East Palo Alto City Council May 2, 2023 Agenda Page 1 of 4
EAST PALO ALTO CITY COUNCIL
REGULAR MEETING AGENDA
May 2, 2023 6:30 PM
EPA Government Center
2415 University Ave, First Floor
East Palo Alto, CA 94303
NOTICE
This meeting will be held virtually and in-person at the Council Chambers located on 2415 University Ave, First Floor East Palo Alto, CA 94303. The virtual portion of this City Council meeting will be conducted in accordance with City of East Palo Alto Resolution adopted pursuant to Assembly Bill 361.
The public may participate in the City Council Meeting via Zoom Meeting or by attending in-person in the Council Chambers at 2415 University Ave, First Floor East Palo Alto, CA 94303. Community members may provide comments by emailing [email protected], submitting a speaker card at the meeting or using the “RAISE HAND” feature when the Mayor or City Clerk call for public comment. Emailed comments should include the specific agenda item on which you are commenting.
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International numbers available: https://zoom.us/u/aMWYF4KT East Palo Alto City Council May 2, 2023 Agenda Page 2 of 4
1. CALL TO ORDER AND ROLL CALL
2. APPROVAL OF THE AGENDA
(Government Code Section 54957.7(a))
3. APPROVAL OF CONSENT CALENDAR
1. Minutes of the April 18, 2023 Meeting
Recommendation: Adopt the minutes of the April 18, 2023 Meeting.
2. Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.
Recommendation: Adopt a resolution:
1. Waiving the formal bid procedures under section 2.84.070(D) of the Municipal Code; and
2. Authorizing the City Manager to execute a second amendment to the contract, in a form approved by the City Attorney, with West Co ast Code Consultants, Inc. (WC3), to:
a. Increase the contract in the amount of $1,000,000 for a total not-toexceed amount of $2,000,000. b. Authorize WC3 to provide consultant services for any building-related professional services project in East Palo Alto, as determined by City staff and consistent with the City’s Developer Reimbursement protocols.
3. Local Gun Control Ordinance
Recommendation: Waive a second reading and adopt an ordinance amending various Articles of Chapter 9.24 (Dangerous Weapons) and adding a new Article V (Firearms Storage) of the East Palo Alto Municipal Code (EPAMC) requiring gun owners within the City’s jurisdictional limits to provide safe firearm storage.
4. Contract with Urban Futures, Inc to provide a 10-Year Financial Forecast Model Recommendation: Adopt a resolution authorizing the City Manager to negotiate and execute an agreement with Urban Futures, Inc (UFI) to provide a 10-Year Financial Forecast Model in an amount not to exceed Thirty-Five Thousand One Hundred Dollars ($35,100) and a term through December 31, 2023.
5. San Francisco Public Utility Commission Wholesale Water Rate Increases Recommendation: Receive and file update on expected wholesale water rate increase.
6. Water service Capital Improvements at 2415 University Ave.
Recommendation: Adopt a Resolution authorizing the City Manager to direct Veolia to perform water system capital improvements at 2415 University Avenue and to enter into a Memorandum of Understanding with San Mateo County wherein the County funds half of the proposed project.
7. Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes Street, and Gaillardia Way
Recommendation: Adopt a resolution authorizing the installation of a multi-way (fourway) stop sign at the Pulgas Avenue, Oakes Street, and Gaillardia Way intersection and finding the project is exempt under California Environmental Quality Act (CEQA), pursuant to CEQA Guidelines Section 15301(c) (minor alteration).
East Palo Alto City Council May 2, 2023 Agenda Page 3 of 4
8. Proclamation Of the City of East Palo Alto in Recognition & Celebration of the Cinco De Mayo Festival Latino 2023 And Extending Congratulations to the Comite Latino for Organizing the Event Since 1985
4. CLOSED SESSION - NONE
5. PUBLIC COMMENT
Members of the public wishing to address the City Council on items not listed on the agenda may do so under this item. Each speaker is limited to two minutes. The Mayor has the discretion to adjust speaking times. In accordance with State Law, no action or discussion may take place on any item not appearing on the posted agenda. The Council may respond to statements made or questions asked or may request Staff to report back at a future meeting concerning the matter.
The exceptions under which the City Council may discuss and/or take action on items not appearing on the agenda are contained in Government Code Section 54954.2(b)(1)(2)(3).
6. INFORMATIONAL REPORTS - NONE
7. SPECIAL PRESENTATIONS
1. Special Presentation SamTrans Microtransit Service
8. PUBLIC HEARINGS - NONE
9. POLICY AND ACTION
1. Community Resource Fund Grant Framework
Recommendation:
1. Provide direction on the proposed Community Resource Fund grant framework.
2. Direct staff to issue a Notice of Funding Availability (NOFA) or Request for Proposals (RFP) for $350,000 in Community Resource Funds based on Council’s grant framework direction.
10. COUNCIL REPORTS
11. ADJOURNMENT
East Palo Alto City Council May 2, 2023 Agenda Page 4 of 4 This AGENDA is posted in accordance with Government Code Section 54954.2(a) This Notice of Availability of Public Records: All public records relating to an open session item which are not exempt from disclosure pursuant to the Public Records Act, that are distributed to the majority of the City Council will be available for public inspection at the City Clerk’s Office, 2415 University Avenue, East Palo Alto, CA at the same time that the public records are distributed or made available to the City Council. Such documents may also be available on the East Palo Alto website www.cityofepa.org subject to staff’s ability to post the documents prior to the meeting. Information may be obtained by calling (650) 853-3100.
The City Council meeting packet may be reviewed by the public in the Library or the City Clerk's Office. Any writings or documents pertaining to an open session item provided to a majority of the City Council less than 72 hours prior to the meeting, shall be made available for public inspection at the front counter at the City Clerk's Office, 2ND Floor, City Hall, 2415 University Avenue, East Palo Alto, California 94303 during normal business hours.
Information distributed to the Council at the Council meeting becomes part of the public record. A copy of written material, pictures, etc. should be provided for this purpose.
East Palo Alto City Council Chambers is ADA compliant. Requests for disability related modifications or accommodations, aids or services may be made by a person with a disability to the City Clerk's office at (650) 853-3127 no less than 72 hours prior to the meeting as required by Section 202 of the Americans with Disabilities Act of 1990 and the federal rules and regulations adopted in implementation thereof.
DECLARATION OF POSTING
This Notice is posted in accordance with Government Code §54954.2(a) or §54956. Members of the public can view electronic agendas and staff reports by accessing the City website. Under penalty of perjury, this Agenda was posted to the public at le ast 72 hours prior to the meeting.
POSTED: April 28, 2023
ATTEST:
James Colin
City Clerk
EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: May 2, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: James Colin, City Clerk
SUBJECT: Minutes of the April 18, 2023 Meeting
Recommendation
Adopt the minutes of the April 18, 2023 Meeting.
Background
The City Council will consider adopting the minutes of the April 18, 2023 Meeting.
Attachments
1. 4-18-2023 Draft Minutes
3.1 Packet Pg. 5
East Palo Alto City Council April 18, 2023 Minutes Page 1 of 3
EAST PALO ALTO CITY COUNCIL
REGULAR MEETING MINUTES
APRIL 18, 2023
EPA Government Center
2415 University Ave, First Floor – City Council Chamber East Palo Alto, CA 94303
1. CALL TO ORDER AND ROLL CALL
The meeting was called to order by Mayor Lisa Gauthier at 6:35 p.m.
Attendee Name Title Status Arrived
Carlos Romero Councilor Present
Ruben Abrica Councilor Present
Lisa Gauthier Mayor Present
Antonio Lopez Vice Mayor Present
Martha Barragan Councilor Present
2. APPROVAL OF THE AGENDA
Motion: Antonio Lopez
Second: Lisa Gauthier
Passed by unanimous decision.
3. APPROVAL OF CONSENT CALENDAR
Decision to approve the consent calendar except for item 3.1:
Motion: Antonio Lopez
Second: Carlos Romero
Passed by unanimous decision.
1. Minutes of the April 4, 2023 Meeting
Item was pulled by councilmember Romero for discussion.
Motion: Carlos Romero
Second: Antonio Lopez
Passed by unanimous decision.
2. Quarterly COVID-19 Emergency Reporting and Request to End the Local Emergency
3. Second Amended Restated Joint Powers Authority Agreement for the San Francisquito Creek Joint Powers Authority
4. Second Contract Amendment with EKI
5. Monthly Cash Treasury Report for February 2023
6. Contract Amendment with Superior Mechanical Services Inc.
4. CLOSED SESSION – NONE
3.1.a
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Attachment: 4-18-2023 Draft Minutes (2654 : Minutes of the April 18, 2023 Meeting) East Palo Alto City Council April 18, 2023 Minutes Page 2 of 3
5. PUBLIC COMMENT
- Gail Wilkerson
- Leland Francois
- Q Smith
6. INFORMATIONAL REPORTS
1. Police Recruitment Chief Update
City Manager, Melvin E. Gaines made an announcement that he appointed Jeff Liu as Police Chief.
Public Comment:
- Q Smith
- Larry Moody
- Gail Wilkerson
7. SPECIAL PRESENTATIONS – NONE
8. PUBLIC HEARINGS
1. Comprehensive Fee Schedule Update
- Greg Henry provided a presentation on the Comprehensive Fee Schedule. - Mayor Gauthier opened the public hearing.
Public Comment:
- Gail Wilkerson
- Q Smith
Motion: Antonio Lopez
Second: Carlos Romero
Passed by unanimous decision.
9. POLICY AND ACTION
1. 2023-2024 City Council Priorities
Greg Larson provided a presentation about the City Council Priorities.
Public Comment:
- Gail Wilkerson
- Leland Francois
- Q Smith
Motion: Antonio Lopez
3.1.a
Packet Pg. 7
Attachment: 4-18-2023 Draft Minutes (2654 : Minutes of the April 18, 2023 Meeting) East Palo Alto City Council April 18, 2023 Minutes Page 3 of 3 Second: Lisa Gauthier
Passed by unanimous decision.
2. FY 2023-24 Preliminary Budget and Budget Message
Tomohito Oku, Finance Director, provided a presentation on the Preliminary Budget.
3. Local Gun Control Ordinance
John Le provided a report on the Gun Control Ordinance. Added findings and adjusted the scope of the ordinance.
Public Comment:
- Paola Maciocia
- Alexandra Pavidakis
- Gail Wilkerson
Motion: Carlos Romero
Second: Antonio Lopez
Passed by unanimous decision.
10. COUNCIL REPORTS
Mayor Gauthier announced Earth Day and the Reparations Committee, Bloomhouse event, and the City's Anniversary event.
Councilmember Abrica announced the Cinco de Mayo event (Sunday May 7).
11. ADJOURNMENT
The meeting was adjourned at 8:53 p.m.
3.1.a
Packet Pg. 8
Attachment: 4-18-2023 Draft Minutes (2654 : Minutes of the April 18, 2023 Meeting)
EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: May 2, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Romeo Herrera, Chief Building Official
SUBJECT: Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.
Recommendation
Adopt a resolution:
1. Waiving the formal bid procedures under section 2.84.070(D) of the Municipal Code; and
2. Authorizing the City Manager to execute a second amendment to the contract, in a form approved by the City Attorney, with West Coast Code Consultants, Inc. (WC3), to:
a. Increase the contract in the amount of $1,000,000 for a total not-to-exceed amount of $2,000,000.
b. Authorize WC3 to provide consultant services for any building-related professional services project in East Palo Alto, as determined by City staff and consistent with the City’s Developer Reimbursement protocols.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
· Ensure Our Financial and Organizational Health
· Promote Health & Public Safety
Background
In July 2019, the City of East Palo Alto released a Request for Qualifications (RFQ) to procure Master Consulting Agreements with consulting firms highly qualified to provide building plan review services during the entitlement phase of incoming development projects. On September 17, 2019, the City Council adopted Resolution No. 5166 authorizing the City Manager to formally qualify and enter into contract with two (2) consulting firms: 4Leaf, Inc. (4Leaf) and West Coast Code Consultants, Inc. (WC3) for building professional services.
3.2 Packet Pg. 9
The Master Consulting Agreements authorize the City to utilize each selected firms’ consulting services for development projects through established Reimbursement Agreements which provide pass-through revenue directly from the development applicant. As such, the scope of services for Master Consulting Agreements end when a given project receives Conditions of Approval (COA) and thus entitlement.
However, once a given project reaches entitlement, the demand for services via the Building Services Division continues. To obtain a Building Permit, the development applicant submits the building permit and building plans (with revisions pertaining to the COAs incorporated on the submitted documents) to the Building Services Division. At this stage, the Division begins the building plan review and, once the building permit is issued, the subsequent building inspections. While the City has the staffing capacity to process many incoming small and medium-scale projects, the City requires staff augmentation services on an on-call, as-needed, basis to provide supplemental staffing capacity for large-scale projects. This cost is fully recovered by building permit fees incurred to the development applicant.
As a result, on December 17, 2019, the City entered into a consultant agreement with West Coast Code Consultants, Inc. for post-entitlement services with a total contract limit for building-related professional services not to exceed $1,000,000 and a contract term expiration of June 30, 2022, with up to two (2) six-month extensions at the discretion of the City Manager (See Attachment 2).
Due to the continued increase in development review activity, on May 17, 2022, the Interim City Manager received Council approval to extend the contract term of the WC3 agreement by two years with an amended contract term expiration of June 30, 2024, with an option to extend for up to two (2) additional six-month extensions at the discretion of the City Manager (See Attachment 3). Current examples of large projects that have impacted or will impact the budget are Light Tree, 965 Weeks, Sobrato, Woodland Apartments Expansion, University Circle II, 717 Donohoe, 1788 East Bayshore Rd, 1201 Runnymede, 2331 University and 2435 Pulgas. These larger projects have impacted our budget which currently has a remaining balance of $85,000.
Staff requests approval to amend the consultant agreement with West Coast Code Consultants, Inc. (WC3) for post-entitlement building plans review, building inspection, and other building division support services by increasing the compensation amount by $1,000,000.
Analysis
WC3 currently provides post-entitlement staff review, building inspection and other buildingrelated professional services for the City’s Building Division. The first WC3 amendment for a contract term extension was approved to address the continued increase in development review activity, to address current development project application demand, and to comply with critical State mandates.
In addition to the continued increase in development review activity, the Building Division is not adequately staffed nor does the existing staff have the necessary experience or capacity to accommodate the continued work and demand of medium- to large-scale projects. Also, the Building Inspector role continues to be vacant, and it may take several months before the position is filled and the new staff are sufficiently trained.
3.2 Packet Pg. 10
Due to the continued increase in development review activity and the current staffing capacity issues described above, staff recommends waiving the formal bid procedures so that the WC3 budget can be increased to provide supplemental staffing capacity and expertise for projects of all sizes, as determined by staff and consistent with the City’s Developer Reimbursement protocols. If the City were to go out for bids, the City would lose WC3’s advantage of familiarity with currently existing projects under plan review and construction/development.
The City will incur a temporary fiscal impact for contracted building-related professional services. The cost will be covered by existing building permit fees. WC3 bills the City for work performed. Work is only performed when there is a project and projects are paid for by applicants through their permit fees. Furthermore, during the building permit phase of each project, any resulting Consultants costs will be paid up front by the applicant or developer through the Building Plan Review and Building Permit Fee process.
The consultant agreement with the WC3 provides building inspection services, plan review services, permit technician services and other building-related professional services.
Fiscal Impact
If approved, the proposed increase of $1,000,000 for building-related professional services, will be supported by approximately $250,000 in FY2022-23 vacancy savings. For FY2023-24, the remaining cost of $750,000 will be included in the Building Division budget.
Public Notice
The public was provided notice of this agenda item by making the agenda and report available on the City’s website and on a bulletin board located at City Hall: 2415 University Avenue, East Palo Alto.
Environmental
The action being considered does not constitute a “Project” within the meaning of the California Environmental Quality Act (CEQA), pursuant to CEQA Guideline sections 15378(b)(4) and (5) in that it is a governmental fiscal, organizational or administrative activity that will not result in direct or indirect changes in the environment.
Attachments
1. Resolution
2. WC3 Agreement 12.17.19
3. 1st Amendment 06.27.22
3.2 Packet Pg. 11
Resolution No. XX-2023 1 of 2
RESOLUTION NO. ___
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF EAST PALO ALTO
AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE CONTRACT WITH WEST COAST CODE CONSULTANTS, INC. (WC3) TO INCREASE THE CONTRACT IN THE AMOUNT OF $1,000,000 FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $2,000,000 WHEREAS, the City of East Palo Alto Community and Economic Development (CEDD) will be experiencing a significant increase in development review activity in the coming years, exceeding the current staffing capacity; and
WHEREAS, the Building Division will require consultant support to address current development project application demand and comply with critical state mandates; and WHEREAS, in July 2019, the City Council directed staff to issue a Request for Qualifications (RFQ) for consulting services to support the City of East Palo Alto with building plan review services during the entitlement phase of incoming development projects; and WHEREAS, on September 17, 2019, the City Council adopted Resolution No. 5166 authorizing the City Manager to execute Master Consultant Agreements to support the City with processing of building plan review and inspection services; and
WHEREAS, in October 2019, the City Council directed staff to issue a Request for Qualifications (RFQ) for consulting services to support the City with building plan review services and inspection services beyond the entitlement phase of development; and WHEREAS, on December 17, 2019, the City Council adopted Resolution No. 5202 authorizing the City Manager to execute consulting agreements with West Coast Code Consultants, Inc. (WC3) and CSG Consultants, Inc. (CSG) with a total contract limit for all building-related professional services of $1,000,000 and a term expiration of June 30, 2022 with up to two (2) six-month extensions for Building Division services; and
WHEREAS, on May 17, 2022, the City Council adopted Resolution No. 60-2022 authorizing the City Manager to amend the Consultant Agreement with WC3 for post-entitlement building services by extending the contract term by two-years with an option to extend for up to two (2) additional six-month extensions to address continued increases in development review activity, exceeding the current CEDD staffing capacity; and
WHEREAS, WC3 currently provides post-entitlement staff review, building inspection and other building-related professional services for the City’s Building Division. The first WC3 amendment for a contract term extension was approved to address the continued increase in development review activity, to address current development project application demand, and to comply with critical State mandates; and
WHEREAS, in addition to the continued increase in development review activity, the Building Division is not adequately staffed nor does the existing staff have the necessary experience or capacity
3.2.a
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Attachment: Resolution (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.) Resolution No. XX-2023 2 of 2
to accommodate the continued work and demand of medium- to large-scale projects. Also, the Building Inspector role continues to be vacant, and it may take several months before the position is filled and the new staff are sufficiently trained; and
WHEREAS, due to the continued increase in development review activity and the current staffing capacity issues described above, staff recommends waiving the formal bid procedures so that the WC3 budget can be increased to provide supplemental staffing capacity and expertise for projects of all sizes, as determined by staff and consistent with the City’s Developer Reimbursement protocols. If the City were to go out for bids, the City would lose WC3’s advantage of familiarity with currently existing projects under plan review and construction/development.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF EAST PALO ALTO HEREBY authorizes the City Manager to:
1. Find the foregoing recitals are true and correct and incorporated by reference into this action;
2. Waive the formal bid procedures under section 2.84.070(D) of the Municipal Code;
3. Execute a second amendment to the Consultant Agreement with WC3 for post-entitlement building services by increasing the contract by $1,000,000 for a total not-to-exceed amount of $2,000,000; and
4. Authorize WC3 to provide consultant services for any building-related professional services project in East Palo Alto, as determined by City staff and consistent with the City’s Developer Reimbursement protocols.
PASSED AND ADOPTED this 2nd day of May 2023 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN
Lisa Gauthier, Mayor
ATTEST: APPROVED AS TO FORM:
James Colin, City Clerk John D. Lê, City Attorney
3.2.a
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Attachment: Resolution (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
3.2.b
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Attachment: WC3 Agreement 12.17.19 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
FIRST AMENDMENT TO
AGREEMENT BETWEEN
CITY OF EAST PALO ALTO
AND
WEST COAST CODE CONSULTANTS, INC.
This First Amendment to the Contractor and Professional Services Agreement made and entered into on December 17, 2019, (“Principal Agreement”), between West Coast Code Consultants, Inc., a California corporation, (“Contractor”), and the City of East Palo Alto, a municipal corporation, (“City”), is made and dated for reference May 17, 2022.
Contractor and City do mutually agree as follows:
1. Revised Section. Section 3 of the Principal Agreement, entitled “Term” is hereby repealed and replaced with the following:
“The term of this Agreement, as amended, shall commence on December 17, 2019 and shall continue in full force and effect until June 30, 2024 with up to two (2) six-month extensions.”
2. Revised Exhibit B, Section 1. Exhibit B, Section 1 of the Principal Agreement, entitled “Consultant’s Compensation” is hereby repealed and replaced with the following:
City agrees to pay Contractor, at the rate(s) specified below, for those services set forth in Exhibit A of this Agreement, as amended, and for all authorized reimbursable expenses. Commencing July 1, 2022, the rates shall be subject to an annual cost of living adjustment based upon the Consumer Price Index. There is no change to the total not to exceed amount.
Integration. This Amendment, including all exhibits, if any, contains the entire agreement between the parties and supersedes whatever oral or written understanding they may have had prior to the execution of this Amendment. This Amendment shall not be amended or modified except by a written agreement executed by each of the parties hereto. Except as specifically revised herein, all terms and conditions of the Agreement, and all prior amendments, if any, shall remain in full force and effect, and Contractor shall perform all duties, obligations and conditions required under the Agreement.
3. Inconsistencies. In the event of any conflict or inconsistency between the provisions of this Amendment and the Agreement, and any prior amendment, if any, the provisions of this Amendment shall control in all respects.
4. Ambiguities. The parties acknowledge that they have had the opportunity to have this Amendment reviewed by their respective legal counsel, and that the terms and conditions of this Amendment are not to be construed against any party on the basis of such party's draftsmanship thereof.
DocuSign Envelope ID: 275836CC-51F7-46E5-8FA8-4D091F01CFA6
3.2.c
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Attachment: 1st Amendment 06.27.22 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
5. Counterparts. This Amendment may be executed by the parties in one or more counterparts all of which collectively shall constitute one document and agreement.
6. Facsimile Signature; Electronic Signature. This Amendment shall be binding upon the receipt of facsimile signatures or e-mailed by PDF or otherwise. Any person transmitting his or her signature by facsimile or electronically shall promptly send an original signature to the other party pursuant to the notice provision of the Agreement.
The failure to send an original shall not affect the binding nature of this Amendment.
7. Authority. The person signing this Amendment for Contractor hereby represents and warrants that he or she is fully authorized to sign this Amendment on behalf of Contractor.
IN WITNESS WHEREOF, the parties have entered into this First Amendment as of the day and yearstated above.
[Signatures on the following page]
DocuSign Envelope ID: 275836CC-51F7-46E5-8FA8-4D091F01CFA6
3.2.c
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Attachment: 1st Amendment 06.27.22 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.) West Coast Code Consultants, Inc.,
a California corporation
By:
Donald Zhao
Senior Project Manager
DATE: ____________________
2017-3379
East Palo Alto Business License No.
