in‐ house community engagement team, previous experience in preparing the 2016 Bicycle Transportation Plan, and clear description of how they intend to integrate the

work completed in the City’s adopted Vision Zero Plan into the new ATP separated them as the most qualified consultant for this project.

Q1‐5: Please provide the proposal of the chosen proposer as attachment for transparency. (Chao)
Staff response:  The City does not provide this document with staff reports.

Q1‐6: Please provide the proposals of the other three proposers not chosen to the City Council for review.
(Chao)
Staff response:  To ensure fair competition among respondents to the RFP, the City does not provide these documents with staff reports.

Q2: The project description from the RFT is ʺThe Consultant will develop a clear and actionable plan to prioritize transportation projects that promote active transportation within the City. This includes conducting an inventory of existing infrastructure, developing a prioritized list of implementation projects, identifying non‐infrastructure elements for community engagement, creating a realistic approach to project funding, and conducting extensive public outreach. Additionally, the Consultant will assist City staff in coordinating with local stakeholders, including school districts, local businesses, and community groups. This project will build off similar past efforts, such as the Cityʹs 2016 Bike Plan and the 2018 Pedestrian Plan. By leveraging the insights and successes of these previous plans, the Consultant will ensure that the new plan is comprehensive, informed by past experiences, and aligned with the Cityʹs long‐term goals for active transportation.ʺ  (Chao)

Q2‐1:

It seems the project is mainly based on existing plans, rather than developing a brand‐new plan. Why does this plan would cost $330,000, rather than $100,000 or $200,000?  (Chao)
Staff response: The scope and the proposal breakdown show the allocation of project costs. More than one‐third of the project costs are associated with tasks related to public engagement and community outreach. Public outreach is the foundation of this project, as there needs to be sufficient resources dedicated to educating and gathering feedback from the public in various formats throughout the entire project.

Over time, community priorities, mobility patterns, and regional and state policies change, making it essential to update transportation plans approximately every 5‐7 years to reflect these shifts. Most importantly, many competitive grant programs prioritize or require cities to have up‐to‐date plans to secure funding. This new Plan will unify goals for walking, bicycling, and other active transportation modes,

ensuring a cohesive strategy to enhance connectivity, improve safety, and position Cupertino to compete for funding opportunities.

Q2‐2: Please demonstrate what justifies the high cost for this plan? (Chao)
Staff response: See Q2‐1 above.

Q2‐3: Whatʹs the cost of other similar projects? Who were the consultants.

For example, the Vision Zero plan, completed in July 2024, the Local Roadway
Safety Plan (LRSP), completed in 2023, the 2018 Pedestrian Plan and the 2016 Bike Plan?
(Chao)
Staff Response:

Relevant City of Cupertino Plans
Plan  Consultant  Cost ($)
2024 Vision Zero Plan   TJKM  100,000
2023 Local Roadway Safety Plan   TJKM  80,869
2016 Bicycle Transportation Plan   Alta Planning + Design  45,000 2018 Pedestrian Transportation
Plan
Toole Design  108,702

Relevant Other City Plans
Plan  Consultant  Cost ($)
City of Mountain View – Active
Transportation Plan (Ongoing)   Nelson\Nygaard  440,000 plus an additional 108,000
City of Sunnyvale – Active
Transportation Plan (2020)    Alta Planning + Design  364,000 City of Los Altos – Complete Streets
Plan   Alta Planning + Design  165,340
City of San Jose – Walk Safe San
Jose (2024)   Nelson\Nygaard  502,000
City of Alameda – Active
Transportation Plan (2022)   Toole Design Group  330,000 City of Dinuba – Active
Transportation Plan (2023)   TJKM  300,000

Q13: What grants are used to cover the cost of $330,000 for this plan? (Chao)
Staff response: Transportation Development Article 3 (TDA3)

Q3‐1: What other qualifying uses are there for each of the grants used, besides an Active Transportation Plan? (Chao)
Staff response: All project costs are entirely offset by TDA3 funds, and there is no impact on the City general fund. According to MTC Resolution 4108, TDA3 can be utilized for one or more of the following purposes:

1. Construction and/or engineering of a bicycle or pedestrian capital or quick build projects.

2. Maintenance of a Class I shared‐use path and Class IV separated bikeways.

3. Bicycle and/or pedestrian safety education program (no more than 5% of county total).

4. Development of a comprehensive bicycle or pedestrian facilities plan(s) (allocations to a claimant for this purpose may not be made more than once every five years).

5. Restriping Class II bicycle lanes and buffered bicycle lanes.

6. Purchase of maintenance equipment for exclusive use on Class I and/or Class IV facilities.

Attachments Provided with Original Staff Report:

A. Draft Contract
Attachments Provided with Supplemental 1:

B. Request for Proposals

CITY OF CUPERTINO

REQUEST FOR PROPOSAL
FOR
Active Transportation Plan
2024-ATP-01
Issue Date:

August 1,
2024
Due D
ate:

September 6,
2024
Co
ntact Person during Proposal Period:

Matthew Schroeder, Transportation Planner
Phone: 408-777-3174
[email protected]

OFFICE OF

THE DIRECTOR OF PUBLIC WORKS
City Hall • 10300 Torre Avenue • Cupertino, CA 95014-3255 Telephone: (408) 777-3354
CC 12-03-2024 Item No. 10. Attachment B
City of Cupertino RFP
Active Transportation Plan

REQUEST FOR PROPOSAL

CITY OF CUPERTINO

Contents

1. INVITATION ....................................................................................................................................... 1

2. PROJECT SCOPE OF WORK ............................................................................................................ 1

3. SUBCONSULTANTS .......................................................................................................................... 1

4. TENTATIVE TIMELINE ...................................................................................................................... 1

5. SUBMITTAL REQUIREMENTS ......................................................................................................... 2

6. CLARIFICATIONS AND QUESTIONS ............................................................................................ 3

7. SUBMITTAL PROCESS ...................................................................................................................... 4

8. EVALUATION PROCESS .................................................................................................................. 4

9. COST PROPOSAL ............................................................................................................................................................ 5

10. SELECTION CRITERIA ...................................................................................................................... 5

11. SELECTION PROCESS ...................................................................................................................... 6

12. DISCLAIMERS AND RESERVED RIGHTS ..................................................................................... 6

13. CONTRACT REQUIREMENTS ......................................................................................................... 6

ATTACHMENTS

ATTACHMENT A: Scope of Work
ATTACHMENT B: Sample Consulting Services Agreement
ATTACHMENT C: Insurance Requirement

City of Cupertino RFP
Active Transportation Plan Page 1

1. INVITATION

The City of Cupertino, located in West Santa Clara County, in the heart of Silicon Valley, is seeking proposals from qualified consultants to develop the City’s first comprehensive citywide Active Transportation Plan (ATP). The City is seeking to secure a firm that has the required experience, qualifications, expertise, and resources to perform the services identified in this Request for Proposal (RFP).

As a city known for embracing innovation and technology, Cupertino is dedicated to improving sustainable transportation options that enhance connectivity, safety, and the quality of life for its residents and visitors. This RFP aims to establish a clear and actionable plan to prioritize transportation projects that promote active transportation within the City. The scope of work for the chosen Consultant will include conducting an inventory of existing infrastructure, developing a prioritized list of implementation projects, identifying non- infrastructure elements for community engagement, developing a realistic approach to address project funding, and carrying out extensive public outreach.

The Consultant will also assist City staff in coordinating with local stakeholders such as school districts, local businesses, and community groups. Proposals should demonstrate expertise in urban planning, transportation engineering, programming, and public outreach. This project represents an exciting opportunity for consultants to contribute to Cupertino's vision for a sustainable and connected community.

The City intends to review the proposals received and select the most qualified consultant. The City has allocated a budget of $330,000 for this project.

2. PROJECT SCOPE OF WORK

The Consultant will perform under the general direction of the Transportation Manager within the Public Works Department and consult with other City personnel in developing a citywide ATP. The scope of work includes the development of alternatives, implementation strategies, budget estimates, and a prioritized list of capital projects, as well as additional tasks, as more thoroughly detailed in Attachment A. The Consultant will provide staff who will work onsite and offsite as required to support the City while interacting with City consultant(s), industry experts(s), or other agencies, if applicable.

3. SUBCONSULTANTS

Subconsultants or subcontractors who will support the lead Consultant and may be included as a part of the project team should be identified. The City is committed to securing high-quality services that will result in a successful program or project outcome. Subconsultant staff and experience shall be included in the response to this RFP.

