April 3, 2023 | 6:00 PM Page 1 of 7 City Council
Regular Meeting Agenda
CITY COUNCIL
AGENDA PACKET
CITY COUNCIL CHAMBERS, CITY HALL
7351 ROSANNA STREET, GILROY, CA
95020
REGULAR MEETING | 6:00 PM
MONDAY, APRIL 3, 2023
MAYOR
Marie Blankley
COUNCIL MEMBERS
Rebeca Armendariz
Dion Bracco
Tom Cline
Zach Hilton
Carol Marques
Fred Tovar
CITY COUNCIL PACKET MATERIALS ARE AVAILABLE ONLINE AT www.cityofgilroy.org AGENDA CLOSING TIME IS 5:00 P.M. THE TUESDAY PRIOR TO THE MEETING Due to COVID-19, it is possible that the planned in-person meeting may have to change to a virtual meeting at any time and possibly on short notice. Please check the City of Gilroy website www.cityofgilroy.org for any updates to meeting information.
COMMENTS BY THE PUBLIC WILL BE TAKEN ON AGENDA ITEMS BEFORE ACTION IS TAKEN BY THE CITY COUNCIL. Public testimony is subject to reasonable regulations, including but not limited to time restrictions for each individual speaker. Please limit your comments to 3 minutes. The amount of time allowed per speaker may vary at the Mayor’s discretion depending on the number of speakers and length of the agenda.
Written comments on any agenda item may be emailed to the City Clerk’s Office at [email protected] or mailed to the Gilroy City Clerk’s Office at City Hall, 7351 Rosanna Street, Gilroy, CA 95020. Comments received by the City Clerk’s Office by 1 p.m. on the day of a Council meeting will be distributed to the City Council prior to or at the meeting and available for public inspection with the agenda packet located in the lobby of Administration at City Hall, 7351 Rosanna Street prior to the meeting. Any correspondence received will be incorporated into the meeting record. Items received after the 1 p.m. deadline will be provided to the City Council as soon as practicable. Written comments are also available on the City’s Public Records Portal at bit.ly/3NuS1IN.
In compliance with the Americans with Disabilities Act, the City will make reasonable arrangements to ensure accessibility to this meeting. If you need special assistance to participate in this meeting, please contact the City Clerk’s Office at least 72 hours prior to the meeting at (408) 846-0204 or [email protected] to help ensure that reasonable arrangements can be made.
If you challenge any planning or land use decision made at this meeting in court, you may be limited to raising only those issues you or someone else raised at the public hearing held at this meeting, or in written correspondence delivered to the City Council at, or prior to, the public hearing. Please take notice that the time within which to seek judicial review of any final administrative determination reached at this meeting is governed by Section 1094.6 of the California Code of Civil Procedure.
A Closed Session may be called during this meeting pursuant to Government Code Section 54956.9 (d)(2) if a point has been reached where, in the opinion of the legislative body of the City on the advice of its legal counsel, based on existing facts and circumstances, there is a significant exposure to litigation against the City.
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Regular Meeting Agenda
Materials related to an item on this agenda submitted to the City Council after distribution of the agenda packet are available with the agenda packet on the City website at www.cityofgilroy.org subject to the Staff’s ability to post the documents before the meeting.
KNOW YOUR RIGHTS UNDER THE GILROY OPEN GOVERNMENT ORDINANCE Government's duty is to serve the public, reaching its decisions in full view of the public.
Commissions, task forces, councils and other agencies of the City exist to conduct the people's business. This ordinance assures that deliberations are conducted before the people and that City operations are open to the people's review.
FOR MORE INFORMATION ON YOUR RIGHTS UNDER THE OPEN GOVERNMENT ORDINANCE, TO
RECEIVE A FREE COPY OF THE ORDINANCE OR TO REPORT A VIOLATION OF THE ORDINANCE, CONTACT THE OPEN GOVERNMENT COMMISSION STAFF AT (408) 846-0204.
If you need assistance with translation and would like to speak during public comment, please contact the City Clerk a minimum of 72 hours prior to the meeting at 408-846-0204 or e-mail the City Clerk’s Office at [email protected].
Si necesita un intérprete durante la junta y gustaría dar un comentario público, comuníquese con el Secretario de la Ciudad un mínimo de 72 horas antes de la junta al 408-846-0204 o envíe un correo electrónico a la Oficina del Secretario de la Ciudad a [email protected].
To access written translation during the meeting, please scan the QR Code or click this link:
Para acceder a la traducción durante la reunión, por favor escanee el código QR o haga clic en el enlace:
bit.ly/3FBiGA0
Choose Language and Click Attend | Seleccione su lenguaje y haga clic en asistir Use a headset on your phone for audio or read the transcript on your device.
Use sus auriculares para escuchar el audio o leer la transcripción en el dispositivo.
The agenda for this regular meeting is as follows:
1. OPENING
1.1. Call to Order
1.2. Pledge of Allegiance
1.3. Invocation
1.4. City Clerk's Report on Posting the Agenda
1.5. Roll Call
1.6. Orders of the Day
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Regular Meeting Agenda
1.7. Employee Introductions
2. CEREMONIAL ITEMS - Proclamations and Awards
3. PRESENTATIONS TO THE COUNCIL
3.1. Annual Presentation from Visit Gilroy/California Welcome Center
3.2. PUBLIC COMMENT BY MEMBERS OF THE PUBLIC ON ITEMS NOT ON THE
AGENDA BUT WITHIN THE SUBJECT MATTER JURISDICTION OF THE
CITY COUNCIL
This portion of the meeting is reserved for persons desiring to address the Council on matters within the Gilroy City Council’s jurisdiction but not on the agenda. Persons wishing to address the Council are requested to complete a Speaker’s Card located at the entrances and handed to the City Clerk. Speakers are limited to 1 to 3 minutes each, varying at the Mayor’s discretion depending on the number of speakers and length of the agenda. The law does not permit Council action or extended discussion of any item not on the agenda except under special circumstances. If Council action is requested, the Council may place the matter on a future agenda.
Written comments to address the Council on matters not on this agenda may be e-mailed to the City Clerk’s Office at [email protected] or mailed to the Gilroy City Clerk’s Office at City Hall, 7351 Rosanna Street, Gilroy, CA 95020. Comments received by the City Clerk’s Office by 1:00pm on the day of a Council meeting will be distributed to the City Council prior to or at the meeting and available for public inspection with the agenda packet located in the lobby of Administration at City Hall, 7351 Rosanna Street, prior to the meeting. Any correspondence received will be incorporated into the meeting record.
Items received after the 1:00pm deadline will be provided to the City Council as soon as practicable. Written material provided by public members under this section of the agenda will be limited to 10 pages in hard copy. An unlimited amount of material may be provided electronically.
4. REPORTS OF COUNCIL MEMBERS
Council Member Bracco – Cities Association Santa Clara County Board of Directors (alternate), Santa Clara County Library Joint Powers Authority, Santa Clara Valley Water Commission, Santa Clara Valley Water Joint Water Resources Commission, SCRWA Council Member Armendariz – Santa Clara County Library Joint Powers Authority, Santa Clara Valley Habitat Agency Governing Board, Santa Clara Valley Habitat Agency Implementation Board, Silicon Valley Clean Energy Authority JPA Board (alternate), South County United for Health
Council Member Marques – ABAG, Gilroy Gardens Board of Directors, Santa Clara Valley Habitat Agency Governing Board, Santa Clara Valley Habitat Agency Implementation Board, SCRWA (alternate)
Council Member Hilton – CalTrain Policy Group (alternate), Silicon Valley Clean Energy Authority JPA Board, South County United for Health (alternate), VTA Policy Advisory Committee
Council Member Cline – Gilroy Economic Development Partnership (alternate), Gilroy Sister Cities Association, Gilroy Youth Task Force, Silicon Valley Regional Interoperability
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Regular Meeting Agenda
Authority Board, VTA Policy Advisory Committee (alternate), Visit Gilroy California Welcome Center Board
Council Member Tovar – Gilroy Youth Task Force (alternate), Santa Clara County Expressway Plan 2040 Advisory Board, Santa Clara Valley Water Commission, SCRWA, South County Youth Task Force Policy Team, VTA Mobility Partnership Mayor Blankley – ABAG (alternate), CalTrain Policy Group, Cities Association Santa Clara County Board of Directors, Gilroy Economic Development Partnership, Gilroy Sister Cities Association (alternate), Gilroy Youth Task Force, Santa Clara Valley Water Joint Water Resources Commission, SCRWA, South County Youth Task Force Policy Team, VTA Board of Directors, VTA Mobility Partnership
5. COUNCIL CORRESPONDENCE
5.1. Letter of Support – California High Speed Rail Authority Application for Federal-State Partnership for Intercity Passenger Rail Program Grant
6. FUTURE COUNCIL INITIATED AGENDA ITEMS
7. CONSENT CALENDAR
All matters listed under the Consent Calendar are considered by the City Council to be routine and will be enacted by one motion. There will be no separate discussion of these items unless a request is made by a member of the City Council or a member of the public. Any person desiring to speak on any item on the consent calendar should ask to have that item removed from the consent calendar prior to the time the Council votes to approve. If removed, the item will be discussed in the order in which it appears.
7.1. Approval of the Action Minutes of the March 20, 2023 City Council Regular Meeting
7.2. Resolution of The City Council of The City of Gilroy Proclaiming April 2023 as Arts, Culture, and Creativity Month
7.3. Approval of the Updated Purchasing Policy Inclusive of Wage Theft Policy Statement
7.4. Approval of the Gilroy Tourism Business Improvement District (GTBID) Annual Report as Submitted by Visit Gilroy/California Welcome Center Gilroy for the Period of January 1, 2022 Through December 31, 2022
8. BIDS AND PROPOSALS (NONE)
9. PUBLIC HEARINGS
9.1. Adopt the 2022 Sewer System Master Plan
1. Staff Report: Daryl Jordan, Public Works Director
2. Open Public Hearing
3. Close Public Hearing
4. Possible Action:
Approve a resolution to adopt the 2022 Sewer System Master Plan.
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Regular Meeting Agenda
9.2. Adopt the 2022 Water Master Plan
1. Staff Report: Daryl Jordan, Public Works Director
2. Open Public Hearing
3. Close Public Hearing
4. Possible Action:
Adopt a resolution approving the 2022 Water System Master Plan.
9.3. Adopt the 2022 Storm Drainage System Master Plan
1. Staff Report: Daryl Jordan, Public Works Director
2. Open Public Hearing
3. Close Public Hearing
4. Possible Action:
Approve a resolution to adopt the 2022 Storm Drainage System Master Plan.
10. UNFINISHED BUSINESS
10.1. Appointment to City Boards, Commissions, and Committees with Open Vacancies
1. Staff Report: Thai Nam Pham, City Clerk
2. Public Comment
3. Possible Action:
Appoint members to Boards, Commissions, and Committees with open vacancies.
11. INTRODUCTION OF NEW BUSINESS
11.1. Enhancing the Access to the Internet and Technology for Gilroy’s Youth
1. Staff Report: Bryce Atkins, Assistant to the City Administrator
2. Public Comment
3. Possible Action:
Council provide direction.
11.2. Consideration of Creating a Job Protection Policy
1. Staff Report: Bryce Atkins, Assistant to the City Administrator
2. Public Comment
3. Possible Action:
Council provide direction.
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11.3. Review and Approve an Extension to the Memorandum of Understanding and Related Salary Schedules for the Gilroy Police Officers Association for the Period Ending June 30, 2025
1. Staff Report: LeeAnn McPhillips, Administrative Services and Human Resources Director / Risk Manager
2. Public Comment
3. Possible Action:
1. Approve the Extension and Supplemental Agreement to the Memorandum of Understanding with the Gilroy Police Officers Association for the Period Ending June 30, 2025.
2. Adopt by Resolution the Salary Schedules Associated with the Gilroy Police Officers Association Memorandum of Understanding/Supplemental Agreement for the Period July 1, 2023 - June 30, 2025.
11.4. Updates to Employment Agreement for City Administrator Jimmy Forbis
1. Staff Report: Marie Blankley, Mayor
2. Public Comment
3. Possible Action:
Approve updates to City Administrator’s Employment Agreement effective April 3, 2023 and authorize the Mayor to sign the Employment Agreement on behalf of the City/City Council.
11.5. Report on Potential Temporary/Emergency Housing at Gilroy Transit Center
1. Staff Report: Jimmy Forbis, City Administrator
2. Public Comment
3. Possible Action:
Receive report.
12. CITY ADMINISTRATOR'S REPORTS
13. CITY ATTORNEY'S REPORTS
14. ADJOURNMENT
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Regular Meeting Agenda
FUTURE MEETING DATES
April 2023
17 Regular Meeting - 6:00 p.m
May 2023
1 Regular Meeting - 6:00 p.m
3 Capital Improvement Plan Workshop - 6:00 p.m – 8:00 p.m. 15 Regular Meeting - 6:00 p.m
22 Recommend Operating Budget Workshop - 6:00 p.m – 8:00 p.m.
June 2023
5 Regular Meeting - 6:00 p.m
19 Regular Meeting - 6:00 p.m
Meetings are webstreamed on the City of Gilroy’s website at gilroy.city/meetings.
April 17, 2023
The Honorable Pete Buttigieg, Secretary
U.S. Department of Transportation
1200 New Jersey Avenue, SE
Washington, DC 20590
RE: Support for California High-Speed Rail Authority Applications for Federal-State Partnership for Intercity Passenger Rail Program (FSP-National) Grant Funding for Fiscal Years 2022 and 2023
Dear Secretary Buttigieg:
On behalf of name of organization, we are/I am pleased to express support for the application submitted by the California High-Speed Rail Authority (Authority) for funding from the FederalState Partnership for Intercity Passenger Rail Grant Program for projects outside the Northeast Corridor (FSP-National).
The Authority’s first application for the California Inaugural High-Speed Service (Project) is to fund early elements of a two-track, electrified high-speed passenger rail line of up to 171 miles connecting the cities of Merced, Fresno and Bakersfield.
The Authority is requesting about $2.8 billion from the FSP-National Program for fiscal years 2002 and 2023 (to be combined with about $706 million of state Cap-and-Trade funds) for a total Project cost of about $3.5 billion. These federal funds are needed to support areas of critical need in advancing the State’s first intercity passenger service operating at high speeds.
Project details are below:
• Procure six electric trains for testing and use for passenger service at speeds up to 220 mph; • Construct the second track on the 119-mile high-speed Central Valley Segment (CVS) currently under construction from Madera to Poplar Avenue; • Construct the Fresno Station; and
• Complete final design and early works including right-of-way acquisition on the following two extensions beyond the current 119-mile CVS:
▪ Merced Extension – from Madera to Merced – about 34 miles; and ▪ Bakersfield Extension – from Poplar Avenue in Shafter to Bakersfield – about 18 miles With the above work, the 119-mile Central Valley Segment would be completed, with trains and track and system elements tested and certified. This segment would be ready to demonstrate high-speed passenger operations. This requested funding will improve the health, safety, access, connectivity, and economic vitality of underserved communities in California’s Central Valley.
This Project is a key part of the State’s rail modernization plan, linking key regional passenger rail systems and completing a vital milestone toward the future Phase 1 High-Speed Rail Corridor from San Francisco to Los Angeles and Anaheim, of which the Project is a critical component. The projected ridership for the California Phase 1 Corridor would make it the most traveled intercity passenger service in the nation.
The Authority’s second application for the California Phase 1 Corridor Configuration Design (Design Project) is to fund configuration-level design (to 30 percent) for two critical high-speed rail program sections – San José to Merced and Bakersfield to Palmdale. These vital program sections Agenda Item 5.1 Page 8 of 768
The Honorable Pete Buttigieg, Secretary
U.S. Department of Transportation
April 12, 2023
have completed environmental reviews, and both entail time-consuming and complex tunneling design challenges. They will require extensive geotechnical studies, critical to support the design of the long-lead-time tunnel sections through the Pacheco Pass and the Tehachapi Mountains that will be required to connect the major regions of the State.
The requested federal grant funds of $193.6 million from the FSP-National Program for fiscal years 2022 and 2023 are proposed to be matched by state Cap-and-Trade funds of $48.4 million.
The Authority’s FSP-National Program grant applications are part of an on-going federal-state partnership that, to-date, has provided approximately $25.2 billion in funding for California HighSpeed Rail: $21.7 billion (or 85%) from state funds and $3.5 billion (or 15%) from federal funds.
California is the only state in the country to have committed this level of funding and advanced electrified, 220 mph high-speed rail this far.
This historic state-federal partnership also has resulted in significant job and economic opportunities including:
• Creating 10,000 construction jobs since the start of high-speed rail construction (as of February 2023), with most of these jobs going to Central Valley residents and men and women from disadvantaged communities;
• Employing 761 small, disadvantaged, and disabled veteran businesses through December 2022; and
• Generating up to 80,000 job-years of employment, yielding nearly $6.0 billion in labor income and $16.0 billion in total economic output across the State from 2006 through fiscal year 2021-22
These improvements are a part of California’s strategic transportation network investment to address climate concerns and to relieve existing highway and rail capacity constraints. They will achieve both state and federal goals to improve safety, expand economic strength and global competitiveness, address equity issues, and implement sustainability practices to confront climate change. These investments will continue to support living wage jobs, provide small business opportunities, and equitably enhance the mobility of communities in need – including disadvantaged agricultural communities – all while reducing greenhouse gas emissions. The scope, scale and momentum of the California High-Speed Rail Program is unmatched in the United States.
Please consider the enormous value that funding California High-Speed Rail will provide. With work well underway throughout the State, we/I urge you to award funds to further advance the California High-Speed Rail project by supporting the Authority’s continued progress towards completing construction of the Inaugural High-Speed Service between Merced – Fresno – Bakersfield and advancing critical geotechnical studies and configuration-level design needed to complete the California Phase 1 Corridor.
Sincerely,
Agenda Item 5.1 Page 9 of 768
City of Gilroy
City Council Regular Meeting Minutes
Monday, March 20, 2023 | 6:00 PM
1. OPENING
1.1. Call to Order
The meeting was called to order by Mayor Blankley at 6:00 PM.
1.2. Pledge of Allegiance
Council Member Armendariz led the Pledge of Allegiance.
1.3. Invocation
Trevor Van Laar from Gilroy Presbyterian Church provided the Invocation.
1.4. City Clerk's Report on Posting the Agenda
City Clerk Pham reported on the Posting of the Agenda.
1.5. Roll Call
Attendance Attendee Name
Present Rebeca Armendariz, Council Member
Dion Bracco, Mayor Pro Tempore
Tom Cline, Council Member
Zach Hilton, Council Member
Carol Marques, Council Member
Fred Tovar, Council Member
Marie Blankley, Mayor
Absent None
1.6. Orders of the Day
There were none.
1.7. Employee Introductions
Community Development Director Goei introduced Rens Boorsma, Building Inspector.
2. CEREMONIAL ITEMS - Proclamations and Awards
2.1. Proclamation – Proclaiming April 2023 as Fair Housing Month Mayor Blankley read aloud the proclamation and presented it to Ana Andrade from Project Sentinel Fair Housing.
3. PRESENTATIONS TO THE COUNCIL
3.1. PUBLIC COMMENT BY MEMBERS OF THE PUBLIC ON ITEMS NOT ON THE
AGENDA BUT WITHIN THE SUBJECT MATTER JURISDICTION OF THE
CITY COUNCIL
Mayor Blankley opened Public Comment.
The following speakers spoke on items that were not on the agenda.
Alan Espinoza thanked Council for assisting with his issue.
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There being no further speakers, Mayor Blankley closed Public Comment.
4. REPORTS OF COUNCIL MEMBERS
Council Member Bracco thanked the lineman who worked during the storms.
Council Member Armendariz reported on Santa Clara Valley Habitat Agency Governing Board.
Council Member Marques had nothing to report.
Council Member Hilton reported on Silicon Valley Clean Energy Authority JPA Board.
Council Member Cline had nothing to report.
Council Member Tovar reported on South County Youth Task Force Policy Team.
Mayor Blankley reported on South County Youth Task Force Policy Team. The mayor gave an update on the parking lot ribbon-cutting ceremony has been postponed to March 28, 2023, at 4 PM. She also announced that the State of the City event will be held Saturday, April 1, 2023, and encouraged members of the public to attend.
5. COUNCIL CORRESPONDENCE
5.1. Letter of Support for SB 48 (Behavioral Health) and SB 363 (Mental Health/Substance Abuse Facilities)
Mayor Blankley asked Council if they would like to sign off on the letter. Her request received majority support.
6. FUTURE COUNCIL INITIATED AGENDA ITEMS
There were none.
7. BOARD AND COMMISSION INTERVIEWS
7.1. Interviews for Open Seats on Boards, Commissions, and Committees with Terms Expired or Vacant as of March 20, 2023, for Future Appointment Scheduled for April 3, 2023
Council accepted applicant Terrence Fugazzi’s application which was received after the March 10, 2023 application deadline.
Council interviewed applicants Vincent Saso and Terrence Fugazzi for the Parks and Recreation Commission seats expiring December 31, 2023, and December 31, 2025.
8. CONSENT CALENDAR
Mayor Blankley opened Public Comment. There being no speakers, Mayor Blankley closed Public Comment.
Motion: Approve the Consent Calendar
RESULT: Pass
MOVER: Fred Tovar, Council Member
SECONDER: Rebeca Armendariz, Council Member
AYES: Council Member Armendariz, Mayor Pro Tempore Bracco, Council Member Cline, Council Member Hilton, Council Member Marques, Council Member Tovar, Mayor Blankley
Agenda Item 7.1 Page 11 of 768
March 20, 2023 | 6:00 PM Page 3 of 7 City Council
Regular Meeting Minutes
8.1. Approval of the Action Minutes of the March 6, 2023 City Council Regular Meeting
A motion was made to approve the minutes.
8.2. Approval of the Action Minutes of the March 13, 2023 City Council Goal / Priority Setting Workshop
A motion was made to approve the minutes.
8.3. Acceptance of the City Fiscal Year 2021-22 Federal Single Audit A motion was made to accept the Fiscal Year 2021-22 Federal Single Audit report.
8.4. Accept and File Quarterly Cash and Investment Report as of December 31, 2022
A motion was made to accept and file quarterly cash and investment report as of December 31, 2022.
8.5. Approval of Parcel Map and Property Improvement Agreement No. 2023-01 for Plaza Allium (Evergreen) 10th & Chestnut Commercial Development, APN’s 841-66-036, 037, 038, 039
A motion was made to approve the Parcel Map and Property Improvement Agreement No. 2023-01 for Plaza Allium (Evergreen) 10th & Chestnut Commercial Development.
8.6. Award of Contract to Kimley-Horn for the Update of the Traffic Circulation Master Plan and Transportation Impact Fee Program in the Amount of $360,590 with a 10% Contingency for a Total of $396,649 A motion was made to award the contract and adopt the budget amendment resolution.
Enactment No.: Resolution No. 2023-13.
8.7. Award a Contract to J.J.R. Construction, Inc. for the FY23 Annual Citywide Curb Ramp Project No. 23-PW-280 for a Total Project Expenditure of $174,565
A motion was made to award the contract.
8.8. Adopt a Resolution of the City Council of the City of Gilroy Approving the City of Gilroy (Applicant) to Apply for Grant Funds Under the Safe, Clean Water and Natural Flood Protection Program
A motion was made to adopt the resolution.
Enactment No.: Resolution No. 2023-14.
9. BIDS AND PROPOSALS
There were none.
Agenda Item 7.1 Page 12 of 768
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10. PUBLIC HEARINGS
10.1. Appeal of Planning Commission Decision to Deny an Application Proposing Changes to City Code to Allow Up to Two Electronic Billboards in the City of Gilroy [This is a De Novo Hearing at Which the Council Will Decide if the Environmental Review is Adequate, and if so, Whether or not to Introduce the Ordinance.]
Mayor Blankley asked Council Members if they have any ex-parte communications to disclose.
Council Member Bracco disclosed that he met with Connie Rogers. No new information was gained.
Council Member Armendariz disclosed that she spoke with Mike Conrotto, Connie Rogers, and Pete Carrillo from Outdoor Communications. She learned more information about the lighting distance of the electronic billboards.
Council Member Marques disclosed that she spoke with Mike Conrotto and Connie Rogers. No new information was gained.
Council Member Hilton disclosed that he engaged with various members of the community. No new information was gained.
Council Member Cline disclosed that he spoke with Mike Conrotto, Connie Rogers, and several managers from the car dealerships. No new information was gained.
Council Member Tovar disclosed that he spoke with Mike Conrotto, Connie Rogers, and Pete Carrillo. No new information was gained.
Mayor Blankley disclosed that she spoke with Mike Conrotto, Connie Rogers, and Brian Verdin from Nissan of Gilroy. No new information was gained.
Customer Services Manager McCormick provided staff presentation and responded to Council Member questions.
Mayor Blankley opened the Public Hearing at 6:48 PM.
Appellant Sean Marciniak provided the appellant’s presentation to Council and responded to Council Member questions.
The following speakers spoke in favor of adopting the ordinance:
Danny Mitchell
Ron Kirkish
Gregory Bumb
Brian Verdin
Gary Gordon
Marucio Leon
Eduardo Martinez
Javier Leon
Fiesta Depot
Jose Martinez
Clair P. Braga
Tom Chavez
Agenda Item 7.1 Page 13 of 768
March 20, 2023 | 6:00 PM Page 5 of 7 City Council
Regular Meeting Minutes
The following speakers spoke against the approval of the ordinance:
Terence Fugazzi
Les Levitt
Dr. Paul Lynam
Jason Hemp
Connie Rogers
Mar Yates
Michelle Nelson
Juan Estrada
Rani Fischer
There being no further public speakers, Appellants Sean Marciniak and Ron Conrotto provided the appellant’s rebuttal to Council.
Mayor Blankley closed the Public Hearing at 7:19 PM.
Motion: Adopt the resolution finding that the Final IS/MND was completed in compliance with the California Environmental Quality Act (CEQA); there is no substantial evidence that the project will have a significant effect on the environment due to mitigations agreed to by the applicant; and the Final IS/MND reflects the City’s independent judgment and analysis.
RESULT: Pass
MOVER: Fred Tovar, Council Member
SECONDER: Carol Marques, Council Member
AYES: Mayor Pro Tempore Bracco, Council Member Cline, Council Member Marques, Council Member Tovar, Mayor Blankley
NAYS: Council Member Armendariz, Council Member Hilton
Enactment No.: Resolution No. 2023-15.
Motion: Uphold the appeal and motion to read the ordinance by title only and waive further reading of the ordinance.
RESULT: Fail
MOVER: Dion Bracco, Mayor Pro Tempore
SECONDER: Fred Tovar, Council Member
AYES: Mayor Pro Tempore Bracco, Council Member Marques, Council Member Tovar
NAYS: Council Member Armendariz, Council Member Cline, Council Member Hilton, Mayor Blankley
Motion: Deny the appeal and uphold the Planning Commission’s decision.
RESULT: Pass
MOVER: Rebeca Armendariz, Council Member
SECONDER: Zach Hilton, Council Member
AYES: Council Member Armendariz, Council Member Cline, Council Member Hilton, Mayor Blankley
NAYS: Mayor Pro Tempore Bracco, Council Member Marques, Council Member Tovar
11. UNFINISHED BUSINESS
Agenda Item 7.1 Page 14 of 768
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There were none.
12. INTRODUCTION OF NEW BUSINESS
12.1. 2022 General Plan and Housing Element Annual Progress Report Community Development Director Goei provided staff presentation and responded to Council Member questions.
Mayor Blankley opened Public Comment. There being no speakers, Mayor Blankley closed Public Comment.
Council accepted the report and directed staff to submit the 2022 Annual Progress Report to the California Department of Housing and Community Development and the Governor’s Office of Planning and Research.
12.2. Unhoused Camping Ban Near Schools and Critical Infrastructure Assistant to City Administrator Atkins provided staff presentation and responded to Council Member questions.
Mayor Blankley opened Public Comment. There being no further speakers, Mayor Blankley closed Public Comment.
Council directed staff to continue further analysis on draft key policy points 1 through 7 as laid out in the staff report, along with adding creeks in its analysis.
Council further directed staff to return with a map of areas affected by the potential ordinance and to further analyze the concerns brought forth by Council.
13. CITY ADMINISTRATOR'S REPORTS
City Administrator Forbis provided brief report and responded to Council Member questions.
14. CITY ATTORNEY'S REPORTS
There were none.
15. CLOSED SESSION
Mayor Blankley opened Public Comment. There being no speakers, Mayor Blankley closed Public Comment.
The Mayor recessed the City Council at 8:41 PM.
The Mayor reconvened the Council to Closed Session at 8:46 PM. The motion to stay in Closed Session was unanimous.
15.1. Conference with Negotiator – Pursuant to Government Code Section 54957.6, Gilroy City Code Section 17A.11 (4)
City Employee: Jimmy Forbis, City Administrator;
City Negotiator: Marie Blankley, Mayor;
Anticipated Issue(s) Under Negotiation: Employment Contract:
Employment Contract Between City of Gilroy & Jimmy Forbis No reportable action.
Agenda Item 7.1 Page 15 of 768
March 20, 2023 | 6:00 PM Page 7 of 7 City Council
Regular Meeting Minutes
16. ADJOURN TO OPEN SESSION
Mayor Blankley reported out of Closed Session as shown above.
17. ADJOURNMENT
The meeting was adjourned by Mayor Blankley at 8:47 PM.
I HEREBY CERTIFY that the foregoing minutes were duly and regularly adopted at a regular meeting of the City Council of the City of Gilroy.
Thai Nam Pham, CMC, CPMC
City Clerk
Agenda Item 7.1 Page 16 of 768
City of Gilroy
STAFF REPORT
Agenda Item Title: Resolution of The City Council of The City of Gilroy Proclaiming April 2023 as Arts, Culture, and Creativity Month
Meeting Date: April 3, 2023
From: Jimmy Forbis, City Administrator
Department: City Clerk
Submitted By: Thai Nam Pham, City Clerk
Prepared By: Thai Nam Pham, City Clerk
STRATEGIC PLAN GOALS Not Applicable
RECOMMENDATION
Staff recommends Council adopt the resolution.
BACKGROUND
At the March 6, 2023 City Council Regular Meeting, Council Member Hilton requested Council to consider adopting a resolution proclaiming April 2023 as Arts, Culture, and Creativity Month at a future meeting. The item received unanimous support. Attached is the draft resolution for Council’s adoption.
Attachments:
1. Draft Resolution
Agenda Item 7.2 Page 17 of 768
RESOLUTION 2023-XX
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GILROY PROCLAIMING APRIL 2023 AS ARTS, CULTURE,
AND CREATIVITY MONTH
WHEREAS, the City of Gilroy celebrates and highlights the power of the arts and creativity to change our lives for the better; and
WHEREAS, the Gilroy Arts & Culture Commission and SV Creates work in partnership to support the arts and creativity in Gilroy as an essential part of our thriving community; and
WHEREAS, the Gilroy Arts & Culture Commission, SV Creates and the Gilroy Arts Roundtable work together to promote the value of the arts and to elevate Santa Clara County’s creative culture; and
WHEREAS, Arts, Culture, and Creativity Month of April is the 5th annual statewide awareness and advocacy event that recognizes the crucial role of arts, culture, and creativity in the lives of everyone in California; and
WHEREAS, the City of Gilroy appreciates our relationship with SV Creates and recognizes that the arts and creativity support student success and life-long learning, provide key job skills, and bring joy to our community.
NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Gilroy hereby proclaims April 2023 as Arts, Culture, and Creativity Month, and encourages everyone to celebrate the power of the arts in our community.
PASSED AND ADOPTED by the City Council of the City of Gilroy at a regular meeting duly held on the 3rd day of April 2023 by the following roll call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
APPROVED:
Marie Blankley, Mayor
ATTEST:
_______________________
Thai Nam Pham, City Clerk
Agenda Item 7.2 Page 18 of 768
City of Gilroy
STAFF REPORT
Agenda Item Title: Approval of the Updated Purchasing Policy Inclusive of Wage Theft Policy Statement
Meeting Date: April 3, 2023
From: Jimmy Forbis, City Administrator
Department: Finance
Submitted By: Harjot Sangha, Finance Director
Prepared By: Harjot Sangha, Finance Director
STRATEGIC PLAN GOALS Develop a Financially Resilient Organization
RECOMMENDATION
Council approve the updated Purchasing Policy.
EXECUTIVE SUMMARY
Staff is returning an updated Purchasing Policy for Council approval incorporating a wage theft policy statement for all parties contracting with the City.
BACKGROUND
At the March 6, 2023 City Council Regular Meeting, staff presented an updated Purchasing Policy incorporating the voter-approved City Charter changes to procure public projects.
The March 6th approval from Council included directing staff to bring back the policy with a proposed statement on wage theft. The proposed statement required an additional completed and signed form that the project owner, contractor, and any subcontractors certify compliance with wage theft protection laws and that there are no unpaid wage theft judgments.
Agenda Item 7.3 Page 19 of 768
Approval of the Updated Purchasing Policy Inclusive of Wage Theft Policy Statement City of Gilroy City Council Page 2 of 3 April 3, 2023
ANALYSIS
After further review, research, and discussion with the Public Works Department and the City Attorney’s Office, staff has proposed a new subsection, 7.6 - Wage Theft Policy Statement, within Section 7 - Special Policies and Program, of the Purchasing Policy.