CITY OF EAST PALO ALTO,
a municipal corporation
By:________________________
Patrick Heisinger
Interim City Manager
DATE:_____________________
ATTEST:
By:________________________
James Colin, City Clerk
APPROVED AS TO CONTENT:
__________________________
Amy Chen
Director of Community & Economic
Development
APPROVED AS TO FORM:
Valerie J. Armento
Interim City Attorney
DocuSign Envelope ID: 275836CC-51F7-46E5-8FA8-4D091F01CFA6 6/29/2022 6/29/2022
3.2.c
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Attachment: 1st Amendment 06.27.22 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.) Attn: Jessica Y. Caballero
Community & Economic Development
City of East Palo Alto
1960 Tate Street
East Palo Alto, CA 94303
P: (650) 853.3142
E: [email protected]
Cost Proposal with effect from July 1, 2022
PREPARED FOR:
City of East Palo Alto, California
Community & Economic Department
Building Division
West Coast Code Consultants, Inc.
5000 Executive Parkway, Suite 510
San Ramon, CA 94583
PROJECT CONTACT:
Donald Zhao, PE
Vice-President
417 Grand Avenue, Suite 201
South San Francisco, CA 94080
P: (650) 754.6353
E: [email protected]
West Coast Code Consultants, Inc.
Teaming with Your Community to Make a Difference
Revised Exhibit B-1
DocuSign Envelope ID: 275836CC-51F7-46E5-8FA8-4D091F01CFA6
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Attachment: 1st Amendment 06.27.22 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.) WC³’s Statement on Proposed Fees
May 2022
As you are aware, over the past few years, there has been an unprecedented increase in cost of living throughout the United States, and especially here in California. The table below is an extract of CPI-U (Consumer Price Index-Urban) data from U.S. Bureau of Labor Statistics which highlights the increased cost of living that has occurred since 2016:
These increases in cost of living have created enormous challenges to WC³ in terms of resourcing quality staff as well as retaining our existing team members. Though our billable rates have not changed for the past few years, we have continued to try to adjust the salaries of our staff to help meet their needs. This has created significant pressure on WC³’s operations, as with most businesses.
As a result, you will find that our rates have significantly increased, as noted in the attached proposal. We understand that these increases are significant and would be happy to discuss them with you at any time. Should you have any questions please feel free to reach out to me via email or phone [[email protected], (925) 766-5600].
Sincerely,
Giyan Senaratne, S.E., P.E., LEED Ap.
Principal/CEO
Source U.S. Bureau of Labor Statistics
https://data.bls.gov/timeseries/CUUR0000SA0?years_option=all_years Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Yearly
Increase %
Cumulative
%
2016 236.916 237.111 238.132 239.261 240.229 241.018 240.628 240.849 241.428 241.729 241.353 241.432 2.50% 102.50% 2017 242.839 243.603 243.801 244.524 244.733 244.955 244.786 245.519 246.819 246.663 246.669 246.524 2.07% 104.62% 2018 247.867 248.991 249.554 250.546 251.588 251.989 252.006 252.146 252.439 252.885 252.038 251.233 1.55% 106.25% 2019 251.712 252.776 254.202 255.548 256.092 256.143 256.571 256.558 256.759 257.346 257.208 256.974 2.49% 108.89% 2020 257.971 258.678 258.115 256.389 256.394 257.797 259.101 259.918 260.280 260.388 260.229 260.474 1.40% 110.41% 2021 261.582 263.014 264.877 267.054 269.195 271.696 273.003 273.567 274.310 276.589 277.948 278.802 7.48% 118.67% 2022 281.148 283.716 287.504 289.109 292.296 9.52% 129.96% CPI for All Urban Consumers (CPI-U)
Original Data Value
5000 EXECUTIVE PARKWAY, STE 510
SAN RAMON, CA 94583
OFFICE: (925) 275-1700
FAX: (925) 275-0600
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Attachment: 1st Amendment 06.27.22 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.) Teaming with Your Community to Make a Difference | www.WC-3.com 1 2 WC3 proposes the following fees based on a percentage of the plan review fees collected by the City of East Palo Alto.
PLAN REVIEW PROPOSED FEES
PLAN REVIEW SERVICES CONTRACT RATE
Comprehensive Building Plan Review 60% of Plan Review Fees Collected by the City Expedited Plan Review 150% of Regular Plan Review Fees
Fourth & Subsequent Plan Reviews $128.75 / Hour
Structural Only Plan Reviews $144.25 / Hour
Revisions/Deferred Submittals, RFIs/ASIs $128.75 / Hour Electronic Plan Review and Auto-Coordination
All off-site percentage and hourly plan reviews
City of East Palo Alto could use our electronic system
No additional Cost
Plan review services include an initial review, a second review, and a minor third review (if needed) for approval of the plans. Any additional time required beyond the third plan review will be billed on an hourly basis, with prior approval by the City, per the Hourly Billing Rates indicated above.
Pick-up and delivery fees are not charged to the City but processed through WC3’s established account. Preliminary plan reviews, review of revisions after a project has been approved, review of shop drawings, and review of deferred submittals will be completed on an hourly basis with a mutually acceptable not-to-exceed amount.
Staff assigned to work in-house at the City of East Palo Alto will be billed at the hourly rate provided below and invoiced monthly.
HOURLY RATES SCHEDULE
BUILDING DEPARTMENT SERVICES HOURLY RATES
Interim / Deputy Certified Building Official $154.50 / Hour CASp Plans Examiner / Inspector $144.25 / Hour
Structural Engineer $144.25 / Hour
On-Site Plan Review $128.75 / Hour
Off-Site Plan Review $128.75 / Hour
Code Enforcement Officer $118.50 / Hour
Senior Building Inspector $118.50 / Hour
Building Inspector III $113.50 / Hour
Building Inspector II $108.25 / Hour
Building Inspector I $103.00 / Hour
Permit Technician $75.00 / Hour
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Attachment: 1st Amendment 06.27.22 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.) Teaming with Your Community to Make a Difference | www.WC-3.com The proposed hourly rates are applicable through June 30, 2023. Hourly rates are subject to an annual increase based on a minimum 3% cost of living, the Engineering News Record’s (ENR), Construction Cost Index (CCI), or Consumer Price Index (CPI-U); whichever is greater.
Proposed hourly rates for Inspection Services are not applicable to prevailing wage assignments. Any prevailing wage assignment rates submitted to the jurisdiction will comply with State of California Department of Industrial Relations (DIR) regulations.
WC3’s Rate Schedule of Proposed Hourly Rates displays our firm’s proposed rate structure for building plan review services, as well as additional inspection and on-site professional services as an option.
On-site services (Interim CBO, In-house Plan Review, Code Enforcement, Inspections, and Permit Technician services) will be provided in four (4) hour segments. On-site services beyond forty (40) hours a week, overtime work, holiday work, weekend work, etc. will be invoiced as follows:
• Overtime – One Hundred Fifty Percent (150%) of regular rates. Overtime is defined as working more than Forty (40) Hours a week or more than eight (8) hours a day or more than six (6) consecutive days in a week. • Double Overtime – Two Hundred Percent (200%) of regularrates. Double Overtime is defined as working more than Twelve (12) hours a day or working more than Eight (8) hours on the seventh consecutive day ofwork.
• Holidays and Weekends – Two Hundred Percent (200%) of regularrates.
Reimbursable, Courier/Delivery, and Mileage Expenses
If applicable, WC3 proposes that reimbursable expenses (i.e. specialized equipment rental or printing costs) will be authorized prior to charge and billed at actual cost, without mark-up. WC3 will use our established shipping service to pick up documents for courier/delivery to and from our WC3 office(s) at no additional cost to the City of East Palo Alto.
Invoicing Procedures
At the beginning of each month, WC3 will furnish to the City of East Palo Alto an invoice and a statement of the work performed for compensation during the preceding month.
2 DocuSign Envelope ID: 275836CC-51F7-46E5-8FA8-4D091F01CFA6
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Attachment: 1st Amendment 06.27.22 (2655 : Proposed Amendment to the Agreement with West Coast Code Consultants, Inc.)
EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: May 2, 2023
TO: Honorable Mayor and Members of the City Council
VIA: John D. Le, City Attorney
BY: John D. Le, City Attorney
SUBJECT: Local Gun Control Ordinance
Recommendation
Waive a second reading and adopt an ordinance amending various Articles of Chapter 9.24 (Dangerous Weapons) and adding a new Article V (Firearms Storage) of the East Palo Alto Municipal Code (EPAMC) requiring gun owners within the City’s jurisdictional limits to provide safe firearm storage.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Promote Health & Public Safety
Background
On March 21, 2023, the City Council waived the first reading and introduced a “Safe Storage Ordinance,” after making minor modifications on the dais. On April 4, 2023, the Council tabled the second reading and directed staff to return with an amended ordinance, including amendments to the scope of the Ordinance. On April 18, 2023, after taking public comment, the Council waived first reading and introduced the Ordinance. This agenda report recommends that the Council waive the second reading and adopt a safe storage ordinance.
Analysis
No changes were made during the April 18 introduction meeting. As such, staff recommends that the Council adopt the Ordinance this evening.
Fiscal Impact
There are no fiscal impacts associated with the proposed action.
Public Notice
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The public was provided notice by making the agenda and report available on the City’s website and on a bulletin board located at City Hall: 2415 University Avenue, East Palo Alto.
Environmental
The proposed action is not a “project” under California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15378 and Public Resources Code section 21065 because it does not: (1) approve a project or result in a direct physical impact on the environment, or (2) contemplate known future projects, and as such, no known environmental impacts are known at this time. Instead, the proposed action would clarify procedural aspects related to the implementation of locally adopted building and other related codes.
As a separate and independent basis, the proposed action is exempt from CEQA pursuant to CEQA Guidelines section 15061(b)(3) because it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.
Attachments
1. Ordinance
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ORDINANCE NO. _________
AN ORDINANCE OF THE CITY COUNCIL
OF THE CITY OF EAST PALO ALTO
AMENDING CHAPTER 9.24 (DANGEROUS WEAPONS) OF THE EAST
PALO ALTO MUNICIPAL CODE BY AMENDING ARTICLE I (GENERAL PROVISIONS); AMENDING ARTICLE II (DISCHARGE AND
POSSESSION OF FIREARMS); AND ADDING A NEW ARTICLE V
(FIREARMS STORAGE)
WHEREAS, on January 24, 2023, Moms Demand Action for Gun Sense in America (Moms Demand Action) approached the City to adopt a safe gun storage ordinance. On March 21, 2023, the City Council introduced an ordinance modeled after several ordinances adopted in many Bay Area cities; April 4, 2023, final adoption for that ordinance was tabled with direction to staff to return with an amended ordinance; and WHEREAS, self-determination has been a foundational principle of East Palo Alto since its inception and was one of the driving forces behind the City’s incorporation in 1983. This principle rings true from the City’s efforts to provide for its residents in terms of the provision of public services, amenities, community and economic development initiatives, and housing opportunities, and it applies with equal or greater force to local regulation. Making local legislative decisions, including in matters related to public safety, in ways that make sense for its unique community is consistent with the City’s core principle of self-determination; and
WHEREAS, safeguarding the East Palo Alto community against gun violence is important because, in part, gun violence has disproportionately and overwhelmingly hurt communities of color. It has been reported, for example, that young black Americans (ages 15 to 34) experience the highest rates of gun homicides across all demographics.
Similarly, 60 percent of gun deaths among the Latinx community are gun homicides. As the Council considers the proposed ordinance, this is an important consideration to weigh along with the risk posed to the surrounding community by unsecured firearms. To be sure, however, these interests must be balanced against an individual’s right to defend themselves in their homes; and
WHEREAS, the proposed ordinance, in its current form, strikes the right balance regarding considerations of local control, public safety, and the right to be secure in one’s own home; and
WHEREAS, in recent years, firearms injuries have become a major public health concern. According to the United States Centers for Disease Control and Prevention, in 2020, there were 45,222 firearm-related deaths in the United States – or roughly 124 deaths from firearm-related injury per day. More than half of such deaths were suicides and more than 4 out of every 10 were homicides. More people suffer nonfatal firearmrelated injuries than die. More than seven out of every 10 medically treated firearm injuries
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Attachment: Ordinance (2653 : Local Gun Control Ordinance) are from firearm-related assaults. Nearly 2 out of every 10 are from unintentional firearm injuries. There are few intentionally self-inflicted firearm-related injuries seen in hospital emergency departments. That is because most people who use a firearm in a suicide attempt, die from their injury; and
WHEREAS, children are at risk of injury or death when firearms are left unsecured:
• In May 2022, in Sacramento, California, a gun and loaded magazine were found in the desk of a second-grade student.
• In August 2021, in Quincy, California, a four-year-old unintentionally shot and wounded himself at home;
• In July 2021, in Chula Vista, California, a 12-year-old unintentionally shot and killed himself at a sleepover at his home;
• In July 2021, in San Bernardino, California, a 14-year-old unintentionally shot and wounded his one-year-old half-sister while handling a firearm in the backseat of a car;
• In May 2021, in Oxnard, California, a nine-year-old unintentionally shot and wounded himself with an unsecured, loaded handgun in a home; and WHEREAS, in 2020, firearm-related injuries were among the 5 leading causes of death for people ages 1 - 44 in the United States. In San Mateo County, between 2016 and 2021, there were 101 and 54 firearms-related suicides and homicides over that fiveyear period, respectively; and WHEREAS, according to Brady United, 115,551 people suffer from firearm-related injures each year, of which almost 8,000 are minors.Take suicide as an example. Studies have found that the vast majority of guns used in youth suicides, unintentional shootings among minors, and school shootings perpetrated by minors are acquired from the minor’s home or from the homes of relatives or friends. Some important statistics related to suicide include:
• Suicides make up 52% of all firearm deaths in California. • More than one-third of all suicides in California are by firearm. • In 2019, there were 1,586 firearm suicide deaths in California, including 54 children and teens (0-19).
WHEREAS, studies have found that safe storage of a firearm and keeping the firearm unloaded both decrease the risk for suicide. Similarly, the Johns Hopkins Bloomberg School of Public Health reports that “[r]esearch has demonstrated decreased risk for suicide among adolescents when guns are stored safely, and states with child access prevention laws that require guns to be stored in a safe manner have lower rates of adolescent suicide”; and
WHEREAS, firearm theft remains an important consideration in public safety.
Hundreds of thousands of firearms are stolen each year, and firearm theft is a significant contributor to the illegal gun market. The United States Bureau of Alcohol, Tobacco,
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Attachment: Ordinance (2653 : Local Gun Control Ordinance) Firearms and Explosives (ATF) estimates approximately 10% to 15% of stolen guns are used in subsequent crimes. Gun owners who safely store their firearms experience firearm thefts at a lower rate than those who do not, and unsurprisingly, “storing guns unsafely” is a risk factor in the theft of such firearms; and WHEREAS, safe firearm storage has emerged as a common sense and effective solution. The New York Times reports, for example, that researchers from the Journal of the American Medical Association (Pediatrics) have found that even modest numbers of safely stored firearms can make meaningful reductions firearm-related fatalities. Safe storage also been touted by public health and public safety experts, including the American Academy of Pediatrics and the International Association of Chiefs of Police; and
WHEREAS, although disagreement among gun rights and gun control advocates is well documented, there is some evidence of common ground. Per the Rand Corporation, “public health and gun rights advocates agree that gun owners should store their firearms in a manner that prevents unauthorized individuals from accessing them.” Similarly, most firearm-owners (66%) and nonowners (90%) alike agree to “[k]eep all of their guns in a locked place”; and
WHEREAS, the proposed ordinance is intended to serve several critical goals: (1) protect the safety of members of the public, in particular, children and youth; (2) reduce the potential for firearm-related fatalities and injuries, whether accidental or intentional; (3) reduce the likelihood of minors accessing firearms and causing harm to themselves or others; (4) reduce suicides, the majority of which occur by use of firearms; (5) reduce firearm related domestic violence injuries and deaths; and (6) prevent theft of firearms in order to protect gun owners and the public as a whole from the subsequent illicit sale of stolen firearms, including their subsequent use in crimes; and WHEREAS, as noted by Everytown for Gun Safety in America, reasonable and safe firearm storage is consistent with the exercise of a firearm owner’s exercise of her right to self-defense in the home:
“Contrary to popular belief, gun storage devices do not prevent owners from readily accessing their guns. There is a common myth that storage devices negate the self-defense purpose of owning a gun by putting time-consuming barriers between the gun owner and their means of defense.17 The reality is that there are many affordable options for secure gun storage that provide owners with access to guns in a matter of seconds while still preventing access by children and people at increased risk of harming themselves or others.18 Further, it is possible that unsecured guns may actually increase the likelihood of crime and violence through an increased risk of gun theft.
19 Each year, an estimated 200,000 to 500,000
guns are stolen,20 and many are funneled into the underground market, where once-legally-owned firearms can be transferred to people with dangerous histories.”
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Attachment: Ordinance (2653 : Local Gun Control Ordinance) These affordable and effective options, include portable lockboxes with simplex or biometric locks can store loaded firearms such that they are always within easy reach on counters, tables, or nightstands. Such safely stored firearms may be more quickly and easily retrieved for use in self-defense, which according to research may be a rare occurrence; and
WHEREAS, if adopted, the proposed ordinance would require firearm owners to maintain the firearms in their residence either in a locked container or disabled with a trigger lock. It does not require that the firearm be either disassembled or unloaded. This requirement helps reduce the risk of firearms-related suicides and accidental shootings.
In addition, it would reduce the risk of theft of such firearms during home invasions; and WHEREAS, the proposed ordinance would still allow for firearms to be used for protection within the home, in accordance with U.S. Supreme Court decisions interpreting the Second Amendment, by waiving the locked or disabled requirements when firearms are otherwise lawfully carried on the person in compliance with applicable law, including lawful concealed carry, when used in self-defense within the home (Penal Code Section 198.5), etc. Additionally, to further ensure consistency with a firearms owner’s right to self-defense in the home, the proposed ordinance clearly states that it would not apply where the firearm is within the owner’s immediate possession and control; and WHEREAS, to encourage the reporting of lost or stolen firearms and assist law enforcement with finding missing firearms, the proposed ordinance provides that owners who report lost or stolen firearms within 24 hours would not face enforcement. While California Penal Code § 25250 already requires gun owners to report lost or stolen firearms within five days, staff recommends encouraging quicker reporting of lost or stolen firearms as time is of the essence when tracking missing firearms. Such a provision encourages reporting lost or stolen firearms and is balanced with deterrence efforts by still allowing discretion for administrative citations for safe storage violations; and WHEREAS, the penalties for violations of the proposed ordinance are modest in that it only allows for an administrative fine, but not criminal prosecution, which would reduce the burden of compliance, the impact on the owner’s constitutional rights, and the risk of overincarceration.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF EAST PALO ALTO DOES ORDAIN AS FOLLOWS:
SECTION 1. INCORPORATION OF RECITALS
The City Council finds that all the foregoing recitals are true and correct and incorporated herein by reference. Based thereon, the City Council hereby finds that the Ordinance is in the public interest.
SECTION 2. ARTICLE I OF CHAPTER 9.24 AMENDED
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Attachment: Ordinance (2653 : Local Gun Control Ordinance) The City Council hereby amends Article I (GENERAL PROVISIONS) of Chapter 9.24 (DANGEROUS WEAPONS) of the East Palo Alto Municipal Code to read as follows:
9.24.010 - Definitions.
For the purposes of this chapter, certain terms, phrases and words shall be construed as follows:
“Close proximity and control” means within close reach of a person so that they may gain control of the weapon before a child or unauthorized person could access the weapon. "Dangerous weapon" means and includes, but shall not be limited to the following: Any knife with a blade three inches or more in length, any ice pick, awl, dirk, dagger, stiletto, or similar sharp stabbing tool, any straight-edged razor, razor blade fitted to a handle, razor with an unguarded blade, or any cutting, stabbing or bludgeoning weapon or device intended to be used as a club or capable of inflicting grievous bodily harm. “Firearm” means any device designed to be used as a weapon or modified to be used as a weapon, from which is expelled through a barrel a projectile by the force of an explosion or other form of combustion, provided that the term “firearm” shall not include an “antique firearm” as defined in section 921(a)(16) of Title 18 of the United States Code. “Firearm safety device” means a device other than a locked container that locks and is designed to prevent children and unauthorized users from firing a firearm. The device may be installed on a firearm, be incorporated into the design of the firearm, or prevent access to the firearm. The device shall be listed on the California Department of Justice’s roster of approved firearms safety devices and that is identified as appropriate for that firearm by reference to either the manufacturer and model of the firearm or to the physical characteristics of the firearm that match those listed on the roster for use with the device under California Penal Code Section 23655(d), as amended from time to time. “Locked container” means a secure container that is fully enclosed and locked by a padlock, key lock, combination lock, or similar locking device as defined by California Penal Code Section 16850, as amended from time to time or is listed on the California Department of Justice Bureau of Firearms roster of approved firearm safety devices. "Public place" means and includes, but shall not be limited to, the following: Any public street, way, sidewalk, alley, public park, beach, recreational area, school, public building or place of public resort, any place where an athletic event, dance or other such gathering to which the public or a number thereof are admitted, and any place where alcoholic beverages are sold.
“Residence” means any structure intended or used for human habitation, including but not limited to houses, condominiums, rooms, in-law units, motels, hotels, single room
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Attachment: Ordinance (2653 : Local Gun Control Ordinance) occupancy units, time shares, and recreational and other vehicles where human habitation occurs.
"Switch-blade knives" means and includes, but shall not be limited to, the following: All spring-blade knives, snap-blade knives, or other similar knives of which any blade thereof, regardless of length, is released automatically by a spring mechanism or other mechanical device, or is released by any type of mechanism whatsoever.
SECTION 2. ARTICLE II OF CHAPTER 9.24 AMENDED
The City Council hereby amends Article II (DISCHARGE AND POSSESSION OF FIREARMS) of Chapter 9.24 (DANGEROUS WEAPONS) of the East Palo Alto Municipal Code to read as follows (in redline; otherwise, no change):
9.24.060 –[RESERVED.].
SECTION 3. ADDING A NEW ARTICLE V (FIREARMS STORAGE)
The City Council hereby amends Chapter 9.24 of the East Palo Alto Municipal Code to add a new Article V (Firearms Storage) as set forth below (in redline; otherwise, no change):
9.24.190 – Safe Storage of Firearms in Residences.
a. Except as otherwise provided for herein, no person shall keep a firearm in any residence unless the firearm is stored in a locked container or the firearm is equipped with a firearm safety device.
9.24.200 – Exceptions.
Subsection (a) does not apply when:
a. The firearm is carried on the person of an individual not prohibited from ownership or possession of a firearm in accordance with applicable law. b. The firearm is in close proximity and control of a person not prohibited from ownership or possession of a firearm.
c. The firearm is reported to the East Palo Alto Police Department stolen or lost within 24 hours of the time it was known or reasonably should have been known to have been stolen or lost.
9.24.210 – Penalties for Violations.
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Attachment: Ordinance (2653 : Local Gun Control Ordinance) Notwithstanding Chapter 1.14 (Administrative Remedies) and subject to Section
9.24.200, violations of this section shall carry the following penalties:
a. Any person violating any provision of this section may be subject to administrative citations. The fine for such violations shall be two hundred fifty ($250.00) dollars for the first offense, a fine of five hundred ($500.00) dollars for a second offense within a one (1) year period and a fine of one thousand ($1,000.00) for a third offense within a one (1) year period.
b. Each violation shall be deemed a distinct and separate offense.
SECTION 4. CALIFORNIA ENVIRONMENTAL QUALITY ACT.
This Ordinance is not subject to CEQA because it is not a “project” which would have a direct physical change or a reasonably foreseeable indirect physical change on the environment pursuant to California Environmental Quality Act ("CEQA") Guidelines section 15378. Even if it were a project subject to CEQA review, this project would be exempt from CEQA Guideline Section 15378 (regulatory actions), Section 15061(b)(3) (no significant environmental impact), and Section 15183 (actions consistent with the general plan and zoning). The Council therefore directs that the Planning Division may file a Notice of Exemption with the San Mateo County Clerk.