4. TENTATIVE TIMELINE

The tentative RFP timeline is provided for the convenience of prospective proposers and is City of Cupertino RFP
Active Transportation Plan Page 2 subject to change. Any such change will be stated in an addendum to this RFP. The tentative RFP timeline is as follows:

RFP EVENT DATE
Request for Proposals Released August 1, 2024
Deadline for Consultant Questions August 23, 2024, by 5:00 PM PST Request for Proposals Due September 6, 2024, by 5:00 PM PST Evaluation of Proposals September / Fall 2024
Contract Award October / Fall 2024

5. SUBMITTAL REQUIREMENTS

The Proposal submittal is not to exceed 15 pages, excluding table of contents, cover letter, and resumes for key personnel. The City prefers a quality submission over quantity, and succinct, responsive proposals are requested.

Consultant proposal submissions are to provide the following information:
• business type (corporation, partnership, sole proprietorship) • firm’s organization structure,
• background and general qualifications,
• subconsultants, and
• recent experience in California, particularly in the City of Cupertino, Silicon Valley, and the San Francisco Bay Area.

Proposal shall be organized by tabs/dividers in the order of the sections as outlined below to facilitate review, with subconsultant work identified within each task item:

A. Cover Letter - The cover letter of interest shall include an overview of the firm’s qualifications and the name, address, and telephone number of the principal person the City shall contact regarding the proposal and DUNS number of the Consultant.

Identify the location of the office(s) where the services will be performed.

Additionally, include the signature(s) of the company officer(s) empowered to bind the firm, with the title of each (e.g., president, vice president, general partner), and the acknowledgment of the receipt of any addenda, by number, if issued for this Request for Proposals.

B. Project Team Qualifications and Experience – Identify the Project Manager and key staff involved in delivering the services outlined in this RFP. Identify the role of each and describe each team member’s experience, qualifications, and proposed role in the project. Relevant information includes related public sector experience; dates, approximate project cost and project duties/responsibilities.

Key firm personnel shall be referenced to personnel resumes (up to 2 pages each) included in the proposal. Identify any subconsultants expected to be used in support of this project including firm resume, key personnel staff resume, and qualifications City of Cupertino RFP
Active Transportation Plan Page 3 relative to their supporting role. Include an organization chart that identifies working relationships with team members included.

C. Firm Qualification and Experience - Provide three (3) project examples that were completed in the past 5 years that represent the firm’s qualifications, expertise and technical capabilities to fulfill all services specified and required to successfully accomplish the work. Information regarding the project location, project description, scope of services performed, project manager, subconsultants, and final contract cost is required. Include a single client contact for each project listed.

D. Firm Qualification and Experience - Provide three (3) completed public sector ATP projects within California, ideally, in the San Francisco Bay Area and for municipalities of a similar size and land use pattern over the past three years that best represent the firm’s qualifications and capabilities. Public sector experience provided here may be used to satisfy three of the projects required in (c) above. Information regarding the project location, project scope, firm scope of services, firm project manager, subconsultants, project budget, and final contract cost is required along with a single client contact for each project listed.

E. Project Work Plan & Approach - Present a well-developed approach to the Scope of Work, including procedures, methodologies, measures of effectiveness, team organization and scheduling of tasks to be performed as well as a statement outlining the anticipated involvement of City staff. Describe the proposed approach for addressing the required services, outlining the approach that would be undertaken in providing the requested services. Additionally, identify approaches to resolve potential critical issues and other elements of concern.

Proposers are encouraged to suggest technical or procedural innovations that have been used successfully on similar projects and optional services may be used for the benefit of this project.

F. Contract Acceptance - The Consultant must specifically agree, in writing, to accept the consultant services agreement, including specifically the City’s Indemnification requirements and insurance coverage requirements, without modification, in the submitted proposal. If a Consultant has proposed changes to the Agreement, these must be submitted along with an explanation of the request as part of their response to this Request for Proposal. The City reserves the sole right to accept, reject, or modify any proposed changes to the Agreement. Those documents are included as Attachments to this Request for Proposal (RFP).

6. CLARIFICATIONS AND QUESTIONS
Questions and requests for clarification and/or additional information shall be directed in writing via email to Matthew Schroeder at [email protected] by August 23, 2024, 5:00 pm
PST. Include “RFP for 2024-ATP-01” in the subject line.

All responses to questions and/or clarifications will be provided by addenda and posted on the City’s Business Opportunities webpage.

City of Cupertino RFP
Active Transportation Plan Page 4

7. SUBMITTAL PROCESS

Interested firms must submit an electronic PDF format copy of their proposal on the City’s Business Opportunities webpage at: https://apps.cupertino.org/bidmanagement/index.aspx Firms will need to create an account to download RFP documents as well as to upload Proposals. To submit a Proposal, open the RFP posting and select the Electronic Submission tab.

Proposal shall be submitted no later than 5:00 pm PST on September 6, 2024, and are to be addressed to Matthew Schroeder, transportation planner.

It is recommended that consultants familiarize themselves with the web application prior to the due date. Make sure to follow all submittal instructions and include all required documents.

Submitting documents electronically can take more time than anticipated, so please allow enough time to finalize your submission by the stated deadline. Proposal submittals in process but not completely uploaded by the deadline will automatically be rejected by the system. It will not allow submissions once the deadline closes. Hard copies in any form will not be accepted. No faxed submittals will be accepted. Electronic submittals are the only form of submittal that will be accepted.

The Consultant is responsible for all costs associated with the Proposal submission.

8. EVALUATION PROCESS
Proposals will be evaluated by the City evaluation committee. Points will be assigned based on the proposer’s qualifications, ability, approach, effectiveness, and efficiency in supporting each item being rated with consideration for the selection criteria identified in Section 5.

Criteria Possible Points

1. Firm Description, Qualifications and Experience 15

2. Project Team, Qualifications and Experience 15

3. Project Experience 30

4. Proposed Work Plan and Approach 40
Total Possible Points 100

After the City’s evaluation committee reviews all submitted written proposals, the top ranked Consultant’s may be invited to deliver a presentation and participate in an interview. The details of the interview will be provided in a letter provided to the Consultant’s invited.

However, a final determination of the highest ranked proposer and recommendation to proceed City of Cupertino RFP
Active Transportation Plan Page 5 with contract negotiations may occur without an interview selection process.

If an interview is conducted, it will occur after the proposals have been evaluated.

The evaluation committee will again rank the interviewed consultants and the highest ranked proposer will be identified, based on the best overall ranking among the committee members.

Contract negotiations will then begin with the highest ranked proposer. If negotiations with the highest ranked consultant are not successful, in consideration of either the scope or cost, the second ranked team will be invited to negotiate, and so on.

9. COST PROPOSAL

A cost proposal shall be submitted under separate cover after the City completes the evaluation of proposals. The cost proposal shall include hour and fee breakdown by the tasks detailed in Project Description and Scope of Work.

Line items shall be broken out by subtask, as indicated in the cost template. Proposers must provide a price for each item in the cost template, even optional tasks. If optional tasks are proposed, those shall be identified individually. Approval of the individual optional tasks is at the City’s discretion.

No markups shall be allowed on reimbursable expenses and the maximum markup on each subconsultant shall be 5%.

10. SELECTION CRITERIA

Highly qualified Consultants will demonstrate the following evaluative criteria listed below, not necessarily in order of importance, specifically in line with the evaluation criteria identified in Section 8:
• Prior experience performing similar types and magnitude of work. • Success and range of experience in previous projects, especially projects of similar scope, including quality of work, success in meeting project deadlines, success in meeting project budget, and related criteria.
• Qualifications and experience of key staff persons proposed to perform the work. • Established structure and program for delivering assignments and ability to adhere to schedules and budgets.
• Specific approach or solutions that align best with the expected scope of work • Ability to adapt to changes and factors throughout the process that may affect the project outcome.
• Ability to provide a range of services that meet the project needs. • Special knowledge material to the project and its execution. • Understanding and experience related to local, regional, and state agencies. • Experience in Cupertino, Silicon Valley and the San Francisco Bay Area.

City of Cupertino RFP
Active Transportation Plan Page 6 • Firm organization and location.

11. SELECTION PROCESS

The City’s Purchasing Officer will recommend to the awarding authority the highest ranked proposer who successfully negotiated scope and project cost with the City. The awarding authority’s acceptance of the proposal will be evidenced by a Notice of Award delivered to the selected consultant.

12. DISCLAIMERS AND RESERVED RIGHTS

This Request for Proposal does not commit the City to award a contract or to pay any costs incurred in the preparation of a proposal or participation in response to this RFP.

The City reserves the right to accept or reject any or all proposals received, waive any irregularities, negotiate with qualified proposers, select firms which, in its opinion, best serve the City’s interests or cancel the Request. The City reserves the right to reject any proposal that is determined to contain false, misleading, or materially incomplete information.