It includes a general policy statement that all parties contracting with the City must comply with the applicable federal, state, and local wage and hour laws. Further, it contains the following elements for disclosure, disqualification, and contract termination:
• Disclosure – As part of City’s solicitation for goods and/or services, including public works projects, bidders are required complete a certification that requires contractor to disclose whether they have outstanding court or final administrative action for violation of federal, state, or local wage and hours laws within the past five (5) years. For each disclosed violation, contractor is required to further provide documents demonstrating either the order/judgement to be satisfied, or a written and signed description of contractor’s efforts to date to satisfy the order/judgment.
• Disqualification – the City may disqualify a contractor based on the disclosed violation of wage theft laws on more than one (1) occasion or has one (1) unpaid wage judgment. Instead of an automatic debarment or disqualification, the City will take into consideration the following when considering the disqualification:
o The amount of the judgment or final administrative decision. o The number of employees impacted by the prior violations. o The size of the company and history of compliance with wage and hours laws.
o The impact to the City.
o Other factors that may be deemed appropriate.
• Contract Termination – if an existing, or current, contractor is found by a court or by final administrative action of an investigatory government agency to have violated applicable wage and hour laws in the five (5) years prior to or during the term of the contract with the City, the contractor may be in material breach if the violation is not fully disclosed and/or satisfied. Such breach may serve as a basis for contract termination.
Changes from the Proposed Policy Statement
Two key components are different from the Council’s proposed wage theft policy statement:
1. The proposed policy statement implied an automatic disqualification. The City Attorney’s Office advised against this as it could be considered an automatic debarment. Instead, it is recommended that City have a process to take into consideration the factors outlined above when considering the disqualification.
Agenda Item 7.3 Page 20 of 768
Approval of the Updated Purchasing Policy Inclusive of Wage Theft Policy Statement City of Gilroy City Council Page 3 of 3 April 3, 2023
This allows the City to evaluate the breadth of the violation further and not limit the pool of contractors that may be able to submit bids and proposals.
2. The proposed policy statement included subcontractors in the scope. After further review and discussion, it is recommended, from a practical perspective, that the scope includes the party entering into an agreement with the City. Any issues with the subcontractor are generally addressed directly with the prime contractor with whom the City has entered into an agreement.
ALTERNATIVES
Council can amend or reject the proposed wage theft policy statement.
FISCAL IMPACT/FUNDING SOURCE
There is no direct fiscal impact to updating the Purchasing Policy. The effort was accommodated within the Finance Department’s existing work plan.
NEXT STEPS
The Policy will be posted on the City’s website and communicated internally to the organization upon approval. Related training will be provided to City staff on the requirements of certification to be included in the solicitations.
Attachments:
1. Updated Purchasing Policy - April 3, 2023
Agenda Item 7.3 Page 21 of 768
Updated: March 6April 3, 2023
City of Gilroy
Purchasing Policy
Agenda Item 7.3 Page 22 of 768
Purchasing Policy
Table of Contents
i
Table of Contents
Section 1 – Purchasing Policy Overview ..............................................................................................1
1.1 Purchasing Policy Overview ....................................................................................................1 Section 2 – Code of Conduct and Ethics ...............................................................................................3
2.1 Code of Conduct Overview......................................................................................................3
2.2 Conflict of Interest......................................................................................................................3
2.3 No Gratuities...............................................................................................................................3
2.4 Conduct with Vendors ..............................................................................................................3
2.5 Disciplinary Actions for Policy Violations..............................................................................4 Section 3 – Purchasing System Authorities and Responsibilities ...................................................5
3.1 Decentralized Purchasing System Overview .........................................................................5
3.2 General Categories of Purchases..............................................................................................5
3.3 Authority to Award Contracts .............................................................................................556
3.4 Responsibilities of Purchasing Division..................................................................................7
3.5 Responsibilities of City Staff.....................................................................................................7
3.6 Authorized and Unauthorized Purchases ..............................................................................8
3.7 Contracting Requirements ....................................................................................................889 Section 4 – Procurement Mthods..........................................................................................................11
4.1 Procurement Methods Overview...........................................................................................11
4.2 Selecting the Appropriate Procurement Method.................................................................11
4.3 Purchasing Card Program...................................................................................................13
4.4 Informal Procurement Procedures.........................................................................................14
4.5 Formal Bidding Procedures ....................................................................................................15
4.6 Request for Proposals ..............................................................................................................19
4.7 Two-step Competitive Bidding Processes ............................................................................21
4.8 Emergency Procurement.........................................................................................................22
4.9 Purchases Exempt from Competitive Bidding............................................................. 222223
4.10 Cooperative Purchases ..........................................................................................................24 Section 5 – Specification Development ..............................................................................................26
5.1 Specifications for Competitive Bidding – Overview...........................................................26 Section 6 – Sourcing and Standardization .........................................................................................28
6.1 Sourcing and Standardization Overview .............................................................................28 Agenda Item 7.3 Page 23 of 768
Purchasing Policy
Table of Contents
ii
6.2 Single and Sole Sourcing.........................................................................................................28
6.3 Standardization ........................................................................................................................28 Section 7 – Special Policies and Programs .........................................................................................29
7.1 Special Programs and Policies Overview .............................................................................29
7.2 Local Purchasing Preference...................................................................................................29
7.3 Minority, Disabled and Woman Owned Business Policy Statement................................30
7.4 Environmentally Preferable Purchasing Policy ...................................................................31
7.5 Policies and Procedures for Purchases Utilizing Federal Grant Funding........................31 Section 8 – Purchasing-related Instructions and Procedures.................................................. 333332
8.1 Bid/Proposal Protest Procedures.................................................................................... 333332
8.2 Certificates of Insurance and Coverage Requirements............................................... 343433
8.3 Instructions to Bidders..................................................................................................... 343433
8.5 Lease, Rental and Lease-to-Purchase Procurements...........................................................34
8.5 Life Cycle Cost Analysis.................................................................................................. 353534
8.6 Service Provider Evaluation ...................................................................................................35
8.7 Surplus Property Disposal......................................................................................................35
8.8 Used Automobile Purchases...................................................................................................37 Section 9 – Glossary of Terms....................................................................................................... 393938
9.1 Definitions ......................................................................................................................... 393938 Agenda Item 7.3 Page 24 of 768
Purchasing Policy
Section 1 – Purchasing Policy Overview
1 Section 1 – Purchasing Policy Overview
1.1 Purchasing Policy Overview
The purpose of this manual is to provide basic information for procuring goods and services consistent with adopted policies and procedures, and best practices. This manual is intended to provide sufficient information and reference detail to enable City employees to be fully aware of, and comply with, City purchasing policies, and to effectively participate in the purchasing program.
This section of the purchasing policies and procedures manual establishes the legal requirements of the procurement function within the City organization and establishes procurement expectations to safeguard fairness, system integrity and ethical practices.
1. Legal Requirements. The legal bases for the purchasing system are established below. ➢ Several sections of the City Charter enumerate authorities relative to purchasingrelated functions:
▪ Section 703. Establishes that the City Administrator:
• Can enter into contracts on behalf of the city involving Councilappropriated expenditures and bid or proposals approved by Council.
• Will implement a citywide purchasing system.
▪ Section 800. Requires in paragraph 4 that purchasing rules and regulations be included in the administrative code which shall be amended by ordinance as necessary.
▪ Section 1104. Specifies in paragraph 3 that during any fiscal year city employees cannot spend or incur any obligations to spend money for any purpose without a budgeted appropriation.
▪ Section 1109. Contains requirements for letting public works construction projects, including best value and design-build contracting ▪ Section 1110. Contains certain requirements that bidders must follow when bidding on city projects.
Agenda Item 7.3 Page 25 of 768
Purchasing Policy
Section 1 – Purchasing Policy Overview
2 ➢ The City Code Section 2.43(c) establishes the responsibilities of the purchasing function.
2. Expectations of Fair and Open Procurement.
➢ Secure goods and services at the lowest possible cost commensurate with the quality needed.
➢ Endeavor to obtain the most open competition possible for all purchases. ➢ Encourage competitive pricing from responsive and responsible business providers that are qualified, capable and willing to meet the city’s requirements. ➢ Fulfill the requirements of Charter and City Code in the procurement of goods and services.
Safeguard the city’s reputation for fairness, integrity and ethical practices.
Agenda Item 7.3 Page 26 of 768
Purchasing Policy
Section 2 – Code of Conduct and Ethics
3 Section 2 – Code of Conduct and Ethics
2.1 Code of Conduct Overview
All employees are responsible for impartially assuring fair competitive access to city procurement opportunities by responsible suppliers and contractors. In addition, all employees shall conduct themselves in a manner that avoids any impropriety, or appearance of impropriety, and that fosters the highest level of public confidence in the integrity of Gilroy’s purchasing system.
2.2 Conflict of Interest
No employee shall participate in a city procurement when the employee knows that:
1. The employee or the employee’s spouse, domestic partner, child, stepchild, parent or stepparent will benefit financially from the procurement; and/or
2. The employee or the employee’s spouse, domestic partner, child, stepchild, parent or stepparent is negotiating or has an employment arrangement contingent on or will be affected by the procurement.
Upon discovery of an actual or potential conflict of interest, an employee shall immediately withdraw from further participation in the procurement.
2.3 No Gratuities
No city employee shall solicit, demand, accept or agree to accept a gift of goods or services, payment, loan, advance, deposit of money, or employment offer presented, promised in return for, or in anticipation of favorable consideration in a city procurement.
2.4 Conduct with Vendors
Conduct with vendors who provide goods or services to the city shall be fair, open and transparent. City employees shall:
1. Refrain from showing favoritism to vendors or being unduly influenced.
2. Safeguard confidentiality when required to do so.
3. Select vendors on the basis of meeting appropriate and fair criteria.
Agenda Item 7.3 Page 27 of 768
Purchasing Policy
Section 2 – Code of Conduct and Ethics
4 2.5 Disciplinary Actions for Policy Violations
City employees shall abide by and be accountable for the codes of conduct established in this section. Policy violations may result in disciplinary actions in accordance with the city’s established procedures, consistent with state law.
Agenda Item 7.3 Page 28 of 768
Purchasing Policy
Section 3 – Purchasing System Authorities and Responsibilities 5 Section 3 – Purchasing System Authorities and Responsibilities
3.1 Decentralized Purchasing System Overview
The city has adopted a decentralized purchasing system. This means that for most purchases, requesting departments can directly solicit bids or proposals and place orders with suppliers, subject to the limitations established in policy and subject to the approval of the appropriate award authority. Nothing precludes staff from seeking procurement assistance from the finance director or purchasing coordinator, especially to clarify policies, processes and procedures.
In a decentralized purchasing system, it is very important that all employees understand and abide by the city’s procurement rules/polices and ensure their fair and consistent application.
3.2 General Categories of Purchases
City purchase categories generally consist of the following categories, for which different procurement methods may apply (see Section 4, Procurement Methods, page 11):
1. Goods. The purchase of goods consists of materials, equipment and supplies needed by any department.
2. Services. City staff may require contracts for services, which fall into two categories:
a. General Services. Services rendered such as custodial services, building/ equipment maintenance, and machinery/equipment rental, excluding contracts for public works projects or professional services.
b. Professional Services. Services provided by a person or firm engaged in a profession based on highly specialized and/or technical knowledge or skill, such as the professions of accountant, attorney, artist, architect, landscape architect, construction manager, engineer, environmental consultant, dentist, physician, training or educational consultant, or land surveyor, and whose services are considered distinct and unique to such a degree that bidding of such services may not be feasible, if appropriately justified and documented (see Subsection
4.9, Exemptions from Competitive Bidding, page 22).
3. Public Works Projects. Public works pertain to the construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind, including demolitions, and the construction and installation of drainage systems, lighting and signaling systems, sewer and water systems, and park and recreational facilities. Maintenance required to preserve a public improvement is not considered a public work.
3.3 Authority to Award Contracts
The following section outlines the various contract award authorities established under the decentralized Purchasing System.
Agenda Item 7.3 Page 29 of 768
Purchasing Policy
Section 3 – Purchasing System Authorities and Responsibilities 6 1. Award Authority. Contract award authority is established by dollar threshold for each of the following entities:
a. City Council. Purchases or contracts for goods and services, including public works construction contracts, of $100,000 or more, must be awarded by the City Council.
b. City Administrator. Purchases or contracts, including public works construction contracts, up to $99,999 may be awarded by the City Administrator. c. Department Heads. As authorized by the City Administrator, department heads may make purchases and enter into contracts for goods and services, including public works construction contracts, up to $49,999.
d. Staff. Purchases up to $4,999 may be made at the staff level as designated by department directors.
2. Authority to Legally Bind City. Unless specifically authorized as established in this section or elsewhere in adopted and written City policy, staff other than the City Administrator and department heads cannot enter into contractual arrangements to purchase goods or services or otherwise legally bind the City for such purchases.
3. Award Authority Determined by One Transaction. For the purpose of determining the appropriate award authority, contract amounts are defined by what constitutes a single or one transaction. This rule also applies to competitive bidding (the estimate of dollar value of the transaction dictates the level of bidding required). a. One-time Purchases. Each discrete, one-time purchase is a single transaction. b. Blanket Purchase Orders. The contract term of a blanket purchase order is generally considered a single transaction, subject to total contract length requirements established in a competitive bidding process. See also Subsection
3.7.6.b on page 9.
Examples: A blanket order in the amount of $10,000 that is issued for vehicle parts for a one-year period is a single transaction. Subsequent annual renewals of the blanket order are considered separate, single transactions.
A five-year blanket order for on-call maintenance work in the amount of $25,000 each year (for a total of $125,000) requires Council approval. c. Contract Amendments. Dollar increases to existing contracts require the sum of the original contract to be added to the amount of the amendment to determine the single transaction value.
Example: The City Administrator awards a contract for $75,000 and a $30,000 amendment is required. The resulting transaction is $105,000, now requiring Council approval.
Agenda Item 7.3 Page 30 of 768
Purchasing Policy
Section 3 – Purchasing System Authorities and Responsibilities 7 3.4 Responsibilities of Purchasing Division
1. Purchasing Function. As established in Section 2.43(c) of the City Code, the purchasing division is responsible for:
a. Purchasing materials, supplies, and equipment (goods) and services for use by all departments when appropriate.
b. Preparing standard specifications for goods and services wherever possible. c. Maintaining a purchase order system and issuing purchase orders as required. d. Verifying that all bids and proposals are in accordance with policy requirements. e. Establishing and operating a system of stores for the bulk purchase of commonly used items.
f. Selling surplus personal property of the City, subject to the determinations and approval of department heads, the City Administrator and the City Council.
3.5 Responsibilities of City Staff
1. Responsibilities of all employees. As keepers of the public trust, all City employees are required to discharge their duties fairly, impartially and with the highest degree of integrity. In support of these concepts as they apply to the purchase of goods and services, City staff shall:
a. Clearly identify procurement needs and the availability of funding. b. Work with the purchasing coordinator to develop suitable competitive specifications.
c. Participate in the evaluation of bids and proposals as required. d. Inspect goods delivered and services performed to determine conformity with established requirements and contractual obligations.
e. Authorize payment for conforming goods and services. f. Notify the purchasing coordinator of non-conforming goods or services. g. Document tangible or intangible value to the city when requisitioning goods or services without competition.
h. Recognize that fair and open competition results in better value to the city. i. Understand and be accountable for the policies and procedures established for purchasing goods and services.
2. Purchasing Requisition Required. Goods and services purchases that will require a contract, purchase order, or blanket purchase order, including public works construction, must be initiated with a properly documented and approved purchase requisition which includes:
a. Concise description of the purchase which adequately communicates need. b. Actual or estimated dollar amount.
c. Valid charge/project and object number.
d. Verification of available funding or identification that funding is needed.
Agenda Item 7.3 Page 31 of 768
Purchasing Policy
Section 3 – Purchasing System Authorities and Responsibilities 8 e. Price quotes with recommended vendor selection and appropriate award justification.
f. Bid exemption documentation as required.
3.6 Authorized and Unauthorized Purchases
This section defines authorized and unauthorized purchases and how they are memorialized and establishes that employees can be held responsible for unauthorized purchases that are not ratified by the appropriate award authority.
1. Authorized Purchases. Purchases are authorized only when the appropriate award authority has approved the purchase. Only the City Council, City Administrator, and department heads, or authorized designee in writing from the City Administrator, may legally bind the city to a contract.
2. Unauthorized Purchases. Purchases approved by anyone other than the designated award authorities are unauthorized. It is the responsibility of every employee to understand the policy requirements and avoid unauthorized purchases to the greatest extent possible.
3. Ratification Process Required. Unauthorized purchases can be validated only if ratified by the appropriate award authority, in its sole and absolute discretion. For unauthorized purchases to be considered for ratification, the following steps must occur:
a. The employee making the unauthorized purchase must provide a written explanation of why the purchase was made.
b. The written explanation must be reviewed and approved by the appropriate award authority.
4. Restitution. In the event that a vendor has been paid and the unauthorized purchase is not subsequently ratified, the employee may be held responsible for reimbursing the city.
3.7 Contracting Requirements
The following section explains the various contracting requirements associated with making purchases with City funds.
1. Contract Award. A contract is not considered to be awarded until it is approved by the appropriate award authority, i.e., the City Council, City Administrator or authorized department head as described in Section 3.6 above.
2. Standard Contract Terms and Conditions. Use of the city’s standard contracts (or terms and conditions for purchase orders) provided by the City Attorney are preferable to using vendor-provided contracts. If presented with a vendor-provided agreement, staff should attempt to replace it with the city’s standard agreement or standard terms Agenda Item 7.3 Page 32 of 768
Purchasing Policy
Section 3 – Purchasing System Authorities and Responsibilities 9 and conditions for purchase orders. The purchasing coordinator can assist with the negotiation process as necessary.
3. Written Contract Requirement. Written contracts on city templates provided by the City Attorney are required for services with a value of $10,000 or more. Services with a value of less than $10,000 should be put on purchase orders with standard terms and conditions, unless compelling factors such as liability or risk dictate the use of a written agreement.
4. City-provided Scope of Work Requirement. Contracts should include well-defined scopes of work provided by city staff and the use of consultant or vendor-provided work scopes should be minimized to the greatest extent possible.
5. No Contract Splitting. Under no circumstances can any contract be split or separated into smaller components to determine the appropriate award authority or for any other purpose.
6. Contract Types. The city utilizes several different types of contracts depending on the nature of the purchase and requirements of the City Attorney’s Office. a. Purchase Orders. Purchase orders are used to make discrete, non-recurring purchases of goods and/or services. Depending on the cost and complexity of the purchase, a written agreement may be required. Purchase orders are required for most city transactions.
b. Blanket Purchase Orders. Blanket purchase orders are term contracts, usually established for one-year periods for routine, recurring or as-needed purchases of goods and/or services. Blanket purchase orders can be renewed annually according to the terms established through competitive bidding or negotiation, or as approved by the appropriate award authority. Blanket purchase orders may also be established for multi-year periods and/or as master goods/services agreements.
Blanket purchase orders may be established for as-needed small construction or maintenance projects and/or for urgent or emergency repairs where time is of the essence. These types of arrangements are referred to as Job Order Contracts (JOCs) and are bid on a unit cost basis with contracts awarded based on not-toexceed amounts approved by the appropriate award authority. c. Service Agreements. Depending on the cost and complexity, agreements may be required for general or professional services. These are referred to as General Services Agreements (GSAs), Professional Services Agreements (PSAs), Master Service Agreements (MSAs) or Master Professional Service Agreements (MPSA). d. Confirming Orders. Confirming orders are written purchase orders that confirm previously placed verbal orders. This form of contract may be utilized Agenda Item 7.3 Page 33 of 768
Purchasing Policy
Section 3 – Purchasing System Authorities and Responsibilities 10 for urgent or emergency purchases but requesting departments must use prudent judgment.
7. Key Contracting Prerequisites. Contractors or vendors conducting business in the city or working on city property or in city rights-of-way must be properly licensed, insured, and otherwise comply with all lawful requirements such as obtaining a business license as required by the Finance Department and having appropriate insurance coverage as required by the risk manager. The contractor or vendor must include the City of Gilroy as an “additional insured” on their insurance policy and provide up-to-date insurance certificates with required policy endorsements. These requirements must be met before any work can commence.
Agenda Item 7.3 Page 34 of 768
Purchasing Policy
Section 4 – Procurement Methods
11 Section 4 – Procurement Methods
4.1 Procurement Methods Overview
This section outlines the various methods of procurement to be used by employees who have authority and/or responsibility for procurement processes and procedures.
Below are guiding principles by which staff participating in procurement processes must abide:
➢ Purchases shall be based on competitive bidding processes whenever possible, unless otherwise exempt in accordance with Subsection 4.9, Purchases Exempt from Competitive Bidding on page 22.
➢ The complexity of the bidding process, and the applicable requirements, increase with the dollar value of the procurement.
➢ Under no circumstances shall purchases be artificially split to use a more simplified process. ➢ In situations where goods and/or services can be defined with a high degree of specificity, then a contract will be awarded to the lowest responsive and responsible bidder through a bid process.
➢ If the purchase is solution-based and cannot be exactly defined, then a best-value process may be used where the city can pay a higher price for a good and/or service if the overall value can be justified.
➢ Measured use of cooperative purchasing programs and piggyback agreements, which leverage volume purchases, secure value pricing and reduce administrative overhead, is encouraged.
➢ Staff must take into account the city’s special policies and procedures for many procurements. These include environmental procurement, application of the 5% local purchasing preference (except for public works construction and professional services), disadvantaged business enterprises and purchases using federal grant funds (see Section 7, Special Policies and Programs, page 31).
4.2 Selecting the Appropriate Procurement Method
To select an appropriate procurement method, employees should know the category of purchase (type of goods, services or public works project) and have an estimated cost in mind.
Agenda Item 7.3 Page 35 of 768
Purchasing Policy
Section 4 – Procurement Methods
12 For goods and services purchases, competitive bidding and approval thresholds are determined by each transaction.
1. Goods and services transactions $4,999 or less. Goods and services $4,999 or less may be made without a competitive process. This amount is consistent with the threshold established for purchases utilizing federal funding (see Subsection 7.5, Policies and Procedures for Purchases Utilizing Federal Grant Funding, page 31). However, staff are encouraged to price shop whenever possible to ensure the city is receiving the best value in exchange for public funds.
2. Goods and services transactions between $5,000 and $99,999. Goods and services with an estimated value between $5,000 and $99,999 in a single transaction must be procured using the methods established in the Informal Procurement Procedures in Subsection 4.4 below.
3. Goods and services purchases $100,000 or more. Goods and services purchases with an estimated value of $100,000 or more in a single transaction must be procured using formal bidding or proposal procedures established in Subsection 4.5, Formal Bidding Procedures on page 15.
4. Public works projects. In accordance with Section 1109 of the City Charter, Public works projects anticipated to cost equal to or less than the amount allowed for informal bidding pursuant to section 22032 of the California Public Contract Code, currently $200,000, as the same may be amended from time to time, may be let using Informal Bidding Procedures outlined in section 4.4, on page 14.
In accordance with Section 1109 of the City Charter, Public works projects anticipated to exceed the amount allowed for informal bidding pursuant to section 22032 of the California Public Contract Code, currently $200,000 or less, as the same may be amended from time to time, must be conducted through sealed bidding and shall be let by contract to the lowest responsive and responsible bidder, or through best value contracting, in further accordance with the bidding procedures established in Subsection 4.5, Formal Bidding Procedures, on page 15.
a. Design-Build public works projects. For public works projects with contracts equal to or in excess of $1,000,000, the City Council may negotiate and award a Design-Build Contract without formal sealed public bidding if the Council finds that such a contract would save money or result in faster project completion. The process for competitively selecting a design-build contract shall be consistent with the California Public Contract Code. The procurement shall be made in accordance with the bidding procedures established in subsection 4.6, Request for Proposals on page 19, and shall include the following:
i. Bridging documents shall be prepared by a design professional designated by the City, identifying the scope and estimated price or cost of the public works project Agenda Item 7.3 Page 36 of 768
Purchasing Policy
Section 4 – Procurement Methods
13 and including additional requirements or information necessary to adequately describe the City’s needs for the project. This may include, not limited to, the size, type, and design character of the project, the performance specifications covering the quality of the supplies, materials, equipment, and workmanship, or preliminary plans or building layout plans. The design professional, which prepares the bridging documents, may not subsequently submit or participate in the proposal submitted for an award of design-build contract, or have any financial interest in any designbuild entity or team which submits a design-build contract construction proposal or which provides the design-build services.
ii. A formal request for proposal shall include the bridging documents described in section 4.2.4.a.(i) above, a request for qualification, and the design-build contract documents approved by the City Attorney.
iii. Design-build entities may be required to pre-qualify in order to be eligible to submit a proposal for the design-build project by responding to the request for qualifications in advance of the date set for the submission of the proposals. A standard template for statement of qualification shall be established and provided in the request outlining the qualification criteria consistent with, but not limited to, section 22164(b) of the California Public Contract Code. The City may establish and maintain a qualified list of design-build entities based on the qualification process for soliciting proposals on future new design-build projects. iv. The design-build contract may be awarded to a responsive, responsible design-build entity on the basis of either the lowest lump-sum price or the “best value” provided, as defined in the formal request for proposals. A design-build contract that is awarded on the best value basis shall be evaluated based solely on the selection criteria and procedures set forth in the formal request for proposals. v. The design-build contract shall require the design-build entity and its subcontractors to comply with the requirements of Section 22164(c) of the California Public Contract Code, as amended from time to time.
4.3 Purchasing Card Program
As an alternative, efficient method of making small dollar purchases, a purchasing card program has been established for use by employees based on operational need. In many instances, purchasing cards can be used to buy needed materials and supplies, rather than using purchase orders.
Agenda Item 7.3 Page 37 of 768
Purchasing Policy
Section 4 – Procurement Methods
14 Purchasing cards are approved by department heads and issued by the purchasing coordinator, to be used in strict accordance with the Purchasing Card Policy.
4.4 Informal Procurement Procedures
Informal procurement procedures apply to purchases of goods and services anticipated to be less than $100,000, and for public works project anticipated to cost equal to or less than the amount allowed for informal bidding pursuant to Section 22032 of the California Public Contract Code, currently $200,000, as the same may be amended from time to time. Such purchases may be made by staff in accordance with this section.
1. Purchases $4,999 or less. Purchases of goods and services less than $5,000 may be made by staff without obtaining price quotes. However, staff are encouraged to price shop whenever possible to ensure the city is receiving the best value in exchange for public funds.
2. Purchases between $5,000 and $24,999. Purchases in this estimated price range may be made by staff with department director approval and based, to the best extent possible, on at least three written price quotes. Contracts are typically awarded to the lowest responsive and responsible provider, but best value determinations can be made on factors in addition to pricing if the justification is properly documented and in the best interest of the City.
3. Purchases between $25,000 and $99,999. Purchases of goods and services in this estimated price range may be made using informal bid and/or request for proposal documents, as follows:
a. Invitation to Quote. Use this template for goods and/or services with an estimated cost at or below $49,999 (or for a lower threshold amount if required by a department head or the purchasing coordinator). If a contract is not being awarded to the lowest responsive and responsible bidder, the purchasing requisition must contain a concise explanation to justify the selection, including evaluation factors if appropriate or requested by the purchasing coordinator.
b. Informal Request for Proposals (RFP). Use this template for services (or in some cases specialized goods or a mix of goods and services) between $50,000 and $99,999 that are procured through a best value, rather than low bid, process. Informal RFPs may also be required for professional services less than $50,000 as required by department heads.
Best value procurements are awarded based on factors in addition to price (e.g., the city may pay more for a solution if the overall value can be justified), and are conducted through an evaluation process similar to but less formal than that required for formal competitive proposals (see Subsection 4.6, Request for Proposals, on page 19).
4. Public works projects equal to or less than the amount allowed for informal bidding pursuant to California Public Contract Code. Procurement of public works projects estimated to cost equal to or less than the amount allowed for informal bidding pursuant to Section 22032 of the California Public Contract Code, currently $200,000, as the same may be Agenda Item 7.3 Page 38 of 768
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15 amended from time to time, may be made using the informal bid, subject to the appropriate award authority outlined in section 3.3 and contracting requirements outlined in section 3.7:
a. Invitation to Quote. Use this template for public works construction contracts with an estimated cost at or below $200,000, and to the best extent possible, with at least three written price quotes. If a contract is not being awarded to the lowest responsive and responsible bidder, the designee shall provide a written statement or report of the procurement to the appropriate award authority and must contain a concise explanation to justify the selection, including evaluation factors as appropriate.
5. Prevailing Wage Requirements. The payment of prevailing wages is required for maintenance contracts over $15,000 and construction contracts over $25,000. Additionally, such contracts must follow California Department of Industrial Relations (DIR) contractor registration requirements for contractors and their subcontractors (see also Subsection
4.5.3.h on page 17). Suitable language regarding this requirement should be in all such contracts.
4.5 Formal Bidding Procedures
Formal sealed bidding using an Invitation for Bids (IFB) is required for purchases anticipated to be more than $100,000, including materials and equipment (goods), certain services, and public works construction projects greater than $200,000. Contracts associated with formal bids are awarded to the lowest responsive and responsible bidder with the exception of public works construction projects that may be awarded by using the best value contracting per Section 1109 of City Charter. The requirements detailed below apply.
1. Coordination with Purchasing. These actions must be coordinated with Purchasing before conducting a formal bid process:
a. Obtain a Bid Number. The purchasing coordinator will assign a bid number that will be used to track the project throughout its life cycle. b. Request Bid Opening Date. The purchasing coordinator will determine availability of Council chambers to conduct the public bid opening. c. Creation of Bid File. All bidding documents created in conjunction with each bid must be sent to the purchasing coordinator so that a bid file constituting the city’s official record can be kept in strict accordance with the records retention schedule.
2. Advertising the Bid Opportunity. All formal bids should be publicly noticed by the purchasing coordinator or designated staff for at least 14 calendar days, (except for public works construction projects governed by section 1109 of the City charter) prior to the date and time set for receiving bids, either in a newspaper of general circulation in the City or on the City’s website, unless a shorter timeframe is warranted.
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16 For public works construction projects, the notice shall be given by one or more of the following methods per Section 1109 of the City Charter:
• Publication in newspaper of general circulation in the City by one or more insertions, the first of which shall be at least (7) days before the time of opening bids. This method of publication shall be used if available; • Publication electronically so that the notice is publicly available to the general community of potential bidders;
• Publication in a trade journal specified by the Uniform Cost Accounting Act Commission by one or more insertions, the first of which shall be at least (7) days before the time of opening bids; or
• By using a list of qualified contractors, which includes responsible contractors who have bid in the past and qualified contractors who ask to be included on the list.
a. Notice Inviting Bids. The Notice Inviting Bids (NIB) specifies:
i. The date, time and place where and when bids will be received, publicly opened and the bids of each bidder read out loud.
ii. The name of the staff member to whom bids must be addressed. iii. General description of the goods, services or construction work required.
3. Invitation for Bids (IFB). An Invitation for Bids (IFB) is the bid template required for use with formal bids. The IFB must include at least the following elements:
a. Notice Inviting Bids. The IFB must include the bid notice that was used to advertise the bid.
b. Instructions to Bidders. Bid documents must include instructions to bidders to explain the bidding process, and explain the city’s requirements (see also Subsection 8.3, Instructions to Bidders, page 33).
For public works construction projects, the bid document must identify the process by which the award will be made, either exclusively based on lowest responsive and responsible bidder, or best value contracting based on objective criteria to determine the best combination of price and qualifications. c. Bid Specifications. Detailed specifications that provide technical design and/or performance requirements are required for all IFBs.
d. Subcontractor Listing. Contractors bidding on city projects must include a listing of subcontractors.
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17 e. Non-collusion Affidavit. Contractors bidding on city projects must provide a notarized affidavit certifying that they have not colluded with any other entity in providing a bid.
f. Bid Forms and Schedules. The bid document must include applicable bid forms and schedules necessary for determining the lowest responsive and responsible bidders.
g. Bond Forms as Required. Many awarded projects will require that contractors provide executed faithful performance bonds (to guarantee their work) and payment bonds (to guarantee payments to subcontractors). h. Contractor/Subcontractor DIR Registration Section. Bids for construction and maintenance work must include a form for contractors to provide their Department of Industrial Relations (DIR) contractor registration numbers (applies to contractors and their subcontractors) to ensure prevailing wage compliance. This information must be provided by City staff to the DIR on the PWC-100 Form following contract award.
i. Draft Contract if required. The bid documents must include a draft contract with the city’s terms and conditions.
j. Instructions for Bid Addenda. Questions received within 10 business days of the due date will be answered in the form of a properly issued bid addendum.
No change or modification to the plans or specifications can be made without such notification. Bid addenda must be provided to all holders of official bid documents and posted to the city’s website.
4. Bid Security. A bid security in the form of a bid bond, cash, certified check or other acceptable instrument, in an amount not exceeding 10% of the bid price, may be required. If a bid security is required, it must be stated in the bid documents.
5. Public Bid Opening. Sealed bids will be publicly opened in the presence of at least one witness (typically the purchasing coordinator) at the time and location specified. If members of the public are present, the names of each bidder and their total bid pricing will be read aloud, and the apparent low bidder will be announced.
For public works construction projects, if the best value procurement option is utilized, there shall be no public bid opening until the experience and qualifications information is evaluated by a designated evaluation panel. The pricing information shall remain sealed until the panel completes the evaluation to ensure the panel’s evaluations are not influenced by the pricing information.
6. Late Bids. Under no circumstances can late bids be accepted.
7. Bid Summary. Following the bid opening a bid summary will be prepared by the user department and posted to the city’s website.