SECTION 5: IMPLIED REPEAL.
Any provision of the East Palo Alto Municipal Code inconsistent with this Ordinance, to the extent of such inconsistencies and no further, is hereby repealed or modified to the extent necessary to effectuate this Ordinance.
SECTION 6. SEVERABILITY.
If any section, subsection, sentence, clause, phrase, or word of this Ordinance is for any reason held to be invalid by a court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares it would have passed and adopted this Ordinance, and each and all provisions hereof, irrespective of the fact that one or more provisions may be declared invalid.
SECTION 7. EFFECTIVE DATE.
This Ordinance shall take effect and be in full force and effect thirty (30) days from and after the date of its adoption.
SECTION 8. PUBLICATION.
The City Clerk is hereby directed to cause publication of this Ordinance as required by Government Code Section 36933.
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Attachment: Ordinance (2653 : Local Gun Control Ordinance) This Ordinance was introduced at the April 18, 2023 meeting of the City Council of the City of East Palo Alto.
PASSED AND ADOPTED this ____ day of May, 2023 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Lisa Gauthier, Mayor
ATTEST: APPROVED AS TO FORM:
James Colin, City Clerk John D. Lê, City Attorney
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Attachment: Ordinance (2653 : Local Gun Control Ordinance)
EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: May 2, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Tomohito Oku, Finance Director
Greg Henry, Senior Management Analyst
SUBJECT: Contract with Urban Futures, Inc to provide a 10-Year Financial Forecast Model Recommendation
Adopt a resolution authorizing the City Manager to negotiate and execute an agreement with Urban Futures, Inc (UFI) to provide a 10-Year Financial Forecast Model in an amount not to exceed Thirty-Five Thousand One Hundred Dollars ($35,100) and a term through December 31, 2023.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Ensure Our Financial and Organizational Health
Background
The City Council has had an ongoing priority for the City to develop a 10-Year Financial Forecast model. Specifically, the City desires a forecast model with a simple and clear income statement format. The forecast model should be Microsoft Excel-based, focusing on a ten-year projection of the General Fund’s revenues, expenses, cash flows and fund balance.
A municipal 10-year financial forecast is an essential tool that helps local governments plan and manage their finances effectively. The primary purpose of this forecast is to provide a long-term view of the City's financial health and stability. It allows the City to project expected revenue and expenses over a ten-year period and identify any potential financial challenges or opportunities that may arise. This will help the City Council make informed decisions on how to allocate resources and prioritize investments to meet the needs of the community.
One of the key benefits of a 10-year financial forecast is that it will enable the City Council to plan for future expenditures and investments with greater accuracy. By projecting financial resources over a longer period, the Council can make informed decisions about capital
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investments, such as infrastructure improvements and equipment purchases, without compromising their fiscal health. Additionally, the forecast helps identify areas where the City can review costs and identify areas ripe for increased efficiency, ensuring that they are making the most of available resources.
Another essential purpose of a municipal 10-year financial forecast is to provide transparency and accountability to the community. By publishing long-term financial projections, the City can demonstrate our commitment to responsible fiscal management and communicate its financial priorities to its constituents. This helps build trust and confidence among the community and ensures that the City remains accountable to its residents.
Overall, a 10-year financial forecast is a critical tool that helps local governments plan for the future, manage finances effectively, and maintain transparency and accountability with their communities.
On March 1, 2023, the City initiated a competitive Request for Proposals (RFP) to solicit bids/proposals for such a model. The original closing date was March 24, 2023. Following the initial end of the proposal period, the City had received only one bid which was rejected due to the bid not to exceed.
The bid period was then reopened with a new deadline of April 7, 2023 and the original bidder was offered the opportunity to rebid at a lower cost. In the end, only UFI provided a proposal and bid in the amended period.
Analysis
While UFI was the sole bidder, their proposal meets all of the City needs at a cost that staff finds reasonable. The forecast model which will be provided by UFI will include the following the features:
• Standardized Revenue & Expense Categories, Customized for the City; • Simplified integration of the City’s data;
• Tailored Forecasting Algorithms;
• Baseline Forecast with Fund Balance Allocation;
• Scenario Forecasts, including a building in recession module; • A Control Panel to allow ease in use for building specific scenarios; and • Dashboard which will summarize the projections with easy to interpret graphs.
UFI agrees with staff that the education process with City Council and other stakeholders can be as important as the technical analysis. UFI has a depth of experience presenting to City Councils, Finance Committees, and other stakeholder groups. Working with staff, UFI will present complex terms as digestible concepts so that the information from the forecast model helps decision makers with identifying critical unmet needs, developing options to close funding gaps for service and capital needs, and creating strategic plans to achieve the City’s objectives.
Of particular importance is that the model provided by UFI will be maintained and utilized by staff beyond the engagement with UFI. That is, UFI’s forecast model will be designed to be owned, manipulated and fully utilized by the City. Upon completion staff will meet for at least two online sessions on how to utilize and manipulate the forecast model to best meet the City’s
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needs.
Fiscal Impact
The professional services agreement with UFI is for Thirty-Five Thousand One Hundred Dollars ($35,100) and a term through December 31, 2023. This item was budgeted for Fiscal Year 2022-23 and there remains sufficient budget.
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo Co. Library located at 2415 University Avenue, East Palo Alto.
Environmental
The proposed action does not constitute a “project” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines sections 15378(b)(4) and (5) in that it is a governmental fiscal, organizational or administrative activity that will not result in direct or indirect changes in the environment.
Attachments
1. Resolution to Award 10-Year Forecast Contract to UFI
2. Draft UFI 10-Year Forecast Contract
3.4 Packet Pg. 56
1 of 2
RESOLUTION NO. – 2023
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF EAST PALO ALTO
AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE AN AGREEMENT WITH URBAN FUTURES, INC (UFI) TO PROVIDE A 10-YEAR
FINANCIAL FORECAST MODEL IN AN AMOUNT TO EXCEED THIRTY-FIVE THOUSAND ONE HUNDRED DOLLARS ($35,100) AND A TERM THROUGH DECEMBER 31, 2023
WHEREAS, a 10-year financial forecast is a critical tool that will help the City of East Palo Alto plan for the future, manage finances effectively, and maintain transparency and accountability with the community; and
WHEREAS, a 10-year financial forecast is a East Palo Alto City Council Priority; and
WHEREAS, on March 1, 2023 the City of East Palo Alto (“City”) issued a Request for Proposals (RFP) to solicit bids for a 10-year financial forecast model; and WHEREAS, March 24, 2023 was the initial close of the bidding period and the City received only one bid which was rejected due to the price; and WHEREAS, the bid period was then reopened with a new deadline of April 7, 2023 and the original bidder was offered the opportunity to rebid at a lower cost; and WHEREAS, only UFI provided a proposal and bid in the amended period; and WHEREAS, the bid provided by UFI meets all of the City’s requirements and cost constraints.
[continues on the next page]
3.4.a
Packet Pg. 57
Attachment: Resolution to Award 10-Year Forecast Contract to UFI (2650 : Award UFI 10-year financial forecast) 2 of 2
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE
CITY OF EAST PALO ALTO HEREBY
1. Finds the foregoing recitals true and correct and incorporated by reference into this action; and
2. Authorizes the City Manager to negotiate and execute an agreement with Urban Futures, Inc (UFI) to provide a 10-Year Financial Forecast Model in an amount to exceed Thirty-Five Thousand One Hundred Dollars ($35,100) and a term through December 31, 2023.
PASSED AND ADOPTED this 2nd day of May 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Lisa Gauthier, Mayor
ATTEST: APPROVED AS TO FORM:
James Colin, City Clerk John D. Lê, City Attorney
3.4.a
Packet Pg. 58
Attachment: Resolution to Award 10-Year Forecast Contract to UFI (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 1 of 8 (Rev. 9.07.2021)
CONTRACTOR AND PROFESSIONAL SERVICES AGREEMENT
This Contractor and Professional Services Agreement ("Agreement") is made by and between the City of East Palo Alto, a municipal corporation ("City"), as authorized by the East Palo Alto City Council via Resolution No. __________, and Urban Futures, Inc., a California corporation, hereinafter referred to as “Contractor”, who agree as follows:
1. Services. Subject to the terms and conditions set forth in this Agreement, Contractor shall provide the City professional services as specified in Exhibit A, entitled “Scope of Work.”
2. Payment. City shall pay Contractor for services rendered pursuant to this Agreement at the times and in the manner set forth in Exhibit B, entitled “Compensation.” The payments specified in Exhibit B shall be the only payments to be made to Contractor for services rendered pursuant to this Agreement.
3. Term. The term of this Agreement shall commence on May 5, 2023 and shall continue in full force and effect until December 31, 2023.
4. Facilities and Equipment. Contractor shall, at its sole cost and expense, furnish all facilities and equipment which may be required for furnishing services pursuant to this Agreement.
5. Indemnification. Contractor shall indemnify, defend (with independent counsel approved by the City), and hold harmless the City, its officers, officials, directors, employees, agents, volunteers and affiliates and each of them from any and all claims, demands, causes of action, damages, costs, expenses, actual attorney’s fees, Contractor’s fees, expert fees, losses or liability, in law or in equity, of every kind and nature whatsoever arising out of or in connection with Contractor’s operations, or any subcontractor’s operations, to be performed under this Agreement, for the fullest extent permitted by law, with the exception of the sole active negligence or willful misconduct of the City. The provisions of this section shall survive the expiration or termination of this Agreement and are not limited by any provisions relating to insurance in this Agreement.
6. Insurance Requirements. Contractor agrees to comply with all of the Insurance Requirements set forth in Exhibit C, entitled “Insurance Requirements for Contractor.” Failure to maintain required insurance at all times shall constitute a default and material breach.
3.4.b
Packet Pg. 59
Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 2 of 8 (Rev. 9.07.2021)
7. Accident Reports. Contractor shall immediately report (as soon as feasible, but not more than 24 hours) to the City any accident or other occurrence causing injury to persons or property during the performance of this Agreement.
The report shall be made in writing and shall include, at a minimum: (a) the names, addresses, and telephone numbers of the persons involved, (b) the names, addresses and telephone numbers of any known witnesses, (c) the date, time and description of the accident or other occurrence.
8. Conflict of Interest. Contractor warrants and represents that to the best of its knowledge, there exists no actual or potential conflict between Contractor’s family, business, real property or financial interests and the services to be provided under this Agreement. Contractor shall comply with the City of East Palo Alto Conflict of Interest Code and not enter into any contract or agreement during the performance of this Agreement which will create a conflict of interest with its duties to City under this Agreement. In the event of a change in Contractor’s family, business, real property or financial interests occurs during the term of this Agreement that creates an actual or potential conflict of interest, then Contractor shall disclose such conflict in writing to City.
9. Independent Contractor. Contractor is an independent contractor. Neither Contractor nor any of Contractor’s officers, employees, agents or subcontractors, if any, is an employee of City by virtue of this Agreement or performance of any services pursuant to this Agreement. City shall have the right to control Contractor only insofar as the results of Contractor’s services rendered pursuant to this Agreement; however, City shall not have the right to control the means by which Contractor accomplishes services pursuant to this Agreement.
10. Licenses, Permits, Etc. Contractor represents and warrants to City that all Contractor services shall be provided by a person or persons duly licensed by the State of California to provide the type of services to be performed under this Agreement and that Contractor has all the permits, qualifications and approvals of whatsoever nature which are legally required for Contractor to practice its profession. Contractor represents and warrants to City that it shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals which are legally required for Contractor to practice its profession.
11. Business License. Contractor, and its subcontractors, has obtained or agrees to apply prior to performing any services under this Agreement to City’s Finance Department for a business license, pay the applicable business license tax and maintain said business license during the term of this Agreement. The failure to obtain such license shall be a material breach of this Agreement and grounds for termination by City. No payments shall be made to Contractor until such business license(s) has been obtained.
12. Standard of Performance. Contractor shall provide products and perform
3.4.b
Packet Pg. 60
Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 3 of 8 (Rev. 9.07.2021)
all services required pursuant to this Agreement in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised under similar conditions by a member of Contractor’s profession currently practicing in California.
Contractor is responsible for making an independent evaluation and judgment of all conditions affecting performance of the work, and shall prepare plans, reports, and/or other work products in such a way that additional costs will not be incurred or, beyond a project budget approved or amended by the City Manager or his or her designee.
Whenever the scope of work requires or permits review, approval, conditional approval or disapproval by City, it is understood that such review, approval, conditional approval or disapproval is solely for the purposes of administering this Agreement and determining whether the Contractor is entitled to payment for such work, and not be construed as a waiver of any breach or acceptance by the City of any responsibility, professional or otherwise, for the work, and shall not relieve the Contractor of responsibility for complying with the standard of performance or laws, regulations, industry standards, or from liability for damages caused by negligent acts, errors, omissions, noncompliance with industry standards, or the willful misconduct of Contractor.
Contractor’s responsibilities under this section shall not be delegated. Contractor shall be responsible to City for acts, errors, or omissions of Contractor’s subcontractors.
13. Force Majeure. Neither party shall be considered in default of this Agreement to the extent performances are prevented or delayed by any cause by circumstances beyond either party’s reasonable control, such as war, riots, strikes, lockouts, work slow down or stoppage, acts of God, such as floods or earthquakes, and electrical blackouts or brownouts. In the event that the Contractor is unable to meet the completion date or schedule of services, Contractor shall inform the City Representative of the additional time required to perform the work and the City Representative may adjust the schedule.
14. Time is of the Essence. Time is of the essence in this Agreement. Any reference to days means calendar days, unless otherwise specifically stated.
15. Personnel. Contractor agrees to assign only competent personnel according to the reasonable and customary standards of training and experience in the relevant field to perform services under this Agreement. Failure to assign such competent personnel shall constitute grounds for termination of this Agreement.
The payment made to Contractor pursuant to this Agreement shall be the full and
3.4.b
Packet Pg. 61
Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 4 of 8 (Rev. 9.07.2021)
complete compensation to which Contractor and Contractor’s officers, employees, agents, and subcontractors are entitled for performance of any work under this Agreement. Neither Contractor nor Contractor’s officers or employees are entitled to any salary or wages, or retirement, health, leave or other fringe benefits applicable to employees of the City. The City will not make any federal or state tax withholdings on behalf of Contractor. The City shall not be required to pay any workers' compensation insurance on behalf of Contractor. Contractor shall pay, when and as due, any and all taxes incurred as a result of Contractor’s compensation hereunder, including estimated taxes, and shall provide City with proof of such payments upon request.
16. Prevailing Wages for Public Works Projects. For public works projects, Contractor shall comply with all provisions of California laws dealing with prevailing wages, apprentices, and hours of work. Contractor shall also comply with provisions of Labor Code section 1720 as applicable. Contractor shall maintain certified payroll records evidencing such payment of prevailing wages as required by law.
17. Contractor Not Agent. Except as authorized under this Agreement or as City may authorize in a letter of authorization signed by the City Manager or his or her designee, Contractor shall have no authority, express or implied to act on behalf of City in any capacity whatsoever as an agent. Contractor shall have no authority, express or implied, under this Agreement, to bind City to any obligation whatsoever.
18. Termination or Abandonment by City. The City has the right, at any time and in its sole discretion, to immediately terminate or abandon any portion or all of the services to be provided under this Agreement by giving notice to Contractor.
Upon receipt of a notice of termination, Contractor shall perform no further work except as specified in the notice. Before the date of termination, Contractor shall deliver to City all work product, whether completed or not, as of the date of termination and not otherwise previously delivered.
The City shall pay Contractor for services performed in accordance with this Agreement before the date of termination. If this contract provides for payment of a lump sum for all services or by task and termination occurs before completion of the work or any defined task which according to the performance schedule was commenced before the notice of termination, the fee for services performed shall be based on an amount mutually agreed to by City and Contractor for the portion of work completed in conformance with this Agreement before the date of termination. In addition, the City will reimburse Contractor for authorized expenses incurred and not previously reimbursed. The City shall not be liable for any fees or costs associated for the termination or abandonment except for the fees, and reimbursement of authorized expenses, payable pursuant to this section.
3.4.b
Packet Pg. 62
Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 5 of 8 (Rev. 9.07.2021)
19. Products of Consulting Services. The work product, including without limitation, all writings, work sheets, reports, recordings, drawings, files, detailed calculations and other work products, whether complete or incomplete, of Contractor resulting from services rendered pursuant to this Agreement, shall become the property of City. Contractor agrees that all copyrights which arise from creation of the work under this Agreement shall be vested in the City and waives and relinquishes all claims to copyright or other intellectual property rights in favor of the City. City acknowledges that its use of the work product is limited to the purposes contemplated by the scope of work and that the Contractor makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the scope of work.
20. Cooperation by City. City shall, to the extent reasonable and practicable, assist and cooperate with Contractor in the performance of Contractor’s services hereunder.
21. Assignment and Subcontracting. Contractor shall not subcontract, assign or transfer voluntarily or involuntarily any of its rights, duties or obligation under this Agreement without the express written consent of the City Manager or his or her designee in each instance. Any attempted or purported assignment of any right, duty or obligation under this Agreement without said consent shall be void and of no effect.
If subcontracting of work is permitted, Contractor shall pay its subcontractor within ten (10) days of receipt of payment by City for work performed by a subcontractor and billed by the Contractor. Use of the term subcontractor in any other provision of this contract shall not be construed to imply authorization for Contractor to use subcontractors for performance of any service under this Agreement.
The City is an intended beneficiary of any work performed by Contractor’s subcontractor for purposes of establishing a duty of care between the subcontractor and City.
22. Successors and Assigns. All terms, conditions, and provisions of this Agreement shall apply to and bind the respective heirs, executors, administrators, successors, and assigns of the parties. Nothing in this section is intended to affect the limitation on assignment.
23. Non-Discrimination/Fair Employment Practices. Contractor shall comply with all applicable federal, state and local laws, rules and regulations in regard to non-discrimination and non-harassment in employment because of race, color, ancestry, national origin, religion, sex, marital status, age, sexual orientation,
3.4.b
Packet Pg. 63
Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 6 of 8 (Rev. 9.07.2021)
medical condition or physical handicap. Contractor agrees to abide by the City’s Policy Against Discrimination, Harassment and Retaliation as set out in attached Exhibit D.
24. Official Notices. All notices or instruments required to be given or delivered by law or this Agreement shall be in writing and shall be effective upon receipt thereof and shall be by personal service or delivered by depositing the same in any United States Post Office, registered or certified mail, postage prepaid, addressed to:
If to City: Melvin E. Gaines
City Manager
City Manager’s Office
2415 University Avenue
East Palo Alto, CA 94303
If to Contractor: Wing-See Fox
Managing Director
Urban Futures, Inc.
1470 Maria Lane, Suite 315
Walnut Creek CA 94596
Any party may change its address for receiving notices by giving written notice of such change to the other party in accordance with this section. Routine administrative communications shall be made pursuant to section 1 of Exhibit A.
25. Integration Clause. This Agreement, including all Exhibits, contains the entire agreement between the parties and supersedes whatever oral or written understanding they may have had prior to the execution of this Agreement. This Agreement shall not be amended or modified except by a written agreement executed by each of the parties hereto.
26. Severability Clause. Should any provision of this Agreement ever be deemed to be legally void or unenforceable, all remaining provisions shall survive and be enforceable.
27. Law Governing. This Agreement shall in all respects be governed by the law of the State of California without regard to its conflicts of law rules. Litigation arising out of or connected with this Agreement shall be instituted and maintained in the courts of San Mateo County in the State of California or in the United States District Court, Northern District of California, San Francisco/Oakland Division, California, and the parties consent to jurisdiction over their person and over the subject matter of any such litigation in such courts, and consent to service of process issued by such courts.
3.4.b
Packet Pg. 64
Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 7 of 8 (Rev. 9.07.2021)
28. Waiver. Waiver by either party of any default, breach or condition precedent shall not be construed as a waiver of any other default, breach or condition precedent or any other right hereunder.
29. Ambiguity. The parties acknowledge that this is a negotiated agreement, that they have had the opportunity to have this Agreement reviewed by their respective legal counsel, and that the terms and conditions of this Agreement are not to be construed against any party on the basis of such party's draftsmanship thereof.
30. Headings. The section headings contained in this Agreement are inserted for convenience only and shall not affect in any way the meaning or interpretation of this Agreement.
31. Compliance with Laws. Contractor will comply with all statutes, regulations and ordinances in the performance of all services under this Agreement.
32. Confidentiality. Contractor shall treat all records and work product prepared or maintained by Contractor in the performance of this Agreement as confidential and shall not at any time, either directly or indirectly, divulge, disclose or communicate in any manner any City records on information to any third party, other than its own employees, agents or subcontractors who have a need for the City records or information for the performance of services under this Agreement.
A violation by Contractor of this section shall be a material violation of this Agreement and will justify legal and/or equitable relief.
Contractor agrees and acknowledges that this confidentiality provision does not limit the City’s disclosure as required by law, pursuant to a subpoena, the California Public Records Act, or Order of the Court.
33. News and Information Release. Contractor agrees that it will not issue any news releases in connection with either the award of this Agreement, or any subsequent amendment of or efforts under this Agreement, without first obtaining review and approval of said news releases from City through the City Representative.
34. Counterparts. The parties may execute this Agreement in one or more counterparts, each of which shall be deemed an original, but all of which together shall be deemed one and the same instrument.
35. Authority. The person signing this Agreement for Contractor hereby represents and warrants that he/she is fully authorized to sign this Agreement on behalf of Contractor.
3.4.b
Packet Pg. 65
Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 8 of 8 (Rev. 9.07.2021)
36. Exhibits. The following exhibits are attached hereto and incorporated herein by reference:
Exhibit A, entitled “Scope of Work,” including any attachments.
Exhibit B, entitled “Compensation,” including any attachments.
Exhibit C, entitled “Insurance Requirements,” including any attachments.
Exhibit D, entitled “Policy Against Discrimination, Harassment and Retaliation” IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year shown below the name of each of the parties.
Urban Futures, Inc.
a California corporation
By:
Wing-See Fox
Managing Director
DATE: ____________________
CITY OF EAST PALO ALTO,
a municipal corporation
By:________________________
Melvin E. Gaines
City Manager
DATE:___________
APPROVED AS TO CONTENT:
__________________________
Tomohito Oku
Finance Director
APPROVED AS TO FORM:
John D. Lê
City Attorney
3.4.b
Packet Pg. 66
Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 1 of 2 Exhibit A (Rev. 9.07.21)
EXHIBIT A
SCOPE OF WORK
1. Representatives.
City Representative:
Tomohito Oku
Finance Director
Finance Department
2415 University Avenue
East Palo Alto CA 94303
850-653-3100
Contractor’s Representative:
Wing-See Fox
Managing Director
Urban Futures, Inc.
1470 Maria Lane, Suite 315
Walnut Creek CA 94596
925-478-7450
All routine administrative communications between the parties will be between the above named representatives and may be by personal delivery, mail, facsimile transmission or electronic mail as agreed between the Contractor Representative and City’s Representative.
2. Services and Schedule.
The services provided shall be as set forth in Attachment 1 of Exhibit A, attached hereto and incorporated herein by this reference and performed according to the schedule set forth therein. Contractor will complete all services by December 31, 2023.
3. Phased Performance.
If the schedule calls for the services to be performed in phases or discrete increments, Contractor shall not proceed from one phase or increment to the next without written authorization from the City’s Representative.