The City reserves the right to require any proposer to submit additional clarifying data or other information the City deems necessary to substantiate the costs presented by the proposer. The City may also require proposer to revise one or more elements of its proposal in accordance with contract negotiations.

13. CONTRACT REQUIREMENTS

Within ten calendar days of the date the selected Consultant is notified of award by the City, it shall execute a standard City of Cupertino Contract Services Agreement. The Agreement will define basic contractual relationships with attachments that specify the Scope of Services, compensation schedule, and deliverable schedule. A sample City Contract Services Agreement is attached to this RFP as Attachment B. Note that the indemnity and insurance requirements that are included as Attachment C are identified in the agreements and must be accepted without modification.

Business License Requirements: The consultant and their subconsultants must hold or obtain business licenses in the City of Cupertino for any work within City limits. If work for the City of Cupertino is the only business within the City of Cupertino that the firm undertakes, no business license is required per City of Cupertino municipal code.

A completed Internal Revenue Service Form W-9 may also be required to establish the vendor in the City’s Financial System.

Failure of the selected consultant to make a timely submission may result in a rescission of acceptance of the proposal by the City and an award of the contract to another proposer.

City of Cupertino RFP
Active Transportation Plan Page 7 Attachment A

SCOPE OF WORK

The Consultant will develop a clear and actionable plan to prioritize transportation projects that promote active transportation within the City. This includes conducting an inventory of existing infrastructure, developing a prioritized list of implementation projects, identifying non-infrastructure elements for community engagement, creating a realistic approach to project funding, and conducting extensive public outreach. Additionally, the Consultant will assist City staff in coordinating with local stakeholders, including school districts, local businesses, and community groups. This project will build off similar past efforts, such as the City's 2016 Bike Plan and the 2018 Pedestrian Plan. By leveraging the insights and successes of these previous plans, the Consultant will ensure that the new plan is comprehensive, informed by past experiences, and aligned with the City's long-term goals for active transportation. The tasks and the deliverables for the process will be:

TASK 1: PROJECT MANAGEMENT
Task 1.1 Project Initiation
• Within two (2) weeks of receiving the Notice to Proceed, the Consultant will work with City staff to facilitate a project kickoff meeting. The Consultant will lead the meeting and present a proposed project scope, budget, and schedule.
• The Consultant shall describe how to conduct, coordinate, and share outreach activities, data collection and analysis tasks, mapping outputs, and associated deliverables and reports. • The Consultant shall be responsible for developing project templates for each category of project deliverables to ensure consistency of format, layout, and overall design within deliverable types (e.g., for reports, presentations, and Geographic Information Systems (GIS) layouts, displays, tables, figures, etc.).
• The Consultant shall prepare and submit meeting minutes within five (5) business days of the kickoff meeting to document the discussion and outcomes. • Minutes shall be submitted to the City for review and comment. • The Consultant shall develop a detailed project schedule. All tasks and subtasks, meetings (including public outreach activities), and major milestones and deliverables shall be identified on the schedule spreadsheet. The schedule will allocate resources, establish task sequencing, track project execution, and review project status throughout the length of the project and shall align with the compensation in Exhibit C.
• The Consultant shall also be responsible for developing and maintaining a simplified version of the schedule for presentation to the broader public, including City committees, focused groups, and the City Council.

Deliverables: Kickoff meeting; agenda; presentation and handouts; minutes and action items. Project schedule breakdown.

City of Cupertino RFP
Active Transportation Plan Page 8

Task 1.2: Project Management
• The Consultant will facilitate monthly project management meetings with City staff. • The Consultant will prepare a meeting agenda, review project status, and document any issues or concerns, action items, and/or corrective steps in the meeting minutes. • The Consultant will provide a recurring online meeting link. • On a monthly basis, the Consultant will provide a status report and invoices documenting progress towards each task.

Deliverables: Monthly project management status meetings; meeting agendas; project status reports; meeting minutes and action items; monthly status report and invoices.

TASK 2: PUBLIC ENGAGEMENT
Task 2.1: Public Participation Plan
• The Consultant shall develop a project Public Participation Plan (PPP) that identifies outreach methods, formats, and goals for each outreach activity. The PPP will provide an approach that encourages open communication, generates meaningful conversations about active transportation- related issues, proactively identifies issues and concerns throughout the planning process, and tailors information appropriately for its varied audiences. • The Consultant shall develop the PPP plan and submit it to the City for review within three (3) weeks after the kickoff meeting. The PPP will outline a strategy to engage a diverse group of stakeholders, organize and conduct public workshops or similar outreach events, and create outreach materials and exhibits for public engagement activities. The input collected from each public outreach task will be documented in the Appendix of the Active Transportation Plan. • The Consultant may be asked to host both virtual and in-person events. A minimum of three (3) public engagement events focused on Active Transportation Plan development will be required.

Deliverables: Public Participation Plan (PPP) Task

2.2: Public Input Survey
• The Consultant shall prepare and administer at least two (2) surveys or questionnaires regarding existing travel patterns, origins and destinations, existing conditions, recreational and commuter needs, and other issues (e.g. safety, network, accessibility, mobility, connectivity, barriers, or other needs), route preferences, limitations in existing routes, routes needing maintenance or infrastructure improvements, wayfinding and signage issues, and perceived safety issues. The survey shall be accessible on the City website as well as other formats identified in the Consultant’s Project Public Participation Plan.

Deliverables: Survey/questionnaire; survey results report, mailing list comprised of survey respondents

Task 2.3: Public Engagement Activities
City of Cupertino RFP
Active Transportation Plan Page 9 • The Consultant shall engage the public to inform community members about project goals, potential projects, and benefits/impacts.
• The Consultant will also be responsible for collecting community feedback regarding needs, issues, and challenges for both existing and potential active transportation modes. The outreach events should consider in-person or virtual public meetings or workshops, attendance at significant regional events (e.g., Bike to Work Month events, City Fall Bike Fest, or other public events), and other activities as identified in the project PPP.
• The Consultant shall be responsible for developing, reproducing, presenting, and distributing outreach materials (e.g., agendas, displays, presentations, layouts/maps, graphics, fact sheets, flyers, meeting notices, and/or other materials).
• The Consultant shall be responsible for documenting outreach activities undertaken as part of the public involvement effort in a Public Participation Summary Report. The report will present the description of activities, attendees, dates, and locations and will include the invitations, agendas, presentations, and meeting minutes. Additionally, fact sheets/newsletters, comments and responses, notifications, and other materials developed in support of outreach will be compiled in the report. The report may be integrated as an appendix to the ATP.

Deliverables: Public participation summary report; collateral for outreach events, including agendas, displays, presentations, layouts/maps, graphics, fact sheets, flyers, meeting notices, and/or other materials.

TASK 3: EXISTING CONDITIONS ANALYSIS
Task 3.1: Plan and Policy Review
• The Consultant shall gather and review relevant planning and policy documents from the City and local agencies and summarize policies, goals, programs, and projects involving active transportation. The documents shall be approved by City staff and be reviewed by the Consultant to identify planned regional and local projects, evaluate the progress made on previous planning efforts, and compare that analysis to the proposed work to ensure the projects complements existing and prior City efforts.
• The Consultant must specifically consider and incorporate principles from Cupertino's 2024 Vision Zero Action Plan into the final ATP to ensure that the ATP effectively advances Vision Zero concepts, policies, and recommendations.

Deliverables: Existing plans and policies summary with an emphasis on how the ATP complements Cupertino’s Vision Zero Plan (Technical Memorandum)

Task 3.2: Develop Goals, Objectives, and Performance Measures • The Consultant shall develop short, medium, and long-range goals, objectives, and performance measures. Performance measures may include biking and walking as a commuting mode share, miles of new bike paths, bike lanes or sidewalks, and annual investments in active transportation infrastructure.
• Establish a clear vision and articulate goals for a walkable and bikeable Cupertino.

City of Cupertino RFP
Active Transportation Plan Page 10 Deliverable: Draft goals, objectives, and performance measures (Technical Memorandum)

Task 3.3: Existing Conditions Review
• The Consultant shall develop a comprehensive baseline map using Esri software and a summary report that includes a geographic and demographic review of the City. • The Consultant shall produce maps that identify collision locations involving injuries and fatalities, current and future land uses, and other relevant data that inform project development and prioritization.
• The Consultant shall also inventory and assess existing on and off-road active transportation facilities, such as sidewalks, bikeways, trails, and other enhancements supportive of active transportation, bike racks, and bicycle lockers.
• The Consultant shall develop tables, graphics, and GIS layouts to illustrate the conditions, including, but not limited to, level of cycling stress analyses, barrier analyses, and origin- destination analyses.

