EAST PALO ALTO CITY COUNCIL
SPECIAL MEETING AGENDA
Tuesday, January 23, 2024, 6:30 PM
EPA Government Center
2415 University Avenue, 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.
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1. CALL TO ORDER AND ROLL CALL
2. APPROVAL OF THE AGENDA
3. APPROVAL OF CONSENT CALENDAR
1. Annual Information Technology Software Licenses Purchase Recommendation:
Adopt a resolution:
Authorizing the City Manager to award software licenses from the following vendors:
CDW-G in an amount not to exceed $8,000
Connection in an amount not to exceed $53,500
DLT in an amount not to exceed $3,000
ESRI in an amount not to exceed $4,500
Trace3 in an amount not to exceed $74,000
Waving the formal bid procedures under section 2.84.070(D) of the Municipal Code; and Excluding these purchases from the consideration for future purchasing under the City’s Purchasing Limits Guideline.
Government Code § 84308
Applicability of Levine Act: Yes.
Analysis of Levine Act Compliance:
The signatory for the agreements would be Stacy Thompson, Sr. Director of Finance, Trace3. Staff has requested the signatory for CDW-G, Connection, DLT, and ESRI and will notify the Council once they are made aware.
2. Authorize an Agreement with Xpress Bill Pay to Provide Credit Cards Payment Recommendation:
Adopt a resolution:
Authorizing the City Manager to award to, negotiate and execute an agreement with Xpress Bill Pay in a term of three years, in a form approved by the City Attorney, for a monthly fee of $29 and any other additional transactional fees, as set forth therein; Finding that special circumstances exist that warrant disregarding bid procedures pursuant to section 2.84.070(D) of the East Palo Municipal Code.
Authorizing the City to pass back the Credit Card Transaction Fee to customers who choose to use Credit Cards for payment.
Government Code § 84308
Applicability of Levine Act:
Yes.
Analysis of Levine Act Compliance:
The signatory for the agreements is Keith Jenkins, CEO/President Xpress Bill Pay. Staff is unaware of any other parties or participants relevant to the Council’s consideration of this item.
3. Authorize an Agreement with HF&H Consultants, LLC to Prepare Financial Projections of Solid Waste Collection Service Rates in Amount Not to Exceed $49,885 Recommendation:
Adopt a resolution:
Authorizing the City Manager to award and to negotiate and execute an agreement with HF&H Consultants, LLC, in a form approved by the City Attorney, for a term not to exceed 18 months, in an amount not-to-exceed Forty-Nine Thousand Eight Hundred and Eighty-five Dollars ($49,885); and Finding that special circumstances exist that warrant disregarding bid procedures pursuant to section 2.84.070(D) of the East Palo Municipal Code.
Government Code § 84308
Applicability of Levine Act
:
Yes
.
Analysis of Levine Act Compliance
: The signatory for the agreements would be Rick Simonson, Senior Vice President, HF&H. Staff is unaware of any other parties or participants relevant to the Council’s consideration of this item.
4. Proclamation
of the City
of East Palo
Alto
Commemorating The 30th Anniversary of Free at Last
Recommendation:
Accept the proclamation.
Gov’t Code § 84308:
Not applicable
4. CLOSED SESSION - NONE
5. PUBLIC COMMENT
6. INFORMATIONAL REPORTS - NONE
7. SPECIAL PRESENTATIONS - NONE
8. PUBLIC HEARINGS - NONE
9. POLICY AND ACTION
1. Commission Appointments
Recommendation:
Interview the applicants for the Rent Stabilization Board and the Senior Advisory Committee; and appoint applicants for Regular or Alternate Seats.
Gov’t Code § 84308:
Not applicable
2. Council Strategic Priorities Reporting Bi-Annual Update Recommendation:
Receive an informational report regarding project status of City Council FY 2023-24 & 2024-25 Strategic Priorities.
Gov’t Code § 84308:
Not applicable
3. 2024 Transient Occupancy Tax (TOT) Grants Update
Recommendation:
Accept the recommendation of the Community Grants Review Panel to increase the range of TOT grant disbursements from up to $16,000 to up to $50,000 per grantee for organizations that meet the criteria set forth by Council and TOT ordinance; and Provide direction on additional requirements for grant applicants larger than $20,000 for 2024 Transient Occupancy Tax (TOT) Grants Program.
Gov’t Code § 84308:
Not applicable
10. COUNCIL REPORTS
11. ADJOURNMENT
Upcoming meetings:
Meeting
Date
Time
Special Retreat Meeting
February 3, 2024
9:00 AM
Regular Meeting
February 6, 2024
6:30 PM
Regular Meeting
February 20, 2024
6:30 PM
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 least 72 hours prior to the meeting.
POSTED: January 16, 2023
ATTEST:
James Colin
City Clerk
East Palo Alto City Council
January 23, 2024 Agenda