4. Additional Services. Additional services are those services related to the scope of Services of Contractor as set forth in Exhibit A but not anticipated at the time of execution of this Agreement (“Additional Services”). Additional Services shall be provided only when authorized by an amendment to this Agreement and approved by the City Manager, or his or her designee. City reserves the right to perform any Additional Services with its own staff or to retain other Contractors to perform said Additional Services. Any costs incurred due to the performance of Additional Services prior to the execution of an amendment will not be reimbursed under this Agreement or an amendment. .
3.4.b
Packet Pg. 67
Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 2 of 2 Exhibit A (Rev. 9.07.21)
Contractor’s compensation for Additional Services shall be based on the total number of hours spent on Additional Services multiplied by the employees' appropriate billable hourly rate as established below. City, at its option, may negotiate a fixed fee for some or all Additional Services as the need arises. Where a fixed fee for Additional Services is established by mutual agreement between City and Contractor, compensation to Contractor shall not exceed the fixed fee amount.
5. Key Personnel. All of the individuals identified below are necessary for the successful prosecution of the services due to their unique expertise and depth and breadth of experience. There shall be no change in the personnel listed below, without written approval of the City Representative. Contractor recognizes that the composition of this team was instrumental in the City’s decision to award the work to Contractor and that compelling reasons for substituting these individuals must be demonstrated for the City’s consent to be granted. Any substitutes shall be persons of comparable or superior expertise and experience. Failure to comply with the provisions of this section shall constitute a material breach of Contractor’s obligations under this Agreement and shall be grounds for termination.
Key personnel:
• James P. Morris, Managing Director
• Wing-See Fox, Managing Director
3.4.b
Packet Pg. 68
Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Attachment 1 - Exhibit A
Contractor and Professional Services Agreement Page 1 of 1 Attachment 1 - Exhibit A (Rev. 9.07.21)
10-Year Forecast Model
Contractor will develop a forecast model with a simple and clear income statement format. The forecast model will be Excel-based, focusing on a ten-year projection of the General Fund’s revenues, expenses, cash flows and fund balance.
If the City has operating revenues or expenses in special revenue funds (not otherwise captured through interfund transfers), the forecast model has the capacity to include special revenue funds for purposes of ensuring the City has a comprehensive understanding of its long-term fiscal outlook for the delivery of municipal services.
The forecast model will include the following the features:
• Standardized Revenue & Expense Categories, Customized for the City • Simplified integration of the City’s data
• Tailored Forecasting Algorithms
• Baseline Forecast with Fund Balance Allocation
• Scenario Forecasts, including a building in recession module • A Control Panel
• Dashboard
Contractor will also provide a presentation to the City Council.
Contractor will provide training to City staff to ensure that staff will be able to maintain the model over time.
3.4.b
Packet Pg. 69
Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 1 of 2 Exhibit B (Rev. 9.07.21)
EXHIBIT B
COMPENSATION
1. Contractor’s Compensation.
A. City agrees to pay Contractor, at the rate(s) specified below, for those services set forth in Exhibit A of this Agreement and for all authorized reimbursable expenses, for a total not to exceed Thirty-Five Thousand One Hundred Dollars ($35,100).
Contractor shall notify City in writing no later than thirty (30) days prior to the estimated date when Contractor will have billed City the maximum payment amount permitted under this Agreement, and Contractor shall provide City with an estimate of the additional compensation required to complete the project.
2. Appropriate Billable Hourly Rates for Services and Additional Services.
Contractor’s billable hourly rates shall be $325.
3. Contractor’s Reimbursable Expenses.
Reimbursable Expenses shall be limited to actual reasonable expenditures of Contractor for expenses that are necessary for the proper completion of the Services and shall only be payable if specifically authorized in advance by City.
4. Payments to Contractor.
A. Payments to Contractor shall be made within a reasonable time after receipt of Contractor’s invoice, said payments to be made in proportion to services performed. Contractor may request payment on a monthly basis.
Contractor shall be responsible for the cost of supplying all documentation necessary to verify the monthly billings to the satisfaction of City.
B. All invoices submitted by Contractor shall contain the following information:
1. Description of services billed under this invoice
3.4.b
Packet Pg. 70
Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 2 of 2 Exhibit B (Rev. 9.07.21)
2. Date of Invoice Issuance
3. Sequential Invoice Number
4. City’s Purchase Order Number (if issued)
5. Social Security Number or Taxpayer Identification Number
6. Amount of this Invoice (Itemize all Reimbursable Expenses”)
7. Total Billed to Date
C. Items shall be separated into Services and Reimbursable Expenses.
Billings that do not conform to the format outlined above shall be returned to Contractor for correction. City shall not be responsible for delays in payment to Contractor resulting from Contractor’s failure to comply with the invoice format described above.
5. Accounting Records of Contractor.
Contractor shall maintain for three (3) years after completion of all services hereunder, all records under this Agreement, including, but not limited to, records of Contractor’s direct salary costs for all Services and Additional Services performed under this Agreement and records of Contractor’s Reimbursable Expenses, in accordance with generally accepted accounting practices. Contractor shall keep such records available for audit, inspection and copying by representatives of the City’s Finance Department or other government agencies during regular business hours upon twenty four (24) hours notice.
The obligations of Contractor under this section shall survive this Agreement.
6. Taxes.
Contractor shall pay, when and as due, any and all taxes incurred as a result of Contractor’s compensation hereunder, including estimated taxes, and shall provide City with proof of such payments upon request. Contractor hereby agrees to indemnify and defend City for any claims, losses, costs, fees, liabilities, damages or injuries suffered by City arising out of Contractor’s breach of this section pursuant to the Indemnification provisions of this Agreement.
7. Taxpayer Identification Number. Contractor shall provide City with an IRS Form W-9, Request for Taxpayer Identification Number and Certification, containing an original signature and any other State or local tax identification number requested by City.
3.4.b
Packet Pg. 71
Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 1 of 3 Exhibit C (Rev. 9.07.21)
EXHIBIT C
INSURANCE REQUIREMENTS
I. TYPES OF INSURANCE
A. Commercial General Liability Insurance: Contractor’s General Liability insurance shall include contractual liability coverage. Contractor shall take out and maintain during the life of this Agreement such Bodily Injury Liability and Property Damage Liability Insurance (Commercial General Liability Insurance) on an occurrence basis as shall protect it while performing work covered by this Agreement from any and all claims for damages for bodily injury, including accidental death, as well as claims for property damage which may arise from the Contractor’s operations under this Agreement, whether such operations be by Contractor or by any sub-Contractor or by anyone directly or indirectly employed by either of them. The amounts of such insurance shall be not less than One Million Dollars ($1,000,000) per occurrence and Three Million Dollars ($3,000,000), in aggregate or Three Million Dollars ($3,000,000) combined single limit bodily injury and property damage for each occurrence.
B. Automobile Liability Insurance: CONTRACTOR shall procure and maintain Automobile Liability Insurance as broad as Insurance Services Office Form Number CA 0001 covering Automobile Liability, Code 1 (any auto). Such Automobile Liability Insurance shall have minimum limits of no less than One Million Dollars ($1,000,000.00) per accident for bodily injury and property damage.
C. Worker's Compensation and Employer's Liability Insurance: Contractor shall have in effect during the entire life of this Agreement Worker's Compensation and Employer's Liability Insurance providing full statutory coverage. In signing this Agreement, Contractor makes the following certification, required by Section 18161 of the California Labor Code: "I am aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self - insurance in accordance with the provisions of the Code, and I will comply with such provisions before commencing the performance of the work of this Agreement".
D. Professional Liability Insurance: Contractor shall take out and maintain during the life of this Agreement a policy of professional liability insurance, protecting it against claims arising out of the acts, errors, or omissions of Contractor pursuant to this Agreement, in the amount of not less than One Million Dollars ($1,000,000) per claim. Said professional liability insurance is to be kept in
3.4.b
Packet Pg. 72
Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 2 of 3 Exhibit C (Rev. 9.07.21)
force for not less than one (1) year after completion of services described herein.
II. ADDITIONAL REQUIREMENTS
A. Broader Insurance Coverage: In the event that Contractor maintains broader coverage and/or higher limits than the City’s minimum requirements, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor. The limits of insurance required in this agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of the City before the City’s own insurance shall be called upon to protect it as a named insured.
B. Additional Insured Status: The City of East Palo Alto, its subsidiary agencies, directors, officers, employees, agents, independent contractors and volunteers shall be named as additional insureds on any such policies of comprehensive general and automobile liability insurance.
C. Primary and Non-Contributory Coverage: Except for professional liability and worker's compensation insurance, the policies shall also contain a provision that the insurance afforded to the City, its subsidiary agencies, and their directors, officers, employees, agents, independent contractors and volunteers based on additional insured status shall be primary and noncontributory insurance to the full limits of liability of the policy, and that if the City, its subsidiary agencies and their directors, officers, employees, agents, independent contractors and volunteers have other insurance against a loss covered by a policy, such other insurance shall be excess insurance only.
D. Verification of Coverage: Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause).
E. Notice of Cancellation: Contractor shall provide thirty (30) days' notice, in writing, to the City, at 2415 University Avenue, East Palo Alto, CA 94303, of any pending change or cancellation of the policy.
F. Deductibles or Self-Insured Retentions: Prior to the execution of this Agreement, any deductibles or self-insured retentions must be declared to and approved by City.
G. Breach: In the event of the breach of any provision of this section, or in the event any notice is received which indicates any required insurance coverage will be diminished or canceled, City, at its option, may, notwithstanding any
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Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 3 of 3 Exhibit C (Rev. 9.07.21)
other provision of this Agreement to the contrary, immediately declare a material breach of this Agreement and suspend all further work pursuant to this Agreement.
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Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 1 of 4 Exhibit D
EXHIBIT D
CITY OF EAST PALO ALTO’S POLICY AGAINST
DISCRIMINATION, HARASSMENT AND RETALIATION
EFFECTIVE DATE: 12/21/2004
REVISED DATE: 1/12/07
ADOPTED BY CITY COUNCIL: 12/21/2004
I. PURPOSES
The purposes of this policy are to emphasize the City's commitment to keeping its workplace free of harassment, discrimination and retaliation, to define and provide examples of the conduct that is prohibited, to summarize the respective responsibilities for preventing, reporting, investigating, and responding to violations and to give clear warning of the serious consequences that violators will face.
A copy of this policy shall be provided to all persons who are subject to it, and shall be posted on City bulletin boards in all City facilities.
II. POLICY
All of the following are prohibited by this Policy:
• Discrimination or harassment in any aspect of City employment based on any legally protected characteristic or status, including sex, gender, sexual orientation, race, color, national origin, language, ancestry, religion, age, marital status, domestic partner, physical disability, mental disability, or medical condition.
• Retaliation for opposing, filing a complaint about, or participating in an investigation of, any such harassment or discrimination. • Aiding, abetting, inciting, compelling, or coercing or any such discrimination, harassment or retaliation, or attempting to do so.
The City will take all reasonable steps necessary to prevent such misconduct from occurring, and to remedy and punish any occurrence. Any City employee, Council member, member of any advisory body, including any Commissioner, Committee member, or Board member found having engaged in any such misconduct will be subject to disciplinary action up to and including termination or censure or removal and will be deemed to have acted outside the course and scope of his or her employment.
This policy applies to all City employees, volunteers, interns, vendors, and contractors as well as to all applicants for City positions.
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Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 2 of 4 Exhibit D
The policy shall not be interpreted or applied in any manner that would be inconsistent with any applicable State or Federal law or regulation, or increase the legal liability of the City.
III. DESCRIPTION AND EXAMPLES OF PROHIBITED HARASSMENT
Harassment on the basis of sex is unlawful, and is prohibited by this policy. Sexual harassment includes unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature, when:
• An individual's submission to such conduct is made explicitly or implicitly, a term or condition of that individual's employment; or,
• An individual's submission to or rejection of such conducts is used as the basis for an employment decision affecting that individual; or, • The conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile, abusive, or offensive work environment.
Sexual harassment need not be motivated by sexual desire or gratification, and may include nonsexual conduct motivated by the violator's hostility towards the victim's gender, or towards the victim's nonconformity to gender stereotypes. Sexual harassment includes not only conduct motivated by gender, but also by pregnancy, childbirth, or a related condition. A harasser may be either male or female, and the victim may either be the same sex or the opposite sex. Even a person who is not the intended target of harassment may be harassed by it if he or she witnesses it.
Sexual harassment may be verbal, visual, or physical. For example:
• Verbal harassment may consist of derogatory, threatening, or intimidating comments, epithets, slurs or jokes; references to gender, physical appearance, attire, sexual prowess, marital status, or pregnancy; or sexual advances, propositions, or demands.
• Visual harassment may consist of displaying or circulating derogatory or offensive posters, cartoons, drawings, photographs, pin-ups, computer images, or electronic media transmissions.
• Physical harassment may consist of assault, battery, or unwelcome, unnecessary and offensive touching (kissing, hugging, patting, rubbing, pinching, brushing against), stating, leering, gesturing, whistling or making noises, impeding or blocking movement, or physical interfering with normal work or movement.
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Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 3 of 4 Exhibit D
In addition to prohibiting harassment based on sex or gender, this policy also prohibits harassment based on sexual orientation, or upon any other legal protected characteristic or status, such as race, religion, creed, color, national origin, language, ancestry, physical disability, mental disability, medical condition, marital status, domestic partner, or age.
Harassment on the basis of such factors is subject to the principles applicable to sexual harassment, as stated above.
IV. REPORTING DISCRIMINATION, HARASSMENT OR RETALIATION Any City employee, volunteer, intern, vendor, contractor, or applicant who becomes aware of any discrimination, harassment or retaliation prohibited by this policy shall report it immediately to their immediate supervisor, or higher ranking supervisor, or the Assistant City Manager. Under no circumstances shall such a report be required or expected to be made to the person who engaged in the misconduct that is subject to this report.
The responsibility to report conduct prohibited by this policy arises even if the conduct is directed toward someone else and even if the person toward whom it is directed does not want it reported.
Reports may be made orally or in writing, free of requirements as to form.
Because reports of conduct prohibited by this policy will be treated as serious charges, the making of a deliberately false report, or a report made with reckless disregard for its truth or falsity, may subject the maker to disciplinary action.
V. INVESTIGATION AND RESOLUTION
The City of East Palo Alto will investigate all reported violations of this policy. All employees, volunteers, interns, vendors and contractors, members of the City Council, or members of a City advisory body shall cooperate with any such investigation.
Any supervisor, manager department head, member of the City Council, or member of a City advisory body who receives a report of, or who becomes aware of, conduct prohibited by this policy shall promptly report it to the Personnel Officer. Upon receiving the report, the Personnel Officer shall direct any report that accuses a City Council member or appointee to the City Council for investigation and resolution. The City Council shall delegate the responsibility to conduct a prompt, full, and fair investigation to the qualified private investigator.
Upon receiving a report regarding a non-City Council member or appointee, the Personnel Officer shall conduct a prompt, full, and fair investigation, or delegate
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Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast) Contractor and Professional Services Agreement Page 4 of 4 Exhibit D
that responsibility to a qualified City employee or private investigator. The person performing the investigation shall:
• Interview the complainant, the accused, and any other person the investigator believe to have knowledge relevant to the charges; • Gather and review any documentary, electronic, or physical evidence relevant to the charges;
• Consult with legal counsel as needed;
• Determine whether the charges can or cannot be substantiated; and • Develop recommendations for appropriate remedial and/or disciplinary action, if any.
VI. OUTSIDE ADMINISTRATIVE AGENCIES
In addition to the remedies described in this Policy, the U.S. Equal Employment Commission and the California Department of Fair Employment and Housing provide administrative complaint and investigation processes as to harassment, discrimination or retaliation on the basis of a protected status. The toll free telephone number for such office is listed below:
California Department of Fair Employment and Housing 1.800.233.3212 U.S. Equal Employment Opportunity Commission 1.800.669.4000
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Attachment: Draft UFI 10-Year Forecast Contract (2650 : Award UFI 10-year financial forecast)
EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: May 2, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Humza Javed, Public Works Director
Greg Henry, Senior Management Analyst
SUBJECT: San Francisco Public Utility Commission Wholesale Water Rate Increases Recommendation
Receive and file update on expected wholesale water rate increase.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Ensure Our Financial and Organizational Health
Background
According to a notice (attached), the San Francisco Public Utility Commission (SFPUC) is currently projecting a 9.7% increase in the wholesale cost of water to $5.21/ccf (centum cubic feet or a hundred cubic feet) to be effective July 1, 2023. This increase follows last year’s increase bringing the rate from $4.10/ccf to $4.75/ccf in FY 2022-23.
The planned rate increase is slightly less than the rate SFPUC anticipated last year which would have brought the wholesale rate to $5.28/ccf in FY 2023-24.
Analysis
The City included a “pass-through” provision in the last Proposition 218 rate-setting process found in Resolution 5154. This allows the City to adjust the retail water rate as needed to “pass-through” the cost increase of the wholesale water to our customers without another Proposition 218 process. Specifically, for each 1 cent increase by SFPUC, the retail rate of water is scheduled to increase by 1.2 cents.
Last year, the City followed the pass-through process immediately following the planned increase by SFPUC, increasing rates for our customers. However, following the annual true-up
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process with Veolia, rates were adjusted again downward on October 18th. This year, staff intend to conclude the annual true-up with Veolia prior to adjusting rates to incorporate the increase in wholesale water.
Once the rates for FY 2023-24 are finalized by SFPUC and the City has completed annual true-up review with Veolia, staff will calculate the required rate increase and return to the City Council.
Because any increase beyond the published rates will be due to the wholesale rate increase, the City Council needs only approve the rate increase by resolution and staff must notify all customers via a mailed notice consistent with Resolution 5154.
It should be noted that the City has limited control over the cost of water it receives. The City is simply a customer of SFPUC and does not currently have the ability to use any other sources of water that could avoid these increases.
Fiscal Impact
There is no fiscal impact in hearing this report. No increase in the retail rate of water for our customers can be estimated until the annual true-up process with Veolia is completed.
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo Co. Library located at 2415 University Avenue, East Palo Alto.
Environmental
The proposed action does not constitute a “project” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines sections 15378(b)(4) and (5) in that it is a governmental fiscal, organizational or administrative activity that will not result in direct or indirect changes in the environment.
Attachments
1. SFPUC FY 2023-24 Wholesale Rate Notice Letter and Attachments
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OUR MISSION: To provide our customers with high-quality, efficient and reliable water, power and sewer services in a manner that values environmental and community interests and sustains the resources entrusted to our care.
525 Golden Gate Avenue, 13th Floor
San Francisco, CA 94102
T 415.554.3155
F 415.554.3161
TTY 415.554.3488
April 6, 2023
Ms. Nicole Sandkulla
CEO/General Manager
Bay Area Water Supply & Conservation Agency
155 Bovet Road, Suite 650
San Mateo, CA 94402
Re: Fiscal Year 2023-24 Wholesale Water Rates Notice
Dear Ms. Sandkulla,
The San Francisco Public Utilities Commission (SFPUC) has determined that the Fiscal Year 2023-24 Wholesale Water Rates will be $5.21 per CCF, representing a $0.46 per CCF or 9.7% increase from the current rate for treated wholesale water, effective July 1, 2023. As required by WSA Section
6.03.A, the SFPUC has scheduled a public hearing to consider the adoption of the wholesale water rate, as follows:
May 9, 2023, 1:30 PM
San Francisco City Hall
1 Dr. Carlton B. Goodlett Place, Room 400
San Francisco, CA 94102
The main drivers of the rate increase are water sales volumes and the balancing account. Unlike in prior years, expenditures are not a major driver; the Fiscal Year 2023-24 Wholesale Revenue Requirement is projected to be essentially flat as compared to the prior year. Reduced water usage as the region recovers from drought will, all else equal, require higher rates. Volumes for FY 2023-24 are projected to be 122.6 MGD, based on the latest currentyear forecasts and an expected slow recovery from drought conditions over the next three years. In addition, the SFPUC plans to fully pay off the balancing account by the end of FY 2022-23, eliminating the balancing account as a tool to mitigate rate increases.
The SFPUC has reduced the projected wholesale rate increase from the 11.6% presented at the Wholesale Customer Annual Meeting, mostly due to increased volume forecasts as drought conditions have improved.
Monthly Meter Charges
As part of the ongoing wholesale meter calibration and replacement project, new meter technologies and sizes are planned to replace certain wholesale meters. To ensure there are valid monthly service charges for all meters planned to be installed during FY 2023-24, Schedule W-25 has renamed the
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Attachment: SFPUC FY 2023-24 Wholesale Rate Notice Letter and Attachments (2651 : Update on Water Rate Increase 2023-24) column “Magnetic Meters” to “Electronic Meters” to capture the broader technology, and added a proportional charge for the 10” electronic meter size based on the relative pricing of the new meters and the existing monthly meter charges for the 8” and 12” meters in the same category.
At this time, the SFPUC is not updating the rate structure or changing any of the existing monthly meter charges. However, with changes to meters upcoming, we expect to revisit this issue in the coming years following the process outlined in WSA Section 6.04.B to consider changes to the structure and amounts of the monthly meter charges.
Untreated Wholesale Water Rate Discount Factor
The Fiscal Year 2023-24 Untreated Wholesale Water Rate Discount will be $0.38 per CCF, a decrease of $0.05 from the current rate, effective July 1, 2023. The discount factor is equal to the Harry Tracy Water Treatment Plant total projected cost. The discount is calculated by dividing the relevant cost by total wholesale water deliveries. The decrease is driven by expenses (especially capital) for other facilities increasing in cost, causing costs related to Harry Tracy to represent a smaller portion of overall expenditures.
The San Francisco Public Utilities Commission will hold a public hearing on this rate at its May 9, 2023 meeting.
Fiscal Year 2023-24 Billing
As in prior years, the following charges, unrelated to the Wholesale Revenue Requirement, will be effective July 1, 2023:
• BAWSCA Bond Surcharge: The monthly bills include the February 2013 prepayment of the Pre-2009 Assets surcharge for the repayment of BAWSCA issued bonds. The amounts of the surcharge are proportionate to water consumption and have been adjusted accordingly. The SFPUC bills and collects the surcharge on behalf of BAWSCA and remits these amounts to the trustee.
• Late Fees: Late payment penalties as specified in Schedule W-44 will be in effect. The SFPUC encourages Wholesale customers to sign up for electronic billing and payment services to make timely payments and to avoid late fees. Please sign up with our SFPUC BillPay service at myaccount-water.sfpuc.org to receive and pay your bills online. If you have any questions, please contact customer assistance at (415) 551- 3000.
Enclosures
Per WSA Section 6.03.A, supporting documents are required if there is a rate increase. We are attaching the following:
• Attachment N-1: Balancing Account/Rate Setting Calculation: A table showing the change in the Wholesale Revenue Requirement and how the wholesale rate was calculated
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Attachment: SFPUC FY 2023-24 Wholesale Rate Notice Letter and Attachments (2651 : Update on Water Rate Increase 2023-24) • Attachment N-3: Schedule of Projected Water Sales, Wholesale Revenue Requirements and Wholesale Rates: A schedule showing projected Wholesale Customer water sales and rates for the proposed rate year and the following four fiscal years
• FY 2023-24 Calculation of Untreated Water Discount Factor • Schedule W-25: Wholesale Use with Long-Term Contract - Proposed Fiscal Year 2023-24 Wholesale Customer water rates
• Fiscal Year 2023-24 BAWSCA Bond Surcharge letter and schedule showing the bond surcharge for each member agency
If you have any questions, please contact me at 415-487-5227 or [email protected].