Deliverables: Existing conditions summary (Technical Memorandum)

Task 3.4: Needs Assessment
• The Consultant shall identify needs on the City’s active transportation network based on prior tasks analysis and public input. The needs assessment shall consider future growth, safety with respect to bicyclists and pedestrians, existing gaps in and deficiencies of the active transportation network, mobility and accessibility across all ages and abilities, and public and stakeholder feedback recorded during the outreach process.

Deliverable: Needs Assessment Summary (Technical Memorandum)

TASK 4: PROJECT RECOMMENDATIONS
Task 4.1: Develop Project Recommendations
• The Consultant shall identify strategies and compile a prioritized list of infrastructure improvements that fill active transportation gaps, improve mobility and accessibility for all ages and abilities, address safety concerns, and promote bicycling and walking throughout the City as identified in the existing conditions and needs analysis. Strategies shall also include non- infrastructure solutions and educational programs consistent with the goals and objectives of the ATP.
• The Consultant, in coordination with the City, shall develop strategies to address needs and develop a methodology for prioritizing investments and strategies as part of this task.

Deliverable: Project recommendations summary (Technical Memorandum)

Task 4.2: Financial Analysis
City of Cupertino RFP
Active Transportation Plan Page 11 • The Consultant shall provide a planning-level cost estimate for recommended strategies and infrastructure improvements. The cost estimates should include forecasts for capital, operations, and maintenance funding to ensure the long-term financial feasibility and sustainability of active transportation investments.
• The Consultant shall also identify available funding sources for active transportation projects, such as federal and state grants, while also describing potential project competitiveness for specific programs. The financial analysis will group the strategies using different mechanisms or categories (e.g., by local agency and by project type, as needed).

Deliverables: Financial analysis (Technical Memorandum)

TASK 5: PREPARE ACTIVE TRANSPORTATION PLAN
Task 5.1: Develop Report
• Based on the results and feedback collected from previous tasks, the Consultant shall develop a Draft and Final ATP. The ATP will also include an executive summary and appendices to provide access to other key deliverables and work products developed over the planning process.

Task 5.2: Council/Commission Presentation
• The Consultant will develop a presentation and attend four (4) public meetings to solicit input or project approval from Cupertino City Council and Bicycle Pedestrian Commission. It is anticipated that attendance will be required at three (3) Bicycle Pedestrian Commission meetings and one (1) City Council meeting.
• The Consultant will work with City staff to identify the appropriate meetings to attend and present the project summary and recommendations and to solicit input.

Deliverable: Active Transportation Plan (draft and final); all project files, supporting technical data, reports, and documentation. As well as compilation of comments received and responses. Presentation slides and attendance at four (4) Commission/Council meetings

Professional/Consulting Contracts /Version: April 2024

PROFESSIONAL/CONSULTING SERVICES AGREEMENT

1. PARTIES
This Agreement is made by and between the City of Cupertino, a municipal corporation (“City”), and (“Contractor”), a
for ,
and is effective on the last date signed below (“Effective Date”).

2. SERVICES

2.1 Contractor agrees to provide the services and perform the tasks (“Services”) set forth in detail in Scope of Services, attached here and incorporated as Exhibit A. Contractor further agrees to carry out its work in compliance with any applicable local, State, or Federal order regarding COVID-19.

2.2 Contractor’s duties and services under this agreement shall not include preparing or assisting the City with any portion of the City’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the City.

The City shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Contractor’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. Contractor shall cooperate with the City to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by contractor pursuant to this agreement.

3. TIME OF PERFORMANCE

3.1 This Agreement begins on the Effective Date and ends on (“Contract Time”), unless terminated earlier as provided herein. Contractor’s Servicesshall begin on the Effective Date and shall be completed by . The City’s appropriate department head or the City Manager may extend the Contract Time through a written amendment to this Agreement, provided such extension does not include additional contract funds. Extensions requiring additional contract funds are subject to the City’s purchasing policy.

3.2 S chedule of Performance. Contractor must deliver the Services in accordance with the Schedule of Performance, attached and incorporated here Exhibit B.

3.3 Time is of the essence for the performance of all the Services. Contractor must have sufficient time, resources, and qualified staff to deliver the Services on time.

Attachment B

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4. COMPENSATION

4.1 Maximum Compensation. City will pay Contractor for satisfactory performance of the Services an amount that will based on actual costs but that will be capped so as not to exceed $ (“Contract Price”), based upon the scope of services in Exhibit A and the budget and rates included in Exhibit C, Compensation attached and incorporated here. The maximum compensation includes all expenses and reimbursements and will remain in place even if Contractor’s actual costs exceed the capped amount. No extra work or payment is permitted without prior written approval of City.

4.2 Invoices and Payments . Monthly invoices must state a description of the deliverable completed and the amount due for the preceding month. Within thirty (30) days of completion of Services, Contractor must submit a requisition for final and complete payment of costs and pending claims for City approval. Failure to timely submit a complete and accurate payment requisition relieves City of any further payment or other obligations under the Agreement.

5. INDEPENDENT CONTRACTOR

5.1 Status. Contractor is an independent contractor and not an employee, partner, or joint venture of City. Contractor is solely responsible for the means and methods of performing the Services and for the persons hired to work under this Agreement. Contractor is not entitled to health benefits, worker’s compensation, or other benefits from the City.

5.2 Contractor’s Qualifications. Contractor warrants on behalf of itself and its subcontractors that they have the qualifications and skills to perform the Services in a competent and professional manner and according to the highest standards and best practices in the industry.

5.3 Permits and Licenses. Contractor warrants on behalf of itself and its subcontractors that they are properly licensed, registered, and/or certified to perform the Services as required by law and have procured a City Business License, if required by the Cupertino Municipal Code.

5.4 Subcontractors. Only Contractor’s employees are authorized to work under this Agreement. Prior written approval from City is required for any subcontractor, and the terms and conditions of this Agreement will apply to any approved subcontractor.

5.5 Tools, Materials, and Equipment. Contractor will supply all tools, materials and equipment required to perform the Services under this Agreement.

5.6 Payment of Benefits and Taxes.

Contractor is solely responsible for the payment of
employment taxes incurred under this Agreement and any similar federal or state taxes. Contractor and any of its employees, agents, and subcontractors shall not have any claim under this Agreement or otherwise against City for seniority, vacation time, vacation pay, sick leave, personal time off, overtime, health insurance, medical care, hospital care, insurance benefits, social security, disability, unemployment, workers compensation or employee benefits of any kind. Contractor shall be solely liable for and obligated to pay directly all applicable taxes, fees, contributions, or charges applicable to Contractor’s business including, but not limited to, federal and state income taxes. City shall have no obligation whatsoever to pay or withhold any taxes or benefits on behalf of Contractor. In the event that Contractor or any employee, agent, or subcontractor of Contractor providing services under this

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Agreement is determined by a court of competent jurisdiction, arbitrator, or administrative authority, including but not limited to the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Contractor shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City, and actual attorney’s fees incurred by City in connection with the above.

6. PROPRIETARY/CONFIDENTIAL INFORMATION
In performing this Agreement, Contractor may have access to private or confidential information owned or controlled by the City, which may contain proprietary or confidential details the disclosure of which to third parties may be damaging to City. Contractor shall hold in confidence all City information provided by City to Contractor and use it only to perform this Agreement.

Contractor shall exercise the same standard of care to protect City information as a reasonably prudent contractor would use to protect its own proprietary data.

7. OWNERSHIP OF MATERIALS

7.1 Property Rights. Any interest (including copyright interests) of Contractor in any product, memoranda, study, report, map, plan, drawing, specification, data, record, document, or other information or work, in any medium (collectively, “Work Product”), prepared by Contractor in connection with this Agreement will be the exclusive property of the City upon completion of the work to be performed hereunder or upon termination of this Agreement, to the extent requested by City. In any case, no Work Product shall be shown to any third-party without prior written approval of City.

7.2 Copyright. To the extent permitted by Title 17 of the U.S. Code, all Work Product arising out of this Agreement is considered “works for hire” and all copyrights to the Work Product will be the property of City. Alternatively, Contractor assigns to City all Work Product copyrights.

Contractor may use copies of the Work Product for promotion only with City’s written approval.

7.3 Patents and Licenses. Contractor must pay royalties or license fees required for authorized use of any third party intellectual property, including but not limited to patented, trademarked, or copyrighted intellectual property if incorporated into the Services or Work Product of this Agreement.

7.4 Re-Use of Work Product. Unless prohibited by law and without waiving any rights, City may use or modify the Work Product of Contractor or its sub-contractors prepared or created under this Agreement, to execute or implement any of the following:

(a) The original Services for which Contractor was hired; (b) Completion of the original Services by others;
(c) Subsequent additions to the original Services; and/or (d) Other City projects.

7.5 Deliverables and Format. Contractor must provide electronic and hard copies of the Work Product, on recycled paper and copied on both sides, except for one single-sided original.