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18 8. Evaluating Bids and Awarding a Contract. The contract award process includes steps detailed below.
a. Bid Analysis. Each bidder will be evaluated by designated staff to determine whether their bid is responsive (complies with all material requirements of the bid) and if they are responsible (have the skill and ability necessary to complete the work).
b. Council Report. The user department will prepare a report to Council recommending contract award to the lowest responsive and responsible bidder and/or a recommendation for bid rejection.
If best value procurement option is utilized for public works construction projects, the report shall include the justification for the selection including the evaluation factors utilized to making the determination. c. Bid Rejection. The finance director will issue any notice of rejection of any and all bids, or any non-responsive bids, and the bid may be re-advertised at the city’s discretion, except that Council is the rejecting authority for all public works bids deemed excessive or unsatisfactory, per Section 1109 of the City Charter. If a contractor provides more than one bid for the same work, those bids must be rejected by the appropriate rejection authority (Section 1110 of the City Charter).
d. Determining Bidder’s Responsiveness and/or Responsibility. Bids determined to be non-responsive at the bid opening shall not be accepted. Subsequent determinations of bid responsiveness and bidder responsibility during the due diligence period must be carefully considered, with the latter requiring a much higher level of due process for contractors.
e. Bid Protest Procedures. In the event of a protest by a contractor who has submitted a timely bid, the protesting party must be afforded the opportunity to voice their concerns through the formal process outlined in Section 8, Purchasing-related Instructions and Procedures on page 32. f. Contract Execution. Upon Council approval, designated staff will prepare and send a contract package, including performance and payment bonds and identification of any other requirements such as insurance, business license, etc., to the awarded contractor.
If the contractor fails to enter into the contract, their bid bond will be forfeited and deposited in the general fund. If a bid bond was not required (in the case of goods or services purchases), then the contractor who fails to execute the contract will be liable for the difference between its bid and the next lowest bid, plus administrative expenses and any required legal costs.
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19 9. Prevailing Wage Requirements. Maintenance contracts exceeding $15,000 and construction contracts exceeding $25,000 can only be awarded to contractors who are registered with the DIR (including any subcontractors) for the purpose of determining prevailing wage compliance. Suitable language regarding this requirement should be in all such contracts. Awarded contracts must be registered with the DIR by designated staff within 30 days of award. Awarding a contract to a contractor who is not registered with the DIR can result in penalties to the City.
10. Return of Bid Securities. Once a contract has been executed, the security accompanying the accepted bids, and the unsuccessful bids, must be returned.
11. Submit Purchasing Requisition. Following contract approval by Council, a requisition must be submitted to the purchasing coordinator so a purchase order can be generated.
4.6 Request for Proposals
Competitive sealed proposals using a Request for Proposals (RFP) process are used when contracting for services estimated to be more than $100,000, or for solutions where procurement needs cannot be determined with a high degree of specificity, unless otherwise exempt from competition as described in Subsection 4.9, Purchases Exempt from Competitive Bidding on page 22. Such procurements are conducted by competitive negotiation processes, rather than awarding a contract to the lowest responsive and responsible bidder, as follows:
1. Coordination with Purchasing. These actions must be coordinated with the purchasing coordinator before conducting a formal proposal process:
a. Obtain an RFP Number. The purchasing coordinator will assign an RFP number that will be used to track the project throughout its life cycle. b. Creation of an RFP File. All proposal documents created in conjunction with each RFP must be sent to the purchasing coordinator so that a file constituting the city’s official record can be kept in strict accordance with records retention policies.
2. Request for Proposals. An RFP using the city’s standard template(s) must be prepared and advertised.
3. Best Value. RFPs are awarded based on the best overall value to the city, as opposed to lowest responsive and responsible bid, and include evaluation of qualitative and/or quantitative factors in addition to price.
4. Advertising the RFP Opportunity. RFPs will be publicly noticed by the purchasing coordinator at least 14 calendar days prior to the date and time set for receiving proposals, either in a newspaper of a general circulation in the City (if available) or on the city’s website, unless a shorter timeframe is warranted.
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20 5. RFP Document Contents. The RFP document shall include, at minimum, a Notice Inviting Proposals; instructions to proposers, including protest procedures if warranted; evaluation factors and their relative importance; specifications, requirements or scope(s) of work describing the required goods and/or services; proposal forms and schedules; any required bond forms; insurance requirements; and contract terms and conditions.
6. Evaluation Program. Once RFP responses are received, the proposals will be confidentially evaluated and scored in accordance with criteria and procedures established by the user department with input of the purchasing coordinator as necessary. Interviews, presentations, site visits, etc., may be conducted depending on the nature of the procurement.
Once a top-rated proposer is identified, good faith negotiations will commence. If an agreement cannot be reached in consideration of cost and/or scope, the next highestrated proposer will be engaged, and so on, until a mutually acceptable agreement is reached.
7. Qualifications-Based Selection Procedures. RFPs for certain professional or specialized services may, by law, require Qualifications-Based Selection (QBS) procedures where consultants or consulting firms are evaluated on their demonstrated competence and professional qualifications before pricing can be considered. The QBS selection process is typically associated with architectural, engineering, environmental, land surveying and construction management firms in accordance with Section 4525 et. seq. of the California Government Code or its federal counterpart, the Brooks Act. However, nothing shall preclude staff from utilizing a QBS process for other types of RFPs if in the best interest of the city.
Once a top-rated proposer is identified, then scope and fee negotiations commence. If an acceptable contract cannot be finalized in consideration of scope and/or cost, then the purchasing coordinator may commence scope and fee discussions with the next highestrated proposer, and so on, until a mutually acceptable agreement is reached. This type of process is also referred to as a Request for Qualifications (RFQL) or Request for Statements of Qualifications (RSQ).
8. Process Integrity. To protect the identity of the proposers and safeguard the integrity of the evaluation process, all City employees participating in the evaluation of competitively sealed proposals shall maintain strict confidentiality as well as disclose any real or perceived conflicts of interest that may arise.
The Finance Director and/or City Attorney will review any disclosed potential conflicts of interest and make a determination about the evaluator’s continued participation in the procurement.
9. One Response Received. If only one RFP response is received and staff wishes to proceed with the procurement (rather than rejecting the proposal), the purchasing Agenda Item 7.3 Page 44 of 768
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21 coordinator will document the effort used to generate proposal responses prior contract negotiations.
10. Rejection of proposals. The finance director will issue any notice of rejection of any and all proposals, or any non-responsive proposals, and the RFP may then be re-advertised at the City’s discretion. If a proposer provides more than one RFP response for the same work, those responses must be rejected (Section 1110 of the City Charter).
11. Late Proposals Refused. RFP responses received after the designated closing date and time cannot be accepted and must be returned unopened unless opening is required for identification purposes.
12. Awarding a Contract. The contract award process includes the following steps:
a. Council Report. Following the technical evaluation and competitive negotiation processes, the user department will prepare a report to Council recommending contract award to the firm whose solution provides the best value to the city. b. Determining Proposer Responsiveness and/or Responsibility. Determinations of proposer responsiveness and responsibility must be carefully considered, and any determination of non-responsibility should be reviewed by the City Attorney.
c. Proposal Protest Procedures. In the event of a protest by a proposer who has submitted a timely RFP response, the protesting party must be afforded the opportunity to voice their concerns through the formal process outlined in Section 8, Purchasing-related Instructions and Procedures on page 32. d. Contract Execution. Prior to Council approval, staff can begin the contract execution process by obtaining signature(s) from the awardee. Upon Council approval, the contract execution process can be completed.
13. Submit Purchasing Requisition. Following contract approval by Council, a requisition must be submitted to the purchasing coordinator so that a purchase order can be generated.
4.7 Two-step Competitive Bidding Processes
For some procurements, it may be advantageous to conduct a two-step competitive process where the first step is used to “shortlist” or prequalify interested firms. This type of procurement begins with a Request for Qualifications (RFQ or RFQL) process, followed by either an Invitation for Bids (IFB) or a Request for Proposals (RFP) process, depending on the situation.
The RFQ/IFB process (RFQ/B) can be utilized to contract for important construction projects or maintenance service contracts for which detailed specifications can be articulated. At the outset, the prequalification process utilizes minimum threshold requirements that prospective bidders Agenda Item 7.3 Page 45 of 768
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22 must meet (determined by an evaluation process) to provide a sealed bid, to be awarded to the lowest responsive and responsible bidder.
The RFQ/RFP process (RFQ/P) can be an effective way to contract for services or system solutions where professional or technical expertise or complex functional requirements, are critical and overriding considerations. In this type of procurement, submitting firms are evaluated based on their qualifications (which can include minimum threshold requirements), followed by a competitive negotiation.
4.8 Emergency Procurement
This section establishes the fundamental elements required for emergency procurements.
1. Emergency Procurements Defined. Emergency procurements are those purchases defined as immediately necessary for the preservation of life, health or property, or for the continued operation of a department. Emergency procurements required as the result full or partial activations of the Emergency Organization shall be conducted in conjunction with Chapter 9 of the City Code (Emergency Organization and Functions).
2. Authority and Responsibility. The City Administrator or their designee may make or authorize others to make emergency procurements, regardless of cost.
3. Competitive Bidding. Emergency procurements shall be made with such competition as is practical under the circumstances, or that is required for reimbursement funding, and shall be limited to those goods and services necessary to satisfy the emergency need.
4. Written Report and Ratification Required. In such circumstances where emergency procurements are required, the department head or designee shall provide a written report of the procurement to the appropriate award authority, including a description of the emergency and the basis for selection of the contractor. A copy of this report shall be included in the procurement records maintained by the purchasing coordinator.
4.9 Purchases Exempt from Competitive Bidding
This section describes the types of purchases that may be exempted from competitive bidding requirements, subject to the appropriate approvals.
1. Enumerated Bid Exemptions. The following may be appropriately justified as exemptions to the competitive bidding requirement:
a. Emergency procurements as defined herein.
b. Situations where solicitations of bids or proposals would for any reason be unavailing or impossible.
c. Professional or specialized services as defined in Subsection 3.2, General Categories of Purchases on page 5.
d. Public library collection materials.
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23 e. Insurance, bonds or financial services.
f. Single or sole source goods or services as defined herein. g. Highly specialized equipment developed or designed for a special activity or function or whose purpose is in the best interests of the City due to compatibility with existing equipment or training of personnel. h. Procurements funded by grants, donations or gifts when any special conditions require the purchase of particular materials and/or services. i. Purchase of surplus property owned by another public entity, or payment to other public entities or utilities.
j. Membership dues, conventions, training, travel arrangements, or advertisements in magazines, newspapers, or other media. k. Works of art, entertainment or performance.
l. Goods procured for resale to the public.
m. Where competitive bids or proposals have been solicited and no bid or proposal has been received. In such situations the City Administrator may proceed to have the goods procured or services performed without further competitive bidding.
n. Computer software license or subscription renewals.
o. Human Resources investigation, legal services, and medical services, including but not limited to, fitness for duty evaluations, expert witnesses, and other employment related medical services.
p. Regulatory permits.
q. Subscriptions.
r. Reimbursements and/or refunds of payments made to the City. s. In other cases when specifically authorized by the Council (if over $100,000) after a finding and determination that it is in the best interests of the city.
2. Negotiations. The purchasing coordinator or designated staff can conduct negotiations, if/as appropriate, as to price, delivery and terms and may require the submission of cost or price data in connection with the award of a contract that does not require competitive bidding.
3. Competitive Bidding When Possible. Nothing in this section shall preclude the solicitations of competitive bids or proposals, when possible.
4. Documentation and Approval Required. Goods or services proposed to be exempt from a competitive bidding process must be appropriately documented and approved before a transaction can be conducted, as follows:
a. Purchases greater than $50,000 require City Administrator approval that must accompany a purchase requisition before a purchase is made. b. Purchases between $5,000 and $49,999 require approval by the Finance Director or designee that must accompany a purchase requisition before a purchase is made.
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24 4.10 Cooperative Purchases
This section discusses fundamental elements of cooperative purchasing programs. Use of purchasing cooperatives is encouraged as a way of obtaining goods and services by aggregating volume, securing value pricing, and reducing administrative overhead. Measured use of purchasing cooperatives can significantly reduce the time and resources needed to competitively bid goods and services contracts.
1. Authority to Use Cooperative Purchasing Programs. The purchase of goods and/or services made under cooperative purchase programs, leveraging purchasing agreements maintained or utilized by the state, county or other public or quasi-public agencies, is authorized under Section 703 of the City Charter, Powers and Duties of the City Administrator. Cooperative purchasing contracts must be approved by the appropriate award authority.
2. Competitive Bidding. Cooperative purchasing programs should be based on competitively awarded contracts whenever possible, and documentation as to the advantage of the cooperative purchase will be retained by the purchasing coordinator in conjunction with the value analysis requirements listed below.
3. Purchasing Cooperatives. There are numerous purchasing cooperatives the staff can evaluate for use. Some leading cooperatives include state contracts such as California Multiple Award Schedules (CMAS) of the Department of General Services (DGS); U.S.
Communities Cooperative Purchasing; National Joint Powers Alliance (NJPA); NASPO ValuePoint (formerly WSCA-NASPO, or the Western States Contracting AllianceNational Association of State Procurement Officials); and federal General Services Administration (GSA) procurements (GSA Advantage for State and Local Governments).
4. Value Analysis. The determination to make a purchase using a purchasing cooperative agreement requires an analysis to determine whether the procurement represents the best value to the city. Purchases using any given cooperative need not be based on the absolute lowest pricing and may consider factors in addition to price such as the time and/or resources needed to competitively bid the good or service. The analysis will be performed and documented by user departments, with assistance provided by the purchasing coordinator.
5. Piggyback Contracting. Subject to the appropriate approval authority, authorized staff may enter into contracts for goods and services purchases, the pricing and terms of which have been previously established by another public agency. The following requirements apply to piggyback contracts, and must be verified by the purchasing coordinator prior to contract award:
a. The parties to the original contract agree to the piggyback.
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25 b. The contract is for identical or nearly identical goods and/or services. c. The original contract resulted from competitive bidding or proposal procedures similar to those required by the city.
d. The original contract was awarded within two years of the city’s purchase, or written justification is provided to support the use of an older solicitation. e. The price of the purchase is comparable to that estimated by the requesting department.
Provided that the above conditions are met and the purchase is approved by the appropriate award authority, the purchasing coordinator will issue a purchase order and/or execute (or cause to be executed) a separate contract with the vendor selected by the originating agency which incorporates by reference the original solicitation, terms, conditions and prices.
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Section 5 – Specification Development
26 Section 5 – Specification Development
5.1 Specifications for Competitive Bidding – Overview
Specifications define precise requirements for the solicitation of goods and/or services. Writing specifications is a collaborative process between user departments and the purchasing coordinator to translate specific needs into detailed requirements.
1. Definition. A specification is a precise description of the physical characteristics, quality, or desired outcomes of a commodity to be procured, which a supplier must be able to produce or deliver to be considered for contract award.
2. Collaborative Process. Writing bids or proposal specifications is a collaborative process between user department and purchasing to develop specifications with the goal of promoting competition.
3. Clear Language. Specifications should use plain language that is relevant to and understood by the bidding community.
4. Promote Competition. Good specifications should promote and not unduly restrict competition. Use of restrictive specifications must be properly justified in accordance with the provisions of this section.
5. Specification Attributes. There are essentially two types of specifications: design and performance. Specifications typically contain elements of design and performance and may be viewed as a continuum with each element on opposing ends. a. Design Specifications. Design specifications establish the characteristics that a commodity must possess, and may include manufacturing details such as engineered plans, drawings or blueprints.
b. Performance Specifications. Performance specifications describe a commodity’s desired outcome.
i. Functional Descriptions or Requirements. Performance specifications may utilize functional descriptions of defined tasks or desired results.
Functional requirements are typically used for solutions such as software systems.
ii. Brand Name Specifications. In areas where the city has standardized a particular product such as fleet vehicles, staff may use one brand name manufacturer, subject to approval by a department head (see also Section 6, Sourcing and Standardization on page 28). Brand name specifications are restrictive, limit competition, and can result in increased cost. Use of brand name specifications must be carefully evaluated before using them in competitive bid documents.
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27 iii. Brand Name or Approved Equal. Specifications that contain “brand name or approved equal” are based on functional equivalency and should be used whenever possible to promote competition and reduce pricing.
6. Specification Development. Specification development is a critical part of the competitive bidding process. In many cases specifications can be highly complex and technical and require subject-matter expertise beyond that of city staff. The following steps should be considered when developing specifications. a. Collaborate. Meet with stakeholders of the procurement to formulate and understand needs, and to internally peer review the specifications. b. Conduct Market Research and Analysis. Research and analysis help inform product design and/or performance and create understanding of market and supply chain trends.
c. Contact Other Public Agencies. Other public agencies may have conducted a similar procurement and can share information and valuable insight. d. Seek Professional Assistance. In some instances, contractors or consultants must be engaged to create complex or highly technical specifications.
Note: NEVER obtain or accept specifications directly from a potential bidder. This will give the bidder an unfair competitive advantage, require that the bidder be disqualified, and may result in protest actions or legal challenges.
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Section 6 – Sourcing and Standardization
28 Section 6 – Sourcing and Standardization
6.1 Sourcing and Standardization Overview
It is city policy that purchases be based on competitive bidding whenever possible to maximize the best value in the expenditure of public funds. Competition tends to be limited when goods or services are sourced to one entity or standardized to one particular brand or manufacturer.
Careful consideration must be given before a decision is made to standardize products and/or to request single or sole sourced procurements.
6.2 Single and Sole Sourcing
1. Single Source. Single source is defined as the selection of a good or service that may be available from two or more sources, but there is compelling reason to select one particular vendor.
2. Sole Source. Sole source is defined as the selection of a good or service that can only be obtained from one supplier or manufacturer because of its specialized, proprietary or unique in character.
Single and sole source procurements must be properly documented and approved in accordance with city policies and procedures.
6.3 Standardization
1. Standardization. Standardization is an organized process to adopt one product or group of products to be used by the city, such as particular computer hardware or software.
Product standardization may be utilized to create efficiencies, enhance safety, increase productivity, promote brand consistency, or to foster interoperability.
Product standardization decisions are made by consensus of the executive team after careful consideration and review of recommendations from staff.
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Section 7 – Special Policies and Programs
29 Section 7 – Special Policies and Programs
7.1 Special Programs and Policies Overview
Depending on the amount and/or type of purchase, there are several policies and programs that must be considered. These include:
➢ Application of Local Purchasing Preference;
➢ Minority, Disabled and Woman Owned Business Policy Statement; ➢ Environmentally Preferable Products; and
➢ Policies and Procedures for Purchases Utilizing Federal Grant Funds; and. ➢ Wage Theft
Each is described below.
7.2 Local Purchasing Preference
The City Council has established a 5% local purchasing preference to be given to local businesses who respond to bidding opportunities or otherwise contract with the city (excluding public works construction and professional services), under the following guidelines and conditions.
1. Definition of Local Business. A local business is defined as a vendor or contractor who:
a. Has a fixed place of business in the city limits and the point of sale (for the business’s sales tax reporting purposes) occurs within the city limits, b. Is current in the payment of their business license tax, and c. Is in compliance with city laws and does not owe money to the city.
2. Applicable Purchasing Methods. The local preference will be applied to competitive bidding or letting contracts for the purchase of goods and applicable/associated services, whether by formal bid, informal bid, or competitive proposal processes.
3. Making the Calculation. The local preference calculation will be determined as follows:
a. The purchasing coordinator will apply a 5% discount to the total bid pricing provided by the local business for the purpose of calculating the lowest responsive and responsible bidder.
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30 b. If a competitive negotiation process is used, then the local business will be assigned 5% of the total evaluation points.
4. Inapplicability. Application of the local business preference does not apply in the following situations:
a. Purchases of goods and services through legal contracts of other governmental jurisdictions or public agencies, or cooperative purchasing agreements; b. Contracts for professional or legal services;
c. Purchases or contracts which are funded, in whole or in part, by a governmental entity, or private and public grants and the laws, regulations or policies governing such funding prohibit application of the local preference; and d. Purchases made under emergency situations.
5. Reserved Rights. The local purchasing preference does not prohibit the Council or purchasing coordinator from comparing quality or basing purchasing decisions on the quality of goods and/or services.
6. Notification. Information regarding the local purchasing preference should be provided to prospective bidders to the best extent possible, but failure to do so will not be grounds for invalidation of any purchase order or contract awarded under the city’s purchasing policies.
7.3 Minority, Disabled and Woman Owned Business Policy Statement It is the policy of the City to ensure full and equitable opportunities for minority business enterprises, women business enterprises, disabled business enterprises, and local small businesses.
To assure equitable opportunities for participation, the purchasing coordinator or designated staff carry out the following programs:
➢ Contractors must sign a certification that they and their subcontractors are in compliance with the City’s Fair Employment Practices Policy ➢ City staff works to actively develop vendors in these disadvantaged classifications on a day-to-day basis.
➢ Bidding opportunities will be provided to known vendors in targeted groups. ➢ The purchasing coordinator will assist in the development of technical assistance programs for these disadvantaged classifications.
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31 7.4 Environmentally Preferable Purchasing Policy
Purchases for goods and services shall ascribe, wherever and whenever possible, to the Environmentally Preferable Purchasing Policy. The current policy can be found at the below link.
https://www.cityofgilroy.org/DocumentCenter/View/13566/Reso-2007-50-EnvironmentalPreferable-Purchasing-Policy
7.5 Policies and Procedures for Purchases Utilizing Federal Grant Funding
When purchasing goods and services under a federal grant award, the city is required to follow the provisions of 2 CFR Part 200 Subpart A §200.318 General Procurement Standards through §200.326 Contract Provisions.
7.6 Wage Theft Prevention Policy Statement
It is the policy of the City that all parties contracting with the City must comply with all applicable federal, state and local wage and hour laws including but not limited to the Federal Fair Labor Standards Act (“FLSA”) and the California Labor Code. Suitable language regarding this requirement should be in all contracts.
1. Disclosure. As a part of any City solicitation for goods and/or services, including public works projects, contractor shall complete a “Bid Certification” (“Certification”) that requires each potential contractor to disclose whether the contractor has been found by a court or final administrative action of an investigatory government agency to have violated federal, state, or local wage and hour laws within the past five (5) years from the date of the submitted bid or proposal. For each disclosed violation, the potential contractor shall provide a copy of (i) the court order and judgment and/or final administrative decision; and (ii) documents demonstrating either that the order/judgment has been satisfied, or if the order/judgment has not been fully satisfied, a written and signed description of potential contractor’s efforts to date to satisfy the order/judgment. The completed Certification shall be submitted by the potential contractor to the City as a part of its bid or proposal.
2. Disqualification. The City may disqualify a potential contractor based on the disclosed violation if the potential contractor has been found by a court or by final administrative action of an investigatory government agency to have violated applicable wage and hour laws on more than one (1) occasion or has one (1) unpaid wage judgment.
In evaluating whether to disqualify a potential contractor, the City should evaluate (i) the amount of the judgment or final administrative decision; (ii) the number of employees impacted by the prior violations; (iii) the size of the company and history of Agenda Item 7.3 Page 55 of 768
Purchasing Policy
Section 7 – Special Policies and Programs
32 compliance with wage and hour laws; (iv) the impact to the City; and (v) other factors that may be appropriate.
3. Contract Termination. A current contractor found by a court or by final administrative action of an investigatory government agency to have violated applicable wage and hour laws, in the five (5) years prior to or during the term of the contract with the City, may be in material breach of its contract with the City if the violation is not fully disclosed and/or satisfied per City contract requirements. Such breach may serve as a basis for contract termination and/or any other remedies available under law, including a stipulated remediation plan.
Agenda Item 7.3 Page 56 of 768
Purchasing Policy
Section 8 – Purchasing-related Instructions and Procedures 33 Section 8 – Purchasing-related Instructions and Procedures This section contains several purchasing-related instructions and procedures.
8.1 Bid/Proposal Protest Procedures
Contractors who have submitted timely bids or proposals may wish to protest or appeal a contracting decision or procurement made by the appropriate award authority. Protest actions must follow the procedures provided below. Protests of appeals, which are not submitted in accordance with these procedures, will not be considered.
1. Protesting Party. Only bidders or proposers who have submitted timely bids or proposals can initiate a protest action or appeal.
2. Protest Procedures. The following procedural steps must be followed to consider a protest:
a. The protest must be in writing and hand delivered or sent by registered mail.
Once received, it will be date stamped at the Finance Department counter. b. The protest must be received within five working days after the announced decision to award a contract.
c. Copies of the protest and all supporting documentation must be concurrently transmitted to all other parties with a direct financial interest that may be adversely impacted by the outcome of the protest. Such parties shall include all other bidders who appear to have a reasonable prospect of receiving an award depending upon the outcome of the protest.
d. The protesting party must bear all of its own costs and fees in conjunction with protest or appeals processes.
3. Protest Filing. The written protest shall:
a. Include the name, street address, business phone number and email address of the protestor.
b. Identify the project under protest by name, IFB, RFP or quotation number. c. Contain a concise statement of the grounds for protest. d. Include all supporting documentation.
4. Protest Review Prior to Award. The purchasing coordinator or designated staff will withhold contract award pending disposition of the protest unless it is determined that an emergency exists. Upon review with the City Attorney, the purchasing coordinator or designee will respond in writing to the material issues raised in the protest no later than ten working days after receipt of the protest.
5. Right of Appeal. The protestor may appeal the initial determination to the finance director in writing within five working days after notification of the purchasing Agenda Item 7.3 Page 57 of 768
Purchasing Policy
Section 8 – Purchasing-related Instructions and Procedures 34 coordinator’s decision. The finance director will review the submitted information and render a final decision within ten working days.
6. Protest Received and Reviewed After Contract Award. Protests after award will not be considered unless the protest concerns a matter which arises after the award or could not have been discovered or reasonably known prior to award.
8.2 Certificates of Insurance and Coverage Requirements To minimize the city’s exposure to loss, all contractors must be appropriately insured and must include the city as an “additional insured” on their insurance policy. Contractors are also responsible for up-to-date insurance certificates with required policy endorsements that provide the city with required insurance coverage and indemnity provisions.
The Human Resources/Risk Management Department maintains current insurance requirements. Please refer to the insurance requirements in effect at the time of procurement.
8.3 Instructions to Bidders
Clear, concise and consistent instructions to bidders and proposers (hereafter “bidders”) are a key part of the bidding process and help to enhance process clarity and ensure that prospective offerors are informed of all city requirements.
The instructions inform bidders how to prepare and submit bids, establish mandatory requirements, cover the bid addendum process, and how to withdraw or protest bids, among many other items. The instructions for IFBs and RFPs are similar but contain important differences due to the way contracts are awarded (low bid versus best value). The instructions for each type of competitive process are contained in the bidding templates.
In some cases, modifications can be made to the instructions, but this must be done in consultation with the purchasing coordinator and/or City Attorney’s Office.
8.5 Lease, Rental and Lease-to-Purchase Procurements
In some cases it may be beneficial to rent or lease equipment rather than purchasing it due to funding availability, length of time the equipment is needed, etc. Under certain circumstances it may be optimal to purchase the equipment at the end of the lease period. Equipment rentals or leasing may make the best economic sense in these situations:
➢ Week-to-week or month-to-month rentals of short duration (less than one year). ➢ Leasing for short timeframes (more than six months but less than three years). ➢ Renting/leasing to evaluate equipment suitability prior to purchase. In these instances, a “no-cost” purchase order may be a better option if the vendor is willing. ➢ Leasing equipment when a new or improved design is imminent and the leasing charges can be applied to the purchase cost of the new item.
Agenda Item 7.3 Page 58 of 768
Purchasing Policy
Section 8 – Purchasing-related Instructions and Procedures 35 ➢ Securing a lease to purchase because the purchase price exceeds the current appropriation.
When considering equipment rental, lease or lease-to-purchase agreements, it is highly recommended that the following provisions be negotiated and included in the agreement:
➢ Lease and lease-to-purchase agreements should include a non-appropriation clause for multi-year financing.
➢ Agreements under any scenario should include a “cancellation for convenience” clause. ➢ A percentage of payments should be applied to an eventual purchase. ➢ Leasing agreements must include the annual interest rate, along with a payment schedule that shows each principal and interest payment (to be forwarded to the Accounting Division).
➢ A lease-to-purchase agreement for capital equipment should have a minimum life expectancy of five years.
Equipment leasing must be carefully considered. Leased equipment costs more than purchasing outright, and if the equipment is not purchased, the city cannot take advantage of any residual value.
8.5 Life Cycle Cost Analysis
Life cycle analysis, or total cost of ownership (TCO), considers the long-term cost of equipment assets and citywide systems such as the financial system. Costs include acquisition, installation, ongoing maintenance and end of life disposal.
8.6 Service Provider Evaluation
When preparing to contract for services, it is important to evaluate service providers to determine whether they are independent contractors or if they are more appropriately characterized as temporary employees.
8.7 Surplus Property Disposal
All city equipment, supplies, and vehicles (“personal property” or “property”) will eventually reach the end of their useful life and must be disposed of, and to the best extent possible, generate revenue through sale or traded-in when new equipment is purchased. The following procedures apply to the disposal of surplus property:
➢ Surplus Disposal. It is the responsibility of department heads to determine when an item is obsolete or excess surplus property. After such determination is made, the surplus property may be transferred to another department or used as a trade-in for new equipment. Surplused items may be donated, sold through a competitive sealed bid process, or sold at public auction to another governmental or non-profit entity. For final disposal, City Council shall approve of items to be surplused.
Agenda Item 7.3 Page 59 of 768
Purchasing Policy
Section 8 – Purchasing-related Instructions and Procedures 36 ➢ Sale of Surplus Property. As required by Section 2.43(c)(6) of the City Code, the sale of surplus property is subject the approval of the City Administrator except that sale of property having a value consistent with those classified as fixed assets by the fixed asset accounting rules in effect at the time of the request must be approved by Council. ➢ Property List. The department surplusing an item shall submit a list of property items, the current value, and the asset number, if applicable, to the purchasing coordinator. The purchasing coordinator will periodically compile a list of excess items and provide it to all departments for review, and will subsequently obtain approval from the City Administrator and/or City Council. Upon approval, the following three options are available to dispose of the items:
o Sale to Another Governmental Entity. Surplus personal property may be sold at fair market value to another governmental entity (or non-profit organization).
Such entity will have no more than 3 weeks to accept or reject the offer. If accepted, the entity will be invoiced by Accounts Receivable. All applicable sales tax shall be included. Note: The receiving entity is responsible for transportation and liability of the item
o Auction. This option provides a convenient and efficient means of disposing surplus. After an item has been declared surplus, the purchasing coordinator will coordinate with the surplusing department to arrange for pickup by the auction company.
o Competitive Bids. The purchasing coordinator may require that sealed bids be obtained for certain surplus equipment, such as vehicles with considerable resale value. Sealed bids shall be advertised in a newspaper of general circulation (if available), and on the City’s website, 10 days prior to the bid opening. Prospective bidders shall have the opportunity to evaluate the equipment prior to bid opening as prescribed by the purchasing coordinator.
Award will be made to the bidder most responsive to the City’s needs.
The equipment shall be bid upon in “as-is” condition with no warranty, and a 10% deposit in the form of a money order or cashier’s check must be submitted at the time of bid opening, with a balance due within 7 calendar days. Deposits will be returned to unsuccessful bidders within 14 calendar days. ➢ Donations of Surplus and Preferred Recipients. In order of preference, surplus items may be donated to: 1) the Gilroy Unified School District; 2) the Gilroy Chamber of Commerce. Surplus property unlikely to generate significant revenue and that are not transferred to other departments may be donated to other public agencies, to Gilroy’s sister cities, or to non-profit organizations.
Any donation of surplus property to a non-profit organization shall be approved by the City Council upon findings that the non-profit is qualified under section 501(c)(3) of the Internal Revenue Code and that the donation will benefit the City and its constituents.
Agenda Item 7.3 Page 60 of 768
Purchasing Policy
Section 8 – Purchasing-related Instructions and Procedures 37 All donations pursuant to this section shall be without warranty, express or implied, and the transferee shall agree to defend, indemnify and hold harmless the City, its officers and employees, from any claim, cause of action, damage, loss or liability arising out of the condition of the property or its use by the organization or subsequent transferee.
➢ Specialized Police Department Surplus. Upon the request of the Gilroy Police Chief and with City Council approval, surplus items of a unique nature, i.e., guns, vests, and other protective equipment may be disposed of in an appropriate manner to suitable recipients. Disposal shall incorporate the Range Master’s Policy in regard to the sale of guns to a Gilroy police officer or other law enforcement officer. ➢ Stolen Property. All stolen property shall be held by the police department for a period of 6 months. Periodic lists shall be prepared by the police department and submitted to the purchasing coordinator, to be agendized and declared surplus. Items will be disposed of in the most equitable manner. The only exception is Bicycles, which shall only be sold at public auction once declared surplus.
➢ Tracking Surplus. Regardless of the value established in policy, departments shall furnish a memorandum to the purchasing coordinator for tracking low value items.
Broken or unrepairable items considered trash need not be listed in the memorandum. ➢ Revenue. The revenue received for the sale of surplus property shall be deposited in the General Fund or other appropriate fund for certain equipment sales.
8.8 Used Automobile Purchases
For efficiency purposes, the Council has waived formal bidding procedures for purchasing used vehicles under the following conditions:
➢ A budgeted appropriation exists.
➢ A determination is made by the fleet manager that purchasing a used vehicle is in the city’s best interest.
➢ All Gilroy used-car vendors are notified of the city’s intent to purchase.