Sincerely,
Erin Corvinova
Financial Planning Director
Enclosures
cc: Dennis Herrera, SFPUC, General Manager
Ronald Flynn, SFPUC, Chief of Staff
Steve Ritchie, SFPUC, Water Enterprise Assistant General Manager Nancy Hom, SFPUC, CFO & Business Services AGM
Charles Perl, SFPUC, Deputy CFO
Alison Kastama, SFPUC, BAWSCA Liaison
Sheryl Bregman, SF City Attorney
Catherine Malina, SF City Attorney
Christina Tang, BAWSCA, Finance Manager
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Attachment: SFPUC FY 2023-24 Wholesale Rate Notice Letter and Attachments (2651 : Update on Water Rate Increase 2023-24) Balancing Account / Rate-Setting Calculation Schedule N-1 Reference Section 6.03.A.3
Fiscal Year 2023-24
FY 2021-22 FY 2022-23 FY 2023-24
1. Actual Changes to Balancing Account for FY 2021-22
A. Balancing Account as of June 30, 2021 (unaudited) $ (62,980,471) B. Interest on Balancing Account and Coverage Reserve $ (625,733) C. Wholesale Revenues for Fiscal Year $ (257,016,936)
D. Wholesale Revenue Requirement for Fiscal Year $ 287,385,517 E. Net Change in Wholesale Revenue Coverage $ 2,278,271 F. Settlement Credits or Other Adjustments $ 346,750
G Balancing Account as of June 30, 2022 (unaudited) $ (30,612,601)
2. Projected Changes to Balancing Account for FY 2022-23 A. Balancing Account as of June 30, 2022 $ (30,612,601) B. Interest on Balancing Account and Coverage Reserve $ (346,573) C. Wholesale Revenues for Fiscal Year $ (287,269,832)
D. Wholesale Revenue Requirement for Fiscal Year $ 309,804,997 E. Settlement Credits or Other Adjustments $ -
F. Balancing Account as of June 30, 2023 $ (8,424,009)
G. Net Change in Wholesale Revenue Coverage $ 14,151,740 H. Total Revenue Deficiency or (Surplus) $ 5,727,731
3. Projected Changes to Balancing Account for FY 2023-24 A. Balancing Account as of June 30, 2023 $ 5,727,731
B. Interest on Balancing Account and Coverage Reserve $ (205,946) C. Wholesale Revenues for Fiscal Year $ (316,910,758)
D. Wholesale Revenue Requirement for Fiscal Year $ 309,852,665 E. Settlement Credits or Other Adjustments $ -
F. Balancing Account as of June 30, 2024 $ (1,536,308)
G. Net Change in Wholesale Revenue Coverage $ 1,692,800 H. Total Revenue Deficiency or (Surplus) $ 156,491
I. Projected Water Sales in CCF 59,998,214
J. Deficiency or (Surplus) $/CCF $ 0.00
K. Deficiency or (Surplus) CCF as a Percentage of Revenues 0%
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Attachment: SFPUC FY 2023-24 Wholesale Rate Notice Letter and Attachments (2651 : Update on Water Schedule of Projected Water Sales, Wholesale Revenue Requirements, and Wholesale Rates Schedule N-3 Reference Section 6.03.A.3
Fiscal Year 2023-24
FY 2022-23 FY 2023-24 FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 Water Enterprise
Operations & Maintenance Expenses
Source of Supply $ 20,894,757 $ 20,931,214 $ 21,756,703 $ 23,961,009 $ 24,706,839 $ 26,863,628 Pumping $ - $ - $ - $ - $ - $ -
Treatment $ 34,620,283 $ 34,680,688 $ 36,048,432 $ 39,700,722 $ 40,936,479 $ 44,510,037 Transmission & Distribution $ 18,650,456 $ 18,682,997 $ 19,419,820 $ 21,387,363 $ 22,053,083 $ 23,978,212 Customer Services $ 207,908 $ 208,271 $ 216,485 $ 238,418 $ 245,839 $ 267,300 Total Operations & Maintenance Expenses $ 74,373,404 $ 74,503,170 $ 77,441,440 $ 85,287,512 $ 87,942,241 $ 95,619,177 Administrative & General Expenses
Countywide Cost Allocation Plan (COWCAP) $ 1,358,012 $ 1,360,382 $ 1,414,033 $ 1,557,297 $ 1,605,771 $ 1,745,947 SFPUC Bureaus $ 17,027,659 $ 17,057,368 $ 17,730,080 $ 19,526,424 $ 20,134,220 $ 21,891,841 Compliance Audit $ 97,396 $ 97,566 $ 101,414 $ 111,689 $ 115,166 $ 125,219 Other Administrative & General $ 8,135,537 $ 8,149,732 $ 8,471,143 $ 9,329,407 $ 9,619,802 $ 10,459,564 Total Administrative & General Expenses $ 26,618,605 $ 26,665,048 $ 27,716,670 $ 30,524,817 $ 31,474,958 $ 34,222,571 Property Taxes $ 1,340,685 $ 1,343,024 $ 1,395,990 $ 1,537,427 $ 1,585,282 $ 1,723,669 Capital Cost Recovery
Pre-2009 Assets (K-1 to K-4) $ - $ - $ - $ - $ - $ -
Pre-2009 Assets (K-5) $ - $ - $ - $ - $ - $ -
Debt Service on New Assets $ 173,054,150 $ 172,612,150 $ 173,197,331 $ 176,447,902 $ 176,532,126 $ 179,939,115 Revenue Credit for BABs Subsidy $ (13,929,253) $ (13,510,503) $ (13,282,490) $ (13,034,940) $ (12,752,688) $ (12,440,134) Revenue Funded Capital $ 16,900,000 $ 16,737,500 $ 16,827,500 $ 16,915,000 $ 16,992,500 $ 17,070,000 True-Up of Wholesale Capital Fund $ - $ - $ - $ - $ - $ - Total Capital Cost Recovery $ 176,024,897 $ 175,839,148 $ 176,742,341 $ 180,327,961 $ 180,771,938 $ 184,568,981 Hetch Hetchy Water & Power
Operations & Maintenance Expenses $ 20,052,018 $ 20,087,004 $ 20,879,200 $ 22,994,601 $ 23,710,350 $ 25,780,149 Administrative & General Expenses
Countywide Cost Allocation Plan (COWCAP) $ 558,639 $ 559,614 $ 581,684 $ 640,618 $ 660,558 $ 718,222 SFPUC Bureaus $ 3,579,000 $ 3,585,245 $ 3,726,640 $ 4,104,209 $ 4,231,960 $ 4,601,390 Other Administrative & General $ 3,900,561 $ 3,907,367 $ 4,061,466 $ 4,472,959 $ 4,612,188 $ 5,014,810 Total Administrative & General Expenses $ 8,038,200 $ 8,052,225 $ 8,369,790 $ 9,217,786 $ 9,504,706 $ 10,334,422 Property Taxes $ 186,932 $ 187,258 $ 194,644 $ 214,364 $ 221,037 $ 240,332
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Attachment: SFPUC FY 2023-24 Wholesale Rate Notice Letter and Attachments (2651 : Update on Water Rate Increase Schedule of Projected Water Sales, Wholesale Revenue Requirements, and Wholesale Rates Schedule N-3 Reference Section 6.03.A.3
Fiscal Year 2023-24
FY 2022-23 FY 2023-24 FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 Capital Cost Recovery
Pre-2009 Assets (K-1 to K-4) $ - $ - $ - $ - $ - $ -
Pre-2009 Assets (K-5) $ - $ - $ - $ - $ - $ -
Debt Service on New Assets $ - $ - $ - $ - $ - $ -
Revenue Funded Capital $ - $ - $ - $ - $ - $ -
Total Capital Cost Recovery $ - $ - $ - $ - $ - $ -
Wholesale Revenue Requirement $ 309,804,997 $ 309,852,665 $ 316,041,108 $ 333,739,950 $ 338,959,154 $ 356,565,183 Balancing Account as of June 30 (Beginning of Year) $ (30,612,601) $ 5,727,731 $ 156,491 $ (7,176,606) $ (328,395) $ 80,243 Balancing Account Deferral $ (5,727,731) $ (156,491) $ 7,176,606 $ 328,395 $ (80,243) $ - Interest on Balancing Account and Coverage Reserve $ (346,573) $ (205,946) $ (273,414) $ (315,614) $ (294,609) $ (305,304) Settlement Credits and Other Adjustments $ - $ - $ - $ - $ - $ - Wholesale Debt Service Coverage Reserve $ 14,151,740 $ 1,692,800 $ 521,076 $ 4,773,343 $ 370,437 $ 4,691,319 Wholesale Revenues Before Rate Change
Volumetric Charges $ (244,230,329) $ (284,991,518) $ (319,301,806) $ (327,029,408) $ (328,010,496) $ (336,225,110) Excess Use Charges / Minimum Purchase $ - $ - $ - $ - $ - $ - Service Charges $ (4,320,061) $ (4,320,061) $ (4,320,061) $ (4,320,061) $ (4,320,061) $ (4,320,061) Total Wholesale Deficiency or (Credit) $ 38,719,442 $ 27,599,179 $ (0) $ (0) $ 6,295,787 $ 20,486,271 Wholesale Deficiency or (Credit) as a Percent of Volumetric Charges 15.9% 9.7% 0.0% 0.0% 1.9% 6.1%
Projected Water Sales (MGD) 122.1 MGD 122.6 MGD 125.6 MGD 128.6 MGD 129.0 MGD 129.4 MGD Projected Water Sales (CCF) 59,568,373 59,998,214 61,286,335 62,769,560 62,957,869 63,319,230 Wholesale Deficiency or Credit ($/CCF) $0.65 $0.46 $0.00 $0.00 $0.10 $0.32 Wholesale Rate ($/CCF) $4.75 $5.21 $5.21 $5.21 $5.31 $5.63 Projected Service Charge Revenues $ 4,320,061 $ 4,320,061 $ 4,320,061 $ 4,320,061 $ 4,320,061 $ 4,320,061 Projected Volume Charge Revenues $ 282,949,771 $ 312,590,697 $ 319,301,806 $ 327,029,408 $ 334,306,283 $ 356,487,263 Total Wholesale Revenues After Rate Change $ 287,269,832 $ 316,910,758 $ 323,621,867 $ 331,349,468 $ 338,626,344 $ 360,807,324
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Attachment: SFPUC FY 2023-24 Wholesale Rate Notice Letter and Attachments (2651 : Update on Water Rate Increase Calculation of Untreated Water Discount Rate for Coastside County Water District Rate-Setting for Fiscal Year 2023-24
Wholesale Share of HTWTP Expenses to be Removed
Operations & Maintenance $ 9,933,451
Cash Funded Capital $ -
Debt Service $ 13,016,807
Total HTWTP Expense to be Removed $ 22,950,258
Total Wholesale Water Consumption (CCF) 59,998,214
Untreated Water Rate Discount ($/CCF) $ 0.38
Untreated Water Rate Discount ($/acre foot) $ 165.53
Impact on Wholesale and Retail Customers
Untreated Water Rate Discount ($/CCF) $ (0.38)
Projected Coastside County Water District Annual Consumption (CCF) 409,082 Net Impact of Untreated Water Rate Discount $ (155,451) Wholesale Retail
Proportional Annual Use 66.95% 33.05%
Allocation of Untreated Water Rate Discount $ (104,075) $ (51,377) Projected Annual Treated Water Usage (CCF) 59,177,098 27,098,598 Average Wholesale Rate Impact ($/CCF) $ (0.0018) $ (0.0019)
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Attachment: SFPUC FY 2023-24 Wholesale Rate Notice Letter and Attachments (2651 : Update on Water Rate Increase 2023-24)
SAN FRANCISCO PUBLIC UTILITIES COMMISSION
Effective July 1, 2023
SCHEDULE W-25: Wholesale Use with Long-Term Contract
For service to municipalities, water districts and others who, under long-term contracts, purchase water for resale:
First: A Monthly Service Charge base on the type and size of the meter:
Meter
Size
Disc/Compound
Meters
Crest Meters Electronic
Meters
Turbine Meters
5/8 in. $11 - - -
3/4 in. $18 - - -
1 in. $30 - - -
1 1/2 in. $43 - - -
2 in. $79 - - -
3 in. $158 - - -
4 in. $318 $353 - $577
6 in. $476 $685 - $1,256
8 in. $635 $1,335 $2,265 $1,875
10 in. $793 $1,732 $3,769 $3,391
12 in. $953 $1,840 $5,159 -
16 in. $1,270 $5,628 - $7,215
18 in. - $6,133 - -
20 in. - $6,349 - -
The service charge for a battery of meters installed on one service in lieu of one meter or for a special type of meter, shall be based on the size of single or multiple standard type meters of equivalent capacity.
Second: A charge for water delivered based on one-month’s meter readings:
$2,269.48 per acre-foot or $5.21 per 100 cu. ft.
Third: An Untreated Wholesale Water Rate Discount Factor for Wholesale Customers receiving untreated water, based on one-month’s meter readings:
($165.53) per acre-foot or ($0.38) per 100 cu. ft.
3.5.a
Packet Pg. 88
Attachment: SFPUC FY 2023-24 Wholesale Rate Notice Letter and Attachments (2651 : Update on Water Rate Increase 2023-24) 155 Bovet Road, Suite 650, ⚫ San Mateo, CA 94402 ⚫ ph 650 349 3000 ⚫ fx 650349 8395 ⚫ www.bawsca.org March 23, 2023
Mrs. Erin Corvinova, Financial Planning Director
San Francisco Public Utilities Commission
525 Golden Gate Avenue, 4th Floor
San Francisco, CA 94102
Subject: BAWSCA FY 2023-24 Bond Surcharge Schedule
Dear Erin:
Pursuant to Section 3.01 (a) of the Prepayment and Collection Agreement between the Bay Area Water Supply and Conservation Agency (BAWSCA) and the City and County of San Francisco (San Francisco), dated January 1, 2013 (Agreement), BAWSCA shall deliver a written schedule to San Francisco at least 45 days prior to the beginning of each fiscal year showing the amount of the surcharge that BAWSCA seeks to impose for such fiscal year.
Attached is BAWSCA’s FY 2023-24 annual and monthly bond surcharge for each member agency that was adopted by the BAWSCA Board on March 16, 2023. Pursuant to Section 3.02 (a) of the Agreement, San Francisco shall include the identified monthly surcharge in the first wholesale water bill for the largest amount delivered to BAWSCA’s member agencies each month, effective July 1, 2023.
If you have any questions about the billing of BAWSCA’s surcharges, please contact me at (650) 349-3000.
Sincerely,
Christina Tang
Finance Manager
Attachment: BAWSCA FY 2023-24 Bond Surcharges
cc: Nancy Hom, SFPUC
Charles Perl, SFPUC
Alison Kastama, SFPUC
Nicole Sandkulla, BAWSCA
Allison Schutte, BAWSCA Legal Counsel
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Packet Pg. 89
Attachment: SFPUC FY 2023-24 Wholesale Rate Notice Letter and Attachments (2651 : Update on Water Rate Increase 2023-24) Attachment
BAWSCA FY 2023-24 Bond Surcharges
Agency
Annual
Bond
Surcharge
Monthly
Bond
Surcharge
Agency
Annual
Bond
Surcharge
Monthly
Bond
Surcharge
Alameda County WD $1,953,084 $162,757 Mid Pen WD $382,716 $31,893 Brisbane Water $88,836 $7,403 Millbrae $259,068 $21,589 Burlingame $535,692 $44,641 Milpitas $603,300 $50,275
Coastside County WD $200,844 $16,737 Mountain View $1,259,184 $104,932 CWS - Bear Gulch $1,741,944 $145,162 North Coast WD $384,468 $32,039 CWS - Mid Peninsula $2,117,772 $176,481 Palo Alto $1,681,620 $140,135 CWS - South SF $1,254,756 $104,563 Purissima Hills WD $284,196 $23,683 Daly City $611,436 $50,953 Redwood City $1,238,604 $103,217 East Palo Alto WD $227,640 $18,970 San Bruno $243,912 $20,326 Estero Municipal ID $594,012 $49,501 San Jose (North) $678,312 $56,526 Guadalupe Valley $13,908 $1,159 Santa Clara $534,180 $44,515 Hayward $2,445,576 $203,798 Stanford University $263,520 $21,960 Hillsborough $382,572 $31,881 Sunnyvale $1,463,484 $121,957 Menlo Park $408,612 $34,051 Westborough WD $64,524 $5,377 Total $21,917,772 $1,826,481
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Packet Pg. 90
Attachment: SFPUC FY 2023-24 Wholesale Rate Notice Letter and Attachments (2651 : Update on Water Rate Increase 2023-24)
EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: May 2, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Humza Javed, Public Works Director
Greg Henry, Senior Management Analyst
SUBJECT: Water service Capital Improvements at 2415 University Ave.
Recommendation
Adopt a Resolution authorizing the City Manager to direct Veolia to perform water system capital improvements at 2415 University Avenue and to enter into a Memorandum of Understanding with San Mateo County wherein the County funds half of the proposed project.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
· Promote Health & Public Safety
· Improve the City's Water Infrastructure
Background
There have been recent complaints about the water quality at 2415 University Avenue. This building is a county-owned facility with tenants such as the Library, City Hall, and others. The building is served by an 8-inch cast iron pipe which runs from the San Francisco Public Utilities Commission (SFPUC) source, which is the water turnout at O’Brien Drive. The existing 8” pipe runs about a quarter mile with no other connections before reaching 2415 University Ave.
In response to the complaints, City staff and the City’s water operator (Veolia), have worked with County staff to address the complaints of water discoloration at the facility. Some of the recent improvements included replacing the service lateral by the City and replacement of plumbing fixtures by the County.
Veolia continues to perform hydrant flushing on a regular basis to ensure water turnover and avoid scour buildup along this long length of cast iron pipe.
Based on multiple water samples obtained by the County as well as the City at 2415 University
3.6 Packet Pg. 91
Avenue (Facility), there are no water quality violations/exceedances and all of the constituents are within standards (MCL - Maximum contaminant levels); hence, the water is safe according to the criteria set by the State. Veolia has shared the water quality results with the State Division of Drinking Water and has also provided a letter to the County regarding the safe water quality at the Facility.
Analysis
Although water sampling has shown no evidence of a danger posed to the public, staff nonetheless recommends addressing the tenants’ concerns about discolored water. The proposed option, presented by Veolia, involves performing a permanent improvement to the Facility. This improvement includes replacement of the existing water connection from University Avenue to a new water main connection on Bay Road. (Because the existing water main on Bay Road includes many services, there are no concerns with scour build-up in the water main.)
Under this option, the project could be completed within six weeks of the notice to proceed. 12” Watermain project on University Avenue
The City is currently designing the 12-inch water main project along University Ave., which should be under construction later this summer and completed by Spring 2024. A second option could consist of attaching a new water connection to this new water main to serve the Facility. Although a permanent solution, it comes with the cost of waiting one year, as well as a cost of regular flushing which is an inconvenience to the tenants as the water is shut off at the Facility during the flushing.
Fiscal Impact
The cost of adding a new connection from the Facility to the watermain on Bay Road is approximately $90,000. Because this is a County-owned facility, staff has negotiated the cost of this to be split 50/50 with the County of San Mateo. The $45,000 city match will be paid through the Water Capital fund.
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo Co. Library located at 2415 University Avenue, East Palo Alto.
Environmental
The proposed action does not constitute a “project” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines sections 15378(b)(4) and (5) in that it is a governmental fiscal, organizational or administrative activity that will not result in direct or indirect changes in the environment.
Attachments
1. Resolution - Water service improvements at 2415 University Avenue
3.6 Packet Pg. 92
Resolution No. XX-2023 1 of 2
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF EAST PALO ALTO
AUTHORIZING THE CITY MANAGER TO DIRECT VEOLIA TO PERFORM WATER SYSTEM CAPITAL IMPROVEMENTS AT 2415 UNIVERSITY AVENUE
WHEREAS, 2415 University Avenue is a San Mateo County owned facility (Facility) with tenants such as the County library, City Hall, and others; and
WHEREAS, the Facility is served by an 8-inch cast iron watermain which runs from the San Francisco Public Utilities Commission (SFPUC) turnout at O’Brien down a quarter mile along University Avenue without any other service connections before reaching 2415 University Avenue; and
WHEREAS, tenants at the Facility have complained about water discoloration which can be related to scour build-up in the watermain; and
WHEREAS, water sampling at the Facility has revealed safe, potable water that meets State standards; and
WHEREAS, replacement of the water connection to the Facility from University Avenue to a new connection along Bay Road should address potential scour build-up concerns which can be associated with water discoloration; and
WHEREAS, San Mateo County, has agreed in principle to fund half of the expense for the project
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF EAST PALO ALTO HEREBY:
1. Finds the foregoing recitals to be true and correct and incorporated by this reference into this action; and
2. Authorizes the City Manager to direct Veolia to perform water system capital improvements at 2415 University Avenue and take all steps necessary, including issuance of a notice to proceed; and
3. Authorizes the City Manager to enter into a Memorandum of Understanding with San Mateo County wherein the County will fund half of this project. [continued on next page]
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Packet Pg. 93
Attachment: Resolution - Water service improvements at 2415 University Avenue (2652 : Lateral at City Hall) Resolution No. XX-2023 2 of 2
PASSED AND ADOPTED this 2nd day of May 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
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Packet Pg. 94
Attachment: Resolution - Water service improvements at 2415 University Avenue (2652 : Lateral at City Hall) Resolution No. XX
-20233 of 2
Lisa Gauthier, Mayor
ATTEST: APPROVED AS TO FORM:
James Colin, City Clerk John D. Lê, City Attorney
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Packet Pg. 95
Attachment: Resolution - Water service improvements at 2415 University Avenue (2652 : Lateral at City Hall)
EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: May 2, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Batool Zaro, Associate Engineer
Humza Javed, Public Works Director
SUBJECT: Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes Street, and Gaillardia Way
Recommendation
Adopt a resolution authorizing the installation of a multi-way (four-way) stop sign at the Pulgas Avenue, Oakes Street, and Gaillardia Way intersection and finding the project is exempt under California Environmental Quality Act (CEQA), pursuant to CEQA Guidelines Section 15301(c) (minor alteration).
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 4: Improve Public Facilities and Infrastructure Background
Earlier in 2021, the City of East Palo Alto’s Engineering Division was requested to analyze the Oakes Street, Pulgas Avenue, and Gaillardia Way intersection for a multi-way stop sign due to safety concerns. City Staff prepared a report and presented it to the Public Works and Transportation Commission on April 21, 2021. Based on the analysis, a multi-way stop sign was not warranted.
In Fall of 2021, a community member and the Public Works and Transportation Commission (PWTC) requested that the City again review the intersection for a multi-way stop sign based on collisions that occurred at the intersection during 2021. Per the City’s Residential Streets Traffic Management Policy, if an issue has previously been identified and evaluated within a prior 18-month period, no further evaluation will be performed until additional time elapses or unless sufficient changes warrant an additional analysis. Since the 18-month period has
3.7 Packet Pg. 96
elapsed, the intersection was reevaluated.
As part of the original analysis, parking restrictions were recommended instead of the multiway stop. However, during the reanalysis, staff found higher traffic volumes and an increase in collisions. Since the parking restrictions have not been implemented and conditions have changed, staff is recommending the installation of the multi-way stop at the intersection.
The Public Works and Transportation Commission reviewed this item at the April 20th, 2023, meeting.