Professional/Consulting Contracts /Version: April 2024

8. RECORDS
Contractor must maintain complete and accurate accounting records relating to its performance in accordance with generally accepted accounting principles. The records must include detailed information of Contractor’s performance, benchmarks and deliverables, which must be available to City for review and audit. The records and supporting documents must be kept separate from other records and must be maintained for four (4) years from the date of City’s final payment.

Contractor acknowledges that certain documents generated or received by Contractor in connection with the performance of this Agreement, including but not limited to correspondence between Contractor and any third party, are public records under the California Public Records Act, California Government Code section 6250 et seq. Contractor shall comply with all laws regarding the retention of public records and shall make such records available to the City upon request by the City, or in such manner as the City reasonably directs that such records be provided.

9. ASSIGNMENT
Contractor shall not assign, sublease, hypothecate, or transfer this Agreement, or any interest therein, directly or indirectly, by operation of law or otherwise, without prior written consent of City. Any attempt to do so will be null and void. Any changes related to the financial control or business nature of Contractor as a legal entity is considered an assignment of the Agreement and subject to City approval, which shall not be unreasonably withheld. Control means fifty percent (50%) or more of the voting power of the business entity.

10. PUBLICITY / SIGNS
Any publicity generated by Contractor for the project under this Agreement, during the term of this Agreement and for one year thereafter, will reference the City’s contributions in making the project possible. The words “City of Cupertino” will be display ed in all pieces of publicity, including flyers, press releases, posters, brochures, public service announcements, interviews and newspaper articles. No signs may be posted, exhibited or displayed on or about City property, except signage required by law or this Contract, without prior written approval from the City.

11. INDEMNIFICATION

11.1 To the fullest extent allowed by law, and except for losses caused by the sole and active negligence or willful misconduct of City personnel, Contractor shall indemnify, defend and hold harmless City, its City Council, boards and commissions, officers, officials, employees, agents, servants, volunteers, and consultants (“Indemnitees”), through legal counsel acceptable to City, from and against any and all liability, damages, claims, actions, causes of action, demands, charges, losses, costs, and expenses (including attorney fees, legal costs, and expenses related to litigation and dispute resolution proceedings) of every nature, arising directly or indirectly from this Agreement or in any manner relating to any of the following:

(a) Breach of contract, obligations, representations, or warranties; (b) Negligent or willful acts or omissions committed during performance of the Services;

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(c) Personal injury, property damage, or economic loss resulting from the work or performance of Contractor or its subcontractors or sub-subcontractors; (d) Unauthorized use or disclosure of City’s confidential and proprietary Information; (e) Claim of infringement or violation of a U.S. patent or copyright, trade secret, trademark, or service mark or other proprietary or intellectual property rights of any third party.

11.2 Contractor must pay the costs City incurs in enforcing this provision. Contractor must accept a tender of defense upon receiving notice from City of a third-party claim. At City’s request, Contractor will assist City in the defense of a claim, dispute, or lawsuit arising out of this Agreement.

11.3 Contractor’s duties under this section are not limited to the Contract Price, workers’ compensation payments, or the insurance or bond amounts required in the Agreement. Nothingin the Agreement shall be construed to give rise to an implied right of indemnity in favor of Contractor against City or any Indemnitee.

11.4. Contractor’s payments may be deducted or offset to cover any money the City lost due to a claim or counterclaim arising out of this Agreement, a purchase order, or other transaction.

11.5. Contractor agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this Section 11 from each and every subcontractor, or any other person or entity involved by, for, with, or on behalf of Contractor in the perfor mance of this Agreement.

Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder.

11.6. This Section 11 shall survive termination of the Agreement.

12. INSURANCE
Contractor shall comply with the Insurance Requirements, attached and incorporated here as Exhibit D , and must maintain the insurance for the duration of the Agreement, or longer as required by City. City will not execute the Agreement until City approves receipt of satisfactory certificates of insurance and endorsements evidencing the type, amount, class of operations covered, and the effective and expiration dates of coverage. Failure to comply with this provision may result in City, at its sole discretion and without notice, purchasing insurance for Contractor and deducting the costs from Contractor’s compensation or terminating the Agreement.

13. COMPLIANCE WITH LAWS

13.1 General Laws. Contractor shall comply with all local, state, and federal laws and regulations applicable to this Agreement. Contractor will promptly notify City of changes in the law or other conditions that may affect the Project or Contractor’s ability to perform. Contractor is responsible for verifying the employment authorization of employees performing the Services, as required by the Immigration Reform and Control Act.

13.2 Labor Laws. Contractor shall comply with all labor laws applicable to this Agreement. If the Scope of Services includes a “public works” component, Contractor is required to comply with prevailing wage laws under Labor Code Section 1720 and other labor laws.

Professional/Consulting Contracts /Version: April 2024

13.3 Discrimination Laws. Contractor shall not discriminate on the basis of race, religious creed, color, ancestry, national origin, ethnicity, handicap, disability, marital status, pregnancy, age, sex, gender, sexual orientation, gender identity, Acquired- Immune Deficiency Syndrom e (AIDS), or any other protected classification. Contractor shall comply with all anti-discrimination laws, including Government Code Sections 12900 and 11135, and Labor Code Sections 1735, 1777, and 3077.5. Consistent with City policy prohibiting harassment and discrimination, Contractor understands that harassment and discrimination directed toward a job applicant, an employee, a City employee, or any other person, by Contractor or its employees or sub-contractors will not be tolerated. Contractor agrees to provide records and documentation to the City on request necessary to monitor compliance with this provision.

13.4 Conflicts of Interest. Contractor shall comply with all conflict of interest laws applicable to this Agreement and must avoid any conflict of interest. Contractor warrants that no public official, employee, or member of a City board or commission who might have been involved in the making of this Agreement, has or will receive a direct or indirect financial interest in this Agreement, in violation of California Government Code Section 1090 et seq. Contractor may be required to file a conflict of interest form if Contractor makes certain governmental decisions or serves in a staff capacity, as defined in Section 18700 of Title 2 of the California Code of Regulations. Contractor agrees to abide by the City’s rules governing gifts to public officials and employees.

13.5 Remedies. Any violation of Section 13 constitutes a material breach and may result in City suspending payments, requiring reimbursements or terminating this Agreement. City reserves all other rights and remedies available under the law and this Agreement, including the right to seek indemnification under Section 11 of this Agreement.

14. PROJECT COORDINATION
City Project Manager. The City assigns
as the City’s representative for all purposes under this Agreement, with authority to oversee the progress and performance of the Scope of Services. City reserves the right to substitute another Project manager at any time, and without prior notice to Contractor.

Contractor Project Manager. Subject to City approval, Contractor assigns as its single Representative for all purposes under this Agreement, with authority to oversee the progress and performance of the Scope of Services.

Contractor’s Project manager is responsible for coordinating and scheduling the Services in accordance with the Scope of Services and the Schedule of Performance. Contractor must regularly update the City’s Project Manager about the progress with the work or any delays, as required under the Scope of Services. City written approval is required prior to substituting a new Representative.

15. ABANDONMENT OF PROJECT
City may abandon or postpone the Project or parts therefor at any time. Contractor will be compensated for satisfactory Services performed through the date of abandonment, and will be given reasonable time to assemble the work and close out the Services. With City’s pre-approval in writing, the time spent in closing out the Services will be compensated up to a maximum of ten percent (10%) of the total time expended to date in the performance of the Services.

Professional/Consulting Contracts /Version: April 2024

16. TERMINATION
City may terminate this Agreement for cause or without cause at any time. Contractor will be paid for satisfactory Services rendered through the date of termination, but final payment will not be made until Contractor closes out the Services and delivers the Work Product.

17. GOVERNING LAW, VENUE, AND DISPUTE RESOLUTION
This Agreement is governed by the laws of the State of California. Any lawsuits filed related to this Agreement must be filed with the Superior Court for the County of Santa Clara, State of California. Contractor must comply with the claims filing requirements under the Government Code prior to filing a civil action in court. If a dispute arises, Contractor must continue to provide the Services pending resolution of the dispute. If the Parties elect arbitration, the arbitrator’s award must be supported by law and substantial evidence and include detailed written findings of law and fact.

18. ATTORNEY FEES
If City initiates legal action, files a complaint or cross-complaint, or pursues arbitration, appeal, or other proceedings to enforce its rights or a judgment in connection with this Agreement, the prevailing party will be entitled to reasonable attorney fees and costs.

19. THIRD PARTY BENEFICIARIES
There are no intended third party beneficiaries of this Agreement.

20. WAIVER
Neither acceptance of the Services nor payment thereof shall constitute a waiver of any contract provision. City’s waiver of a breach shall not constitute waiver of another provision or breach.

