Fremont City Council Meeting: 07/21/26 07:00 PM
3300 Capitol Avenue Div/Dept: Community Development
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5778) DOC ID: 5778
Updated: 7/17/2026 9:33 AM by Alberto Quintanilla Page 1 Green Halo Systems Agreement for CalGreen Waste Tracking - Green Halo Systems $55,000 Three Year Agreement to Continue Providing the City’s CalGreen Construction and Demolition Waste Tracking System through June 30, 2029
Contact Persons:
Name: Jamie Cooley Kathleen Cote-Guarnieri
Title: Environmental Specialist II Environmental Services Manager Div/Dept: Community Development Environmental Services
Phone: (510) 494-4573 510-494-4583
E-Mail: [email protected] [email protected]
Executive Summary: Staff recommends that the City Council authorize the City Manager or designee to execute a three-year successor agreement with Green Halo Systems to continue providing the cloud-based waste-tracking platform used to ensure Fremont’s compliance with the California Green Building Standards Code (CalGreen). The City has been utilizing this software, used by most bay area jurisdictions, since 2016.
The total funding amount for the initial three-year term would be $55,000 through June 30, 2029. Staff is recommending the document include an option to extend the agreement an additional two years upon mutual agreement of the parties. This contract requires City Council approval because the new agreement would bring the total cumulative expenditure with this vendor to over $100,000.
This agreement would continue to be funded from the Integrated Waste Management Fund. There would be no General Fund impact.
Background: The 2010 California Green Building Standards Code (CalGreen) was the first statewide mandatory green building code and took effect in January 2011. In preparation for its implementation, the Alameda County Waste Management Authority (StopWaste) conducted a Request for Proposals in 2009 to identify a system that could accurately capture construction and demolition waste-diversion data in a consistent format for all member agencies. Green Halo Systems began working with Alameda County jurisdictions in 2010 to deploy the software and integrate it into local permitting processes to support compliance with CalGreen requirements.
The City of Fremont has utilized Green Halo Systems’ cloud-based waste-tracking platform in some capacity since 2016 to allow contractors Council Staff Report (ID # 5778) Meeting of July 21, 2026 Updated: 7/17/2026 9:33 AM by Alberto Quintanilla Page 2 and permit applicants to submit documentation associated with CalGreen regulated building permits. In 2021, staff discontinued acceptance of paper submittals and began requiring all regulated CalGreen projects to use the Green Halo System.
The 2025 California Green Building Standards Code mandates that 65% of non-hazardous construction and demolition debris generated by regulated projects be recycled or diverted from landfill. For these projects, CalGreen requires submittal of a Construction Waste Management Plan prior to permit issuance and verification of diversion through weight tags or recycling receipts prior to scheduling final inspection. The Green Halo System software streamlines this process, and the integration with the City’s permitting software (Accela) creates a more efficient internal workflow and compliance review.
Discussion/Analysis: As the City has previously procured this software, renewal of the agreement with Green Halo is exempt from the City’s competitive procurement requirements under Section 3.20.280 of the Fremont Municipal Code.
Only specific project types are subject to CalGreen’s construction and demolition waste diversion requirements. These CalGreen-regulated projects include:
• New residential buildings
• Residential additions or alterations where the addition/alteration increases the building’s conditioned area, volume or size
• New commercial buildings
• Commercial improvements with a permit value of $200,000 or more • Commercial additions of 1,000 square feet or more
These regulated projects require applicants to submit Waste Management Plans and diversion documentation, making them the primary users of the Green Halo system. Continued use of the platform ensures the City can efficiently track and verify compliance with the CalGreen 65% diversion requirement. The platform’s integration with existing building permit software reduces manual processing, improves accuracy, and ensures a consistent workflow for applicants and staff.
Renewing the Green Halo agreement maintains the City’s existing compliance infrastructure, supports ongoing regulatory adherence, and advances the City’s waste-diversion and environmental sustainability goals.
Council Staff Report (ID # 5778) Meeting of July 21, 2026 Updated: 7/17/2026 9:33 AM by Alberto Quintanilla Page 3 The proposed three-year term, with an optional two-year extension, provides contractual stability while preserving flexibility to adjust to future operational or regulatory changes. Additionally, the three-year financing term aligns with the triennial Building Code cycle updates to ensure we adhere to the most current CalGreen standards.
Fiscal Impact: Funding will come from the Integrated Waste Management Fund operating budget (Fund 115). There is no General Fund impact. This work has been included in the FY 2026/27 Proposed Operating Budget and will be included in subsequent budget submittals.
Environmental Review: Approving the Green Halo Systems Agreement for CalGreen Waste-Tracking is exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to, without limitation to CEQA Guidelines Sections 15378(b)(2), (4) and/or (5) and/or 15061(b)(3) in that is an administrative or fiscal activity of the City that does not have the potential for causing a significant effect on the environment. Each of the foregoing provides a separate and independent basis for CEQA exemption.
Attachments: None.
Recommendation: Authorize the City Manager or designee to execute a three-year successor agreement between Green Halo Systems and the City, for a total funding amount of $55,000 through June 30, 2029, and an option to extend the agreement for an additional two years, and other terms consistent with the parameters described in this staff report and take all the reasonable actions necessary and appropriate to implement the same.