Image 1: Location Map, City of East Palo Alto
Analysis
In conducting its re-analysis of the intersections in question, it is important to note that the City of East Palo Alto follows state guidelines outlined in the California Manual on Uniform Traffic Control Devices (MUTCD) when determining if traffic control devices should be installed, such as a multi-way stop sign. The MUTCD outlines minimum guidelines regarding traffic volumes, collisions, and visibility. The use of multi-way stop signs should be considered if engineering judgment indicates that a stop is required because of one or more of the following conditions:
TABLE 1
MULTI-WAY STOP CRITERIA
PULGAS, GAILLARDIA, AND OAKES
N
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Condition 1:
As an interim
measure where
traffic control signals
are justified.
Results:
Satisfied.
and/or Condition 2:
Reported crashes – five or
more in a 12-month period
that are susceptible to
correction by a multi-way stop
installation.
Results:
Not Satisfied.
and/or Condition 3:
Minimum traffic
and pedestrian
volumes,
speeds, and
delay as outlined
in the analysis.
Results:
Satisfied.
The California MUTCD outlines if one or more of the conditions are met a multi-way stop sign is warranted.
As noted above, the City has conducted a Multiway Stop Warrant Analysis. This analysis shows that at least one of the conditions was satisfied, and accordingly, a multi-way stop is recommended. The full analysis, which forms the factual basis for staff’s recommendation, can be found in Attachment #2. The Public Works and Transportation Commission reviewed this item, including the recommendation for a multiway stop at the intersection in question, at the April 20th, 2023 PWTC meeting and recommended the City Council approve Staff’s recommendation.
The intersection in question where staff recommends installation of a multiway stop sign already has existing stop signs on the minor streets. Accordingly, the improvements necessary to implement staff’s recommendation consists of minor alternations to existing roadway improvements, including signage and striping.
Fiscal Impact
The cost of this work is approximately $3,000. Funds are available in the Maintenance Division budget to cover this cost.
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo Co. Library located at 2415 University Avenue, East Palo Alto.
Environmental
This project is exempt under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301(c), minor alteration of existing highways and streets involving negligible expansion of use beyond that at the time of determination.
Attachments
3.7 Packet Pg. 98
1. Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution -
2. Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_
3.7 Packet Pg. 99
Resolution No. XX-2023 1 of 2
RESOLUTION NO. XX – 2023
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF EAST PALO ALTO
AUTHORIZING THE INSTALLATION OF A MULTI-WAY (FOUR-WAY) STOP SIGN AT THE
PULGAS AVENUE, GAILLARDIA WAY, AND OAKES STREET INTERSECTION WHEREAS, staff received a request from a resident regarding safety concerns at the intersection of Pulgas Avenue, Gaillardia Way, and Oakes Street (“intersection”); and WHEREAS, upon receiving the request, city staff performed a Multiway Stop Warrant Analysis at the intersection, which was attached to the agenda report and forms the factual basis for staff’s recommendation; and
WHEREAS, based on staff’s analysis and state guidelines the intersection meets the criteria for a multi-way (four-way) stop sign; and
WHEREAS, the intersection in question where staff recommends installation of a multiway stop sign already has existing stop signs on the minor streets. Accordingly, the improvements necessary to implement staff’s recommendation consists of minor alternations to existing roadway improvements, including signage and striping; and
WHEREAS, the Public Works and Transportation Commission, at its April 20, 2023 meeting recommended a multi-way stop sign at the intersection.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF EAST PALO ALTO HEREBY:
1. Finds the foregoing recitals are true and correct and are incorporated by reference into this action;
2. Finds that the project is exempt under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301(c), minor alteration of existing highways and streets involving negligible expansion of use beyond that at the time of determination; and
3. Authorizes the installation of a multi-way stop sign at the Pulgas Avenue, Gaillardia Way, and Oakes Street intersection, based on the Multiway Stop Warrant Analysis, which incorporated as Exhibit A.
3.7.a
Packet Pg. 100 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes Resolution No. XX-2023 2 of 2
PASSED AND ADOPTED this 2nd day of May 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Lisa Gauthier, Mayor
ATTEST: APPROVED AS TO FORM:
James Colin, City Clerk John D. Lê, City Attorney
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Packet Pg. 101 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes Resolution No. XX
-20233 of 2
EXHIBIT A
MULTIWAY STOP WARRANT ANALYSIS
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Packet Pg. 102 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 1 Date: 4/06/2023
Subject: Oakes Street, Pulgas Avenue, and Gaillardia Way Multi-Way Stop Sign Warrant Reanalysis To Whom It May Concern:
The City of East Palo Alto’s Engineering Division performed a multi-way stop sign re-analysis for the Oakes Street, Pulgas Avenue, and Gaillardia Way intersection. The attached report discusses the full reanalysis and based on the report we recommend a multi-way stop sign at this time.
The original analysis was completed in response to a resident’s request to verify if a multi-way stop sign installation is warranted. The residents written request may be found in Appendix E. The guidelines outlined in the California Manual of Uniform Traffic Control Devices (California MUTCD) were used for the analysis. Currently, there is a four-way intersection that is stop controlled on Oakes Street and Gaillardia Way. The original analysis was performed in 2021 and the re-analysis was performed in 2023.
In overall consideration of existing conditions, a multi-way stop sign is recommended.
Please let me know if you have additional questions about the analysis.
Sincerely,
Batool Zaro
Associate Engineer
[email protected]
City of East Palo Alto
Attach: Multi-Way Stop Control Warrants Analysis Report
CITY OF EAST PALO ALTO
PUBLIC WORKS DEPARTMENT
ENGINEERING DIVISION
1960 Tate Street, East Palo Alto, CA 94303 (650) 853-3189
3.7.a
Packet Pg. 103 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 2 MULTI-WAY STOP CONTROL WARRANT ANALYSIS REPORT
OAKES STREET & PULGAS AVENUE & GAILLARDIA WAY
IN THE CITY OF EAST PALO ALTO
INTRODUCTION
There have been some safety concerns brought up regarding the Oakes Street, Pulgas Avenue, and Gaillardia Way intersection due to its proximity to Joel Davis Park, and a multi-way (four-way) stop sign has been requested. This analysis is to verify if a four-way stop sign installation is warranted and recommended based on standard guidelines.
In 2021, the original analysis was performed and the warrant conditions were not satisfied. The City received additional verbal requests to re-analyze the intersection for a multi-way stop. Per the City’s residential street management policy, if the identified issue had previously been evaluated in the prior 18- month period, then the resident will be informed of the results of that previous evaluation. No further evaluation will be performed until additional time elapses, or the City Engineer determines a need has arisen or the City Council so directs. Since the 18-month period has elapsed, the intersection was reevaluated.
Current conditions consist of a four-way intersection. Pulgas Avenue runs in the north/south direction, Gaillardia Way runs in the east direction, and Oakes Street runs in the west direction. The location is demonstrated in Image 1 below. Oakes Street and Gaillardia Way are stop-controlled and Pulgas Avenue is uncontrolled. The intersection is within the City of East Palo Alto’s jurisdiction.
Image 1: Location Map, City of East Palo Alto
BACKGROUND
N
3.7.a
Packet Pg. 104 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 3 Pulgas Avenue is a neighborhood connector-collector street that runs in the north/south direction. Pulgas Avenue is the “major” street in this intersection. The speed limit on all streets is 25 mph. At the intersection, Pulgas Avenue is approximately 44 feet wide, and the 2-lane roadway is separated by centerline striping. Parking is permitted on both sides of the street; however, the north and south bound directions differ. The northbound direction side consists of rolled curb, sidewalk, and gutter. The southbound direction consists of curb, sidewalk, planters, and gutter. There are marked crosswalks across Oakes Street and the southern side of Pulgas Avenue at the intersection.
See Image 2 and Image 3 for photo images of Pulgas Avenue.
Image 2: Pulgas Avenue Looking North Image 3: Pulgas Avenue Looking South Oakes Street (the western direction of the intersection) is a neighborhood-local street that’s approximately 32 feet wide, and the 2-lane roadway provides one lane in each direction that is separated by centerline striping. On Oakes Street parking is allowed on both sides of the street. The roadway has curb, gutter, parkway, and sidewalk. There is a STOP sign, a white ‘STOP’ pavement marking, and a white limit line at the intersection. Pulgas Avenue is the easterly terminus of Oakes Street.
See Image 4 for a photo image of Oakes Street.
3.7.a
Packet Pg. 105 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 4 Image 4: Oakes Street Facing Pulgas Ave
Gaillardia Way (in the eastern direction) is a neighborhood-local street that’s an approximately 24 feet wide street with rolled curbs. The 2-way roadway is not separated by centerline striping. Gaillardia Way has rolled curbs where cars can park on both sides, sidewalk, and gutter. There is a STOP sign, a white ‘STOP’ pavement marking, and a white limit line at the intersection. Pulgas Avenue is the westerly terminus of Gaillardia Way.
See Image 5 for a photo image of Gaillardia Way.
Image 5: Gaillardia Way Street Facing Pulgas Ave
WARRANT GUIDELINES
3.7.a
Packet Pg. 106 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 5 The City of East Palo Alto follows State guidelines outlined in the California Manual on Uniform Traffic Control Devices (MUTCD) when determining if traffic control devices should be installed. The guidelines outlined in the California MUTCD were used for this analysis. The manual outlines minimum guidelines regarding traffic volumes, collisions, speed, visibility, and other criteria in order to warrant traffic control devices like the installation of a multi-way (4-way) stop sign in this case.
The California MUTCD application guideline criteria for a multi-way stop is described below:
1. As an interim measure where traffic control signals are justified. “Where the traffic control signals are justified, the multi-way STOP is an interim measure that can be installed quickly to control traffic while arrangements are being made for the installation the traffic control signal”.
2. Reported crashes – five or more in a 12-month period that are susceptible to correction by a multiway stop installation.
3. Minimum traffic and pedestrian volumes, speeds, and delay as outlined in Section 2B.07.
4. Where a combination of the above criteria are all satisfied to 80 percent.
When any one, or a combination of these criteria is met, then a multi-way stop application should be considered. A multi-way stop sign is usually not recommended when the criteria are not met. The California MUTCD guidelines described above are included in Appendix A.
MULTI-WAY STOP ANALYSIS
The California MUTCD outlines the guidelines describing the minimum collisions and traffic volumes necessary to warrant a multi-way stop sign. Engineering judgment must also be considered along with these guidelines. One important thing to note is that a stop sign will not stop the speeding issue; however, it might help guide vehicles to safely make their turns. Additional guidance criteria found in the manual include the following important statements: “YIELD or STOP signs should not be used for speed control… In most cases, the street carrying the lowest volume of traffic should be controlled…” Collision History
The guidelines in the California MUTCD outline that a minimum of (5) reported crashes occurring in a 12-month period that are susceptible to correction by a multi-way stop installation must occur in order to satisfy this warrant. The crashes include right-turn and left-turn collisions, as well as right-angle collisions and pedestrian-vehicle collisions.
The latest collision history was gathered by the City’s Engineering Division from the City of East Palo Alto’s Police Department (PD). A comprehensive 3-year traffic collision history summary report was prepared for this intersection and reviewed for collisions susceptible to correction by the installation of a multi-way stop. Table 1 demonstrates the most recent 3-year summary of collisions at this intersection.
TABLE 1
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Packet Pg. 107 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 6 PD COLLISION HISTORY SUMMARY
2020 2021 2022
Intersection Date Type of
Collision
Date Type of
Collision
Date Types of
Collision
Oakes St &
Pulgas Ave
&
Gaillardia
Way
1/08/2020
5/25/2020
Sideswipe
Sideswipe
06/01/2021
08/31/2021
Sideswipe
Rear end
05/03/2022
11/27/2022
Rear end
Broadside
Notes: Information above is derived per the latest 3-year intersection traffic collision database report gathered from the East Palo Alto’s Police Department (PD).
As shown in Table 1 above, there have been six (6) reported collisions at or near this intersection over the past three (3) years. Since the collision warrant requires a minimum of five (5) reported crashes susceptible to correction by a multi-way stop, to occur within a 12-month period, the collision warrant is not satisfied. The EPA PD collision report is included in Appendix B.
Traffic Volumes
The City of East Palo Alto collected turning movement counts using the platform Streetlight Data The traffic volume data collected for this intersection is included in Appendix C.
Pulgas Avenue is considered the “major” street at this four-way intersection. Oakes Street and Gaillardia Way are considered “minor” streets since drivers are required to stop at Pulgas Avenue and look both ways before making a left or right turn. It is anticipated that the minor streets receive less traffic volume than the major street.
A part of the California MUTCD guideline criteria calls for a reduction in the required minimum volumes when the critical approach speed (or 85th-percentile speed) on the major street exceeds 40 MPH. If this is the case, the minimum vehicular volumes to be met for a multiway stop sign installation are reduced to 70%. As mentioned, the speed limits on all streets are 25 MPH. The platform Streetlight Data confirmed the vehicle speeds are greater than the 40 MPH limit required to reduce traffic volumes, the 70% minimum volumes for a multi-way stop sign analysis are applicable.
Table 2 below shows the California MUTCD minimum traffic volume criteria for a multi-way stop sign with the highest 8-hour traffic counts data for this intersection. Both Part 1 and Part 2 need to be satisfied in order to fulfill the traffic volume warrant.
TABLE 2
CA MUTCD MULTI-WAY STOP CRITERIA
Part 1:
The vehicular volume
entering the
and Part 2:
The combined vehicular,
pedestrian, and bicycle volume
but Part 3:
If the 85th -percentile
approach speed of the
3.7.a
Packet Pg. 108 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 7 intersection from the
major street approaches
(total of both
approaches) averages at
least 300 vehicles per
hour for any (8) hours
of an average day
Original Results:
No, does not meet 70%
of warrant
= 180 vehicles per hour
Update:
Yes, meets warrant
= 2455 vehicles/ 8
hours
=307 vehicles per hour
entering the intersection from the
minor street approaches (total of
both approaches) averages at least
200 units per hour for the same (8)
hours, with an average delay to
minor-street vehicular traffic of at
least 30 seconds per vehicle during
the highest hour.
Original Results:
Yes, meets 70% of warrant
= approx.145 per hour
Update:
Yes, meets 70% of warrant
= ((381 Peds 24 hours)+(400
Cyclists 24-hours))*0.15+(343
vehicles/8 hours) = approx.160 per
hour
major street traffic
exceeds 65 km/h or
exceeds 40 mph, the
minimum vehicular
volume warrants are (70)
percent of the above
values.
Original Results:
Yes, 85th percentile speed
on major street exceeds
40 mph
Update:
Yes, 85th percentile speed
on major street exceeds
40 mph
As shown above, the average hourly intersection traffic for the highest 8-hour period did satisfy both Part 1 and Part 2 when using 70% of the warrant values. Therefore, the minimum traffic volume warrant is satisfied. Since bicycle and pedestrian counts are only available for 24-hour periods, it’s assumed that the morning/afternoon peak is 15% of the total counts. The 85th percentile speed was found to be between 30- 40 mph, so the most conservative value was taken.
Visibility
On-site field visits were made to determine if there are restricted sight distances due to the geometry of the intersection and other potential obstructions. The driver sight distances were measured from the sidestreet approaches since they are required to stop before proceeding to make a left or right turn onto Pulgas Avenue. The minimum stopping sight distances are derived from the stopping sight guidelines in the California MUTCD (reference Appendix D). For a 25-mph street, a minimum stopping sight distance of 155 feet is required. The stopping sight distance was measured on the field from a “typical” vehicle stopped location at Oakes Street and Gaillardia Way looking for traffic approaching on Pulgas Avenue.
An orange cone was placed to mark the distances and photos were taken.
Image 7 demonstrates that when looking from Oakes Street, the driver only has a clear line of sight looking south (looking right) on Pulgas Avenue when no vehicles are parked. When looking north (looking at the left direction), the driver’s line of sight is obstructed by parked vehicles and a clear line of sight is available when the drivers encroach the sidewalk (as demonstrated in Image 6).
3.7.a
Packet Pg. 109 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 8 Image 6: Oakes Street Facing Pulgas Ave (Looking North) Image 7: Oakes Street Facing Pulgas Ave (Looking South) 155 feet
155 feet
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Packet Pg. 110 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 9 Image 8 demonstrates how when drivers are stopped on Gaillardia looking south (looking in the left direction), the line of sight is obstructed by parked vehicles. A clear line of sight is only possible when the driver drives past the white marked stop line and closer to Pulgas Avenue. Image 9 demonstrates that when looking north (looking in the right direction) the line of sight is clear when no vehicles are parked along Pulgas Avenue.
Image 8: Gaillardia Way Street Facing Pulgas Ave (Looking South) Image 9: Gaillardia Way Street Facing Pulgas Ave (Looking North) 155 feet
155 feet
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Packet Pg. 111 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 10 MULTIWAY STOP ANALYSIS SUMMARY
The guidelines are: 1. As an interim measure where traffic control signals are justified; 2. Reported crashes – five or more in a 12-month period that are susceptible to correction by a multi-way stop installation; 3. Minimum traffic and pedestrian volumes, speeds, and delay as outlined in Section 2B.07;
4. Where a combination of the above criteria are all satisfied to 80 percent.
In summary, the collision history gathered resulted in six (6) accidents in the last three years. The minimum guideline calls for at least five (5) accidents within a 12-month period. Condition 2 is not satisfied because less than (5) crashes occurred at this intersection during a 12-month period.
The average minimum hourly volumes were satisfied as demonstrated in Table 3; therefore, condition (3) is satisfied.
Engineering judgment is also considered part of the warrant analysis. It was determined that the obstructed sight triangles not only impact the safety of vehicles making right/left turns, but it also impacts pedestrians because drivers on Pulgas Avenue are also unable to see pedestrians. As part of the original analysis, parking restrictions were recommended instead of the multi-way stop. However, during the reanalysis, staff found higher traffic volumes and an increase in collisions. Although the reported accidents do not satisfy condition (2), since the parking restrictions have not been implemented and conditions have changed, staff is recommending the installation of the multi-way stop at the intersection.
RECOMMENDATION
A multi-way stop sign installation is recommended for this intersection. The analysis demonstrates that speeding issues combined with the impaired sight triangle raise some safety concerns. Vehicles parked along Pulgas Avenue block drivers from being able to see pedestrians crossing from Gaillardia Way to Oakes Street. Installing a multi-way stop would help vehicles make their turns safely.
MULTIWAY STOP ANALYSIS SUMMARY
After overall analysis, a multi-way (4-way) stop sign installation is recommended at this time for Oakes Street, Pulgas Avenue, and Gaillardia Way.
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Packet Pg. 112 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 11 APPENDIX A
MULTIWAY STOP APPLICATIONS
GUIDELINES: CALIFORNIA MUTCD
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Packet Pg. 113 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 12 3.7.a
Packet Pg. 114 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 13 3.7.a
Packet Pg. 115 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 14 3.7.a
Packet Pg. 116 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 15 APPENDIX B
POLICE DEPARTMENT COLLISION HISTORY REPORT
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Packet Pg. 117 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes
CITY OF EAST PALO ALTO JEFF LIU
POLICE DEPARTMENT INTERIM CHIEF OF POLICE
141 Demeter Street (650) 853-5904 Phone
East Palo Alto, CA 94303 [email protected]
_________________________________________________________________ Vehicle Accidents at the Intersections of
Pulgas Avenue, Gaillardia Way and Oakes Street in East Palo Alto January 1, 2020 – December 31, 2022 (3 years)
There was a total of six (6) vehicle accidents at the intersections of Pulgas Avenue, Gaillardia Way and Oakes Street in East Palo Alto from January 1, 2020, through December 31, 2022. This information is limited in that it only covers the accidents that were either reported to or discovered by the police. These numbers are not all inclusive as they do not include accidents that were not reported to the police department, reports made to the Department of Motor Vehicles, and reports made to insurance companies.
For more complete statistics please reference the Statewide Integrated Telecommunications System. 1 For further details on the accidents, please refer to the attached excel spreadsheet.
1 Statewide Integrated Telecommunications System (SWITERS) is maintained by the California Highway Patrol and information can be accessed online. http://www.chp.ca.gov Numbers are subject to change as accidents may have been reported after the date the data was pulled on 02/28/2022.
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Packet Pg. 118 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 16 APPENDIX C
TRAFFIC VOLUMES
COUNT DATA
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Packet Pg. 119 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes
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Packet Pg. 120 Attachment: Multiway Stop on
17 APPENDIX D
CALIFORNIA MUTCD STOPPING SIGHT GUILDELINES
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Packet Pg. 121 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 18 3.7.a
Packet Pg. 122 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 19 APPENDIX E
MULTI-WAY STOP SIGN ANALYSIS REQUEST
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Packet Pg. 123 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 2 From: Humza Javed <[email protected]>
Sent: Sunday, January 31, 2021 10:13 PM
To: Amy Chen <[email protected]>;
Subject: Re: Stops at oakes and gallardia and pulgas
Thanks for your question. Stop controlled intersections need to meet certain state standard criteria. We will run a Stop warrant analysis at this intersection and provide a response to you within a few weeks.
Please do not hesitate to contact me with any further questions.
Thank you
Humza Javed
From: Amy Chen <[email protected]>
Sent: Sunday, January 31, 2021 12:20 PM
To:
Cc: Humza Javed <[email protected]>
Subject: RE: Stops at oakes and gallardia and pulgas
Hello
Thank you for your email. I am adding our City Engineer here as he may be able to better address your inquiry.
Amy Chen
Director of Community and Economic Development
City of East Palo Alto
1960 Tate St
East Palo Alto, CA 94303
(650) 853‐3193
[email protected]
From:
Sent: Saturday, January 30, 2021 10:09 AM
To: Amy Chen <[email protected]>
Subject: Stops at oakes and gallardia and pulgas
Hello I am a resident in the pulgas ave area and for years I have been asking for a cross walk to be made on the street of pulgas and Galleria, and oakes. We got it done two years ago but my biggest concern is that there is no stop sign to help children crossing my request is that there please make this a 4 way stop street like all other school/park zones the red circles are where we have stop signs, the yellow is where I'm requesting to get them done. In conclusion I believe this will help pedestrians cross safely especially because there are bus zone in this street thank you.
3.7.a
Packet Pg. 124 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 3 Waiting for response
1952 pulgas Ave, East Palo Alto, CA 94303
Phone number
CAUTION: This e-mail originated from outside of the organization. Do not click links or open attachments unless you validate the sender and know the content is safe.
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Packet Pg. 125 Attachment: Multiway Stop on Pulgas_Gaillardia_Oakes - Resolution - (2648 : Installation of a Multi-Way Stop Sign at Pulgas Avenue, Oakes 1 Date: 4/06/2023
Subject: Oakes Street, Pulgas Avenue, and Gaillardia Way Multi-Way Stop Sign Warrant Reanalysis To Whom It May Concern:
The City of East Palo Alto’s Engineering Division performed a multi-way stop sign re-analysis for the Oakes Street, Pulgas Avenue, and Gaillardia Way intersection. The attached report discusses the full reanalysis and based on the report we recommend a multi-way stop sign at this time.
The original analysis was completed in response to a resident’s request to verify if a multi-way stop sign installation is warranted. The residents written request may be found in Appendix E. The guidelines outlined in the California Manual of Uniform Traffic Control Devices (California MUTCD) were used for the analysis. Currently, there is a four-way intersection that is stop controlled on Oakes Street and Gaillardia Way. The original analysis was performed in 2021 and the re-analysis was performed in 2023.