21. ENTIRE AGREEMENT
This Agreement represents the full and complete understanding of every kind or nature between the Parties, and supersedes any other agreement(s) and understanding(s), either oral or written, between the Parties. Any modification of this Agreement will be effective only if in writing and signed by each Party’s authorized representative. No verbal agreement or impli ed covenant will be valid to amend or abridge this Agreement. If there is any inconsistency between any term, clause, or provision of the main Agreement and any term, clause, or provision of the attachments or exhibits thereto, the terms of the main Agreement shall prevail and be controlling.

22. INSERTED PROVISIONS
Each provision and clause required by law for this Agreement is deemed to be included and will be inferred herein. Either party may request an amendment to cure mistaken insertions or omissions of required provisions. The Parties will collaborate to implement this Section, as appropriate.

Professional/Consulting Contracts /Version: April 2024

23. HEADINGS
The headings in this Agreement are for convenience only, are not a part of the Agreement and in no way affect, limit, or amplify the terms or provisions of this Agreement.

24. SEVERABILITY/PARTIAL INVALIDITY
If any term or provision of this Agreement, or their application to a particular situation, is found by the court to be void, invalid, illegal, or unenforceable, such term or provision shall remain in force and effect to the extent allowed by such ruling. All other terms and provisions of this Agreement or their application to specific situations shall remain in full force and effect. The Parties agree to work in good faith to amend this Agreement to carry out its intent.

25. SURVIVAL
All provisions which by their nature must continue after the Agreement expires or is terminated, including the Indemnification, Ownership of Materials/Work Product, Records, Governing Law, and Attorney Fees, shall survive the Agreement and remain in full force and effect.

26. NOTICES
All notices, requests and approvals must be sent in writing to the persons below, which will be considered effective on the date of personal delivery or the date confirmed by a reputable overnight delivery service, on the fifth calendar day after deposit in the United States Mail, postage prepaid, registered or certified, or the next business day following electronic submission:

To City of Cupertino

Attention:

Email:

To Contractor:

Attention:

Email:

27. EXECUTION
The person executing this Agreement on behalf of Contractor represents and warrants that Contractor has full right, power, and authority to enter into and carry out all actions contemplated by this Agreement and that he or she is authorized to execute this Agreement, which constitutes a legally binding obligation of Contractor. This Agreement may be executed in counterparts, each one of which is deemed an original and all of which, taken together, constitute a single binding instrument.

Professional/Consulting Contracts /Version: April 2024
IN WITNESS WHEREOF, the parties have caused the Agreement to be executed.

CITY OF CUPERTINO CONTRACTOR
A Municipal Corporation
By By
Name Name
Title Title
Date Date
AP
PROVED AS TO FORM:

CHRISTOPHER D. JENSEN
Cupertino City Attorney
AT
TEST:

KIRSTEN SQUARCIA
City Clerk
DATE:

Exh. D-Insurance Requirements for Design Professionals & Consultants Contracts Form Updated Jan. 2022 Consultant shall procure prior to commencement of Services and maintain for the duration of the contract, at its own cost and expense, the following insurance policies and coverage with companies doing business in California and acceptable to City.

INSURANCE POLICIES AND MINIMUMS REQUIRED

1. Commercial General Liability (CGL) for bodily injury, property damage, personal injury liability for premises operations, products and completed operations, contractual liability, and personal and advertising injury with limits no less than $2,000,000 per occurrence (ISO Form CG 00 01). If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO Form CG 25 03 or 25 04) or it shall be twice the required occurrence limit. a. It shall be a requirement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be made available to the Additional Insured and shall be (i) the minimum coverage/limits specified in this agreement; or (ii) the broader coverage and maximum limits of coverage of any insurance policy, whichever is greater. b. Additional Insured coverage under Consultant's policy shall be "primary and non-contributory," will not seek contribution from City’s insurance/self-insurance, and shall be at least as broad as ISO Form CG 20 10 (04/13).
c. The limits of insurance required may be satisfied by a combination of primary and umbrella or excess insurance, provided each policy complies with the requirements set forth in this Contract. An y um
brella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary basis for the benefit of City before the City’s own insurance or self- insurance shall be called upon to protect City as a named insure d.

2. Automobile Liability: ISO CA 00 01 covering any auto (including owned, hired, and non-owned a
utos) with limits no less than $1,000,000 per accident for bodily injury and property damage.

3. Workers’ Compensation: As required by the State of California, with Statutory Limits and Employer’s Liability Insurance of no less than $1,000,000 per occurrence for bodily injury or disease.  Not required. Consultant has provided written verification of no employees.

4. Professional Liability for professional acts, errors and omissions, as appropriate to Consultant’s profession, with limits no less than $2,000,000 per occurrence or claim, $2,000,000 aggregate. If written on a claims made form:
a. The Retroactive Date must be shown and must be before the Effective Date of the Contract. b. Insurance must be maintained for at least five (5) years after completion of the Services. c. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the Contract Effective Date, the Consultant must purchase “extended re
porting” coverage for a minimum of five (5) years after completion of the Services.

OTHER INSURANCE PROVISIONS
The aforementioned insurance shall be endorsed and have all the following conditions and provisions:

EXHIBIT D
Insurance Requirements
Design Professionals & Consultant Contracts
Attachment C

Exh. D-Insurance Requirements for Design Professionals & Consultants Contracts Form Updated Jan. 2022 Additional Insured Status
The City of Cupertino, its City Council, officers, officials, employees, agents, servants and volunteers (“Additional Insureds”) are to be covered as additional insureds on Consultant’s CGL and automobile liability policies. General Liability coverage can be provided in the form of an endorsement to Consultant’s insurance (at least as broad as ISO Form CG 20 10 (11/ 85) or both CG 20 10 and CG 20 37 forms, if later editions are used).

Pr
imary Coverage
Coverage afforded to City/Additional Insureds shall be primary insurance. Any insurance or self-insurance maintained by City, its officers, officials, employees, or volunteers shall be excess of Consultant’s insurance and shall not contribute to it.

Notice of Cancellation
Each insurance policy shall state that coverage shall not be canceled or allowed to expire, except with written notice to City 30 days in advance or 10 days in advance if due to non-payment of premiums.

Waiver of Subrogation
Consultant waives any right to subrogation against City/Additional Insureds for recovery of damages to the extent said losses are covered by the insurance policies required herein. Specifically, the Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of City for all work performed by Consultant, its employees, agents and subconsultants. This provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

D
eductibles and Self-Insured Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At City’s option, either:
the insurer must reduce or eliminate the deductible or self-insured retentions as respects the City/Additional Insureds; or Consultant must show proof of ability to pay losses and costs related investigations, claim administration and defense expenses. The policy shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the insured or the City.

Acceptability of Insurers
Insurers must be licensed to do business in California with an A.M. Best Rating of A-VII, or better.

Verification of Coverage
Consultant must furnish acceptable insurance certificates and mandatory endorsements (or copies of the policies effecting the coverage required by this Contract), and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements prior to commencement of the Contract. City retains the right to demand verification of compliance at any time during the Contract term.

Sub
consultants
Consultant shall require and verify that all subconsultants maintain insurance that meet the requirements of this Contract, including naming the City as an additional insured on subconsultant’s insurance policies.

Hig
her Insurance Lim its
If Consultant maintains broader coverage and/or higher limits than the minimums shown above, City shall be entitled to coverage for the higher insurance limits maintained by Consultant.

Adequacy of Coverage
City reserves the right to modify these insurance requirements/coverage based on the nature of the risk, prior experience, insurer or other special circumstances, with not less than ninety (90) days prior written notice

CC 12-03-2024

#12

Photovoltaic Systems
Project

Supplemental Report

CITY COUNCIL STAFF REPORT
SUPPLEMENTAL 1
Meeting: December 3, 2024

Agenda Item #12

Subject
Capital Improvement Program Photovoltaic Systems Design and Installation Project.

Recommended Action
Approve the Capital Improvement Programs Photovoltaic Systems Design and Installation Project conceptual design for three City of Cupertino facilities:

Community Hall, Cupertino Sports Center, and Quinlan Community Center.

Background:

Q1: The original proposed project include 5 sites, but the current project includes only three sites: Community Hall, Cupertino Sports Center, and Quinlan Community Center. The Blackberry Farn and the Library parking area are removed. The staff report states ʺThe PV Systems Design and Installation (budget unit 420‐99‐274) was approved as part of the FY 2024‐25 Budget at $6,300,000. There are no recommended changes to the budget. ...

The project is estimated to reduce expenditures by approximately $276,000 annually, and approximately $13,000,000 over the 30‐year life cycle.ʺ (Chao)

Q1‐1: Is there any reduction in the
total project cost of $6.3M, given the fact
that two sites are removed from the previous proposal with 5 sites? Or would the cost still be $6.3M for the remaining three sites?
(Chao)
Staff response: A reduction to the overall project cost is not proposed.