The following procedures and requirements must be followed to purchase a used vehicle:
➢ The fleet manager will develop specifications based on the user department’s needs. ➢ The fleet manager will solicit at least three written quotes utilizing informal procurement procedures; two of which must be solicited from Gilroy vendors. ➢ The used vehicle must have less than 25,000 miles and be less than 2 years old. ➢ A thorough inspection of each vehicle under consideration will be performed by Fleet Division staff, who will make a recommendation for purchase.
Agenda Item 7.3 Page 61 of 768
Purchasing Policy
Section 8 – Purchasing-related Instructions and Procedures 38 ➢ The fleet manager will submit a purchasing requisition for department head authorization.
➢ After the issuance of a purchase order, Fleet Division staff will arrange for transportation to the city and ensure vehicle registration. They are also responsible for submitting sale documentation to accounts payable in a timely manner. ➢ The fleet manager will prepare a report for Council review.
Agenda Item 7.3 Page 62 of 768
Purchasing Policy
Section 9 – Glossary of Terms
39 Section 9 – Glossary of Terms
9.1 Definitions
This section defines relevant purchasing terms and terminology in use by the City of Gilroy.
Agreement. A mutual, written understanding between two or more competent parties, whereby one party agrees to perform as defined in the agreement and the other party agrees to compensation for the performance rendered in accordance with the agreement conditions.
Agreement and contract may be used synonymously.
Amendment. An agreed upon modification to an existing contract.
Appropriation. Authorization by the City Council to expend budgeted funding for city operations and infrastructure, or other designated purposes.
Award. The acceptance of a bid or proposal; the presentation of a purchase agreement by the award authority to a bidder or offeror.
Award Authority. The governing body or staff person authorized to approve the purchase of goods and services on behalf of the city; the staff person(s) authorized to approve or execute procurement contracts and otherwise legally bind the city.
Best Value Procurement. A procurement that is awarded based on factors in addition to price. Best value procurements are mainly conducted through the competitive proposal process.
Bid Addendum. A bid addendum is a document issued to all known participants (“planholders”) in a competitive bid process that makes a change to the bid documents/project (i.e., changes to specifications), or process (like a bid due date extension).
Bid Opening. The process in which sealed bids are publicly opened, in the presence of at least one witness, at the time and place specified in the invitation for bids.
Blanket Purchase Order (BPO). A limited-term contract for goods and/or services based on unit pricing, typically for one-year renewable periods. BPOs may be established with indefinite quantities, allowing end users flexibility to order products when needed, or for on-call services.
Change Order. A contract modification consisting of additions or reductions in work or materials approved by the City Council or purchasing coordinator.
Commodity. Goods consisting of supplies, materials and equipment.
Agenda Item 7.3 Page 63 of 768
Purchasing Policy
Section 9 – Glossary of Terms
40 Competitive Bidding. The process of soliciting and obtaining formal and informal bids, including price quotations, from competing sources, by which an award is made to the lowest responsive and responsible bidder.
Competitive Proposals. The process of soliciting and obtaining formal and informal proposals from competing sources, by which an award is made to the proposer whose solution provides the best value to the city. The award may be made based on factors in addition to price, e.g., a higher price can be paid for goods and/or services if the value can be justified.
Conflict of Interest. A conflict of interest in conjunction with a city purchase is a situation where an employee or a member of the employee’s family stands to benefit financially from the procurement.
Contract. See Agreement.
Cooperative Procurements. A variety of arrangements whereby two or more public entities purchase goods and/or services from the same supplier or multiple suppliers using a single competitive bid or proposal; the combining of the requirements of two or more public entities to leverage the benefits of volume purchases, including administrative savings and other demonstrable advantages.
Design-build. A public works contracts procurement method in which both the design and construction of a project are procured from a single entity.
Design-build contract. A public works contracts equal to or in excess of one million dollars ($1,000,000) for a project to be constructed using a design-build process.
Design-build entity. A partnership, corporation or other legal entity that provides licensed contracting, architectural or engineering services for a design-build contract.
Design professional. A professional, either City staff or an outside consultant licensed by the State of California, who develops the criteria package which may include, but is not limited to, facility program, design criteria, performance specifications and other project-specific technical materials.
Encumbrance. An accounting entry that commits an appropriated dollar amount to be spent.
Formal Sealed Bid. A procurement method for goods and/or services anticipated to be greater than $100,000 whereby sealed Invitations for Bids (IFBs) are submitted and publicly opened, with a contract awarded to the lowest responsive and responsible bidder.
Formal Sealed Proposal. A procurement method for goods and/or services anticipated to be greater than $100,000 whereby sealed Requests for Proposals (RFPs) or similar proposal documents are submitted and reviewed by an evaluation committee based on established criteria, with a contract awarded to the responsive and responsible proposer whose solution provides the best overall value to the city.
General Services. Work performed or services rendered by independent contractors such as custodial services, building and equipment maintenance, machinery and equipment rental, and utility services, excluding contracts for public works.
Agenda Item 7.3 Page 64 of 768
Purchasing Policy
Section 9 – Glossary of Terms
41 Goods. Supplies, materials and equipment to be furnished or used by any department of the city, including items purchased by the city and furnished to contractors for use in public works projects.
Informal Bid or Proposal. Competitive bids or proposals anticipated to be $100,000 or less conducted under informal procurement procedures.
Invitation for Bids (IFB). The type of bid document typically used in a competitive (formal) sealed bidding process. Components include but may not be limited to a bid invitation, instructions to bidders, bid schedule(s), terms and conditions and technical specifications.
Job Order Contract. As-needed contracts for small construction or maintenance projects and/or for urgent or emergency repairs where time is of the essence. These types of contracts are bid on a unit cost basis and awarded based on not-to-exceed amounts approved by the appropriate award authority. Job Order Contracts may be established as Master Agreements.
Local Purchasing Preference. A 5% bid preference granted to local bidders whose principal place of business is located within city limits, subject to policy limitations.
Lowest Responsive and Responsible Bidder. The bidder to be awarded a contract who fully complies with all material bid requirements, whose past performance and financial capacity is determined to be acceptable and has offered the lowest price.
Master Agreement. A contract that is awarded to multiple qualified providers pursuant to a primary agreement with a standard set of terms and conditions, typically created under a competitive proposal process. Once established, services are distributed among providers with discrete project work negotiated through task orders; also referred to as Master Service Agreements (MSA) or Master Professional Service Agreements (MPSA).
Piggybacking. A form of intergovernmental cooperative purchasing whereby the city utilizes the contract pricing and terms of another government agency.
Prevailing Wages. The wage rates, including fringe benefits, paid to a majority of workers in a geographic area for the same type of work on similar projects as established by the California Department of Industrial Relations.
Professional Services. Services provided by a person or firm engaged in a profession based on highly specialized and/or technical knowledge or skill; services considered distinct and unique to such a degree that bidding may not be feasible, if appropriately justified and documented. Some examples include accountants, attorneys, artists, architects, engineers and physicians.
Public Works. The construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind, including demolitions, and the construction and installation of drainage systems, lighting and signaling systems, sewer and water systems, and park and recreational facilities.
Purchasing Coordinator. Designated finance staff responsible for issuing bid #s, coordinating the issuance and opening of bids and proposals, reviewing requisitions, and issuing purchasing orders.
Agenda Item 7.3 Page 65 of 768
Purchasing Policy
Section 9 – Glossary of Terms
42 Purchase Order. A legally binding contract issued by purchasing staff to a vendor which includes the terms and conditions of a transaction.
Purchase Requisition. The document required to be submitted through the financial system to begin the procurement process. Purchase requisitions must be properly documented and approved for the procurement process to proceed.
Qualified list of design-build entities. A list of design-build entities selected based on a competitive selection process and who are determined to be qualified to act as a design-build entity for the City on public works projects equal to or in excess of one million dollars ($1,000,000).
Ratification. The process by which an unauthorized purchase is approved or ratified by the appropriate award authority after-the-fact.
Request for Proposals (RFP). The solicitation document used to solicit proposals for goods and/or services from potential providers.
Request for Qualifications (RFQL). Also referred to as Requests for Statements of Qualifications (RSQ), this type of solicitation seeks to establish qualified applicants or pools of applicants for asneeded services, sometimes under Master Professional Service Agreements (MPSA); most commonly used for architectural and engineering services or other highly specialized consultants.
Request for Quotations (RFQ). The type of bid document used for obtaining competitive quotes through the informal procurement procedures.
Responsible Bidder. A bidder is considered responsible if they possess the demonstrated ability, capacity, experience and skill to provide the goods and/or services in accordance with the city’s requirements; has a record of satisfactory or better performance under prior contracts with the city and other entities; and has complied with laws, regulations and guidelines governing prior or existing contracts.
Responsive Bidder. A person or entity who has submitted a bid which conforms in all material respects to a bid or proposal solicitation.
Single Source. A good or service that may be available from more than one source, but a compelling justification can be made to obtain the good or service from one particular vendor.
Sole Source. A situation where a good or service can only be obtained from one source due to its proprietary or specialized nature.
Specification. A precise description of the physical characteristics, quality, or desired outcomes of a commodity to be procured, which a supplier must be able to produce or deliver to be considered for award of a contract. There are two types of specifications: design and performance.
Standardization. The process to adopt one product or group of products to be used by the city, such as particular computer hardware or software.
Agenda Item 7.3 Page 66 of 768
Purchasing Policy
Section 9 – Glossary of Terms
43 Surplus Property. Supplies, materials, and equipment that is no longer used or has become obsolete, to be sold, exchanged or donated by the purchasing coordinator in accordance with policy provisions covering surplus property donations.
Wage Theft. Wage theft occurs when employers do not pay workers according to the law.
Examples of wage theft include paying less than minimum wage, not paying workers overtime, not allowing workers to take meal and rest breaks, requiring off-the-clock work, or taking workers' tips.
Agenda Item 7.3 Page 67 of 768
City of Gilroy
STAFF REPORT
Agenda Item Title: Approval of the Gilroy Tourism Business Improvement District (GTBID) Annual Report as
Submitted by Visit Gilroy/California Welcome Center
Gilroy for the Period of January 1, 2022 Through
December 31, 2022
Meeting Date: April 3, 2023
From: Jimmy Forbis, City Administrator
Department: Administration
Submitted By: Bryce Atkins, Assistant to the City Administrator Prepared By: Bryce Atkins, Assistant to the City Administrator STRATEGIC PLAN GOALS Promote Economic Development Activities
RECOMMENDATION
Approve the Gilroy Tourism Business Improvement District (GTBID) annual report as submitted by Visit Gilroy/California Welcome Center Gilroy for the period of January 1, 2022 through December 31, 2022.
BACKGROUND
Visit Gilroy/California Welcome Center (VG/CWC) Gilroy Board of Directors representing the Gilroy Tourism Business Improvement District (GTBID) has submitted the attached report pursuant to Section 36650 of the Street and Highway Code.
Effective in 2013, GTBID provides a steady and dedicated funding source to the (VG/CWC) through an assessment levied on lodging businesses within the GTBID boundaries.
ALTERNATIVES
None – This is an informational item.
Agenda Item 7.4 Page 68 of 768
Approval of the Gilroy Tourism Business Improvement District (GTBID) Annual Report as Submitted by Visit Gilroy/California Welcome Center Gilroy for the Period of January 1, 2022 Through December 31, 2022.
City of Gilroy City Council Page 2 of 2 April 3, 2023
FISCAL IMPACT/FUNDING SOURCE
None – This is an informational item.
PUBLIC OUTREACH
This item was included in the publicly posted agenda for this meeting.
Attachments:
1. GTBID Annual Report for the Period of January 1, 2022 Through December 31, 2022.
Agenda Item 7.4 Page 69 of 768
To: Gilroy City Council
From: Gilroy Visitors Bureau, dba Visit Gilroy Board of Directors representing Gilroy Tourism Business Improvement District (GTBID) Date: April 3, 2023
Subject: Gilroy Tourism Business Improvement District (GTBID) Report for January 1, 2022 – December 31, 2022
Pursuant to Section 36650 of the Street and Highway Code, the Gilroy Tourism Business Improvement District (GTBID) is submitting the following report to the Gilroy City Council for approval and to be filed with the City Clerk.
The Management District Plan identifies the Gilroy Visitors Bureau, dba Visit Gilroy Board of Directors to serve as the Owner’s Association for GTBID. The Owner’s Association serves as a private, nonprofit entity that administers and implements the improvements, services, and activities of GTBID as specified in the Management District Plan.
Items 1 – 7 as identified in the Management District Plan Reporting Requirements:
1. Proposed changes in the
boundaries, benefit zones or
classification of business of GTBID
None.
2. Services, improvements, and
activities provided for the period
January 1, 2021 – December 31,
2021
Public relations, print ads, google
adwords, social media campaigns,
online marketing, trade shows,
website support, research and google
analytics
3. Cost of providing the services for
this reporting period
Advertising and Marketing - $295,335
Administration - $63,458
City Collection Fee - $7,181
Reserve/Renewal - $2,500
Total Amount - $368,474
4. Any proposed changes to basis and
method of levying the assessments
None. The GTBID annual assessment
rate is 2% of Taxable Rates, as stated
Agenda Item 7.4 Page 70 of 768
on the City’s Quarterly Transient
Occupancy Tax Reporting Form.
5. Method and basis of levying
assessments collected for the
reporting period
The city receives the assessment
revenue along with the quarterly TOT
collections from each business located
in the boundaries of the GTBID. The
city then forwards the assessments to
Gilroy Visitors Bureau, dba Visit Gilroy
to manage and implement the GTBID
programs.
6. Amount of any surplus revenues to
be carried over from reporting
period
$79,00
7. Amount of any contributions to be
made from sources other than the
assessments levied
None.
2022 Strategic Marketing Plan Results
Smart Targets 2021
Actual
2022
Goals
2022
Actual
Website
Pageviews 249,584 232,996 247,064
Website Total
Sessions 172,207 158,623 160,267
Website Users 138,681 132,113 135,827
Hotels Page
Pageviews 15,792 16,895 19,304
Hotel Page
Conversions 35.80% 54.82% 30.57%
Collateral
Downloads 3,577 3,333 3,945
Agenda Item 7.4 Page 71 of 768
Submissions
to CCTC 16 16 17
Submissions
to Visit CA 25 20 24
Gilroy Tourism Business Improvement District (GTBID)
Business Assessees Listing
Hotel Address
Days Inn 8292 Murray Avenue
Gilroy, CA 95020
Budget Motels/Whiterock 8897 Monterey Road
Gilroy, CA 95020
Garlic Farm Inn 5920 Travel Park Circle
Gilroy, CA 95020
Gilroy Inn 611 Leavesley Road
Gilroy, CA 95020
Hilton Garden Inn 6070 Monterey Road
Gilroy, CA 95020
Kings Rest Motel 8175 Monterey Road
Gilroy, CA 95020
Best Western Plus Forest Park Inn 375 Leavesley Rd,
Gilroy, CA 95020
Motel 6 6110 Monterey Road
Gilroy, CA 95020
Travel Inn 5530 Monterey Road
Gilroy, CA 95020
Oaks Motel 8065 Monterey Road
Gilroy, CA 95020
Pacheco Pass 570 Old Gilroy Street
Gilroy, CA 95020
Quality Inn & Suites 8430 Murray Avenue
Agenda Item 7.4 Page 72 of 768
Gilroy, CA 95020
Hampton Inn 5975 Travel Park Cir, Gilroy, CA
95020
Comfort Inn 8435 San Ysidro Avenue
Gilroy, CA 95020
Econo Lodge 360 Leavesley Rd,
Gilroy, CA 95020
Agenda Item 7.4 Page 73 of 768
11:29 AM
01 /14 /23
Accrual Basis
Ordinary Income/Expense
Income
80000 · TBID Income
Total Income
Gross Profit
Expense
97010 • TBID Personnel/Administration
97011 • TBID Executive Director
97014 · P/R Taxes & Simple IRA
97015 · Workers Compensation Ins
97019 · Auto/Mileage Expense
97016 · Accounting/Legal Expenses
97017 · Office Supplies
97018 · Miscellaneous Expenses
Total 97010 · TBID Personnel/Administration
97020 · TBID Collection Costs/City of G
97030 · TBID Reserve
97040 • TBID Advertising/Marketing
97056 · Tourism Coordinator
97041 · Public Relations
97043 · Social Media/SEO Mgmt/Website
97044 · Collateral
97046 · Advertising
97047 · Research & Measurement
97048 · Marketing Services
97050 · Postage-VG Fullfillment Request
97052 · Conferences & Travel � 97057 · Payroll Taxes
97058 · Health Insurance .....J\
Total
97059
97040
· Sales
· TBID
& Event
Advertising/Marketing
Marketing \J"',
Total Expense
For management purposes only.
Dec22
92,614.71
92,614.71
92,614.71
7,389.70
334.05
34.17 0.00
258.50
747.20
0.00 8,763.62
1,852.29
625.00
2,870.10
587.92
7,784.27
0.00 6,834.45
0.00 991.13
15.48 0.00
219.58
0.00 0.00
19,302.93
30,543.84
Gilroy Visitors Bureau dba Visit Gilroy
P & L Budget Performance - TBID
December 2022
Budget
81,250.00
81,250.00
81,250.00
3,333.35
366.65
33.35 100.00
200.00
125.00
25.00 4,183.35
1,625.00
1,625.00
2,708.35
1,500.00
4,000.00
833.35
7,333.35
833.35
1,500.00
300.00
416.65
325.00
400.00
1,666.65
21,816.70
29,250.05
%of Budget
113.99%
113.99%
113.99%
221.69%
91.11%
102.46%
0.0%
129.25%
597.76%
0.0%
209.49%
113.99%
38.46%
105.97%
39.2%
194.61%
0.0%
93.2%
0.0%
66.08%
5.16%
0.0%
67.56%
0.0%
0.0%
88.48%
104.42%
Jan-Dec22
359,063.15
359,063.15
359,063.15
54,090.42
3,906.66
384.20
526.69
3,213.06
1,337.03
0.00 63,458.06
7,181.26
2,500.00
26,166.60
19,680.82
78,900.58
8,192.05
107,454.48
2,231.10
22,067.77
1,366.04
2,011.00
2,104.30
0.00 25,160.84
295,335.58
368,474.90
Budget
325,000.00
325,000.00
325,000.00
40,000.00
4,400.00
400.00
1,200.00
2,400.00
1,500.00
300.00
50,200.00
6,500.00
6,500.00
32,500.00
18,000.00
48,000.00
10,000.00
88,000.00
10,000.00
18,000.00
3,600.00
5,000.00
3,900.00
4,800.00
20,000.00
261,800.00
325,000.00
% of Budget
110.48%
110.48%
110.48%
135.23%
88.79%
96.05%
43.89%
133.88%
89.14%
0.0%
126.41%
110.48%
38.46%
80.51%
109.34%
164.38%
81.92%
122.11%
22.31%
122.6%
37.95%
40.22%
53.96%
0.0%
125.8%
112.81%
113.38%
Annual
Budget
325,000.00
325,000.00
325,000.00
40,000.00
4,400.00
400.00
1,200.00
2,400.00
1,500.00
300.00
50,200.00
6,500.00
6,500.00
32,500.00
18,000.00
48,000.00
10,000.00
88,000.00
10,000.00
18,000.00
3,600.00
5,000.00
3,900.00
4,800.00
20,000.00
261,800.00
325,000.00
Page1 of2
Agenda Item 7.4 Page 74 of 768
Agenda Item 7.4 Page 75 of 768
City of Gilroy
STAFF REPORT
Agenda Item Title: Adopt the 2022 Sewer System Master Plan Meeting Date: April 3, 2023
From: Jimmy Forbis, City Administrator
Department: Public Works
Submitted By: Daryl Jordan, Public Works Director
Prepared By: Michael Lewis, Management Analyst
STRATEGIC PLAN GOALS Maintain and Improve City Infrastructure
RECOMMENDATION
Approve a resolution to adopt the 2022 Sewer System Master Plan.
BACKGROUND
Cities rely on sewer master plans to evaluate system capacity and conditions to provide comprehensive recommendations for replacements and improvements to their sewer system. The City last developed a Sewer System Master Plan in 2004 (2004 Master Plan) which identified capacity deficiencies in the existing sewer system and recommended improvements to alleviate existing deficiencies and serve future developments in the Gilroy Planning Area.
The City operates and maintains the sewer system covering most of the area within the City Limits, including the system that carries flows from the City of Morgan Hill to the regional South County Regional Water Authority (SCRWA) wastewater treatment plant (SCRWA WWTP). The City provides sewer collection services for approximately 17,000 residential, commercial, industrial, and institutional accounts. The City’s collection system consists of approximately 167 miles of up to 60-inch gravity sewer pipes that convey flows toward the SCRWA WWTP. The City’s sewer system consists of 163.13 miles of gravity sewers, 4,026 manholes, 0.16 miles of force mains, three (3) lift stations, and one (1) pump station.
The SCRWA WWTP is an 8.5 million gallons per day (MGD) Average Dry Weather Flow (ADWF) primary, secondary, and tertiary treatment facility. The treatment facility is Agenda Item 11.1 Page 76 of 768
City of Gilroy City Council Page 2 of 4 April 3, 2023
located at the end of Southside Dr. The original plant was completed in 1990 with a plant expansion in 2007 to provide the plant with current capacity and technology. The plant is currently operating at an average flow of 6.54 MGD with a low of approximately
4.78 MGD and a peak of approximately 10 MGD in 2019. The current expansion project will increase the current capacity of 6.54 MGD to 8.5 MGD.
The City Council approved Akel Engineering Group, Inc. to prepare the 2022 Master Plan and a concurrent Water System Master Plan and Storm Drainage Master Plan in August 2019. These documents were coordinated for consistency with the development of the City’s 2040 General Plan.
The 2022 Master Plan includes detailed mapping of the sewer system and the development of a digital hydraulic model that can be used to project and evaluate the impacts of development and population growth.
ANALYSIS
The 2022 Master Plan evaluated the City’s sewer collection system and recommended capacity improvements necessary to service the needs of existing users and the future growth of the City. This 2022 Master Plan is intended to serve as a tool for planning and phasing the construction of future sewer collection system infrastructure for the projected buildout of the City’s service area. The area and horizon for this 2022 Master Plan is based on the City’s 2040 General Plan.
The City Council authorized Akel Engineering Group, Inc. to perform the following tasks:
1. Summarize the City’s existing sewer collection system facilities.
2. Document growth planning assumptions and known future developments.
3. Summarize the sewer system performance criteria and design storm event.
4. Project future sewer flows.
5. Update and validate the City’s hydraulic model based on the City’s Geographic Information Systems (GIS).
6. Evaluate the adequacy of capacity for the sewer collection system facilities to meet existing and projected peak dry weather flows and peak wet weather flows.
7. Recommend a Capital Improvement Program (CIP) with an opinion of probable construction costs.
8. Perform a capacity allocation analysis for cost sharing purposes.
9. Develop a 2022 Sewer System Master Plan Report.
RESULTS
The 2022 Sewer System Master Plan provided recommendations for improvements needed to mitigate existing deficiencies and expand the system to service future growth Agenda Item 11.1 Page 77 of 768
City of Gilroy City Council Page 3 of 4 April 3, 2023
identified in the 2040 General Plan. The recommended capital improvement program (Table 8.2) is attached as Attachment 1.
The Master Plan indicates that overall that the City’s sewer system is in good condition but in need of improvements to mitigate some specific deficiencies and that future capacity projects will be development driven. Sixteen segments out of 34 potential projects of the previous master plan were constructed, totaling over $2,530,000. Many of these projects were for the shared trunk line passing through the city with Morgan Hill. In total, the 2022 Master Plan recommends 15 pipeline improvement and replacement projects in six (6) sub-trunk systems. The list includes projects from the 2004 Master Plan that were not completed and new projects needed to accommodate future growth based on the updated Sewer System modeling. The projects identified will be added to the City’s Capital Improvement Program and budget.
In total, the plan recommends seven capacity projects totaling nearly $7.84 million and eight projects totaling $4.88 million that will need to be constructed as the City adds more residential units. The cost allocation of the projects is broken up between Existing and Future users based on existing capacity needs and capacity need as more development occurs.
Sub-Trunk
Number of
Replacement
Projects
Number of
New Projects
Cost
Allocation to
Existing
Users
Cost
Allocation to
Future Users
Santa Teresa –
Long Meadow 1 0 $689,302 $445,498
Welburn 2 0 $1,246,051 $127,049
ForestSwanston 2 0 $1,695,122 $90,478
Old Gilroy 2 0 $457,674 $55,126
Uvas Park 5 1 $1,858,470 $3,019,230
Thomas 2 0 $1,897,061 $1,142,739
Total Cost $7,843,681 $4,880,119
The master plan also includes a section identifying needed repairs to the Morgan HillGilroy joint trunk line resulting from a recently completed condition assessment. The cost of the repairs that are needed will be split 50%/50% between the two cities. The priority repairs will be added to the Capital Improvement Program. The repairs identified for the trunk line include:
• Five Immediate Projects on Pipelines for a total of $1,082,000 • Forty Immediate Projects on Manholes for a total of $2,417,900 • Various Intermediate Projects on Pipelines for a total of $16,916,800 Agenda Item 11.1 Page 78 of 768
City of Gilroy City Council Page 4 of 4 April 3, 2023
ALTERNATIVES
Council may reject or modify the Adoption of the 2022 Sewer Master Plan. This option is not recommended due to the requirements to maintain the citywide sanitary sewer system.
FISCAL IMPACT/FUNDING SOURCE
The City has two sewer funds utilized to fund the capital improvements and the annual operational and maintenance needs. The Sewer Impact Fund, which collects revenues in the form if impact fees from developments that impact future growth, primarily funds infrastructure/capital costs attributable to future users for future capacity needs. The Sewer Operations fund funds the current annual operational, maintenance, and capital costs to repair and maintain existing infrastructure. The Sewer Impact (future users) and Sewer Operation (existing users) funds have a projected FY23 ending fund balance of $15.7 million and $20.0 million, respectively.
Of the total $12.7 million capital improvements identified in the master plan, approximately $7.8 million are attributable to existing users – to be funded by Sewer Operations Fund, and $4.9 million are attributable to future users - to be funded by the Sewer Impact Fund. The 2024 Master Plan capital improvements are in addition to the existing capital improvements identified by staff.
While both funds have fund balances to fund the 2022 Master Plan’s identified capital needs, a typical next step after the Master Plans are updated is to review and update the utility user fees, and the development impact fees to incorporate the identified existing and future growth capital improvements and adjust the fees accordingly to ensure capital and operational needs are adequately funded for a period. The City is undergoing a rate study for sewer user fees and will consider the projects contemplated in this Master Plan and the CIP to help determine the rate proposals in the next few months. Staff will plan to review and update the sewer impact fee as a project in the departmental workplan in the upcoming fiscal year.
NEXT STEPS
With Council adoption of the 2022 Master Plan, staff will incorporate the projects into the Capital Improvement Program and plan for delivering the proposed projects. State approval is not required.
Attachments:
1. Sewer System Master Plan – Attachment 1
2. Sewer System Master Plan Capital Improvement Program List
3. Sewer System Master Plan Draft Resolution
Agenda Item 11.1 Page 79 of 768
City of Gilroy APRIL 2023
2023 Sewer System
Master Plan
Agenda Item 9.1 Page 80 of 768
CITY OF GILROY
2023
SEWER SYSTEM
MASTER PLAN
Final
March 2023
Agenda Item 9.1 Page 81 of 768
7 4 3 3 N . F I R S T S T R E E T , S U I T E 1 0 3 • F R E S N O , C A L I F O R N I A 9 3 7 2 0 • ( 5 5 9 ) 4 3 6 - 0 6 0 0 • F A X ( 5 5 9 ) 4 3 6 - 0 6 2 2 www.akeleng.com
Smart Planning Our Water Resources
March 28, 2023
City of Gilroy
7351 Rosanna Street
Gilroy, CA 95020
Attention: Gary Heap, P.E.
City Engineer
Subject: 2023 Sewer System Master Plan – Final Report
Dear Gary:
We are pleased to submit the final report for the City of Gilroy Sewer System Master Plan. This master plan is a standalone document, though it was prepared as part of the integrated infrastructure master plans for the water, sewer, and storm drainage master plans. The master plan documents the following:
Existing collection system facilities, acceptable hydraulic performance criteria, and projected wastewater flows consistent with the Urban Planning Area Development and calibration of the City’s GIS-based hydraulic sewer collection system model.
Capacity evaluation of the existing sewer system with improvements to mitigate existing deficiencies and to accommodate future growth.
Capital improvement program (CIP) with an opinion of probable construction costs and suggestions for cost allocations to meet AB 1600.
We extend our thanks to you, Sharon Goei, Community Development Director; Daryl Jordan, Director of Public Works; and other City staff whose courtesy and cooperation were valuable components in completing this study.
Sincerely,
AKEL ENGINEERING GROUP, INC.
Tony Akel, P.E.
Principal
Enclosure: Report
Agenda Item 9.1 Page 82 of 768
Acknowledgements
City Council
Marie Blankley, Mayor
Dion Bracco, Mayor Pro Tempore
Rebeca Armendariz
Tom Cline
Zach Hilton
Carol Marques
Fred Tovar
Management Personnel
Jimmy Forbis, City Administrator
Daryl Jordan, P.E., Director of Public Works
Gary Heap, P.E., City Engineer
Jorge Duran, P.E., Senior City Engineer
Sharon Goei, Community Development Director
Matt Jones, Deputy Director of Public Works
Other City Engineering, Planning, and Operations Staff
Agenda Item 9.1 Page 83 of 768
City of Gilroy
Sewer System Master Plan
TABLE OF CONTENTS PAGE NO.
March 2023 i City of Gilroy
Sewer System Master Plan
0.0 EXECUTIVE SUMMARY ................................................................................................. ES-1 ES.1 STUDY OBJECTIVES ..................................................................................... ES-1 ES.2 INTEGRATED APPROACH TO MASTER PLANNING .................................... ES-1 ES.3 STUDY AREA DESCRIPTION......................................................................... ES-2 ES.4 SYSTEM PERFORMANCE AND DESIGN CRITERIA ..................................... ES-2 ES.5 EXISTING SEWER COLLECTION SYSTEM OVERVIEW ............................... ES-5 ES.6 SEWER FLOWS .............................................................................................. ES-5 ES.7 HYDRAULIC MODEL DEVELOPMENT AND CALIBRATION .......................... ES-9 ES.8 CAPACITY EVALUATION ............................................................................... ES-10 ES.9 CAPITAL IMPROVEMENT PROGRAM ........................................................... ES-11
1.0 CHAPTER 1 - INTRODUCTION ...................................................................................... 1-1
1.1 BACKGROUND ............................................................................................... 1-1
1.2 SCOPE OF WORK .......................................................................................... 1-1
1.3 INTEGRATED APPROACH TO MASTER PLANNING .................................... 1-3
1.4 PREVIOUS MASTER PLANS .......................................................................... 1-3
1.5 RELEVANT REPORTS ................................................................................... 1-3
1.6 REPORT ORGANIZATION .............................................................................. 1-4
1.7 ACKNOWLEDGEMENTS ................................................................................ 1-5
1.8 UNIT CONVERSIONS AND ABBREVIATIONS ............................................... 1-5
1.9 GEOGRAPHIC INFORMATION SYSTEMS ..................................................... 1-8
2.0 CHAPTER 2 – PLANNING AREA CHARACTERISTICS ................................................ 2-1
2.1 STUDY AREA DESCRIPTION......................................................................... 2-1
2.2 SEWER SERVICE AREAS AND LAND USE ................................................... 2-1
2.3 HISTORICAL AND PROJECTED POPULATION............................................. 2-9
3.0 CHAPTER 3 – SYSTEM PERFORMANCE AND DESIGN CRITERIA ............................. 3-1
3.1 HYDRAULIC CAPACITY CRITERIA ................................................................ 3-1
3.1.1 Gravity Sewers .................................................................................. 3-1
3.1.2 Force Mains and Lift Stations ............................................................ 3-5
3.2 DRY WEATHER FLOW CRITERIA ................................................................. 3-5
3.2.1 Unit Flow Factors Methodology ......................................................... 3-6
3.2.2 Average Daily Sewer Unit Flow Factors ............................................. 3-6
3.2.3 Peaking Factors ................................................................................. 3-6
3.3 WET WEATHER FLOW CRITERIA ................................................................. 3-9
3.3.1 Infiltration and Inflow .......................................................................... 3-9
3.3.2 Sewer System Flow Monitoring ......................................................... 3-14
3.3.3 10-Year 24-Hour Design Storm ......................................................... 3-14
4.0 CHAPTER 4 – EXISTING SEWER COLLECTION FACILITIES ...................................... 4-1
4.1 SEWER COLLECTION SYSTEM OVERVIEW ................................................ 4-1
4.2 SEWER COLLECTION BASINS AND TRUNKS .............................................. 4-1
4.2.1 Gilroy Trunk ....................................................................................... 4-1
4.2.2 Southside-Luchessa Trunk ................................................................ 4-5
4.2.3 Third-Princevalle Subtrunk................................................................. 4-5
4.2.4 Country Club Subtrunk ...................................................................... 4-5
4.2.5 Thomas Subtrunk .............................................................................. 4-5 Agenda Item 9.1 Page 84 of 768
City of Gilroy
Sewer System Master Plan
TABLE OF CONTENTS PAGE NO.