In overall consideration of existing conditions, a multi-way stop sign is recommended.
Please let me know if you have additional questions about the analysis.
Sincerely,
Batool Zaro
Associate Engineer
[email protected]
City of East Palo Alto
Attach: Multi-Way Stop Control Warrants Analysis Report
CITY OF EAST PALO ALTO
PUBLIC WORKS DEPARTMENT
ENGINEERING DIVISION
1960 Tate Street, East Palo Alto, CA 94303 (650) 853-3189
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Packet Pg. 126 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 2 MULTI-WAY STOP CONTROL WARRANT ANALYSIS REPORT
OAKES STREET & PULGAS AVENUE & GAILLARDIA WAY
IN THE CITY OF EAST PALO ALTO
INTRODUCTION
There have been some safety concerns brought up regarding the Oakes Street, Pulgas Avenue, and Gaillardia Way intersection due to its proximity to Joel Davis Park, and a multi-way (four-way) stop sign has been requested. This analysis is to verify if a four-way stop sign installation is warranted and recommended based on standard guidelines.
In 2021, the original analysis was performed and the warrant conditions were not satisfied. The City received additional verbal requests to re-analyze the intersection for a multi-way stop. Per the City’s residential street management policy, if the identified issue had previously been evaluated in the prior 18- month period, then the resident will be informed of the results of that previous evaluation. No further evaluation will be performed until additional time elapses, or the City Engineer determines a need has arisen or the City Council so directs. Since the 18-month period has elapsed, the intersection was reevaluated.
Current conditions consist of a four-way intersection. Pulgas Avenue runs in the north/south direction, Gaillardia Way runs in the east direction, and Oakes Street runs in the west direction. The location is demonstrated in Image 1 below. Oakes Street and Gaillardia Way are stop-controlled and Pulgas Avenue is uncontrolled. The intersection is within the City of East Palo Alto’s jurisdiction.
Image 1: Location Map, City of East Palo Alto
BACKGROUND
N
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Packet Pg. 127 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 3 Pulgas Avenue is a neighborhood connector-collector street that runs in the north/south direction. Pulgas Avenue is the “major” street in this intersection. The speed limit on all streets is 25 mph. At the intersection, Pulgas Avenue is approximately 44 feet wide, and the 2-lane roadway is separated by centerline striping. Parking is permitted on both sides of the street; however, the north and south bound directions differ. The northbound direction side consists of rolled curb, sidewalk, and gutter. The southbound direction consists of curb, sidewalk, planters, and gutter. There are marked crosswalks across Oakes Street and the southern side of Pulgas Avenue at the intersection.
See Image 2 and Image 3 for photo images of Pulgas Avenue.
Image 2: Pulgas Avenue Looking North Image 3: Pulgas Avenue Looking South Oakes Street (the western direction of the intersection) is a neighborhood-local street that’s approximately 32 feet wide, and the 2-lane roadway provides one lane in each direction that is separated by centerline striping. On Oakes Street parking is allowed on both sides of the street. The roadway has curb, gutter, parkway, and sidewalk. There is a STOP sign, a white ‘STOP’ pavement marking, and a white limit line at the intersection. Pulgas Avenue is the easterly terminus of Oakes Street.
See Image 4 for a photo image of Oakes Street.
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Packet Pg. 128 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 4 Image 4: Oakes Street Facing Pulgas Ave
Gaillardia Way (in the eastern direction) is a neighborhood-local street that’s an approximately 24 feet wide street with rolled curbs. The 2-way roadway is not separated by centerline striping. Gaillardia Way has rolled curbs where cars can park on both sides, sidewalk, and gutter. There is a STOP sign, a white ‘STOP’ pavement marking, and a white limit line at the intersection. Pulgas Avenue is the westerly terminus of Gaillardia Way.
See Image 5 for a photo image of Gaillardia Way.
Image 5: Gaillardia Way Street Facing Pulgas Ave
WARRANT GUIDELINES
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Packet Pg. 129 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 5 The City of East Palo Alto follows State guidelines outlined in the California Manual on Uniform Traffic Control Devices (MUTCD) when determining if traffic control devices should be installed. The guidelines outlined in the California MUTCD were used for this analysis. The manual outlines minimum guidelines regarding traffic volumes, collisions, speed, visibility, and other criteria in order to warrant traffic control devices like the installation of a multi-way (4-way) stop sign in this case.
The California MUTCD application guideline criteria for a multi-way stop is described below:
1. As an interim measure where traffic control signals are justified. “Where the traffic control signals are justified, the multi-way STOP is an interim measure that can be installed quickly to control traffic while arrangements are being made for the installation the traffic control signal”.
2. Reported crashes – five or more in a 12-month period that are susceptible to correction by a multiway stop installation.
3. Minimum traffic and pedestrian volumes, speeds, and delay as outlined in Section 2B.07.
4. Where a combination of the above criteria are all satisfied to 80 percent.
When any one, or a combination of these criteria is met, then a multi-way stop application should be considered. A multi-way stop sign is usually not recommended when the criteria are not met. The California MUTCD guidelines described above are included in Appendix A.
MULTI-WAY STOP ANALYSIS
The California MUTCD outlines the guidelines describing the minimum collisions and traffic volumes necessary to warrant a multi-way stop sign. Engineering judgment must also be considered along with these guidelines. One important thing to note is that a stop sign will not stop the speeding issue; however, it might help guide vehicles to safely make their turns. Additional guidance criteria found in the manual include the following important statements: “YIELD or STOP signs should not be used for speed control… In most cases, the street carrying the lowest volume of traffic should be controlled…” Collision History
The guidelines in the California MUTCD outline that a minimum of (5) reported crashes occurring in a 12-month period that are susceptible to correction by a multi-way stop installation must occur in order to satisfy this warrant. The crashes include right-turn and left-turn collisions, as well as right-angle collisions and pedestrian-vehicle collisions.
The latest collision history was gathered by the City’s Engineering Division from the City of East Palo Alto’s Police Department (PD). A comprehensive 3-year traffic collision history summary report was prepared for this intersection and reviewed for collisions susceptible to correction by the installation of a multi-way stop. Table 1 demonstrates the most recent 3-year summary of collisions at this intersection.
TABLE 1
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Packet Pg. 130 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 6 PD COLLISION HISTORY SUMMARY
2020 2021 2022
Intersection Date Type of
Collision
Date Type of
Collision
Date Types of
Collision
Oakes St &
Pulgas Ave
&
Gaillardia
Way
1/08/2020
5/25/2020
Sideswipe
Sideswipe
06/01/2021
08/31/2021
Sideswipe
Rear end
05/03/2022
11/27/2022
Rear end
Broadside
Notes: Information above is derived per the latest 3-year intersection traffic collision database report gathered from the East Palo Alto’s Police Department (PD).
As shown in Table 1 above, there have been six (6) reported collisions at or near this intersection over the past three (3) years. Since the collision warrant requires a minimum of five (5) reported crashes susceptible to correction by a multi-way stop, to occur within a 12-month period, the collision warrant is not satisfied. The EPA PD collision report is included in Appendix B.
Traffic Volumes
The City of East Palo Alto collected turning movement counts using the platform Streetlight Data The traffic volume data collected for this intersection is included in Appendix C.
Pulgas Avenue is considered the “major” street at this four-way intersection. Oakes Street and Gaillardia Way are considered “minor” streets since drivers are required to stop at Pulgas Avenue and look both ways before making a left or right turn. It is anticipated that the minor streets receive less traffic volume than the major street.
A part of the California MUTCD guideline criteria calls for a reduction in the required minimum volumes when the critical approach speed (or 85th-percentile speed) on the major street exceeds 40 MPH. If this is the case, the minimum vehicular volumes to be met for a multiway stop sign installation are reduced to 70%. As mentioned, the speed limits on all streets are 25 MPH. The platform Streetlight Data confirmed the vehicle speeds are greater than the 40 MPH limit required to reduce traffic volumes, the 70% minimum volumes for a multi-way stop sign analysis are applicable.
Table 2 below shows the California MUTCD minimum traffic volume criteria for a multi-way stop sign with the highest 8-hour traffic counts data for this intersection. Both Part 1 and Part 2 need to be satisfied in order to fulfill the traffic volume warrant.
TABLE 2
CA MUTCD MULTI-WAY STOP CRITERIA
Part 1:
The vehicular volume
entering the
and Part 2:
The combined vehicular,
pedestrian, and bicycle volume
but Part 3:
If the 85th -percentile
approach speed of the
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Packet Pg. 131 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 7 intersection from the
major street approaches
(total of both
approaches) averages at
least 300 vehicles per
hour for any (8) hours
of an average day
Original Results:
No, does not meet 70%
of warrant
= 180 vehicles per hour
Update:
Yes, meets warrant
= 2455 vehicles/ 8
hours
=307 vehicles per hour
entering the intersection from the
minor street approaches (total of
both approaches) averages at least
200 units per hour for the same (8)
hours, with an average delay to
minor-street vehicular traffic of at
least 30 seconds per vehicle during
the highest hour.
Original Results:
Yes, meets 70% of warrant
= approx.145 per hour
Update:
Yes, meets 70% of warrant
= ((381 Peds 24 hours)+(400
Cyclists 24-hours))*0.15+(343
vehicles/8 hours) = approx.160 per
hour
major street traffic
exceeds 65 km/h or
exceeds 40 mph, the
minimum vehicular
volume warrants are (70)
percent of the above
values.
Original Results:
Yes, 85th percentile speed
on major street exceeds
40 mph
Update:
Yes, 85th percentile speed
on major street exceeds
40 mph
As shown above, the average hourly intersection traffic for the highest 8-hour period did satisfy both Part 1 and Part 2 when using 70% of the warrant values. Therefore, the minimum traffic volume warrant is satisfied. Since bicycle and pedestrian counts are only available for 24-hour periods, it’s assumed that the morning/afternoon peak is 15% of the total counts. The 85th percentile speed was found to be between 30- 40 mph, so the most conservative value was taken.
Visibility
On-site field visits were made to determine if there are restricted sight distances due to the geometry of the intersection and other potential obstructions. The driver sight distances were measured from the sidestreet approaches since they are required to stop before proceeding to make a left or right turn onto Pulgas Avenue. The minimum stopping sight distances are derived from the stopping sight guidelines in the California MUTCD (reference Appendix D). For a 25-mph street, a minimum stopping sight distance of 155 feet is required. The stopping sight distance was measured on the field from a “typical” vehicle stopped location at Oakes Street and Gaillardia Way looking for traffic approaching on Pulgas Avenue.
An orange cone was placed to mark the distances and photos were taken.
Image 7 demonstrates that when looking from Oakes Street, the driver only has a clear line of sight looking south (looking right) on Pulgas Avenue when no vehicles are parked. When looking north (looking at the left direction), the driver’s line of sight is obstructed by parked vehicles and a clear line of sight is available when the drivers encroach the sidewalk (as demonstrated in Image 6).
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Packet Pg. 132 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 8 Image 6: Oakes Street Facing Pulgas Ave (Looking North) Image 7: Oakes Street Facing Pulgas Ave (Looking South) 155 feet
155 feet
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Packet Pg. 133 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 9 Image 8 demonstrates how when drivers are stopped on Gaillardia looking south (looking in the left direction), the line of sight is obstructed by parked vehicles. A clear line of sight is only possible when the driver drives past the white marked stop line and closer to Pulgas Avenue. Image 9 demonstrates that when looking north (looking in the right direction) the line of sight is clear when no vehicles are parked along Pulgas Avenue.
Image 8: Gaillardia Way Street Facing Pulgas Ave (Looking South) Image 9: Gaillardia Way Street Facing Pulgas Ave (Looking North) 155 feet
155 feet
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Packet Pg. 134 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 10 MULTIWAY STOP ANALYSIS SUMMARY
The guidelines are: 1. As an interim measure where traffic control signals are justified; 2. Reported crashes – five or more in a 12-month period that are susceptible to correction by a multi-way stop installation; 3. Minimum traffic and pedestrian volumes, speeds, and delay as outlined in Section 2B.07;
4. Where a combination of the above criteria are all satisfied to 80 percent.
In summary, the collision history gathered resulted in six (6) accidents in the last three years. The minimum guideline calls for at least five (5) accidents within a 12-month period. Condition 2 is not satisfied because less than (5) crashes occurred at this intersection during a 12-month period.
The average minimum hourly volumes were satisfied as demonstrated in Table 3; therefore, condition (3) is satisfied.
Engineering judgment is also considered part of the warrant analysis. It was determined that the obstructed sight triangles not only impact the safety of vehicles making right/left turns, but it also impacts pedestrians because drivers on Pulgas Avenue are also unable to see pedestrians. As part of the original analysis, parking restrictions were recommended instead of the multi-way stop. However, during the reanalysis, staff found higher traffic volumes and an increase in collisions. Although the reported accidents do not satisfy condition (2), since the parking restrictions have not been implemented and conditions have changed, staff is recommending the installation of the multi-way stop at the intersection.
RECOMMENDATION
A multi-way stop sign installation is recommended for this intersection. The analysis demonstrates that speeding issues combined with the impaired sight triangle raise some safety concerns. Vehicles parked along Pulgas Avenue block drivers from being able to see pedestrians crossing from Gaillardia Way to Oakes Street. Installing a multi-way stop would help vehicles make their turns safely.
MULTIWAY STOP ANALYSIS SUMMARY
After overall analysis, a multi-way (4-way) stop sign installation is recommended at this time for Oakes Street, Pulgas Avenue, and Gaillardia Way.
3.7.b
Packet Pg. 135 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 11 APPENDIX A
MULTIWAY STOP APPLICATIONS
GUIDELINES: CALIFORNIA MUTCD
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Packet Pg. 136 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 12 3.7.b
Packet Pg. 137 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 13 3.7.b
Packet Pg. 138 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 14 3.7.b
Packet Pg. 139 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 15 APPENDIX B
POLICE DEPARTMENT COLLISION HISTORY REPORT
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Packet Pg. 140 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas
CITY OF EAST PALO ALTO JEFF LIU
POLICE DEPARTMENT INTERIM CHIEF OF POLICE
141 Demeter Street (650) 853-5904 Phone
East Palo Alto, CA 94303 [email protected]
_________________________________________________________________ Vehicle Accidents at the Intersections of
Pulgas Avenue, Gaillardia Way and Oakes Street in East Palo Alto January 1, 2020 – December 31, 2022 (3 years)
There was a total of six (6) vehicle accidents at the intersections of Pulgas Avenue, Gaillardia Way and Oakes Street in East Palo Alto from January 1, 2020, through December 31, 2022. This information is limited in that it only covers the accidents that were either reported to or discovered by the police. These numbers are not all inclusive as they do not include accidents that were not reported to the police department, reports made to the Department of Motor Vehicles, and reports made to insurance companies.
For more complete statistics please reference the Statewide Integrated Telecommunications System. 1 For further details on the accidents, please refer to the attached excel spreadsheet.
1 Statewide Integrated Telecommunications System (SWITERS) is maintained by the California Highway Patrol and information can be accessed online. http://www.chp.ca.gov Numbers are subject to change as accidents may have been reported after the date the data was pulled on 02/28/2022.
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Packet Pg. 141 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 16 APPENDIX C
TRAFFIC VOLUMES
COUNT DATA
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Packet Pg. 142 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas
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Packet Pg. 143 Attachment: Multi-Way Stop
17 APPENDIX D
CALIFORNIA MUTCD STOPPING SIGHT GUILDELINES
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Packet Pg. 144 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 18 3.7.b
Packet Pg. 145 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 19 APPENDIX E
MULTI-WAY STOP SIGN ANALYSIS REQUEST
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Packet Pg. 146 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 2 From: Humza Javed <[email protected]>
Sent: Sunday, January 31, 2021 10:13 PM
To: Amy Chen <[email protected]>;
Subject: Re: Stops at oakes and gallardia and pulgas
Thanks for your question. Stop controlled intersections need to meet certain state standard criteria. We will run a Stop warrant analysis at this intersection and provide a response to you within a few weeks.
Please do not hesitate to contact me with any further questions.
Thank you
Humza Javed
From: Amy Chen <[email protected]>
Sent: Sunday, January 31, 2021 12:20 PM
To:
Cc: Humza Javed <[email protected]>
Subject: RE: Stops at oakes and gallardia and pulgas
Hello
Thank you for your email. I am adding our City Engineer here as he may be able to better address your inquiry.
Amy Chen
Director of Community and Economic Development
City of East Palo Alto
1960 Tate St
East Palo Alto, CA 94303
(650) 853‐3193
[email protected]
From:
Sent: Saturday, January 30, 2021 10:09 AM
To: Amy Chen <[email protected]>
Subject: Stops at oakes and gallardia and pulgas
Hello I am a resident in the pulgas ave area and for years I have been asking for a cross walk to be made on the street of pulgas and Galleria, and oakes. We got it done two years ago but my biggest concern is that there is no stop sign to help children crossing my request is that there please make this a 4 way stop street like all other school/park zones the red circles are where we have stop signs, the yellow is where I'm requesting to get them done. In conclusion I believe this will help pedestrians cross safely especially because there are bus zone in this street thank you.
3.7.b
Packet Pg. 147 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas 3 Waiting for response
1952 pulgas Ave, East Palo Alto, CA 94303
Phone number
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3.7.b
Packet Pg. 148 Attachment: Multi-Way Stop SIgn Analysis_Pulgas_Oakes_Gallardia - 2023 Update_ (2648 : Installation of a Multi-Way Stop Sign at Pulgas
EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: May 2, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: James Colin, City Clerk
SUBJECT: Proclamation Of the City of East Palo Alto in Recognition & Celebration of the Cinco De Mayo Festival Latino 2023 And Extending Congratulations to the Comite Latino for Organizing the Event Since 1985
Recommendation
Present the proclamation.
Attachments
1. Placeholder for Cinco De Mayo Proclamation
3.8 Packet Pg. 149
PLACEHOLDER
TEXT WILL BE INSERTED PRIOR
TO MEETING
3.8.a
Packet Pg. 150 Attachment: Placeholder for Cinco De Mayo Proclamation (2657 : Cinco De Mayo Proclamation)
EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: May 2, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: James Colin, City Clerk
Amy Chen, Community & Economic Development Director
SUBJECT: Special Presentation SamTrans Microtransit Service Recommendation
Receive the presentation.
7.1 Packet Pg. 151
EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: May 2, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Azalea Renfield, Assistant to the City Manager
Melvin E. Gaines, City Manager
SUBJECT: Community Resource Fund Grant Framework
Recommendation
1. Provide direction on the proposed Community Resource Fund grant framework.
2. Direct staff to issue a Notice of Funding Availability (NOFA) or Request for Proposals (RFP) for $350,000 in Community Resource Funds based on Council’s grant framework direction.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
• Promote Housing, Economic and Workforce Development
• Implement the Comprehensive Transportation and Mobility Plan • Promote Health & Public Safety
• Develop and Implement a Comprehensive Facilities Master Plan • Enhance Community Services and Parks for Residents
Background
On June 7, 2022, the City Council adopted the FY 2022-23 budget which included $3,506,266 in revenue from American Rescue Plan Act of 2021 (ARPA) funds. The adopted budget primarily focused on utilizing ARPA funds for government services to address a projected $1.7 million budget deficit in the General Fund.
On September 20, 2022, the City Council directed staff to return with plans to allocate the approximately $1.8 million remaining ARPA funds using the following focus areas as guiding
9.1 Packet Pg. 152
principles:
1. Improving the City’s infrastructure.
2. Strategies to address the City’s structural deficit.
3. Direct assistance to the community.
On October 18, 2022, staff returned to the City Council with an itemized list of recommended ARPA funding allocations. This list includes allocation of $350,000 as a Community Resource Fund which may be available to local community groups through a competitive application process. The Council also directed staff to return to the City Council with a detailed Notice of Funding Availability (NOFA) process associated with a community funding opportunity.
The City Council did not provide guidance on the grant parameters for the Community Resource Fund. Staff’s recommendations and Council discussion of the Community Resource Fund at both the September 20 and October 18 meetings focused on these funds being used to provide direct assistance to the community through a competitive process. Neither the Council nor staff identified causes that should be funded and there were no goals or objectives specified that the City would like to accomplish with these funds.
On April 4, 2023, staff recommended taking advantage of the federal government’s standard allowance option for allocating ARPA funds. The standard allowance allows jurisdictions to use ARPA funds to cover up to $10 million in revenue losses and to have streamlined reporting requirements. Specifically, staff recommended the transfer of ARPA funds to the General Fund to cover personnel costs which are not subject to the federal procurement and subrecipient monitoring requirements.
The Council authorized the transfer of the remaining $1.63 million ARPA funds to the General Fund. The Council also committed General Funds to the uses previously outlined in the October 18, 2022 itemized list of recommended ARPA funding allocations, including $350,000 for a Community Resource Fund.
This staff report recommends a grant framework for the $350,000 Community Resource Fund.
The recommended framework considers 1) the service and resource voids related to existing City Council Priorities, and 2) existing City funding of community groups.
Analysis
Service and Resource Voids Related to Existing City Council Priorities The adopted City Council Priorities for FY 2022-23 and FY 2023-24 are:
• Promote Housing, Economic and Workforce Development
• Implement the Comprehensive Transportation and Mobility Plan • Promote Health & Public Safety
• Ensure Our Financial and Organizational Health
• Improve the City's Water Infrastructure
9.1 Packet Pg. 153
• Develop and Implement a Comprehensive Facilities Master Plan • Enhance Community Services and Parks for Residents
Each of the seven priorities has two to five goals. Each goal is supported by several actions designed to accomplish the City Council’s priorities and goals. The City Council’s goals include both funded and unfunded actions. For example, within the priority to Promote Housing, Economic & Workforce Development, there is a goal to Implement Measure HH Employment and First Source Hiring Programs. The City provided $775,415 to four community organizations to accomplish this goal.
There is also a goal within this priority to Create an Economic Development Strategy Focusing on Small and Micro Businesses. The City has not appropriated funds toward accomplishing this goal. The City could use Community Resource Funds to fund activities that would work toward this and other unfunded goals. If the City directs use of the Community Resource Funds for activities related to Council Priorities, community groups could request funds for activities that would advance City Council’s goals.
Table 1 provides a breakdown of the existing yet unfunded City Council Priority Goals that could be advanced through the proposed Community Resource Funds framework. The last column listing potential community assistance is only intended to provide examples. Proposers may suggest various ways they might assist the City to accomplish its goals.
Table 1: Unfunded City Council Priority Goals
Priority Unfunded Goal Potential Community Assistance
Promote Housing,
Economic & Workforce
Development
Create an Economic
Development Strategy Focusing
on Small and Micro Businesses.
Proposers could develop a strategy in a
manner that balances economic
development with engagement of the
existing small and micro business
community.
Implement the
Comprehensive
Transportation and
Mobility Plan
Initiate a parking permit pilot
program
Proposers could provide outreach to East
Palo Alto residents and assist the City to
better engage its multicultural
community.
Promote Health and
Public Safety
Develop a Community
Emergency Preparedness and
Education Initiative
Proposers could develop and provide
such an initiative in partnership with the
City and Fire District.
Develop and Implement
a Comprehensive
Facilities Master Plan
Coordinate with the Library
District to advance a new library
for East Palo Alto
Construction of the library will require a
fundraising effort. Proposers could assist
the City and Library with a capital
campaign.
Enhance Community
Services and Parks for
Residents
Completion and Implementation
of the Parks Master Plan
The Parks Master Plan includes
improvements to various parks.
Proposers could assist the City in
beautification efforts.
Focus on Youth Engagement Proposers could develop and manage a youth commission.