Q1‐2: Is the
estimate of annual saving still $276,000 annually and
approximately $13,000,000 over the 30‐year life cycle, given the fact that two sites are removed from the previous proposal with 5 sites?

(Chao)
Staff response: The projected annual and lifecycle savings noted above reflect the savings possible from the three proposed sites.

Q2: As a reference, Google search shows that ʺSolar panels are typically warrantied for 20–25 years. After that, the panel can still produce electricity, but the amount is no
longer guaranteed,ʺ which i know may or may not be
applicable for the Photovoltaic Systems being installed. (Chao)
Staff response: The typical warranty for photovoltaic systems is 30 years.

Q2‐1: How many years the proposed Photovoltaic Systems would be warrantied for?
(Chao)
Staff response: The typical warranty
for photovoltaic systems is 30 years.

Q2‐2: Given that the performance of the solar equipment degrades over time, whatʹs the estimated savings?
(Chao)
Staff response: The projections for estimated savings include a 0.5% factor of degradation, as noted in Attachment B – Preliminary Cost Estimates.

Q3: Is there
any grant funding now to offset the $6.3M cost? Whatʹs the estimated grant funding the City might receive? (Given that the federal government might rollback incentives in the next 4 years?) (Chao)
Staff response: The City will apply for the Inflation Reduction Act funding, which would provide an approximate 40% rebate. Other grants will be sought and applied for where possible.

Q4: As a reference, Google search shows that
 Commercial solar panels: The cost of solar panels has decreased by 70% since 2010.
 Solar PV module prices: Solar PV module prices have dropped by 90% since 2000.
 Global capacity: Solar panel prices have fallen by around 20% every time global capacity doubled.
(Chao)

Q4‐1: Given the Cityʹs current structural deficit, whatʹs pros and cons for installing solar panels in phases, rather on all three sites proposed, in order to take advantage of cost reduction as technology advances? (Chao)
Staff response: This CIP project was initiated to take advantage of the NEM 2.0 rates.

Postponing any of the sites to a later “phase” would negate any advantages that the NEM 2.0 rates provide. Projects must be completed by April 2026 to take advantage of the NEM 2.0 rates. Projects completed after April 2026 will receive returns based on the NEM 3 rates, which would be lower than the NEM 2.0 rates. The chart below provides the savings differentials for each site, based on generation, use, and energy buy back:

Attachments Provided with Original Staff Report:

A. FY 24‐25 CIP Project Narratives Excerpt
B. Preliminary Cost Estimates
C. Programming Cost Funding Report
D. SCCLD Letter of Support for Postponement

CC 12-3-2024

#13

City Attorney’s
Employment Contract

Desk Item
1 CITY COUNCIL STAFF REPORT
DESK ITEM
Meeting: December 3, 2024

Agenda Item #13

Subject
Approve the third amendment to the City Attorney’s employment contract and revise the Appointed Employees’ Compensation Program

Recommended Action
A. Adopt Resolution No. 24‐112 approving the third amendment to the City Attorney’s employment contract;
B. Adopt Resolution No. 24‐113 to amend the Appointed Employees’ Compensation Program effective December 3, 2024; and
C. Adopt Resolution No. 24‐114 approving Budget Modification No. 2425‐370, increasing appropriations by $19,691, resulting in the use of unassigned fund balance of $19,691

Background:

The Agenda for the December 3, 2024 City Council meeting inadvertently omitted the Staff Report for item 13 on the Action Calendar:  “Approve the third amendment to the City Attorney’s employment contract and revise the Appointed Employees’ Compensation Program.”  Attached to this desk item is the Staff Report for item 13 (Attachment G).

Additionally, at the request of Councilmember Chao, this desk item attaches a revised Draft Resolution (Attachment H) approving the third Amendment to the City Attorney Employment Agreement with the insertion of Whereas clauses explaining that the Second Amendment that was approved on July 19, 2022 has not been revised.

Lastly, below are responses to questions from Councilmember Chao:

Revised Q1: Please list the other components of the contract, such as the me‐to clause, severance pay and cooling period, which are either added to the contract or unchanged in the contract. (Councilmember Chao)
Staff response:  The proposed Third Amendment adds a “me‐too” clause and increases the

2 severance payment from three (3) months to nine (9) months.  All other terms are the same as in the Employment Agreement approved on June 15, 2021.

Q1‐2: Whatʹs the total compensation for the City Attorney in the new contract? What it consists of? (Councilmember Chao)
Staff response: The total compensation is $330,000 consisting of a proposed annual salary of $310,500 and contribution of $19,500 in deferred compensation.

Q2: The resolution states ʺWHEREAS, on January 1, 2026, the City Attorney’s salary shall be increased by the same percentage and at the same time as any discretionary across‐ the‐board increase in base annual compensation granted to exempt management employees covered by the Unrepresented Employees’ Compensation Programʺ, which is commonly know as the me‐too clause. Whatʹs the ʺdiscretionary across‐the‐board increase in base annual compensation granted to exempt management employeesʺ in each of the past years?  (Councilmember Chao)
Staff response: Exempt management employees typically receive the same cost of living increase provided to union represented employees.  In 2024, no employees received a COLA; in 2023, the COLA was 3.5%.

Q3: Please provide a comparison table between the first amendment, second and the third amendment, including the date of the first, the second amendments and date of approval. (Councilmember Chao)
Staff response:

Amendment  Date of Council Approval
First  July 20, 2021
Second  July 19, 2022
Third  December 3, 2024

Q3‐1: Please provide the percentage of increase for the total compensation between amendments? (Councilmember Chao)
Staff response: The second amendment increased the City Attorney’s salary from $255,000 to $280,000 (9.8% annual increase from prior year). The proposed third amendment will increase the salary from $280,000 to $310,500 (10.89% increase from July 2022, an approximate 5.44% annual increase).

Q4: Please provide CPI for each year since the first amendment. (Councilmember Chao) Staff response:

2021     3.8%
2022     6.0%
2023     2.8%
2024     2.4%

3 Q5: Please include the comparison table for city attorney salaries with other cities, made available to the Council. (Councilmember Chao)
Staff response: Please see attached (Attachment I).

Q6: Please provide instructions on how to find the first and second amendments of the city attorney contract from the city records?
Staff response:  Public employee information can be found on the City’s webpage under “Our City”, then select “Human Resources” under “Departments”.  Once on the Human Resources page, select “MOUs and Compensation Programs”.

Q6‐1: Please also include them aa attachments too.

Staff response: Please see attached.

Attachments Provided
with Original Staff Report (inadvertently not included in agenda):

A. Draft Resolution approving the third Amendment to City Attorney Employment Agreement
B. Draft Third Amendment to the City Attorney Employment Agreement C. Draft Resolution amending Appointed Employees’ Compensation Program D. Amendments to the Appointed Employees’ Compensation Program (Redline) E. Amendments to the Appointed Employees’ Compensation Program (Clean) F. Draft Resolution approving budget modification

Additional Attachments Provided with Desk Item:

G. Staff Report
H. Revised Draft Resolution
I. Comparison Table for City Attorney Salaries
J. First and Second Amendments to City Attorney Employment Agreement

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City Attorney Salary - Sorted by Total Compensation (Excluding Benefits) City/Town City Attorney Date Appointed Base Pay 401(a)/457 Plan Total Comp Severance Cooling Off Period 1 Milpitas Michael Mutalipassi 4/25/2022 259,903.00$ 900.00$ 260,803.00$ 3 months salary and health 90 days before/6 mo after election 2 Los Gatos Gabrielle Whelan 5/16/2022 261,258.00$ -$ 261,258.00$ 6 months salary and benefits No 3 Cupertino Christopher Jensen 7/27/2021 280,000.00$ 19,500.00$ 299,500.00$ 3 months salary and health 90 days 4 San Mateo Prasanna Rasiah 5/17/2021 285,000.00$ 18,000.00$ 303,000.00$ 12 months salary and health NA 5 Morgan Hill Donald Larkin 7/11/2016 300,896.00$ 23,000.00$ 323,896.00$ 12 months salary and benefits NA 6 Sunnyvale Rebecca Moon 5/12/2024 293,000.00$ 31,500.00$ 324,500.00$ 9 months salary 90 days 7 Redwood City Veronica Ramirez 9/6/2016 323,691.00$ 6,473.82$ 330,164.82$ 6 months salary and continued health benefits 90 days 8 Santa Clara Glen Googins 3/1/2023 345,000.00$ -$ 345,000.00$ 9 months salary and benefits NA 9 Palo Alto Molly Stump 4/18/2011 335,750.00$ 15,000.00$ 350,750.00$ 9 months salary and benefits No 10 Mountain View Jennifer Logue 4/18/2022 348,752.00$ 6,975.04$ 355,727.04$ 6 months salary and benefits No 11 Daly City Rose Zimmerman 11/6/2006 364,455.78$ -$ 364,455.78$ 12 months salary NA 12 Campbell William Seligmann 1/1/1987 429,312.00$ -$ 429,312.00$ NA NA Mean $318,918.15 $329,030.55
Median $308,345.50 $327,332.41
Delta Mean -$38,918.15 -12.2% -$29,530.55 -9.3%
Delta Median -$28,345.50 -8.9% -$27,832.41 -8.7%

FIRST AMMENDMENT TO EMPLOYMENT AGREEMENT FOR CITY ATTORNEY This First Amendment to Employment Agreement ( the " Agreement") is made and entered into this 20"' day of July, 2021, by and betweenthe CITY OF CUPERTINO, STATE OF CALIFORNIA, A Municipal Corporation, by and through its City Council (" EMPLOYER"), and Christopher D. Jensen EMPLOYEE" and, together with EMPLOYER, the " PARTIES").