March 2023 ii City of Gilroy
Sewer System Master Plan
4.2.6 Uvas Park Subtrunk ........................................................................... 4-6
4.2.7 Eagle Ridge Subtrunk ........................................................................ 4-6
4.2.8 Ninth Street Subtrunk ........................................................................ 4-6
4.2.9 Old Gilroy Subtrunk ........................................................................... 4-6
4.2.10 Forest Subtrunk ................................................................................. 4-7
4.2.11 San Ysidro Subtrunk .......................................................................... 4-7
4.2.12 Forest Murray Subtrunk ..................................................................... 4-7
4.2.13 Leavesley-Church Subtrunk ............................................................... 4-7
4.2.14 Welburn Subtrunk .............................................................................. 4-7
4.2.15 Mantelli Subtrunk ............................................................................... 4-8
4.2.16 Santa Teresa-Long Meadow Subtrunk .............................................. 4-8
4.2.17 Morgan Hill – Gilroy Joint Sewer Trunk .............................................. 4-8
4.3 LIFT STATIONS .............................................................................................. 4-9
4.4 FLOW DIVERSIONS ....................................................................................... 4-9
4.5 SOUTH COUNTY REGIONAL WASTEWATER AUTHORITY WASTEWATER TREATMENT PLANT ...................................................................................... 4-9
5.0 CHAPTER 5 –SEWER FLOWS ....................................................................................... 5-1
5.1 FLOWS AT THE SCRWA WWTP .................................................................... 5-1
5.2 EXISTING SEWER FLOWS ............................................................................ 5-3
5.3 BUILDOUT SEWER FLOWS ........................................................................... 5-3
5.4 SEWER COLLECTION SYSTEM DESIGN FLOWS ........................................ 5-3
6.0 CHAPTER 6 – HYDRAULIC MODEL DEVELOPMENT .................................................. 6-1
6.1 HYDRAULIC MODEL SOFTWARE SELECTION ............................................ 6-1
6.2 HYDRAULIC MODEL DEVELOPMENT ........................................................... 6-1
6.2.1 Skeletonization .................................................................................. 6-1
6.2.2 Digitizing and Quality Control ............................................................. 6-2
6.2.3 Pipes and Manholes .......................................................................... 6-2
6.2.4 Load Allocation .................................................................................. 6-2
6.3 MODEL CALIBRATION ................................................................................... 6-4
6.3.1 Calibration Plan ................................................................................. 6-4
6.3.2 2014 V&A Temporary Flow Monitoring Program ................................ 6-4
6.3.3 Dynamic Model Calibration ................................................................ 6-5
6.3.4 Use of the Calibrated Model .............................................................. 6-5
7.0 CHAPTER 7 - EVALUATION AND PROPOSED IMPROVEMENTS ............................... 7-1
7.1 OVERVIEW ..................................................................................................... 7-1
7.2 EXISTING SEWER SYSTEM CAPACITY EVALUATION ................................ 7-1
7.2.1 Existing Maximum Dry Weather Flows Capacity Evaluation .............. 7-4
7.2.2 Existing Maximum Day Wet Weather Flows Capacity Evaluation ...... 7-4
7.3 ULTIMATE BUILDOUT CAPACITY IMPROVEMENTS .................................... 7-4
7.3.1 Gravity Main Improvements ............................................................... 7-5
7.3.1.1 Santa Teresa – Long Meadow Subtrunk ............................... 7-5
7.3.1.2 Welburn Subtrunk ................................................................. 7-5
7.3.1.3 Forest-Swanston Subtrunk ................................................... 7-5
7.3.1.4 Old Gilroy Subtrunk .............................................................. 7-8
7.3.1.5 Uvas Park Subtrunk .............................................................. 7-8 Agenda Item 9.1 Page 85 of 768
City of Gilroy
Sewer System Master Plan
TABLE OF CONTENTS PAGE NO.
March 2023 iii City of Gilroy
Sewer System Master Plan
7.3.1.6 Thomas Subtrunk ................................................................. 7-8
8.0 CHAPTER 8 - CAPITAL IMPROVEMENT PROGRAM ................................................... 8-1
8.1 COST ESTIMATE ACCURACY ....................................................................... 8-1
8.2 COST ESTIMATE METHODOLOGY ............................................................... 8-2
8.2.1 Unit Costs .......................................................................................... 8-2
8.2.2 Construction Cost Index .................................................................... 8-2
8.2.3 Construction Contingency Allowance ................................................. 8-2
8.2.4 Project Related Costs ........................................................................ 8-2
8.3 CAPITAL IMPROVEMENT PROGRAM ........................................................... 8-4
8.3.1 Capital Improvement Costs ................................................................ 8-4
8.3.2 Pipelines ............................................................................................ 8-4
8.3.3 Construction Triggers ........................................................................ 8-8
8.3.4 Construction Phasing ......................................................................... 8-8
8.3.5 Recommended Cost Allocation Analysis ............................................ 8-8
8.4 JOINT TRUNK CONDITION ASSESSMENT IMPROVEMENTS ..................... 8-8
8.5 SUGGESTED PIPELINE REPLACEMENT BUDGET ...................................... 8-9 Agenda Item 9.1 Page 86 of 768
City of Gilroy
Sewer System Master Plan
TABLE OF CONTENTS PAGE NO.
March 2023 iv City of Gilroy
Sewer System Master Plan
FIGURES
Figure ES.1 Regional Location Map .................................................................................... ES-3 Figure ES.2 Planning Area .................................................................................................. ES-4 Figure ES.3 Existing Sewer Collection System .................................................................... ES-6 Figure ES.4 Capital Improvement Program ......................................................................... ES-12 Figure 1.1 Regional Location Map .................................................................................... 1-2 Figure 2.1 Planning Area .................................................................................................. 2-2 Figure 2.2 Existing Land Use ........................................................................................... 2-3 Figure 2.3 2040 General Plan Land Use .......................................................................... 2-6 Figure 3.1 Hydraulic Model Diurnals ................................................................................. 3-10 Figure 3.2 Hydraulic Model Diurnals ................................................................................. 3-11 Figure 3.3 Hydraulic Model Diurnals ................................................................................. 3-12 Figure 3.4 Infiltration and Inflow Sources .......................................................................... 3-13 Figure 3.5 Flow Meter Locations ...................................................................................... 3-15 Figure 3.6 10-Year 24-Hour Storm (Design vs. Historical Storms) .................................... 3-19 Figure 4.1 Existing Sewer Collection System ................................................................... 4-2 Figure 4.2 Existing Modeled Trunk System ...................................................................... 4-3 Figure 6.1 Site 1 Calibration – Inside WWTP .................................................................... 6-6 Figure 6.2 Site 4 Calibration – W. Luchessa Ave. and Hyde Park Dr. ............................... 6-7 Figure 7.1 Existing System Analysis for PDWF ................................................................ 7-2 Figure 7.2 Existing System Analysis for PWWF ............................................................... 7-3 Figure 7.3 Capacity Improvements ................................................................................... 7-6 Figure 8.1 Capital Improvement Program ......................................................................... 8-5 Figure 8.2 Pipeline Replacement Financial Sustainability ................................................. 8-10 Agenda Item 9.1 Page 87 of 768
City of Gilroy
Sewer System Master Plan
TABLE OF CONTENTS PAGE NO.
March 2023 v City of Gilroy
Sewer System Master Plan
TABLES
Table ES.1 Sewer System Performance and Design Criteria ............................................. ES-7 Table ES.2 Existing Sewer Pipe Inventory ......................................................................... ES-8 Table ES.3 Unit Costs ....................................................................................................... ES-13 Table ES.4 Capital Improvement Program ......................................................................... ES-14 Table 1.1 Unit Conversions ............................................................................................. 1-6 Table 1.2 Abbreviations and Acronyms ........................................................................... 1-7 Table 2.1 General Plan Land Use ................................................................................... 2-4 Table 2.2 Glen Loma and Hecker Pass Specific Plans, Land Use and Flows ................. 2-7 Table 2.3 Downtown Specific Plan, Land Use and Flows ................................................ 2-8 Table 2.4 Historical and Projected Population ................................................................. 2-10 Table 3.1 Sewer System Performance and Design Criteria ............................................. 3-4 Table 3.2 Sewer Flow Unit Factor Analysis ..................................................................... 3-7 Table 3.3 Recommended Sewer Unit Factors ................................................................. 3-8 Table 3.4 Flow Meter Locations ...................................................................................... 3-16 Table 3.5 Precipitation Depth-Duration-Frequency.......................................................... 3-17 Table 3.6 Storm Events Analysis .................................................................................... 3-20 Table 4.1 Existing Sewer Pipe Inventory ......................................................................... 4-4 Table 4.2 Existing System Lift Station Inventory ............................................................. 4-10 Table 5.1 Historical Flow Data and Peaking Factors ....................................................... 5-2 Table 5.2 Future Sewer Flows ........................................................................................ 5-4 Table 5.3 Design Flows .................................................................................................. 5-6 Table 6.1 Modeled Sewer Pipe Inventory ........................................................................ 6-3 Table 7.1 Proposed Capacity Improvements ................................................................... 7-7 Table 8.1 Capacity Improvement Unit Costs ................................................................... 8-3 Table 8.2 Capital Improvement Program ......................................................................... 8-6 Table 8.3 Joint Trunk Condition Assessment, Cost Estimates ........................................ 8-11 Agenda Item 9.1 Page 88 of 768
City of Gilroy
Sewer System Master Plan
TABLE OF CONTENTS
March 2023 vi City of Gilroy
Sewer System Master Plan
APPENDICES
Appendix A Sanitary Sewer Flow Monitoring and Inflow/Infiltration Study, 2014 (V&A) Appendix B Hydraulic Model Calibration Exhibits
Appendix C Joint Trunk Condition Assessment Report
Agenda Item 9.1 Page 89 of 768
March 2023 ES-1 City of Gilroy
Sewer System Master Plan
2023 City of Gilroy
0.0 EXECUTIVE SUMMARY
This executive summary presents a brief background of the City of Gilroy’s (City) sewer collection system, the planning area characteristics, the planning and design criteria, and the hydraulic model development.
The hydraulic model was used to evaluate the capacity adequacy of the existing sewer collection system and for recommending improvements to mitigate existing deficiencies and for servicing future growth. The prioritized capital improvement program accounts for growth through the Gilroy Planning Area.
ES.1 STUDY OBJECTIVES
Recognizing the importance of planning, developing, and financing system facilities to provide reliable sewer collection system service to existing customers and for servicing anticipated growth within the sphere of influence, the City initiated the 2023 Sewer System Master Plan.
The City of Gilroy authorized Akel Engineering Group Inc. to complete the following tasks:
Summarize the City’s existing sewer collection system facilities. Document growth planning assumptions and known future developments. Summarize the sewer system performance criteria and design storm event. Project future sewer flows.
Update and validate the City’s hydraulic model based on the City’s Geographic Information Systems (GIS).
Evaluate the adequacy of capacity for the sewer collection system facilities to meet existing and projected peak dry weather flows and peak wet weather flows. Recommend a capital improvement program (CIP) with an opinion of probable construction costs.
Perform a capacity allocation analysis for cost sharing purposes. Develop a 2023 Sewer System Master Plan Report.
ES.2 INTEGRATED APPROACH TO MASTER PLANNING
The City implemented an integrated master planning approach and contracted the services of Akel Engineering Group to prepare the following documents:
2023 Water System Master Plan
Agenda Item 9.1 Page 90 of 768
March 2023 ES-2 City of Gilroy
Sewer System Master Plan
2023 Sewer System Master Plan
2023 Storm Drainage System Master Plan
While each of these reports is published as a standalone document, it has been coordinated for consistency with the City’s General Plan. Additionally, each document has been cross referenced to reflect relevant analysis results with the other documents.
ES.3 STUDY AREA DESCRIPTION
The City of Gilroy is located in Santa Clara County near the west coast of California, south of City of San Francisco. The City of Gilroy lies within the seismically active region of San Francisco Bay.
The City of Gilroy lies in the southern portion of the Santa Clara County and is the most southern City located within the county. The City is located approximately 32 miles southeast of the City of San Jose, 8 miles southeast of Morgan Hill, 25 miles east of City of Santa Cruz, and 16 miles northwest of City of Hollister. The City limits currently encompass 16.5 square miles, with an approximate population of 56,599 residents, according to Department of Finance as of January 2021. Figure ES.1 displays the City’s location.
The City’s service area is generally bound to the north by Fitzgerald Avenue, to the northeast by San Ysidro Avenue, to the southeast by Camino Arroyo, to the west by Burchell Road and Rancho Vista Drive, and to the south by Carnadero Avenue. U.S. Route 101 divides the City in a southeast to northwest direction and the California State Route 152 (Hecker Pass Hwy) runs eastwest direction in the northern half of the City. The topography is generally flat in the middle of the service area, with increasing slopes in the east and west side of the City due to the Santa Cruz Mountains to the west and the Diablo Range to the east. Figure ES.2 displays the planning area showing City limits, the Urban Growth Boundary (UGB) of the City and Planning Area / Sphere of Influence (SOI).
The City operates and maintains a sewer collection system that covers the majority of the area within the City Limits and the City of Morgan Hill. Currently, the sewer flows are conveyed to the South County Regional Wastewater Authority (SCRWA) Wastewater Treatment Plant (WWTP).
ES.4 SYSTEM PERFORMANCE AND DESIGN CRITERIA
Gravity sewer capacities depend on several factors including: material and roughness of the pipe, the limiting velocity and slope, and the maximum allowable depth of flow. The hydraulic modeling software used for evaluating the capacity adequacy of the City’s sewer collection system, InfoSWMM by Innovyze Inc., utilizes the fully dynamic St. Venant’s equation which has a more accurate engine for simulating backwater and surcharge, in addition to manifolded force mains.
The software also incorporates the use of the Manning Equation in other calculations including upstream pipe flow conditions.
Agenda Item 9.1 Page 91 of 768
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Watsonville
Gilroy
Union Pacific Railroad
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UV129 UV129
UV1
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Calero
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Anderson
Reservoir
Coyote
Reservoir
Uvas
Reservoir
Figure ES.1
Regional Location Map
Sewer System Master Plan
City of Gilroy
Updated: September 21, 2020 5
GIS
012 0.5 Miles
Legend
!( Cities
Railroads
Highway
City Limits
Urban Growth Boundary
Study Area
Elevation (ft)
51 - 100
101 - 250
251 - 500
501 - 1,000
1,001 - 2,000
9 - 50 2,001 - 3,000
3,001 - 3,792
Waterbodies
Flie Path: P:\xGIS\GIS_Projects\Gilroy\Sewer\200625-MP\GL_Fig1-1RLMap_092120.mxd Agenda Item 9.1 Page 92 of 768
City of Gilroy
£¤101
£¤101
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UV152
UV152
UV25
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Union
Pacific
Railroad
Coyote
Reservoir
Canyon
Pescadero Creek
Wildcat
Hatfield
Canyon
Creek
Pajaro RivPajaro RivPajaro Riv
Pajaro
River
Carnadero
Creek
Uvas Creek
Miller Slough
Garlic
Creek
Jones
Creek
San
Ysidro
Creek
Llagas Creek
Uvas Creek
Llagas
Creek
Coyote Creek
Live Oak Creek
Llagas Creek
Llagas
Creek
Llagas Creek
Creek
Figure ES.2
Planning Area
Sewer System Master Plan
City of Gilroy
Updated: September 21, 2020 5
GIS
012 0.5
Miles
Legend
City Limits
City Limits Area
Specific Plan Areas
Urban Service Area
Urban Growth Boundary
Sphere of Influence Boundary
General Plan Area
Roads
Highways
Railroads
Rivers & Creeks
Waterbodies
File Path: P:\xGIS\GIS_Projects\Gilroy\Sewer\200625-MP\GL_Fig2-1PlanningArea_092120.mxd Agenda Item 9.1 Page 93 of 768
March 2023 ES-5 City of Gilroy
Sewer System Master Plan
Partial Flow Criteria (d/D)
Partial flow in gravity sewers is expressed as a depth of flow to pipe diameter ratio (d/D). For circular gravity conduits, the maximum capacity is generally reached at 92 percent of the full height of the pipe (d/D ratio of 0.92). This is due to the additional wetted perimeter and increased friction of a gravity pipe.
When designing sewer pipelines, it is common practice to use variable flow depth criteria that allow higher safety factors in larger sizes. Thus, design d/D ratios may range between 0.5 and
0.92, with the lower values used for pipes with smaller diameters. These smaller pipes may experience flow peaks greater than planned or may experience blockages from debris. The City’s design standards pertaining to the d/D criteria are summarized in Table ES.1.
During peak dry weather flows (PDWF), the maximum allowable d/D ratio for proposed pipes (all diameters) is 0.75. The maximum allowable d/D ratio for all existing pipes (all diameters) is 0.90.
The criterion for existing pipes is relaxed in order to maximize the use of the existing pipes before costly pipe improvements are needed.
During peak wet weather flows (PWWF), to avoid premature or unnecessary trunk line replacements, the capacity analysis allowed the d/D ratio to exceed the dry weather flow criteria and surcharge. This condition is evaluated using the dynamic hydraulic model and the criteria listed on Table ES.1, which stipulates that the hydraulic grade line (HGL), even during a surcharged condition, should be at least three feet below the manhole rim elevation.
ES.5 EXISTING SEWER COLLECTION SYSTEM OVERVIEW
The City provides sewer collection services to approximately 17,000 residential, commercial, industrial, and institutional accounts. The City’s collection system consists of approximately 167 miles of up to 60-inch gravity sewer pipes that convey flows towards the SCRWA WWTP, on Southside Drive, as shown on Figure ES.3.
A system-wide pipe inventory, listing the total length by pipe diameter, is shown on Table ES.2.
This table is based on information extracted from the City’s GIS and was updated to reflect the review of construction drawings provided by City Staff. The 8-inch and 12-inch diameter pipes account for 68 percent of the total sewer pipe lengths.
ES.6 SEWER FLOWS
The sewer flows collected and treated at the SCRWA WWTP vary monthly, daily, and hourly.
While the dry weather flows are influenced by customer uses, the wet weather flows are influenced by the severity and length of storm events and the condition of the system.
Agenda Item 9.1 Page 94 of 768
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SAN YSIDRO AV
BLOOMFIELD AV
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MONTEREY ST
SOUTHSIDE DR
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10 12
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8 8
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SS-2
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SS-3
36 36
36 Figure ES.3
Existing Sewer
Collection System
Sewer System Master Plan
City of Gilroy
Updated: September 17, 2021
File Path: P:\xGIS\GIS_Projects\Gilroy\Sewer\200625-MP\GL_Fig4-1_ExistingModelSyst_091721.mxd 5GIS
0 0.25 0.5 1
Mile
LegendModeled Gravity Pipes by Size
8" or Smaller10" - 18"24" or Greater
Non-Modeled System
È
6"
#
"
õ Lift Station
Non-Modeled PipesRoadsRailroadsCity LimitsUrban Growth BoundaryRivers & CreeksWaterbodies Agenda Item 9.1
Table ES.1 Sewer System Performance and Design Criteria Pipeline Criteria
Peak Dry Weather Flow Criteria
Peak Wet Weather Flow Criteria
Hydraulic Grade Line (HGL) should be at least 3 foot below the manhole rim Suggested Master
Plan Criteria
City of Gilroy
General Guidelines1
Minimum Grade
(Velocity = 2.0 ft/s)
Minimum
Capacity
(n= 0.013)
Minimum Grade
(Velocity = 2.5 ft/s)
Minimum
Capacity
(n= 0.013)
(in) (ft/ft) cfs (ft/ft) (cfs)
8 0.0026 0.55 0.0077 0.00
10 0.0019 0.87 0.0057 0.82
12 0.0015 1.23 0.0022 1.29
15 0.0011 1.98 0.0015 1.58
18 0.0009 2.75 0.0012 2.46
21 0.0007 3.76 0.0010 3.54
24 0.0006 5.05 0.0008 4.82
27 0.0005 6.47
30 0.0004 7.94
33 0.0004 9.34
36 0.0004 11.78
42 0.0003 15.90
Lift Station Criteria
Lift Stations: When permitted by City Engineer. Firm Capacity to meet Peak Wet Weather Flow.
9/28/2020
Notes:
1. Source: City of Gilroy General Guidelines, August 2014.
Existing Sewer Trunks: Maximum allowable d/D of 0.90
Proposed Sewer Trunks: Maximum allowable d/D of 0.75
Sewer System Master Plan
City of Gilroy
Pipe
Size
Agenda Item 9.1 Page 96 of 768
Table ES.2 Existing Sewer Pipe Inventory
Sewer System Master Plan
City of Gilroy
(in) (feet) (miles)
City Pipes
≤6
2 154,358 29.2
8 463,234 87.7
10 81,809 15.5
12 58,195 11.0
14 327 0.1
15 16,330 3.1
16 136 0.03
18 43,284 8.2
24 13,447 2.5
27 12,542 2.4
30 914 0.2
42 5,810 1.1
48 375 0.1
Total 850,760 161.1
Joint Trunk Pipes3
21 202 < 0.1
24 5,679 1.1
27 4,407 0.8
30 2,776 0.5
33 22,132 4.2
42 246 < 0.1
60 96 < 0.1
Total 35,537 6.7
5/20/2021
Notes:
1. Source: GIS Received from City staff on September 10, 2020.
2. Includes pipelines of unknown diameter.
3. Indicates Joint Trunk pipelines south of intersection at Fitzgerald Avenue and Monterey Road.
Pipe Size Length
Agenda Item 9.1 Page 97 of 768
March 2023 ES-9 City of Gilroy
Sewer System Master Plan
Flow data influent to the SCRWA WWTP was obtained from City operation staff. The flow data covered a period from 2010 to 2019. From this data monthly, daily, and peak daily flows, were determined.
The land use methodology was used to estimate the buildout flows from the City’s Planning Area and to be consistent with the General Plan. The undeveloped lands were multiplied by the corresponding unit flow factor to estimate the sewer flows. The buildout average daily flows were calculated at 7.06 MGD.
ES.7 HYDRAULIC MODEL DEVELOPMENT AND CALIBRATION
The City’s hydraulic model combines information on the physical characteristics of the sewer collection system (pipelines, manholes, and diversions) and operational characteristics (how they operate). The hydraulic model then performs calculations and solves series of equations to simulate flows in pipes, including backwater calculations for surcharged conditions.
There are several network analysis software products released by different manufacturers that can equally perform the hydraulic analysis satisfactorily. The selection of a particular software depends on user preferences, the sewer collection system’s unique requirements, and the costs for purchasing and maintaining the software.
The hydraulic modeling software used for evaluating the capacity adequacy of the City’s sewer collection system, InfoSWMM by Innovyze Inc., utilizes the fully dynamic St. Venant’s equation which has a more accurate engine for simulating backwater and surcharge conditions, in addition to having the capability for simulating manifolded force mains. The software also incorporates the use of the Manning Equation in other calculations including upstream pipe flow conditions. The St Venant’s and Manning’s equations are discussed in the System Performance and Design Criteria chapter.
Model Development
The hydraulic model for the City of Gilroy was skeletonized to include the pipelines essential to the hydraulic analysis.
Skeletonizing the model refers to the process where pipes not essential to the hydraulic analysis of the system are stripped from the model. Skeletonizing the model is useful in creating a system that accurately reflects the hydraulics of the pipes within the system. In addition, skeletonizing the model will reduce both the complexities of large models and the time of analysis while maintaining accuracy, but will also comply with the limitations imposed by the computer program.
In the City of Gilroy’s case, skeletonizing was necessary to reduce the model from approximately 4,529 pipes extracted from the GIS to 657 pipes. The modeled pipes included pipes 8-inches in diameter and larger, in addition to some critical smaller gravity sewer pipes. The inventory pipelines included in the hydraulic model are approximately 23.5 percent of the overall system.
Agenda Item 9.1 Page 98 of 768
March 2023 ES-10 City of Gilroy
Sewer System Master Plan
Model Calibration
Calibration can be performed for steady state conditions, which model the peak hour flows, or for dynamic conditions (24 hours or more). Dynamic calibration consists of comparing the model predictions to diurnal operational changes in the wastewater flows. The City’s hydraulic model was calibrated for dynamic conditions.
In sewer collection systems, and when using dynamic hydraulic modeling to evaluate the impact of wet weather flows, it is common practice to calibrate the model to the following three conditions:
Peak dry weather flows on a weekday and a weekend.
Peak wet weather flows from storm rainfall Event No. 1 (February 26 2014 – February 27 2014)
Peak wet weather flows from storm rainfall Event No. 2 (February 28 2014 – March 1 2014).
After the model is calibrated to these conditions, it is benchmarked and used for evaluating the capacity adequacy of the sewer collection system, under dry and wet weather conditions.
The hydraulic model is a valuable investment that will continue to prove its worth to the City as future planning issues or other operational conditions surface. It is recommended that the model be maintained and updated with new construction projects to preserve its integrity.
ES.8 CAPACITY EVALUATION
The system performance and design criteria were used as a basis to judge the adequacy of capacity for the existing sewer collection system. The design flows simulated in the hydraulic model for existing conditions are listed as follows:
Existing PDWF = 8.79 MGD
Existing PWWF = 13.81 MGD
During the peak dry weather simulations, the maximum allowable pipe d/D criteria for new pipes (d/D ratio of 0.75) was used. For existing pipes, the criteria was relaxed to allow a maximum d/D ratio of 0.90 (full pipe capacity) to prevent unnecessary pipe replacements. During the peak wet weather simulations, capacity deficiencies included pipe segments with a hydraulic grade line (HGL) that rises within three feet of the manhole rim elevation.
In general, the hydraulic model indicated that the sewer collection system exhibited acceptable performance to service the existing customers during peak dry weather flows and peak wet weather flows. Future flows were then added to the hydraulic model and the existing system was Agenda Item 9.1 Page 99 of 768
March 2023 ES-11 City of Gilroy
Sewer System Master Plan
expanded in order to serve these future customers. The proposed improvements for the future system are shown with pipe sizes on an overall exhibit on Figure ES.4.
ES.9 CAPITAL IMPROVEMENT PROGRAM
The Capital Improvement Program includes pipeline improvements recommended in this master plan (Table ES.4). Each improvement was assigned a uniquely coded identifier associated with its tributary area. The baseline costs for pipelines and lift stations are shown in Table ES.2.
Improvements are shown in Figure ES.4.
The estimated costs include the baseline costs plus 30 percent contingency allowance to account for unforeseen events and unknown field conditions. Capital improvement costs include the estimated construction costs plus 30 percent project related costs (engineering design, project administration, construction management and inspection, and legal costs).
The costs in this Sewer System Master Plan were benchmarked using a 20-City national average ENR CCI of 13,176, reflecting a date of March 2023. In total, the CIP includes approximately 3.9 miles of gravity main improvements with a cost totaling over 12.7 million dollars.
Agenda Item 9.1 Page 100 of 768
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MURRAY AV
RENZ
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ST
MONTEREY ST
GOLDEN GATE AV
FITZGERALD
RD
SANTA TERESA BL
RUCKER AV
BUENA
VISTA AV
CENTER AV
MARCELLA AV
LEAVESLEY RD
SAN YSIDRO AV
BLOOMFIELD AV
FRAZIER LAKE RD
MONTEREY ST
SOUTHSIDE DR
SANTA TERESA BL
SANTA TERESA BL
CASTRO
VALLEY
RD
EAGLE RIDGE DR
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DAY
RD
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18 12
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Pajaro River
Llagas Creek
Uvas Creek
30 30 27
18 18
33 27
18 10 18
10 15
12 1
12 0
10 10
12 18 18
10 12
15 12 12
15 15
10 LN
10 12 12 10 12
12 18
33 27
10 12
33 12
15 12
30 27
15 15
10 10
8 8
10 10
10 10 10 10
1 18
8 12
12 12 24
2 4
24 24
18 15 18
18 18
10 10
10 10
12 12
15 18
12 18
15 UP-2
15 18
15 18
15 18 21 21
21 27/18
12 12
18 10
27/18 18
27 10
18 18
27 33/4
18 2
12 12
PARK
DR
SS-1
SS-2
27 24
24 24
STP-1
WP-1 WP-1
WP-2
FP-1
FP-2
OP-2
UP-6
15 UP-4
UP-3
TP-1 TP-2
.² WWTP
SS-3
OP-1
12 15
UP-5
Uvas
Creek
1 U
2 P-1
36 36
36 Figure ES.4
Captial Improvement
Program
Sewer System Master Plan
City of Gilroy
Updated: September 17, 2021
File Path: P:\xGIS\GIS_Projects\Gilroy\Sewer\200625-MP\GL_Fig8-1_CIP_091721.mxd 5GIS
0 0.25 0.5 1
Mile
Legend
Improvement Pipes
Modeled Gravity Pipes by Size
8" or Smaller10" - 18"24" or Greater
Non-Modeled System
È
6"
#
"
õ Lift Station
Non-Modeled PipesRoadsRailroadsCity LimitsUrban Growth BoundaryRivers & CreeksWaterbodies Note:WP-1 and WP-2 should be completedat the same time, the existing 10-inchin the middle may be reassessed andreplaced depending on pipelinecondition and age.
Agenda Item 9.1
Table ES.3 Unit Costs
Sewer System Master Plan
City of Gilroy
Pipelines
Improvement Type Unit Cost
New/Parallel/Replacement
(in) ($/unit length)
8 259
10 289
12 332
15 360
18 389
21 418
24 475
27 535
30 594
36 713
Pipeline Casings
23$ per inch diameter per linear foot
3/28/2023
Notes :
1. Unit costs are based on an ENR CCI Index Value
of 13,176 (March 2023).
Pipe
Size
Agenda Item 9.1 Page 102 of 768
Table ES.4 Capital Improvement Program
Sewer System Master Plan
City of Gilroy
Pipeline Improvements Infrastructure Costs Suggested Cost Allocation Cost Allocation Existing
Diameter
New/Parallel/
Replace
Diameter Length Unit Cost Infr. Cost Existing
Users
Future
Users
Existing
Users
Future
Users
(in) (in) (ft) ($) ($) ($) ($) ($) (gpm) (%) (%) ($) ($) Gravity Main Improvements
Santa Teresa - Long Meadow Subtrunk
SLP-1 Gravity Main Santa Teresa Blvd From Sunrise Dr to Longmeadow Dr 10 Replacement 12 2,025 332 671,321 671,400 872,900 1,134,800 954 EDU 61% 39% 689,302 445,498 Subtotal - Santa Teresa - Long Meadow Subtrunk 671,400 872,900 1,134,800 689,302 445,498 Welburn Subtrunk
WP-1 Gravity Main Welburn Ave From Chiesa Dr to Aspen Wy 10 Replacement 12 1,700 332 563,578 563,600 732,700 952,600 Existing Deficiency 90% 10% 861,520 91,080 WP-2 Gravity Main Welburn Ave From Church St to Hanna St 10 Replacement 12 750 332 248,637 248,700 323,400 420,500 Existing Deficiency 91% 9% 384,531 35,969 Subtotal - Welburn Subtrunk 812,300 1,056,100 1,373,100 1,246,051 127,049 Forest-Swanston Subrunk
FP-1 Gravity Main Ioof Ave From Monterey Rd to Forest Ave 10 Replacement 12 1,150 332 381,244 381,300 495,700 644,500 Existing Deficiency 93% 7% 601,483 43,017 FP-2 Gravity Main Forest St From Lewis St to Old Gilroy St 12 Replacement 15 1,875 360 675,064 675,100 877,700 1,141,100 Existing Deficiency 96% 4% 1,093,639 47,461 Subtotal - Forest-Swanston Subrunk 1,056,400 1,373,400 1,785,600 1,695,122 90,478 Old Gilroy Subtrunk
OP-1 Gravity Main Old Gilroy St From 75' w/o Railroad St to Railroad St 10 Replacement 12 100 332 33,152 33,200 43,200 56,200 Existing Deficiency 89% 11% 50,159 6,042 OP-2 Gravity Main Old Gilroy St From Railroad St to Forest St 12 Replacement 15 750 360 270,026 270,100 351,200 456,600 Existing Deficiency 89% 11% 407,516 49,085 Subtotal - Old Gilroy Subtrunk 303,300 394,400 512,800 457,674 55,126 Uvas Park Subtrunk
UP-1 Gravity Main Uvas Park Dr From 3rd St to 350 ft e/o Santa Barbara Dr - New 12 2,375 332 787,352 787,400 1,023,700 1,330,900 Existing Deficiency 39% 61% 517,772 813,128 UP-2 Gravity Main Hoxett St / ROW From Wren Ave to Miller Ave 12 Replacement 18 1,550 389 602,255 602,300 783,000 1,017,900 2,020 EDU 36% 64% 370,355 647,545 UP-3 Gravity Main Yorktown Dr From Miller Ave to Greenwich Dr 12 Replacement 18 1,725 389 670,252 670,300 871,400 1,132,900 1,923 EDU 38% 62% 427,260 705,640 UP-4 Gravity Main Greenwich Dr From Yorktown Dr to Orchard Dr 12 Replacement 18 575 389 223,417 223,500 290,600 377,800 2,152 EDU 38% 62% 145,055 232,745 UP-5 Gravity Main Orchard Dr From Greenwich Dr to W 10th St 12 Replacement 18 200 389 77,710 77,800 101,200 131,600 2,401 EDU 39% 61% 51,307 80,293 UP-6 Gravity Main W 10th St From Orchard Dr to Princevalle St 12 Replacement 18 1,350 389 524,545 524,600 682,000 886,600 3,085 EDU 39% 61% 346,721 539,879 Subtotal - Uvas Park Subtrunk 2,885,900 3,751,900 4,877,700 1,858,470 3,019,230 Thomas Subtrunk
TP-1 Gravity Main London Pl From Monterey Rd to Princevalle St 18 Replacement 21 2,775 418 1,160,665 1,160,700 1,509,000 1,961,700 5,873 EDU 62% 38% 1,224,966 736,734 TP-2 Gravity Main Monterey Rd From Luchessa Ave to London Pl 18 Replacement 21 1,525 418 637,843 637,900 829,300 1,078,100 5,303 EDU 62% 38% 672,095 406,005 Subtotal - Thomas Subtrunk 1,798,600 2,338,300 3,039,800 1,897,061 1,142,739 Total Costs
Subtotal - Santa Teresa - Long Meadow Subtrunk 671,400 872,900 1,134,800 689,302 445,498 Subtotal - Welburn Subtrunk 812,300 1,056,100 1,373,100 1,246,051 127,049 Subtotal - Forest-Swanston Subrunk 1,056,400 1,373,400 1,785,600 1,695,122 90,478 Subtotal - Old Gilroy Subtrunk 303,300 394,400 512,800 457,674 55,126 Subtotal - Uvas Park Subtrunk 2,885,900 3,751,900 4,877,700 1,858,470 3,019,230 Subtotal - Thomas Subtrunk 1,798,600 2,338,300 3,039,800 1,897,061 1,142,739 Total Improvement Costs 7,527,900 9,787,000 12,723,800 7,843,681 4,880,119 3/28/2023
Notes :
1. Cost estimates are based on the Engineering News Record (ENR) construction cost index (CCI) of 13,176 (March 2023).
2. Baseline construction costs plus 30% to account for unforeseen events and unknown conditions.
3. Estimated construction cost plus 30% to cover other costs including: engineering design, project administration (developer and City staff), construction management and inspection, and legal costs.