Engage Community & Partner
Agencies to Improve Educational
Resources/Outcomes
Proposers could develop a project to
engage community agencies to improve
educational resources and outcomes.
9.1 Packet Pg. 154
The City Council priorities and corresponding goals listed in Table 1 could provide a compass that the City Council could use to guide how the City distributes Community Resource Funds.
Aligning distribution of these funds to efforts related to the Council Priorities helps the City Council to advance its priorities and goals.
Request for Direction: Staff requests that the City Council provide direction on whether the grant framework for Community Resource Funds should steer proposers to submit projects that would advance City Council priorities and goals. If the Council wants the grant framework to advance Council priorities and goals, staff seeks further direction regarding whether there are priorities or goals (stated here or in the entire list of Council priorities (Attachment 1)) that should be emphasized. That is, which specific priorities and goals should proposals be requested for?
Existing Funding to Community Groups
Although the City has active and pending grant agreements with various community groups, providing approximately $1.85 million to fund various efforts, the Council may well want to use the proposed Community Resource Funds grant framework for these as well. Table 2 below shows the active and pending City Grants.
Generally, existing funding to community groups funds five activities:
1) Fair housing, anti-eviction, education, and advocacy services for East Palo Alto renters (Measure O/General Fund). $559,984 is committed to two projects. 2) A pilot workforce development program for at least 80 East Palo Alto residents (Measure HH). $775,415 is committed to four projects.
3) Youth/families and senior citizens support services to promote individual and community health, recreation, and cultural arts (Transient Occupancy Tax (TOT)). Up to $128,000 will be split between eight projects.
4) Summer Parks Activation. Up to $160,000 will be split between 11 projects. 5) Violence prevention efforts (the remaining Measure C funds). $200,000 is split between two projects.
Each of these activities supports current City Council Priorities; specifically, the priorities to promote housing, economic and workforce development; promote health and public safety; and to enhance community services and parks for residents. Table 2 reflects the active and pending grants the City provides/will provide to community groups.
9.1 Packet Pg. 155
Table 2: Grants to East Palo Alto Community Groups
Service Provider Funding Source Approved
Amount
Scope of Services
Community Legal Services
in East Palo Alto
(CLSEPA)
& Nuestra Casa (joint
proposal)
General Fund
(Measure O) -
$224,788 & Rent
Stabilization Fund
- $232,000
$456,788
(total
funding for
two years)
Fair housing and anti-eviction legal services,
financial assistance, case management, referrals,
proactive community outreach (social media,
workshops, flyers), and posted resource
information
Youth United for
Community Action (YUCA)
General Fund
(Measure O)
$103,196
(total
funding for
two years)
Proactive community outreach (social media,
workshops, flyers) in coordination with CLSEPA
and Nuestra Casa and support for a citizen
advocacy committee
JobTrain Measure HH $102,882
(18-month
agreement)
Pilot Workforce Development Program (STEM) -
job training in beginning and advanced IT skill
courses, job placement and support services
JobTrain Measure HH $135,803
(18-month
agreement)
Pilot Workforce Development Program (Building
Trades) - job training in residential maintenance
and general construction trades, job placement
and support services
StreetCode Academy Measure HH $236,700
(18-month
agreement)
Pilot Workforce Development Program (STEM) -
job training in coding programs, apprenticeships,
job placement and support services
Live In Peace Measure HH $300,030
(18-month
agreement)
Pilot Workforce Development Program
(STEM/Building Trades) - job training in electrical
and mechanical trades and IT support services,
job placement and support services
East Palo Alto
Greyhounds
Transit Occupancy
Tax
Up to
$16,000
Track & Field programming for youth in
cooperation with personal development sessions
on how to reconnect East Palo Alto
EPACenter for the Arts Transit Occupancy
Tax
Up to
$16,000
Summer arts enrichment camps providing
classes for up to 80 youth from ages 6-10
Fresh Approach Transit Occupancy
Tax
Up to
$16,000
Alleviate food insecurity and provide better
opportunities to better career outcomes while
increasing awareness of and access to nutrition
education
Hope Horizon Transit Occupancy
Tax
Up to
$16,000
Conduct a Camp Hope Horizon fully holistic
summer camp from June 20-July 28 for student
in elementary & middle school
Live in Peace Transit Occupancy
Tax
Up to
$16,000
Supporting the organization to run the Students
with a Goal program (SWAG) that focuses on
academically disengaged students in grades 9-
12. 9.1
Packet Pg. 156
Table 2 (Continued): Grants to East Palo Alto Community Groups Service Provider Funding Source Approved
Amount
Scope of Services
Mannakin Theater & Dance Transit
Occupancy Tax
Up to
$16,000
Provide support for the Avant School of Dance to
host quality ballet lessons to the community
members of East Palo Alto at no cost.
Onyxx Village Transit
Occupancy Tax
Up to
$16,000
Distribution of meals to homeless & low-income
families and provide population with necessities that
are often neglected.
Retraining the Village Transit
Occupancy Tax
Up to
$16,000
Hosting events that allow formerly incarcerated
fathers to reconnect with their families and provide
the community with free, fun activities.
One East Palo Alto (OEPA) Measure C Funds $86,363 Summer Youth Employment Program Community Overcoming
Relationship Abuse (CORA)
Measure C Funds $113,637 Outreach, prevention and education, counseling, crisis intervention, and advocacy related to domestic
violence
East Palo Alto Tennis and
Tutoring
Summer Park
Activation –
General Fund
Up to
$16,000
Tennis camps and academic
Live in Peace Summer Park
Activation –
General Fund
Up to
$15,000
All sports conditioning camps and bike
rides/workshops
PSA Vikings-Process
Academy
Summer Park
Activation –
General Fund
Up to
$12,000
Basketball instruction and competition
Ravenswood Junior Soccer
Club
Summer Park
Activation –
General Fund
Up to
$12,000
Soccer training programs for youth
Streetcode Academy Summer Park
Activation –
General Fund
Up to
$16,000
Tech pop-ups in the park
Camp Doza Summer Park
Activation –
General Fund
Up to
$15,000
Basketball & Soccer instruction and farming culture
camp
Sign Gypsies Summer Park
Activation –
General Fund
Up to
$12,000
Field trips for Senior (55+) community
9.1 Packet Pg. 157
Table 2 (Continued): Grants to East Palo Alto Community Groups Service Provider Funding Source Approved
Amount
Scope of Services
Step It Up Dance Summer Park
Activation – General
Fund
Up to
$12,000
Instruction in variety of dance methods
My Gym Summer Park
Activation – General
Fund
Up to
$12,000
Gymnastics instruction in parks from
toddlers to youth
East Palo Alto T-Ball
& Pitching Machine
Summer Park
Activation – General
Fund
Up to
$15,000
Non-competitive youth baseball in
partnership with Junior Giants
Youth Community
Services
Summer Park
Activation – General
Fund
Up to
$12,000
Mental Wellness, Environmental,
Community Support, and Animal themed
pop-ups in the park
East Palo Alto
Razorbacks
Summer Park
Activation – General
Fund
Up to
$12,000
Youth rugby camps and Summer Sevens
for young adults
Considering existing funding that the City provides to community groups, the City Council may desire to provide additional funding toward certain efforts to enhance existing services.
Conversely, the Council may want to avoid providing additional funding to existing City funded projects and ensure that Community Resource Funds go to new efforts.
Request for Direction: Staff requests that the City Council provide direction on whether the grant framework for Community Resource Funds should consider providing additional funds to existing efforts or avoid providing funds to currently funded efforts. If the Council desires to provide additional funds to existing efforts, staff requests that the Council specify which of the following efforts they would like to allow additional funding requests for:
1. Fair housing, anti-eviction, education, and advocacy services for East Palo Alto renters.
2. Workforce development.
3. Youth/families and senior citizens support services to promote individual and community health, recreation, and cultural arts.
4. Summer Parks Activation.
5. Violence prevention efforts (currently funded by the remaining Measure C funds) Proposed Community Resource Fund Grant Framework
Staff recommends a grant framework that prioritizes proposals that address the five Council
9.1 Packet Pg. 158
priorities and unfunded goals listed in Table 1 above. Staff will release a NOFA or RFQ seeking proposals that address the seven City Council Priorities, emphasizing a desire for proposals that address the five priorities and goals listed in Table 1. Proposals will be accepted for activities that the City does not currently fund, and expansion of activities that the City already funds.
Projects will be ranked considering the application completeness, qualifications of the proposer to complete their proposed work, and other factors the City has used to evaluate proposals in other recent City RFPs. Proposals will also be scored based on whether their project addresses a funded or unfunded City Council priority goal. Proposals that address unfunded goals listed in Table 1 would be rated higher than those that do not. Because existing City grant funded projects also support the five Council priorities but are already funded, staff recommends that any proposals to expand existing City funded projects be eligible for funding but receive a lower ranking than projects that address unfunded Council goals.
Alternatives
One alternative to the proposed framework is that the Council may desire to take a more literal approach to providing direct assistance to the community. While the October 18, 2022 Council direction was to establish a community resource fund that may be available to community groups through a competitive application process and to develop a NOFA process, there is no barrier to the Council deciding these funds should be provided to community groups who provide some form of direct assistance to the community. Such direct assistance could be legal aid, health care, food security, rent or bill relief, or several other forms of direct assistance to East Palo community members.
The Council could also decide not to release funds to community groups through a broad NOFA or RFP process, but to identify a targeted use of Community Resource Funds. For example, the City could use these funds to update the City’s emergency preparedness plan with enhanced community engagement and assistance efforts.
Proposed Funding Amounts
If the Council supports the staff recommended grant framework, staff recommends that the funding amounts be flexible and allow awards up to $175,000 per project. This amount would provide sufficient funding for proposals to be substantial, potentially encouraging collaboration between multiple groups to submit joint proposals to accomplish a goal.
If the Council prefers an alternative framework, staff requests that the Council specify its preferred range for grant award amounts. Regardless of framework, staff will bring funding recommendations to the City Council for approval.
9.1 Packet Pg. 159
Conclusion
Staff recommends a grant framework and funding amounts specified respectively in the Proposed Community Resource Fund Grant Framework and Proposed Funding Amounts sections above. If the Council does not accept staff’s recommendation, staff requests that the City Council provide direction on whether the grant framework for Community Resource Funds should:
1. Request proposals for projects that would advance City Council priorities and goals? a. If yes, for which priorities and goals should proposals be requested?
2. Consider providing additional funds to existing efforts receiving City funding? a. If yes, which existing efforts should be eligible to receive additional funds? See Table 2. Generally, the efforts are categorized as follows:
i. Fair housing, anti-eviction, education, and advocacy for renters. ii. Workforce development.
iii. Youth/families and senior citizens support services to promote individual and community health, recreation, and cultural arts.
iv. Summer Parks Activation.
v. Violence prevention efforts (the remaining Measure C funds) If the City Council prefers an alternative framework, staff requests direction on what that framework should be and what should be the range for grant award amounts.
Next Steps
Staff will issue a Notice of Funding Availability (NOFA) or Request for Proposals (RFP) for $350,000 in Community Resource Funds based on Council’s grant framework direction. After the proposal period ends, staff will evaluate all proposals received and return to the City Council with funding recommendations by July 18, 2023.
Fiscal Impact
There is no fiscal impact associated with this report.
9.1 Packet Pg. 160
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo County Library located at 2415 University Avenue, East Palo Alto.
Environmental
The proposed action does not constitute a “project” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines sections 15378(b)(4) and (5) in that it is a governmental fiscal, organizational or administrative activity that will not result in direct or indirect changes in the environment.
Attachments
1. FY 2023-24 Council Priority Work Plan
9.1 Packet Pg. 161
DEPT: COMMUNITY AND ECONOMIC DEVELOPMENT LEAD:
1 GOAL: Implement Measure HH Employment & First Source Hiring Programs STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
1.1 Launch program, monitoring and evaluation through early 2025 Doing X X X X X X X X X X X 2 GOAL: Continue to Implement the City's Affordable Housing Strategy STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
2.1 Present TOPA/COPA recommendations and other opportunities to promote homeownership. Implement. Doing X X X X X X
2.2 Complete the updated Housing Element Doing X X X X
2.3 Implement the updated Housing Element NEW X X X X X X X X
2.4 Identify future pipeline affordable housing projects To Do X X X X X X X X X X 3 GOAL: Create an Economic Development Strategy Focusing on Small and Micro Businesses STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
3.1 Finalize opportunites for the 9,000 sq ft office building provided by the Sobrato Organization (on hold) To Do
3.2 Ensure regional partners are fully engaged with a supporting EPA businesses (and with 3.5) NEW X X X X X X
3.3 Work with local small and micro businesses to identify areas of greatest need and possible support NEW X X X X X X
3.4 Begin providing greater support for local businesses NEW X X X X X X
3.5 Develop an Economic Development Strategy for Council consideration and adoption NEW X X X X FY 2024-25
FY 2023/24 EAST PALO ALTO CITY COUNCIL PRIORITY WORKPLAN PRIORITY: PROMOTE HOUSING, ECONOMIC & WORKFORCE DEVELOPMENT FY 2022-23 FY 2023-24 GOAL
ACTIONS STATUS
Chen
9.1.a
Packet Pg. 162 Attachment: FY 2023-24 Council Priority Work Plan (2656 : Community Resource Fund Grant Framework) DEPT: PUBLIC WORKS DEPARTMENT/COMMUNITY & ECONOMIC DEVELOPMENT LEAD:
1 GOAL: Implement the Comprehensive Transportation and Mobility Plan STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
1.1 Implement Short-term Improvements as Identified in the Final Mobility Report Doing X X
1.2 Implement Mid-term Improvements as Identified in the Final Mobility Report Doing X X X X
1.3 Initiate a Parking Permit Pilot Program with an initial focus on addressing abandoned vehicles Doing X X X 2 GOAL: Begin Construction of the University Overpass Project STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
2.1 Bid Construction documents Doing X
2.2 Construction phase of the project (Start to Finish) NEW X X X X X X X X 3 GOAL: Analyze Funding Strategies for Public Infrastructure Including Streets, Parks, & Utilities STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
3.1 Seek out design funding for East Bayshore sidewalk improvements from the SMCTA Done X
3.2 Seek out construction funding for East Bayshore sidewalk improvements from the Congressional office Doing X X X X X X
3.3 Seek out Highway safety improvement grant funds for University Ave. safety improvements Done X
3.4 Continue work with consultant to identify and apply for grants Doing X X X X X X X X
3.5 Implement updated water capital surcharges NEW X X X X X X FY 2023-24
FY 2023/24 EAST PALO ALTO CITY COUNCIL PRIORITY WORKPLAN GOAL
ACTIONS PRIORITY: Implement the Comprehensive Transportation and Mobility Plan STATUS FY 2022-23 FY 2024-25 Javed
9.1.a
Packet Pg. 163 Attachment: FY 2023-24 Council Priority Work Plan (2656 : Community Resource Fund Grant Framework) DEPT: PUBLIC WORKS DEPARTMENT/POLICE DEPARTMENT/ADMINISTRATIVE SERVICES LEAD:
1 GOAL: Enhance Flood Protection for Residents, Businesses, and Property Owners STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
1.1 Coordinate with partner agencies to fund and complete Reach 2 improvements NEW X X X X X X X X
1.2 Implement $22M Safer Bay Project CALOES/FEMA Grant w/ San Francisquito Creek JPA - Design & Permitting Doing X X X X X X X X X
1.3 Coordinate with City of Palo Alto on the Construction of Newell Street Bridge Replacement Project Doing X X X X X X X X 2 GOAL: Resolve Sanitary District Incorporation Matter STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
2.1 Implement necessary actions for LAFCo consideration of EPASD becoming subsidiary of the CIty Doing X X X X X
2.1 Identify and carryout any next steps (To be specified) Doing X X X X 3 GOAL: Develop a Community Emergency Preparedness and Education Initiative (e.g., CERT) STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
3.1 Build EPA CERT Team Membership NEW X X X X
3.2 Establish emergency communication protocols with community partners NEW X X
3.3 Update Disaster Preparedness Plan NEW X X X X
FY 2023/24 EAST PALO ALTO CITY COUNCIL PRIORITY WORKPLAN GOAL
ACTIONS PRIORITY: Promote Health & Public Safety STATUS FY 2022-23 FY 2023-24 Javed/Liu/McKenzie
FY 2024-25
9.1.a
Packet Pg. 164 Attachment: FY 2023-24 Council Priority Work Plan (2656 : Community Resource Fund Grant Framework) DEPT: FINANCE, CITY MANAGER'S OFFICE, PUBLIC WORKS, COMMUNITY DEVELOPMENT LEAD:
1 GOAL: Address Structural Deficit Through Fiscal Resiliency Measures STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
1.1 Assess and Prepare for Utility Operational and Finance Needs Doing X X X X X X X X X X X X
1.2 Analyze needs, strategies and community support for funding public infrastructure improvements Doing X X X
1.3 Perform Impact Fee Nexus Study NEW X X
2 GOAL: Develop 10 Year Financial Projections STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
2.1 Issue RFP to Hire Financial Projection Consultant Doing X X X X
2.2 Perform Study of Financial Projections To Do X X
2.3 Prepare and Present Projections To Do X
3 GOAL: Plan and Implement an Enterprise Resource Planning (ERP) System STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
3.1 ERP Implementation Doing X X X X X
3.2 ERP Fully Implemented To Do X
4 GOAL: Focus on Staff Morale, Retention, Recruitment & Succession Planning STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
4.1 Update the City's Personnel Policies and Procedures NEW X X X
4.2 Launch Health & Wellness Initiatives NEW X X
4.3 Update the City's recruiment process NEW X
4.4 Develop and Launch an Employee Training and Development Program NEW X X
4.5 Issue RFP for Compensation Study NEW X
5 GOAL: Develop and Information Systems Master Plan STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
5.1 Coordinate continuation or completion of contract services provided by Redwood City NEW
5.2 Develop a citywide Information Systems Master Plan To Do FY 2023/24 EAST PALO ALTO CITY COUNCIL PRIORITY WORKPLAN GOAL
ACTIONS PRIORITY: Ensure Our Financial & Organizational Health STATUS FY 2022-23 FY 2023-24 Oku/Gaines
FY 2024-25
9.1.a
Packet Pg. 165 Attachment: FY 2023-24 Council Priority Work Plan (2656 : Community Resource Fund Grant Framework) DEPT: PUBLIC WORKS DEPARTMENT/CITY MANAGER'S OFFICE LEAD:
1 GOAL: Focus on Customer Service and Education STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
1.1 Improve Veolia's voicemail/messaging priority Done X
1.2 Train contractors and improve customer notification (Veolia) Done X
1.3 Plan for Water System Operations in 2025 NEW X X X X 2 GOAL: Advance Key Water Infrastructure Projects STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
2.1 Complete Construction of 12" Water Transmission Line on University Ave. (instead of Cooley Ave.) Doing X
2.2 Complete Construction of Water Intertie at University/Woodland with Palo Alto To Do X
2.3 Identify Potential Locations for Additional Water Storage Doing X X X
2.4 Investigate State and Federal Water Funding Opportunities, including WIFIA and DWSRF To Do X
2.5 Proactively Design Additional Water Improvement Projects Doing X X X X X X X X X X X
2.6 Complete construction of 12" watermain on Weeks Street NEW X
2.7 Complete the woodland watermain gap project in addition to the water intertie NEW X Javed/Gaines
FY 2024-25
FY 2023/24 EAST PALO ALTO CITY COUNCIL PRIORITY WORKPLAN GOAL
ACTIONS PRIORITY: Improve the City's Water Infrastructure STATUS FY 2022-23 FY 2023-24
9.1.a
Packet Pg. 166 Attachment: FY 2023-24 Council Priority Work Plan (2656 : Community Resource Fund Grant Framework) DEPT: PUBLIC WORKS DEPARTMENT/CITY MANAGER'S OFFICE LEAD:
1 GOAL: Coordinate with the Library District to Advance a New Library for East Palo Alto STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
1.1 Complete required land acquisition Done X X X
1.2 Identify and implement comprehensive funding strategy Doing X X X X X
1.3 Initiate & oversee facility planning and design Doing X X X X X 2 GOAL: Investigate Potential Options for Developing County Vacant Property Located on Beech Street STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
2.1 Endeavor to Finalize Acquisition of County-Owned Beech Street Property To Do X X
2.2 Advance Parks Master Plan Vision for MLK Jr. Park and Beech Street Property NEW X X X X X X X 3 GOAL: Develop a Detailed Strategy for the Location of the Future Police Department STATUS Q1 Q2 X Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
3.1 Conclude consideration of potential siting of interim or long-term Police Department Doing X X X
3.2 Provide the Council with update and recommendations for Police Department after October 2025 Doing X
3.3 Implement necessary actions to enable police department operations after October 2025 NEW X X X X X X X X X 4 GOAL: Complete the City Hall Improvements Planning Process STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
4.1 Resolve County consideration of continued City use of 2415 University for exclusive or shared use Doing X X
4.2 Investigate potential partnership opportunities with future development projects Doing X X X X X
4.3 Provide interim improvements to City Council chambers - CANCELED Doing
4.4 Bid and construct the City Hall TI at the former police evidence room To Do X X X X X FY 2024-25
FY 2023/24 EAST PALO ALTO CITY COUNCIL PRIORITY WORKPLAN GOAL
ACTIONS PRIORITY: Develop and Implement a Comprehensive Facilities Master Plan STATUS FY 2022-23 FY 2023-24 Javed/Gaines
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Packet Pg. 167 Attachment: FY 2023-24 Council Priority Work Plan (2656 : Community Resource Fund Grant Framework) DEPT: ADMINISTRATIVE SERVICES DEPT/CITY MANAGER'S OFFICE LEAD:
1 GOAL: Foster Community Cultural Events & Activities STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
1.1 Facilitate City Sponsored Events on On-going Basis Doing X X X X X X X X X X X X
1.2 Consider organizational structure and external partnerships to best provide cultural events and activities NEW 2 GOAL: Completion and Implementation of the Parks Master Plan STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
2.1 City Council Consideration of Final Park's Master Plan Done X
2.2 Draft Recommendations Regarding: Potential Dog Park, Security, & Wi-Fi as Part of Parks Master Plan Done X X X
2.3 Advance Design of Martin Luther King, Jr. (MLK) Park Expansion Project Doing X X X
2.4 Advance Design of Bell Street Park Project in Partnership with Magical Bridge Foundation Doing X X X
2.5 Consider a pilot dog park program at an existing park or under utlility power lines NEW X X 3 Focus on Youth Engagement STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
3.1 Consider stablishing a Youth Commission and/or youth appointees to other City Boards and Commissions NEW X X
3.2 Strengthen partnerships with outside organizations for comprehensive focus on youth issues and needs NEW X X X X 4 GOAL: Engage with Community & Partner Agencies to Improve Educational Resources/Outcomes STATUS Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
4.1 Explore Partnerships with School District & Other Entities Regarding Potential Joint Use Doing X X
4.2 Build Relationships with Foundations and Other Philanthropic Organizations to Identify Partnerships Doing X X X X X X X X X FY 2022-2023
FY 2023/24 EAST PALO ALTO CITY COUNCIL PRIORITY WORKPLAN GOAL
ACTIONS PRIORITY: Enhance Community Services and Parks for Residents STATUS FY 2020-2021 FY 2021-2022 McKenzie/Gaines
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Packet Pg. 168 Attachment: FY 2023-24 Council Priority Work Plan (2656 : Community Resource Fund Grant Framework)