RECITALS:

A. EMPLOYER is a Municipal Corporation of the State of California.

B. TheCity Councilof theCity of Cupertino, in accordancewith theprovisionsof its Municipal Code, desiresto employtheservicesof EMPLOYEEasCity Attorney.

C. EMPLOYEE desiresto acceptemployment asCupertino City Attorney. .

D. It is the desire of both EMPLOYER and EMPLOYEE to set forth the terms and conditions of said employment.

E. The PARTIES now wish to amend the Agreement with this First Amendment to Agreement.

NOW THEREFORE, in considerationof the mutual covenantsherein contained, the parties agree as follows:

ARTICLE I: TERM OF EMPLOYMENT -
Section 1. 01. Term of the Contract:

1. This Contract begins on July 20, 2021, and will automatically expire on July 20, 2026, unless extendedin writing by the Parties.

2. All otherterms andconditions of the Agreement, including all other termsascurrently specified under Section 1.01, shall be unchanged and in full force and effect.

IN WITNESS WHEREOF, EMPLOYER has caused this Agreement to be signed and executed in its behalf by its Mayor, and duly attestedby its City Clerk, and EMPLOYEE hassignedandexecutedthis Contract, both in duplicate, the day andyear first abovewritten.

ATTEST: CITY OF CUPERTINO
Date: J Ul 15) 2021
chrisfapherSensen
EMPLOYEE"
Date: - 712- z / Zo Z. /
ayor

APPROVED AS TO FORM:

City Attorney
Ci Clerk

First Amendment to Ernploynnent Agreement.

For City Attorney
Final Audit Report
Created: 2021- 07- 15
By: Mariela Vargas ( marielar@cupertino. org)
Status: Signed
Transaction ID: CBJCHBCAABAAjMSw_ 4xt- OJXbytzXnnes271- dTng2rn 2021- 07- 15
First Amendment to EmploymentAgreement For City Attorney" History
i.) Document created by Mariela Vargas ( marielar@cupertino. org) 2021- 07- 15 - 4: 34: 32 PM GMT- IP address: 174. 85. 102. 203 Document emailed to Christopher Jensen aensenchrisd@gmail. com) for signature 2021- 07- 15 - 4: 38: 25 PM GMT
S Email viewed by Christopher Jensen [email protected]) 2021- 07- 15 - 4: 38: 30 PM GMT- IP address: 66. 249. 84. 241 4 Document e-signed by Christopher Jensen Oensenchrisd@gmail. com) Signature Date: 2021- 07- 15 - 4: 42: 03 PM GMT - Time Source: server- IP address: 136. 24. 42. 212 t Document emailed to Heather M. Minner ( minner@smwlaw. com) for signature 2021- 07- 15 - 4: 42: 05 PM GMT
Email viewed by Heather M. Minner ( minner@smwlaw. com) 2021- 07- 15 - 4: 51: 26 PM GMT- IP address: 104. 143. 198. 102 C- o Documente-signedby HeatherM. Minner ([email protected]) Signature Date: 2021- 07- 15 - 4: 52: 06 PM GMT - Time Source: server- IP address: 52. 39. 49. 65 Agreement completed.
2021- 07- 15-. 4: 52: 06 PM GMT
Adobe Sign

CVPERTINO
SECOND AMENDMENT TO EMPLOYMENT AGREE! VIENT FOR CITY ATTORNEY This Second Amendment to Employment Agreement ( the " Agreement") is made and entered into this 20' h day of . hily, 2022, by and between the CITY OF CUPERTINO, STATE OF CALIFORNIA, A Municipal Corporation, by and through its City Council (" EMPLOYER"), and Christopher D. Jensen EMPLOYEE" and, together with EMPLOYER, the " PARTIES").

RECITALS:

A. EMPLOYER is a Miuiicipal Corporation of the State of California.

B. The City Council of the City of Cupertino, in accordance with the provisions of its Municipal Code, desires to employ the services of EMPLOYEE as City Attorney.

C. EMPLOYEE desires to accept employment as Cupertino City Attorney.

D. It is the desire of both EMPLOYER and EMPLOYEE to set forth the terms and conditions of said employment.

E. The PARTIES now wish to amend the Agreement with this Second Amendment to Agreement.

NOW THEREFORE, in consideration of the mutual covenants herein contained, the parties agree as follows:

ARTICLE nI: COMPENSATION
Section 3. 01. Compensation.

1. EMPLOYER agrees to pay to EMPLOYEE for services rendered by him pursuant to this Contract an annual base salary of $ 280, 000, payable in installments at the time as other employees of EMPLOYER are paid.

2. All other terms and conditions of the Agreement and any amendments shall be unchanged and remain in full force and effect.

IN WITNESS WHEREOF, EMPLOYER has caused this Agreement to be signed and executed in its behalf by its Mayor, and duly attested by its City Clerk, and EMPLOYEE has signed and executed this Contract, both in duplicate, to be effective the day and year first above written.

ATTEST:

Date: Jul M, 2022
z>
EMPLOYEE"

CITY OF CUPERTINO
Date: 7/ 27 ) / Zo 2 ?
Mayor
Page I
City Clerk
APPROVED AS TO FORM:

Senior Assistant City Attorney

Michael Woo ( Jul 21, 2022 13: 24 PDT)
Michael Woo
CA Second amendment to agreement
Final Audit Report 2022- 07- 14
Created:

BY:

Status:

Transaction ID:
2022- 07- 14
Araceli Alejandre ( aracelia@cupertino. org)
Signed
CBJCHBCAABAAVkmNAarKINGqivpYIZfFI- 4CVFE- 5ag
CA Second amendment to agreement" History
5 Document created by Araceli Alejandre ( aracelia@cupertino. org) 2022- 07- al4 - 9: 56: 12 PM GMT- IP address: 73. 170. 27. 253 7+ Document emailed to christophe2@cupertino. org for signature 2022- 07- 14 - 9: 57: 36 PM GMT
5 Email viewed by christopherj@cupertino. org
2022- 07- 14 - 10: 16: 58 PM GMT- IP address: 104. 47. 74. 126 4% Document e- signed by Christopher D. Jensen ( christophe2@cupertino. org) Signature Date: 2022- 07- 14 - 10: 17: 17 PM GMT - Time Source: server- IP address: 136. 24. 42. 212 0 Agreement completed.
2022- 07- 14- 10: 17: 17 PM GMT
Powered by
Adobe
Acrobat Sign
SecondAmendmentto Employmentfor City
Attorney
Final Audit Report 2022-07-21
Created: 2022-07-21
By: Kirsten Squarcia ([email protected])
Status: Signed
Transaction ID: CBJCHBCAABAArYcQq-c3qeBJ4DvjHiXQg7ydLh9yEAnu SecondAmendmentto Employmentfor City Attorney" History
Documentcreatedby KirstenSquarcia ([email protected]) 2022-07-21 - 7:00:25 PM GMT- IP address: 69.110.137.176 Documente-signedby KirstenSquarcia ([email protected]) Signature Date: 2022-07-21 - 7:02:59 PM GMT - Time Source: server- IP address: 69.110.137.176 Document emailed to Michael Woo ([email protected]) for signature 2022-07-21 - 7:03:01 PM GMT
Emailviewedby MichaelWoo ([email protected])
2022-07-21 - 8:23:55 PM GMT- IP address: 104.47.73.254
Documente-signedby MichaelWoo ([email protected])
Signature Date: 2022-07-21 - 8:24:45 PM GMT - Time Source: server- IP address: 64.165.34.3 Agreementcompleted.
2022-07-21 - 8:24:45 PM GMT