Capital Improv.
Cost 3
Construction
Trigger Improv. No. Type of
Improvement
Alignment Limits Baseline Constr.
Costs 1
Estimated Const.
Costs 2
Agenda Item 9.1 Page 103 of 768
March 2023 1-1 City of Gilroy
Sewer System Master Plan
2023 City of Gilroy
1.0 CHAPTER 1 - INTRODUCTION
This chapter provides a brief background of the City of Gilroy’s (City) sewer collection system (also known as a wastewater collection system), the need for this master plan, and the objectives of the study. Unit conversions, abbreviations, and definitions are also provided in this chapter.
1.1 BACKGROUND
The City of Gilroy is located approximately 32 miles southeast of the City of San Jose, 8 miles southeast of Morgan Hill, 25 miles east of the City of Santa Cruz, and 16 miles northwest of City of Hollister (Figure 1.1). The City provides sewer collection services to approximately 17,000 residential, commercial, industrial, and institutional accounts. The City owns, operates, and maintains the sewer collection system, which consists of over 167 miles of gravity trunks and force mains, with up to 42-inch pipe sizes, which convey the flow to the South County Wastewater Authority (SCRWA) Wastewater Treatment Plant (WWTP). The WWTP has an average daily capacity rating of 8.5 million gallons per day (MGD).
In 2004, the City of Gilroy developed a Sewer System Master Plan that identified capacity deficiencies in the existing sewer system and recommended improvements to alleviate existing deficiencies and serve future developments in the Gilroy Planning Area.
Recognizing the importance of planning, developing, and financing system facilities to provide reliable sewer collection service to existing customers and for servicing anticipated growth within the Gilroy Planning Area, the City initiated updating elements of the 2004 Sanitary Sewer Master Plan, to reflect current land use conditions and General Plan updates.
1.2 SCOPE OF WORK
City Council approved Akel Engineering Group to prepare this 2023 Sewer System Master Plan (SSMP) and a concurrent Water System Master Plan and Storm Drainage System Master Plan in August 2019. The 2023 SSMP evaluates the City’s sewer collection system and recommends capacity improvements necessary to service the needs of existing users and for servicing the future growth of the City. This 2023 SSMP is intended to serve as a tool for planning and phasing the construction of future sewer collection system infrastructure for the projected buildout of the City’s service area. The area and horizon for this master plan is based on the City’s General Plan.
Should planning conditions change, and depending on their magnitude, adjustments to the master plan recommendations might be necessary.
The master plan included the following tasks:
Summarizing the City’s existing sewer collection system facilities. Documenting growth planning assumptions and known future developments.
Agenda Item 9.1 Page 104 of 768
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Watsonville
Gilroy
Union Pacific Railroad
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UV152
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UV129 UV129
UV1
UV152
Calero
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Anderson
Reservoir
Coyote
Reservoir
Uvas
Reservoir
Figure 1.1
Regional Location Map
Sewer System Master Plan
City of Gilroy
Updated: September 21, 2020 5
GIS
012 0.5 Miles
Legend
!( Cities
Railroads
Highway
City Limits
Urban Growth Boundary
Study Area
Elevation (ft)
51 - 100
101 - 250
251 - 500
501 - 1,000
1,001 - 2,000
9 - 50 2,001 - 3,000
3,001 - 3,792
Waterbodies
Flie Path: P:\xGIS\GIS_Projects\Gilroy\Sewer\200625-MP\GL_Fig1-1RLMap_092120.mxd Agenda Item 9.1 Page 105 of 768
March 2023 1-3 City of Gilroy
Sewer System Master Plan
Summarizing the sewer system performance criteria and design storm event. Projecting future sewer flows.
Updating and validating the City’s hydraulic model based on the City’s Geographic Information Systems (GIS).
Evaluating the adequacy of capacity for the sewer collection system facilities to meet existing and projected peak dry weather flows and peak wet weather flows. Recommending a capital improvement program (CIP) with an opinion of probable construction costs.
Performing a capacity allocation analysis for cost sharing purposes. Developing a 2023 Sewer System Master Plan Report.
1.3 INTEGRATED APPROACH TO MASTER PLANNING
This City implemented an integrated master planning approach and contracted the services of Akel Engineering Group to prepare the following documents:
2023 Water System Master Plan
2023 Sewer System Master Plan
2023 Storm Drainage System Master Plan
While each of these reports is published as a standalone document, it has been coordinated for consistency with the City’s General Plan. Additionally, each document has been cross referenced to reflect relevant analysis results with the other documents.
1.4 PREVIOUS MASTER PLANS
The City’s most recent sewer master plan was completed in 2004. This master plan included evaluation of servicing growth to the planning area, evaluated existing sewer flows and projected future flows and recommended phased improvements to the sewer system for a horizon year of 2040. Additionally, the 2004 master plan included the development of the hydraulic model which was used for evaluating the sewer system. Improvements were recommended for servicing existing and future growth areas, and a corresponding Capital Improvement Program was developed to quantify the corresponding costs.
1.5 RELEVANT REPORTS
The City has completed several special studies intended to evaluate localized growth. These reports were referenced and used during this capacity analysis. The following lists relevant reports that were used in the completion of this master plan, as well as a brief description of each document:
Agenda Item 9.1 Page 106 of 768
March 2023 1-4 City of Gilroy
Sewer System Master Plan
City of Gilroy 2040 General Plan, November 2020 (2040 GP). The City’s 2040 General Plan provides future land use planning, and growth assumptions for the Planning Area.
Additionally, this report establishes the planning horizon for improvements in this master plan.
City of Gilroy Sewer System Master Plan, February 2004 (2004 SSMP). This report documents the planning and performance criteria, evaluates the sewer system, recommends improvements, and provides an estimate of costs. City of Morgan Hill Sewer System Master Plan, January 2002 (2002 SSMP). This report documents the planning and performance criteria, evaluates the sewer system, recommends improvements, and provides an estimate of costs. City of Morgan Hill Sewer System Master Plan, February 2016 (2016 SSMP). This report documents the planning and performance criteria, evaluates the sewer system, recommends improvements, and provides an estimate of costs. This document was used to quantify the existing and future sewer flows in the Morgan Hill – Gilroy Joint Trunk.
1.6 REPORT ORGANIZATION
The Sewer System Master Plan report contains the following chapters:
Chapter 1 – Introduction. This chapter provides a brief background of the City of Gilroy’s (City) sewer collection system (also known as a wastewater collection system), the need for this master plan, and the objectives of the study. Unit conversions, abbreviations, and definitions are also provided in this chapter.
Chapter 2 – Planning Area Characteristics. This chapter presents a discussion of planning area characteristics and defines the land use classification.
Chapter 3 – System Performance and Design Criteria. This chapter presents the City’s performance and design criteria which was used in this analysis for identifying current system capacity deficiencies and for sizing proposed collection mains and lift stations.
Chapter 4 – Existing Sewer Collection Facilities. This chapter provides a description of the City’s existing sewer collection system facilities including gravity trunks, force mains, lift stations, and sewer collection basins. The chapter also includes a brief description of the SCRWA WWTP, which treats and disposes of the wastewater for the City.
Chapter 5 – Sewer Flows. This chapter summarizes historical sewer flows experienced at the South County Regional Wastewater Authority (SCRWA) WWTP and defines flow terminologies relevant to this evaluation. This chapter discusses the design flows used in the hydraulic modeling effort and capacity evaluation. The design flows include the existing condition (existing customers) and buildout development conditions.
Agenda Item 9.1 Page 107 of 768
March 2023 1-5 City of Gilroy
Sewer System Master Plan
Chapter 6 – Hydraulic Model Development. This chapter describes the development and calibration of the City’s sewer collection system hydraulic model. The City’s hydraulic model was used to evaluate the capacity adequacy of the existing system and to plan its expansion to service anticipated future growth.
Chapter 7 – Evaluation and Proposed Improvements. This section presents a summary of the sewer collection system capacity evaluation during peak dry weather flows and peak wet weather flows for the existing and buildout development conditions. The recommended sewer collection system improvements needed to mitigate capacity deficiencies are also discussed in this chapter.
Chapter 8 – Capital Improvement Program. This chapter provides a summary of the recommended sewer collection system improvements to mitigate existing capacity deficiencies and service future growth. This chapter also presents the cost criteria and methodologies for developing the capacity improvement costs. Finally, a cost allocation analysis, usually used for cost sharing purposes, is also included.
1.7 ACKNOWLEDGEMENTS
Obtaining the necessary information to successfully complete the analysis presented in this report, and developing the long-term strategy for mitigating the existing system deficiencies and for accommodating future growth, was accomplished with the strong commitment and very active input from dedicated team members including:
• Daryl Jordan, P.E.; Director of Public Works
• Gary Heap, P.E.; City Engineer
• Jorge Duran, P.E.; Senior City Engineer
• Matt Jones, Deputy Public Works Director
1.8 UNIT CONVERSIONS AND ABBREVIATIONS
Engineering units were used in reporting flow rates and volumes pertaining to the design and operation of various components of the sewer collection system. Where it was necessary to report values in smaller or large quantities, different sets of units were used to describe the same parameter. Values reported in one set of units can be converted to another set of units by applying a multiplication factor. A list of multiplication factors for units used in this report are shown on Table 1.1.
Various abbreviations and acronyms were also used in this report to represent relevant sewer collection system terminologies and engineering units. A list of abbreviations and acronyms is included in Table 1.2.
Agenda Item 9.1 Page 108 of 768
Volume Unit Calculations
To Convert From: To: Multiply by:
acre feet gallons 325,857
acre feet cubic feet 43,560
acre feet million gallons 0.3259
cubic feet gallons 7.481
cubic feet acre feet 2.296 x 10‐5
cubic feet million gallons 7.481 x 10‐6
gallons cubic feet 0.1337
gallons acre feet 3.069 x 10‐6
gallons million gallons 1 x 10‐6
million gallons gallons 1,000,000
million gallons cubic feet 133,672
million gallons acre feet 3.069
Flow Rate Calculations
To Convert From: To: Multiply By:
ac‐ft/yr mgd 8.93 x 10‐4
ac‐ft/yr cfs 1.381 x 10‐3
ac‐ft/yr gpm 0.621
ac‐ft/yr gpd 892.7
cfs mgd 0.646
cfs gpm 448.8
cfs ac‐ft/yr 724
cfs gpd 646300
gpd mgd 1 x 10‐6
gpd cfs 1.547 x 10‐6
gpd gpm 6.944 x 10‐4
gpd ac‐ft/yr 1.12 x 10‐3
gpm mgd 1.44 x 10‐3
gpm cfs 2.228 x 10‐3
gpm ac‐ft/yr 1.61
gpm gpd 1,440
mgd cfs 1.547
mgd gpm 694.4
mgd ac‐ft/yr 1,120
mgd gpd 1,000,000
2/11/2016
Table 1.1 Unit Conversions
Sewer System Master Plan
City of Gilroy
Agenda Item 9.1 Page 109 of 768
Abbreviation Expansion Abbreviation Expansion
2016 SSMP 2016 Sewer System Master Plan HGL Hydraulic Grade Line 10Yr‐24Hr 10‐Year 24‐Hour in/hr Inch per Hour
ADWF Average Dry Weather Flow I&I Infiltration and Inflow AAF Annual Average Flow LF Linear Feet
Akel Akel Engineering Group, Inc. MDDWF Maximum Day Dry Weather Flow AWWF Average Wet Weather Flow MDWWF Maximum Day Wet Weather Flow BWF Base Wastewater Flow MGD Million Gallons per Day
CCI Construct Cost Index MMDWF Maximum Month Dry Weather Flow CCTV Closed Circuit Television MMWWF Maximum Month Wet Weather Flow CDP Census Designated Place NOAA
National Oceanic and Atmospheric
Administration
CIP Capital Improvement Program PWSS Public Water System Statistics City City of Gilroy PDWF Peak Dry Weather Flow
DDF Depth Duration Frequency PWWF Peak Wet Weather Flow d/D depth of flow to pipe diameter ROW Right of Way
EDUs Equivalent Dwelling Units SCADA Supervisory Control and Data Acquisition
ENR Engineering News Record SCRWA
South County Regional Wastewater
Authority
fps Feet per Second SCVWD Santa Clara Valley Water District FY Fiscal Year VCP Vitrified Clay Pipe
GIS Geographic Information Systems V&A Villalobos and Associates gpd Gallons per Day WWTP Wastewater Treatment Plant
gpm Gallons per Minute
2/11/2016
Sewer System Master Plan
City of Gilroy
Table 1.2 Abbreviations and Acronyms
Agenda Item 9.1 Page 110 of 768
March 2023 1-8 City of Gilroy
Sewer System Master Plan
1.9 GEOGRAPHIC INFORMATION SYSTEMS
This master planning effort made extensive use of Geographic Information Systems (GIS) technology, for completing the following tasks:
Develop the physical characteristics of the hydraulic model (gravity mains, force mains, and lift stations).
Allocate existing sewer loads, as calculated using the developed sewer unit factors. Calculate and allocate future sewer loads, based on the future developments’ land use. Extract ground elevations along the gravity and force mains from available contour maps and digital elevation models.
Generate maps and exhibits used in this master plan.
Agenda Item 9.1 Page 111 of 768
March 2023 2-1 City of Gilroy
Sewer System Master Plan
2023 City of Gilroy
2.0 CHAPTER 2 – PLANNING AREA
CHARACTERISTICS
This chapter presents a discussion of planning area characteristics and defines the land use classification.
2.1 STUDY AREA DESCRIPTION
The City of Gilroy is located in Santa Clara County near the west coast of California, south of City of San Francisco. The City of Gilroy lies within the seismically active region of San Francisco Bay.
The City of Gilroy lies in the southern portion of the Santa Clara County and is the most southern City located within the county. The City is located approximately 32 miles southeast of the City of San Jose, 8 miles southeast of Morgan Hill, 25 miles east of City of Santa Cruz, and 16 miles northwest of City of Hollister. The City limits currently encompass 16.5 square miles, with an approximate population of 56,599 residents, according to Department of Finance as of January 2021. Figure 1.1 displays the City’s location.
The City’s service area is generally bound to the north by Fitzgerald Avenue, to the northeast by San Ysidro Avenue, to the southeast by Camino Arroyo, to the west by Burchell Road and Rancho Vista Drive, and to the south by Carnadero Avenue. U.S. Route 101 divides the City in a southeast to northwest direction and the California State Route 152 (Hecker Pass Hwy) runs eastwest direction in the northern half of the City. The topography is generally flat in the middle of the service area, with increasing slopes in the east and west side of the City due to the Santa Cruz Mountains to the west and the Diablo Range to the east. Figure 2.1 displays the planning area showing City limits, the Urban Growth Boundary (UGB) of the City and Planning Area / Sphere of Influence (SOI).
The City operates and maintains a sewer collection system that covers the majority of the area within the City Limits and the City of Morgan Hill. Currently, the sewer flows are conveyed to the South County Regional Wastewater Authority (SCRWA) Wastewater Treatment Plant (WWTP).
2.2 SEWER SERVICE AREAS AND LAND USE
The City’s sewer system services residential and non-residential lands within the City limits, as summarized on Table 2.1 and shown graphically on Figure 2.2. Areas within the City’s existing service area include:
5,429 acres of developed lands inside the City limits. 3,673 acres of undeveloped lands inside the City limits.
Agenda Item 9.1 Page 112 of 768
City of Gilroy
£¤101
£¤101
£¤101
UV152
UV152
UV25
UV152
Union
Pacific
Railroad
Coyote
Reservoir
Canyon
Pescadero Creek
Wildcat
Hatfield
Canyon
Creek
Pajaro RivPajaro RivPajaro Riv
Pajaro
River
Carnadero
Creek
Uvas Creek
Miller Slough
Garlic
Creek
Jones
Creek
San
Ysidro
Creek
Llagas Creek
Uvas Creek
Llagas
Creek
Coyote Creek
Live Oak Creek
Llagas Creek
Llagas
Creek
Llagas Creek
Creek
Figure 2.1
Planning Area
Sewer System Master Plan
City of Gilroy
Updated: September 21, 2020 5
GIS
012 0.5
Miles
Legend
City Limits
City Limits Area
Specific Plan Areas
Urban Service Area
Urban Growth Boundary
Sphere of Influence Boundary
General Plan Area
Roads
Highways
Railroads
Rivers & Creeks
Waterbodies
File Path: P:\xGIS\GIS_Projects\Gilroy\Sewer\200625-MP\GL_Fig2-1PlanningArea_092120.mxd Agenda Item 9.1 Page 113 of 768
£¤101
£¤101
UV152
UV152
UV25
Llagas
Creek
Miller Slough
Uvas Creek
Buena Vista Ave Fitzgerald Ave Monterey Rd
Day Rd
Sunrise Dr
Mantelli Dr
Santa
Teresa
Bl
W
r
e
n
Av
eLeavesley Rd
Camino Arroyo Tenth St
Southside Dr
Uv as Park
Dr
Castro Valley Rd
Frazier Lake Rd
Bloomfield Ave
Sheldon Ave
Davidson Ave
Coh
Las Animas Ave ansey Ave
Gilman Rd Hecker Pass Rd First St
Rucker Av
Pajaro River Shore Rd Figure 2.2 Existing Land Use
Sewer System Master Plan
City of Gilroy
Legend
Existing Land Use
Low Density ResidentiaMedium Density ResidentialHigh Density ResidentialNeighborhood DistrictPublic/Quasi-Public FacilityEducational FacilityProfessional OfficeGeneral Services CommercialVisitor-Serving CommercialIndustrialOpen SpacePark and Recreation FacilityVacantCity LimitsRoadsRailroadsRivers & CreeksWaterbodies Updated: September 21, 2020
0 0.5 1 2
Miles 5GIS
File Path: P:\xGIS\GIS_Projects\Gilroy\Sewer\200625-MP\GL_Fig2-2ExistLandUse_092120.mxd Agenda Item 9.1
Table 2.1 General Plan Land Use
Sewer System Master Plan
City of Gilroy
Existing Existing Lands ‐ Redeveloping New Lands ‐ Redevelopment New Development (acre) (acre) (acre) (acre) (acre) (acre) (acre) (acre) (acre) 1 2 3 4 56789 10 11
Residential
Rural Residential ‐ 0 0 00000 0 0
Hillside Residential Hillside Residential 444 ‐1 442 112 344 8 464 907 913 Low Density Residential Low Density Residential 1,704 ‐121 1,583 122 45 44 211 1,794 4,221 Medium Density Residential Medium Density Residential 100 ‐42 58 177 4 2 183 240 248 High Density Residential High Density Residential 249 ‐182 67 18 15 3 36 104 111 Subtotal ‐ Residential 2,496 ‐346 2,151 429 408 58 895 3,045 5,493 Non‐Residential
Visitor Serving Commercial Visitor Serving Commercial 99 ‐67 32 176 0 0 176 208 208 General Services Commercial General Services Commercial 524 ‐91 432 106 55 44 205 637 837 Professional Office 1 0 1 0 0 0 0 1 1
General Industrial General Industrial 320 ‐71 249 213 255 389 856 1,105 2,036 Campus Industrial 56 ‐12 440 0 0 0 44 44
Educational Facility Educational Facility 12 ‐5 71001 8 22 Public/Quasi‐Public Facility Public/Quasi‐Public Facility 596 ‐44 552 152 102 28 281 833 1,013 Neighborhood District Neighborhood District 94 ‐94 0 38 22 336 395 395 428 City Gateway District ‐ 0 0 0207 027 27 27
Downtown Specific Plan Area ‐ 0 0 0 57 32 0 89 89 89
Mixed Use Corridor High ‐ 0 0 0257 033 33 33
Hecker Pass Special Use District ‐ 0 0 0 328 88 0 416 416 416 Glen Loma Ranch ‐ 0 0 0 103 237 0 341 341 341
Industrial Park ‐ 0 0 0 43 40 0 83 83 83
Employment Center ‐ 0 0 0 279 30 222 530 530 530
Subtotal ‐ Non‐Residential 1,701 ‐384 1,317 1,541 876 1,017 3,434 4,750 6,109 Other
Agriculture ‐ 0 0 00000 0 0
Park and Recreation Facility Park and Recreation Facility 1,232 ‐238 995 0 66 88 154 1,149 2,392 Vacant Vacant 2,391 ‐2,3910 0 0 0 0 0 0
Open Space Open Space 1,282 ‐1,030 253 0 1,041 4 1,045 1,298 2,897 Rural County 0 0 0 28 0 3 30 30 17,726
Subtotal ‐ Other 4,905 ‐3,658 1,247 28 1,107 95 1,230 2,477 23,015 Total
Total Developed Area 9,102 ‐4,388 4,714 1,997 2,391 1,170 5,558 10,272 34,616 9/22/2020
Notes:
1. Source: City of Gilroy General Plan Alternatives Report, Public Review Draft July 2019.
Urban Growth
Boundary
Sphere of
Influence
Total Development
General Plan Land Use
Classification
Existing Land Use
Classification
Subtotal
Existing
Development ‐
Unchanged
Within City Limits
Urban Growth
Boundary
Existing Development Future Development
Within City Limits Subtotal
Future
Development
Agenda Item 9.1
March 2023 2-5 City of Gilroy
Sewer System Master Plan
At ultimate development of the General Plan, the City’s sewer system is anticipated to service approximately 3,045 acres of residential land use, 4,750 acres of non-residential land use, and 2,477 acres of non-flow generating land use, for a total of 10,272 acres inside the City’s Urban Growth Boundary (Table 2.1). The land use designations utilized in this master plan are consistent with the Land Use Element of the City’s 2040 General Plan, and as received from the City’s planning division and shown on Figure 2.3.
In addition to the General Plan Land Use documented on Figure 2.3, there are multiple areas of known development, which are defined by Specific Plans or other development planning information. These known development areas provide a more refined definition of planned land uses, which is used for estimating future flows. The known development areas are summarized on Figure 2.3, with the land use information shown on Table 2.1. Based on a review of aerial imagery and existing land use information, some known development areas are partially developed or completely developed. The known development areas are summarized in the following sections.
Hecker Pass Specific Plan: This development area includes approximately 416 acres, which includes 164 acres of residential, 154 acres of non-residential, and 98 acres of other non-flow generating land use as documented in Table 2.2. Glen Loma Specific Plan: This development area includes approximately 341 acres, which includes 210 acres of residential, 35 acres of non-residential, and 96 acres of other non-flow generating land use as documented in Table 2.2. Downtown Specific Plan: This development area includes approximately 202 acres, which includes 108 acres of residential and 94 acres of non-residential land use as documented in Table 2.3. This development area is comprised of multiple land use districts as summarized in the following sections.
o Historic Land Use District: This development area includes approximately 18 acres, which includes 7.9 acres of residential and 10.0 acres of non-residential land use.
o VTA Transit-Oriented Development: This development area includes approximately 8 acres, which includes 7.5 acres of residential and 0.3 acres of non-residential land use.
o Expansion Land Use District: This development area includes approximately 48 acres, which includes 21 acres of residential and 27 acres of non-residential land use.
o Cannery Land Use District: This development area includes approximately 37 acres, which includes 11 acres of residential and 26 acres of non-residential land use.
Agenda Item 9.1 Page 116 of 768
£¤101
£¤101
UV152
UV152
UV25
Llagas
Creek
Miller Slough
Uvas Creek
Buena Vista Ave Fitzgerald Ave Monterey Rd
Day Rd
Sunrise Dr
Mantelli Dr
Santa
Teresa
Bl
W
r
e
n
Av
eLeavesley Rd
Camino Arroyo Tenth St
Southside Dr
Uv as Park
Dr
Castro Valley Rd
Frazier Lake Rd
Bloomfield Ave
Sheldon Ave
Davidson Ave
Coh
Las Animas Ave ansey Ave
Gilman Rd Hecker Pass Rd First St
Rucker Av
Pajaro River Shore Rd Figure 2.3 2040 General Plan Land Use Sewer System Master Plan
City of Gilroy
Legend
Planning Area/Sphere of InfluenceUrban Growth BoundaryCity Limits General Plan Land Use
Hillside ResidentialLow Density ResidentialMedium Density ResidentialHigh Density ResidentialGeneral Services CommercialCity Gateway DistrictVisitor Serving CommercialGeneral IndustrialEmployment CenterIndustrial ParkPublic and Quasi-Public FacilityNeighborhood DistrictMixed UseRural CountyOpen SpacePark and Recreation Facility Specific Plan Areas
DowntownGlen Loma RanchHecker PassRoadsRailroadsRivers & CreeksWaterbodies Updated: December 6, 2019
0 0.5 1 2
Miles 5GIS
File Path: P:\xGIS\GIS_Projects\Gilroy\Sewer\200625-MP\GL_Fig2-3GeneralPlanLU_121019.mxd Agenda Item 9.1
Table 2.2 Glen Loma and Hecker Pass Specific Plans, Remaining Development Sewer Flow Sewer System Master Plan
City of Gilroy
Residential Non‐Residential Other
Hillside
Low Density
Medium Density
High Density
Office and Commercial
Public Facility /
Institution
Park and Recreation
Facility
Agriculture
Open Space
Total Development1
Hecker Pass Acres 46.2 16.3 99.1 2.2 58.0 0.0 95.7 51.7 46.8 416.0 Glen Loma Acres 0.0 112.9 70.3 26.5 0.0 26.9 8.7 0.0 95.7 341.0 Subtotal 46.2 129.2 169.5 28.7 58.0 26.9 104.3 51.7 142.5 757.0 Existing Development2
Hecker Pass Acres 11.2 7.6 89.3 0.0 36.8 0.0 95.7 16.6 0.1 257.1 Glen Loma Acres 0.0 33.7 70.3 0.3 0.0 24.5 3.9 0.0 22.0 154.7 Subtotal 11.2 41.2 159.6 0.3 36.8 24.5 99.6 16.6 22.1 411.9 Remaining Development3
Hecker Pass Acres 35.0 8.8 9.9 2.2 21.2 0.0 0.0 35.1 46.7 158.8 Glen Loma Acres 0.0 79.2 0.0 26.2 0.0 2.3 4.8 0.0 73.8 186.3 Subtotal 35.0 88.0 9.9 28.4 21.2 2.3 4.8 35.1 120.5 345.1 Existing Average Daily Flow
(560
gpd/acre)
(1,150
gpd/acre)
(2,020
gpd/acre)
(3,000
gpd/acre)
(870
gpd/acre)
(360
gpd/acre)
(0
gpd/acre)
(0
gpd/acre)
(0
gpd/acre)
Hecker Pass gpd 6,261 8,689 180,294 14 31,992 0 0 0 0 227,250 Glen Loma gpd 0 38,706 142,106 979 0 8,834 0 0 0 190,625 Subtotal 6,261 47,395 322,400 993 31,992 8,834 0 0 0 417,875 Remaining Average Daily Flow
(560
gpd/acre)
(1,150
gpd/acre)
(2,020
gpd/acre)
(3,000
gpd/acre)
(870
gpd/acre)
(360
gpd/acre)
(0
gpd/acre)
(0
gpd/acre)
(0
gpd/acre)
Hecker Pass gpd 19,624 10,078 19,915 6,573 18,433 0 0 0 0 74,622 Glen Loma gpd 0 91,127 0 78,496 0 836 0 0 0 170,460
Subtotal 19,624 101,205 19,915 85,069 18,433 836 0 0 0 245,082 2/25/2022
Notes:
1. Unless noted otherwise, development information shown based on Final Hecker Pass Specific Plan (May 2015) and Glen Loma Ranch Specific Plan (May 2014).
2. Existing development area based on a combination of City of Gilroy General Plan Land Use and aerial imagery review.
3. Remaining development area based on a combination of City of Gilroy General Plan Land Use and aerial imagery review.
Specific Plan Units
Land Use Types
Total
Agenda Item 9.1 Page 118 of 768
Table 2.3 Downtown Specific Plan, Redevelopment and New Development Sewer Flow Sewer System Master Plan
City of Gilroy
Land Use District Existing
Development
ReDevelopmentNew
Development
Total
Buildout Residential Commercial
Total
Dwelling
Units2
Residential
Density3
Commercial
Density2 Residential4
Commercial5,6 Weighted7
(acres) (acres) (acres) (acres) % % DU DU/acre FAR gpd/acre gpd/acre gpd/acre (gpd) 1 2 3 4 5 6 7 8 9 10 11 12 13 14
Historic 5.4 0.8 11.7 17.9 44% 56% 115 6.4 2.5 930 2,175 1,627 20,347 VTA Transit-Oriented
Development - 7.8 0.0 7.8 96% 4% 320 41.0 2.5 5,934 2,175 5,783 45,110 Expansion 33.2 5.6 9.0 47.7 44% 56% 448 9.4 2.5 1,357 2,175 1,815 26,464 Cannery District 8.4 17.4 11.4 37.2 29% 71% 760 20.4 2.0 2,953 1,740 2,092 60,201 Transitional 20.1 0.28 0.0 20.4 69% 31% 79 3.9 1.5 560 1,305 791 218 Civic/Residential Only 14.8 1.3 1.0 17.0 40% 60% 14 0.8 1.5 119 1,305 831 1,863 Gateway 31.2 11.7 11.4 54.3 73% 27% 159 2.9 0.75 424 653 485 11,192 Total 113.1 44.8 44.4 202.4 1,895 165,394
9/13/2021
Notes:
1. Development area based on a combination of City of Gilroy General Plan Land Use, Downtown Gilroy Specific Plan, and aerial imagery review.
2. Source: Downtown Gilroy Specific Plan.
3. Residential Density calculated based on Total Dwelling Units and Total Buildout Acres.
4. Residential Unit Factor based on assumed residential density and a per dwelling unit consumption of 145 gpd/DU, which is estimated based on total High Density Residential consumption and number of dwelling units
5. Factors adjusted to account for increase in FAR.
6. SSMP Commercial Unit Factor of 870 gpd/acre assumes a FAR of 1.0.
7. Weighted unit factor based on Estimated Land Use Breakdown and Master Plan Unit Factors.
8. Additional sewer demand for new development and redevelopment estimated using weighted water unit factor.
9. VTA Transit-Oriented Development information based on Gilroy Station Area Visioning Project community presentation. This development plans to develop approximately 7.8 acres of land in the Downtown Historic district into residential housing, retail space, and transit terminal.
Land Use Properties1
Estimated Land Use
Breakdown2
Development and Land Use
Assumptions Unit Factors Additional Sewer
Flow for
Redevelopment and
New Development8
Agenda Item 9.1 Page 119 of 768
March 2023 2-9 City of Gilroy
Sewer System Master Plan
o Transitional Land Use District: This development area includes approximately 20 acres, which includes 14 acres of residential and 6 acres of non-residential land use.
o Civic/Residential Only Land Use District: This development area includes approximately 17 acres, which includes 7 acres of residential and 10 acres of nonresidential land use. o Gateway Land Use District: This development area includes approximately 54 acres, which includes 39 acres of residential and 15 acres of non-residential land use.
2.3 HISTORICAL AND PROJECTED POPULATION
According to California Department of Finance (DOF) population estimates, the 2021 City population is approximately 56,559 people. From 2015 to present, the City’s service area has observed an average annual growth rate of approximately 0.7%. This 2023 SSMP is consistent with the City’s 2020 Urban Water Management Plans (UWMP’s) annual growth rate factor of
1.5%. The current and projected service area population is summarized in Table 2.4.
Estimates of future sewer flows were not based on population, but rather on gross acreage for residential and non-residential land uses. Future population was used as a means for estimating the planning horizon of the sewer system.
Agenda Item 9.1 Page 120 of 768
Table 2.4 Historical and Projected Population
Percent Growth
(%)
Historical
2000 41,464 -
2001 42,436 2.3%
2002 43,144 1.6%
2003 43,866 1.6%
2004 45,026 2.6%
2005 45,782 1.7%
2006 46,446 1.4%
2007 47,047 1.3%
2008 48,353 2.7%
2009 48,627 0.6%
2010 48,821 0.4%
2011 49,622 1.6%
2012 50,716 2.2%
2013 52,475 3.4%
2014 53,325 1.6%
2015 54,233 1.7%
2016 54,849 1.1%
2017 55,811 1.7%
2018 56,030 0.4%
2019 56,635 1.1%
2020 56,704 0.1%
Projected
2021 57,555 1.9%
2022 58,418 1.9%
2023 59,294 1.9%
2024 60,184 1.9%
2025 61,086 1.9%
2026 62,003 1.9%
2027 62,933 1.9%
2028 63,877 1.9%
2029 64,835 1.9%
2030 65,807 1.9%
2031 66,794 1.9%
2032 67,796 1.9%
2033 68,813 1.9%
2034 69,845 1.9%
2035 70,893 1.9%
2036 71,957 1.9%
2037 73,036 1.9%
2038 74,131 1.9%
2039 75,243 1.9%
2040 76,372 1.9%
11/15/2021
Notes:
1. Historical populations taken from California Department of Finance Population Estimates E-4.
2. Projected population assuming medium annual growth rate of 1.9% by using values from ADE, City of Gilroy July 2019 General Plan Alternatives Report.
Year Population 1,2
Sewer System Master Plan
City of Gilroy
Agenda Item 9.1 Page 121 of 768
March 2023 3-1 City of Gilroy
Sewer System Master Plan
2023 City of Gilroy
3.0 CHAPTER 3 – SYSTEM PERFORMANCE AND DESIGN CRITERIA
This chapter presents the City’s performance and design criteria which was used in this analysis for identifying current system capacity deficiencies and for sizing proposed collection mains and lift stations.
3.1 HYDRAULIC CAPACITY CRITERIA
In addition to applying the City design standards for evaluating hydraulic capacities; this master plan included dynamic hydraulic modeling. The dynamic modeling was a critical and essential element in identifying surcharge conditions resulting from downstream bottlenecks in the gravity sewers.
3.1.1 Gravity Sewers
Gravity sewer capacities depend on several factors including: material and roughness of the pipe, the limiting velocity and slope, and the maximum allowable depth of flow. The hydraulic modeling software used for evaluating the capacity adequacy of the City’s sewer collection system, InfoSWMM by Innovyze Inc., utilizes the fully dynamic St. Venant’s equation which has a more accurate engine for simulating backwater and surcharge, in addition to manifolded force mains.
The software also incorporates the use of the Manning Equation in other calculations including upstream pipe flow conditions.
Manning’s Equation for Pipe Capacity
The Continuity equation and the Manning equation for steady-state flow are used for calculating pipe capacities in open channel flow. Open channel flow can consist of either open conduits or, in the case of gravity sewers, partially full closed conduits. Gravity full flow occurs when the conduit is flowing full but has not reached a pressure condition. Continuity Equation: Q = V A
Where:
Q = peak flow, in cubic feet per second (cfs)
V = velocity, in feet per second (fps)
A = cross-sectional area of pipe, in square feet (sq. ft.) Manning Equation: V = (1.486 R2/3 S1/2)/n
Where:
V = velocity, fps
n = Manning’s roughness coefficient
R = hydraulic radius (area divided by wetted perimeter), ft S = slope of pipe, in feet per foot
Agenda Item 9.1 Page 122 of 768
March 2023 3-2 City of Gilroy
Sewer System Master Plan
St. Venant’s Equation for Pipe Capacity
Dynamic modeling facilitates the analysis of unsteady and non-uniform flows (dynamic flows) within a sewer collection system. Some hydraulic modeling programs have the ability to analyze these types of flows using the St. Venant equation, which take into account unsteady and nonuniform conditions that occur over changes in time and cross-section within system pipes.
The St. Venant equation is a set of two equations, a continuity equation and a dynamic equation, that are used to analyze dynamic flows within a system. The first equation, the continuity equation, relates the continuity of flow mass within the system pipes in terms of: (A) the change in the cross-sectional area of flow at a point over time and (B) The change of flow over the distance of piping in the system. The continuity equation is provided as follows:
Continuity Equation:
డ
డ௧ +
డொ
డ௫ = 0
(A) (B) __
Where:
t = time
x = distance along the longitudinal direction of the channel Q = discharge flow
A = flow cross-sectional area perpendicular to the x directional axis The second equation, the dynamic equation, relates changes in flow to fluid momentum in the system using: (A) Changes in acceleration at a point over time, (B) Changes in convective flow acceleration, (C) Changes in momentum due to fluid pressure at a given point, (D) Changes in momentum from the friction slope of the pipe and (E) Fluid momentum provided by gravitational forces. The dynamic equation is provided as follows:
Dynamic Equation:
డொ
డ௧ +
డ
డ௧ ቀ𝛽
ொ
మ
ቁ + 𝑔𝐴 డ௬
డ௫ + 𝑔𝐴𝑆 − 𝑔𝐴𝑆 = 0
(A) (B) (C) (D) (E) __
Where:
t = time
x = distance along the longitudinal direction of the channel Q = discharge flow
A = flow cross-sectional area perpendicular to the x directional axis y = flow depth measured from the channel bottom and normal to the x directional axis
Sf = friction slope
So = channel slope
β = momentum
g = gravitational acceleration
Use of this method of analysis provides a more accurate and precise analysis of flow conditions within the system compared to steady state flow analysis methods. It must be noted that two Agenda Item 9.1 Page 123 of 768
March 2023 3-3 City of Gilroy
Sewer System Master Plan
assumptions are made for use of St. Venant equations in the modeling software. First, flow is one dimensional. This means it is only necessary to consider velocities in the downstream direction and not in the transverse or vertical directions. Second, the flow is gradually varied. This means the vertical pressure distribution increases linearly with depth within the pipe.
Manning’s Roughness Coefficient (n)
The Manning roughness coefficient ‘n’ is a friction coefficient that is used in the Manning formula for flow calculation in open channel flow. In sewer systems, the coefficient can vary between
0.009 and 0.017 depending on pipe material, size of pipe, depth of flow, root intrusion, smoothness of joints, and other factors.
For the purpose of this evaluation, and in accordance with City standards, an “n” value of 0.013 was used for both existing and proposed gravity sewer pipes unless directed otherwise by City staff based on pipe structural condition. This “n” value is an acceptable practice in planning studies.
Partial Flow Criteria (d/D)
Partial flow in gravity sewers is expressed as a depth of flow to pipe diameter ratio (d/D). For circular gravity conduits, the highest capacity is generally reached at 92 percent of the full height of the pipe (d/D ratio of 0.92). This is due to the additional wetted perimeter and increased friction of a gravity pipe.
When designing sewer pipelines, it is common practice to use variable flow depth criteria that allow higher safety factors in larger sizes. Thus, design d/D ratios may range between 0.5 and
0.92, with the lower values used for smaller pipes. The smaller pipes may experience flow peaks greater than planned or may experience blockages from debris. The City’s design standards pertaining to the d/D criteria are summarized in Table 3.1.
During peak dry weather flows (PDWF), the maximum allowable d/D ratio for proposed pipes (all diameters) is 0.75. The maximum allowable d/D ratio for all existing pipes (all diameters) is 0.90.
The criterion for existing pipes is relaxed in order to maximize the use of the existing pipes before costly pipe improvements are needed.
During peak wet weather flows (PWWF), to avoid premature or unnecessary trunk line replacements, the capacity analysis allowed the d/D ratio to exceed the dry weather flow criteria and surcharge. This condition is evaluated using the dynamic hydraulic model and the criteria listed on Table 3.1, which stipulates that the hydraulic grade line (HGL), even during a surcharged condition, should be at least three feet below the manhole rim elevation.
Agenda Item 9.1 Page 124 of 768
Table 3.1 Sewer System Performance and Design Criteria
Pipeline Criteria
Peak Dry Weather Flow Criteria
Peak Wet Weather Flow Criteria
Hydraulic Grade Line (HGL) should be at least 3 foot below the manhole rim Suggested Master
Plan Criteria
City of Gilroy
General Guidelines1
Minimum Grade
(Velocity = 2.0 ft/s)
Minimum
Capacity
(n= 0.013)
Minimum Grade
(Velocity = 2.5 ft/s)
Minimum
Capacity
(n= 0.013)
(in) (ft/ft) cfs (ft/ft) (cfs)
8 0.0026 0.55 0.0077 0.00
10 0.0019 0.87 0.0057 0.82
12 0.0015 1.23 0.0022 1.29
15 0.0011 1.98 0.0015 1.58
18 0.0009 2.75 0.0012 2.46
21 0.0007 3.76 0.0010 3.54
24 0.0006 5.05 0.0008 4.82
27 0.0005 6.47
30 0.0004 7.94
33 0.0004 9.34
36 0.0004 11.78
42 0.0003 15.90
Lift Station Criteria
Lift Stations: When permitted by City Engineer. Firm Capacity to meet Peak Wet Weather Flow.
9/28/2020
Notes:
1. Source: City of Gilroy General Guidelines, August 2014.
Existing Sewer Trunks: Maximum allowable d/D of 0.90
Proposed Sewer Trunks: Maximum allowable d/D of 0.75
Sewer System Master Plan
City of Gilroy
Pipe
Size
Agenda Item 9.1 Page 125 of 768
March 2023 3-5 City of Gilroy
Sewer System Master Plan
Minimum Pipe Sizes and Design Velocities
In order to minimize the settlement of sewage solids, it is standard practice in the design of gravity sewers to specify that a minimum velocity of 2 feet per second (fps) be maintained when the pipeline is half-full. At this velocity, the sewer flow will typically result with self-cleaning of the pipe.
Due to the hydraulics of a circular conduit, velocity of half-full flows approaches the velocity of nearly full flows. Table 3.1 lists the minimum slopes, varying by pipe size, in accordance with the City’s design standards. The design standards also specify minimum pipe sizes, depending on the peak dry weather flows, as shown on Table 3.1.
Changes in Pipe Size
When a smaller gravity sewer pipe joins a larger pipe, the invert of the larger pipe is generally to maintain the same energy gradient. One of the methods used to approximate this condition includes placing the 80 percent depth point (d/D at 0.8) from both sewers at the same elevation.
For master planning purposes, and in the absence of known field data, sewer crowns were matched at the manholes.
3.1.2 Force Mains and Lift Stations
The Hazen-Williams formula is commonly used for the design of force mains as follows:
Hazen Williams Velocity Equation: V = 1.32 C R0.63 S0.54 Where:
V = mean velocity, fps
C = roughness coefficient
R = hydraulic radius, ft
S = slope of the energy grade line, ft/ft
The value of the Hazen-Williams ‘C’ varies and depends on the pipe material and is also influenced by the type of construction and pipe age. A ‘C’ value of 110 was used in this analysis.
The minimum recommended velocity in force mains is at 2 feet per second. The economical pumping velocity in force mains ranges between 3 and 5 fps. A maximum desired velocity is typically around 7 fps and a maximum not-to-exceed velocity is at 10 fps.
The capacities of pump stations are evaluated and designed to meet the peak wet weather flows with one standby pump having a capacity equal to the largest operating unit. The standby pump provides a safety factor in case the duty pump malfunctions during operations and allows for maintenance.
3.2 DRY WEATHER FLOW CRITERIA
Sewer unit flow factors are coefficients commonly used in planning level analysis to estimate future average daily sewer flows for areas with predetermined land uses. The unit factors are multiplied by the number of dwelling units or gross acreages for residential categories, and by the gross acreages for non-residential categories, to yield the average daily sewer flow projections.
Agenda Item 9.1 Page 126 of 768
March 2023 3-6 City of Gilroy
Sewer System Master Plan
3.2.1 Unit Flow Factors Methodology
Sewer unit factors are developed by using water consumption records and applying a return to sewer ratio for each land use to estimate sewer flow coefficients. There are several methods for developing the unit factors. This analysis relied on the use of the City’s water consumption billing records, which lists the monthly water consumption per customer account, by land use type, to estimate the unit factors within the service area.
3.2.2 Average Daily Sewer Unit Flow Factors
Sewer flow factors were based on water demands as extracted from the City’s water consumption billing records. A return to sewer ratio was applied to each unadjusted water demand factor for individual land uses, and sewer flows were balanced to WWTP flows. Generally, non-residential land uses return the majority of the water demand to the sewer collection system. These unit factors were estimated at 90 percent return to sewer ratio. The same concept can be applied to low-, medium, and high-density residential lots, which were estimated to range from 65 percent to 80 percent return to sewer ratio, respectively. Low density rural residential lots, such as the Hillside residential lots often have the lowest return to sewer ratio. This is largely due to water loss for landscape irrigation. Hillside residential lots were estimated at 50 percent return to sewer ratio.
Lastly, unit factors were adjusted to 100 percent occupancy and rounded.
This analysis generally indicates that existing residential land uses have higher flow generation factors than that of non-residential land uses. The existing unit factor analysis is shown on Table
3.2, the unit factors are shown on Table 3.3.
3.2.3 Peaking Factors
The sewer collection system is evaluated based on its ability to convey peak sewer flows.
Peaking factors represent the increase in sewer flows experienced above the average dry weather flows (ADWF). The various peaking conditions are numerical values obtained from a review of historical data and, at times, tempered by engineering judgement.
The peaking conditions that are significant to hydraulic analysis of the sewer collection system include:
Peak Dry Weather Flows (PDWF)
Peak Wet Weather Flows (PWWF)
Typical values for peaking factors of 2.0 or less are generally used to estimate peak flows at treatment facilities where flow fluctuations are smoothed out during the time of travel in the sewer collection system, while peaking factors between 3.0 and 4.0 are used to estimate peak flows in the smaller upstream areas of the system where low flow conditions are prone to greater fluctuations.
Agenda Item 9.1 Page 127 of 768
Table 3.2 Sewer Flow Unit Fator Analysis
Sewer System Master Plan
City of Gilroy
Unadjusted Water
Unit Factors
Unadjusted
Wastewater Unit
Factor
Balance to 2019
Average Dry
Weather Flows 2
Vacancy Rate 3,4,5 Recommended
Factor
Balance Using
Recommended Unit
Factor
(acres) (gpd/acres) (kgal/year) (gpd) (gpd/acres) (gpd) (%) (gpd/acres) (gpd) (gpd/acres) (gpd) Residential
Hillside Residential 444 1,074 173,798 476,159 0.500 537 238,079 3.5% 556 246,412 560 248,387 Low Density Residential 1,704 1,699 1,056,612 2,894,827 0.650 1,104 1,881,638 3.5% 1,143 1,947,495 1,150 1,959,704 Medium Density Residential 100 2,782 101,072 276,910 0.700 1,948 193,837 3.5% 2,016 200,621 2,020 201,044 High Density Residential 249 3,616 328,708 900,570 0.800 2,893 720,456 3.5% 2,994 745,672 3,000 747,193 Subtotal - Residential 2,496 1,660,190 4,548,466 3,034,010 3,140,200 3,156,329 Non-Residential
Office and Commercial 6 623 893 203,171 556,633 0.900 804 500,970 7.5% 864 538,542 870 542,280 Industrial 7 376 849 116,593 319,433 0.900 764 287,490 2.0% 779 293,239 780 293,518 Public Facility / Institution 8,9 237 388 33,560 91,945 0.900 349 82,751 2.0% 356 84,406 360 85,345 Neighborhood District 94 966 33,023 90,474 0.900 869 81,427 3.5% 900 84,277 900 84,295 Subtotal - Non-Residential 1,330 386,347 1,058,485 952,636 1,000,464 1,005,438 Other
Park and Recreation Facility 1,232 356 159,972 438,279 0.000 0 0 0.0% 0 0 0 0 Vacant 2,391 73 64,109 175,641 0.000 0 0 0.0% 0 0 0 0
Open Space 1,282 101 47,417 129,910 0.000 0 0 0.0% 0 0 0 0 Subtotal - Other 4,905 271,498 743,830 0 0 0
Total Developed Area 8,731 2,318,035 6,350,781 3,986,646 4,140,664 4,161,767 11/6/2020
Notes:
1. 2019 Water Consumption provided by City staff on August 12, 2020.
2. Recorded 2019 Average Dry Weather Flow equal to 3.94 mgd according to 2019 flows from Influent Flow Data provided by City staff on June 3, 2020.
3. Residential vacancy rate extracted from California Department of Finance Sheet E-5 published 2020.
4. Office and Commercial vacancy rate extracted from Cushman & Wakefield Silicon Valley Retail MarketBeat report published Q2 2020.
5. Industrial vacancy rate extracted from Cushman & Wakefield Silicon Valley Industrial MarketBeat report published Q2 2020.
6. "Office and Commercial" contains development and consumption for "Visitor Serving Commercial", "General Services Commercial", and "Profesional Office".
7. "Industrial" contains development and consumption for "General Industrial" and "Campus Industrial".
8. "Public Facility / Institution" contains development and consumption for "Public/Quasi-Public Facility" and "Educational Facility".
9. Existing acreage of Public Facility land use excludes City's Wastewater Treatment Plant.
Existing Land Use Classification
Existing
Development within
City Limits
Existing Average Daily Wastewater Unit Factors
Consumption1 Wastewater Flows Wastewater Flows at 100% Occupancy Recommended Wastewater Unit
Factor
Annual Consumption Projected Flows at 100% Occupancy
Return to Sewer
Ratio
Agenda Item 9.1 Page 128 of 768
Table 3.3 Recommended Sewer Unit Factors
Sewer System Master Plan
City of Gilroy
Recommended
Factor
(gpd/net acre)
Residential
Hillside Residential 560
Low Density Residential 1,150
Medium Density Residential 2,020
High Density Residential 3,000
Non-Residential
Office and Commercial 870
Industrial 780
Public Facility / Institution 360
Neighborhood District 900
11/20/2020
Land Use
Classification
Agenda Item 9.1 Page 129 of 768
March 2023 3-9 City of Gilroy
Sewer System Master Plan
This master plan used 24-hour diurnal patterns for dry weather flows tributary to each flow monitor, as shown on Figure 3.1, Figure 3.2, and Figure 3.3. These diurnal patterns are comprised on peaking factors meant to simulate the hourly change in MDDWF within the system, averaging a factor of 1.0 over 24 hours. The PDWF is used for evaluating the capacity adequacy of the sewer system, and to meet the criteria set forth in the City standards.
3.3 WET WEATHER FLOW CRITERIA
The wet weather flow criteria accounts for the infiltration and inflows (I&I) that seep into the City’s sewer system during storm events.
3.3.1 Infiltration and Inflow
Groundwater infiltration and inflow is associated with extraneous water entering the sewer through defects in pipelines and manholes. Infiltration occurs when groundwater rises or the soil is saturated due to seasonal factors such as a storm event which causes an increase in flows in the sewer system. The ground water will enter the sewer system through cracks in the pipes or deteriorating manholes. Inflow occurs when surface water enters the sewer collection system from storm drain cross connections, manhole covers, or roof/footing drains. Figure 3.4 was developed by King County, Washington and was included in this chapter to illustrate the typical causes of infiltration and inflow.
There are several accepted methodologies for estimating infiltration and inflows (I&I). These include:
Methodology 1. Based on Acreages. In this methodology, factors that may range between 400 and 1,500 gallons per day (gpd) or more are applied to acreages for estimating the I&I component.
Methodology 2. Based on Linear Feet of Pipe. In this methodology, factors that may range between 12 and 30 or more gallons per day per inch diameter per 100 linear feet (gpd/inch diameter/100LF) are applied to linear feet of gravity sewers. Methodology 3. Based on a percentage of Average Dry Weather Flows. In this methodology, Infiltration and Inflows (I&I) are calculated based on a percentage of the average dry weather flow.
Methodology 4. Based on flow monitoring data. In this methodology, infiltration and inflows are determined by analyzing flow monitoring data of current and past flow monitoring efforts.
This capacity analysis and master plan based the infiltration and inflow on specific flow monitoring data from the Villalobos and Associates (V&A) 2014 Flow Monitoring Program (Appendix A). Thus, the infiltration and inflows are reasonable and reflect the actual behavior of the sewer collection system.
Agenda Item 9.1 Page 130 of 768
January 26, 2021
LEGEND
0 0.2
0.4 0.6
0.8 1
1.2 1.4
1.6 0 2 4 6 8 10 12 14 16 18 20 22
Peaking Factor
Time (hours)
Site 2
0 0.2
0.4 0.6
0.8 1
1.2 1.4
1.6 1.8
0 2 4 6 8 10 12 14 16 18 20 22
Peaking Factor
Time (hours)
Site 1
0 0.2
0.4 0.6
0.8 1
1.2 1.4
1.6 1.8
0 2 4 6 8 10 12 14 16 18 20 22
Peaking Factor
Time (hours)
Site 3
0 0.2
0.4 0.6
0.8 1
1.2 1.4
1.6 1.8
0 2 4 6 8 10 12 14 16 18 20 22
Peaking Factor
Time (hours)
Site 4
Figure 3.1
Hydraulic Model Diurnals
Sewer System Master Plan
City of Gilroy
Peaking Factor
3 Agenda Item 9.1 Page 131 of 768
January 26, 2021
LEGEND
0 0.2
0.4 0.6
0.8 1
1.2 1.4
1.6 1.8
0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Peaking Factor
Time (hours)
Site 6
0 0.5
1 1.5
2 2.5
0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Peaking Factor
Time (hours)
Site 5
0 0.2
0.4 0.6
0.8 1
1.2 1.4
1.6 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Peaking Factor
Time (hours)
Site 7
0 0.2
0.4 0.6
0.8 1
1.2 1.4
1.6 1.8
2 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Peaking Factor
Time (hours)
Site 8
Figure 3.2
Hydraulic Model Diurnals
Sewer System Master Plan
City of Gilroy
Peaking Factor
Agenda Item 9.1 Page 132 of 768
January 26, 2021
LEGEND
0 0.5
1 1.5
2 2.5
0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Peaking Factor
Time (hours)
Site 10
0 0.2
0.4 0.6
0.8 1
1.2 1.4
1.6 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Peaking Factor
Time (hours)
Site 9
0 0.5
1 1.5
2 2.5
0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Peaking Factor
Time (hours)
Site 11
Figure 3.3
Hydraulic Model Diurnals
Sewer System Master Plan
City of Gilroy
Peaking Factor
Agenda Item 9.1 Page 133 of 768
September 22, 2020
Figure 3.4
Infiltration and Inflow
Sources
Sewer System Master Plan
City of Gilroy
LEGEND
Source: King County, WAhttp://www.kingcounty.gov/environment/wastewater/II/What.aspx?print=1 Inflow Sources
(Black Text)Infiltration Sources
(White Text)
Agenda Item 9.1
March 2023 3-14 City of Gilroy
Sewer System Master Plan
3.3.2 Sewer System Flow Monitoring
In 2014 V&A’s services were used for a temporary flow monitoring program to capture eleven sites during dry and wet weather flows. These locations V&A monitored are documented on Table
3.4 and shown graphically on Figure 3.5. The rain gauge data for the V&A flow monitoring period was obtained from V&A. There were three rain gauges used for the wet weather analysis. The V&A rain gauges, were located in the North-East, West and South-West portion of the City. The north-east rain gauge was located near Dryden Ave and New Ave, the west rain gauge was located near Santa Teresa Blvd and Lerma Way, and the south-west rain gauge was located in the western foothills near Santa Teresa Blvd and Ballybunion Ct. The flow monitoring and rain data was used in this analysis to calibrate the computer hydraulic model to average dry weather flow and wet weather flow conditions.
The City also provided flow data from the South County Regional Wastewater Authority WWTP.
This flow data was used to analyze the seasonal flow patterns the City’s sewer system experiences and to gauge the effects the wet weather season has on the sewer system.
3.3.3 10-Year 24-Hour Design Storm
A synthetic design storm is typically used to evaluate the sewer collection system’s response during wet weather flow conditions. The design storm information was collected from the National Oceanic and Atmospheric Administration (NOAA) Atlas 14 Volume 6 (Table 3.5). 10-Year Frequency. Industry standards include design storms that range between 5-year and 20-year events. Based on current regulatory trends, a 10-year storm event was chosen for the City of Gilroy to evaluate the capacity adequacy of the sewer collection system.
24-Hour Duration. Peak flows from a storm event are usually caused by brief intense rains, that can happen as part of an individual event or as a portion of a larger storm. The 24-hour storm duration is longer than needed to determine peak flow but aids in identifying infiltration and inflows a sewer system may experience during a storm event. Balanced Rainfall Centered Distribution. The National Resources Conservation Service, previously known as the Soil Conservation Service, has developed rainfall distributions for wide geographic regions based on traditional Depth-Duration-Frequency (DDF) rainfall data. In this methodology, the highest rainfall intensity is placed at the center of the storm. Incrementally lower intensities are placed on alternating sides of the peak.
Thus, the NOAA Atlas 14 Depth Duration Frequency (DDF), 10-year 24-hour (10yr-24hr) design storm, with a balanced rainfall distribution, was used to evaluate the capacity adequacy of the City’s sewer collection system during wet weather flow conditions.
Agenda Item 9.1 Page 135 of 768
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UVAS
MURRAY AV
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MONTEREY ST
GOLDEN GATE AV
BUENA
VISTA AV
MARCELLA AV
LEAVESLEY
S
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BLOOMFIELD AV
FRAZIER LAKE RD
MONTEREY ST
SOUTHSIDE DR
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Site #1
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Site #2
MH ID: S102CM201
Site #3
MH ID: S091CM501
Site #4
MH ID: S100DM201
Site #5
MH ID: S076CM402
Site #7
MH ID: S079AM401
Site #8
MH ID: S079AM103
Site #9
MH ID: S048AM401
Site #10
MH ID: S047CM207
Site #11
MH ID: S037CM307
Site #6
MH ID: S064DM205
Figure 3.5
Flow Meter Locations
Sewer System Master Plan
City of Gilroy
Updated: January 11, 2016
File Path: P:\xGIS\GIS_Projects\Gilroy\Sewer\200625-MP\GL_Fig6-2FlowMeterLocations_051221.mxd 5GIS
0 0.25 0.5 1
Mile
Legend
!C( Flow Meters
Modeled Gravity Pipes by Size
8" and Smaller10" - 21"24" and LargerNon-Modeled Pipes
Flow Meter Basins
Country ClubEagle RidgeGilroyJoint TrunkLeavesley-ChurchMantelliNinth StreetOld GilroySouthside-LuchessaThomasWelburnRoadsRailroadsCity LimitsUrban Growth BoundaryRivers & CreeksWaterbodies Area
(gr. ac.)
Country Club 732
Eagle Ridge 888
Gilroy 766
Joint Trunk 818
Leavesley‐Church 181
Mantelli 1,014
Ninth Street 137
Old Gilroy 566
Southside‐Luchessa 1,661
Thomas 343
Welburn 456
Basin
Agenda Item 9.1
Table 3.4 Flow Monitoring Locations
Pipe Information Tributary Areas
Size Upstream
Pipe Slope Metered Basins Area
(in) (ft/ft) (gr. ac.)
1 S113DM201 Southside Dr east of Rossi Ln 27 0.0029 Southside-Luchessa, Thomas, Eagle Ridge, Country Club 3,624
2 S102CM201 ROW north of Southside Drive 24 0.0006 Gilroy, Old Gilroy, Ninth Street, Welburn 1,925
3 S091CM501 ROW north of Southside Drive 33 0.0014 Joint Trunk, Leavesley-Church, Mantelli
2,013 +
Morgan Hill
4 S100DM201 West of Luchessa Ave and Monterey St 12 from W 0.0065 Thomas 343 5 S076CM402 Uvas Park Dr and Wren Ave 10 from SW 0.0030 Eagle Ridge 888 6 S064DM205 ROW west of 3rd St and Santa Teresa Blvd 24 0.0012 Country Club 732 7 S079AM401 ROW east of 9th St and Crocker Ln 10 0.0026 Ninth Street 137 8 S079AM103 Renz Ln north of HWY 101 and 10th St interchange 14 0.0015 Old Gilroy 566 9 S048AM401 Leavesley Rd off 101N Ramp 33 0.0015 Leavesley-Church, Mantelli 1,195 + Morgan Hill
10 S047CM207 Southwest of Welburn Ave and Church St 10 from SW 0.0053 Welburn 456 11 S037CM307 Mantelli Dr and Wren Ave 18 from W 0.0021 Mantelli 1,014 1/7/2016
Sewer System Master Plan
City of Gilroy
Site No. GIS Manhole ID Location
Agenda Item 9.1 Page 137 of 768
Table 3.5 Precipitation Depth-Duration-Frequency
Sewer System Master Plan
City of Gilroy
2-Year 5-Year 10-Year 25-Year 100-Year
(in) (in/hr) (in) (in/hr) (in) (in/hr) (in) (in/hr) (in) (in/hr) 5-min 0.17 1.98 0.22 2.59 0.26 3.10 0.32 3.82 0.41 4.97 10-min 0.24 1.42 0.31 1.85 0.37 2.22 0.46 2.73 0.59 3.56 15-min 0.29 1.14 0.37 1.50 0.45 1.79 0.55 2.20 0.72 2.87 30-min 0.40 0.79 0.52 1.03 0.62 1.24 0.76 1.52 0.99 1.98 1-hr 0.56 0.56 0.73 0.73 0.87 0.87 1.07 1.07 1.40 1.40
2-hr 0.84 0.42 1.11 0.56 1.33 0.67 1.63 0.82 2.14 1.07
3-hr 1.06 0.35 1.40 0.47 1.68 0.56 2.07 0.69 2.71 0.90
6-hr 1.49 0.25 1.98 0.33 2.39 0.40 2.96 0.49 3.86 0.64
12-hr 2.04 0.17 2.79 0.23 3.40 0.28 4.22 0.35 5.46 0.46 24-hr 2.73 0.11 3.83 0.16 4.69 0.20 5.83 0.24 7.51 0.31 Note:
9/28/2020
1. Source: NOAA Atlas 14 Volume 6 Version 2 for Gilroy.
Duration
Agenda Item 9.1 Page 138 of 768
March 2023 3-18 City of Gilroy
Sewer System Master Plan
The selected 10-year 24-hour design storm was further compared to historical storm events, between February 2014 and March 2014, as documented on Table 3.6 and shown graphically on Figure 3.6. The table lists the total rainfall volume, duration, peak hour intensity, and total monthly rainfall (if available) for each storm event.
Figure 3.6 is intended to show the diurnal comparison between the design storm and the two storm events experienced during February and March of 2014. The comparison indicates that, based on the balanced centered hyetograph, the design storm’s peak hour value is at 0.89 inches per hour (in/hr), while the February 26th and March 1st storms’ peak values are 0.23 and 0.56 in/hr respectively. This comparison illustrates the more conservative nature of the design storm and the relatively small storm events experienced in February and March 2014.
Agenda Item 9.1 Page 139 of 768
0 0.1
0.2 0.3
0.4 0.5
0.6 0.7
0.8 0.9
1 1 3 5 7 9 11 13 15 17 19 21 23
Unit Intensity (Unitless)
Time (hours)
Historical Storm Event: February 28, 2014 (2.20 in) Historical Storm Event: February 26, 2014 (1.06 in) Design Storm (4.69 in) October 27, 2016
Figure 3.6
10-Year 24-Hour Storm
(Design vs Historical Storm)
Sewer System Master Plan
City of Gilroy
LEGEND
Agenda Item 9.1 Page 140 of 768
Table 3.6 Storm Events Analysis
Sewer System Master Plan
City of Gilroy
Single Rainfall Event Volume and
Intensity
Volume Peak Intensity
(in) (in//hr)
February 26- February 27, 2014 < 1-year 1.06 0.23
February 28 - March 1, 2014 2-Year 6 Hour 2.19 0.56
Design Storm 10-Year 24-Hour 4.69 0.89
11/15/2021
Storm Event
Estimated Return
Interval
Agenda Item 9.1 Page 141 of 768
March 2023 4-1 City of Gilroy
Sewer System Master Plan
2023 City of Gilroy
4.0 CHAPTER 4 – EXISTING SEWER COLLECTION FACILITIES
This chapter provides a description of the City’s existing sewer collection system facilities including gravity trunks, force mains, lift stations, and sewer collection basins. The chapter also includes a brief description of the SCRWA WWTP, which treats and disposes of the wastewater for the City.
4.1 SEWER COLLECTION SYSTEM OVERVIEW
The City provides sewer collection services to approximately 17,000 residential, commercial, industrial, and institutional accounts. The City’s collection system consists of approximately 167 miles of up to 60-inch gravity sewer pipes that convey flows towards the SCRWA WWTP, on Southside Drive, as shown on Figure 4.1.
A system-wide pipe inventory, listing the total length by pipe diameter, is shown on Table 4.1.
This table is based on information extracted from the City’s GIS and was updated to reflect the review of construction drawings provided by City Staff. The 8-inch and 12-inch diameter pipes account for 68 percent of the total sewer pipe lengths.
4.2 SEWER COLLECTION BASINS AND TRUNKS
Due to topography, the sewer collection system is divided into four separate dendritic sewer collection basins, each defining the boundaries of a sewer collection trunk system. The following sixteen sewer collection trunks were created, Gilroy Trunk, Southside-Luchessa Trunk, ThirdPrincevalle Subtrunk, Country Club Subtrunk, Thomas Subtrunk, Uvas Park Subtrunk, Eagle Ridge Subtrunk, Ninth Street Subtrunk, Old Gilroy Subtrunk, Forest-Swanston Subtrunk, San Ysidro Subtrunk, Forest-Murray Subtrunk, Leavesley-Church Subtrunk, Welburn Subtrunk, Mantelli Subtrunk, and Saint Teresa-Long Meadow Subtrunk. The sewer trunk system for each collection basin is shown on Figure 4.2.
4.2.1 Gilroy Trunk
The Gilroy trunk discharges into the SCRWA WWTP as a 42-inch gravity pipe. The trunk begins as an 18-inch pipeline on Leavesley Road approximately 400 feet east of the Murray Ave and Leavesley Road intersection. Beginning from Leavesley Road, the trunk parallels the west side US HWY 101 to I.O.O.F. Ave where it increases to a 27-inch pipeline and continues its path to E Sixth St. From E Sixth St, the pipeline increases to a 30-inch pipe and siphons under US HWY 101 to the east side of the highway. Across the highway, the pipeline decreases to a 24-inch pipe and follows frontage of the commercial building space to E 10th St. From E 10th St, continuing the alignment, the pipe crosses through parking space and under other commercial buildings via Right-Of-Way to approximately 500 feet west of the intersection of Camino Arroyo and Holloway Rd where it increases to a 42-inch pipeline. Then the pipeline follows the dirt path in the southAgenda Item 9.1 Page 142 of 768 È
6"
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SANTA TERESA BL
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WREN AV
THIRD ST
SECOND
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PRINCEVALLE ST
SIXTH
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TENTH
ST
UVAS
MURRAY AV
RENZ
LEWIS
ST
MONTEREY ST
GOLDEN GATE AV
FITZGERALD
RD
SANTA TERESA BL
RUCKER AV
BUENA
VISTA AV
CENTER AV
MARCELLA AV
LEAVESLEY RD
SAN YSIDRO AV
BLOOMFIELD AV
FRAZIER LAKE RD
MONTEREY ST
SOUTHSIDE DR
SANTA TERESA BL
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DAY
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33/42
Uvas
Creek
Uvas
Creek
Llagas Creek
Pajaro River
Llagas Creek
Uvas Creek
30 30 27
18 18
33 27
18 10 18
10 15
12 1
12 0
10 10
10 18 18
10 12
15 12 12
15 15
10 LN
10 10 10 10 10
12 18
33 27
10 10
33 12
12 12
30 27
12 15
10 10
8 8
10 10
10 10 10 10
1 18
8 12
12 12 24
2 4
24 24
18 15 18
18 18
10 10
10 10
12 12
15 18
12 18
12 12
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18 12
18 18 18
18 27/18
12 12
18 10
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27 10
18 18
27 33/4
18 2
12 12
PARK
DR
.² WWTP
SS-1
SS-2
27 24
24 24
SS-3
36 36
36 Figure 4.1
Existing Sewer
Collection System
Sewer System Master Plan
City of Gilroy
Updated: September 17, 2021
File Path: P:\xGIS\GIS_Projects\Gilroy\Sewer\200625-MP\GL_Fig4-1_ExistingModelSyst_091721.mxd 5GIS
0 0.25 0.5 1
Mile
LegendModeled Gravity Pipes by Size
8" or Smaller10" - 18"24" or Greater
Non-Modeled System
È
6"
#
"
õ Lift Station
Non-Modeled PipesRoadsRailroadsCity LimitsUrban Growth BoundaryRivers & CreeksWaterbodies Agenda Item 9.1
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PRINCEVALLE ST
SIXTH
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ST
UVAS
MURRAY AV
RENZ
LEWIS
ST
MONTEREY ST
GOLDEN GATE AV
FITZGERALD
RD
SANTA TERESA BL
RUCKER AV
BUENA
VISTA AV
CENTER AV
MARCELLA AV
LEAVESLEY RD
SAN YSIDRO AV
BLOOMFIELD AV
FRAZIER LAKE RD
MONTEREY ST
SOUTHSIDE DR
SANTA TERESA BL
SANTA TERESA BL
CASTRO
VALLEY
RD
EAGLE RIDGE DR
CLUB DR
DAY
RD
MANTELLI DR
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Creek
Llagas Creek
Pajaro River
Llagas Creek
Uvas Creek
30 30 27
18 18
33 27
18 10 18
10 15
12 1
12 0
10 10
10 18 18
10 12
15 12 12
15 15
10 LN
10 10 10 10 10
12 18
33 27
10 10
33 12
12 12
30 27
12 15
10 10
8 8
10 10
10 10 10 10
1 18
8 12
12 12 24
2 4
24 24
18 15 18
18 18
10 10
10 10
12 12
15 18
12 18
12 12
18 8
18 12
18 18 18
18 27/18
12 12
18 10
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27 10
18 18
27 33/4
18 2
12 12
PARK
DR
.² WWTP
SS-1
27 24
24 24
SS-3
Ninth
Street Subtrunk
Joint Trunk
Gilroy Trunk
Southside-Luchessa Trunk
Welburn Subtrunk
Uvas Park Subtrunk
Eagle Ridge Subtrunk
Third-Princevalle Subtrunk
Country Club Subtrunk
Thomas Subtrunk
Forest-Swanston Subtrunk
Mantelli Subtrunk
Santa Teresa-Long Meadow
Subtrunk
Leavesley-Church Subtrunk
San Ysidro Subtrunk
Forest-Murray Subtrunk
Old Gilroy Subtrunk
SS-2
36 36
36 Relief Trunk
Figure 4.2
Existing Modeled
Trunk System
Sewer System Master Plan
City of Gilroy
Updated: September 17, 2021
File Path: P:\xGIS\GIS_Projects\Gilroy\Sewer\200625-MP\GL_Fig4-2_ExistingModelTrunk_091721.mxd 5GIS
0 0.25 0.5 1
Mile
LegendModeled Gravity Pipes by Size
8" or Smaller10" - 18"24" or Greater
Non-Modeled System
È
6"
#
"
õ Lift Station
Non-Modeled PipesRoadsRailroadsCity LimitsUrban Growth BoundaryRivers & CreeksWaterbodies Agenda Item 9.1
Table 4.1 Existing Sewer Pipe Inventory
Sewer System Master Plan
City of Gilroy
(in) (feet) (miles)
City Pipes
≤6
2 154,358 29.2
8 463,234 87.7
10 81,809 15.5
12 58,195 11.0
14 327 0.1
15 16,330 3.1
16 136 0.03
18 43,284 8.2
24 13,447 2.5
27 12,542 2.4
30 914 0.2
42 5,810 1.1
48 375 0.1
Total 850,760 161.1
Joint Trunk Pipes3
21 202 < 0.1
24 5,679 1.1
27 4,407 0.8
30 2,776 0.5
33 22,132 4.2
42 246 < 0.1
60 96 < 0.1
Total 35,537 6.7
5/20/2021
Notes:
1. Source: GIS Received from City staff on September 10, 2020.
2. Includes pipelines of unknown diameter.
3. Indicates Joint Trunk pipelines south of intersection at Fitzgerald Avenue and Monterey Road.
Pipe Size Length
Agenda Item 9.1 Page 145 of 768
March 2023 4-5 City of Gilroy
Sewer System Master Plan
easterly fashion to Southside Dr. At Southside Dr, the 42-inch gravity pipe discharges into the SCRWA WWTP.
4.2.2 Southside-Luchessa Trunk
The Southside-Luchessa Trunk discharges into the WWTP via the 42-inch gravity pipe of Gilroy Trunk. The trunk begins at the intersection of W Luchessa Ave and Monterey as a 27-inch gravity main. From the intersection, the trunk follows W Luchessa Ave in the eastward direction to Rossi Ln. From Rossi Ln, the trunk flows south-east to Southside Dr, turns east, and discharges into the 42-inch Gravity Main near SCRWA WWTP as a 27-inch pipeline.
4.2.3 Third-Princevalle Subtrunk
The Third-Princevalle Subtrunk discharges into the Southside-Luchessa Trunk, at the intersection of Monterey Rd and W Luchessa Ave, as a 18-inch pipeline. The trunk begins at the Santa Teresa Blvd and Third St intersection as a 12-inch pipeline. Flowing eastward on Third St, the pipeline turns south on Santa Theresa Dr, then east on Fourth St, increases to a 18-inch pipe on Miller Ave and flows south to W Sixth St. Keeping its size at 18-inch, the pipeline flows north-east on W Sixth St to Princevalle St, turns south-east on Princevalle St and flows to the Princevalle Channel easement. Here, the trunk turns east and flows under the Princevalle Channel easement to Monterey St. At Monterey St, the trunk follows the street alignment in the south-east direction and flows into the Southside-Luchessa Subtrunk as an 18-inch pipe.
4.2.4 Country Club Subtrunk
The Country Club Subtrunk discharges into the Third-Princevalle Subtrunk, at the intersection of Santa Teresa Blvd and Third St, as a 24-inch pipeline. The trunk begins as a 15-inch pipe approximately 300 feet south of the intersection of Burchell Rd and Bluebell Dr on Burchell Rd.
Flowing on Burchell Rd, the pipe increases to an 18-inch and flows south to Hecker Pass Hwy.
After crossing Hecker Pass Hwy, the trunk follows the eastern and then northern banks of Uvas Creek, increases in size to a 24-inch, flows to Santa Teresa Blvd and Third St where it discharges into the Third-Princevalle Subtrunk as a 24-inch.
4.2.5 Thomas Subtrunk
The Thomas Subtrunk discharges into the Southside-Luchessa Trunk, at the intersection of Monterey Rd and W Luchessa Ave, as an 18-inch pipeline. The pipeline begins on Thomas Rd and Alder St intersection as a 10-inch pipeline. From the intersection, the pipe flows northward on Thomas Rd to W Luchessa Ave. At the intersection the trunk increases in size to a 15-inch pipeline for approximately 300 feet, then decreases down to a 12-inch and flows eastward following the alignment of W Luchessa Ave to Monterey Rd. At Monterey Rd, the trunk flows into the Southside-Luchessa Trunk.
Agenda Item 9.1 Page 146 of 768
March 2023 4-6 City of Gilroy
Sewer System Master Plan
4.2.6 Uvas Park Subtrunk
The Uvas Park Subtrunk discharges into the Third-Princevalle Subtrunk, at the intersection of W Tenth St and Princevalle St, as a 12-inch pipeline. The pipeline begins on Uvas Park Dr, approximately 450 feet south-east of the intersection of Santa Barbara Dr and Hersman Dr, as a 12-inch size. Following Uvas Park Dr, the trunk jogs over to Crawford Dr at the extended alignment of Crawford St. On Crawford Dr, the trunk flows south-easterly as a 12-inch pipe to Wren Ave. From Wren Ave, the trunk extends under residential property lines to Hoxley St. At the south-east corner of Hoxley St, the trunk jogs over to W Eighth St, flows south on Yorktown Dr to Greenwich Dr. Keeping at the size of 12-inches the trunk flows north-east on Greenwich Dr to Orchard Dr, then south to W Tenth St, where it flows north-east on W Tenth St to Princevalle St.
At the intersection, the trunk flows into the Third-Princevalle Subtrunk as a 12-inch pipeline.
4.2.7 Eagle Ridge Subtrunk
The Eagle Ridge Subtrunk discharges into the Uvas Park Subtrunk, at the intersection of Wren Ave and Crawford Dr, as an 18-inch pipeline. The pipeline begins at the intersection of Muirfield Way and Club Dr as a 10-inch pipeline. From the intersection the trunk flows in the south-east direction on Club Dr, jogs north of property line at the intersection of Club Dr and St Andrews Cir, then follows the alignment of St Andrews Cir for 1,600 ft. From here, the trunk jogs to Santa Teresa Blvd, increases in size to a 12-inch and follows the bike trail to Grenache Way. At Grenache Way, the trunk increases to a 15-inch pipeline, flows to the intersection of Syrah Ct, further increases to an 18-inch pipe and flows north-east to the intersection of Wren Ave and Crawford Dr. At the intersection, the trunk flows into the Uvas Park Subtrunk.
4.2.8 Ninth Street Subtrunk
The Ninth Street Subtrunk discharges into the Gilroy Trunk, on Renz Ln approximately 300 feet north-west of the entrance from Pacheco Pass Hwy to US HWY 101, as a 10-inch pipeline. The trunk begins approximately 45 feet east of W Ninth St and Princevalle St intersection. Flowing north-east on Ninth St, the trunk crosses under US HWY 101, follows the Renz Ln and flows into Gilroy Trunk.
4.2.9 Old Gilroy Subtrunk
The Old Gilroy Subtrunk discharges into the Joint Morgan Hill – Gilroy Trunk, on Renz Ln approximately 300 feet north-west of the entrance from Pacheco Pass Hwy to US HWY 101, as an 18-inch pipeline. The trunk begins as a 10-inch pipeline approximately 200 feet south-west of the intersection of Rosanna St and W Seventh St. Flowing north-east on W Seventh St, the trunk turns north on Monterey St, then east on Hornlein Ct, increases to a 12-inch pipe and flows under the railroad tracks to Old Gilroy St. Following the alignment of Old Gilroy St, the pipeline increases to a 15-inch on Forest St, then to an 18-inch on Crocker Ln where it crosses under US HWY 101, and then flows to Renz Ln. Here, the trunk follows the alignment of Renz Ln to Joint Morgan Hill – Gilroy Trunk where it discharges as an 18-inch.
Agenda Item 9.1 Page 147 of 768
March 2023 4-7 City of Gilroy
Sewer System Master Plan
4.2.10 Forest Subtrunk
The Forest Subtrunk discharges into the Old Gilroy Subtrunk, at the intersection of Forest St and Old Gilroy St, as a 12-inch pipeline.
The pipeline begins on the southern side of the intersection of Swanston St and Leavesley Rd as a 12-inch pipeline and flows south-east on Swanston Ln, turns north-east on Swanston Ln, then turns south-east on Forest Ave. The pipeline follows the Forest Avenue alignment south-east where it flows into the Old Gilroy Subtrunk.
4.2.11 San Ysidro Subtrunk
The San Ysidro Subtrunk discharges into the Joint Morgan Hill – Gilroy Trunk, near the southern side of the intersection of Leavesley Rd and San Ysirdo Ave, as a 15-inch pipeline. The pipeline begins at the intersection of Cohansey Ave and Noname Uno as a 12-inch pipeline, increases to a 15-inch pipeline as it flows on Noname Uno, turns north-east on E Las Animas Ave, then turns south-east on San Ysidro Ave. The pipeline follows the San Ysidro Ave alignment as a 15-inch pipeline to Leavesley Rd, and flows into the Joint Morgan Hill – Gilroy Trunk just south of the intersection.
4.2.12 Forest Murray Subtrunk
The Forest Murray Subtrunk discharges into the Joint Morgan Hill – Gilroy Trunk, at the intersection of Forest St and Leavesley Rd, as a 15-inch pipeline. The trunk begins at the intersection of E Las Animas Ave and Murray Ave as a 15-inch pipeline. From the intersection, the trunk flows south-east on Murray Ave to Tomkins Ct. Approximately 400 feet, on Murray Ave, from the intersection of Tomkins Ct, the trunk decreases in size to an 8-inch, then increases to a 12- inch before it turns west on Kishimura Dr. Flowing westward on Kishimura Dr to Forest St, the trunk turns south-east on Forest St where it flows to Leavesley Rd. Approximately 100 feet north of the intersection of Forest St and Leavesley Rd, the pipeline increases to 15-inch in size and flows into the Joint Morgan Hill – Gilroy Trunk.
4.2.13 Leavesley-Church Subtrunk
The Leavesley-Church Subtrunk discharges into the Gilroy Trunk, approximately 400 feet northwest of the intersection of Leavesley Rd and Murray Ave on Leavesley Rd, as an 18-inch pipe.
The pipeline begins at the intersection of Farrell Ave and Church St as an 18-inch pipe and follows the south-easterly alignment of Church St to Welburn Ave. On Welburn Ave, the gravity main turns east and flow towards Monterey St. At Monterey St, the street alignment changes from Welburn Ave to Leavesley Rd. The trunk follows the Leavesley Rd alignment to Murray Ave where the pipe flows into the Gilroy Trunk just north-west of the intersection.
4.2.14 Welburn Subtrunk
The Welburn Subtrunk discharges into the Leavesley-Church Subtrunk, at the intersection of Church St and Welburn Ave, as a 10-inch pipeline. The trunk begins at the Taryn Ln and Welburn Agenda Item 9.1 Page 148 of 768
March 2023 4-8 City of Gilroy
Sewer System Master Plan
Ave intersection as a 10-inch pipe. Flowing eastward on Welburn Ave, the pipeline crosses under Santa Teresa Blvd, Kern Ave, and Wren Ave before it flows into the Leavesley-Church Subtrunk on Church St as the same 10-inch pipeline.
4.2.15 Mantelli Subtrunk
The Mantelli Subtrunk discharges into the Joint Morgan Hill – Gilroy Trunk, at the intersection of Wren Ave and Mantelli Dr, as an 18-inch pipeline. The trunk begins at the western cul-de-sac of Bay Tree Dry near Calle Del Rey as a 10-inch pipeline. The trunk follows the Bay Tree Dr alignment eastward to Santa Teresa Blvd, increases in size to an 18-inch pipe, then follows the channel easement, parallel to Zinnia St, to Mantelli Dr. Here the trunk follows the Mantelli Dr alignment to Joint Morgan Hill – Gilroy Trunk where it discharges as an 18-inch pipe.
4.2.16 Santa Teresa-Long Meadow Subtrunk
The Santa Teresa-Long Meadow Subtrunk discharges into the Mantelli Subtrunk, on Santa Teresa Blvd near the eastern cul-de-sac of Bay Tree Dr, as an 18-inch pipeline. The trunk begins just north of Quail Walk Dr on Eagle View Way as a 10-inch pipeline. Flowing south on Eagle View Way, the trunk turns into a 12-inch pipe on Longmeadow Dr and follows the Longmeadow Dr alignment. Flowing on Longmeadow Dr, the trunk increases to a 15-inch pipeline at Calle Del Rey, continues on Longmeadow Dr to Santa Teresa Blvd where it decreases to a 14-inch pipeline.
Flowing south on Santa Teresa Blvd, the trunk increases in size to an 18-inch at the intersection of Lerma Way. Continuing south, the pipeline discharges into the Mantelli Subtrunk as a 18-inch pipe.
4.2.17 Morgan Hill – Gilroy Joint Sewer Trunk
Some of the sewer flows for City of Gilroy from the collection basins, their trunks and subtrunks discharge into the joint Morgan Hill – Gilroy sewer trunk, also known as the Joint Trunk. The Joint Trunk begins at the intersection of Monterey Rd and California Ave. From the intersection, the trunk flows south-east to the City of Gilroy where it discharges into the South Country Regional Wastewater Authority WWTP, located south of the City on Southside Dr.
The Joint Trunk is maintained by a Joint Exercise of Powers Agreement between the City of Gilroy and the City of Morgan Hill and dated May 19th, 1992. This agreement establishes the formation of the South County Regional Wastewater Authority (SCRWA), and includes an exhibit that documents the pipeline capacities and the capacity allocation for each segment of the Joint Trunk.
The agreement stipulates that a 4.0 MGD capacity allocation exists in the Joint Trunk up to Farrell Avenue, and a 7.7 MGD capacity reservation up to the WWTP, to accommodate Morgan Hill’s flows. In the current agreement, the City of Morgan Hill is responsible for all maintenance of the Trunk up to Highland Avenue in San Martin. Additional maintenance costs incurred south of Highland Avenue are shared with Gilroy per the JPA capacity allocated for each section of the trunk. Design information on the Joint Trunk, which is approximately 5.8 miles in length, were obtained from City records, and summarized in Table 4.1.
Agenda Item 9.1 Page 149 of 768
March 2023 4-9 City of Gilroy
Sewer System Master Plan
4.3 LIFT STATIONS
When routing flows by gravity is not possible due to adverse grades, lift stations are used to pump flows. The City currently maintains three lift stations in the sewer collection system, as summarized on Table 4.2.
Table 4.2 lists each pump station with relevant information obtained from the City’s records such as location, wet well capacity, number of pumps, pump capacity, and controls, if data was available. The pump stations are operated to turn “on” or “off” based on their levels in their wet wells.
The City’s lift stations were not included in the hydraulic model and capacity analysis as they were not along the modeled sewer collection system.
4.4 FLOW DIVERSIONS
The sewer collection system contains diversion structures that are intended to provide opportunities to route flow to various sewer pipelines that may have excess capacity.
City of Gilroy's sewer collection system contains diversion structures that are intended to provide opportunities to route flow away from sewer trunks with capacity limitations to sewer pipelines that may have excess capacity. The City’s sewer system includes the following active diversions along the trunk sewer system:
Rossi Lane Diversion. The Rossi Lane diversion is located just south-east of the intersection of E Luchessa Ave and Rossi Ln. Sewer flows from the western portion of the City near foothills and downstream, flow into the E. Luchessa Ave and Rossi Ln intersection to this diversion. Most of the flow continues south along the Rossi Ln alignment but the City has the option to divert flow northeast from the diversion to Gilroy Trunk if needed. For the purposes of the hydraulic model, the flow is only diverted to the Gilroy Trunk if there are adverse backup conditions.
I.O.O.F. Diversion. The I.O.O.F. diversion is located at the intersection of Forest St and I.O.O.F.
Ave. Sewer flows from the northern and western area of this intersection flow into this diversion.
From here, the flow can either continue southwardly on Forest St or flow east to the Gilroy Trunk.
In the existing system, the flow continues on I.O.O.F. Ave towards the Gilroy Trunk where it discharges via a 10-inch pipeline.
4.5 SOUTH COUNTY REGIONAL WASTEWATER AUTHORITY
WASTEWATER TREATMENT PLANT
The South County Regional Wastewater Authority WWTP is an 8.5 million gallons per day (MGD) ADWF primary, secondary and tertiary treatment facility. The treatment facility is located at the Agenda Item 9.1 Page 150 of 768
Table 4.2 Existing System Lift Station Inventory
Sewer System Master Plan
City of Gilroy
Pump Capacity Diameter Depth Per Tank Total
(gpm) (ft) (ft) (gal) (gal) (hrs)
Lift Stations
SS-1 Desiderio Wy / Farrell Ave 2004 - - - - - - -
SS-2 Roundstone Dr / Strath Pl 2005 - - - - - - -
SS-3
Santa Teresa Blvd (Gavilan
College) 1966 2 420 - - - - -
SS-4
Miller Ave/ Uvas Pkwy (Private
Lift Station) - - - - - - - -
1/25/2021
Notes:
1. Source: GIS Received from City staff on September 10, 2020.
2. Source: 2019 Sewer System Management Plan
Capacity Holding
Time
Station Location
Lift Station Information 1,2
Construction
Year
No. of Pumps
Pump Information 2 Wet Well Dimensions
Agenda Item 9.1 Page 151 of 768
March 2023 4-11 City of Gilroy
Sewer System Master Plan
end of Southside Dr. The original plant was completed in 1990 with a plant expansion occurring in 2007 to provide the plants current capacity and technology. The SCRWA WWTP has a design capacity of 9 MGD, but is limited to 8 mgd due to the chlorine contact basin capacity and it can accommodate a design peak dry weather flow of up to 15.1 MGD. The plant is currently operating at an average flow of 6.65 MGD with a low of approximately 4.78 MGD and a peak of approximately 10 MGD in 2019.
Agenda Item 9.1 Page 152 of 768
March 2023 5-1 City of Gilroy
Sewer System Master Plan
2023 City of Gilroy
5.0 CHAPTER 5 –SEWER FLOWS
This chapter summarizes historical sewer flows experienced at the South County Regional Wastewater Authority (SCRWA) WWTP and defines flow terminologies relevant to this evaluation.
This chapter discusses the design flows used in the hydraulic modeling effort and capacity evaluation. The design flows include the existing condition (existing customers) and buildout development conditions.
5.1 FLOWS AT THE SCRWA WWTP
The sewer flows collected and treated at the SCRWA WWTP vary monthly, daily, and hourly.
While the dry weather flows are influenced by customer uses, the wet weather flows are influenced by the severity and length of storm events and the condition of the system.
Flow data influent to the SCRWA WWTP was obtained from City operation staff. The flow data covered a period from 2010 to 2019. From this data monthly, daily, and peak daily flows, were determined as summarized on Table 5.1.
The following definitions are intended to document relevant terminologies shown on Table 5.1:
Average Annual Flow (AAF). The average annual flow is the total annual flow, or average monthly flow, for a given year, expressed in daily or other time units. This flow includes the combined average of the average dry weather flow (ADWF) and average wet weather flow (AWWF).
Average Dry Weather Flow (ADWF). The average dry weather flow occurs on a daily basis during the dry weather season, with no evident reaction to rainfall. The ADWF also includes the Base Wastewater Flow (BWF). The base wastewater flow is the average flow that is generated by residential, commercial, and industrial users. The flow pattern from these users varies depending on land use types.
Average Wet Weather Flow (AWWF). This average wet weather flow occurs on a daily basis during the wet weather season. In addition to the flow components in the ADWF, the AWWF includes infiltration and inflow from storm rainfall events. Maximum Month Dry Weather Flow (MMDWF). This maximum month flow occurs during the dry weather season.
Maximum Month Wet Weather Flow (MMWWF). This maximum month flow occurs during the wet weather season.
Maximum Day Dry Weather Flow (MDDWF). This is the highest measured daily flow that occurs during a dry weather season.
Agenda Item 9.1 Page 153 of 768
Average Annual Flow 1
Seasonal Average Maximum Month Total SCRWA Plant Flow 2 (MGD) (GPCD) (MGD) (MGD) (MGD) (MGD) (MGD) (MGD) (MGD) (MGD) 2010 48,821 3.60 74 - 3.62 3.59 3.83 3.89 4.05 4.38 7.19 8.99 2011 49,611 3.91 79 9% 3.76 4.07 4.13 4.76 4.27 6.17 7.37 11.98 2012 50,698 3.70 73 -5% 3.66 3.74 3.81 3.97 4.36 5.07 7.13 9.68 2013 52,378 3.58 68 -3% 3.55 3.61 3.68 3.83 4.28 4.58 7.18 7.67 2014 53,208 3.50 66 -2% 3.49 3.50 3.58 3.77 3.76 4.76 6.57 8.45 2015 54,123 3.48 64 -1% 3.44 3.50 3.48 3.61 3.60 4.47 6.02 8.24 2016 54,916 3.76 68 8% 3.72 3.79 3.81 3.99 4.67 5.67 6.99 8.97 2017 55,932 4.88 87 30% 4.23 6.04 5.04 7.31 6.30 10.06 8.34 16.46 2018 56,198 3.79 67 -22% 3.80 3.79 3.90 4.15 4.77 5.36 7.08 8.58 2019 56,854 4.15 73 9% 3.94 4.31 4.34 5.38 5.49 5.96 7.97 10.00 2010 - 0.99 - - 1.00 0.99 1.06 1.07 1.12 1.21 - -
2011 - 1.04 - - 1.00 1.08 1.10 1.27 1.14 1.64 - -
2012 - 1.01 - - 1.00 1.02 1.04 1.08 1.19 1.39 - -
2013 - 1.01 - - 1.00 1.02 1.04 1.08 1.21 1.29 - -
2014 - 1.00 - - 1.00 1.00 1.03 1.08 1.08 1.36 - -
2015 - 1.01 - - 1.00 1.02 1.01 1.05 1.05 1.30 - -
2016 - 1.01 - - 1.00 1.02 1.02 1.07 1.26 1.52 - -
2017 - 1.15 - - 1.00 1.43 1.19 1.73 1.49 2.38 - -
2018 - 1.00 - - 1.00 1.00 1.03 1.09 1.26 1.41 - -
2019 - 1.05 - - 1.00 1.10 1.10 1.37 1.39 1.51 - -
3 Year Average 1.40 1.38
1/14/2021
Notes:
1. Source:
2010 and 2011 flows from South County Regional WasteWater Authority Community Development Report 2012 - 2015 flows from South County Regional WasteWater Authority Public Works Report 2016 - 2019 flows from Influent Flow Data provided by City staff on June 3, 2020.
2. Total SCRWA Plant Flow Represents combined flow of cities of Morgan Hill and Gilroy.
3. Definitions are as follows:
AAF - Average Annual Flow (annual flow, expressed in daily or other time units) ADWF - Average Dry Weather Flow (average flow that occurs on a daily basis during the dry weather season) AWWF - Average Wet Weather Flow (average flow that occurs on a daily basis during the wet weather season) MMDWF - Maximum Month Dry Weather Flow (maximum month flow during the dry weather season) MMWWF - Maximum Month Wet Weather Flow (maximum month flow during the wet weather season) MDDWF - Maximum Day Dry Weather Flow (highest measured daily flow that occurs during a dry weather season) MDWWF - Maximum Day Wet Weather Flow (highest measured daily flow that occurs during a wet weather season) PDWF - Peak Dry Weather Flow (highest measured hourly flow that occurs during a dry weather flow) PWWF - Peak Hour Wet Weather Flow (highest measured hourly flow that occurs during wet weather)
MDDWF MDWWF MDWWF
Table 5.1 Historical Flow Data and Peaking Factors
Sewer System Master Plan
City of Gilroy
Recommended Peaking Fator
Historical Peaking Factors (Applied to ADWF)
MDDWF
Maximum Day
ADWF
Year Population
AAF
Per Capita
Flow
Percentage
Change
AWWF MMDWF MMWWF
Agenda Item 9.1 Page 154 of 768
March 2023 5-3 City of Gilroy
Sewer System Master Plan
Maximum Day Wet Weather Flow (MDWWF). This is the highest measured daily flow that occurs during a wet weather season.
Table 5.1 shows the City of Gilroy’s average annual flows (AAF) experienced at the SCRWA WWTP increased from 3.6 MGD in 2010 to 4.15 MGD in 2019, which is an increase of approximately 15 percent. In general, the AAF flows have decreased from 2010 to 2015, and increased by approximately 19 percent between 2015 and 2019.
In addition to listing the 2010-2019 flows, and for comparison purposes, the table calculates the peaking factors applied to the corresponding average annual flows for each year. During wet weather flows, the maximum daily volume (MDWWF) contributed by the City at the SCRWA WWTP was 2.38 times higher than the average annual flow.
5.2 EXISTING SEWER FLOWS
The existing sewer flows represented in this Master Plan were based on the City’s water consumption billing records. The number of acres and corresponding sewer flows are summarized on Table 5.2.
5.3 BUILDOUT SEWER FLOWS
The land use methodology was used to estimate the buildout flows from the City’s Planning Area and to be consistent with the General Plan. Table 5.2 documents the total acreages for residential and non-residential land use, and the undeveloped lands designated for urbanization. The undeveloped lands were multiplied by the corresponding unit flow factor to estimate the sewer flows. The buildout average daily flows were calculated at 7.07 MGD.
5.4 SEWER COLLECTION SYSTEM DESIGN FLOWS
The design flows most relevant in this capacity analysis of the sewer collection system, in addition to the Maximum Day Dry Weather Flows (MDDWF), include the peak dry weather flow (PDWF) and peak wet weather flow (PWWF).
Peak Dry Weather Flow (PDWF). The PDWF is used for evaluating the capacity adequacy of the sewer collection system, and to meet the criteria set forth in the previous chapter and in the City standards.
Peak Wet Weather Flow (PWWF). The PWWF is used for designing the capacity of the sewer collection system, while allowing acceptable amounts of surcharging in the system.
During PWWF a relaxed criteria was used compared to PDWFs. The hydraulic analysis allowed surcharging to occur during wet weather conditions with the hydraulic grade line (HGL) rising up to three feet below the manhole rim. If the HGL at any time was less than three feet from the manhole rim, the pipe was considered deficient.
Agenda Item 9.1 Page 155 of 768
Table 5.2 Future Sewer Flows
Sewer System Master PlanCity of Gilroy
Existing Unchanged Redeveloped Area New Development Total Area Average Daily Flow (gpd/acre) (acres) (acres) (acres) (acres) (gpd)
Residential
Hillside Residential 560 442 112 353 907 507,789
Low Density Residential 1,150 1,583 122 89 1,793.95 2,063,041 Medium Density Residential 2,020 58 177 6 240.47 485,750 High Density Residential 3,000 67 18 18 103.89 311,678
Subtotal ‐ Residential 2,151 429 466 3,045 3,368,258
Non‐Residential
Office and Commercial1 870 465 281 100 846 736,013
Industrial2 780 293 213 643 1,149 896,113
Public Facility / Institution 360 559 153 129 841 302,621 Neighborhood District 900 0 38 358 395 355,920
City Gateway District 900 0 20 7 27 24,570
Downtown Specific Plan Area3 Varies 0 57 32 89 165,683
Mixed Use Corridor High 870 0 25 7 33 28,454
Hecker Pass Special Use District4 ‐ 0 328 88 416 301,873 Glen Loma Ranch4 ‐ 0 103 237 341 361,085
Industrial Park 780 0 43 40 83 65,069
Employment Center 870 0 279 251 530 461,164
Subtotal ‐ Non‐Residential 1,317 1,541 1,893 4,750 3,698,565 Other
Park and Recreation Facility 0 995 0 154 1,149 0
Vacant 0 0 0 0 0 0
Open Space 0 253 0 1,045 1,298 0
Rural County 0 0 28 3 30 0
Subtotal ‐ Other 1,247 28 1,202 2,477 0
Total
4,714 1,997 3,561 10,272 7,066,823
3/31/2022
Notes:
1. Office and Commercial accounts for Visitor Serving Commercial and General Services Commercial Land Use types.
2. Industrial accounts for General Industrial and Campus Industrial Land Use types
3. Downtown Specific Plan Water Unit Factors vary based on land use.
4. Glen Loma and Hecker Pass sewer flow estimated separately, based on itemized land use plan and associated land use factors Sewer Unit
Factor
Total Sewer Flow Buildout of Service Area
Land Use Classification
Agenda Item 9.1